Town of Holly Springs
Board of Commissioners
Regular Meeting
Tuesday, April 2, 2002
MINUTES
The Holly
Springs Town Board of Commissioners met in regular session on Tuesday, April 2,
2002 in the Town Board meeting chambers, located in Town Hall, 128 S. Main
St. Mayor Dick Sears presided, calling
the meeting to order at 7 p.m. A quorum
was established as the mayor and all five board members were present as the
meeting opened.
Board
Members Present: Commissioners Steve Tedder, John Schifano,
Hank Dickson, Chet VanFossen, Peter Atwell, and Mayor Sears.
Staff
Members Present:
Carl G. Dean, town manager; Chuck Simmons, assistant town manager; Ernest C.
Pearson, town attorney; Joni Powell, town clerk (recording the minutes); Gina
Bobber, planning and zoning director, Drew Holland, finance director; Stephanie
Sudano, director of engineering; Jennifer Carr, director of economic
development; Kendra Thompson of the engineering department; Luncie McNeil,
director of public works; Cecil Parker, chief of public safety; and Len
Bradley, parks and recreation director.
2 and 3.
The pledge of allegiance was recited, and the meeting opened with an
invocation by Rev. Gary Allred, pastor of Sunrise Methodist Church.
4. Agenda Adjustment – The April 2, 2002 meeting agenda
was adopted, with changes, if any, as listed below.
Consent Agenda Items Removed:
None.
Other Changes: None.
Motion By: Dickson
Second By: VanFossen
Vote: Unanimous
Items Added to Agenda: None
Other Changes: None
5a. Public Hearing: FY 2002-03 Budget
Preparations -- Mr.
Dean explained that the FY 2002‑03 Town operating budget is under
formulation at this time.
Mr. Dean commented on the current
year budget. He advised that the
current year budget was not heavily dependent upon state revenues as
administration used 1991-level revenues as a base in formulating the
budget. He said this year’s projections
would be likewise conservative.
He said the Town would be finalizing
the budget package in the next few weeks for the Board’s consideration.
With
that explanation completed, Mayor Sears opened the public hearing to accept
public
comments. The following comments were
received:
Lesli Doares, 316 Elm Ave. –
Mrs. Doares, spoke as chairman of Assets Build Character of Holly Springs
(formerly known as the Holly Springs Coalition for Youth and Families). She requested that the Board consider a
grant to the organization in the amount of $15,000. She advised that ABC provides character-building programs for
local youngsters, and she said she felt the expenditure would be an appropriate
use of public funds. She added that ABC
would provide an operating budget for public inspection.
Mrs. Doares explained that ABC has
been funded for the last three years by a grant from the Duke Endowment. That grant, however, will expire in June, and
ABC is seeking local financial support through the Town. She pointed out that the Town of Cary
provides funding for its asset group.
Mrs. Doares acknowledged that the
Town has been supportive of all the ABC programs, providing facilities and
staff assistance. She said the group
appreciates the assistance and would hope the Board also would consider
financial assistance for its programs that offer scholarship funds for the
Town’s summer camp and after-school programs; family movie night, and teen activity
night.
There
being no further comments, the public hearing was closed.
No action taken.
6a. Holly Springs 24-Hour A Wake Community
Challenge Days --
Mrs. Lesli Doares and Miss Alex Felman
presented to the Board information regarding the 24‑hour Community
Challenge, which is an event to benefit positive youth development activities
in Holly Springs and other areas of Wake County. She added that Community Partners Charter High School is a
participant.
Mrs. Doares explained that the event
is a relay event that pairs youth and adults together for fun, learning and to
create a day of community activities that are drug‑, alcohol‑ and
tobacco‑free. The event will
raise funds that will be shared among the youth initiative groups in the area,
including Holly Springs.
Miss Alex Felman, co-director of the
relay event, said that approximately 60 youth and adults are planning the event
together, including several youth from Community Partners Charter High School.
Mrs. Doares advised that the CPCHS
asks that the Board endorse a mayoral proclamation designating May 18‑19,
2002 as the 24‑Hour A Wake Community Challenge Days in Holly
Springs. She added that the school also
asks that the Town sponsor the event by means of a financial contribution.
Mayor Sears presented his
proclamation to the Community Partners Charter High School. The proclamation designates May 18‑19,
2002 as the 24‑Hour A Wake
Community Challenge Days in Holly Springs.
