24 Nov June 22, 2020 Minutes
THE FIVE HUNDRED AND SIXTH SESSION OF THE BOARD OF ALDERMAN
VILLAGE OF ALAMANCE
June 22, 2020 – 7:00 PM
Present: Mayor Tichy, Mayor Pro Tem Sharpe, Alderman Crouse, Alderman Andrews, Alderman Isley, Alderman Baldwin, and Clerk York.
Mark Reich gave the invocation.
Alderman Tichy made a motion to accept the May 18, 2020 minutes, seconded by Alderman Baldwin. Motion carries 6-0
A motion was made by Alderman Tichy to go into a public hearing on the 2020-2021 Budget, seconded by Alderman Crouse. Motion carries 6-0
Public Hearing on 2020-2021 Budget
Clerk York stated the budget this year would not differ much from last year. There is approximately $280,000 per year taken in through sales tax, and the Village budgets slightly below that each year, so it will remain the same for this fiscal year. Most of the budget line items will remain the same.
Water rates will increase from $5.70 to $5.81 and sewer will increase from $6.75 to $6.89 reflecting the 2% increase from Burlington. The tax rate will remain the same this year.
A motion was made to close the public hearing by Alderman Crouse, seconded by Alderman Tichy. Motion carries 6-0
Approval of 2020-2021 Budget and Fees
A motion to approve the budget and fees as presented was made by Mayor Pro Tem Sharpe, seconded by Alderman Andrews. Motion carries 6-0
Mr. Reich stated he had assessed the cost of getting water to Cedar Rd. Each lot has 117.3 feet of road frontage, times $10 per linear foot, making the line cost $1117.30 per parcel. The residential tap fee is $1500, the system development fee is $75 bringing the total cost of attaching to water $2692.30 per parcel.
The estimated cost for the 315-foot sewer extension is $44,000 for the construction cost only.
If all six parcels agree to be annexed for sewer and water connection the cost per current linear foot is $62.52 The total cost being $7333.33 per parcel. If only four agree to be annexed the cost per parcel becomes $11,000. There is also a $925 system development fee to be paid by each parcel.
It would be the cost of the homeowner to run the line from their home to the connections and clean outs.
A voluntary annexation must be done to attach to water and sewer.
Mr. Allred reported that Birch station is running well along with Pond station. The NC 62 station had several issues. In March new seals were ordered for the pump station due to rags getting in the system. In May pump 2 was taken out and found that the shaft was completely broken. A new pump had to be ordered. Pump one was pulled out and the seals replaced. During this time there were several days of heavy rains and a pump around was used to ensure no sewer leaks occurred. There were also 2 manholes that were raised and a water main repaired.
Alderman Tichy asked if the pumps were running well after the new seals were put in. Mr. Allred stated they were running like new. The new seals are made to cut up the rags entering the system and it seems to be doing a good job.
The distribution system was switched back to chlorine May 11th and Mr. Allred stated they did a lot of flushing through the system.
There was a 2-inch water line that broke near E.M. Holt elementary school. New line has been put in and is working well.
Clerk York stated all the repair work had been paid for, except two bills. He does not foresee the unpaid bills exceeding $10,000
Annexation/Water-Sewer Request from Citizens on Dogwood Lane
The Village would need to provide adequate fire protection for Dogwood, if annexed. The water line would need to loop around Ashe Dr, Birch Lane, up to Dogwood and back to Ashe for the most adequate fire protection.
There are 13 parcels shown on the map. The cost for the project, based on 2,406 linear feet, is $135,000 for water. Mr. Reich stated the average cost per linear foot is $56.11 based on an analysis of Cedar Lane and Dogwood.
Mr. Reich created a preliminary assessment for the 13 lots. The least amount of frontage is 100 feet which is $5611.00 the most would be for the St. Paul’s Episcopal Church with 384 feet, costing $21,000
Mr. Reich stated if there were eight participants, the cost increases to 129.43 per linear foot. The cost would increase for a 100 foot of frontage to $12,943.00
Mr. Reich stated the land on Dogwood is lower than the land on Ashe Dr. so installing gravity sewer is not an option. Mr. Reich stated that he considered several options but the best and most cost effect is installing a low-pressure sewer system. The cost if all 13 lots participate is $61,000.
