Agenda Packet - clemmons.org6201256A-BE8C-4BC3-B6EC... · Tanglewood Business Park Update – Mayor...

Agenda Packet - DRAFT Village of Clemmons Council

Regular Meeting

June 25, 2018

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Not Approved

DRAFT

AGENDA REGULAR MEETING OF THE

VILLAGE OF CLEMMONS COUNCIL JUNE 25, 2018 at 7:00 p.m.

I. Call to Order & Pledge of Allegiance – Mayor Wait

II. Public Comments III. Minutes - Approval of Minutes – June 11, 2018 Regular Meeting IV. Changes and/or Approval of the Agenda V. Announcements A. Village Offices will be closed Wednesday, July 4th for Independence Day (Trash pickup is normal for Monday and Tuesday but Wednesday – Friday pickups will be delayed 1 day) B. Appreciation of Citizen Board Service: Michael Gautreaux, Planning Board; Chuck Houska, Planning

Board; Bruce Britton, Zoning Board of Adjustment; and Wayne Dodson, Zoning Board of Adjustment VI. Business – Information/Review Items for Future Action A. Marketing & Communications Director’s Report

B. Manager’s Report 1. Financial Report for May 2018

2. Sheriff’s Department Report for May 2018 3. Street Acceptance Resolutions 4. Updated Citizen Board Application 5. Bid Proposals – James Street Extension 6. CIP Project List C. Attorney’s Report

D. Planner’s Report 1. Minutes from the June 19, 2018 Planning Board Meeting 2. Library Update 3. Comprehensive Plan Update

Business – Action Items E. Federal Uniform Guidance Policies

F. Tanglewood Business Park 1. Presentation from Council Members Barson and Combest 2. Resolution Regarding Proposed Idols Road Development Area (Tanglewood Business Park) G. Closed Session to Discuss Personnel Matter in accordance with NCGS 143-318.11(a)(6) H. Council Comments VII. Adjournment

DRAFT

REGULAR MEETING OF THE VILLAGE OF CLEMMONS COUNCIL

June 11, 2018 The Village of Clemmons Council met on Monday, June 11, 2018, at 7 p.m. The meeting was held at the Village Hall, Clemmons, North Carolina. The following members were present: Mayor Pro Tempore Barson, Council Members Binkley, Combest, Lofland, and Wrights. Attorney David Kasper was also present. Mayor Wait and Attorney Warren Kasper were absent. Call to Order & Pledge of Allegiance Mayor Pro Tempore Barson called the meeting to order at 7 p.m. and led the Pledge of Allegiance. Public Comments There were approximately eight citizens in attendance. There was one individual signed in to speak: -David Cross, 165 Huron Court, Clemmons, NC – expressed his appreciation for the input session for the Comprehensive Plan Unveiling and his concerns over there being 64 objectives; stated that is quite a lot and would like to know if they will be tracked on a regular basis and requested a subsequent handout showing the progress. Approval of the Minutes Council Member Combest moved to approve the minutes of the May 29, 2018 regular meeting as presented. The motion was seconded by Council Member Lofland and unanimously approved. Approval of the Agenda Council Member Lofland requested the addition of Business Item H. “Ordinance to Amend Stormwater Advisory Board Membership”. Council Member Combest made a motion to “Conduct a Closed Session in accordance with NCGS 143-318.11(a)(6) to discuss appointments to boards. Attorney David Kasper referenced the statute and advised this would not qualify as a topic to be discussed in closed session as the applications were for citizen boards and public record (not an employee of the Village or appointed Officer). There was no second. Council Member Combest moved to approve the agenda as amended. The motion was seconded by Council Member Lofland and unanimously approved. Announcements Manager Buffkin announced that a local resident generously donated two benches to be placed at the Village Point Greenway. Manager Buffkin advised that Cpl. P.J. Stringer will be transferring to serve in Lewisville effective July 14, 2018. Council and Staff expressed their appreciation to Cpl. Stringer as he was

Village of Clemmons Council June 11, 2018 Minutes Page 2

in attendance. Business – Information/Review Items for Future Action A. Marketing and Communications Director’s Report.

1. Events – Marketing and Communications Director Ford provided an update on the following events: - Coffee with a Cop – Tuesday, June 19, 2018 at Chick-fil-a from 8:30am-10:00am. - Movie Night “Wonder” – Friday, June 22, 2018 at Jerry Long YMCA at sunset sponsored by Wake Forest Davie Medical Center. - “ET” (released 35 years ago today) will be the September movie sponsored by Waste Management.

B. Manager’s Report.

1. Tanglewood Business Park Update – Mayor Pro Tempore Barson read the following statement regarding the proposed Tanglewood Business Park: “Mike and I would like to ask our fellow council members for their approval to move from a position of learning and potential supporting of the Idols Industrial Park to one of actively advocating and working for a more profitable, productive use of that area. This recommendation does not come lightly. It has come after a series of meetings with County staff, Village staff and multiple county commissioners. It is also our recommendation that Clemmons only invests in utilities that are in agreement with our goals and objectives as outlined in our comprehensive plan or provide a reasonable argument for why those goals and objectives cannot be met. We believe that the information gathered through research and meetings clearly points to this industrial park as being an unwise investment for the county and a poor choice for that specific piece of property adjacent to our municipal boundaries. I would like to ask my fellow council members, following any questions they have at this time for Mike and I or staff, that they permit Mike and I to work with staff at creating a resolution for our next meeting outlining why this is a poor decision for the taxpayers of Forsyth County and an even worse one for those that happen to reside in Clemmons. The resolution would represent to the County Commissioners that we do not support an industrial park at that location and that we will not help subsidize the sunken costs on their pump station investment. The county has made it clear that we are not partners looking toward the future together on this project, but rather a nuisance to be dealt with and that is not someone that we recommend we enter into an investment with at this time. Along with the hope of passing a resolution at the next meeting Mike and I would also like to make a comprehensive presentation outlining the information we have uncovered and the timeline of events so that our community fully understands what has led us to this conclusion and course of action. Mike Combest and I are in the process of scheduling time with the


commissioners within the next two weeks as well as getting in direct contact with the owners of Beaufurn to present this change of direction and how we can move forward together.” Council consensus was to direct Council Members Barson and Combest with Staff’s help to craft a resolution stating that there will not be support of an industrial park for that specific location. Council consensus was to continue to allow Council Members Barson and Combest to continue to meeting with the Commissioners next Thursday and meet with the owners of Beaufurn. The resolution will be presented at the next meeting and a comprehensive presentation will be given. Manager Buffkin clarified that the end of Beaufurn’s due diligence period is June 30, 2018 and closing is scheduled for July 11, 2018.

C. Attorney’s Report.

1. Manager Evaluation Process – Attorney Kasper advised Council as to the process for the manager’s evaluation which will be conducted at the June 25, 2018 meeting in closed session.

D. Planner’s Report – Planner Ledbetter noted that the Planning Board did receive

the Site Plan Review for the Library site, so the County has moved forward with the modifications the Council committee worked on for the elevations and we also have curb and gutter shown on the site plan along Stadium Drive. Mayor Pro Tempore Barson added that the County has been great to work with throughout this process with the Library site.

Business – Action Items E. Budget Ordinance and Stormwater Utility Fee Rate for Fiscal Year 2018-2019.

1. Public Hearing to Adopt the Budget Ordinance and Stormwater Utility Fee Rate – The General Fund Budget total is $7,566,300 and the Stormwater Enterprise Fund Budget is $1,967,625. The budget keeps the tax rate at 11.5 cents and the Stormwater Utility Fee at $5.00 per month ($60.00 annually) (attached hereto as Exhibit A and incorporated as part of the minutes). Finance Officer Stroud advised of the updated Budget Message that was included as well as minor changes that were made to the budget in regards to the Marketing and Communications portion as well as the projections that Council Member Combest had previously requested.

Mayor Pro Tempore Barson opened the public hearing. There being no one wishing to speak, Mayor Pro Tempore Barson closed the public hearing.

2. Adoption of Budget Ordinance 2018-05 and Stormwater Utility Fee Rate.

Council Member Lofland moved to approve the 2018-2019 Budget Ordinance (2018-05) and the Stormwater Utility Fee Rate as presented. The motion was seconded by Council Member Wrights and unanimously approved.


F. Resolutions for Tax Collection by the Forsyth County Tax Collector. These two

resolutions are an administrative action to authorize Forsyth County Tax Office to collect taxes for Clemmons for the current year and for the past 10 years. 1. Resolution 2018-R-5 for Collection of 2018 Taxes (attached hereto as

Exhibit B and incorporated as a part of the minutes).

Council Member Wrights moved to adopt Resolution 2018-R-5 for Collection of 2018 Taxes in accordance with G.S. 105-321 and G.S. 153A-156. The motion was seconded by Council Member Combest and unanimously approved.

2. Resolution 2018-R-6 for Collection of 2017 and Prior Years’ Taxes

(attached hereto as Exhibit C and incorporated as a part of the minutes). Council Member Lofland moved to adopt Resolution 2018-R-6 for Collection of 2017 and Prior Years’ Taxes. The motion was by Council Member Wrights and unanimously approved.

G. Capital Project Ordinance Amendment CPO-LCR-2018-2 for CMAQ Grant

Appropriations - Capital Project Ordinance Amendment CPO-LCR-2018-2 for CMAQ Grant Appropriations was presented (attached hereto as Exhibit D and incorporated as a part of the minutes). Finance Officer Stroud advised this is to amend Market Center Drive Phase II CMAQ Grant funding that was approved at the May 14, 2018 meeting. The construction cost was $400,000 ($320,000 grant funds and $80,000 transfers from general fund).

Council Member Combest moved to approve the Capital Project Ordinance Amendment CPO-LCR-2018-2 as presented. The motion was seconded by Council Member Lofland and unanimously approved. H. Ordinance Amending Stormwater Advisory Board Membership – Mayor Pro

Tempore presented the consideration of expanding the Stormwater Advisory Board membership as there has been tremendous interest in the citizen boards this year. She advised that more people can bring more solutions and the ability to be proactive versus reactive. Public Works Director Gunnell and Planner Ledbetter both agreed this change would be beneficial. Mayor Pro Tempore Barson stated that by adding two additional members to five current seats plus the two liaisons the total representation for the Stormwater Advisory Board would be nine (which is currently in line with the Planning Board and what is being considered for appointment to the Ad-hoc Transportation Committee). Planner Ledbetter added that one of the objectives included in the Comprehensive Plan is to hone in on water issues for the community and this change would provide added value. Planner Ledbetter clarified that with the amendment to the ordinance, members must reside within the corporate limits of Clemmons. Council Member Combest requested that it be specifically stated in the ordinance. A sentence modification was made to read “All members shall reside within the corporate limits of the Village of Clemmons” (attached hereto as Exhibit E and incorporated as a part of the minutes).


Council Member Lofland moved to approve the Ordinance Amending Stormwater Advisory Board Membership. The motion was seconded by Council Member Wrights and unanimously approved. I. Village Boards Appointments.

