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HomeMy WebLinkAboutJanuary_4_2011_Regular_MinutesIREDELL COUNTY BOARD OF COMMISSIONERS REGULAR MINUTES JANUARY 4, 2011 The Iredell County Board of Commissioners met in Regular Session on Tuesday, January 4, 2011, at 7:00 P.M., in the Iredell County Government Center (Commissioners' Meeting Room), 200 South Center Street, Statesville, NC. Board Members Present Chairman Steve Johnson Vice Chairman Marvin Norman Renee Griffith Frank Mitchell Ken Robertson Staff present: County Manager Joel Mashburn, Deputy County Manager Tracy Jackson, Assistant County Manager Ron Smith, Purchasing Agent Dean Lail, Solid Waste Director David Lambert, Recreation Director Robert Woody, and Clerk to the Board Jean Moore. CALL TO ORDER by Chairman Johnson INVOCATION by Commissioner Griffith PLEDGE OF ALLEGIANCE ADJUSTMENTS OF THE AGENDA Deletion: Kimberly Clarke, the Founder/Director of Avalon Farms, originally planned to speak as an Appointment Before the Board; however, she cancelled the request. ADMINISTRATIVE MATTERS Request from Solid Waste/Purchasing to Award a Contract to Road Machinery Services for the Purchase of One Terex TC550 Landfill Compactor with a Four- Year/7000Hr Warranty and to Authorize the Trade -In of an Older 3-90C Compactor (Serial #GJ305) for $40,000: Purchasing Agent Dean Lail said the board in November of 2010 approved a budget amendment to appropriate funds for the purchase of a Terex TC550 Compactor and to recognize a GRADE grant. He said $727,000 had been accumulated for the purchase. Lail said bid advertisements were placed in a local newspaper, and three bids were received. He said, however, that two of the companies declined to offer a bid. Lail said Road Machinery had offered a bid of $699,602.00, along with a $27,389 warranty (4 year/7000 hrs.), and the acceptance of a 3-90C Compactor (Serial #GJ305) as a trade-in for $40,000. Lail said this brought the costs down to $687,000. He requested for the bid to be awarded to Road Machinery. Commissioner Robertson asked why the landfill was obtaining a new compactor. Solid Waste Director David Lambert said the landfill's compactor was already ten years old when purchased about five years ago, and it was now inoperable. Commissioner Griffith asked if the bid was under the designated amount for the purchase, and what fund would be used for the purchase. Lail said $727,000 was budgeted, and with the trade-in of $40,000, the purchase would be under budget. He said funds that had been accumulating for the purchase would be used, along with the $135,000 GRADE grant. MOTTO by Commissioner Robertson to approve the request by awarding the bid to Road Machinery Services for the purchase of one Terex TC550 Landfill Compactor with a 4 year/7000 Hr. Warranty, and to authorize the trade-in of the 3-90C Compactor, Serial # GJ305 for $40,000. VOTING: Ayes — 5; Nays — 0. The bids received were as follows: Compactor Bid Opening December 20, 2010 Road Machinery Service $699,602.00 Machine $ 27,398.00 Warranty $ 40, 000.00 Trade -In Tractor Equipment No Bid BHE Trashmaster, Inc No Bid Request from the Parks & Recreation Department for Approval of an Interlocal Agreement with the Town of Troutman for the Use/Care of the Newly Proposed Troutman Park: Parks and Recreation Director Robert Woody said the Town of Troutman was proposing to build a park behind the Troutman Town Hall. He said that due to the Town not having a Parks & Recreation Department, assistance from the county's department was being requested to provide the mowing and maintenance. Woody said the recreational fields near the Troutman vicinity were being over used, and the new park would help to alleviate the situation. He said an interlocal agreement had been drafted that would allow the county to partner with Troutman in the utilization and care for the fields. Woody said the county would be able to recover the costs through concession fees, proposed user fees, and field rental fees. He said it would take three to five years for the park's build out, and the Town was applying for a state Parks and Recreation Trust Fund (PARTF) grant that could be awarded as soon as May 2011. Woody said that if the grant funds were received, Phase I would begin with a soccer field in the center of the park. He said future phases would include baseball fields and other amenities. Woody said the county's costs at total build out would be $5,867 for the maintenance. He said full build out was not anticipated until the fall of 2012 or early 2013. Troutman Town Mayor Elbert Richardson said there were 40 parks in Iredell County with 22 being in Statesville; 12 in Mooresville; 5 belonging to the county; and 1 state park. He said the walkway that extended through Troutman was the Town's only recreational facility. Richardson