Fill - Free fillable August 6 2015 Regular Meeting-agenda PDF form

A G E N D A

CITY OF HENDERSONVILLE CITY COUNCIL – REGULAR MEETING

UGUST 6, 2015 – 5:45 P.M.

Council Chambers – City Hall

1. Call to Order

Invocation

and Pledge of Allegiance

Public Comment Time:

Up to 15 minutes is reserved for comments from the public

for items not listed on the agenda

Consideration of Age

nda

Consideration of Consent Agenda:

These items are considered routine,

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

vote.

A. Considera

tion of Minutes: July 2, 2015 Re

gular Meeting

B. Considera

tion of a Resolution with Respect to the Taking of Official No

tice of

Certain City Docume

nts at Quasi-Judicial

Hearings

C. Considera

tion of Waiving the Fire Department Operational Permit Fees fo

the Apple

Festival Vendors

D. Consideration of Special Events Permit for

i. Mad Mountain Mud

Run 2016

ii. Seventh Avenue District Farmer's Market

E. Consideration of an Agreement between NCDOT and the City to Complete a

Bicycle Plan

F. Consideration of an Application from the City Manager Reque

sting the

Annexation of 11.34

acres of City-owned Property Located at

632 Sugarloaf

Road (Fire Station #2)

G. Consideration of an Application from the Housing Assistance Corporatio

n to

close a po

rtion of an unopened and unimproved right-of-way for Ochlawa

Drive and

a portion of an unopened and unimproved right-of-w

ay for Azalea

Woods Drive Located within the Oklawaha Village Project off North Main

Street

H. Consideration of an Application from Housing Assistance Corporation for the

contiguous annexation of a portion of two parcels, approximately 8.148

acres, located within the Oklawaha Village Project, off North Main Street

I. Consideration of Approval of new Grant Fund for Berkeley Mills Ballpark,

approve the transfer from Historic Preservation-General Fund Line item to

new Grant Fund

J. Consideration of Job Descriptions for: Administration (4), Development

Assistance Department (4), Water & Sewer Department (5), Environmental

Services (1), and Legal (1)

K. Consideration of Request to Create Human Resources Coordinator and Code

Enforcement Officer Positions

L. Consideration of Tax Collector Appointment: Appoint Tammy Holland Tax

Collector, and Beth Harrell Deputy Tax Collector

M. Consideration of Update to the Personnel Policy relating to the Family

Medical Leave Act

N. Consideration of Revisions to the Pay Scale Including New and Revised

Positions

O. Consideration of a Contract between the Hendersonville Housing Authority

and the Police Department to Provide Two Officers

P. Consideration of Revised Fee Schedule for Fiscal Year 2015-16

Q. Consideration of Budget Amendments (6)

R. Consideration of Ordinance Amending Section 50-282 Respecting Days and

Hour of Parking Enforcement

6. Recognition of Service Excellence Quarterly MVPs

Presenter: City Manager John Connet

7. Recognition of Ms. Babs Newton for Service on the Downtown Advisory Committee

Presenter: Mayor Barbara Volk

8. Consideration of Charter for Compassion Proclamation

Presenter: Mayor Barbara Volk

9. Report on the Hendersonville Sister Cities

Presenter: Ms. Karen Hultin

10. Consideration of a Request from Interfaith Assistance Ministry (IAM) to Waive the

Tap Fees and System Development Charges for their Facility on Freeman Street

Presenter: City Manager John Connet

H:\Clerk\Agendas\01 Y2015\08 Aug\01 Aug 6 agenda.doc

11. Presentation on New Safety Initiative: “Drive Like Your Kids Live Here”

Presenter: Lieutenant Mike Vesley

12. Consideration of Contract Award for the Oklawaha Greenway, Phase III

Presenter: Engineering Director Brent Detwiler

13. Consideration of Request to Establish Two-Hour Parking on Bearcat Boulevard from

Oakland to Buncombe Street

Presenter: City Manager John Connet

14. Consideration of Purchasing Policy

Presenter: Admin Intern Adam Murr

15. Comments from Mayor and City Council Members

16. Reports from Staff

17. Boards and Commissions

Presenter: City Clerk Tammie Drake

a. Consideration of Appointments

b. Announcement of Vacancies/Upcoming (Re)appointments

18. New Business

19. Adjournment

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:

Sam Fritschner

Legal

29 July 2014

6 August 2015

Sam Fritschner

Council Action

05b

Most quasi-judicial hearings involving planning begin with the City Council taking official notice of certain official City documents.

In order to insure that these documents are always part of the record, to guard against error and in small part to shorten the

presentation, I have attached a proposed resolution pursuant to which the City Council takes notice in all cases of the Zoning

Ordinance, the Official Zoning Map, the Comprehensive Plan and the Transportation Plan.

N/A

I move adoption of the resolution whereby the City Council takes notice of certain City documents in all appropriate quasi-judicial

hearings.

Proposed resolution

Return to Agenda

RESOLUTION # __________

A RESOLUTION WITH RESPECT TO THE TAKING OF OFFICIAL NOTICE OF

CERTAIN CITY DOCUMENTS AT QUASI-JUDICIAL HEARINGS

WHEREAS the City from time to time holds quasi-judicial hearings pursuant to applicable

law, and

WHEREAS the City Council is routinely requested in the course of these hearings to take

official notice of various City documents, and

WHEREAS to ensure that no defect in the official recognition of certain official documents

prejudices the decisions of the City Council with respect to its quasi-judicial hearings the

City Council has determined to adopt a rule officially recognizing them generally in all City

Council quasi-judicial hearings,

NOW, BE IT THEREFORE RESOLVED that the City Council determines as follows:

1. For purposes of all quasi-judicial hearings the City Council takes official notice of

all Hendersonville City ordinances including specifically the Zoning Ordinance, and of

the Official Zoning map, the Comprehensive Plan and the Transportation Plan, and

the entirety of all official departmental files maintained by any department with

respect to the Special Use Permit or other application under consideration, all

without the necessity of any person or entity requesting such notice. Persons may

refer to these documents without having them separately entered into evidence.

2. This resolution is effective upon its adoption.

Adopted this sixth day of August 2015.

Return to 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:

Joseph Vindigni, Interim Fire Chief

Fire

July 17, 2015

August 6, 2015

Joseph Vindigni

Council Action

05c

Waive Fire Department operational permit fees for Apple Festival vendors. These fees will be re-evaluated for next year and given to

the North Carolina Apple Festival Executive Director David Nicholson prior to information being sent out to vendors.

N/A

0.00

I move that City Council waive the Fire Department operational permit fees for all vendors at the 2015 North Carolina Apple Festival.

Return to 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:

John Connet

Administration

07/23/2015

08/06/2015

John Connet

Council Action

05d

The City of Hendersonville recieve the following request from The Hands On Children's Museum regarding the 2016 Mud Run:

Thanks again for being a great part of our muddy event in many ways! I am thrilled to have had another wonderful event, and even

more glad to say I think the end of the 2015 event is here!! Maybe a few cleanup details, but overall, we are done!! I am glad I got

to come thank you & City Council in person.

I am planning ahead, as I am taking a 3 month sabbatical (YAY) July 16 - October 14, and the only mud run detail I need taken care of

during this time is getting approval on the consent agenda. I believe it was September last year, but it can be earlier if that is better

for you?

Details of Request: Family Mud Fun on Friday, June 3 and Mad Mountain Mud Run on Saturday, June 4th. This will be the 5th annual

event. I understand that there will be work happening on the next phase of the Oklawaha Trail and will work with Public Works Dept

& City Engineering Dept to ensure we are adjusting and planning our trail accordingly. I have already discussed this with them a little

bit.

Is there anything else you need from me in order to get this scheduled and approved? I like to have this done before I do any

announcements of the date. I have included a board member, Gil Rainey, here, as he will be the mud run point of contact while I am

gone, and I wanted you to have his email.

Thanks for letting me know if you need anything else from me!

Heather

Yes

10,500

I move that the City Council allow the 2016 Mad Mountain Mud Run to be held at Berkeley Mills Park on June 3 and 4, 2016. This

approval includes the in-kind donation of staff time and mulch for the event.

None

Return to 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

Zoning

7-14-15

Susan G. Frady

8-6-15

Council Action

The Historic Seventh Avenue District has requested and received approval for a special event permit for the Historic

Seventh Avenue District Farmer's Market to be held on September 6, 2015 from 9:00 A.M until 4:00 P.M.

Velma Middleton Vice-President of the Historic Seventh Avenue District has made an additional request that the sale of

alcohol be permitted during this event. This will be wine and cider in bottles only. No tasting will be permitted. At this

time, Ms. Middleton has contacted Saint Paul Mountain Vineyards, Burnt Shirt Vineyards and Naked Apple Hard Cider but

is unsure how many will participate. The time of the event has been extended from a 2:00 P.M. end time to 4:00 P.M. as

alcohol sales will not be permitted until after noon. (This is a state law not a local law)

Each business will be responsible for obtaining their own ABC permit and compliance with all ABC regulations.

The Seventh Avenue Advisory Committee has also requested that the City Council waive the vendor fee requirement for

this event. This will allow the registration fees to be utilized to support other Advisory Committee activities.

The special events committee recommends approval of the special event permit application for the Historic Seventh

Avenue District Farmer's Market to include the sale of bottled wine and cider.

05dii

250.00-$500.00

If fees are waived it will allow the Advisory Committee to put an additional $250 to $500 towards their activities.

I move the City Council approve the agenda item for a special event permit for the Historic Seventh Avenue District

Farmer's Market to include the sale of bottled wine and cider and waiving of vendor fees.

Return to 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:

Sue Anderson

Development Assistance Dept

July 27, 2015

August 6, 2015

Council Action

05e

File # P15-4-M

In December of 2014, the Planning Department applied for a North Carolina Department of Transportation (NCDOT) Bicycle Planning

grant. The NCDOT Division of Bicycle and Pedestrian Transportation and the Transportation Planning Branch created an annual

matching grant program – the Bicycle and Pedestrian Planning Grant Initiative – to encourage municipalities to develop

comprehensive bicycle plans and pedestrian plans. This program was initiated in January 2004. Over the first ten years, 154

municipalities have been awarded a planning grant. To date, a total of $4.1 million has been allocated to these 154 municipalities

through this grant program. The grant covers 70% of the cost of developing a plan with a required 30% match.

