CHAPIN TOWN COUNCIL REGULAR MEETING MINUTES Tuesday
CHAPIN TOWN COUNCIL REGULAR MEETING MINUTES Tuesday, October 17, 2017 6:00 p.m.
Town Council Chambers 157 NW Columbia Ave, Chapin
Members Present: Mayor Skip Wilson, Mayor Pro Tempore Mike Clonts, Member Robbie Frick, Member Kay Hollis, and Member Gregg White Members Absent: None Staff Present: Communications Director Karen Owens, Zoning Administrator Chris Clauson, Utilities Director Andy Metts, Finance Director Laura Culler, Sanitary Engineer Dan Lambert, Police Chief Seth Zeigler, and Town Clerk Julie Hammond Guests: Pastor Dennis Willey and Retired Colonel Tom Fincher Call to Order: Mayor Wilson called the meeting to order at 6:00 p.m. and determined there was a quorum. Pastor Dennis Willey, Our Lady of the Lake Church, offered the prayer. Retired Colonel Tom Fincher, American Legion Post #193, led with the Pledge of Allegiance. The Mayor acknowledged the appropriate notifications in compliance with the SC Freedom of Information Act had been met. Minutes: Council reviewed the Public Hearing and Regular Town Council Minutes of September 19, 2017. Member White moved to approve the minutes as presented. Council Member Hollis seconded the motion. All were in favor, motion carried. Public Comment: Kim Murphy felt it was disingenuous to represent the new 6½ mile multimillion-dollar sewer line was to relieve pressure when everyone knew it was to promote subdivision development. She indicated it was not a benefit to existing customers but to those who make money on it. Ms. Murphy felt it was a detriment to the community, causing increased traffic congestion, road wear and tear, burden on the school district and taxpayers. Ms. Murphy also felt that any capacity issues were not the fault of the previous administration but the drive of this administration to expand the sewer system. She noted the Wastewater Treatment Plant Capacity Report and concerns of overdevelopment from some Council Members and candidates. Ms. Murphy requested through the Freedom of Information Act (FOIA) all communications with subdivision developers that the Mayor or staff have had in the last two years. A formal FOIA request and appropriate fees paid would need to made prior to the release of any information. Liesha Huffstetler stated in the Sewer Force Main Project Agreement it included 250 free taps for the developer. According to Lexington County the development by Essex Homes has been approved for 429 homes. This will bring more homes, more congestion on Old Lexington and Wessinger. Her question to the Mayor and Director Metts was if they planned to give any more free taps above the 250. Mayor’s Comments/Recognitions: Mayor Wilson participated in the Chapin Readers program where he read to first grader, Carson Hoover. This is one of the great things that he participates in as Mayor and encouraged others to support our youth.