said Engineered Sintered Components, an industry located in Troutman, had donated 5 acres to the Town for a walking trail and another 25 acres had been leased for a $1 a year for 30 years to be used for the park. Richardson said the park's total build out would include: 2 soccer/football fields, 2 softball fields, parking, concession area, picnic pavilion, playground, tennis courts, basketball courts, horseshoe pit, walking track, restrooms, and an amphitheater. He said the cost would be $3 million with Phase I alone costing $1 million. Richardson said if awarded the $500,000 PARTF grant, this money would be used along with donations and in-kind gifts. He said one-fourth of the Phase I cost had been committed, and the Town would try to pay any shortfall. Richardson said that in order to obtain the grant, the Town had to demonstrate the ability to maintain and schedule the usage of the park. He said the county could assist by allowing its parks department to aid in the project. Commissioner Griffith asked which party would collect the fees. Richardson said the county. Griffith asked if the county already had the manpower resources that could assume the responsibility. Woody said a maintenance crew already took care of the Stumpy Creek Park. MOTIO by Commissioner Norman to accept the Interlocal Agreement with the Town of Troutman. VOTING: Ayes — 5; Nays — 0. The agreement is as follows: 2 Interlocal Agreement between Iredell County and the Town of Troutman to Provide Grass Mowing and Grounds Maintenance for the Troutman Town Park to provide additional playing fields for County Recreational Programs This agreement made and entered into on the last date of its approval as set forth herein by and between the Town of Troutman, a municipal corporation having charter granted by the State of North Carolina, hereafter referred to as "Town," and Iredell County, a corporate political body and a subdivision of the State of North Carolina hereafter referred to as "County;" and WHEREAS, under North Carolina General Statute 160A-461, any unit of local government may enter into contracts or agreements with each other in order to execute any undertaking; and WHEREAS, under North Carolina General Statute 160A-460, "undertaking" means the joint exercise by two or more units of local government, or the contractual exercise by one unit for one or more other units, of any power, function, public enterprise, right, privilege, or immunity of local government; and WHEREAS, both Town and County desire to enter into an undertaking that will allow the County to utilize and program the baseball and soccer fields on the Troutman Town Park and the County in turn will maintain and mow the grounds. NOW, THEREFORE, in consideration of the premises and the mutual covenants and agreements of the parties, the parties hereto agree as follows: (1) Purpose. The purpose of this agreement is to provide better recreational opportunities for Town and County residents for existing baseball and soccer programs. The Town will provide a park that includes two baseball/softball fields and one soccer field along with a playground, walking path, pavilion, tennis court, basketball court, splash pad, horseshoes, and amphitheater. County recreational programs will have full use of the active playing surfaces and in turn provide the mowing and care of these areas. (2) Responsibilities. A. County. The County agrees to: i. Provide a single point of contact for the Town to share programming and maintenance schedules. ii. Clean the restrooms twice each week during ball season and once each week during the off season or as needed. in. Provide quarterly inspections for play structures and park facilities. iv. Mow the ball fields and surrounding grass areas during the 28 week mowing season or incidentally if needed. v. Application of fertilizer 3 times per year, over seed 2 times per year and lime 1 time per year. Includes plugging. vi. Share the cost of the fertilizer, lime and seed at %2 the cost. The County will purchase the materials and invoice the Town for % the cost incurred. Invoices will be due within 15 days of receipt. B. Town. The Town agrees to: i. Provide a single point of contact for the County to share programming and maintenance schedules. ii. Share the cost of the fertilizer, lime, and seed at'/ the cost. iii. Provide irrigation, ball field lighting, water and sewer. iv. Provide liability insurance for the park with the County being named as additional insured. v. Provide trash removal. vi. Contract with the county to provide maintenance for all other park structures at actual cost as needed. vii. The Town will provide park security with an electric gate and utilizing the Town of Troutman Police Department. (3) Duration of Agreement. This agreement shall begin on the date of