5/7/02 Meeting Minutes, Town of Holly Springs

5a. FY 2002-03 Budget Proposal - Mr. Dean presented to the Board his FY 2002-03 recommended budget. Mr. Dean said that a budget workshop is scheduled for 7 p.m. Monday, May 13 in the W.E. Hunt Community Center cafeteria. A public hearing on the final spending plan is set for 7 p.m. Tuesday, May 21.

Mr. Dean provided highlights of his budget message, a draft copy of which is incorporated into these minutes as addendum pages.

No action taken

6a. Consent Agenda – Commissioner Schifano suggested that the change order policy in Item 6i. be worded in such a way that if change orders have an aggregate total of $15,000 that the Board be part of the decision.

Commissioner Tedder suggested that staff provide a continuing list of change orders so that the Board will be able to see them on a monthly basis.

Commissioner Schifano said he felt like he would like to have some input into large change orders, rather than just receiving them for his information only.

The mayor suggested that the policy be written to bring single and aggregate change orders amounting to $15,000 or more to the Board for review and consideration before approval of those change orders.

With the direction given above, all items on the Consent Agenda were approved following a motion by Commissioner Atwell, a second by Commissioner Dickson and a unanimous vote. The following actions were affected:

6a. CH Engineering Contract - The Board entered a revised professional services contract with CH Engineering for an increased scope of improvements at the NC 55/Holly Springs Road intersection. The motion also adopted a budget amendment to the FY 2001-02 budget in the amount of $16,100. A copy of CH Engineering professional services contract and the associated budget amendment are incorporated into these minutes as addendum pages.

6b. Development Tracking Project, Phase 2 - The Board approved Phase 2 of the Development Tracking Project, and an amendment to the FY 2001-02 budget in the amount of $2,000. A copy of the Development Tracking Project, Phase 2 contract and budget amendment are incorporated into these minutes as addendum pages.

6c. Thomas Mill Road Budget Amendment, $35,000 - The Board adopted a budget amendment in the amount of $35,000 and approved a work plan to improve Thomas Mill Road with an additional 6 feet of asphalt widening with curb and gutter for the first 600 linear feet from the intersection of Irving Parkway.

The Board also authorized staff to award a contract via the informal bidding process.

A copy of the budget amendment is incorporated into these minutes as addendum pages.

6d. FY 2002-03 Town Budget Public Hearing - The Board set a public hearing for 7 p.m. Tuesday, May 21, 2002 in the W. E. Hunt Community Center cafeteria on the proposed FY 2002-03 budget.

6e. FY 2002-03 Budget Workshop – The Board set a special meeting budget workshop for 7 p.m. Monday, May 13, 2002 in the W. E. Hunt Community Center cafeteria.

6f. Budget Amendment, $2,910 -- A budget amendment to the FY 2001-02 budget was adopted in the amount of $2,910 to accept insurance proceeds. A copy of the budget amendment is incorporated into these minutes as an addendum page.

6g. Minutes. - Minutes of the Board’s regular meetings held on April 2 and 16, 2002 were approved.

6h. Bass Lake Project Change Orders – The Board approved a change order to the Bass Lake Project, resulting in a $30,000 decrease in the initial Thompson Construction contract. A copy of the change order is incorporated into these minutes as addendum pages.

6i. Town Policy, Contract Change Orders – The Board authorized staff to draft a town policy that all contract change orders in excess of $15,000 should be taken before the Town Board for review and consideration, and change orders less than $15,000 can be approved administratively.

7a. Town Hall Construction - Brian Simpson of Little & Associates presented the Board with final construction drawings of the Town Hall project for consideration. The final drawings represent the culmination of input gleaned from the Board, staff and the Core Team since December 2001. Mr. Simpson said the next step was to approve the final Town Hall construction drawings for bid.

Action: The Board approved a motion to approve the Town Hall construction drawings and request bids for construction of the project.

Motion By: Tedder

Second By: Dickson

Vote: Unanimous

7b. Town Policy No. P-013 – Mrs. Powell explained to the Board that a developer recently inquired of the Town if decorative posts and nameplates for street signs in subdivisions were allowed in Holly Springs. Currently, there’s no written policy. In response to this inquiry and to be prepared for future requests, a proposed policy statement was drafted and is before the Board for review and consideration.

Mrs. Powell said the policy statement would allow for the installation of decorative street name and traffic control signs and posts. Maintenance and upkeep of the signs would be the responsibility of the developer/owner/homeowners association, whichever applies. The replacement of missing or damaged signs also would be the responsibility of the owner/developer/HOA. If the Town is required to replace signs or posts, standard materials would be used, according to the policy.

Mrs. Powell said that the developer inquiring about specialty signs has reviewed the draft and approves of its contents. The policy has been reviewed by staff, which recommends adoption.

Commissioner Atwell said he did not like the idea. He said it would promote separateness in the community as subdivisions put forth a separate identity.

Commissioners tended to agree that the Town’s standard signs should be used for uniformity and non-exclusivity in the Town.

Action: The Board approved a motion to not adopt the proposed policy.

Motion By: VanFossen

Second By: Atwell

Vote: Unanimous

7c. Womble Park Comfort Station and Scorer’s Tower -- Mr. Bradley reviewed with the Board the Womble Park comfort station and scorer’s tower bid tabulation. Mr. Bradley said that none of the bids were under the amount allocated for the project ($200,000). The lowest bid received was $292,970. Mr. Bradley recommended that the Town reject all bids received, change the specifications and then rebid.

Action: The Board approved a motion to reject all bids and directed town staff to make necessary changes to the specifications for the Womble Park comfort station and scorer’s tower project and to rebid the work.

