City of McIntyre
December 17, 2012
Meeting was called to order by Mayor Horne.
Prayer by Eugene Moore.
Present: Council Members; Vickie Mixon, Rico Myrick, John Carswell, Katherine Scott, and Eugene Moore.
Approval of minutes was postponed until the next meeting due to errors, to be approved at next council meeting.
Denise Brookins – RDC
Bids for garbage contracts.
Roberts stated that there are two bids, Advance and Discount Disposal for Garbage contract.
Discount Disposal submitted a bid $6.00 per house, per month, garbage pickup for the City of McIntyre, service provided by one truck, one day, 95 gallon roadside containers, all maintenance for the term of the contract. Dixon will leave extra containers at the City shop for new residents all cans must be put outside the road with the exception of handicap and elderly people that are unable to service themselves. In addition, They will continue to pick up any excess household trash left beside cans. All garbage at City of McIntyre will be disposed of at Wolf Creek Landfield, Discount Disposal will also be responsible for tipping fee. Included in bid was certificate of liability insurance and Auto insurance coverage .
Advance made a bid in the amount of $5.37 per month, once a week, 95 gallon cart, and free pickup to city hall, a $153.60 value, insurance coverage included in packet, cover letter, company overview.
Mixon stated that there was a representative there for Advance if they wanted to talk to her. Mayor Horne asked who the representative was. Mixon said Patricia Mixon. Patricia Mixon stated that she didn’t put the bid together, but $5.37 per cart is her understanding. Roberts stated that it reads once a week, 95 gallon cart, garbage service is $5.37 per month. Mayor Horne stated to pass it to David, let him look at it. McRee asked if the other one was $6.00 per pickup, clerk stated that it was $6.00 per house per month. McRee stated, was the other at $6.00 per house, per month, and this one is $5.37. McRee reread what the proposal stated of pickup once a week, 95 gallon cart, per month. Mayor Horne asked, does it say per household? McRee said it’s per cart, once a week, 95 gallons cart per garbage service, $5.37 per month, he asked if anyone has more than one cart. Roberts stated that there are some houses that have more than one cart. McRee asked if that is per cart or per residence, Patricia Mixon responded, per cart from her understanding. Discussion continued concerning Advance Disposal’s bid proposal and the free pickup for City Hall and the value for the charge annually. Moore asked if the other one says per household. Roberts stated yes. McRee asked how many have multi carts and how do we handle that. Roberts stated that we bill them per cart. McRee asked if under the old contract, if someone has more than one cart, do we bill them extra, Roberts stated yes. Myrick stated that Discount Disposal has done a great job Scott asked if that is who we have now. Mayor Horne
asked Ms. Mixon if they pick up for people who are disabled. Scott asked how much they charge us now, Roberts responded $6.25. Myrick asked if Discount Disposal’s new bid is $6.00, Horne asked how many people do we have, Roberts responded around about 379 people currently using the service. Roberts state that we have one for $6.00 from Dixon and Advanced at $5.37, looking at a difference of .63. Horne stated that they need to know what council is going to do.
MOTION made by Myrick that they keep Discount Disposal, the service has been good.
Horne stated that there is a motion to keep Discount Disposal. Carswell asked if that was the one at $6.00?, Carswell asked if with the one at $5.37, are we still getting the same service with the same pickup day, Horne stated that Ms. Mixon is saying, is it going to be the same pickup day, asked if they are going to pick up the people that are handicapped? Patricia Mixon stated that they do handle the disabled backdoor pickup, but as far as what day she would have to get clarification on that. Roberts stated that it was advertised for Monday. Horne repeated statement made by Roberts that it was advertised for Monday. Patricia Mixon said ok, that she didn’t prepare the bid but she’s assuming that they had called and gotten all the details, she can verify that. Horne asked if she can call and ask someone, so they will come back to this.