In 2005, the City of Hendersonville received a grant from the same NCDOT Division of Bicycle and Pedestrian Transportation to

develop a Pedestrian Plan. That Pedestrian Plan was adopted by City Council in 2007 and is still used today to guide decisions

regarding pedestrian amenities such as sidewalks.

In April , the Planning Department received notice that the City of Hendersonville has been awarded a Bicycle Planning Grant. The

original grant amount was for $49,000 from NCDOT with a required $21,000 match. Since City Council allocated $5,000 in the 2015 /

2016 budget for the plan and the Blue Ridge Bicycle Club is supplementing the creation of a plan with a $10,000 donation, the

attached agreement was revised by NCDOT and shows $35,000 from NCDOT with a $15,000 match.

Yes

15, 000

$5,000 is from the Budget and $10,000 will be donated by the Blue Ridge Bicycle Club.

I move City Council to approve the agreement between the North Carolina Department of Transportation and the City of

Hendersonville to complete a Bicycle Plan.

Agreement

Return to Agenda

Agreement ID # 5665 1

NORTH CAROLINA

LOCALLY ADMINISTERED - BIKEPED

PLANNING PROJECT - FEDERAL

HENDERSON COUNTY

DATE:

7/24/2015

NORTH CAROLINA DEPARTMENT OF

TRANSPORTATION

TIP #:

M-0486D

AND

WBS Elements:

55201.1.4

CITY OF HENDERSONVILLE

FEDERAL-AID NUMBER:

SPR-1413(016)

CFDA #:

20.205

Total Funds [NCDOT Participation]

$35,000

THIS AGREEMENT is made and entered into on the last date executed below, by and between the

North Carolina Department of Transportation, an agency of the State of North Carolina, hereinafter

referred to as the “Department” and the City of Hendersonville, hereinafter referred to as the

“Municipality.”

W I T N E S S E T H:

WHEREAS, Section 52005 of the Moving Ahead for Progress in the 21

Century (MAP-21) allows for

the allocation of State Planning and Research (SP&R) funds to be available for certain specified

transportation activities; and,

WHEREAS, in accordance with G.S. 133-66.2.1, the NC General Assembly requires each

Municipality to develop a comprehensive transportation plan that will serve present and anticipated

travel demand; and

WHEREAS, the Department has allocated state matching funds to augment the federal funds

available for these activities; and,

WHEREAS, the Department’s Division of Bicycle and Pedestrian Transportation (DBPT) and the

Transportation Planning Branch (TPB) have created a matching grant program to encourage the

development of comprehensive municipal bicycle plans and pedestrian plans, which may serve as a

component of the comprehensive transportation plan; and

WHEREAS, the Municipality has requested funding for the City of Hendersonville Bicycle Plan,

hereinafter referred to as the Project, in Henderson County, North Carolina; and,

Return to Agenda

Agreement ID # 5665 2

WHEREAS, subject to the availability of federal and state funds, the Municipality has been

designated as a recipient to receive funds allocated to the Department by the Federal Highway

Administration (FHWA) up to and not to exceed the maximum award amount of $35,000 for the

Project; and,

WHEREAS, the Department has agreed to administer the disbursement of said funds on behalf of

FHWA to the Municipality for the Project in accordance with the Project scope of work and in

accordance with the provisions set out in this Agreement; and,

WHEREAS, the governing board of the Municipality has agreed to participate in certain costs and to

assume certain responsibilities in the manner and to the extent as hereinafter set out; and,

WHEREAS, this Agreement is made under the authority granted to the Department by the North

Carolina General Assembly including, but not limited to, the following applicable legislation: General

Statutes of North Carolina (NCGS) Section 136-66.1, Section 136-71.6, Section 160A-296 and 297,

Section 136-18, Section 136-41.3 and Section 20-169, to participate in the planning, construction

and/or implementation of the Project approved by the Board of Transportation.

NOW, THEREFORE, this Agreement states the promises and undertakings of each party as herein

provided, and the parties do hereby covenant and agree, each with the other, as follows:

1. GENERAL PROVISIONS

FEDERAL FUNDING ACCOUNTABILITY AND TRANSPARENCY ACT

All parties to this Agreement, including contractors, subcontractors, and subsequent workforces,

associated with any work under the terms of this Agreement shall provide reports as required by

the Federal Funding Accountability and Transparency Act (FFATA) for this Project.

AGREEMENT MODIFICATIONS

Any modification to scope, funding, responsibilities, or time frame will be agreed upon by all

parties by means of a Supplemental Agreement.

LOCAL PUBLIC AGENCY TO PERFORM ALL WORK

The Municipality shall be responsible for administering all work performed and for certifying to the

Department that all terms set forth in this Agreement are met and adhered to by the Municipality

and/or its contractors and agents. The Department will provide technical oversight to guide the

Return to Agenda

Agreement ID # 5665 3

Municipality. The Department must approve any assignment or transfer of the responsibilities of

the Municipality set forth in this Agreement to other parties or entities.

PERSON IN RESPONSIBLE CHARGE

The Municipality shall designate a person or persons to be in responsible charge of the Project, in

accordance with Title 23 of the Code of Federal Regulations, Part 635.105. The person, or

persons, shall be expected to:

 Administer governmental project activities, including those dealing with cost, time,

adherence to contract requirements, construction quality and scope of Federal-aid

projects;

 Maintain knowledge of day to day project operations and safety issues;

 Make or participate in decisions about changed conditions or scope changes that

require change orders or supplemental agreements;

 Visit and review the project in accordance with the project scope and scale;

 Review financial processes, transactions and documentation to reduce the likelihood

of fraud, waste, and abuse;

 Direct project staff, agency or consultant, to carry out project administration and

contract oversight, including proper documentation; and

 Be aware of the qualifications, assignments and on-the-job performance of the

agency and consultant staff at all stages of the project.

The person in responsible charge must be a full-time employee of the Municipality, but the duties

may be split among several employees, if necessary.

COMPLIANCE WITH STATE/FEDERAL POLICY

The Municipality, and/or its agent, including all contractors, subcontractors, or sub-recipients shall

comply with all applicable Federal and State policies and procedures, stated both in this

Agreement and in the Department’s guidelines and procedures, including the Local Programs

Management Handbook.

Return to Agenda

Agreement ID # 5665 4

FAILURE TO COMPLY - CONSEQUENCES

Failure on the part of the Municipality to comply with any of the provisions of this Agreement will

be grounds for the Department to terminate participation in the costs of the Project and, if

applicable, seek repayment of any reimbursed funds.

2. SCOPE OF PROJECT

The Project consists of the planning and production of a Comprehensive Bicycle Plan in

accordance with the Department’s policies and procedures.

The Department’s funding participation in the Project shall be restricted to development of this

Plan, as further set forth in this Agreement.

3. FUNDING

Subject to compliance by the Municipality with the provisions set forth in this Agreement and the

availability of funds, the Department shall participate up to a maximum amount of Thirty-Five

Thousand Dollars ($35,000), as detailed below. The Municipality shall provide a local match, as

detailed in the FUNDING TABLE below, and all costs that exceed the total estimated cost.

FUNDING TABLE

Fund Source

Federal Funds

Amount

Reimbursement

Rate

Local Match $

Local Match

Rate

SP&R

$13,125

70 % $15,000 30 %

State

$21,875

Total Estimated Cost

$50,000

4. TIME FRAME

The Municipality, and/or its agent, shall complete all work outlined in the Agreement within

twenty-four (24) months of the issuance of Notice to Proceed. The Municipality shall meet

milestone dates in accordance with the NCDOT, Bicycle and Pedestrian Planning Grant Initiative

Grant Recipient Administrative Procedures. The Department and/or FHWA reserves the right to

revoke the funds awarded if the Municipality is unable to meet milestone dates included herein.

The Department may extend the deadline for milestone activities if, in the opinion of the

Department, circumstances warrant.

Return to Agenda

Agreement ID # 5665 5

5. AUTHORIZATION

Upon receipt of an executed agreement, the Department will authorize funds and shall notify the

Municipality, in writing, once funds have been authorized and can be expended. The Municipality

shall not initiate any work, nor solicit for any professional services prior to receipt of written

authorization from the Department to proceed. Any work performed, or contracts executed, prior

to receipt of written authorization to proceed will be ineligible for reimbursement.

6. PROFESSIONAL AND ENGINEERING SERVICES

PROCUREMENT POLICY

When procuring professional services, the Municipality must adhere to Title 2 Code of Federal

Regulations Part 200; Title 23 of the Code of Federal Regulations, Part 172; Title 40 United

States Code, Chapter 11, Section 1101-1104; NCGS 143-64, Parts 31 and 32; and the

Department’s Policies and Procedures for Major Professional or Specialized Services Contracts.

Said policies and standards are incorporated in this Agreement by reference at

www.fhwa.dot.gov/legsregs/legislat.html and www.ncleg.net/gascripts/Statutes/Statutes.asp.

 The Municipality shall ensure that a qualified firm is obtained through an equitable

selection process, and that prescribed work is properly accomplished in a timely manner

and at a just and reasonable cost.

 All Professional Services Firms shall be pre-qualified by the Department in the Work

Codes advertised.

 A pre-negotiation audit will be conducted by the Department’s External Audit Branch.

The Municipality shall not execute a consultant contract until the Department’s review has

been completed.

SMALL PROFESSIONAL AND ENGINEERING SERVICES FIRMS REQUIREMENTS

Any contract entered into with another party to perform work associated with the requirements of

this Agreement shall contain appropriate provisions regarding the utilization of Small Professional

Services Firms (SPSF). This policy conforms with the SPSF Guidelines as approved by the

North Carolina Board of Transportation.

 The Municipality shall not advertise nor enter into a contract for services performed as

part of this Agreement, unless the Department provides written approval of the

advertisement or the contents of the contract.

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Agreement ID # 5665 6

 If the Municipality fails to comply with these requirements, the Department will withhold

funding until these requirements are met.