Chapin Town Council
October 17, 2017
Chapin Fall Night Out will be held on Wednesday, October 25, 2017 on Beaufort and Clark Streets beginning at 5:30 p.m. Two important dates to note: November 1, 2017 at 6:00 p.m. – Presentation on the Economic Development Strategic Plan by Crystal Morphis, Creative Economic Development; and November 15, 2017 at 6:00 p.m. Rescheduled Regular Town Council Meeting. In support of the American Cancer Society’s “Real Men Wear Pink” Midlands campaign, the Mayor is wearing pink and raising money to support breast cancer prevention and awareness. Online donations can be made on his Facebook page. Reports Financial Report: Director Culler reported on the General Fund (GF) Year-to-Date (YTD) Actual Revenues at $1,645,265 with GF YTD Expenditures at $1,193,021 with a balance of $452,244. YTD Revenues are under budget by $47,285 and YTD Expenses are under budget by $499,529 with 75% of the year elapsed. Director Culler reported on the Utilities Fund (UF) YTD Actual Revenues at $3,466,350 with UF Expenditures at $1,805,063 with a balance of $1,661,287. YTD Revenue is under budget by $170,200 and YTD Expenses are under budget by $1,491,087 with 75% of the year elapsed. The following items were noted: Projected year-end revenues will exceed the budget by $150,674; Annual promissory note of $34,646 was paid on 401 Lexington Ave; 25 less new business licenses as compared to 2016; and $580,002 paid to date for the design phase of the Wastewater Treatment Plant Expansion. Police Report: Chief Zeigler reported that arrest volumes have increased with the addition of the new officers. Their training and experience are paying off. The turn signal study conducted at Chapin Rd and Lexington Ave by South Carolina Department of Transportation (SCDOT) didn’t warrant a turn signal at this time. The Police Department’s Fall Night Out, scheduled for Wednesday, October 25, 2017 at 5:30 p.m., will have a few new additions including a laser light show and the Columbia Marionette Theatre. The event promotes a positive interaction with the community and the Police Department. Member White asked what proactive steps were being taken regarding opioid usage in the community. Chief Ziegler explained Train the Trainer; Captain Craig will attend training and bring it back to the Town’s officers. Once trained the officers will be provided with Narcan (naloxone). He indicated educating the public and working with Lexington County on the issue as well. Member White suggested the Police Department meet with the Principal at Chapin High School. Utility Report: Director Metts reported on the Wastewater Treatment Plant (WWTP) Expansion Project. A mandatory pre-bid meeting was conducted on October 5, 2017 by the design engineer which covered the scope of work. Bid submittals were extended to October 31, 2017 at 10:00 a.m. The final deed and easement documents on the Chapin Technology Park sewer system were received and the permit-to-operate obtained. The Utility Department has accepted operation and
Chapin Town Council
October 17, 2017
maintenance responsibilities and customers wishing to connect to the system must meet all connections requirements and pay the Town’s established sewer tap fees. Zoning Report: Administrator Clauson reported on the status of current zoning and sign permits. He noted the approval of renovations at 200 Lexington Ave (Southern Grace Salon) and further information was needed for the renovation at 450 E Boundary (Rainbow International). The Town will be requesting reimbursement funds from the Federal Emergency Management Agency (FEMA) for the Utility Department emergency response during Hurricane Irma. Included in Administrator Clauson’s report was a Walkability Assessment for the Town, offered by Director Owens, that was a requirement by the Eat Smart Move More Grant. The walk was conducted in May 2017 by Eat Smart Move More Lexington County and Town staff. The report identified challenges for safe pedestrian activity in the area and generated a list of recommendations for improvement. Council Member White thanked Administrator Clauson for his perseverance with the subdivisions to get the roads repaired. Mayor Wilson noted while in the Revelstone neighborhood, citizens questioned their road issues that remain unresolved. He followed up with an e-mail to Lexington County regarding an initial request dated September 2016 and efforts made by Administrator Clauson. Old Business Ordinance – Stoney Pointe, Quit Claim Deed (Old Pump Station) – 2nd Reading: Mayor Wilson noted that the Stoney Pointe Quit Claim Deed did not require a public hearing. Mayor Pro Tem Clonts moved to authorize the Mayor to execute a Quit Claim Deed transferring Chapin Pump Station No. 30 to Stoney Pointe Homeowners’ Association. Council Member Hollis seconded the motion. Ordinance #023-10-2017 to authorize the transfer of Pump Station No. 30 to Stoney Pointe Homeowners’ Association “Exhibit A” was approved on its 2nd/Final Reading by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
