23 Sep September 23rd, 2013 Minutes

THE FOUR HUNDRED AND TWENTY FOURTH SESSION OF THE BOARD OF ALDERMAN

VILLAGE OF ALAMANCE
September 23, 2013 – 7:00 PM

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

Absent: Mayor Pro Tem Sharpe and Alderman Gregory

Alderman Crouse gave the invocation.

Alderman Tichy moved to approve the August 26, 2013 meeting minutes. Alderman Clemmons seconded the motion. The motion passed unanimously.

OLD BUSINESS

Plaid Day

This item was tabled for another meeting.

Report on Cabin Pump Station Project

Mark Reich reported that progress was being made on the project. ECS has been contacted to do the drillings. They should be on site tomorrow. With this report, Mr. Reich can determine the amount of rock. Calculations have been made related to the siphon. They will need to go upstream 30 or 40 more feet. There is a place in the stream that is higher, which helps to create the additional head. They won’t be tying in at the manhole at the pump station; it will be 50 or 60 ft. north of that. They will come across the creek, and then back down. The surveyors have informed Mr. Reich that they do see some rock at the stream. There should be less rock further down. Once Mr. Reich has some preliminary information related to the boring, he will forward it to Clerk York, who will then forward it to the Board members. Mayor Bundren asked if the movement makes a difference in the rock. Mr. Reich answered that relates to just where they will cross the creek, there shouldn’t be that much additional rock there; where they cross the existing creek will be the shallowest point. Mayor Bundren asked if this would add to the charges. Mr. Reich said it may, but there is enough built in for that. He is concerned about where the two deep manholes at Pond Road are, because of the depth, for rock. He contrasted the difference between a 3 ft. depth and an 18 ft. depth, relating to the rock. Because Pond Road has only one means of ingress and egress, they will have to bore the road. Mayor Bundren asked about the possibility of doing this at the same time as work was done on the new bridge. Mr. Reich indicated they are to the west of the new bridge, by 100 feet. Mayor Bundren asked if, instead of boring under, could they make it align with work being done at the bridge. Mr. Reich responded that, unless they change the alignment of the road significantly, so that he could do this in an open cut, he would have to bore the existing pavement. They envision that they will be up the hill far enough that it will not impact the bridge project. Arnold Allred reported that the manhole beside Mr. Kimbro’s driveway has been marked. Mr. Reich indicated they would not go up to the manhole. There is about 150 ft. between the two lines; they will go this side of it. The existing line is on Mr. Kimbro’s property. They will sit a manhole there, and then come across the creek. They will need to obtain a sanitary sewer easement from Mr. Kimbro, for the short distance. Mayor Bundren asked Mr. Reich if he had spoken with Mr. Kimbro about that. Mr. Reich replied he has not spoken with Mr. Kimbro recently; however, he will be speaking with Mr. Kimbro.

ORC Report

Arnold Allred reported that everything is working well on the collection system. There is an indication that the Birch Station stand-by generator needs a battery, which will need to be replaced this month. Regarding the distribution system, the THM HAA5 numbers were good, within the limits. They’ve done a BAC-T test and valve exercises. They are about 90% complete on the valve exercises. There should be no problem getting this done this year. Mayor Bundren asked about the battery for the generator. Mr. Allred and Alderman Crouse observed that this is a small battery to replace.