WORK BY ENTITY

If the Design, Planning, Contract Administration and/or Construction Engineering and Inspection

required for this project will be undertaken by the Municipality, and the Municipality requests

reimbursement, then the Municipality must submit a request and supporting documentation to the

Department for review and approval, prior to any work being initiated by the Municipality.

7. COMPREHENSIVE PLAN

CONTENT OF PLAN PACKAGE

The Municipality, and/or its agent, shall prepare the Comprehensive Bicycle and/or Pedestrian

Plan, developed in accordance with the Department’s Template for Bicycle and Pedestrian Plans.

The Comprehensive Bicycle and/or Pedestrian Plan will address (but not be limited to) the

following:

A) Introduction / Executive Summary

B) Evaluating Current Conditions

C) Existing Plans, Programs, and Policies

D) Develop Bicycle or Pedestrian System Plan

E) Facility Standards and Guidelines

F) Ancillary Facilities and Programs

G) Project Development

H) Maps and Illustrations

I) Recommendations for Projects, Programs and Policies

J) Implementing the Plan

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Agreement ID # 5665 7

SUBMITTAL REQUIREMENTS

The Municipality shall submit two copies of the final draft of the Comprehensive Bicycle (and/or)

Pedestrian Plan to the Department for review and approval. The DBPT and the TPB shall review

and approve said final draft and any necessary revisions within six months.

8. COMPLETION

The Department shall accept completion of the Project under the following conditions;

A. The Town Council of the Municipality shall consider the adoption of the Comprehensive

Bicycle (and/or) Pedestrian Plan, as approved by the Department. If the Council requests

significant changes prior to adoption, the Municipality must resubmit the Council-approved

Comprehensive Bicycle (and/or) Pedestrian Plan to the Department for re-approval.

B. The Municipality shall submit digital files and five (5) hard copies of the approved

Comprehensive Bicycle and/or Pedestrian Plan, in a format compatible with Department and

Municipal requirements. Geodatabases/shapefiles shall adhere to the DBPT standard format

regarding nomenclature, structure and minimal attributes/variables. Photo and map

design/resolution shall also meet minimum DBPT standards. The Municipality shall be

responsible for the distribution of the final documents to the appropriate local agencies and

interested parties.

9. PROJECT DOCUMENTS

All documents, including digital files, will become the property of the Municipality and the

Department. Any and all original graphics, technical drawings, photographs, maps, GIS files, and

promotional items produced for the plan or for any public meetings shall be available for use by

the Department in other publications, on the DBPT website and for display purposes. The

Department shall be credited for its participation in all documents, publicity, announcements and

materials prepared by the municipality for public meetings.

10. REIMBURSEMENT

SCOPE OF REIMBURSEMENT

Activities eligible for funding reimbursement for this Project shall include:

 Planning and Production of a Bicycle Plan for the City of Hendersonville

Return to Agenda

Agreement ID # 5665 8

REIMBURSEMENT GUIDANCE

The Municipality shall adhere to applicable administrative requirements of Title 2 Code of Federal

Regulations, Part 200, “Uniform Administrative Requirements, cost principles and audit

requirements for federal awards.” Reimbursement to the Municipality shall be subject to the

policies and procedures contained in Title 23 Code of Federal Regulations, Part 140 and Part

172, which are being incorporated into this Agreement by reference at

www.fhwa.dot.gov/legsregs/directives/fapgtoc.htm and by Title 2 Code of Federal Regulations,

Part 200, “Uniform Administrative Requirements, cost principle and audit requirements for federal

awards.” Reimbursement to the Municipality shall be subject to the guidance contained in Title 2

Code of Federal Regulations, Part 170 (http://edocket.access.gpo.gov/2010/pdf/2010-22705.pdf)

and Office of Management and Budget (OMB) “Federal Funding Accountability and Transparency

Act” (FFATA). Said reimbursement shall also be subject to the Department being reimbursed by

the Federal Highway Administration and subject to compliance by the Municipality with all

applicable federal policy and procedures.

REIMBURSEMENT LIMITS

 WORK PERFORMED BEFORE NOTIFICATION

Any costs incurred by the Municipality prior to written notification by the Department to

proceed with the work shall not be eligible for reimbursement.

 NO REIMBURSEMENT IN EXCESS OF APPROVED FUNDING

At no time shall the Department reimburse the Municipality costs that exceed the total

funding per this Agreement and any Supplemental Agreements.

 UNSUBSTANTIATED COSTS

The Municipality agrees that it shall bear all costs for which it is unable to substantiate

actual costs or any costs that have been deemed unallowable by the Federal Highway

Administration and/or the Department’s Financial Management Division.

 WORK PERFORMED BY NCDOT

All work performed by the Department on this Project, including, but not limited to,

reviews, inspections, and Project oversight, shall reduce the maximum award amount of

$35,000 available to the Municipality under this Agreement. The Department will bill the

Municipality for the non-federal match of any costs that the Department incurs on the

Project and for any costs that exceed the Total Estimated Cost.

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Agreement ID # 5665 9

BILLING THE DEPARTMENT

 PROCEDURE

The Municipality may bill the Department for eligible Project costs in accordance with the

Department’s guidelines and procedures. Proper supporting documentation shall

accompany each invoice as may be required by the Department. By submittal of each

invoice, the Municipality certifies that it has adhered to all applicable state and federal

laws and regulations as set forth in this Agreement.

Along with each invoice, the Municipality is responsible for submitting the FFATA

Subrecipient Information Form, which is available at

https://connect.ncdot.gov/municipalities/Funding/Pages/default.aspx.

 INTERNAL APPROVALS

Reimbursement to the Municipality shall be made upon approval of the invoice by the

Department’s Financial Management Division.

 TIMELY SUBMITTAL OF INVOICES

The Municipality may invoice the Department monthly for work accomplished, but no less

than once every six (6) months to keep the Project funds active and available. If the

Municipality is unable to invoice the Department, then they must provide an explanation.

Failure to submit invoices or explanation may result in de-obligation of funds.

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Agreement ID # 5665 10

 FINAL INVOICE

All invoices associated with the Project must be submitted within six (6) months of the

completion of construction and acceptance of the Project to be eligible for reimbursement

by the Department. Any invoices submitted after this time will not be eligible for

reimbursement.

11. REPORTING REQUIREMENTS AND RECORDS RETENTION

PROJECT EVALUATION REPORTS

The Municipality is responsible for submitting quarterly Project evaluation reports, in accordance

with the Department’s guidelines and procedures that detail the progress achieved to date for the

Project.

PROJECT RECORDS

The Municipality and its agents shall maintain all books, documents, papers, accounting records,

Project records and such other evidence as may be appropriate to substantiate costs incurred

under this Agreement. Further, the Municipality shall make such materials available at its office

and shall require its agent to make such materials available at its office at all reasonable times

during the contract period, and for five (5) years from the date of payment of the final voucher by

the Federal Highway Administration, for inspection and audit by the Department’s Financial

Management Section, the Federal Highway Administration, or any authorized representatives of

the Federal Government.

12. OTHER PROVISIONS

REFERENCES

It will be the responsibility of the Municipality to follow the current and/or most recent edition of

references, websites, specifications, standards, guidelines, recommendations, regulations and/or

general statutes, as stated in this Agreement.

INDEMNIFICATION OF DEPARTMENT

The Municipality agrees to indemnify and hold harmless the Department, FHWA and the State of

North Carolina, to the extent allowed by law, for any and all claim for payment, damages and/or

liabilities of any nature, asserted against the Department in connection with this Project. The

Return to Agenda

Agreement ID # 5665 11

Department shall not be responsible for any damages or claims, which may be initiated by third

parties.

DEBARMENT POLICY

It is the policy of the Department not to enter into any agreement with parties that have been

debarred by any government agency (Federal or State). By execution of this agreement, the

Municipality certifies that neither it nor its agents or contractors are presently debarred,

suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation

in this transaction by any Federal or State Agency or Department and that it will not enter into

agreements with any entity that is debarred, suspended, proposed for debarment, declared

ineligible or voluntarily excluded from participation in this transaction.

TITLE VI - CIVIL RIGHTS ACT OF 1964

The Municipality shall comply with Title VI of the Civil Rights Act of 1964, (Title 49 CFR, Subtitle

A, Part 21). Title VI prohibits discrimination on the basis of race, color, national origin, disability,

gender, and age in all programs or activities of any recipient of Federal assistance.

OTHER AGREEMENTS

The Municipality is solely responsible for all agreements, contracts, and work orders entered into

or issued by the Municipality for this Project. The Department is not responsible for any

expenses or obligations incurred for the Project except those specifically eligible for the funds and

obligations as approved by the Department under the terms of this Agreement.

AVAILABILITY OF FUNDS

All terms and conditions of this Agreement are dependent upon, and, subject to the allocation of

funds for the purpose set forth in the Agreement and the Agreement shall automatically terminate

if funds cease to be available.

IMPROPER USE OF FUNDS

Where either the Department or the FHWA determines that the funds paid to the Municipality for

this Project are not used in accordance with the terms of this Agreement, the Department will bill

the Municipality.

Return to Agenda

Agreement ID # 5665 12

TERMINATION OF PROJECT

If the Municipality decides to terminate the Project without the concurrence of the Department, the

Municipality shall reimburse the Department one hundred percent (100%) of all costs expended

by the Department and associated with the Project.

AUDITS

In accordance with Title 2 Code of Federal Regulations, Part 200, “Uniform Administrative

Requirements, cost principles and audit requirements for federal awards,” and the Federal Single

Audit Act Amendments of 1996, the Municipality shall arrange for an annual independent financial

and compliance audit of its fiscal operations. The Municipality shall furnish the Department with a

copy of the annual independent audit report within thirty (30) days of completion of the report, but

not later than nine (9) months after the Municipality s fiscal year ends.

REIMBURSEMENT BY MUNICIPALITY

For all monies due the Department as referenced in this Agreement, reimbursement shall be

made by the Municipality to the Department within sixty (60) days of receiving an invoice. A late

payment penalty and interest shall be charged on any unpaid balance due in accordance with

NCGS 147-86.23.

