VILLAGE OF MARVIN 100041 New Town Road Marvin, NCI 281731 ITel:( (704)843-1680 Fax:( (704)8 843-16601 www.marvinne.org HCAR VILLAGE COUNCIL SPECIAL: MEETING MINUTES Friday, November 19, 2021 -llam Village Hall, 100041 New Town Road Special Meeting (Virtual Meeting) SPECIALN MEETING AGENDA Mayor Pollino. has called for a special meeting oft the Village Council tol bel held on Friday, November 19,2021 at llam at Village Hall (10004 New Town) Rd)i in order for Council recess into Closed Session pursuant tol NCGS $143-318.11(@)3)1 to consult with an attorney employed or retained by thej public body in order toj protect the attorney-client privilege; to discuss terms for solid waste services; to discuss and consider a contract for underbrush removal at thes site ofthe new Marvin Village Hall and thel Marvin Gardens-area pocket park, and to consider adoption ofa budget amendment. 1. Call to Order & Determination of Quorum AGENDA ITEMS Mayor Pro" Tem Vandenberg called thei meeting to order at 11:03am and determined a quorum was present. Present: Mayor Pollino (arrived 11:06am), Mayor Pro Tem Vandenberg, Councilman Lein, Councilman Wortman Present Virtually via Webex: Councilman Marcolese Absent: Mayor Pollino Staff Present: Christina Amos, Austin W. Yow, Jamie Bays, Chaplin Spencer (by phone) MOTION: Councilman Wortman moved to allow Councilmembers to participate remotely. 2. Consider Allowing Councilmembers to Participate Remotely VOTE: The motion passed unanimously, 4-0. VOTE: The motion passed unanimously, 4-0. Mayor Pollino arrived at 11:06am. 3. Adoption of the Agenda MOTION: Councilman Wortman moved to adopt the agenda as presented. thel Public Body in Order to Protect the. Attorney-Client Privilege 4. Recess into Closed Session pursuant to NCGS $143-318.11(a)03) to Consult with an Attorney Employed or Retained by MOTION: Councilman Wortman moved to recess into Closed Session Pursuant tol NCGS 143-318.11()3) to Consult with an Attorney Employed or Retained by the Public Body in Order to Protect the Attorney-Client Privilege. VOTE: The motion passed unanimously, 4-0. (Recording omits closeds session) MOTION: Mayor Pro Tem Vandenberg moved to return to open session. 5. Discussion of Solid Waste Services including Contract Terms VOTE: The motion passed unanimously, 4-0. Christina Amos, Village Manager, introduced the attendees from Active Waste Solutions and asked them to clarify their requests with changes tot thei fines andi feesi in thej proposed: solid wastes services contract. Thei representatives requested changes toi improve parity regarding a clause that would allow the Village to exit the contract for any reason. Active Waste Representatives and the Village Council discussed customer service standards, liquidated damages, and general requirements. MOTION: moved to VOTE: The: motion passed unanimously, 4-0. Page1/3 TIME: STAMP 57:30 6. Discuss and Consider Waiving the' Three-Bid Requirement AND Consider Options for Brush Clearing Village Hall Site and Marvin Gardens-area Pocket) Parki in an Amount' TBD (See attached, Item 6., whichi isi inclded as ai reference int these minutes). Austin' W. Yow, Village Clerk and Assistant tot thel Manager, explained thatt three quotes were not received for thel brush clearing. Council discussed the quotes, as well as in-house alternatives in depth. Council by consensus agreed to complete the brush clearing at the new Village Hall in-house. Council also agreed to move: forward with the brush clearing with the pocket park at MOTION: Mayor Pro Tem Vandenberg moved to approve the $6,000 pocket park situation and to waive the three-bid thej price provided. requirement. TIME STAMP 1:08:00 VOTE: The motion passed unanimously, 4-0. 