Regular Meeting
MINUTES
The Holly Springs
Town Council met in regular session on
Council Members Present: Councilmen Parrish Womble, Peter Atwell, and
Hank Dickson and Mayor Sears.
Council Members Absent: Councilmen
Ernie Pearson (arrived at
Staff Members Present:
Carl G. Dean, town manager; Chuck Simmons, assistant town manager; John
Schifano, town attorney; Joni Powell, town clerk, (recording the minutes);
Linda Harper, deputy town clerk; Gina Bobber, director of planning and zoning;
Jennifer Mizelle, economic development director; Irena Krstanovic, economic
development coordinator; Thomas Tillage, director of water quality; Luncie
McNeil, director of public works; Stephanie Sudano, director of engineering;
Len Bradley, parks and recreation director; Tamara Ward, public information
officer and Drew Holland, finance director.
2 and 3. The pledge of allegiance was recited, and the
meeting opened with an invocation by Rev. Ross Carter, pastor of
4. Agenda Adjustment: The
Motion
By: Dickson
Second
By: Atwell
Vote: Unanimous
Items
Added to the Agenda: None.
Consent
Agenda Items Removed: None.
Other
Changes: Item No. 7a, construction
documents for the new fire station, was rescheduled for the Oct. 19 meeting;
Items No. 7 j. and k. were moved up on the agenda as the first two items under
New Business.
5a. Economic
Development Report – Ms. Mizelle
informed the Town Council of recent departmental activities and initiatives.
Ms. Mizelle covered the following four areas: (1) presentation of an international
award from the International Economic Development Council to the Town of Holly
Springs and Irena Krstanovic for her 2004 Community Profile demographics
brochure; (2) a demonstration of a new Access database for existing businesses;
(3) a cross- training program; and (4) an update on major projects.
In her report, Ms. Mizelle explained
that Ms. Krstanovic’s original design for a brochure
on
Action: No action was taken.
5b.
Recycling Public Information Campaign Award– Mayor Sears recognized Public Information Officer Tamara
Ward, who recently brought home to
Mayor Sears said both Ms. Krstanovic
and Ms. Ward are to be congratulated for bringing such recognition to our
community through their work and dedication.
Action: No action was taken.
6. Consent Agenda: All items on the Consent Agenda were approved following a
motion by Councilman Atwell, a second by Councilman Womble and a unanimous
vote. The following actions were
affected:
6a. Resolution 04-39 – The Council adopted Resolution 04-39 directing the Town
Clerk to investigate the sufficiency of Annexation Petition 04-10 and setting a
public hearing for
6b. Resolution 04-40 – The Council
adopted Resolution 04-40 directing the Town Clerk to investigate the
sufficiency of Annexation Petition 04-11 and setting a public hearing for
6c. HVAC Maintenance
Services Contract – The Council
awarded a contract for the Town’s annual HVAC maintenance services to
second-lowest bidder Brady Services in the amount of $11,111. Mr. McNeil had
explained in agenda packets that the low bidder, HVAC Specialists, had advised
the Town that he could not do the required work for the price he had quoted. A copy of the Brady Services contract is incorporated
into these minutes as addendum pages.
7a.
7j.
Hwy. 55 and
Ms. Bobber said this proposal is for approval of an incremental
non-residential subdivision master plan for property located north of the
intersection of NC 55 and
Once the master plan is approved,
each phase or outparcel must be submitted for development plan review and
approval, she added.
Ms. Bobber said the proposed site contains 17.62 acres, and
the development may have a maximum of 10 lots with a minimum lot size of 0.25
acre.
She said the plan proposes open space in the amount of not
less than 200 square feet, or 2% of the gross primary building area, which must
be designated at time of the development plan review.
Ms. Bobber reported that the Planning Board had reviewed the
application and recommends approval with conditions, following a 6-1 vote. She noted that Planning Board member Raymond
Cordon had voted against the proposal, citing what he considers to be too many
requested access points.
Councilman VanFossen said he would suggest that the developer
of this site and the Wilco-Hess site share an access. Ms. Bobber said she would pass along the
suggestion. She added, however, that a
change in the access point would not affect the preliminary plan.
Action: The Council approved
a motion to approve preliminary plan #04-MAS-08 for the
- The open
space requirement imposed by the UDO shall be fulfilled during Development
Plan Review.
- A Master
Sign Plan shall be submitted prior to or in conjunction with the first
Development Plan for this integrated center.
- Sign
applications must be submitted to and approved by the Department of
Planning & Zoning prior to the installation of any signage- temporary
or permanent.
- The
following items are to be included on construction drawings (later in the
approval process):
§
Full construction drawings.
