25 Jun June 25th, 2018 Minutes
THE FOUR HUNDRED AND EIGHTY FOURTH SESSION OF THE BOARD OF ALDERMAN
VILLAGE OF ALAMANCE
June 25, 2018 – 7:00 PM
Present: Mayor Tichy, Mayor Pro Tem Sharpe, Alderman Andrews, Alderman Baldwin, Alderman Crouse and Clerk York.
Absent: Alderman Tichy, Alderman Isley
Alderman Crouse gave the invocation.
Mayor Pro Tem Sharpe made a motion to approve the May 21, 2018 minutes, seconded by Alderman Baldwin. Motion carries 4-0
Public Hearing on System Development Fees
Motion made by Alderman Crouse to go into Public Hearing for System Development Fees, seconded by Mayor Pro Tem Sharpe. Floor was open for questions. Mr. Glynn Fleming of Alley, Williams, Carmen, and King, the author of the system development fee report was available to answer questions.
Clerk York clarified with Mr. Fleming that the Board was still responsible for setting the fees based on the findings in Mr. Flemings report. The maximum that can be charged for water is $79.92 and the maximum that can be charged for waste water is $1527.95 for a total charge of $1607.87. Mr. Fleming advised that the Board should go ahead and set the fees because they need to be in place by July 1st 2018.
Clerk York stated that any money collected in System Development fees must be spent for system developments or repair of systems. This will be a third fund as part of the budget for The Village. There is a General Fund, Water and Sewer Fund and this will be a Capitol Reserve Fund.
There were no public comments.
Alderman Crouse made a motion to go out of Public Hearing, seconded by Mayor Pro Tem Sharpe. Motion carries 4-0
Approval of System Development Fees
Alderman Crouse made a motion to pass a System Fee Schedule, seconded by Alderman Baldwin. Motion carries 4-0.
Alderman Baldwin made a motion to approve a Capitol Reserve Fund resolution with an initial appropriation of $1000, seconded by Alderman Andrews. Motion passed 4-0
A motion was made by Alderman Crouse to accept the new fee schedule for water and sewer connections of $75.00 for water and $ 925 for sewer, seconded by Mayor Pro Tem Sharpe. Motion passed 4-0
Motion made by Alderman Crouse to go into a public hearing on the 2018-2019 budget, seconded by Alderman Andrews
Public Hearing on 2018-2019 Budget
Clerk York stated that there were copies of the proposed budget in each packet and opened the floor for questions. Clerk York stated that Burlington had approved an increase in water and sewer rates, making the current rates $5.59 for water and $6.60 for sewer rates. There has also been an increase in the recycle rate by .09 cent and it will be the decision of the board if they would like to add that increase to the current rate. Mayor Tichy stated that there had not been an increase in the recycle fee in years and it continues to grow in cost. The fee for an extra trash can will increase from $10.30 to $11.28 through Waste Industries. It is Clerk York’s recommendation that the Village pass that increase on. Sherry Ford asked the Board to consider budgeting for a part time police officer to work in the Village. Alderman Baldwin made a motion to go out of Public Hearing, seconded by Alderman Crouse. Motion passed 4-0
Approval of 2018-2019 Budget
A motion to approve the budget was made by Mayor Pro Tem Sharpe and seconded by Alderman Andrews. Motion passed 4-0.
Village Website Report
Clerk York Stated that the meeting with Web Real Simple was successful. They discussed the type of options that would be beneficial like taking payments on line and making Village information easy to access.
Mr. Reich stated that the NC 62 sidewalk project has been approved by the DOT. The encroachment agreement has been signed by three of the homeowners and duke power is willing to sign as well. Mr. Reich stated that there are a few people who have not signed yet but have stated they will. Boone Masonry was the only contractor to respond to the bid solicitation. It was under the $30,000 threshold.
