Special Called Board of Aldermen Meeting

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Town of Maggie Valley

Special Called Board of Aldermen Meeting

March 31, 2016

MINUTES

Members Present: Mayor Saralyn Price, Aldermen: Janet Banks, Phillip Wight, Mike Eveland, and Clayton Davis

Staff Present: Manager Nathan Clark, Public Works Director Mike Mehaffey, and Town Clerk Vickie Best

Others Present: None

1. Meeting Called to Order

Mayor Price called the meeting to order at 9:04 a.m. in the Town Hall Boardroom on Thursday March 31, 2016.

1. Award Bid of Renovation of Town Hall Boardroom

On March 23, 2016 sealed bids for the boardroom renovation project were opened. There were two bids submitted. Clark and Leatherwood Construction submitted a bid for $138,600 and Owle Construction submitted a bid for $135,000. Both companies are qualified contractors. During the engineer’s review all documents submitted met all guidelines. Marvin Mercer P.E. estimated the cost of the project to be $150,000. Staff was surprised the bids came in under budget.

As part of the bid process both companies were required to submit a 10% bid bond to protect the town. The required bid bond eliminated some contractors from bidding. It may be advantageous for Council to look at the percentages required by a bid bond. There were seven contractors at the pre-bid meeting. Because of the 10% bid bond several of the local contractors could not comply. On the other hand the bid bond guarantees the work is completed at the bid price submitted.

One of the local contractors would have submitted a bid for $123,500 but due to having to submit a $13,000 bid bond he was unable to submit a bid. State Law states that a bid bond is not required unless the project costs $500,000 or more. The Town, in the past, as looked at the bid bond as an insurance policy ensuring that the Town gets a quality job at the bid price.

The Town holds 5% of the labor cost until the end of the job. The Town pays for materials once they are delivered to the site. Public Works Director Mehaffey will oversee the job on behalf of the town.

Council agreed that moving forward they would look at each project individually.

ALDERMAN WIGHT MADE A MOTION TO AWARD OWLE CONSTRUCTION THE BID FOR $135,000. MOTION CARRIED UNANIMOUSLY.

Council felt this was a good price considering the scope of the project. Manager Clark will alert the engineer and will schedule a timeline for the project.

1. Further Discussion on Town Hall Boardroom Renovations

Any type of technology package is not included the project thus far. The technology issue needs to be addressed prior to Owle Construction beginning the renovation so that wiring can be included.

The boardroom doors are included in the bid price of $135,000. As for the front doors to Town Hall, Council will look at replacing the doors in the near future. Staff will have options for the Board to review.

The Board of Aldermen, Planning Board, and Zoning Board of Adjustments meetings will all transition to the Flossy White Room during construction.

Staff had three chairs brought in for Council to choose chairs for the audience. The current Board seats will be used in the newly remodeled Boardroom.

Council asked that staff continue to look for chairs. The chairs should be wider to accommodate people but does not need to be elaborate. Alderman Banks asked that staff look at the chairs at the Jonathan Creek Fire Department for an idea; they were comfortable. Alderman Eveland suggested staff look at restaurant chairs as well.

Alderman Wight felt there was nothing wrong with the current audience chairs. Alderman Wight preferred to use that money on the Town Hall Doors. The current chairs fold up and can be stored against the wall. The chairs displayed for Council’s review were stackable. Stackable chairs would require more storage. The Town will not be using the chairs until after the project is completed.

Manager Clark will gather technology quotes and submit them to Council.

Other Business

 The Town has not heard anything regarding the Knight property.

 There are two new businesses moving to Maggie Valley; 1) An Escape Room is moving to the old MVP Real Estate Office at the corner of Cardinal Drive and Soco Road, 2) a Coffee Shop is locating next to Subway.

 Manager Clark and Public Works Director Mehaffey met with the residents on Trapper Lane in the Brannon Forest Subdivision regarding a road project. This is a small road project where the Town will participate 15% of the cost.

 The Hemlock Loop residents may want a Special Assessment for their road project. The Town is awaiting paperwork from the HOA.

 Director Mehaffey continues to receive complaints from residents on Rocky Top Road, although no one is willing to step up and get the participation needed to consider a Special Assessment.

 Planner Bowen oversees the enforcement at the Harden property where the garage and apartments burned. The structure burned January 18, 2016. Mr. Harden continues to clean up the property, hauling materials off daily.

 The woodworking place located at the end of Hemlock Loop and Soco Road has been issued a notice of violation and has until May 1 to clean their property of the useless debris.

 Manager Clark, Planner Bowen and Alderman Banks will be attending a meeting in Waynesville hosted by the Rural Center providing their new vision and agenda for the Rural Center.

1. Adjournment

ALDERMAN BANKS MADE A MOTION TO ADJOURN AT 9:36 A.M. MOTION CARRIED UNANIMOUSLY.

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Mayor Saralyn Price Vickie Best, CMC, Town Clerk