Motion
By: Womble
Second
By: Dickson
Councilman VanFossen asked
Councilman Womble if he would be amenable to amending his motion to include a
request to the developers of both sites that they consider sharing an access to
this site and the Wilco-Hess site. Councilman Womble agreed to amend his motion
to include the request.
Motion
Amended By: Womble
Second
to Amended Motion By: Atwell
Vote: Unanimous
7k. Holly Glen East
PUD, Phases 2 & 3 Amendment, 04-MAS-07-A01 - Ms. Bobber explained
that 04-MAS-07-A01 is a request to amend Holly Glen East PUD phases 2 and 3 to
modify the proposed open space, to remove a
street based on a request of the NC Division of Water Quality, and to modify
the lot layout.
She said the number of lots to be
developed in phase 2 is 36, and phase 3 would develop 38 lots with a total of
74 lots. The total number of lots in the
development would not be increased by this amendment, she said.
Ms. Bobber pointed out that the
planned public park at the intersection of
Although the developer proposes to
reduce the size of this pocket park, open space for the overall development
would be increased from 2.30 acres to 2.91 acres, but is not land that would be
accepted by the Town as public open space, she said.
Ms. Bobber reported that the
Planning Board had reviewed the petition and recommends approval with conditions.
She advised the Council that a
spokesman from the new development company assuming this portion of Holly Glen
wished to address the Council.
Mr. Don Mizelle addressed the
Council saying that he and his company had heard there were neighbor concerns
about the placement of five lots in the area that had once been designated as a
park. He said his company has no problem
in eliminating the five lots from the area that was designated as a 1.85-acre
park so that the property can remain a park.
His company would try to make up the five lots in future phases, he
said.
Randy Adamson of the Parks and
Recreation Advisory Committee addressed the Board. He asked that the Parks and Recreation
Advisory Committee be notified when such a plan amendment comes in to the Town
and urged the Council to seek out the opinion of the parks committee on such
issues.
Mr. Dean said the Town should devise
a policy on proposed pocket parks and how they should be managed.
Mayor Sears allowed some citizens
from the audience to speak to the issue.
Mr. Bob Blake – Mr. Blake suggested
that the park property, once it is developed, be turned over to the Homeowners
Association for perpetual maintenance.
Mr. Dean said Mr. Blake’s suggestion
would be in keeping with his own recommendation.
Action: The Council
approved a motion to approve an amendment to the preliminary plan
#01-MAS-07-A01 for Holly Glen East Phases 2 and 3 as submitted by Spaulding
& Norris, PA, project number 501-04, dated revised 09/13/04 with the
following conditions:
- All
conditions of the previous approval, with the exception of condition # 2
regarding open space dedication, still apply.
- The
following items are to be included on construction drawings (later in the
approval process):
§
Construction level plans
3. That revised plans showing the five lots are
to be submitted to the Planning & Zoning Department within 15 days to
remain valid
Motion
By: Atwell
Second
By: Dickson
Vote: Unanimous
Councilman
VanFossen said evaluation of possible sites should be limited to the current
site of the
Councilman
Pearson pointed out that the contract reads that the company would provide a
detailed plan for two top sites, which include the current site but also would
give the Town a back-up site.
Councilman
VanFossen maintained that he would rather the company focus on the
Mr.
Bradley said there should be no problem modifying the proposal to limit the
scope of
site evaluation to the
Action: The Council approved
a motion to enter a contract with Heery International
in the amount not to exceed $8,400 for devising a master plan for the Holly
Springs Community Center with a modification to the proposal that the firm
focus on the Hunt Center site and to adopt a budget amendment to the FY 2004-05
budget to appropriate funds for the contract.
Motion
By: Pearson
Second
By: Womble
Vote: Unanimous
A copy of the REVISED Heery
International proposal and the related budget amendment are incorporated into
these minutes as addendum pages.
7c.
SCADA Budget Amendments –
Mr. Tillage presented a proposal to the Town Council that would add Supervisory
and Data Acquisition (SCADA) equipment to the following wastewater pump
stations: Middle Creek, Warp Tech and
Action: The Council approved a motion to adopt budget amendments
to the FY 2004-05 budget in the amount of $57,000 to
cover costs of adding SCADA to the Middle Creek, Warp Tech and
Motion
By: Womble
Second
By: Atwell
Vote: Unanimous
Copies of the
budget amendments are incorporated into these minutes as addendum pages.
7d. Middle Creek Pump
Station Budget Amendment – Mr. Tillage
explained to the Town Council that the Middle Creek pump station (located
across from Bass Lake) is not functioning as it should, burning up pumps. He said that the repairs to rectify the
situation can be made at an approximate cost of $33,697. In addition, the engineering fees related to
the repairs would be $5,000, and electrical work is estimated at $2,000.
