RESCHEDULED CHAPIN TOWN COUNCIL ... AWS
RESCHEDULED CHAPIN TOWN COUNCIL REGULAR MEETING MINUTES Tuesday, November 15, 2017 6:00 p.m.
Town Council Chambers 157 NW Columbia Ave, Chapin
Members Present: Mayor Skip Wilson, Mayor Pro Tempore Mike Clonts, Member Robbie Frick, Member Kay Hollis, and Member Gregg White Members Absent: None Staff Present: Communications Director Karen Owens, Zoning Administrator Chris Clauson, Utilities Director Andy Metts, Finance Director Laura Culler, Sanitary Engineer Dan Lambert, Police Chief Seth Zeigler, and Town Clerk Julie Hammond Guests: Pastor John Bremer, Doug McNamara, Kim Murphy, Liesha Huffstetler, Dr. Akil Ross, and Francenia B. Heizer Call to Order: Mayor Wilson called the meeting to order at 6:00 p.m. and determined there was a quorum. Pastor John Bremer, Chapin Baptist Church, offered the prayer. Doug McNamara, American Legion Post #193, led with the Pledge of Allegiance. The Mayor acknowledged the appropriate notifications in compliance with the SC Freedom of Information Act had been met. Minutes: Council reviewed the October 17, 2017 Regular Town Council Meeting Minutes and the November 1, 2017 Special Called Town Council Meeting Minutes. Mayor Pro Tem Clonts moved to approve the minutes as presented. Council Member Hollis seconded the motion. All were in favor, motion carried. Public Comment: Kim Murphy felt embarking on a $13 million-dollar project was a huge commitment for the Town. As an informed citizen she couldn’t find the documentation she felt imperative to have on hand before making a long-term commitment. Making this decision tonight will subject the Town and surrounding service area of Lexington County to irreversible impact. She asked to defer the decision tonight and have a public work session so Council and the impacted citizens feel confident in the decision to move forward with the Wastewater Treatment Plant (WWTP) Expansion Project. According to loan documents, there would be time for a work session to occur because there is a three-month period from the committal letter date to exercise the agreement. According to a Freedom of Information Act (FOIA) request, there is not a sewer master plan for the Town that shows a logical and efficient way to have a profitable system to pay the loan. She indicated that the Town website has a 2012 Map and the proposed revenue and expense report to determine the number of taps required doesn’t balance with the capacity report and neither balance to the flow inventory submitted to Department of Health and Environmental Control (DHEC). Nor has she seen a strategic growth plan for the Town to show where new development will take place to pay for the system. Liesha Huffstetler commented about the $38,000 in the proposed 2018 Municipal Budget for walking trails and bike/pedestrian paths ($30,000 under Capital Outlay: Park – Walking Trails behind Town Hall and $8,000 under Land – Bike/Pedestrian Path). She wanted to know if this was the same park that Council had voted no on.
Chapin Town Council
November 15, 2017
Mayor’s Comments: Mayor Wilson stated that the Town had a new Mayor Elect, David Knight. A staff meeting was held and full support of the newly elected officials would be given. For the record, he wanted this to be a smooth and easy transition. He felt it was in the best interest of the Town to have a Special Called Town Council Meeting on January 2, 2018 to swear in the newly elected officials even though Town Code states that newly elected officials shall assume office at the first regularly scheduled meeting in January which falls on the third Tuesday of the month (January 16, 2018). Recognitions: Mayor Wilson wanted to publicly thank Mr. Bob Brandi, previous owner of the locally owned Pit Stop, for his generous donation of $50,000 to the Town of Chapin Police Department for equipment and/or possible K-9 Unit. Mayor Wilson introduced and presented Dr. Akil E. Ross with a Key to the Town of Chapin for his recent award of National Association of Secondary School Principals (NASSP) – 2018 National Principal of the Year. Reports Financial Report: Director Culler reported on the General Fund (GF) Year-to-Date (YTD) Actual Revenues at $1,728,970 with GF YTD Expenditures at $1,334,600 with a balance of $394,370. YTD Revenues are over budget by $36,420 and YTD Expenses are under budget by $357,950 with 83% of the year elapsed. Director Culler reported on the Utilities Fund (UF) YTD Actual Revenues at $3,758,412 with UF Expenditures at $1,954,675 with a balance of $1,803,737. YTD Revenue is over budget by $462,262 and YTD Expenses are under budget by $1,341,475 with 83% of the year elapsed. The following items were noted: Capital Outlay for $27,933 for a 2017 Ford Explorer that was approved last month; and Business Licenses were at $681,727, $84,824 over the same period in 2016. Police Report: Chief Zeigler reported 295 calls for service. Fall Night Out was successful and the Police Department made some good contacts. Sargent Finch met with Homeowners Associations from Fairhaven and Eagle’s Nest. Chief Zeigler noted one particular traffic stop initiated a seizure of 37 Xanax pills. Arrests for Driving Under the Influence (DUI) were above average at 5. Mayor Wilson inquired as to whether an increase would be seen during the Holidays. It wasn’t confirmed but thought an increase of DUI’s was due to the addition of the new officers. Mayor Wilson noted that he gets asked why the Town has seven officers instead of six. He believes in being proactive in preventing crime, community policing, and sees Chief Zeigler’s role as a planner and visionary for the Police Department. Utility Report: Director Metts reported on the Bush River Plantation Sewer Pump Station damage. Over the weekend a car ran into pump station #32 damaging the fence and the odor control system. Repair estimates were being obtained and an insurance claim would be submitted to the driver’s insurance company.
