Town of Holly Springs
Board of Commissioners Special Meeting
Tuesday, October 7, 2003
MINUTES
The Holly
Springs Town Board of Commissioners met in special session on Tuesday, October
7, 2003 in the Executive Conference Room of Holly Springs Town Hall, 128 S.
Main Street. Mayor Dick Sears presided,
calling the meeting to order at 6:30 p.m.
A quorum was established as the mayor and three board members were
present as the meeting opened.
Board
Members Present: Commissioners Steve Tedder, Mike Taylor, Hank
Dickson and Mayor Sears.
Board
Members Absent: Commissioners
Peter Atwell and Chet VanFossen.
Staff
Members Present:
Carl Dean, town manager; Charles Simmons, assistant town manager; John
Schifano, town attorney; Linda R. Harper, deputy town clerk, (recording the
minutes); Kendra Thompson, senior engineer; Gina Bobber, planning and zoning
director; and Jennifer Mizelle, economic development director.
Others Present: Dr. Charles E. Hamner, DVM, Ph.D.; Jay W.
Smith, RLA, ASLA; James E. Nichols, MPA of O’Brien Atkins.
2.
Closed Session - The Board approved a motion to enter Closed Session, pursuant
to G. S. 143-318.11(a)(4), to discuss matters relating to the location or
expansion of an industry or other businesses in the area.
Motion: Dickson
Second: Tedder Taylor
Vote: Unanimous
General Account Closed
Session – October 7, 2003
The Board discussed the development process and
technology of a Biotechnology industry and proposed location on the Wake County
Landfill site. The Board gave staff
direction to present this proposal to the Wake County Board of Commissioners.
Commissioner
VanFossen arrived at 6:51 p.m.
- End General Account
Action: The Board approved a
motion to reenter Open Session.
Motion By: Dickson
Second By: Tedder
Vote: Unanimous
3. Adjournment - There being no further business the
October 7, 2003 special meeting of the Holly Springs Board of Commissioners was
adjourned at 7:24 pm.
Town of Holly Springs
Board of Commissioners Regular
Meeting
Tuesday, October 7, 2003
MINUTES
The Holly
Springs Town Board of Commissioners met in regular session on Tuesday, October
7, 2003 in the Council Chambers of Holly Springs Town Hall, 128 S. Main
Street. Mayor Dick Sears presided,
calling the meeting to order at 7:30 p.m.
A quorum was established as the mayor and four board members were
present as the meeting opened.
Board
Members Present: Commissioners Steve Tedder, Mike Taylor, Chet
VanFossen, Hank Dickson and Mayor Sears.
Board
Members Absent: Peter
Atwell.
Staff
Members Present: Carl
Dean, town manager; Charles Simmons, assistant town manager; John Schifano,
town attorney; Linda R. Harper, deputy town clerk, (recording the minutes);
Drew Holland, finance director; Len Bradley, parks and recreation director; Kendra
Thompson, senior engineer; Alysia Bailey, senior planner; Martha Daniel Hobbs,
planner; Gina Bobber, planning director; and Cecil Parker, chief of public
safety.
2 and
3. The pledge of allegiance was recited, and the meeting
opened with an invocation by Rev. Sam Gore, pastor of the Salt and Grace
Ministries.
4. Agenda Adjustment: The October 7, 2003 meeting agenda was adopted with changes,
if any, as listed below.
Motion By: Dickson
Second By: Van Fossen
Vote: Unanimous.
Items Added to the Agenda: None.
Agenda Items Removed: None.
Other Changes: None.
5. Public Hearing: Annexation Ordinance
Amendment A03-09(a), Olive Property - Mr. Schifano explained that on
January 22, 2003, the Town adopted Annexation Ordinance A02-09 annexing
327.0574 acres into town by petition of the landowner. Mr. Schifano said that the annexation map and
legal description supplied by the landowner/developer included a 5-acre
neighboring tract belonging to Stephen and Carole Honeycutt who did not sign
the annexation petition and do not want to be annexed into Holly Springs. He said because this was a mistake by the
surveyor, the annexation of the Honeycutt property is invalid. The easiest solution is for the board to
"de-annex" the property by amending the original ordinance, he said.
With that explanation completed, Mayor Sears opened the
public hearing to accept input. The
following comments were recorded: None.
There being no comments, the public hearing was closed.
Action: The Board approved a motion to adopt Annexation Ordinance A03-09(a) amending
Annexation Ordinance 03-09 to exclude property owned by Stephen and Carole
Honeycutt containing 5acres.
Motion By: Tedder
Second By: Dickson
Vote: Unanimous.
A copy of Annexation Ordinance A03-09(a) is incorporated
into these minutes as addendum pages.
6. Consent Agenda:
All items on the Consent Agenda were approved following a motion by
Commissioner Dickson, a second by Commissioner Tedder and a unanimous
vote. The following actions were
affected:
6a. Set Public Hearing for Annexation Agreement – The Board set a public hearing
for October 21, 2003 to receive input on the proposed annexation agreement
between the Town of Holly Springs and the Town of Cary.
