VILLAGE OF MARVIN  10004 New Town Road] Marvin, NCI 28173 Tel: (704) 843-1680 Fax: (704) 843-1660 www.marvinne.org  CAR  VILLAGE COUNCILMEETING MINUTES Thursday, May 6, 2021 - 1lam Village Hall, 100041 New Town Road Special Meeting (Virtual Meeting) SPECIAL MEETING AGENDA  Mayor Pollino has called for a special meeting of the Village Council to be held on' Thursday, May 6, 2021 at 1lam at Village Hall (10004 New Town Rd) in order for Council and Stafft to discuss and consider approval ofal lawn maintenance contract, to discuss and consider authorizing the contractor tol begin grading the Village Hall site, as well as toj prepare andi rehearse for the Spring Town Hall Meeting that willl be held the following week on Wednesday, May 12,2021 at 6:30pm at] Forest Hill Church in Waxhaw (8120  Kensington Dr.).  AGENDA ITEM  1. Call to Order & Determination of Quorum  Mayor Pro Tem Vandenberg called the meeting to order at 11:02am and determined a quorum was present. Present: Mayor Pro Tem Vandenberg, Councilman Lein (Present initially, on Webex at, 11:36am), Councilman Wortman Present Virtually: Mayor Pollino (on Webex), Councilman Marcolese (by phone), Staff! Present: Christina Amos, Austin W. Yow, Rohit Ammanamanchi, Derek Durst (on Webex) MOTION: Councilman Wortman moved to allow Joe and Bob toj participate remotely. MOTION: Councilman Wortman moved to adopt the agenda as presented.  Absent: None 2. Consider  Aic  Allowing Councilmembers tol Participate Remotely  VOTE: The motion passed unanimously. VOTE: The motion passed unanimously. TIME STAMP 4:00  3. Adoption of the Agenda  4. Discuss and Consider Approval of] Lawn Maintenance Contract  Derek Durst, Publicl Facilities Manager, explained that two roundabouts on New" Town Road need additional maintenance. He explained that the current contract with RKI Landscaping covers 36 cuts at' Town Hall and 18 cuts for the roundabouts annually. He presented three options with three vendors to increase maintenance for the roundabout landscaping. Council discussed the MOTION: Councilman Wortman moved to award Grass Chopper Landscape and Maintenance contract not to exceed $10,000 per year; and authorize future budget amendment to move: funds from the Community Gardens, pending attorney review and MOTION: Councilman Wortman moved to waive the purchasing policy threshold of$1,500 and three quotes for the one-time  proposals in depth. (See attached contract, which isi included as a reference int these minutes).  Village Manager review. VOTE: The motion passed unanimously. street sweeper work. VOTE: The motion passed unanimously. TIME: STAMP 19:30  5. Discuss and Consider. Authorization of Randolph & Sons to Begin Grading the Village Hall Site  Christina Amos, Village Manager, informed Council that the water/sewer permit for the new Village Hall due to a change of flow. While awaiting approval from thes state, the Village has the authority to allow the grading of thes site to begin. She added that thei risk ofs starting grading now is that ift the permits are not approved, then the grading may have tol be recompleted. Ms. Amos asked Council for direction on whether to direct the contractor, Randolph & Sons, to begin grading thes site.  Page112    MOTION: Councilman Wortman moved to authorize Randolph & Sons tol begin grading the Village Hall site.  VOTE: The motion passed unanimously. TIME STAMP: 31:50  Finalize Spring Town Hall Agenda / Format and) Rehearse for thel Meeting MOTION: Councilman Wortman moved to allow. Jamie toj participate remotely.  Council discussed and modified the topics on the draft Town Halll Meeting agenda. Council and: staff discussed thei format in  depth and rehearsed for thei meeting. VOTE: The motion passed unanimously.  ADJOURNMENT  MOTION: Councilman Wortman moved to adjourn the meeting at 12:00pm.  VOTE: The motion passed unanimously.  6-8-21  Adopted:  Vilyhge ofMarvin  RESA  chuk Village Clerk & Assistant to the Manager  Austin W. Yow Village ofl Marvin  Ri  SEAL N.C.  