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A G E N D A
CITY OF HENDERSONVILLE CITY COUNCIL – REGULAR MEETING
A
PRIL 4, 2019 – 5:45 P.M.
Council Chambers - City Hall
1. Call to Order
2. Invocation
3. Pledge of Allegiance: Led by Samantha Johnson, Recipient of Mayor’s Civic Achievement
Award
4. Public Comment Time:
Up to 15 minutes is reserved for comments from the public for items not
listed on the agenda
5. Consideration of Agenda
6. Consideration of Consent Agenda:
These items are considered routine, noncontroversial in
nature and are considered and approved by a single motion and vote.
A.
C
onsideration of Min
ute
s:
i.
February 22
, 2019 Special Meeting
ii.
March 7, 2019 Regular Meeting
iii. March 14, 2019 Special Meeting
B. Consideration of Budget Amendments
C. Consideration of a Resolution Accepting the Dedication of Certain Real Property Interests
to the City of Hendersonville
D. Consideration of a Lease Agreement for a Plotter/Scanner for the Fire Department
E. Consideration of a Request for the Extension of Water Service to Sycamore Cottages, Phase
2
F. Consideration of Special Event Permits for:
i. 2019 Block Party on Main
ii. Carolina Mountain Car Club
iii. 7th Avenue Open Streets
G. Consideration of the Water Shortage Response Plan
2
H. Consideration of a Letter of Support for Sidewalks on Grove Street
7. Recognitions/Presentations:
A. Proclamation for Week of the Young Ch
ild
B.
Proclamation for Parkinson’s Awareness Month
8.
Public Hearing – Consideration of an Order to Permanently Close Lily Drive and an Unopened
portion of W. Barnwell Street
Presenter: Development Assistance Director Susan Frady
9.
Presentation from Laurelwood Condo Association
Presenter: Barb Boatman, President
10.
Consideration of Street Condition Su
rvey
Presenter: Public Works Director Tom Wooten
11. Consideration of an Interlocal Agreement with Henderson County for the Joint Collection
of
Pr
operty Taxes
Presenter: Assistant Manager Brian Pahle
12.
Consideration of NC Parks and Recreation Trust Fund Grant Application for Clear Cr
eek
Greenway Extension
Presenter: City Engineer Brent Detwiler
13
. Consideration of Acceptance of Bid and Award of the Waste
water Treatment Plant
Improvements – Filter Replacement Project
Presenter: City Engineer Brent Detwiler
14. Reports/Comments by Mayor and City Council
Members
15
. Staff Reports
A.
Report on Contingenc
ies
B.
January 2020 Regular Meeting – Change in Schedule
16. Appointments to Boards/Commissions
Presenter: City Clerk Tammie Drake
17.
New Business
18. Closed Session
19. 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:
Attachments:
Adam Murr
A
dmin
03/27/2019
John Connet
04/04/2019
Council Action
06b
Budget Amendment Summary:
1. Fund 10 | Increase | $2,821 | Insurance Proceeds
2. Fund 10 | Decrease | $150,000 | Whitmire Project Delay
N/A
Described Above
I move City Council to approve the budget amendment(s) as proposed.
Budget amendment(s) below
Agenda
Agenda
Agenda
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:
Attachments:
Sam Fritschner
Legal
26 March 2019
Sam Fritschner
4 April 2019
Council Action
06c
Attached are the resolution and deeds for this month's dedications proposed for acceptance by the City Council.
0
N/A
I move the City Council to adopt the resolution accepting dedications of property interests to the City.
Proposed resolution and copies of respective recorded documents
Agenda
RESOLUTION # __________
A RESOLUTION ACCEPTING THE DEDICATION OF CERTAIN REAL PROPERTY
INTERESTS TO THE CITY OF HENDERSONVILLE
WHEREAS the City Council is advised that in order for a dedication to the City of an interest in
real property, to be completed, requires not only the initial dedication but also the acceptance
in some form by the City of the dedication; and
WHEREAS the City Council has determined that it is desirable for the City to accept
dedications formally and in a manner that can easily be discovered; and
WHEREAS the City Council believes that the most formal and easily discovered method of
accepting real property dedications is by City Council resolution, where the property interest
has not been accepted by a document executed by an authorized City representative; and
WHEREAS the City Council is informed that the real property interests listed below have been
dedicated to the City but not yet accepted in writing;
NOW, THEREFORE, BE IT THEREFORE RESOLVED that the City Council does hereby
accept the dedication of the following identified real property interests effective as of the
moment of adoption of this resolution:
Dedicated by Date of recording Property interest and short
description
Henderson Counting
Adopted this 4 day of April 2019. 2/9/2019 Sewer Easement
Ashemore Ave. & Asheville Hwy.
_______________________________________________
Barbara Volk
Mayor, City of Hendersonville
ATTEST:
____________________________________
Tammie K. Drake, MMC
City Clerk
Agenda
Agenda
Agenda
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:
Attachments:
Joseph Vindigni, Fire Chief
Fire
March 14, 2019
Joseph Vindigni, Fire Chief
April 4, 2019
Council Action
05d
Approval of Lease with RJ Young for Fire Department Plotter/Scanner:
This plotter/scanner would be utilized by the fire department's life safety division for plans review, mapping and other
Inspections and GIS related activities. We are asking for Council approval to allow the City Manager to execute a
48-month lease agreement, and would be happy to answer any questions.
207/month
Yes
I move City Council's approval of the HP plotter/scanner lease agreement with RJ Young as described and authorize the
City Manager to execute the 48-month lease agreement.
RJ Young lease agreement
Agenda
1 of 2
Page
MICR Toner
Yes No
Color Copy
Attach Exemption Certificate
Tax Exempt Yes No
Yes No
RJ Young Company - Nashville
P.O. Box 40623 Nashville, TN 37204
Order # G72500
(615)255-8551
(800)347-1955
Cost Per Co
py
A
g
reement
Customer Purchase Order
Billing Location Install Location
Full Customer Name – Include Inc.
Cor
.
LLC etc. Customer Name
City of Hendersonvile Fire Department City of Hendersonvile Fire Department
De
p
artment Count
y
Henderson
Street Address
632 Sugarloaf Rd.
Street Address
632 Sugarloaf Rd.
Cit
y
Cit
y
Hendersonville Hendersonville
State State
NC
NC
Zi
p
+4
Zi
p
+4
28792 28792
Contact Name Phone # Fax # Meter Contact Phone # Fax #
Email Email
Joseph Vindigni Joseph Vindigni
828-697-3024
828-697-3024
jvindigni@hvlnc.gov jvindigni@hvlnc.gov
Total From Add'l
Equipment List
Sales Tax
Total
Trade-In/Buyout (Items to be picked up)
Agreement Includes
Master Unit
Color Su
pp
lies
Drum/Photo Conductor
Ima
g
in
g
Units
Parts/Labor
Toner/Dis
p
ersant
Develo
p
er
Other
Yes No
Yes No
Yes No
Yes No
Yes No
Yes No
Y
es
N
o
N
e
w E
qu
i
p
m
e
ntN
e
w A
ccou
nt
Up
g
rade
A
dditional Unit
MAM
Remanufactured
E
q
ui
p
ment
Used
Agreement contingent on approval of the City Council and City Manager on April 4, 2019. If approval is not granted this order will be cancelled.
Included in the monthly payment is extended warranty service on parts and labor. Consumables (ink, print heads, and maintenance kits) not included.
Remarks:
Henderson
Monthl
y
Minimum Overa
g
e Rate
p
er Monthl
y
Minimum Overa
g
e Rate
p
er
Number of B&W Copies B&W Copy Number of Color Copies
Monthl
y
Minimum Overa
g
e Rate per Monthl
y
Minimum Overa
g
e Rate per
Number of Square Feet Square Foot Number of Linear Feet Linear Foot
Monthl
y
Minimum Overa
g
e Rate per Monthl
y
Minimum Overa
g
e Rate per
Number of B&W Prints B&W Print Number of Color Prints Color Print
1
)
The e
q
ui
p
ment s
p
ecified above will be
p
rovided at the followin
g
rates:
Sales Rep #
CHSA41
Monthl
y
Minimum Overa
g
e Rate per Monthl
y
Minimum Overa
g
e Rate per
Number of Misc Misc Number of Misc 2 Misc 2
Qty. Manufacturer Equip. ID Model Serial Number Unit Price Amount
1
HP
T2530 PS MFP
Total This Page
Security Deposit Total Minimum Payment
$207.00
Minimum Billing Frequency
Monthly
Overage Billing Frequency
Quarterly
Commencement Date
48
Term
Date:
Additional terms and conditions on page 2.
Signature:
Print Name:
Title:
Sales Rep:
Sales Manager:
Date:
Date:
Agenda
COST PER COPY AGREEMENT TERMS AND CONDITIONS
This is a non-cancelable agreement
2. RENTAL AGREEMENT. You agree to rent the equipment described in this Cost per Copy
agreement (collectively “Equipment”). This Agreement will begin on the commencement date
listed in the Cost Per Copy Agreement (CPC). You agree to pay us any required Security
Deposit when you sign this Agreement. Your CPC Payment consists of the Periodic Equipment
Payment and the Periodic Supply Maintenance Payment. The Excess Charge Per Copy is the
variable charge for maintenance services and supplies (as set forth in this Agreement) for
copies in excess of Minimum Copy Requirement for the applicable period. Unless otherwise set
forth in this Agreement, each CPC payment is due and payable monthly. The Minimum Monthly
Payment is due whether or not you receive an invoice from us. Excess Charge Per Copy
amounts are payable as invoiced by us following the end of each Billing Period. If in any period
you make fewer copies than the Periodic Copy Requirement, you cannot carry over that amount
to any other period. We have the right to increase, without written notice, the Periodic Supply
Maintenance Payment and the Excess Charge per Copy on an annual basis. You will provide us
with accurate meter readings for each item of Equipment when and by such means as we
request. YOU AGREE THAT WE MAY ESTIMATE THE NUMBER OF COPIES PRODUCED IF
A METER READING IS NOT RECEIVED BY US WITHIN 5 DAYS OF THE DATE WE
SPECIFY. IF AN ACTUAL METER READING IS RECEIVED WITHIN 90 DAYS OF THE
BILLING DATE FOR THE EXCESS COPIES, AN ADJUSTMENT WILL BE MADE.
NOTHWITHSTANDING ANY ADJUSTMENT, YOU WILL NEVER PAY LESS THAN THE
PERIODIC CPC PAYMENT. Single copy charges apply up to 8.5" x 14". For efficient and
electronic meter reading, RJY utilizes specialized software that reports current meter readings
on all print devices connected to your Network. Customer agrees that meters may be accessed
and reported in this manner. Should the number of scans exceed the total of all prints and
copies, we reserve the right to invoice these excess scans at $.0025 per scan. You will make all
payments required under this Agreement to us at the address we may specify in writing. Unless
a proper exemption certificate is provided applicable sales and use taxes will be added to the
Payment. If any Payment is not paid when due, you will pay us a late charge of up to 15% of the
amount of the payment or $15.00 whichever is greater (or such lesser rate as is the maximum
rate allowed under applicable law). You also agree to pay $35.00 for each returned check.
Restrictive endorsements or additional terms on checks you send to us will not reduce your
obligations to us.