7. Discuss and Consider Adoption of General Fund Budget Ordinance for Miscellaneous Park Expenses Ms. Amos explained that the Village received a sponsor for replacing ceiling fans in the Barn at Marvin Efird Park andt that this amendment shifts thei funds into the proper account. OR-2021-11-01 AN ORDINANCE AMENDING' THE GENERAL FUND BUDGET ORDINANCE BEI IT ORDAINED by the Village Council oft the Village ofl Marvin, North Carolina that thei following amendment bei made tot the SECTION 1. To amend the General Fund Budget, the revenues and appropriations are to be changed as shown. annuall budget ordinance for the fiscal year ending June 30, 2022: TYPE Revenue BUDGET ACCOUNT: Miscellaneous Revenue (A/C3708) General Repairs (A/C6739) Fund Balance General Fund - Culture and Recreation Park Operating Expenses (A/C6 6742) General Fund- - Culture and Recreation General Repairs (A/C6739) AMENDMENT AMOUNT $1,400 $1,400 ($4,500) $1,500 $3,000 FROM $1,400 $7,261 $167,358 $4,000 $8,661 TO $0 $8,661 $162,858 $5,500 $11,661 Expense General Fund- - Culture and] Recreation Expense Expense Reason: To amend budget toj purchase andi install new: fans for the barn; and to fund park signs that were approved in FY21 but SECTION 2. Copies oft this budget amendment shall be furnished to the Clerk to the Governing Board, and tot the Budget Officer were not completed before year end, and thel Finance Officer for their direction. Adopted this 19th day of November 2021. VOTE: The motion passed unanimously, 4-0. MOTION: Mayor Pro Tem Vandenberg moved to adopt the General Fund Budget Ordinance for Miscellaneous Park Expenses. Page2/3 ADJOURNMENT MOTION: Mayor Pro Tem Vandenberg moved to adjourn the meeting at 12:42pm. VOTE: The motion passed unanimously, 4-0. 2.-14-202 Adopted: Joseplt. Pollino.r, Mayor Village ofMarvin Cha W W. Austin Yow br ROTE SEAL NO Village Clerk & Assistant to the Manager Page313 Jnk awin Govoln podkeh pak ESTIMATE Ripepi Land Management Waxhaw, NC: 28173 704)579-0172 Clingnb LAHD MAMAGENENT To: Marvin/Publix Pocket Park 1615 Providence Rd Waxhaw, NC 28173 Estimate # Estimate Date Total Amount 1579 11/05/2021 $6,000.00 Item LAND CLEARING Quantity Price 1.0 $6,000.00 Subtotal: Tax: Past Due Amount: Total Amount: Tax1 Tax2 Line Total $6,000.00 $6,000.00 $0.00 $0.00 $6,000.00 Depending on which option you go with we çan take off an additional $1,500 ThankYou-For.our Business! ifwé combine this job with the New Marvin Hall jobl listed at $17,500. Notes Breakdown This will be tor remove Berryl Limbs and hauling away, prior to cutting large limbs with nol berries, and run through the' Wood Chipper. 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TYPE OFI INSURANCE A X COMMERCIAL GENERAL LIABILITY CLAIMS-MADE X OCCUR GENL AGGREGATELIMIT/ APPLIES PER: POLICY SE OTHER: AUTOMOBILELABIITY ANYAUTO OWNED AUTOSONLY AUFS ONLY UMBRELLALIAB EXCESSLIAB DED RETENTIONS WORKERS COMPENSATION, ANDE EMPLOYERS" LIABILITY ANY GMOPARTESACUINVE N/A (Mandatory ini NH) lfyes, describe under DÉSCRIPTIONOFG OPERATIONS below POLICY NUMBER CSU0152672 MM/DDMYYYI POLICYE EFF MMIDDMYYYY POLICYEXP LIMITS $ EACHOCCURRENCE MEDEXP (Any onep person) $ PERSONAL &ADVINJURY $ GENERALA AGGREGATE $ PRODUCTS- -COMP/OP AGG $ COMBINED SINGLEL LIMIT (Ea accident). BODILYINJURY (Per person) $ BODILYINJURY (Per accident) $ PAMAGE POPESMR accident) EACHOCCURRENCE AGGREGATE PER STATUTE PH E.L.E EACHACCIDENT EL. DISEASE- -EAE EMPLOYEE $ E.L.D DISEASE- -POLICYLIMIT 1,000,000 100,000 5,000 1,000,000 2,000,000 2,000,000 06/22/2021 06/22/2022 DAMAGE PREMISES TOR (Eac RENTED occurrence) $ LOC SCHEDULED AUTOS NONOSNEP OCCUR CLAIMS-MADE YIN, EXCLUDED? 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