Page212    VILLAGE OF MARVIN  10004 New Town Road Marvin, NCI 28173 Tel: (701) 813-1680 I Fax: (704) 813-1660 1 wwwmaryinnc,org  H CARO)  TO: FROM: DATE: Background  Village Council  Derek Durst, Public Facilities Manager  SUBJECT: Town Hall/: Roundabout Maintenance  May 3, 2021  The Village of Marvin is currently in a contract with RKI Landscaping for the maintenance ofboth Town Hall and the Roundabouts that was signed on February 5, 2019. The charges for the: roundabouts were added to the  contract once the two roundabouts were completed ini the fall of2020.  Current  Currently, under the current contract, we are scheduled for 36 cuts at' Townhall a year and 18 cuts for the roundabouts a year. Those prices are. listed in the table below. Staff has met with representatives with three two additional companies to discuss options fori increasing the frequency and quality of services in the landscaping contracts for both Town Hall and the Roundabouts to compare with the current service contract. Those options are listed below. Each company has proposed slightly different services and frequency of those services. Below  the proposals are listed as each company has proposed with staff comparisons noted.  RK Landscaping (current) Grass Chopper Landscape  Nye Landscaping $3,300 $7,800 $9,180 $11,100  Management $9,180  Town Hall Price $2,880 (36 cuts per year) Roundabout Price $2,124 (18 cuts per year)  Total  $5,964 (includes $960 pruning cost a 3x$320)  Cost (as proposed $8,087 (36 visits per year) $9,180  with increased visits)  Currently, there is ai total of $5600 budgeted for the annual maintenance ofTown Hall and the Roundabouts There is money left in a Park CIP item, Community Gardens Makeover, that could be re-allocated to cover the difference in cost for the remainder of the fiscal year and additional monies needed next fiscal year could be re- allocated then. The Community Gardens Makeover can be scaled back and adjusted accordingly to fit the  combined, ($4000-Town Hall/ S160-Roundabouts).  reduction in funds. Suggested Motion  Discussion and consideration of options for the landscaping contract with current vendor or new vendor.    ESTIMATE POI Box 816 Indian Trail, NC: 28079 (704) 698-8888 Email: contact@rkprelerredlandscaping.com Web: preferedandicapngcom  Vbaloz  RK Preferred Landscaping  IINADANINEN  To:  Estimate # Estimate Date Total Amount  6673 02/01/2021 $5,064.00 82880 Price Line Total 36.0 $554801 $1,090400 Visit 3.0 $320.00/ Service 18.0 $118.001 $2,124.00 visit  Village of Marvin (Julie Rothrock) 10004 New Town Road Marvin, NC: 28173  RK -jcrease $80  per Quantity  Item  Mowing Maintenance (Town Hall) Pruning (Town Hall)  10004 New Town Road (Town Hall)  $960.00  New Town Rd Traffic Circle Maintenance  Subtotal: Tax: Past Due Amount: Total Amount:  $5,064.00 $0.00 $0.00 $5,064.00 4 5,944 .  Total services are over a one-year period and billed into 12 equal  payments. Notes  Town Halll Maintenance  We will keep the grass maintained at approximately 3i inches. We willr remove any debris int the grass and parking areas. We will We will prune the shrubs int thel landscape beds 3t times; Spring, Summer, and Fall. 12 payments of 246500-DISCOUNTED: to  spray weeds/grass inj parking areas and landscape beds.  $213.00 perr month  Traffic Circle Maintenance  We will keept the grass maintained at approximately 2.51 inches. We will remove any debris in and around the traffic circles. We will spray weeds/grass in the concrete and landscape beds in and around the circles. Ther median strip between the two circles and the shoulder on the norths side oft ther median willa also be maintained int the same condition. The plants int the landscaped beds will be pruned three times pery year. The new turf int thet traffic circles will be maintained with eighti fertilizer applications per year. The turf  will alsol be kept weedi free. 12 payments of $118.00  View Online: tps/wwwyardbookcom'my_mnoce/17191    GROUNDS MAINTENANCE AND LANDSCAPING  CONTRACT  PAB  hl  3  TBun  MARVIN VILLAGE TOWN HALL  K  Br6  N d  #  7  -  Grass CHOPPER  LANDSCAPE MANAGEMENT  [GCLM Commercial Contract] Page 1of8    Marvin Village Town Hall Grounds Maintenance and Landscaping  Site:  Marvin Village Town Tall 10004 Newtown Rd  Contact:  Derek Durst (980)-210-8649 parkmanager@marvinnc.goy  Location:  Marvin Village Town Hall -1 10004 Newtown Rd.  