Board of Public Works - Regular Meeting

Good morning everyone. Welcome to the regular meeting of the city of Charletown Board of Public Works. Today is January 15, 2026. It is 10:00 a.m. This meeting is being live streamed by Under Production Multimedia. Please join us as we say our pledge of allegiance. I pledge algiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. Thank you. Let the record show all members are present as well as deputy clerk treasurer Lacy Gammons. And I believe we have our attorney via Zoom, Perry McCall. Perry, can you hear us? Yes, I'm here.

Great. We have an agenda that's been provided long as it is. Do we have a motion to approve? I'll make that motion. Motion by Ernie Thompson, second by Maggie Wild. Any edits? Hearing? None. All in favor say I. I. That's unanimous. We have our standing business which includes the approval of our meeting minutes from our meeting on the 8th of January, our current claims, and our payroll allowance docket from December 28th to January 11th. Entertain a motion to approve. I'll make that motion. Motion by Maggie Wild.

Second by Ernie Thompson. Any questions or edits? Hearing none. All in favor say I. I. That's unanimous. I see no one signed up for public comment. No old business. Straight into new business. Several things to accomplish with new business today. We're waiting on that item one to another time. Um first up we have the drone show contract. This is the same company that we have used the past two years, Firefly Drone Shows. Um, the contract we are moving this up. So, as you know, due to budget cuts, we've had to do away with our community days festival. So, the drone show will go during the Founders Day festival on the Saturday night. So, it's Saturday the 20th of June. Um, the show will be about 9:30. we have to do a little later because gets dark later in the summer and the uh cost was the same uh the 20,000 dollar cost. Um we of course chase sponsorships for this and we usually do not have trouble getting getting sponsorships but um Perry, have you had a chance to review this contract? Mayor, these are the same contracts that I've looked at um year after year and um they're all good to go. No changes.

Good deal. So, we just need a motion to approve. I'll make that motion. Motion by Maggie Wild. Second by Ernie Thompson. Any questions? All in favor say I. I. That's unanimous. And then I will have I believe our parks program coordinator Hannah Pearson is going to present the next two items. Hello. Good morning. Good morning.

Um, so this first one is for the inner artist camp. It's a proposal. Um, the first day of the camp will cost $55 per participants or if you just do one day. If you choose to go all five days, it's $195 per participants. Um, so the city will be collecting the money and the city is we we're going to take $15 from each participant. Um just so that way that can go back into the beautifification fund. Um and then after that all of the proceeds will go back to Redheaded Princess Designs. Okay. Um and we've used her before. Um so all right. So we need a motion to approve the inner artist camp contract with Redheaded Princess Designs.

This one we done last year. That's similar. It's just this time we are collecting a small fee um with that. Okay. Yeah, I'll make a motion. Motion by Ernie Thompson, second by Maggie Wild. Any questions? All in favor say I. I. I. That's unanimous. Next. Chris Cakes.

Then the next two um the first event is for April. Uh we will have Chris Cakes there. We did a similar thing back in December with him where he just makes pancakes and you know we sell tickets for it. Um the ticket cost, sorry. Um is it $10 for adult, $5 for kids? Yes. Yes, ma'am. The total cost will be um 2290 and then I don't think I think we're breaking even on that. And so all the proceeds will go back to him in November. Um it's the same thing for ticket price. So this is I don't know if you guys got a chance to check it out, but it's really cool. He cooks the pancakes and throws them across the room.

Yeah, it was it was do it for Easter and bring it back in time for one of these meetings. It was pretty fun, not gonna lie. We need to do a staff. He does do staff appreciation things, too. So, I need him here for one of these. For one of these meetings to sample the problem. Yeah. Do we have a motion to approve? I'll make it. I'll make the motion. Motion by Maggie. Second by Ernie. All in favor say I. I. That's unanimous. Thank you. Thank you. And then we've got um our parks director Carrie Bash is going to present some contracts a couple of them whirlwind.

So we're trying to get stuff a little bit earlier this year because we figure if we can lock in bands now it's going to help us raise money if we can tell them if you're the sponsor for this is who you have coming. So we worked a little bit harder this year. Um thanks to Robbie Davidson as always. He helps us get some of these bands. So the first one we have it will be for June 20th. They will be our headliner for that Saturday night. We have the rumors. We have their contract, their W9, and their insurance waiver. The cost for them is 1,500. Okay. And on all of our bands now with cancellation, it's we don't pay unless they are mobilized and we cancel. Correct. 50%.

If we cancel 24 hours prior, they only get 50%. And then if we have to cancel, if they're already on their way, we have to pay them. We changed that this year because last year we didn't have it and we had when it rained on the wind blow, we had to pay every single person that had been there. Right. Yeah. Okay. All right. So, do we have a motion to approve the contract? The rumors for founders day performance in the amount of $1,500. I thought she said mad taxpayers. I was on the 19th. This is the rumors. Oh, that's on the 20th. 20th. My bad. Sorry. I'm just going in order of this. So, I thought you It's on the 20th. I said the wrong date. It's the 20th. It is the 20th. Okay, that's fine. Yeah, I'll make a motion.

Okay. Motion for Thompson. Second by Maggie Wild. All in favor say I. I. That's unanimous. All right. And then we have the next one. We have JD Shelurn. Um Perry, have you got a chance to look at their contract? The Shelurn contract? Yes. I did not. Okay. Okay. So, do we want to just present this and then we can we can approve it pending final legal review and if Perry sees anything significant, the board can authorize me to sign it once Perry has authorized any final changes or or tweaks to because nothing's going to change about the dollar amount. It's just there might be some need to add some identification language or something like that.