Council Member Combest read the following statement for the record prior to the voting process: ”Over the last 32 years, we have established a great track record of getting growth right, of sustaining a thriving business sector, and preserving an exceptional quality of life. One of the main reasons this village has achieved that is because we have filled our elected and appointed bodies with superbly qualified people. Tonight, we’re tasked with appointing representatives to several critical bodies. For each of those bodies we have an unprecedented number of superbly qualified people. People who combine enthusiasm, track records of great achievement in business, superb and hard to achieve academic credentials, sustained and proven track records in community service. We also have volunteers who combine a couple of those. And some who bring only one of those traits to the table. When we select these committees, our Village will judge us. They will assess whether we appointed the most qualified candidates or one who petitioned the most urgently, or one we know best and like most. If we chose to appoint a personal favorite over a candidate who is eminently qualified, rest assured that as a body we will be taken to task…and rightly so. Especially if the person appointed has misled members of this council and other elected officials about their involvement in and support of various civic organizations. Likewise, we will discourage those superbly qualified residents who responded to a call for public duty, took the time to apply and put themselves up for comparison and competitive selection. We may rest assured that if they are displaced by someone who is at most minimally qualified, they will not apply again. The message will be clear...personal relationship and connection is more important than qualification. Intense campaigning counts more than demonstrated judgment and proven ability to make sound, productive decisions regarding property rights, business, taxation, transportation, pollution and erosion. I encourage this council to vote for those applicants who, by their actions and achievements have proven that they will be a productive board and committee member. And forego any candidate who relies primarily on passionate campaigning.” 1. Planning Board. The following applicants were eligible and applied for

positions on the Planning Board: Raudel Arriaga, Matthew Britt, Rob Cockrum, Allen Daniel, Norman Denny, Brittney Fray, Michael Gautreaux, Connor Groce, Vincent Hunter, Assaad El Khoury, Kyle Laird, Bill Lawry, Jeffrey Lippow, Martin Majorel, Robert Manak, Dane Martin, Corrie Massey, Raymond McDowell, Billy Moore, Erin Rega, Phillip Stamey, Bradley Taylor, Edee Wilcox and Randy Wooden. By ballot, Council appointed Rob Cockrum, Martin Majorel and Edee Wilcox to the Planning Board. Their terms expire June 30, 2021.


2. Zoning Board of Adjustment. The following applicants were eligible and applied for positions on the Zoning Board of Adjustment: Raudel Arriaga, Rob Cockrum, David Cross, Connor Groce, Assaad El Khoury, Jeffrey Lippow, Corrie Massey, Billy Moore, Erin Rega, Elizabeth Seymour, Holly Slaughter, Phillip Stamey, Bradley Taylor and Randy Wooden. By ballot, Council appointed Elizabeth Seymour and Holly Slaughter to regular seats on the Zoning Board of Adjustment. Their terms expire June 30, 2021. By ballot, Council appointed Connor Groce to an alternate seat on the Zoning Board of Adjustment. His term expires June 30, 2021.

3. Stormwater Advisory Board. The following applicants were eligible and

applied for the positions on the Stormwater Advisory Board: Rob Cockrum, Jeffrey Dean, Molly Douglass, Kevin Farmer, Joan Fleishman, Connor Groce, Jessie Lester, Billy Moore, Al Seymour, Phillip Stamey, Randy Wooden and Russell Yoder. By ballot, Council appointed Jeffrey Dean, Jessie Lester and Al Seymour to the Stormwater Advisory Board. Their terms expire June 30, 2021. By ballot, Council appointed Kevin Farmer to the Stormwater Advisory Board. His term expires June 30, 2020 (4th highest vote – keeping a balance with the rotation in seating terms from adding two additional seats to the board – this seat will be a three-year term after the current term expiration in 2020).

Council Member Combest moved to approve a total of nine members be appointed to the Ad-hoc Transportation Committee. The motion was seconded by Council Member Lofland and unanimously approved.

4. Ad-hoc Transportation Committee. The following applicants are eligible

and applied for the positions on the Ad-hoc Transportation Committee: Garrett Ball, Tommy Ballas, David Byington, Jay Clapp, Rob Cockrum, Emily Corey, David Cross, Allen Daniel, Tan Ersoy, Don Forrester, Connor Groce, Gary Howorka, Kyle Laird, William Lawler, Jeffrey Lippow, Joanna Lyall, Corrie Massey, Kirsten Russ, Charles Sherrill, Phillip Stamey, Bradley Taylor, Michael Tingle, Andrew Wild and Dana Wilmoth. By ballot, Council appointed Garrett Ball, David Byington, Jay Clapp, Tan Ersoy, Kyle Laird, William Lawler, Joanna Lyall (won in runoff by 4-0 vote), Michael Tingle and Dana Wilmoth to the Ad-hoc Transportation Committee. Their terms expire June 30, 2020. (Tally Sheets and Ballots are attached hereto as Exhibit F and incorporated as a part of the minutes).

J. Consideration of Appointment of Alternate Delegate to the Piedmont Triad

Regional Council.

Council Member Combest made a motion to designate Council Member Lofland (a voting member of Council) as an Alternate Delegate to the Piedmont Triad Regional Council. The motion was seconded by Council Member Binkley and unanimously approved.


K. Policy Discussion Regarding Renting of Village-owned Properties – A brief discussion was held as to whether or not a policy should be creating addressing the rental of Village-owned properties. No further direction was given at this time and the Village currently references a resolution that was adopted in 2008 in regards to Village Hall and the Public Works facility.

L. Council Comments – Council Member Lofland inquired as to when a Business

Advisory Committee would be created. Mayor Pro Tempore Barson stated this could be driven as the Ad-hoc Transportation Committee moves along and the tasks that they deem necessary to solicit business-owner input. Council Member Combest stated that included within the bylaws for the Ad-hoc Transportation Committee is allows for the formation of specific task groups without any residency restrictions.

Adjournment Council Member Lofland moved to adjourn the meeting at 8:20 p.m. The motion was seconded by Council Member Wrights and unanimously approved. ___________________________________ Michelle N. Barson Mayor Pro Tempore ATTEST: __________________________________ Lisa Shortt, NCCMC Village Clerk

VILLAGE OF CLEMMONSFINANCIAL SUMMARY REPORT

FOR MONTH ENDING MAY 31, 2018

6/20/2018 1

FYE FYE AS OF % AS OF FYE AS OF % AS OF6/30/2018 6/30/2018 5/31/2018 5/31/2017 6/30/2018 5/31/2018 5/31/2017

Beg Revised Actual % Prior Year Actual Prior YearREVENUES Budget Budget to Date Rec Actual to Date REVENUES Budget to Date Actual to DateAd Valorem Taxes 2,517,400 2,517,400 2,479,272 98% 2,337,019 Storm Water Fee 785,000 766,525 98% 763,518 Other taxes and licenses 2,775 2,775 2,084 75% 2,700 Storm Water Permits 7,000 5,169 74% 11,421 Unrestricted intergovernmental 2,230,300 2,230,300 1,379,539 62% 1,374,237 Interest 3,600 14,550 404% 4,380 Restricted intergovernmental 735,000 735,000 621,561 85% 731,767 Sponsorships 500 1,150 230% 800 Permits and fees 31,525 31,525 38,376 122% 50,441 2,275 - Investment earnings 20,000 20,000 57,340 287% 22,627 Subtotal 796,100 789,669 - 99% 780,119 Sponsorships & donations 7,500 7,500 4,500 60% 8,450 Sale of Capital Assets - Other revenues - - 3,000 0% 6,065 Appropriated fund balance 765,000

Subtotal 5,544,500 5,544,500 4,585,672 83% 4,533,306 Total 1,561,100 789,669 51% 780,119

Interfund Loan - - - - EXPENSES Enc. SpentUndesignated fund balance appr. 1,044,960 1,072,065 - - Stormwater Operating Expense 568,350 359,543 13,209 66% 333,591 Committed fund balance appr. - - Capital Improvement & Capital 938,750 53,872 1,748 6% 106,911 Restricted fund balance appr. 415,528 480,528 - - Interfund Loan Payment - - - -

Total general fund revenues 7,004,988 7,097,093 4,585,672 65% 4,533,306 Transfers to Capital Project 54,000 - - 0% -

1,561,100 413,415 14,957 26% 440,502

Beg. Revised Actual % Prior Yr.

EXPENDITURES Budget Budget to Date Enc* Spent Actual to DateGoverning Body 67,720 67,720 50,302 546 75.1% 57,920 RevenuesAdministration 694,890 694,890 501,944 32,037 76.8% 609,740 STDP Grant 1,480,000 116,255 8%

Public Safety 1,328,600 1,328,600 990,389 325,027 99.0% 925,247 Transfers from General Fund 370,000 45,773 12%

Public Works 2,214,800 2,214,800 1,803,250 118,529 86.8% 1,735,490 Total 1,850,000 162,028 9%

Powell Bill-Streets 884,500 949,500 96,610 350,663 47.1% 111,961 ExpendituresPlanning & Zoning 252,690 279,705 160,646 39,496 71.6% 107,693 Construction and Engineering 1,850,000 182,641 45,064 12%

Clemmons Events & Marketing 159,528 159,528 85,480 10,057 59.9% 132,854

Park & Recreation 11,600 11,600 4,209 694 42.3% 6,104 Capital Outlay 756,840 821,930 322,986 33,379 43.4% 776,931 Novant Donation 1,900,000$ -$ 0%

Transfer to Capital Projects 633,820 568,820 94,729 - 16.7% 25,173 NCDOT TIP U 5551 1,900,000$ 1,900,000$ 100%

7,004,988 7,097,093 4,110,545 910,428 57.9% 4,489,113 3,800,000$ 1,900,000$ 50%

Revenue Over (Under) Expenditures 475,127 44,193 Road Construction 3,800,000$ 3,223,581$ 85%

Enc=Encumbrances - For budget purposes, encumbrances reduce the available budget at the time of order or contract.

Fund Balance as of June 30, 2017 8,485,239 Revenue over(under)expenditures 475,127 FUND BALANCE AS OF MAY 31, 2018 8,960,366

GENERAL FUND STORMWATER FUND

SIDEWALK TO TANGLEWOOD ALONG 158

Access Road (Village Point)

Therefore % spent includes actual plus encumbrances.

