Town Commissioners Minutes — 2020-12-16

QUEENSTOWT\ COMMTSSTONERS

December 16, 2020 PRESENT: President Tom Willis, Jr., Commissioner Al Hardee, Commissioner Bryon Callahan, Town Clerk Aaron Homey, Town Manager Amy Moore, Town Attomey Lyndsey Ryan

PUBLIC IIEARING CALLED TO ORDER AT 7PM

oRDrNArlcE 20-06 - AN ORDTNANCE OF THE TOWN OF QUEENSTOWN TO

AMEND SECTION 14.35 OF THE QUEENSTOWN CODE TO PROVTDE THAT THE

PROPERTY OWNER SHALL BE RESPONSIBLE FOR THE COST OF THE WATER

METER AT THE TIME OF INSTALLATION

o No public comments were received for this ordinance.

ORDINAI\CE 20-07 - AN ORDINANCE OF THE TOWN OF QUEENSTOWN TO

AMEND CHAPTER 13 OF THE QUEENSTOWN CODE TITLED "PARKS AND

PUBLIC PROPERTY'' TO ADD SECTION I3.4 TITLED "PERMITS FOR USE OF

QUEENSTOWN BOAT RAMP"

o No public comments were received for this ordinance.

President Willis motioned to adjourn the hearing at7:06 pm. Motion seconded by Commissioner Hardee. VOTE: 3 aye -0 nay.

REGULAR MEETING CALLED TO ORDER AT 7:O6PM

GUESTS

o Bob Rauch - Provide updates on the following topics.

o Improvement plans/drawings for boat ramp and town docks - Grant available to pay for improvements at docks. l't Ave. dock work to include pavement repairs/repaving, moving bollards, replacing boards, mostly restoration of existing structures. 2nd Ave. dock work to include restoration of existing structures by addressing settlement failures behind bulkhead. Bulkhead in good shape, can address by installing mernbrane behind bulkhead or less invasive plan

of injecting foarn product behind bulkhead to seal barrier which would require pavement milling/repaving. Also replacing copper piling caps, replacing boards, electrical wiring upgrades, extending water service to end of pier, replacing decking boards. Upon submitting plans/permits to MDE upgrades to pier could include adding 2 new finger piers resulting in 4 new slips at end of pier, would like to include plans into a scope of work and receive bids by approaching several

contractors and via advertising. About a week out from having bid docs in place.

Project at boat ramp not included in grant funding. Project of upgrading boat ramp area with possible improvernents including regrading/resurfacing parking areas.

Stabilizing ramp area above/below water line by installing precast concrete panels. Would require small amount of stabilization work adjacent to pier area.

Would need permits from MDE- doesn't appear to be an issue. Should have all bid docs for projects ready by next meeting. All work could be done over winter months except paving work. Would like to have bids in place soon to utilize $250,000 grant that is available. Initial estimates on dock work under grant maximum of $250,000. Can expand work to utilize most of grant funding. No estimate on ramp work yet.

o Water tower/infrastructure project - Working on scope of work. Has held offon more expensive improvement aspects such as the test well until Town is sure of direction to go in. Have secured location for water tower and well- have to apply for test well. Done most of preliminary design work, about ready to put tower plan together. Waiting on agreements from other property owners participating in project. Project would

supply water to Wheatland's project but also would be improving existing town water supply. Alternative if not supplying Wheatland's could be in-ground water tank possibly located in area such as undemeath park on Old Wharf Lane. Park could still be maintained above tank. Good use of land- eliminates impact of elevated tower. Cost likely would be less than tower cost. Providing as alternative option if town decides to go different route on project. Would address water

pressure issues in existing town locations. Does not want to commit town to cost of test well until sure town has support on debt service. Confirmed with USDA delays will not jeopardize funds allocated to town for project- have 5 years to use funding. Almost 2 years into funding timeline now. Would need final decision within a yeax as time to complete design, get permits and finish construction would be 18 months. Would prefer a2-year window to have everything complete

and ready. Test well part of design work- does not require separate bids and is already permitted, final well would require separate bids. Will reveriff. Will wait for direction from town on whether to proceed with test well. Commissioners will discuss at future work session.

