Regular Meeting
MINUTES
The Holly Springs
Town Council met in regular session on
Council Members Present: Councilmen Ernie Pearson, Chet VanFossen,
Parrish Womble, and
Council Members Absent:
Councilman Peter Atwell.
Staff Members Present:
Carl G. Dean, town manager;
2 and 3. The pledge of allegiance was recited, and the
meeting opened with an invocation by Rev. Don Brown, pastor of Village Church
of Holly Springs.
4. Agenda Adjustment: The
Motion
By: VanFossen
Second
By: Womble
Vote: Unanimous
Items
Added to the Agenda: None.
Consent
Agenda Items Removed: None.
Other
Changes: None.
5. Red Ribbon Poster
Contest Award – Pat Anderson,
on behalf of the Wake County Parent Teacher Association’s Character Education
Program that sponsored a recent Red Ribbon Week poster contest, addressed the
Council. He explained that the Holly
Ridge Elementary and Middle School PTAs this year launched a Red Ribbon Week
program calling students’ and parents’ attention to the problems of drug
abuse. Many of the schools in the
Mr.
Anderson displayed the
Mayor
Pro Tem Dickson presented a certificate of achievement to Christian Robinson in
recognition of his being named the first place winner of the poster contest
from Holly Ridge Elementary. Christian’s
poster was framed and will be displayed along with all other winning posters
from throughout
6. Consent Agenda: All items on the Consent Agenda were approved following a
motion by Councilman Womble, a second by Councilman VanFossen and a unanimous
vote. The following actions were
affected:
6a. Budget Amendment,
$2,500 – The Council adopted
an amendment to the FY 2004-05 budget in the amount of $2,500 to accept a North
Carolina League of Municipalities wellness incentive grant. A copy
of the budget amendment is incorporated into these minutes as an addendum page.
6b. Budget Amendment, $14,050 – The
Council adopted an amendment to the FY 2004-05 budget in the amount of $14,050
to accept insurance proceeds for a damaged Public Safety boat. A copy
of the budget amendment is incorporated into these minutes as an addendum page.
6c. Budget Amendment,
$40,000 – The Council
adopted an amendment to the FY 2004-05 budget in the amount of $40,000 to
redistribute Parks and Recreation revenues to reflect closer to actual
figures. A copy of the budget amendment is incorporated into these minutes as an
addendum page.
6d. Special Retreat Meeting –The
Council set a special meeting retreat session to begin at
6e. Minutes – The Council approved the
minutes of the board’s regular meeting held on
7.
After much discussion, the Council
members were in agreement that the most preferable exterior treatment would be
Alternate 4, to add brick siding to the north building elevation.
Action: The Council approved
a motion to select Alternate 4, to add brick siding to the north building
elevation, for the Holly Spring Fire Station project.
Motion
By: Womble
Second
By: Dickson
Vote: Unanimous
8a.
Charles
Todd of Little Diversified Architectural Consultants explained to the Council
that because only two contractors were present at a pre-bid conference on the
site, a decision was made to extend the bid opening date to Nov. 16 at
Mr. Todd reviewed with the Council members the base bids and
alternates 1, 2, 3 and 4 and the amounts of each bid.
There was much discussion of the bidding process that was
followed and of the fact that one bidder, Raleigh Durham Construction, had not
supplied information for Alternate No. 4.
It was agreed that the company’s “no value” response to Alternate No. 4
was to be interpreted as “$0;” therefore, Raleigh Durham Construction would be
the apparent lowest responsive and responsible bidder and a motion to approve a
contract with the company should include a provision that the contract would be
value engineered to align the cost of the project with the Town’s $2 million
budget.
Council members VanFossen, Dickson
and Mayor Sears were in agreement that Alternate 1, to exchange asphalt paving
for concrete paving at the front apparatus bay apron; Alternate 3, to exchange
dimensional asphalt shingles on the roof for a standing seam metal roof; and
Alternate 4, adding brick materials to the north side elevation, should be
included in the contract.
Council members Pearson and Womble were in agreement that
Alternates 1 and 4 should be included in the contract.
Action: The Council
approved a motion to award, contingent upon approval by the Local Government
Commission, the construction contract for the Holly Springs Fire Station
project to the apparent responsive and responsible low bidder, Raleigh Durham
Construction, with the contract to include Alternates 1, 3 and 4 as described
and a provision that the Town will value engineer the contract to align the
cost of the project with the Town’s $2 million budget.
Motion By: Pearson
Second
By: Womble
Vote: Unanimous
A copy of
8b.
Twelve Oaks Developer Agreement Amendment – Mr. Dean said that
the developer of Twelve Oaks PUD is requesting a 6-month extension of the
developer agreement to change the completion date of the golf course from
Mr.
Dean said that the PUD amendment has been approved administratively, but the
amendment to the developer agreement needs to be confirmed by the Town Council.
Mr.
McKay updated the Council on the project, saying he would like to hold to the
original design of customizing the development and maintaining the town’s
vision of the community.
Action: The Council
approved a motion to amend the Twelve Oaks PUD developer agreement to change
the completion date of the golf course from
Motion By: Dickson
Second
By: Womble
Vote: Unanimous
A
copy of the Twelve Oaks developer agreement amendment is incorporated into
these minutes as addendum pages.
8c.
Councilman Womble asked when construction
of
Action: The Council approved a motion to enter a
professional services contract with Mauldin-Watkins Surveying in the amount of
$1,980, inclusive of a 10% contingency, for construction staking of
Motion: VanFossen
Second: Dickson
Vote: Unanimous
A copy of the Mauldin-Watkins Surveying contract is
incorporated into these minutes as an addendum page.
9. 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.
10. Other
Business: Councilman Womble requested town staff to add additional
speed limit signs along
11. Manager’s Report: Mr. Dean advised the Council that the Town Council retreat
is scheduled for Nov. 30, at
Mr.
Dean reminded the Council of the Economic Development business appreciation
reception scheduled for
He
said Town Hall will be closed Nov. 25-26 for the Thanksgiving holiday.
Mr. Dean advised the Council he
understands that a group of residents has called a citizens meeting for
Wednesday, Nov. 17, and he said he would like to comment on some of the issues
that he has heard will be discussed.
He
said he understands one of the issues regards a high density development that
was approved several years ago by the Town Board and, after several revisions,
is now known as Sunset Bluffs. The
development is planned for a piece of property on
Mr.
Dean noted that comments had been made that there are no plans for widening
Mr. Dean said another topic for
discussion is spot zoning in connection with the recent rezoning of property
located at
Councilman VanFossen said that this
subject is the second time spot zoning has been mentioned and that maybe the
Council needs to review with the Planning Board the definition of spot zoning.
Mayor
Sears said there has been some negative talk in the community alleging that
some Town Council members have a financial interest in the recently rezoned
property at
For
the record, each member of the Council stated that he has no financial interest
in either of those projects.
12. 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 Holly Springs
Quality Food Mart related to condemnation of road right of way.
Motion By: VanFossen
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 condemnation mediation with the Holly Springs Quality
Food Mart, LLC. The Council also
suggested that in the future the Council should enter Closed Session when
discussing the legalities of the bidding process, rather than discussing it in open
session and exposing the Town to potential litigation from contractors who
might be present.
-- End General Account
Councilman VanFossen
approved a motion to return to Open Session. The motion was seconded by Councilman
Dickson, and a unanimous vote followed.
13. Adjournment: There
being no further business for the evening, the
Respectfully
Submitted on
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Addendum pages as referenced in these minutes follow and are a part of the official record