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AGENDA

BOARD OF COMMISSIONERS MEETING HOOD ROOM, MATTHEWS TOWN HALL

SEPTEMBER 24, 2018- 7:00 PM

1. Regular Meeting Called to Order

2. Invocation – Mayor Bailey

3. Pledge of Allegiance 4. Items to be Added to the Agenda

5. Public Comment (Please sign in to speak. Limited to 4 minutes.) 6. Reports from Boards/Committees

A. Cultural Diversity Council – Chair Natisha Rivera-Patrick B. Environmental Advisory Committee – Chair Gordon Miller

7. Consent Agenda

A. Approve Minutes of the Board of Commissioners September 10, 2018 Regular Meeting B. Appoint Andrew Stienecker to the Mecklenburg County Waste Management Advisory Board C. Approve Disposal of Surplus Property D. Receive Monthly Budget Report E. Approve Reclassification of Transportation Planner to Grade 23 F. Approve Budget Ordinance Amendment to Recognize Proceeds Received for Bullet Proof Vests in

the Amount of $3,936.42

8. Unfinished Business

A. Receive Update on 2018 Planning Conference To-Do List B. Consider Methods for Streamlining Board of Commissioner Meetings

9. New Business

A. Review Town Response to Hurricane Florence

10. Mayor’s Report

11. Attorney’s Report

12. Town Manager’s Report 13. Adjournment

MINUTES

BOARD OF COMMISSIONERS SPECIAL MEETING JORDAN ROOM, MATTHEWS TOWN HALL

SEPTEMBER 10, 2018 - 5:30 PM

PRESENT: Mayor Paul Bailey; Mayor Pro Tem John Higdon; Commissioners Barbara Dement, Chris Melton Jeff Miller, Kress Query and John Urban

ALSO PRESENT: Town Attorney Charles Buckley; Town Manager Hazen Blodgett; Assistant Town Manager Becky

Hawke; Planning and Development Director Kathi Ingrish; Communications Coordinator Maureen Keith; Town Clerk Lori Canapinno

The Board of Commissioners met with the Town Attorney and staff to discuss moratoriums, conditional zoning, conflicts of interest and methods for streamlining meetings. Mr. Buckley reviewed the legal requirements involved regarding moratoria on development processes, explaining that they can’t be done for residential uses due to legislative changes in recent years. He then discussed conflicts of interest relating to zoning matters, explaining that both state law and Matthews’ ordinance regulate such issues. Matthews elected officials may have conflicts if they have direct or indirect financial interest or if they own property within 100 feet of the subject property, or if they professionally represent a client whose property is the subject of the matter. Elected officials also can’t acquire non-public information regarding future event and use that for financial gain. Any issues like this need to be disclosed so that the matter can be discussed. The Board member may be required to be excused from participating in the matter, or the Board may decide that, even though it’s not legally required, it would be better for that person to be excused from participation. The Board discussed various scenarios. Based on these various facts, Mr. Buckley noted that there is no conflict if two members of the same family serve on the Board of Commissioners and the Planning Board just due to their familial relationship. A Commissioner who serves on the Board of Directors for a nonprofit organization may participate in a zoning case for that organization. Campaign contributions are regulated by Board of Election laws and these contributions don’t create a conflict on their own. Bidding for contracts for construction-type jobs well after a zoning case is heard is generally acceptable, particularly for subcontractors going through the competitive bidding process. A conflict would exist if an elected official worked on a contractor team associated with a rezoning case prior to the rezoning action, since that would involve a direct or possibly an indirect financial interest in the case. All these scenarios are specifically fact-based. Any such questions that come up in the future will need to be reviewed by the Town Attorney and Board on a case-by-case basis. Mr. Blodgett noted that elected officials have a public obligation to vote on all matters unless a conflict exists. Mr. Buckley then reviewed issues relating to conditional zoning, explaining that there is no precedence in zoning and each case is deliberated on its own measures. Conditional zoning simply adds conditions that further restrict the project on a specific parcel. The Board has the authority to base their decisions on the best interest of the town, for the general health, safety and welfare of the community. The Board makes these determinations based on its knowledge of the community. It may not make zoning decisions based on the question of ownership versus rental of real property. The Board may deny rezoning applications based on the impact to police, fire, school system, etc. Due to time restrictions the Board did not discuss methods of streamlining meetings. This will be discussed on November 24.

Board of Commissioners September 10, 2018

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MINUTES BOARD OF COMMISSIONERS MEETING HOOD ROOM, MATTHEWS TOWN HALL

SEPTEMBER 10, 2018 - 7:00 PM PRESENT: Mayor Paul Bailey; Mayor Pro Tem John Higdon; Commissioners Barbara Dement, Commissioner

Chris Melton, Jeff Miller, Kress Query and John Urban; Town Attorney Charles Buckley; Town Manager Hazen Blodgett; Town Clerk Lori Canapinno

ALSO PRESENT: Assistant Town Manager Becky Hawke; Police Chief Clark Pennington; Planning and

Development Director Kathi Ingrish; Senior Planner Mary Jo Gollnitz; Planning Board Chair David Weiser, Members Natasha Edwards, Mike Foster, Mike Ham, Mike Rowan and Larry Whitley

REGULAR MEETING CALLED TO ORDER Mayor Bailey called the meeting to order at 7:00 pm. INVOCATION Reverend Larry Whitley of Mt. Moriah Missionary Baptist Church rendered an invocation. PLEDGE OF ALLEGIANCE Mayor Bailey led the audience in the pledge. ITEMS TO BE ADDED TO THE AGENDA None

PUBLIC COMMENT Pastor Chuck Wilson of Matthews United Methodist Church discussed the historical narrative being created about the Crestdale community, formerly called Tank Town, which was settled in the 1870s by freed slaves and is one of the first African-American communities in the south. He encouraged all to be aware of the Crestdale Rising report issued as a development plan for the community in 2011 and to do all that can be done to implement the items within it. He also noted an upcoming customer service event for members of the Matthews Chamber and town staff on October 1st. Pastor Luke Maybry of Matthews Presbyterian Church discussed the upcoming community forum on educational equality, held in conjunction with Matthews United Methodist Church and Mt. Moriah Missionary Baptist Church on September 16 at Matthews Presbyterian Church. Judge Lou Trosch will speak on the subject and discuss the book Color and Character: West Charlotte High and the American Struggle Over Educational Equality by Pamela Grundy. District Court Judge Alicia Brooks discussed her background and qualifications in light of the upcoming elections on November 6. She stated she stands for three things: accessibility, accountability and action.


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Bonnie Covington submitted a petition in opposition to rezoning application 2018-686 (Trade Street/Brookechase Properties), stating that 233 people signed the petition in opposition to this high-density infill development project. She also said the Town should have purchased the property when the developer offered to sell it. Ronnie Schlabach expressed concerns about zoning application 2018-685 (Phillips Road), saying that having only one way into the development is a good idea, and that there are almost 30 children living nearby under the age of 14. He doesn’t want to see any accidents here, particularly involving those children. He wants Matthews to get better but doesn’t think a development at this location is the right way to do it.

PRESENT PROCLAMATION IN RECOGNITION OF CONSTITUTION WEEK Mayor Bailey presented a proclamation in recognition of the 231st anniversary of the American Constitution to Daughters of the American Revolution (DAR) representatives Courtney Lane and Suzanne Hyde Hart. Ms. Lane, past regent of the Mecklenburg Chapter DAR, noted that their chapter is the oldest in the state. It focuses on historic preservation and education. Ms. Hyde Hart explained that the society was founded in the 1800s and has almost one million members. The public was invited to recognize Constitution Week annually from the 17th-23rd of each September. RECESS REGULAR MEETING FOR PUBLIC HEARINGS ON APPLICATIONS TO AMEND THE UNIFIED DEVELOPMENT ORDINANCE OF THE TOWN OF MATTHEWS Motion by Mr. Query to recess the regular meeting for public hearings on applications to amend the Unified Development Ordinance (UDO). The motion was seconded by Mr. Urban and unanimously approved. Planning and Development Director Kathi Ingrish introduced members of the Planning Board in attendance: Chair David Weiser, Members Natasha Edwards, Mike Foster, Mike Ham, Mike Rowan and Larry Whitley. Zoning Application 2018-685/Phillips Road [continued from 8/13/18]: to change the zoning from R-15 to R-VS on that certain parcel belonging to Cochrane Properties Inc. located at the corner of Phillips Road and Matthews-Mint Hill Road and being designated as Tax Parcel 215-111-12 Senior Planner Mary Jo Gollnitz reviewed this application. After the previous public hearing sessions, the applicant revised the plans and reduced the number of units from 22 to 20, which is 3.4 dwelling units per acre. There was an earlier question about the density of the nearby Millstone Ridge subdivision and that is 2.5 units per acre. The plans have also changed to indicate a 25-foot rear setback when the code requires 30 feet, so they still need flexible design standards to be approved. The developers are also asking for 6-foot side yards on both sides when code requires 6 and 8 feet. They provided a new drawing on Friday night. Staff has reviewed it and has concerns about the berm and the pinch point. Some of the trees for the berm appear to be in the backyards of the lots and staff isn’t sure it can all be fit in behind some of the lots. They’ve also added a pedestrian refuge that has not yet been approved by DOT (Department of Transportation) or Town engineering. There’s a note saying that the front setback is 15 feet while the drawing indicates 20 feet, so that needs to be corrected. Mr. Urban asked about connectivity. He asked if the site’s proximity to the Phillips Road intersection was why there was no punch-out to Phillips Road to add egress points. Ms. Gollnitz said that would have to be discussed with engineers. Applicant representatives Matt Langston and Stan Hines addressed the Board. Mr. Langston explained they’ve been working to address the Board and staff’s comments. The location of the proposed pedestrian refuge island - which was a result of a comment in the original staff report - needs to be coordinated with the park’s drive entrance, Public Works’ recommendations and NCDOT’s future plans for that intersection. Regarding the berm, the cross


