Monday, March 14, 2011

WORKSHOP MINUTES MARCH

Council Workshop Minutes
Tuesday, March 1, 2011
7:30 p.m. Town Hall
Council Present: Carolyn Hite, Bill Nunn, Harold Yuille, Christopher Clarke, Kevin Allgood
Staff Present: Melinda Moran
Kevin opened the meeting, welcomed everyone, and apologized for his absence last month due to his father's surgery in Richmond.
1. Budget (Connie Torres, Christopher Clarke
Melinda reported that the budget preparation is officially underway, and that a syllabus for Budget Committee meetings would be available later in the week. Carolyn asked how it was going so far and Chris indicated that we were off to a good start.
2. Buildings and Grounds (Christopher Clarke, Glenn Jurczyk)
Melinda reported that Chief Wilkinson is working on some preliminary specs for the new Police Dept building, and that the YMCA has indicated their agreement to allow the PD to use the playground area for a gravel parking lot with the understanding that the Town will remove and dispose of the playground equipment. Carolyn inquired whether any of the equipment could be used by a church. Melinda replied that the equipment belonged to the Y and was not up to current safety standards.
Melinda commented that the Housing Rehabilitation grant paperwork is being handled between Town Hall and the PDC, and that the project will proceed once DHCD approves the first phase and releases the grant funds.
Melinda commented that Glenn has spent much time and effort inspecting the Community Center after each use, and that his input has been helpful in addressing maintenance issues.
3. Personnel (Carolyn Hite, Connie Torres)
Melinda reported that as of this week, Richard Elliott is the Department Head for Public Utilities and Works. This effectively merges the two departments, and Richard will be in charge of all the staff that in both areas. Walter Terry will directly supervise the Sanitation, Line Maintenance, and Grounds crews. E.C. Williamson will assume additional Operator duties at the Water Plant. Carol Elliott will be providing administrative assistance in the Town Hall part time and continue with her administrative duties in the Police Department. These personnel changes will streamline Town operations and reduce personnel costs.

Progress has been made on incorporating leave schedules into the draft personnel manual.
4. Streets & Sidewalks (Bill Nunn, Glenn Jurczyk)
Melinda reported that since the Town only received one pavement patching bid in our first solicitation, staff would seek additional bids.
5. Utility Committee (Harold Yuille, Bill Nunn)
Melinda reported that Richard is reviewing options for the purchase of some of Clarence Moore's equipment as previously discussed. It appears that the ice machine at the Shop is fairly priced at $1000.00. He feels that a Termite would be more useful to the Town than the Trencher that Clarence owned.
6. Recreation (Harold Yuille, Carolyn Hite)
7. OTHER
A. Website – Michael Jancart with Stand Still Designs will be developing a new Town website for a cost not to exceed $1500.00.
B. Fire Department – Rural Development is providing a $25,000 grant towards the fire truck. There is $222, 600 to finance after the contribution made by the Fire Department. This grant is lower than the $50,000 to $100.000 grant that Rural Development had indicated might be available. In keeping with the agreement to split the cost of the truck 50/50, the Fire Department will need to contribute another $12,250 towards the truck.
C. Sale of Surplus Equipment – Of the 11 items up for bid, the Town received acceptable bids on 4 items and will submit the remaining 7 for sale on the Gov.Bids website. If the Town does not obtain acceptable bids, we will get salvage values. The Town will also put the Burlington surplus front-loading garbage truck up for auction on the website.
D. Library Expansion – Carolyn suggested that the library's request to expand into the former Dr. Brown building be an agenda item at this month's Regular Meeting so that Council can vote on using the building for this purpose.
E. Utility Service for Kinderton Technology Campus – Bill asked about the status of providing utilities for this project. He commented that the bid request included making connection to the Town's water and wastewater systems. Melinda responded that the County has not yet made a request for Town utilities, but that a meeting had been requested by the County for later in the week.
F. Annexation – Chris asked how this effort was progressing, and Melinda replied that she had submitted all the documentation requested to date by our Attorney for the Commission on Local Government.
G. Marina Building – Carolyn asked about the status of the new building for the Clarksville Marina. Melinda replied that she would check with the COE.

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