4. TITLE; RECORDING. We are the owner of and will hold title to the Equipment. You will keep
the Equipment free of all liens and encumbrances.
5. USE. You shall use the Equipment in a careful and proper manner in conformance with
manufacturer’s specifications and all laws, ordinances and regulations in any way relating to the
possession or use of the Equipment. Customer represents that these products are NOT acquired
for personal, family, or household purposes.
6. INDEMNIFICATION. You are responsible for any loses, damages, penalties, claims, suits and
actions (collectively “Claims”), whether based on a theory of strict liability or otherwise caused by
or related to the installation, ownership, maintenance, use, rental, possession, or delivery of the
Equipment. You agree to reimburse us for and, if we request, to defend us against any Claims.
7. ASSIGNMENT. You agree not to sell, assign, transfer or sublease the equipment or your
interest in this Agreement. We may, without notifying you, sell, assign, or transfer this Agreement
and our rights to the Equipment. The rights of the assignee will not be subject to any claim,
defense or set-off that you may have against us.
8. LOSS OR DAMAGE. You are responsible for any loss, theft, destruction of, or damage to, the
Equipment (collectively “Loss”) from any cause at all, whether or not insured, until it is delivered
to us at the end of this Agreement. You are required to make all CPC payments even if there is
a Loss. You must notify us in writing immediately of any Loss. Then, at our option, you will either
(a) repair the Equipment so that it is in good condition and working order, eligible for any
manufacturer’s certification, or (b) pay us the amount equal to the net present value of all unpaid
CPC Payments for the remainder of the term plus the present value of our anticipated residual
interest in the Equipment, each discounted at 5% per year, compounded annually, plus all other
amounts due or that may become due under this Agreement. If you have satisfied your
obligations under this Section 9, we will forward to you any insurance proceeds that we receive
for lost, damaged, or destroyed Equipment. If you are in default, we will apply any insurance
proceeds we receive to reduce your obligations under Section 16 of this Agreement.
G72500
Order #
9. TAXES AND FEES. You agree to show the Equipment as “Leased Property” on all personal
property tax returns. You will pay when due, either directly or to us upon our demand, all taxes,
fines and penalties relating to this Agreement or the Equipment that are now or in the future
assessed or levied by any state, local or government authority.
10. EQUIPMENT LOCATION; RETURN. You will keep and use the Equipment only at the
Equipment Location shown in this Agreement. You may not move the Equipment without our prior
written consent. You will provide adequate space and electrical services for the operation of the
Equipment. You will not make any alterations, additions or replacements to the Equipment without
our prior written consent. All alterations, additions or replacements will become part of the
Equipment and our property at no cost or expense to us. Upon the expiration or earlier
termination of this Agreement, you will deliver the Equipment to us, in good condition, full working
order and in complete repair, except ordinary wear and tear. We will pick up the Equipment
provided that the Equipment is in our servicing territory. If the Equipment is outside our servicing
territory, you will crate, insure, and ship the Equipment, in good working condition, to us by means
we designate, with all expenses to be prepaid by you. You will be responsible for any damage to
the Equipment during shipping.
11. RENEWAL. Unless you give us at least 30 days written notice before the end of the initial
term or any renewal term of this Agreement, this Agreement will automatically renew for an
additional one year renewal term. During such renewal term(s) the CPC Payment will remain the
same (subject to the annual adjustment provided in Section 2 above). We may cancel an
automatic renewal term by sending you written notice 10 days prior to such renewal term.
12. YOUR REPRESENTATIONS. You state for our benefit that as of the date of this Agreement;
(a) you have the lawful power and authority to enter into this Agreement; (b) the individuals
signing this Agreement have been duly authorized to do so on your behalf; (c) by entering into
this Agreement you will not violate any law or other agreement to which you are a party; (d) you
are not aware of anything that will have a material negative effect on your ability to satisfy your
obligations under this Agreement; and (e) all financial information you have provided us is true
and accurate and provides a good representation of your current financial condition.
13. YOUR PROMISES. In addition to the other provisions of this Agreement, you agree that
during the term of this Agreement (a) you will promptly notify us in writing if you move your
principal place of business, if you change the name of your business, or if there is a change in
your ownership; (b) you will provide to us such financial information as we may reasonably
request from time to time; and (c) you will take any action we reasonably request to protect our
rights in the Equipment and to meet your obligation under this Agreement.
14. DEFAULT. You will be in default under this Agreement if any of the following events occur: (a)
you fail to make any CPC payment or other sum when due; (b) you fail to comply with any other
term or condition of this Agreement or any other agreement between us, or fail to perform any
obligation imposed upon you relating to this Agreement or any such other agreement; (c) you
become insolvent, you dissolve or are dissolved, you assign your assets for the benefit of your
creditors, you sell, transfer or otherwise dispose of all or substantially all of your assets, or you
enter (voluntarily or involuntarily) into any bankruptcy or reorganization proceeding; (d) without
our prior written consent, you merge or consolidate with any other entity and you are not the
survivor of such merger of consolidation; (e) any guarantor of this Agreement dies, does not
perform its obligations under the guaranty, or becomes subject to one of the events listed in
clause (c) above.
15. REMEDIES. In the event you default under this Agreement, as defined above, we will have
the right to take ONE OR MORE of the following actions, in addition to any and all other remedies
that may be available to us under law:(a) cancel this Agreement without prior notice or warning to
you; (b) file a law suit against you to collect all past due amounts AND ALL AMOUNTS THAT
WILL BECOME DUE IN THE FUTURE DURING THE UNEXPIRED TERM, plus the “residual
value” of the Equipment as determined by us in our sole but reasonable judgment, plus all other
fees, charges or amount that are then due, plus all of our reasonable legal costs, including but not
limited to reasonable attorneys’ fees, reasonable overhead for employee time
spent
on preparing
for suit or attempting to collect payments and mitigate our damages; (c) repossess the Equipment
or apply to a court for an order allowing repossession. In this event, you agree that, after the
Equipment is repossessed, you will have no further rights in the Equipment, and you agree we
may resell, re-lease or otherwise remarket the Equipment without notice to you. You agree (and
you waive any rights that may provide to the contrary) that we will NOT be required to repossess,
resell, re-lease or otherwise remarket the Equipment at any time, and that our failure to do so will
not affect our other rights of collection and other rights under this Agreement or under law.
16. NOTICES. All of your written notices to us must be sent by certified mail or recognized
overnight delivery service, postage prepaid, to us at our address stated in this Agreement. All of
our notices to you may be sent first class mail, postage prepaid, to your address stated in this
Agreement. At any time after this Agreement is signed, you or we may change an address by
giving notice to the other of the change.
17. MISCELLANEOUS. This Agreement contains our entire agreement and supersedes any
conflicting provision of any equipment purchase order or any other agreement. Once this
agreement is signed by you, the agreement constitutes an OFFER to you, and will not be binding
until ACCEPTED by us, as evidenced by the signature of the Corporate Office. Any change in the
terms and conditions of this Agreement must be in writing and signed by one of our Officers. You
agree, however, that we are authorized, without notice to you, to supply missing information or
correct obvious errors in this Agreement. If a court finds any provision of this Agreement to be
unenforceable, the remaining terms of the Agreement shall remain in effect.
18. JURISDICTION. You and any Guarantor agree that this Agreement will be deemed fully
executed and performed in the State of Tennessee and will be governed by Tennessee law. YOU
AND ANY GUARANTOR EXPRESSLY AGREE TO: (A) BE SUBJECT TO THE PERSONAL
JURISDICTION OF THE STATE OF TENNESSEE; (B) ACCEPT VENUE IN ANY FEDERAL OR
STATE COURT IN TENNESSEE; AND (C) WAIVE ANY RIGHT TO A TRIAL BY JURY.
19. INTERPRETATION. As a convenience to you and to further expedite this transaction for you,
you agree that a photocopy, electronic image or facsimile of this Agreement which includes a
photocopy, electronic image or facsimile of the signatures of both parties shall be as valid,
authentic and legally binding as the original version for all purposes and shall be admissible in
court as final and conclusive evidence of this transaction and of the execution of this document.
2 of 2
3. CONNECTION TO COMPUTERS/NETWORKS. RJY offers complimentary installation of
manufacturer print drivers and software for any connectable equipment listed in this agreement.
Installation is performed by support personnel. Customer agrees to provide access and
information required to complete the requested installation. Customer will provide all necessary
network cabling required for installation. If RJY performs the Installation/Connection, the customer
agrees that RJY is responsible for only completing the installation and setup of the equipment
listed in this agreement. The initial installation and any additional basic configurations are covered
at no charge for the first 90 days under the condition that the customer has made no changes to
their network during that period. Installations requiring extensive configuration will be quoted
separately and performed upon request. After the initial 90 day period, any network connectivity
support requested by the customer will be billed at RJY’s then current charge rate for connectivity
support. RJY will not be held liable for any errors, property damage, loss of time or profit,
consequential or incidental damages of any kind arising as result of operating any software
provided with the purchase of a manufacturer’s product or downloaded from a manufacturer’s
website.
Page
20. Customer will be enrolled in the RJ Young online customer portal (ePASS). This online portal
allows authorized users designated by customer to order supplies, place service calls, pay
invoices, view bills and view account information online.
Agenda
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:
Rhonda Wiggins
Utilities
March 11, 2019
Lee Smith
April 4, 2019
Council Action
06e
Sycamore Cottages, Phase 2 (aka Old Hendersonville Road PRD - Phase 2)
This is a request to extend the City of Hendersonville water system to provide service to Phase 2, consisting of 77
residential units. This property is located on Old Hendersonville Road.
The proposed water system will consist of:
2,270LFofof6"DIP
This project is within the Zoning and Planning Jurisdiction of the Town of Fletcher and has received approval dated
February 11, 2019
Based on the above information, the Water and Sewer Department has the capacity to support this additional
infrastructure and associated connections and hereby recommends approval of said project contingent upon final approval
of construction plans and specifications by the Water and Sewer Department.
0
N/A
This project will be funded by the developer, Cane Creek Vistas, LLC
"I move to accept this Utility Extension Project and to authorize the City Manager to execute the associated Utility
Extension Agreement on behalf of the City."
vicinity map
Agenda
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
3-25-19
Susan Frady, Development Assistance Direc
4-4-19
Council Action
06fi
2019 Block Party on Main
This application from Darlene Das is for Main Street to be closed between Allen Street and Caswell Street from
6PM-10PM. This will be a music concert with the feature band as the "Swinging Medalions".
This concert will be the kickoff concert for the regular Music on Main series. This concert will bring not only the local
people to town, but will be entertainig many tourist that are in our area at this time of year.
The Downtown Advisory Committee recommended approval of this event.
The Special Events Committee voted unanimously to recommend approval of the special event permit. This approval does
not include the approval of fireworks.
0
N/A
I move Council's approval of the special event permit for the 2019 Block Party on Main.
Agenda
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:
Attachments:
Susan G. Fady
Development Asst Dept
3-25-19
Susan G. Frady, Development Asst Director
4-4-19
Council Action
06fii
The Special Events Committee met on March 21, 2018 and approved additional dates for the Carolina Mountain Car Club.
These events are held during the Friday Night Music on Main events. In past years the Corvette Club held part of the car
shows but they are no longer doing any shows so three additional dates were added for the Carolina Mountain Car Club.