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section shown is the worst-case scenario. There are power poles running down both property lines, so they’re proposing small maturing trees and a row of evergreens on Highway 51 to remain below Duke Energy’s restrictions on maximum plant height. They’ve increased the setback to 25 feet after staff’s recommendation from their original report. They’ve also pushed the entire house back 20 feet so the garages will be set behind the front porch and the porches will be a full 20 feet back from the right of way. Mr. Hines explained they’ve reduced the density from 22 to 20. That allowed the lots to be 55 feet wide at their narrowest point. They’ve intentionally designed the street with a curve to make it more visually interesting. The garages will include two single doors with windows. The side yards have increased to 6 feet. The goal is to make this a very cottage-like, charming and friendly neighborhood. The inclusion of the pedestrian refuge was due to staff’s request to add it. There is now more green space due to the movement of some of the lots. He confirmed that the front part of the structure will be 20 feet back. All porches will be 6 feet deep. This will create a community unlike others in the greater area. They believe this mostly single-story community will be attractive to active adults who don’t desire the ability to walk to amenities but would like to sit on their porch, walk the neighborhood and be part of the community. Mr. Melton requested that the density be dropped to 2.5 units per acre to match the nearby community. Mr. Urban expressed dissatisfaction with the way revisions were submitted at the last minute. He then asked for a definition of “active adult” since that will help with considerations regarding school impacts. He noted that older residents may not want raised stoops but younger ones prefer that since they add privacy. He then noted the issues of density in town, saying if the Board wants to maintain the character and quality of the outskirts then the downtown needs greater density. He then said that he’d support the density of this development being compatible to Millstone Ridge’s at 2.5 dwelling units per acre. Mr. Miller noted that developments sometimes transition from differing-density areas by placing apartments and condos in the front and larger homes in the back and suggested that for this area. He said this could be a good transition point for more density with larger homes and less density in other area neighborhoods. Mr. Urban said this area is more of a suburban outlying area that lacks the types of amenities usually seen in the layered density developments as described by Mr. Miller. Mr. Melton said he’d prefer less density as one moves further away from downtown. Mayor Bailey said he thinks the alignment of the neighborhood’s entrance with the park entrance across the street and the traffic density warrants the addition of a traffic circle at the development entrance. He asked the applicant to look at that request as well as the density issues raised by Mr. Melton. Planning Board member Mike Ham asked about the demographic to which this would be marketed. Mr. Hines explained that they’d market primarily to the 50+ age group but that the community would not actually be age-restricted. Mayor Bailey opened the floor to public comment. Clay Gillman of Windrow Lane said it seems like the developers are trying to maximize their profits while impacting the neighbors a lot. He also questioned how garbage trucks would handle the street, explaining that they have to travel backwards down his street and they beep and honk the horn while doing so. He also said the proposed plan doesn’t offer much room for big dogs or places for children to play. He then said there’s no room for visitors to park. He thinks the development is a bad idea, has safety issues and would be bad for the exiting area’s property values. Tony Williamson of Saddle Tree Court said a lot of people are upset about this and that he feels there should be no R-VS development placed outside of downtown Matthews. He has concerns regarding safety and the lack of parking, saying there will be so many cars parked along the street that that’s all you’ll see. He was also concerned about the plans that don’t call for fully-constructed second floors. Bob Fesler of Windrow Lane agreed with previous comments and said their side of Matthews deserves upper-end homes but not this many in this high density. He asked the Board to ensure the developers make modifications to a lower density so this project is similar to the surrounding neighbors. This item will be heard by the Planning Board on September 25 and come back to the Board of Commissioners on October 8.


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Zoning Application 2018-688/Matthews Help Center: to change the zoning from B-1(CD) & O(CD) to B-1(CD) on that certain property belonging to the Matthews Help Center and designated as 113 & 119 N. Ames Street and further being property designated as Tax Parcels 193-251-28, 29 & 39 Mr. Melton noted that he served as the immediate past chair for the Help Center’s Board of Directors. He asked the Board to consider if he should be excused from this item because of that. Town Attorney Charles Buckley explained that Mr. Melton has given disclosure but is not legally required to step away from the item. Mayor Bailey noted that Mr. Melton will remain and will be allowed to take part in this action. Ms. Gollnitz reviewed the application for four lots from B-1(CD) and O(CD) to B-1(CD) for all four lots. The current uses are office and retail space. The reason for the rezoning is to come into zoning compliance and for possible future expansion of the Help Center. Two lots were part of a previous rezoning and the Help Center now owns those lots. They’ll have to combine all the lots soon. The original rezoning was done in 2004. The proposed site plan proposes adding new parking. There is an existing easement agreement for access to the house structure which is used as an office. They’ll keep the cross-access agreement. The plans also show a future proposed addition. They’re proposing to route donation drop-offs in a committed drop-off area. Permitted uses would be restricted to office, retail sales, second-hand goods sales and donation/drop off. A 1,200 square foot storage building addition is requested; architecture would be consistent with the existing storage building. Staff recommends that retail use not increase and that it remains as an accessory use since that is generally not allowed in the residential district. Solid waste is handled privately and the property is tax exempt so would be no change to the services or tax revenues. Outstanding comments include the following: a zoning variance is required for the gravel driveway to remain, or it will have to be paved; future approval is required for the proposed storm water detention. This is not required now but will be required with the future expansion. The fence shown near the detention area should be relocated away from the property line with planting materials added as screening for the adjoining residentially-zoned property. Mr. Melton said the adopted site plan shows vegetation and natural buffers between the former Free Medical Clinic building and the Help Center and asked if the Help Center could remove that natural buffer if this plan is accepted as presented. Ms. Gollnitz said yes, because they’d be combining the four lots into one. That vegetation from prior rezoning actions on separate lots would no longer be needed. Mr. Melton asked if they’d have to come back with a revised landscape plan to show the new bushes that will be required to be placed in front of the fence after it’s relocated. Ms. Gollnitz explained that would be part of their landscape requirement. Mr. Urban expressed concerns with the idea of installing a fence and shrubbery which will take away from the residential/neighborhood atmosphere. No one really lives around there and he would like the Board to think about issues relating to fluidity between properties and the visual connection between properties. Ms. Gollnitz noted that the adjoining property is zoned residential even though no one is living there at this time. Mr. Urban then asked about the retail use and asked if they could be allowed to expand that service since it’s a benefit to the community. He suggested placing a condition to remove that use if the property was sold or changes use. Ms. Gollnitz explained that parking is the biggest issue – parking is already tight there. Mr. Higdon agreed with Mr. Urban’s comments, saying the Help Center does such great work for the community that it would be nice to allow them to expand. Ms. Dement agreed, saying she would like to give them some latitude due to the great job they do. Ms. Dement asked about the access easement between the law firm and the Help Center, saying there are bollards that block the area off now. She would like to see more connectivity there. Ms. Gollnitz noted that is a permanent easement – a private agreement between those two property owners. Ms. Dement then asked about possible parking spots along Charles Street. Ms. Gollnitz explained that one spot will have to be removed to accommodate the drop off lane. Other spaces on Charles Street are public spaces and there is no room on the other side to add more spaces. Mayor Bailey asked about specific conditions listed on the previous rezoning cases and asked staff


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to provide the Board with a list of conditions related to the original rezoning actions along with the conditions being requested now. Applicant representatives John Carmichael, Help Center Executive Director Sandra Conway and Help Center Board Chair Bob Giles addressed the Board. Mr. Carmichael reviewed the application and noted the main building consists of 5,602 square feet, of which 2,420 square feet is devoted to office uses, 2,925 square feet for retail and 257 square feet for storage. A second building with 1,464 square feet of floor area is devoted to office use. There is also an existing 1,405 square foot storage building. The proposal calls for a more efficient site with new parking spaces and potential expansion of storage and water detention. The driveway will be paved per ordinance and the fence and landscape screening will be incompliance. 22 parking spaces are required; the site will have 25 spaces with a number of additional public parking spaces in close proximity. Mr. Urban suggested looking into getting the site certified as a natural wildlife habitat. He asked about the storage building and Mr. Giles confirmed it was used only for storage. He explained that one of the biggest limitations of their retail endeavor is lack of storage space. Mr. Urban explained that storage is often a problem for current building codes and he recommended that the applicant have the design team look into that so they don’t run into any building code problems later. Ms. Dement said they’re probably going to need more parking. Mr. Giles note that it does meet the ordinance requirements, and they’re creating a drop off area for donations to alleviate some of that congestion and create a safer environment with flow-through traffic. Ms. Dement continued discussing the options for additional parking in the area, noting that while some spots are public, they look like they’re only for the use of certain businesses. Mayor Bailey opened the floor to public comment. No one spoke in favor of or opposition to this application. This item will be heard by the Planning Board on September 25 and come back to the Board of Commissioners on October 8. RECONVENE REGULAR MEETING Motion by Mr. Higdon to reconvene the regular meeting. The motion was seconded by Mr. Urban and unanimously approved. PLANNING AND DEVELOPMENT BUSINESS

REPORT FROM PLANNING BOARD

Planning Board Chair David Weiser gave a report on the Board’s activities of July 24, 2018 (Exhibit #1 hereby referenced and made a part of these minutes). Mr. Urban clarified an item in the minutes regarding discussion of a parapet roof for the Bainbridge item. He noted that the applicant representative had stated that Mr. Urban’s recommendation for a parapet roof would be four times more expensive than what was previously approved. That is wrong, and he doesn’t want people to think that he or the Board pushed them to do something so expensive. It was suggested to the architect and they were happy to go on that direction. Mayor Bailey asked for more substantive information on the housing study updates going forward. PLANNING AND ZONING RELATED ACTIONS


