Town of Waxhaw

This document is a retreat report for the Waxhaw Board of Commissioners, designed to strengthen working relationships, enhance effective governance, and facilitate the collaborative development of a common vision and priorities for the Town. Key discussions focused on identifying a future vision and addressing foundational challenges, including rapid residential growth, long-term fiscal sustainability and cost pressures, economic diversification, infrastructure capacity, unbalanced tax structure, capital improvement needs, organizational capacity, and transportation constraints. The report aims to guide future budgeting processes and unite the Board and staff in achieving a shared vision for the Town of Waxhaw.

The meeting commenced with administrative logistics, including roll call, after which the Pledge of Allegiance and a moment of silence were observed. A significant portion of the initial proceedings involved amending the agenda to include four new items: authorization for Robin Buyer as interim tax collector, appointment of planning board members, expansion of the Parks Cultural and Recreation Advisory Board membership to nine, and adoption of the town manager's revised contract. Public comments addressed the current remote meeting format amidst other in-person activities, urging a return to in-person meetings, the need for improved street cleaning along Highway 16, and concerns regarding traffic safety and pedestrian access due to Main Street crossings, including inquiries about a bypass or a new south-side grocery store. The body successfully approved the modified consent agenda. A significant segment of the meeting was dedicated to recognizing and congratulating the 14 graduates of the 2021 Waxhaw 101 program, an initiative designed to educate residents on local government processes and services. Special commendations were given to Micah Pappas for his engagement in the program.

The budget workshop session focused on discussing the proposed fiscal year 2018-2019 budget ordinance. Key discussions included the statutory requirement for the budget officer to formulate an executive budget and the board's role in review and adjustment. Specific attention was given to mandatory appropriations for existing contracts, such as solid waste. Policy areas for discussion included salary (with queries on bonuses and employee education), the Small Transportation Fund for road improvements financed by a motor vehicle fee, and Capital Improvement Plan (CIP) funding. The CIP discussion detailed the plan to fund $650,000 into a capital reserve, stressing fiscal discipline to maintain favorable standing with potential rating agencies. Concerns were raised regarding the non-sustainable nature of the previous pay-as-you-go model given recent growth and infrastructure needs, with commissioners suggesting potential cuts to existing budgets to fund transportation needs.

The workshop session addressed an update on the Tap Grant project, reviewing the design elements and concepts, which remained largely consistent since the January retreat. Key activities since January included developing construction cost estimates and conducting a traffic analysis for the East North Main Street concept. The presentation outlined the project lifecycle stages, emphasizing the move into the preliminary design phase to refine concepts into actionable plans, including right-of-way, grading, and traffic control plans. Specific proposed improvements detailed included sidewalks along North Broome Street and McDonald Street, new crosswalks, and the addition of four new ADA spaces downtown, bringing the total to nine. A significant change discussed involved relocating a sidewalk on West South Main Street between Church Street and the angler parking area to a more traditional location following stakeholder feedback. The East North Main Street pedestrian plaza concept was discussed in detail, balancing sidewalk space maximization (adding 11 new feet) with retaining parking (35 spaces reduced to 34 due to an ADA unloading zone). Traffic analysis results indicated no significant increase in queuing times with the proposed one-way operation on East North Main Street, improving safety at the intersection with North Broome Street. The cost estimates for the project components were reviewed, noting that preliminary total estimated costs were slightly below the total project budget, but caution was advised regarding unforeseen fees from NCDOT. The next steps proposed were proceeding with preliminary design, aiming for bidding in the fall of 2018 and construction in late 2018/early 2019, though construction might begin after the holiday season.

The meeting commenced with establishing a quorum and approving the agenda. Key discussions involved conflicts of interest disclosures related to an upcoming rezoning petition. The board also addressed the approval of the minutes from the June 17th, 2025 planning board meeting, including a minor spelling correction. The primary item of business involved the consideration of a rezoning petition (RZ016261-2025) for 5017 Waxhaw Marvin Road, requesting a change from R4 Single Family Residential zoning to NC Neighborhood Center zoning for three parcels totaling 2.05 acres. Discussions detailed the implications of the NC zoning, including density standards (up to 8 units per acre), overlay districts (Waxhaw Marvin Corridor and Manufactured Home), setback requirements, and the proposed use as an event center for micro weddings. Pedestrian improvements, specifically path 13 along Waxhaw Marvin Road, were also discussed, noting requirements for sidewalk and multi-use path installation based on future right-of-way dedication. The board noted that since this was a general rezoning request, conditions could not be applied.