USE OF POWELL BILL FUNDS

If the other party to this agreement is a Municipality and fails for any reason to reimburse the

Department in accordance with the provisions for payment hereinabove provided, NCGS 136-

41.3 authorizes the Department to withhold so much of the Municipality’s share of funds allocated

to Municipality by NCGS 136-41.1, until such time as the Department has received payment in

full.

ENTIRE AGREEMENT

This Agreement contains the entire agreement between the parties and there are no

understandings or agreements, verbal or otherwise, regarding this Agreement except as

expressly set forth herein.

Return to Agenda

Agreement ID # 5665 13

AUTHORIZATION TO EXECUTE

The parties hereby acknowledge that the individual executing the Agreement on their behalf is

authorized to execute this Agreement on their behalf and to bind the respective entities to the

terms contained herein and that he has read this Agreement, conferred with his attorney, and fully

understands its contents.

FACSIMILE SIGNATURES

A copy or facsimile copy of the signature of any party shall be deemed an original with each fully

executed copy of the Agreement as binding as an original, and the parties agree that this

Agreement can be executed in counterparts, as duplicate originals, with facsimile signatures

sufficient to evidence an agreement to be bound by the terms of the Agreement.

GIFT BAN

By Executive Order 24, issued by Governor Perdue, and NCGS 133-32, it is unlawful for any

vendor or contractor (i.e. architect, bidder, contractor, construction manager, design professional,

engineer, landlord, offeror, seller, subcontractor, supplier, or vendor), to make gifts or to give

favors to any State employee of the Governor’s Cabinet Agencies (i.e. Administration,

Commerce, Correction, Crime Control and Public Safety, Cultural Resources, Environment and

Natural Resources, Health and Human Services, Juvenile Justice and Delinquency Prevention,

Revenue, Transportation, and the Office of the Governor).

13. SUNSET PROVISION

All terms and conditions of this Agreement are dependent upon, and subject to, the allocation of

funds for the purpose set forth in the Agreement and the Agreement shall automatically terminate

if funds cease to be available.

IT IS UNDERSTOOD AND AGREED that the approval of the Project by the Department is

subject to the conditions of this Agreement, and that no expenditures of funds on the part of the

Department will be made until the terms of this Agreement have been complied with on the part of

the Municipality.

Return to Agenda

Agreement ID # 5665 14

IN WITNESS WHEREOF, this Agreement has been executed, in duplicate, the day and year

heretofore set out, on the part of the Department and the Municipality by authority duly given.

L.S. ATTEST: CITY OF HENDERSONVILLE

BY: ______________________________ BY: __________________________________

TITLE: ______________________________ TITLE: ________________________________

DATE: ________________________________

NCGS 133-32 and Executive Order 24 prohibit the offer to, or acceptance by, any State Employee of

any gift from anyone with a contract with the State, or from any person seeking to do business with

the State. By execution of any response in this procurement, you attest, for your entire organization

and its employees or agents, that you are not aware that any such gift has been offered, accepted, or

promised by any employees of your organization.

Approved by __________________________ of the City of Hendersvonville as attested to by the

signature of ______________________ Clerk of the ____________________ on

___________________

(Date)

This Agreement has been pre-audited in the manner

required by the Local Government Budget and Fiscal

Control Act.

_________________________________________

(SEAL) (

FINANCE OFFICER)

Federal Tax Identification Number

_________________________________________

City of Hendersonville

Remittance Address:

_________________________________________

DEPARTMENT OF TRANSPORTATION

BY: ______________________________________

(DEPUTY SECRETARY FOR TRANSIT)

DATE: ___________________________________

APPROVED BY BOARD OF TRANSPORTATION ITEM O: _________________________

(Date)

Return to 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:

Sue Anderson, Planning Director

Planning

July 13, 2015

Sue Anderson

August 6, 2015

Council Action

File # P15-18-A

The City of Hendersonville is requesting a satellite annexation of PIN 9579657695 which is approximately 11.34 acres

and is located at 632 Sugarloaf Road. Please refer to the attached map. This parcel contains the new City of

Hendersonville Fire Station #2, accessory building, and an advanced metering tower.

Attached is the Clerk’s Certificate of Sufficiency finding that the petition is valid. The next step in the annexation process is

to accept the Clerk’s certificate and set a date for the public hearing on the question of adoption of an ordinance of

annexation.

05f

0.00

Not Applicable

I move Council to accept the City Clerk’s Certificate of Sufficiency for the City of Hendersonville petition and set

September 3, 2015 as the date for the public hearing.

Map

Clerks Certificate of Sufficiency

Return to 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:

Sue Anderson, Planning Director

Planning

July 13, 2015

Sue Anderson

August 6, 2015

Council Action

File #15-19-SC

The City has received an application from The Housing Assistance Corporation, to close a portion of an unopened and

unimproved ROW for Ochlawaha Drive (area1) and a portion of an unopened and unimproved ROW for Azalea Woods

Drive (area 2) located on PIN 9569842945 and 9569840372. These ROW’s are within the previously City approved

Oklawaha Village project located on North Main Street. A map, survey and legal descriptions are included.

General Statue 160A-299 has procedures for permanently closing streets and alleys. Whenever there is a proposal to

permanently close any street or public alley, the City Council shall first adopt a resolution declaring its intent to close the

street or alley and shall set a date for a public hearing. At this public hearing, 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.

The Resolution of Intent setting October 1, 2015 as the public hearing date is attached.

05g

0.00

Not Applicable

I move Council to adopt the Resolution of Intent for the closing of a portion of an unopened and unimproved ROW for

Ochlawaha Drive and a portion of an unopened and unimproved ROW for Azalea Woods Drive located on PIN

9569842945 and 9569840372 as petitioned by The Housing Assistance Corporation.

Resolution of Intent

Map

Survey

Legal Descriptions

Return to Agenda

Resolution # _____________

RESOLUTION OF INTENT

A resolution declaring the intention of the City of Hendersonville City Council to consider

closing a portion of an unopened and unimproved ROW for Ochlawaha Drive and a portion of an

unopened and unimproved ROW for Azalea Woods Drive located on PIN 9569842945 and

9569840372.

WHEREAS, NC General Statute (G.S.) 160A-299 authorizes the City Council to close

public streets and alleys, and

WHEREAS, The Housing Assistance Corporation, has petitioned the Council of the City

of Hendersonville to close a portion of an unopened and unimproved ROW for Ochlawaha Drive

and a portion of an unopened and unimproved ROW for Azalea Woods Drive located on parcels

PIN 9569842945 and 9569840372, and

WHEREAS, the City Council considers it advisable to conduct a public hearing for the

purpose of giving consideration to the closing of a portion of an unopened and unimproved ROW

for Ochlawaha Drive and a portion of an unopened and unimproved ROW for Azalea Woods Drive

located on PIN 9569842945 and 9569840372.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of

Hendersonville:

1. A meeting will be held at 5:45 p.m. on the first day of October, 2015, in the Council

Chambers of City Hall to consider closing a portion of an unopened and unimproved

ROW for Ochlawaha Drive and a portion of an unopened and unimproved ROW for

Azalea Woods Drive located on PIN 9569842945 and 9569840372.

2. The City Clerk is hereby directed to publish this Resolution of Intent once a week for

four successive weeks.

3. The City Clerk is further directed to transmit by registered or certified mail to each

owner of property abutting upon that portion of said street a copy of the Resolution of

Intent.

4. The City Clerk is further directed to cause adequate notices of the Resolution of Intent

and the scheduled public hearing to be posted as required by G.S. 160A-299.

Adopted by the City Council at a meeting held on the sixth day of August, 2015.

___________________________________

Barbara G. Volk, Mayor

ATTEST:

______________________________________

Tammie K. Drake, MMC, City Clerk (Seal)

Return to Agenda

Exhibit A

Return to Agenda

Area #1

LEGAL DESCRIPTION FOR THE ABANDONMENT OF A PORTION OF THE

PRIVATE 20’ RIGHT OF WAY RECORDED AND SHOWN ON PLAT CABINET B

SLIDES 29 AND 344A AND CROSSING THE PROPERTY OF THE HOUSING

ASSISTANCE CORPORATION (RECORDED IN DEED BOOK 1612 PAGE 485) AND

SHOWN ON PLAT SLIDE 9686

Being located within the City of Hendersonville, Hendersonville Township - Henderson County, North

Carolina and being more particularly described as follows:

Beginning at a 1-1/4” Diameter Iron Pipe (2.0’ Above Adjacent Grade) located on the Northern Margin of

the said 20’ Private Right of Way; said Iron Pipe also marking the Southern Most corner of the property of

Robert Ricky Ruff (As Recorded in Deed Book 638 Page 23) and further bearing NC Grid Coordinates

(NAD83-Epoch 2011) of: Northing = 594,443.09’ and Easting = 968,088.14’; thence following the

Northern and Western Margin of the said 20’ Private Right of Way the following Five Courses and

Distances: 1) South 64°15'13" East 142.02 feet to a calculated point, 2) South 74°44'23" East 105.47 feet

to a calculated point, 3) North 58°14'48" East 85.66 feet to a calculated point, 4) North 33°41'29" East

312.87 feet to a calculated point and finally 5) North 06°45'37" West 379.80 feet to a #4 Rebar with

McAbee ID Cap; thence turning and running across the said 20’ Private Right of Way North 83°14'23"

East 20.00 feet to a #4 Rebar with McAbee ID Cap; thence turning and following the Eastern and

Southern Margin of the said 20’ Private Right of Way the following Five Courses and Distances: 1) South

06°45'37" East 387.17 feet to a calculated point, 2) South 33°41'29" West 324.59 feet to a calculated

point, 3) South 58°14'48" West 98.71 feet to a calculated point, 4) North 74°44'23" West 116.00 feet to a

calculated point and finally 5) North 64°15'13" West 143.60 feet to a #4 Rebar with McAbee ID Cap;

thence turning and running across the said 20’ Private Right of Way North 25°00'33" East 20.00 feet to

the Point and Place of Beginning.

Containing 0.481 Acres / 20,959 Square Feet.