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Zoning Application 2018-686/BrookeChase Properties: to change the zoning from R-20 to R-VS on that certain property located across from the intersection of South Trade Street and Main Street and being designated as 269 South Main Street and further being Tax Parcels 227-211-05 & 06 Mayor Bailey explained that this item can’t be decided until it moves through the Board of Adjustment process. Motion by Mr. Melton to defer to October 8, 2018. The motion was seconded by Mr. Urban. Mr. Higdon stated that the developer has offered to sell this land to the Town for a park in the past and more recently. He favors that over a rezoning. Discussion ensued. Mr. Higdon said the price was in the $675,000 range but the property would have to be appraised. Mr. Urban said the Town Arborist has said a number of the trees would have to be taken down if it was Town-owned property due to their condition and that no one should be entering the site for safety reasons. The motion to defer to October 8, 2018 was unanimously approved. Discuss By-Right Zoning Ms. Ingrish reviewed traditional zoning categories, also known as by-right zoning or straight rezoning, which are development actions that don’t require review or approval by the Board. These districts are typically divided into residential, office, business and industrial uses. Matthews doesn’t have a lot of these opportunities, because a lot of zoning actions have taken place with conditional aspects, such as specific site plans and notes. These traditional zoning categories involve specific requirements, such as a set of allowed uses, regulated setbacks and yards, maximum building heights and minimum lot sizes. The greater the number of uses, the more opportunity there is for conflict with other uses and surrounding neighbors. Discussion ensued. Mr. Urban asked if it was possible to modify the uses under by-right zoning without changing the actual zoning on specific spots. Ms. Ingrish explained that changing the list of uses would change them for all parcels in that category, so it could create a lot of nonconformities for existing uses. She noted that the Board does always have the authority to rezone parcels to straight rezoning categories. Ms. Dement said by-right zoning is a little frightening and asked if staff had any particular concerns. Ms. Ingrish said there’s potential concern in all of them, since and new owner or road project could trigger a change. Mr. Urban asked if a hybrid or form-based code would work and Ms. Ingrish explained that the existing UDO is a hybrid code – it kept all the traditional categories and added conditional districts. The intent is to use the traditional categories less and the conditional categories more as time goes on. Mr. Urban noted that some communities use a design review board to oversee aesthetic issues that aren’t regulated through the zoning code. Town Attorney Charles Buckley explained that such review activity can’t be done on by-right zoning – it can only be done on conditional development or a historic district. REPORTS FROM BOARDS/COMMITTEES Minutes from the Appearance & Tree Board and Environmental Advisory Committee were reviewed. CONSENT AGENDA

A. Approve Minutes of the August 27, 2018 Board of Commissioners Regular Meeting B. Approve Minutes of the August 27, 2018 Closed Session of the Board of Commissioners C. Approve Revision to Cultural Diversity Council Bylaws


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D. Accept Zoning Application 20178-690; Novant Health Inc, 1400 - 1500 blocks of Matthews Township Parkway and 451 Matthews-Mint Hill Road; from R/I(CD) and O(CD) to R/I(CD), and Set a Public Hearing for November 12, 2018

E. Appoint Scott Query to Planning Board F. Approve Budget Ordinance Amendments to:

1) Move Capital Outlay Appropriations from The General Fund to the CIP Fund for Existing and New Multi-Year Projects in the Amount of $123,000.00

2) Accept a Transfer from the General Fund into the CIP Fund for Existing and New Multi-Year Projects in the Amount of $123,000.00

3) Move Available Transportation Monies into Specific Projects in the Amount of $400,000.00 4) Roll Forward Restricted and Assigned Fund Balance to Accommodate Appropriations for Restricted

and Assigned Purposes in the Amount of $112,608.43 Motion by Mr. Melton to approve consent agenda items A through. The motion was seconded by Mr. Miller and unanimously approved. NEW BUSINESS AWARD TOWING CONTRACT Police Chief Clark Pennington reviewed the proposal. One respondent met or exceeded all the published requirements – Williams Wrecker. Motion by Mr. Query to award the contract for town requested wrecker services to Williams Wrecker Service as recommended. The motion was seconded by Mr. Melton and unanimously approved. CONSIDER CONTRACT FOR DESIGN SERVICES FOR N. TRADE/MATTHEWS STATION STREET INTERSECTIONS Public Works Director CJ O’Neill reviewed this request. The Board had approved a preliminary design for a pedestrian crossing at North Trade Street on November 27, 2017. This required hiring an engineer for the work. Staff issued an RFP and received several proposals, the best of which was from Alta Design for $81,221. Staff is now requesting approval to sign the contract and appropriate funding. Mr. Melton noted that the original estimate for the surveying and design work was $10,000 and questioned how that expanded to over $80,000. Mr. O’Neill explained that staff then thought it would involve a basic engineering plan but much later realized they needed to take it to another level, including more public input. The current value includes the design and public input process. They won’t know the final cost for the rest of the work until the design work is done. A general estimation is that a project’s design is 5-10% of the total cost. Discussion ensued. Mr. Query said the cost is much higher than expected and he didn’t know if he could support that. Mr. Higdon agreed and didn’t think multiple public input meetings are needed. Mr. Blodgett suggested using the Board to hold public meetings if necessary. Mr. Urban asked for a schedule of values. Mayor Bailey suggested having Ms. Habina Woolard bring more information back at a future meeting. CONSIDER REQUEST TO ENDORSE VETERANS DAY EVENT


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Mr. Blodgett reviewed a request from the Matthews Veterans Advisory Committee to support the annual Veterans Day event in Stumptown Park. Staff recommends endorsing the event. Motion by Mr. Higdon to endorse the event. The motion was seconded by Mr. Miller and unanimously approved. REVIEW LETTER TO DEPARTMENT OF TRANSPORTATION REGARDING U-5763/MATTHEWS TOWNSHIP PARKWAY WIDENING AND IMPROVEMENTS Mr. O’Neill reviewed a staff-drafted letter containing comments to DOT regarding the Matthews Township widening and improvements project (exhibit #2 hereby referenced and made a part of these minutes). There was some discussion about Lakenheath residents’ access to Sardis Road. The plan for certain movements seems unclear at this time. Mr. Miller said note #5b (The movement for Sardis Grove Lane residents attempting to access 51 need to be more convenient) is vague – the phrase “more convenient” needs to be more specific. He suggested asking to leave out the median. Ms. O’Neill said staff could request that DOT look at that – DOT would have to determine the safety considerations if the median wasn’t included there. Note #6 does request that U-turn movements be accommodated at the end of the median. Mr. Miller was concerned about the inconvenience to the citizens. Mr. Higdon agreed, adding that these additional movements will waste a lot of gas. Mr. Blodgett noted that preventing left hand turns are done for safety reasons. Mayor Bailey said DOT needs to look from 51 back down to at least past the entrance to the park and come up with a concept that can handle all that traffic and allow folks to make left hand turns or make U-turns close to their target street. The design needs to be more functional. It could then taper back down to two lanes by Sardis Road North. There was some discussion of the size of the U-turn bulbs between Sardis Road and Fullwood Lane which accommodates WB-67 truck (tractor trailer) turning radius. It needs to be large enough to accommodate things like moving trucks for residences. Mr. O’Neill then discussed note 9c (Having the Having the eastbound U-turn movement at Fullwood turning from the outside lane which is currently proposed as gore area will reduce the width needed for the U-turn space on the north side of 51. It is not likely that movement will ever need to be dual. Consider a wider median there rather than gore paint marks on asphalt.) and explained it was an attempt to make one of the U-turn bulbs smaller. Mr. Melton asked about access for lot 56, explaining that it looks like the driveway for that lot is being eliminated. Mr. O’Neill said DOT typically doesn’t like to place driveway access inside a loon/U-tun bulb, so that may need to be realigned. DOT will have to figure that out during right of way negotiation. It’s possible they may need to purchase the property. Mr. O’Neill discussed note 12 (Due to the heavy use of Warner Park on the north side of Matthews Township Parkway by the Covenant Day School on the south side of the roadway, we feel a mid-block signalized pedestrian crossing needs to be provided…) and Mayor Bailey suggested a pedestrian overpass to merge into the greenway system that could be used by the public and particularly by the students. Mr. O’Neill said that was a possibility, but it is unlikely that DOT would pay for it. He estimates a cost of a couple of million dollars due to the need for elevators on each side to meet ADA requirements. Mr. Urban asked if the former Colchester nursery site, which is owned by the school, could be developed as a means of egress for them to take the pressure of getting in and out of Warner Park. Currently there’s a grade change so people park in the Colchester site and walk to the ballfields, but there may be a way to make vehicular connection behind the ballfields. Ms. Ingrish noted they’d have to go through rezoning to allow that to happen. Ms. Dement asked about the residents of Reid Hall: their access into the neighborhood and their requests for safer pedestrian access across the street. Mr. O’Neill explained a U-turn would be required to get into the neighborhood from one direction. Mr. Higdon said certain phrasing in the letter could be interpreted in different ways - that eight lanes of asphalt and a concrete median is more than enough, not that the design needs even more. Mr. Higdon asked if staff agreed with adding CFIs (continual flow intersections). Mr. O’Neill said staff is tentatively in agreement: it’s a new concept and one is under construction in Huntersville. It should be complete in December and staff wants to see how it