Mayor Sears pointed out that in
order for the Town to provide funding, the money would have to be put to a
public use and the umbrella group organizing the event would have to provide
budgetary information at the request of the Town. He reported that he had been assured that these two statutory
requirements would be met.
Action: The Board approved a
motion to contribute $250 (as a silver level sponsor) to the 24-Hour A Wake Community Challenge Days with funds derived
from the Governing Body Miscellaneous account.
Motion By: Dickson
Second By: Tedder
Vote: Unanimous
6b. Wake Citizens for Nuclear Safety- Ms. Linda Holland representing
Wake Citizens for Nuclear Safety suggested that the Town Board take steps to
address the group’s concerns about nuclear safety, particularly as it pertains
to the Shearon Harris Nuclear Plant.
Ms. Holland reviewed with the Board
the following topics and including three key components of their Risk Reduction
Plan:
1.
Distribution of potassium iodide to residents of Holly Springs and the
surrounding area and an updated evacuation plan that includes distribution of
KI.
2.
Dry storage of used fuel rod assemblies at the Harris plant. Ms. Holland said the WCNS believes dry cask
storage is safer and is used by a majority of nuclear plants in the U.S.
3.
Immediate halt to trans‑shipping of high‑level radioactive
used fuel rods to Harris from the Brunswick and Robinson plants.
Ms. Holland reviewed information
that was provided by Wake Citizens for Nuclear Safety on potassium iodide and
fuel rod storage.
Ms. Holland requested that the Town
Board request the Governor to request potassium iodide from the Nuclear
Regulatory Commission for distribution to North Carolina citizens; and that the
Town Board request that CP&L stop the shipment of high‑level waste to
Harris from other facilities; and that Harris start using dry cask storage for
spent fuel so that waste can be safely removed from the storage pools.
Action: None. The Board took input under advisement.
7. Consent Agenda – All items on the Consent Agenda
were approved following a motion by Commissioner Atwell, a second by
Commissioner Schifano and a unanimous vote.
The following actions were affected:
7a. Resolution 02‑R‑08 - A resolution directing the
Town Clerk to investigate the sufficiency of annexation petition A02‑04
(Bass Lake) and to fix a public hearing date of April 16, 2002 was
adopted. A copy of Resolution
02-R-08 is incorporated into these minutes as an addendum page.
7b. Resolution 02‑R‑10 - A resolution supporting rail
transportation service between Wilmington and Raleigh by way of southern Wake
County was adopted. A copy of
Resolution 02-R-10 is incorporated into these minutes as an addendum page.
7c. Resolution 02‑R‑11 - Amendments to the Municipal Section
of the N.C.
Records and
Disposition Schedule were adopted. A
copy of Resolution 02-R-11 is incorporated into these minutes as an addendum
page.
7d. 02‑MAS‑04 -- 02-MAS-04, Autumn Park PUD Phase 3, Townhomes, was approved as
recommended by the Planning Board.
7e. Zoning Permit 02‑ZPF‑04 - The Town Hall site plan
was approved as recommended by the Planning Board.
7f. Minutes - Minutes of the Board’s regular meeting held on
March 5, 2001 were approved.
8a. Ordinance 02-04 (02-ZOA-02) - Ms. Bobber explained at the March 19
Town Board meeting, the Town Board conducted a public hearing on this proposed
zoning ordinance amendment. There were
no speakers. After the Public Hearing
was closed and the Board entered into deliberation on the item, Commissioner
VanFossen requested that this proposed amendment be reviewed by the UDO
Steering Committee prior to action by the Town Board.
Ms. Bobber said the UDO Steering
Committee met on Wednesday evening, March 27, 2002 and concurs with the ordinance
proposal.
Action: The Board approved a
motion to adopt Ordinance 02-04 (02‑ZOA‑02) to amend Section 9‑4017
(iii), revegetation buffers between adjacent land uses, and Section 9‑4083,
definitions of commonly used words and terms of the Town’s zoning ordinance
Motion By: VanFossen
Second By: Atwell
Vote: Unanimous
A copy of Ordinance 02‑04
is incorporated into these minutes as addendum pages.
