Board of Public Works - Regular Meeting

Good morning, everyone Welcome to the regular meeting of the city of Charlestown for the public works. Today is June 18th 2026 it is 10 a.m We will this meeting is being live streamed by under production multimedia and we will start our meeting with the pledge of allegiance Thank you. Let the record show that all board members are present, as well as Court Treasurer Donna Humer and our attorney Perry McCall. We have an agenda that's been provided. I entertain a motion to approve.

I'll make that motion.

Motion by Ernie Thompson. Second. Second by Maggie Wild. Any edits? Hearing none, all in favor say aye. Aye. Aye. That was unanimous. We have our meeting minutes from June 4th, our current claims, and our payroll allowance docket. I wanna make sure the date's on this right. Okay, yes, payroll allowance docket from, that seems awfully short, Donna. It says from 6-1 to 6-7. That's what's on the. It's just the way the meetings fell with the payroll. It was only one week. Okay, it's only one week. Okay, so it is accurate? It is. Okay. Sorry about that. So the payroll now socket from June 1st to June 7th. Need a motion to approve. I'll make that motion. Motion by Maggie Wiles. Second. Second by Arnie Thompson. Any edits? Hearing none, all in favor say aye. Aye. Aye. That was unanimous. I don't see anyone signed up for public comment. No old business straight into new business. I'll invite Stanley Hughes from HWC Engineering forward to discuss the 2027 community crossings grant proposal work.

Hi, good morning everyone. The proposal that you guys have for HWC Engineering is for the same community crossings work that we provided for you last year. This includes a major PAMP update. A PAMP is a pavement asset management plan that is required to be submitted in order for you to submit for the community crossings grant funds. So it includes a PAMF update, a major PAMF update, the community crossings grant project development and applications. We'll take care of all that and submit it for you. Once you're awarded, it includes the bid documents and the bidding process, the construction administration, all the way through the project closeout. and the pamphlet will be completed by December 1st of this year and those engineering services would be completed by the spring of 2028.

So we usually run this as a part of our on-call with them but I asked Sally just to come in because it is a little bit more of a robust um it's not just like me calling her up and having a look at a drainage issue or something it's a little bit more of a robust service so i had her come in and present it but it is absolutely required for us to be able to apply for our community crossings grant and um when is that that one's due in july or do they push it back do you remember it's not july they pushed it back they did push it back i wanted to say it was the first september yeah because i remember that yeah yeah

But these are the same fees that you guys paid last year.

Actually, they were just in two separate buckets, but it's just easier to add them all in one bucket. And it's kind of as you do the work, you submit the billing, and we pay for that. Correct. Yep. All right. So I just need a motion to approve that agreement for professional services for our CCMG 2027 funding cycle. I'll make that motion. Motion by Arne Thompson, second by Maggie Wild. Any other questions? All in favor, say aye. Aye. we'll get you an executed copy of this today Sally for your records then the other item on our agenda is a resolution establishing rules of procedures for public meetings this is a resolution that we realized we have for the City Council but had not been adopted by this particular board and so I asked Perry to make sure that we had similar rules for conduct and for our report of our public works meetings and so that's the resolution for a 2026 r5 um it covers conduct you know that we follow robert's rules of order expects decorum from members of the board as well as audience members it establishes how we call special call meetings and the regular meetings of our of our board which are held on the first and third thursday generally of every month gives the procedure for executive sessions and agenda items, and then specifically lays out the rules for public comment. These are the exact same rules that we use for the city council meetings. So public comment allowed for up to a total of 30 minutes for a regular board meeting. It must be an item on the agenda. They need to bring copies of everything if they have printed copies for everyone. It establishes all that. Public hearings are different. If it's a public hearing, it outlines how people sign up for a public hearing as well. And so with that said, we just want to be consistent across our boards and make sure that everyone has adopted rules for decorum. And I would need a motion to approve resolution 2026 R5. We'll make a motion. I'll second. Motion by Maggie Wild, second by Remy Thompson. Any questions for us on that? All in favor say aye. Aye. That is unanimous. And we will have copies of those at the back that people can look at any time for any of the boards and commissions. All right, Perry, was there anything else you needed for us?

No.

All right, Donna, you got anything?

All right, so. Can I make this national Tony Jackson short day?

It is Founders Week in the city of Charlestown. We have our... Family fun night tonight at the family activities park. It looks like the weather is going to be very kind to us following these horrible storms that came through. Definitely sending our prayers out to the communities that were affected in our state and others from the outbreak of tornadoes last night. Still getting information about those to see. and checking on our peers in other communities and hope that everybody will recover well from that but we do have our family fun night tonight we have uh tomorrow things kick off around 5 p.m with the market and the fans and then saturday is kind of an all-day thing with the market starting i hear that tomorrow night at about 4 45 we have someone that's very dear to ernie thompson going to sing the national anthem to kick off everything so I heard she does a good job, but she shouldn't have that one phone. All right. We just need a motion to adjourn. I make that motion. Motion by Mary Thompson. Second by McGuile. All in favor say aye. Aye.

Aye. We adjourn. Thank you all.