Accompanying Survey and the above Legal description were prepared by Barry West,

PLS (NC & SC), Vice President, McAbee & Associates, PA, 3 McAbee Trail, Fairview, NC

28730, P – 828-628-1295; F – 828-628-1294;

Return to Agenda

Area #2

LEGAL DESCRIPTION FOR THE ABANDONMENT OF A PORTION OF THE PRIVATE 20’

RIGHT OF WAY RECORDED AND SHOWN ON PLAT CABINET B SLIDES 29 AND 344A AS

AZALEA WOODS DRIVE. SAID RIGHT OF WAY CROSSES OVER INTO THE PROPERTY

OF THE HOUSING ASSISTANCE CORPORATION (RECORDED IN DEED BOOK 1612

PAGE 485) AND SHOWN ON PLAT SLIDE 9686

Being located within the City of Hendersonville, Hendersonville Township - Henderson County, North

Carolina and being more particularly described as follows:

Beginning at a 3/4” Diameter Iron Pipe (0.3’ Above Adjacent Grade) located on the Northern Margin of the

said 20’ Private Right of Way over Azalea Woods Drive; said Iron Pipe also bearing NC Grid Coordinates

(NAD83-Epoch 2011) of: Northing = 594,469.93’ and Easting = 968,182.87’; thence following the

Northern and Eastern Margin of the said 20’ Private Right of Way South 41°53'00" East 53.46’ feet to a

calculated point and South 24°15'33" West 21.87 feet to a calculated point located at the North Eastern

Corner of Lot 15, as recorded in Plat Cabinet B Slide 344A; thence following the Southern Margin of the

said 20’ Right of Way North 41°53’00” West 53.49 feet to a calculated point located at the North Eastern

Corner of Lot 14 in Plat Cabinet B Slide 344A; thence and running North 24°19'29" East 21.86 feet to the

Point and Place of Beginning.

Containing 0.025 Acres / 1070 Square Feet.

Return to 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:

Sue Anderson, Planning Director

Planning

July 13, 2015

Sue Anderson

August 6, 2015

Council Action

File # P15-28-A

The City of Hendersonville has received a petition from The Housing Assistance Corporation for contiguous annexation of

a portion of PIN 9569840372 and a portion of PIN 9569842945 that is approximately 8.148 acres. This parcel is a part of

the previously approved Oklawaha Village project, located on North Main Street. Please refer to the attached maps for

additional information.

Attached is the Clerk’s Certificate of Sufficiency finding that the petition is valid. The next step in the annexation process is

to accept the Clerk’s certificate and set a date for the public hearing on the question of adoption of an ordinance of

annexation.

05h

0.00

Not Applicable

I move Council to accept the City Clerk’s Certificate of Sufficiency for the Housing Assistance Corporation petition and set

September 3, 2015 as the date for the public hearing.

Map

Survey

Legal Description

Clerks Certificate of Sufficiency

Return to AgendaReturn to Agenda

Exhibit A

Return to AgendaReturn to Agenda

LEGAL DESCRIPTION OF A PORTION OF THE PROPERTY OF THE HOUSING

ASSISTANCE CORPORATION (RECORDED IN DEED BOOK 1612 PAGE 485) FOR AN

AREA OF PROPOSED ANNEXATION INTO THE CITY OF HENDERSONVILLE

Being located within the Hendersonville Township - Henderson County, North Carolina and being more

particularly described as follows:

Beginning at a 1-1/4” Diameter Iron Pipe (2.0’ Above Adjacent Grade) located on the Northern Margin of

the 20’ Private Right of Way located over Oklawaha Drive (said Right of Way Recorded and Shown on

Plat Cabinet B Slides 29 AND 344A); said Iron Pipe also marking the Southern Most corner of the

property of Robert Ricky Ruff (As Recorded in Deed Book 638 Page 23) and further bearing NC Grid

Coordinates (NAD83-Epoch 2011) of: Northing = 594,443.09’ and Easting = 968,088.14’; thence following

the Eastern Line of the said property of Ruff North 27°23'01" East 21.01 feet to a 1/2“ Diameter Iron Pipe

(0.4’ Above Adjacent Grade); thence continuing with said Eastern Line of Ruff North 24°19'29" East 84.26

feet to a calculated point located on the current limits of the jurisdictional boundary of the City of

Hendersonville; thence leaving the said Ruff property and following with the said current jurisdictional

boundary of the City of Hendersonville South 82°17'21" East 478.04 feet to a calculated point; thence

leaving the said current jurisdictional boundary and following the New Line as recorded and shown on

Plat Slide 9686 the following Two Courses and Distances: 1) South 06°45'37" East 75.95 feet to a #4

Rebar with McAbee ID Cap and 2) crossing Bat Fork Creek South 46°10'53" West and passing a #4

Rebar with McAbee ID Cap at a distance of 672.47’ for a total distance of 692.47 feet to a calculated point

located in the center of Mud Creek; thence continuing with Mud Creek North 42°19'08" West 997.60 feet

to a calculated point located at / near the confluence of Bat Fork Creek with Mud Creek; thence leaving

Mud Creek and running with a portion of the lines of Tract 4, as recorded and described in Deed Book

1453 Page 270, and also following the Southern Margin of the 20’ Private Right of Way over Oklawaha

Drive (said Right of Way Recorded and Shown on Plat Cabinet B Slides 29 AND 344A) the following

three courses and distances: 1) South 81°07'12" East 194.49 feet to a calculated point, 2) South

71°47'12" East 81.05 feet to a calculated point and finally 3) South 64°15'13" East 407.06 feet to a #4

Rebar with McAbee ID Cap; thence turning and crossing the said 20’ Private Right of Way North

25°00'33" East 20.00 feet to the Point and Place of Beginning.

Containing 8.148 Acres.

Return to AgendaReturn to 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:

Lisa White

Finance

07-21-15

August 6, 2015

Lisa White

Council Action

05i

Approval of:

1. Adoption of a Grant Project Ordinance for the State Historic Preservation grant award for Berkeley Mills Ballpark National Register

Nomination project,

2. The establishment of a new multi-year grant project fund,

3. The approval of the budget amendment appropriating revenues and expenditures for the grant project, including the transfer of

matching funds from the General Fund to the Berkeley Mills Ballpark Project Fund.

The grant project will be for a total of $6,500 of expenditures for the hiring of a consultant to prepare the necessary documentation

to submit for the nomination. The project expenditures will be covered by grant revenue of $2,500 per the agreement entered into

with the North Carolina Office of Archives and History and a $4,000 match provided by the City with a transfer from the general fund

into the newly established grant fund. The funding in the General Fund was originally budgeted for in fiscal year 2015-2016 in the

Development Assistance Department's (formerly Planning Department's) line item budget for the Historic Preservation Commission.

The Historic Preservation Commission voted on July 15, 2015 to direct $4,000 of the $10,000 budget allocated to this line towards the

Berkeley Mills Ballpark nomination project.

Sue Anderson will be administering the grant project. The complete Grant Contract is available in the Dropbox folder.

$6,500 total

$2,500 new grant Revenue, $4,000 match provided by amounts already budgeted in another line.

I move that City Council adopt the grant project ordinance for the Berkeley Mills Ballpark National Register Nomination project, and

approve the budget amendment as detailed in the ordinance.

Grant Project Ordinance

Historic Preservation Grant Agreement

Return to AgendaReturn to Agenda

Ordinance #15-xxxx

GRANT PROJECT ORDINANCE FOR

THE BERKELEY MILLS BALLPARK NATIONAL REGISTER NOMINATION

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

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

ordinance is hereby adopted:

Section 1: The City has received a grant award from the State Historic Preservation Office for a

Federal grant: CFDA # 15.904, grant period June 1, 2015 and ending September 2, 2016. The

grant will provide for the City of Hendersonville to hire a consultant to prepare a National Register

nomination for the Berkeley Mills Ballpark.

Section 2: The officers of the City of Hendersonville are hereby directed to proceed with the grant

project within the terms of the grant agreement entered into with the North Carolina Office of

Archives and History; in the total amount of $6,500, with the detail budget contained herein.

Section 3: The City Council appropriated $10,000 in the fiscal year 2015, General Fund,

Development Assistance department’s operating budget for The Historic Preservation

Commission. The Historic Preservation Commission voted on July 15, 2015 to contribute $4,000

of those City appropriated funds to provide for the match on the Berkeley Mills Ballpark National

Preservation line item budget by $4,000 and then transfer $4,000 from the General Fund to the

newly established grant fund to provide for the City match. No in-kind services are to be included

in the grant agreement.

The following revenues and match budgets are hereby established and authorized by City Council

to be available to complete this grant project:

Account Name Total Budget

3554370 424900 Grant Revenue 2,500

3554370 998355 Transfer in From General Fund 4,000

Total Project Funding Sources: 6,500$

Account

Section 4: The following expenditure amounts are appropriated for the grant project:

Account Name Total Budget

3554370 569000 Contracted Services 6,500

104370 549500 Historic Preservation Commission (4,000)

109900 999355 Transfer to Berkeley Ballpark Fund 4,000

Total Grant Project Appropriation: 6,500$

Account

Return to AgendaReturn to Agenda

Section 5: The Finance Director is hereby directed to establish a multi-year grant project fund and

maintain within the grant project fund sufficient specific detailed accounting records to satisfy the

disclosure requirements of all the grant agreements.

Section 6: Reimbursement requests shall be made in an orderly and timely manner by the Finance

Department.

Section 7: The Finance Director is directed to report, at least annually, on the financial status of

each project element in Section 3 and Section 4.

Section 8: The Finance Director is further instructed to include a detailed analysis of past and

future revenues and expenditures during each annual budget submission made to the Governing

Board for the project duration.

Section 9: Copies of this grant project ordinance shall be furnished to the City Clerk, Finance

Director, City Planning Director, Budget Analyst and City Manager for direction in carrying out

this grant project.

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

of August, 2015.

______________________________

Barbara G. Volk, Mayor

ATTEST:

______________________________

Tammie K. Drake, City Clerk

Approved as to form:

______________________________

Samuel H. Fritschner, City Attorney

Return to AgendaReturn to 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:

Brian Pahle

dministration

07/08/15

Brian Pahle

08/06/15

Council Action

Upon the adoption of the Budget Ordinance for fiscal year 2015-2016, the Council has approved the expenditure of funds

for a variety of purposes. One of those purposes was the addition and revision of several job descriptions. There are a

total of fifteen (15) job descriptions that require some sort of revision.