FUND BALANCE

VILLAGE OF CLEMMONSFINANCIAL SUMMARY REPORT

FOR MONTH ENDING MAY 31, 2018

6/20/2018 2

Beginning Budget 7,004,988 Grant NC Dept of Commerce 194,340 194,340

Amendments: Developer Payment - 9,200

1 Re appropriate salt building not completed 16-17 65,090 Sewer Reserve 25,000

2 Project Management Software 3,015 Transfers from General Fund 824,740$ 212,516$ 26%

3 Transportation Analysis Tool 24,000 Transfers from Stormwater 109,200$ 0%4 Market Center Drive - Total Revenue 1,153,280$ 416,056$ 36%

Revised Budget 7,097,093 Design 107,600$ 69,122$ 35,878$ 98%

Stormdrainage 109,200$ 104,516$ 96%Road & Sidewalk Construction 664,080$ 247$ 549,309$ 83%

Non spendable: Stamped Crosswalks 45,400$ Inventories 56,502 Back flow Preventor Upfit 25,000$ Prepaid 49,229 Enhancements 202,000$ 55,661$ 48,616$ 52%Restricted: Total Expenditures 1,153,280$ 125,030$ 597,925$ 63%

Stabilization by State Statute 2,082,183

Streets 1,525,280 2

Travel and Tourism 156,502 2 General Fund 7,701,037 Cultural, recreational, and economic Hwy 158 Sidewalk (20,613) development 57,950 2 Access Road 33,852 Committed: Stormwater Fund 2,245,279 Future facilities 31,652 LC Road Connectivity 291,020 Recreation-payment in lieu 22,203 Assigned: 10,250,575

Subsequent year's expenditures 1,044,960

Grant Match 157,740 1Lewisville-Clemmons Road 99,660 1

Unassigned 3,201,378 Fund Balance as of 06/30/2017 8,485,239

1: Grant matches estimated to be appropriated in years after June 30, 2018.2: Appropriated Fund Balance in 17-18 year budget that is included in Restricted Fund Balance

Restricted Streets $368,000 for Market Center Drive Construction L-C Road Connectivity ProjectRestricted Cultural, Economic Development and Recreation - $7,878 for Clemmons EventsRestricted Travel and Tourism- $39,650 for marketing and promotion of Village and Village Hotels

Lewisville-Clemmons Road Connectivity (Market Center Dr)BUDGET INFORMATION

FUND BALANCE AS OF JUNE 30, 2017 AUDITED

CASH BALANCES AS OF MAY 31, 2018

7,097,093 7,097,093

4,585,672 4,110,545

- 1,000,000 2,000,000 3,000,000 4,000,000 5,000,000 6,000,000 7,000,000 8,000,000

REVENUES EXPENDITURES

Budget Actual

Village of ClemmonsPAID CHECKS REPORT5/1/2018 to 5/31/2018Check# Paid To Vendor# Description Check Date Amount

19510 AO Feeds 182 Fill Fish Feeder 5/3/2018 $344.3219511 Cintas Corporation 127 Up date medicine cabinet Public Works 5/3/2018 $30.5919512 CITY OF WINSTON-SALEM 42 3rd Qtr Inspections 5/3/2018 $1,623.2519513 Jan-Pro Cleaning Systems 300 May Janitorial Public Safety 5/3/2018 $600.0019514 LeBleu Bottled Water 81 Water & Cooler Rental 5/3/2018 $20.9619515 Mark Mize 46 29 Grass Loads 5/3/2018 $1,305.0019516 Marty M. Luffman 292 Movie Night 4/28 5/3/2018 $120.0019517 MGIS 36 LTD 5/3/2018 $49.5019518 Municipal Insurance Trust 62 Dental, Vision, STD & Life 5/3/2018 $2,007.4419519 NC Child Support 14 Child Support 5/3/18 Payroll 5/3/2018 $495.2319520 Piedmont Natural Gas 32 Utilities 5/3/2018 $275.1519521 Public Works Equipment 139 Tips for Tub grinder 5/3/2018 $1,223.9919522 Safety-Kleen 51 Oil Filter Disposal 5/3/2018 $90.0019523 Salisbury Newsmedia, LLC 179 Advertising Cleanup and Boards 5/3/2018 $540.0019524 Sam's Club Direct 33 Water Gatorade & Coffee 5/3/2018 $173.5519525 Time Warner Cable 61 Internet & Telephone 5/3/2018 $940.5419526 4S Sign & Supply, Inc 34 Post for Street Signs 5/10/2018 $183.7519527 BB&T Financial, FSB 3 Purchase Card Transactions 5/10/2018 $7,222.4019528 Carolina Tractor and Equipment Co. 142 L7 Repair 5/10/2018 $2,381.0719529 City of Winston-Salem 11 Water & Sewer 5/10/2018 $1,156.0819530 Duke Energy 28 Village Hall Utilities 5/10/2018 $728.5519531 ECS Carolionas, LLP 239 Village Point Construction Admin 5/10/2018 $1,089.5019532 Jewell Engineering Consultants 60 SWAB Meeting & Grant Funding 5/10/2018 $1,406.0019533 LeBleu Bottled Water 81 Water Deputies Office 5/10/2018 $29.1119534 Moridge Manufacturing, Inc. 244 Grasshopper Mower Model 325D 5/10/2018 $14,384.2519535 NC Department of Transportation 185 Project U-4741 Middlebrook Sidewalk 5/10/2018 $99.9819536 North State Technology Solutions 83 discover clemmons 5/10/2018 $9.9519537 RCJ Contracting, LLC 57 Sidewalk at Kinnamon Rd 5/10/2018 $9,600.0019538 Robert J Young Company 304 Contract Overage 5/10/2018 $72.4019539 UHS Premium Billing 197 May Group Health Insurance 5/10/2018 $19,778.8419540 Unifirst 24 Uniform and Mats 5/10/2018 $382.1419541 Waste Management 65 Residential Solid Waste Recycling 5/10/2018 $76,901.7419542 WM Piedmont-Winston 72 Trash & Recycling Compactor & Townhomes 5/10/2018 $4,654.3219543 Xerox Corporation 63 Per copy contract 5/10/2018 $352.28

19544 AT&T 2 Telephone Deputies Office 5/17/2018 $303.0419545 Duke Energy 28 Street Lighting April 5/17/2018 $12,276.8119546 Kimley-Horn and Associates, Inc. 143 Transportation Model 5/17/2018 $3,645.0019547 Megan Ledbetter 37 Mileage thru 5.7.18 5/17/2018 $418.6319548 MLA Design Group, Inc. 274 Revisions Road 5/17/2018 $1,500.0019549 NC Child Support 14 Child Support 5/17/2018 $495.2319550 RCJ Contracting, LLC 57 Springside pond cleanup 5/17/2018 $1,750.0019551 RG. Absher 354 Band Ice Cream Festival 5/17/2018 $700.0019552 Staples Advantage 299 Supplies 5/17/2018 $55.9119553 Staples Credit Plan 79 Office Supplies 5/17/2018 $263.8919554 Traction 223 Parts 5/17/2018 $377.9119555 The Clemmons Courier 8 Public Hearing 5.3 5.10 5/17/2018 $120.0019556 UHS Premium Billing 197 June Insurance 5/17/2018 $19,778.8419557 Verizon 84 Cell phone 5/17/2018 $892.8719558 WEX Bank 75 Gas & Fuel April 5/17/2018 $3,694.3919559 Unifirst 24 Uniform 5/17/2018 $191.0719560 Captain Jim Is Magic 230 Balloon twisting 5/24/2018 $275.0019561 Dixie Lawn Service 166 Repair flail mowers 5/24/2018 $142.9519562 Duke Energy 28 Shed & Compactors 5/24/2018 $1,062.6219563 Holder, Ben 365 Tuition Reimbursement 5/24/2018 $1,000.0019564 Jody C. Chatham 308 Ice Cream Festival 5/24/2018 $120.0019565 Jonathan W. Lemons 363 Ice Cream Festival 5/24/2018 $120.0019566 Logics 50 Maintenance & Support 5/24/2018 $854.1419567 Marty M. Luffman 292 Ice Cream Festival 5/24/2018 $120.0019568 MO Entertainment, LLC 355 DJ services 5/24/2018 $150.0019569 NCDEQ 208 Grading Permit James Street Extension 5/24/2018 $260.0019570 On Target DJ 338 Screen 5/24/2018 $999.0019571 Parker Farm Service 21 Bucket Kit 5/24/2018 $109.0919572 Piedmont Truck Tires, Inc. 99 PT5 5/24/2018 $866.1819573 Robert J Young Company 304 Per Copy Agreement 5/24/2018 $55.3519574 Salem Services 80 HV Stormwater Building Repair 5/24/2018 $178.2719575 Traction 223 Filters 5/24/2018 $32.5619576 Talk of the Town Coupons 167 Movie Night & Public Works Hours 5/24/2018 $725.0019577 Unifirst 24 Uniform & Mat rentals 5/24/2018 $191.0719578 Dixie Lawn Service 166 Belt 5/31/2018 $141.1219579 Forsyth County 7 Nov Local Election 5/31/2018 $10,676.6219580 MGIS 36 LTD June 2018 5/31/2018 $49.5019581 NC Child Support 14 Child Support 5/31/2018 $495.23

19582 Piedmont Natural Gas 32 Natural Gas 5/31/2018 $63.5219583 Ricoh USA, Inc 94 Per Copy Agreement 5/31/2018 $340.2219584 Salisbury Newsmedia, LLC 179 Bid Library Rd 5/31/2018 $71.7319585 Sam's Club Direct 33 Water, Gatorade & supplies 5/31/2018 $1,772.1819586 Traction 223 Filter 5/31/2018 $15.5119587 Summit Design & Engineering Services PLLC 172 Design 158 Sidewalk 5/31/2018 $38,482.4319588 Sunbelt Rentals, Inc. 265 Generator Ice Cream 5/31/2018 $128.9019589 Time Warner Cable 61 Telephone & Internet 5/31/2018 $946.2619590 Unifirst 24 Uniform & Mat rental 5/31/2018 $351.20

Total Checks: $257,531.12Total For GENERAL FUND $199,415.64Total For SIDEWALKS & TANGLEWOOD GREENWAY $38,482.43Total For Village Point Drive $1,089.50Total For STORM WATER UTILITY $18,543.55GRAND TOTAL $257,531.12

FORSYTH COUNTY SHERIFF'S OFFICE000 EVENTS FOR SERVICE

05/01/2018 - 05/31/2018

CLEMMONS

Priority 2 12Total of :



TOTAL 000 EVENT COUNT: 23

1

- 5/31/201812/1/2017

CLEMMONS ACTIVITY REPORT FORSYTH COUNTY SHERIFF'S OFFICE

21

45

70

136

21

38

24

83

4

23

52

79

24

59

53

136

6

19

36

61

15

50

45

110

9

18

49

76

19

45

63

127

18

27

49

94

23

56

39

118

11

16

64

91

28

67

54

149Total

NON REPORTABLE OFFENSES

PART 2 CRIMES

PART 1 CRIMES

OTH

ER

MAY

CPC

OTH

ER

APRIL

CPC

OTH

ER

MARCH

CPC

OTH

ER

FEBRUARY

CPC

OTH

ER

JANUARY

CPC

OTH

ER

DECEMBER

CPC

69

148

320

537

130

315

278

723

199

463

598

1,260

Tota

l

OTH

ER

CPC

%35

%32

%54

%43

%65

%68

%46

%57

OTH

ER

CPC

6 MONTH TOTALS AND PERCENTAGESCOUNT OF CRIMES / OFFENSES

3

78

36

117

0

24

2

26

6

96

27

129

1

48

8

57

3

102

37

142

2

68

5

75

1

68

37

106

8

36

2

46

1

77

40

118

1

56

4

61

0

97

52

149

19

57

8

84Total

INFRACTION

MISDEMEANOR

FELONY

OTH

ER

MAY

CPC

OTH

ER

APRIL

CPC

OTH

ER

MARCH

CPC

OTH

ER

FEBRUARY

CPC

OTH

ER

JANUARY

CPC

OTH

ER

DECEMBER

CPC

COUNT OF ARREST CHARGES

14

518

229

761

31

289

29

349

45

807

258

1,110

Tota

l

OTH

ER

CPC

%31

%64

%89

%69

%69

%36

%11

%31

OTH

ER

CPC

6 MONTH TOTALS AND PERCENTAGES

Homicides, rape, aggravated assaults use victim count and all others crimes and arrests count charges.