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works before they give it their full blessing. Mr. Higdon asked about accommodations for the additional impervious surface that will result from this design. Mr. O’Neill explained it will be handled through linear MBPs (best management practice) like sand filters and swales, but there probably will still be some additional runoff. Mr. Blodgett asked for the addition of a request for a lot more education before the Town endorsees this intersection design. He noted the design may be unattractive, but it does seem to serve to get traffic around the downtown and to Fullwood Lane. Getting traffic away from downtown is one of the town’s goals and this may be a way to do that. Mr. Higdon expressed concern with the experimental nature and unattractive appearance of the design. Mr. Melton agreed that a goal has been to push traffic around rather than through downtown Matthews to keep from having a superstreet design. If this design meets that goal then it could be useful. Mr. O’Neill noted that if the CFI design does function as indicted then it keeps it from being widening to eight lanes. It comes down to spreading the impacts all along the corridor versus putting them all in one place. Mr. Melton noted that Matthews Township Parkway was intended to be a bypass and asked about the relationship between this design and the initial concept of a bypass. Mayor Bailey explained that the bypass remedied the situation then when there were only a few thousand people in town. If the new improvements aren’t done then people will find other routes, which could include them traveling through downtown again. Ms. Dement said she didn’t think the language is strong enough regarding encouraging people to go around downtown rather then through it. The recommendation to narrow John Street a little bit isn’t enough. She would like there to be a visual indication that drivers are entering the historic downtown area as they’re driving down the road. It’s too wide coming into Matthews. It should be narrowed near the Shell station and former Rite Aid site. Mr. Urban agreed, suggesting the addition of landscaping and entry monuments on the corner will make an evident threshold. Mr. Urban said he’d like to see the previous iterations of the design before this one, saying this seems to be overkill as the traffic jams last for a finite period in the morning and afternoon. Mr. Higdon suggested lowering the speed limit and enforcing it on West John Street and raise it around there to encourage people to take the faster roads. Mr. Urban asked if a letter could be sent to everyone who contacted the Board about this, or a press release to share information about the process. This would educate people about the Town’s letter and let them know the Town is taking it very seriously. MAYOR’S REPORT Mayor Bailey noted the advancement of Hurricane Florence and advised all to prepare as much as possible before its arrival. ATTORNEY’S REPORT None TOWN MANAGER’S REPORT Mr. Blodgett discussed options relating to the continuation of the multiuse path on Matthews-Mint Hill Road. Staff has discussed a financial partnership with Novant hospital to extend the path and build a leg of the Carolina Thread Trail. The goal would be a 50/50 partnership, which could still amount to a couple hundred thousand dollars per partner. Novant staff is receptive but they need to discuss this further. Mr. Blodgett will keep the Board informed as things progress. There was some discussion of additional locations on which to extend the path. Mr. Buckley said it may be possible to use Tourism dollars to build the portion from the Sportsplex to downtown. He will review the matter and finalize his answer in the future. Mr. Higdon said Conbraco might be willing to discuss a partnership to extend the path by its location.


11

ADJOURNMENT Motion by Mr. Higdon to adjourn. The motion was seconded by Mr. Melton and unanimously approved. The meeting adjourned at 10:44 pm. Respectfully submitted, Lori Canapinno Town Clerk

PLANNING BOARD REPORT ON THEIR MEETING OF

AUGUST 28, 2018 FOR TOWN BOARD ACTION: I. ZONING APPLICATION 2017-686 – 269 S Trade St, BrookeChase Properties, R-20 to R-VS Planning Board voted 4 to 3 to recommend approval with changes offered by applicant

subsequent to the public hearing. Planning Board found this request to be consistent with the Land Use Plan as it provides a walkable new development near downtown.

FOR INFORMATION ONLY I. ADMINISTRATIVE AMENDMENT – Bainbridge Apartments, Matthews-Mint Hill Rd, Revisions

to Approved Site Plan and Elevations of Some Buildings Planning Board unanimously approved the request. They determined it was consistent with

adopted Town plans and reasonable because the changes allow internal complementary building design.

II. ADMINISTRATIVE AMENDMENT – New House Elevation Added for Fullwood Station Planning Board unanimously approved the request, citing it as consistent with the Land Use Plan and reasonable as it was similar in character to other approved house plans for the subdivision.

III. ADMINISTRATIVE AMENDMENT – Lidl, Idlewild and Margaret Wallace Roads, Revised Site Plan and Building Elevation

Planning Board unanimously approved the revisions, finding them consistent with the Land

Use Plan and reasonable since it is substantially similar to the original building design. PlBdRpt 8-28-18

September 7, 2018 Sean Epperson, PE NCDOT Division 10 716 West Main Street Albemarle, NC 28001 Shane Sharpe, PE STV Engineers, Inc. 900 West Trade Street Suite 715 Charlotte, NC 28202 Subject: U-5763 NC 51 Matthews Township Parkway Public Meeting Request for Input The Town of Matthews appreciates the NCDOT providing a Local Officials meeting and Public Input meeting on July 31, 2018, for the U-5763 project. We felt this meeting was well-staffed by NCDOT and the consulting firm and also well-attended by the public. At the meeting, we requested a copy of the environmental checklist. Please send that (email is ok) at your earliest convenience. By now you have received many letters and comment forms from residents in Matthews, and you may continue to receive input. We would like to request that each letter or form you receive is responded to in writing from NCDOT back to the resident, whether or not a direct question is asked in the letter. We would also like a courtesy copy on the responses. As you know, the residents of the Town of Matthews are very active in the community and we believe that open, two-way dialogue is critical to the success of projects in Matthews. Additionally, the staff of the Town of Matthews have the following comments on the design presented at the public meeting:

1. The Town of Matthews adopted a 35 mph speed limit ordinance for Fullwood Ln, effective October 1, 2018. Please take this into account for work that extends on to Fullwood such as tapers and clear zone. Note that superelevation is not appropriate for Fullwood Ln.

2. The Town is generally amenable to a median on this portion of roadway since it currently has medians restricting full-access movements at some locations.

a. Evaluate areas where minimum median sizes may be appropriate. 3. This corridor is actively used by pedestrians. We would like to see enhanced pedestrian

features at each full-movement intersection and potential other locations along the corridor. These features include but are not limited to the following:

a. Special pedestrian signal provisions, such as leading pedestrian interval or “No Turn On Red” blank-out signs activated by the pedestrian push button.

b. Large pedestrian refuges, greater than the minimum 6-foot that many jurisdictions use.

c. Pedestrian features set back from the roadway, obtaining the most reasonable buffer.

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d. Expanded waiting area at intersections, more than the 6-foot curb ramp and sidewalk. 4. Reduce the impacts of the road widening project west of Sardis Road. We were surprised to

see restricted access well beyond Sardis Rd with unclear turning movements and turnarounds from some neighborhoods.

a. Westbound traffic trying to access Courtney, Devereaux and Lakenheath. b. If u-turns are allowed at Courtney, are there sufficient gaps to successfully make this

maneuver? c. Lakenheath residents accessing Sardis Road seems difficult. Will turning in to the

closest through lane be the only allowable movement? 5. Sardis Road is included in the study area. Bike/ped features need to include sidewalk on one

side and multiuse path on the other, using the widths and setbacks described above. a. A mid-block crossing may need to be included for residents on the east side of the

street to access the park on the west side of the street. b. The movement for Sardis Grove Ln residents attempting to access 51 needs to be

more convenient. 6. Accommodate u-turn movement to reverse direction on Sardis Rd at both ends of the project

limits on Sardis Rd. 7. The design of the multiuse path around the u-turn bulbs needs to utilize greenway standards.

In particular 100’ radius for curves should replace the right-angle turn shown at the u-turn. 8. Evaluate a midblock crossing opportunity between Sardis and Fullwood to provide more

direct access from the east side of Sardis to the west side of Fullwood without pedestrians having to cross the side streets, essentially going out of their way.

9. The intersection of Fullwood Ln and Matthews Township Parkway is a critical one for the Town. This connection serves as the downtown bypass, as well as carrying heavy pedestrian and bicycle traffic. The Town would like to see the following items included:

a. Include 5-foot bicycle lanes on Fullwood for the entire length of affected roadway. There could be a need to transition the NB bike lane onto a multiuse path at the church driveway to help facilitate bicycle turning movements.

b. Include connectivity between the new multiuse path on Matthews Township Parkway to the existing multiuse path/greenway system off Fullwood. Evaluate and discuss with Town staff if this is a 10’ multiuse path or continue the 5’ sidewalk.

c. Having the eastbound u-turn movement at Fullwood turning from the outside lane which is currently proposed as gore area will reduce the width needed for the u-turn space on the north side of 51. It is not likely that movement will ever need to be dual. Consider a wider median there rather than gore paint marks on asphalt.

10. It is unclear from the plans if the two southbound lanes on Fullwood end at the new signal at Plantation Crossing Drive or if they terminate before then. Please clarify.

11. There is a culvert from Charing Cross that goes under 51 and causes some downstream issues. This culvert should be analyzed and downstream impacts mitigated.

12. Due to the heavy use of Warner Park on the north side of Matthews Township Parkway by the Covenant Day School on the south side of the roadway, we feel a mid-block signalized pedestrian crossing needs to be provided. The school currently prohibits students from crossing at this location so current counts do not accurately reflect this crossing need. We would like to see the State work with the school and the Town to determine the best pedestrian hybrid beacon (PHB) location to enable pedestrian mobility.

13. There are Charlotte Area Transit System bus stops located along this corridor which need to be preserved or work with CATS staff on the bus routes.

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14. Connectivity to W Charles St should be maintained. This is an important parallel connector to E John St, providing ingress and egress to businesses and downtown Matthews. Dual left turns from 51 onto W John and a continuous right turn from W John onto 51 are not needed.

15. It appears that a dual directional crossover can be accommodated to the retail area on the west side of W John St and to Lois St on the east side of W John St. This would be an opportunity to include a pedestrian crossing.

16. Separate right turn lanes into the retail area on W John St are not needed. 17. Pedestrian accommodations across the bridge should include 1’ shy distance from the

curbline and 1.5’ shy distance from the bridge railing. This also includes sidewalk back-of-curb to include 1’ shy distance from the curb. Evaluate reasonable planting strip (buffer) width for sidewalk that continues to Team Rd and make recommendations to Town staff.