The revisions fall into groups, as detailed:

Administration (4)

Development Assistance (4)

Water & Sewer (5)

Environmental Services (1)

Legal (1)

05j

Yes

Funded through adopted budget FY15-16

I move to approve the job descriptions as presented.

Job Descriptions

Return to AgendaReturn to Agenda

ASSISTANT TO CITY MANAGER

Budget and Special Projects

General Statement of Duties

Performs complex and difficult professional level management, leadership,

budget, research, special projects, and administrative functions for the City: may

represent the City Manager in specified situations as deemed appropriate.

Distinguishing Features of the Class

An employee in this class assists the City Manager with the development of the

annual budget and with a variety of special and multi-departmental projects and

represents the City at local and intergovernmental meetings. Duties include

researching statutes and ordinances; meeting with employees and officials to research

new and on-going programs; developing policies and programs; researching data

and trends responding to citizen requests for information; following up on Council

actions and questions; providing leadership on projects assigned; providing

administrative support to special Commissions and Committees ; organizing events;

gathering information for budget; and representing the City with a

wide variety of other

governmental jurisdictions, citizens groups, community program, businesses, civic and

other groups. The employee assists in management of the City in the Manager's

absence. The employee serves as a member of the City's leadership team and works in

concert with the manager to develop organizational values, principles, and climate

conducive to organizational excellence. Work requires sensitivity to the needs of the

total municipal organization, advising Council, citizens and City staff on a wide range of

issues and programs, and use of sound judgment in maintaining confidentiality.

Work is

performed under the administrative supervision of the City Manager and is evaluated

through periodic conferences, observation of results achieved, and review of records,

reports, and files.

Duties and Responsibilities

Essential Duties and Tasks

Coordinates and prepares any special research reports on a wide variety of

functions and issues for the City; researches and drafts policies for consideration and

implementation by the City Manager and the Council; evaluates and recommends

various strategies for City functions, departments, and programs; engages in

considerable problem-solving with City staff, citizens and others; coordinates inter-

departmental projects.

Responds to a wide variety of citizen and employee issues and requests;

conducts research as necessary and engages in problem-solving.

Researches statues and ordinances for possible City adoption; interprets,

explains, and answers questions on City ordinances and policies for the public, news

media, and City staff.

Represents the City in various settings and with various intergovernmental

Return to AgendaReturn to Agenda

groups and officials; serves as liaison for the City with various civic and other groups,

various cultural, regional, and community task forces and commissions, and others.

Serves as project manager for multi-department projects; coordinates the

development of projects, reports, studies, grant proposals, and ordinances as

requested by the Manager.

Plans and organizes long and short range goals with the Manager on special

projects and public activities; represents the city at various meetings, study

commissions and planning sessions.

Consults and advises department heads in areas of budget and fiscal

management, personnel and staffing issues, purchasing and other administrative actions

as requested.

Attends Council meetings; assists in follow up activities.

Responds to e-mails and information requests from manager, Council members

and employees.

Provides technical advice and guidance to the Manager and Council; assists the

City Manager in developing agenda items, background materials, and presentations

for the governing body.

May supervise assigned departments or projects.

Additional Job Duties

Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Considerable knowledge of the theory, principles, and practices of public and

municipal

administration, and budget development and administration, and of the

laws, rules, and regulations which apply to policies and practices in the municipal

sector.

Considerable knowledge of the principles and practices of leadership and

supervision including communications, motivations, performance coaching, conflict

resolution, etc.

Considerable knowledge of the trends, legislation, policies, and regulations

being required of

municipal government.

Considerable knowledge of the organization's budgeting, personnel and

purchasing policies and

procedures.

Skill in meeting facilitation, problem-solving and collaborative conflict resolution.

Skill in computer usage.

Ability to work independently and to multi -task.

Ability to help develop long term plans and goals for the City and provide

management with

target dates, costs, and implementation strategies.

Ability to think and plan systemically and with innovation.

Ability to articulate the City’s position on matters and recommend policy at the

strategic level,

and to draft policies with appropriate justification on and implementation

strategies and procedures.

Ability to analyze facts, programs, trends, and costs and make recommendations,

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solve problems, and prepare comprehensive reports in oral and written forms.

Ability to communicate effectively with managers, other government officials,

employees, and the

general public.

Ability to maintain the confidentiality of activities and management discussions.

Ability to supervise or coordinate the work of other staff.

Physical Requirements

Must be able to physically perform the basic life operational functions of

fingering, talking and hearing.

Must be able to perform sedentary work exerting up to 10 pounds of force

occasionally and/or a

negligible amount of force frequently or constantly to lift, carry,

push, pull, or otherwise move objects.

Must possess the visual acuity to analyze data and figures, operate a computer

terminal and do

extensive reading.

Desirable Education and Ex perience

Completion of a master's degree in public administration, finance I business or

related area and experience in public sector management; or an equivalent

combination of education and experience.

Special Requirement

Possession of valid North Carolina driver’s license.

Hendersonville

2015

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DEPUTY FIRE MARSHAL

General Statement of Duties

Performs technical work enforcing fire codes and performing fire inspections;

conducts fire education programs and promotes overall fire prevention efforts within the

City

Distinguishing Features of the Class

An employee in this position assists in planning, organizing, coordinating, and

directing the City’s Fire Prevention Program. Employee is responsible for serves as lead

to staff. Employee is responsible for the fire prevention programs to ensure compliance

with State and local fire laws, codes, rules, and regulations. Work includes conducting

inspections of commercial and retail establishments, schools, and health care facilities,

new construction, and, if requested, residences. The employee plans and implements a

program of fire prevention and safety education with all ages of the community.

Considerable independence and judgment are required in all aspects of the work,

particularly in fire inspections and investigations. Considerable public contact requires that

the employee exhibit tact and diplomacy in seeking compliance with fire laws, codes, rules,

and regulations. The employee is subject to hazards associated with fire inspection and

investigation work including working in both inside and outside environments, in extreme

cold weather, and exposure to various hazards such as high heat, chemicals, and in the

proximity to moving mechanical parts, electrical current, and working in high places.

Employee is also exposed to atmospheric conditions and blood-borne pathogens, and may

be required to work in close quarters. Work is performed under the general supervision of

the Fire Chief with input from the Development Assistance Director and is evaluated

through observation, conferences, and written reports concerning the quality and

effectiveness of work performed.

Duties and Responsibilities

Essential Duties and Tasks

Assists the Fire Chief in planning, organizing coordinating and directing the City’s

Fire Prevention Program including investigations, inspections, and public fire education

programs.

Responds to major fires; conducts investigations and analysis to determine cause

and origin of fire; prepares analytical reports to reveal findings.

Organizes and conducts inspections of building and other structures for compliance

with applicable provisions of State and/or local codes; prepares inspection records and

technical letters pertaining to recommendations and violations.

Check plans for fire code compliance and performs tests of fire suppression and

alarm systems, completing reports of inspections, collecting fees, and issuing citations and

permits.

Prepares, plans, and presents programs for public education and information

regarding fire safety and prevention; responds to questions and inquiries from the public.

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Conducts fire extinguisher training at industries and offices; coordinates department plans

for Fire Education Week; instructs various segments of the community on fire safety

through education of the existing codes, laws, and regulations.

Represents the Fire Department to other departments regarding fire codes as

necessary, recommends and implements changes in procedures.

Researches state laws and local ordinances related to construction and fire

prevention.

Maintains and update the Fire Department’s Material Safety Data Sheets.

In event of major fires or emergencies may be called in from off-duty to work and

renders appropriate assistance.

Additional Job Duties

Participates in fire training activities.

Performs other duties of a similar nature or level.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Thorough knowledge of the types of industrial and commercial operations in the City

and any related potential hazards.

Thorough knowledge of the North Carolina Building Code, NFPA Standards and

City Ordinances relating to fire prevention.

Thorough knowledge of modern methods of fire suppression, incident response,

operations and maintenance of fire apparatus and equipment, and NIMS.

Considerable knowledge of the laws and regulations covering fire prevention. Ability

to perform inspections and detect violations of applicable codes and regulations.

Considerable knowledge of the sources and use of information about current fire

prevention, and skill in their teaching and application.

Considerable knowledge of fire prevention and safety educational programing and

skill in training and public presentations. Prepare and present professional fire safety

presentations to civic organizations.

Considerable knowledge of the application of information technology to fire

prevention, education and suppression work.

Ability to enforce codes and laws with firmness and fairness; visual acuity to conduct

inspections.

Ability to establish and maintain good working relationships with other employees,

business and civic leaders, and the general public.

Ability to communicate effectively both orally and in writing; ability to prepare and

submit clear and concise reports.

Ability to conduct research and interpret codes, regulations, technical reports and

building plans.

Effectively represent the Fire Prevention Program to outside individuals and

agencies to accomplish the goals and objectives of the unit.

Respond tactfully, clearly, concisely, and appropriately to inquiries from the public,

press, or other agencies on sensitive issues in area of responsibility.

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Physical Requirements

Must be able to physically perform the basic life operational functions of climbing,

balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing,

pulling, lifting, fingering, grasping, feeling, talking, hearing, and perform repetitive motions.

Must be able to perform medium work exerting up to 50 pounds of force

occasionally; and/or up to 20 pounds of force frequently; and/or up to 10 pounds of force

constantly to move objects.

Must possess the visual acuity to perform administrative and computer related tasks

as well as the ability to operate trucks and other equipment.

Desirable Education and Experience

Graduation from a community college with a degree in fire science supplemented

by courses in fire inspection and prevention and considerable experience in the fire service

and/or fire inspections; or an equivalent combination of education and experience.

Special Requirements

Possession of Fire Inspector Level III Probationary certificate within six (6) months

and Fire Inspector Level III Standard certificate within eighteen (18) months of employment.

Possession of a valid class B North Carolina driver’s license at time of appointment.

Possession of NC OSFM Emergency Vehicle Driver certification at time of

appointment.

Possession of Firefighter II certification at time of appointment.

Ability to obtain EMT or other emergency medical certification within twenty four (24)

months of hire.

Possession of Hazardous Materials Operations certification.