Bids for the sidewalk
Roberts stated that we received two bids also, stated that one is from James Shinholster. Mixon asked what this bid was for. Roberts stated that it is for the sidewalk work that must be done for the USDA. Roberts presented Shinholster’s bid that read finishing concrete at City Hall, $3400.00 Roberts stated that the next bid was from Martins’ General Contractors. Roberts stated that Martins’ would provide all labor, materials, and equipment to pour, form; finish concrete sidewalk and ADA landing per at City Hall. Total cost bids is $9600.00, total payments is due within seven days after completion of jobs. Roberts stated, Shinholster’s only said finishing concrete at City Hall, $3400.00. Carswell stated that the $3400.00 bid is when we said we would supply the materials for the job, so that is pretty much just for the labor and now we need a cost of what the material are going to be Horne asked if Martins’ included the labor, material, and everything. Roberts stated that Martin’s include form, pour, and finish concrete, sidewalk, and ADA landing. McRee asked what did the bid specification say, Roberts stated that she doesn’t remember, McRee asked what did we ask for, Horne asked if we had the ad, Roberts stated the she gave them the blueprints of what was drawn up by Spence and it’s to do everything, McRee asked if we asked for labor, materials and everything or how did we word it, Roberts stated that she did not know how we worded in the paper, it’s been so long ago, and this wasn’t something we just recently run it was something wrote a month or so ago. Horne asked if we have a copy of it. McRee said that we probably needed to check it to see who has complied with the bid and who hasn’t. Moore stated that the price of concrete is about $101.00 a yard. Carswell asked if we had any confirmation about how much concrete we are going to have to have on there, Moore stated yes, that he hasn’t actually measured it but looking at the area, he’d say close to 25 to 30 yards. McRee stated that they should have been able to determine that from Spence’s drawings. Carswell stated that 30 yards would be right at 3,000; Moore stated that there is a $6.00 fuel surcharge on each truck, probably 3 truck loads, Moore said that was the price when he called to get the price from Fowler’s Flemister. Carswell stated, with the concrete and getting it here, we’re looking at $3048.00 just to get the concrete and get it here and then $3400.00 in the labor which will give you $6400.00. Moore stated that there’s also forming material and we really don’t know what the forming materials would be and he did price 2x4s. Carswell stated, so right now, we got on the table $6400.00 plus an unknown expense of what we have to spend to get all the stuff to form it up and do it. Myrick stated the 2×4 won’t cost $3000.00, Carswell
stated that they definitely won’t cost that much. Myrick and Carswell restated that the 2x4s won’t cost that much. Moore stated, he would say a couple of hundreds for the forming. Mixon asked if we put it out that we were going to furnish the materials, Moore stated no, Mixon stated that, then it’s an incomplete bid, Moore stated he doesn’t think so, Mixon stated that if they can’t bid on the specks that they are given that we shouldn’t accept the bid. Carswell stated that the bids that are coming back are from the stuff that we did that were incomplete it has nothing to do with the contractor; it’s the stuff that we set here and sent back that needed to be clarified. Moore stated that they got a drawing that Spence made. Carswell stated that with James Shinholster’s coming back, there was another reason for it coming back, there was another reason it came back through James Shinholster verses it coming back through the original person that put the bid in, so did James come down and pick up the information is the other question at hand or did he just submit a bid on what the other person had already presented. Moore stated that he didn’t know Horne stated I know we can’t keep going back and forth with it, we go to get somebody because we are going to have to have this up and running because of USDA and we gone do something tonight, we need to, we try to pave the way so everybody can have a fair opportunity with bidding on the stuff. Moore state that Rumph didn’t have insurance and he said James Shinholster agreed for him to use his insurance. Scott asked if we have something from James, Moore said yes. Moore stated that the bid had to come from James Shinholster, Shinholster Construction and not from Rumph. Horne asked to see the contract and said it looks incomplete to her. Carswell stated, a timeframe needed to be set and that there needs to be a decision made.
MOTION made by Moore to accept the bid of Martin’s general contractor for $9600.00 to do the concrete work, seconded by Scott, no opposition, motion carried.
Carswell questioned Martin on when he could start. Chris Martin stated that he would like to start on Wednesday but didn’t want to make any promises, said it would be in the next 30 days, Carswell stated that he understands and that he just wants to see it get started. Patricia Mixon stated that she did confirm about the trash pickup on Monday and the backdoor or disabled.
Mayor Horne returned to the discussion of the Garbage Contract. Horne asked for verification from Patricia Mixon that their bid is for two years. Patricia Mixon stated that she believed so. Roberts stated that the bid in the paper was a two year contract; Horne said that neither bid specified two years, but that it was advertised that way. Carswell asked if Dixon was the company that we currently use, Horne and Roberts said yes. Carswell stated that personally, he has no issue, he’s seen them pick up trash off the edge and ditches, throughout McIntyre. Carswell said that he like the service, and based on that, taking the chance of losing that service for .63. didn’t seem feasible to him. Carswell seconded Myrick’s earlier motion to keep Discount Disposal. Voting for the motion were Carswell, Myrick, Scott and Moore, Mixon abstained from motion, motion carried.
