Board of Commissioners - Regular Meeting

They're good on the inside. We'll go ahead and kick this thing off. Everybody ready? Yes, sir. All righty. Good evening, everybody. Welcome to Board of Commissioners work session this April 28th, 2026. Uh, first off is the adoption of the agenda. Are there any amendments or adjustments to the agenda this evening? Hearing none, then can I get a motion to adopt tonight's agenda? So moved. All in favor? I. Any opposed? Seeing none, this motion carries. The agenda is now adopted. All righty. So, we got our first order of business. We need the consideration for the approval of the agreement with PY Homes. Was there a presentation we wanted to do with this? Kind of describe some of the situation and

a little backstory. We do have a presentation here. Yeah.

Do that. And uh we have uh representative PY here. So I'll make I'll make room here. Okay. Okay. Thank you. Um I think everyone here is relatively familiar with this so far. Um we've had several um meetings uh back and forth trying to figure out what to do with the um the certificates of occupancy at uh the preserve at Forest Creek. A little background just for everybody on that. Um this was approved several years ago. Um, at the time there was no cos to be issued until all improvements were done, including the intersection of Rhobit and 75, which included a switch station uh switch box um for the mast arms there uh crossing arms that CSX wanted. Um in um there was 25 cos granted as a minor um minor change to the plan um about a couple years after that. Um we did meet um and we authorized that those 25 cos pty is requesting additional cos so they can actually get started on some of the houses there but the town is we got concerns about um delays um by third parties that are involved in this um and really so we're just trying to find a way um something that will work for everybody on this um where we we got some assurities that the uh traffic um issues um will be mitigated properly and so that uh PY also has some shies that they got some cos that they can do as well. Um so right now really the

agreement that we've worked out um through quite a good bit of back and forth. Um, so there there will be no initial cos um until September 1st of 2026 and then in September uh sorry um if there are conditions that are met um by September 2026 um they would have three cos per month for a maximum of three months. Um those conditions are that uh PY provides written confirmation the town is secured and will maintain a private contract for a qualified offduty law enforcement officer to perform in-person traffic control at the intersection. Uh that would be during peak hours Monday through Friday. Um also PY will provide the town with a bond in the amount of $2 million for the cost of the intersection improvements andor any alternative improvements to achieve mitigation. PY will provide the town with a written monthly update on the status of the traffic signal installation, including any and all correspondents with CSX, NC DOT, and Kimley Horn. And PY also will provide the town attorney a draft copy of the triparty agreement being prepared for execution among PY, CSX, and NC DOT. So that would be a three-month period with three three CEOs allowed. Um after that point um there is another condition um which would require that PY get the three-party uh agreement signed and back to the town at which point they would have nine months with three cos. So that's a total of 36 COS over a 12-month period. Um then if everything is done um within that 12-month period or before that 12-month period, if all the work is done out there, then effectively they will have taken care of all of their

obligations um and they can proceed just as a regular development would. Um no more officers are needed out there at the time. The bond can be closed out um and they can proceed as normal. Um, if after that 12-month period that hasn't been completed, um, then the town shall have the right to either consider PY's progress towards completion and amend the terms of this agreement or to continue with the phased release of 30 three COS per month or for an otherwise agreed upon additional period um, until the traffic signal installation is completed or town can grant the CO as requested um, and as warranted by the town's standard residential development process. process, call the bond and basically take over um completing those improvements itself um with C CSX and NC do um so the town does have some options at the end of that 12-month period as well. Um Dan Rossy from PY is also here tonight. Um we've been working on this quite a bit. You guys have any questions of me or of Dan?

Any questions from the board? comment comment please.

The way I look at this is I I Rahobit and NC are critical intersection key for internal circulation for Waxaw amulets. Traffic signal is still required that is not nothing's changing there. This agreement makes sure that that traffic signal that key infrastructure in partnership with the CSX gating that would synchronize everything would be in place. This agreement essentially puts those pieces concretely in place that there are clear objectives and a clear timeline.

This is not essentially new growth. This is not unchecked growth. This this is essentially a partnership to accomplish critical infrastructure at a at a key intersection that is essentially in my mind failing every day. And so the way I look at it is this is reasonable. Um it puts good controls uh offduty officer uh at that intersection during peak hours. Um, specifically, uh, I know we've discussed and I wanted to make sure that it's highlighted that, uh, we're mindful of school hours and how much traffic essentially accumulates at those intersections getting to and from school and other part parts of our town because our town is essentially uh, split in half by by that essentially that key intersection and those key infrastructure pieces. And so for me, uh, this is reasonable, uh, in a partnership to make sure that those key safety improvements get sequenced in in partnership with everybody. It's a multilateral agency, the complex, it's it's NC DOT, it's CSX, and we as a town are essentially just uh, operational controllers essentially helping in the logistics and implementation of it. In my mind, Yeah, this is an intersection that I've heard residents ask about quite a lot and for just giving a a very small number of CEOs ahead of time, we get the traffic mitigation ahead of time as well. Uh not the full traffic mitigation, but something an interim measure until the full traffic mitigation can be installed. Um, and it's been complicated because of CSX. Um, but

multi- agencies, it's tough when you're sequencing multi- agencies to to implement something, right? Yeah. Coordinating timelines with one agency is hard enough, but to put three major agencies together to come uh to agreement and timelines and getting the right people where they need to be um uh is difficult. So, um I am comfortable with this. I know that um the public has been very concerned about that light. They've been waiting for that light. They were told there would be no cos before that light and um past administrations that made decisions

and that's and that's normally what we would do, but um having the traffic mitigation, having the officer there uh helping control that intersection in the meantime was the best option. considering other options floated were closing the crossing which we could not do that would close us off if we had Helms Road extension up and going then that would have been maybe an option but there were a lot of concerns uh on how to get this done as efficiently as they could and being reasonable so I think PY has done what they can do thus far I just wanted to make sure so the officer is starting September 1st

the officer will need to be in place before any cos are issued. Um, so that additional traffic that's coming can be they can help us. And then as we were drafting this, we talked about a few key milestones that were coming up. And if I recall from my notes, it was the design, then we were going to purchase equipment or at least get the proposal for the purchase of equipment. Have we moved through those milestones? I knew two of them were done already and there was another one due here in April. Do you remember which one that was? I think that was final design, right? Yeah. And I'll let Mr. Rossy answer that. You want to address that?

Yeah. Good evening. Um, so I'm told that if you don't mind, sorry to interrupt, a little closer to the microphone so that folks can hear. Um, I'm told that the final design has been done. So, I checked in with CSX last week and their representative told me I do not have a copy of it. I'm trying to get a copy. I know the town wanted to see it, but that's uh that's what I've been told.

And that's that that says a lot. And I want to say thank you for for confirming that because one of the big concerns is that even though PY is willing to engage in the bond, it's still a concern that the town would have to then manage this project, which could be very complicated. Um, but to know that these milestones that we talked about all the way back in January, to know these milestones are actually hitting and getting done is very encouraging. So, thank you.

Uh, one of the milestones that I know we discussed that I I hope Kevin, if you don't mind, I I know there was a a question mark about timing of equipment. Um and that that essentially that was key that synchronization of equipment and the RFP out for that equipment purchase and the acquisition timeline. Um do we have any clarity at this time about that acquisition timeline of the of that equipment? Um I I can't answer that, but I will say that um item C in here I think was effectively supposed to cover all of that where we would get those updates and we could forward on to y'all that okay, we've got engineering done, we've got estimates done, we've got um the equipment in place. Um do you want to answer anything to that? We're not you're not at the point where you purchased anything yet, right?

Yeah, I I'll just add some clarity. So um the final design which has been done spurs the next step which is the cost estimate that CSX does. Once the cost estimate's done that'll populate the triparty agreement between NC DOT CSX and PY homes. PY homes will have to fund at 150% the triparty agreement. CSX once that triparty agreement's funded CSX will do the purchasing of the equipment. So PY py doesn't do any equipment purchasing installation. We can't do we or DOT can't do anything within the rightway.

So not just you all it would be us too if it was the town implementing the bond. We would be looking at the same set of hurdles and challenges. This is an equipment timeline and synchronization essentially set by CSX. Correct. Thank you. Mhm. Well, just in in closing, I just want to say thank you to PY Homes for working with the town and acting as a good faith partner. I I think you've done a great job in sort of working with the board um and developing some solid conditions that I think will make the town a little bit happier with that particular intersection. So, yeah, we we appreciate all your help. Thank you.

And then also say thank you to the board. You guys provided a lot of input and some feedback in developing these conditions and the fact that PY is willing to abide by these conditions, it's a good sign. So, thank you to you also because actually you were the one who came up with the idea of the uh officer at the intersection. Exactly. Thank you, Mr. Mayor. I appreciate Py's willingness to do that and I think that'll make a big difference and go a long way in getting people kind of ready for the traffic light hopefully. Right.

So, thank you. Uh just on a personal cause, yeah, I know that there's time still, but I know that intersection every day. Uh I've been traveling it more and I am sure everybody that's listening also is probably feeling the pain about that that intersection, especially during travel time with for families. So, if there's anything that could be done the sooner the officer could be out on the corner, much appreciated. Thank you again for the support. Yeah, I I live not right down the road. I I go there every day, too. So I feel then you feel our pain. I go through it every day twice a day also. Oh, thank you. All righty. Anything else on this item then?

Well, it might be helpful to the public to know a little about the history of this um because when it this development was first approved, this traffic light was expect you know the condition was for it to be completely built before any additional cos were issued. But uh I believe it was in 2023 four that a employee of the town represented the town and made an agreement to add some more which overrode the board decision and then left the town. So uh that's why things haven't really panned out as folks expected.

All right. So, let's see here. Can I get a motion to approve the conditions agreed upon with PY Homes and to authorize the town manager in consultation with the town attorney and the planning staff to finalize and execute the agreement in accordance with the terms discussed in the closed sessions? So moved. All in favor? I I Any opposed? Hearing none, this motion carries. Thanks again, Matt. Thank you. Thank you, sir. Okay, let me get my copy here. Okay. All righty. Next up, we have a text amendment.

This wasn't in the agenda review, was it? Or am I going crazy? Uh, I don't I I believe we added it on after planning board. Yeah, after planning board. It was added to that. It was not in the review because the planning board was meeting that same night to go over this.

Um, and we're not looking for any kind of motion on this tonight. This is merely a presentation to y'all so you know what's coming. Um, at the uh next meeting we'll do a public hearing and if you want to vote at that point, we can. Um this is um I think I've mentioned that we've got um kind of a long list of of uh various text amendments and we're trying to kind of take them in little chunks and bring them forward to y'all. Um the next one we're going to be working on after this deals with open space and trees and there's a whole lot of different things going on with that. Um so these aren't entirely tied together. We're just trying to find a good way to kind of bring them bring so we're not coming back in every single month for do every every few months bring a few more to you. Um this is petition um TA02 2026. It is a staff recommended uh or staff initiated position and it is to amend chapters various sections of chapters four, five, seven and 13 of the LDC by updating various sections related to minor subdivisions, private streets and lot coverage. Uh changes are being recommended as part of a larger collection as a of amendments as I mentioned earlier and I'm not used to presenting off of a a page. No, it's okay. So, so bear with me.

Oh, no. That's for the capital for them. Okay.

Um, I'll start with minor subdivisions. Um, I think most of y'all are probably aware of some of this, but state law has specific criteria for exempt subdivisions, but also permits towns to distinguish between minor subdivisions and major subdivisions of land. The intent is really to allow for property owners to create smaller subdivisions that don't require major increases in infrastructure or adoption by the board. It's just in general a much faster process for staff and for property owners. And um staff has identified some loopholes in the current LDC which permits minor subdivisions utilizing private streets to be platted and lots sold without design or provision for infrastructure. Uh, I commonly refer to these as paper streets or paper lots. Um, so you'll know what I'm talking about if I say it. Um, got a picture on the next page here. The picture on the left would be a kind of a new minor subdivision with existing infrastructure. Uh, it's on a street. It has sewer and water and everything available on that lot and they just want to cut it into four. Uh, we allow up to uh, nine, I believe. On the 10th one, I believe it becomes a major subdivision. Either way, um on the right would be an example of a very old subdivision which is basically a it's a got paper streets and paper lots. Um they subdivided everything and never installed the infrastructure. Um which we've got a process for now. We we bond everything out. Um we go through engineering on everything and we also don't sell we don't um they can they they uh they could sell lots but we don't issue cos until everything is is finalized. So um so yeah so that's that's really what we're trying to avoid. Once you get this you end up with a very very messy process for developing this and having any kind of consistent infrastructure installed.