They use their own contract because he's a bigger band so it's not the one that we're used to. Yeah. Um but we will have JD Shelurn on that June 19th. They will be our headliner. They are a bigger band so they are a little more pricey. Their cost is going to be 9,000. And their their rain out clause is the same as all the others. The only distinction with this contract is there were because they are traveling a distance. They require the city to provide hotel. But thankfully Carrie was able to get Red Roof in to sponsor that. So there's no additional cost to us for that hotel stay for them. Um, we're going to be seeking sponsorship too to cover their cost of food when they're here. We're working on that as well. So, we don't have any additional costs.

So, there the only legal change that would happen would be if Perry wants us to add in some of those indemnification policies and things that we have in our standard contract. So, um, but we're just basically what I need is a motion from the board to approve and authorize me to execute this contract pending final legal review. Now, in this though, I do not have their insurance. They said that they do not provide insurance until a week before because we get added. So I do have like their invoice, their contract in their W. Now we just won't have that other part. Well, we won't issue their check until we have their insurance. Correct. Yes. Yeah. So I told them that that was fine. That's just the way that they do it. Okay. I'll make that motion. All right. We have that motion by Maggie Wild.

Second by Ernie Thompson. All in favor say I. I. And we'll get uh feedback from Perry. I will not execute that until we have approval from Perry to to do that. Sounds good. All right. Next up, the next one I have the MAD taxpayers. They will be the opener for JD Shelburn on that June 19th. I have attached the contract, the W9, and the insurance waiver along with the invoice. Their cost is 2,000. Okay. Do we have a motion to approve by taxpayers? Motion by Ernie Thompson. Second. Second by Maggie Wild. And this is the standard contract we use. So this is correct. has. Yeah, JD Shelurn is the only one that's different. All in favor say I. I. I. That's unanimous.

The next one I have is the Rigs. They will be the opener for the rumors on that June 20th. Same thing. Insurance W9 insurance waiver and the contract and everything. We have all the same. Their cost is $1,800. We have a motion. I'll make that motion. Motion second. Second. Maggie Wild. All in favor say I. I. I got you. All right. That got us through Founders Day. All right. So, the next one I have is one of our music in the parks. Don't forget your rubies on the 28th. Music in the park on the 28th.

That's Oh, sorry. Um, the next one I have is the rises. They are going to be our music in the parks for August 28th. This will be our big food truck challenge one. Same thing. Standard contract W9 insurance waiver and invoice. The cost for this one is 2,200. And the reason that cost is higher is because they are providing their own sound for that performance. Correct. Versus Founders Day. We will have a sound company that provides sound for all of our bands. So that's the same night as my show. That is that is the Ernie and Harrison show. So do we have a motion to approve? I'll make that motion. Motion by Ernie Thompson. Second Maggie Wild. All in favor say I. I. That's unanimous.

I know Hannah is supposed to come back up for this one. Do you want me to go ahead and just do this last one that I have? It doesn't matter. This one is for I know this is weird. Reindeer for December. You're skipping ahead. You're skipping mariachi sensation. Yeah, cuz Nina has that one. Okay. Is that okay? That's fine. Okay. Um, so this will be for Whitetail Acres. Same contract we've used for I guess this will be our third year for getting them um insurance waiver or no, I'm sorry, their insurance. They don't need a waiver. So, they provided their insurance, the W9, and the contract. The price for them is 2,900, and that'll be for December 22nd of 2026. Christmas contracts cracking up in January. Got to get them or you won't get them.

Do we have a motion to approve? I'll make that motion. Motion by Maggie Wild. Second, Ernie Thompson. All in favor say I. I. I. Don't buy any food yet. That's unanimous. And then regard. That's all I have. Okay. Thank you, Carrie.

Melt it this morning when I come in. This last one is for Mari Maraji Sensation. Um it's for our fiesta in September. We had a fiesta last year as well. They will be our entertainment with the band. Um so you'll see in the contract that their service fee is $600 for an hour. Um All right. I feel like that's less than last year. Um, I do think they raised it, but it was only by like $100. All right. But the dancers that we get usually come for free. Yes. All right. Um, do we have a motion to approve March Sensation? I'll make that motion. Motion by Maggie Wild. Second, Mary Thompson. All in favor say I.

I. That is unanimous. All right. That gets us through our contracts. Thank you everyone. The hard copy of charge offs. All right. We did have a few charge offs um for sanitation accounts. The amount of $228. These are households that have moved that need to be cleared out. Um need a motion to approve those charge offs. Motion Bernie Thompson. I'll second. Second by Maggie Wild. All in favor say I.

I. That. All right. I think that is all of our business. Perry, you'll look over that Shelurn contract and and send me a message and let me know when I'm good to execute or if we need to make any changes. Yeah, I'm looking at it right now, mayor, and and um apologize for not looking at it earlier. I thought it was one of the standard boiler plate ones that we've done um like the others, but I guess I skipped that one for some reason. Um, I don't see anything other than the indignity part of it that we talked about that might need to be added. Um, that the city's not going to be responsible for any indry to any member of the of the group or any interaction with anybody that would uh be a patron that would watch the band. Um, so I can I can add just a little language and addendum to that.

Okay, that's fine. Nothing. Nothing. No. Good deal. Um, just send that over to Carrie and she'll get with the ban and get that straight away and once it's final, I'll execute. So, all right. We see a motion to adjurnn. I'll make that motion. Motion by Thompson, second by Maggie Wild. All in favor say I. I. I. Wejourn. Thank you.