28 Apr April 28th, 2014 Minutes

THE FOUR HUNDRED AND THIRTY FIRST SESSION OF THE BOARD OF ALDERMAN

VILLAGE OF ALAMANCE
April 28, 2014 – 7:00 PM

Present: Mayor Bundren, Mayor Pro Tem Tichy, Alderman Clemmons, Alderman Sharpe, Alderman Slaughter, and Clerk York.

Absent: Alderman Gregory and Alderman Crouse

Alderman Clemmons gave the invocation.

Mayor Bundren called attention to some information that was missing from the minutes due to a technical glitch in the audio recording. The information relates to the debris removal and FEMA. Clerk York will retrieve the missing information and correct the minutes. Alderman Sharpe moved to approve the March 24, 2014 meeting minutes, pending the correction. Alderman Clemmons seconded the motion. The motion passed unanimously.

OLD BUSINESS

Report on Cabin Pump Station Project

Mark Reich observed that more progress has been made this past month. Mr. Bateman has the easements ready to go out. They are working on tweaking the cover letter that will accompany the easements. It is hoped these will be mailed out tomorrow or in the next day or so. They have also requested permits and will need to get encroachments to the Department of Transportation. Also, they will need to obtain sewer permits from the State, along with erosion control permits from the State. They are just waiting on one signature from the City of Burlington for the sewer permit, then it should be ready. Mayor Bundren referred to the change noted in the letter. Mr. Reich stated that property values for one property owner were lower than the others. They looked at the four parcels that they are obtaining. Two of the parcels, the highest ones, were pretty close to each other. They determined the per acre tax value. Easements typically have 50%-75% of that actual value. Using that as the basis, they used the highest value of the four parcels, and used this for all of them. This way, they would be offering all property owners the same value per acre. The total value of those acquisitions is $3066.00. They are in the process of obtaining all the easement acquisitions. There is some concern, as Alderman Crouse mentioned last month, with Mrs. Shoffner, because of her health issues. It’s possible they may have to work through her power of attorney. The specifications are all nearly complete, so they will be able to advertise for bids. They’ll be getting this ready in the next 30 days. Depending on how the easement acquisitions go, they will then be in a position to advertise the project for bids. Mayor Bundren thanked Mr. Reich for the update.

ORC Report

Arnold Allred reported that everything is back to normal, following the power outages in March. There was an issue with the telephone line at the Birch Station, but this is working fine now. Everything is back to normal on the pumping stations, following the ice storm. Relating to the distribution system, the chlorine switchover happened on April 15, 2014. This went pretty smoothly. This started at 9:30am that Tuesday and by 1:00pm everything was switched over. It took about 85,000 gallons and cost approximately $300.00. This will be repeated again next week, when they switch back to chloramines. Mr. Allred has spoken with Eric at the City of

Burlington. Burlington will switch back on Monday, so the Village will switch back on Tuesday, just as it was before. There have not been any complaints in the Village. Eric noted that everything went smoothly for Burlington also. Mayor Bundren asked if the switch over would require the same number of gallons again. Mr. Allred replied it would be about the same amount. They have also exercised some valves while they were in the area. Mayor Bundren thanked Mr. Allred for his report.

There was no further Old Business.

NEW BUSINESS

Deerfield Property Plat

Clerk York introduced the Deerfield property plat for the Board’s consideration. The Planning Board met just prior to the Board of Aldermen meeting, to consider this plat. Clerk York passed out copies of the plat. He first presented the subdivision that was approved by the Planning Board and the Board of Aldermen in December. Now, there is a line that is going away in Lot #3 and they are drawing a line to create a new lot. A section is being cut off to add to the new lot. Clerk York positioned one drawing over the other, to demonstrate the changes. He added that it is confusing. Attorney Bateman also reviewed the plat. Clerk York reported that the Planning Board did approve the plat. Mayor Bundren asked if the plat was in the ETJ. Clerk York affirmed that it was in the ETJ. Clerk York reviewed the changes again. Attorney Bateman asked if the number of lots was being increased. Clerk York replied negatively; the number of lots was not being increased. He explained that under recombination you could take two lots and eliminate a line. If you take two lots and draw a new line, that would still be a subdivision. Attorney Bateman stated that he did not interpret the ordinance that way. He explained that the number of lots should not increase. Clerk York summarized that with multiple lots, as long as the number of lots does not increase, the lot lines can be moved around, as long as the resultant lots meet the ordinance and this would not be a subdivision. Attorney Bateman added that as long as there are no improvements, then the plat would be exempt. Mayor Bundren concluded that there was nothing to approve. Attorney Bateman confirmed, adding that this is done quite frequently.