9a. Selection of Multi-year Contract for Town’s
Auditing Firms -
Mr. Holland explained to the board members that the Town had received proposals
from three auditing firms. Mr. Holland
said that after reviewing the proposals, he recommends that the Town stay with
the current auditors, Duke & Abbott of Fuquay-Varina. The major criteria used in evaluating the
audit candidates were (1) governmental accounting and auditing experience with
municipalities, (2) quality of work, and (3) estimates of the cost of the
Town’s audit for the fiscal years ending June 30, 2002 and 2003.
Mr. Holland explained that low price
quote came from a firm with no experience with towns the size of Holly
Springs. He advised the Board that the
Town’s finances are quite complicated and that he would not feel comfortable
with a firm with such limited experience.
Commissioner Schifano asked how many
CPA firms were contacted with a request for a proposal. Mr. Holland responded that four firms in the
area who are known to conduct municipal financial audits were contacted.
Action: The Board approved a motion to approve a five-year contract
with Duke and Abbott for financial auditing services.
Motion By: Tedder
Second By: Atwell
A copy of the summary of
proposals is incorporated into these minutes as an addendum page.
9b. Solid Waste and Recycling Services -- Mr. Glenn Myrto, chairman of the
Holly Springs Solid Waste Committee, addressed the Board regarding suggestions
of the Solid Waste Committee that the Town investigate ways of offering
residents the options of having additional recycling containers for a wider
variety of materials and of having household waste containers of varying sizes,
depending on their individual needs.
The Committee believes these options would promote recycling and reduce
the Town's overall flow into landfills.
The options may also represent a cost savings for some residents,
especially those who tend to use their recycling bins to the fullest potential.
Mr. Myrto said the Solid Waste
Committee would support the idea that Mr. McNeil would be presenting to the
Board.
Mr. McNeil addressed the Board and
recommended that the Town – instead of issuing out requests for proposals --
negotiate these same alternative collection practices with the Town's current
collector, Waste Industries. If it is
possible to obtain the same benefit from Waste Industries through negotiation
of the current contract, the Town avoids the potential pitfall of a dramatic
rate increase that could result from accepting proposals from competing
companies, Mr. McNeil explained.
Commissioners Schifano and VanFossen
said they felt uncomfortable with the notion of never going out to bid for
garbage collection.
Mr. McNeil maintained that it would
be a better option to negotiate with the company that already has the inventory
on the ground in Holly Springs. He said
other companies would have to bid higher in order to factor in such costs as
providing a minimum of 5,000 new waste containers and 5,000 recycling
bins. He pointed out that Waste
Industries would be able to increase its rates significantly and still remain
competitive.
Mr. Myrto pointed out that the Solid
Waste Committee would like an opportunity to have more time to research other
options. He said if the Town were to go
with a one-year contract, it would give the committee time to formulate a
multi-year contract, perhaps with another firm.
Mayor Sears pointed out that if
negotiations were not satisfactory, the Town still had the option of requesting
proposals.
Commissioner Atwell said it would be
interesting to see what it would cost if the Town were to eliminate containers.
Action: The Board approved a
motion to direct the Public Works Director to negotiate optional services with
the Town's existing collector for a one-year contract.
Motion By: Tedder
Second By: Dickson
In discussion, Commissioner Schifano
stressed that he felt strongly that the Town should pursue proposals from other
companies and not have perpetual contracts.
He said he expected that the Town should stay true to its word and do it
next year.
Vote: Unanimous
9c. Resolution 02-R-09, Renaming Holly Ridge
Schools -
Commissioner Atwell explained to the Board that because there is a Holly Ridge,
N.C., the naming by Wake County Public Schools of the new elementary and middle
schools to Holly Ridge Schools would create an identity crisis.
He urged the Board to adopt
Resolution 02-R-09 encouraging Wake County Public Schools to consider renaming
both the elementary school and the middle school so that they have separate
names. The resolution uses the suggestions
of Commissioner Atwell, which are Bass Lake Elementary and Holly Springs
Middle.
Action: The Board approved a
motion to adopt Resolution 02‑R-09 urging Wake County Public Schools to
rename Holly Ridge Schools to Bass Lake Elementary School and Bass Lake Middle
School.
Motion By: Tedder
Second By: Dickson
Vote: Unanimous
A copy of Resolution 02‑09 is incorporated in these minutes
as an addendum page.