The 2019 dates are: June 7, June 14, June 21 June 28, July 12, July 19, July 26, August 2, August 9, August 16 and
August 23.
There are no additional changes to this event.
N/A
I move that the City Council approve the 2019 dates for the Carolina Mountain Car Club Shows.
Agenda
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:
Attachments:
Susan G. Frady
Development Asst Dept
3/26/19
Susan G. Frady, Development Asst Director
4-4-19
Council Action
06fiii
The Special Events Committee met on March 21, 2019 to review the application from Strive Beyond sponsor of the 7th
Avenue Open Streets event to be held Sunday, May 19 from 2-5 PM.
This event is a multi-block street closure to motor vehicles for roughly 3 hours, during which the street is used to stroll, roll,
play games, host active exercises and performances (not staged) and build community. Attendees are encouraged to park
remotely and make the walk or bike ride to the event part of their experience. In addition to the street festival, a temporary
version of on-street bike/pedestrian infrastructure and 7th Avenue streetscape considerations will be demonstrated.
The proposal is to close 7th Avenue East from Grove Street to Ashe Street, Locust Street from 7th to Track Street, Track
Street from Locust to Maple and Maple from Track Street to to the Alley. Please see the attached map.
The Special Events Committee approved this application and the 7th Avenue Committee supports this application.
N/A
I move City Council to approve the special event permit for the 7th Avenue Open Streets event.
map
Agenda
Agenda
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:
Attachments:
Lee Smith
Utilities
3/27/19
Lee Smith and Seth Goad
4/4/19
Council Action
06g
Once every five years, as required by NCDEQ, we update our water shortage response plan (WSRP). We updated ours
last June 2018 and received approval by the State in October 2018. We are required now to have City Council adopt the
2018 WSRP in the form of a resolution which is included in the attachment.
The only major revisions made were to adjust the river flow percentiles to reflect more accurately conditions that we have
seen during drought conditions. No updates to the ordinance (Chapter 52, Article VI - Water Shortage Response and
Conservation) are required at this time. Please let us know if you have any questions.
N/A
N/A
I move to approve the City's 2018 Water Shortage Response Plan, as presented and recommended by staff.
Draft 2018 Water Shortage Response Plan including two tables and a resolution
Agenda
Hendersonville Water and Sewer
Water Shortage Response Plan
PWSID NO. 01-45-010
June 2018
The procedures herein are written to reduce potable water demand and supplement existing
drinking water supplies whenever they are in danger of being inadequate to meet customer
needs.
I. Authorization.
The City of Hendersonville’s (“City”) city manager is authorized to enact water shortage
response provisions whenever the trigger conditions outlined in Section V are met. In the city
manager’s absence, the utilities director will assume this role.
Mr. John Connet
City Manager
Phone: (828) 697-3000
Mr. Lee Smith
Utilities Director
Phone: (828) 233-3211
E-mail: jconnet@hvlnc.gov E-mail: lsmith@hvlnc.gov
II. Notification.
The following notification methods will be used to inform water system employees and
customers of a water shortage declaration: employee e-mail announcements, notices at city
buildings and facilities, notices in utility bills and on the City’s website homepage
(www.cityofhendersonville.org) (www.hendersonvillenc.gov) and through the use of
Regroup
,
whenever possible. Required water shortage response measures will be communicated
through the local and regional media, including but not limited to, the Hendersonville Times-
News (692.2319), Asheville Citizen-Times (251.0585), WLOS-TV (651.4618), WYFF-TV
(864.240.5305), WSPA-TV (864.587.5430), WHKP (696.9329), WGCR (883.9427), WTZQ
(697.1416). Communications will include public service announcements, press releases.
Declaration of emergency water restrictions or water rationing will be communicated to our
customers using one or a combination of several forms of media referenced above. The Town
of Laurel Park and the City of Saluda, both are wholesale purchasers of City water, will be
notified by telephone, fax and/or email to alert them of this declaration. Each of these
purchasing systems will be required to implement the same level of restrictions as
implemented by the City.
III. Classification of Water Uses.
A. Class I: Essential Uses of Potable Water
Domestic
Water to sustain human and domestic pet life, maintain hygiene and
sanitation standards.
Agenda
Water Shortage Response Plan
Hendersonville Water and Sewer
June 2019
2
Patient Care
Patient care and rehabilitation, including swimming pools used for patient
care and rehabilitation as prescribed by medical personnel.
Public Safety
Firefighting and approved flushing of hydrants and sewer mains to ensure
public health and safety.
B. Class II: Socially or Economically Essential Uses of Potable Water
Domestic
Minimal use for kitchen, bathroom and laundry; minimal watering of
vegetable gardens and trees needed to sustain them.
Patient Care
Patient care and rehabilitation, including swimming pools used for patient
care and rehabilitation as prescribed by medical personnel.
Public Use
Filling and operation of public swimming pools, which serve more than 25
dwellings.
Commercial
Commercial vehicle washers, laundromats, restaurants, hotels/ motels,
irrigation of golf course greens, minimal water usage by commercial
nurseries required to sustain stock, minimum amounts required to sustain
essential cooling operations.
Agricultural
Minimal amounts required to sustain crops, livestock and associated
activities.
Industrial
Minimal use necessary to operate production facilities and sustain jobs,
minimal amounts required to sustain essential cooling operations.
Institutional
Efficient use of water by schools, churches, and government facilities.
C. Class III: Non-Essential Uses of Potable Water
All
Ornamental uses (fountains, reflecting pools, artificial waterfalls, etc.);
residential lawn irrigation; non
-
commercial washing of motor vehicles;
wash down of impervious surfaces; filling and operation of recreational
swimming pools serving less than 25 dwellings.
Public Use
Gardens, lawns, parks, golf courses (except greens), city/town/county
playing fields and recreational areas.
Commercial
Serving water in restaurants except by request.
IV. Levels of Response.
Four stages levels of water shortage response are outlined in the table below. The four stages
three levels of water shortage response are: water shortage advisory (voluntary
restrictions/reductions), water shortage alert, level 1 (mandatory restrictions/reductions),
water shortage alert level 2 (mandatory restriction/reductions) and water shortage emergency
(escalated mandatory restrictions/reductions and water rationing). A detailed description of
each response level and corresponding water reduction measures follow below.
Stage
Response
Description
1
Water
Shortage
Advisory
Voluntary Restrictions - Water users are encouraged to
“voluntarily” reduce their water use and improve water use
efficiency; however, no penalties apply for noncompliance. Water
supply conditions indicate a potential for shortage.
Agenda
Water Shortage Response Plan
Hendersonville Water and Sewer
June 2019
3
2A
Water
Shortage
Alert, Level 1
Mandatory Restrictions - Water users must abide required water
use reduction and efficiency measures; penalties apply for
noncompliance. Water supply conditions are significantly lower
than the seasonal norm and water shortage conditions are
expected to persist.
2B
Water
Shortage
Alert, Level 2
Mandatory Restrictions - Water users must abide required water
use reduction and efficiency measures; penalties apply for
noncompliance. Water supply conditions are significantly lower
than the seasonal norm and water shortage conditions are
expected to persist.
3
Water
Shortage
Emergency
Water supply conditions are substantially diminished and pose an
imminent threat to human health or environmental integrity;
remaining supplies must be allocated to preserve human health
and environmental integrity.
In Stage 1,
Water Shortage Advisory
, all water users will be asked to reduce their normal
water use by 10%. Customer education and outreach programs (i.e., articles in local
publications; City’s website; local radio and television stations ads and public service
announcements; public/private school education; presentations to civic groups) will encourage
water conservation and efficiency measures including: irrigating landscapes as needed to
insure survival of plants maximum of one inch per week; beginning on May 1, 2011 it will be
required that all lawn and landscaping irrigation occur between 7:00 pm and 9:00 am from
May 1 through September 30 each subsequent year; preventing water waste, runoff and
watering impervious surfaces; watering plants deeply to encourage root growth; washing only
full loads in clothes and dishwashers; using spring-loaded nozzles on garden hoses; identifying
and repairing all water leaks and minimize vehicle washing.
In Stage 2A,
Water Shortage Alert
, Level 1, all customers are expected to reduce their water
use by an additional 10% in comparison to their previous month’s water bill. In addition to
continuing to encourage all voluntary reduction actions, the following restrictions apply:
irrigating landscapes as needed to insure survival of plants; beginning on May 1, 2011 it will
be required that all lawn and landscaping irrigation occur between 7:00 pm and 9:00 am from
May 1 through September 30 each subsequent year; washing of vehicles unless done by a
vehicle washing facility registered with the City; outdoor use of drinking water for washing
impervious surfaces is prohibited; and all testing and training purposes requiring drinking
water (e.g. fire protection) will be limited. Additionally, in Stage 2A, a drought surcharge of
1.10 times the normal water rate may be applied.
In Stage 2B,
Water Shortage Alert
, Level 2, all customers are expected to reduce their water
use by an additional 10% in comparison to their previous month’s water bill. In addition to
continuing to encourage all voluntary reduction actions, the following restrictions apply:
irrigating landscapes as needed to insure survival of plants; beginning on May 1, 2011 it will
be required that all lawn and landscaping irrigation occur between 7:00 pm and 9:00 am from
May 1 through September 30 each subsequent year; washing of vehicles unless done by a
vehicle washing facility registered with the City; outdoor use of drinking water for washing
impervious surfaces is prohibited; and all testing and training purposes requiring drinking
Agenda
Water Shortage Response Plan
Hendersonville Water and Sewer
June 2019
4
water (e.g. fire protection) will be limited. Additionally, in Stage 2B, a drought surcharge of
1.20 times the normal water rate may be applied.
In Stage 3,
Water Shortage Emergency
, customers must continue actions from all previous
stages and further reduce water use by 10% compared to their previous month’s water bill.
All non-essential uses of drinking water are banned and garden and landscape irrigation must
be reduced to the minimum amount necessary for survival. Water rationing, if deemed
necessary by the city manager and utilities director, is to provide drinking water to protect
public health (i.e. residences, residential health care facilities and correctional facilities). All
customers are only permitted to use water at the minimum required for public health
protection. Firefighting is the only allowable outdoor water use and pickup locations for
distributing potable water will be announced by the City. Additionally, in Stage 3, a drought
surcharge of 1.30 times the normal water rate may be applied.
V. Triggers and Responses.
Triggers for the City are provided below in relationship to the City’s “run of river” water supply
system:
A. Triggers.
If the City’s water source, the Mills River, experiences the following stream flow
measurements and production capacities trigger entry into corresponding water restriction
stages.
Stage
River Operating Conditions
1
A reduction in the normal, seasonal rainfall which causes a corresponding
reduction
in the flow of water in the Mills River to between <25 to 19 <
32.5 to
25
percentile of historical annual mean stream flow (See Table 1)
, as
measured at the USGS monitoring station located up stream of the City’s
intake structure
on the Mills River; or >75% of the system’s capacity (~
9.0
million gallons per day
- MGD) is being used during seven consecutive d
ays;
or any combination of the above conditions for
seven
consecutive days within
a 30
-day period
; or if damage, failure or contamination of the City’s treatment
and/or distribution systems occurs thus restricting or otherwise limiting the
City’s ability to maintain normal operation of its water system, as so
determined by the City’s utilities director or authorized representative.