Um, if you buy a lot and you think you can build on it and all of a sudden you have to build part of a street, part of sidewalks, extend sewer, and basically do all the development for yourself, then your lot just got probably more expensive than it's worth to build on. So, we really want to avoid doing this. Um, our definition largely covered this. Really, it's just trying to clarify it and and close some loopholes. So, the changes there, um, again, it still allows, um, nine lots. Um, the, um, sentences here are really kind of the the meat of it. Um, the minor subdivisions do not require the dedication of public rideway or the installation or extension of public or private infrastructure andor shared amenities for the purpose of providing required access or service to the lots. This shall include public and private streets required for access. Water and sewer lines except for access water and sewer lines except for private taps. Uh dedicated open space and shared amenities. Public easements or land to be deed to the town or other agencies. Shared storm water drainage and detention features and other improvements the zoning administrator or town engineer deem as required as requiring detail detailed plans and further review. So that's it in a nutshell. Um, but really if you're going to be developing land, it needs to be planned out. Um, and you need to provide for the infrastructure to actually be installed there u before you go through that the process of subdividing and recording those those lots.

So for a minor subdivision like this, a sidewalk continuation or addition would not be mandated. Uh well, I mean I think I think we would I mean it's it's that's a good question. That's something we do intend to address later on actually. Um there are some loopholes when it comes to that as well. Typically they're required new development but not necessarily when you have a just a lot or two. Um we we do want to take a look at that. I wasn't going to address it with this round though, but it will be coming up. Okay. So it's kind of in planning. It's it's Yeah, it's I think we've got 16 or 17 different sections that we've just kind of been paying attention to since I got here and that we're going to be bringing to y'all.

Sounds good.

Um uh the next item is somewhat related. Uh private streets. Um so they they they do have a place every now and then. Um they they they can work. Um but um they can also make things very very messy um depending on how they're done. And so really we wanted to try to address that. We didn't have a good definition for private streets or when they could be utilized um in the ordinance. It was alluded to but it wasn't very clear. Um so this is to help provide some clarity to that. Um the um we want to provide limited use of private streets where appropriate, which will reduce any potential long-term costs to the town in the future and minimize conflict between property owners to ensure that private streets when allowed are designed in accordance with town standards to ensure consistency across the town and continued access and safety. and to prevent the widespread use of private streets, which can cause long-term issues with maintenance, ability to develop properties, and continued access to both property owners and public safety and services. And this picture is kind of putting the carpet for the horse a little bit, but in effect, what we're trying to do here is um to show some differences there. Um right now, you can do private alleys or drives. Um we don't really regulate those. If you got if you're on a major street, the private alley back there, we really don't. That's kind of however you want to however you want to do it. Um, we do allow for some small sections of private street already. And this ordinance would help to this ordinance amendment would help to kind of codify that. Um, but it's it's not a major through street. It doesn't connect to larger tracks that are going to be developed in the future, anything like that where you could end up running into issues with access. um and uh maintenance and ownership of the uh street. Um can't see it very well, but

the uh the one on the top right is actually a commercial subdivision we have that was done as a minor and has private street. Yeah, could probably use them. Need your cheaters,

right? Um and then we have another example of a subdivision here which has all public streets, but where um those in the red would be ones that we would not recommend to be private. those that are in the green, very limited access. Um they're not very long streets. Those could be those could be private. Probably not a a major issue with those. And that's really what the text here um specifies. Uh private streets. This is a new section. Um they are permitted on a limited basis when the following conditions can be met. They do not provide primary access to any lots or larger parcels they border except those listed in section 5.13 which would be primarily commercial um development and then we allow some with town homes and um um cottages for those listed in section 53. They shall provide direct access to a limited number of lots or smaller parcels in the development and are short in overall length typically of a standard block length or less. Private streets shall not serve as collectors or through streets and are not intended to be the sole connection to or from future development on neighboring tracks or subdivisions which could hinder development or access to said properties. When providing primary access to lots and parcels, private streets shall be designed and constructed in accordance with the the design standards for public streets set forth in this code in the engineering manual. So really, you shouldn't notice a difference between quality of the street from a private street to a public street. Um, we're not going to go from having a paved 26 foot wide street to a gravel 15 foot wide drive uh on private if it's something that is required for access to those lots. Um the zoning administrator and town engineer may agree to permit exemptions to this this section in the case of non-conforming lots and other rare circumstances when it's deemed that private streets would serve a lot or lots better than public streets and when the general intent of this code is met.

The um the last item I have on here is lot coverage and conservation subdivisions. And the way the ordinance is set up right now um in conservation subdivisions, there is an exemption for or an exception I should say that allows for a higher um percentage of lot coverage, which would be your impervious surface, your um your driveways, um your house, uh patios, sheds, all of those things um that cover the land. Um, R3 right now allows for a uh allows for a um an an exception. R1 and R2 do not. Um, and it was the intent that they did, but they did not make it in there. We wanted to go ahead and and and we looked at it and we thought it might actually be better to take a different rather than just doing a static percentage to try something a little bit different with it that might um help keep it more in line. Um so in these subdivisions um when you get the smaller lots standard lot coverages may not be sufficient for all aspects of single family living on smaller lots permitted by right in conservation subdivisions. A proportional increase in percentage of lot coverage provides more flexible buildable areas as lots get smaller while still providing a large reduction in overall impervious surface in a subdivision. An across the board increase could potentially allow for more surface area in medium-sized lots. and I'll try to spec I'll try to follow up on that in a second. Um R3 we proposed to be slightly modified but overall there's not much change to that and we're not proposing any change to R4. On your diagrams here I put these in because I I wanted to help everybody to visualize everything. Um these are two 5acre lots uh that are zoned R1. Um,

right now in R1, you can have a 100x 200 ft lot. Um, and you've got a lot of space left over for infrastructure, open space, etc. Um, when you go to a conservation, you can have a much smaller lot, but you have a really large area open for conservation. So, that's really what you see here. These are the same the same overall density. You just have more open space. That's really what the conservation subdivision does. Do we have minimum lot sizes spelled out in the conservation subdivision? We do. LDC. Yeah, we do. Um and they're they're right here on the next page.

They're right here. Yeah. Yeah. Um and and I know this is a little bit confusing, but this is this is the the bare the the very minimum you could do there, which is a very small lot. I don't think many people would do that size of a lot. Uh but just to be practical, I think if we have in our ordinance um that um you can have lots that small that we ought to try to make them actually be usable and livable space. Um the gray area that's on these right now are additional areas of lot coverage. Um in R1 that's 40%. So you can see you've got the house, the driveway, you've got a whole area around it where you could actually add the typical things a homeowner might have. Um, down below that on a conservation lot, um, you probably barely got room for one car, maybe a tiny little patio, not much else. The house is actually substantially smaller as well, just because you have to meet those minimums, um, those maximums, I should say. So, this is what we have in the code right now. Um, I'll jump ahead here in a minute. What we proposed was um very minimal change to the actual code here. Um we um added in section 9 and cited that for conservation subdivisions. So where we had a lot coverage there of 50% um for some of these before um now we've got a little asterisk there so you can you know to to go and have a look. Um we got the same thing in the lot coverage um the dimensional requirement tables and then section 59. This allows for two um exceptions. Um and that being that maximum lot coverage and conservation subdivisions in R1 and R2 districts may be increased by 1% per each 1,000 square foot reduction in lot size from the minimum standard lot size.

increases in lot coverage shall be applied to each lot individually. Um R3 is the same. Um it had a little wider range there in order to keep it consistent. Um we made that 2% per 1,000 square ft. And really again this is just an example. Um this would just allow this is the conservation minimum conservation lot size in R1 right now in R2. And that's just kind of an example. It would just open up. It's not really a lot more. It just allows for more usable area there on the lot um to where you could actually probably have most of the things that you would want to see uh in a single family lot. The table here explains this. If you look in the the red here on the fourth column, this is what I was trying to to to show you with the the static and the 40% lot coverage in R1 right now. Okay, you get 8,000 in a 20,000 square foot lot. Um, if you allow a static 50%, which is what the ordinance did before, those first few lots, you're actually going to end up with a much higher number on a smaller lot. you'll go to 9600 square feet on a 19,000 square foot lot, which is why we felt doing a proportional reduction was a little bit better. Uh kind of more keeping with the conservation um subdivision as well. Um this is not going to be in the ordinance. This is just to show you what what the how that how it would work,

how it maths. Yeah, the maximum you would get would be um you'd go from 40 to 56% in R1, from 50 to 64% in R2, and then in R3, which was 75% across the board, um now it would be a maximum of 76%.

It can be a little bit confusing. Did I How did that lock coverage everybody get it? How did that lock coverage table pl um work out for R4? I see one through four. R4 we did not um had that in my notes here. We didn't suggest a change to R4. R4 already allows for complete uh almost complete buildout. It's like 75 80% and then on top of that it allows for town homes and for uh duplexes and a bunch of other things. So just didn't really seem like it was already kind of there. We didn't really think we needed to add anything to it. And I just there's not there's not much to gain there. If you look at the um

No, there's not. And then I was just wondering I was just wondering if it's too much in R4 already at 80%. Yeah. Well, it's it's I'm sorry. It was 75. It's 75 is the same for R3 and for R4, but R4 you get a smaller lot size and 75%. So, it's okay. Yeah. It's there there's not a whole lot of room for anything else. Yeah. Uh I I I I don't think you'll actually get many homes trying to go onto a lot that size. I think really what that's once you get to that density, you're looking at town homes and and um and um duplexes, cottages and duplexes and stuff like that. So um for that reason, we didn't we didn't suggest changing that.

Thank you. So, um um on uh April 21st, planning board heard and recommended for approval by a 5 to0 vote. And um we'll try to get this to you guys for a public hearing at the upcoming uh meeting on the 12th of May. Yes. But are there any other questions about this in the meantime? Well, I'll need remediation at some point. This is a lot. I know. I understand. Um that's why I didn't want to bring Yeah. a whole bunch more to y'all at at once. Yeah.

It's a lot. I do have uh some questions. I'm just going to try to write them down and I'll get them to you. Maybe we can meet. But I mean, for the minor subdivisions and the paper roads, is there something that's come up that warranted this that was a red flag that brought this up or because it's been around. So, I'm just curious. We have I it's it's

it's it's not something that's happening a whole lot. Um I have seen it happen in other towns. We do have one subdivision here that has caused us a fair bit of grief and trying to figure out a way. It's it's a commercial subdivision that sits out there that has lots that are sailable at this time, but uh there's no infrastructure there. And so trying to go work backwards on the development of it with them is is very difficult. Um and it it kind of came about because of loopholes in here. Um the u the private streets there really wasn't a good definition or parameters for those at the time. So we felt it was good to go ahead and put those in at that time as well.

I'll probably have more questions as I process it. Understand? um with the conservation subdivisions. That's where I'd like more clarity, but I'm not It it definitely it it puts a lot on a little bit of space in that conservation subdivision. And that was one of our concerns back in the planning board when we first brought it up is we the we loved the intent on how much it was meant to set aside.

But at the same time too, we were looking at okay, how much are you really putting in for dwelling lot sizes, residential homes, infrastructure for the homes, then surrounding infrastructure. What was that? There was always a question of of what is the balancing point between getting house getting that small vers versus essentially what was been traditional that we've seen already take place and has been established across Waxaw Waxaw families are used to. Sure. Sure. And I um I I wouldn't disagree with you that especially in R1. I mean that's a pretty small lot to allow an R1. Um we're more thinking it's there. We can't really change it right now. Mhm.

Um but how do we make it so it's something that would actually be usable if somebody was going to do it, you know? Yeah. I don't think we'll see a ton at 4,000 square feet, but um I mean you could probably see some 6,000 7,000 square foot lots which are still small but not tiny like that, but where they could still probably need a little bit of a of extra lot coverage there to get that second car, get a you know, a new deck or something like that there. make make the make the lots more family oriented, more usable in the long run. Exactly. Yeah. I think the intent and when I recall hearing it the the intent at the time was essentially well what's the transition for a lot of folks

and and looking at essentially the the timetables of life and what home ownership looks like and they were like well they're trying to offer a different product but I didn't I thought that product and we talked about that was skewed towards too too much of a single possible buying group and did not address essentially the the what the market as a whole could be right for that type of opportunity when thinking about a conservation subdivision I when I think of it

and this is me just a little bit of drawing on what I recall I think a little bit of kind of like a smaller town it's that's a micro it's kind of like that English English cottage setting uh smaller uh exurban but yet but yet the suburban just kind of tucked more neatly leaving those spaces for greenery, trees preservation, flood plane preservation, wildland preservation, and leaving that opportunity available. Yeah, absolutely. But not so much essentially packing that much in on that small of lots. It gives it more low density. Oh. Oh, definitely.

Well, I mean, when what was that gentleman's name that came here that did the conservation subdivision? Um Randall Randall Erant. Yes. Yeah. Yeah. He was great. Uh he did give us a um conservation subdivision locally um that I did go visit. Um and they were larger homes. They weren't really like these little stamp like like postage stamps. They were larger scaled homes. um is that the lot size is so small because of our I guess the way our zoning looks here because you know I I just I don't remember where that was. It's not far from here.

