15 Dec December 15th, 2014 Minutes

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

VILLAGE OF ALAMANCE
December 15, 2014 – 7:00 PM

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

Absent: Alderman Gregory

Alderman Crouse gave the invocation.

Alderman Sharpe moved to approve the November 24, 2014 meeting minutes. Alderman Slaughter seconded the motion. The motion passed unanimously.

Final Plat, Phase 5-A of Heritage Glen

Clerk York reported that the Planning Board met last week. They voted to approve the final plat for Phase 5-A of Heritage Glen. It is now presented to the Board for approval. Phase 5-A includes lots #2 – #19. One of the conditions is that a bond be posted in the amount of 150% of the improvements that need to be completed. The motion would need to be made, subject to receiving the bond, or letter of credit, in a form acceptable to the Attorney, in an amount approved by the Engineer. Mark Reich provided handouts for the Board and gave an update. The developer/contractor has put in the 2-inch surface course, which is being used as an intermediate course. The final course is yet to be put down. They have adjusted the water valves and the manholes. The water system has been tested. The bacteriological test results were acceptable. Once there is final approval from Public Water Supply, everything can be turned on. The following testing has been completed: the subgrade was proof rolled to the stone and asphalt depth was checked and met requirements. The contractor had ECS, a testing firm, to perform nuclear density testing on site. They did nuclear density testing on a “test strip” for the asphalt. Mr. Reich observed the pattern while they put the rest of the asphalt down. All of that was in compliance with the project. ECS has cored three samples to confirm that the compaction is there, after the fact. They are waiting on those test results on that phase. The water meter setters have been completed. The final surface will be done after the homes have been constructed. The seeding and mulching has been finished, and the rip rap is in. Mr. Reich will check on these recent completions. The street name signs and the stop signs are not yet done. The video has also been done. Once Mr. Reich can review all the information, this should be good to go. The motion to approve does need to include that the bond form is acceptable to the Village Attorney and that the bond amount is acceptable. Mr. Reich will double check that. The final walkthrough should take place on Wednesday, December 17, 2014. Mayor Bundren thanked Mr. Reich for the update. Mayor Pro Tem Tichy made the motion to approve the final plat for Section 5-A subject to the bond in the amount to be determined by the Village Engineer and the form to be approved by the Village Attorney. Alderman Crouse seconded the motion. Alderman Clemmons asked whether the lots followed, for the most part, the original plan. Mr. Reich responded that the only deviation from the preliminary plan is the cemetery being larger, based on the ground penetrating radar that was recently performed. It was determined that the cemetery was larger than previously thought. So, lots #18 and #19 are slightly smaller than on the preliminary plan. They are both greater than 15,000 square feet. This is a minor deviation from the preliminary plan. Everything else is the same. Mayor Bundren asked for the original square footage on the two lots. Mr. Reich indicated it was less than 1,000 square feet difference, one way or the other.

Clerk York observed that lot #8 has changed. It is 200 square feet different, from the preliminary plan. It is approximately 20,600 square feet as opposed to 20,800 square feet in the preliminary plan. Mr. Reich noted this could have been determined in the final bearing, from the survey. He referred to the preliminary plan that was approved in 2005. Lots #8 and #9 are shown to be in the Estates, while the rest are determined to be in the Meadows. There is a note on the plat that states this information. That has not changed from the preliminary plan. Alderman Clemmons suggested that they ask if anyone in the audience had any questions. Mayor Bundren called for any questions from the public in attendance. There were no questions. With the motion made, and seconded earlier, the Board voted to approve the motion. The vote was unanimous.

OLD BUSINESS

Report on Cabin Pump Station Project

Mark Reich reported that Attorney Koonts has sent the easement to the Connetts. He is waiting on Tim Crouse, who is working out of town, to sign the easements. Mayor Bundren inquired about the situation with Mr. Kirkpatrick. Attorney Koonts replied that they are moving forward on that. He hopes to have that one done, at about the same time the other ones are back in. Mr. Reich stated that he will be ready to advertise for bids, once he has the three easements in hand, if this would be the Board’s pleasure. There was Board consensus regarding Mr. Reich’s suggestion. Once the bids are back in, he will bring them to the Board with a letter of recommendation. Mayor Bundren thanked Mr. Reich for his report.

ORC Report

Arnold Allred provided the ORC Report. Everything in the collection system is well in line. The state inspection went very well, with no problems. Mr. Allred will be doing a collection system inspection this month. He does this every 6 months. Regarding the distribution system, the THM tests were run and all passed. Mr. Allred took the BAC-T samples from the new system, working with Mr. Reich on that. Basically, everything is in good shape. Mr. Allred asked if there were any questions. Clerk York mentioned the reduced monitoring. Mr. Allred reported that the Village is now on reduced monitoring for lead and copper. This will be tested every three years, so sampling will not be done again until 2016. That is wonderful news. Mayor Bundren thanked Mr. Allred for his report.

