VILLAGE OF MARVIN  10004 New Town Road Marvin, NCI 28173 Tel: (704)843-1680 Fax: (704)8 843-1660 www.marvinnc.org  VILLAGE COUNCIL MEETING MINUTES September 30, 2021 - 9am Village Hall, 10004 New Town Road Work Session (Virtual Meeting)  A. AGENDA ITEMS 1. Call to Order  Mayor Pollino called the meeting to order at 9:03am and determined a quorum was present. Present: Mayor Pro Tem Vandenberg, Councilman Lein, Councilman Wortman Present Virtually via Webex: Mayor Pollino, Councilman Marcolese Staff Present: Christina Amos, Austin W. Yow, Hunter Nestor, Jamie Bays, Derek Durst Mayor Pollino asked Mayor Pro Tem Vandenberg to lead the meeting since hei is participating remotely. MOTION: Mayor Pro Tem Vandenberg moved to allow Councilmembers toj participate remotely.  Absent: None  2. Consider Allowing Councilmembers tol Participate Remotely VOTE: The motion passed unanimously, 4-0.  3. Adoption of the Agenda  Mayor Pro Tem Vandenberg requested to make the following changes: Move "Village Hall" to after "Communications" Remove Item 2: "Discussion of Additional Roundabout Plantings" including Marvin Dayl Planning and Fundraising" Remove Item 8: "Discussion ofTrail Markers" MOTION: Councilman Lein moved to approve the agenda as amended. VOTE: Thei motion passed unanimously, 4-0.  Remove Item 3: "Discussion and Consideration of Hiring a Part Time Event Planner to Assist with Village Events  B. PRESENTATIONS No presentations occurred. C.I ITEMS OF DISCUSSION TIME STAMP2:55  1. Discuss and Consider Waiving Procurement Policy: and Awarding Contract for Construction of the Internal Preserve Trail Derek Durst, Public Facilities Manager, explained that Blue Ridge Trail Works was the only company to provide a quote. He asked Council to waive thet three-quote requirement. Council discussed thel high-quality work of Blue Ridge' Trail Works in depth. MOTION: Councilman Wortman moved to waive the procurement policy and award the contract for the construction of the  tol Blue Ridge' Trail Works (See attached, Item C.1., which is included as ai refèrence in these minutes).  Internal Preserve Trail tol Blue Ridge Trail Works for $46,035 with $3,965 in contingency funds.  VOTE: Thei motion passed unanimously, 4-0. 2 Discussion of2022 Marvin Day Celebration  TIME: STAMP 10:55  Mr. Durst explained that Councilman Lein attended thej previous PR&G Board Work Session, where the Board put together a draft schedule of events for the festival. He added that food trucks and additional events need tol be scheduled. Council discussed ideas  fora additional events, logos, and sponsorships in depth. 3. Discussion of American Rescuel Plan Act of2021 Funding  TIME: STAMP: 39:40  Christina Amos, Village Manager, informed thel Board that a resolution and a capital project ordinance willl be on the October 12 regular meeting agenda, which will formally accept the relief funds and allow the Village to spend them. Currently, the Village  Page114    plans tou use the funds for recovering lost revenue, social distancing measures, technology, software, audio/visual for Village Hall, security/access control for the new Village Hall, the water/sewer tap fee for Village Hall, vaccine incentives, hazard pay, water/sewer infrastructure along New Town Road, andi for tourism signage. Council discussed the use of these funds in depth. Ms. Amos explained that residents and prospective residents have asked the Village to complete a special assessment and accept their roads for maintenance. She noted that this would encourage unincorporated neighborhoods to annex into Marvin. Council discussed this proposal in depth and agreed that it would be acceptable ifthe Village took out a short-term loan.  TIME: STAMP 1:12:30  4. Discussion of] Future Road Assessment Requests  TIME STAMP 1:22:05  5. Discussion of Removing Underbrush on Village Hall Project Site need tol be received or Council may waive that requirement. 6. Discussion of Fall' Town Hall Meeting Agenda & Format consensus tol have ai food truck at the event. TIME STAMP 1:37:00  Councilman Wortman explained that removing the underbrush on site does not add to the Village's allowed disturbed area. He noted that thei falls season is a good time toi remove the underbrush, asi it will not be as thick. Ms. Amos noted that three quotes will  TIME: STAMPI 1:28:50  The Village Council briefly discussed possible topics on the agenda for the Fall Town Hall Meeting agenda. They agreed by  7. Review of Council Minutes from the 8/26/21 (Work Session) and 9/14/21 (Regular) Meetings Mr. Yow toj place the minutes on the consent agenda for the October 121 regular meeting.  