Chapin Town Council
November 15, 2017
Lexington County inquired as to sewer capacity in the Chapin Technology Park for a potential business that is considering locating there. This business could be a significant employer in the community. The Town of Chapin Utilities Department will host its first district meeting for the Water Environment Association of South Carolina (WEASC) on November 16, 2017 beginning at 2:00 p.m. WEASC provides quarterly training for professional utility operators licensed to operate water and wastewater systems throughout the state. Zoning Report: Zoning Administrator Clauson reported on the status of current zoning and sign permits. He noted a couple solar panel permits, renovations, and repurposing of buildings. In regards to last month’s Request for Action, Zoning Administrator Clauson indicated the $38,000 alluded to earlier in the meeting, was for matching funds for the Recreational Trails Program Funding Grant. The Fairhaven Subdivision hearing was held on October 31, 2017 and the Town should have more information by the end of the month. The original judgement was $87,000 but is now estimated at $96,000. Revelstone subdivision road repairs were completed yesterday. Executive Session Discussion with Consultant, Hussey Gay Bell, of Proposed Contractor for the Wastewater Treatment Plant (WWTP) Expansion Project: Mayor Pro Tem Clonts moved to enter into Executive Session to discuss the proposed contractor for the WWTP Expansion Project under Section 30-4-70 (a) (2) of South Carolina. Council Member White seconded the motion. The motion to enter into Executive Session was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Executive Session was entered into at 6:30 p.m. Council re-entered the Rescheduled Regular Town Council Meeting at 7:11 p.m. Council may take action on matters discussed in Executive Session. Mayor Pro Tem Clonts moved to accept the recommendation from the Utility Department and Hussey, Gay, Bell to receive and award a contract for the WWTP construction with M.B. Kahn. Council Member White seconded the motion. Award of the WWTP Expansion Project construction to M.B. Kahn Construction Co, Inc. was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
The construction contract for the WWTP Expansion Project with M.B. Kahn Construction Co, Inc. is for $13,798,100 plus a 5% contingency for changes orders. The Mayor is authorized to approve change orders as recommended by the design engineer (Hussey, Gay, Bell) during the project not to exceed the 5% contingency without additional Council approval.
Chapin Town Council
November 15, 2017
New Business Proclamation – World Pancreatic Cancer Day: Mayor Wilson read the Mayor’s Proclamation “Exhibit A” declaring November 16, 2017 as “World Pancreatic Cancer Day.” Council Member White moved to approve the World Pancreatic Cancer Day Proclamation as presented and expressed how devastating Pancreatic Cancer has been in his family with his fatherin-law. Mayor Pro Tem Clonts seconded the motion. World Pancreatic Cancer Day Proclamation was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Resolution – Adopt Chapin Economic Development Strategic Plan: Mayor Wilson introduced Resolution #009-11-2017 “Exhibit B” explaining the Town had approved funds in the 2017 Municipal Budget for the Chapin Economic Development Strategic Plan and approved a contract with Creative Economic Development Consulting (CEDC) for the plan. CEDC gathered input from 300+ people in the community, and Crystal Morphis, CEDC, presented the plan at the November 1, 2017 Special Called Town Council Meeting. He further noted that the 2011 Comprehensive Plan for the Town recommended the development of an Economic Development Strategic Plan. As a result, this was a staff-initiated request. There was no financial impact at this time and based on the strategic plan’s priorities, implementation and associated costs would be included in the 2018 General Fund Budget. It was the recommendation that Council adopt the Economic Development Strategic Plan and support ongoing implementation of various strategies over the next three years. Mayor Pro Tem Clonts thought the strategic plan was important and looked forward to the Town implementing it, although, he felt it was important to allow the new Council to review it first and see what they were agreeing to support. Director Owens noted that the program was on the website, each candidate was contacted and interviewed by the consultant, and hopefully filled out the survey. The plan was not asking for a specific dollar amount or a particular item, just to accept the plan. Council and staff would work together to decide the plan of work. Mayor Wilson reiterated that the survey was of 300 people and if you ignored the majority of the people you are going against the grain and it is perceived like a Council personal opinion and failing to listen to the people. Mayor Pro Tem Clonts asked if the 2011 Comprehensive Plan contained any of these economic development goals. Yes, under the Economic Development Chapter of the Chapin Comprehensive Plan there is a section on sustainable development and regional planning. Council Member White indicated that this sets the stage for the Town to manage growth and doesn’t restrict Council in any shape or form.