New Business Proclamation – Environmental Systems Operators Week: Mayor Wilson read the Mayor’s Proclamation “Exhibit B” declaring October 22-28, 2017 as “Environmental Systems Operators Week” and acknowledged the Chapin Utility Department for their dedication and service. Council Member White moved to approve the Environmental Systems Operators Week Proclamation. Council Member Frick seconded the motion. Environmental Systems Operators Week Proclamation was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Chapin Town Council
October 17, 2017
Request of Action – Lexington Ave Sidewalk Project Alternative Actions: Administrator Clauson presented some background information on the Lexington Ave Sidewalk Extension Project. He indicated that the 2016 Columbia Area Transportation Study (COATS) Transportation Alternatives Program (TAP) Grant, through the Central Midlands Council of Government (COG), that the Town has been pursuing for the last two years was cut back to run sidewalk from Inez’s Daycare to Fairhaven Subdivision instead of Firebridge Subdivision (Phase II). In addition to the 2016 TAP Grant, a 2017 TAP Grant was applied for to complete sidewalks from Fairhaven to Firebridge (Phase III). During the process a new individual from SCDOT took over the project and estimated the costs to run roughly $500,000, which meant the Town would now have to come up with required funds of roughly $216,000. In his Request for Action (Exhibit C) Administrator Clauson suggested several alternatives which included proceeding with grant funding and following federal regulations, withdraw TAP funding requests and do the project internally, request SCDOT move funds to a new project, withdraw TAP funding and reallocate County Transportation Committee (CTC) funding, or withdraw funding and do nothing. He recommended the Town pursue the Lexington Ave Project but how to proceed and what sources of funding needed to be determined. Mayor Wilson reiterated that the project would roughly need $110,00 to proceed in-house in addition to the $91,000 either allocated or received funds. Council Member White thought the Town should proceed with its own efforts. Council Member Hollis was in support of Administrator Clauson’s recommendation. Council Member Frick thought the Town should move forward and follow through with commitment. Mayor Pro Tem Clonts indicated that the sidewalk was important to the community but was unsure of the funding. Mayor Wilson explained that this project had started off around $250,000 to $300,000 and now it is around $500,000 and the project labor and materials now is 40% of what DOT wants to charge. That means that 60% of the project is for administration so it is in the best interest of the Town to take hold of this project. Council wouldn’t vote at this time, but with current budgeted funds and CTC funds the Town could move forward with the capital project in the 2018 Budget. Administrator Clauson did need to give a response to the Central Midlands COG. Council Member White moved to rescind the TAP Application for the Lexington Ave Sidewalk Extension Project. Council Member Frick seconded the motion. Lexington Ave Sidewalk Project was rescinded by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Chapin Town Council
October 17, 2017
Request of Action – Recreational Trails Program Grant Funding: Administrator Clauson explained that SC Department of Parks, Recreation, and Tourism announced they were accepting letters of intent for the Recreation Trails Program. It is a federally funded grant that requires a 20% match. The maximum funding amount is $100,000 and the minimum is $10,000. If Council approved the request to pursue the funding it could be used to complete the walking trails that are part of the Chapin Town Hall Park Master Plan. Council Member White moved to submit a letter of intent for the Recreation Trails Program Grant. Council Member Frick seconded the motion. Authorization for Request of Action (Exhibit D) to submit a letter of intent for the Recreation Trails Program Grant was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Resolution – Amend Employee Handbook: Director Culler explained a few small changes to the Employee Handbook that included amending annual leave, the observance of Veteran’s Day, and the addition of certain family members to funeral leave. Council Member Frick moved to amend the Town of Chapin Employee Handbook as presented, Resolution #008-10-2017. Council Member White seconded the motion. Resolution #008-102017 (Exhibit E) was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Request of Action – Outright Purchase of Police Vehicle: Director Culler explained that Council had previously approved the purchase of two Ford Interceptor Utility patrol vehicles. The approval was for a lease-to-purchase, the first vehicle was purchased in March 2017 