9d. 2002 Street Improvement Project Listing - Mrs. Thompson explained that the
Engineering Department is currently preparing plans and contract documents for
the 2002 Street Resurfacing Project.
Mrs. Thompson said that this past
year, in preparation for spending the budgeted resurfacing funds, the Town
contracted with the Institute for Transportation Research and Education to
conduct a pavement condition survey and to develop a baseline inventory for all
of the Town's roads. In this study, a list was formulated and roadway
conditions for all roadways within Town were rated, according to priority.
Action: The Board approved a
motion to approve the 2002 Town Street Resurfacing Project list of roads within
the Town’s limits as a guide for determining priority work.
Motion By: Schifano
Second By: Atwell
Vote: Unanimous
9e. Inter-local Regional Study Agreement for
Regional Wastewater Treatment Plant -- Mrs. Sudano reported that she, the Town Manager, and
Assistant Town Manager have participated in recent renewed discussions with the
Towns of Apex, Cary, Morrisville, Fuquay- Varina, and Wake County regarding the
pursuit of regional options for wastewater facilities to serve each of the
entities. Mrs. Sudano said the
Inter-local Agreement for Regional Wastewater Treatment Study before the Board
is the culmination of those meetings and discussions.
Mrs. Sudano said, in summary, the
agreement:
• sets
forth a general scope of preliminary engineering work intended to be performed
and funded by the group as a whole to investigate environmental impacts,
regulatory implications, and costs of regional facility options to serve all
entities that are party to the agreement;
• establishes
a Technical Management Team that will generally: define the scope of work more specifically, solicit proposals for
the work, select a consultant, provide information to the consultant, review
and receive progress reports, and meet
regularly to oversee and review the consultant’s work product;
• establishes
a percentage share of the professional services contract amount that each party
to the agreement will pay;
• establishes
a Project Guidance Team that will generally:
discuss and explore further collaboration on the project, and oversee
the work of the Technical Management Team.
Mrs. Sudano said that some other
important “miscellaneous” items covered by the agreement include the following:
• a
focus on preliminary engineering work, with the agreement that any future
collaborative efforts to finance, build, and operate one or more projects will
be covered under a separate future agreement;
• Wake
County designees fill the chair slots for both the Technical Management Team
and the Project Guidance Team;
• Wake
County contributes a flat 33% share of the costs of the agreement – in effect
subsidizing total professional service costs to some extent;
• Principles
for participation, as listed in section 4.03 include agreement to:
-- work collaboratively;
-- commit
in principle to practice responsible growth management, as determined in the
sole discretion of the each agency governing board independently;
-- not
require the adoption of or adherence to growth caps, except as may be approved
each agency governing board independently;
-- not
require the adoption or adherence to any planning, zoning, or land use
requirements within an agency’s jurisdiction, except as may be approved by each
agency governing board independently;
-- undertake
to support and further any future collaboration effort, and to not damage the
prospects for regional cooperation.
• An
agreement to “not actively oppose” the approval of on‑going interim
capacity applications of any party to the agreement (Fuquay Varina and Holly
Springs are listed specifically as parties with on‑going interim capacity
applications at this time).
Mrs. Sudano explained that each
member agency is entering into this agreement with a request to meet projected
2015 wastewater treatment needs, and will share costs of the preliminary
engineering services on a percentage basis accordingly. Holly Springs is requesting 6 mgd, which
puts its cost share at 17.3 % of the total estimated cost of the professional
services, or an estimated $140,000.
Mrs. Sudano said no funds are
required at this time, however the signing of this contract would commit the
Town to financial participation in a professional services contract during the
next budget year.
Mrs. Sudano said that, in addition,
the staff is asking the Board to appoint the Director of Engineering to the
Technical Management Team, and the Town Manager to the Project Guidance Team of
the inter-local alliance.
Commissioner Schifano asked if this
is an inter-local agreement, which entity would provide approvals.
Mr. Pearson responded that it is set
up that Wake County would be the contractor; however, he said the participating
entities would have discretion, control and autonomy.
Mrs. Sudano responded that the
technical team would most likely recommend to the project guidance team, which
would make the decisions.
Action: The
Board approved a motion to enter into the Inter-local Agreement for Regional
Wastewater Treatment Study and to appoint the director of engineering to the
Technical Management Team and the Town Manager to the Project Guidance Team.