Chapin Town Council
November 15, 2017
Council Member White moved to adopt the Chapin Economic Development Strategic Plan as presented. Mayor Wilson seconded the motion. The Chapin Economic Development Plan was approved by majority vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes No
Ordinance – State Revolving Fund Loan Package: Ms. Heizer, Attorney of McNair Law Firm, presented the loan documentation for a Series Ordinance “Exhibit B” to authorize the financing of the WWTP Expansion Project. The loan is through the South Carolina Water Quality Revolving Fund (SCWQRF) Authority, more commonly known as the State Revolving Fund (SRF). The loan amount is for $13,724,209 financed for 30 years with the following terms. Interest at 1.9% for the first $9 million for 20 years and 2.4% for the remaining $3.5 million for the last 10 years of the loan with 79 quarterly payments of $152,000 and 39 quarterly payments of $100,000 (figures are close approximations). The closing fee is approximately $44,000 with a pledge and lien on gross revenues and the sewer system. This is a revenue bond with this particular loan in a series ordinance originating from the master ordinance. The out of pocket expenses include closing fees of approximately $44,000 and a fully funded Debt Reserve Fund (DRF) of approximately $680,000. Council Member White moved to approve the financing of $13,724,209 for the WWTP Expansion Project through the State Water Pollution Control Revolving Fund by agreement with the SCWQRF Authority as presented. Mayor Pro Clonts seconded the motion. The Series Ordinance “Exhibit C” for the SRF loan package was approved on its 1st Reading by unanimous vote and does not require a public hearing: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Request of Action – Approval of Credit Card Vendor Contract – General Fund: Director Culler explained that the Town’s General Fund (GF) does not currently accept credit cards for payment. Items that could be paid for through the GF include: business licenses; permits; events (Labor Day); and community room rental fees. There would be no implementation charge and the processing fees would be paid by the customer. Not only would this benefit the Town by having access to the funds quicker but also allow the customer another payment option whether paying on-line or at Town Hall. She researched several companies, two of which would better suit the Town’s needs (South Carolina Interactive and GOVPAYMENT). Her recommendation was for SC Interactive. Mayor Pro Tem Clonts moved to approve SC Interactive, LLC to process credit card payments from customers through the GF. Council Member Hollis seconded the motion. The Request of Action “Exhibit D” for approval of SC Interactive, LLC to process GF transactions was approved by unanimous vote:
Chapin Town Council
Mayor Wilson: Council Member Frick: Council Member White:
November 15, 2017
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Request of Action – Upgrade of Credit Card Vendor Contract – Utility Department: Director Culler explained that the Town’s Utility Department currently pays all fees to process customer utility payments. This is roughly $15,000 a year or $1,300 per month. After Utilities Coordinator Susan Wright researched several options, she recommended continuing the use of QS1 and upgrading the system to allow for customer payment of all processing fees. The upgrade will automatically post the payments to the account and alleviate time and human error caused by the current hand keying of all transactions. A fee of $125 per month would be charged for the services, which is far less than the costs currently incurred. The upgrade could be implemented by February, allowing enough time for customer notification. Mayor Pro Tem Clonts moved to approve QS1 to upgrade the existing credit card payment process for the Utility Fund/Department. Council Member Hollis seconded the motion. Request of Action “Exhibit E” for approval of the upgrade to the Utility Department credit card payment system by QS1 was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Ordinance – Proposed 2018 Municipal Budget: Mayor Wilson explained that the proposed 2018 Municipal Budget “Exhibit F” 1st Reading would be in title only. The 2017/2018 General Fund and Utility/Enterprise Fund Budget has been provided on-line. The 2nd Reading would be in December to meet state requirements of having a budget in place before the end of the year. It is a very vanilla budget with minimal increases of 5.2% (majority for public safety/Police Department) in the GF and 14.5% (majority for sewer tap projections) in the UF. Mayor Pro Tem Clonts moved to accept the proposed 2018 Municipal Budget in title only as presented. Council Member White seconded the motion. The proposed 2018 Municipal Budget was approved in title only on its 1st Reading by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Mayor Pro Tem Clonts suggested a work session including newly elected officials regarding changes. Council Member White and Council Member Hollis agreed. Approve Early Independent Audit: Mayor Wilson felt it was important to have an early independent audit initiated for the upcoming change in administration. It would be good for both parties (incoming/outgoing). He offered an example of a cash drawer being counted at the end/change of a shift for retailers/bankers.