Mark Reich addressed the leak at Jr. Frye’s property. They did ask the City of Burlington to go back and check the water. Normal water has about 75 parts per million of fluoride. The water that the City of Burlington tested was 45 parts per million. As the water goes through the ground, it is anticipated to lose some of the value. Eric Davis, City of Burlington, seemed to think it was potable water. Mr. Reich has also talked with a geologist who says there should be no residual fluoride in ground water in this area. Mr. Davis knows of a company, Utility Services, Inc. that does a specialized leak detection called a helium process. Mr. Reich provided the Board members with a handout, and a quote. Utility Services, Inc. injects helium into a water service. Helium is safe to use. Because helium is five times lighter than the air, it will find the leaks, come up through the ground, and then out into the atmosphere. Detection equipment, outside, finds the helium. They trace the helium back down to the source to pinpoint leaks. This may be the best alternative to finding the leak. Arnold Allred has asked Rural Water to look at the issue. They have not been able to find a leak. The helium process may be the best method to detect the leak. It is not inexpensive. Mr. Reich presented the proposal costing $4500.00. Alderman Crouse asked about the location of the company. Mr. Reich said the company originated in Rockingham County, but now they are nationwide. Mr. Allred confirmed this information. Mr. Reich summarized that this would be viable and safe, and the most effective way to find the leak. They can’t find the leak by listening; this makes the options limited. Alderman Clemmons asked about the certainty of this being Village water. Mr. Reich replied that it is potable water. Clerk York had informed Mr. Reich that the Post Office at one time had a leak on their line between the meter and the building. This was repaired. Clerk York has looked at water meter readings for houses upstream or uphill of the site, as far up as Birch. There were no readings that were out of the ordinary. Ms. Lineberry had a leak about a year ago, about the same time as the leak on NC 62. Mr. Reich observed the other possibility could be a sprinkler system. Clerk York said he was not aware of any irrigation meters or usage consistent with irrigation. Mayor Bundren asked if they should wait until after Christmas, if this was a possibility. Mr. Reich agreed they could wait and added that he didn’t think people had used their sprinklers as much this year, with all the rain. Clerk York noted that the water at this location has been turned off for some time. Someone has recently moved into the apartment on the second floor. They have paid their deposit and the water is back on. There was a leak when he first moved there, but he has repaired it. When Rural Water came out, there was a leak in a plumbing line, involving a toilet. Water was turned off with the valve, at the source. Clerk York said he didn’t know if that factored into the situation. He will look at the usage because the meter has been off for a long time. Clerk York explained that the resident thought the leak was in a pipe, behind the toilet. Mr. Reich said this would be a definite source. He asked if this was on a different meter. Clerk York observed it is on the same meter. Mr. Reich noted that, if there is a French drain around the bottom, the water could get into that and follow back to the opening. Clerk York reported there were two months of large usage before the meter was turned off. However, there was no water moving before the meter was turned off. Later, they didn’t hear anything, either. Mayor Bundren asked if the meter could be broken. Clerk York indicated the meter did move, suggesting that it does work. Mayor Bundren suggested the situation needs to be investigated before they spend $4500.00. Clerk York will look to see what the usage on the meter has been, from the time he turned it back on until now. Meters are being read today and tomorrow. Mayor Bundren asked for input from the Board. Alderman Tichy stated he didn’t know of anything more they could do, that they haven’t already done. They know there is a leak of some sort. Alderman Tichy asked about the second fluoride test. Mr. Reich replied that this was done by Eric Davis, with the City of Burlington. He handled the sample and knows what he is doing. It is a good sample. Alderman Tichy asked about the amount of unbilled water each month—the difference between what the Village of Alamance bills and is billed by the City of Burlington. Clerk York replied this is not much. Some months it looks as if the Village is billing for more than it is taking in; the next month it looks less, but it all evens out. He said it could be 1% or 2%, if that much. Arnold Allred commented that the leak on Cardinal was 3%. Mayor Bundren asked if something had been done to keep the water from running across Mr. Frye’s driveway. Alderman Crouse stated that this has been hooked into the sewer, with the trap. The tap water is no longer running across his driveway. The whole bank has already dried up. Mayor Bundren added that a leak will never get better. Alderman Crouse observed it will just get worse. The consensus was that the Board will consider this for another month. Alderman Clemmons asked Clerk York if he also went across the street, to check on the water usage, and see if there was anything out of the ordinary. Clerk York said he went down Cabin, and from the Post Office and up, but not on the opposite side. He reported on water usage from June 2012 through June 2013. The Village purchased 21.2 million and sold 20.7 million over the course of the year. The difference likely comes from the leak in August. Without that leak, it is approximately a 1% loss. This is approximately $30.00 per month, as the loss. The consensus was restated to table this item. Mayor Bundren thanked Mr. Reich.