1

- 5/31/201812/1/2017


0

0

0

0

3

0

0

3

0

0

0

0

15

0

1

16

0

2

1

1

1

1

0

6

0

2

0

0

12

1

0

15

0

2

0

1

0

0

0

3

1

0

1

0

7

0

0

9

1

0

1

1

1

0

1

5

1

2

1

0

10

0

0

14

0

0

1

1

0

0

0

2

2

0

0

1

20

0

0

23

4

0

0

0

0

0

1

5

3

0

0

0

9

0

0

12Total

UNFOUNDED

SERVICES RENDERED

LEADS EXHAUSTED

INACTIVE

CLOSED REFUSED TO COOPERATE

CLEARED

ACTIVE

OTH

ER

MAY

CPC

OTH

ER

APRIL

CPC

OTH

ER

MARCH

CPC

OTH

ER

FEBRUARY

CPC

OTH

ER

JANUARY

CPC

OTH

ER

DECEMBER

CPC

5

4

3

4

5

1

2

24

7

4

2

1

73

1

1

89

12

8

5

5

78

2

3

113

Tota

l

OTH

ER

CPC

%42

%50

%60

%80

%6

%50

%67

%21

%58

%50

%40

%20

%94

%50

%33

%79

OTH

ER

CPC

6 MONTH TOTALS AND PERCENTAGESCID ASSIGNED CASES


2

- 5/31/201812/1/2017


1,254 307 1,225 467 1,088 507 1,144 577 1,329 423 1,437 470

OTH

ER

MAY

CPC

U

NIT

S

OTH

ER

APRIL

CPC

U

NIT

S

OTH

ER

MARCH

CPC

U

NIT

S

OTH

ER

FEBRUARY

CPC

U

NIT

S

OTH

ER

JANUARY

CPC

U

NIT

S

OTH

ER

DECEMBER

CPC

U

NIT

S

7,477 2,751

OTH

ER

CPC

UN

ITS

%73 %27

OTH

ER

CPC

UN

ITS

6 MONTH TOTALS AND PERCENTAGES

CALLS FOR SERVICE


3

05/01/2018 05/31/2018

FORSYTH COUNTY SHERIFF'S OFFICE

CALLS FOR SERVICE

-CLEMMONS

32

4

8

20

3

39

1

8

45

11

1

30

16

5

8

4

1

4

2

4

1

3

7

1

7

2

1

3

1

1

3

4

9

4

18

3

1

9

3

3

3

3

1

4

4

1

35

5

9

3

24

3

48

1

12

63

14

2

39

19

5

11

7

1

4

5

5

1

3

11

1

11

2

2DOMESTIC STANDBY

DOMESTIC ORDER VIOLATION

DOMESTIC DISTURBANCE

DISTURBANCE WITH WEAPONS

DISTURBANCE

DISCHARGING FIREARMS

CRUELTY TO ANIMALS

COMMUNICATING THREATS

COMMITMENT PROCESS

CODE WHITE

CHILD NEGLECT

CARELESS AND RECKLESS DRIVING

BLOCKED ROADWAY

AUTO BREAKING ALREADY OCCURED

ASSIST MOTORIST

ASSIST AGENCY

ASSAULT IN PROGRESS

ASSAULT ALREADY OCCURED

ALARM RESIDENCE

ALARM PANIC

ALARM BUSINESS HOLD UP

ALARM BUSINESS

ABANDONED VEHICLE

911 HANG UP

50B PROCESS SERVICE

10-54 HIT AND RUN

1050 WITH INJURIES

1050 PROPERTY DAMAGE

TotalOTHERCPC UNITS

%91

%80

%89

%83

%100

%81

%100

%67

%71

%79

%50

%77

%84

%100

%73

%57

%100

%100

%40

%80

%100

%100

%64

%100

%64

%100

%50

%9

%20

%11

%100

%17

%19

%33

%29

%21

%50

%23

%16

%27

%43

%60

%20

%36

%36

%50

CPC UNITS OTHER

1

05/01/2018 05/31/2018


CALLS FOR SERVICE

-CLEMMONS

3

1

1

1

27

3

8

1

1

5

1

3

1

30

13

6

2

1

12

46

1

5

2

1

17

1

3

1

13

3

7

2

1

1

4

1

11

59

8

1

2

2

1

44

4

11

2

1

5

1

3

1

43

3

20

6

2

1

1

2

1

4

1

12

57

60PROCESS SERVICE

POLICE SERVICE

NOISE DISTURBANCE

MENTAL PATIENT TRANSPORT

MENTAL PATIENT PRIVATE FAC

MENTAL PATIENT NON VIOLENT

LOST OR STOLEN PROPERTY

LOST OR STOLEN LICENSE PLATE

LOCATE WANTED PERSON

LEVY

LARCENY OF VEHICLE

LARCENY

K9 ACTIVITY

INVESTIGATIVE FOLLOWUP

INDECENT EXPOSURE

ILLEGAL PARKING

HOUSE BREAKING IN PROGRESS

HBL ALREADY OCCURED

HARASSMENT

HARASSING PHONE CALL

FRAUD

FOUND PROPERTY

FOOT PATROL

FIGHT IN PROGRESS

FAIL TO PAY

EVICTION

ESCORT

DRIVING WHILE IMPAIRED

TotalOTHERCPC UNITS

%38

%100

%50

%100

%61

%75

%73

%50

%100

%100

%100

%100

%100

%70

%65

%100

%100

%100

%100

%81

%2

%63

%100

%50

%39

%25

%27

%50

%30

%100

%35

%100

%100

%100

%100

%100

%19

%98

CPC UNITS OTHER

2

05/01/2018 05/31/2018


CALLS FOR SERVICE

-CLEMMONS

14

1

1

615

2

1

1

1

5

24

30

5

3

2

2

1

7

247

5

16

19

1,437

1

142

1

7

11

2

1

3

72

3

13

4

470

15

1

1

757

2

1

1

1

6

31

41

7

4

2

2

1

10

319

8

29

23

1,907Total

WELFARE CHECK

WARRANT FOR ARREST

VIOLATION OF CONTROL SUBSTANCE

VIOLATION OF AUTO LAW

VANDALISM

USE OF FORCE

UNSECURED PREMISE

TROUBLE WITH NEIGHBOR

TROUBLE WITH JUVENILE

TRESPASSING

SUSPICIOUS VEHICLE

SUSPICIOUS PERSON OR PROWLER

SUICIDE THREAT

SUICIDE ATTEMPT

SUBJECT WITH A GUN

SHOPLIFTING

SEXUAL ASSAULT ALREADY OCC

SECURITY CHECK

RUNAWAY

RAPE

PUBLIC RELATIONS

TotalOTHERCPC UNITS

%93

%100

%100

%81

%100

%100

%100

%100

%83

%77

%73

%71

%75

%100

%100

%100

%70

%77

%63

%55

%83

%75

%7

%19

%17

%23

%27

%29

%25

%30

%23

%38

%45

%17

%25

CPC UNITS OTHER

3

05/01/2018 05/31/2018


CALLS FOR SERVICE

-CLEMMONS

0

10

20

30

40

50

60

0000

-015

9

0200

-035

9

0400

-055

9

0600

-075

9

0800

-095

9

1000

-115

9

1200

-135

9

1400

-155

9

1600

-175

9

1800

-195

9

2000

-215

9

2200

-235

9

1 - SUN2 - MON3 - TUE4 - WED5 - THU6 - FRI7 - SAT

CO

UN

T O

F C

AL

LS

CALLS FOR SERVICE BY HOUR AND DOW

25

11

6

8

21

15

18

10

14

23

20

23

194

9

13

4

18

31

37

26

31

30

22

27

17

265

23

8

9

20

48

46

27

51

29

36

34

20

351

24

15

10

27

30

42

32

31

47

21

30

23

332

24

19

9

19

34

34

36

32

25

26

32

34

324

15

12

4

14

21

21

26

29

25

27

23

21

238

23

14

2

10

18

25

18

17

18

12

30

16

203

143

92

44

116

203

220

183

201

188

167

196

154

1,907Total

2200-2359

2000-2159

1800-1959

1600-1759

1400-1559

1200-1359

1000-1159

0800-0959

0600-0759

0400-0559

0200-0359

0000-0159

Total7 - SAT6 - FRI5 - THU4 - WED3 - TUE2 - MON1 - SUN

4


5/1/2018 5/31/2018-

COUNT OF CHARGES AND PERSONS ARRESTED/CITED

CLEMMONS

2

2

4

10

1

3

1

15

19

2

2

4

10

0

1

0

3

1

0

0

0

15

19

2

2

4

5

3

1

80

2

95

97

1

1

7

1

10

5

2

30

1

56

57

0

3

3

11

1

15

8

1

2

110

1

2

151

154

0

52

52

52

0

8

8

8

0

0

0

0

0

0

0

0

0

60

0

0

60

60

2

5

7

21

1

16

8

4

3

170

1

2

226

233Total

Total

PART TWO CHARGES

VANDALISM

TRESPASSING

TRAFFIC VIOLATIONS

SIMPLE ASSAULT

FRAUD

DWI

DRUG OFFENSES

DISORDERLY CONDUCT

ALL OTHER OFFENSES

Total

PART ONE CHARGES

LARCENY

BURGLARY

GRANDTOTAL

Total

INFRACTION

OTHER UNITS

CPC UNITS

Total

MISDEMEANOR

OTHER UNITS

CPC UNITS

Total

FELONY

OTHER UNITS

COUNT OF CHARGES

1


5/1/2018 5/31/2018-

COUNT OF CHARGES AND PERSONS ARRESTED/CITED

CLEMMONS

2

4

2

4

2

83

1

38

3

121 51 7

0

58PART TWO CHARGES

PART ONE CHARGES

Total

INFRACTION

OTHER UNITS

CPC UNITS

Total

MISDEMEANOR

OTHER UNITS

CPC UNITS

Total

FELONY

OTHER UNITS

COUNT OF PERSONS ARRESTED / CITED

2

- 5/31/20185/1/2018

PART ONE AND TWO OFFENSES WITH ASSIGNED UNITS AND CASE CLOSURE


CLEMMONS

%100.00

%50.00

%42.86

%16.67

%50.00

%0.00

%28.21

%20.00

%0.00

%10.00

%10.00

%0.00

%0.00

%22.22

%0.00

%100.00

%0.00

%23.53

%0.00

%50.00

%57.14

%83.33

%50.00

%100.00

%71.79

%80.00

%100.00

%90.00

%90.00

%100.00

%100.00

%77.78

%100.00

%0.00

%100.00

%76.47

OTHER UNITSCPC UNITS

1

1

3

4

2

0

11

1

0

1

1

0

0

2

0

1

0

4

0

1

4

20

2

1

28

4

1

9

9

2

1

7

1

0

1

13

1

2

7

24

4

1

39

5

1

10

10

2

1

9

1

1

1

17SIMPLE ASSAULT

PART 2 CRIMES

SEXUAL OFFENSES

MISC OFFENSES

LIQUOR LAWS

FRAUD

FORGERY

FAMILY OFFENSES

DWI

DRUGS

DISORDERLY CONDUCT

ALL OTHER OFFENSES

TOTAL

PART 1 CRIMES

ARSON

MV THEFT

LARCENY

BURGLARY

AGGRAVATED ASSAULT

RAPE

TotalOTHER UNITSCPC UNITS

Homicides, rape, aggravated assaults use victim count and all others use incident charges. Case closure taken from main incident record for incidents that occurred within the date range. Report should not be used to determine clearance rates.