Chapin Town Council
November 15, 2017
Council Member White moved to approve an early independent audit prior to the end of Mayor Wilson, Council Member Frick, and Council Member White’s terms of office. Mayor Wilson seconded the motion. After Council Member White called to question, an early independent audit was approved by majority vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
No No
Council Member Hollis inquired if the Town would be paying for two audits; no just one. Mayor Pro Tem Clonts felt this would confuse things by conducting an audit before current incumbents left office instead of waiting until January. Mayor Wilson indicated this would just introduce the auditor. Council could e-mail a consensus and ratify the selection of an auditor at December’s Council Meeting. Council Member White called to question. Ordinance – Historic Preservation: Zoning Administrator Clauson presented the Historic Preservation Ordinance “Exhibit G.” The ordinance adds Section 525 Historic Preservation to Article 5 of the Chapin Zoning Ordinance to establish historic preservation guidelines. He stated that the Chapin Comprehensive Plan Section 5.3 sets a goal to protect and restore historic assets. Zoning Administrator Clauson noted the Chapin Planning Commission heard the ordinance but voted against it based on the grounds that it would impose a financial hardship on a historic property owner. Mayor Wilson stated funds had been set aside in the 2017 Municipal Budget for the Chapin Historical Society to assist in the process and education of historic properties. He noted that the Planning Commission felt this would tie the hands of the owner/homeowner but historic property owners would have to apply for the designation. Zoning Administrator Clauson stated that would be true at the state level but the Town had the ability to designate a historical property. Guidelines are from the State Historic Preservation Office (SHPO) and the Municipal Association of South Carolina (MASC). Making changes to the ordinance could open the door to legal action against the Town. Council Member Hollis moved to add Section 525 Historic Preservation to Article 5 of the Zoning Ordinance to establish historic preservation guidelines. Mayor Pro Tem Clonts seconded the motion. The Historic Preservation Ordinance was approved on its 1st Reading by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Ordinance – Adopt “Bailey Bill” Property Tax Abatement for Rehabilitation of Historic Properties: Zoning Administrator Clauson presented the “Bailey Bill” Ordinance “Exhibit H.” The Bailey Bill confers authority on municipalities to grant special tax assessments to help promote the protection, rehabilitation, and restoration of historic structures.
Chapin Town Council
November 15, 2017
Council Member White moved to add Article 9 – Special Tax Assessment for rehabilitated historic properties to Chapter 8 of the Chapin Town Code to further define architectural guidelines. Council Member Hollis seconded the motion. The Bailey Bill Ordinance was approved on its 1st Reading by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Request of Action – Appointment for Planning Commission Member: Zoning Administrator Clauson presented a Request of Action “Exhibit I” for appointment of a new Planning Commission Member (Chairman George Duke resigned in August to serve on Lexington County District 6 Library Board). After advertising the opening, four applicants were proposed: Dr. Jaime Bohnke; Joe Dever; Jerry Shealy; and Lee Wessinger. Although all applicants were very qualified, it was recommended that Council appoint Mr. Dever for being the most qualified and diverse appointee who lives in town. Mayor Pro Tem Clonts moved to appoint Joe Dever to the Planning Commission. Council Member Hollis seconded the motion. Joe Dever was appointed to the Planning Commission by majority vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes No Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Adjournment: Mayor Pro Tem Clonts moved to adjourn Town Council. Council Member Hollis seconded the motion. The meeting was adjourned at 8:03 p.m.
