MINUTES

RETREAT

MARCH 19, 2005

          The Aberdeen Board of Commissioners met for their annual Retreat on Saturday, March 19, 2005 at 9 a.m.  Members present were Mayor Elizabeth Mofield and Commissioners Donna Shannon, Robbie Farrell, Terry Marquez, Pat Ann McMurray and Arthur Parker.  Others in attendance were Town Manager Bill Zell, Town Clerk Nancy Matthews, Police Chief Mike Connor, Assistant Fire Chief Phillip Richardson, Public Works Director Rickie Monroe, Planning Director Giles Hopkins, Parks & Recreation Director Leigh Baggs, Finance Officer Beth Wentland and Purchasing Agent, Sharon Simpson.  Fire Chief Tommy Brock was unable to attend due to family illness.

9:00 a.m. – Leigh Baggs – Parks & Recreation Department

Parks & Recreation Director Leigh Baggs stated her main priority was the   Aberdeen Lake Park and the construction of a new building.  She also commented on the need for new park signs, fee charges to generate park revenues and generate new programs and activities.  She distributed to the Board copies of three different P & R buildings she has seen.  She asked that everyone in attendance look at the pictures and of the drawings of the building that were drawn up in 2001.  She also asked the Board to place colored dots on areas of positive interest.  She also commented on the need of additional land for future parks.

Manager Zell was instructed to contact Mr. Robert Page about sending a letter to the Shamburger family to see if they would donate the land under the dam to the Town which would give more area for the lake park.  Also, Ms. Baggs and Manager Zell are to set up a meeting with the Board to get things started on a new recreation building.

10:00 a.m. – Giles Hopkins – Planning & Zoning Department

Planning Director Giles Hopkins gave an update on current population and current building construction in the residential and business areas.  He gave an update on future developments and the positive impact this would have on Aberdeen.  He stated the potential in the next ten years stands to change of doubling in population.

Mr. Hopkins stated he needed direction from the Board for long-term growth.  He pointed out the potential areas for annexation which are Pee Dee Road/Highway 211, all remaining property on Magnolia, Glen Laurel, remaining property in Forrest Hills and possibly the Midway area.

After some discussion, the consensus of the Board was to go ahead and get the cost analysis/annexation study for the areas of potential annexation.

Mr. Hopkins also informed the Board he is asking for a computer for the new building inspector and a GIS system for the Planning Department which is approximately $5,000.00.  He stated the inspector will also be the Code Enforcement Officer.  He stated he is waiting to hear from one of the candidates pertaining to this position.    Mr. Hopkins also stated he is looking at increasing some of the fees and especially the penalty costs.

11:00 a.m. – Rickie Monroe – Public Works Department

Public Works Director Rickie Monroe reported to the Board he had reviewed the fee schedule and recommended to make some increases, especially in the tap fees and acreage fees.  As for the Wastewater Collection Systems, he stated the Town has to be in compliance with state requirements and to have something in writing for capital improvements of the Town’s sewer systems.  He stated the Town would have to start doing certain areas for each fiscal year.

Mr. Monroe stated that the elevated water tank for US 15/501 would help resolve the water flow in the Chapel Greens area.  He recommended constructing a 500,000 gallon capacity tank.

Mr. Monroe informed the Board he is in real need of new generators.  He stated he has only one generator for the well sites.  After some discussion, the Board instructed Mr. Monroe to go ahead and purchase three generators in this year’s budget and one in next year’s budget.

11:45 a.m. – Lunch at Aberdeen Café

1:30 p.m. – Tommy Brock – Fire Department

In the absence of Chief Tommy Brock, Assistant Fire Chief Phillip Richardson gave a report on the needs of the Fire Department.  He stated the major concerns within the Fire Department are for additional personnel.  He stated due to the new state mandated requirements, it has restricted volunteers from joining.  He stated the frequency of calls has steadily increased.  He also addressed the situation with the Rescue Squad and its steady decline.  He requested of the Board for four additional personnel for the next fiscal year.  He also requested to replace the staff vehicle.

2:30 p.m. – Mike Connor – Police Department

Mike Connor Police Chief reported to the Board he is at full staff with two officers in training.  He stated in order to structure the department to carry into the next fiscal year, he is requesting one additional officer.

Chief Connor stated he was requesting four more tazer guns.  He stated the goal is for every officer to have one.  He also stated the mobile radios are fourteen years old and need to be upgraded or replaced.  He also stated the repeater on Hwy. #5 is twelve years old.  He stated this could be replaced for approximately $8,200.00 or have the cable replaced for approximately $2,200.00 which would last for several years.  He stated that two of the police cruisers do not have computers and these would run about $3,500.00 each.

Chief Connor stated he has seven office computers and they are six-seven years old and need to be replaced.  He also stated the police department is having problems with four of the five heating and air units.  He stated he has one 1998 Crown Victoria that needs to be replaced.  He stated the phone system is out-of-date and the department has been operating with the same system since 1992.  He stated it really needs to be updated badly.  He also stated the bullet proof vests are eleven years old and everyone needs a new vest, which will run $3,000.00 each.

3:30 p.m. – Beth Wentland – Finance Department

Sharon Simpson – Communication Systems

          Finance Officer Beth Wentland stated the Finance Department’s main concern is to maintain the computer equipment.  She stated the department needed to keep up with current hardware and software.  She reviewed with the Board revenues collected from property taxes for past several years showing the increase in growth and collection.  She reviewed with the Board the amount of the local sales tax collected.  She also talked about the Town’s undesignated fund balance.

Ms. Wentland informed the Board as of the last financial statement, in the General Fund, the revenues are a half million dollars over the expenses and in the Water/Sewer Fund, with revenues at $195,000 over expenses.  She stated the Town is still in good financial shape.

Purchasing Agent Sharon Simpson gave a brief report to the Board pertaining to upgrading and maintaining the Town’s computer equipment and as to what needs will need to be added in the upcoming budget.  She stated four computers need to be replaced and requests for two additional computers.  She stated, in order to get the website up and running sufficiently, a computer will need to be purchased to handle this which will also allow upgrade of the newsletter.   She also informed the Board that the phone systems for all the departments and separate buildings within the Town are different systems and are in need of upgrading. She stated she has talked with Alltel about networking the whole system.  She stated she is looking at a system with forty-nine phones that will basically run about $52.00 per phone per month.  She stated by networking the phone system, it would also tie in with the computers and have the capability for a employee to work from their home.  She stated this would be an expensive system but the Town would have the top-of-the line system and the most advanced system within the county.

4:30 p.m. – Wrap Up – Town Manager Bill Zell

Manager Zell stated all requests would be reviewed and included in the budget for recommendation.  He stated he will begin work in preparing the budget and talking with each department.  He stated then the Board will begin the budget review.

          Manager Zell distributed to the Board a copy of a recommended salary increase of either a 2% or 3% increase with also changing the longevity pay to increase these amounts to reward the longtime employees.  He stated this will be discussed further at the budget work sessions.

          With no further items for discussion, the meeting adjourned.

_____________________                             _______________________

Nancy M. Matthews, Town Clerk                      Elizabeth B. Mofield, Mayor