Resolution Naming Primary Contact for FEMA Application

Clerk York explained that, as part of the process of applying for aid from FEMA, a primary authorizing agent must be named. This individual will complete the application and sign off on applicable documents. Typically, this is a staff member. Clerk York recommended that he be the primary authorizing agent and Mayor Bundren be the secondary authorizing agent. The resolution must be passed in the first month from when the federal disaster was declared. The declaration was made on April 1, 2014, so the resolution must be passed by April 30, 2014. Alderman Clemmons made the motion to accept the resolution as written. Mayor Pro Tem Tichy seconded the motion. The motion passed unanimously.

Budget Amendment

Clerk York presented the budget amendment, observing that this one was a little more involved. There are three parts to the amendment. It deals with the General Fund, the Capital Project Fund (the siphon project), and the Water and Sewer Fund. Under the General Fund, there needs to be an additional $800.00 appropriated in Transportation. This will allow payment of the bill for the street lights by the end of the year. A reduction has been made in Street Repairs. When the Capital Projects Fund was passed, the initial budget was $443,000.00 over the course of two years. This year, plans were to budget $403,000.00 for the siphon project. Not all of that will be utilized as the end of the fiscal year draws near. The budget amendment calls for only $43,000.00 from the General Fund for that project this year. Next year, in the 2014-2015 budget, the balance of $360,000.00 will be appropriated for the project. As a result, the expense has been reduced by $360,000.00. On the revenue side, the appropriated fund balance of $272,000.00 is being eliminated. The purpose of the appropriated fund balance is to take extra funds to cover the large expense anticipated this year. Only $272,000.00 has been eliminated in revenue, while $360,000.00 has been eliminated in expense. Eliminating more expense than revenue creates a surplus. The difference of $88,000.00 has been placed in the Capital Expenditures line item. Clerk York provided the expenditures budget, in its entirety, for the Board. He asked if there were any questions. In the Water and Sewer Fund, the Capital Expenditures line item is being reduced $600.00 so that additional funds can be added to Postage and Water Sampling expenditures for the end of the year. There is no new revenue; the amendment is reducing one expense and adding to another. Clerk York asked if there were any questions, adding that this was discussed somewhat at the earlier budget meeting. Mark Reich raised a question relating to the upcoming expenditures for the easements. He asked if these expenditures would be covered, with the budget amendment. Clerk York stated that this would be covered in the transfer of the $43,000.00. Mr. Reich said this should be more than enough to cover the expenditures for the easements. Alderman Clemmons made the motion to approve the budget amendment as presented. Mayor Pro Tem Tichy seconded. The motion passed unanimously.

Finance Report

Clerk York referred to the Finance Report in the packet. A total of $445.31 was earned on the $111,000.00 CD at Carter Bank on February 25, 2014. The March CD earned $556.63 for the year. A total of $571.66 was earned on the April CD. The April CD has been renewed at the rate of .60%. The March CD renewed at the rate of .55%. The February CD renewed at the rate of .60%. The total value of all the CDS was noted on the Finance Report. The total interest earned for the year is $5680.00. Mayor Bundren thanked Clerk York for his report.

Appointment of New Member to the Planning Board

Mayor Bundren asked if anyone had expressed interest in serving on the Planning Board. Clerk York stated that Dan Tichy has expressed interest and is willing to serve on the Planning Board. He has not heard from anyone else. Mr. Tichy is coaching in Greensboro and is unable to be present. Mayor Bundren noted that it is up to the Board to make the appointment. There is not currently a representative from Heritage Glen on the Planning Board. She asked Attorney Bateman whether Mr. Tichy’s role as HOA representative would have any bearing on the appointment being discussed. Attorney Bateman replied that this had no bearing. Alderman Clemmons expressed support for Dan Tichy in the appointment to the Planning Board. Alderman Clemmons made the motion to appoint Dan Tichy to the Planning Board. Alderman Slaughter seconded the motion. The motion passed unanimously. Clerk York reported that there will be another vacancy on the Planning Board coming soon. Cheryl Riley is moving away and has informed that a replacement needs to be found. She resides inside the Village. There are 9 people on the Planning Board, including the Chairman and eight other members. Six of the members are inside the Village, three are outside the Village. Dan Tichy will replace Junior Frye, from inside the Village. The person that replaces Cheryl will need to live inside the city limits.