Council reviewed the minutes from the 8/26/21 work session and 9/14/21 regular meetings and made no changes. Council asked  D. OPEN TOPICS TIME: STAMP 1:37:55 1. Firethorne Treel Removals  Mayor Pollino briefly spoke oni many treei removals inl Firethorne Country Club. He was especially concerned about potential road damage. Ms. Amos stated that the Village has an ordinance requiring those who damage Village roads toj pay fori repairs. Mayor Pollino briefly spoke on his recent attendance at the Union County Chamber of Commerce meeting. He received a gift certificate at the meeting for a free adi in ai newspaper.. Mayor Pollino donated the ad tot the Village to use for Marvin Day in 2022. Mayor Pollinoi inquired if anyone is planning to attend thej premiere of the documentary based on Gene Stowe's book "Inherit the Councilman Marcolesel briefly spoke on safety concerns: relating tot traffic ands speeding on Marvin Roadi near his home on Heritage Oak Lane. Hel highlighted poor sightlines when turning left from Heritage Oak Lane onto Marvin Road. He asked staffi ifthere is Councilman Lein briefly spoke on the large number of vehicles that have been using the driveways of Village Hall and Banks Presbyterian Church tot turn around. Council agreed by consensus toj purchase "No Turnaround" signs and offer onet tot the Church.  2. Recent Union County Chamber of Commerce Meeting 3. Inherit the) Land Premiere on Saturday, October 16  Land."The premiere will takej place on Saturday, October 161 in Monroe. 4. Sight Distance Issues at Marvin Road /E Heritage Oak Lane Intersection  anything that can be done about the issue. Ms. Amos stated she would inform NCDOT of thei issue.  5. Vehicle Turnarounds in' Village Hall & Church Lots  E. COMMUNICATIONS TIME STAMP 1:55:00  1. Discussion of October 2021 Communications  Mr. Yow asked Council for their feedback on proposed communications for October. Council added additional topics to the list.  F. VILLAGE HALL TIME: STAMP 1:59:25 a. Contingency Fund Update  Ms. Amos explained that the Village has committed $150,000 of the $200,000 contingency funds. She noted that funds will need tol be reallocated to contingency, including those recouped from the American Rescue Plan.  Page 214    b. Generator Relocation  Ms. Amos briefed Council on the proposed location oft ther natural gas generator,, just tot the west for Village Hall. Council Ms. Amos explained that she was still waiting on an estimate for this change order: from the builder. She expects tol have Ms. Amos explained that the Village was required to go out for bid on these twoj projects. Shes stated that the bids are due on Monday, October 4 at noon. She added that the contracts will be on the October 12 Council agenda for approval. Ms. Amos explained that the windows have been installed, the framing is complete, and the roofing is in progress. She added that the remaining underground utilities will be installed shortly, the mechanicalelectrical and siding work will  agreed by consensus to the location of the generator.  C. Change Order for Irrigation an update at the next meeting.  d. Audio Visualsecuriy/Access Control Update  Construction Progress Update  begin next week, and the generator willl be delivered soon.  G.F REPORTS AND UPDATES TIME: STAMP: 2:12:20 1. Manager's Report a. Berwick Court Update b. Pre-Salt Plan  Ms. Amos stated that the water issue on the corner of] Berwick is currently being addressed and willl be completed soon. Ms. Amos explained that the Village needs to plan for winter storms to prevent road damage and to address potential liability issues associated with emergency response during poor road conditions. She added that areas of concern were identified by the Village Engineer and that aj plan willl be drafted toj prepare for winter weather, including pre-salting and Weddington Chase Sidewalk Repairs, Irrigation Damage (See attached, Item G.1.c., which is included as ai reference in Ms. Amos reminded Council that they previously decided not toj pay for damage toal homeowner's irrigation system that occurred during sidewalk repairs. At the time, Council did not believe the Village's contractor was at fault. She noted that thel homeowner recently submitted a statement from the contractor stating thatt they did causet the damage. Sher noted, however, that the damage occurred in the Village's right-of-way, where irrigation devices are prohibited. Since the  plowing. She will bringe estimates on the cost back to Council at ai future meeting.  