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HomeMy WebLinkAbout8/11/2008 - City Council - Minutes - RegularUNAPPROVED MINUTES COUNCIL MEETING August 11, 2008 A regular meeting of the Council of the City of Salem, Virginia, was held in the Council Chambers, City Hall, 114 North Broad Street, on August 11, 2008, at 7:30 p.m., there being present all the members of said Council, to wit: Byron Randolph Foley, John C. Givens, Jane W. Johnson, William D. Jones, and Lisa D. Garst; with Byron Randolph Foley, Mayor, presiding; together with Kevin S. Boggess, City Manager; James E. Taliaferro, II, Assistant City Manager and Clerk of Council; Frank P. Turk, Director of Finance; Melinda J. Payne, Director of Planning and Economic Development; Mike Stevens, Communications Director; and Stephen M. Yost, City Attorney; and the following business was transacted: Mayor Foley thanked members of the Police Department for their efforts and hard work during Camp DARE this summer. The minutes of the work session held July 28, 2008, were approved as written; and the minutes of the regular meeting of July 28, 2008, were approved as amended. The report by the Director of Finance of the City’s financial status for a twelve -month period ending June 30, 2008, was received and ordered filed. Mayor Foley requested that Council consider a donation to the Council of Community Services in the amount of $234.75, equal to the amount of admissions tax paid in connection with the Salem After Five event held July 25, 2008; ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILWOMAN JOHNSON, AND DULY CARRIED, a donation to the Council of Community Services in the amount of $234.75, equal to the amount of admissions tax paid in connection with the Salem After Five event held July 25, 2008, was hereby approved -- the roll call vote: all – aye. ITEM 1 DONATION APPROVED FOR COUNCIL OF COMMUNITY SERVICES EQUAL TO THE AMOUNT OF ADMISSIONS TAX PAID IN CONNECTION WITH THE SALEM AFTER FIVE EVENT HELD JULY 25, 2008 2 Mayor Foley requested that Council receive report and consider awarding contract for the Penguin Lane/Kesler Mill Road Water Line project; and WHEREAS, Vice Mayor Givens, Chairman of Council’s Audit-Finance Committee, reported that development in the area from Red Lane west to 419 east continues to proceed; new subdivisions are underway along with a new hotel on 419, all of which require additional City capacity to serve; in addition, the Western Virginia Water Authority has additional needs; the City, on behalf of the Water Department and the Authority, issues its request for bids for installation of approximately 4,850 linear feet of 12-inch water line; on July 24, 2008, the City received the following bids: Aaron J. Conner General Contractors in the amount of $346,585.00; L & S Plumbing and Excavating in the amount of $414,153.85; Wells Construction in the amount of $466,589.60; E. C. Pace Company, Inc. in the amount of $507,407.00; F. L. Showalter, Inc. in the amount of $563,170.00; Jack St. Clair, Inc., in the amount of $603,298.50; and Alleghany Construction in the amount of $648,235.00; the bids were reviewed by Draper Aden Associates (the design engineers), Melvin Doughty, Director of Water and Sewer, and the Finance Department, and all concur with the recommendation that the bid be awarded to Aaron J. Conner General Contractors, the low bidder in the amount of $346,585.00; the Committee reviewed the bids that were received and are in accordance with the recommendation that the bid be awarded to Aaron J. Conner General Contractors, the low bidder in the amount of $346,585.00; it should be noted that Salem will be responsible for one half ($173,292.50) the cost while the Authority will pay for the remaining half; ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILWOMAN JOHNSON, AND DULY CARRIED, the low bid of Aaron J. Conner General Contractors for the Penguin Lane/Kesler Mill Road Water Line Project was hereby accepted in the amount of $346,585.00 with Salem responsible for ITEM 2 LOW BID OF AARON J. CONNER GENERAL CONTRACTORS ACCEPTED FOR THE PENGUIN LANE/KESLER MILL ROAD WATER LINE PROJECT IN THE AMOUNT OF $346,585 3 one half ($173,292.50) the