It would be possible to tie into the manhole at Birch Lane and Ashe Drive. All 13 lines would tie into one common line. There would be a series of valves and check valves to keep each line from running into another. These are 2 to 2 1/2-inch lines instead of 8-inch lines.
If only 8 lots came in, a force main could be run from lot 8 to the existing manhole at Cedar and Ashe, which would shorten the run. Mr. Reich presented two cost estimates. The cost for all 13 lots would be $61,000.00 with a per foot cost of $25.35 The cost for 8 lots is $50,000. In addition, a simplex pump and a service line must be installed at a cost of $10,000
The Village would be responsible for each pump station and the service line connecting it.
Clerk York will check to see if there is any financial assistance for this project. He will also check into water quality testing.
Amber Isley asked if they could connect to city water but have a septic tank instead of connecting to the sewer. Clerk York stated that should be permissible under the Village ordinances.
It is now up to the residents of Dogwood Lane to decide if they want to be annexed into the Village and connect to water and sewer.
Audit Contract 2020
Clerk York reviewed the audit contract with the board. It is similar to years past with cost of the audit being between $20,000 and $24,000.
A motion to approve the audit contract as presented was made by Alderman Tichy, seconded by Alderman Baldwin. Motion carries 6-0
Finance Report/Budget Amendment
Clerk York stated the water and sewer fund balance was about $239,000.
There is an amendment to the insurance line item because of a change in due date for bill. There is a change in the transportation line item due to a street repair bill for April.
There is also an additional $10,000 added to the water and sewer fund bill as a precaution. Clerk York also added $30,000 to the sewer repair budget due to being overspent in that line item. The budgeted amount for fund balance by the end of the year will be $110,866.
At this point the Village has spent approximately $363,000 from the water fund this year with an estimated $18,000 to $19,000 yet to be spent. This includes the sewer bill to be paid to Burlington. Without adding to the line item, The Village would have been overspent by almost $50,000. Clerk York stated that while there have been several unexpected expenses this year the water and sewer budget is still strong.
A motion to approve the budget the budget as presented was made by Alderman Crouse, seconded by Alderman Isley. Motion carries 6-0
Clerk York stated that all exterior work on the municipal building has been completed. He reviewed a quote from Mike Davis from Stonewall Construction regarding the repaving of the parking lot. It will be repaved, repainted and a swell dug to prevent standing water. The pressure treated lumber boarder will also be replaced.
Motion made to accept the bid from Stonewall Construction by Alderman Baldwin, seconded by Alderman Isley. Motion carries 6-0
Clerk York stated he met with a couple of people about updating and backing up the computer systems in the office. Reliasystem was $250 per month, Triad IT was $282 per month, Comtech was $795 per month. Clerk York stated he recommends using Reliasystem.
Clerk York stated he is waiting on a quote for putting television monitors in the council room to connect with the computers so that presentations are easier to see for the audience and to have better records of the meetings via audio and visual.
To upgrade the audio software is about $6,000 dollars with a one year service agreement. Yearly monitoring and service will be about $1,000.
Clerk York stated that Mrs. Folwell had completed her Notary course and has sent her application in to the state.
Clerk York stated that the new map drawers had been put in place and he is waiting on the new Fire King cabinets.
The pothole on Highway 62 has been filled.
Alderman Isley noted the new plaque that Clerk York had made with all the names of past and present Mayors and Board members.
Clerk York stated he would be taking some time off at the end of August.
Clerk York stated there was a complete audio record of every board meeting the town had ever held. He plans to price having the old tapes converted to digital for posterity.
Alderman Tichy asked how the Village was doing on the response to the census. Clerk York stated he would put a reminder on the website.
An audience member asked if there was an annexation fee. Clerk York stated there was not.
Motion made to adjourn by Alderman Crouse, seconded by Alderman Andrews. Motion passed 6-0
Don Tichy, Mayor
___________________________________Ben York, Village Clerk