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Town of Holly Springs Board of Commissioners Regular Meeting Tuesday, May 4, 1999 MINUTES The Holly Springs Town Board of Commissioners met in regular session on Tuesday, May 4, 1999 in the Town Board meeting chambers, located in Town Hall, 128 S. Main St. Mayor Gerald W. Holleman presided, calling the meeting to order at 7:30 p.m. A quorum was established as the mayor and all four board members were present as the meeting opened. There is a vacancy on the Board of Commissioners at this time. Board Members Present: Commissioners Hank Dickson, Parrish Womble, Ken Martin, Tim Sack and Mayor Holleman. Board Members Absent: None. Staff Members Present: Ernest C. Pearson, town attorney; Jim Dolle, town manager; Joni Powell, town clerk (recording the minutes); Don Mizelle, planning director; Stephanie Sudano, engineering director; John Ellis, finance director; Jennifer Carr, director of economic development; Luncie McNeil, director of public works; and Len Bradley, parks and recreation director. Also present was the Town's Bond Counsel, Bob Jessup.
2 and 3. The pledge of allegiance was recited, and the meeting opened with a moment of silent meditation. 4a. Public Hearing: $8.1 million Bond Referendum - Mayor Holleman opened a public hearing to accept input from citizens regarding the Town's proposed $8.1 bond referendum for water distribution system improvements. The bond referendum is scheduled for July 6, 1999. If successful, funds will be available to provide for the installation of a water transmission line from Harnett County into Holly Springs. The following citizens were heard: For: None Against: None Planning Board Recommendation: Not applicable. There being no comments, the public hearing was closed. 5. Public Comments - At this time, a 15-minute time period was allotted for audience members to use in addressing the Board on issues not included on the agenda. The following citizens were heard: None. Actions Taken: None Directions Given: None. 6. Agenda Adoption - Commissioner Martin moved that the meeting agenda for May 4, 1999 be set with changes, as listed below, and adopted. Commissioner Dickson seconded the motion, which carried unanimously. Items Added: None. Items Deleted: Item Number 7, regarding Spencer's Trace Development. Items Removed from Consent Agenda: None. 7. Spencer's Trace - Deleted from agenda during agenda adjustment. 8a. Engineering Department Report - Mrs. Sudano provided an overview of ongoing Town projects, including the current status/stage of each. A detailed tabulation sheet of these projects is incorporated into these minutes as an addendum page. No action taken. 8b. Finance Director's Report - Mr. Ellis provided an overview of the Town's financial condition. In summary, the Town seems to be at or slightly ahead of where projected for this time of year. Mr. Ellis did stress that the Town needs to increase its Fund Balance, which currently is at 17%. A detailed tabulation sheet of this information is incorporated into these minutes as an addendum page. No action taken. 9a. Waste Industries Contract - Mr. McNeil explained that the Town entered into a contract with Waste Industries originally in 1993 for solid waste collection and recycling. That contract has been extended. He presented for the Board's consideration a further extension of the contract from June 1999 to June 2001. There is a provision that after one year, the cost for service could be increased by no more than 4% and only after prior discussion with the Town. The contract calls for a $7.09 per residential unit for solid waste collection, and $1.99 for recycling curbside pick-up services. Action: Commissioner Womble moved that the Town enter into the negotiated contract. Commissioner Martin seconded the motion, which carried unanimously. A copy of this contract amendment/extension is on file in the Town Clerk's office: Contracts Drawer; Town Services File; Waste Industries Sub File. It is incorporated, by reference, into these minutes. 9b. Water Bond Referendum - Mr. Jessup addressed the Board, explaining the final formal actions required by the Board before putting the water bond question before voters on July 6. He reminded the Board of the bond order, which was introduced on April 20. He explained that this bond order needed to be adopted at this time. Action: Commissioner Martin moved to adopt bond order. Commissioner Sack seconded the motion, and it carried unanimously. A copy of this bond order is incorporated into these minutes as an addendum page. Mr. Jessup then explained that a resolution to set a referendum date of July 6 and to authorize publication of notice of the bond referendum was needed. Action: Commissioner Martin moved to that Resolution 99-22 setting a referendum date of July 6, 1999 and authorizing publication of notice of the referendum be adopted. Commissioner Sack seconded the motion, which carried unanimously. A copy of Resolution 99-22 is incorporated into these pages as an addendum page. 9c. Spencer's Trace - Mrs. Sudano requested Board approval of the concepts contained in a draft developer agreement with the developer of Spencer's Trace development. She said she would bring the agreement in final form for final Board consideration at a future meeting. Action: Commissioner Sack moved that the concepts contained in the draft agreement be approved. Commissioner Martin seconded the motion, which carried unanimously. 9d. Capital Reserve Resolutions - Mr. Ellis explained that the intent of these resolutions would be to establish capital improvement reserve funds whereby impact fees would be deposited for specific capital expenditures regarding streets, parks and recreation, and wastewater capital reserve funds for deposit of payments in lieu of pump stations. The resolutions would be effective July 1, 1999. Action: Commissioner Sack to adopt Resolutions 99-23, -24 and -25, three Capital reserve resolutions. Commissioner Martin seconded the motion, which carried unanimously. Copies of these resolutions are incorporated into these minutes as addendum pages. 