6b. Resolution 03-24 - The Board adopted Resolution
03-24, a condemnation resolution authorizing proceedings to acquire property
along Holly Springs Road and Main Street for the purpose of roadway
improvements. A copy of Resolution
03-24 is incorporated into these minutes as addendum pages.
6c. Town Hall
Contract Change Orders - The Board approved change orders to the Town Hall construction contract
and budget amendment in the amount of $30,000.
Copies of the changes orders and budget amendment are incorporated
into these minutes as addendum pages.
6d. Resolution 03-25;
Development Procedures Manual Amendments - The Board adopted Resolution 03-25 approving changes to
the Development Procedures Manual. Copies
of Resolution 03-25 and Development Procedures Manual amendments are incorporated
into these minutes as addendum pages.
6e. Cobble Ridge
Median Sign Agreement
- The Board accepted and deemed adequate evidence of indemnity for placement of
the median sign for Cobble Ridge (03-SP-25) development. A copy of the indemnification and hold harmless
agreement for a median sign is incorporated into these minutes as addendum
pages.
6f. Ridgeston
Townhomes, 02-MAS-07 - The Board approved a time
extension for the submission of construction drawings to September 17, 2004 for
preliminary plan 02-MAS-07, Ridgeston Townhomes.
7. Ordinance 03-17; UDO Amendment, (03-UDO-10) ‑ Ms. Bailey explained to the
Board that a public hearing was held on September 16, 2003. She said that at that time, the Board tabled
action and directed staff to make modifications to the sections on temporary
signs and grand openings signage as followings:
* Section 7.03, D.
Signs in Residential Districts, has been modified to allow wind-blown devices
for a subdivision twice per year, rather than on a quarterly bases. Ms. Bailey said that staff has also added the
term “subdivision” to ensure that wind-blown devices can be used by the
development, rather than each individual lot owner.
* Section 11.02,
Definitions, has been modified to make adjustments to the definition of
”Special Event” to remove Independence Day; Labor Day; Memorial Day; Presidents
Day; and Veterans Day.
Action:
The Board adopted Ordinance 03-17 to approve UDO Amendment 03-UDO-10, amending
sections 7.03, Sign Regulations and 11.02, Definitions.
Motion By: Tedder
Second By: Van Fossen
Vote: Unanimous
A copy of Ordinance 03-17 is incorporated into these minutes
as addendum pages.
At this time, Commissioner Van Fossen
asked the Board’s recusal from the discussion and action on the next agenda
item, due to his work connection.
Action:
The Board made a motion to excuse Commissioner Van Fossen from the
meeting due to his connection to the next agenda item
Motion By: Tedder
Second By:
Dickson
Vote: Unanimous.
8a. Holly Springs Learning Center, 03-DP-09 - Ms. Hobbs explained that this
development plan is for the construction of a day care and a professional
office building in the Sunset Ridge North PUD commercial district. Mrs. Hobbs said the site is located on Holly
Springs Road adjacent to the existing Jones Building. She said the property is zoned commercial in
the Sunset Ridge North PUD master plan and is within the Neighborhood Village
District (NVD) of the Town’s Ten-Year Comprehensive Growth Plan. Mrs. Hobbs said the proposed daycare and
professional office are considered compatible in both the Sunset Ridge North
PUD Commercial District and the Neighborhood Village District node.
Mrs. Hobbs said that the buildings are located on a lot that
accesses both Holly Springs Road and West Savannah Ridge Road, and are arranged
to face a central aisle. Mrs. Hobbs reviewed
with the Board Members the building materials and architectural design of both
buildings. She said the proposed lot
contains 2.43 acres with water and sewer located on the adjacent site for
connection.
Mrs. Hobbs said the proposed plan meets the building setback
and building heights, with the exception of the day care building width, which exceeds
the width requirement. The developer
will be required to submit a revised Master PUD plan to amend this requirement,
and the board can make this a condition of approval. Mrs. Hobbs said the proposed plan meets the loading,
parking, fencing, landscaping, lighting, and pedestrian circulation
requirements of the Unified Development Ordinance. She said the road frontage along Holly Springs
Road will be a 74-foot back to back roadway on 100-foot right-of-way.
Chet Van Fossen reviewed with the
board members the proposed landscaping and buffers, the pedestrian circulation
and traffic moving devices for this site.
He said that the building materials used will be similar with the
adjacent Savannah development. Mr. Van
Fossen said that the drainage issues have been met and the amended Sunset Ridge
North PUD Master Plan was resubmitted to the Town for approval regarding the
building height and width ratio for the day care building.
Action: The Board approved Development Plan
#03-DP-09 Holly Springs Learning Center and Professional Office as submitted by
Thompson and Associates, Project Number HK-HSLC with the following conditions:
§
Proper right-in/right-out detail to be used in
construction.