In addition to the specific comments listed, the Town also has an adopted Highway 51 Overlay which includes a 30-foot natural landscape buffer. Please incorporate this overlay in the planning and design phases of the project. Regarding the design of the continuous flow intersection (CFI), the feedback received from the public is that eight lanes of asphalt across plus concrete medians does not represent an adequate entryway into downtown Matthews. This feedback is specific to the approach from 51 and Monroe Rd onto W John St. Matthews residents feel most drivers heading east on Monroe Rd would rather get on NC 51 to bypass downtown Matthews rather than funneled through downtown. Based on recent discussions among a Town working group discussing the E John St project (U-4714A), the sentiment is shared by many members of the Board of Commissioners and downtown stakeholders. Town staff would like to work with NCDOT to resolve these issues and others raised in public comment. Additionally, we believe it would be beneficial for NCDOT to host supplemental meetings with groups of residents that share the same concerns on the project. We would be happy to provide a meeting space for those supplemental meetings. Again, we appreciate the opportunity to provide input for the U-5763 project. If you have questions or need clarification on any of these comments, please contact me at 704-708-1243 or [email protected]. Sincerely,

Susan Habina-Woolard, PE Town Engineer C: Brett Canipe, NCDOT, via email Stuart Basham, NCDOT, via email Hazen Blodgett, via email CJ O’Neill, via email Kathi Ingrish, via email

mailto:[email protected]

Mecklenburg County Waste Management Advisory Board Appointee DATE: September 20, 2018 TO: Mayor and Board of Commissioners FROM: C.J. O’Neill, PE- Public Works Director Background/Issue The role of the Mecklenburg County Waste Manage Advisory Board (WMAB) is to provide citizens input and advice on solid waste management issues facing Mecklenburg County. Our current representative on the Board, Ollie Frazier, has served on the board since November 1, 2012 and is currently the Board’s Vice Chair. His second 3-year term will be over on October 31, 2018 and Mr. Frazier has indicated that he would like for another person to have the opportunity to serve on the Board. The Town of Matthews can recommend Mr. Frazier’s replacement, but the final approval will be made by the Mecklenburg County Board of Commissioners. Proposals / Solutions The Town of Matthews Environmental Advisory Committee (EAC) voted to recommend that Andrew Stienecker take over Mr. Frazier’s position on the WMAB. Mr. Stienecker has diligently served on the EAC since 2017 and has agreed to fill the position. Fiscal Impact There is no fiscal impact for this. Related Town Goals and Strategies To provide the infrastructure and services that supports the superior quality of life in the Matthews community, in a proactive, courteous, and professional manner. Recommended Action That the Town Board of Commissioners recommend that Andrew Stienecker be appointed to the Mecklenburg County Waste Management Advisory Board as our representative.

GFOA Certificate of Achievement for Excellence in Financial Reporting 1998-Present. September 18, 2018

To: Mayor and Board of Commissioners

From: Brian Lee, Finance Specialist

CC: Christopher Tucker, Finance Director Becky Hawke, Assistant Town Manager Lori Canapinno, Town Clerk RE: Declaration of Surplus/ Approve for Sale via Electronic Auction or Proper Disposal Background/Issue: The Parks, Recreation and Cultural Resource Department has identified items as surplus and are ready for sale or disposal. Proposal/Solution: Declare surplus and authorize the Finance Specialist to attempt sale through electronic auction for the following items:

• Table Rack • Music Stand • Metal Information Board • Rocking Horse (Children’s Toy) • (3) Brother Sewing Machines • Office Chairs

Financial Impact: General Fund Revenues to the Miscellaneous line item. Related Town Goal: Financial Performance-To provide financial resources in a prudent and responsible manner Recommended Motion: Motion to declare the above items surplus and authorize the Finance Technician to attempt sale by electronic auction.

fye 2019 fye 2019 fye 2019

GENERAL FUND BUDGET BUDGET ACTUAL % of fye 2019 VARIANCE ($) VARIANCE (%)

(ORIGINAL) (AMENDED) 6 Period 2 / 12 BUDGET PROJECTED FROM BUDGET FROM BUDGET

REVENUES

Ad Valorem Taxes 13,205,000$ 13,205,000$ 253,270$ 1.92% -$ (13,205,000)$ #DIV/0!

Local Option Sales Taxes 3,273,450$ 3,273,450$ -$ 0.00% #DIV/0! #DIV/0! #DIV/0!

Unrestricted Intergovernmental 2,274,000$ 2,274,000$ 3,856$ 0.17% #DIV/0! #DIV/0! #DIV/0!

Powell Bill 772,000$ 772,000$ -$ 0.00% (772,000)$ #DIV/0!

Other Restricted Intergovernmental -$ 5,000$ 5,000$ 100.00% -$ (5,000)$ #DIV/0!

Restricted / Committed to Public Safety 385,728$ 386,728$ 33,927$ 8.77% -$ (386,728)$ #DIV/0!

Stormwater Fees / Penalties 840,000$ 840,000$ 81,932$ 9.75% (840,000)$ #DIV/0!

Recreation Revenues 423,910$ 423,910$ 92,899$ 21.91% (423,910)$ #DIV/0!

Permits and Fees 50,000$ 50,000$ 7,543$ 15.09% -$ (50,000)$ #DIV/0!

Investment Earnings 170,000$ 170,000$ 48,476$ 28.52% (170,000)$ #DIV/0!

Misc. Revenues 98,000$ 98,000$ 35,034$ 35.75% -$ (98,000)$ #DIV/0!

Transfers from Other Funds 740,383$ 740,383$ -$ 0.00% -$ (740,383)$ #DIV/0!

Other Financing Sources 15,000$ 15,000$ 4,624$ 30.83% -$ (15,000)$ #DIV/0!

Fund Balance Appropriated -$ 1,925,921$ -$ 0.00% -$ (1,925,921)$

22,247,471$ 24,179,392$ 566,561$ 2.34% #DIV/0! #DIV/0! #DIV/0!

fye 2019 fye 2019 fye 2019

BUDGET BUDGET ACTUAL % of fye 2019 VARIANCE ($) VARIANCE (%)

(ORIGINAL) (AMENDED) 6 Period 2 / 12 BUDGET PROJECTED FROM BUDGET FROM BUDGET

EXPENDITURES

General Government 3,564,799$ 3,564,799$ 852,195$ 23.91% -$ #DIV/0!

Police 6,479,108$ 6,480,108$ 1,275,201$ 19.68% -$ #DIV/0!

Fire/EMS 2,592,589$ 2,552,589$ 321,263$ 12.59% -$ #DIV/0!

Public Works 4,011,429$ 5,942,350$ 1,236,129$ 20.80% -$ #DIV/0!

Sanitation 1,675,500$ 1,675,500$ 138,159$ 8.25% -$ #DIV/0!

Planning and Development 493,585$ 493,585$ 86,707$ 17.57% -$ #DIV/0!

Economic Development 35,000$ 35,000$ 14$ 0.04% -$ #DIV/0!

Parks & Rec / Cultural Arts 1,619,477$ 1,536,477$ 306,633$ 19.96% -$ #DIV/0!

Debt Service 1,200,984$ 1,200,984$ 72,476$ 6.03% -$ #DIV/0!

Contingency / Transfers 575,000$ 698,000$ 123,000$ 17.62% #REF! #REF!

ENCUMBRANCES 153,166$

22,247,471$ 24,179,392$ 4,564,944$ 18.88% -$ #REF! #DIV/0!

-$ -$ (3,998,383)$ #DIV/0!

FYE19 FINANCE REPORT - 2018 September 24

TOURISM FUND fye 2019 fye 2019 fye 2019


(ORIGINAL) (AMENDED) Period 2/ 12 BUDGET PROJECTED FROM BUDGET FROM BUDGET

REVENUES

Tourism Merchandise -$ -$ 214$

-$ #DIV/0!

Occupancy Tax 525,000$ 525,000$ 42,900$ 8.17%

-$ #DIV/0!

Prepared Food & Beverage Tax 950,000$ 950,000$ -$ 0.00%

-$ #DIV/0!

Rental Car Tax 100,000$ 100,000$ 12,435$ 12.43%

-$ #DIV/0!

Miscellaneous -$ -$ -$

-$

Transfer from CIP -$ -$ -$

-$

Fund Balance Appropriated -$ -$ -$

-$

1,575,000$ 1,575,000$ 55,549$ 3.53% -$ -$ #DIV/0!

fye 2019 fye 2019 fye 2019


(ORIGINAL) (AMENDED) Period 2/ 12 BUDGET PROJECTED FROM BUDGET FROM BUDGET

EXPENDITURES

Marketing 20,000$ 20,000$ 3,410$ 17.05%

-$

Decorations/Banners/Flags 5,000$ 5,000$ -$ 0.00%

-$ #DIV/0!

Merchandise -$ -$ -$

-$

Landscaping -$ -$ -$

-$

Tourism Projects -$ -$ -$

-$

SportsPlex 382,534$ 382,534$ 249,200$ 65.14%

-$ #DIV/0!

Tourism Grants 63,000$ 63,000$ -$ 0.00%

-$ #DIV/0!

Fullwood Theater 15,000$ 15,000$ -$ 0.00%

-$ #DIV/0!

Outen Pottery 75,000$ 75,000$ 55,000$ 73.33%

-$ #DIV/0!

Matthews Alive 60,000$ 60,000$ -$ 0.00%

-$ #DIV/0!

Historical Society 40,000$ 40,000$ 6,667$ 16.67%

-$ #DIV/0!

Arts & Science Council 25,000$ 25,000$ -$ 0.00%

-$ #DIV/0!

Other Town Events 11,500$ 11,500$ 11,500$ 100.00%

-$

Debt Service 125,500$ 125,500$ -$ 0.00%

-$ #DIV/0!

Contingency 12,083$ 12,083$ -$ 0.00%

-$

Transfer to General Fund 740,383$ 740,383$ -$ 0.00%

-$ #DIV/0!

Transfer to CIP -$ -$ -$

-$ #DIV/0!

ENCUMBRANCES 2,400$

1,575,000$ 1,575,000$ 328,177$ 20.84% -$ -$ #DIV/0!

-$ -$ (272,628)$ -$

Request for Pay Plan Grade Placement for the Transportation Planner Position TO: Mayor and Board of Commissioners CC: Hazen Blodgett, Town Manager & Becky Hawke, Assistant Town Manager DATE: September 19, 2018 FROM: Tonya McGovern, HR Director Background/Issue: As a part of the budget process for FY 18-19, the Board approved the Transportation Planner position that had previously been classified as a part-time position to become a full-time position. During this time, the MAPS group was working with the Town to update our pay and classification plan. The Transportation Planner position was not included in the original list of pay grades that were approved by the Board; therefore we are coming to you for approval of a pay plan grade for this position. Proposal/Solution: We have gone back to the MAPS group and asked for their pay grade recommendation for the Transportation Planner position, based on the job description we planned to use in advertising the position. Their recommendation for grade placement for this position is a Grade 23. A Grade 23 places this position at the same level of a Senior Planner and given the specialized duties of this position, staff agrees this is an appropriate placement. Fiscal Impact: This grade placement can be funded from the approved FY 18-19 Annual Budget. Related Town Goals: Operational Performance: to plan, allocate resources and operate all departments effectively and efficiently in order to meet the citizens’ needs for local government services. Transportation: to identify, plan, design, fund and build transportation facilities that efficiently and effectively serve the community in a cost effective and environmentally safe manner. Recommended Motion/Action: Approve a pay grade of 23 as proposed by the MAPS group for the Transportation Planner classification.