FULL LIST OF COMMUNITY AREAS TO BE: MAINTAINED:  1. Town Hall 2. Traffic Circles- -2  [GCLM Commercial Contract] Page 2 of8    CONTRACT TERMS AND CONDITIONS  TERM 60 day notice. CANCELLATION  This contract will commence on May 1st, 2021 and be ongoing until cancelled with a written  Itis agreed that either party may terminate this contract given (60) sixty days' notice in writing. However, the following conditions must be met in order to substantiate cancellation of the contract: GrassChopper) Landscape! Management will be given 30 days written notice to correct any service issues that Customer feels justifies cancellation oft this contract. GrassChopper Landscape Management must receive: notification in writing that the issue has not been resolved to the established level ofs satisfaction prior to termination. Final billing will  bej prorated to: reflect services rendered until termination date. LABOR, MATERIALS, SUPPLIES, AND EQUIPMENT  GrassChopper Landscape Management will furnish all materials, insurance, labor, supplies and equipment necessary toj perform the services specified in the Scope of Services  section oft this contract.  CONSIDERATION/PAYMENT  The consideration for this contract is $9,180.00 per year, paid in 12 equal payments in the amount of $765.00. The agreed amount of the contract is to bej paid in 12 equal monthly payments by the 1st of each month, unless any changes are agreed to in advance by both  parties in writing. ASSIGNABILITY party in writing. INSURANCE  This contract cannot be assigned by either party without the consent of the other  GrassChopper. Landscape Management is an independent contractor and as such will carry necessary insurance as required by North Carolina law. GrassChopper Landscape Management will carry sufficient Property Damage Insurance necessary to cover all potential liability claims and $1,000,000 aggregate comprehensive general liability insurance.  [GCLM Commercial Contract] Page 3 of8    SPECIFICATIONS SCOPE OF SERVICES  LAWN TURF CARE MOWING  Lawn areas shall bei mowed at a: finished height of 4"to 4 1/2" throughout the mowing season (March through. Aeration) on al bi-weekly basis, to maintain ai nice, even appearance, The mowing schedule during the growing season will be at least once every other week while variances can occur from seven to fourteen day intervals. Variances may be caused by events such as drought, high temperatures, The mowing operation includes trimming around all obstacles, raking and removing Grass trimmings will be removed from sidewalks and paved areas each time the  excessive rain, fertilizer use, and aeration/seeding. grass clippings and: removing debris from sidewalks and curbs. All areas are mowed bi-weekly during growing season. Dead patches will be seeded as aj part oft the routine maintenance.  lawn is mowed.  EDGING AND CLEARING  Lawn areas shall be neatly edged and trimmed bi-weekly or as needed around all plant beds, curbs, sidewalks, streets, trees, plants and structures. Debris from edging operations shall be swept or blown clean and all edged plant material and/or debris removed from the premises. Lawn to be edged on the same schedule as the mowing during dormant season, ata  minimum.  LITTER REMOVAL  Prior to each mowing, all reasonable trash, sticks and other unwanted debris should be collected from lawns, plant beds, and paved areas and removed from the  premises.  TURF FERTILIZATION AND TREATMENT  Fertilization will be done at least four times per year with slow release fertilizer. Analysis and rates of fertilizer will bel based on the results ofa soil test taken from the  lawn areas.  