21 Jun June 21st, 2012 Minutes

THE FOUR HUNDRED AND EIGHTH SESSION OF THE BOARD OF ALDERMAN

VILLAGE OF ALAMANCE
June 21, 2012, 2012 – 7:00 PM

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

Absent: Alderman Clemmons

Alderman Crouse gave the invocation.

Alderman Tichy moved to approve the May 21, 2012 meeting minutes. Alderman Slaughter seconded the motion. The motion passed unanimously.

Public Hearing on 2012-2013 Budget

Alderman Tichy made the motion to open the Public Hearing on the 2012-2013 budget. Alderman Gregory seconded the motion. The motion passed unanimously.

Mayor Bundren asked if there were any questions related to the 2012-2013 budget. There were no questions. Mayor Pro Tem Sharpe moved to close the Public Hearing. Alderman Tichy seconded the motion. The motion passed unanimously.

Approval of 2012-2013 Budget

Clerk York noted that the only fee that is different in the Schedule of Fees, other than the increases in water and sewer rates, is the increase in the Zoning Request fee. The Zoning Request fee will increase to $200.00 from the previous amount of $100.00. This will cover the cost of placing an ad in the newspaper.

Mayor Bundren asked if there were any questions. Alderman Tichy moved to approve the 2012- 2013 budget. Alderman Crouse seconded the motion. The motion passed unanimously.

OLD BUSINESS

Report on Cabin Pump Station Project

Mark Reich reported that he had contacted Allan Hart, with Rural Development, to set up a meeting. So far, schedules have not allowed for a meeting time to be set up. Mr. Reich said he would let the Board of Aldermen know as soon as he could get the meeting set up. Mayor Bundren reminded Mr. Reich she would be out of town next week.

ORC Report

Arnold Allred was unable to attend the meeting, but provided the Board with a copy of the ORC Report. Mayor Bundren asked if there were any questions about the report. There were no questions.

Larger Recycle Bins

Clerk York reported that the State has sent some changes to make on the grant application. Since the last Board meeting, the Village was required to advertise consideration and award of the bid to Rehrig Pacific at this meeting. Clerk York provided copies of the “piggyback” letter submitted with the application, along with the bid from Rehrig Pacific. The Village is considering the 95 gallon recycling carts. The Village will not opt for the in-molded graphics, but will choose the RFID tag and assembly and delivery. The Village will use a 10 inch wheel on the recycling carts, as opposed to a 12 inch wheel. This option lowers the price to $48.91 per recycling cart. A minimal order of 1,000 carts would be required for the in-molded graphics. Once the Board approves the bid from Rehrig Pacific and awards the contract, Clerk York will do a purchase order. Mayor Bundren noted that the funds would be encumbered in this year’s budget. Clerk York affirmed that the funds would be encumbered in this year’s budget. The total investment, after tax, $19,318.23 is the amount that will be encumbered, until there is confirmation about the grant funding. Clerk York stated that the grant would be $25.00 per recycling cart. The Village will not be invoiced until the State approves the grant contract. Alderman Gregory moved to encumber the funds for the recycling carts. Mayor Pro Tem Sharpe seconded the motion. The motion passed unanimously.

There was no additional Old Business.

NEW BUSINESS

Business License Fees

Clerk York provided copies of the two page schedule of fees, adding a section for Privilege Licenses. Most types of business would have a standard fee of $25.00. The exception would be Hotel & Motel, which would require a minimum fee of $25.00 plus $1.00 per room. A fee of $50.00 would apply for chain stores. Peddlers, all various categories, would be required to pay a fee of $50.00. Itinerant merchants would pay a fee of $100.00. Temporary, seasonal, transient, or itinerant repair businesses would be required to pay a fee of $300.00. Most businesses would be required to pay the $25.00 annual fee. Internet Sweepstakes would be required to pay a fee of $2500.00 for the first machine. Each additional machine would require a fee of $1000.00. In looking at fees for Burlington, Graham, and Mebane, the City of Burlington had the highest fees. Clerk York opted to align with the higher fees, as assessed by Burlington. Clerk York noted that the Board did not have to approve these fees; this is the first chance the Board has had to look at the schedule of privilege fees. Clerk York offered to answer any questions Board members might have. Mayor Bundren asked about the $5.25 fee for an additional recycling bin. Clerk York replied that the monthly fee is $2.62 for each recycling bin. This information can be crossed out, as there will not be any additional recycling bins available after the switch to 95 gallon carts. Clerk York said that there would still be a charge of $10.30 for an additional trash can; this is the same charge the Village receives for an additional trash can. Clerk York asked Attorney Charles Bateman about proceeding, with the changes noted in the schedule of fees. Mr. Bateman informed that the motion needed to be amended. Mayor Bundren also called attention to the Rental Property Inspection fee, which is no longer in effect. Clerk York said that this fee could be eliminated. Clerk York asked if there were any other fees the Board might wish to change. He summarized the changes to the schedule of fees: eliminating the fee of $2.62 for an additional recycling bin, adding $10.30 for each additional trash can, and eliminating the fee for Rental Property inspection. Alderman Tichy moved to amend the schedule of fees, as presented. Alderman Gregory seconded the motion. The motion passed unanimously.