ORDINANCE NO. _________ BUDGET ORDINANCE AMENDMENT ORDINANCE AMENDING THE BUDGET FOR THE TOWN OF MATTHEWS, NORTH CAROLINA FOR FISCAL YEAR 2018-2019 BE IT ORDAINED by the Board of Commissioners of the Town of Matthews, North Carolina that the following amendments are made to the Budget Ordinance for the fiscal year ending June 30, 2019. SECTION 1: To amend the General Fund, the Revenues are to be changed as follows: INCREASE DECREASE 10000001-441804 OTHER FEDERAL PROGRAMS $3,936.42 SECTION 2: To amend the General Fund, the Expenditures are to be changed as follows: INCREASE DECREASE 10431100-5206 UNIFORM EQUIPMENT $3,936.42

SECTION 3: The purpose of this amendment is to recognize proceeds received from DOJ for bullet proof vests.

SECTION 4: Copies of the budget amendment shall be delivered to the Budget Officer and the Finance Officer for their direction. Adopted this the 24th day of September 2018 ______________________________ Paul F. Bailey, Mayor ______________________________ Lori Canapinno, Town Clerk

Update on 2018 Planning Conference To-Do List TO: Mayor and Board of Commissioners DATE: September 19, 2018 FROM: Hazen Blodgett, Town Manager The following action items from the 2018 Planning Conference To-Do List have been completed or an update has been provided. These items are also highlighted in red on the attached To-Do List document. #3 Widening of John St: plan to do with NCDOT/Board/private sector: need to include public input. Include discussion about what might or might not work Due date: 8/27/18 Status: ongoing

The Town Board voted on a preferred option. A community meeting has been scheduled for Monday, November 5th to discuss with the public.

#4 Phasing plan for all Matthews‐impacting transportation projects (Scott Cole) Due date: x Status: ongoing

PW staff has developed a phasing plan. While we mentioned our proposed phasing plan to NCDOT, we have not received a formal response from NCDOT.

#10 Determine tree save percent or policy to increase. Provide a 5-25 year forecast. Due date: 11/26/18 Status: ongoing

We have had staff turnover in the GIS Planner position. Our newly hired GIS Planner will be meeting with R. Ramsaur soon to discuss options.

#11 Investigate partnering with a nonprofit to develop canopy-growth program for Matthews citizens. Due date: 11/26/18 Status: ongoing

We have had staff turnover in the GIS Planner position. Our newly hired GIS Planner will be meeting with R. Ramsaur soon to discuss options.

2018 Planning Conference To Do List

# ASSIGNED DUE DATE NOTES

3 HB 8/27/2018The Town Board voted on a preferred option. A meeting is schedule for Friday, August 25 to discuss with NCDOT. A community meeting is scheduled for Nov. 5th.

4 CJO (SHW) 7/23/2018 PW staff has developed a phasing plan. We will discuss with the Town Board on August 27th. While we mentioned our proposed phasing plan to NCDOT, we have not received a formal response back from NCODT.

5 MK 11/26/2018

6 MK 11/26/20188 KI 1/28/2019 dollar value of a single‐family house (for example) to pay for local services10 KI (DL, RR) 11/26/2018 We have had staff turn over in the GIS Planner position. Our newly hired GIS Planner will be meeting with R.

Ramsaur soon to discuss options.

11 KI (DL, RR) 11/26/2018 See notes for item #1013 MK 10/22/201814 HB 6/25/2018 There is no continual funding line‐item in the FY 19 budget. 17 HB/KI ongoing Planning Board did not indicate an issue with communication between boards when going over topics to address

at joint session with all advisory committees and Town Board. In discussion with individual members of Planning Board, there is not a concern about communications between them. As a suggestion does this warrant further

18 CJO (SHW) 2/25/2019 We have received a RFP for the design work at the intersection of Matthews Station Street and N. Trade. Working ith B k ' d th Ci Sh bi i th i d i ill b t f th W ill h 20 RK 2/25/2019 3 hour class/after Emergency Operations Plan is revised

21 RK 2/25/2019 Review with key staff, update, submit to Board

22 RK 1/28/2019 Review setup and needs assessment w/MPD staff.24 RK 1/28/201925 CJO (SHW) 8/27/2018 We have reached out to NCDOT about taking Fullwood in exchange for South Trade Street. Repaving Fullwood is a 26 CJO (SHW) 2/25/2019

28 CK 10/22/2018 Moving company has been identified; ground clearing and new foundation construction are underway and 29 HB 7/23/201831 CK 7/23/2018 Current focus is to instead utilize planned McKee Road multi‐use path for connectivity.32 CK 6/25/2018 Ongoing. Painted obelisk and bee‐themed art completed in Country Place Pocket Park. Upcoming installations

planned for the Four Mile Creek Greenway, Matthews Community Center, and McDowell Arts Center

33 CJO long‐term Sweeper not needed for several years35 CJO (AP) 8/27/2018 Working on design options will discuss at the August 27th meeting. 36 CJO (SHW) 4/23/2018 Staff met with community stakeholders. At their request, speed humps are currently being investigated on Charles 37 CJO 6/25/2018 CJ is going to reach out to Harris Teeter, Coveris and the church. We are going to put the light on flash for 90 days.

38 MK 6/25/2018 Evaluation of best course of action is ongoing41 CP 4/23/2018 Chief is currently working with Charlie Buckley on draft ordinance to bring to Board for consideration.43 Mayor ongoing We have a memo for the Aug 27th meeting to discuss further.

45 MK 7/23/2018

46 BH 10/22/201848 MK 9/24/201849 MK 7/23/2018

51 MK 9/24/2018

54 HB (LC) 9/24/2018 Manager to work with Town Board on clarifying expectations of advisory boards55 BH 1/14/201956 BH 10/22/2018

59 BH 2/25/201960 BH/HRD 2/25/2019

61 BH/HRD 10/22/201862 BH 1/28/201963 BH 1/28/201964 HB 6/25/2019 Lat Purser will discuss a parking lot proposal with the Board at the 4/23 5:30 meeting.65 KI (JC) 1/28/2019 Revisit the smaller downtown parking plan Jay put together by 5/29/1866 BH (WC) 1/28/201968 KI (JC) 6/25/2018 Contact made; conversations ongoing70 HB 5/29/2018 Ongoing. Community meeting held on 4/28. Currently working with Glen Harbeck to consolidate information into 72 LC 7/23/201874 HB 9/24/201877 CK 10/22/201880 CJO (AP) 2/25/2019 Update current plan and determine priority projects

Staff met with D. Adams and the hospital. All parties are supportive of rerouting Andrew Caroline Dr. Board to vote on realignment on 6/25/18.

2 CP COMPLETE See memo on current and future plans

Put together facilities maintenance plan for all town buildings

COMPLETED

Address crime activity along Independence Boulevard – particularly motels.

Look into limited nature preserve (~4 acres) at Grier property, lowlands by Warner Park

Brainstorm ways of increasing Board’s public engagement with citizens, including Facebook live, coffees, speaking with HOAs, etc; particularly regarding traffic and Brainstorming how to best inform the public regarding their concerns with traffic and development

Expand advisory boards’ website presence

Incorporate diversity training into employee onboarding processPursue marketing of town for economic development purposesPursue financing options for Greylock RidgePursue partnership with Lat Purser for development of Matthews Station lotComplete downtown master parking plan, including analysis of parking on West Charles, Freemont and Library Lane. Include street width measurements

Board discussion on length of meetings

Have each department review comments from citizen survey, determine takeaways (5 whys process) and any to‐dos and report back to Board

Establish and routinely conduct customer service training for employees

Look at ways to advertise available parking spotsReach out to David Blackley re: his vision for his property in downtown

Clarify expectations of advisory boardsIdentify SMART goals to evaluate success of compensation philosophyBegin inclusion of HR Director in quarterly reports

Conduct diversity training with boardDevelop succession plan for organization

Complete update of town vision statements with Glen HarbeckInvestigate limitations on number of zoning applications and/or speaking time per meeting. Get input from Planning Department and bring back to Board. Include Staff will provide information to Board on implementation of four year staggered terms after public input

Relocate hand rails at town hallAnalyze Crestdale Road data. Report to Board and communicate to community stakeholders, potentially at their annual community meeting

Facilitate better communication between Planning Board and Board of Commissioners

Request train schedule from CSXInvestigate trade of South Trade Street to Fullwood with Fullwood with DOTInvestigate moving location of painted crosswalk at Idlewild roundabout

Discuss plan to combine driveway access to close driveway entrance in front of Brakeman’s to improve pedestrian crossing

Conduct Board training for emergency operations

Update Emergency operations plan and conduct incident training (annually)

Upfit emergency operations center at Fire Department

Get information from Police Chief regarding regulations that will apply once discharge of firearms ordinance is repealed and whether or not a new ordinance making

Determine tree save percent or policy to increase. Provide 5‐25 year forecast

Investigate partnering with nonprofit to develop canopy‐growth program for Matthews citizensMarket façade grant program to increase awareness and participationImplement streetscape program – continual funding

Investigate use of “wash building” for community garden equipment storage at Purser Hulsey Park (ok to seal and stabilize with newer material) and associated costsInvestigate purchase of Purser‐Hulsey land from Mecklenburg County

Move traffic signal from Crestdale Road to Independence Pointe Parkway

Move the Sportsplex directional signs and banners from Crestdale Road to Brigman Road

Continue to investigate path connection in Duke ROW off Pleasant Plains and connection to existing Brightmoor pathContinue to pursue murals that tell the story of Matthews

Pursue partnership with Mint Hill/Quad for second street sweeper

2018 PLANNING CONFERENCE TO DO LISTITEM

1 Andrew Caroline Drive: have discussions with owner and town staff; get Novant involved (Hazen). Consider potential realignment of AC. HB COMPLETE

Widening of John St: plan to do with NCDOT/Board/private sector: need to include public input. Include discussion about what might or might not work

Phasing plan for all Matthews‐impacting transportation projects (Scott Cole)

Civic youth outreach – advisory

Internship program for high school students in Matthews to sit on town advisory boards and understand the process. Becomes their senior project and report to town What is the value of property required to “pay the freight” for the services we provide? Determine residential to non‐residential mix.