Roberts presented bids for piping at the new water building. Roberts stated that she has one from Reynold’s Piping services. Reynolds will furnish labor, tools, equipment, materials, and supervision to install piping for the development of the new well-house for the City of McIntyre, Bid included stainless steel piping to be SCH4316L, all other piping as noted on the drawing, excluded is electrical, chemical equipment, and meters, total price $24,575.00. Roberts stated that the other one is from Washington County Machine shop. Submission of specifications and estimates for installing piping to new chemical feed building as shown on drawing excavation and make new tie-ins to stainless steel lines into building, install new water lines from building to existing four inch main, we propose hereby to furnish labor and equipment complete in accordance with above specifications for the sum of $29,674.83.
MOTION made by Mixon to accept Reynolds’s Piping Services bid, Horne asked, where was Reynolds Piping. Roberts stated they had a McIntyre address, Mixon and Moore both stated that they are up on Highway 57, Myrick asked if Reynolds was going to hookup. Moore stated that he assumed they went by the drawing. Horne stated that there was a motion on the table to accept the bid with Reynolds Piping Service for $24,575.00, seconded by Moore. Horne asked if Scott needed more time, Scott responded no, no opposition, motion carried.
Horne welcomed Ms. Brookins and opened the floor to her. Ms. Brookins stated that she appreciates the opportunity to speak with us. Brookins said that about a month ago, they received a request to assist the City of McIntyre with the National Flood insurance application, which allows the community residents if they choose to do so, get flood insurance. Brookins said to complete the application you have to do an application which they fill out., and with the package you have to adopt a resolution of intent to participate and a flood insurance ordinance which is basically standard language all across the board, Brookins presented copies of the resolution and the ordinance. Brookins said that it’s a completely voluntary program, you can participate if you choose to do so. If the city choose to participate, then residents would be able eligible to choose flood insurance if they wanted to, Horne asked if there was no fee that the city has to pay or do the paperwork. Denise Brookins stated just complete the resolution of intent and the flood insurance ordinance but there is no fee, Horne stated that she is glad, she got Roberts working on this because of how the weather is, that it is so unpredictable and she just thought that it was something that we actually need to get involved with and she appreciates Ms. Brookins coming. Moore asked Brookins if she knew how many residences and business are actually in the flood plain in McIntyre. Brookins stated that they had one of their GIS people, based on the information that they have with FEMA, do a quick run through which showed a pretty large percentage of the city, and that they are actually working with the state now to figure out how many parcels. Brookins distributed maps of possible flood areas. McRee suggested tabling the discussion until everyone had read the ordinance, because of some of the stipulations within the ordinances. Moore made motion to table the discussion of the flood plan, seconding was Myrick, no opposition, motion carried.
Moore had no report.
Scott had no report.
Myrick stated that everyone was aware of the issue with Irwinton water and our guys went over to assist, and would like to thank them for their work with Irwinton
Mixon had no report.
McRee stated that there was a little holiday gift there for them to enjoy and he hopes everybody has a Merry Christmas.
Myrick stated that he also would like to thank Dixon for the years of service, it’s been great. Mr. Dixon stated that he appreciates the opportunity to do it.
Roberts stated that she just wanted to say thank you for all the support during the illness and death of her mother.
Amerson had no report.
Horne stated that she wanted to just piggyback off of what Myrick said, that the Irwinton water department had a crisis and our guys stepped up to the plate and they actually went over and pretty much took charge of the situation and really helped them out and the fire department, they also helped us out, and she wants to thank them all. Horne notified council of the death in the Myrick family.
Dixon stated that they were thankful for the city choosing them and would continue to offer the same service as they have in the past.
Roberts stated that she wanted to remind everybody about the Christmas dinner, on Friday December 21st @ 6:00 p.m.
MOTION made by Mixon to adjourn with no further business, Horne stated that she wanted to wish everybody, happy safe holidays, motion seconded by Carswell, no opposition, motion carried.