COUNCIL APPROVED: J. Robert “Skip” Wilson, Mayor ATTEST:
Julie Hammond, Town Clerk
Town Council Chambers 157 NW Columbia Ave, Chapin
Members Present: Mayor Skip Wilson, Mayor Pro Tempore Mike Clonts, Member Robbie Frick, Member Kay Hollis, and Member Gregg White Members Absent: None Staff Present: Communications Director Karen Owens, Zoning Administrator Chris Clauson, Utilities Director Andy Metts, Finance Director Laura Culler, Sanitary Engineer Dan Lambert, Police Chief Seth Zeigler, and Town Clerk Julie Hammond Guests: Pastor John Bremer, Doug McNamara, Kim Murphy, Liesha Huffstetler, Dr. Akil Ross, and Francenia B. Heizer Call to Order: Mayor Wilson called the meeting to order at 6:00 p.m. and determined there was a quorum. Pastor John Bremer, Chapin Baptist Church, offered the prayer. Doug McNamara, American Legion Post #193, led with the Pledge of Allegiance. The Mayor acknowledged the appropriate notifications in compliance with the SC Freedom of Information Act had been met. Minutes: Council reviewed the October 17, 2017 Regular Town Council Meeting Minutes and the November 1, 2017 Special Called Town Council Meeting Minutes. Mayor Pro Tem Clonts moved to approve the minutes as presented. Council Member Hollis seconded the motion. All were in favor, motion carried. Public Comment: Kim Murphy felt embarking on a $13 million-dollar project was a huge commitment for the Town. As an informed citizen she couldn’t find the documentation she felt imperative to have on hand before making a long-term commitment. Making this decision tonight will subject the Town and surrounding service area of Lexington County to irreversible impact. She asked to defer the decision tonight and have a public work session so Council and the impacted citizens feel confident in the decision to move forward with the Wastewater Treatment Plant (WWTP) Expansion Project. According to loan documents, there would be time for a work session to occur because there is a three-month period from the committal letter date to exercise the agreement. According to a Freedom of Information Act (FOIA) request, there is not a sewer master plan for the Town that shows a logical and efficient way to have a profitable system to pay the loan. She indicated that the Town website has a 2012 Map and the proposed revenue and expense report to determine the number of taps required doesn’t balance with the capacity report and neither balance to the flow inventory submitted to Department of Health and Environmental Control (DHEC). Nor has she seen a strategic growth plan for the Town to show where new development will take place to pay for the system. Liesha Huffstetler commented about the $38,000 in the proposed 2018 Municipal Budget for walking trails and bike/pedestrian paths ($30,000 under Capital Outlay: Park – Walking Trails behind Town Hall and $8,000 under Land – Bike/Pedestrian Path). She wanted to know if this was the same park that Council had voted no on.
Chapin Town Council
November 15, 2017
Mayor’s Comments: Mayor Wilson stated that the Town had a new Mayor Elect, David Knight. A staff meeting was held and full support of the newly elected officials would be given. For the record, he wanted this to be a smooth and easy transition. He felt it was in the best interest of the Town to have a Special Called Town Council Meeting on January 2, 2018 to swear in the newly elected officials even though Town Code states that newly elected officials shall assume office at the first regularly scheduled meeting in January which falls on the third Tuesday of the month (January 16, 2018). Recognitions: Mayor Wilson wanted to publicly thank Mr. Bob Brandi, previous owner of the locally owned Pit Stop, for his generous donation of $50,000 to the Town of Chapin Police Department for equipment and/or possible K-9 Unit. Mayor Wilson introduced and presented Dr. Akil E. Ross with a Key to the Town of Chapin for his recent award of National Association of Secondary School Principals (NASSP) – 2018 National Principal of the Year. Reports Financial Report: Director Culler reported on the General Fund (GF) Year-to-Date (YTD) Actual Revenues at $1,728,970 with GF YTD Expenditures at $1,334,600 with a balance of $394,370. YTD Revenues are over budget by $36,420 and YTD Expenses are under budget by $357,950 with 83% of the year elapsed. Director Culler reported on the Utilities Fund (UF) YTD Actual Revenues at $3,758,412 with UF Expenditures at $1,954,675 with a balance of $1,803,737. YTD Revenue is over budget by $462,262 and YTD Expenses are under budget by $1,341,475 with 83% of the year elapsed. The following items were noted: Capital Outlay for $27,933 for a 2017 Ford Explorer that was approved last month; and Business Licenses were at $681,727, $84,824 over the same period in 2016. Police Report: Chief Zeigler reported 295 calls for service. Fall Night Out was successful and the Police Department made some good contacts. Sargent Finch met with Homeowners Associations from Fairhaven and Eagle’s Nest. Chief Zeigler noted one particular traffic stop initiated a seizure of 37 Xanax pills. Arrests for Driving Under the Influence (DUI) were above average at 5. Mayor Wilson inquired as to whether an increase would be seen during the Holidays. It wasn’t confirmed but thought an increase of DUI’s was due to the addition of the new officers. Mayor Wilson noted that he gets asked why the Town has seven officers instead of six. He believes in being proactive in preventing crime, community policing, and sees Chief Zeigler’s role as a planner and visionary for the Police Department. Utility Report: Director Metts reported on the Bush River Plantation Sewer Pump Station damage. Over the weekend a car ran into pump station #32 damaging the fence and the odor control system. Repair estimates were being obtained and an insurance claim would be submitted to the driver’s insurance company.