2A
A reduction in the normal, seasonal rainfall which causes a corresponding
reduction in the flow of water in the Mills River to
between <19 to 14 <
24.5 to
19
percentile of historical annual mean stream flow (See Table 1)
, as
measured at the USGS monitoring station located up stream of the City’s
intake structure on the Mills River; or
>85% of the system’s capacity (~
10.2
million gallons per day) is being used for three consecutive days; or failure of
Stage
1
measures to meet or exceed the 10% water use reduction goal; or if
damage, failure or contamination of the City’s treatment and/or distribution
systems occurs thus restricting or otherwise limiting the City’s ability to
Agenda
Water Shortage Response Plan
Hendersonville Water and Sewer
June 2019
5
maintain normal operation of its water system, as so determined by the City’s
utilities director or authorized representative.
2B
A reduction in the normal, seasonal rainfall which causes a corresponding
reduction in the flow of water in the Mills River to
between <14 to 10 14
.5 to
11.5
percentile of historical annual mean stream flow (See Table 1)
, as
measured at the USGS monitoring station located up stream of the City’s
intake structure on the Mills River; or >
90
% of the system’s capacity (~10.8
million gallons per day) is being used for three consecutive days; or failure of
Stage
2A
measures to meet or exceed the 20% water use reduction goal; or
any combination of the above conditions for three consecutive days or if
damage, failure or contamination of the City’s treatment and/or distribution
systems occurs thus restricting or otherwise limiting the City’s ability to
maintain normal operation of its water system, as so determined by the City’s
utilities director or authorized representative.
3
A reduction in the normal, seasonal rainfall which causes a corresponding
reduction in the flow of water in the Mills River to
less than 10 11
percentile of
historical annual mean
stream flow (See Table 1)
, as measured at the USGS
monitoring station located up stream of the City’s intake structure on the Mills
River; or >95% of the system’s capacity (~
11.4
million gallons per day) is
being used for three consecutive days; or failure of Stage
2B
measures to
meet or exceed the
30
% water use reduction goal; or any combination of the
above conditions for three consecutive days or if damage, failure or
contamination of the City’s treatment and/or distribution systems occurs thus
restricting or otherwise limiting the City’s ability to
maintain normal operation
of its water system, as so determined by the City’s utilities director or
authorized representative.
4
B. Responses.
Stage
Response
1
The city manager shall declare a Water Shortage Advisory (referred to in
Chapter 52, Section 440
of the City Code of Ordinances):
Require all
purchase systems to declare same level of conservation measures; City will
begin public notification
process, as described above, and
will disseminate
water conservation tips
and advisories; request voluntary conservation
by all
water
users of the City’s water system; request Class III non-
essential uses
to be reevaluated
by all affected water users; large commercial,
institutional
and
industrial water users (See Table 2) will be required to prepare a
10%
w
ater use reduction plan to be submitted
to the City’s utilities director or
authorized representative
within 10-working days of the
water shortage
advisory declaration; only if said shortage is drought related or as otherwise
specified by the City.
2A
The city manager shall declare a Water Shortage Alert, Level 1 (referred to
in
Chapter 52, Section 441 of the City Code of Ordinances):
Require all
purchase systems to declare the same level of conservation measures; all
voluntary measures become mandatory; Class III non
-
essential uses to be
prohibited; in addition to the following measures – enforce system-wide water
Agenda
Water Shortage Response Plan
Hendersonville Water and Sewer
June 2019
6
use reduction goal of 20% (including industrial and commercial plans) from
normal levels, as determined by the utilities director; notify water customers
by any and all methods previously described; ban car washing except for
those facilities equipped to recycle water and are that registered as such with
the City, and lawn/grounds irrigation, except for nurseries that are registered
with the city, while said nurseries will be allowed to operate they shall be
required to reduce average consumption by no less than 20%
or shall be
utilizing water conservation technology such as smart controllers on their
irrigation systems or drip irrigation, if not, water use will be prohibited; ban all
non
-commercial pressure washing and all wash down of impervious surfaces
(i.e., driveways, sidewalks, parking lots, etc.); ban the filling of newly
constructed or recently drained pools; all non
-public hydrant use by permit
only, only if for uses other than fire suppression and public safety; ban
ornamental uses; enact water conservation rates, as described below; city
manager may authorize additional water use restrictions or bans, if
20% water
use reduction goal is not met, to be enforced at some time after public
notification of water shortage alert, in accordance with Stage
2A of City’s
water shortage response and conservation ordinance (Chapter 52, Section
441).
2B
The city manager shall declare a Water Shortage Alert, Level 2 (referred to
in
Chapter 52, Section 442 of the City Code of Ordinances)
: Require all
purchase systems to declare same level of conservation measures; in
addition to the above measures the following will also be imposed; notify water
customers by any and all methods previously described; reevaluate Class II
uses;
limit the use of
commercial car washes; ban all uses of fountains and
reflection pools; request additional conservation from Class I (essential) users
as may be possible; enact water conservation rates, as described below, if so
approved by city council; limit personal vegetable garden irrigation to no more
than one inch of water per week; ban all landscape irrigation (including golf
course greens, school grounds, residential), except for nurseries that are
registered with the city, said nurseries may be allowed to operate but shall be
required to reduce average consumption by no less than 30% overall
or shall
be utilizing water conservation technology such as smart controllers on their
irrigation systems or drip irrigation; if not, water use will be prohibited; ban all
recreational uses.
3
The city manager shall declare a Water Shortage Emergency (referred to in
Chapter 52, Section
443 of the City Code of Ordinances):
Require all
purchase systems to declare same level of conservation measures; continue
purchas
e of water from City of Asheville as needed; i
n addition to the above
measures the following will also be imposed; notify water customers by any
and all methods previously described; reevaluate Class II uses; ban
commercial car washes; ban all uses of fountains and reflection pools; request
additional conservation from Class I (essential) users as may be possible;
enact water conservation rates, as described below, if so approved by city
council; limit personal vegetable garden irrigation to no more than one inch of
water per week; ban all landscape irrigation (including golf course greens,
school grounds, residential), except for nurseries that are registered with the
city, said nurseries may be allowed to operate but shall be required to reduce
Agenda
Water Shortage Response Plan
Hendersonville Water and Sewer
June 2019
7
average consumption by no less than 30% overall or shall be utilizing water
conservation technology such as smart controllers on their irrigation systems
or drip irrigation; if not, water use will be prohibited; ban all recreational uses.
VI. Enforcement and Penalties.
The provisions of the water shortage response plan will be enforced by the City’s water and
sewer department and police department. Violators may be reported to the City’s dedicated
water conservation hotline or the e-mail contact listed on the City’s website
(www.hendersonvillenc.gov). Citations are assessed according to the following schedule
depending on the number of prior violations and current level of water shortage.
Offense
Stage 1: Water
Shortage
Advisory
(Voluntary
Restrictions)
Stage 2A, Level 1:
Water Shortage
Alert (
Mandatory
Restrictions)
Stage 2B, Level 2:
Water Shortage
Alert (Mandatory
Restrictions)
Stage 3: Water
Shortage
E
mergency
(Mandatory
Restrictions)
First
N/A
Notice of Violation
(NOV)
Notice of Violation
(NOV)
Disconnection of
water service (24-
hr. shut-off)
Second
N/A
Disconnection of
water service
(24
-hr.
shut-off)
Disconnection of
water service (24-
hr. shut-off)
Up to $500 fine
and disconnection
of water service at
the main
>2
N/A
Up to $500 fine and
disconnection of
water service at the
main
Up to $500 fine and
disconnection of
water service at the
main
Up to $500 fine
and disconnection
of water service at
the main
Drought surcharge rates may be effective in Stages 2A, 2B and 3.
VII. Public Comment.
Customers will have multiple opportunities to comment on the provisions of the water
shortage response plan. First, a draft plan will be published in
The Hendersonville Times-News
and on the City’s website. A public hearing will be scheduled with notice printed in the local
newspapers, and said notice may be printed on all customer utility bills, to collect comments
regarding the draft plan. All subsequent revisions to the plan will be published at least 10-
days prior to an adoption vote by the Hendersonville city council.
VIII. Variance Protocols.
Applications for water use variance requests are available from the City’s operations center
located at 305 Williams St., Hendersonville, NC 28792. All applications must be submitted to
the water and sewer department for review by the utilities director or the director’s designee.
A decision to approve or deny individual variance requests will be determined within two
weeks of submittal after careful consideration of the following criteria: impact on water
Agenda
Water Shortage Response Plan
Hendersonville Water and Sewer
June 2019
8
demand, expected duration, alternative source options, social and economic importance,
purpose (i.e. necessary use of drinking water) and the prevention of structural damage.
IX. Effectiveness.
The effectiveness of the City’s water shortage response plan will be determined by comparing
the stated water conservation goals with observed water use reduction data. Other factors
to be considered include frequency of plan activation, any problem periods without activation,
total number of violation citations, desired reductions attained and evaluation of demand
reductions compared to the previous year’s seasonal data.
X. Revision.
The water shortage response plan will be reviewed and revised as needed to adapt to new
circumstances affecting water supply and demand, following implementation of emergency
restrictions, and at a minimum of every five years, as required by the provisions of G.S. 143-
355 (l). Further, a water shortage response planning work group will review procedures
following each emergency or rationing stage to recommend any necessary improvements to
the plan to the Hendersonville city council. The City’s utilities director, or the director’s
designee, shall be responsible for initiating all subsequent revisions.
