Fill - Free fillable 01 May 5-agenda Package Web (City of Hendersonville) PDF form

A G E N D A

CITY OF HENDERSONVILLE CITY COUNCIL – REGULAR MEETING

AY 5, 2016 – 5:45 P.M.

Council Chambers – City Hall

1. Call to Order

Invocation

and Pledge of Allegiance

Public Comment Time:

Up to 15 minutes is reserved for comments from the public

for items not listed on the agenda

Consideration of Agen

Consideration of Consent Agenda:

These items are considered routine,

noncontroversial in nature and are considered and approved by a single motion and

vote.

A. Considera

tion of Min

utes:

i. April 7, 20

16 Regular

Meeting

ii. April 13, 2016 Special Meeting

B. Considera

tion of Amendments to Section 12, Overtime Pay Provisions,

of the

Personnel Policy

C. Considera

tion of Budget Amendments (5)

i. Property Purchase: General Fund Increase, $20,000

Water/Sewer Fund Increase, $60,000

ii.

Salary Adjustment: General Fund, Fire Department, No Increase/

Decrease

(Totals in Balance)

iii.

Police Department Motor Unit Fund Increase: Fund 110, Increase of $1,86

iv. Seventh Avenue C

ontribution, Seventh Avenue Fund Increase: $31,826

D. Consideration of Awarding a Contract to Steppe Construction

for the

Construction of the Glenbrook

Sanitary Sewer Improvements Project for an

amount not to Exceed $400,00

E. Considera

tion of Capital Project Ordinance for Glenbrook Grav

ity Sewer

Improve

ments Projec

F. Consideration of Waiver of Fee for Mulch Until mid-October 2016

G. Consideration of a Special Event Permit for Mad Mountain Mud Run and Family

Mud Fun including the Sale of Alcohol at the Event in the Area Identified

H. Consideration of a Contract with Hart & Hickman, PC, for the Completion of the

Mud Creek Dump - Waste Disposal Boundary Delineation and Surface Vapor

Survey and Associated Budget Amendment

6. Recognition – Service Excellence MVPs

Presenter: Mayor Barbara Volk and City Manager John Connet

7. Recognition – Historic Preservation Commission Awards

Presenter: Mayor Barbara Volk and Historic Preservation Commission Chair Cheryl

Jones

8. Public Hearing – Request for Certificate of Public Convenience and Necessity

Presenter: City Clerk Tammie Drake and Applicant David Hairabedian

9. Consideration of a Request for the Waiver of Water and Sewer System Development

Charges from the Housing Assistance Corporation, for a 12-Unit Multi-Family

Project Known as Oklawaha Village

Presenter: Utilities Director Lee Smith

10. Consideration of a Request for the Waiver of Water and Sewer System Development

Charges from Flatiron Partners, LLC, for an 80-Unit Multi-Family Project Known as

Lakewood Terrace

Presenter: Utilities Director Lee Smith

11. Consideration of a Request for the Waiver of Water and Sewer System Development

Charges from Flatiron Partners, LLC, for an 80-Unit multi-Family Project Known as

Cedar Terrace

Presenter: Utilities Director Lee Smith

12. Consideration of a Task Order with McGill Associates for Preparation of

Specifications and Modification, Revisions, and Completion of the Original Concept

Plans prepared for the Water System Improvements for the Etowah Service Area

and Provision of Construction Services During Construction

Presenter: Engineering Director Brent Detwiler

13. Consideration of a Resolution to Adopt a Special Appropriations Policy

Presenter: Assistant to the Manager Brian Pahle

14. Consideration of a Budget Amendment to Establish a Debt Service Fund (Fund 15)

to Pay for Debt Service Notes Incurred by the City's General Fund

Presenter: Assistant to the Manager Brian Pahle

15. Comments from Mayor and City Council Members

16. Reports from Staff

H:\Clerk\Agendas\01 2016\05 May\01 May 5 agenda.doc

A. Fire Department Strategic Planning Proposal – Office of State Fire Marshal

B. Reminder of Upcoming Special Meeting of the Council: May 6, 2016, 8 a.m., City

Hall, for review of the proposed budget for Fiscal Year 2016-17

17. Boards and Commissions: Consideration of (Re)Appointments, Announcement of

Upcoming Vacancies

18. New Business

19. Staff Request for Closed Session

20. Adjourn

CITY OF HENDERSONVILLE

AGENDA ITEM SUMMARY

Submitted By: Department:

Date Submitted: Presenter:

Date of Council Meeting to consider this item:

Nature of Item:

Summary of Information/Request: Item #

Budget Impact: $_________________ Is this expenditure approved in the current fiscal year

budget? If no, describe how it will be funded.

Suggested Motion: To disapprove any item, you may allow it to fail for lack of a motion.

Attachments:

Jennifer Harrell

dministration

04/13/2016

Jennifer Harrell

05/05/2016

Presentation Only

This agenda item is to revise the Compensatory Time provision of the Personnel Policy (Article III, Section 12). It will allow

non-exempt employees to retain and carry over up to twelve (12) hours of compensatory time into each fiscal year. This

will allow employees to use their retained compensatory time until they have the ability to accumulate more hours. This

amount is reasonable and will not put an undue hardship on the City. The Compensatory Time provision was originally

changed to deter large amounts of compensatory time to accumulate and be paid at a much higher pay rate.

05b

I move Council to approve the revision to Article III, Section 12, Overtime Pay Provisions, of the Personnel Policy as

presented.

See below.

AgendaAgendaAgenda

Section 12. Overtime Pay Provisions

Employees of the City can be requested and may be required to work in excess of their regularly

scheduled hours as necessitated by the needs of the City and determined by the Department

Head. Overtime work should normally be approved in advance by the Department Head, City

Manager or other designated City official.

To the extent that local government jurisdictions are so required, the City will comply with the Fair

Labor Standards Act (FLSA). The Human Resources Officer shall determine which jobs are "non-

exempt" and are therefore subject to the Act in areas such as hours of work and work periods,

rates of overtime compensation, and other provisions.

Non-exempt employees will be paid at a straight time rate for hours up to the FLSA established

limit for their position (usually 40 hours in a 7-day period; 171 hours for police and 212 hours for

fire personnel in a 28 day cycle). Hours worked beyond the FLSA established limit will be

compensated in either time or pay at the appropriate overtime rate. In determining eligibility for

overtime in a work period, only hours actually worked shall be considered; in no event will

vacation, sick leave, or holidays be included in the computation of hours worked for FLSA

purposes. Compensatory leave balances may not exceed 240 hours except for public safety

employees (sworn police and firefighting employees) who may not accrue more than 480 hours.

Any overtime worked after such maximum balances must be compensated in pay.