Yeah. So I mean the trade-off is the the trade-off is the the conserved space basically. Right. Well, I'm saying they had a ton of conserved space, but the houses were not 2x4s, right? Do you know what I mean? So I just every subdivision is going to be a little bit different in its topography. Correct. Flood plane stuff like that they're trying to avoid or you know they get more homes in their plot because of the limiting factors of the topography or or the goals of preservation. I remember in that exercise, do you want to preserve the creek area and the trees or and build in essentially what was

well also to the opposite hide the houses from traffic right number one for uh aesthetics for the town in general but also for the people that live there they can tuck their homes away and not have maybe light pollution coming in from a boulevard or whatever greater setback appeal Yeah, there's benefits for both the city,

excuse me, and the the homeowners of that subdivision, but I think in every case, somebody's going to have a a developer is going to have a different reason for proposing it. I know. Uh right on the back side towards the south east side of Millbridge, there's a tiny little 4 and a half acre plot of land that uh a developer is going to be putting 13 homes on. It's weird because it's it was either trapezoid shape or or or triangle shape where the

the real uh narrow corners were not conducive to putting homes in that area. So he said, "Well, with conservation, I can make those the green spaces." It was pretty smart. And um you know, stuff like that can can benefit the homeowner and the uh developer because I think those homes being small a smaller lot sizes, they may not be as expensive as someone who gets a a full,

you know, 20 a quarter acre or something like that. Well, if I recall that 13 acres too that that that wooded area of preservation ended up also serving as a greater setback than what our setbacks, if I recall correctly, would have been required. And the drop off to one side. Exactly. So, we got to keep the hardwoods, got to keep the mature trees in those instances. So, it it it's worthwhile keeping and exploring, figuring out how to utilize that in our toolbox. I just think and I encourage us to take a second look at the I mean if we can when we can how tight and and and packed with we want to actually make that sure product.

Yeah. And I I mean the setbacks and everything are still going to be there. The setbacks aren't being reduced as part of this or anything like that. So they're still going to be there. Um but those lot dimensions are much smaller. They are. They are. And I don't think you're going to see anything quite this small. Um, I will say that there is a there's a growing, you know, the 55 and up homes and stuff like that. They want everything on one story. Um, and that also complicates things as well because when you can go vertical, you can get a very easily get a 2500 foot house on a very, you know, smaller spot. But if everything's one story and then you got a driveway and everything, you can also kind of blow those those numbers out pretty quick, too. So, just something to think about. Yeah. Yeah.

Three story townhouse on on on that lot. Yeah. The house, you know, square footage wise sounds great, but yeah, you've got three flights of stairs. And so really, who is your market at that point, right? Is it the 55 and up or is it a different generation, right? And I think that's, you know, really just what this was, you know, why the um the exemption was there to begin with was smaller lots, give them flexibility so they can still achieve the type of house that they want there, but you know, it's overall it's a better development. You know, that's At the end of the day, it's maintaining more open space. So, yeah, too, that's what it's all about. Well, thank you for your work on this and walking us through it.

Absolutely. And, uh, if you have any other questions or anything you want to send to Scott and I will try to get answers for you. Appreciate it. Thank you. And so, this will be a public hearing at our next meeting and then um, vote on the meeting after that. All righty. Uh, next, mayor, I need for the board to make a motion to set that public hearing for May 12th. That's right. Thank you. Can I get a motion to set a public hearing for the text amendment TA02, 2026 for May 12th, 2026 at 6:30 p.m. at the town hall board chambers located at 4218 Wax Marvin Road, Waxaw, North Carolina.

So moved. All in favor? I. Any opposed? Motion carries. Thank you. All righty. Next up, we have the memorandum of understanding for the Waxall Downtown Waxaw Association. No, I'll get you. Thank you.

Good evening. Good to see everyone. Uh yes, so tonight we were talking about the um memorandum of understanding orou between the town of Waxaw and downtown Waxaw Association. Um is up for renewal. Um it was signed three years ago. Um so just kind of wanted to I'm going to start with a brief overview of the downtown Waxaw Association and then kind of get into the memorandum of understanding and um talk you know for discussion and any feedback that you may have. Um, so quickly, the downtown wax association with the DWA was established in 2022 to expand and strengthen our main street program. Um, so it just really allows us to support downtown in a more flexible and collaborative way. Excuse me. Um, it is a 501c3 nonprofit that works in the partnership with the town to support small businesses, preserve our historic character, and drive economic activity. Uh this structure just really helps share the responsibility of managing and strengthening downtown. It brings in private investment, volunteer capacity, and community involvement in a way that local government alone uh just cannot. So as we know, downtown is the economic and cultural center of Waxaw. So a strong downtown supports small businesses, drives investment, and creates a place where people want to gather and spend time. So the DWA allows us to do that work more effectively uh by combining combining town leadership and community ownership. Uh so the organization is led by an 11 member board that includes town leadership and community stakeholders. So this ensures both accountability and representation and my role serves as the connection point between the town and the nonprofit which helps keeps effort aligned and coordinated. Um so again tonight's goal is just to review theou um that outlines how this partnership works. Um, it defines roles, responsibilities, and just how we collaborate to support downtown. So, all right. All right. So, the top we have our purpose section. So, this section just outlines both that the town and DWA are working together to promote downtown,

support economic development, and act in good faith towards shared goals. Um, and it's up to you guys. I don't know if we want to go section by section, and if you have questions, I can read through each one. I'm just going to give you a quick overview of each. Just let me go as or let me know as we go.

Um, this purpose section is pretty uh self-explanatory. Um, but then we get into our guiding principles and priorities. So, these focus on creating that vibrant, economically viable downtown, increasing investment and maintaining our main street designation. Um, and then coordinating these efforts across events, uh, marketing and development. Um, these principles, I mean, we've reviewed them and they still align really well, uh, where with where we are today. And there are seven guiding principles and I'm happy to read all of them if you would like or um, is there how about this? Is there any amendments that has changed since the last out?

So, we'll get into really the core of the agreement is the division of duties. Okay. So, we can get into that next session and kind of maybe go through those quickly each bullet. Um but just kind of wanted you to have a general sense of beginning and if you had anything you'd like me to add or change. Um so again let's get into kind of the roles and responsibilities. So the duties of the town uh o like a quick overview. So staff um the town's role is to staff and lead the main street program. Uh it manages economic development and projects supports planning, infrastructure and business recruitment and provides the staff support and coordination. Um, so I'll fly through these real quick. Uh, just have one slight change, I believe. But so the town agrees to employ and manage a minimum of one full-time town employee to support downtown projects and initiatives. The town employee will serve as the executive director of the DWA. Um, and the town employee will serve as a liaison between the town and the DWA. and uh you will solicit feedback from the DWA board regarding regarding the executive director's performance for their yearly performance evaluation and also manage the town's main street program including meeting annual reporting requirements uh for both national and uh state designation um and I keep going but it's collaborating and computing with stakeholders and then this next one G it just had a small amendment um this was assist in the development and implementation of a downtown master plan. Um, and that master plan was adopted last fall. So, we could remove G if you'd like or we are still assisting in the imple implementation of that downtown master plan. So, we could remove um in the development and just say assist in the implementation of the downtown master plan. So,

yeah, I I think something to the effect of assist and guide. Okay. Assist and guide the implementation of the downtown master plan. Perfect. Thank you. Um and the only other um bullet I would recommend any kind of changes, the other ones looked still really strong uh and applicable to today is M. So it has here managed the town's fac um and facilitate resources for property and business owners interested in this program. So, um, this is handled by the town's planning department and, uh, Janet, the historic planning, um, assistant planning director. So, but we do help assist with this program. So, I would just recommend maybe assist

coordinate. Yeah. Um, but we just we don't manage it ourselves. So, no, you're a liaison or coordinator in at that section at best.

Okay. And those are really the only changes that I uh recommend in that section. Again, I can keep going through each one. Um, and then there was one other similar one in the duties of the DWA. Um, so the DWA agrees to uh maintain a nonprofit with a board of directors in accordance with its bylaws and active volunteer committees that support the Main Street approach. uh will provide quarterly updates to the board of commissioners including quarterly financial reports, adhere to the town of Waxaw brand standards for all marketing materials and social media posts and support the town in measuring and recording the impact of the main street program to meet annual reporting uh reporting requirements for accreditation. Um we'll provide uh volunteer capacity and opportunities related to hosting down town events and related activities and collaborate and communicate with the town on downtown activities that support downtown businesses, residents and v visitors. And again item G uh just a similar amendment with partner with the town in the implementation of the downtown master plan update. Um and then continue on. Support the town of marketing downtown events, development projects and initiatives. Lead private sector downtown for fundraising efforts to support and enhance downtown activities, businesses, residents, and visitors. And partner with the town to develop and implement programs designed to spur investment and growth such as the town's facade grant and support the town in creating marketing materials and messages to promote downtown. work to identify new and existing business growth opportunities and direct business development leads to the town and provide feedback to the town on public physical improvement projects. Um I don't know like that word um and then provide resources to businesses and property owners during the type of business disruption and provide feedback to the town regarding the executive director's performance for

their yearly performance valuation. Um so overall um that is the bulk of it and then you get into this um it's effective for three years is what's written in this agreement as it stands now. Um I think it's in a really strong place. I think it clearly outlines the partnership. Um and it's worked pretty well over the last three years. So, but open to any feedback, adjustments or questions you have on. So, in your review and in your role as well, do you haven't found anything or see anything in here that's sort of out of place and not really useful?

No. As this was signed with prior leadership on, you know, both sides of the organization. I thought there may be more, but I was actually I thought it's it was done pretty well. Um, and I really didn't see anything that stood out and Scott and I both reviewed it um and felt pretty confident it. So, Um okay. How many renewals have we gone through? Uh this is the first one. So this is the first one.

Okay. Um with this uh essentially additional renewal, I think it would be wise for the future renewals to be considered under a ler length of term. Um, when thinking of planning and planning for our municipalities, I know I've been contemplating on what what we're here as commissioners to do and we're trying to set the table for not just two years or three years, but we're trying to set up a structure for that will be repetitive processes and essentially good good systems and lenses to look at through how we're going to support the Waxaw downtown businesses. Mhm.

With that in mind, I think larger terms of of what we need to do to accomplish so five years um maybe my my temporary recommendation, but I mean when really when we're thinking about our downtown accident, we're thinking about it in five and 10 years. The only thing I see with that, you know, we have volunteer citizen volunteers and they might not really be able to commit more than three years. That might be daunting. And if they want to Are you talking service terms for volunteers or terms for the for the for not service terms?

Well, and I will say the DWA we once a year review this um and if we have anything that we feel like we need to and then we we like would bring it to you. We can make a written amendment as needed if things change. No, not memberships just contract length of term. Okay. Live document change. Right. Correct. It's still Yeah. live and living document that we if we need to amend it but I think looking at the length of term it for right now it's fine but for the future it's worth considering I think a longer term would make sense um stability surprised that it was only three years but downside since I don't know if it was three I don't know if that's because that is the term or of our board members is three years so I'm not sure if they were trying to if we brought in you know

yeah and that's why I'm not trying to re reinvent it here but I just something something to evaluate for for in the future. And I think it may have been because uh I think when you when you started the nonprofit when a nonprofit is started, it's the first three years before you can accept any larger than x amount of money in fundraising. So maybe that was the bar that let's see how we do in three years, reevaluate and see if we collected that much or more. And so three years, five, I mean it's it's a great program.

No, it is. and that and I'm very excited that we're we're we're renewing and I think I think that's an awesome uh first step in supporting our businesses and renewing our business association. Thank you. Looks good. Thank you. Thank you. Appreciate it. I did see some minor grammatical things but I was read there was a couple grammar. Yeah, I think main is misspelled or something. Yeah, something like that. Odd tenses and things. But yeah, no, it looks good. As long as we think it's working, I think that's what matters most. So, good to hear. Thank you. Thank you, Laura. Thank you.

All righty. Back up. What would you like?

Next up, we have a discussion for increase in the Waxaw Youth Council membership. Thank you board. Um the youth council is um when you established them we decided that 15 members would be appropriate for the first year for that board. Um it has um become very popular. We have more uh teens wanting to uh join the council and so and they are re really really ready to um start their uh service init initiatives um and they can't do that with 15 people. They want to break out into subgroups and start those um initiatives. And by increasing their membership to 30 uh youth, then that would allow them to break out in those service um initiative programs and uh allow more participation um within the community. So, we're ready to um we have applications ready to go to um um to interview for those teens as well as uh we'd like to start another campaign to solicit applications to get more numbers for them to increase that. Um so, we're just asking for the board to increase that number from 15 to 30. Um, and the youth council uh thanks you if you do.