9e. FmHA Storage Tank, Bass Lake Pump Station Contracts - Mrs. Sudano explained that on April 14, 1999, the Town opened bids on the Farmers Home Elevated Storage Tank (to be located behind the school) and the Bass Lake Pump Station Projects. The bids were good and fall within the original budget, she said. However, staff took alternate bids on this project to upgrade the size of the elevated storage tank from 0.5 mgd to 1.0 mgd. A 1.0-mgd tank would supply the Town with ample storage to delay the construction of the next required storage tank scheduled in the Capital Improvements Plan (CIP). To award the 1.0-mgd tank, the Town will have to make up a shortfall of funding. A 0.5-mgd tank will cost $656,000. A 1.0-mgd tank will cost $966,600. The marginal additional cost is worth the added water storage capacity, she said. Mrs. Sudano said that she, Mr. Dolle and Mr. Ellis have worked out a scenario with Farmers Home that would enable the Town to provide this additional funding through utilizing a combination of existing excess bonding capacity and funds from fund balance. As for award of the contracts, Mrs. Sudano explained that it was staff recommendation that the Town Board award the project to low bidders as follows, subject to the availability of funding and property rights: · Award 1.0 mgd Elevated Storage Tank Project to Brown Steel, Inc. in the amount of $966,600. · Award Bass Lake Pump Station to J.F. Wilkerson Contracting Co., in the amount of $869,232.43. · Approve the design engineer's plans and specifications for the project. · Staff further recommends that the Town supply additional funding required to award the 1.0-mgd alternate as described above. Mr. Ellis explained that the Town has unused bond authorization in the amount of $259,000 that could be used for the project with FmHA's covering the bond. The remaining $71,000 would be in the form of cash. Action: Commissioner Martin moved that the Town award bids in both projects to the low bidders and that the Town authorize work as described in the alternate bid for the elevated water storage tank at the additional cost (over budget) of $310,600, funded as outlined by the Finance Officer. Commissioner Sack seconded the motion, which carried unanimously. 9f. Ductile Iron Pipe - Mrs. Sudano explained that she believed the Town's construction requirements should be amended to require only ductile iron pipe for any installation of water line sized 6 inches or above. She pointed out that the requirement might impact developer costs; however Raleigh, Cary and Morrisville all have similar requirements. She said this would reduce instances of water line breaks. Action: Commissioner Sack moved that the Town's construction requirements be amended to require ductile iron pipe for all water lines six inches in diameter and larger and that this requirement be applied immediately, including projects already in the review cycle. Commissioner Womble seconded the motion, and it carried 3-1. Commissioner Martin said he voted against the motion but only because he did not think it was fair to impose new rules on projects already in the current cycle.
10. Consent Agenda - Commissioner Sack moved that all items on the Consent Agenda be approved. Commissioner Dickson seconded the motion, which carried unanimously. The following actions were brought about by the motion: 10a. Arbor Creek Office Building Lot 178A - The preliminary site plan for Arbor Creek Office Building, Lot 178A was approved. 10b. Public Hearings Set - A public hearing date of Tuesday, May 18, 1999 was set to receive testimony/input on the following: 99-SUP-04; annexation petition A99-01; and annexation petition A99-02. 10c. Holly Springs Shopping Center - A developer agreement solidifying the Town's commitments to the developer of Holly Springs Shopping Center was approved. A copy of the text of this agreement is incorporated into these minutes as addendum pages. 10d. Budget Amendment, $168,135 - A budget ordinance amendment in the amount of $168,135 was adopted to facilitate the acquisition of land for a middle school. A copy of the budget amendment is incorporated into these minutes as an addendum page. 11. Other Business - None. 12. Mayor's Report - Mayor Holleman thanked the Town Board for hiring a town manager. He announced that property had been secured for a middle school, and he applauded efforts of Commissioner Womble. 13. Commissioners Reports: Commissioner Dickson - Commissioner Dickson urged residents to contact state legislators to support the community schools bill; he reported that he had asked Wake County to direct the county attorney to discontinue asking that the Hwy. 55 Bypass provision be eliminated from permit. Commissioner Womble - Commissioner Womble said he enjoyed collecting the 348 signatures it took to get the middle school property. He said the project was special to him because his own children had to go to several different schools. Commissioner Martin - Commissioner Martin asked about the paving of a portion of New Hill Road. Commissioner Sack - Commissioner Sack commended Commissioner Womble, he explained that there were recycling huts at the elementary school, and he urged to public to use those facilities. Proceeds for recyclables collected would benefit the school, he said. 14. Closed Session - Commissioner Sack moved that the Board recess for 10 minutes before entering into Closed Session to hold conference with the Town attorney on subjects related to land acquisition and litigation. Commissioner Dickson seconded the motion, which carried unanimously. Action Taken in Closed Session: 1. Commissioner Martin moved that $6,000 be authorized for payment of the VanNest easement. Commissioner Dickson seconded the motion, which carried unanimously. 2. Commissioner Sack moved that the Board return to Open Session. Commissioner Dickson seconded the motion, which carried unanimously. A General Account of the Closed Session follows. General Account of Closed Session 5/4/99 In Closed Session, the Board discussed one issue of land acquisition and one of litigation. The Board discussed with the Town Attorney acquisition of land related to Bass Lake. The Town Board discussed with the Town Attorney the acquisition of land related to the middle school. The Town Attorney reported on the recently filed intervention motion regarding the landfill. Actions listed above. - End of General Account Action Taken Upon Return to Open Session: 1. None.
15. Adjournment - There being no further business for the evening, the Holly Springs Board of Commissioners meeting of May 4, 1999 was adjourned at 9:30 p.m. following a motion by Commissioner Sack, a second by Commissioner Martin and a unanimous vote. Respectfully Submitted on Tuesday, June 15, 1999 ________________________ Joni Powell, CMC Town Clerk Addendum pages, as referenced in these minutes, follow and are a part of the official record of this meeting. |