Improvements to Gravel Area at NC 62 Pump Station

Mayor Bundren observed that a school bus has been pulling in and turning around at the NC 62 Pump Station. Someone had called this to the Mayor’s attention. She called the school to inquire why this area was being used by the school bus as a turn-around, since it is such a dangerous place for that. The school said this was never approved. The Mayor did not ask the school to correct the damage done by the bus, which has resulted in a round, bare circle of dirt. She asked Clerk York to determine costs for putting some dirt and grass back into this area. The Village invested so much in the pretty sign. Now the area is muddy in front of the sign. Mayor Bundren asked Attorney Bateman if it was permissible to use Powell Bill funds for this project. Mr. Bateman responded that these funds were reserved for right-of-way. Clerk York asked if the plan was to just put in some gravel. Mayor Bundren said she didn’t think asphalt was necessary; big trucks coming in could tear up any asphalt. Alderman Crouse asked Clerk York if he had any cost information. Clerk York responded that he had three quotes, for different options. To grade the drive and add stone, McPherson would charge $1800.00. For $3100.00, the area could also be surfaced. The quote to seed the edges would be $500.00. Mayor Bundren asked if Clerk York has talked with Randy Caldwell. Mayor Bundren said Mr. Caldwell’s prices for work are reasonable and that she would talk with him. Alderman Crouse asked Clerk York about the other quotes. Clerk York said B & H would grade, do new elevations/ transitions to the pump station for $1600.00; they would charge $1300.00 to put in grass in the area. Mayor Bundren said she would see what she could do to get the work done for less cost, asking if the Board would okay moving forward if the cost would be less than $1000.00. Alderman Crouse asked if the bus would continue to use the area. Mayor Bundren replied that this has been stopped. The bus driver was never given permission to turn around in that area. Mayor Bundren said she would table this item and bring information to the Board at the next meeting.

Budget Amendment

Clerk York noted that the purpose of the budget amendment was to shore everything up, so that there are enough funds to cover needs until the end of the year. Just in case something were to come up, funds have been added to Miscellaneous. Mayor Bundren asked what might come up, that wasn’t already covered in the budget. Clerk York used the example of Building Repair and Maintenance. If only $500.00 was left in Building Repair and Maintenance, and an expense of $1000.00 came up, that qualified. If there is funding in Miscellaneous, it can act as a “catch all,” so that anything unexpected before the end of the year is covered. Clerk York also pointed out the bank charges. On paper, it looks like bank charges are over by $568.00. However, the bank is supposed to subtract the service charge each month. There are four different service fees that have not yet been subtracted. Clerk York has spoken with Sue, at the bank, who will look into this. With the budget amendment, the number will be a positive, rather than a negative, at the end of the year. This way, it will not look as if the Village is overspent on the account. Eventually, the only charge for the year will be $42.95, which is for deposit slips that were ordered. Mayor Pro Tem Sharpe moved to approve the budget amendment as presented. Alderman Crouse seconded. The motion passed unanimously.

Finance Report

Clerk York said the Finance Report is not included in the packet, because the next CD won’t mature until Saturday. There are now 12 CDs, with one coming due each month that is renewed for one year. This way, funds remain “liquid” and the Village has the one-year rate. So far, $32,000 in interest has been earned since this was started in September 2008. This does not include interest earned in 2012. The bank account earns nothing and Capital Management Trust earns only $3.00 per month.