Yeah, I was excited to hear that there were so many things they wanted to do. They felt they needed more people to do it. Um, so I I think that's awesome. It's it's great to see so many engaged youth working on this and trying to work on it more. So yes, because some of the initiatives that they uh brought forward was was uh adopt a highway. They want to um do a do that here within town. They'd like to um collaborate with parks and recck to uh start a community garden um where they would uh um uh do the uh uh planting

prepare the the garden and then help with the planting um and maybe uh get some uh help from uh the local Lowe's for uh soil and seeds or plants um and uh try and do it for a fee. Um so that uh the community can come out and um for a fee have a little section and they would uh plant their garden and uh take care of that with within the community. Um so they they are they do have a lot of ideas. They just need the numbers in order to to carry that forward. Now there there was some talk at the OAB about the about the membership being a little bit uneven between the high schools clusters. Is do do they have a plan the current board to go out and maybe solicit memberships from the other high schools where they might be light on membership? I think I right I I think what happened was that um the um student that spearheaded you know part of it goes to one specific high school and so she reallyworked with that high school that's understandable

but I I think that the word is out I know it's gone as far as you know Weddington and Mineral Springs and there's a lot of okay kids inquiring I think we'll get a better cross-section Mr. Smith is a Cuthbertson High School teacher. So he will be able, you know, to get those posters out and they'll I think there is one or two representatives from Cuthbertson, at least one. Yes. But we go all the way out to Charlotte because they are they're non-resident. So we can and this is not for I I understand it's not a formal thing. Yes. Since there's a non-resident there's no resident requirement for it. So Right.

Right. But it would be great to have more of a a diverse uh or a broad-based representation. Yeah. Thank you. Yeah.

Right. And that's one of the things that we were hoping that some of these kids could once we start a new campaign, we have a flyer and they take a section of them to the area uh high schools. I I do know that um the town of Weddington is thinking of uh doing a youth council and I've reached out to the mayor there to see if they would be interested in uh joining Waxaw and have a joint council. So we have a a Waxaw Weddington uh council where we have that section of town covered and they can um go beyond that to to have more participation wi within all the high schools. Um so if um if you know of a list of uh schools that we need to kind of reach out then we we will definitely do that. Well, I know when thinking of the way the districting goes with our schools, having more programs for different schools to get plugged into like you're talking about, John, and bringing those opportunities for neighbors to really get together because sometimes we are separated by schools.

Um, Cuthbritson, Marvin, the districtricting isn't cohesive for Waxaw families. So, this is a great opportunity. Let me give a little accolades to go and start up something in a program and then achieve a core membership of 15 and essentially feeling that they're prepared to double it. What a great achievement. What great work that that team has done and so thank you. Lots of enthusiasm around it. That's great and I look great and I look forward to supporting it as it goes from 30 to 50. We have some really incredible young people in this town. We do.

We really do. We We um we need to tap into that talent because they are they are the future. Let's just face it. They are our future. And um the North Carolina League of Municipalities has got an initiative. They did a podcast on um the uh youth and local government. And so the Waxaw Youth Council is uh featured in part of that um podcast. So the words getting out um we just need to figure out how to get it further.

And one way to do that is increase the numbers so that they can uh get it because you know it's it's by voice. We can do what we can, you know, with um advertisement and things, but word of mouth is the greatest way to get it out there. Should we just give them the ability to increase as they see fit? Oh, whoa. 30 high school. I think 30 high schools is probably enough for uh uh three adviserss to handle at one point in time. But they are they are great. They they are so smart. They are they are so smart and the the kids are just super.

To quote our staff, I believe this is a living document and if they need to come back, I encourage them to because that would be a great problem to see more Waxaw Marvin Weddington youth getting plugged in and essentially working together to achieve like-minded goals. And and in order to achieve goals, we'll have to be able to manage them, right? So, yes, too many too many ideas, you know, you kind of want to let's get them rolling at 30 and then um or if we get 30 and there's towns that are clamoring for youth involvement. This is a big deal. Yeah. It's great to great to hear we're we're transitioning from the crawl, walk, run. Yeah, we're going.

Well, thank you Barbie. You're welcome. You're welcome. Thank you, Barbie. Thank you, Richard. You signing yourself up to be the fourth counselor. Exactly. So, you wanted her there to be 50. He's going to give skateboard lessons. There you go. He'll be out back skateboard and guitar. And then a cast a couple weeks later. Yeah. A boot. Right. All right.

All righty. Next up, we have some discussions around the capital improvements plan budget. Hello. Hello. All right, it's on. Um, for the sake of those folks watching from home, as well as giving some more clarity and some, uh, better eyesight on some of the materials, uh, because some of the print looks a little small, I think, when you see it on the 8 by11, uh, as the board discusses it. We went ahead and updated our presentation so that, uh, we could add a few more bits and pieces of what you all be discussing tonight. So, um, since your, um, retreat, we've been working on, uh, preparing, um, two pieces, uh, of, uh, actions that the board needs to deal with. One is planning capital improvements for the next five. And, uh, so that will be a resolution. Now, the thing about the resolution is it's not an ordinance. So, you haven't appropriated money, but you've planned for what the next five years look like. So, the staff has been working on two things. One, the direction that you folks established in your retreat as a guide, number one. And number two, as to what they do in their daily business and the things that they see, they've put together a list um that they believe over the next five years are relevant to the operations of the city, uh the movement of people around, facilities, and things like that. So, uh that's just as a baseline, uh that we have here. So, I'm going to just kind of quickly go through things up here, not expecting everyone at the board to twist their head around it and everything, but just to give a little bit more background so

we have some context. Um, so the CIP is a five-year planning tool. It's not appropriations, but it's a planning tool. This is where we the board wants its priorities. uh the staff is recommending to you those things that they feel would meet those priorities and and achieve that and so we could long range financially plan for these things. Um also um the second purpose I think is really kind of important to put down that's a link the infrastructure needs to your financial capacity. I mean we could want a lot of things or need a lot of things but we only have so much capacity. So, what does that mean and uh how do we do that? And also allows me to finish the budget um and be able to present what I think we can do from an appropriations perspective in the capital improvement plan itself. Um so, um just a little bit of a brief over overview of what a CIP is just for those watching. We uh had staff do this. Uh engineering submitted 15 projects at around 7.05 million. Um with the transportation and connectivity as your priority focus. Um in there are projects you folks have already named and haven't or have only done pieces of or have done parts of or haven't even started. Things like Helm's Road you've already started for example. uh the multi-use path um the NC16 turn lane and section improvements uh what we called I think we call that the broom street various traffic signals and other kinds of pedestrian improvements um parks and recreation 32 projects at 5.37 million um again uh some of these

overlap but infrastructure and connectivity uh some greenway connectivity and pedestrian infrastructure that has started andor you've received grants for and the continued work park lighting safety and ADA compliance. Remember, you do own um NESBIT uh as as playing space. Um and we provide that. We don't manage everything on it. WA does, but u u that park is is the owned by the city. uh essential amenities such as restrooms, shade shade structures or other kinds of things, emergency preparedness and life safety systems. So uh those are the kinds of things they listed out. Public services, they had a total of two uh there, trust me, they're interrelated with everything else, but uh they they had a total of two projects and um one of the big ones is will be roof replacement over at the uh police department. And so we've included that. And then a now notice the price thing here. And I want we'll talk about the policy in a second, but the skid steer replacement is at 80,000. Well, if it was under 50,000, it'd be in your capital outlay. It would be an operating thing that I would come back to you and say this is an operating the price pushes it up into capital. So, we set some rules and so we're playing by those rules, but uh that's why it sits there uh a little bit uh differently. They don't uh maybe a a roof for or building or or some land purchase or something like that. So, um so you have about 12.75 million in estimated cost. Now, um, the alignment with the board priorities that staff tried to align with as they went through their list and made these projections to you folks were infrastructure capacity, not keeping pace with growth.

Second, they were trying to do capital improvement needs and backlog. In other words, getting up to speed on some uh things that you folks have either wanted in the past or u but getting uh certain facilities up to speed. Transportation, traffic, and connectivity. A very big one. You folks have been dealing with that all year. Long-term fiscal sustainability and cost pressures. All right. So, there are two actions that we're going to talk about that uh we would like for you boys uh the board to consider at its May 12th. And that is um the CIP and the resolution that would go with that. And so that's the plan. Um, and that's the five-year planning document. So, our discussion tonight will be about prioritization. Did we hit that for you folks? What questions do you have? Um, is there something missing from the list? Is there too much stuff on the list? You know, that kind of conversation. Um, now one of the things about a plan is you notice it's a fiveyear. So, every year we would come back to you. hopefully a little bit sooner than now, but um first year getting up and running. We haven't had a CIP as a adopted uh document. And so um we want to make sure that and then you you update that. We update our list. You update your priorities. You make sure things are still in line. Some things come off, things add into the last year. Maybe things are moved around the years. So

the goal with that too is to, so I understand you correctly, is to feed the data and the information needed for the budget process. Exactly. Make sure that everything's lining up. Yes. For planning things that, you know, could eventually possibly be on the budget. Exactly. Yeah. The what the U CIP does not do is it it does not appropriate money. Yep.

Yeah. You folks do that through two separate instruments. your general fund budget and then your capital ordinance and you do that yearly. You can amend it throughout the year which you've done. Uh you've been doing those kinds of work on that. Uh but that's where you appropriate. So that's where you spend it. That's what that means that term of art right there. So um but this gives you a chance to always check everything. Staff a chance to check you folks a chance to check. Do you like it? Do you not? what has happened that all of a sudden changes your priorities. So you can consider all those things. Now you could amend the resolution through the year too. Understand that if circumstances really did it but at least it gives us all a planning tool. We're singing from the same sheet of music and we can prepare accordingly. Now this is really hard to read. We will come back to this, but in the presentation, which um uh we wanted to make sure people could see, this is the spreadsheet version of every request that was uh listed. Um it shows it in two ways. Going down, it's the title of them as well as columns and years. So from our perspective, this is the document that counts to us from an accounting perspective because this is where we slot things, where we try to plan for things um over the five-year period. At the very far right on this is um the totals. Um some projects have multiple phases to them or multiple actions that have to be done. Um, and then, um, at the bottom you have column rows, and they're supposed to all add up in that mill. So, there's that 2 point, uh, 12.7 million sitting over in that bottom right hand corner. So, everything moves from the left to the right and from the top down into that corner and should add up to the same thing. Hopefully, our math is correct on that.

We think it is. So, that's that that's that's what it looks like over t the list against time. Now um the second thing uh we asked everyone to do is to put into uh and you have three sheets here. Parks and rec uh parks and recreation engineering put one in public services. Um these are um a couple of things to note on this list. you got a list of what they are, what fund they may come from, um what's the annual operating impact uh on some of these things. If you build a building, you have to staff it maybe uh you know those kinds of things. If you have more land to maintain, you have to figure out how to maintain it. So, and the last piece is just simply our staff's version of justification against your list, possibly risk management issues or they're in the middle of a project and it needs to continue forward into these future years. So, we've tried to spell that out for you in advance. So, uh engineering would be the next list. a lot of engineering you've been in the last at least in the last fiscal year you've been dealing with you've created a 408 fund for Bond Grove I mean for Broom uh 407 for um um the 16 um Bond grove project and then um another one for Helms. So, you created some of those things in this fiscal year where you created standalone capital projects. They are integrated back into this five-year plan. So, we don't just adopt them and then leave them and put them over to the side. They're they're still up here because they have outeryear

effects. So, we're trying to make sure that you see that public services as we say the shortest one, the clearest one to see. Right. Yeah. But uh nonetheless uh that's where uh that one sits and you know you can see as an example putting a roof on is fiscal sustainability because you don't have leaks to deal with. Okay that's an example of something but um uh so that's how folks were thinking as they move through this. We did not prioritize them. The fact that they're on the list tells you that they are we feel they are priority but we did not say one at the top of the list was the most important one and the one at the bottom was the least important. We said this is the list. So uh probably the best way to see how we felt as far as priority was what year they show up in. So that's where the co the columns go across. So in the fund you'd you'd have um uh this this is the second action now and this is actually an ordinance. This was actually adopted in 20121 and what we did is we created um a CIP fund or savings account. Essentially it is a restricted fund. It is um established uh by you folks and at the end of every year we either make auditing um uh accounting adjust uh journal entries into it. Uh the board directs amendments of monies into it. Um and that is in your terms in private sector you would call this your retained earnings fund. Okay. This is um but it is restricted. It's restricted for things. So uh once the audit was done, we felt it important to come back to this fund. If you

recall, there was a finding that said we need to make sure we do budget amendments. So what we're doing is amending this. The auditor agrees that this is the proper thing to do, but it helps your CIP. So I want to explain what that means by doing this. So we have this and we have retained earnings from the last fiscal year, June 30th, 2025. that we put into what's called the unassigned fund 120. When you get your financial report, at the top are your funds, at the bottom are your bank accounts. They equal each other, but that's where we put them. So, in your unassigned fund balance, uh there's a couple things uh reasons for that to be there. Number one, you have to have for cash flow purposes so much money in the bank to make sure you can make payroll, do the things in between those times when you're receiving revenues. Secondly, the state requires so much to be in there. And that's the second reason for that being there for emergency purposes to be able to carry on if uh you get a hurricane. You've heard of those. They come through occasionally. Um welcome to North Carolina, South Carolina area. Um, but you would have funds in there to carry out either emergency operations andor regular operations with those monies. So that's your money. The second thing is really about cash flow and cash flow is just as important um as anything else. For example, if you get a grant on some of these highway projects, you are getting reimbursed, which means that you are spending first and then requesting reimbursement. Well, if it's a $12 million project and you're getting reimbursed, that's great. But if you spend all 12 million and the other party doesn't pay you in time, you may not be able to pay payroll. So, there's a

