Town of Holly Springs

Board of Commissioners Regular Meeting

Tuesday, July 2, 2002

MINUTES

 

The Holly Springs Town Board of Commissioners met in regular session on Tuesday, July 2, 2002 in the cafeteria of the W. E. Hunt Community Center, located at 301 Stinson Ave.  Mayor Pro Tem Hank Dickson presided, calling the meeting to order at 7:10 p.m.  A quorum was established as the mayor pro tem and three board members were present as the meeting opened.

 

Board Members Present: Mayor Pro Tem Hank Dickson and Commissioners Steve Tedder, John Schifano and Chet VanFossen.

 

Board Members Absent: Commissioner Peter Atwell and Mayor Sears.

 

Staff Members Present: Carl G. Dean, town manager; Ernest C. Pearson, town attorney; Joni Powell, town clerk (recording the minutes); Linda Harper, deputy town clerk; Gina Bobber, planning director; Drew Holland, finance director; Len Bradley, director of parks and recreation; Kendra Thompson, town engineer; Stephanie Sudano, director of engineering; and Alysia Bailey, town planner.

 

2 and 3.  The pledge of allegiance was recited, and the meeting opened with a moment of silent meditation.

 

4.  Agenda Adjustment ‑ The July 2, 2002 meeting agenda was adopted with changes, if any, as listed below.

Motion By: Schifano

Second By: VanFossen

Vote: Unanimous.

Items Added to Agenda: Items under New Business were added: adoption of Resolution 02-23 enacting mandatory water conservation measures; and entering into a one-year contract with Waste Industries for solid waste and recyclables collection services.

Consent Agenda Items Removed: None

Other Changes: None

 

 5. Requests and Communications - Mrs. Kathy Hamilton-Brown, Chair of the Parks and Recreation Advisory Committee addressed the Board with a request that the Town consider beginning the process of adding a new community recreation center to the Capital Improvement Plan and to proclaim July as recreation and parks month.

Commissioners expressed ideas about how to prudently insert such a project into the Town=s future spending plans.

Commissioners agreed that the Board would keep a new community center in mind for a future capital project and that the committee could contribute in the meantime by investigating possible sites, doing research into square footage requirements and facility features, and studying all other options, including renovation of the existing center.

At this time, Mayor Pro Tem Dickson presented a proclamation by Mayor Dick Sears designating July 2002 as Recreation and Parks Month in Holly Springs.

Action: None.

 

6a.  Consent Agenda ‑ All items on the Consent Agenda were approved following a motion by Commissioner Schifano, a second by Commissioner Tedder and a unanimous vote.  The following actions were affected:

6a. Budget Amendment, $100,000  -  The Board adopted a budget amendment to the FY 2001-02 budget in the amount of $100,000 to set up a project fund for the GPS Water/Wastewater System.  A copy of the budget amendment is incorporated into these minutes as addendum pages.

6b. Budget Amendment, $15,000 B The Board adopted a budget amendment to the FY 2001 02 budget in the amount of $15,000 to set up a project fund for Wastewater Treatment Plant Expansion project.   A copy of the budget amendment is incorporated into these minutes as addendum pages.

6d. UDO Special Meeting B The Board set a special UDO workshop meeting for 6 p.m. Thursday, July 25, 2002 to be held at location to be announced by the planning department.

6e. Minutes -  Minutes of the Board=s regular meeting held on June 4, 2002 were approved. 

 

7. Appraisal Services Contract and Budget Amendment - Mrs. Thompson said this item regarding the NC 55/Holly Springs Road intersection improvements project was brought forward from the June 18th Board meeting and explained that Phase 1 design improvements are completed and that Phase 2 design is being completed at this time. She noted that there are several properties from which right‑of‑way will have to be acquired for the construction of Phases 1 and 2.

Mrs. Thompson reviewed a list of the affected properties and recommended that the Town secure an appraisal on each of the properties that may be impacted.

Because of the timetable of this project, Mrs. Thompson said that staff recommends the Board enter into service agreements with professional appraisers to provide fair and accurate appraisals for the property needed for this project.  She said the funding for appraisal services, including contingencies, is estimated at $30,000.

Action: The Board approved a motion to authorize professional service contracts with appraisers to obtain value figures for property needed for right-or-way for the NC Hwy. 55/Holly Springs Road intersection improvements project at a total cost not to exceed $30,000 and to adopt the associated budget amendments moving funds in order to pay for the services.

Motion By: Tedder

Second By: Van Fossen

Vote: Unanimous

A copy of the contracts for professional appraisal services and the budget amendments are incorporated into these minutes as addendum pages.

 

8a. 2002 Street Improvement Project Phase 2 - Mrs. Thompson explained that the current contractor (REA Construction) is completing Phase 1 of the 2002 Resurfacing Project in Holly Springs. She said staff would like to proceed and put the company under contract at the current unit prices for the Phase 2 streets.

Mrs. Thompson referred to a list of streets compiled in priority order of pavement condition per the bi‑annual pavement condition survey that was conducted this past year.  Mrs. Thompson said that the expenditure of $100,000 in Powell Bill funds for resurfacing will complete the streets that need preventative maintenance this year

She added that the $100,000 is an estimate that would include all Phase 2 streets, but may handle slightly less or more of those streets, depending upon field conditions that are encountered when work begins.