and the second would be purchased if cash flows in September permitted. Director Culler recommended that Council do an outright purchase of the vehicle because the Police Department had the funds available in the budget and it would save the Town on interest expense, underwriting fees, and three years of budget commitment. Council Member White moved to allow the outright purchase of the second 2017 Ford Interceptor Utility Vehicle that was approved as a lease-to-purchase on February 21, 2017 if cash flows in September were sufficient for the year. Council Member Frick seconded the motion. Request of Action for Outright Purchase of a Police Vehicle (Exhibit F) was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Request of Action/Resolution – SC Local Government Investment Pool Consent: Director Culler explained that a requirement of the State Revolving Fund (SRF) Loan for the Wastewater Treatment Expansion Project was the Debt Service Reserve Fund (DSRF). The DSRF holds a year’s worth of principal and interest, estimated at $600,000, for the duration of the loan. She
Chapin Town Council
October 17, 2017
presented two options for the DSRF which included the SC Local Government Investment Pool (LGIP) or a trustee. Per the Request of Action (Exhibit G), she recommended the SC LGIP because it has a lower fee and higher rate of return on investment. Council Member White moved to approve use of the SC Local Government Investment Pool for the Debt Service Revolving Fund when closing on the State Revolving Fund Loan for the Wastewater Treatment Plant Expansion Project. Mayor Pro Tem Clonts seconded the motion. Resolution #009-10-2017 (Exhibit H) was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Request of Action – Request for Proposal for Design Engineer – S-48 Utility Line Relocation: Director Metts explained that the Town had done a preliminary review of the plans provided by SCDOT for the S-48 Utility Line Relocation. The review determined that a complete and comprehensive review is beyond the Town’s in-house capabilities within the S-48 project time frame (approximately one year for Town review). He recommended proceeding with a Request for Proposal (RFP) for services of an engineer to evaluate the conflicts between the Town’s existing water and sewer systems and the proposed improvements in the S-48 road widening project. There was no cost estimate at this time but funding requirements would be identified and possible funding sources included the 2017 Utility Operating Budget or Utility Fund Balance. Council discussed a possibility of a joint survey with City of Columbia and other utilities to keep costs down but the sewer lines are on a gravity system and it probably would not be feasible. Water lines and any hydrants had been transferred to the City of Columbia and any prior rights of the Town would be at the expense of SCDOT. Director Metts presented a three-step process: 1. Determine what conflicts there are including a cost estimate; 2. Have engineer design and oversee construction of the relocation lines; and 3. Keep an attorney on retainer and contractor on standby during the construction of the road project. Council Member White moved to authorize staff to proceed with the RFP to hire an engineering firm to evaluate the conflicts between Town Utility Systems and the S-48 Road Widening Project. Mayor Pro Tem Clonts seconded the motion. Request of Action (Exhibit I) - RFP for Design Engineer for the S-48 Utility Line Relocation was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Executive Session: a. Section 30-4-70 (a) (2) – Discussion of Proposed Contractor to Survey Route of Highway 76/East Chapin Sewer Force Main Project
Chapin Town Council
October 17, 2017
b. Section 30-4-70 (a) (2) – Discussion of Potential Real Estate Purchase for Future Town Facilities Council Member White moved to enter into Executive Session to discuss the proposed contractor to survey route of Highway 76/East Chapin sewer force main and potential real estate purchase for future Town facilities under Section 30-4-70 (a) (2) of South Carolina. Mayor Pro Tem Clonts seconded the motion. The motion to enter into Executive Session was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Executive Session was entered into at 7:02 p.m. Council re-entered the Regular Town Council Meeting at 7:41 p.m. Council may take action on matters discussed in Executive Session. Council Member White moved to authorize the Utility Department to proceed with negotiating with a specific company to do a survey so a contract can be proposed for the Highway 76/East Chapin Sewer Force Main Project. Council Member Hollis seconded the motion. Negotiation of contract for survey route of Highway 76/East Chapin Sewer Force Main Project was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Adjournment: Mayor Wilson moved to adjourn Town Council. Town Council seconded the motion. The meeting was adjourned at 7:42 p.m.