reason for those funds being available and healthy. And uh, you know, we don't operate by cash here. It's a modified acral system. So, um, we only get our revenues so often. We, you know, we just don't get them a lot. we bank them and then use them and draw them down as the year goes on. So in this particular case, there are a couple of things that you folks have already directed me to enter into agreements with various parties to engage and that's what these three down here are. Fund 403 Wax on Marvin Bridge that 200,000 is our portion. Helms Road has a second phase. You approved in current monies in this budget year 750 for design. The next phase will be for right ofway. So that's what that amount represents. Notice it goes to fund 406. So it's going to a very specific project that you have signed a con you have directed me to sign a contract on. The last one's 408 and that's the Broom Street which you also directed me to do and that's for our portion of that project at 720,000. Now what makes this a little bit different is at the end of June in 2025 once the audit was done we made all the adjusting journal entries you had retained earnings. I'm going to use that term for y'all because you you you you didn't make a profit but you didn't spend everything that came in. Our recommendation because you have obligated is to move th some of those funds about 1.5 million over to these funds so that you can accomplish the next phases of your contractual. Um now we do that all the time. Believe it or not, at the end of the year, we reconcile those things and we'll move things into various

funds. Our recommendation is that by going back and amending this ordinance, it allows the auditor to say, "You did the right budget amendments. They've agreed with them. They're in the right assignments." And we're going to talk about that here just a little bit, what those terms of art mean that align with the auditor and GAP and uh GSAB fund and state law. So we're recommending this kind of movement. All of that to say in your CIP planning document, go back to the five-year, you're not starting at zero. You don't have zero dollars to start that 12.5 million. You actually start at a different number. You have reserves. You have funds that you have allocated this fiscal year. And then you would move these monies from unassigned to a restricted, assigned, and committed section. By doing this ordinance, by doing that, you're securing your contractual position. Helms Road, Broom, Wax on Marvin Bridge. That's our portion. um in that capacity. So this is another way of looking at what we mean by those funds. Down the left side you will see uh a couple of different terms of art. One is non-spendable. Not sure exactly 100% what that means. It just means that you nor I can spend it. it's obligated in some way, most likely an inventory issue or something to that effect. I can't ever remember exactly, but it's a pretty small amount. The second one is restricted. So, you have said these are for particular things and it is restricted for that activity. The third

is committed. You have committed to doing it. It's not the same thing as a contract. You may have a contract in the future, but right now you've just committed to save that fund there. That sits there. When the contract comes in or the project comes in, then you move it. Most likely you'll move and commit it to restricted. However, maybe the project doesn't happen. So then you the board then has the ability to move it back to unassigned. It can move it in other places. The next two sections then are assigned and unassigned across the top and in the columns. At the tops of the columns are at the top section and the bottom section there's two different things. The top are your major revenue funds and these are funds that you have been building over time including 403 the capital improvement funds. You can see about 5.9 million in there. Um, uh, Kensington Drive, for example, has 1.3 sitting in it. These are numbers as of June 30th. In my reports that I give to you folks, these highlight and change over the year. Uh, you also see other things like police equipment fund. U, that was something our lobbyist Deborah Conrad said, "Hey, have you spent that down?" As of June 30th, we hadn't, but we have now. And if you look in your financial reports you get on a monthly basis, you'll see that's down that's down to the to the bottom on that one. For example, uh 120 is your general fund up there. That is not the same thing as your budget. That is your fund where you put your unassigned um or restricted in some cases, but mostly a lot of your unassigned money. That's your fund balance. That's what hap that's how you carry yourself through the year. Um, so you have those things going across the top. Now, the second set are

what you call non- major special revenues. You've created Helms Road capital project. You have um, uh, POW bill. You have a cemetery fund. You have a police state drug fund. Um, those things are very specific. We don't mess with them very much. They have very re uh specific rules that we use and if you appropriate them, we come back to you and you appropriate them either into your capital improvement ordinance or you appropriate them into your general fund. Fair enough. Okay. So, these are your totals. So, we wanted to make sure you kind of understood the actions that you have because it's important for the board to make these designations. In those actions, we're actually actually asking you to not only put it in fund 403, but restrict it or put it into fund 406 and restrict it. Why? So you when the contract comes up, you're obligated to it and it can be spent that way. It's not used for any other purposes. And that's just kind of a guard rail for all concerned, the board, the staff, and the projects. So, um, first off, in going into your CIP itself, you're not starting at zero. You're really starting at around $9 million worth of monies committed against that 12.5. That sounds a lot better than, oh, that's 12.5 and new. We got to come up with that. it. Okay. But but the reason you can do that is if the council I mean not the council the board of commissioners makes that action to move some monies around about 1.5 million as we just talked about into those restricted funds from unassigned. Secondly, you already have built reserves about 5.964. They're in the restricted accounts. And

then in the general fund this year when you adopted the 2526 budget, you move current dollars and specified that they go to capital. You were very clear about 2.8 million goes into those funds. So those will because you've already appropriated it move over into these funds and they will become restricted. They will become committed. They will become assigned. Okay? They won't go into your unassigned section. They're committed to things. they're assigned to things or they're restricted for various projects that you've had over time. And in your CIP ordinance that you I think amended, I think we amended it back in January. In that list, it also specifies how those funds move around and directs them to go into 403 or 406 or something like that. Sorry for the mechanical discussion. I just want to make sure that the board's very clear that you're not starting from zero. You're starting from around nine. There's been work to create retain in your world retained earnings um and you've restricted or assign them to things uh in capital modes.

Okay. Cash in the bank. What's that? Cash in the bank. Cash in the bank. That's exactly right. Thank you. Just for clarification purposes. So we're starting at nine. Is that nine already baked in the transfer of 1.5 or is it 9 plus 1.5? No, no, no, no, no. It is 5.9 plus 1.5 plus 2.5. Got it. Yeah. That gives you around your $9 million starting point. Got it. So, so the nine h has the these mechanics baked in. Already baked in. Yeah.

Thank Thank you. The last action that we'll recommend to the board at your May meeting is to move that 1.5 from unassigned into a restricted position because you have commitments

and we're saying you earned retained earnings before and the boards have done this traditionally every year. You you'll amend and you'll move monies around. uh two budget cycles ago, they would have moved 2.5 million in in those unassigned into the Helms Road project for future construction. So you've already got that and that's sitting in the 5.9 restricted fund. So a previous action showed up in here and it sits in there. So let's give some more specificity to that. This tells you this is our guess and and understand this is unodudited. You see this in the financial reports on a monthly basis. You will see these terms of art and this kind of a schedule put in front of you. In column one are your cash balances as of March 31st. So that number that was adopted on the 30th of June or adjusted by the auditor that's there and now you're all the way up into March 31, you'll get another financial report. You'll know where it is April. So those your are your beginning balances unodudited for various things. For example, that first one that says 213 WCK Barn Learning Center. Now that state appropriation will be gone. It will be zero by the end of June. It has to by statute that the legislature gave you that money. You have to have expended it. We have a plan to do that. That's what that means. For example, so that is in the restricted uh a restricted fund.

It's already assigned to that project.

It's already assigned. That's exactly right. And you have some various other things uh that we put up there just so we these are numbers that should be familiar to you because we track them. You're always in your financials. We're always showing you what our status of. For example, see that Kensington went for 1.3 million on June 30th, right? It's now at 785 because if you drive down Kensington, you've seen work, right? So, there have been expenditures over time. We are allowed to do it. A previous board to you assigned Kensington its own capital project. We can't spend that money on anything else. If we have leftover, let's say we have a h 100,000 left over, we would come back to you and say, "Where would you like this directed?" And you would probably put it in 403 or a project that's short. So, um, then the police equipment, we just show you that for example. But the more important one is down in that CIP reserve. Helps you get a better understanding of what projects are going on because you'll see do two different sets of numbers. Yeah, the column two and the column one. For example, in broom NC16, the turn lane design, you had 172,000 in 403 from a payment in lie of just like uh Forest Creek was done with PY. You appropriated in the transfer in section in current cash 95,000. Okay. leaving that balance for pay to lose.

So that total is what pays for our portion of that design section. Okay. So the transfers in are coming from somewhere else. It could be a grant. It might be in this particular case it is you're it's coming from your general fund. You folks appropriated money in the general fund to go over to the CIP. This is what this is recognizing. Uh the second example would be for example the uh RAB at 75 in old Providence. We had a uh payment in LU two amounts at 427. You appropriated 282 to to to match that project of current dollars to make sure it got from here to there. So it goes all the way down the list. You can see at Helms Road you see the 2.525 million. That is a previous amendment that reserved that amount. So it's restricted. There it sits. Now if you see in the third column it says transfer out those monies show up up top or in something I haven't listed into a various project. So for example uh the 2.52 on the Helms Road shows up there. It looks like 3275. you've already appropriated monies in that section that was added to it that transfers in for Helms Road. That's what you have for various things on that project. Okay. So, we didn't want to go any further out than this. We just wanted to make sure you understood how the money moves around. Those are the projects on that list that you have committed to. Most likely you've reserved it, you've restricted it, you've committed it or previous boards have done that. It's restricted, it's assigned, it's committed. We have to acknowledge that

we show that you've then matched with other dollars. Now you have X amount of funds. That gives us our beginning balance. When we look at CIP, we may not spend everything this year in this fiscal year. For example, we're doing Helm Design, but we may only do $50,000 worth of it in this fiscal year. Okay. It sits in its own fund. It'll move forward. Carry over. Yeah. Carries over. Okay. So, you have carryover in this effect.

Okay. Sorry for the long way of getting you there, but you have I I wanted to help the board understand and and the people listening. In this ordinance action, we're suggesting and recommending to you that you take from your unassigned 1.5, put it over here, and then the money show up in these various spots. Now, these add up to more than we understand that. We got that. These are estimates of cost, especially the 848 and the 720. It could be more. It could be less. We don't know. We have We've tried to do the best job we can with estimating our numbers. I think our folks do a really good job with that, but that's where that sits. So, um, when you do this, you're kind of moving that commitment and and making that work for us. So that gives us that beginning balance to work with in the CIP fund. So that's why I can look at you folks and say we're starting at around approximately 9 million when we look at the five-year plan. Some of these projects are already approved. They're already in process. They're in the five-year plan as well. So they're in there. What does that mean? uh staff has proposed about 12.5 million in capital expenditure over five years. 9 million is already allocated to reserve. So your shortfall starts at 3.5 million which over five years is easier to handle and think about than 12.5. Okay. Secondly, you have in that plan obligations. I've signed a contract because you asked you you directed me to do that. It was previously signed. It's an authorized um contract that we're in the middle of. Helms Road is the example

um uh for uh just for conversation perspective. And we are short in those commitments about 1.5. So at a minimum, if you didn't approve anything else on your list from CIP perspective, you're still short 1.5 for Helms.

You you just are. Um, last year's budget recommended 2.5 to shore it up. We did 750 for design. By moving that 848 over, you're committing to the next piece. You already have 2.5 million in there. Now you're short 1.5. But those years, we go back to that bigger plan. It's farther out. It's 28 29 2930, okay? Before things begin to um start to happen. So the board's got a little bit of time, but we have to be conscious of that, right? Okay. So that's an example of where you have an obligation in this. We start with some cash, but you you you're going to have to build every year um when you do this. Um so there there's also some other potential obligations out there, but you haven't been awarded anything. SS4A is going to be one. You'll consider that. Um but you don't have that yet. So that would be an obligation. If you if you were awarded that and you accept it, then we would go back, do some work with you folks, and figure out how to obligate our matches. And our matches, I think you folks have agreed on are about 300,000 a year.

Some of that work, for example, in the SS4A replaces some of your projects on that list. So it takes some heat off of that. Um uh in talking to staff today in engineering um we have a $900,000 uh note on the engineering slide that does not need to be done. That's actually paid for out of a different uh system. So that's some saving right there in that cost structure. So we would have some places to go to and talk to you folks and say this is what we would recommend we would do to propose that project. remember that that 300,000 a year if you got the SS4A is leveraging you know seven and a half $8 million something to that effect so that's your 1.5 million over five years is your portion the rest of it comes from the federal government if you get that

if we get it our our obligation would have essentially 1.5 and but the to total awarded amount we're dealing with for sequencing safe streets for all uh of wax off is 7 7.5 something to that effect. I'm not going to don't don't nail me down to the exact number but it's a number somewhere in that range.

So that had but that's not in that's not worked in and the reason it's not worked in is because you haven't said that's what we you know you haven't approved that grant application yet. You'll do that in May. Um and we're working towards that. We think it's a good thing to do. you thought it was a good thing to do, but you we you still have future actions that you have to take on that. Um second, um shortfalls in construction cost, folks. Things are getting much more expensive every single month, six months, the prices of asphalt and other things are going up. You I think everybody in understands a lot of that. So, we don't know that. We've done our best, but we don't know what final costs are. Um, and you also have expected uh future revenues and payment and lose to be expected, but that's mostly cash in cash out for portions of various development projects around town. So, instead of putting that in here, we just didn't. It's a cash in cash out. Um, if they're short, we got to come back to you and say this is what we need to do. But um right now um until a CO is applied for at Yarborough at a Rogers Pond or something like that, we we don't cash them. In the Forest Creek example though, they have done most of their stuff. And um we've used payment in lie of for various things that they've done to date. So that's an example of where we would use something on an improvement offsite somewhere else. Um, now this also doesn't um highlight a couple other funds that you guys use and you segregate. Uh, someone asked one day, "What is fund 385 or that small transportation fund?" That's the $25 fee on your car.