these minutes).  devices are not allowed ini right-of-way, Council agreed by consensus to not] pay for the damages.  TIME STAMP2:19:30 2. Planner's Report a. CRTPO Grant Update  Hunter Nestor, Planning & Zoning Administrator, explained that funds willl be available in the next fiscal year for the right-of-way acquisition for the expansion ofs sidewalks along New Town and Marvin Road. He noted that construction will not begin until fiscal year 2025. Council discussed this in depth and agreed by consensus to move forward with the Mr. Nestor stated he will be meeting next week with the property owner who is willing to provide a trail easement to connect Innisbrook to the Internal Preserve Trail. He: stated he will provide an update at next meeting. Mr. Nestor explained that other residents from the Belle Grove subdivision have not been as opposed to the proposed trail that would run along the perimeter ofthes subdivision as those that previously met with him. Council discussed this in depth and agreed by consensus toj pursue ai fee-in-lieu instead ofh having the builder construct the trail. Mr. Nestor explained thatt thel Planning Board was not ready to make a recommendation on the Marvin Heritage District Small Area Plan. He explained that he plans to schedule an additional Planning Board meeting, so the Board may have  right of way acquisition in thei next fiscal year. b. Innisbrook Trail Connection Update  Belle Grove' Trail Update  d. Marvin Heritage District Update  additional time to review thel Form-Based Code.  Page314    CellTower Off] Rea Road  Mr. Nestor explained that a 160-foot cell tower is planned to be constructed ini unincorporated Union County behind the commercial development along Real Road that abuts Amber Meadows. He added that a community meeting will be held on' Tuesday, October 5 at' 7pm online. He stated he encouraged: residents of multiple neighborhoods' to attend. Mr. Nestor gave al brief update on the Village's request tol have light poles installed at the roundabouts on New Town Road. He stated that Union Power submitted the plans to NCDOT and that NCDOT has returned the plans. He will  Roundabout Lighting  provide an update at the next meeting.  H. AGENDA ITEMS TIME: STAMP 2:41:30 1. Review of Action Items  Ms. Amos will execute the contract with Blue Ridge Trail Works for thel Internal Preserve Trail. Ms. Amos will discuss the sightlines at the Heritage Oak Lane / Marvin Road intersection with NCDOT. Ms. Amos will set up a meeting with U.S. House Representative Dan Bishop about thei infrastructure bill. Ms. Amos and Mr. Durst will meet with the Union County Urban Forester about thet trees at the Village Hall site. Ms. Amos will update Council at their next meeting about the Village Hall Capital Project Ordinance. Ms. Amos will move forward with the change orders for thei irrigation well and generator location. Mr. Yow will put thel Fall Clean Upl Event on October 16 on the PR&G Board's agenda for October 5. Staff will get three banners for the Fall Town Halll Meeting and willl have ai food truck at the event. Staff will order "No Turnaround" signs for the Village Hall and Church properties. Staff will assess the size of the conference: room table for the new Village Hall.  Ms. Amos will research short-term loans for future road assessments.  Mr. Nestor will work on revising the tree removal ordinance. Staff will search for the National Night Out banners.  