7 MK COMPLETE Completed ‐ two sessions held as of 6/25/18 with more planned monthly.

9 KI 9/24/2018 Kathi made a presentatio to the Board at the Sept 10th meeting.12 LC COMPLETE Board fully appointed15 KI (JC) COMPLETE Contact with owner made; owner's plan is to salvage the brick and create a tapered/stair step effect where the 16 KI COMPLETE Memo of 4‐26‐18 provided to explain process going forward. Example action: Planning Board heard and voted on 19 HB COMPLETE Completed. Special notation on the property tax bill is not available but the Town is placing an insert in the bill 23 RK COMPLETE Completed and approved. Implementation will occur in FY 1927 CK 6/25/2018 Ongoing. Revised design currently underway on the August 27th agenda to discuss further. Conseptual design 30 CK 6/25/2018 Underway. Information will be presented to Board at 7/9/18 meeting.

34 CJO (AP) 5/29/2018 We will discuss at the August 27th meeting.

39 CT COMPLETE Approved 3/26/1840 CP COMPLETE Memo outlining number of classrooms, current security plans, and offer by Town to purchase cameras and related

technology has been transmitted to CMS. Discussions are ongoing.42 HB (CB) 5/29/2018 The last time I talked to Russ Gill. There plans for moving had been put on hold. 44 MK COMPLETE Completed 3/x/1847 CJO (RC) COMPLETE Met with new general manager for Republic ‐ completed as of April 26, 2018.50 BH COMPLETE This item has been completed.52 HB COMPLETE Amended policy approved 4/23/18; has been communicated to all advisory committees53 CK COMPLETE Parks & Recreation worked with the American Legion to provide a park facility and sound equipment for the 2018

Memorial Day event and the Town also advertised the event. This increased partnership was successful and the

57 CP COMPLETEaccording to estimates of the Waxhaw chief, there are approximately 9,800 residents with 26 sworn officers

58 BH COMPLETE This item has been completed. Board to meet with MAPS on April 16.

67 KI COMPLETE Memo giving list of possible uses sent to Town Board in April69 LC COMPLETE Completed

71 CB COMPLETE This item has been completed.

73 LC COMPLETE completed 3/26/18

75 KI COMPLETEMemo sent to Board in April explaining sunset provisions and ongoing zoning compliance at all CMS schools with conditional zoning.

76 HB COMPLETE Approved 4/23/1878 CJO (AP) COMPLETE Repainted June 201879 MK COMPLETE Completed 5/4/18 ‐ welcome signs repainted aluminum color

Re‐paint the caboose"Welcome" on Town Welcome signs is not legible

Bring proposed fund balance policy wording to Board for approval

Ask Dr. Friday to analyze results based on respondent polling location. Bring cost back to board for approval.

Enact policy to remove advisory boards’ social media accounts

Get Waxhaw police/population numbers

Follow up email to Board regarding meeting date with MAPS Group

Town Attorney to bring information back to Board on zoning application criteria and communicate that information to the public at each meeting

Move public comment portion of regular BOC meetings to top of agenda.

Provide board with list of available uses for old library buildingPursue addition of two monitors and associated input jacks in Hood Room

Bring information to Board on mobile units timeline at Elizabeth Lane Elementary and Butler High School. How many years have they exceeded the sunset provisions?

Bring sponsorship policy to Board for approval at next meeting. Define sponsorship within policy. Add advisory board recommendation process to event sponsorship policy. Engage with American Legion to determine how town can best assist with their Memorial Day event

Adopt manager’s proposed legislative agenda with addition re: schooling options HB(714?) at next meeting

Communicate to Republic expectations regarding training of replacement employees

Fire cost recovery model proposal by fiscal year endInvestigate fire/public safety tax designation to clearly demark tax increase purpose

Ensure Appearance and Tree Board is fully appointed

Matthews Police Chief to discuss feasibility of security cameras at mobile classroom units with CMS Police Chief

Contact property owner about improving planter on corner of Trade and John St (privately owned planter)Bring Administrative Amendments to Board in regular meetings rather than via weekly updates

Regular coffee with commissioner meetings similar to Ed Driggs’; Wednesday or Friday

Determine if tourism funds can be used to purchase Gill property

Price options for town hall pillars

Continue to pursue Purser Hulsey Park design

Evaluate current by‐right zoning uses for significant parcels (example: extended‐stay motel)

Investigate health safety issues associated with splash pad (Legionella bacteria)

Consider Methods of Streamlining Board of Commissioner Meetings TO: Town Manager Hazen Blodgett DATE: August 22, 2018 FROM: Lori Canapinno, Town Clerk Background/Issue: At the Planning Conference, the Board expressed interest in methods of streamlining Board of Commissioner meetings to ensure that all agenda items receive proper attention while also being cognizant of the needs of meeting participants and citizens for efficient, productive and engaging discussion. See attached for more background information regarding the last three Matthews Board of Commissioner meetings. Proposal/Solution: Due to their very nature, many Planning agenda items take a significantly longer length of time than other agenda items, so the options and recommendations listed below focus mostly on those. Below are possible options followed by staff’s recommended items. Options to streamline the meeting process:

1. Change meeting start time (6:00 or 6:30) Pro: shorter meeting Con: impacts the effectiveness of pre-meetings (5:30 meetings); leaves less time for participants and citizens to arrive in town, eat dinner, etc. before meetings

2. Limit the number of items per agenda (zoning and/or any)

Pro: shorter meeting Con: would push out entire zoning schedule; items will get pushed to other meetings, potentially causing backlog; uncertainty potentially unfair to applicants and citizens; delays may not be possible for certain non-zoning items

3. Limit the number of non-planning items on planning night

Pro: shorter meeting Con: some items may not be able to be delayed

4. Call for a special meeting (or institute additional regular meetings that can be cancelled if not needed) to

push items to if the regular meeting has a heavy agenda (reschedule in advance) Pro: shorter regular meeting Con: burdensome to attend additional meetings; uncertainty potentially unfair to applicants and citizens

5. Set zoning portion stop time/entire meeting stop time and push anything that exceeds that time to the

next regularly scheduled meeting (reschedule on the fly): Pro: shorter regular meeting Con: would push out entire zoning schedule; burdensome to attend additional meetings; uncertainty potentially unfair to applicants and citizens

6. Limit the overall time allotted for each zoning item Pro: shorter meeting; encourages conciseness Con: some items need more time to discuss than others; this hasn’t been done before – participants may complain about restrictions/lack of freedom to fully express themselves

7. Limit the time allotted for the staff presentation

Pro: shorter meeting; encourages conciseness Con: not much. Staff reports are already usually under 10 minutes

8. Limit the time allotted for the applicant presentation

Pro: shorter meeting; encourages conciseness Con: this hasn’t been done before – applicants may feel stifled or that Matthews isn’t living up to the idea of being “open for business”

9. Limit the overall time allotted for public comments

Pro: shorter meeting; encourages conciseness Con: this would only occasionally be needed; this hasn’t been done before – citizens may feel stifled or complain that the Town isn’t listening to them

10. Limit the time allotted for individual public commenters

Pro: shorter meeting; encourages conciseness Con: this hasn’t been done before – citizens may feel stifled or complain that the Town isn’t listening to them

11. Don’t schedule special events on Planning nights

Pro: shorter meeting Con: not much. This is usually done but special items on a tight timeline occasionally pop up

12. Schedule small group meetings between Planning staff and interested Board members to discuss

applications in detail Pro: Board members can spend as much time as they need to ask questions of staff in private before the meeting Con: groups are limited to 3 or fewer; must be scheduled in advance; some Board members may not be available during this time

13. Schedule 5:30 sessions for entire Board to discuss applications with staff

Pro: Board members can spend as much time as they need to ask questions of staff before the meeting Con: burdensome to attend additional meetings; some Board members not in favor of this practice when it was done in the past

Staff recommendations: Staff

• Limit staff presentation to a maximum of ten minutes Applicant

• Limit applicant presentation to a maximum of ten minutes Public

• Request (but not require) that public comments be limited to five minutes per person • Do not limit the overall time allotted for public comments* • Do not limit the overall number of public commenters*

• Do not limit the number of times a person can comment if items are discussed at multiple meetings (speaker must allow all others to make their first comment before speaking again, and should make only new remarks, not repeating what was said in a previous meeting)

• Have the Mayor read information/instructions at the start of each meeting. These instructions would include information regarding the public hearing process and schedule, time allotments for each section, requirements to direct all comments to the Board rather than the audience, etc.

• Post the information/instructions online and in handouts available to the public before meetings * If there are an overwhelming number of speakers the Mayor could ask them to appoint a spokesperson, and/or limit their individual time, and/or limit the amount of time overall, and/or continue the public hearing.

Other

• Avoid scheduling presentations/ceremonial items or non-Planning-related agenda items on Planning nights (when possible)

Fiscal Impact: None Related Town Goals: Operational Performance: to plan, allocate resources and operate all departments effectively and efficiently in order to meet the citizens’ needs for local government services. Recommended Motion/Action: Approve the items recommended by staff.

