Town Council Minutes                                                              

Wednesday, October 29, 2008

Morehead City, North Carolina                                              

Special Meeting

              The Honorable Council of the Town of Morehead City met in Special Session on Wednesday, October 29, 2008, at 8:30 a.m., in the City Hall Conference Room, at 706 Arendell Street, Morehead City, North Carolina.  Those in attendance were:

              MAYOR:                                     Gerald A. Jones, Jr.

              COUNCILMEN:                        George W. Ballou

                                                                  Paul W. Cordova

                                                                  David Horton

                                                                  John F. Nelson

                                                                  Demus L. Thompson

              CITY MANAGER:                      R. Randy Martin

              CITY CLERK:                            Jeanne M. Giblin

              OTHERS:                                  Jennifer Stallings, Reporter, THE GAM

I.            Authorize Contract for the Installation of Ball Field and Perimeter Fencing at O’Neal Field to the low bidder Coastal Fence Company of New Bern, N.C., in an amount up to $50,325.00

              Manager Martin reported that on October 7, 2008, bids were received for the installation of ball field and perimeter fencing at O’Neal Field as follows:

                            Coastal Fence                                        $50,325.00

                            Seegars                                                   $54,664.25

              The low bid was received from Coastal Fence Company of New Bern, N.C., in the amount of $50,325.00.  This bid is very competitive and within amounts estimated for the bids being received.  Work included is a 6 foot perimeter fence, 8 foot outfield fence, 4 foot infield fences and assorted gates.  The Public Works Committee recommended awarding the contract to the low bidder Coastal Fence Company.  The Manager stated there were some alternates on the bid and recommended the Council authorize him to negotiate a contract with the low bidder on these elements of the project.

              Manager Martin updated the Council on the progress of the ball field project stating that the playing surface on the field was completed and the turf grass has already started taking root.  He continued that all the estimates on this portion of the project are within budget.  The City is finalizing the paving elements with Sunland Construction.  Manager Martin commented that the slowdown in construction has benefited the City in obtaining better pricing for fencing and construction elements.  The City is moving forward with the placement of utilities at the field and the reuse water irrigation system has been connected to the Rotary Park system to allow irrigation of the new grass for the playing surface.

              On an aside, Manager Martin will soon invite the Council to tour the new reuse wastewater plant.  He continued that some elements still need to be completed on the project, but it is progressing.  The Public Utilities Committee will meet at the facility soon with the Council tour to follow that meeting at a later date.  He will update cost estimates and report information to the Council on these projects when estimates are refined and additional progress is made while also keeping Committees informed.

              Councilman Horton questioned if all elements of fencing and associated items [e.g. back stop and dugouts, etc] included in this section of the budget projections for the ball field will come in under the estimated $140,000.

              Manager Martin replied that the fencing portion of the project consists of chain link fencing for most of the ball field, however, he is negotiating with the contractor for material options including wood which will improve the utility, safety and durability and cost for the outfield portion of the fencing.  At the present time, the base bid specifies chain link fencing, however, other options may also be affordable.  The plans and estimates for the dugouts and bases for the backstop call for masonry construction.   The Manager stated he is getting pricing on these elements but feels the estimate is still good.

              The Council discussed the exterior fence and screening options near the three [3] homes which border the western boundary of the park property and requested that if options are possible it is preferable to use landscaping for screening that specific area.

              Councilman Nelson MOVED, seconded by Councilman Cordova, and carried unanimously to authorize the Manager to negotiate and award a contract for the installation of ball field and perimeter fencing at O’Neal Field to the low bidder, Coastal Fence Company of New Bern, N.C., in the base bid amount of up to $50,325.00.

II.           Adopt Security of Sensitive Information and Breach Response Plan [Red Flag Alert] – Resolution 2008-50

              Manager Martin reported that the Federal Trade Commission [FTC] has mandated requirements which affect local governments concerning the adoption of identity theft programs which must be in place by November 1, 2008, however, just recently notice was received that the FTC has extended the enforcement of the rule for another six [6] months.  The FTC rules apply to all municipalities that have utility accounts.  Every municipality with utility accounts must have in place written procedures that help protect consumer identity and fight theft of customer account information.  The procedures must identify, detect and respond to possible signals of identity theft known as Red Flags which means a pattern, practice or specific activity that indicates the possible existence of identity theft.  The written programs must be approved by the governing body of the municipality.  The proposed resolution draft was developed by the City Attorney and the staff has reviewed and concurs with the draft resolution as submitted.

              Manager Martin continued that the policy will impact many of the City’s procedures.    Administrative procedures that apply to the enforcement are still being developed and will continue to be developed as the program is implemented.  The benefit of adopting this program is that the City will have better security for customers and their confidential information.  This topic will be further discussed with the Finance Committee at their next meeting.  Despite the recent delay in the deadline, the staff recommends adoption at this time.

              Councilman Horton MOVED, seconded by Councilman Ballou, and carried unanimously to adopt Resolution 2008-50 Adopting Security of Sensitive Information and Breach Response Plan.

III.          CLOSED SESSION as per G.S. 143.318.11[a][5][i] to Discuss Potential    Property Acquisition

              Councilman Thompson MOVED, seconded by Councilman Ballou, and carried unanimously to enter into CLOSED SESSION.

              Councilman Ballou MOVED, seconded by Councilman Thompson, and carried unanimously to return to OPEN SESSION.

              Councilman Cordova MOVED, seconded by Councilman Horton, and carried unanimously to approve and authorize the City Manager to execute the settlement agreement with the Mabel Horton Family and the Clayton and Cynthia Davis Families for the acquisition of the Horton/Davis property previously approved for acquisition on Treatment Plant Road between the lift station and the Wastewater Treatment Plant in the amount of $24,000.

              There being no further business, Councilman Thompson MOVED, seconded by Councilman Nelson, and carried unanimously, to adjourn the meeting at 10:15 a.m.

 _________________________

 Gerald A. Jones, Jr., Mayor

Attest:

________________________

Jeanne M. Giblin, City Clerk