That money by ordinance is directed into this fund 385. We use that to do nonpal bill transportation projects, things that PAL bill wouldn't cover, if that makes sense. Um, POW bill will cover most things within the rideway that are associated with the road, but they won't cover everything. So, that fund was created many, many years ago in order to supplement POW bill and be able to handle things. For example, we hit a rather interesting storm water thing in the downtown as as the county hit it and then we went in with our obligation on the storm water. They were dealing with the water. We coordinated that out right there at the corner of North Main and Church. But that's an example. We're going to probably hit quite a few more in the downtown. It's got years of and layers of all kinds of interesting things. storm water pipes that don't go to anywhere, pipes that do go to somewhere and nobody knew about, you know, things like that. So, it's that kind of thing. It's maybe curb cuts in certain places. It's other improvements in uh right of way that wouldn't be POW bill expenditable. So, we manage those in separate projects. They're restricted funds. They sit over there and have to be used for those purposes for which the ordinances say. So, that's an example. PAL bills fund 290, you don't mess with it, for example. will go out to bid for streets uh repaving this year and we'll combine one in two years to or in order to maximize so we have a good enough RFP for services and see if we can't get more economies of scale out of the pricing structure right so we'll we'll flip that over two years and maximize that instead of doing 500,000 we'll do a million if that makes sense so those are

restricted funds again um fund 470 for Kensington Okay. So, that is all of the background I wanted to make sure you understand. You're not starting from zero. You're starting from around nine. You have prior commitments on these list. Most of those sit in engineering and transportation. That's where the majority of those sit. Uh the rest do not have necessarily funds attached. However, there like there's a a a grant we received I think for a trail um grant

bridge

bridge um that um requires a match. So that would be a fund 403 section that we would deal with. Um those are the kinds of things that would exist. Again, it's an existing contract. We've we've signed or agreed to a grant. We would have to fund those things. Um and then you don't see the capital outlay. That's your vehicles, your equipment, some of those things that are under that 50,000 range. Um, even though we might buy 10 or five police cars at a time, they're still under a certain range. So, they sit in your Yeah, they So, they'll sit in your capital outlay or your operating expenses. Okay, we'll stop there. Sorry. Um, I just ask you if you have any big questions before you dive into anything or give them any further discussion.

I wrote a bunch of stuff down today and you answered a lot of them which is pretty good stuff. Um, when you end a fiscal wrapping up FY26 going FY27 U money obviously you want to end up in the black every year and you have cash reserve is that go into your does that go into your general fund for FY27? Goes under unassigned unassigned. So that becomes in your terms in the business world retained earning. Correct. Right.

Any other questions from the board? I just got to dig in. Just like that. You can see the previous CIP's broken down over the course of the years. It's easier to take in and it's not so daunting. you can actually read it and see it and where the money's going to and then how we're going to pay for it. Exactly.

So, what you have uh on this big sheet, I'm going to put up that sample just up there so people know from what we're talking from. Let me make sure. Okay, that can't see it. Sorry. It's in front of you in writing. This is a work session. Um, this is the big list. So, this is every single thing that was on those one sheets seen both totally and overtime. If I was going to tell you that there's a priority by staff, it really has more to do with when they show up. 2027, it's coming now. Most likely obligated. And that obligated is important. So as you go through the list, so let's say if you went down Pine Oak and you said 194, where's that we did put that into reserve. So that's got a for example, that's something that's happening right now. So that's the signal that'll happen on Wax on Marvin uh when that road gets straightened out. And I and when that does, that's our port. That's probably the last portion. Now you don't see any other cash for Pine Oak because the developers paid for it. This is our portion when they do that improvement. Just as an overall, um, when thinking about needs versus wants, um, the engineering and and the public services really to me seem all like needs. I I don't really see anything on there that's not a need. Um although of course there's one item on

engineering that's TBD the Kensington Drive sidewalk. Um you know it's hard to put a priority if we don't know the cost. Um so maybe I would make that one a little lower just because of the TBD.

Right. Um, and then the parks and wreck has a lot more TBDs, which I would say the same thing for. Um, but if we don't know the cost, it's, you know, hard for us to prioritize. Um, so I guess the first item on that one is the Town Creek Park light pole only. So, this is one light pole for Town Creek Park. Is that what that means?

Don't know. Let me um if you don't mind, I can pull Dean up and she can give you any background that you might need. Dina, can you come on up? And on on those some of those TBDs, is that something by the time you were to um vote on you know the budget where you've set the priorities will some which is fine some of those costs be available to us. Is that possible? Okay. Yes, it would to answer your question because in order to expend it you would have to appropriate it. Why can't So why can't we put

for example there's a TBD on Sage sales for shade sales for sport coat that's down that's like the fifth or sixth thing down and it has a TBD and that TBD is in fiscal 28. If this meets your priority and you keep it on your your spending list before you could appropriate it, we have to come back and in either the budget itself or the CIP say if you if this needs to get done, this is where the money would come from. This is what it would be spent on and you'd have to have a dollar figure.

We just have to stay nimble right before decision. Well, let me explain the process just so John, you're going through this a first time here. Um, so let me say that your two big bites at the apple are with the budget and the CIP ordinance. So those are both ordinances. They're both coming to you in the next couple of weeks. That's your debate. That's what you adopt. That's your yearly appropriation and expenditures on things. In those things, they must be balanced. They must show where the revenue comes from and they must show what's being expended. So it couldn't be a TBD. Okay? So by the time it gets to an appropriation now halfway through the year, the board can amend either one of those as it sees fit, as a project moves up, as you want it up your priority list, or as a need arises. In other words, the old one broke, the pole fell over, what whatever it is, when we come back, we have an obligation to say to you, you need to amend this budget. We recommend you amend this budget. This is where the money would come from or this is what we'll drop in order to afford it. You know, there's a lot of choices that the board has at that point in time. But we won't spend anything on this list until you appropriate it.

Absolutely. So, I just want to make sure that that's kind of clear in this process. Now, you went back uh let's go back to Commissioner Dawn's question about the Town Creek light pole only

that the lighting plan for Town Creek. We actually had this in a CIP project a few years ago, but um the that those funds went appropriate to the trail greenway um upgrades in Prescott. So in the middle of the year, a need came up. We dropped the project to actually do the Prescott trail um on 12mm Creek because it was basically eroding into 12m creek. So that's what example of a knee came up and we racked and stacked and decided that was the best point of action is to fix the the need part the critical safety issue when um so the lighting would be for the parking lot and for the field. Um as you know we have a partnership with WA for Nesbbit and we don't have all all the time have access for um general citizens to use the fields. So we do have a multi-purpose field at Town Creek. Our purpose at the time and still is is to have that availability for um regular citizens to be able to either rent the field out for play practice rollers from school practices. So that gets asked from us a lot. Um so that was the reason why that is on the list.

So when it's I'm just trying to understand what it means when it says light pole only. What what the issue that did not get fully explained on there is lighting for the park. So So I don't think it's a singular light pole. I think it's a Town Creek lighting plan. Yeah. So it's it's it's the whole park for for Town Creek. Okay. The poles. Well, then I have a question then with that if you don't mind. I I going down here for that same throughput year

FY2029 we have Town Creek lighting plan then we also have the Nesbit field lighting plan is are both field lighting plans being implemented FY2029 because of contractors for the out for the expenditures. Oh, I see. 275 275. So, we're running that same lighting plan essentially in both our park systems that same fiscal year. So, for example, when we got Yes. So, you can get more bang for your buck if you do things together. So, is that for sequencing of contractors?

That was the consideration. the, for example, when we were doing the light plan for Town Creek, we're actually doing the same um upgrades to field three at Nesbbit where they just got lights and we were combining them together. Um but in the end, we chose to rack and stack field three, still got their LED lights u because that was a huge priority for that park. And then the upgrades went to the safety upgrades went to the nees the greenway in Prescott. So whenever we do a project, I'm looking at that strategically just especially with lighting uh because um when the bids come back when they're immobilizing at any location, it's easier to have everybody together at one time, especially with these two parks. They're very close in in nature. Um that was a huge help for us.

Yeah. Did that help your question? Yeah. Yeah. Yeah. I just wanted to get an idea of, you know, the scope of this lighting. Yes, sir. You know, because when it says light polar, it makes me think of like one pole. No, I was like, no, honey. Sorry.

But the reason why it also um we did have it earlier in the years, but um because of the bridge getting redone, the Wax Marvin bridge that Mr. Scott was talking about earlier. Um, we moved it out until after the bridge is done because they are going to take some rightway that's inside Town Creek um and into Prescott on that side because we actually own both sides of the street right there. And what that's going to do is it gives us to kind of like let the dust settle uh because you definitely don't want to put electricity in an area that's going to have construction in it within six months. So,

well, that's the other thing I wanted to ask was, uh, are these, uh, light installations going to be resilient considering they're going to be in a flood plane?

Yes, sir. So, uh, because you know that Nesbbit goes under, he goes swimming every once in a while as well. So, it's the same um, lighting company that we've used Musco the last um, two times. uh they are very aware of the our conditions and um if when you go out to NESB you'll see that all the panels are actually at your height. Um uh so that is helpful on how we plan things. Good question. So I guess as I'm looking at this um list uh Dina

I would like to prioritize more of the safety features if I'm looking at risk management mitigating our risk you know u Yes ma'am. So, as far as, you know, the if I'm looking at lighting where we need lighting, um that would be fine. Um the Ballards obviously um are important uh for safety measures downtown. Security cameras. Um now the security cameras I mean it is a safety feature but safety from vandalism and theft I guess you're

Yeah. So Nesbbit um has a little more mischief making out there than I would like. And we have vandalism where we have they seem to always find the small little pocket where we don't either have a rock or gate and they get on a field u with their vehicles. And so that's something we're still like at Christmas time we had another incident that happened on field six.

Um so that's something that we would um desperately need on that aspect to keeping the park safe. Um PD will probably back me up on this on when the waves of car breakins happen. They seem to hit Nesbbit more um when those waves happen. And they don't happen all the time. We do actually have signs up saying please lock your car. Um hide your viables before you come to the park. you know, mom and little Johnny is rushing to get to practice and sometimes that doesn't happen.

Um, or, you know, the puppy wants to go for their walk on the greenway and we just, you know, they they don't think about the consequences of leaving valuables out on their seat. Um those are the reasons why for um for those higher higher um risk areas but it's also we have thousands of kids at this one location on you know Friday, Saturday and Sunday and having that extra if god forbid something happens um we have some backup to help my PD friends help with that. So, I guess the lighting for safety, I mean, I'm okay with that. Um, I think that's important. I think that, like I said, the ballards, you know, when we have parades or downtown events, that's last on that list.

It's page 54 55. It's further um out because we were waiting for the water and sewer to be done. That's the reason why. Okay. Uh because everything low on the priority list for No, I'm just saying in the way where it is on the list. It's um the because we have to um that's the whole like with the bridge we have to wait until other people do what they need to do in the area before we can but it would be in the next five years. Yes, ma'am. So I mean that I'm saying that's fine. Let's keep that there. Okay. Um the restrooms for Emerson Park, I just don't really that there's not a need, but if I'm prioritizing, I would say that would be bottom.

And also the Town Creek restroom. Yeah. And the town I mean that's a lot of money right now when we're looking at all these uh road improvements. And then again, I'd like to focus more on safety features. Um and as far as the the trails and and that I think that the parks and trails Um, we'll pick up some of that committee. Hopefully, maybe we can um move that to their focus. I know that they're very uh focused on on the trails. Yes, ma'am. I would love for me personally, I'd like to see that uh prioritized to that group with the Can I um ask for clarification?

Okay. Um the the bridge grant that Mr. Scott was talking about earlier. Uh so we already have uh 250 for the $500,000 project. So that would be something that is a critical need for this coming up budget cycle because we just need to to actually So which bridge is that? That is the uh Prescott Glenn. Oh no. Yeah, that that's a big one. That's the big one. No, no, we need that one. And then um so that would be something I would think is a critical need because of where it's at and where the connection to and

um and that's we're finishing up Town Creek to Milbridge right now. That'll be done by the end of June, right? So you will be able to go from South Carolina to Prescott with that bridge. You'll be able to get to Prescott Village, right? No, the bridge is I mean we have to finish that. Okay. So that's just clarification on that. And then the other clarification about the lights um it's the Nesbbit ball field um field one and the to move over to LEDs. Yes. And the field four six and seven. Yes. Okay. Just double checking those are the ones that have to be switch their hallogen now. Yeah. They're um whatever the Yes. They're

So there's still four fields that don't have the LED at this point. Correct. Yes, sir. um the they're no longer making the bulbs, so we're having to find them and it's a little it's being more challenging to find them. Um so I estimated within the la next two years we won't be able to and that's a safety issue and playable fields. We would have to close them at night time. Yeah. Yeah. And moving bulbs around basically we don't want to do that. And then just more cost input for field two doesn't have lights right now. Those would be new lights for field two.