MEETING DATE MEETING START MEETING END AGENDA ITEM NOTES START END TIME (h:m:s) BREAKDOWN START END TIME (h:m:s) BREAKDOWN START END TIME (h:m:s)8/13/2018 7:00 PM 11:00 PM Breth retirement recognition 6:25 16:30 10:058/13/2018 public comment (4 mins each) 5 speakers 17:06 34:58 17:528/13/2018 685/Phillips Rd continuance 35:36 37:47 2:118/13/2018 686/Brookechase public hearing 37:49 2:48:08 2:10:198/13/2018 staff report 38:04 44:12 6:088/13/2018 staff report discussion 44:12 52:30 8:188/13/2018 applicant presentation 53:24 1:06:36 13:128/13/2018 applicant presentation discussion 1:06:43 1:42:50 36:078/13/2018 public hearing comments 1:43:10 2:43:35 1:00:258/13/2018 Bonnie Covington 1:43:10 1:50:59 7:498/13/2018 Mark Tofano 1:51:44 2:06:43 14:598/13/2018 Tom Outen 2:07:03 2:17:19 10:168/13/2018 Greg Smith 2:17:25 2:21:08 3:438/13/2018 Mark Moore 2:21:18 2:24:22 3:048/13/2018 Stacey Sanford 2:24:33 2:26:02 1:298/13/2018 Bill Dixon 2:26:10 2:35:53 9:438/13/2018 Steve Davis 2:36:07 2:39:35 3:288/13/2018 Joe Rock Edwards 2:39:44 2:43:07 3:238/13/2018 Motion 2018‐1 decision (deferred) 2:51:18 2:58:59 7:418/13/2018 Motion 2018‐2 decision (deferred) 2:59:00 2:59:34 0:348/13/2018 677/Margaret Wallace Homes decision 2:59:35 3:02:38 3:038/13/2018 678/Newell Corners decision (withdrawn) 3:02:48 3:07:11 4:238/13/2018 680/4 Corners Phase II decision (withdrawn) 3:07:26 3:07:59 0:338/13/2018 681/Tanfield Drive decision 3:08:00 3:09:58 1:588/13/2018 687/ABC Store decision 3:09:59 3:14:55 4:567/9/2018 7:00 PM 10:44 PM public comment (4 mins each) 1 speaker 2:55 6:42 3:477/9/2018 Nancy Glenn award 6:55 8:45 1:507/9/2018 Ethan Chryst recognition 9:25 11:54 2:29

7/9/2018 Motion 2018‐1&2discussed together; PH continued from 6/11 13:12 41:23 28:11

7/9/2018 staff report 13:27 23:55 10:287/9/2018 staff report discussion 24:03 27:20 3:177/9/2018 public hearing comments 27:20 40:59 13:397/9/2018 Bob Henderson 29:18 32:19 3:017/9/2018 Joe Padilla 34:08 36:24 2:167/9/2018 John Carmichael 36:31 37:07 :367/9/2018 Roger Martin 37:22 39:22 2:007/9/2018 Catherine Hall 39:49 40:46 :577/9/2018 682/Rice Road withdrawn 41:25 42:32 1:07

7/9/2018 685/Phillips Roadpublic hearing; continued to 8/13 42:33 1:49:43 1:07:10

7/9/2018 staff report 42:54 49:23 6:297/9/2018 staff report discussion 49:29 52:38 3:097/9/2018 applicant presentation 52:51 58:14 5:237/9/2018 applicant presentation discussion 58:15 1:28:58 30:437/9/2018 public hearing comments 1:29:04 1:45:57 16:537/9/2018 Jackie Foxworth 1:29:34 1:31:03 1:297/9/2018 Yvonne Ferraro 1:31:08 1:34:18 3:107/9/2018 Bob Fester 1:34:25 1:36:31 2:067/9/2018 Victoria Wishnow 1:36:39 1:38:02 1:237/9/2018 Tony Williamson 1:38:10 1:39:57 1:477/9/2018 Jeff Smith 1:40:04 1:41:53 1:497/9/2018 Roger Martin 1:42:05 1:45:07 3:027/9/2018 Geneva Shue 1:45:11 1:45:57 :467/9/2018 applicant response to comments 1:46:25 1:48:14 1:497/9/2018 687/ABC store public hearing 1:49:46 2:10:39 20:537/9/2018 staff report 1:50:12 1:54:11 3:597/9/2018 staff report discussion 1:54:13 1:55:35 1:227/9/2018 applicant presentation 1:55:54 2:00:33 4:397/9/2018 applicant presentation discussion 2:00:34 2:06:02 5:287/9/2018 public hearing comments 2:06:26 2:08:55 2:297/9/2018 additional discussion 2:08:57 2:10:16 1:197/9/2018 (brief recess)7/9/2018 Planning Board report 2:11:29 2:16:25 4:567/9/2018 Admin Amend/Lidl decision 2:16:35 2:25:01 8:267/9/2018 PIV/Margaret Wallace Homes decision 2:25:02 2:27:23 2:217/9/2018 677/Margaret Wallace Homes dec/deferred to 8/13 2:27:29 2:36:08 8:397/9/2018 680/4 Corners Phase II dec/deferred to 8/13 2:36:17 2:41:54 5:377/9/2018 681/Tanfield Drive dec/deferred to 8/13 2:41:58 2:53:27 11:297/9/2018 684/Elizabeth Lane Elementary dec/deferred to 8/13 2:53:34 2:58:38 5:047/9/2018 PIV/Rice Road Park decision 2:58:43 3:02:18 3:357/9/2018 consent agenda 3:02:19 3:02:39 :20

7/9/2018Purser Hulsey Park conceptual drawing 3:02:42 3:21:58 19:16

7/9/2018 Rice Road Park contract 3:22:00 3:26:02 4:027/9/2018 funds for traffic modeling analysis 3:26:03 3:31:39 5:366/25/2018 7:00 PM 9:36 PM public comment (4 mins each) 1 speaker 2:02 7:39 5:32

MEETING DATE MEETING START MEETING END AGENDA ITEM NOTES START END TIME (h:m:s) BREAKDOWN START END TIME (h:m:s) BREAKDOWN START END TIME (h:m:s)

6/25/2018

public hearing on amendments to Downtown Master Plan (Andrew Caroline Drive) public hearing 7:40 22:05 14:25

6/25/2018 staff presentation 7:40 16:04 8:246/25/2018 public comments 16:30 21:37 5:07 Garry Smith 16:30 17:54 1:24

Diane F. Adams 18:13 20:01 1:48Dick Jordan 20:14 21:37 1:23

6/25/2018 report from boards/committees 22:26 22:40 :266/25/2018 consent agenda 22:41 23:08 :276/25/2018 update on PC to do list 23:09 25:17 2:086/25/2018 vehicle parking on front lawns 25:18 36:56 11:386/25/2018 monthly budget report 37:37 41:10 3:336/25/2018 M 2018‐A: amendment to downtown plan 41:12 43:43 2:216/25/2018 Matthews‐Mint Hill Rd sidewalk easements 43:45 47:18 3:336/25/2018 contract for Hood Room tech 47:20 49:30 2:106/25/2018 budget amend for HR tech 49:35 51:50 2:156/25/2018 resolution on 485/Weddington interchange 51:53 1:04:44 12:516/25/2018 Turnpike Auth update/485 & 74 managed lanes 1:04:50 2:06:22 1:01:326/25/2018 addiitonal discussion on 485/WR resolution 2:06:27 2:07:28 1:016/25/2018 golf cart use on town roads 2:07:30 2:20:56 13:26

Hurricane Florence Town Response TO: Town Council Members DATE: September 19, 2018 FROM: Rob Kinniburgh, Fire & EMS Chief Council Members, Town staff preformed admirable during the ramp-up and response phases of Hurricane Florence last week. We are proud to report that there were no injuries to citizens or responders and that property damage was minimal. Preparation and communication, both within the organization and to our citizens, were the keys to our success. Preparation for the storm began as early as Monday September 10th and continued throughout the incident. Town staff received intelligence from State, Federal and local sources and stayed in close contact with the Charlotte-Mecklenburg County Emergency Operations Center throughout the event. A Town Emergency Operations Center (EOC) was stood-up Friday, 9/14, and staffed around the clock beginning Saturday morning at 07:00am. The EOC was decommissioned at 8:00pm Sunday. The EOC setting allowed Police, Fire, Public Works, and Town Administration to gain up-to-the-minute situational awareness and to coordinate Town resources most efficiently. An Incident Action Plan (IAP) was developed which tracked all resources and guided our efforts during the event. Many community partners stepped forward to aid the Town, both in preparation and for the longer term, should we have been significantly impacted by the storm. From Friday through Sunday, Fire responded to 19 storm-related incidents, with the most significant being trees into three homes and numerous trees on powerlines blocking roads. In total, Fire responded to 62 incidents over the three-day period, about twice our normal call volume. Police responded to 46 storm-related calls for service during the three-day period. Public Works responded in conjunction with Police and Fire to mitigate flooding, provide barricades, and clear roadways. Their efforts continued well into this week, clearing downed trees, removing debris, and clearing blockages.

The Town’s coordination of resources allowed for a tiered response to incidents and allowed those departments with specific expertise to focus on incidents for which they were best suited. In concert with Duke Energy, Public Works was able to clear all tree-related road blockage quickly and safely. On Tuesday this week Town staff met to debrief and critique our response to the storm. We developed a list of areas where we need to improve and reevaluate

• Initiate the IAP process as soon as Planning begins • Exercise the IAP and EOC Annually (Matthews Alive) • Define who represents the Town on the County EOC • Assign a Volunteer Services/ Donations coordinator • Pre-arranged Contracts for debris, equipment, services • PIO in the Town EOC • Administrative staff in the Town EOC • PD & Fire CAD Data, GIS capability, and Documentation (Scribes) in the Town EOC • Safety and position training, regularly and at ramp-up • Relocate Town EOC to Police Conference Room • EOC-in-a-box Incident management supplies • Review and Revise the Town’s Major Incident preparation & Response Plan

Suggestions and recommendations will be evaluated and integrated into our emergency preparedness and operations as we move forward.

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