Employees are required to use or be paid for compensatory time before the start of each fiscal

year, by June 30th. Employees if they choose, may retain and carry over up to twelve (12) hours

of compensatory time each fiscal year. All other Any unsed compensatory time will be paid out,

in accordance with FLSA standards, upon the last pay period for the fiscal year. Departments

Heads may exercise discretion in the manner in which employees accrue compensatory time or

are paid for overtime.

Whenever practicable, departments will schedule time off on an hour-for-hour basis within the

applicable work period for non-exempt employees, instead of paying overtime.

Employees in positions determined to be “exempt” from the FLSA (as Executive, Administrative

or Professional staff) will not receive pay for hours worked in excess of their normal work periods.

These employees may be granted flexible time by their supervisor on an hour for hour basis where

the convenience of the department allows. Such flexible time is not guaranteed to be taken and

ends without compensation upon separation from the organization.

AgendaAgendaAgenda

CITY OF HENDERSONVILLE

AGENDA ITEM SUMMARY

Submitted By: Department:

Date Submitted: Presenter:

Date of Council Meeting to consider this item:

Nature of Item:

Summary of Information/Request: Item #

Budget Impact: $____________________ Is this expenditure approved in the current fiscal year

budget? If no, describe how it will be funded.

Suggested Motion: To disapprove any item, you may allow it to fail for lack of a motion.

Attachments:

Brian Pahle

dmin

04/15/16

Brian Pahle

05/05/16

Council Action

05c

Budget Amendments (4)

1) Property Purchase | General Fund Increase | $20,000

| Water/Sewer Fund Increase | $60,000

2) Salary Adjustment | General Fund No Increase/Decrease | $0 (Totals in Balance)

3) Motor Unit Fund Increase | Fund 110 Increase | $1,869

4) 7th Avenue Contribution | 7th Avenue Fund Increase | $31,826

113,695

It will be funded with fund balance reserves. Fund 110 | Increase | $1,869

I move to approve the budget amendments as presented.

See below...

AgendaAgendaAgenda

CITY OF HENDERSONVILLE

AGENDA ITEM SUMMARY

Submitted By: Department:

Date Submitted: Presenter:

Date of Council Meeting to consider this item:

Nature of Item:

Summary of Information/Request: Item #

Budget Impact: $____________________ Is this expenditure approved in the current fiscal year

budget? If no, describe how it will be funded.

Suggested Motion: To disapprove any item, you may allow it to fail for lack of a motion.

Attachments:

Alvin Fuller

Utilities

4/26/2016

Alvin Fuller

5/5/2016

Council Action

05d

On April 21, 2016 at 2:30pm 3 sealed bids were received for the Glenbrook Sanitary Sewer Improvements project. The

purpose of this project is to abandon the existing pump station in the Glenbrook community located off Blythe Street, as

city staff has experienced frequent problems with this facility. The results of the bid opening were as follow:

Buckeye Bridge, LLC - $465,635.80

Hyatt Pipeline, LLC - $409,708.00

Steppe Construction, Inc. - $370,375.00

City staff has reviewed each bid for completeness and accuracy. As a result of this review, City staff hereby recommends

the award of said project to Steppe Construction, Inc. of Mill Springs, NC (NC Contractor License No. 12248), the lowest

responsive and responsible bidder, in the amount of $370,375.00. Please note, the bid tabulation showing all the bids,

unit prices, and engineer’s estimate is attached for your reference. Please let me know if you have any questions or

require additional information regarding this project.

400,000

Yes

I move Council to authorize the City Manager to award the bid for the construction of the Glenbrook Sanitary Sewer

Improvements project to Steppe Construction, Inc., the lowest responsive and responsible bidder, in the amount of

$370,375.00 plus contingency, not to exceed a total of $400,000.00, for the installation of 850-ft of 8-inch PVC gravity

sewer, the demolition of a pump station, the abandonment of 600-ft of existing 8-inch clay gravity sewer, and associated

road improvements; as presented and recommended by staff.

Engineer Recommendation Letter and Bid Tabulation

AgendaAgendaAgenda

Item Description

Unit of

Measure Quantity Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost

Mobilization

LS 1 $20,000 $20,000.00 $8,000 $8,000.00 $21,118.75 $21,118.75 $13,850.00 $13,850.00

Traffic Control

LS 1 $15,000 $15,000.00 $8,000 $8,000.00 $12,400 $12,400.00 $10,048 $10,048.00

8" PVC Gravity Sewer

LF 750 $40 $30,000.00 $100 $75,000.00 $115.50 $86,625.00 $192.70 $144,525.00

Bore & Jack (16" Stl. Encase. Pipe and 8"

PVC, Restr. Jt.)

LF 90 $120 $10,800.00 $350 $31,500.00 $315 $28,350.00 $491 $44,190.00

4' Dia. Manholes (including frame &

cover)

VF 55 $350 $19,250.00 $470 $25,850.00 $294 $16,170.00 $168 $9,240.00

Drop Attachment

VF 12 $300 $3,600.00 $350 $4,200.00 $264 $3,168.00 $344.40 $4,132.80

Replace Ex. Masonry Manhole

VF 8 $450 $3,600.00 $450 $3,600.00 $562 $4,496.00 $419 $3,352.00

Abandon Ex. Pump Station

LS 1 $15,000 $15,000.00 $4,000 $4,000.00 $11,885 $11,885.00 $12,000 $12,000.00

Abandon Ex. Manhole

Ea. 2 $2,500 $5,000.00 $1,000 $2,000.00 $943 $1,886.00 $900 $1,800.00

Service Reconnection

Ea. 8 $1,000 $8,000.00 $2,500 $20,000.00 $1,552 $12,416.00 $1,455 $11,640.00

#57 Stone - (Bedding, Undercut, and

Backfill)

Ton 1800 $30 $54,000.00 $38 $68,400.00 $29.20 $52,560.00 $32 $57,600.00

Aggregate Base Course (18" Depth)

Ton 200 $25 $5,000.00 $35 $7,000.00 $23.40 $4,680.00 $26 $5,200.00

Binder Course (I19.0B)

Ton 150 $100 $15,000.00 $225 $33,750.00 $236 $35,400.00 $216 $32,400.00

Asphalt Surface Course (S9.5B)

Ton 265 $125 $33,125.00 $115 $30,475.00 $140 $37,100.00 $140 $37,100.00

Milling (1-1/2")

SY 2400 $3 $7,200.00 $4 $9,600.00 $4 $9,600.00 $3.50 $8,400.00

Replace Ex. 30” Curb & Gutter

LF 1100 $30 $33,000.00 $23.50 $25,850.00 $32 $35,200.00 $40 $44,000.00

Topsoil & Sod

Acre 0.25 $25,000 $6,250.00 $18,400 $4,600.00 $49,833 $12,458.25 $4,000 $1,000.00

Tree Removal

Ea. 3 $1,000 $3,000.00 $600 $1,800.00 $915 $2,745.00 $636 $1,908.00

Rock Excavation

CY 150 $150 $22,500.00 $45 $6,750.00 $143 $21,450.00 $155 $23,250.00

$309,325.00

$370,375.00 $409,708.00 $465,635.80

Low Bidder

Steppe Construction, Inc.