Agenda
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Agenda
HENDERSONVILLE WATER AND SEWER
Table 2
Table 2. List of Large Institutional, Industrial and Commercial Water Customers
Water Customer Name Account
No. POC Title Phone email
Arvin-Meritor 8786 Hank Laughter Maintenance Planner 687-2215 hank.laughter@arvinmeritor.com
Blue Ridge Community College 15833 Molly Park Hill President 694-1706
Borg Warner 10125 James Ray 684-3501 x282
Carolina Village 7046 Clay Estep Accounts Payable 692-6275 x231
Clement-Pappas 22075 Blake Kehoe Engineering Manager 693-0711 bkehoe@clementpappas.com
Coats North America 245 Dennis Daveluy Plant Manager 693-4222 dennis.daveluy@coats.com
Custom Pak 25076 Bob Lamere Operations Manager 685-7475 bobl@custompak.net
Fletcher Business Park 10133 684-4344
Fruitland Bible College 25505 Bobby Garrett Facilities Director 685-8886 facilities@fruitland.edu
General Electric 11327 Steve Floyd Environmental Engineer 693-2413 steve.floyd@ge.com
Haynes Wire 8622/20149 Angela Marsico Environmental 692-5791
Henderson County 17363 Marcus Jones County Engineer 694-6560 majones@hendersoncountync.org
Henderson County Public Schools Martin Ballard Maintenance Supervisor 697-4992 mballard@henderson.k12.uc.us
Hendersonville Country Club 2880 Anthony Chelena General Manager 692-2261 No email
Heritage Hills 11916 Marcus Lanning Maintenance Director 693-8510 heritagehills-MD@emer
Home Depot 20493 Matthew Guysin Operations Manager 692-8080 ext 315 matthew_guysin@homedepot.com
Kimberly-Clark 11326 Michael Baldwin Support Services Team Leader 697-4081
Kyocera Ceramics 8617 Heath Hughs Manager 698-4070 heath.hughs@kyocera.com
Lake Pointe Landing 19245 Gary Gardella Director of Maintenance 693-7800 No email
Laurel Park, Town of 1168/18393 Alison Alexander Town Manager 693-4840
Laurelwood HOA (condos) 105 Audrey Kuykendall Property Manager 692-7742 office@paramountmgmt.com
Lowe's 16984/8099 Jacob Trevers Store Manager 696-4900 ext 807 jacob.l.trevers@store.lowes.com
Manual Woodworkers 21538 Jim Clark V.P. / CFO 692-7333 jimc@manualww.com
NC Justice Academy 19399 Wayne Ayers Deputy Director 685-3600 wayers@ncdoj.gov
Contact Information
Water Shortage Response Plan
1
REVISED
6/1/18
Agenda
HENDERSONVILLE WATER AND SEWER
Table 2
Water Customer Name Account
No. POC Title Phone email
Pardee Hospital 14049 Maintenance 674-9434
Park Ridge Hospital 12711 Ken Cobb Director of Engineering 684-8501 Contact swithboard
Printpack Inc. 8611 Scott Gower Environmental Coordinator 693-1723 ext 26259
Saluda, City of 11328 Jonathan Cannon City Administrator 749-2581
citymanager@cityofsaluda.com
Selee Corporation 4348 Paula Henrikson VP Operations 697-2411
Shorewood 6505 Berkley Cooke General Manager 692-6254
Tri-Hishtil Bert Lenkes 891-6004
bert@tri-hishtil.com
Van-Wingerden 11469 President 891-4116
Wilson Arts Plastics 10131 Bernie Maintenance 684-2351
Contact Information
Water Shortage Response Plan
2
REVISED
6/1/18
Agenda
RESOLUTION APPROVING WATER SHORTAGE RESPONSE PLAN
WHEREAS, North Carolina General Statute 143-355 (l) requires that each unit of local
government that provides public water service and each large community water system shall develop and
implement water conservation measures to respond to drought or other water shortage conditions as set
out in a Water Shortage Response Plan and submitted to the Department for review and approval; and
WHEREAS, as required by the statute and in the interests of sound local planning, a Water
Shortage Response Plan for the City of Hendersonville, has been developed and submitted to the City
Council for approval; and
WHEREAS, the City Council finds that the Water Shortage Response Plan is in accordance with
the provisions of North Carolina General Statute 143-355 (l) and that it will provide appropriate guidance
for the future management of water supplies for the City’s Water and Sewer Department, as well as useful
information to the North Carolina Department of Environmental Quality for the development of a state
water supply plan as required by statute;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hendersonville that the
Water Shortage Response Plan, dated June 2018, is hereby approved and shall be submitted to the
North Carolina Department of Environmental Quality, Division of Water Resources; and
BE IT FURTHER RESOLVED that the City Council intends that this plan shall be revised to
reflect changes in relevant data and projections at least once every five years or as otherwise requested
by the Department, in accordance with the statute and sound planning practice.
This the 4
th
day of April 2019 at Hendersonville, North Carolina.
Barbara Volk, Mayor
Agenda
CERTIFICATION BY RECORDING OFFICER
The undersigned duly qualified and acting City Clerk of the City of Hendersonville does hereby certify:
That the above/attached resolution is a true and correct copy of the resolution authorizing the filing of an
application with the State of North Carolina, as regularly adopted at a legally convened meeting of the
City Council of the City of Hendersonville duly held on the 4th day of April 2019; and, further, that such
resolution has been fully recorded in the journal of proceedings and records in my office. IN WITNESS
WHEREOF, I have hereunto set my hand this day of April 2019.
Tammie K. Drake
City Clerk
Title of Recording Officer
Agenda
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:
Attachments:
John Connet
A
dmin
03/27/2019
John Connet
04/04/2019
Council Action
06h
At the September 6, 2018 City Council meeting the City Council asked Councilman Caraker to support the funding for the
construction of sidewalks on Grove Street during NCDOT's project prioritization process. The project was funded and
construction is expect to occur after 2022. NCDOT has requested a letter confirming that the City of Hendersonville is
willing to provide the 20% match and still supports the project.
181,000
No
These funds will be provide in FY 21/22 Budget.
I move that the City Council authorize Mayor Volk to execute a Letter of Support for the construction of sidewalks on S.
Grove Street and add this expenditure to the FY21/22 Capital Improvement Program.
Proposed Letter
September 6, 2018 Minutes
Agenda
CITY COUNCIL:
B
ARBARA G. VOLK
Mayor
R
ON STEPHENS
Mayor Pro Tem
S
TEVE CARAKER
J
ERRY A. SMITH, JR.
J
EFF MILLER
CITY OF HENDERSONVILLE
The City of Four Seasons
O
FFICE OF THE MAYOR
B
ARBARA G. VOLK
OFFICERS:
J
OHN F. CONNET
City Manager
S
AMUEL H. FRITSCHNER
City Attorney
T
AMMIE K. DRAKE
City Clerk
145 Fifth Ave. E.
Hendersonville, NC 28792-4328
bvolk@hvlnc.gov
www.hvlnc.gov
Phone: 828.697.3000
Fax: 828.697.3014
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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:
Attachments:
Susan G. Frady
Development Asst Dept
3.1.19
Susan G. Frady, Develpoment Asst Director
4.4.19
Council Action
08
The City has received an application from Sharon Stepp and Hendersonville Little Theatre, Inc., to close an unopened and
unimproved ROW Lilly Drive and the unopened and unimproved portion of W. Barnwell Street. A map, survey and legal
descriptions are included.
The Council adopted a Resolution of Intent to close this unopened right-of-way at their February 7th, 2019 meeting. A
copy of the Resolution of Intent was mailed to the adjoining property owners, notification of the proposed closing was
posted on the property, and the Resolution of Intent and notice of the public hearing was advertised for four times in the
legal notice section of a local newspaper.
General Statue 160A-299 has procedures for permanently closing streets and alleys. Any person may be heard on the
question of whether or not the closing would be detrimental to the public interest or the property rights of any individual. If
it appears to the satisfaction of the City Council after the hearing that closing this street is not contrary to the public
interest, and that no individual owning property in the vicinity of the street or in the subdivision in which it is located would
thereby be deprived of reasonable means of ingress and egress to their property, the City Council may adopt an order
closing this street or alley.
0
N/A
I move Council to adopt the Order to Permanently Close a portion of an unopened and unimproved ROW for Lily Drive
and a portion of W. Barnwell Street located on PIN numbers 9568-76-2275 and 9568-76-3519 as petitioned by Sharon
Stepp and Hendersonville Little Theatre, Inc.
Order to Permanently Close
Map
Description
Resolution of Intent
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ORDER # _______
ORDER TO PERMANENTLY CLOSE LILY STREET AND A PORTION OF W. BARNWELL
STREET
(Petition by Sharon Stepp and Hendersonville Little Theatre, Inc.)
NORTH CAROLINA
HENDERSON COUNTY
TO WHOM IT MAY CONCERN:
WHEREAS, North Carolina General Statue Section §160A-299 authorizes a city council to
permanently close any street or public alley way within its corporate limits or area of extraterritorial
jurisdiction and provides a procedure for the closing of such streets or alleyways; and
WHEREAS, Sharon Stepp and Hendersonville Little Theatre, Inc., have petitioned the City of
Hendersonville to close Lily Drive and a portion of W. Barnwell Street; and
WHEREAS, on the seventh day of February 2019, the Hendersonville City Council adopted a
resolution expressing the intention of the municipality to close portions of these streets and setting the
fourth day of April 2019, as the date of a public hearing regarding such closure; and
WHEREAS, the aforementioned resolution has been published once a week for four successive
weeks prior to the public hearing in the Hendersonville Times News (a newspaper of general and regular
circulation in Hendersonville and Henderson County) and a copy thereof has been sent by certified mail to
all owners of property adjoining the street as shown on the county tax records; and
WHEREAS, notice of the closings and of the public hearing has been posted in at least two places
along the streets; and
WHEREAS, a public hearing was held in conformance with the aforementioned public notice on
the fourth day of April 2019.
NOW, THEREFORE, the City Council of the City of Hendersonville does hereby make the
following findings of fact:
1. The closing of the streets hereafter described are not contrary to the public interest.
2. No individual owning property in the vicinity of the alley or in the subdivision in which it is
located would be deprived by the closing of such streets of reasonable means of ingress and
egress to his property.
IN CONSIDERATION THEREOF, IT IS HEREBY ORDERED:
1. The following portions of streets are permanently closed and no longer existent as of the
effective date of this order:
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Being located in the County of Henderson, State of North Carolina and more particularly described as:
TRACT "E"
BEGINNING AT A POINT;THENCE NORTH 81 DEGREES 40 MINUTES 00 SECONDS
EAST A DISTANCE OF 15.36 FEET TO THE NORTHWEST CORNER OF DEED BOOK
1625, PAGE 013 ALSO THE CORNER OF THE SOUTHERN MARGIN OF BARNWELL
STREET AND EASTERN MARGIN OF LILY DRIVE; THENCE WITH THE WESTERN LINE
OF DEED BOOK 1625, PAGE 013 AND EASTERN MARGIN OF LILY DRIVE SOUTH 04
DEGREES 58 MINUTES 00 SECONDS WEST A DISTANCE OF 228.55 FEET TO A POINT;
THENCE NORTH 40 DEGREES 15 MINUTES 05 SECONDS WEST A DISTANCE OF 21.07
FEET TO A POINT;
THENCE NORTH 04 DEGREES 58 MINUTES 00 SECONDS EAST A DISTANCE OF 210.18
FEET TO A POINT; WHICH IS THE POINT OF BEGINNING, HAVING AN AREA OF
3280 SQUARE FEET, 0.08 ACRES
TRACT "F"
BEGINNING AT A POINT IN THE EASTERN LINE OF DEED BOOK 104, PAGE 281;
THENCE NORTH 81 DEGREES 40 MINUTES 00 SECONDS EAST A DISTANCE OF 15.36
FEET TO A POINT; THENCE SOUTH 04 DEGREES 58 MINUTES 00 SECONDS WEST A
DISTANCE OF 210.18 FEET TO A POINT; THENCE NORTH 33 DEGREES 17 MINUTES 09
SECONDS WEST A DISTANCE OF 24.15 FEET TO A POINT IN THE EASTERN LINE OF
DEED BOOK 104, PAGE 281; THENCE WITH SAID LINE NORTH 04 DEGREES 58
MINUTES 00 SECONDS EAST A DISTANCE OF 187.68 FEET O A POINT;
WHICH IS THE POINT OF BEGINNING, HAVING AN AREA OF 2974 SQUARE FEET,
0.07 ACRES
TRACT "A"
BEGINNING AT A POINT IN THE EASTERN LINE OF DEED BOOK 104, PAGE 281 AND
THE NORTHERN MARGIN OF THE RIGHT OF WAY FOR BARNWELL STREET AS
SHOWN ON P.C. "B", SLIDE 116; THENCE NORTH 81 DEGREES 40 MINUTES 00
SECONDS EAST A DISTANCE OF 77.92 FEET TO A POINT IN THE CENTERLINE OF
WASH CREEK AND THE NORTHERN MARGIN OF SAID RIGHT OF WAY; THENCE
DOWN THE CENTERLINE OF WASH CREEK SOUTH 28 DEGREES 02 MINUTES 30
SECONDS EAST A DISTANCE OF 26.29 FEET;THENCE SOUTH 81 DEGREES 40
MINUTES 00 SECONDS WEST A DISTANCE OF 92.63 FEET TO A POINT IN THE
EASTERN LINE OF DEED BOOK 104, PAGE 281;THENCE WITH THE EASTERN LINE OF
DEED BOOK 104, PAGE 281 NORTH 04 DEGREES 58 MINUTES 00 SECONDS EAST A
DISTANCE OF 25.43 FEET TO A POINT; WHICH IS THE POINT OF BEGINNING, HAVING
AN AREA OF 2111 SQUARE FEET, 0.05 ACRES
TRACT "D"
BEGINNING AT A POINT IN THE EASTERN LINE OF DEED BOOK 104, PAGE 281;
THENCE NORTH 81 DEGREES 40 MINUTES 00 SECONDS EAST A DISTANCE OF 92.63
FEET TO POINT IN THE CENTERLINE OF WASH CREEK; THENCE WITH THE
CENTERLINE OF WASH CREEK
SOUTH 37 DEGREES 23 MINUTES 31 SECONDS EAST A DISTANCE OF 28.31 FEET
TO A POINT IN THE NORTHERN LINE OF DEED BOOK 1625, PAGE 013;
THENCE PARTIALLY WITH THE NORTHERN LINE OF DEED BOOK 1625, PAGE 013
SOUTH 81 DEGREES 40 MINUTES 00 SECONDS WEST A DISTANCE OF 112.24 FEET
TO A POINT IN THE EASTERN LINE OF DEED BOOK 104, PAGE 281;
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THENCE WITH THE EASTERN LINE OF SAID DEED
NORTH 04 DEGREES 58 MINUTES 00 SECONDS EAST A DISTANCE OF 25.43 FEET
TO A POINT;
WHICH IS THE POINT OF BEGINNING,
HAVING AN AREA OF
2535 SQUARE FEET,
0.06 ACRES
2. The City Clerk shall forthwith cause a certified copy of this order to be filed in the Office of the
Register of Deeds of Henderson County.
