19 May May 19th, 2014 Minutes

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

VILLAGE OF ALAMANCE
May 19, 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 Clemmons gave the invocation.

Alderman Sharpe moved to approve the April 28, 2014 meeting minutes. Mayor Pro Tem Tichy seconded the motion. The motion passed unanimously.

OLD BUSINESS

Report on Cabin Pump Station Project

Mark Reich reported that all of the easement letters have been sent. He has only heard back from George Connett. He is the only one of the four that has responded. Mr. Connett had some questions which Mr. Reich answered, and he plans to visit him later to tie that one up. Mr. Reich has not yet spoken with any of the other property owners. The letters were sent out after the last Board meeting. They have received the encroachment agreement back from NCDOT. Burlington has not signed off on the sewer easements yet. They are still reviewing the plans and will hopefully sign off on that. It usually takes two weeks to get the sewer permit. Mr. Reich reported they have received review comments from erosion control. They have implemented those and sent those back. He anticipates receiving that permit, as well, in the next two weeks. Once they receive the permits, this will be incorporated into the contract. With that, they can finish up the specifications which are about 75% completed at this point. Once they have the easements, they will be ready to advertise for bids. Mayor Bundren asked Mr. Reich if he expected to be ready by June. Mr. Reich responded that it depended on how long it would take to get the easements. He hopes to have all of the easements recorded, and taken care of, in the next 30-60 days. The biggest thing will be getting underneath the creek bed—this will take the longest time. October is one of the better working months, because of the cooler temperatures, and it’s usually drier. Mayor Bundren thanked Mr. Reich for his update.

ORC Report

Mayor Bundren asked if all of the Board members had received a copy of the ORC Report and whether there were any questions. There were no questions. Clerk York mentioned the letter he received from NCDENR regarding the sewer spill. The letter was a notice of violation, with intent to enforce. There is no penalty that is attached, yet. Clerk York stated that a response will be prepared to send to NCDENR. The switch off of chloramines and then back on to chloramines ended last week. The Village has returned to regular water testing. There were no complaints during the 3-4 weeks that Burlington was on regular chlorine, without the ammonia.

There was no further Old Business.

NEW BUSINESS

Presentation of 2014-2015 Budget

Mayor Bundren announced that the budget for 2014-2015 would be posted at the Town Hall, the Post Office, and at the store.

Cleaning of grass growing in the cracks of the street

Mayor Bundren noted that the Village had paid to have grass cleaned up in the cracks of the street last year. Mr. Reich asked if the grass was in the curbs or in the street. Mayor Pro Tem Tichy observed that the grass runs along the curb and then about a foot out, in every asphalt crack in the street. There was Board consensus to go ahead with this project, as the Mayor reported the same price has been given to complete the work this year.

Budget Amendment

Clerk York presented the budget amendment. There is $800.00 being added for the telephones at the pump stations. This is a result of a monthly cost increase by AT & T, from $80.00 to $103.00, for each telephone at each pump station. Under Utilities, in the General Fund, there is a $1000.00 increase for the Town Hall’s water bill. This brings the amount up to the $6000.00 being budgeted for next year. Also, the budget amendment addresses the Phillips and Jordan invoice of approximately $6500.00 for debris pickup, plus the Key Properties invoice for approximately $2100.00. The total for the two invoices is just over $8700.00. The budget amendment takes $9000.00 from Capital Expenditures in the General Fund. There is approximately $95,000.00 in Capital Expenditures. Clerk York will take $9,000.00 from that line and add $9,000.00 to the line item for Yard Waste. Alderman Clemmons made the motion to approve the budget amendment as presented. Mayor Pro Tem Tichy seconded. The motion passed unanimously.

Mayor Bundren asked Clerk York when DOT would be picking up the rest of the storm debris. Clerk York replied that he spoke with Chuck Edwards today. He could not give an exact date but said the second sweep could be done quickly and be wrapped up in another two weeks. Mr. Edwards will follow up with Clerk York when all the debris pickup is completed. Mayor Bundren noted that the regular Yard Waste pickup should be taking care of the smaller limbs. Clerk York stated that the limbs must be no longer than four feet in length. They will also pick up grass clippings and leaves. They do not pick up stumps or tree trunks. Clerk York also reported that both FEMA applications are complete. He has had several meetings with FEMA representatives. Applications for Category A (Debris Pickup) and Category B (Pump Stations) are completed. Altogether, the Village of Alamance is requesting about $20,000.00 in reimbursements. This includes approximately $12,000.00 in Category A and approximately $8,000.00 in Category B. The total cost incurred for the pump stations was approximately $11,000.00. FEMA took out $4,000.00 to put in Category A. C & J Utilities had to clear a path to get down to the pump station. In FEMA’s definition, this was considered debris clearing and debris pickup. Mayor Bundren asked about the budget line that would be used for the reimbursement. Clerk York stated that this revenue would be negated against the expenses the Village had. The pump station revenue will go back into the Water Fund and the debris pickup reimbursement will go back into the General Fund. The Village can also be reimbursed for straight time. This includes the Clerk’s time doing the monitoring and Judy’s time at the Town Hall.

Finance Report

Clerk York observed there is not a Finance Report for this month. The CD does not mature until May 24, 2014.

OTHER BUSINESS

Alderman Clemmons reported that residents living a couple of houses away from his residence put out a good amount of debris. It has not been picked up as Yard Waste, so they may be calling. The limbs are longer than four feet. Clerk York received an email from Waste Industries regarding this residential address. Alderman Clemmons asked about the cost to pick up a debris pile that size. Clerk York responded it couldn’t be very much. If the limbs can be cut down to four feet, this could be picked up as Yard Waste. Alderman Clemmons suggested that Clerk York reach out to the residents. Alderman Crouse also suggested a reminder about Yard Waste restrictions be included with the water bills. Mayor Bundren asked about the date of the next Yard Waste pickup. Clerk York reported the next pickup is scheduled for June 12, 2014.

Alderman Slaughter raised the discussion of having a generator at the Town Hall. Mayor Bundren asked about the responses to the questionnaire. Clerk York reported that approximately 15 responses have been received. Mayor Pro Tem Tichy asked Clerk York if he had cost information for the generator. Clerk York does not yet have this information, but will obtain it. He will have this information for the next Board meeting.

There was no other business.

Public Comment

There was no other public comment.

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