Update on Repair of Town Hall – Mike Davis

Mike Davis provided an update on the repairs at the Town Hall. Everything has been completed, except deciding what to do with the floors. There is $3956 in the quote from the insurance company that the Board can spend as they wish. The $3956 is accounted for because the carpet cannot be matched, because it was installed 10 years ago. To keep from having a hodgepodge throughout the building, the insurance company agreed to replace the carpet in the Conference Room, the carpet in the Sheriff’s office, the carpet in the Finance office, and the throw rug. That is 111 yards of carpet, with a cost of $3956.00. This is the decision for the Board, as to how to spend these funds. In talking about that, the longevity of the laminate floor needs to be addressed. The Board now has the opportunity to update the floors. Mayor Bundren observed that the carpet in the Conference Room is still in good shape, as is the carpet in the Sheriff’s office. The only room that really needs carpet is the Finance Office, which was damaged. Since that carpet and the laminate can’t be matched, now is as good a time as any to make a change. Mr. Davis said that this is a good opportunity to pick the best match to go with the hardwood floor. At the time, Mr. Davis observed, the original laminate was an affordable floor. It has an 8- 10 year life on it. It is now at the end of its life. He provided the options for Board consideration. The wider planks will hold up better under commercial use. The commercial warranty is 15 years. It has a 20 mil wear layer. It is a 20 mil thickness floor, with a 5 mil clear layer over that. The wear ratio has been much improved. The Board would need to pick a color, not an interior designer. A second option would be to do some painting. Bases could be reinstalled, and repainted. Or, quarter round could match the color of the floor decided upon. There is also a price for painting the foyer, the hallway, the kitchen, and the office. The Conference Room and Finance Room have already been painted. Mayor Bundren asked about the baseboards in the second option. Mr. Davis suggested they not go back with the plastic coat base. The insurance company approved that. In the hallway, there is baseboard and quarter round done in the initial construction. Mr. Davis suggested the Board use the base. The worst case would involve putting new quarter round, depending on how it comes up. The quarter round has to be taken up, though the baseboards don’t have to be taken up. He pointed out that he had misstated that the baseboard would have to come up. That will reduce that item by $600.00. This would bring the cost to $4500-$4600. Mayor Bundren asked for the difference between option # 1 and option # 2. Mr. Davis agreed this was confusing. There is partial coat base. That is not the case, if the Board decides to flip flop. Mr. Davis stated the Board wouldn’t want to go to the expense of putting baseboards in the Conference Room. They could easily spend $1100.00 -$1200.00 to replace the carpet in the Finance Office, but then they are still dealing with the laminates at this point. Mayor Bundren asked for the difference in cost between what the insurance company has paid and the total cost of the flooring. Mr. Davis replied that to put the flooring down would jump the price up about $3000-$4000. It is about a $7000.00 installation, to do 1000 square feet. Clerk York clarified that the numbers on the sheet were after the credit. Mr. Davis stated that the price is listed as $3956.66, after the $3956.00 for the credit. The numbers just happen to be similar. Mayor Bundren commented that the Village wouldn’t have another opportunity to have $3956.03 of insurance money to do anything and if the work is to be done it needs to be done right. She asked if any Board members were opposed. Mr. Davis indicated he could sharpen up the numbers, saying he didn’t think the Board wanted to put the coat base in. He added they could leave the baseboard that is there. The Board just needs to decide whether to buy quarter round that gets painted or buy quarter round that gets stained to match the hardwoods. These are just little details that can be worked out in the installation process. If the Board wants painting done, this would be done before new floors are installed. Mayor Bundren asked if option #2 included the paint. Mr. Davis answered that option #2 does not include the paint. He directed attention to information printed below option #3. Alderman Crouse reported that the paint cost was $2596 or $2600 dollars. Mr. Davis stated they could work on that number, depending on what the Board wants to do. It is a bird’s eye view, but all areas don’t have to be painted. They can do the hallway, the foyer, and Ben’s office, and not paint the kitchen. This would bring down the cost. Mayor Bundren pointed out that if they do the work, it needed to be done right. Alderman Crouse concurred that it should be done all at one time. Alderman Slaughter asked how long it had been since the other areas have been painted. Mr. Davis answered that it had been about 5 years. It has been a while. Mayor Bundren asked if there were any questions from the Board. Mr. Davis said the close-out is close with the insurance company. It is just a matter of the Board deciding what to do. There was a disagreement with the insurance company about a $1200.00 item; Mr. Davis did not like how they handled it. It wasn’t worth arguing over. This has been settled, as far as Mr. Davis is concerned. Alderman Clemmons asked about the insurance funds. Mr. Davis responded this would put the money in pocket. The Village would not have to replace carpet in the Conference Room or the Sheriff’s office. The decision then would be what flooring to put in the Finance Office. There could be a hodgepodge theme or whatever. Alderman Clemmons confirmed that there is $3956.00 coming from insurance. Option #1 would be $3965, after the $3956. Mr. Davis indicated this was accurate; the only speculation is whether quarter round would have to be installed. This is based on how the Board wants to do it and whether they want to go with a similar look already there. Or, perhaps the Board would want a quarter round that would match whatever floor is selected—that is a preference. Mr. Davis added that it is confusing, as the baseboards are not even in consideration. Insurance only allowed for coat base. The Town Hall has shoe molding and baseboards already. There is no reason to upgrade that. The out-of-pocket cost is closer to $3900.00, based on quarter round coat and whether the Board decides to paint. Alderman Clemmons summarized that it would cost $4000.00 out-of-pocket for option #1. Mr. Davis added that if painting is done, the cost would be $2000-$2500. However, he’s hearing “do it all” so that would cost $6000.00. Mayor Bundren stated that the Conference Room has already been painted because of the accident. The Finance Office has already been painted. Mr. Davis added that the only area not included is the Sheriff’s Office. That would cost another $200-$250. That could be worked out, if the painters are already on site. Mr. Davis offered to make the options less confusing. Insurance allowed carpet and coat base, but they don’t care what the Board does with the $3956.00, now that it’s settled. Alderman Slaughter asked about the flooring in Clerk York’s office. Mr. Davis replied that it is a laminate. Mayor Bundren observed that it is worn. Mr. Davis added that area gets more use; that’s just the way it worked out. Alderman Clemmons stated that he liked the idea, but would like more confirmation on the numbers. Mr. Davis offered to tweak the package, to have no options, and to do exactly what the Board is talking about. He can give an alternate add for 240 foot of quarter round, if the Board wants to paint. If it is painted like it is now, the majority of that should be saved. Mayor Bundren noted it would be a month and a half; the Board will meet again on the fourth Monday in January. The Finance Office is not being used, so it doesn’t matter. Mr. Davis added that it will be Clerk York, more than anyone, who will be inconvenienced. Mayor Bundren asked if the samples could be kept for consideration. The consensus was to table this item until the next meeting. Alderman Clemmons suggested that a group be pulled together to go over this item. Mr. Davis clarified that the Board would like to have one of the Low Country Clique options, to put 1000 square feet everywhere. Then there will be a line item for an alternate add for quarter round, either painted or stained. Then, there will be a cost for painting the Sheriff’s office. The Board can see then exactly what the numbers will be. Mayor Bundren asked if the sample was another laminate. Mr. Davis replied that it is a much better grade, which is in the price. It is a higher quality product, with the wider planks. Mr. Davis added that he really likes the 20 mil overall, with the 5 mil thickness. There is no capping, like the green color seen on the older laminates. It is a full-body color, all the way through. Mayor Bundren asked for the difference in cost to install real hardwoods, as opposed to laminates. Mr. Davis indicated this would increase the cost by $3000.00. The real hardwoods cost $8.00-$8.50 per square foot. Mayor Bundren stated that this would be tabled until the next meeting. She thanked Mr. Davis for his presentation.