This order shall take effect the fourth day of April, 2019.
_________________________________________
Barbara G. Volk, Mayor, City of Hendersonville
ATTEST:
________________________
Tammie K. Drake, City Clerk
Approved as to form:
_______________________________
Samuel H. Fritschner, City Attorney
STATE OF NORTH CAROLINA, COUNTY OF HENDERSON
I, ________________________________________, a notary public in Henderson County, State of North
Carolina, do hereby certify that Barbara G. Volk, in her capacity as Mayor of the City of Hendersonville,
Tammie K. Drake, in her capacity as City Clerk, and Samuel H. Fritschner, in his capacity as City
Attorney, personally appeared before me this day and acknowledged the due execution of the foregoing
instrument.
Witness my hand and notarial seal, this ___________________________.
My commission expires _____________________________
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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:
Attachments:
Tammie Drake
A
dmin
03.27.19
Barb Boatman, President, Laurelwood Assn
04.04.19
Presentation Only
09
The Laurelwood Condo Association has asked to speak to the City Council about the NCDOT project on Highway 64 West
that will impact them. Council Member Jerry Smith requested it be added to the agenda.
N/A
N/A
N/A
none
AgendaAgenda
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:
Attachments:
John Connet
A
dmin
03/27/2019
Tom Wooten
04/04/2019
Presentation Only
10
Public Works Director Tom Wooten will present the updated Pavement Condition Survey to the City Council. This survey
rates the condition of all city owned streets and is utilized to determine which streets are resurfaced in which year.
N/A
None
None
AgendaAgenda
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:
Attachments:
Brian Pahle
A
dmin
03/25/19
Brian Pahle
04/04/19
Council Action
11
A proposal to execute an interlocal agreement with Henderson County for the joint collection of property taxes. The
agreement is proposed to span 5 years of service. Under the agreement, Henderson County will collect City taxes at a
rate of 0.05% of the total collection. That amount is approximately $45,000 per year. The City will cover this cost based
on the County's higher collection rate, so this is a net even endeavor from a cost perspective. Additionally, this will greatly
benefit the citizens who will now only have one tax bill and have to visit only one place to pay their bills. Staff sees this as
a great partnership opportunity that will benefit the citizens while enhancing our current property tax collections.
Next year's budget
N/A
I move City Council to authorize the City Manager to execute the interlocal agreement for tax collection.
Interlocal Agreement
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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
3/27/19
Brent Detwiler
4/4/19
Council Action
North Carolina Parks and Recreation Trust Fund Grant for Clear Creek Greenway Extension
The North Carolina General Assembly established the Parks and Recreation Trust Fund (PARTF) on July 16, 1994 to
fund improvements in the state's park system, to fund grants for local governments and to increase the public's access to
the state's beaches. The Parks and Recreation Authority, a nine-member appointed board, was also created to allocate
funds from PARTF to the state parks and to the grants program for local governments. The North Carolina Parks and
Recreation Trust Fund provides dollar-for-dollar matching grants to local governments for parks and recreational projects
to serve the public.
On November 27th, the Carolina Village Executive Committee held a meeting and discussed this project. They passed a
motion to provide $250,000 to combine with the City's matching funds to provide a total match of $591,800.
Attached to this agenda summary are a number of documents that are part of the application for the grant, including a
certificate of assurances which requires signature. Staff will review these items with City Council and will be available for
additional discussion.
12
341,800
No
I move City Council to direct staff to submit an application for a PARTF Grant for the Clear Creek Greenway Extension
and to authorize the Mayor to execute said application.
PARTF Application Sheets
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Parks and Recreation Trust Fund (PARTF)
Annual Grant Cycle Schedule
September 2018
Announcement
The NC Division of Parks and Recreation sends an announcement
package to inform local governments about the availability of PARTF
matching grants and how to apply. A digital copy of the PARTF
application is available at the division web site.
October 3, 2018
(9 a.m. - 12 p.m.)
Application Workshop
The PARTF staff conducts a workshop for local governments to
explain the application process and requirements. The workshop is
presented via webinar and a recording will be available afterwards.
Participation is recommended, but is not required.
April 1, 2019
Application Review Deadline
Complete the application early, at least four weeks before the
deadline (April 1, 2019) and contact your RRS regional consultant for
a technical review to ensure that your application is complete.
May 1, 2019
Application Deadline
Applications are due by 5:00 p.m. See page 5 for options to drop off
or mail an application.
Late Summer/Fall
2019
Selecting Grant Recipients
Meeting of the Parks and Recreation Authority to select grant
recipients. The meeting date and location will be announced on the
NC Division of Parks and Recreation website when it is available
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8
N.C. Parks and Recreation Trust Fund (PARTF): 2018-19 Basic Facts and Assurances
Local Government Name: City of Hendersonville
County: Henderson County
Federal Employer I.D. Number: 56001242
Local Government Contact Person for the Grant:
Name: Mr. Matt Champion
Title: Senior Planner
Organization: City of Hendersonville
Mailing Address: 100 N. King Street
City/State/Zip: Brevard, NC 28792
Telephone: 828-233-3202
E-mail: mchampion@hvlnc.gov
(must be an employee of the sponsoring local government)
Local Government Manager:
Name: Mr. John Connet
Title: City Manager
Mailing Address: 145 Fifth Avenue East
City/State/Zip: Hendersonville, NC 28792
Telephone: 828-697-3005
E-mail: jconnet@hvlnc.gov
Chief Elected Official:
Name: Mrs. Barbara Volk
Title: Mayor
Mailing Address: 145 Fifth Avenue East
City/State/Zip: Hendersonville, NC 28792
Type of project:
Land Acquisition Only
Development Only (construction or renovation)
Land Acquisition and Development
Site Control (check all that apply):
Owned by local government
To be obtained with this land acquisition project
Leased by applicant for 25 years or more
Easement
Owned by school board
Costs rounded to nearest dollar:
PARTF funds requested: $341,800.00
Local government’s
matching funds: $ 591,800.00
Total cost of project $ 933,600.00
Recreation Resources Service (RRS) regional consultant: Judy Francis
Project Title: Clear Creek Greenway
Brief description of the proposed project: To construct approximately 4,000ft of a new greenway that will connect the existing
City of Hendersonville’s Oklawaha Greenway to the retirement community at Carolina Village.
Approval by local governing board
I hereby certify the information contained in the attached
application is true and correct and the required dollar-for-dollar
matching funds will be available during the project period. This
application for PARTF funding has been voted on and approved by
the local governing board on the date noted here.
_______________________
Date Adopted by the local governing board
Chief Elected Official:
_____________________________________________
(Print or Type Name and Title)
_____________________________________________
(Signature)
If two local governments are applying together, this form
must be completed and signed by each local government.
One applicant must be identified by adding “primary
sponsor” in the “Local Government Name” section.
This form must be complete in its entirety for your application to be considered
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AgendaAgenda
12
City of Hendersonville - Clear Creek Greenway (October 26, 2018)
Project Costs Unit Unit Cost
Total Item
Cost
Grading LS $104,000 $104,000
Supplementary Clearing and Grubbing AC $3,332 $399.84
Undercut Excavation CY $16 $23,703.70
Aggregate Base Course TN $25 $74,814.75
Asphalt Concrete Surface Course, Type S9.5B TN $100 $48,889
Chain Link Fence, 72” LF $15.71 $4,713
Metal Line Posts for 72” Chain Link Fence
EA $49.03 $2,451.50
Metal Term Posts for 72” Chain Link Fence EA $57.94 $57.94
Additional Barbed Wire LF $1.67 $501
Paint Pavement Marking Lines, 4” LF $0.60 $2,400
Thermoplastic Pavement Marking Lines, 24”, 120 mils LF $23.40 $2,340
Temporary Silt Fence LF $3.51 $14,040
Trees EA $300 $72,000
Geogrid for Soil Stabilization SY $5.30 $30,623.40
Bridge Abutment LS $200,000 $200,000
Bridge Installation LS $15,236 $15,236
Pedestrian Bridge 70’ LS $64,382.40 $64,382.40
#3 Ballast TN $46 $10,488
Flashing Pedestrian Crossing Sing EA $4095 $8,190
Thermoplastic Coated Cast Iron Bench and Concrete Pad EA $1,515 $7,575
Mile Markers EA $615 $2,460
Easement Acquisition LS $23,840 $23,840
Flood Study LS $3,600 $7,200
Geotechnical – Investigation, CMT LS $33,400 $33,400
Survey LS $23,370 $23,370
Costs to Develop the Project
$778,000
Contingency for the Cost of Building (Maximum 20%)
Not to exceed 20% of the cost to develop the project 20% $155,600
Total Project Cost
$933,600
Total PARTF Grant Request
$341,800
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13
Attorney’s Certification of Site Control for Development Projects
Local Government: City of Hendersonville Project Name: Clear Creek Greenway
Instructions: An attorney must certify that the local government has control of the entire site of a proposed
development project for providing public recreation by May 1, 2019. The project must be located on a single
contiguous site. Please contact your regional consultant about linear parks and greenways.
Important: The application can be declared ineligible without this certification.
Exception: This certification is not required for applications only proposing land acquisition or
applications proposing to acquire the site of a proposed development project.
1. TYPE OF SITE CONTROL: Indicate the type(s) of control the applicant has for the project site.
TYPE OF CONTROL Check all that apply
Fee Simple Title
Entire Site.