Chapin Town Council
November 15, 2017
Lexington County inquired as to sewer capacity in the Chapin Technology Park for a potential business that is considering locating there. This business could be a significant employer in the community. The Town of Chapin Utilities Department will host its first district meeting for the Water Environment Association of South Carolina (WEASC) on November 16, 2017 beginning at 2:00 p.m. WEASC provides quarterly training for professional utility operators licensed to operate water and wastewater systems throughout the state. Zoning Report: Zoning Administrator Clauson reported on the status of current zoning and sign permits. He noted a couple solar panel permits, renovations, and repurposing of buildings. In regards to last month’s Request for Action, Zoning Administrator Clauson indicated the $38,000 alluded to earlier in the meeting, was for matching funds for the Recreational Trails Program Funding Grant. The Fairhaven Subdivision hearing was held on October 31, 2017 and the Town should have more information by the end of the month. The original judgement was $87,000 but is now estimated at $96,000. Revelstone subdivision road repairs were completed yesterday. Executive Session Discussion with Consultant, Hussey Gay Bell, of Proposed Contractor for the Wastewater Treatment Plant (WWTP) Expansion Project: Mayor Pro Tem Clonts moved to enter into Executive Session to discuss the proposed contractor for the WWTP Expansion Project under Section 30-4-70 (a) (2) of South Carolina. Council Member White seconded the motion. The motion to enter into Executive Session was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Executive Session was entered into at 6:30 p.m. Council re-entered the Rescheduled Regular Town Council Meeting at 7:11 p.m. Council may take action on matters discussed in Executive Session. Mayor Pro Tem Clonts moved to accept the recommendation from the Utility Department and Hussey, Gay, Bell to receive and award a contract for the WWTP construction with M.B. Kahn. Council Member White seconded the motion. Award of the WWTP Expansion Project construction to M.B. Kahn Construction Co, Inc. was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
The construction contract for the WWTP Expansion Project with M.B. Kahn Construction Co, Inc. is for $13,798,100 plus a 5% contingency for changes orders. The Mayor is authorized to approve change orders as recommended by the design engineer (Hussey, Gay, Bell) during the project not to exceed the 5% contingency without additional Council approval.
Chapin Town Council
November 15, 2017
New Business Proclamation – World Pancreatic Cancer Day: Mayor Wilson read the Mayor’s Proclamation “Exhibit A” declaring November 16, 2017 as “World Pancreatic Cancer Day.” Council Member White moved to approve the World Pancreatic Cancer Day Proclamation as presented and expressed how devastating Pancreatic Cancer has been in his family with his fatherin-law. Mayor Pro Tem Clonts seconded the motion. World Pancreatic Cancer Day Proclamation was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Resolution – Adopt Chapin Economic Development Strategic Plan: Mayor Wilson introduced Resolution #009-11-2017 “Exhibit B” explaining the Town had approved funds in the 2017 Municipal Budget for the Chapin Economic Development Strategic Plan and approved a contract with Creative Economic Development Consulting (CEDC) for the plan. CEDC gathered input from 300+ people in the community, and Crystal Morphis, CEDC, presented the plan at the November 1, 2017 Special Called Town Council Meeting. He further noted that the 2011 Comprehensive Plan for the Town recommended the development of an Economic Development Strategic Plan. As a result, this was a staff-initiated request. There was no financial impact at this time and based on the strategic plan’s priorities, implementation and associated costs would be included in the 2018 General Fund Budget. It was the recommendation that Council adopt the Economic Development Strategic Plan and support ongoing implementation of various strategies over the next three years. Mayor Pro Tem Clonts thought the strategic plan was important and looked forward to the Town implementing it, although, he felt it was important to allow the new Council to review it first and see what they were agreeing to support. Director Owens noted that the program was on the website, each candidate was contacted and interviewed by the consultant, and hopefully filled out the survey. The plan was not asking for a specific dollar amount or a particular item, just to accept the plan. Council and staff would work together to decide the plan of work. Mayor Wilson reiterated that the survey was of 300 people and if you ignored the majority of the people you are going against the grain and it is perceived like a Council personal opinion and failing to listen to the people. Mayor Pro Tem Clonts asked if the 2011 Comprehensive Plan contained any of these economic development goals. Yes, under the Economic Development Chapter of the Chapin Comprehensive Plan there is a section on sustainable development and regional planning. Council Member White indicated that this sets the stage for the Town to manage growth and doesn’t restrict Council in any shape or form.