4149 N NC Hwy. 9

Mill Spring, NC 28756

Hyatt PipeLine, LLC

PO Box 136

Canton, NC 28716

Buckeye Bridge, LLC

PO Box 1367

Canton, NC 28716

City of Hendersonville

Glenbrook Sewer Improvements

4/21/2016 Bid Tabulation

City of Hendersonville

Engineer's Estimate

AgendaAgendaAgenda

CITY OF HENDERSONVILLE

AGENDA ITEM SUMMARY

Submitted By: Department:

Date Submitted: Presenter:

Date of Council Meeting to consider this item:

Nature of Item:

Summary of Information/Request: Item #

Budget Impact: $____________________ Is this expenditure approved in the current fiscal year

budget? If no, describe how it will be funded.

Suggested Motion: To disapprove any item, you may allow it to fail for lack of a motion.

Attachments:

Brian Pahle

dmin

04/26/16

Brian Pahle

05/05/16

Council Action

05e

Requesting to setup a capital project ordinance for the Glenbrook Gravity Sewer Improvements project. This project was

approved in the current FY15-16 budget/CIP. The project was just bid out and is expected to lapse the end of the fiscal

year. In order to ensure proper accounting and capitalization of assets, it is recommended that this project be moved to a

multi-year capital project. This will also increase the City's ability to look back and provide the full cost of the project

easily.

The Water/Sewer Fund already has the required $400,000 budgeted and is moving that money to a transfers account

which will then transfer over to the attached capital project ordinance.

N/A

Yes

I move to adopt the attached Capital Project Ordinance for the acquisition, construction, and installation of the Glenbrook

Gravity Sewer Improvements project.

See below...

AgendaAgendaAgenda

Ordinance #______

CAPITAL PROJECT ORDINANCE FOR

THE ACQUISITION, CONSTRUCTION AND INSTALLATION

OF THE GLENBROOK GRAVITY SEWER IMPROVEMENTS PROJECT

BE IT ORDAINED by the Governing Board of the City of Hendersonville, North Carolina that pursuant

to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project

ordinance is hereby adopted:

Section 1: The project authorized is a wastewater system improvements project described as the

Glenbrook Gravity Sewer Improvements project.

Section 2: The following amounts are appropriated for the project:

Section 3: The following revenues are anticipated to be available via transfers to the

aforementioned special project fund from the Water & Sewer Fund for project expenses:

Section 4: The Finance Director is hereby directed to maintain within the capital project fund

sufficient specific detailed accounting records to satisfy the disclosure requirements of all the

contractual agreements, if applicable.

Section 5: Funds may be advanced from the Water and Sewer Fund as necessary for the purpose

of making payments as due. Reimbursement requests shall be made in an orderly and timely

manner.

Section 6: The Finance Director is directed to report, on a quarterly basis, on the financial status

of each project element in Section 3 and Section 4.

Section 7: The Finance Director is further instructed to include a detailed analysis of past and

future revenues and expenses during each annual budget submission made to the Governing Board.

Account Name Total Budget

4400000 519400 Professional Services-Engineering 20,000.00$

4400000 557000 Land, ROW, and Land Improvement 36,000.00$

4400000 559700 Capital Outlay-Line Upgrade 308,000.00$

4400000 559900 Contingencies 36,000.00$

Total Project Appropriation 400,000.00$

Account Number

Account Name Total Budget

609900 999440 Transfer to Glenbrook Sewer 400,000.00$

4400000 998060 Transfer In From W&S 400,000.00$

Total Project Revenue 400,000.00$

Account Number

AgendaAgendaAgenda

Section 8: Copies of this capital project shall be furnished to the City Clerk, Finance Director and

City Manager for direction in carrying out this project.

ADOPTED by the City Council of the City of Hendersonville, North Carolina, on this fifth day of

May, 2016.

______________________________

Barbara G. Volk, Mayor

ATTEST:

______________________________

Tammie K. Drake, City Clerk

Approved as to form:

______________________________

Samuel H. Fritschner, City Attorney

AgendaAgendaAgenda

CITY OF HENDERSONVILLE

AGENDA ITEM SUMMARY

Submitted By: Department:

Date Submitted: Presenter:

Date of Council Meeting to consider this item:

Nature of Item:

Summary of Information/Request: Item #

Budget Impact: $____________________ Is this expenditure approved in the current fiscal year

budget? If no, describe how it will be funded.

Suggested Motion: To disapprove any item, you may allow it to fail for lack of a motion.

Attachments:

Tom Wooten

Public Works

4/21/2016

Tom Wooten

May 5, 2016

Council Action

05f

The Public Works Department is having difficulties selling our mulch. After considering different options, we would like

City Council's approval to give our mulch away for free until mid-October. After mid-October, we will revert back to our

normal price for the mulch which is $10 per pickup load.

N/A

This should result in a loss of revenue for our Environmental Services Fund but we are not able to sell the mulch so

technically it is not impacting our budget.

I move to allow the Public Works Department to offer free mulch to the public until mid-October 2016.

AgendaAgendaAgenda

CITY OF HENDERSONVILLE

AGENDA ITEM SUMMARY

Submitted By: Department:

Date Submitted: Presenter:

Date of Council Meeting to consider this item:

Nature of Item:

Summary of Information/Request: Item #

Budget Impact: $____________________ Is this expenditure approved in the current fiscal year

budget? If no, describe how it will be funded.

Suggested Motion: To disapprove any item, you may allow it to fail for lack of a motion.

Attachments:

Susan G. Frady

Development Asst Dept

4/21/16

Susan G. Frady

5/5/16

Council Action

05g

Mad Mountain Mud Run and Family Mud Fun: On April 21, 2016, the Special Events Committee met and reviewed an

application from Hands On for the Mad Mountain Mud Run and Family Mud Fun to be held Friday, June 3, 2016 from

6:00 P.M. – 8:00 P.M. and Saturday June 4, 2016, from noon – 7 P.M.

The event will be held at Berkeley Park and quarry. The family mud fun will be held on Friday night and will include dinner

and music with family mud games. The mud run will be held on Saturday and will include a festival as well as the mud run.

The application includes approval of the designated area for the consumption of alcohol. The area will be the same as last

year. The area encompasses about 40,000 square feet to the west of the baseball field, including the picnic shelter, rest

rooms and stage. Approval of the area authorizes the sponsors to serve alcohol at Berkeley Park in the specified area in

conjunction with the special event permit. The City Police Department reported that there were no problems with the

alcohol consumption at this event last year. The event pays for three off-duty police officers.

The Special Events Committee voted unanimously to recommend approval of a special event permit for Mad Mountain

Mud Run and Family Mud Run.