COUNCIL APPROVED: J. Robert “Skip” Wilson, Mayor ATTEST:
Julie Hammond, Town Clerk
Town Council Chambers 157 NW Columbia Ave, Chapin
Members Present: Mayor Skip Wilson, Mayor Pro Tempore Mike Clonts, Member Robbie Frick, Member Kay Hollis, and Member Gregg White Members Absent: None Staff Present: Communications Director Karen Owens, Zoning Administrator Chris Clauson, Utilities Director Andy Metts, Finance Director Laura Culler, Sanitary Engineer Dan Lambert, Police Chief Seth Zeigler, and Town Clerk Julie Hammond Guests: Pastor Dennis Willey and Retired Colonel Tom Fincher Call to Order: Mayor Wilson called the meeting to order at 6:00 p.m. and determined there was a quorum. Pastor Dennis Willey, Our Lady of the Lake Church, offered the prayer. Retired Colonel Tom Fincher, American Legion Post #193, led with the Pledge of Allegiance. The Mayor acknowledged the appropriate notifications in compliance with the SC Freedom of Information Act had been met. Minutes: Council reviewed the Public Hearing and Regular Town Council Minutes of September 19, 2017. Member White moved to approve the minutes as presented. Council Member Hollis seconded the motion. All were in favor, motion carried. Public Comment: Kim Murphy felt it was disingenuous to represent the new 6½ mile multimillion-dollar sewer line was to relieve pressure when everyone knew it was to promote subdivision development. She indicated it was not a benefit to existing customers but to those who make money on it. Ms. Murphy felt it was a detriment to the community, causing increased traffic congestion, road wear and tear, burden on the school district and taxpayers. Ms. Murphy also felt that any capacity issues were not the fault of the previous administration but the drive of this administration to expand the sewer system. She noted the Wastewater Treatment Plant Capacity Report and concerns of overdevelopment from some Council Members and candidates. Ms. Murphy requested through the Freedom of Information Act (FOIA) all communications with subdivision developers that the Mayor or staff have had in the last two years. A formal FOIA request and appropriate fees paid would need to made prior to the release of any information. Liesha Huffstetler stated in the Sewer Force Main Project Agreement it included 250 free taps for the developer. According to Lexington County the development by Essex Homes has been approved for 429 homes. This will bring more homes, more congestion on Old Lexington and Wessinger. Her question to the Mayor and Director Metts was if they planned to give any more free taps above the 250. Mayor’s Comments/Recognitions: Mayor Wilson participated in the Chapin Readers program where he read to first grader, Carson Hoover. This is one of the great things that he participates in as Mayor and encouraged others to support our youth.
Chapin Town Council
October 17, 2017
Chapin Fall Night Out will be held on Wednesday, October 25, 2017 on Beaufort and Clark Streets beginning at 5:30 p.m. Two important dates to note: November 1, 2017 at 6:00 p.m. – Presentation on the Economic Development Strategic Plan by Crystal Morphis, Creative Economic Development; and November 15, 2017 at 6:00 p.m. Rescheduled Regular Town Council Meeting. In support of the American Cancer Society’s “Real Men Wear Pink” Midlands campaign, the Mayor is wearing pink and raising money to support breast cancer prevention and awareness. Online donations can be made on his Facebook page. Reports Financial Report: Director Culler reported on the General Fund (GF) Year-to-Date (YTD) Actual Revenues at $1,645,265 with GF YTD Expenditures at $1,193,021 with a balance of $452,244. YTD Revenues are under budget by $47,285 and YTD Expenses are under budget by $499,529 with 75% of the year elapsed. Director Culler reported on the Utilities Fund (UF) YTD Actual Revenues at $3,466,350 with UF Expenditures at $1,805,063 with a balance of $1,661,287. YTD Revenue is under budget by $170,200 and YTD Expenses are under budget by $1,491,087 with 75% of the year elapsed. The following items were noted: Projected year-end revenues will exceed the budget by $150,674; Annual promissory note of $34,646 was paid on 401 Lexington Ave; 25 less new business licenses as compared to 2016; and $580,002 paid to date for the design phase of the Wastewater Treatment Plant Expansion. Police Report: Chief Zeigler reported that arrest volumes have increased with the addition of the new officers. Their training