cost and the Authority responsible for the other half with funds for the project to come from the Water Department budget -- the roll call vote: all – aye. Mayor Foley requested that Council receive report and consider awarding contract for the rehabilitation of sewer lines and manholes; and WHEREAS, Vice Mayor Givens, Chairman of Council’s Audit-Finance Committee, reported that over time sewer lines deteriorate and become unable to handle their design capacity; as part of an on-going program of sewer line rehabilitation, the City issued its request for bids for 4,444 linear feet of sewer lines, 334 linear feet of manhole lining, along with manhole replacement and reconstruction; on July 23, 2008, the City received the following bids: Aaron J. Conner General Contractors in the amount of $344,911; AM-Liner East in the amount of $425,313; and Tri-State Grouting in the amount of $472,892; the bids were reviewed by Oliver Incorporated (design engineers), Melvin Doughty, Director of Water and Sewer; and the Salem Finance Department; accordingly, it is our recommendation that the contract be awarded to Aaron J. Conner, low - bidder both on a total basis and an individual segment basis in the amount of $344,911; the Committee reviewed the bids that were received and are in accordance with the recommendations that the bid be awarded to Aaron J. Conner General Contractors, the low bidder in the amount of $344,911 with monies for the project to come from the Sewer Department budget; and WHEREAS, Councilman Jones questioned where the work is to be performed in the City; and WHEREAS, Vice Mayor Givens stated that the work will be performed at various locations throughout the City; and WHEREAS, Councilwoman Garst questioned the time-frame of the project; and ITEM 3 LOW BID OF AARON J. CONNER GENERAL CONTRACTORS ACCEPTED FOR THE PENGUIN LANE/KESLER MILL ROAD WATER LINE PROJECT IN THE AMOUNT OF $346,585 4 WHEREAS, the Director of Finance stated that some of the work could be completed within 90-days; he stated that the sewer line work could take longer to be completed; ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILWOMAN GARST, AND DULY CARRIED, the low bid of Aaron J. Conner General Contractors for the rehabilitation of sewer lines and manholes was hereby accepted in the amount of $344,911 with funds for the project to come from the Sewer Department budget -- the roll call vote: all – aye. Mayor Foley requested that Council consider appointments to fill vacancies on various boards and commissions; ON MOTIOM MADE BY COUNCILWOMAN JOHNSON, SECONDED BY COUNCILMAN JONES AND DULY CARRIED, Krystal M. Coleman was hereby appointed Deputy Clerk of Council -- the roll call vote: all – aye. Mayor Foley requested that Council consider the request of the City Manager to hold a closed session pursuant to provision of Section 2.2-3711 A (3) of the 1950 Code of Virginia, as amended, to consider property the City may wish to sell; ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILWOMAN JOHNSON, AND DULY CARRIED, in accordance with Section 2.2-3711 A. of the Code of Virginia, 1950 as amended to date, Council convened to Closed Session at 7:41 p.m. for the purpose of discussing the following specific matter: 1. Discussion of property the City may wish to sell, which is authorized by Section 2.2-3711 A. (3) of the Code of Virginia, 1950 as amended to date; -- the roll call vote: all – aye. ITEM 4 KRYSTAL M. COLEMAN APPOINTED DEPUTY CLERK OF COUNCIL ITEM 5 CLOSED SESSION TO CONSIDER PROPERTY THE CITY MAY WISH TO SELL 5 Upon reconvening at 8:20 p.m.; ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILWOMAN JOHNSON, AND DULY CARRIED, in accordance with Section 2.2-3712 D. of the Code of Virginia, 1950 as amended to date, Council hereby certifies that in Closed Session only items lawfully exempted from open meeting requirements under the Virginia Freedom of Information Act and only such items identified in the motion by which the Closed Session was convened were heard, discussed, or considered by the Council -- the roll call vote: all – aye. There being no further business to come before the Council, the same on motion adjourned at 8:21 p.m.