o Land survey of town open space at Queenstown Village - Possible solutions to address drainage issues in area between houses and Royal Farms. Area is flat - similar issues in other high-density developments without swails installed. Can address by installing landscape drainage systan including inlets and piping with minor grading to direct water into individual inlets. Would require outfall, have not explored possibility in detail yet but does not see many

other options. System is similar to type used on golf courses. Not very expensive to install. One small area with private homeowner fencing extending over town's propetty line but should not be an issue with this plan. Has mainly just marked property lines at this point but can investigate further if drains already exist in area and determine if maintenance or replacanent needed if so. Commissioner

Callahan stated a cause of some of the issue could be a drainage easement directing water from a drain on the street directly into the rear area of some of the houses. Possibly eliminate that drain and allow water to drain via the street?

Rauch will explore when investigatingarca.

PUBLIC WORIG - Amy Moore o Got pricing on gutter replacement for Town Office above porch. One company estimate would be replacernent with current style of half-round gutters, recorlmend replacernent of downspouts to match gutters and would connect and seal to gutters. Price would be $1,450.00. Other company estimate would replace with standard style gutters and connect to current downspouts. Price would be $495.00. Inquired about cost to replace

downspouts as part of this work, still waiting to hear back.

o Was contacted by Jim Urquhart on Old Wharf Lane regarding stormwater drainage issues at his property near the driveway. Investigated issue- may need to replace portion of pipe from the driveway halfivay down to the creek. Has been cleared and is functional to some degree for now but will continue to monitor.

.

Spoke with Jerry Young on Olde Point Lane regarding issues with catch basin near his property. John English investigated issue and modified basin to allow more free flow of water and leaves into catch basin.

o Property on Melvin Ave. Owner installed incorrect size culvert at property without approval some time ago. Not flowing water properly- leading to backups on adjacent properties Area checked by Lane Cole and John English. Would require some grading/digging to repair. Cost would be around $580.00. Will have to be addressed as is causing significant drainage issues on adjacent properties. Will send leffer to property

owner regarding need to make repairs to address water flow. Can elect to make repairs to town specifications or have town do work and be billed by town.

o Debris cleared from stormwater pond on Olde Point Lane as part of upgrades is still there. Chris Ritch attempted to rernove recently but was unable. Will require 2 people.

Mr. Ritch is out until Monday but will work on removing with Bryan Miller when he returns.

. if Greg Smith still working on getting prices on spare pumps for plant to have available pumps fail. Will have estimates for new pumps and rebuilt pumps with warranties.

PLAI\NING - Philip Snyder/Amy Moore o Planning Commission met with Barry Waterman regarding Wheatland's. Will hold public hearing January 13 for master development plan approval. Relevant documents will be available at Town Office and notice will be going in newspaper.

o Three people have submitted letters of interest for current Planning Commission vacancy.

Will wait until end of year to receive any further interest and forward n.rmes to Planning Commission to conduct interviews prior to January Planning meeting.

FINAI\CE COMMITTEE - Amy Moore o Nothing to report. Ms. Moore will provide Commissioners copies of recently completed town audit.

TOWI\ CLERK - Aaron Horney o Treasurers/FinanceReport o General Fund - $310,417.16 o Water/Sewer Fund - $95,733.87 o Minutes o Nov. 18, 2020 Commissioners Regular Meeting Will wait to approve at next meeting.

o Correspondence/Requests/Info - Sent and Received o Ramp parking area signs and permit stickers ordered and ready.

TOWN MANAGER - Amy Moore o Lease agreement with Nikki Williams frnalized with Ms. Ryan and sent to Ms. Williams.

Plans to start in January. Waiting to hearback from her on exact date.

o Attempted to contact manager at Royal Farms regarding dumpster dumping schedule issues raised by residents. Left message. Still attempting to contact.

o Would like to schedule work session to address various issues including water tower issues, George Frigon proposal, cell tower leases. Will look at dates and schedule. Will have Pat Bowell provide figures regarding cell tower lease/sell/keep options.

o Got prices for 6ft. fencing at areabehind Queenstown Village from existing Royal Farms fence to end of development. Long Fence price is $8,910.00- does not include gate.