Chapin Town Council
November 15, 2017
Council Member White moved to adopt the Chapin Economic Development Strategic Plan as presented. Mayor Wilson seconded the motion. The Chapin Economic Development Plan was approved by majority vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes No
Ordinance – State Revolving Fund Loan Package: Ms. Heizer, Attorney of McNair Law Firm, presented the loan documentation for a Series Ordinance “Exhibit B” to authorize the financing of the WWTP Expansion Project. The loan is through the South Carolina Water Quality Revolving Fund (SCWQRF) Authority, more commonly known as the State Revolving Fund (SRF). The loan amount is for $13,724,209 financed for 30 years with the following terms. Interest at 1.9% for the first $9 million for 20 years and 2.4% for the remaining $3.5 million for the last 10 years of the loan with 79 quarterly payments of $152,000 and 39 quarterly payments of $100,000 (figures are close approximations). The closing fee is approximately $44,000 with a pledge and lien on gross revenues and the sewer system. This is a revenue bond with this particular loan in a series ordinance originating from the master ordinance. The out of pocket expenses include closing fees of approximately $44,000 and a fully funded Debt Reserve Fund (DRF) of approximately $680,000. Council Member White moved to approve the financing of $13,724,209 for the WWTP Expansion Project through the State Water Pollution Control Revolving Fund by agreement with the SCWQRF Authority as presented. Mayor Pro Clonts seconded the motion. The Series Ordinance “Exhibit C” for the SRF loan package was approved on its 1st Reading by unanimous vote and does not require a public hearing: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Request of Action – Approval of Credit Card Vendor Contract – General Fund: Director Culler explained that the Town’s General Fund (GF) does not currently accept credit cards for payment. Items that could be paid for through the GF include: business licenses; permits; events (Labor Day); and community room rental fees. There would be no implementation charge and the processing fees would be paid by the customer. Not only would this benefit the Town by having access to the funds quicker but also allow the customer another payment option whether paying on-line or at Town Hall. She researched several companies, two of which would better suit the Town’s needs (South Carolina Interactive and GOVPAYMENT). Her recommendation was for SC Interactive. Mayor Pro Tem Clonts moved to approve SC Interactive, LLC to process credit card payments from customers through the GF. Council Member Hollis seconded the motion. The Request of Action “Exhibit D” for approval of SC Interactive, LLC to process GF transactions was approved by unanimous vote:
Chapin Town Council
Mayor Wilson: Council Member Frick: Council Member White:
November 15, 2017
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Request of Action – Upgrade of Credit Card Vendor Contract – Utility Department: Director Culler explained that the Town’s Utility Department currently pays all fees to process customer utility payments. This is roughly $15,000 a year or $1,300 per month. After Utilities Coordinator Susan Wright researched several options, she recommended continuing the use of QS1 and upgrading the system to allow for customer payment of all processing fees. The upgrade will automatically post the payments to the account and alleviate time and human error caused by the current hand keying of all transactions. A fee of $125 per month would be charged for the services, which is far less than the costs currently incurred. The upgrade could be implemented by February, allowing enough time for customer notification. Mayor Pro Tem Clonts moved to approve QS1 to upgrade the existing credit card payment process for the Utility Fund/Department. Council Member Hollis seconded the motion. Request of Action “Exhibit E” for approval of the upgrade to the Utility Department credit card payment system by QS1 was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Ordinance – Proposed 2018 Municipal Budget: Mayor Wilson explained that the proposed 2018 Municipal Budget “Exhibit F” 1st Reading would be in title only. The 2017/2018 General Fund and Utility/Enterprise Fund Budget has been provided on-line. The 2nd Reading would be in December to meet state requirements of having a budget in place before the end of the year. It is a very vanilla budget with minimal increases of 5.2% (majority for public safety/Police Department) in the GF and 14.5% (majority for sewer tap projections) in the UF. Mayor Pro Tem Clonts moved to accept the proposed 2018 Municipal Budget in title only as presented. Council Member White seconded the motion. The proposed 2018 Municipal Budget was approved in title only on its 1st Reading by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Mayor Pro Tem Clonts suggested a work session including newly elected officials regarding changes. Council Member White and Council Member Hollis agreed. Approve Early Independent Audit: Mayor Wilson felt it was important to have an early independent audit initiated for the upcoming change in administration. It would be good for both parties (incoming/outgoing). He offered an example of a cash drawer being counted at the end/change of a shift for retailers/bankers.