N/A

I move Council's approval of the special event permit for the Mad Mountain Mud Run and Family Mud Fun including the

sale of alcohol within the designated area.

AgendaAgendaAgenda

CITY OF HENDERSONVILLE

AGENDA ITEM SUMMARY

Submitted By: Department:

Date Submitted: Presenter:

Date of Council Meeting to consider this item:

Nature of Item:

Summary of Information/Request: Item #

Budget Impact: $____________________ Is this expenditure approved in the current fiscal year

budget? If no, describe how it will be funded.

Suggested Motion: To disapprove any item, you may allow it to fail for lack of a motion.

Attachments:

Brent Detwiler

Engineering

4/27/16

Brent Detwiler

5/5/16

Council Action

05h

Portions of the Mud Creek Dump were discovered during the Jackson Park Sewer Interceptor project. The discovery led to

a first phase study performed by Hart & Hickman, PC, an environmental consulting firm, and coordinated through the NC

Department of Environmental Quality's (DEQ) Inactive Hazardous Sites Program. The study was completed late last year,

approved and reimbursed by DEQ earlier this year. Results of the first phase study led to the need to perform further

investigation.

The first phase involved site reconnaissance activities, a water source survey to identify water supply wells, a Sensitive

Environment Survey and a surface geophysical survey. Results of the high-resolution electromagnetic survey indicated

that there were three discrete areas of waste disposal. DEQ has decided to fund further investigation of the Mud Creek

Dump. This work scope is considered a Waste Disposal Boundary Delineation and Surface Vapor Survey and will involve

soil borings and vapor monitoring on City property. Although DEQ does not have an agreement system in place for local

governments in this situation, I have been told that they have funding available and will reimburse the City for the Waste

Disposal Boundary Delineation and Surface Vapor Survey provided it meets their guidelines and approval (the work plan

has already been approved by DEQ and staff will be in contact with them throughout the process to ensure work is

performed within the approved scope). The first phase investigation was completed and reimbursed in the same manner.

Hart & Hickman have submitted a proposal for the Waste Disposal Boundary Delineation and Surface Vapor Survey as

described above. The proposal is attached and we welcome any questions that you may have.

55,275.89

The City will be reimbursed by the NC DEQ Division of Waste Management's Inactive Hazardous Sites Branch for funds

expended provided work was pre-approved by the Branch. A Budget Amendment is included.

I move Council to approve a proposal from Hart & Hickman, PC for completion of the Mud Creek Dump - Waste Disposal

Boundary Delineation and Surface Vapor Survey, to approve the associated budget amendment, and to authorize the City

Manager to execute a contract for said work as presented and recommended by staff.

Hart & Hickman, PC Proposal for Mud Creek Dump - Waste Disposal Boundary Delineation and Surface Vapor Survey

AgendaAgendaAgenda

Via Email

March 17, 2016

City of Hendersonville

Engineering Department – Water and Sewer Projects

145 Fifth Avenue East

Hendersonville, NC 28792

Attn: Mr. Brent Detwiler, PE

Re: Revised Proposal

Waste Disposal Boundary Delineation and Surface Vapor Survey

Mud Creek Dump – NONCD0000798

Hendersonville, North Carolina

H&H Proposal No. 15-428A

Dear Brent:

Hart & Hickman, PC (H&H) is pleased to present this revised work plan and cost proposal to perform

Waste Disposal Boundary Delineation and Surface Vapor Survey assessment activities at the Mud

Creek Dump (NONCD0000798) (subject site). The subject site is located west of Mud Creek

between William H. King Memorial Park and Lincoln Circle in Hendersonville, Henderson County,

North Carolina. The Work Plan outlines proposed assessment activities based the Pre-Regulatory

Landfill Unit (Unit) Guidelines for Addressing Pre-Regulatory Landfills and Dumps dated November

2015.

1.0 Scope of Work

This scope of work includes the activities associated with preparation of this work plan, proposed

onsite assessment activities, project management, data evaluation, and report preparation. The

following sections outline the details of the proposed scope of work for the next phase of assessment

activities associated with the Mud Creek Dump.

AgendaAgendaAgenda

Mr. Brent Detwiler

March 17, 2016

Page 2

S:\AAA-Master Proposals & SOQs\2015 Proposals\15-428A_Waste Disposal Delineation_Mud Creek Dump - rev 2.docx

Task 1 – Work Plan Preparation

H&H has prepared this work plan and cost proposal for Waste Disposal Boundary Delineation and

Surface Vapor Survey activities to be conducted at the subject site as requested by the City. This task

included project scoping, bid collection, technical proposal and cost estimate preparation. Upon

completion and approval of this submittal, H&H will consider this task fulfilled.

Task 2 - Health and Safety Plan

Per H&H policy, a site-specific Health and Safety Plan (HSP) will be prepared to meet Occupational

Safety and Health Administration (OSHA) requirements and help ensure the work is conducted

safely. At the beginning of each day, health and safety briefings will be conducted with all on-site

personnel prior to beginning field activities. We understand that the Unit will not reimburse for these

costs; however, to ensure safety of our employees and to meet OSHA requirements, a HSP will be

prepared and implemented.

Task 3– Waste Boundary Delineation

Based on geophysical survey results from the previous phase of investigation, it appears that three

discrete areas of buried material associated with historical Mud Creek Dump operations are present

at the subject site. For the purposes of this work plan, proposed waste boundary delineation borings

will be advanced near the boundaries of the three areas as previously defined by the geophysical

survey (Figure 1). Prior to initiating drilling activities, H&H will contact North Carolina 811, the

public utility locator to identify and mark underground utilities in the vicinity of the subject site.

Four wetlands have been identified within the boundaries of the waste disposal areas. Additionally,

dense mixed deciduous and conifer wooded areas cover much of the subject site. H&H will contract

with the drilling company SAEDACCO to advance delineation borings at approximately 150 foot

intervals along the waste boundaries as defined by the geophysical survey. Where necessary, H&H

will direct SAEDACCO to down small diameter trees and utilize mud mats (as necessary) to gain

access to waste boundaries located in wooded and/or low lying areas. Note –the selected drilling

contractor cost estimate includes use of up to 8 mud mats per day. If access becomes a significant

issue and will delay the project, H&H will notify the City to discuss the need for additional mud mats

and other necessary equipment, and additional time to accomplish the scope of work.

In addition to addressing impassible areas of the subject site, it appears that portions of buried material

may extend beyond the City’s property boundary to the west-southwest and into private property

along Lincoln Circle, Martin Circle and Robinson Terrace. H&H will direct the drilling subcontractor

to advance borings adjacent to the private properties in question to evaluate the potential for buried

AgendaAgendaAgenda

Mr. Brent Detwiler

March 17, 2016

Page 3

S:\AAA-Master Proposals & SOQs\2015 Proposals\15-428A_Waste Disposal Delineation_Mud Creek Dump - rev 2.docx

debris to extend off-site. However, no borings will be advanced on private property during this phase

of assessment.