Portion of site
Lease
(25 years or longer)
Entire Site.
Portion of site
Easement
Entire Site.
Portion of site
2. LIMITATIONS, CONDITIONS OR ENCUMBRANCES:
No limitations, conditions or encumbrances
a) For property owned or to be owned by the local government, describe all easements or encumbrances.
b) Describe any conditions or limitations in current or proposed leases, easements or use agreements.
Include restrictions on the local government’s use of the site or the rights to be reserved by the
landowner that may impact the local government’s ability to complete the project in a timely
manner and/ or provide for public recreational use for at least 25 years.
Attach additional pages if needed.
3. ATTORNEY’S CERTIFICATION
I have reviewed the site of the proposed project identified on this page and certify that the information
provided above is accurate to the best of my knowledge. The proposed project is will be on one contiguous
site.
NAME (Printed/Typed) _____________________________________________________________________
TITLE ____________________________________________________
SIGNATURE _________________________________________ Date ___________________
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Sources of the Applicant’s Matching Funds
Use the format below to show the sources of your matching funds. Please indicate if these funds are
currently available or are the funds yet to be approved. If funds are yet to be approved, list the date for
approval.
Applicant: City of Hendersonville Project’s Title: Clear Creek Greenway
Sources of the Applicants Matching Funds
Type of Matching Funds
Amount of
Funds
Funding Source
Availability
Cash
$ 250,000
$ 341,800
Private Donation from
Carolina Village
City of Hendersonville’s
Capital Improvement Plan
(CIP)
In Hand
City’s Approved
CIP in FY2021
Total Matching Funds
$591,800
*PARTF allows other state and federal funding to be used as local match.
AgendaAgenda
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PARTF Scoring System for Grants
The members of the N.C. Parks and Recreation Authority use the PARTF scoring system as one of several
tools to select grant recipients. Please provide all the information requested for each item. Attach a
separate page if more space is needed to address any item. Before beginning, please refer to the
“Definition of Terms” beginning on page 30. A team of PARTF staff and regional consultants will evaluate
each application based on the scoring system and make the final decision about the applicant’s score.
Preparing an application for a PARTF grant is more than simply completing the application form. Creating
a proposal for a high-quality park and recreation project requires adequate time to collect public input,
review the results, and then properly plan for the project. You should also allow time to prepare the
support documents that are vital in the evaluation of your application.
The planning and public involvement process has many benefits including:
x New recreational opportunities can be based on community preferences
x New parks can be located to respond to current deficiencies and future demands
x Recreational facilities can be built to meet the expectations of park visitors and minimize harm to the
environment and
x PARTF funds can be used more efficiently.
PARTF Scoring System for Grants
Applicant:
Project:
A. Planning: (20 possible points)
1. Site Specific Master Plan for the park and/or greenway system Master Plan (10 points)
x This item does not apply for applications proposing only land acquisition
x Please refer to pages 31-33 for the required components of the plan
a. The applicant has a master plan created or revised within the past five years
for the project site and the project conforms to the plan.
Date the plan was produced: _______ (9 points)
or
b.
The applicant has a master plan created or revised within the past six years
to ten years for the project site and the project conforms to the plan.
Date the plan was produced: _______ (4 points)
c. The local governing board has adopted the master plan.
Date the plan was adopted: __________ (1 point)
Documentation Required (Number of copies needed – see pages 6 or 7):
1. A park master plan or greenway system plan.
2. A local governing board’s meeting minutes or resolution as documentation of the adoption.
3. List the page number(s) and tab or highlight where the project is referenced in the plan.
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23
2. Comprehensive systemwide parks and recreation plan for the local government’s jurisdiction (7
points)
Please refer to page 32 for the required components of the plan
a. The applicant has a Comprehensive Systemwide Parks and Recreation Plan and
the project conforms to the plan.
Date the plan was produced: _________ (6 points)
b. The local governing board has adopted the systemwide plan.
Date the plan was adopted: __________ (1 point)
Documentation Required (Number of copies needed – see pages 6 or 7):
1. A comprehensive systemwide parks and recreation plan produced or revised in the past 10 years.
2. A local governing board’s meeting minutes or resolution as documentation of the official adoption.
3. List the page number(s) and tab or highlight where the project is referenced in the plan.
3. 3 to 5-year capital improvement plan for parks and recreation (3 points)
Please refer to page 33 for the required components of the plan
The applicant has a 3-5 year parks and recreation plan or a capital improvement
plan for parks and recreation and the project is identified in the plan.
Date the plan was adopted (required): ________ (3 points)
Documentation Required (Number of copies needed – see pages 6 or 7):
1. A capital improvement plan.
2. A local governing board’s meeting minutes or resolution as documentation of their adoption as a part
of the local government’s budget process.
3. List the page number(s) and tab or highlight where the project is referenced in the plan.
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24
B. Level of public involvement in developing and supporting the project:
(15 possible points)
1. Public meetings (5 points):
The applicant conducted a public meeting(s) exclusively for discussing the PARTF
grant project and obtaining comments within the past 24 months. The public supported the
project.
Date of the meeting(s): _________
Documentation Required (Number of copies needed – see pages 6 or 7):
1. Provide a title page that gives the name of applicant, the name of the project and identifies the
document as “Public Meetings.”
2. A document describing the means used to widely advertise the meeting; such as newspaper
advertisements, Facebook, websites, and community announcements.
3. The minutes, including the discussion of the project, who was present and public comments.
2. Recreational needs survey (5 points):
x The survey must be conducted during the past ten years
x Please refer to page 33 for the required components of the survey
The results of a survey to determine the recreational needs in the applicant’s jurisdiction show that
the citizens support the project.
x The survey must be conducted during the past ten years
x Please refer to page 33 for the required components of the survey
Documentation Required (Number of copies needed – see pages 6 or 7):
1. The following information about the survey
x Copy of the questionnaire
x Results of the survey
x Describe how the survey was distributed.
x Give the date(s) of distribution and the number of surveys distributed.
x Provide the number of respondents and demographic information that they are
representative of the local government’s jurisdiction.
x Describe how the results of the survey show that the citizens support the project.
2. Include a title page that gives the name of applicant, the name of the project and identifies the
document as “Survey of Recreational Needs.””
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3. Support from civic groups (3 points):
The applicant presented the PARTF grant project to two or more local groups and received support
for the project. (Examples: civic groups, neighborhood associations, youth organizations, non-
governmental advisory boards, etc.)
Documentation Required (Number of copies needed – see pages 6 or 7):
1. Include a title page that gives the applicant’s name, the project’s name and identifies the document
as “Presentations to Local Groups.”
2. The agenda, correspondence or other documentation from the groups that confirm the meeting
dates and the presentations given by the applicant.
Note: Letters expressing support for the project do not count as presentations.
Name of the Organization
Date of the
Presentation
Meeting agenda or letter from the
organization included in the
application?
4. Support from a parks and recreation board (2 points):
The applicant presented the PARTF Grant project to the parks and recreation advisory board or a
similarly appointed, non-elected group, and received a motion of support for the project.
Date of the meeting(s): ____________________
Documentation Required (Number of copies needed – see pages 6 or 7):
1. Include a title page that gives the name of the applicant, the project and identifies the document
as “Presentation to Advisory Board.”
2. The minutes from the meeting that include support for the project.
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26
C. Public recreational facilities provided by the project: (45 possible points)
Not applicable to land acquisition only projects.
1. The local government will be building its first public park on property that it owns. (20 points)
Yes No
Explain:
2. New, like or renovated facilities to be provided: (30 points)
A maximum of 30 total points will be awarded for the sum of 2a, 2b and 2c.
a. The project will provide (check one):
3 or more types of new recreational facilities (20 points)
2 types of new recreational facilities (15 points)
1 type of new recreational facility (10 points)
List the new types of recreational facilities:
b. The project will add recreational facilities at the park that are like the facilities that exist at the park.
The project will add (check one):
3 or more types of recreational facilities (12 points)
2 types of recreational facilities (8 points)
1 type of recreational facility (4 points)
List the types of recreational facilities:
c. The project will provide major renovation of (check one):
3 or more types of recreational facilities (8 points)
2 types of recreational facilities (6 points)
1 type of recreational facility (4 points)
List the recreational facilities to be renovated and why each
renovation is needed:
3. The project will provide a trail or greenway (1/4 mile or longer)
that links to existing recreation area(s), school(s), downtown businesses,
and/or communities located outside of the park. (5 points)
Yes No
Site plan must show trail linkage (page 14-15). Identify by name and location the existing trail and areas
to be linked by the proposed trail:
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27
D.The Suitability of the Site for the Proposed Project. (5 possible points)
Explanations are needed below to be considered for each point.
1.
The site is suited for the proposed development with minimal adverse impact to the
environment. (1 point)
Please explain:
2.
The location of the site enhances the park and the public’s access to the park. (1 point)
Please explain:
3.
The site is enhanced by the adjacent property uses. (1 point)
Please explain:
4.
The proposed site is large enough to adequately accommodate the proposed development. The
proposed project will require minimal site preparation considering the geographic region where
it is located. (1 point)
Please explain:
5. The site is free of restrictive easements, overhead powerlines, or other intrusions (1 point):
Yes
No*
*Please describe how the proposed development would be limited or cause a safety hazard
for users:
AgendaAgenda
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E. The applicant’s commitment to operating and maintaining the project.
(15 possible points)
1.
The applicant has a full-time parks and recreation department that will
manage the project site to provide programming and to ensure adequate
operation and maintenance. (15 points)
2. The applicant has a full-time staff, such as a public works, who will
manage the project site to ensure adequate operation and maintenance.
(8 points)
3.
The applicant will manage the project site with part-time staff or by
contractual agreement to ensure adequate operation and maintenance.
(4 points)
4.
An organized volunteer group, such as a civic group or youth sports
association, will operate and maintain the site. (2 points)
Provide the name of the organization that will operate and maintain the site:
If the applicant is not going to operate the site with full-time staff, (see #3 & #4), describe how and when the
site will be open to the public.
F. Land Acquisition (15 possible points)
(Does not apply for applications proposing development only.)
1.
If not purchased at this time, a significant natural, cultural,
recreational, scenic or highly-threatened resource will be used
for other purposes. (15 points) *
2.
The site is an excellent natural and/or recreational resource.
(10 points) *
3.
The site is an average natural and/or recreational resource. (5 points)
*Required explanation in detail.
What is the specific significant resource?
What is the specific potential threat?
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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:
Attachments:
Brent Detwiler
Engineering
3/27/19
Brent Detwiler
4/4/19
Council Action
13
WWTP Improvements - Filter Replacement Project Award:
On March 5, 2019, the Wastewater Treatment Plant Improvements – Filter Replacement project was formally bid, but only
two bids were received. Per NCGS 143-129, the bids were not opened and the project was rebid. The project consists of
the replacement of the tertiary filter system in filter basin No. 1 with a Cloth-Media Filtration System, structural
modifications and repairs to the filter basin, procurement and installation of all piping, valves, weir gates, and
appurtenances, and routing of power and controls signals between the new cloth media filtration system and the treatment
plant’s power and control systems. The Engineer's Opinion of Probable Construction Cost for this project is approximately
$1,200,000.00.
On March 19, 2019, two bids were received with the following results.