TIME: STAMP 2:46:10 2. Review of Ongoing Action Item List Council reviewed the list and made changes. TIME STAMP: 2:49:30 3. Council Comments  Mayor Pollino: Hei thanked staff for their hard work. He mentioned how he talked highly of the Village Staff at the Chamber of Commerce. He apologized for not being at the meeting in person. He briefly spoke on the symbolism of the Bluebird for the Marvin Day logo. Hel highlighted the accomplishments oft thel Marvin Ridge High School Band, including their competition wins. Councilman Lein: Het thanked staffi fort their hard work on the ARP1 funds. He thanked Council fort their work on various projects Councilman Marcolese: He concurred with Councilman Lein. He thanked Mr. Nestor for all his hard work on the Marvin  for being more effective and efficient. Heritage District. I. CLOSED SESSION No closed session occurred. J. ADJOURNMENT  MOTION: Councilman Wortman moved to adjourn the meeting at 12:01pm.  VOTE: The motion passed unanimously, 4-0. Adopted: 11-9-202   SEAL N.C.  ow  RBOT  Austin W. Yow  Village Clerk & Assistant to the Manager    Page414    Tten C.I.  VILLAGE OF MARVIN  10004 New Town Road |Marvin, NCI 28173 Tel: (704) 843-1680 I Fax: (704) 843-1660 www.marvinne.org  H CARO  TO: FROM: DATE:  Village. Administrator, Christina Amos Derek Durst, Public Facilities Manager  SUBJECT: Village ofMarvin-Budget. Amendment  July 8, 2021 Background:  In CIP 20-21, there was $50,000 allocated for the construction oft the Internal Preserve Trail. Currently staff has received one quote from Blue Ridge Trail Works for this project. Staffhas attempted to reach out to other trail builders to inquire about theiri interest in quoting the project. No other trail builders have responded or said that they would like to bid the project.  Current:  Blue Ridge Trail Works has repeatedly been the lowest bidder on many projects within the Village ofMarvin and has done high quality work on these projects. With the established relationship, familiarity with the company, and the trust that staff has ini their services, staff feels confident that  BRTW would great to move forward with.  Suggested Motion:  Discussion and Consideration of waving the minimum requirement for 3 quotes and allow the Village Manager to execute a contract with Blue Ridge Trail Works for the construction of the  Internal Preserve Trail for $46,035 with $3,965 in contingency funds.    lrail works ase  Blue Ridge Trail Works, Inc  227 East Front St. Statesville, NC 28677 Cell: 704-929-0151 brtwinc@gmail.com  www.Dlueridgetralworks.com  North Carolina's Best Choice for Sustainably Built Natural Surface Trails  Client: Site: Contact Info: Work:  Village of Marvin, NC - Derek Durst The Preserve Trail, Marvin, NC  704-930-9857 & armanageremarmacong  Approximately 4,650'+ of Enhanced Natural Surface Trail  Blue Ridge Trail Works Inc. : Contact Information BRTW Contact : Scott Brown: 704-929-0151 wmscottb93@gmall.com)  BRTW Address : 227 East Front St., Stateville, NC 28677 BRTW License #: NC General Contractor License # 74586  Overview-  Quote is for design & build of approximately 4,650+ linear feet of enhanced natural surface trail on The Town of Marvin's Trail Easement on The Preserve Sub-Divisions Property in Marvin,  NC. We will design & Flag a new trail route before the build begins.  Scope of Services- -  A)-7 Trail Description - Approximately 4,650+ linear feet of trail in Marvin's Trail Easement on The Preserve's property in Marvin, NC. The trail will be routed as  Proposal and Agreement Owner_  Page1of3  Date_  Contractor  Date_    necessary to place it in a sustainable location & this route will be approved by the town of Marvin & measured before proceeding with the build. The trail will be constructed from native soil and crushed concrete mixed together to form and harden into a sustainable trail tread. Industry best standards for trail design & construction will be employed. The trail tread will be 4' wide with the trail corridor that already exists & will remain the same. Any roots, stumps and other organics will be mechanicaly grubbed orr removed from the tread & placed to the sides sO that they do not impede the drainage of water from the tread. The tread will be mechanically compacted & the  natural area around the trail will be restored to a natural look.  QUOTATION:  ITEM  AMOUNT  A) Design & ReBuild of a 4'Wide Enhanced Approximately $9.90 Per $46,035.00 Natural Surface Trail on an Existing "Trail"- 4,650+ Ln. Ft. Ln. Ft.  