H&H will direct the drilling subcontractor to advance each boring by hand to a minimum of 5 feet

below ground surface (ft bgs) to clear for unmarked subsurface utilities. The delineation borings will

then be advanced using a small track-mounted drill rig utilizing small diameter solid-stem auger

drilling techniques. At each boring location, soils will be visually inspected to log waste and/or soil

characteristics. The presence or absence of observed waste material type, relative amounts, and

thickness will also be documented on the boring logs for each boring.

During boring advancement, soils will be visually inspected to identify evidence of contamination

(odor, staining, free product, etc.). Soils demonstrating evidence of contamination will be screened

for volatile organic vapors with a photoionization detector (PID) and screening results will be

recorded along with the depth interval of the screened soils. Field instruments will be field calibrated

on-site at the start of each work day and periodic calibration checks will be performed throughout the

day. Calibration and calibration check test results will be recorded on instrument calibration forms.

If necessary (and possible), at each boring location, additional borings will be advanced either inward

(relative to the inferred waste disposal boundary as defined by the previous geophysical investigation)

or outward from the original locations until the horizontal extent of buried material is defined. The

additional delineation borings will be advanced and logged in the same manner as described above.

Each boring location will be assigned a unique identification label and a wooden stake will be

installed adjacent to the borings for surveying purposes. Additionally, for each boring, H&H will

collect coordinate data using a handheld Trimble Geo Explorer 6000 series GPS unit capable of

recording in decimal degrees to the seventh order. All boreholes will be properly abandoned using

bentonite or grout for those borings advanced into the water table and/or derive soils that demonstrate

obvious evidence of impacts. Clean drill cuttings will be used to backfill borings where no obvious

evidence of impact is observed. Investigative derived waste (IDW) soils that are impacted will be

containerized for proper off-site disposal (refer to IDW discussion in Task 5 below).

H&H assumes it will take up to ten 10-hour field days to complete waste disposal delineation

activities. However, if soil boring results indicate that waste disposal areas are larger than anticipated

and additional borings are needed to adequately delineate buried debris, more time may be needed to

complete this task. Additionally, if dense wooded areas and/or low lying inundated areas require

more clearance for navigation purposes, more time may be needed to complete this task. H&H will

contact you to discuss changes in anticipated timeframes and additional cost in the event additional

days are needed for waste boundary delineation activities.

AgendaAgendaAgenda

Mr. Brent Detwiler

March 17, 2016

Page 4

S:\AAA-Master Proposals & SOQs\2015 Proposals\15-428A_Waste Disposal Delineation_Mud Creek Dump - rev 2.docx

Task 4 – Surface Vapor Survey

After drilling activities have been completed and the waste disposal boundaries have been defined,

H&H will collect surface vapor measurements within the boundaries of buried material. H&H will

conduct an evaluation of the above ground air quality near the landfill surface using a handheld

LandTec GEM 5000 series gas meter capable of recording measurements of methane and hydrogen

sulfide. In addition to methane and hydrogen sulfide, volatile organic vapors will be recorded using

a PID. Initially, the LandTec GEM and PID will be used to record near surface vapor measurements

at each of the boring locations described in the section above. The readings will be collected in

gridded transects with a maximum spacing of 100 feet.

Background vapor readings will be recorded upwind of, and in close proximity to the buried material

boundary. Barometric pressure will be recorded hourly for the duration of the vapor screening survey.

Surface vapor survey activities will not be conducted during rain events or on exceedingly windy

days. If any compounds are detected or if the survey is conducted during periods of rising barometric

pressure, a second confirmation survey will be conducted on a later day. Note – if a confirmation

survey is necessary additional costs will be incurred on a time and materials basis.

Each reading location will be assigned a unique sample identification label and wooden stakes will

be installed at each location with detectable concentrations of methane, hydrogen sulfide, and/or

volatile organic vapors. H&H will collect coordinate data at each survey screening location using a

handheld Trimble Geo Explorer 6000 series GPS unit capable of recording in decimal degrees to the

seventh order.

H&H has budgeted for one person to be onsite for 5 ten-hour days to complete this task. If it’s

determined additional time will be necessary, H&H will contact the City to discuss the need for

additional time and get approval prior to continuing the work.

Task 5 – Investigative Derived Waste

As mentioned above, H&H field personnel will screen soils for staining, odors, and volatile organic

vapors at each boring location. Soils demonstrating obvious evidence of impacts will be containerized

for proper off-site disposal. Soils that appear to be free of impact will be used to backfill borings

where no obvious evidence of impact is observed. H&H assumes six 55-gallon drums of soil will

require offsite disposal as non-hazardous waste and included the subcontractor per unit costs for

drums to estimate charges for containerizing IDW. We further assume the previous analytical data

will suffice for development of the disposal profile and the IDW will be transported to A&D in

Archdale, NC where it will be bulk loaded and transported to Republic Services Landfill in Uwharrie

County, NC for proper off-site disposal. –If additional drums of IDW are generated additional charges

will be incurred. H&H will attempt to coordinate waste transport and disposal

AgendaAgendaAgenda

Mr. Brent Detwiler

March 17, 2016

Page 5

S:\AAA-Master Proposals & SOQs\2015 Proposals\15-428A_Waste Disposal Delineation_Mud Creek Dump - rev 2.docx

activities (if needed) to occur during the surface vapor survey to avoid additional mobilization costs.

Note – if chemical analyses of soil samples are required for waste characterization additional costs

will be incurred.

Task 6 – Project Management

H&H will perform management activities throughout the project including budget tracking,

subcontractor coordination/scheduling, and interaction with City and DEQ regarding the project.

Task 7- Data Evaluation and Report Preparation

Upon completion of the activities outlined above, H&H will prepare a report with a discussion

documenting our evaluation of data collected for each task including supporting tables and figures.

The report will consist of the following:



x Detailed description of methodologies and results including:

o Summary of the overall scope of work including any deviations from this proposed

scope of work

o Summary of the waste disposal delineation assessment activities

o Summary of surface vapor survey activities

x Tabular summaries of results will include:

o Tables providing GPS waypoints, survey information, and field screening results

x Supporting figures with bar scales, north arrows, and legends will include the following:

o Most currently available USGS topographic map depicting contours within 1,000 feet

of waste disposal boundary. Topographic contours will be depicted on all of the

following supporting maps.

o A Site and Surrounding Area Map indicating the locations of property boundaries, the

interpreted horizontal extent of waste disposal based on geophysical data, horizontal

extent of waste disposal based on soil borings, site structures and buildings, and all

additional information pertinent to future assessment activities.

o Soil boring location maps including screening results

o Surface vapor survey point location maps including screening results

x The following raw data will be attached to the report as Appendices:

o Photographic log of the site and activities conducted at the site including any

significant clearing or land disturbance

AgendaAgendaAgenda

Mr. Brent Detwiler

March 17, 2016

Page 6

S:\AAA-Master Proposals & SOQs\2015 Proposals\15-428A_Waste Disposal Delineation_Mud Creek Dump - rev 2.docx

o Field notes documenting field activities

o Instrument calibration information

o Soil boring logs

2.0 Staffing and Schedule

Note: Technician level personnel, CAD, and administrative level personnel not included in the above table.

