Town of Holly Springs

Board of Commissioners Special Meeting – Winter Retreat

Friday, Jan. 31 through Sunday, Feb. 2, 2003

MINUTES

The Holly Springs Town Board of Commissioners met in retreat sessions held between 6 p.m. Friday, Jan. 31 and noon Sunday, Feb. 2, 2003 at the Sheraton Grand Hotel and Conference Center in New Bern, North Carolina. Mayor Dick Sears presided at each of the sessions, and a quorum was established as each session opened.

Board Members Present: Commissioners Steve Tedder, John Schifano (arrived Saturday morning, Feb. 1), Chet VanFossen, Peter Atwell and Hank Dickson and Mayor Sears.

Staff Members Present: Carl G. Dean, town manager; Chuck Simmons, assistant town manager; and Joni Powell, town clerk (recording the minutes). Attending afternoon sessions on Saturday, Feb. 1 were staff members Stephanie Sudano, director of engineering; Gina Bobber, director of planning and zoning; Jennifer Carr, director of economic development; Ricky Blackmon, director of building code enforcement; Drew Holland, finance director; and Len Bradley, director of parks and recreation.

Although the Town Board worked through more than 35 separate issues and concerns, only three items required official Town Board action. The remaining topics were covered during detailed discussions, and the Board reached consensus on most subjects. A matrix of topics that gained Board consensus, along with Board directions, is contained in subsequent pages of these minutes and serves as the record of these discussions.

Mr. Dean said the purpose of the chart, which is designed to be updated as progress is made on each subject, is to ensure that all concerns and directives of the Town Board’s retreat are carried through to completion.

Minutes of action taken by the Board follow:

On Friday, Jan. 31, 2003, a quorum consisting of Mayor Sears and Commissioners Tedder, VanFossen, Dickson and Atwell was present.

1. Pump Maintenance Building – Mr. Dean explained that staff has been reviewing the plans for the new wastewater treatment plant pump maintenance building and have determined that changes to the site would improve drainage, soil erosion and infiltration into the plant.

Estimated cost of the project change is $75,605, Mr. Dean said, adding that the Town would subtract from this figure the cost of already-planned grading. The final price would be only $47,000.

Mr. Dean suggested that the Town could use funds that were earmarked in this year’s budget for a pump station upgrade in the business park, a project that will not likely occur in this budget year.

Members of the Board added that the project would greatly improve the site as well as protect the wastewater treatment plant. Commissioners suggested that the Town incorporate innovative landscaping, erosion control devices and stormwater management techniques into the project so that they can be used as educational exhibits for Holly Springs property owners.

Action: The Board approved a motion to amend the pump maintenance building project by relocating the roadway as recommended by staff and by diverting drainage to prevent infiltration and to make better use of the Town’s property at a cost of approximately $75,605, less the cost of grading.

Motion By: Atwell

Second By: Dickson

Vote: Unanimous.

On Saturday, Feb. 1, 2003, a quorum consisting of Mayor Sears and Commissioners Tedder, Schifano, VanFossen, Dickson and Atwell was present. When the following action was taken, however, Commissioner Atwell was not present.

2. Bass Lake Road Traffic Signal – Mrs. Sudano reported that bids for the installation of a traffic signal at the intersection of Bass Lake Road and Holly Springs Road had been received, and that the low bid was particularly attractive because of its comparably low cost. She recommended award of the contract to the low bidder, adding that the cost of the work would be funded with $50,000 from the developer and $8,000 from the Town.

Action: The Board approved a motion to award the bid for installation of a traffic signal at the intersection of Bass Lake Road and Holly Springs Road to S&S Electrical of Grand, North Carolina for a cost of $58,000, with payment described by staff.

Motion By: VanFossen

Second By: Dickson

Vote: Unanimous

On Sunday, Feb. 2, 2003, a quorum consisting of Mayor Sears and Commissioners Tedder, Schifano, VanFossen, Dickson and Atwell was present. When the following action was taken, however, Commissioners Schifano and Atwell were not present.

3. Irrigation Meters – Commissioners discussed the Town’s current abundant supply of water and whether or not adjustments in the water rates would be possible next year. Mr. Dean pointed out that even though the Town has positioned itself to have plenty of water, the infrastructure that was necessary will not be paid for for several years. He said he would not recommend cuts in water rates.