Field two is our smaller smaller kids light uh ball field is like the little kids like the four to seven year olds are in there. Um that again is a need on is on the master plan for it to happen. Do I feel that that's a safety thing right now? No. I feel that field one, four, six, and seven is our safety need. Um because we are we will have to close down operations if we do not transfer over to LEDs. Right. So yeah, I think 1, four, six, and seven. I think uh lights for field two we can push back. They can be pushed back.

Let's push that back. T-ball's usually done earlier in the day anyway. Um the um other uh the skate park is embedded in the um the barns allocations. Um I just it would need directions because we're getting we just got back the bids. We got seven companies and we'll be scoring them um at the end of the week and then we'll come back to y'all about what that looks like. So that's skate park, right? That's not there's just a skate park. So I think this this portion was like was already in. Yes.

And it just didn't get u the clarification of just the skate park. Right. So I'm that's the reason why I just want to make sure I've got clarification that like one of these lines is the skate park. Yes. And then I think we can hold off on the Barnes Park amenities and connectivity for now. Yeah. Uh trying to keep our focus on safety. Yep. Would be we we all identified the skate park has some safety issues. Yes. And then um was that was the pedestrian bridge on here? Did I see that? The downtown.

So that is in engineering and it's a little it's it's a dual thing with us. Uh but it got landed in engineering. Okay. I thought I saw it. I just didn't remember where I saw. And that's a critical that's critical critical need. Got it. I was going to I was just going to clarify in that that's of the engineering things on the top. We talked about the necessary needs for those things and we just kind of move past. But I did want to highlight that one. We strongly recommend that we start a reserve fund just for that bridge. Um, I'm recommending 50,000 a year, but that is possibly short of what it would potentially truly cost to do that bridge.

So, um, I'm going to probably recommend in your in a reserve position as a part of expenditure out of general fund, making sure we're putting money aside specifically for that. Okay? And start with a commitment and then work it from there. Um, right now we're fine, but we have been looking at that bridge quite a bit. So, we want to make sure that we're building a reserve for that. I just wanted to clarify that in that section. And there's a intercom system for the Waxaw Rec Barn, which is somewhat of a large ticket for intercom. And there was an intercom system for the downtown park, too, that you

there. So, the um intercom system for the downtown park is the the wiring is already done. It's the actual speakers themselves and then the component to make them work. Um the we we did a great job of the amphitheater of keeping the sound in the amphitheater but it when announcements are made at the amphitheater it does not reach outside of its bubble which is that's what it was supposed to do to help out with the neighbors. Um so the that is a safety concern when it comes to a lost child um to giving announcements uh storm coming things like that. Again,

how are we addressing that now? So when the park staff is like we only have one staff member um on site, they are addressing it by just yelling or getting on the gator to move them up. um at event. Y'all have seen me. I've got like five walkies on me. So, we're we're constantly on the walkies talking to PD, talking to the volunteers, talking to staff, um and then coring that. But again, is it is safety, but is it I'm there certain levels of safety

municipal parks that Oh, go ahead. Dina, walk me through the scoring system on how you determined and landed that it was high. Yeah. When I went back to y'all's um from the retreat and looked at your priority um for tier one and safety was part the big portion of your and then when y'all went

How does a PA system at our downtown park address physical safety, not just communication safety? because technically you have that covered right now and it wouldn't it would be it would only be a supplemental. It would not be a replacement of your comm system and how you operate. So it the only we don't have a comm system now. You have a walkie-talkie comm system. Yes. At events at events. Correct. But that would so so for we expenditure of let me make sure 271

271 system so we have a PA system at our downtown park for non-events we're because it doesn't supple it this is a supplemental system for events not a critical system. Yeah I don't see how it lands on highend scoring on that one. I I do see it how it could be moderate for implementation but not high in my personal great feedback

when when scoring it when thinking about it wi with what what we would do to implement it and utilize it. I don't see it it being a dollar fordoll value at this time. Yeah, I don't go to too many other municipal municipalities parks, but this would be a significant technological upgrade from where maybe many of them are. I mean, I can see severe. I mean, I can see, you know, why why Dena would maybe say if there's a lost child and it's my child, I'm going to think it's an emergency.

Yes. I want the I want the Walmart to hop on the PA system and announce that my kids I think yeah but I think that um the do you know you would even say that you know in thinking about it is it the most is it you know so I think we can probably maybe push it a little bit um I I think when thinking about essentially

spearheading our resources and tools and what we're going to do again the PA system would not change dayto-day or event operations technically and those are our most critical highest needs needs when looking at it. And you would still be on a walkie-talkie system. If there's a lost child, you would you would still follow your SOPs that are built today. The PA system would be a supplement to it, not a deviation or an expansion of it. It to where it would be another tool. It would just be another tool. Yeah. And totally understand that. Yeah. pretty much when the the subject matters that I've I've said out loud are higher priority for me.

Yeah, sure. That's fair. And and you're and and we definitely appreciate that input because you are seeing the day-to-day ops and you are seeing the day-to-day mechanics. And on that particular list too that was talked about I think at length a year or so ago was the shade sales correct to see those drop in priority kind of well the the playground shades are we have it as critical the playground playground ones and I think that's okay younger kids yeah and I can say I it's hot

having little ones during the summer those slides that equipment it it warms up Yeah. The turf reflects back and everything gets We need to get some metal slides. Metal slide. Okay. Part of becoming a man in the south. Daniel is part of becoming a man in the south. Yes, sir. Metal slides. Learn how to do your tough skins down that jungle gym. Yeah. I've been burned by many. Many many. Uh but the yeah the playground uh shades has been very much a citizendriven request. Request a lot of that shade

stuff. We have a couple shade items here and I know that was strong. Y'all heard it. Um so that is the playground specifically is we had that as critical because of this it between 12 and 4:00 on a 90 plus day you're not in that area even with the water um it's with the tree pod there it's still really really hot I think for the little kids um that's understandable

understandable I I think though for like sports support for older kids, you know, maybe they can just handle it. Um, and then uh, you know, amphitheater roof 500,000. That's a little uh, not a need, little much, I think. Um, when thinking about deploying our resources and we're trying to address and we have a a great list of criticals. You have provided us a great list of criticals. When I'm thinking of deploying resources in that amphitheater roof, it's just not a high or moderate priority at this time. Yeah. I mean, if you know,

it's a weather protection for performance events doing the weather's not good for the performers, it's not going to be good for the people. In weather, it's going to be done. And I was going to say inclement weather thunderstorms, wouldn't that shut down our events nine times out of 10 anyways? Yeah. Yeah. Yeah. Probably. Yeah. plus that FY29 that's 1.785 layout for park and wreck. That's the heaviest fiscal year for engineering and parks in a wreck. Correct. So, a lot of layout for FY29. Is there consideration of maybe moving some of the projects out? Well, yeah. I'm not saying

not an eliminate can when looking at this when looking at 20 FY 2027 to FY 31 we we have some maneuverability room not a lot but a little bit and and it is good to review to see uh yeah 30 and 31 yeah can we go to so I think 30 has the suspension bridge in it um we're coming up on 15 years or close. Well, no, it's 12 12. Yes,

it was it was done the year before the department was formed. So, 145 and um it needs some TLC. So, that's the reason why that's in that year.

I'm examining amphitheater roof. No, it's the I'm talking about the suspension bridge of South Carolina North Carolina. I was going to say, can you give me a year, please, for the suspension bridge? It's 30. 30.

I think another thing that would be important is sorry. Um, I think another thing that's important is if it's been listed, Dena, as a priority as the board's been going through safety and some of those things, if it has a TBD, you need a number. So maybe some research on the number and possibly if some of these things are moving to farther out years, um, having some form of a number would help us understand what to save for too. So um, those kinds of things would be helpful in the planning process. Okay. Always

I know it's done a large amount. Um the pavement phase 2 Nesbit Park FY I believe that's under 20 29. Are do what's our I know I know we have a scoring system for our asphalt. I know we don't want to let it degrade. Um are we do we know a status? Is it critical, fair, moderate? So, we had engineering, Mr. James and Mr. Matt from public services come out and we just finished up the first phase and that was from the roundabout up to the parking lot. Um, that was the most critical.

Okay. Right. So, that was where all the alligator cracking was happening because that's what was underwater the most. Park underwater literally all the time. Um, and then it was kind of grally at the culde-sac, too. So, we had to get that. That was critical. Now, when we moved out the other ones because they weren't um with James' scoring system, they didn't rank high for us to go like, okay, we don't have to worry about this until a couple more years. And then now that they have uh public services has that crack sealer um machine which is awesome. We can evaluate

we can we can make repairs on it until it gets to the point of of uh needing we could extend the life we're extending the life with the tools that public service offers through the crack sealing technology that we just got which that we just got. So, we can evaluate to see if we can push that out. Push that and if there's if there's a better date to deploy that at a later time. Yes. The the parking lot I think I have on there um that is a little more in need. If you've um been to Nesset parking lot, uh it's it's kind of rocky and gravel and a lot.

That's why I wanted to ask is that in phase two is where where that sequencing is at with for that. So with the I would go for if a paving I would go for the parking lot next. Okay.

U but I don't we are managing it. I we put cones up to make sure directional wise we make sure um we're communicating really well with WA on how that goes. Um but again for Nesbbit the lighting is the most like critical. So then wi with that can we give some direction for staff to re-evaluate to see and recommend possible changes within not the capital improvement list but timing and sequencing of for years of deployment and see if there they could come back with a revised we've been making note of that so we'll have a discussion about this to follow up

and I would say I wouldn't want the parking lot to become so damaged that we're going to it's going to cost us double definitely I mean, just keep an eye on that. If we need to keep it where it is, then we keep the parking lot where it is. If we have to flip the phases, whatever has to get done, if it's question ignorance, Dena and board mayor, you've been negotiating with WA. Do they pay us anything to use our facilities? No. Uh, they I'm sorry, I said it out loud. I didn't mean to, but I just Yeah, sure. I needed to ask the question. The answer is no. Exactly. They cover the costs of field maintenance. So basically inside the field WA takes care of Okay. stripes, keeping the grass green. That was in the agreement.

All that stuff. That's what the agreement is about. Okay. All right. I just wanted to ask out loud. I just wasn't sure. Thank you. Yeah. The driveways, the parking lots, the streets, that's ours. Okay. The lighting, all the infrastructure is us. Concession stand. Yes. Restrooms. Just ask. And then I would say the what foul ball nets and and that sort of thing. I would I mean not you know but so we have immediate. Yeah. Um so when requests come in

we ask for partnerships and for example uh we upgraded some of the fencing on field one and that was a partnership u with uh WA because they really wanted it for that area and so we did a part more of partnership. Um they made other requests and we made requests back on how that partnership looks. So that could be a partnership.

One of the big requests was the dugouts. Um that was something that WA has been concerned with because they are literally eroding away. Um the soil underneath the dugouts is disappearing with each significant rain event. So that's that's something that that's an example of one of those things it might get so bad that it becomes a complete tear down, which it's probably there already, but

so we we had a little bit of extra money last year that we we did the roofs, but we had to still do the in this budget, we kind of broke it up. Again, I'm very mindful of our budget and like not super hard on on the team about it, but it's it's more of this is not our money and and they know that and we penny pinched to the nth degree to make sure we can make things happen. Well, I just think if if you said if there can be a partnership, then that moves up on the priority list. But, you know, if I'm looking at lighting for safety or a kid might have to go find a foul ball in the grass

or somebody has to yell, "Hey, for look out, catch the ball or you know, we have a couple of spare balls." I don't know. I just I'm trying to, you know, needs and wants, you know, and they would be very appreciative of the lights. I mean because this um playing under LEDs is a lot different from H hallogen. Yeah. Yeah. Yeah. Keeping the lights on is a big part of the whole program because we know they play deep into the fall when things early. So keeping the lights on, keeping essentially the infrastructure dugouts.

Um I we know that they flood when the rains come. We know that that's the key issue. But at the same time, whether it was the WAA and our Waxaw families through that organization utilizing our parks or whether it was the town putting together a sports program for baseball and utilizing the dugouts, we would still need to repair and maintain the dugouts for our families that are utilized in those fields. So, just when I'm thinking about it, that's how I look at it. Um, but to I guess to Sue's point, you know, netting and foul balls, hey, foul balls are about having your hands out front and not being as late. It's good practice

late to the pitch. I mean, because if you're late to the pitch, you're always going to foul. That's what my coach told me. Unless you pull it. Unless you pull it. And I pulled it. I just thought I'd make that point very clear. But, you know, I mean, now we know it's a solution. Just to be creative for the dugout. you get your hands out in front and or

if there were a team of volunteer handymen. Is that something? I know it's liability. I get all that. Um but you know, in working at a title one school sometimes we had to do that. You know, we put stuff together and and and we pitched in and we had Lowe's supply the wood and and so the teachers and you know, custodial staff got together and we put things together. Is that something that we could do as a municipality or is the risk too high or is there any way to mitigate that? How

So good segue. So we actually do have um uh partnerships with community minded people. So for example, we have a Boy Scout project happening at uh Town Creek right now. that he's redoing um doing some TLC to the fence and putting in the sensory slashpollinator garden um for the butterflies and upgrading on the little library that's there. So he is doing a lot of TLC work where for example we um got the mulch there and then the supplies there and they did all the labor. So we do already community partnerships like that.