H&H plans to begin coordination of field work within 10 working days of the approval of this work

plan/cost proposal. The onset of field work will ultimately be contingent upon subcontractor

availability and weather conditions at the site. Due to the low lying nature of portions of the subject

site, H&H will attempt to coordinate and schedule field activities to occur during dryer conditions.

H&H estimates that the field investigation activities outlined above can be completed in

approximately 15 days including mobilization and demobilization. It is anticipated a final report can

be submitted to the City approximately four weeks after completion of field activities. Invoices for

work performed under this Task Order will be issued monthly to the City.

3.0 Estimated Costs

H&H proposes to conduct the waste disposal delineation and surface vapor survey activities on a time

and materials basis using the Unit’s approved fee schedule for the estimated costs summarized on the

attached Table 1. Additionally, subcontractor proposals are included as Attachments.

STAFFING

Level

Personnel

Senior Project Manager Leo Moretz, PG

Project Geologist Ralph McGee, PG

Staff Scientist To be determined based on availability

AgendaAgendaAgenda

Mr. Brent Detwiler

March 17, 2016

Page 7

S:\AAA-Master Proposals & SOQs\2015 Proposals\15-428A_Waste Disposal Delineation_Mud Creek Dump - rev 2.docx

Thank you for the opportunity to provide this proposal and we look forward to working with you

and the City on this very important project. Should you have any questions or need additional

information, please do not hesitate to call us at (704) 586-0007.

Very truly yours,

Hart & Hickman, PC

Leonard C. Moretz, PG, RSM Ralph McGee, PG

Senior Consultant Project Geologist

Attachments

AgendaAgendaAgenda

Mr. Brent Detwiler

March 17, 2016

Page 8

S:\AAA-Master Proposals & SOQs\2015 Proposals\15-428A_Waste Disposal Delineation_Mud Creek Dump - rev 2.docx

AUTHORIZATION

The scope of work and costs presented in H&H’s Proposal No. 15-428A and the terms and conditions

of the previously signed Professional Services Agreement are acceptable. H&H is authorized to

proceed with the scope of work.

By:

Date:

For: __________________________________________

__________________________________________

AgendaAgendaAgenda

Task 1: Work Plan and Cost Estimate Preparation

Unit Rate Man-Hours Cost Total Labor

Principal Professional $140.00 1 $140.00

Senior Professional $116.00 4 $464.00

Project Professional $100.00 6 $600.00

Staff Professional $85.00 4 $340.00

Task Subtotal $1,544.00

Task 2: Health and Safet

Plan Unit Rate Man-Hours Cost Total Labor

Project Professional $100.00 $0.00

Staff Professional $85.00 $0.00

Task Subtotal H&H Policy

Task 3: Waste Boundar

Delineation

Project Professional (assumes 1 site visit to kick-off field activities) $100.00 22 $2,200.00

Staff Professional (assumes ten 10-hour field days plus field prep activities) $85.00 104 $8,840.00

Drilling Subcontractor (assumes 10 field days; includes mud mats, etc) $21,900.00 1 $21,900.00

Mini-RAE PID (weekly) $350.00 2 $700.00

LandTec GEM 5000 gas meter (weekly) $475.00 2 $950.00

Trimble GeoEx GPS (weekly) $150.00 2 $300.00

Vehicle Mileage (3 round trips from Charlotte office plus 10 miles/day in Hendersonville) $0.555 765 $424.58

Per Diem $130.00 10 $1,300.00

Field Expendables $30.00 10 $300.00

Task Subtotal $36,914.58

Task 4: Surface Vapor Surve

Project Professional $100.00 8 $800.00

Staff Professional

(

Assumes five 10-hour field da

s plus field prep activities

)

$85.00 54 $4,590.00

Mini-RAE PID

(

weekl

$350.00 1 $350.00

LandTec GEM 5000

as meter

(

weekl

$475.00 1 $475.00

Trimble GeoEx GPS

(

weekl

$150.00 1 $150.00

Vehicle Milea

(

1 round trip from Charlotte office plus 10 miles/da

in Hendersonville

)

$0.555 255 $141.53

Per Diem $130.00 5 $650.00

Field Expendables $30.00 5 $150.00

Task Subtotal $7,306.53

Task 5: Investi

ative Derived Waste

Technician (if additional mobilization for waste pick-up is needed) $70.000 6 $420.00

55-gallon Steel Drum (drilling contractor cost) $50.00 6 $300.00

Waste disposal contractor mobilization $485.00 1 $485.00

Disposal costs (per one 55-gallon drum of soil) $65.00 6 $390.00

Vehicle Mileage (1 round trip from Charlotte office) $0.555 205 $113.78

Task Subtotal $1,708.78

Task 6: Pro

ect Mana

ement

Principal $140.00 1 $140.00

Senior Professional $116.00 6 $696.00

Project Professional $100.00 12 $1,200.00

Task Subtotal $2,036.00

Task 7: Data Evaluation and Report Preparation

Senior Professional $116.00 10 $1,160.00

Project Professional $100.00 24 $2,400.00

Staff Professional $85.00 16 $1,360.00

Administrative $49.00 4 $196.00

AutoCAD Drafter $65.00 10 $650.00

Task Subtotal $5,766.00

$55,275.89Waste Boundary Delineation and Surface Vapor Survey TOTAL

Table 1

Waste Boundary Delineation and Surface Vapor Surve

City of Hendersonville - Mud Creek Dump (NONCD0000798)

Hendersonville, North Carolina

H&H Project No. HVL-00

AgendaAgendaAgenda

Hart & Hickman, P.C.

2923 South Tryon Street

Charlotte, NC 28203

Phone: (704) 586-0007 / Fax:

Email: jalbano@harthickman.com

RE: Mud Creek Dump

Hendersonville, NC

ATTN: Ralph McGee, PG FROM: Pete Byer (pbyer@saedacco.com)

Project Date: 9/23/2015

Last Revised Date: 11/6/2015

Job Number:

Scope of Work : DPT rig with auger capability to advance approximately 80 soil borings to an average depth of

20 ft. bls. Collect soil samples or log soil cuttings from augers to find the limits of buried waste. No

Teflon DPT liners will be used. Clearing with chainsaw will be required to get through wooded areas and mud

mats will be needed for low lying wet areas.