There was no additional new business.

OTHER BUSINESS

Alderman Crouse asked if the issue with Alamance General Store had been resolved. Mayor Bundren asked Attorney Charles Bateman to address this situation. Mr. Bateman said that they would have to recombine the lots. Mr. Bateman, Clerk York, Alderman Tichy, and Alderman Gregory met at the Alamance General Store. The agreement is that they will recombine the lots into a single lot. This makes it permissible to join the buildings. He has to apply for the building permit and pay the building permit fee. What he plans to do requires a special use permit, in order to have multiple buildings on the same lot. The first step was for the Building Inspector to come down. Mr. Bateman said he didn’t know if this had taken place yet. Alderman Tichy commented that handicapped access would be put in. Formal plans have to be submitted, to be approved. Mayor Bundren asked when the Village would be approving the special use permit. Clerk York said that a General Building permit had to be obtained for the deck. He has applied for the building permit. Clerk York has signed this, with the caveat that the final approval is subject to approval by the full Board of Aldermen of a special use permit. With Clerk York’s signature, the technical review process by the County can begin. The application for a cluster development, a special use, will be part of the process. He will have to recombine the lots. A Surveyor has already come by the Town Hall to ask about recombination. Clerk York has not yet been presented with a recombination plat. The Board of Aldermen will have to approve the special use permit. Then, Clerk York will sign the recombination plat. The special use permit allows them to have the two buildings on one lot—a cluster development, or planned unit development (PUD). He will have to provide the permit and the plans for what he intends to do with the buildings, including the deck. Clerk York has not yet received this information. He has filled out the permit for the deck, but has not provided Clerk York with the special use permit. The Board will not be able to look at this, now, until the July meeting. There cannot be full approval then until the August Board of Aldermen meeting. There will have to be an advertisement between the July and August Board meetings. Mayor Bundren asked if the deck could be used before then. Clerk York said the deck could be used. Mr. Bateman said the deck couldn’t be used until he gets the footings in. Mayor Bundren observed that someone is living upstairs, over the deck, making it a planned urban development. She asked if a fire barrier would be needed between the two floors. Alderman Crouse said he didn’t know what the new regulations are. Mark Reich stated that a fire wall would be required between different occupancies or uses. Mayor Bundren asked if there was an upstairs occupancy that is residential, and a downstairs restaurant, if a fire barrier would be required. Alderman Crouse said he didn’t know what kind of barrier would be placed. Clerk York said the key is the special use permit. He has not mentioned that someone is living up there or not. This information would be disclosed in the special use permit. This is a question that can be asked, once the plans are received. Mayor Bundren said that she and Alderman Tichy were told that someone would be living upstairs. Clerk York stated that they can inform him of what he has to have, in terms of the minimum housing code for the Village. Alderman Crouse asked about the required footing for the deck. Alderman Tichy said the County informed that he could tie into the building structure, instead of putting footings out next to the buildings. It is up to him to decide which way he wants to do this. Clerk York said that the special permit is the key. He can show what he wants to do; the Board can look at it in regard to regulations and laws in the Village. The Board can like or dislike some particular aspect of the plans, and inform of what needs to be done to meet the code in the Village. The County will make sure that he meets their code.

Mayor Bundren asked about plans for Plaid Day. Clerk York asked what the Board wanted to do about Plaid Day. Mayor Bundren said a community wide yard sale would bring people in, as long as each individual rented their space and cleaned up when they left. The yard sale that the newspaper conducts draws a crowd, as does the one that Heritage Glen conducts. Despite her dislike of yard sales, the Mayor said this could take the place of the vendors. Clerk York said that no work has been done, thus far, on Plaid Day. The Board needs to decide what they want to do about Plaid Day. Mayor Bundren said they hadn’t decided to do away with Plaid Day. Alderman Slaughter said the bottom line was whether or not to have Plaid Day. Mayor Bundren commented that the people who attend Plaid Day are local and seem to enjoy it. The cost could certainly be pared down. Alderman Slaughter asked about entertainment. Mayor Bundren said there are plenty of local people that still want to provide entertainment. Mayor Pro Tem Sharpe reminded that they had discussed skipping the event this fall, and trying it again in the spring. This would allow for more planning time. The Board tabled the Plaid Day discussion.

Public Comment

There was no further business.

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