Town Council Special Work Session and Action Meeting Summary - Wednesday, June 25, 2025

Thank you to those who joined us for the Lake Lure Town Council Special Work Session and Action Meeting on Wednesday, June 25, 2025 at 8:30 a.m. The meeting was held in the Lake Lure Fire Department at 622 Memorial Highway, Lake Lure, NC 28746. The public was invited to attend.  You may download the meeting packet.

The following is a summary of the meeting.  These are not the formal minutes, which will be included in the following month's Regular Town Council Meeting Packet. 

I.          Call to Order

Mayor Pritchett called the meeting to order.

II.        Agenda Adoption

The meeting agenda was approved as posted.

III. Remission of Civil Penalties Request

Community Development Director, Mike Williams presented to the board the request for remission of civil penalties issued to the owners of a lot on Mintwood Ct.

• There have been multiple issues with this property.
• A penalty was issued in the beginning and was paid in the amount of $1000.00.
• The contractor at that time abandoned the project and the issues continued to get worse.
• The owner has since hired a new contractor and has begun to rectify those issues.
• The owner is requesting the remission of these fines in the amount of $1,500.00 to be waived so she may continue with the project.
• Staff is in support of this waiver as the contactor has made good progress and continues to improve.
• There was a discussion with the contractor who was present.

Town Council approved waiver of the fines but noted that if there are future violations, they will be responsible for the new fines and the old fines. 

IV.       Resolution No. 25-06-25A for Lake Structure Condemnation

A number of lake structures were identified as substantially damaged as a result of Tropical Storm Helene.

• The Town has been working with FEMA and the United States Army Corps of Engineers (USACE) to allow for demolition of the structures through USACE mission assignment.
• Community Development Director Michael Williams contacted each individual on the substantially damaged list.
• There was two previous resolutions passed condemning a number lake structures, but one additional structure have been identified for condemnation.

The resolution was passed. 

V.        Review Proposed Change Order to Public Services Building Project

The Town is working with Emmanuel Contractors to construct a new public works facility.

• There have been discussions regarding a possible need to extend office space in the new facility.
• Emmanuel Contractors has provided a proposed change order of $163,200 reflecting 24x40 of office space added to the length of the building and supporting utilities and labor.
• There was a discussion regarding this proposal and construction of the shell of the building without finishing it since there is room for additional offices in the new temporary Town Hall space in the Landings.

Town Council approved the change order with the understanding that the finishing will be phased in as needed. 

VI.       Review Work Order No. 16 - Proposal for Spillway Crest Repairs

Public Services Director Dean Lindsey shared information regarding a proposal from Schnabel Engineering to add a seal plate and a seal for the gate. 

• A design will be needed for the project.
• Town Council discussed these repairs of the Dam Spillway and Tainter gate seals.
• This proposal is for engineering services only. 
• There is a 7 foot gash that will be filled in when the work is accomplished.
• This project is time-sensitive and needs to be completed before the lake is refilled.
• The lake has to be at 16 feet below full pond to do this work. 

Town Council approved the work order. The funding will come from the Dam Capital Reserve fund.  It is hoped that this cost will reimbursed as there is a line item in the FEMA application for this work. 

VII.      Resolution No. 25-06-25 South Mountains Regional Hazard Mitigation Plan

Hazard Mitigation Plans are required by FEMA for communities to be eligible for certain federal hazard mitigation funds such as FEMA’s Hazard Mitigation Assistance program.

• The South Mountains Regional Hazard Mitigation Plan has been in place for over 15 years, and the Town has been a part of the plan along with Henderson, Polk, Rutherford and Transylvania Counties and municipalities within the Counties.
• A 5-year update of the plan as required by FEMA.
• FEMA approved the updated plan on 5/21/25.

The mitigation plan was approved. 

VIII.     Resolution No. 25-06-25B to Approve Round 2 North Carolina Cash Flow Loan Agreement and Promissory Note for Cash Flow Loan Road 2

The NC State Treasurer has offered a second round of cash flow funds loan allowing the Town to obtain funds to be used for cash flow purposes in regards to storm effects and related operations. 

• The loan amount is $2,258,760.67

Town Council approved the loan.

IX.       Budget Amendment (Number 377)

Finance Director Steve Ford presented an amendment to the budget for an accounting procedure to prevent the Town from going over budget.

• This amendment is a follow up from Budget Amendment 376 that Council approved in from the past May meeting.
• This amendment will allow for a budget posting procedure to ensure budget expenditures will be covered by appropriate revenue levels.
• With the number of funds expanding and the number of revenue sources associated with those funds, it is important to properly post revenues and expenditures to appropriate funds, to ensure adequate funding, and to monitor fund balance levels.
• Also, confirmation of appropriate use of various revenue funds received is ongoing.
• No funds are actually being spent as this is simply budget adjustment procedure.
• Fund balance appropriations will appear inflated later with funds not being spent, but will be balanced with drawdown by this action.

The budget amendment was approved.

X.        Hager Strategic Solutions Updates

Mike Hager was unavailable today as he was in Raleigh, NC.

XI.       Town Manager/Project Updates

Town Manager, Olivia Stewman provided the following updates:

• The 20 Tank project is almost complete and we are awaiting DEQ approval. 
• Work continues on the field investigation for the Dam.  Boring samples are being obtained from now until August.
• We are still moving forward with the sewer system replacement project and we are awaiting approval of the Engineering Report/Environmental Information Document (ER/EID) from DEQ.  
• USACE cannot remove the debris downstream so we will develop another plan to address this.
• There is a delay in the West end sewer project and the expected completion is now July 23, 2025. This does not include the addition.
• We have received the bids back for the Lago Vista project and we will bring this information to the state in hopes of moving forward.
• The temporary Town Hall and Police Department will be moving to the Landings beginning July 1, 2025.
• We will be having a preliminary meeting for the Comprehensive Plan today.
• The KaBoom Playground Design Day will be July 30, 2025 at the Lake Lure Fire Department at 4:00pm for the children's portion.  Adults will participate at 5:15. Will be looking for volunteers to assist with the project October 13 through the 15. Will have more details as we get closer.

XII.      Storm Recovery Updates

Ms. Stewman advised that she had a meeting with FEMA yesterday and there were no major updates or changes.

• We are working to separate a few projects out for quicker funding.
• The Proctor Road project is on hold right now awaiting Duke Energy to re-establish the new line. Currently, the road is passable and will update when more information is available.

XIII.      Public Comments

• Steve Milito (1412 Proctor Rd.): Thanked the Town for repairing the Proctor Road landslide. He stated that it had been difficult being unable to come and go during the work.  He is hoping the power will not be cut off too long when Duke comes to do their portion of the work, especially during the heat wave. He also asked that the Town be sure to include the residents of Proctor Road on the Lago Vista Road Project. He stated that he would like to be involved and have input before anything is done.  Ms. Stewman advised that the Town was currently in the exploration phase and no decisions have been made regarding Lago Vista at this juncture.  She stated that the Town would be sure to keep the residents of Proctor Road updated as the project progresses.

There were no other public comments.

IV.     Adjournment

The meeting was adjourned.