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Maggie Valley Board of Aldermen Budget Workshop
February 28, 2013
MINUTES
Members Present: Mayor Ron DeSimone, Aldermen: Saralyn Price and Phillip Wight
Members Absent: Alderman Michael Matthews
Staff Present: Manager Tim Barth, Finance Director Shayne Wheeler, Chief Scott Sutton, Public Works
Director Mike Mehaffey, Planning Director Nathan Clark, Festival Director Audrey Hager, and Town Clerk
Vickie Best
Others Present: Charlie Meadows and June Johnson. Mr. Meadows left before the workshop ended.
First Budget Workshop for Budget Year 2013/2014
Budget Calendar for FY 2013-14 Budget Preparation
Date
Activity
March 4
send budget requests to department heads
March 4 – April 5
Prepare revenue estimates
March 25
Budget requests due to Town Manager
April 1-5
Meet with Department Heads to discuss budget requests
April 8- May 3
Compile budget and prepare to submit to Town Board
May 14
Submit proposed budget to the Town Board and place a copy in
the Town Clerk’s Office for public inspection
May 14
Send a statement to be published in the newspaper that the
budget has been submitted to the Town Board and there will be
a public hearing June 11.
May 14- June 7
Meet with Town Board to review proposed budget and make
any changes recommended by the Town Board. Suggested
workshops May 16 and May 21.
June 11
Public Hearing on the proposed budget. If no public comment
then Town Board adopts FY2013/14 budget. If there is public
comment or if additional budget review meetings are necessary
then set meeting times.
The above calendar is similar to last year’s budget calendar. The reason for not starting earlier in the
year is because Maggie Valley does not receive the needed numbers from Haywood County until May.
This calendar provides Council six (6) weeks to review the proposed budget before taking action.
 Clerk Best reported for Administration stating that the desires of the department are to continue
serving Council, the citizens, and the business owners to the “best of our ability with a positive attitude
in a courteous manner”.
Administration handles taxes, business license (both billing and receiving), accounts payable and
receivable, payroll, all financial issues and provides secretarial services to WWTP, Public Works, Planning
Department, and the festival department. Administration is the hub of all operations.
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Maggie Valley Board of Aldermen Budget Workshop
February 28, 2013
MINUTES
“As a department, we would like to continue to keep up with technology and to have up to date
equipment, software, etc. Because we are a small department and don’t require a lot of big ticket items
like vehicles, mowers, etc.; we do have a need for continued improvement with IT and working
equipment.”
Due to the constant ebb and flow of local government, as well as state government, administration
desires to continue to attend conferences /schools in order to stay informed about new laws and
regulations, new techniques, to network with others in each of our fields, and to have a working
relationship with local and state leaders, as well as local government advocates and educators.
Administration personnel feel this helps us to better serve our town as a whole.
“As a department, we are very conscientious of spending tax dollars whether it is in office supplies,
travel and schooling or finding ways to cut without impacting the quality of service.”
“Administration is the center spoke to all other departments, so we therefore want to provide the best
service to taxpayers, business owners, council, and our fellow co-workers.”
The numbers from the 2012/2013 budget are on track where they should be.
The Leachate payments from Haywood County are coming in on a timely manner, as they should be.
Sentex, the company running the Haywood County Land field was billed for approximately $11,000 for
January 2013.
The property taxes currently have a collection rate of approximately 88.2% .
Sales taxes collected from the State are where they should be.
The expenditures from the 2012/2013 budget are on track, as seen in the monthly reports provided to
Council. Mayor DeSimone asked if those monthly reports could be emailed to Council rather than
included in the agenda packet to save on the use of paper. Alderman Wight stated that he would be
fine receiving a report every three (3) months instead of monthly.
The Town’s computer IT person has closed down his business and gone to work for another company.
Mr. Case, the IT person, said he would be willing to work on an as-needed-basis. Manager Barth and
Finance Director Wheeler have interviewed three (3) computer companies thus far. It is imperative that
the computers for all departments stay on line and functioning properly.
Director Hager felt the town needed an enhanced website. Tim Hyatt, an IT person, has offered to
maintain the website for $100 per month.
