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Clemons approves Encode Plus codification platform with modified three-year term
Summary
The council approved an Encode Plus agreement to host the village’s unified development ordinance, municipal code and plans in one interactive site after amending the contract to a three-year initial term and requiring renewal by request with 30 days' notice; the vote was unanimous.
The Village of Clemmons on Monday voted to authorize a contract with Encode Plus to host the village’s updated Unified Development Ordinance (UDO), municipal code and other plans in a single interactive, ADA-accessible platform.
Staff said the platform will combine the existing UDO, the new UDO draft, the municipal code, the comprehensive plan, the sub-area plan and — once adopted — the transportation plan so that linked references appear when a user looks up a provision. Staff highlighted features including development calculators, a zoning navigator and a land‑use lookup tied to GIS addresses.
Council members raised concerns about the contract’s automatic-renewal language in section 6(b). One council member proposed that, because the agreement is a sole-source arrangement, renewal should require an affirmative council action rather than automatic yearly renewal. Al (last name not provided), representing the village’s counsel, noted state statutes require the clerk to maintain a code of ordinances but said a short lapse in publication would not necessarily create legal jeopardy; he recommended an initial three-year term consistent with the village’s standing vendor-review cycle.
Council members approved those changes in the meeting’s motion: the final action sets a three-year initial term from the effective date and makes renewal a matter between the village and the vendor by request at the end of the term, with a 30‑day notice requirement. A motion to approve the Encode Plus agreement as revised passed unanimously.
Staff said the one-time build cost is slightly higher than current budget estimates because it will include the existing UDO in the build; an annual fee will follow. Staff told the council money was budgeted for the platform and that moving both UDOs and the municipal code to a single vendor should reduce future costs compared with separate codification services.
The council’s motion accepted the contract with the agreed modification; the council did not disclose an exact dollar figure for the initial build or for recurring annual costs during the public discussion.