Other Old Business

Alderman Sharpe expressed thanks on behalf of Peggy May for the repairs done on her road. Clerk York reported that C & J Utilities had completed the repair work. It has just recently been completed. Mayor Bundren commented that she was glad this project was completed.

There was no further Old Business.

NEW BUSINESS

Finance Report

Clerk York provided the Finance Report. The CD doesn’t mature until Friday. A budget amendment is needed, as he has the first invoice for construction observation of the new phase.

The invoice totals $8900.00. This cost will be split between Streets and Water and Sewer. Mr. Reich had specified these amounts. The engineering portion for Streets needs to be amended. The water and sewer portion is good. Clerk York provided financial documentation for the Board to review. The amount of $5000.00 was budgeted for the entire year for engineering streets. So far, $2781.25 has been spent. That leaves a remainder of $2218.00. The invoice is approximately $6500.00, taking the budget over by $4300.00. Mr. Reich has estimated that Water, Sewer, and Streets will total $13,000-$14,000. Clerk York proposed to take $5000.00 from the Jordan Lake line, and $3000 from Capital Expenses. This will be a total of $8000.00 added to engineering streets. That will leave roughly $3000 in Engineering, Streets. After paying the bill, there is a balance of $2600 in Water and Sewer, which should be enough. This, plus the amount for Water and Sewer, from what is received from Construction Observation, should carry the budget through the rest of the year. If it doesn’t, it will be much later in the year before a budget amendment would need to be done. Clerk York summarized his proposal to take $5000.00 from Jordan Lake, $3000.00 from Capital, for a total of $8000.00. This will be added to Professional Services, Engineering; taking the budget amount of $5000.00 up to $13,000.00. Alderman Sharpe made the motion to approve the budget amendment as presented. Mayor Pro Tem Tichy seconded the motion. The motion passed unanimously.