Commissioner VanFossen said he would at least like to see the fees charged for second water meters to be reduced. He suggested that the $1,000 capacity replacement fee be eliminated. After discussion, the Board agreed to lower the cost of installing second meters for gauging non-essential uses of water on residential properties.

Action: The Board approved a motion to lower the cost of installation of irrigation meters to $500 plus the cost of permits, meter deposit and back-flow prevention, effective April 1, 2003.

Motion By: VanFossen

Second By: Dickson

Vote: Unanimous

The following pages contain charts that describe topics discussed and directions given during the retreat sessions.

There being no further business, the 2003 Winter Retreat of the Holly Springs Town Board of Commissioners was adjourned at 12 p.m. Sunday, Feb. 2, 2003.

Respectfully Submitted on March 18, 2003,

__________________________________

Joni Powell, CMC

Town Clerk

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

Holly Springs Town Board of Commissioners 2003 Winter Retreat Chart of Directives and Actions
Board Directive	Primary Dept.	Date	Manager’s Action / Direction	Initial Deadline	Date	Follow-Up Comments and Directions	Follow-up Deadline	Date	Follow-Up Comments and Directions	Completion Date
	Other(s) Of Interest
Town Board Actions for Follow-Through
WWTP Drainage: Board approved motion to divert drainage and relocate road to prevent infiltration at an estimated cost of $75,605 less amount planned for grading (actual total $47,000) and to take funds from business park pump station project.	Engineering		Use this project to create educational display of sedimentation and erosion control and wetland management methods.		3/3	Eng: Sed/Erosion Plans reviewed by eng staff.
	WWTP
Bass Lake Road: Board approved motion to award bid for installation of traffic signal at Bass Lake Road and Holly Springs Road intersection to S&S Electrical of Grand, N.C. for $58,000 with $50,000 participation from developer and $8,000 from the Town.	Engineering		This will need a budget amendment at future meeting.		3/3	Eng: Notice of Award Issued for construction to begin
	Finance
Irrigation Meters: Board approved a motion to remove the $1,000 capacity replacement fee for those who purchase irrigation meters, lowering the total charge to $500 plus the cost of a meter, effective April 1, 2003..	Engineering		Town Clerk will information to website and place in newspapers during month of March. Water meter fee of $95 will still apply.	3/7/03	3/3	Finance: Need revised Utility Tap Worksheet from Engineering prior to effective date. Eng: fee sheet being revised
	Town Clerk / Finance / Public Works
General Development Issues
Trotters Village: Refer plan to TRC for changes more acceptable to neighbors.	Planning	2/4	Board sent this to TRC on Feb. 4			Planning: This plan was reviewed by the TRC on February 18^th. Awaiting a response from the Project Land Planner as to when to expect a resubmittal and what changes may be made.	3/3/03
	Town Board and TRC
	Town Board