Motion By: VanFossen

Second By: Tedder

Vote: Unanimous

7d. 2002 Street Resurface bids - Mrs. Thompson said that engineering staff prepared specifications, proposal, contract documents and construction plans for this project in-house. Upon completion of the package, the project was put out to the public for bids. Copies of the bid packages were submitted to the engineering department, the Associated General Contractor’s Office, the F. W. Dodge Office, the Minority Business Development Center, and the Construction Market Data Office on April 16, 2002.

Mrs. Thompson explained that eight bids were opened as scheduled on April 30 at 2 p.m. After reviewing the results, Mrs. Thompson said, the engineering staff recommends that the Town Board award the bid to low bidder Rhea Construction for a base contract price of $227,310 plus a 5% contingency, plus core testing for a total bid price of $240,604.

Mrs. Thompson pointed out that the funding for this project was previously allocated in the FY 2001-02 budget and that additional funding is requested in the FY 2002-03 proposed budget.

Action: The Board approved a motion to award the bid for the Town’s 2002 Street Resurfacing Project to Rhea Construction at a total contract price of $240,604, including a 5% contingency and core testing.

Motion By: Schifano

Second By: VanFossen

Vote: Unanimous

A copy of the bid tabulation and contract are incorporated into these minutes as addendum pages.

7e. Force Main Reimbursement - Mrs. Sudano said in 1999, the developer of Holly Glen and Braxton Village Subdivisions enlarged and consolidated pumping stations and re‑routed a force main into a more direct route from the developments to the Town's wastewater treatment plant. The Town provided credits to the developer in accordance with a developer agreement approved by the Town Board at the time and in exchange for part of the improvements.

The result of a situation that transpired in 2000 was a claim from the developer's contractor on the project for a cash reimbursement from the Town in the amount of $12,405.25. This request has been pursued sporadically, at best, by the contractor, and has recently been renewed, Mrs. Sudano said. The Town Manager and she agree that the issue needs to be resolved.

Mrs. Sudano said that, although it is our opinion that the Town has no legal obligation for payment of this reimbursement, we recommend approval based upon a moral obligation to do what is right. She said she would verify that the events as transpired in December 2000 are accurate.

Action: The Board approved a motion to reimburse funds in the amount of $12,405.25 to Gaines and Company, Inc. pending the Town Attorney’s review and release signatures of Gaines and Company, Inc.

Motion By: Tedder

Second By: Atwell

Vote: Unanimous

A copy of back up memorandum and supporting documentation are incorporated into these minutes as addendum pages.

7f. Bass Lake Waterfront Facility Proposal - Mr. Dean reported that the Town was expecting to hear very soon whether it would be awarded a grant for this project. He said that, in order to move forward quickly if the grant is awarded, the Town has received a proposal for architectural services. Mr. Dean asked the Board if they wanted to move forward with the current proposal or to request more proposals.

Mr. Dean said one of the advantages of moving forward quickly is that some of the pilings that will be needed for this building can be put in now while the lakebed is still dry.

Commissioners VanFossen and Schifano agreed that the Town should strive for the Sunset Lake Lodge look with a caterer’s kitchen rather than the Lake Wheeler Boat House look. Commissioners agreed that it would be nice to have a facility that would provide a nice setting for weddings, meetings, retreats and chamber functions.

Action: The Board approved a motion to approve a professional services contract with Weeks Turner Architects for design of the Bass Lake Waterfront facility project at a cost not to exceed $40,000 with a resulting facility that would be in design keeping with the Sunset Lake Lodge with appropriately-proportioned sun decking.

Motion By: Atwell

Second By: VanFossen

Vote: Unanimous

A copy of Weeks Turner Architects contract for professional services is incorporated into these minutes as addendum pages.

10. Public Comment – At this time, an opportunity was provided for members of the audience who had registered to speak to address the Board on any variety of topics not listed on the night’s agenda. The following citizens were heard:

Chris Chappell, Holly Springs Center for the Arts -- Mr. Chappell asked the Town Board to consider the Center for the Arts for possible funding in the FY 2002-2003 budget. He outlined what the Center for the Arts provides in the community, and he urged the Board to lend whatever financial support it can. He asked that the Board give the request consideration during its budget workshop.

He did not provide a specific amount; however, he said any amount would be appreciated to meet the Center’s goal of $10,000.

11. Other Business – The Town Clerk reminded the Board of the budget workshop set for 7 p.m. Monday, May 13, 2002 in the Hunt Center cafeteria.

Ms. Bobber asked the Town Board to begin thinking of dates for a special meeting so that the Unified Development Ordinance draft can be presented.

12. Manager’s Reports – None

13. Closed Session – The Board approved a motion to enter Closed Session, pursuant to G.S. 143-318.11(a)(3), to discuss the matter of Holly Springs vs. Kolesar condemnation case.

Moton By: Schifano

Second By: Atwell

Vote: Unanimous

General Account Closed Session, May 7, 2002

In Closed Session, the Town Attorney explained a communication he has had with a property owner regarding a sidewalk easement. He told the Board what its options were in response to the property owner’s attorney’s request for a “settlement” in the case. The Town Attorney said he would bring more information to the next regular meeting of the Board, and the Board agreed to table further discussion until then. Following deliberations, the Board approved a motion to return to Open Session.

– End General Account

14. Adjournment – There being no further business for the evening, the May 7, 2002 meeting of the Holly Springs Board of Commissioners was adjourned following a motion by Commissioner Schifano, a second by Commissioner Atwell and a unanimous vote.

Respectfully Submitted on Tuesday, May 21, 2002.

___________________________

Joni Powell, CMC, Town Clerk

Addendum pages as referenced in these minutes follow and are a part of the official record.