Mr.
Tillage said the town received a quote from ABE Utilities that describes the
repairs that are necessary and the estimated cost of those repairs. He also
reviewed an electrical quote from D. L. Teasley
Electrical.
He
said fixing this pump station is a necessary and high priority. Later, the Town may seek reimbursement from
the company responsible for the initial installation of the equipment, he said.
Action:
The Council approved a motion to adopt budget amendments to the FY 2004-05 budget in the amount of $40,800 to cover costs of repairing
the Middle Creek pump station and directed town staff to seek reimbursement
from the company responsible for the initial installation of the equipment.
Motion
By: Pearson
Second
By: Womble
Vote: Unanimous
Copies of the
budget amendments are incorporated into these minutes as addendum pages.
7e.
High-Volume Color Copier and Finishing Units - Ms.
Powell explained that staff has investigated the potential benefits of the
Town's purchasing its own production-quality high-volume color
copier/printer. After research, she
said, it was determined that the purchase of an Oce'
CPS700 copier, an Oce' 950 controlling computer and
software and units that fold and saddle-stitch finished copies into booklets
and brochures would meet the needs of the Town now and in the foreseeable
future.
Ms.
Powell said that the benefits of purchasing would be that at least 80% of the
Town's printing needs currently sent to outside print shops could be brought
in-house, giving staff more control over content, quality, cost, timely
delivery and quantity. As an added
benefit, the Town also could provide printing of Chamber of Commerce materials,
including the annual directory, at a reduced cost to the Chamber. The model recommended would provide the town
with better day-to-day performance and reduce our printing / copying costs over
the course of the year, she added.
Initial
savings, Ms. Powell estimated, would be about $2,000 per year. After the equipment is paid for, the cost
savings would rise dramatically to about $30,000 per
year, she added.
She
said that quotes for the combination of components desired ranged from a total
of $109,353 from Systel of Raleigh to $151,000 as
quoted on the federal government pricelist.
Also researched was a Xerox model and associated components of nearly
the same type.
Ms.
Powell said that funds for this project were budgeted in the FY 2004-05
spending plan in the printing budgets of individual departments; however, staff
recommends budgeting a $20,000 down payment sum from unused contract services
and financing the balance of $89,000 over the next three to four years.
She
noted that the informal bid process was followed because individual components
of the equipment are all less than $90,000.
Informal
interest rate quotes obtained are in the less than 3% range, she reported.
Action: The Council approved a motion to authorize a budget
amendment pulling $20,000 from the Central Services, Contract Services line
item and applying it to the Governing Body Capital Outlay Equipment line item
to provide funding for a $20,000 down payment on delivery and to authorize
staff to proceed with installment financing for the balance for the purchase of
an Oce CPS 700 high-volume color copier, controlling
computer and finishing units from Systel Systems of
Raleigh.
Motion
By: Pearson
Second By: VanFossen
Vote: Unanimous
A
copy of the budget amendment request approved by the Council is incorporated
into these minutes as an addendum page.
7f. Gable Ridge
Drainage Proposal - Ms. Stephenson explained to Council members
that at the June 20 Town Council meeting, the Council voted to have staff work
with Sungate Design Group on preparing a scope to
further study options for possible flood reduction in the Sunset Ridge drainage
basin.
Ms.
Stephenson discussed with the Council members the possible options of the
improvements for this project that were approved in June and the current action
and activities of the Sunset Ridge-Gable Ridge Flood study.
She
said the request before the Board is to approve to enter a professional
services contract with Sungate Design Group in the
amount of $20,400 and adopt the associated budget amendment budget.
Action: The Council approved a motion to approve to enter a professional
services contract with Sungate Design Group in the
amount of $20,400 and to adopt a budget amendment to the FY 2004-05 budget in the amount of 20,400 to cover costs.
Motion
By: Dickson
Second
By: Womble
Vote: Unanimous
A copy of the Sungate Design Group contract and budget amendment are incorporated
into these minutes as addendum pages.
7g.
Ms.
Stephenson said that the town received informal bids twice - the first time,
the town received one bid. The second
time, the Town received two informal bids.
She reviewed the bid tabulation, which illustrated that Gelder & Associates was the low bidder.
Councilman
Womble reported that he had visited with the owner of Dewar’s Antiques and was
advised that he would be satisfied with the project if
Other
council members expressed support for this option. Councilman Dickson, however, said he would
not be in favor of making any Town streets one-way.