Recommended Treatment Schedule:  1. January:  Lime application for the pH ofs soil from fertilizer.  [GCLM Commercial Contract] Page 4 of8    2. February/March:  Pre-emergent application to control weeds. Broadleafherbicide for weeds. 3different fertilizers for health, color, growth, and shine. Perennial POA treatmentmotinclude.)  3. March/April:  2nd] Round ofI Pre-emergent application to control weeds. 3 different fertilizers for health, color, growth, and shine.  BroadleafHerbicide for weeds.  4. May:  1StF Fungicide Applcaton.notincladea)  5. June:  2nd Fungicide Applicaton_potimcludel)  6. July:  3 3ud Fungicide Applcation_notimal.de)  7. August:  Weeds and unwanted grasses eradication. Such as gold and yellow nutsedge, crab grass, Dallas grass, Virginia button weed, and any other broadleaf or grassy weeds. Some grassy weeds will have to be eradicated using roundup.  Bermuda Grass ppiwmtiomsotinalade.)  8. September:  Bermuda Grass Applcations.notimclnda)  9. eptember/October:  Deep core-aeration of common areas with hollow tines.  Seeding oflawn areas using premium blue tag Southern Gold Fescue seed.  High) Nitrogen Fertilizer application.  10. November/December:  Winter fertilizer application to build up turfo cell wall and health, along with  nitrogen tol help fill in the turf areas. Annua POA grass application (not included).  [GCLM Commercial Contract] Page 50 of8    11. December:  Annua POA grass pication/potimelude.)  A weed control program will be implemented on an ongoing basis with full pre- emergent control. Different chemical products will be applied under the direction of licensed personnel. Rates and frequency will be determined' by product and as  conditions dictate.  Mulched areas, shrub beds, tree rings, curbs and other paved areas will be weeded on a continuous as: needed basis throughout growing season to maintain ai neat appearance. Fungicide Applications: Turf fungicide is applied where needed, in the late spring and throughout the growth season tol help keep brown patch, heat stress and other fungi under control and tol keep the disease from spreading to other areas. There are 3 Fungicide applications. Fungicide applications can be applied on requested basis at an Bermuda Grass Eradication: Bermuda grass eradication involves spraying the Bermuda grass prior to fall overseeding. Treated areas will be overseeded with fescue grass. There are 3 Bermuda eradication applications. Bermuda Eradication applications can be applied on requested basis at an additional cost.  additional cost.  Annua POA Grass Applications: POA applications involve spraying annua POA grass to prevent spreading in early winter. Annua POA applications can be applied on  requested basis at an additional cost.  LEAF REMOVAL  Leaves will be blown from beds and turfinto wooded area but more spread out to reduce leaf piles. Some leaves may be picked up with a vacuum. Leafremoval will be  between months ofNovember through February.  SEASONAL FLOWERS  [NOT INCLUDED BUT AVAILABLE UPON REQUEST FOR ADDITIONAL COSTI Annual flowers in existing flowerbeds will be quoted and planted on: request basis. Proper treatments will be applied to the flowers to ensure proper growth, color and All flowerbeds will bei tilled and appropriate nutrients added with each planting. Proper weeding ofi flowerbeds will bej performed on an on-going basis as needed to Flower beds will be treated on an ongoing basis to ensure proper color, health and Deadheading pruning as necessary to maintain appearance. Timing of seasonal flower installation will be determined and scheduled, once approved, based upon seasonal conditions to optimize growth potential.  health.  maintain appearance. fullness.  [GCLM Commercial Contract] Page 60 of8    TREE AND SHRUB TRIMMING  Shrubbery that requires shearing will be sheared three times a year to maintain a Informal shrubbery will be pruned twice, early summer and fall. Flowering shrubs will Crape Myrtle trees in common areas will be pruned once per year. Crape Myrtles will be allowed to grow to their natural height and form, to develop the natural form oft the plant, and to promote growth. Per Waxhaw city ordinances, General Provisions 9-C-1, crape myrtle : topping" is prohibited. rasChopperLamdscape Management will: not Tree care is not included ini this contract but can be requested at an additional cost. Lighting system will be checked regularly for burnt out bulbs and any other issues. Necessary repairs will be brought to the attention oft the association manager and  formal well-keptappearance. be pruned after blooming.  perform topping" of Crape Myrtles.  LIGHTING  repaired as needed at an additional cost.  IRRIGATION  Irrigation system willl be checked regularly and adjustments to the irrigation clock settings and system adjustments will be made as needed based on changing weather conditions. Necessary repairs will be brought to the attention oft the association  manager and repaired as: needed at an additional cost.  Spring Start Up:  Turn on water supply and pressurize system, Inspect backflow device and connections, Inspect each zone: for pressure, head adjustment, and coverage. Program controller and timersettings.  Winter Shut Down:  Turn off water supply, Release pressure and drain excess water, Drain water: from backflow device and Turn offcontroller.  MULCH AND PINE NEEDLES an additional cost. WINTER VISITS  Colored brown hardwood mulch or pine needles can be installed on request basis at  Winter Service Visits include all necessary property clean-up, bed weed control and debris removal as needed throughout the winter: months and will continue on a bi-  weekly basis until spring.  QUARTERLY GROUNDS INSPECTION:  Grounds inspection will be done quarterly. The inspection will include checking the  following systems: [GCLM Commercial Contract] Page 7 of8    Irrigation System will bei inspected for leaks and breaks.  Landscape Lighting will be inspected for broken or burnt-out bulbs, and if Shrubbery will be inspected for sick or dead shrubs, wild growth in shrubs. Trees will be inspected for dead trees or limbs that need to be removed. Beds will bei inspected for weeds and appearance ofbeds.  transformer is working properly.  Recommendations for improvements will bej provided in quarterlyi inspection report.  Date Contract Accepted:  Signature:  Printed Name and Title:  [GCLM Commercial Contract] Page 8 of8    5 Reply all V  Delete  Junk Block  NYE  Re: Townhall and Roundabout Maintenance  From: NYE LANDSCAPE nyelandscapecit@gmail.com> Sent: Wednesday, March 17,20216:52AM To: Derek Durst parkmanager@marvinnc.gov> Subject: Re: Townhall and Roundabout Maintenance Hey Derek thanks for the email. it's worth sending in al bid.  Ican send a formal quote but will list everything here first and you direct me if Town hall- 3,300yr or 275 a month would include all the mowing leaf removal umnymmfutratualy do some fertilizers to but we would maybe not aerate as it won't be the forever home.  it nice and rid the weeds  33490  keep  The roundabouts and the  /5D  pass connecting the two I wold say $150 a cut as it's  extremely dangerous with all the traffic. Does this area includeanylhmgonthe- q sides of the road orj just the 2 circles and the space between them on new town? cut The park. Arewe.talking abgutj justone field2por all the grass. When we were last out there we ty4-m on 30k would be 50 a month spread oyhamenthgher mowpgorhatsizer would be 50 a week. So $250 per monty growing season. Ify you want that foral2month pay out we  could adjust. Keep me posted Adam Nye  Nye Landscape Management  On Mar 16, 2021, at 11:34 AM, Derek Durst parkmanager@marvinnc.gov> wrote:  I'm potentially looking to re bid our townhall and roundabout maintenance. Ifi interested please look at the below criteria and let me know what your cost for each would be. We would pay youo ona12  month payment plan. Thanks  Town Hall Maintenance:  keep the grass maintained at approximately 2.5-3 inches. remove any debris in the grass and parking areas. spray weeds/grass in parking