Ability to obtain Driver Operator Pumps and Aerials certifications within thirty six (36)

months of hire.

Ability to obtain Technical Rescuer – Vehicle and Machinery Rescue certification

within thirty six (36) months of hire.

Ability to obtain International Association of Arson Investigator (IAAI) Certified Arson

Investigator certification.

Ability to obtain NIMS, and other certifications as required by the City.

Additional Job Duties

Fills in for other absent staff members.

Performs related duties as required.

Hendersonville

2015

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DEVELOPMENT ASSISTANCE DIRECTOR

General Statement of Duties

Performs complex administrative and supervisory work in developing,

coordinating, approving and executing policies. Work is performed under general

supervision of the City Manager. Exercises supervision of all development assistance

related duties associated with Planning, Zoning, Code Enforcement, Historic

Preservation, and Fire Inspections. Responsible for coordinating development review

processes and policies with City and County departments.

Distinguishing Features of the Class

An employee in this class responds to questions regarding planning and zoning

issues; supervises zoning, code enforcement, planning, and fire inspection activities;

follows-up on complaints, confers with City Attorney and takes appropriate action when

violation and/or fine has not been resolved by offender. The employee supervises and

consults on the review of site plans and subdivision plots to ensure consistent compliance

and enforcement with codes and ordinances. Work also include interpretation of flood

prevention ordinances, historic preservation ordinances and related issues. Work

involves coordination with a variety other local and state jurisdictions and agencies and

considerable knowledge of local and related state laws, ordinances, and environmental

issues, and extensive public contact skills and conflict resolution skills. Work is performed

in an office environment and in the field under the general supervision of the City Manager

and is evaluated through conferences, reports, and progress on planning issues and

projects.

Duties and Responsibilities

Essential Duties and Tasks

Facilitates resolution of customer needs

Acts as a liaison to local businesses, county, state and federal agencies as it

relates to assisting the development processes

Supervises, interprets, applies and enforces zoning, subdivision, sign, flood plain,

minimum housing, and related ordinances;

Supervises and enforces the junk vehicle, historic preservation and related

ordinances and codes.

Supervises the processing and issuance of rezoning, subdivision, certificate of

appropriateness, and special use applications and approvals,

Supervises the processing and issuance of zoning permits, sign permits and ABC

license applications.

Supervises and consults on the reviews of site plans for residential, commercial

and industrial construction for compliance with all related code requirements.

Supervises and investigates complaints regarding nuisances, violations, etc.;

conducts field inspections; meets with property owners and explains compliance

requirements and remediation methods; prepares correspondence and issues citations

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for major violations; investigates potential historic district violations.

Supervises the staff to the Board of Adjustment; accepts and reviews applications

for variances, conditional use permits, temporary use requests and appeals; acts as

liaison between the Board and the public; performs research and provides technical

guidance to the Board.

Confers with engineers, developers, architects, a variety of agencies and the

general public in obtaining information and coordinating development matters;

coordinates activities with County and surrounding jurisdictions.

Oversees all activities of Development Assistance Department including

supervising professional and support staff, developing and administering budget,

establishing and maintaining records and office technology.

Additional Job Duties

Performs related duties as required.

Recruitment and Selection Guidelines

Knowledges, Skills, and Abilities

Skill in collaborative conflict resolution.

Considerable knowledge of municipal zoning codes enforcement practices,

principles, and procedures.

Working knowledge of the laws and regulations in building inspections and local

code enforcement.

Some knowledge of the principles and practices of planning, land use, and zoning

related to long range planning, current planning, and the comprehensive planning

process.

Working knowledge of computer applications related to GIS, planning, database

and statistical analysis.

Skill in working with committees, tasks forces, and other groups and in public

presentation.

Ability to organize work, set and follow effective priorities, and coordinate work with

others to obtain desired outcomes.

Ability to communicate effectively in oral and written forms; to interpret planning,

zoning and building inspection policies to officials and the general public.

Demonstrated ability to analyze and systematically compile technical and

statistical information, and to prepare technical reports.

Ability to establish and maintain effective working relationships with contractors,

developers, property owners, other City staff, officials, and the general public.

Physical Requirements

Must be able to perform the basic life operational skills of stooping, kneeling,

climbing, crawling, walking, fingering, talking, and hearing.

Must be able to perform light work, exerting up to 20 pounds of force occasionally

or frequently, and/or a negligible amount of force constantly to lift or move objects.

Must possess the visual acuity to prepare and analyze data and figures, operate a

computer terminal, do extensive reading, and perform visual inspections.

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Desirable Education and Experience

Graduation from an accredited four year college or university with a major in

planning, geography, landscape architecture, or related field and experience in municipal,

county or regional zoning code enforcement or planning; or an equivalent combination of

education and experience.

Special Requirements

Possession of a valid North Carolina driver's license.

Ability to obtain Zoning Enforcement Officer certification from the State of North

Carolina.

Hendersonville

2015

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MAIN STREET/ECONOMIC DEVELOPMENT DIRECTOR

DOWNTOWN ECONOMIC DEVELOPMENT DIRECTOR

General Statement of Duties

Performs professional, promotional and consultative work in administering the

Main Street program for the City of Hendersonville, and performs other duties

associated with economic development as necessary.

Distinguishing Features of the Class

An employee in this class is responsible for consulting with local officials,

business, and community leaders for the purpose of promoting the downtown business

district, furthering economic development in the City through the facilitation of business

expansion and retention, and attraction of new business into the City. The primary focus

is the coordination of the Main Street program, marketing the downtown, planning and

implementing special events to promote the downtown and related tasks. Work may

also include the coordination of the physical, economic and social development of the

City to enhance the use of existing infrastructure to maintain and strengthen the tax

base. Duties include development of data, statistics and publications which portray the

economic potential of the City; identification of prospective businesses; and maintaining

proper records, reports and public information for the program. Work requires

considerable planning and timely execution of work. Employee must exercise

independent judgment and simultaneously must consider financial, socioeconomic,

legal and regulatory variables as they affect the City. Work is performed under the

general direction of the Planning Director City Manager and the Downtown Advisory

Committee, but will also include frequent direct interaction with the City Manager and

City Council. Work performance is evaluated through conferences, reports and results.

Duties and Responsibilities

Essential Duties and Tasks

Develops, conducts, executes and documents the Main Street Program in

Hendersonville; this includes staffing the Downtown Advisory Committee; planning and

executing monthly meetings of the committee and its sub-committees; developing the

annual Downtown Advisory Committee work plan; researching and recommending

policies and strategies to the committee, City Council & others to accomplish work plan

goals and to address downtown stakeholder concerns that are presented to the

committee from time to time.

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Oversees the Downtown District budget as appropriated by City Council, this

includes special events, marketing, grant programs, etc. Applies professional judgment

regarding the allocation of resources to support the goals of the Downtown Advisory

Committee, the focus is on maintaining existing services and enhancing services where

appropriate and possible. Monitors and coordinates the provision of municipal services

to the Main Street area.

Serves as the official spokesperson for Historic Downtown Hendersonville and

for the City of Hendersonville’s Main Street program and, as such, must maintain

relationships with local and regional media.

Serves as the event planner for all Advisory Committee sponsored events;

serves as an event consultant to outside agencies conducting special events in the

downtown district; and represents the interests of the Main Street district on the Special

Events Committee.

Familiarizes self with all people and forces directly or indirectly involved in the

downtown commercial district; develops strategies for building the community’s human

and economic resources.

Encourages a cooperative climate between downtown stakeholders and local

public officials, and serves as a liaison between the Downtown Advisory Committee,

City Council, downtown stakeholders, the Chamber of Commerce, merchant

associations, the Tourism Development Authority, redevelopment agencies, and other

public, private, non-profit groups and associations interested in economic development

for downtown; advising these groups as needed.

Provides the primary source of communication for specific activities within an

economic development program as it relates to downtown. This includes maintaining

the downtown webpage, social media campaigns and e-mail mailing list; coordinating

event schedules, news releases, pamphlets and brochures; developing surveys to

address long and short term economic development and resource needs and recording

and interpreting results.

Serves as a liaison with residents of the city and the general public regarding

inquiries and complaints regarding downtown Hendersonville which relate to the work of

the Advisory Committee, City Council and the Director.

Works in coordination with other City departments to promote, oversee and

implement physical improvements in the public and private realm within the district,

such as façade improvements, streetscapes, banners, signage, etc.

Works in coordination with other City departments to assist in coordinating a

business friendly environment in the district.

Develops grants and additional funding sources to support project specific goals

identified by the Advisory Committee in coordination with City Council. Researches,

writes and contracts for grant procurement and administration.

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Conducts semi-regular downtown market studies for the downtown district. This

includes building and maintaining a comprehensive real estate database for the district;

a demographic profile of local residents and downtown customers; retail environment &

retail sales; prospective business resources, etc.

Applies market study research to business recruitment and real estate

reinvestment projects.

Prepares and maintain program reports required by the North Carolina Main

Street program for yearly program certification. Monitors program performance and

recommends and implements modifications to systems and procedures as needed.

Pursues state and national recognition for the program through appropriate award

programs.

Additional Job Duties

Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Comprehensive knowledge of principles and practices of public/business

administration as applied to natural resources, population, cultural features, and other

economic and social matters.

Thorough knowledge of government programs, laws, and services.

Thorough knowledge of office computer software, working familiarity with other

technology used to perform position duties; ability to read and interpret topographical,

and other maps.

Working knowledge of municipal zoning and infrastructure, and planning

programs and processes.

Ability to make important judgments with regard to varied business matters of

significance to the City.

Ability to think analytically and creatively.

Ability to work independently and multi-task.

Ability to plan, coordinate, and supervise the work of others.

Ability to effectively communicate orally and in writing.

Ability to attend work regularly.

Ability to establish and maintain effective working relationships with local

business leaders, business association officials, federal, state, local and regional

economic development officials, City staff, City Council, Boards and Commissions and

the general public.

Ability to obtain professional certification as a Certified Economic Developer

(CED).

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Physical Requirements

Must be able to physically perform the basic life operational functions of

fingering, talking and

hearing.