TRAVEL:

Mobilization, each 1 $450.00 $450.00

Per Diem - 2-Man Crew 10 $170.00 $1,700.00

SOIL BORINGS / WELLS:

1" PVC Temporary Well Materials, per ft. 0 $5.00 $0.00

DECONTAMINATION:

Decontamination, lump sum 1 $200.00 $200.00

Steam Cleaner, per day 15 $75.00 Included

GEOPROBE SERVICES:

DPT Track Rig w/Augers & 2-Man Crew, per 10 hr. day 10 $1,700.00 $17,000.00

Hourly Charge After 10 hrs. 0 $175.00 $0.00

Grout/Abandon DPT/Auger Borings, per ft 1600 $1.00 Included

OTHER:

55-Gallon Drums / Containment Labor, per drum 6 $50.00 $300.00

Skid-Steer Loader, per day 10 $225.00 $2,250.00

Chainsaw, per day 10 $50.00 Included

Mud Mats - 8, per day 10 $100.00 Included

Total Estimated Cost: $21,900.00

Time Estimate - 10 Days

SAEDACCO is not liable for any damage to any underground property or utilities as long as the drilling is done at the location indicated by Client field

representative and SAEDACCO has not been contracted to locate underground utilities and/or structures.

Monthly Invoices are due and payable on receipt in U.S. dollars. Invoices not paid within 30 days of date of invoice are subject to an interest charge of

one and one-half percent (1.5%) on the outstanding balance for each month or portion thereof beyond the thirty day period.

AgendaAgendaAgenda



PRICEESTIMATE



CLIENT:Hart&HickmanͲCharlotte,NC

PROJECTMANAGER:RalphMcGee

PROJECTNAME:MudCreekDumpͲHendersonville,NC

DATE:9Ͳ24Ͳ15



WORKDESCRIPTION   AMOUNT QTY TOTAL 

PROJECTDESCRIPTION:58boringswithsolidflightaugersto30feet,handclearto5feet,clearing

treesandusingmatsifrequiredtogetintowetareas



GEOPROBE:

DailyRateͲincludingmob/demob,all

labor,abandonment,steamcleaning,

cleanup$1500.00/day 10 $15,000.00



STEAMCLEANING:

EquipmentCharge  $75.00/day 2 $150.00



MOBILIZATION:

PerDiem(3mancrew)

 $290.00/day 10 $2,900.00



OTHER:

WaterTank$50.00/day 2 $100.00

ClearingCrew$90.00/hr 20 $1,800.00

55gallondrums$50.00/each(ifrequired)

Matrental(4’x16’x8”)  $200.00/each(ifrequired)

MatTrucking(inandout) $750.00/load(ifrequired)

TrackHoe(m

ovemats)  $1200.00/day(ifrequired)

__________

TOTALCOSTESTIMATE  $19,950.00







AgendaAgendaAgenda

Estimate

Date

11/3/2015

Estimate #

629

Client Information:

Hart & Hickman

2923 South Tryon Street

Suite 100

Charlotte, NC 28203

City of Hendersonville

Mud Creek Dump

Hendersonville, NC

Carolina Soil Investigations, LLC

132 Gurney Road

Olin, NC 28660

Contact Name:

Ralph McGee

Office: (704) 539-5279

www.carolinasoilinvestigations.com

Total:

Project Location:

DescriptionQty Rate Total:

daily rate charge(s) for Geoprobe: including 2 men10

1,500.00

15,000.00

day(s) per diem for [2] men8

170.00

1,360.00

mobilization1

350.00

daily charges for decon10

75.00

750.00

daily rental charges for skid steere / chain saw / mud mats10

500.00

5,000.00

NOTE:

if needed......55 gal. drums will be charged at $50.00 each

$22,460.00

AgendaAgendaAgenda

CITY OF HENDERSONVILLE

AGENDA ITEM SUMMARY

Submitted By: Department:

Date Submitted: Presenter:

Date of Council Meeting to consider this item:

Nature of Item:

Summary of Information/Request: Item #

Budget Impact: $_________________ Is this expenditure approved in the current fiscal year

budget? If no, describe how it will be funded.

Suggested Motion: To disapprove any item, you may allow it to fail for lack of a motion.

Attachments:

John Connet

Administration

4/21/2016

5/5/16

John Connet

Presentation Only

As part of our Service Excellence Program, we are recognizing employees each quarter who have provided excellent customer

service. For the January through March quarter, 45 MVP submissions were submitted. The Service Excellence Design Team selected

those listed below as the quarterly winners. The quarterly nominees will have the opportunity to be selected as the Service

Excellence Employee of the year.

Quarterly Nominees:

Joshua Hoard- Public Works

Kirk Miller - Water & Sewer

Brandon McGaha - Police

Boyce Hamlin and Cameron Womack - Fire

N/A

None

AgendaAgendaAgenda

CITY OF HENDERSONVILLE

AGENDA ITEM SUMMARY

Submitted By: Department:

Date Submitted: Presenter:

Date of Council Meeting to consider this item:

Nature of Item:

Summary of Information/Request: Item #

Budget Impact: $____________________ Is this expenditure approved in the current fiscal year

budget? If no, describe how it will be funded.

Suggested Motion: To disapprove any item, you may allow it to fail for lack of a motion.

Attachments:

Susan G. Frady

Development Asst Dept

4/21/16

Cheryl Jones, HPC Chair

5/5/16

Presentation Only

In 2010, the Historic Preservation Commission's Community Affairs Committee put together an awards program to

recognize projects that exemplify preservation of historic buildings, resources and individual efforts. These awards are to

recognize property owners, organizations, businesses and agencies whose contributions demonstrate outstanding

commitment to excellence in historic preservation, local history or promotion of the City's heritage. Upon being chosen,

the recipients are recognized by City Council and the local press and will receive $100. each.

In 2016, two applications were received for Preservation Awards. The Historic Preservation Commission reviewed these

applications at their April 21st meeting and voted unanimously to give the following awards:

Residential - Ralph & Margaret Hammond-Green, 1232 Hyman Avenue

Commercial - Mark Ray & Nancy Pew, 620 N. Main Street.

Cheryl Jones, Chair of the Hendersonville Preservation Commission will be at the meeting to present the awards with

Mayor Volk.

200.00

Yes

AgendaAgendaAgenda

CITY OF HENDERSONVILLE

AGENDA ITEM SUMMARY

Submitted By: Department:

Date Submitted: Presenter:

Date of Council Meeting to consider this item:

Nature of Item:

Summary of Information/Request: Item #

Budget Impact: $____________________ Is this expenditure approved in the current fiscal year

budget? If no, describe how it will be funded.

Suggested Motion: To disapprove any item, you may allow it to fail for lack of a motion.