TOTAL COST-  $46,035.00  Terms - $7,500 Down & bye weekly billing w/ last payment due after Completion  Agreed to By: Date Name Signature  Blue Ridge Trail Works, Inc. &  Village of Marvin  Proposal and Agreement Owner_  Page 2of3  Date_  Contractor,  Date_    Person Derek-Durst Derek Durst Derek Durst Jamie Bays Derek-Durst Derek Durst Krystina Culp Krystina Culp Bob Nunnenkamp Bob Nunnenkamp John Baresich John Baresich Dan' Wilson! Andy Wortman Kim' Vandenburg Kim Vandenburg Jamiel Lein Jamie Lein Joe Pollino Bob Marcoleese  Item Working On Location  Latest  Next Steps Map- out desied34-oule-Talk axhaw! Tabouty who doest their- 5ks, Sign in and play-around intersted in beingi involved.  Contacts  Made Contact with Race- with Planner,DOT, and Sheriff MES Entry-f (Tabled- untilf following- about road-e closures, talk W- MES Ideas aret tor raiser money for Per KV Rapter Centeri is very  5K Walk at thon Health Fair Blood Drive Alpacas Disc Golf Tshirts/l Logo Garden/ Art Tours Ice Cream Securing High School  year) Raptor Center they wouldp participate  Jamie' Venturo, Kelly S, Barre 3, Uplevel, Cheer, CSC, Soccer Shots  MES MES Park  Have 6' Vendors who said Continue follow ups, goal would be 9Round, GOTR, Fit180,  8-10  Reach out to Red Cross/ Community  Joe-Kerr- May- be disokving-resident Tabled-fornow Alpaca-Farm is-selling- home/moving  Talk to! Hayden/ Seth about Disc Union County/l IT Parks/ Rec Golft tourney structure Schedule them from 8-10/2-4w KC to determine Garden Tours wearing shirts? Ist the designi in progress? Will use Pincic Shelter from 10-2  Nature Walks Park/" Trails Will be done  Working on Shirts/Logo Are we selling shirts? Is staff Bob/. Judy willl bei in Garden Bob has 5-6 Artists confirmed. Either at VH at Closing Confirm Vendor & Location & Austin has secured facility. Austin submitted application to  Design/Mascot Tour Event  Time  MRHS Waiting to confirm cost  school for use of the stadium parking areai from 11am-12am  Spoke W Horse community together ofl local vendors Working out details with will offer release Reaching out to2 2 diff bands est cost is $5k In Progress with Contacts. Location TBD  Equinne Showcase Farms friend, trying to geta a team  Food" Trucks ? Open House Marsh/ Raptor Center/ Carolina Fowl! Band/ Ending! Party Fireworks? Car Show Car Show  working on organizing al list Needt tol Layout which type of food  truck and where  Firethorne Firethorne ast to what allt they Follow upi meetings Display 10a-12p /Games/ Follow up wI Raptor Center about Barn 451 Min Program, 4p bird Free display in exchange W  fundraising via Walk al Thon.  Christina Amos Austin/Staff WHOLETEAM WHOLETEAM  Logistical Support to Whole Event greet SPONSORSHIPS Prizes  Developing Sponsorship Working with DD1 to contract ap parly Structure to! be approved planner to assist witht the event.  Villagel Hallr meet and Village Hall AY tol line up persons for  Meet and Greet Event Recruit Sponsors Research prizes for certain competitions  tob be approved by Council Sep 30th. or Oct meetings    Ttem G..C.  Administrator From: Sent: To: Subject:  Administrator  Wednesday, September 29, 2021 11:54 AM Parker, Brett J; Walden, David 'Mike' RE: 8037 Stonehaven Dr Sprinkler Leak Repair  ROW-Right of Way. Residents are not supposed to put anything within the ROW because that areai is secured for free Again, its totally not my call-Councill has to make a decision on this which they already have based off the same evidence oft the ROW: sO Ireally feel like its going to be the same answer, but I will relay your message again. Below isa pic (not exact, buti it shows the sidewalk and the property lines). The area outside the sidewalk is where the issue was Icannot speak fori the alleged third party conversations; you are more than welcome to call the company and tell them your assurance, but thati is not the Village assuring anything-ity would have been in writing and we definitely would not  ranges of repair activities to address issues as: such.  which is in the ROW: SO essentially the lines were not placed appropriately to begin with.  assure: something that's within our Right of Way  1810  06156134 1815  06156143  NC  6156144 8033  From: Parker, Brettl-érett.Parkerealtisource.com> Sent: Wednesday, September 29, 202111:24. AM