§
Additional
drainage information as necessary
Motion By: Tedder
Second By: Dickson
Vote: Unanimous
At this time, Commissioner Van
Fossen was admitted back into the meeting following a motion by Commissioner
Tedder, a second by Commissioner Taylor and a unanimous vote.
8b. Public
Safety Answering Point Purchase - Mr. Parker explained that in June of 2003 the board
instructed staff to proceed forward with the implementation of a Primary Public
Safety Answering Point. He said the
board also enacted an ordinance giving the town the authority to collect 911
surcharges on telephone lines that are currently going to Wake County. Mr. Parker said that beginning September 6,
2003 both Sprint and BellSouth began collecting those funds for the Town. Mr.
Parker said that the intended use of these funds are to purchase and maintain
the equipment necessary to provide the 911 services. He said that staff has reviewed a number of 911
equipment providers and feels that Wireless Communications not only offers an
excellent line of products but also stands behind the product with excellent
service after the sale.
Mr. Parker said with the Board’s approval to purchase the
equipment it will allow Holly Springs to receive, process, answer and record
the 911 calls. He said the remaining issue
is the need for a CAD (computer aided dispatch) system and a reporting system. Mr. Parker said the Town is currently using a
system that is maintained by Wake County and staff hopes that we can continue
this relationship. He said that this
would result in savings of approximately $100,000 in the cost of not replacing
the CAD (computer aided dispatch) and reporting system. Mr. Parker said that should staff be unable to
enter an agreement with Wake County for the use of the CAD and reporting system,
staff would come back to the board at a later date with a proposal to purchase
those items.
Mr. Parker explained to the Board the following equipment
items and price quotes:
* Central Equipment $185,833.46
* Communication Consoles (2) $ 33,322.64
* Master Time Synchronizer $ 8,962.30
* 16 Channel Analog Recorder $ 16,323.02
Total: $244,441.42
Mr. Parker said that in June staff provided the initial cost
estimation of $387,034.00 for all the hardware and software for our Public Safety
Answer Point. He said that estimate was
excluding $100,000 for the CAD and Reporting system. Mr. Parker said that the amount of $287,034.00
was the original estimate for the equipment, so the quotes are under the budget
by $42,592.58.
Commissioner Taylor asked once the purchase of the equipment
was completed will this be incorporated into the Town’s operating budget. Mr. Parker said the equipment was budgeted in
last June’s budget and the finance director will set up a budget account for the
equipment and repair in FY 2004-05.
Action:
The Board approved a motion to authorize staff to purchase the Public
Safety Answer Point equipment from Wireless Communications Inc. in the amount
of $244, 441.42.
Motion By:
Tedder
Second By:
Dickson
Vote: Unanimous
A copy of the Wireless Communication Inc. contract is
located in the office of Public Safety until such time as it is released for
disposition in accordance with the Town of Holly Springs Records Retention and
Disposition Schedule.
8c.
Creation
of Municipal Projects Architectural Review Committee - Mr. Simmons explained this
request is for the Board to consider the creation of an Architectural Review
Committee. He said the purpose of this
committee will be making recommendations regarding municipal projects. Mr. Simmons said that the past project
examples are the Bass Lake Visitors Center and Town Hall. Mr. Simmons said that future municipal
projects may include the fire station, community center, Jones Park
improvements, and library/cultural arts center.
Ms. Simmons explained that this committee would be
responsible for reviewing the architectural proposals, and making
recommendations to the Town Board concerning which firm(s) should be considered
for project award.
Mr. Simmons said that staff recommends the committee membership
should be a Town Board representative, Planning Board member, the Town Manager,
the Assistant Town Manager, a Department Head (responsible for the project),
and possibly an additional citizen representative.
Action:
The Board approved a motion to create a
standing Architectural Review Committee, for the sole purpose of making
recommendations concerning architectural firm selection for municipal projects,
whose membership will be comprised of a Town Board member, Planning Board
member, the Town Manager, Assistant Town Manager, the responsible department
head and a citizen from the community.
Motion By:
Dickson
Second By:
Tedder
Vote: Unanimous
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: Commissioner Van Fossen reported to
the Board members the Technical Review Committee met and that there were no
discussions of forthcoming projects. Mr.
Schifano reported on Court rulings regarding the Express Food and Fuel Mart.
11. Manager’s Reports:
None.
12. Closed Session ‑ None.
13. Adjournment - There being no further business
for the evening, the October 7, 2003 meeting of the Holly Springs Board of
Commissioners was adjourned at 8:00 p.m. following a motion by Commissioner Van
Fossen, a second by Commissioner Dickson, and a unanimous vote.
Respectfully
Submitted on Tuesday, October 21, 2003.
_________________________________
Linda R.
Harper, Deputy Town Clerk
Addendum
pages as referenced in these minutes follow and are a part of the official
record.