Motion By: VanFossen
Second By: Tedder
Vote: Unanimous
A
copy of the Inter-local Agreement for Regional Wastewater Treatment Study is
incorporated into these minutes as addendum pages.
9f. W.K. Dickson - GIS/GPS Mapping Service
Proposal -- Mrs.
Thompson reviewed with the Board members the project to build a Geographic
Information System (GIS) database and accurate mapping ‑ based upon
actual field location of the Town of Holly Spring's utilities.
This project would be accomplished
through the use of Global Positioning Systems Surveying (GPS), and the proposal
would cover water and wastewater utilities only.
Mrs. Sudano said that due to the
rapid growth the community has experienced within the last few years, it is
important to develop the tools necessary to allow for: (1) accurate locations of critical Town
utilities (the Town handles it's own utility locations for any work being
performed by public or private entities in the Town, and this project will make
those locations much easier and more accurate), (2) addressing and tracking
routine maintenance and non‑routine repairs (water line breaks, sewer
overflows, etc.), managing and coordinating with future development.
Mrs. Sudano said that staff received
several responses to its request for proposals. Staff recommends approval of the proposal from W.K. Dickson at a
cost not to exceed $169, 900. Mrs.
Sudano explained that $100,000 was approved in the current 2001-02 year budget
for this project, and the remaining $53,900.00 plus *$11,000, plus a $5000
contingency (a total of $69,900) would
need to be included in the upcoming FY 2002‑03 budget for completion of
the contract.
Mrs. Sudano said that in addition to
the contract, staff recommends approval of a forthcoming addendum which would
add the following services at the estimated amounts shown:
1.
Establishment of a townwide monumentation grid so that the Town can
require all developers to tie development project survey data to the same
benchmarks (horizontal and vertical elevations used in the GPS project) at an
estimated cost of $9,000 for 18 monuments;
2.
Addition of language in the contract to cover updating costs associated
with new projects (i.e. new points) that come online during the year, and to
include an estimated cost for developing an updating procedure. Staff is currently considering a couple of
options for updating, but wishes to make a decision once the project is
underway. This would add an estimated
cost of $2,000 for assisting staff with developing an updating procedure once a
methodology for updating is established.
Staff recommendation is to hire the
consultant initially and work toward staff maintenance of the product, Mrs.
Thompson added.
Commissioners Tedder and VanFossen
agreed with the staff recommendations so that the Town would be in an excellent
position to stay ahead of the curve.
Commissioner Atwell asked if the
database would potentially become obsolete.
Mrs. Thompson said she felt sure it
would not.
Action: The Board approved a
motion to approve the proposal from W.K. Dickson for professional GIS/GPS
mapping services of the Town’s utility systems and the associated funding
schedules recommended by staff.
Motion By: Tedder
Second By: Dickson
Vote: Unanimous
A copy of W.K. Dickson
professional GIS/GPS mapping Services agreement is incorporated into these
minutes as addendum pages.
10. Public Comment - At this time an opportunity was
provided for members of the audience to address the Board on any variety of
topics not listed on the night’s agenda.
Mayor Sears stressed that comments should be brief and that no action
should be anticipated. The following
comments were offered:
Willie Kearse, 4090 Turner Drive
– Mr. Kearse said he would like to rezone his property from R-40 to R-10. Mr. Kearse was instructed to seek help from
the Planning and Zoning Department.
11. Other Business – Mr. Dean noted that the April
16 meeting will be last Town Board
meeting in the existing building. He
said, beginning with the first Town Board meeting in May, Town meetings would
be held in the W.E. Hunt Community Center. Commissioner VanFossen asked how the
drainage study was going. Mrs. Sudano
reported on the various drainage studies that are underway. Commissioner Tedder
asked for confirmation that the clear-cutting issue would be on the April 16
agenda. The Town Attorney reported to the Town Board on various ongoing matters
of litigation.
12. Manager’s Reports – None.
13. Closed Session – None.
14. Adjournment – There being no further business
for the evening, the April 2, 2002 meeting of the Holly Springs Town Board of
Commissioners was adjourned at 9:05 p.m. following a motion by Commissioner
Tedder, a second by Commissioner Atwell, and a unanimous vote.
Respectfully
Submitted on Tuesday, May 7, 2002,
___________________________
Joni
Powell, CMC, Town Clerk
Addendum pages as referenced in these minutes follow and are a part of the official record.