Holly Springs Town Council
Regular Meeting
March
15, 2011
MINUTES
The Holly
Springs Town Council met in regular session on Tuesday, March 15, 2011 in the
Council Chambers of Holly Springs Town Hall, 128 S. Main Street. Mayor Sears presided, calling the meeting to
order at 7 p.m. A quorum was established
as the mayor and three council members were present as the meeting opened.
Council
Members Present: Mayor Sears and Councilmen Jimmy Cobb and Chet
VanFossen and Councilwoman Linda Hunt Williams
Council
Members Absent: Councilmen
Tim Sack and Parrish Womble
Staff
Members Present: Carl
Dean, town manager; Chuck Simmons, assistant town manager; John Schifano, town
attorney; Joni Powell, town clerk (recording the minutes); Linda Harper, deputy
town clerk; Len Bradley, director of parks and recreation; Gina Clapp, planning
and zoning director; Jenny Mizelle, director of economic development; Kendra
Parrish, senior engineer; Jeff Wilson, information technology director; Niki
Litts, communications specialist; Stephanie Sudano, director of engineering; and
Drew Holland, finance director.
2 and 3.
The Pledge of Allegiance was recited, and the meeting opened with an
invocation by Rabbi Ederly of Temple Beth Shalom.
4. Agenda Adjustment:
The March 15, 2011 meeting agenda was adopted with changes, if any, as
listed below.
Motion By:
VanFossen
Second By: Cobb
Vote: Unanimous
Items added to Agenda: None.
Items
removed from Consent Agenda: None.
Items
removed from the agenda: None.
Other
changes: None.
5. Public Comment:
At this time, an opportunity was provided for members of the audience
who had registered to speak to address the Council on any variety of topics not
listed on the night’s agenda. The
following input was recorded: None.
6a. Payment of
Park Fees-In-Lieu Policy Amendment – Mr.
Beebe, developer of Duncan’s Ridge, said that in January 2010, the Town Council
approved a request to delay through January of 2011 the payment of fees in lieu
of park land dedication from plat recording to the time of building permit
assessment. He said he is requesting
that this policy change be extended.
The developer’s subdivision has less
than 20 lots remaining to be recorded.
Action:
The Council approved a motion to extend the expiration
until March 15, 2012 of a January 2010 policy change to allow the payment of
fees in lieu of land dedication at the time of building permit instead of at
the time of plat recordation.
Motion By: VanFossen
Second By: Cobb
Vote: Unanimous
6b. 2010 Census Report – The official
population of Holly Springs was 24,661 in April 2010. Since then, the Town has added about 418
people, so the population of Holly Springs is 25,071.
Ms. Clapp said the 2010 Census was a "short form" only Census,
meaning the only data that will be released from this Census is population,
age, number of households and people per household, race, and ethnicity. The remainder of the socio-economic data that
is usually associated with the Census is now being collected annually as a part
of the American Community Survey.
She said the Town of Holly Springs was
a strong supporter of the Census by adopting Town Council Resolution 09-13 to
have Holly Springs join the Wake County Complete Count Committee. The goal of the Committee was to raise
awareness and increase the number of households to respond to the Census. Wake County's goal for 2010 was 80% and Holly
Springs had the second highest response rate in the county at 84%.
She said on March 2, the United
States Census Bureau released the first batch of data for North Carolina that
included population statistics. The
remainder of the data is expected to be released in May 2011.
Holly Springs is the
sixth largest municipality in Wake County, she added.
Action: None.
6c. Rex Healthcare Report - Mr. Tom Williams of Rex Healthcare addressed
the Council. He announced that Rex Healthcare intends to submit an
application to the State of North Carolina requesting a Certificate of Need to
construct and operate a Holly Springs hospital with at least 50 beds and a
cancer treatment center. Rex is
requesting the Town Council's support with adoption of a resolution.
Action:
The Council approved a motion to
adopt Resolution 11-05
supporting Rex Healthcare’s application for hospital beds.
Motion By: VanFossen
Second By: Williams
Vote: Unanimous
A copy of Resolution 11-05 is
incorporated into these minutes as an addendum page.
7. Public Hearing: Pre-Budget Hearing – Mr. Dean
said the public has been invited via the Town’s Web
site and local media to provide comments on the Town’s FY 2011-12 budget. Citizens have been invited to provide input
as to what they feel are important programs, facilities or services.
The
purpose of this pre-budget preparation hearing is to give folks a chance to
have input before the budget process actually begins instead of having to wait
until the end of the process when it may not be feasible to make adjustments.
This
hearing is being held in addition to – and not instead of – the public hearing
that is required by law later in the budget process. That hearing is tentatively scheduled for May
or June, 2011.
Mr. Dean reported that
the Town had received three emails from citizens submitting written input.
With that explanation
completed, Mayor Sears opened the public hearing. The following input was recorded:
Charlotte Peters,
former tennis coach – Ms. Peters spoke in favor the Town’s adding public
tennis courts. She said she understands
the joint use of school courts; however, she said use is limited because school
use of the courts is priority. She added
that the town’s parks and recreation tennis program has grown, so the need for
town-owned courts is there. She asked
that public tennis be considered in the budget.
Laura Wyatt – Ms.
Wyatt also spoke in favor of public tennis courts in Holly Springs. She mentioned that there were grant
possibilities. In any case, she said,
she hoped the Council would consider adding public tennis courts.