and experience are paying off. The turn signal study conducted at Chapin Rd and Lexington Ave by South Carolina Department of Transportation (SCDOT) didn’t warrant a turn signal at this time. The Police Department’s Fall Night Out, scheduled for Wednesday, October 25, 2017 at 5:30 p.m., will have a few new additions including a laser light show and the Columbia Marionette Theatre. The event promotes a positive interaction with the community and the Police Department. Member White asked what proactive steps were being taken regarding opioid usage in the community. Chief Ziegler explained Train the Trainer; Captain Craig will attend training and bring it back to the Town’s officers. Once trained the officers will be provided with Narcan (naloxone). He indicated educating the public and working with Lexington County on the issue as well. Member White suggested the Police Department meet with the Principal at Chapin High School. Utility Report: Director Metts reported on the Wastewater Treatment Plant (WWTP) Expansion Project. A mandatory pre-bid meeting was conducted on October 5, 2017 by the design engineer which covered the scope of work. Bid submittals were extended to October 31, 2017 at 10:00 a.m. The final deed and easement documents on the Chapin Technology Park sewer system were received and the permit-to-operate obtained. The Utility Department has accepted operation and
Chapin Town Council
October 17, 2017
maintenance responsibilities and customers wishing to connect to the system must meet all connections requirements and pay the Town’s established sewer tap fees. Zoning Report: Administrator Clauson reported on the status of current zoning and sign permits. He noted the approval of renovations at 200 Lexington Ave (Southern Grace Salon) and further information was needed for the renovation at 450 E Boundary (Rainbow International). The Town will be requesting reimbursement funds from the Federal Emergency Management Agency (FEMA) for the Utility Department emergency response during Hurricane Irma. Included in Administrator Clauson’s report was a Walkability Assessment for the Town, offered by Director Owens, that was a requirement by the Eat Smart Move More Grant. The walk was conducted in May 2017 by Eat Smart Move More Lexington County and Town staff. The report identified challenges for safe pedestrian activity in the area and generated a list of recommendations for improvement. Council Member White thanked Administrator Clauson for his perseverance with the subdivisions to get the roads repaired. Mayor Wilson noted while in the Revelstone neighborhood, citizens questioned their road issues that remain unresolved. He followed up with an e-mail to Lexington County regarding an initial request dated September 2016 and efforts made by Administrator Clauson. Old Business Ordinance – Stoney Pointe, Quit Claim Deed (Old Pump Station) – 2nd Reading: Mayor Wilson noted that the Stoney Pointe Quit Claim Deed did not require a public hearing. Mayor Pro Tem Clonts moved to authorize the Mayor to execute a Quit Claim Deed transferring Chapin Pump Station No. 30 to Stoney Pointe Homeowners’ Association. Council Member Hollis seconded the motion. Ordinance #023-10-2017 to authorize the transfer of Pump Station No. 30 to Stoney Pointe Homeowners’ Association “Exhibit A” was approved on its 2nd/Final Reading by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
New Business Proclamation – Environmental Systems Operators Week: Mayor Wilson read the Mayor’s Proclamation “Exhibit B” declaring October 22-28, 2017 as “Environmental Systems Operators Week” and acknowledged the Chapin Utility Department for their dedication and service. Council Member White moved to approve the Environmental Systems Operators Week Proclamation. Council Member Frick seconded the motion. Environmental Systems Operators Week Proclamation was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Chapin Town Council
October 17, 2017