Liberty Drive Paving

Following the last Board meeting, Clerk York and Attorney Bateman communicated to the owners of Cornerstone Properties that they had 30 days to pave the area at the end of Liberty Drive or they would move to revoke the plat. They also offered to pay for the paving at the end of Liberty Drive, provided that Cornerstone provided security for reimbursement in the form of a deed of trust on the remaining lots yet to be built upon. Cornerstone has looked into getting a couple of bids of their own, in addition to the bid from the Village. Clerk York received email correspondence wanting to know if the Village must approve their choice. Clerk York indicated he wanted to know who would do the work, but Cornerstone could chose, as long as they are paying for the project. He also wanted to ensure that the work lined up, from the perspective of the engineer. There are three spots at the end of Liberty Drive that need to be patched before the final paving coat. The email response was that Cornerstone Properties understood. There was a bid opening last Friday at 2:00pm. Mr. Reich addressed the bids, observing that they received three. Eight or nine different contractors were notified. Alamance Paving did not submit a bid, but they had been in contact with Cornerstone Properties. Cornerstone was obtaining bids, but Mr. Reich does not know if there was overlap with the bids. Clerk York reported that ProPave was doing a bid for Cornerstone. Mr. Reich noted that ProPave did not submit a bid. Bids were opened at 2:00pm and one bid was submitted at 4:00pm, which could not be accepted. Tom Thumb was the lowest bid. They are relatively competitive, at $33,325, $34,050, and Wall Asphalt’s bid was $37,099. These bids are good for 30 days, from September 30-October 20. The bids can be held until then, and a contract can be entered into at that time. Mayor Bundren asked about the cutoff date for Cornerstone. While Clerk York checked on this, Alderman Clemmons asked about the timing of the paving. Mr. Reich answered that he liked to do resurfacing before Thanksgiving. The cooler the temperatures, there’s more chance of something not going right. December 15th is the NC DOT spec; permission is required from the Division Engineer after December 15th and prior to March 15th. It should take basically one day to do all of the paving work. Vegetation and sand will need to be removed at the end of the road. Mayor Bundren announced that Cornerstone has a 30 day window which brings the deadline to October 9th. Mr. Reich suggested the Board could tentatively award the contract to the low bidder, Tom Thumb Asphalt, Inc., subject to the work being completed by the developer. Clerk York said if the developer doesn’t do the work, and doesn’t agree to provide any security for the lots, he wouldn’t want to tentatively enter into a contract. Mayor Bundren stated that this could be addressed in the wording. Alderman Clemmons made the motion to accept the low bid of Tom Thumb Asphalt for $32,225 to pave the remaining section of Liberty Drive and a section of Serenity Drive, in Heritage Glen subdivision. This will only go into effect if Cornerstone Developers do not get their own paving company to finish the work, as agreed, and it will not go into effect if they do not provide collateral security in the remaining lots that haven’t been built. Alderman Tichy seconded the motion. The motion passed unanimously.

Illicit Discharge Ordinance

Clerk York addressed the Illicit Discharge Ordinance, as presented to the Board for consideration at the last meeting. A gentleman had been dumping the contents of his Rainbow vacuum cleaner into the storm drain. Neighbors had been complaining. The ordinance has been pulled out of the Jordan Lake Rules. It is a large ordinance to consider, given this is the only issue driving consideration of the ordinance. This was tabled at the last meeting, but Clerk York did not advise to take action on this item. The consensus was to table the ordinance until such time as there is a larger concern.

There was no additional Old Business.

NEW BUSINESS

Memorandum of Understanding for Burlington/Graham MPO

Clerk York presented the memorandum and the resolution accompanying it. The resolution to approve the memorandum is what the Board is considering. Orange County is now a member of the Burlington/Graham MPO. There is already a Memorandum of Understanding; the only change is that Mebane will now have three votes, if there is ever a weighted vote. Clerk York said this has not been done any time that he has been on the PCC. It is an option that is always there. Alderman Tichy made the motion to approve the resolution, as written. Alderman Slaughter seconded. The motion passed unanimously.

Finance Report/Bank Account Options

Clerk York presented the Finance Report. A total of $553.69 was earned on the CD that renewed this month. He pointed out the total value of all of the CDs deposited. Also, he addressed the different options for the bank account. All four are basically the same: no maintenance fee and accounts are collateralized. Regarding Wells Fargo, earnings credits have increased from .05% to .25%, which is the current rate. Returned item charges are being eliminated, as are the account maintenance fees. Prior to this, there was a $20.00 account maintenance fee for each account, the main account and the Plaid Day account. Both of these account maintenance fees have been eliminated. Wells Fargo has already reversed the first 6 months of fees for 2013, and deposited $305.00 into the account to make up the difference. By “reversed”, Clerk York stated that Wells Fargo made the .25% rate retroactive back to January. Mayor Bundren asked if the current fees were still averaging $140-$160 per month. Clerk York verified that this was correct. The Mayor asked if the fees would drop to $40-$60. Clerk York answered affirmatively. Wells Fargo hasn’t removed the full account maintenance fee yet. Mayor Bundren asked if there were no fees, for the other banks. Clerk York pointed out there were two different kinds of accounts. The other banks are business/enterprise or business checking accounts. The Village has a government advantage interest checking account. It is an analyzed account. The accounts with the other banks are checking accounts. Most of the municipalities have their accounts in analyzed accounts. To move to one of the other banks, would be moving funds into a checking account. Alderman Clemmons said this was basically a small business checking account. Most banks have a small business checking account, where you are allowed so many items. The account is free, other than odd things happening. There would be charges for returned checks. Alderman Clemmons said he is glad for the changes Wells Fargo has made. If Clerk York needs a question answered, he can call on Sue or Nell. He stated he felt it was worth what the Village was receiving from the bank. The Mayor asked if this was the consensus of the Board. With consensus, the Board decided to keep the accounts with Wells Fargo.

OTHER BUSINESS

There was no other business.

Public Comment

There was no other public comment.

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