Clerk York also reported that he has received two requests for street signs. He wanted to check with the Board. It is not a big expense, but would like Board approval. The requests are for a speed limit sign on Cornerstone and stop signs at the intersection of Brookstone and Freedom. There was some discussion about the stop signs, and it was determined that this would become a 4-way stop at Brookstone and Freedom. Alderman Clemmons asked if only one person had asked for the stop signs. Mayor Bundren asked whether this was something the Heritage Glen Homeowners’ Association would look at. Dan Tichy, present at the meeting, indicated this was the first he had heard of that request. Additional stop signs have never been raised to the attention of the Homeowners’ Association. Mayor Pro Tem Tichy stated they are probably looking at slowing down the traffic headed to the construction site. Alderman Clemmons suggested this needed to be thought through, before taking action. Dan Tichy observed that this is a main thoroughfare. Traffic might be backed into Heritage; that might not be a smart idea without fully investigating it. Clerk York noted that he is not advocating for it, but rather passing along the request. Mayor Bundren asked Mark Reich, Village Engineer, to take a look at that request. Clerk York returned to the request for the speed limit sign. Mayor Pro Tem Tichy reported that once you pass the beginning of the development, there are virtually no speed limit signs anywhere. There are a lot of cars that are speeding these days. He asked Mark Reich if he could look at the speed limit sign request as well. Mayor Pro Tem Tichy observed that there used to be a speed limit sign on Cornerstone, but it was removed by construction people, as a favor to someone no longer living there. He stated that the sign could go back. Mrs. Theresa Tichy speaking from the audience stated that she had no problem with the sign being placed on the lot next to her house. Over the summer, there were kids that would “drag” around Cornerstone, since it is like a horseshoe. A driver went skidding off, through brick pillars, down into the embankment where the drainage is located. The driver was lucky he wasn’t killed. Drivers tend to speed on Cornerstone. Mrs. Tichy stated she thought the speed limit sign would help with the speeding situation on Cornerstone. Mr. Reich asked for details about where the accident happened. Dan Tichy provided the details. He added that he does get numerous complaints about speeding in the neighborhood. That has been raised to the attention of the Homeowners’ Association, numerous times. Alderman Clemmons added that this happens on Highway 62 also. He questioned whether there were other ways to curb the speeding problems, other than using a police force. He referred to Mark Reich. Mr. Reich reported what has been done in other communities. It is not necessarily recommended by the Institute of Transportation Engineers. There has been success in Graham and in Mebane of putting in stop signs at various locations. It means you have to stop, but doesn’t mean that somebody will stop. It really is an enforcement issue. The other thing investigated is speed tables or speed humps. He would not use speed bumps, a different terminology altogether. Speed bumps are fairly narrow. They can do a lot of damage to a fire truck or emergency vehicle. If speed tables or speed humps are installed, response times for emergency vehicles are also slowed down. That is one of the main drawbacks. These are a couple of possible options, but really it comes back down to enforcement. The Village doesn’t have a police department. He doesn’t know whether the Sheriff’s Department could be out there on a routine basis. Mayor Bundren referred to the speed tables in Wilmington. Alderman Crouse noted that these don’t hinder emergency vehicles like a speed bump. Mayor Bundren asked if these could be used in a couple of strategic spots and whether that could be of value. Mr. Reich replied that this is the recommended treatment, from the Institute of Transportation Engineers. They will slow down speeders, because hitting them at speed will do damage to the front of a vehicle, though not as bad as a speed bump. Mrs. Tichy, in the audience, mentioned the rumble strip section option. This would not damage emergency vehicles, but would “wake up” drivers. Mr. Reich stated this would be an appropriate measure where there was a sharp curve. Alderman Clemmons commented this could not be solved tonight. He suggested they put some thought into this. Alderman Crouse suggested that Mr. Hurley, who lives on Heritage, be contacted. He is a Highway Patrolman and would be a good source of information. He’s in the neighborhood. Alderman Clemmons added that this is not just a Heritage Glen concern. Mr. Reich stated that a policy needed to be adopted first. Mr. Reich will look at where stop signs are currently, in Heritage Glen. He will present more information later.

OTHER BUSINESS

Mayor Bundren announced that Ruth Ingle, who ran Inglefield Daycare, will turn 99 years old. Her birthday party is this Sunday, 6-7pm, at Baptist Temple. Her granddaughter has invited everyone in the Village to come, and wanted this to be announced.

Mayor Bundren also remarked on the death of Louise Gilmore, a very good friend. She will be missed.

Public Comment

Alderman Crouse moved to adjourn and Mayor Pro Tem Tichy seconded. The motion passed unanimously and the meeting was adjourned.