Holly Springs Town Board of Commissioners 2003 Winter Retreat Chart of Directives and Actions
Board Directive	Primary Dept.	Date	Manager’s Action / Direction	Initial Deadline	Date	Follow-Up Comments and Directions	Follow-up Deadline	Date	Follow-Up Comments and Directions	Completion Date
	Other(s) Of Interest
General Development Issues Continued
Braxton Village North: Zone property to R-15 and address access issue in development plan	Town Board	2/4	Board rezoned this property to R-15 on Feb. 4. Development plan may have to be reworked to fit into R-15 district rather than R-10 as was requested. TRC may have to work with developer on the new plan.		3/3	Eng will review when re-submitted
	Engineering / TRC
Broadacre Park: Allow plan to proceed with new developer	Planning					Planning: There has been no further interest in this project.
	Town Board and Manager
Annexation Lines: Board supports proposal	Mayor		Approach neighboring towns with proposal for responses
	Manager
Development Project / Policy: TRC form recommendation on Cape Fear buffers. Policy to be drafted where no development would occur in flood plain and allows no filling of flood areas; and that no portion of a minimum lot should extend into the floodplain or buffer.	Engineering				3/3	Planning: Awaiting additional information from Engineering. The next TRC submittal deadline is March 11, 2003. Eng: met with Commissioner Tedder last week: some modifications to proposed language being made before TRC, PB, and TB meetings – probably a month before will be ready to move forward.	3/3/03
	Planning / TRC
Development Project / Policy: Report to Board with procedures for eliminating BOA. Report to include option of eliminating two findings of fact that have been problematic. Report on what other towns do and pros and cons of keeping BOA.	Planning					Planning: Currently doing research and talking with other communities that have made similar changes. Will provide a report in April to Town Board regarding options and others experiences.	3/3/03
	Town Attorney
Development Project / Policy: Board discourages small lot sizes and would encourage more diversity, but in the upper end price range.	Planning					Planning: Letting developer’s/ property owners know when calling regarding development options.	3/3/03
General Development Issues Continued
Development Project / Policy: Open space amenities should be more permanent in nature. Write design specifications for Town Board adoption.	Parks and Rec		Staff is in the preliminary stages of setting standards for greenway construction. This is the basic amenity required in development plans.
Development Project / Policy: Promote R-15 lot sizes and homes in the $220,000 range and up. Offer incentives for larger lot development (i.e. require no curb, gutter and sidewalk, provide fast track review process.	Planning				3/3	Planning: Letting developer’s/ property owners know when calling regarding development options. Not receiving favorable reactions from prospective developers. Eng: Eng to meet with Manager for more info on infrastructure changes.	3/3/03
	Engineering
Development Project / Policy: Any new multi-family should be upper end or upscale.	Planning					Planning: Letting developer’s/ property owners know when calling regarding development options.	3/3/03
New Role for TRC: Amend UDO to designate TRC with plan “pre-screening” or “re-screening” duties to give developers / investors directions up front and provide options for them.	Planning					Planning: This new role was discussed at the February 18 TRC meeting. Will be preparing an information sheet regarding this new procedure for Staff, TRC, and others.	3/3/03
Communication with Developers: Create checklist to use in reviewing plans to minimize instances of new requirements at end of review process.	Engineering				3/3	Planning: Prepared a draft version and distributed to other development review team members. Staff is to finalize the new checklist note sheets this week at their regularly scheduled plan review meeting. Eng: Checklists are already in existence for engineering – copies sent to Manager today. See Attached	3/3/03
	Planning
Planning Department Issues
Staff: Position of Code Enforcement Officer should be placed under Building Inspections	Planning					Planning: Preparing a long range staffing plan for the department including this role change. Will be meeting with Ricky and Carl within 2 weeks to determine transition and new responsibilities.	3/3/03
	Building Inspections
Staff: Request position of planner to be added during budget requests	Planning					Planning: Preparing a long range staffing plan which indicates that a Planner II or Sr. Planner position is needed at this time to complete long range planning and research efforts as well as GIS functions. Will have a Job Classification description completed this week. Have monies available for mid-year addition.	3/3/03
Infrastructure / Engineering Issues
Intersection Projects: 6 p.m. Feb. 18 Special Meeting on intersection projects. Provide cost comparison of various options, including 3-lane, 4-lane and turn-lane approaches; decreasing project scope/length; give Board options we feel are reasonable	Engineering	2/18	Board directed that Sunset Lake Road intersection was priority over NC 55 intersection. Proceed with this project and look at NC 55 intersection options more thoroughly.		3/3	Finance: Awaiting Board recommendation for final amount to be financed for these projects. Finance will send RFP’s this month for financing. Eng: NC55 intersection project options on 3/4/03 agenda
	Finance
WWTP Expansion: Proceed with reuse customer idea first because expansion may not be necessary. Other towns may want to participate. Also proceed with plans for final expansion.	Engineering				3/3	Eng: Industrial reuse customer pending 3/18/03 TB meeting action; cost numbers being assembled this week.