1

- 5/31/20185/1/2018



CLEMMONS

%33.33

%40.00

%14.29

%19.28

%54.24

%54.24

%37.92

%66.67

%60.00

%85.71

%80.72

%45.76

%45.76

%62.08

OTHER UNITSCPC UNITS

2

2

2

16

64

64

91

4

3

12

67

54

54

149

6

5

14

83

118

118

240Total

TOTAL



TOTAL

PART 2 CRIMES

VANDALISM

TRESPASSING

TRAFFIC

TotalOTHER UNITSCPC UNITS


2

- 5/31/20185/1/2018



CLEMMONS

6

12

2

20

9

54

1

64

5

3

1

9

19

14

7

40

0

0

107

107

39

83

118

240Total


PART 2 CRIMES

PART 1 CRIMES

TotalNON REPORTABLELEADS EXHAUSTEDINACTIVECLEAREDACTIVE


3

FORSYTH COUNTY SHERIFF'S OFFICECLEMMONS DEPUTY WORKLOAD REPORT

12/1/2017 5/31/2018-

1

14

15

0

15

15

2

13

15

1

17

18

0

3

3

1

12

13

1

2

3

0

20

20

4

6

10

0

10

10

0

7

7

0

30

30Total


PART 2 CRIMES

LUFF

MAN

MAY

BOYS

EL

LUFF

MAN

APR

BOYS

EL

LUFF

MAN

MAR

BOYS

EL

LUFF

MAN

FEB

BOYS

EL

LUFF

MAN

JAN

BOYS

EL

LUFF

MAN

DEC

BOYS

EL

8

45

53

2

104

106

LUFF

MAN

BOYS

EL

9 18

LUFF

MAN

BOYS

EL

TOTAL COUNT OF CRIMES / OFFENSES

AVG TOTAL CRIMES / OFFENSES

1

20

15

36

0

16

12

28

0

37

17

54

0

28

8

36

0

19

15

34

1

53

18

72

0

11

25

36

0

30

8

38

1

32

25

58

0

25

10

35

0

31

22

53

0

39

25

64Total

INFRACTION

MISDEMEANOR

FELONY

LUFF

MAN

MAY

BOYS

EL

LUFF

MAN

APR

BOYS

EL

LUFF

MAN

MAR

BOYS

EL

LUFF

MAN

FEB

BOYS

EL

LUFF

MAN

JAN

BOYS

EL

LUFF

MAN

DEC

BOYS

EL

COUNT OF ARREST CHARGES

2

150

119

271

1

191

81

273

LUFF

MAN

BOYS

EL

45 46

LUFF

MAN

BOYS

EL

TOTAL

AVG TOTAL ARRESTCHARGES

1


FORSYTH COUNTY SHERIFF'S OFFICECLEMMONS DEPUTY WORKLOAD REPORT

12/1/2017 5/31/2018-

COUNT OFWARNING TICKETS

17 32 23 36 16 46 23 30 19 20Total

BOYS

EL

MAY

BOYS

EL

APR

LUFF

MAN

MAR

BOYS

EL

LUFF

MAN

FEB

BOYS

EL

LUFF

MAN

JAN

BOYS

EL

LUFF

MAN

DEC

BOYS

EL

118 144

LUFF

MAN

BOYS

EL

TOTAL

20 24

LUFF

MAN

BOYS

EL

AVG TOTAL WARNING TICKETS

140 93 164 118 113 160 179 158 197 132 203 156

LUFF

MAN

MAY

BOYS

EL

LUFF

MAN

APR

BOYS

EL

LUFF

MAN

MAR

BOYS

EL

LUFF

MAN

FEB

BOYS

EL

LUFF

MAN

JAN

BOYS

EL

LUFF

MAN

DEC

BOYS

EL

996 817

LUFF

MAN

BOYS

EL

166 136

LUFF

MAN

BOYS

EL

TOTAL

COUNT OF CALLS FORSERVICE

AVG TOTAL CFS

2


James Street Extension Bid Opening - Tuesday, June 12, 2018 @ 10:00am

Company Name/ AddressReceivedDate/Time Representative Name & Contact Info.

TOTALBID

Hennings Construction 06.12.18 Rodney Smitherman $797,002.809154 NC Hwy 67 9:46am 336-354-2013East Bend, NC 27018

I.L. Long Construction 06.12.18 Brad Stroud $852,978.074117 Indiana Ave 9:49am 336-661-1887Winston-Salem, NC 27115

Charles D. Lowder Inc. 06.12.18 Hunter Crews $888,265.002810 Griffith Rd. 9:50am 336-760-0477

Winston-Salem, NC 27103

Sparks Contracting Inc. 06.12.18 Craig Sparks $965,157.00 P.O. Box 846 8:23am 336-766-6651 Clemmons, NC 27012

Duke Power Expense for Lighting $11,148.00Total Project Budget $808,150.80Total Project Budget With 15% Congtingency $929,373.42

Village Of Clemmons Amount $689,314.18

Hubbard Realty Amount $240,059.24

Item No. Section Item Description Quantity Units Unit Price Total Price

1 800 MOBILIZATION 1 LS $4,900.00 $4,900.002 801 CONSTRUCTION SURVEYING 1 LS $13,200.00 $13,200.003 800 TESTING 1 LS $12,980.00 $12,980.004 200 TREE REMOVAL 1 LS $7,700.00 $7,700.005 226 COMPREHENSIVE GRADING 1 LS $73,572.46 $73,572.466 225 UNDERCUT EXCAVATION 100 CY $101.54 $10,154.007 SP PP BOND 1 EA $13,533.00 $13,533.00

SUBTOTAL= $136,039.46

8 SP STONE CONSTRUCTION ENTRANCE 1 EA $3,360.00 $3,360.009 SP INLET PROTECTION 15 EA $218.40 $3,276.0010 SP TEMPORARY SILT FENCE 564 LF $2.06 $1,161.8411 SP TEMPORARY DIVERSION BERMS 885 LF $4.13 $3,655.0512 SP TEMPORARY SKIMMER BASIN 1 EA $60,422.00 $60,422.0013 1631/SP MATTING FOR EROSION CONTROL - EXCELSIOR 100 SY $1.82 $182.0014 SP SEEDING AND MULCHING (TEMPORARY AND PERMANENT) 4 AC $2,640.00 $10,560.0015 1660 MOWING 4 AC $126.50 $506.0016 1667 SPECIALIZED HAND MOWING 8 MH $82.50 $660.00

SUBTOTAL= $83,782.89

17 1016 FOUNDATION CONDITIONING MATERIAL, MINOR STRUCTURES 30 TONS $38.29 $1,148.70STREET STORM DRAINAGE (SHARED)

CONSTRUCTION COST FOR JAMES STREET EXTENSION PROJECT

PROJECT: JAMES STREET EXTENSIONDESCRIPTION:

EROSION CONTROL (SHARED)

GRADING (SHARED)

SHARED VILLAGE OF CLEMMONS AND HUBBARD EXPENSE

125

18 876 STONE, NO. 57 2 TONS $38.29 $76.5819 876 RIP RAP, CLASS B 40 TONS $60.94 $2,437.6020 876 GEOTEXTILE FOR DRAINAGE 40 SY $3.79 $151.60

SUBTOTAL= $3,814.48

21 848 4" CONCRETE SIDEWALK 500 SY $54.00 $27,000.0022 846 30" CONCRETE CURB AND GUTTER 1,809 LF $18.87 $34,135.8323 605 PRIME COAT 464 GAL $11.38 $5,280.3224 520 AGGREGATE BASE COURSE 767 TN $58.98 $45,237.6625 610 APHALT CONCRETE INTERMEDIATE COURSE, TYPE S9.5A 253 TN $75.90 $19,202.7026 610 ASPHALT CONCRETE SURFACE COURSE, TYPE S9.5B 253 TN $59.35 $15,015.5527 620 ASPHALT BINDER FOR PLANT MIX 30 TN $566.50 $16,995.0028 SP ASPHALT PAVEMENT REPAR 25 SY $412.50 $10,312.5029 SP STREET LIGHTING CONDUIT 128 LF $10.66 $1,364.4830 SP STREET LIGHTING 1 LS $11,148.00 $11,148.00

SUBTOTAL= $185,692.04

TOTAL LINERAR FOOTAGE OF STREET = 908 FTVILLAGE OF CLEMMONS RESPONSIBILITY = 508 OR 56% $409,328.87HUBBARD REALTY RESPONSIBILITY = 400 FT OR 44%

VILLAGE OF CLEMMONS AMOUNT SUBTOTAL= $229,224.17HUBBARD REALTY SUBTOTAL= $180,104.70

31 310 15" RC PIPE CULVERTS, CLASS III 421 LF $26.35 $11,093.3532 340 PIPE REMOVAL 18 LF $44.80 $806.4033 840 CI DRAINAGE STRUCTURES 840.02 3 EA $2,899.77 $8,699.3134 840 DI DRAINAGE STRUCTURES 840.04 1 EA $2,823.40 $2,823.40


TOTAL (SHARED)=

HUBBARD REALTY SOLE EXPENSE

STREET ASPHALT, CURB, AND SIDEWALKS (SHARED)

STREET STORM DRAINAGE (HUBBARD)