Action: The Council approved a motion to award the bid to Gelder and Associates in the amount of $245,000 (inclusive
of a 10% contingency) and adopted a budget amendment to the FY 2004-05 budget in the amount of $50,000 to transfer funds from the
Motion
By: VanFossen
Second
By: Atwell
Vote: Unanimous
A copy of the budget amendment is incorporated into these
minutes as addendum pages
Action: The Council approved
a motion to proceed with design of a one-way
Motion By: VanFossen
Second By: Womble
Vote: The motion carried
following a 4-1 vote. Councilmen
Pearson, Womble,
VanFossen and Atwell
voted for the motion. Councilman Dickson
voted against.
7h.
NC 55 Sidewalk from Eckerd Drugs to Dewar’s Florist - Ms. Stephenson explained
to the Town Council that staff completed an in-house design on the sidewalk
connection along NC 55 from Eckerd to Dewar's Florist and Antiques. She said the project had originally been bid
in combination with the Avent Ferry Extension to
She
said that town staff then separated the two projects and bid them
informally. The town received no bids on
this project when bid informally.
Therefore, staff has requested a quote on this project from a contractor
who is currently working for the Town in hopes that the Town could execute a
change order for the work involved.
Ms.
Stephenson reported that Gelder & Associates has
provided quotes. She said that staff had
reviewed the proposal and recommended that the Town approve a contract with Gelder and Associates for its base bid and Alternate B as
described in the quote of $120,973.65.
Action: The Council approved a motion to approve the change order
to the Gelder & Associates contract to include
improvements of the NC 55 sidewalk from Eckerd Drugs to Dewar’ Florist in the
quoted amount of $120,973.65 for the base bid and Altnernate
B (tying to grade rather than a retaining wall.)
Motion
By: VanFossen
Second
By: Womble
Vote: Unanimous
A copy of the contract change order is incorporated into
these minutes as addendum pages.
7i.
2004 Sidewalk Capital Improvement Project - Mr. Stephenson said
that at the May 18 Town Council meeting the Council approved a priority ranking
of sidewalk projects. She said as a
result of this meeting, a 2004 Sidewalk Capital Improvement Plan was completed
as an official document. At the
meeting, no direction or funding was given to move forward with any of the
projects.
Ms.
Stephenson said that the Council has directed staff to move forward with design
on the following projects: Ballentine from the Bypass to Bottle Neck Trail (#6 on the
priority list)
At Sept. 21 meeting, interest was
expressed in moving up the Walgreens to Food Lion
sidewalk section.
Mr. Dean mentioned that, in light of
the Town’s recent experience with the high cost of construction and difficulty
in getting companies to bid, it might be more cost-effective for the Town to do
its own installation and maintenance of sidewalks by creating two new positions
in the Public Works Department.
He
said he felt the Town could save money for construction plus benefit from
having employees on staff to address maintenance of older sidewalks. He said he would bring the subject back to
the board when he has a more detailed proposal prepared.
Action: The Council approved
a motion to direct staff to proceed with design of a sidewalk section along
Motion By: Pearson
Second By: Atwell
Vote: Unanimous
8. Public Comment:
At this time, an opportunity was provided for members of the audience who had
registered to speak to address the Council on any variety of topics not listed
on the night’s agenda. The following
citizens were heard: None.
9. Other
Business: None.
10. Manager’s Report: Mr. Dean asked for a voting delegate and alternate for the
North Carolina League of Municipalities conference. The Council designated Councilman Pearson as
the voting delegate; Town Clerk Joni Powell as the first alternate; and Mr.
Dean as the second alternate.
Mr. Dean reiterated his
congratulations to Ms. Krstanovik and Ms. Ward for
their recent awards.
He reported that the finance office
is examining the Town’s water and sewer rates.
He reminded the Council of the
upcoming staff picnic on Thursday and he asked Councilmen to begin thinking of
dates for a fall retreat.
11. Closed Session: The Council approved a
motion to enter into Closed Session,
pursuant to G.S. 143-318.11(a) (3) for the purpose of
discussing with the Town Attorney under the client-attorney privilege a matter
of upcoming mediation with Thompson and Associates.
Motion By: Atwell
Second By: Dickson
Vote: Unanimous
General Account of Closed Session –
In Closed Session, the Town Council gave direction to the Town
Attorney in the matter of contract dispute mediation with Thompson and
Associates. The Council also discussed
terms of a purchase contract for the acquisition of the
-- End General Account
The Council approved a motion to return to Open Session.
In Open Session, the Council approved a motion to formally name
the education center at
12. Adjournment: There
being no further business for the evening, the
Respectfully Submitted on
_________________________________
Joni
Powell, CMC
Town
Clerk
Addendum pages as referenced in these minutes follow and are a part of the official record