Request of Action – Lexington Ave Sidewalk Project Alternative Actions: Administrator Clauson presented some background information on the Lexington Ave Sidewalk Extension Project. He indicated that the 2016 Columbia Area Transportation Study (COATS) Transportation Alternatives Program (TAP) Grant, through the Central Midlands Council of Government (COG), that the Town has been pursuing for the last two years was cut back to run sidewalk from Inez’s Daycare to Fairhaven Subdivision instead of Firebridge Subdivision (Phase II). In addition to the 2016 TAP Grant, a 2017 TAP Grant was applied for to complete sidewalks from Fairhaven to Firebridge (Phase III). During the process a new individual from SCDOT took over the project and estimated the costs to run roughly $500,000, which meant the Town would now have to come up with required funds of roughly $216,000. In his Request for Action (Exhibit C) Administrator Clauson suggested several alternatives which included proceeding with grant funding and following federal regulations, withdraw TAP funding requests and do the project internally, request SCDOT move funds to a new project, withdraw TAP funding and reallocate County Transportation Committee (CTC) funding, or withdraw funding and do nothing. He recommended the Town pursue the Lexington Ave Project but how to proceed and what sources of funding needed to be determined. Mayor Wilson reiterated that the project would roughly need $110,00 to proceed in-house in addition to the $91,000 either allocated or received funds. Council Member White thought the Town should proceed with its own efforts. Council Member Hollis was in support of Administrator Clauson’s recommendation. Council Member Frick thought the Town should move forward and follow through with commitment. Mayor Pro Tem Clonts indicated that the sidewalk was important to the community but was unsure of the funding. Mayor Wilson explained that this project had started off around $250,000 to $300,000 and now it is around $500,000 and the project labor and materials now is 40% of what DOT wants to charge. That means that 60% of the project is for administration so it is in the best interest of the Town to take hold of this project. Council wouldn’t vote at this time, but with current budgeted funds and CTC funds the Town could move forward with the capital project in the 2018 Budget. Administrator Clauson did need to give a response to the Central Midlands COG. Council Member White moved to rescind the TAP Application for the Lexington Ave Sidewalk Extension Project. Council Member Frick seconded the motion. Lexington Ave Sidewalk Project was rescinded by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Chapin Town Council
October 17, 2017
Request of Action – Recreational Trails Program Grant Funding: Administrator Clauson explained that SC Department of Parks, Recreation, and Tourism announced they were accepting letters of intent for the Recreation Trails Program. It is a federally funded grant that requires a 20% match. The maximum funding amount is $100,000 and the minimum is $10,000. If Council approved the request to pursue the funding it could be used to complete the walking trails that are part of the Chapin Town Hall Park Master Plan. Council Member White moved to submit a letter of intent for the Recreation Trails Program Grant. Council Member Frick seconded the motion. Authorization for Request of Action (Exhibit D) to submit a letter of intent for the Recreation Trails Program Grant was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Resolution – Amend Employee Handbook: Director Culler explained a few small changes to the Employee Handbook that included amending annual leave, the observance of Veteran’s Day, and the addition of certain family members to funeral leave. Council Member Frick moved to amend the Town of Chapin Employee Handbook as presented, Resolution #008-10-2017. Council Member White seconded the motion. Resolution #008-102017 (Exhibit E) was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Request of Action – Outright Purchase of Police Vehicle: Director Culler explained that Council had previously approved the purchase of two Ford Interceptor Utility patrol vehicles. The approval was for a lease-to-purchase, the first vehicle was purchased in March 2017 and the second would be purchased if cash flows in September permitted. Director Culler recommended that Council do an outright purchase of the vehicle because the Police Department had the funds available in the budget and it would save the Town on interest expense, underwriting fees, and three years of budget commitment. Council Member White moved to allow the outright purchase of the second 2017 Ford Interceptor Utility Vehicle that was approved as a lease-to-purchase on February 21, 2017 if cash flows in September were sufficient for the year. Council Member Frick seconded the motion. Request of Action for Outright Purchase of a Police Vehicle (Exhibit F) was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Request of Action/Resolution – SC Local Government Investment Pool Consent: Director Culler explained that a requirement of the State Revolving Fund (SRF) Loan for the Wastewater Treatment Expansion Project was the Debt Service Reserve Fund (DSRF). The DSRF holds a year’s worth of principal and interest, estimated at $600,000, for the duration of the loan. She