126

35 848 CONCRETE CURB RAMPS 2 EA $300.00 $600.0036 SP STAMPED ASPHALT CROSSWALK 1 EA $1,595.00 $1,595.0037 1205 THERMOPLASTIC PAVEMENT MARKING LINES, 24", 120 MILS 12 LF $220.00 $2,640.0038 901 CONTRACTOR FURNISHED, TYPE D SIGN 12 SF $8.33 $99.9639 903 SUPPORTS, 2-LB STEEL U-CHANNEL 2 EA $42.52 $85.0440 904 SIGN ERECTION, TYPE D (GROUND MOUNTED) 2 EA $100.00 $200.00

SUBTOTAL= $5,220.00

HUBBARD REALTY $28,642.46

41 310 15" RC PIPE CULVERTS, CLASS III 278 LF $26.35 $7,325.3042 310 18" RC PIPE CULVERTS, CLASS III 245 LF $31.40 $7,693.0043 310 24" RC PIPE CULVERTS, CLASS III 130 LF $49.12 $6,385.6044 310 36" RC PIPE CULVERTS, CLASS III 162 LF $89.97 $14,575.1445 840 STMH STORM DRAINAGE MANHOLE 840.52 1 EA $3,071.20 $3,071.2046 840 CI DRAINAGE STRUCTURES 840.02 8 EA $2,899.77 $23,198.1647 840 DI DRAINAGE STRUCTURES 840.04 2 LF $2,823.40 $5,646.8048 310 36" FES PIPE END SECTION 1 EA $1,982.00 $1,982.00


49 848 6" CONCRETE DRIVEWAY 92 SY $104.50 $9,614.0050 848 CONCRETE CURB RAMPS 7 EA $300.00 $2,100.0051 SP STAMPED ASPHALT CROSSWALK 3 EA $1,595.00 $4,785.0052 1205 THERMOPLASTIC PAVEMENT MARKING LINES, 24", 120 MILS 12 LF $220.00 $2,640.0053 901 CONTRACTOR FURNISHED, TYPE D SIGN 12 SF $8.33 $99.9654 903 SUPPORTS, 2-LB STEEL U-CHANNEL 2 EA $42.52 $85.0455 904 SIGN ERECTION, TYPE D (GROUND MOUNTED) 2 EA $100.00 $200.00


VILLAGE OF CLEMMONS SOLE EXPENSE

STREET ASPHALT, CURB, AND SIDEWALKS (HUBBARD)

SUBTOTAL =

STREET ASPHALT, CURB, AND SIDEWALKS (VILLAGE OF CLEMMONS)

STREET STORM DRAINAGE (VILLAGE OF CLEMMONS)

127

56 SP 16" STEEL ENCASEMENT 28 LF $819.27 $22,939.5657 SP 6” DUCTILE IRON WATER PIPE 930 LF $35.77 $33,266.1058 SP 6" X 6" VALVE (TAPPING) 2 EA $2,642.81 $5,285.6259 SP 6” GATE VALVE 3 EA $1,220.27 $3,660.8160 SP VALVE BOX (DETAIL VII-37 & 38) 3 EA $200.00 $600.0061 SP 6" X 6" HYDRANT TEE 1 EA $413.22 $413.2262 SP FIRE HYDRANT (DETAIL VII-39) 1 EA $2,847.60 $2,847.6063 SP MISC WATER 1 LS $25,248.38 $25,248.38


64 SP 4" DIP SERVICE W/ CO (0'-6' DEPTH) 48 LF $45.02 $2,160.9665 SP 8" DIP SERVICE W/ CO (0'-6' DEPTH) 48 LF $56.65 $2,719.2066 SP 8" DIP MAIN (0'-6' DEPTH) 574 LF $73.00 $41,902.0067 SP 8" DIP MAIN (6'-8' DEPTH) 50 LF $80.00 $4,000.0068 SP 4' SANITARY MANHOLE (0' - 6' DEPTH) (DETAIL VII-8) 4 EA $2,938.41 $11,753.6469 SP EXTRA DEPTH MANHOLES (>6' DEPTH) 3 VF $0.00 $0.0070 SP MANHOLE RING AND COVER (TYPE 1) (DETAIL VII-16) 4 EA $0.00 $0.0071 SP MISC SEWER 1 EA $33,839.00 $33,839.00


72 SP WET POND DRAINAGE STRUCTURE 1 EA $60,910.00 $60,910.0073 SP SCM PLANTING - SWEET PEPPER BRUSH 1 GAL 25 EA $18.70 $467.5074 SP SCM PLANTING - VIRGINIA SWEETSPIRE 1 GAL 60 EA $18.70 $1,122.0075 SP SCM PLANTING - KUNTH WOOLGRASS QT CONT 120 EA $10.18 $1,221.6076 SP SCM PLANTING - SOFTSTEM BUIRUSH QT CONT 174 EA $10.18 $1,771.3277 SP SCM PLANTING - PICKERALWEED QT CONT 160 EA $10.18 $1,628.8078 SP SCM PLANTING - VIRGINIA IRIS QT CONT 112 EA $10.18 $1,140.1679 SP STREET TREES - RED SUNSET MAPLE 12' HEIGHT MIN, 2.5" CAL 18 EA $429.00 $7,722.0080 SP FENCING WITH DOUBLE GATE 1 LS $14,158.80 $14,158.80


WATER LINE EXTENSION (VILLAGE OF CLEMMONS)

SANITARY SEWER OUTFALL (VILLAGE OF CLEMMONS)

STORMWATER WET POND (VILLAGE OF CLEMMONS)

128

VILLAGE OF CLEMMONS $370,179.47

$599,403.64$208,747.16

TOTAL PROJECT BUDGET = $808,150.80

$689,314.18$240,059.24

SUBTOTAL =

WITH 15% CONTINGENCYTOTAL VILLAGE OF CLEMMONS EXPENSE =

TOTAL HUBBARD REALTY EXPENSE =

TOTAL VILLAGE OF CLEMMONS EXPENSE =TOTAL HUBBARD REALTY EXPENSE =

129

2018-2019 Updated Stormwater Capital Improvement Projects (SWCIP) Project Ranking passed by the Stormwater Advisory Board on April 18, 2018, to be approved by Village of Clemmons Council.

REGULAR MEETING OF THE VILLAGE OF CLEMMONS PLANNING BOARD

June 19, 2018 Minutes The Village of Clemmons Planning Board met on Tuesday, June 19, 2018 at 7:00 p.m. at Village Hall, Clemmons, North Carolina. Members present were: Michael Gautreaux, Chuck Houska, Brad Hunter, Martin Majorel, Casey Matuszak, David Orrell, Bobby Patterson, and Chair Gail Pritchard. Member Chad Plass was absent. CALL TO ORDER The regular meeting was called to order at 7:00 p.m. by Chair Gail Pritchard. APPROVAL OF MINUTES Chuck Houska made a motion to approve the April 17, 2018 minutes as written. Michael Gautreaux seconded the motion which was unanimously approved. ANNOUNCEMENTS Planner Ledbetter advised the Board this would be the last meeting for two of the members. She thanked Michael Gautreaux and Chuck Houska for their years of service to the Village of Clemmons. PUBLIC COMMENTS There were no public comments and one citizen in attendance. BUSINESS

A. Continuation from April 17, 2018 and May 15, 2018 of Planning Board Review for the Library site located on Stadium Drive. (PBR-01-18)

Member Bobby Patterson asked to be recused from PBR-01-18 due to his involvement in the architectural design. Michael Gautreaux made a motion to accept Mr. Patterson’s request. Martin Majorel seconded the motion which was unanimously approved. Planner Megan Ledbetter explained that the Planning Board has final authority to approve or deny the site plan review. The library site will be on the extended James Street that will run from Cook Avenue to form an intersection with Stadium Drive and Stadium Oaks Drive. Planner Ledbetter presented the library elevations to the board. The library committee reviewed and was able to work with the county to add back the following items to building: front porch with columns, outdoor living space and pergola on the southern elevations as well as the fence. All these items were valued engineered from the project over time. Therefore, the initial library elevations as presented to the public is what is being presented to the board this evening. The library building will sit approximately six feet lower than Stadium Drive with parking at the front of the building. There was a short discussion relative to a concern voiced regarding how the air conditioning unit on top of the building will look with the building sitting lower. Damon Sanders-Pratt with Forsyth County was on hand to answer questions and advised the unit would be concealed by a cover. One of the board members was concerned as to the color of the covering. The Planner advised the Planning Board would have the opportunity to review the final plans before construction begins. The Planner advised the site plan meets all the UDO requirements and recommends approval.

Chuck Houska made a motion to approve the Site Plan Review for PBR-01018 as presented with the conditions below. (Attached hereto as Exhibit A and incorporated as a part of the minutes.) Mike Gautreaux seconded the motion which was unanimously approved. CONDITIONS for PBR-01-18: (These conditions are additional requirements for development. All other city or county code regulations still apply.)

PRIOR TO THE ISSUANCE OF GRADING PERMITS: a. The Developer shall obtain a stormwater management permit from the Village of Clemmons

Stormwater Administrator. b. The Developer shall obtain a grading permit if 10,000 square feet or more is disturbed

PRIOR TO THE ISSUANCE OF BUILDING PERMITS:

a. The Developer shall obtain a driveway permit from the Village of Clemmons b. Developer shall submit final elevations to the Village of Clemmons Planning Department for

review and approval PRIOR TO THE ISSUANCE OF OCCUPANCY PERMITS:

a. Developer shall obtain a stormwater occupancy permit from the Village of Clemmons Stormwater Administrator

b. Developer shall construct the sidewalk as required by the Clemmons Unified Development Ordinance along Stadium Drive

B. Comprehensive Plan Update The Planner advised the final draft should be ready for review by the Planning Board at the July meeting.

