McComb told the commissioners there was only one bid to rebuild the tennis courts when bids were opened, so the town asked for a second set of bids.
"On the second open bid, we received only two bids," McComb said. "The first was from Court One for a total of $351,334, and the second was in the amount of $377.000. Both of these are in excess of the proposed $300,000 cost for the new tennis courts.
"I have spoken with the engineering firm and asked them to contact Court One to reassess the plans for the courts for cost cut possibilities," he said. "Our funding so far is the $150,000 commitment from the town, $75,000 from Surry County commissioners, $50,000 from private funding and $50,000 from Elkin City Schools. This leaves us short by approximately $22,000."
Commissioner Cicely McCulloch asked McComb how the tennis tournament played last weekend on the Elkin Municipal Parks courts went. McComb told the board that over 50 players participated from all over the state, South Carolina and Virginia.
McComb, who has been working with Elkin Police Chief Monroe Wagoner on a special events ordinance for the town, also presented the board with their recommendation as to the schedule of fees to charge for permitting events in Elkin.
"It is our recommendation that all non-profit organizations that are holding events where no funds are exchanged be exempt from a permitting fee," McComb said. "It is also our recommendation that all others who wish to be permitted to have an event in Elkin where money is exchanged be charged a fee of $25."
After discussion from several of the board members on the detriment this fee could be to organizations or private citizens who wish to hold an event in Elkin, Commissioner Joe Walker made a motion to not do a schedule of fees at this time, therefore charging no fee for obtaining a permit to hold a special event in the town of Elkin.
Elkin Town Manager Lloyd Payne and Town Attorney Ray Parker told the board that the ordinance could be revisited at any time and fees added at that time.
Payne spoke to the board of the necessity to adopt a code of ethics policy prior to Jan. 1, 2011, and that the one provided for the board's perusal, was the recommendation of the local council of government. The board voted unanimously to approve the policy.
Commissioner J. L. Lowe Jr. got the attention of the board and the audience when he asked if the N.C. House of Representatives had the same code of ethics policy.
Elkin's Finance Director John Holcomb, spoke to the board giving information on funds received from the N. C. Rural Center to place 65 new lateral water lines on West Main Street and a cross-line at the bridge at the library. The N. C. Rural Center provided a grant that pays 74 percent of the cost while the cost to the town is 26 percent.
Holcomb also updated the board confirming the rates for the rural center's water project.
"The requirement of the N.C. Rural Center for rates is 1.5 percent of the total water cost, and Elkin's is 2.05 percent, therefore qualifying Elkin to apply for the grants."
Elkin's Planning Director George Crater presented to the board a recommendation that the town re-adopt the land use plan that was prepared in 2000 to be eligible for grants that require a land-use plan that has been adopted within the past five years. The board approved the recommendation.
In discussion by the board of the advisory boards for the town, the Main Street advisory board still has three vacancies. Payne suggested to the board that they re-visit the number of members required to sit on the board to expedite plans and recommendations from the board.
"If the board is required to have eight members as it does now, and only five seats are filled, if anyone is absent the board cannot perform any business or make any decisions," Payne said. "Since these are open meetings and are bound by open meeting laws, no business can be done. It would probably be beneficial to the board to consider reducing the required number of members of the advisory board for Main Street.
"I would also like to say that any area resident that has an interest in downtown Elkin and Main Street can be a member of the advisory board if approved," he said. "An advisory board member does not have to be a business owner of a downtown business or otherwise, just someone who wants to help maintain the integrity of downtown Elkin."
The board of commissioners recesses their meeting until Tuesday, Aug 17, when they will meet at the town hall for a project update meeting to discuss current projects.
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