Country Living price is $7,221.00- including gate would be additional $620.00. Will determine exact location of proposed fencing before proceeding. Can discuss at work session.

OLD BUSINESS

o I&Iproject Still working on cleanout cap replacement. Delay with Chris Ritch out.

o Water Tower & Infrastructure project - Interim Financing Shore United and Queenstown Bank both came down on interest rates submitted. Shore United offer at 2.44%. Queenstown Bank at 2.5%. Both offers are fixed rate, 24-month construction, interest only payments. Offers good thru end of month. Can add to work session.

o Dudley Property - Acceptance of terms Lyndsey Ryan emailed purchase agreement to Peter Dudley. Asked that he and his brother execute and retum as soon as possible. Have not heard back yet. Will try to contact againby end of week.

o Wheatland's Project o Petition for Planned Development - Waterman Family Limited Partnership Previously discussed during Planning by Phil Snyder.

o Speeding on Main St.

Sent email to Sgt. Lowery of QAC Sheriffs Dept. and asked if possible to do nighttime radar assignments in town. Responded they can and have done several since October.

Will add more to their schedule. Di Quynn-Reno questioned if stats were available for traffic stops during this period. Ms. Moore stated they typically provide info at meetings when requested. Will see if they can provide info at next meeting. Also asked if Town prefers tickets issued vs. warnings. Ms. Moore stated Town asked Sheriff to issue tickets when warranted vs. warnings.

o Boat Ramp improvements Previously discussed by guest Bob Rauch.

o Boat Landing parking and signage Previously discussed by guest Bob Rauch and Clerk Aaron Homey.

o Town Dock projects Previously discussed by guest Bob Rauch.

O

ORDINANCE 20-06. AN ORDINA}ICE OF THE TOWN OF QUEENSTOWN TO

AMEND SECTION 14.35 OF THE QUEENSTOWN CODE TO PROVIDE THAT

THE PROPERTY OWNER SHALL BE RESPONSIBLE FOR THE COST OF

TIIE WATER METER AT THE TIME OF INSTALLATION (eligible for adoption) Pres. Willis motion to adopt Ord. 20-06. Comm. Callatran second. VOTE: 3 aye- 0 nay.

O

ORDINAI\CE 20.07 - AI\I ORDINAI\CE OF THE TOWN OF QUEENSTOWN TO

AMEND CHAPTER 13 OF THE QUEENSTOWN CODE TTTLED 6.PARKS At\D

PUBLIC PROPERTY' TO ADD SECTION 13.4 TITLED "PERMITS FOR USE

OF QUEENSTOWN BOAT RAMP' (eligible for adoption) Pres. Willis motion to adopt Ord.20-07. Comm. Hardee second. VOTE: 3 aye - 0 nay.

NEW BUSINESS

o Comm. Hardee inquired if ernployee reviews have been conducted yet for the year.

Also are guidelines in place in town code for conducting reviews. Ms. Moore stated initial sit downs have been conducted, next step not completed yet. Ms. Ryan stated neither the current ernployee manual from 2012 nor town charter mention employee evaluations. Evaluation process could be added to charter and employee manual.

Commissioners and Town Manager and Clerk should review employee manual to see if any other adjustments are desired or needed since last updated in 2012. Comm. Hardee would like to have date set for Town Manager to meet with Commissioners in closed session to review employees and Town Manager. Ms. Moore will schedule to add closed session to upcoming work session date.

ATTORNEY UPDATES - Lyndsey Ryan o Discussed with Ms. Moore regarding frailer citations, repeat offenders and how to address issue. Because violation is Town Code violation and not property maintenance violation no notice period is required. Going forward will address by sending one or two courtesy notices depending on circumstances of violation and whether repeat offender or not. Time given to correct violations will be shortened before fines are issued and will

vary based on whether a repeat violation or not.

PUBLIC COMMENT

o Di Quynn-Reno Thanked the town for implernenting upgpdes to Town Office internet equipment that has improved the quality of virtual meetings. Working well and easier to follow meetings now.

There being no further business at this time, President Willis motion to close the meeting at 8:33pm. Commissioner Callahan second. VOTE: 3 aye - 0 nay.

Horney