Administration will need to replace one (1) computer this year. There are six (6) computers in
administration.
Mayor DeSimone suggested building a computer to suit the town’s needs. “Dell does a wonderful job.”
The previous IT person built most of the computers in Maggie Valley’s government offices and Police
Department.
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Maggie Valley Board of Aldermen Budget Workshop
February 28, 2013
MINUTES
 There are few changes in the planning department. Under the line item entitled professional Services
the Moving Maggie Forward project must be considered. There is a great desire to improve Maggie
Valley’s streetscape. The objective is to apply for a façade grant to help with the Moving Maggie
Forward plan. The town would also like to encourage visitors and residents alike to ride more bicycles,
maybe by adding a bike lane along Soco Road. This idea would also help to slow traffic coming through
the valley. Along with the bicycle lane, some side street parking could be implemented. It may be
possible to move some of the overhead lines along Soco Road underground. The idea is to soften the
streetscape along Soco Road. Public art displayed throughout municipalities has become very popular.
There is a possibility the town could be awarded a $50,000 grant for planning with the Town’s match
being 20%. Council discussed how the center islands do make it safer for pedestrians crossing Soco
Road. The islands were paid for through NCDOT funding. Once again, the goal is to slow traffic and
encourage people to walk or ride bicycles. There will be a need for public/private partnerships with
property owners along Soco Road commercial district.
Alderman Wight questioned using the natural waterfall that is located on town owned property as a
recreation area.
There are approximately 300 dilapidated steps leading up to the waterfalls. Due to the terrain and the
current conditions of the area the League Insurance has deemed the area unsafe for public access.
The NC Division of Community Assistance is an ultimate asset to Maggie Valley. Ron Hancock, with the
division has provided assistance revising the ordinances to authorize Conditional Use Permits to be
handled at a staff level; all the while only charging the town for mileage from Asheville.
 The Public Works Department spent an increased amount of money in vehicle maintenance and
repairs. The 10-year old sewer truck needs to be replaced.
Part- time monies for Public Works Department have been cut for a couple of years now. With the
increasing workload on the public works department, part-time help will be needed during the summer
months to help with mowing and weed-eating and cleaning. Alderman Price stated that she would also
like to see Maggie Valley continue with the beautification project and asked that funds be considered
for that purpose during the budget process.
There may be a need to use part-time help at certain times throughout the year. Getting the town
decorated for winter and the holidays is currently approximately a three (3) week job. Now that
additional lighting is going to be added, a part-time person could be used for putting up the lights and
taking down the lights.
Regarding the additional winter themed lights, additional storage will have to be secured. The current
storage used for the winter snow flakes has little to no room for additional lights; especially for the size
of lights being discussed.
Alderman Price felt that Council should be mindful of continuing the winter themed lighting project by
setting aside monies each year for the purchase of new lights, thereby increasing the effectiveness and
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Maggie Valley Board of Aldermen Budget Workshop
February 28, 2013
MINUTES
the appeal to visitors and residents. Alderman Price commended Chamber Director Teresa Smith and
Parks, Recreation, Festival Advisory Committee Chairman Tammy Wight for their hard work on the
winter lighting project.
Alderman Wight agreed, adding that the more the town does to decorate, the more the business
owners will do. The Town has submitted applications for grant funding through the HCTDA and the
MVTDA1% subcommittee for the lighting project.
Again storage of said lights will need to be considered during the 2013/14 budget process. Also the Miss
Maggie banners cost approximately $370 dollars each. As with all items used outdoors, there is a
replacement cost for banners as they fade or get destroyed by wind and weather.
As for putting lights at McCracken Corner Park (lower Moody Farm Road Entrance at the red-light) an
electrical service will need to be installed. Director Mehaffey asked that council be aware of the amount
of area needed to tie large lights off with guy-wire. There will also be a need for additional down-rods
for some of the poles along Soco Road.
LED lights are more expensive to purchase and to replace at a cost of approximately $1.30 per bulb. The
Town of Maggie Valley will allow business owners and residents to purchase lights throughout the town
at wholesale cost.