C. Staff Report 1. Next regular meeting date is scheduled for July 17, 2018.

There will be two (2) public hearings for rezoning; a home office conversion on Hampton Road and a proposed independent living coming in as a life care community at the corner of Peace Haven Road and Harper Road. ADJOURNMENT Chuck Houska made a motion to adjourn the meeting at 7:30 p.m. Michael Gautreaux seconded the motion which was unanimously approved. Respectfully submitted: ________________________________ ___________________________________ Sr. Administrative Assistant Chuck Houska, Secretary

Exhibit A SITE PLAN REVIEW RECORD April 17, 2018, Planning Board Meeting 1) SITE PLAN TITLE AND NUMBER: Library Site, Public PBR-01-18 2) TYPE OF DEVELOPMENT: Planning Board Review 3) ACREAGE: ±2.89 acres 4) ZONING: Existing: RM-8 5) # UNITS/LOTS: N/A 6) DENSITY, IF RESIDENTIAL: N/A 7) LOCATION OF DEVELOPMENT: Located at the corner of Stadium Drive/James Street Extension 8) SITE PLAN PREPARER: MLA Design Group, LLC 120 Club Oaks Ct., Suite 100 Winston-Salem, NC-27104 PHONE: 336.765.1923 FAX: 336.765.5023 E-mail: [email protected]

OWNER AND/OR AGENT: County of Forsyth 201 N Chestnut Street Winston-Salem, NC 27101

PHONE: (336) 703-2020 FAX: 336-727-8446 E-mail: [email protected] 10) CONDITIONS: (These conditions are additional requirements for development. All other city or county code

regulations still apply.) PRIOR TO THE ISSUANCE OF GRADING PERMITS:

a. The Developer shall obtain a stormwater management permit from the Village of Clemmons Stormwater Administrator.

b. The Developer shall obtain a grading permit if 10,000 square feet or more is disturbed PRIOR TO THE ISSUANCE OF BUILDING PERMITS:

a. The Developer shall obtain a driveway permit from the Village of Clemmons b. Developer shall submit final elevations to the Village of Clemmons Planning Department for review and

approval PRIOR TO THE ISSUANCE OF OCCUPANCY PERMITS:

a. Developer shall obtain a stormwater occupancy permit from the Village of Clemmons Stormwater Administrator

b. Developer shall construct the sidewalk as required by the Clemmons Unified Development Ordinance along Stadium Drive

Uniform Guidance Conflict of Interest and Gift Policy 104.2018

Uniform Guidance Conflicts of Interest and Gift Policy Page 1 Prepared by: K. Ann Stroud, Finance Officer Adopted Village Council

Purpose

The purpose of this policy is to establish conflicts of interest guidelines that meet or exceed the requirements under state law and local policy when procuring goods (apparatus, supplies, materials, and equipment), services, and construction or repair projects paid for in part or whole by federal funds and required under 2 C.F.R. § 200.318(c)(1).

I. Policy

This policy applies when procuring goods (apparatus, supplies, materials, and equipment), services, and construction or repair projects funded in part or whole with federal financial assistance (direct or reimbursed). This policy also applies to any subrecipient of the funds. The employee responsible for managing the federal financial assistance award shall review the notice of award to identify any additional conflicts of interest prohibitions or requirements associated with the award, and shall notify all employees, officers, and agents, including subrecipients, of the requirements of this policy and any additional prohibitions or requirements. A. Conflicts of Interest. In addition to the prohibition against self-benefiting from a

public contract under N.C.G.S. 14-234, no council member, employee, or agent of the Village of Clemmons may participate directly or indirectly in the selection, award, or administration of a contract supported by a federal award if he or she has a real or apparent conflict of interest. A real or apparent conflict exists when any of the following parties has a financial or other interest in or receives a tangible personal benefit from a firm considered for award of a contract:

1. the employee, officer, or agent involved in the selection, award, or administration of a contract;

2. any member of his or her immediate family; 3. his or her partner; or 4. an organization which employs or is about to employ any of these parties.

Any officer, employee, or agent with an actual, apparent, or potential conflict of interest as defined in this policy shall report the conflict to his or her immediate supervisor. Any such conflict shall be disclosed in writing to the federal award agency or pass-through entity in accordance with applicable Federal awarding agency policy.

Uniform Guidance Conflict of Interest and Gift Policy 104.2018

Uniform Guidance Conflicts of Interest and Gift Policy Page 2 Prepared by: K. Ann Stroud, Finance Officer Adopted Village Council

B. Gifts. In addition to the prohibition against accepting gifts and favors from vendors

and contractors under N.C.G.S. 133-32, council members, employees, and agents of the Village of Clemmons are prohibited from accepting or soliciting gifts, gratuities, favors, or anything of monetary value from contractors, suppliers, or parties to subcontracts. Items of nominal value valued at less than $ 50.00 which fall into one of the following categories may be accepted:

1. promotional items; 2. honorariums for participation in meetings; or 3. meals furnished at banquets.

Any officer, employee or agent who knowingly accepts an item of nominal value allowed under this policy shall report the item to his or her immediate supervisor.

III. Violation

Employees violating this policy will be subject to discipline up to and including termination. Contractors violating this policy will result in termination of the contract and may not be eligible for future contract awards.

Uniform Guidance Procurement Policy 105-2018

Uniform Guidance Procurement Policy Page 1 Prepared by: K. Ann Stroud, Finance Officer Adopted Village Council

I. Purpose

The purpose of this Policy is to establish guidelines that meet or exceed the procurement requirements for purchases of goods (apparatus, supplies, materials, and equipment), services, and construction or repair projects when federal funds are being used in whole or in part to pay for the cost of the contract.

II. Policy

A. Application of Policy. This policy applies to contracts for purchases, services, and construction or repair work funded with federal financial assistance (direct or reimbursed). The requirements of this Policy also apply to any subrecipient of the funds. All federally funded projects, loans, grants, and sub-grants, whether funded in part or wholly, are subject to the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for federal awards (Uniform Guidance) codified at 2 C.F.R. Part 200 unless otherwise directed in writing by the federal agency or state pass-through agency that awarded the funds.

B. Compliance with Federal Law. All procurement activities involving the expenditure of federal funds must be conducted in compliance with the Procurement Standards codified in 2 C.F.R. § 200.317 through § 200-326 unless otherwise directed in writing by the federal agency or state pass-through agency that awarded the funds. Village of Clemmons will follow all applicable local, state, and federal procurement requirements when expending federal funds. Should the Village of Clemmons have more stringent requirements, the most restrictive requirement shall apply so long as it is consistent with state and federal law.

C. Contract Award. All contracts shall be awarded only to the lowest responsive responsible

bidder possessing the ability to perform successfully under the terms and conditions of the contract.

D. No Evasion. No contract may be divided to bring the cost under bid thresholds or to evade any requirements under this Policy or state and federal law.

E. Contract Requirements. All contracts paid for in whole or in part with federal funds shall be in writing. The written contract must include or incorporate by reference the provisions required under 2 C.F.R § 200.326 and as provided for under 2 C.F.R. Part 200, Appendix II and applicable state provisions as follows but not limited to N.C.G.S. 143-133.3(E-verify compliance), N.C.G.S. § 147-86.60(Iran Divestment Act), N.C.G.S § 147-86.82- (Divestment From Companies Boycotting Israel) and N.C.G.S. § 159.28 (a) (Local Government Budget and Fiscal Control Act).



F. Contractors’ Conflict of Interest. Designers, suppliers, and contractors that assist in the

development or drafting of specifications, requirements, statements of work, invitation for bids or requests for proposals shall be excluded from competing for such requirements.

G. Approval and Modification. The administrative procedures contained in this Policy are

administrative and may be changed as necessary at the staff level to comply with state and federal law.

III. General Procurement Standards and Procedures:

Either the Manager, Finance Officer or the Requesting Department shall procure all contracts in accordance with the requirements of this Section of the Policy.

A. Necessity. Purchases must be necessary to perform the scope of work and must avoid

acquisition of unnecessary or duplicative items. The Finance Department, Manager and/or the Requesting Department should check with the federal surplus property agency prior to buying new items when feasible and less expensive. Strategic sourcing should be considered with other departments and/or agencies who have similar needs to consolidate procurements and services to obtain better pricing.

B. Clear Specifications. All solicitations must incorporate a clear and accurate description

of the technical requirements for the materials, products, or services to be procured, and shall include all other requirements which bidders must fulfill and all other factors to be used in evaluating bids or proposals. Technical requirements must not contain features that restrict competition.

C. Notice of Federal Funding. All bid solicitations must acknowledge the use of federal funding for the contract. In addition, all prospective bidders or offerors must acknowledge that funding is contingent upon compliance with all terms and conditions of the funding award.

D. Compliance by Contractors. All solicitations shall inform prospective contractors that they must comply with all applicable federal laws, regulations, executive orders, and terms and conditions of the funding award and applicable state laws.



E. Fixed Price. Solicitations must state that bidders shall submit bids on a fixed price basis and that the contract shall be awarded on this basis unless otherwise provided for in this Policy. Cost plus percentage of cost contracts are prohibited. Time and materials contracts are prohibited in most circumstances. Time and materials contracts will not be used unless no other form of contract is suitable and the contract includes a “Not to Exceed” amount. A time and materials contract shall not be awarded without express written permission of the federal agency or state pass-through agency that awarded the funds.

F. Use of Brand Names. When possible, performance or functional specifications are preferred to allow for more competition leaving the determination of how the reach the required result to the contractor. Brand names may be used only when it is impractical or uneconomical to write a clear and accurate description of the requirement(s). When a brand name is listed, it is used as reference only and “or equal” must be included in the description.

G. Lease versus Purchase. Under certain circumstances, it may be necessary to perform an analysis of lease versus purchase alternatives to determine the most economical approach.

H. Dividing Contract for M/WBE Participation. If economically feasible, procurements may be divided into smaller components to allow maximum participation of small and minority businesses and women business enterprises. The procurement cannot be divided to bring the cost under bid thresholds or to evade any requirements under this Policy.

I. Documentation. Documentation must be maintained by the Finance Officer and/or the Requesting Department detailing the history of all procurements. The documentation should include the procurement method used, contract type, basis for contractor selection, price, sources solicited, public notices, cost analysis, bid documents, addenda, amendments, contractor’s responsiveness, notice of award, copies of notices to unsuccessful bidders or offerors, record of protests or disputes, bond documents, notice to proceed, purchase order, and contract. All documentation relating to the award of any contract must be made available to the granting agency upon request.

J. Cost Estimate. For all procurements costing $150,000 or more, the Requesting Department shall develop an estimate of the cost of the procurement prior to soliciting bids. Cost estimates may be developed by reviewing prior contract costs, online review of similar products or services, or other means by which a good faith cost estimate may be obtained. Cost estimates for construction and repair contracts may be developed by the project designer.



K. Contract Requirements. The Requesting Department must prepare a written contract

incorporating the provisions referenced in Section II.C of this Policy and applicable state provisions including but not limited to N.C.G.S. § 143-133.3 (E-verify compliance) N.C.G.S. § 147-86.55-63 (Iran Divestment Act), N.C.G.S. § 147-86.82 (Divestment From Companies Boycotting Israel) and N.C.G.S. § 159.28 (a) (Local Government Budget and Fiscal Control Act).

L. Debarment. No contract shall be awarded to a contractor included on the federally

debarred bidder’s list.

M. Contractor Oversight. The Requesting Department receiving the federal funding must maintain oversight of the contract to ensure that contractor is performing in accordance with the contract terms, conditions, and specifications.

N. Open Competition. Solicitations shall be prepared in a way to be fair and provide open

competition. The procurement process shall not restrict competition by imposing unreasonable requirements on bidders, including but not limited to unnecessary supplier experience, excessive or unnecessary bonding, specifying a brand name without allowing for “or equal” products, or other unnecessary requirements that have the effect of restricting competition.

O. Geographic Preference. No contract shall be awarded on the basis of a geographic preference.

P. Pre audit. All contracts are required by N.C.G.S. § 159.28 (a), Local Government Budget and Fiscal Control Act, to be pre audited. Purchase orders are required on any service or purchase contract greater than $350.00.

IV. Specific Procurement Procedures

Either the Finance Officer or the Requesting Department shall solicit bids in accordance with the requirements under this Section of the Policy based on the type and cost of the contract.