its last approval by either County or Town and shall automatically renew each year unless terminated as provided herein. (4) Procedure for mowing and recreational programming. County agrees to mow the park property on a weekly rotation during the 28 week mowing season beginning approximately in the month of April and ending approximately in the month of October and incidentally if needed. The county will program the use of the active playing surfaces at its discretion and charge a field use fee for outside organizations. Fees collected will be the property of the County. The Troutman Youth Athletic Association (TYAA) and Engineered Sintered 3 Components (ESC) will be given priority preference on the use of fields. There will be no fee charged to (TYAA) or (ESC). The County will utilize a single point of contact to share programming schedules and recreational needs with the Town. (5) Procedure for Park Hours and Security. The park will be locked utilizing an electric gate. Normal operating hours will be from daylight until dark. Hours may be extended depending on program scheduling. (6) Procedure for concessions. The County will contract with the Troutman Youth Athletic Association (TYAA) for the operation of concessions. TYAA will be allowed to operate the concessions at their expense and return a minimum of 10% of the profits to the County for park maintenance in lieu of a rental fee. Concessions will operate during games and or special events. The Town and or County will have use of the concessions for special events or programming as needed. Concessions may be rented to other organizations at the County or Town's discretion. (7) Methods of Amending the Contract or Agreement. This agreement may be amended with notice to the Manager of the other governing unit, and with the mutual approval of the respective governing boards. (8) Methods for Terminating the Contract or Agreement. This agreement may be terminated by a one hundred eighty (180) day written notice to the Manager of the other governing unit, and with approval of the terminating governing board. X X X X X Request for Approval of the December 21, 2010 Minutes: MOTION by Commissioner Norman to approve the minutes as presented. VOTING: Ayes — 5; Nays — 0. ANNOUNCEMENT OF VACANCIES OCCURRING ON BOARDS & COMMISSIONS Centralina Economic Development Commission (Irip vate sector announcement) Board of Equalization & Review (6 announcements) APPOINTMENTS TO BOARDS & COMMISSIONS Iredell Countv Child Protection Team (1 appointment): Commissioner Robertson nominated Brenda Speece. OTION by Chairman Johnson to close the nominations and to appoint Speece by acclamation. VOTING: Ayes — 5; Nays — 0. Criminal Justice Partnership Program (1 appointment): Commissioner Mitchell nominated Judge Deborah Brown. MOTION by Chairman Johnson to close the nominations and to appoint Brown by acclamation. VOTING: Ayes — 5; Nays — 0. Centralina Economic Development Commission (I public sector appointment): Commissioner Robertson nominated Tracy Jackson. MOTION by Chairman Johnson to close the nominations and to appoint Jackson by acclamation. VOTING: Ayes — 5; Nays — 0. 4 (REMINDER SHEET) Criminal Justice Partnership Program (1 appointment — at -large position): Commissioner Robertson nominated Ryan Pegarsch. OTION by Chairman Johnson to close the nominations and to appoint Pegarsch by acclamation. VOTING: Ayes — 5; Nays — 0. Historic Properties Commission (1 appointment): Commissioner Mitchell nominated Cathy Mills for a four-year term. OTIO by Chairman Johnson to close the nominations and to appoint Mills by acclamation. VOTING: Ayes — 5; Nays — 0. COUNTY MANAGER'S REPORT: Mr. Mashburn said the FY 2011-12 budget packages would be distributed to the department heads on January 13. He said the board's retreat was scheduled for Friday, February 25 and Saturday, February 26 at the Agricultural Resource Center. Mashburn said it appeared that much of the discussion would center around emergency services, along with planning, land use, and education. He requested the board members to notify the staff of any topics needing to be discussed. Commissioner Robertson asked if anyone had objections to rescheduling the retreat to March 4 (Friday) and March 5 (Saturday). No one voiced any objections, and it was determined that the retreat would be held on March 4 and March 5 (half a day). Commissioner Mitchell asked for a reval update. Interim Tax Administrator Bill Furches said data was still being gathered; however, the notices should be sent out in approximately six weeks. ADJOURNMENT: OTION by Commissioner Robertson to adjourn the meeting at 7:26 P.M. (Next meeting: Tuesday, January 18, 2011 at 7:00 P.M., in the Iredell County Government Center, 200 South Center Street, Statesville, NC 28677. Approval: 5 Clerk to the Board