Chapin Town Council
October 17, 2017
presented two options for the DSRF which included the SC Local Government Investment Pool (LGIP) or a trustee. Per the Request of Action (Exhibit G), she recommended the SC LGIP because it has a lower fee and higher rate of return on investment. Council Member White moved to approve use of the SC Local Government Investment Pool for the Debt Service Revolving Fund when closing on the State Revolving Fund Loan for the Wastewater Treatment Plant Expansion Project. Mayor Pro Tem Clonts seconded the motion. Resolution #009-10-2017 (Exhibit H) was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Request of Action – Request for Proposal for Design Engineer – S-48 Utility Line Relocation: Director Metts explained that the Town had done a preliminary review of the plans provided by SCDOT for the S-48 Utility Line Relocation. The review determined that a complete and comprehensive review is beyond the Town’s in-house capabilities within the S-48 project time frame (approximately one year for Town review). He recommended proceeding with a Request for Proposal (RFP) for services of an engineer to evaluate the conflicts between the Town’s existing water and sewer systems and the proposed improvements in the S-48 road widening project. There was no cost estimate at this time but funding requirements would be identified and possible funding sources included the 2017 Utility Operating Budget or Utility Fund Balance. Council discussed a possibility of a joint survey with City of Columbia and other utilities to keep costs down but the sewer lines are on a gravity system and it probably would not be feasible. Water lines and any hydrants had been transferred to the City of Columbia and any prior rights of the Town would be at the expense of SCDOT. Director Metts presented a three-step process: 1. Determine what conflicts there are including a cost estimate; 2. Have engineer design and oversee construction of the relocation lines; and 3. Keep an attorney on retainer and contractor on standby during the construction of the road project. Council Member White moved to authorize staff to proceed with the RFP to hire an engineering firm to evaluate the conflicts between Town Utility Systems and the S-48 Road Widening Project. Mayor Pro Tem Clonts seconded the motion. Request of Action (Exhibit I) - RFP for Design Engineer for the S-48 Utility Line Relocation was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Executive Session: a. Section 30-4-70 (a) (2) – Discussion of Proposed Contractor to Survey Route of Highway 76/East Chapin Sewer Force Main Project
Chapin Town Council
October 17, 2017
b. Section 30-4-70 (a) (2) – Discussion of Potential Real Estate Purchase for Future Town Facilities Council Member White moved to enter into Executive Session to discuss the proposed contractor to survey route of Highway 76/East Chapin sewer force main and potential real estate purchase for future Town facilities under Section 30-4-70 (a) (2) of South Carolina. Mayor Pro Tem Clonts seconded the motion. The motion to enter into Executive Session was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Executive Session was entered into at 7:02 p.m. Council re-entered the Regular Town Council Meeting at 7:41 p.m. Council may take action on matters discussed in Executive Session. Council Member White moved to authorize the Utility Department to proceed with negotiating with a specific company to do a survey so a contract can be proposed for the Highway 76/East Chapin Sewer Force Main Project. Council Member Hollis seconded the motion. Negotiation of contract for survey route of Highway 76/East Chapin Sewer Force Main Project was approved by unanimous vote: Mayor Wilson: Council Member Frick: Council Member White:
Yes Yes Yes
Mayor Pro Tempore Clonts: Council Member Hollis:
Yes Yes
Adjournment: Mayor Wilson moved to adjourn Town Council. Town Council seconded the motion. The meeting was adjourned at 7:42 p.m.
COUNCIL APPROVED: J. Robert “Skip” Wilson, Mayor ATTEST:
Julie Hammond, Town Clerk