A. Service Contracts (except for A/E professional services) and Purchase Contracts costing

less than $3,500 shall be procured using the Uniform Guidance “micro-purchase” procedure (2 C.F.R. § 200.320(a)) as follows:

1. The contract may be awarded without soliciting pricing or bids if the price of the goods or services is considered to be fair and reasonable. To the extent practicable, purchases must be distributed among qualified suppliers.



B. Service Contracts (except for A/E professional services) and Purchase Contracts costing $3,500 up to $90,000 shall be procured using the Uniform Guidance “small purchase” procedure (2 C.F.R. § 200.320(b)) as follows:

1. Obtain price or rate quotes from an “adequate number” of qualified sources (a federal grantor agency might issue guidance interpreting “adequate number,” so the Requesting Department should review the terms and conditions of the grant award documents to confirm whether specific guidance has been issued).

2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as required under 2 C.F.R. § 200.321.

3. Cost or price analysis is not required prior to soliciting bids. 4. Award the contract on a fixed-price basis (a not-to-exceed basis is permissible for

service contracts where obtaining a fixed price is not feasible). 5. Award the contract to the lowest responsive, responsible bidder. Governing Board

approval is required for contracts greater than $10,000.

C. Service Contracts (except for A/E professional services) and Purchase Contracts costing $90,000 and above shall be procured using a combination of the most restrictive requirements of the Uniform Guidance “sealed bid” procedure (2 C.F.R. § 200.320(c)) and state formal bidding procedures (G.S. 143-129) as follows:

1. Cost or price analysis is required prior to soliciting bids. 2. Complete specifications or purchase description must be made available to all

bidders. 3. The bid must be formally advertised in a newspaper of general circulation for at

least seven full days between the date of the advertisement and the date of the public bid opening. Electronic-only advertising must be authorized by the governing board. The advertisement must state the date, time, and location of the public bid opening, indicate where specifications may be obtained, and reserve to the governing board the right to reject any or all bids only for “sound documented reasons.”


5. Open bids at the public bid opening on the date, time, and at the location noticed in the public advertisement. All bids must be submitted sealed. A minimum of 2 bids must be received in order to open all bids.

6. Award the contract to the lowest responsive, responsible bidder on a fixed-price basis. Governing board approval is required for purchase contracts unless the governing board has delegated award authority to an individual official or employee. Any and all bids may be rejected only for “sound documented reasons.”



D. Service Contracts (except for A/E professional services) costing $150,000 and above may be procured using the Uniform Guidance “competitive proposal” procedure (2 C.F.R. § 200.320(d)) when the “sealed bid” procedure is not appropriate for the particular type of service being sought. The procedures are as follows:

1. A Request for Proposals (RFP) must be publicly advertised. Formal advertisement in a newspaper is not required so long as the method of advertisement will solicit proposals from an “adequate number” of qualified firms.

2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as provided under 2 C.F.R. § 200.321.

3. Identify evaluation criteria and relative importance of each criteria (criteria weight) in the RFP.

4. Consider all responses to the publicized RFP to the maximum extent practical. 5. Must have a written method for conducting technical evaluations of proposals and

selecting the winning firm. 6. Award the contract to the responsible firm with most advantageous proposal

taking into account price and other factors identified in the RFP. Governing board approval is required.

7. Award the contract on a fixed-price or cost-reimbursement basis.

E. Construction and repair contracts costing less than $3,500 shall be procured using the Uniform Guidance “micro-purchase” procedure (2 C.F.R. § 200.320(a)) as follows:

1. Pre audit is required 2. The contract may be awarded without soliciting pricing or bids if the price of the

goods or services is considered to be fair and reasonable. 3. To the extent practicable, contracts must be distributed among qualified

suppliers.

F. Construction and repair contracts costing $3,500 up to $150,000 shall be procured using the Uniform Guidance “small purchase” procedure (2 C.F.R. § 200.320(b)) as follows:

1. Obtain price or rate quotes from an “adequate number” of qualified sources (a federal grantor agency might issue guidance interpreting “adequate number,” so the requesting department should review the terms and conditions of the grant award documents to confirm whether specific guidance has been issued).


3. Cost or price analysis is not required prior to soliciting bids, although price estimates may be provided by the project designer.

4. Award the contract on a fixed-price or not-to-exceed basis. 5. Award the contract to the lowest responsive, responsible bidder. Governing

board approval is required if contract is greater than $10,000.



G. Construction and repair contracts costing $150,000 up to $500,000 shall be procured using the Uniform Guidance “sealed bid” procedure (2 C.F.R. § 200.320(c)) as follows:

1. Cost or price analysis is required prior to soliciting bids (this cost estimate may be provided by the project designer).

2. Complete specifications must be made available to all bidders. 3. Publically advertise the bid solicitation for a period of time sufficient to give

bidders notice of opportunity to submit bids (formal advertisement in a newspaper is not required so long as other means of advertising will provide sufficient notice of the opportunity to bid). The advertisement must state the date, time, and location of the public bid opening, and indicate where specifications may be obtained.


5. Open the bids at the public bid opening on the date, time, and at the location noticed in the public advertisement. All bids must be submitted sealed. A minimum of 2 bids must be received in order to open all bids.

6. A 5% bid bond is required of all bidders. Performance and payment bonds of 100% of the contract price is required of the winning bidder.

7. Award the contract on a firm fixed-price basis. 8. Award the contract to the lowest responsive, responsible bidder. Governing board

approval is required. Any and all bids may be rejected only for “sound documented reasons.”

H. Construction and repair contracts costing $500,000 and above shall be procured using a

combination of the most restrictive requirements of the Uniform Guidance “sealed bid” procedure (2 C.F.R. § 200.320(c)) and state formal bidding procedures (G.S. 143-129) as follows:

1. Cost or price analysis is required prior to soliciting bids (this cost estimate should be provided by the project designer).

2. Complete specifications must be made available to all bidders. 3. Formally advertise the bid in a newspaper of general circulation for at least seven

full days between the date of the advertisement and the date of the public bid opening. Electronic-only advertising must be authorized by the governing board. The advertisement must state the date, time, and location of the public bid opening, indicate where specifications may be obtained, and reserve to the governing board the right to reject any or all bids only for “sound documented reasons.”


5. Open the bids at the public bid opening on the date, time, and at the location noticed in the public advertisement. All bids must be submitted sealed and in paper form. A minimum of 3 bids must be received in order to open all bids.



6. A 5% bid bond is required of all bidders (a bid that does not include a bid bond cannot be counted toward the 3-bid minimum requirement). Performance and payment bonds of 100% of the contract price is required of the winning bidder.

7. Award the contract on a firm fixed-price basis. 8. Award the contract to the lowest responsive, responsible bidder. Governing

board approval is required and cannot be delegated. The governing board may reject and all bids only for “sound documented reasons.”

I. Construction or repair contracts involving a building costing $300,000 and above must

comply with the following additional requirements under state law: 1. Formal HUB (historically underutilized business) participation required under G.S.

§143-128.2, including local government outreach efforts and bidder good faith efforts, shall apply.

2. Separate specifications shall be drawn for the HVAC, electrical, plumbing, and general construction work as required under G.S. §143-128(a).

3. The project shall be bid using a statutorily authorized bidding method (separate-prime, single-prime, or dual bidding) as required under G.S. §143-129(a1).

J. Contracts for Architectural and Engineering Services costing under $150,000 shall be

procured using the state “Mini-Brooks Act” requirements (G.S. 143-64.31) as follows: 1. Issue a Request for Qualifications (RFQ) to solicit qualifications from qualified

firms (formal advertisement in a newspaper is not required). Price (other than unit cost) shall not be solicited in the RFQ.

2. Take affirmative steps to solicit price quotes from M/WBE vendors and suppliers as provided for under 2 C.F.R. § 200.321.

3. Evaluate the qualifications of respondents based on the evaluation criteria developed by the Purchasing Department and/or Requesting Department.

4. Rank respondents based on qualifications and select the best qualified firm. Price cannot be a factor in the evaluation. Preference may be given to in-state (but not local) firms.

5. Negotiate fair and reasonable compensation with the best qualified firm. If negotiations are not successfully, repeat negotiations with the second-best qualified firm.

6. Award the contract to best qualified firm with whom fair and reasonable compensation has been successfully negotiated. Governing Board approval is required for contracts over $10,000.



K. Contracts for Architectural and Engineering Services costing $150,000 or more shall be procured using the Uniform Guidance “competitive proposal” procedure (2 C.F.R. § 200.320(d)(5)) as follows:

1. Publically advertise a Request for Qualifications (RFQ) to solicit qualifications from qualified firms (formal advertisement in a newspaper is not required). Price (other than unit cost) shall not be solicited in the RFQ.


3. Identify the evaluation criteria and relative importance of each criteria (the criteria weight) in the RFQ.

4. Proposals must be solicited from an “adequate number of qualified sources” (an individual federal grantor agency may issue guidance interpreting “adequate number”).

5. Must have a written method for conducting technical evaluations of proposals and selecting the best qualified firm.

6. Consider all responses to the publicized RFQ to the maximum extent practical. 7. Evaluate qualifications of respondents to rank respondents and select the most

qualified firm. Preference may be given to in-state (but not local) firms provided that granting the preference leaves an appropriate number of qualified firms to compete for the contract given the nature and size of the project.

8. Price cannot be a factor in the initial selection of the most qualified firm. 9. Once the most qualified firm is selected, negotiate fair and reasonable

compensation. If negotiations are not successfully, repeat negotiations with the second-best qualified firm.

10. Award the contract to best qualified firm with whom fair and reasonable compensation has been successfully negotiated. Governing Board approval is required.

V. Exceptions

Non-competitive contracts are allowed only under the following conditions and with the written approval of the federal agency or state pass-through agency that awarded the federal funds: A. Sole Source. A contract may be awarded without competitive bidding when the item is

available from only one source. The Purchasing Department and/or Requesting Department shall document the justification for and lack of available competition for the item. A sole source contract must be approved by the governing board.

B. Public Exigency. A contract may be awarded without competitive bidding when there is

a public exigency. A public exigency exists when there is an imminent or actual threat to public health, safety, and welfare, and the need for the item will not permit the delay resulting from a competitive bidding.



C. Inadequate Competition. A contract may be awarded without competitive bidding when competition is determined to be inadequate after attempts to solicit bids from a number of sources as required under this Policy does not result in a qualified winning bidder.

D. Federal Contract. A contract may be awarded without competitive bidding when the

purchase is made from a federal contract available on the U.S. General Services Administration schedules of contracts.

E. Awarding Agency Approval. A contract may be awarded without competitive bidding

with the express written authorization of the federal agency or state pass-through agency that awarded the federal funds so long as awarding the contract without competition is consistent with state law.

Agenda Packet - clemmons.org6201256A-BE8C-4BC3-B6EC... · Tanglewood Business Park Update – Mayor...

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