	Manager
Development Standards: Rewrite some of the development standards to be more clear for developers.	Engineering				3/3	Eng to meet with Manager to seek clarification of this task
Infrastructure / Engineering Issues Continued
Sunset Ridge Pump Station: Landscaping must be in by this spring.	Engineering		Parks & Rec. has not been involved in this process.		3/3	Bids received last week; to be awarded 3/18/03
	Parks and Rec
Medical Center Road: Proceed with road improvements at Medical Center	Engineering				3/3	Finance: Will send RFP’s this month for financing. Eng: Further action pending action on NC55 intersection at 3/4/03 meeting.
	Finance
Regional WWTP: Prepare a presentation for Board with information that was distributed.	Engineering				3/3	Planned for 3/18/03 TB meeting
Earp Street Sidewalk: Board will have further discussion to settle.	Town Board		On 2/18 Board gave attorney direction toward a settlement.		3/3	Matter settled
	Attorney
Legal / Town Attorney Issues
Clothing Closet Property: Transfer clothing closet property to Holly Springs Development Corp. as soon as possible to sell to a qualified buyer who should submit a development plan for review by the Town Board before actual sale of the property to the buyer for at or above appraisal. Reversion clause to be included	Town Atty.
BellSouth vs. Sprint: Make contacts with PUC to determine whether or not a telephone company’s service district can be eliminated / altered within the community so that Town has only one provider, preferably BellSouth.	Town Atty.					Econ Dev: I had a lengthy phone conversation with Herb Crenshaw at Bell South. His opinion is that the PUC would not support reducing the number of providers from two to one because that is opposite of their policy to encourage competition. He gave me some suggestions that I would like to discuss with Ernie and Carl.
	Eco. Dev.
Economic Development Issues
Scattered Sites: Work with Code Enforcement Officer to identify projects.	Eco. Dev.					Planning: Please let me know when you would like to meet to discuss this year’s program. Econ Dev: we should have approval of the grant by the end of March and will be able to finalize the program at that time.	3/3/03
	Planning
Wake County ED Funds: Check status and report to Town Board on Wake County incentive funds.	Eco. Dev.					Econ Dev-Per Ken Atkins the County’s policy is unchanged and provides water and sewer connections to facilities within RTP only.	3/3/03
Public Safety Issues
Fire Station: Proceed with pursuing receipt of Moravian Church property in exchange for fee-in-lieu of road improvements. Report back to Town Manager what church has decided.	Public Safety				3/3	Cost estimate being prepared
	Engineering
Speed Control: Try to avoid Holly Springs’ getting a reputation as a “speed trap”	Public Safety
Budget / Finance
New Positions: In FY 2003-04, figure to add Town Attorney, planner; staff engineer; public information officer. Get numbers together as to cost for salaries and benefits, take back to the Board for consideration before budget is finalized.	Finance					Finance: Received information from Human Resources and forwarded Salaries plus benefits to Erika.
	Town Manager
Expenses vs. Revenues: Prepare graph/chart illustrating rise and fall of Town’s expenses and revenues over the years (to see how parallel the two rise together… or not). Distribute to Board.	Finance					Finance: Preparing schedules now. Will have before the end of the month.
Parks and Recreation Issues
Community Center: Research and report to Board on the following options: cost and feasibility of refitting existing Hunt Center to a more modern, comfortable and attractive facility; demolition followed by reconstruction; using lower practice field as part of a new two-level building. Include estimates of how much money could be raised by programs to defray costs of construction and programs.	Parks and Rec		Prior to reproofing this facility and architectural firm confirmed that this facility was not in a condition to be demolished and was worthy of continued use. Requests have bee made in the past to renovate areas, landscape and const. parking. The area in the lower level is very unfriendly to access and receives a good amount of storm runoff. Generally it is not practical to expect for program fees to defray more than operational expenses.
Department Attitude: Encourage and emphasize customer service and cooperation with civic groups.	Parks and Rec		We will use training and counseling for our staff. Staff has also drafted a co-sponsorship agreement to be used with civic groups. Existing complaints on this subject on few.
Dog Park: Provide information on what another town has done to build a dog park (obstacles, participation, problems and how to avoid them, cost). Is there a community or a group in Holly Springs that would take up this cause? If so, the Town should work with this group and provide support.	Parks and Rec		Further information has been collected. Presentation will be forthcoming. The local group that was assembled is no longer active to the best of my knowledge.
Middle School Scoreboard: Place in budget requests for FY 2003-04 and plan to offer to new principal.	Parks and Rec		Will be requested; however the funding is approved.
Public Works Issues
Meter Readers: Prepare a report or chart comparison of hiring a contractor to read water meters and doing in-house. Pros and cons of both options. Prepare information on benefits and detriments of every other month billing.	Public Works					Finance has not started yet. Will begin in Mid-March.

Finance