Action:
None.
Copies of emails received are incorporated into these minutes as addenda
pages.
8. Consent Agenda:
The Council approved a motion to approve all items on the Consent
Agenda. The motion carried following a motion by Councilman VanFossen, a second by Councilman Williams
and a unanimous vote. The following
actions were affected:
7a. Minutes – The Council approved minutes of the Council’s regular
meeting held March 1, 2011.
7b. Budget Amendment Report– The
Council received a monthly report of amendments to
the FY 2010-11 budget approved by the town manager.
A copy of the budget amendment report is incorporated into these
minutes as an addendum page.
7c. Budget Amendments, $225,000 – The Council adopted amendments to
the FY 2010-11 budget in the amount of $225,000 to purchase
land adjacent to Bass Lake Park. Copies of the budget amendments are incorporated into these
minutes as addenda pages.
7d. Waterline Easement Release Agreement - The Council approved a release
of unneeded portion of waterline easement with authority for the Mayor to
execute the easement release form.
9a. Phase 3 Sidewalk Project – Ms. Parrish
said that on March 1,
bids were received and opened for the Phase 3 sidewalk construction project,
which includes five-foot concrete sidewalk construction on Earp and Raleigh Streets
and Holly Springs Road.
She said a total of 10 bids were
received. J.W. Grand, Inc. submitted the
lowest bid of $95,722.10.
This project was funded partially by
the John Rex Foundation Grant that Parks and Recreation staff obtained for
three separate projects. This is the last of the three projects.
Action: The
Council approved a motion to award a construction bid to low bidder J.W. Grand
Inc. for the Phase 3 sidewalk construction project in the amount of $95,722.10
and to approve a project authorization of $105,295 for construction plus
contingency.
Motion
By: VanFossen
Second
By: Cobb
Vote: Unanimous
9b. Main Street Sidewalk Project - Ms. Parrish said the
Engineering Department opened bids for the Main Street South Sidewalk project
on March 9. The low bid was received
from White Oak Construction.
She noted that
80% of the funding for
this project is from an NCDOT Congestion Mitigation and
Air Quality grant that staff applied for and secured some time ago. For this reason NCDOT also will have to
approve the contractor prior to construction and after Town Council approval.
Action: The
Council approved a motion to adopt Resolution 11-06 awarding the
construction contract to low bidder White
Oak Construction for the Main Street South sidewalk project in
the amount of $368,302, including contingency, conditioned upon NCDOT approval
of the contractor.
Motion
By: Cobb
Second
By: Williams
Vote: Unanimous
A copy of
Resolution 11-06 is incorporated into these minutes as an addendum page.
9c. Stream Repair Contract Amendment – Ms. Parrish
said the Town Council
approved a contract on March 2, 2010 with Kimley-Horn & Associates, Inc.
(KHA) to provide professional services for the Green Oaks Parkway stream repair
project that included the following design and permitting tasks: preparation of
a memorandum providing options for repair;
preparation
of construction drawings and specifications, bid documents, and an engineer’s
opinion of costs; facilitation and securing of permits and approvals; bidding
the project; conducting the pre-construction meeting; performing site
inspections of this specialized repair work; and preparing a required final
certification on the construction work once it is performed.
She said during the plan preparation
and approval process it was determined that the scope of KHA’s services for
construction administration needed to be expanded to include more detailed site
inspections to insure correct installation.
Stream repair is a specialized type
of construction, and it is now clear the scope of inspections needs to be more
detailed.
Action: The
Council approved a motion to approve an amended scope of
services in the stream repair construction administration contract with
Kimley-Horn and Associates in the amount of $16,600.
Motion
By: Cobb
Second
By: Williams
Vote: Unanimous
9d.
Green Oaks Parkway Stream Repair Construction Contract – Ms. Parrish said the Town retained
Kimley-Horn and Associates, Inc. (KHA) to design a stream repair project at four
of the stream crossings installed as part of the (two-lane) Green Oaks Parkway
project. These repairs are necessary in
order to comply with the U.S. Army Corps of Engineers and Division of Water
Quality permits originally issued for the roadway project.
She said the need for the repairs
became apparent during the periodic monitoring inspections required by the
environmental permits.
The design of the repairs has been
completed by KHA, the project has been bid informally, and is ready to
award.
Action: The
Council approved a motion to award the construction contract to low bidder River Works Inc., for
the Green Oaks Parkway stream repair project in the amount of $66,315 including
contingency.
Motion
By: Cobb
Second
By: Williams
Vote: Unanimous
10. Other Business: None.
11. Manager’s Report:
Mr. Dean thanked those who provided budget input. He also reported: on March 22, the Town will host a Moldovan
group; he urged Council members to support ribbon-cuttings; the police department
is hosting a bike rodeo this weekend; Congressman David Price will hold a meet
and greet at 7:30 p.m. March 21 at the Cultural \Center.
12.
Closed Session: None.
13.
Adjournment: There being no further business for
the evening, the March 15, 2011 meeting of the Holly Springs Town Council was adjourned following a motion by Councilman VanFossen, a
second by Councilman Cobb and a unanimous vote.
Respectfully Submitted on Tuesday,
April 5, 2011.
_________________________________
Joni Powell,
MMC, Town Clerk
Addendum pages as referenced in these minutes follow and are a part of the official record.