Alderman Wight brought up his concerns about the slide and continued water that leaks onto Highway
US-19 near Spy Rock Road. Alderman Wight has seen several accidents in the area, due to the water
turning to ice. Alderman Wight was in fear of there being a loss of life due to the water freezing over
onto the road.
NCDOT will maintain the area, but have no plans to fix the problem, in part, due to it being private
property. The Highway Patrol works all accidents/wrecks on Highway US-19.
Council directed Manager Barth to write a letter to the local NCDOT office to express Maggie Valley’s
concerns.
 The Police Department, unlike other departments, is 24 hours a day, 7 days a week, 365 day per year.
Crime as well as drug offensives are on the rise in WNC. Now that the MVPD is required to provide a
DARE officer for Jonathan Valley Elementary, additional monies will be needed for that program. With
the current concerns over gun control and school safety, the county has begun using school resource
officers for the outlaying schools such as Riverbend Elementary and Bethel Elementary.
Chief Sutton would like to return to the vehicle rotation policy. There has been an increase in vehicle
maintenance. It is time to rotate the 2008 vehicles out. The vehicles are assessed and the best one will
be rotated into the administration department. Then the remaining vehicles, including the oldest from
administration will be sold on Gov. Deals. The town gets great pricing on new vehicles under state
contract, and then is able to sell the vehicles at a worthy resale price.
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Maggie Valley Board of Aldermen Budget Workshop
February 28, 2013
MINUTES
In an effort to save on cost, Maggie Valley, the Town of Canton, and the Town of Waynesville’s Police
Departments share resources i.e. communications IT person to set up the computers in the officer’s
cars.
Chief Sutton stated that he would like to have the police secretary’s salary increased to be more in line
with the administration’s secretary. The cost would be approximately $1,700.
Mayor DeSimone informed the department heads that along with this extreme economy there are
extreme conditions. When the economy is better, Mayor DeSimone realizes there will be a need for a
tax increase, but for now, the town employees need to figure out how to meet the needs of the valley
without raising taxes.
There is a cost to changing equipment over from one vehicle to another. Council will need to decide if
the best option for paying for vehicles would be paying outright for the vehicles or financing them over
4-years.
There is an increased workload and expense to the police department and to the public works
department due to the number of events held at the festival grounds. This year there are more events
than in ever in the past.
As discussed several times, an ice skating rink will be up and running for the winter 2013 season.
 The Enterprise Fund (sewer) will need to replace a 10-year old truck that is now beginning to require
more and more maintenance and in need of a new motor before long.
The state mandates that 10% of all sewer lines are inspected yearly. The cost of doing the mandated
line cleaning and videoing cost between $30,000 and $40,000 annually not including needed repairs.
Approximately 10 private sewer lift stations must be inspected on a regular basis.
There has been a tremendous improvement in I & I (inflow and infiltration) into the sewer system. The
sewer department is working with Pride Resort campground located on Jonathan Creek to remedy their
I & I problems.
 As earlier stated there is an increase in workload and expense due to there being more festivals.
There will be overtime for both the Police Department and Public Works.
Alderman Wight suggested a person in public works be on-call or transfer some of the cost to the
promoter. While not looking at reinstating the festival grounds rental fees, Council should look at
passing on the extra cost to the promoters. Have an on-call person every weekend, rotated out
throughout the public works employees.
The Wi-Fi installed at the festival grounds cost $2,400 per year. There is an opportunity to recoup those
expenses by up-selling use of the internet. Staff and Council will monitor how the first season with Wi-Fi
on the festival grounds evolves.
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Maggie Valley Board of Aldermen Budget Workshop
February 28, 2013
MINUTES
After further discussion, it was determined that the phone line at the festival grounds can be
disconnected.
When discussing Director Hager attending conferences, Council asked that they be given information on
where the conferences are located and what is hoped to be accomplished.
The website for the festival grounds needs to be updated with new videos and recent pictures of events
held on the grounds.
Director Hager will begin providing promotional packets via a thumb drive.
Mayor Ron DeSimone and Alderman Phillip Wight will be attending Town Hall Day in Raleigh.
The workshop ended at 2:00 p.m.
__________________________________
Ron DeSimone, Mayor
__________________________________
Vickie Best, CMC, Town Clerk