Um the Waxall women's club they they took over their seal garden, right? So we um brought all the supplies there and they did a workday and to make it all spruced up. Same thing with the downtown park. So we do have those components we can utilize. Um at this time I don't think we have somebody for um Nesbbit Park. U but that could also be a great partnership with the WA for some volunteers to come and help. I'm thinking if that's we already have that partnership if we can be creative and if they really want dugouts

and we want to help them get the dugouts but we don't want to I don't know what is price on the dugouts. So is the this the infrastructure of the um the pads is what the mayor was talking about earlier. We haven't there there are issues with when we do get rain and a lot of rain it gets way

eroded from underneath the cement pad. It does. And because the water comes through Nesbbit, like a river through field um two, three, and four and just gut them and um dumps all that red clay into field six. So we, you know, it's just a lot of wear and tear over the last couple years. And we've had some significant flooding. um you know where we're like right now praying for rain but the you know fast forward rain is you know no good for anybody but the those things over time even with our daily maintenance um it's hard to keep up when it's get to a point and I'm I'm trying to get shor up on current parks and get them to a point of more sustainability and that's the reason why the lights need to get redone and that's the TLC with the underc carriage of the of the dugouts.

So it's we're we do TLC we do maintenance on each park weekly. Um but there is you know we're in charge of all the outside areas and WA is in charge of the inside. Yeah. Um, Dina, looking at your list, can you walk me through a little bit CTT Greenway towards the bottom half? Uh, it's sequenced for FY2029 uh for about 250K

just underneath 12 mile pedestrian bridge, 12 mile greenway, and then CTT greenway connection. Cold water mill 29.

Oh, that's in. Okay. Sorry, I had to like figure out where I was d um in time. Okay, so cold water is in Millbridge. So the Carolina Thread Trail goes through Millbridge through their one of their spine trails. We actually connect to it at Nesbbit and then um it comes through the construction bridge at Nesbbit, the concrete bridge. It goes south towards Town Creek where the section we're about to um finish up. Then it keeps going south towards um cold water in our easements that we have in Milbridge. There's a section u

so this would be a tertiary section a a C section past. Yeah. So, it's going to actually come through start at their trail and then go through the um there's like a little stream that goes in the middle there and then comes up with that little park with a little golf thing. Mhm.

Um and then it it shoots off to cold uh cold water goes up to Waxaw Marvin and then the thread trail hits Waxaw Marvin and straight into the downtown goes in Serpentine Walks over the pedestrian bridge and then out to Mineral Springs. So that's the that's the Carolina Thread Trail designation through the area. Okay. Um what that is I would say that is a future. This is that is not a critical need at this time.

Okay. You currently have that sequenced for uh 29. Um is that part of a grant? No, we would ask to get a grant for that. So we would ask the Carolina Thread Trail just like we've got a grant for the section we're in right now. We got a grant from them as well. Okay. Um, so we would ask for a grant, but there might be matching. Well, typically 50% probably on something like that. It's like we asked for 120 this past time, but they only gave us 80. Um, but money is money. Yeah.

Right. We weren't going to, you know, it's great that we got 80. And then we used the um pedestrian fund to help offset what the cost was for the project. I think my concern with um the trails and the greenways is the the initial cost is expensive, right? Yes. And then the upkeep residual.

When I'm looking at the the Lawson Creek behind my was saying to Scott today, it is a mess. Right now there's not a lot of water in it, right? But even when there is, it doesn't move because the tree debris from years of, you know, a lot of rain and the trees falling and then somehow the tennis ball, the balls from the tennis ball court end up in the creek. And so now that's causing a problem. And so and we just missed that um Army Corps of Engineers lost and missed that cleanup by a day.

Yes. One or two days, whatever that was. But we are working on a different grant with no match that will actually help um some of Lawson. Right. So right so that's now but you know in years to come how many of these trails and greenways are we or the taxpayers going to have to maintain? It's great for connectivity. Um once it becomes formal, once Yeah. Yeah.

We have to think Yeah. $250,000 and then a match. Okay. We're thinking now, but in 15 years, is there going to be another grant where it's going to clean up that creek where it's you because now, you know, I pay HOA dues, right? They're not cleaning it and because it's not it's

it's a signed. Yeah. So, with the with the Carolina Thread Trail when um first came on the scene here in Waxaw, what was uh charged to me that we would take in just the Carolina Thread Trail designation areas and not these feeders

that come into it. Um, and our responsibility as a town is to make sure there's spine trails for people to get to A to B safely and the feeder trails are up to the HOAs or private organizations to make those happen. And that does not fall under the town. Mhm. So the that's when you're looking at this, you're seeing it as a um either the spine trails that get you to A to B because the Sunny's Way is a whole another trail system that basically gets you from Marvin all the way to um Springs.

No, it gets you to the neighborhood y'all talking about earlier. Um, Forest Creek.

Forest Creek. Thank you. Um, and that is a huge undertaking. It would need its own feasibility plan just like the the Trail My Creek Greenway plan um that we got a grant for that paid for all that. Um, so we would look for those type things to leverage. Um, but I understand your concern on that. Yeah. I just feel like again if we're breaking it up to needs and wants and uh we hear a lot of you know and safety right with the roads the things that we need to keep our citizens safe in traffic and and mitigating the risk there of of safety

of the citizens. um for me and I know my neighbor's not going to like this but yeah isn't going to like this. Yeah, I know you have a few neighbors over there but the um

I mean I'll advocate for them. I just feel like we have a 501c3 that is can potentially raise funds to do this with corporations that uh benefit from our taxpayers. And I think that that's kind of where our focus at in that committee should be is reaching out to these to the atriums who should be health conscious and Novants and and Lowe's foods and and all these places that our taxpayers use.

Yes, ma'am. um that we should then ask them to contribute in some way to the greenways and that those connectivities for me right now in the next five years and looking at how much we are spending on infrastructure and not minimizing the needs to update the parts but looking at the safety features first and then everything else let's just move it out and figure out other ways to fund if we can. Yes, ma'am.

Like to add just one more, too. We're when looking at deploying trails, when we have key gaps in our sidewalk infrastructure, that's our essentially our main modal of transportation after cars. howing how do we prioritize the trail when we could deploy those resources to fill in some of those pedestrian gaps that we already currently have that we're working with engineering to address. So, it's actually um engineering planning in parks and wreck that actually looks at all that as well and they're called lily pads. That's what I call them. And basically is making those connections, right? And um we so we strategically look at that and but honestly I'm I'm trying to get other people to build them

when developers come in. Uh you all the new development type you'll see that they're building the greenways and sidewalk system. Oh yeah. to our specs now. Um, we didn't quite have that back in the day. Right now we do. Um, we're there's two plans on my desk right now that I'm reviewing for the end of the week. I'm advocating for us on on those things and crosswalks and the beacons and they're responsible to put them in. So, they're helping with that major infrastructure. Um, so we're constantly advocating um for that. Thank you, Dina. You're welcome.

That was pretty thorough. Great feedback. Thank you. Thank you very much. Thanks, Dina. Appreciate that.

Appreciate that, Dina. Thank you. Um I was also going to tell you that on um one of the things that we'll add as a um revenue structure under public services when it comes to the um uh police roof is we have a debt service on that right now. We'll probably recommend a one-time use of that to replace the roof and then retire that out after that. Um that way we can replace that roof with existing monies. In other words, you're already used to paying it, use it, replace it, and then move on. We'll have to build up for the next roof. But that's okay, you know.

Um, with that roof, I'm recalling our retreat and I recall, is the roof just the roof or is it part of the HVAC infrastructure that was possibly needed with that roof? Cannot remember every piece of that, but I can ask if you would please. Sure. Thank you, sir. That's just something I wanted to highlight. But we'll go back if the board is okay with the list. Yep. We'll go back and try to rep prioritize and, you know, move some things around. Sounds like we got a lot to incorporate.

Yeah. And uh come back to that. Um also, if it's okay with the board, I think it would be good if we do see some of these things that the friends could be dealing with. We ought to be thinking about that. If we see things in here that WAA might want to fund raise on, we ought to have a conversation about some of these things.

Um, and any other partners that we may have, too. Dena uh pointed out she was being a little shy about she does try to make it a point to coordinate and partner with as many groups as possible out there when it comes to lots of things. Oh, absolutely. Um, but I think with the friends having its 5013C status now, that's a big help and they can organize some capital campaign around those those things much better now. I think it's a motivated board to do that. Um, they're very passionate about their trans. I would agree.

And so I think they'll be great at it. Um, and I think the DWA is another partner. Um, there is overlap there with downtown. Uh so I think that uh working together we can partner and maybe take some of this stuff some of these projects off this list move them over not discard them just move them around until we can figure out how to the responsibility.

I've got a question about you know we heard in the past about Nesbit when it goes underwater sometimes it could take up to $90,000 to uh bring sand in and re recondition Yeah, it depends what Washington the fields the the the spaces in between what where does that money come from to to make those um unexpected maintenance issues? I have a guess and I can tell you what a probably formal answer is but Dena

so um in the past if it was inside the field it was the WA's responsibility with our new agreement an act of God or an act of whatever happens 25 year reign 100 year reign yeah um then the town's responsibility is to help mitigate that resource back, right? And so that bucket of money is um is that is that an emergency fund? Is that baked into our

uh to some sort of maintenance plan? That's not We would allocate existing funds if we're not spending in some places. That's always my first obligation as a budget officer. But if it overwhelms it, that is what your unassigned fund balance is for. So, you know, during a storm, for example, uh if if it's a FEMA level storm, we would be spending out of that, but we would also be tracking and trying to recover back a lot of that. Depends on if there's a declaration or not, those kinds of things. But in that particular case, you know, sometimes if we let's say we didn't have a fund balance, it would be what are you giving up to fix that,

right? or we're not going to use that anymore and we're moving on to the next thing. So there are decision points at some point in time. But just to answer your basic question, we would either take it from other funds within the existing structure of the that year's allocation budget or we would uh advise the board that it's uh we might need to draw down some fund balance. That is what your savings account is for. Um so you're not restricted from that. you're only restricted to the level that you uh feel comfortable with politics, right? Thank you. Appreciate anything else on this issue. Thank you. All righty.

Oh, next up then. In that regard, Mr. Mayor, please.

I'm sorry. Um just want to uh state I've put it in the manager's report. I'm going to do it again this week and we're going to do it more formally. Um my recommendation is for a series of uh special meetings potentially for budget. So uh I put some dates in there for you folks to consider. Number one, a special meeting on 55, meaning that um we could do a work session and talk more about budget personnel and those kinds of things. uh as a sole issue. Uh 512 after the regular meeting if we need to. Now, if you can get through it and you're comfortable, you stop, right? You we just hold public hearings and move on and and and move through the budget. But I'm trying to put enough dates out there for you guys to mark your calendars so that you can have thorough discussions. So 55 512. We're going to put the public notice out for the budget on 521. And then we're recommending 62 as a special meeting for a public hearing just on the budget. And then you can either if you're comfortable adopt it by your June meeting, regular meeting andor hold budget workshops in between then too. So I'm I'm not letting you know that you don't need those things. I'm just I I want enough dates on your calendar so you folks can appropriately plan. So hopefully by 55 or 512 we can kind of determine whether or not we're feeling the need for

feeling the need for anything else. Yep. You could go to the public hearing and all heck could break loose, you know. Yeah. So you never know. Or it could just be angels from on high singing your praises. So um which is always my hope when I do a budget. Hasn't happened in 38 years, but I'm trying. Um but anyways 55 512 521 and 62 are all dates in all dates if you will please mark them on your calendars we will send notices we will de be more formal but I wanted you notices to and at 6:30 regular time. Yes.

Yes. Yeah. We're we're always trying to do your stuff at 6:30. Um that was very clear by the board. You you need that time to get home. You need that time to get off work and everything else. So we're trying to be conscious of that. Thank you. And you have a executive session. I believe special meeting or close session tonight. All righty. Then without further ado, then could I get a motion to recess into close session pursuant to NCGs 143-318.11A1 and 6 to preserve the attorney client privilege and consider a personnel matter. So moved. All in favor? I. I. We are now in closed session.

Wait, I forgot to say all in favor. Can I get a motion to reconvene from close session? So move. All in favor? I. Daniel Ferris was the one who originally made that motion. Barbie, can I get a motion to adjurnn? So moved. So moved. All in favor? Hi. Hi. We are now a journ. Thank you. Have a good day. Thank you.