Attachments:

Tammie Drake

dmin

04.27.16

Tammie Drake, David Hairabedian

05.05.16

Council Action

The City has received a request for a Certificate of Public Convenience and Necessity from Mr. David Hairabedian to

operate a taxicab service in the City. Chapter 54 of the Code of Ordinances requires a public hearing and after the

hearing, determine whether public convenience and necessity require the operation of a taxicab, the following

considerations shall be controlling:

(1) Whether the demand for public convenience and necessity requires such additional taxicab service within the city;

(2) The adequacy of existing mass transportation and taxicab service;

(3) The financial responsibility and experience of the applicant for such certificate;

(4) The ability of the applicant to earn a fair return of the capital invested;

(5) The effect which such additional taxicab service may have upon traffic congestion and parking;

(6) Whether the additional taxicab service will result in a greater hazard to the public, and whether the safe use of the

streets by the public, both vehicular and pedestrian, will be preserved; and

(7) Such other relevant facts as may be deemed advisable and necessary.

Other requirements include insurance amounts as set by State Law, inspection of the vehicles by the Police Department,

a terminal or stand, and subject to the fares prescribed by the City:

(1) For the initiation charge 3.00, (2) For each succeeding one-tenth mile or fraction thereof, after initiation .30, (3) For

each minute of waiting time, or fraction thereof .60, (4) For each bag of groceries .25 (optional), (5) For each bag of

luggage, of any kind whatsoever .50.

Mr. Hairabedian will attend to present his request to the Council.

N/A

I move Council to approve the request of Mr. David Hairabedian for a Certificate of Public Convenience and Necessity to

operate a taxicab business known as A-American Cab Company in the City.

Letter of request

AgendaAgendaAgenda

CITY OF HENDERSONVILLE

AGENDA ITEM SUMMARY

Submitted By: Department:

Date Submitted: Presenter:

Date of Council Meeting to consider this item:

Nature of Item:

Summary of Information/Request: Item #

Budget Impact: $_________________ Is this expenditure approved in the current fiscal year

budget? If no, describe how it will be funded.

Suggested Motion: To disapprove any item, you may allow it to fail for lack of a motion.

Attachments:

Lee Smith

Water/Sewer

April 21, 2016

Lee Smith

May 5, 2016

Council Action

We are in receipt of a letter (attached) from Mr. Don Daines, Director of Residential Development for the Housing

Assistance Corporation, requesting that the City consider waiving water and sewer system development charges for an

additional 12-multi-family units, known as Oklawaha Village, to be located off of N. Main St. This request and associated

recommendations are in accordance with the City’s SYSTEM DEVELOPMENT CHARGE WAIVER POLICY, Section II –

General Policy revised and adopted by City Council on Thursday, June 3, 2010.

Please let us know if you have any questions or require additional information regarding this request and associated

recommendation.

Staff respectfully recommends the waiver of all water and sewer system development charges associated with this

proposed project in the amount of $1,430 for the 5/8” x ¾” residential water service and $1,280 for each associated sewer

service. If so approved, this waiver would be equivalent to a fee reduction in the amount of $17,160 for water and

$15,360 for sewer for a total of $32,520.

Yes

N/A

I move to authorize the utilities director to waive the water and sewer system development charges associated with the

Housing Assistance Corporation’s proposed additional 12-multi-family units, referred to as Oklawaha Village, to be located

off of N. Main Street in the amount of $1,430 for each water service and $1,280 for each sewer service, in accordance

with the SYSTEM DEVELOPMENT CHARGE WAIVER POLICY resulting a waiver of system development charges in the

amount of $32,520.

Housing Assistance Corporation's Letter Requesting additional SDC Waivers

AgendaAgendaAgenda

CITY OF HENDERSONVILLE

AGENDA ITEM SUMMARY

Submitted By: Department:

Date Submitted: Presenter:

Date of Council Meeting to consider this item:

Nature of Item:

Summary of Information/Request: Item #

Budget Impact: $_________________ Is this expenditure approved in the current fiscal year

budget? If no, describe how it will be funded.

Suggested Motion: To disapprove any item, you may allow it to fail for lack of a motion.

Attachments:

Lee Smith

Water/Sewer

April 27, 2016

Lee Smith

May 5, 2016

Council Action

We are in receipt of a letter (attached) from Mr. Hollis Fitch, principal with Flatiron Partners LLC, requesting that the City

consider waiving water and sewer system development charges for an additional 80-multi-family units, known as

Lakewood Terrace, to be located off of Lakewood Road. This request and associated recommendations are in

accordance with the City’s SYSTEM DEVELOPMENT CHARGE WAIVER POLICY, Section II – General Policy revised

and adopted by City Council on Thursday, June 3, 2010.

Staff has reviewed this request and feels that since this request is being made by a for profit organization, but that it is a

monitored tax-credit project intended to satisfy the growing needs in Hendersonville for workforce affordable housing, that

75% of the system development charge should be waived. Based on these facts, staff respectfully recommends a 75%

waiver of all water and sewer system development charges associated with this proposed project in the amount of

$357.50 ($1,430 x 25%) for the 5/8” x ¾” residential water service and $320 ($1,280 x 25%) for each associated sewer

service. If so approved, this partial waiver would be equivalent to a fee reduction in the amount of $85,800 for water and

$76,800 for sewer for a total of $162,600. This means that Flatiron Partners LLC would then only pay $28,600 for water

system development charges and $25,600 for sewer system development charges for a total of $54,200.

Please let us know if you have any questions or require additional information regarding this request and associated

recommendation.

Yes

N/A

I move to authorize the utilities director to waive 75% of the water and sewer system development charges associated

with the Flatiron Partner’s proposed 80-multi-family units, referred to as Lakewood Terrace, to be located off of Lakewood

Road in the amount of $357.50 for each water service and $320 for each sewer service, in accordance with the SYSTEM

DEVELOPMENT CHARGE WAIVER POLICY, resulting a waiver of system development charges in the amount of

$162,600 and a total payment due in the amount of $54,200.

Flatiron Partner's Letter Requesting SDC Waivers

AgendaAgendaAgenda

CITY OF HENDERSONVILLE

AGENDA ITEM SUMMARY

Submitted By: Department:

Date Submitted: Presenter:

Date of Council Meeting to consider this item:

Nature of Item:

Summary of Information/Request: Item #

Budget Impact: $_________________ Is this expenditure approved in the current fiscal year

budget? If no, describe how it will be funded.

Suggested Motion: To disapprove any item, you may allow it to fail for lack of a motion.

Attachments:

Lee Smith

Water/Sewer

April 25, 2016

Lee Smith

May 5, 2016

Council Action

We are in receipt of a letter (attached) from Mr. Hollis Fitch, principal with Flatiron Partners LLC, requesting that the City

consider waiving water and sewer system development charges for an additional 80-multi-family units, known as Cedar

Terrace, to be located off of Lakewood Road. This request and associated recommendations are in accordance with the

City’s SYSTEM DEVELOPMENT CHARGE WAIVER POLICY, Section II – General Policy revised and adopted by City

Council on Thursday, June 3, 2010.