OTHER BUSINESS

The Fire Chief of the E.M. Holt Fire Department addressed the Board. He reported that they are starting to work on their ISO. Their rating on the ISO affects their insurance rate. Entering into a contract with the Village of Alamance to provide fire service can help this rating. They do not have a contract with the City of Alamance. It will benefit the citizens, as this will give Alamance a lower rate than that of the County, since Alamance has all the water system. There will not be any cost involved. It will benefit the Village. They will draw up a contract for the Board to consider and for the Town Attorney to review. At ISO time, it probably could drop the Village down to a lower rating because of the whole water system. The last time they did an ISO, the district could not be split because there was no contract. Mayor Bundren asked how soon the contract could be completed. The Fire Chief said there was plenty of time. They will try for a better rating, but it will probably be a year before they will get to it. The district will be rated. It has a rating of “7” now and they are working to get a lower rating. If the Village of Alamance drops to a “5”, then the rural district would be a “7.” Mayor Bundren asked if this would affect the tax rate. The Fire Chief replied that this would not affect the tax rate. This has to do with the insurance rating. It will lower the insurance rating. A rating of “5” would help draw businesses too. Last time, the rating stayed at “7” because of the airport and the industry there. The Fire Department did not have enough equipment to take care of all of that. This is out of their district now, so hopefully they can drop the rating down to a “6” or a “5.” If they could drop to a “5” then the Village might drop to a “4.” They now have enough equipment to take care of their coverage area. The Fire Chief stated that he will try to have information ready for the next meeting. Mayor Bundren thanked the Chief for all that they do.

Alderman Sharpe asked about the letter concerning city-wide speed limits that was to follow a presentation by the Sheriff’s Department. Mayor Bundren stated that Tammy wrote the letter and it was probably in the files. Clerk York said that he would look for the letter. Alderman Sharpe informed that the Sheriff’s Department indicated that the Mayor would do the letter. Alderman Sharpe stated that the Board needed to look at this again. Clerk York asked when this had taken place. Mayor Bundren explained there was a request that the speed limit in the Village be reduced. Alderman Sharpe stated that the Sheriff’s Department has trouble giving speeding tickets because of the fact that the speed limit changes more than once inside the Village limits. Mayor Bundren asked what had happened to bring this forward now. Alderman Sharpe responded that someone had asked what had happened and why there hadn’t been any change. Alderman Clemmons said he remembered the discussion. He asked Clerk York when he began working as Town Clerk. Clerk York informed that he started in 2008. It was the consensus that this discussion happened in 2006 or 2007. Clerk York asked what the desired speed limit request would be. Mayor Bundren asked Clerk York to check the minutes and then they will go forward from there.

Alderman Sharpe also reported that Peggy May wanted information about the pot hole on her street. Mayor Pro Tem Tichy asked if this was on Ashe Drive. Alderman Sharpe affirmed that was correct. Mayor Pro Tem Tichy observed that Ashe Drive was maintained by the State. Alderman Sharpe also noted the pot holes on Highway 62. Mayor Pro Tem Tichy responded that he would send an email to Mike Mills.

Clerk York addressed the two piles of storm debris on Rob Shepard Drive. The truck came to get the debris, but couldn’t get in because of the low line. The Village cannot be reimbursed for commercial pickup, only residential pickup. Clerk York said he wasn’t sure what to do about the debris, as it cannot be picked up as yard waste. He can ask the same crew that did the residential pickup to do it with a smaller truck. There will be a cost involved, with no reimbursement.

Attorney Bateman asked to whom the property belonged. Clerk York replied there is debris in front of Dr. Patterson’s office and some at the Town Hall. Mayor Bundren observed that, since the piles are so small, if someone could cut it in 4-foot lengths, it could be picked up as yard waste. The Village already pays for yard waste pickup. Clerk York asked if it would be okay for him to ask someone to cut the debris into the acceptable lengths. Alderman Clemmons commented that Mr. Byrd might be able to do that. Clerk York also reported that there is a problem with the tree in front of the Town Hall. He can’t fly the flag at half-mast because of the tree. The tree needs to be trimmed back or moved. A tree died several years ago and he wondered whether the tree could be moved to that spot. Clerk York receives notices via email requesting that the flag be flown at half-staff. He has received public comments in the past, if the flag is not at half-mast. Mayor Bundren asked if the tree could be trimmed to accommodate this, without disfiguring the tree. Clerk York replied that he couldn’t say for sure. He will obtain some quotes and bring this back to the Board. The Mayor said she would look at the tree and see what this would do to the look of the front of the building. She asked Clerk York to bring this back to the Board.

Clerk York also reported that FEMA has asked about the procurement policy for the Village. The Village of Alamance does not have an official procurement policy, other than to follow the policy of the State.

Clerk York asked for thoughts about having a generator at the Town Hall. Mayor Bundren asked if there had been many responses back from the questionnaire. Clerk York replied that the responses have been entered into a spreadsheet. He will email this to the Board. Clerk York has not yet received pricing from King Electric for a generator at the Town Hall. Alderman Clemmons stated that he thought it would be wise to have a generator at the Town Hall. He suggested that guidance be sought from Alamance County’s Emergency Management, regarding pricing, details, and who to contact.

There was no other business.

Public Comment

There was no other public comment.

Alderman Clemmons moved to adjourn and Alderman Slaughter seconded. The motion passed unanimously and the meeting was adjourned.