Turner Murphy Company, Inc. - $676,217.32
The Harper Corporation - $703,000.00
Our consultant, McKim & Creed, reviewed each of the bids received for accuracy and completeness. As a result of this
review, City staff and our consultant recommends the project award to Turner Murphy Company, Inc., the lowest
responsive and responsible bidder, in the amount of $676,217.32. Please let us know if you have any questions or require
additional information regarding this project.
676,217.32
Yes
I move Council to authorize the City Manager to award and execute the contract for the construction of the Wastewater
Treatment Plant Improvements - Filter Replacement Project to Turner Murphy Company, Inc., the lowest responsive and
responsible bidder, in the amount of $676,217.32, as presented and recommended by staff.
Engineer's Recommendation Letter, Bid Tabulation, Engineer's Opinion of Probable Construction Cost
AgendaAgenda
AgendaAgenda
Hendersonville Wastewater Treatment Plant Improvements - Filter Replacement (#6121234)
Bid Schedule
Owner: City of Hendersonville, NC
Bid Opening: 03/19/2019 02:00 PM EDT
Section Title
Line Item Item Description
Unit of
Measurement
Quantity Unit Price Extension Unit Price Extension
Base Bid
$621,217.32
$648,000.00
A
FOR THE COMPLETION OF THE
HENDERSONVILLE WWTP
IMPROVEMENTS - FILTER REPLACEMENT,
COMPLETE, IN PLACE, AS SPECIFIED.
LS 1 $621,217.32 $621,217.32 $648,000.00
$648,000.00
Contingency Allowance
$55,000.00
$55,000.00
B
CONTINGENCY ALLOWANCE
LS 1 $55,000.00 $55,000.00 $55,000.00 $55,000.00
Base Bid Total: $676,217.32 $703,000.00
Turner Murphy Co., Inc.
The Harper Corporation
AgendaAgenda
ITEM DESCRIPTION QTY UNIT UNIT COST AMOUNT
MOB Mobilization
1 Mobilization (3% of total) 1 LS 31,000.00$ 31,000.00$
1A Demobilization 1 LS 16,000.00$ 16,000.00$
SCH I Mechanical
1 AquaDiamond Filter System - Prepurchased by City 1 LS 883,275.00$ 883,275.00$
2 Demolition of existing Filter No. 1 equipment 1 LS 70,000.00$ 70,000.00$
3 7' - 0" Weir Gates and Installation 2 EA 40,000.00$ 80,000.00$
4 14' - 0" Weir Gate and Installation 1 EA 75,000.00$ 75,000.00$
5 8" Dia. DIP 90 Degree Flanged Elbow, AWWA C110 Standard, Protecto 401 Lined 2 EA 2,250.00$ 4,500.00$
6 New Filter No. 1 Effluent Weir Plate 1 EA 2,500.00$ 2,500.00$
7 Temporary Bypass Equipment and Pumping 1 LS 110,000.00$ 110,000.00$
8 Installation of AquaDiamond Filter System 1 LS 400,000.00$ 400,000.00$
15 Ultrasonic Level Transmitter/Flow Controller 1 EA 4,500.00$ 4,500.00$
Subtotal Sch 1 1,629,775.00$
SCH II Structural
1 Demolition of existing walls, walkways, sluice gate, inlet ports, backwash trough, and weir plates 1 LS 50,000.00$ 50,000.00$
2 New Center Walkway Assembly 1 LS 11,000.00$ 11,000.00$
3New Backwash Trough 1 LS 8,000.00$ 8,000.00$
4 Mounting Structure for Festoon Post 'FP-1' 1 LS 15,000.00$ 15,000.00$
5 Structural Repairs to Filter Basin Structure 1 LS 10,000.00$ 10,000.00$
Subtotal Sch 2 94,000.00$
SCH III Electrical/I&C
1 Effluent Filter No. 1 Electrical Demolition
Motors (Backwash Pump, Hood Drive (2)) 3 EA 260.00$ 780.00$
Circuit Breaker Units 'MCC-U' 3 EA 325.00$ 975.00$
Motor Starters 3 EA 455.00$ 1,365.00$
Existing Filter Electrical Equipment Removal 1 LS 9,750.00$ 9,750.00$
Disconnect Switch 3 EA 163.00$ 489.00$
Cable and Conduit Removal 600 FT 6.00$ 3,600.00$
Misc. Labor Cost 1 LS 6,500.00$ 6,500.00$
2 Effluent Filter No. 1 Electrical Installation
Add 100A MCC Feeder Breaker Section 2 EA 2,893.00$ 5,786.00$
120V Panel 20A 1P Breaker 3 EA 127.00$ 381.00$
120V 20A 1P GFI Breaker (Heat Trace) 2 EA 156.00$ 312.00$
Non-Fused Disconnect/ 60A/ NEMA-4X-SS 2 EA 2,145.00$ 4,290.00$
Non-Fused Disconnect/ 30A/ NEMA-4X-SS 3 EA 1,625.00$ 4,875.00$
2.0" Sch-80 PVC Conduit/ Underground 150 FT 14.00$ 2,100.00$
1.0" Sch-80 PVC Conduit/ Underground 950 FT 10.00$ 9,500.00$
0.75" Sch-80 PVC Conduit/ Underground 1250 FT 8.00$ 10,000.00$
2.0" Exposed Conduit 50 FT 26.00$ 1,300.00$
1.0" Exposed Conduit 100 FT 19.00$ 1,900.00$
0.75" Exposed Conduit 100 FT 13.00$ 1,300.00$
#6awg XHHW Cu/ In Raceway 750 FT 2.00$ 1,500.00$
#8awg XHHW Cu/ In Raceway 250 FT 2.00$ 500.00$
#10awg XHHW Cu/ In Raceway 900 FT 1.00$ 900.00$
#12awg XHHW Cu/ In Raceway 1850 FT 1.00$ 1,850.00$
#14awg XHHW Cu/ In Raceway 1550 FT 1.00$ 1,550.00$
Engineer's Opinion of Probable Construction Cost
Project: City of Hendersonville WWTP Improvements - Filter Replacement
Date: February 04, 2019
Project Number: 06496-0006
City of Hendersonville
WWTP Improvements - Filter Replacement
Engineer's Opinion of Probable Construction Cost
2/4/2019
1 of 2
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2C#16TSP XHHW Cu/ In Raceway 450 FT 2.00$ 900.00$
12C 62.5mm Fiber Optic Cable 100 FT 5.00$ 500.00$
Cat 6e Cable 150 FT 5.00$ 750.00$
Cable Termination/ #6awg 12 EA 15.00$ 180.00$
Cable Termination/ #10awg 8EA 3.00$ 24.00$
Cable Termination/ #12awg 25 EA 3.00$ 75.00$
Cable Termination/ #14awg 20 EA 3.00$ 60.00$
Heat Trace Equipment 2 EA 4,550.00$ 9,100.00$
NEMA-4X/SS 12"x10"x6" Junction Box 2 EA 1,950.00$ 3,900.00$
Misc. Supports and Fasteners, Etc. 1 LS 2,600.00$ 2,600.00$
Excavation & Back-Fill 300 FT 11.00$ 3,300.00$
Misc. Labor Cost 1 LS 26,000.00$ 26,000.00$
3 Disinfection Basin Instrumentation Installation
Add 120V Panel 20A 1P Breaker (FIT Power) 1 EA 127.00$ 127.00$
1.0" Sch-80 PVC Conduit/ Underground 300 FT 10.00$ 3,000.00$
0.75" Sch-80 PVC Conduit/ Underground 150 FT 8.00$ 1,200.00$
1.0" Exposed Conduit 50 FT 19.00$ 950.00$
0.75" Exposed Conduit 50 FT 13.00$ 650.00$
#12awg XHHW Cu/ In Raceway 600 FT 1.00$ 600.00$
2C#16TSP XHHW Cu/ In Raceway 300 FT 2.00$ 600.00$
Cable Termination/ #12awg 4EA 3.00$ 12.00$
Exothermic GT Welds 2 EA 146.00$ 292.00$
Exothermic TA Welds 1 EA 146.00$ 146.00$
3/4"x120" Ground Rod 2 EA 282.00$ 564.00$
4/0awg Bare Cu 50 FT 10.00$ 500.00$
#2awg Bare Cu 50 FT 3.00$ 150.00$
Misc. Supports and Fasteners, Etc. 1 LS 1,950.00$ 1,950.00$
Excavation & Back-Fill 150 FT 11.00$ 1,650.00$
Labor Cost 1 LS 6,500.00$ 6,500.00$
4 I&C Equipment and SCADA Integration 1 LS 60,000.00$ 60,000.00$
Subtotal Sch 3 198,000.00$
Total Sch I, Sch II, Sch III, and Mob 1,968,775.00$
Estimating Contingency / Materials Variance (10%) 108,000.00$
ESTIMATED TOTAL 2,077,000.00$
ESTIMATED TOTAL - LESS PREPURCHASED EQUIPMENT 1,194,000.00$
City of Hendersonville
WWTP Improvements - Filter Replacement
Engineer's Opinion of Probable Construction Cost
2/4/2019
2 of 2
AgendaAgenda
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:
Attachments:
Adam Murr
A
dmin
03/27/2019
John Connet
04/04/2019
Presentation Only
15a
In accordance with State Statute 159-13 (b) (3) it is required that all expenditures resulting from a contingency
appropriation budget adjustment be reported to the governing board at its next regular meeting and recorded in the
minutes.
The following contingency appropriations were made:
1) Fund 10 | $8,120 | Fire Department Bay Improvement
2) Fund 10 | $142 | Insurance
3) Fund 60 | $540 | Insurance
4) Fund 60 | $1,006 | Insurance
5) Fund 10 | $13,192 | Fire Department LED Lights
N/A
N/A- Report Only
N/A
AgendaAgenda
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:
Attachments:
Tammie Drake
A
dmin
03.27.19
John Connet
04.04.19
Presentation Only
15b
Both the Mayor and City Manager will be traveling in January 2019. We are requesting the regular meeting be moved from
January 2, 2020 to January 9, 2020. Please mark your calendars accordingly.
N/A
AgendaAgenda
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 #
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Tammie Drake
A
dmin
03.27.19
Tammie Drake
04.04.19
Council Action
16
Appointments:
Board of Adjustment: The alternate position on this Board is vacant. At your last meeting, the application of Steve Smith
who is willing to serve was presented to you for consideration.
Vacancies:
Walk of Fame Steering Committee: 1 vacant position
N/A
Suggested Motion:
I nominate Steve Smith for the alternate position on the Board of Adjustment. This term will expire June 2022.
$WWDFKPHQWV
AgendaAgenda
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:
Attachments:
Brian Pahle
A
dmin
03/25/19
Brian Pahle
04/04/19
Council Action
18
Request for approval of a memorandum of understanding (MOU) between Blue Star Hospitality, LLC and the City of
Hendersonville for the development of a hotel on the Dogwood Parking Lot site.
[CLOSED SESSION]
n/a
N/A
I move that the City Council enter Closed Session in accordance with NCGS 143-318.11(a) (5) to establish, or to instruct
the public body's staff or negotiating agents concerning the position to be taken by or on behalf of the public body in
negotiating the price and other material terms of a contract or proposed contract for the acquisition of real property.
Memorandum of Understanding
AgendaAgenda
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