Mrs. Thompson said that the funding of $100,000 plus a 10% contingency of $10,000 for a total of $110,000 will be funded from Powell Bill funds.  Mrs. Thompson requested the Board to consider approval of a change order to the 2002 Street Improvement project to add Phase 2 streets at an estimated additional cost of $110,000.

Action:  The Board approved a motion to approve a change order to the 2002 Street Improvement project to add Phase 2 streets at an estimated cost of $110,000.

Motion By: Tedder

Second By: VanFossen

Vote:   Unanimous

 

8b.  NC Hwy. 55/Holly Springs Road Intersection Traffic Signal - Mrs. Thompson said that the upcoming intersection improvements project will increase the number of approaching lanes in several directions at the intersection.  As a result, the existing signal will need to be upgraded.

In order to upgrade, she said, the phasing has to be redesigned and carefully coordinated with NCDOT and the various phases of construction.  This project will entail three separate stages or phases of construction, each of these phases will require a separate interim signal plan.  Mrs. Thompson said the proposal from Kimley‑Horn includes all of the design work necessary for the project.  The Town has an extremely aggressive schedule for the project, and Kimley‑Horn and Associates has committed to providing any and all information to the Town and NCDOT in a timely and efficient manner, she added.

Mrs. Thompson said that staff recommends approval of the Kimley-Horn and Associates proposal for signal design services in the amount of $21,700 plus a 10% contingency of $2170.00 for a total cost of $23,870 and the associated budget amendment.

Motion By: The Board approved a motion to enter a professional services contract with Kimley‑Horn and Associates for signal design for the NC Hwy. 55 /Holly Springs Road intersection in the amount of $21,700 plus a 10% contingency of $2,170.00 for a total cost of $23,870 and to adopt associated budget amendments.

Motion By: VanFossen

Second By: Tedder

Vote: Unanimous.

A copy of the Kimley-Horn and Associates contract for professional services and a copy of the budget amendments are incorporated into these minutes as addendum pages.

 

8c.  Water Conservation Measures B Mr. Dean explained that recent drought conditions have prompted the City of Raleigh to request that its municipal water customers impose water use restrictions similar to those the City of Raleigh has imposed on its own customers.

While the Town of Holly Springs has a second source of water -- as much as 2 million gallons a day from Harnett County -- and, therefore, an adequate and abundant supply of water, the Board felt it would be a good idea to assist Raleigh in its efforts.

The Board discussed the mutual benefits of the Town=s gradually weaning itself from the City of Raleigh as a water source.  A standing water purchase contract would have to be renegotiated.  In the meantime, Holly Springs officials want to provide assistance.

Action: The Board approved a motion to adopt Resolution 02-23 enacting the annual water conservation season as mandatory for an indefinite period of time.

Motion By: Schifano

Second By: Tedder

Vote: Unanimous

A copy of Resolution 02-23 is incorporated into these minutes as addendum pages.

 

8d.  Waste Industries Contract B Mr. Dean explained that the contract amendments before the Board reflect input given during budget sessions.  The amendments would contract with Waste Industries for one year with additional recycling services and no rate increase.

Action: The Board approved a motion to enter into contract Amendments Three and Four with Waste Industries for expanded recyclable materials collection and solid waste collection for FY 2002-2003.

Motion By: VanFossen

Second By: Tedder

Vote: Unanimous

A copy of the Waste Industries Contract Amendments Three and Four is incorporated into these minutes as addendum pages.

Board members asked that the Town work to provide residents with an education on what all is recyclable.

 

9.  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: None.

 

10.  Other Business ‑ The Town Attorney addressed the issue of service of alchohol by the Chamber of Commerce during Septemberfest.  The bottom line, he said, is that if the Town puts into place basic liability safeguards, it can be done.  The Town Clerk noted that an ordinance change amending the Town=s Code regarding consumption of alcohol on public property would also be needed.

The Board directed that an ordinance amendment be prepared for consideration at a future meeting.

 

11.  Manager=s Reports ‑ Mr. Dean reported that the groundbreaking for the future Holly Springs Town Hall will be 9 a.m. Wednesday, July 10; that the Town is dismantling the ramp and gazebo from their current location and moving them from the construction area; that the Town will be taking the Jones building across the street down in the coming days; that he intends to issue a news release in advance of the Town=s downing the two huge old trees on the new town hall site.  He said the news release would give residents advance warning of the situation that the trees cannot be saved.  He also reported that the Town=s Parks and Recreation Department would be hosting a fireworks exhibition at 9:30 p.m. Friday night, July 5

at Womble Park.

 

12.  Closed Session ‑ None.

 

13.  Adjournment ‑ There being no further business for the evening, the July 2, 2002 meeting of the Holly Springs Board of Commissioners was adjourned following a motion by Commissioner Schifano a second by Commissioner Tedder and a unanimous vote.

 

Respectfully Submitted on Tuesday, July 16, 2002.

 

 

 

____________________ _____

Joni Powell, CMC, Town Clerk

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