Town Council 05-19-2020 - Laserfiche WebLink

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Department Head Report— Chief Kevin Julian reported the siren test was just complete. All went well except the siren at Newby School, which is the oldest siren. Plans to repair that siren have already been set in motion. There is an Standard Operating Procedure being drafted forth e future of the siren testing. David Moore DPW Superintendent Reported property owner Arvin Hopkins, Eastmore subdivision, is ready to deed over the street for Phase 1 to the Town. Councilman Warthen mentioned during the development and proposal; it was stated the alleys would not be part of the street infrastructure, and would not be maintained by the Town after take over. Councilman Warthen addressed the idea of a lighting agreement with the HOA to pay Y2 of the bill for the lights also addressed was the discussion of the landscaping at the entrance which has several trees in the median. Town Attorney Lee will get all of the information together to present to the Council for consideration at the next meeting. David Moore gave an update on the construction of the street garage. He mentioned assisting the flooding in the Grandview subdivision, and possible remedies were discussed. Brent Callahan Park Superintendent talked about the discussions that have been going on statewide, and announced that the aquatic center will stay closed this year and all summer camps are canceled due to COVID-19. Some of the amenities at the park will be reopening soon under CDC guidelines. The 4th of July fireworks show will continue, but the public will not be allowed to enter into park during the firework show. Other events scheduled during the summer are being monitored on a day by day basis. Legal - Town Attorney Lee addressed the tabled discussion of Josh Smalling request for a one time change order. A lengthy discussion ensued with the fact that there has not been any additional information given that a change order is needed, and the difference that comes with a public works contract vs. an insurance claim from the private sector. Bob Stewart stated that he also bid on the roof and that everyone bid on the same job no matter if it was the insurance or the Town paying for the repairs, and that Mr. Smalling is capable of executing the contract as is. If a valid reason for a change order is found after the work is started this will need to be evaluated at that time. Councilman Williams ask the Council for a Motion to allow change order. No motion came forward Town Attorney Lee announced that an SB -1 was received for Innovative Performance Technologies for a piece of equipment that has already been installed. The abatement should have been applied for prior to installation. Innovative Performance Tech has requested a waiver, and a public hearing must be held. Councilman Warthen motioned to set a hearing for the proposed waiver for Innovative Performance Technologies Councilman Stanley seconded. Motion carried S-0 Due to the increase in legal bills, Attorney Lee proposed a flat fee retainer for routine council and town matters. A $5000.00 per month retainer would cover all of the phone calls from council members, meetings, special meetings, preparation of ordinances and exhibits, and all standard issues typically handled by a town attorney. Outside of that would be things like economic development agreements and eminent domain procedures. A letter of engagement will be presented to the Council at the next meeting with a specific break down. Public Comments— James Clark presented himself before the Council to request an easement from Park drive due to his property now being landlocked due to another property owner closing off access to his property. Town attorney Lee took pertinent information to research his requests. John Erhart presented himself before the Council again to go over the request for summer usage credit due to the irrigation of lawns. Mr. Ehrhart was reminded of the conversation at the previous meeting with Bakertilly. Councilman Williams stated the issue would be addressed at the last meeting in June. A motion was made by Councilman Warthen with a second by Councilwoman Hester to approve claims in the amount of $ 376,870.17 Motion Carried 4-0 It was determined Councilman Cook was no longer in attendance via phone. Town Council Comments—Councilman Warthen asked about a plan for a BZA and Planning Commission meetings to be able to move forward on several projects. Town Attorney Lee will be working on getting a plan together to resume the meetings.