Chapin Town Council
November 15, 2017
Council Member White moved to approve an early independent audit prior to the end of Mayor Wilson, Council Member Frick, and Council Member White’s terms of office. Mayor Wilson seconded the motion. After Council Member White called to question, an early independent audit was approved by majority vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
No No
Council Member Hollis inquired if the Town would be paying for two audits; no just one. Mayor Pro Tem Clonts felt this would confuse things by conducting an audit before current incumbents left office instead of waiting until January. Mayor Wilson indicated this would just introduce the auditor. Council could e-mail a consensus and ratify the selection of an auditor at December’s Council Meeting. Council Member White called to question. Ordinance – Historic Preservation: Zoning Administrator Clauson presented the Historic Preservation Ordinance “Exhibit G.” The ordinance adds Section 525 Historic Preservation to Article 5 of the Chapin Zoning Ordinance to establish historic preservation guidelines. He stated that the Chapin Comprehensive Plan Section 5.3 sets a goal to protect and restore historic assets. Zoning Administrator Clauson noted the Chapin Planning Commission heard the ordinance but voted against it based on the grounds that it would impose a financial hardship on a historic property owner. Mayor Wilson stated funds had been set aside in the 2017 Municipal Budget for the Chapin Historical Society to assist in the process and education of historic properties. He noted that the Planning Commission felt this would tie the hands of the owner/homeowner but historic property owners would have to apply for the designation. Zoning Administrator Clauson stated that would be true at the state level but the Town had the ability to designate a historical property. Guidelines are from the State Historic Preservation Office (SHPO) and the Municipal Association of South Carolina (MASC). Making changes to the ordinance could open the door to legal action against the Town. Council Member Hollis moved to add Section 525 Historic Preservation to Article 5 of the Zoning Ordinance to establish historic preservation guidelines. Mayor Pro Tem Clonts seconded the motion. The Historic Preservation Ordinance was approved on its 1st Reading by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Ordinance – Adopt “Bailey Bill” Property Tax Abatement for Rehabilitation of Historic Properties: Zoning Administrator Clauson presented the “Bailey Bill” Ordinance “Exhibit H.” The Bailey Bill confers authority on municipalities to grant special tax assessments to help promote the protection, rehabilitation, and restoration of historic structures.
Chapin Town Council
November 15, 2017
Council Member White moved to add Article 9 – Special Tax Assessment for rehabilitated historic properties to Chapter 8 of the Chapin Town Code to further define architectural guidelines. Council Member Hollis seconded the motion. The Bailey Bill Ordinance was approved on its 1st Reading by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Request of Action – Appointment for Planning Commission Member: Zoning Administrator Clauson presented a Request of Action “Exhibit I” for appointment of a new Planning Commission Member (Chairman George Duke resigned in August to serve on Lexington County District 6 Library Board). After advertising the opening, four applicants were proposed: Dr. Jaime Bohnke; Joe Dever; Jerry Shealy; and Lee Wessinger. Although all applicants were very qualified, it was recommended that Council appoint Mr. Dever for being the most qualified and diverse appointee who lives in town. Mayor Pro Tem Clonts moved to appoint Joe Dever to the Planning Commission. Council Member Hollis seconded the motion. Joe Dever was appointed to the Planning Commission by majority vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes No Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Adjournment: Mayor Pro Tem Clonts moved to adjourn Town Council. Council Member Hollis seconded the motion. The meeting was adjourned at 8:03 p.m.
COUNCIL APPROVED: J. Robert “Skip” Wilson, Mayor ATTEST:
Julie Hammond, Town Clerk