Motion made by Alderman Crouse to award the contract to Boone Masonry, contingent on the rest of the signatures and paperwork fulfilled, seconded by Alderman Andrews. Motion passed 4-0
The paving of Rob Shepard was more expensive than budgeted for. There was a lack of foundation in the road which had to be corrected by bringing in more rock. This increased the cost of the job. To offset the extra cost Mr. Reich stated the two options were to approve a change order in the amount of $10,794.29 to cover the work completed to date, which would end the contract. The second option is to approve a contract in the amount of $27,669.29 to include the original $16,875.00 for the crack sealing.
A motion was made to approve a change order of contract in the amount of $27,669.29 made by Alderman Crouse, seconded by Alderman Baldwin. Motion passed 4-0
Mr. Reich stated that the plans for the Rob Shepard drive turnaround has been submitted and is tentatively approved pending the proposed water and sewer services for the last lot. Mr. Reich explained that the service line to the proposed house is 900-1000ft long and would possibly need extra chlorination in the line to avoid “dead water.”
Triad Design group has submitted plans for the new Montessori School. Mr. Reich has provided comments to them and is waiting for them to respond.
Mr. Reich stated he has looked into placing a solar powered sign to place in the Village showing the speed of passing cars. He has not found out the cost of installation, but will have more information at the next meeting.
Mr. Allred reported that the Birch and Pond stations are working well. The NC 62 station had some issues starting late in May. Rags are continuing to cause problems. Mr. Allred also stated that it appears the pumps will have to be pulled out. The distribution system test, THM, passed in May.
Audit Contract 2018
A motion was made by Alderman Baldwin to approve the contract for Ezekiel, Cobb and Loy to do the Village auditing, seconded by Mayor Pro Tem Sharpe. Motion passed 4-0
Gifts Policy and Compliance Statements for Federal Funds
Clerk York stated that a compliance statement for Federal funds and a gifts policy needed to be adopted by the Village. It is necessary to allow the Village to apply for federal grants and loans. There is a conflicts of interest statement, a gifts policy, and procurement statement. They state that the Village will follow the Uniform guidance when applying for and spending federal grants and loans. The guidelines were reviewed by the board. A motion was made by Alderman Andrews to adopt the guidelines and written policies as well as adopting a gifts policy with a $25.00 limit, seconded by Alderman Crouse. Motion passed 4-0
Clerk York stated We Know Waste would not be able to continue to pick up yard waste due to the company having to suddenly dissolve. Republic Waste has submitted a proposal for $140 per hour for yard and bulk waste. Divine Solution is $71.00 per hour for yard waste and $38.00 per yard for bulk waste pick up. Republic will have a Monday or Tuesday pick up day. Divine solution would be a Saturday pick up. Clerk York recommends Republic Waste with a three year contract starting in August.
A motion was made by Alderman Baldwin to accept the contract with Republic, seconded by Mayor Pro Tem Sharpe. Motion passed 4-0
Clerk York stated that plans had been submitted for the School, but no further updates were available.
Finance Report/Budget Amendment
A budget amendment was presented which addressed several line items in both the General and Water Fund. Clerk York also stated a budget amendment was needed for $170,000.00 for street contracts. $170,000 line item would be added to Transportation and $170,000 revenue items would be added as “appropriated fund balance.” Motion made by Alderman Crouse to approve the budget amendment, seconded by Alderman Baldwin . Motion passed 4-0.
Clerk York stated that there were some trees on Councilman Drive that needed to be trimmed due to overhang. Clerk York has spoken with the homeowners who agree with trimming the trees. Clerk York has two quotes on the trimming. Southern Tree has a quote of $1500 and Alamance Gaddy has a quote aof $2000.00. Southern Tree has worked for the City of Burlington doing this type of work.
Motion made by Alderman Andrews to accept the quote from Southern Tree, seconded by Mayor Pro Tem Sharpe. Motion passed 4-0
Motion made by Alderman Crouse to adjourn, seconded by Alderman Baldwin. Motion passed 4-0