Must be able to perform sedentary work exerting up to 10 pounds of force

occasionally and/or a

negligible amount of force frequently or constantly to lift, carry,

push, pull, or otherwise move objects.

Must possess the visual acuity to analyze data and figures, operate a computer

terminal and do

extensive reading.

Desirable Education and Experience

Any combination of education and experience equivalent to Bachelor’s degree in

business administration, public administration or related field, some graduate level

education in business or public administration preferred; supplemented by extensive

progressively responsible work experience in public administration or closely related

field, and considerable experience in management of complex projects. Possession of a

Certified Economic Developer (CED) certification strongly preferred.

Special Requirement

NC Driver's License.

Hendersonville

2015

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ENVIRONMENTAL SERVICES CREW LEADER

General Statement of Duties

Performs responsible technical and skilled work supervising the work of a unit or

units engaged in the collection of solid waste, recycling, brush, white goods, and other

public works activities.

Distinguishing Features of the Class

An employee in this class supervises crews engaged in a variety of work

associated with the collection of solid waste, recycling, brush, white goods, and other

maintenance activities plus equipment repair and maintenance. Work includes leading a

crew/s in special collection events, coordinating assistance from other departments,

coordinating safety training, conducting weekly production meetings. Work also involves

insuring that crew members have and know how to use proper tools, equipment and

supplies to complete the work, be responsible for work crews and their safety. The

employee is subject to working in inside and outside environments including extreme hot

and cold weather and to work hazards, loud noise, vibrations, moving mechanical parts,

exposure to chemicals, fumes, odors, poor ventilation, and oils. The employee must

exercise good judgement and initiative in carrying out assignments. Work is performed

under regular supervision and is inspected for compliance with instructions, conformance

to established standards, quality and productivity of work crews, and adherence to

schedules and priorities.

Duties and Responsibilities

Essential Duties and Tasks

Supervises and participates in the collection of solid waste, recycling, brush, white

goods, special collection events, maintenance and repair of equipment, and other general

public works duties;

Reviews driver pre-and post-trip inspections and maintenance of equipment;

Helps interpret City policies to employees and enforces safety regulations;

Coordinates the use of available equipment and staff to obtain maximum

effectiveness and economy; may respond to citizen requests and complaints;

Recommends measures to improve production methods, equipment performance,

and quality of product;

Participates in the training, safety, and performance coaching of division

employees; insures application of safety regulations; investigates accidents and injuries;

Completes work orders and reports using computer (Microsoft applications);

insures that crews take necessary tools, equipment, and supplies on the trucks.

Operates heavy equipment in tight places requiring care and skill.

Coordinates with other Supervisors and Serves in the absence of the Department’s

Supervisor.

Other duties as assigned.

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Additional Job Duties

Performs related duties as assigned.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Considerable knowledge of the principles and practices of the collection of solid

waste, recycling, brush, white goods, trash, maintenance and repair of equipment.

Considerable knowledge of the use and maintenance of related equipment and

materials.

Thorough knowledge of the occupational hazards and safety precautions of the

work.

Some knowledge of related state and environmental laws.

Some knowledge of budgeting and purchasing procedures.

Working knowledge of effective supervisory principles and practices and

organizational personnel policies and procedures.

Ability to read plans maps and help prepare and edit routes.

Ability to establish and maintain effective working relationships with supervisors,

peers, subordinates and citizens.

Ability to maintain and prepare accurate records.

Ability to collect, edit, and present data using a computer.

Physical Requirements

Must be able to perform the basic life functions of climbing, balancing, stooping,

kneeling, crouching, reaching, standing, walking, lifting, pushing, pulling, fingering,

grasping, talking, and hearing.

Must be able to perform heavy work exerting up to 100 pounds of force

occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force

constantly to move objects.

Must possess visual acuity necessary to read maps and diagrams, to operate a

vehicle and heavy equipment, and to read and prepare records.

Desirable Education and Experience

Graduation from high school and considerable experience in the collection of solid

waste type materials, including heavy equipment operation and maintenance experience

and some lead worker experience; or an equivalent combination of education and

experience.

Special Requirements

Possession of a valid class B commercial North Carolina driver's license.

Hendersonville

2015

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INFLOW AND INFILTRATION TECHNICIAN

General Statement of Duties

Performs responsible technical support work and other related activities providing

assistance in identifying and locating inflow and infiltration into the City’s sewer collection

system.

Distinguishing Features of the Class

An employee in this class operates various types of electronic equipment used to

identify and locate inflow of surface water and infiltration of groundwater into the sewer

collection system. This employee will compile and submit data collected to the Utilities

Engineer for analysis and appropriate action. Work also involves setting up open channel

flow monitoring equipment in manholes, maintains weather and precipitation monitoring

equipment at pump stations and in other locations, all required to determine volume or

potential volume of surface water and groundwater entering the City’s sewer collection

system. Work is usually performed alone and requires independent initiative and the

ability to meet deadlines. Work may subject the employee to environmental conditions,

extreme temperatures, and traffic and associated noise and hazards. Limited night work

may be required due to excessive noise during the day. Work is performed under regular

supervision and is evaluated based on conferences, review of completed work, and

observation of demonstrated skills.

Duties and Responsibilities

Essential Duties and Tasks

Operate equipment including open channel flow measuring equipment, assist

CCTV crew and use of other devices and equipment required to determine where surface

water and groundwater is entering the City's sewer collection system.

Perform smoke testing in collection system to determine entry points for surface

water into the City’s sewer collection system; notify customers of upcoming smoke testing

activities and provide results of testing to Utilities Engineer for action planning.

Download data from monitoring equipment and enter data gathered into database

to facilitate analysis of inflow of surface water and infiltration of groundwater by the Utilities

Engineer.

Perform sequential actions to locate inflow and infiltration (I/I) by applying

knowledge of I/I detection practices and reading and interrupting sewer collection maps

and drawings.

Utilize hand and construction tools to expose manholes, clean-outs and

air/vacuum release valves.

Set up barricades or other traffic devices in the field to ensure safety in the working

environment.

Collect GPS (Global Position System) data regarding location of manholes, clean-

outs and air/vacuum release valves.

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Perform calibration and routine maintenance on equipment or arrange for repair

as directed.

Communicate with other internal divisions as needed regarding I/I detection

activities. Provides assistance to the public and/or department or City staff regarding

departmental policies, procedures, activities.

Additional Job Duties

Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Ability to operate inflow and infiltration equipment and associated

hardware/software.

Ability to prepare accurate records.

Considerable knowledge of city utility construction and maintenance policies,

practices, engineering standards, and customer service policies.

Working knowledge of utility design and construction principles, methods,

materials, and procedures.

Working knowledge of City’s sewer collection system.

Some knowledge of computer mapping software and hardware.

Some knowledge of asset and work order management software, like Cityworks.

Some knowledge of surveying methods and practices.

Must possess good writing and exceptional verbal communication skills.

Must possess outstanding troubleshooting skills and have a natural mechanical

and analytical ability.

Ability to establish and maintain effective working relationships and communicate

effectively with the general public, contractors, and other employees.

Must possess outstanding customer service skills.

Physical Requirements

Must be able to physically perform the basic life operational support functions of

climbing, balancing, stooping, kneeling, reaching, crouching, standing, walking, grasping,

fingering, talking, hearing, and repetitive motions.

Must be able to perform light work exerting up to 30-pounds of force occasionally,

10 pounds of force frequently, and/or a negligible amount of force constantly to move

objects.

Must possess the visual acuity to compile and compute data and statistics, operate

a computer or tablet, do extensive reading, and use measuring devices.

Desirable Education and Experience

Graduation from high school and considerable sewer collection system

maintenance or construction experience; or an equivalent combination of education and

experience.

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Special Requirement

Possession of a valid North Carolina driver's license.

Possession of a NC sewer collection system operator grade 4 certification is

preferred.

Confined space entry and competent person training.

Hendersonville

2015

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LEAK DETECTION TECHNICIAN

General Statement of Duties

Performs responsible technical support work and other related activities providing

assistance in identifying and locating leaks in the City’s water distribution system.

Distinguishing Features of the Class

An employee in this class operates various types of electronic equipment used to

detect and record leak sounds related to water loss from the water distribution system.

This employee will compile and submit data collected to the Utilities Engineer for analysis

and appropriate action. Work also involves. Work is usually performed alone and

requires independent initiative and the ability to meet deadlines. Work may subject the

employee to environmental conditions, extreme temperatures, and traffic and associated

noise and hazards. Limited night work may be required due to excessive noise during the

day. Work is performed under regular supervision and is evaluated based on

conferences, review of completed work, and observation of demonstrated skills.

Duties and Responsibilities

Essential Duties and Tasks

Operate equipment including loggers, scanners, correlators and other devices to

listen to and interpret quality and type of sounds to detect leaks in the City's water

distribution system.

Download data from monitoring equipment and enter data gathered into database

to facilitate analysis of water losses by the Utilities Engineer.

Perform sequential actions to locate leaks by applying knowledge of leak detection

practices and reading and interrupting water distribution maps and drawings.

Utilize hand and construction tools to expose mains, valves and service stop

boxes.

Set up barricades or other traffic devices in the field to ensure safety in the working

environment.

Collect GPS (Global Position System) data regarding location of fire hydrants,

valves and meters.

Perform calibration and routine maintenance on equipment or arrange for repair

as directed.

Communicate with other internal divisions as needed regarding leak detection

activities. Provides assistance to the public and/or department or City staff regarding

departmental policies, procedures, activities.

Additional Job Duties

Performs related duties as required.

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Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Ability to operate leak detection equipment and associated hardware/software.

Ability to prepare accurate records.

Considerable knowledge of city utility construction and maintenance policies,

practices, engineering standards, and customer service policies.

Working knowledge of utility design and construction principles, methods,

materials, and procedures.

Working knowledge of City’s water distribution system.

Some knowledge of computer mapping software and hardware.

Some knowledge of asset and work order management software, like Cityworks.

Some knowledge of surveying methods and practices.

Must possess good writing and exceptional verbal communication skills.

Must possess outstanding troubleshooting skills and have a natural mechanical

and analytical ability.

Ability to establish and maintain effective working relationships and communicate

effectively with the general public, contractors, and other employees.

Must possess outstanding customer service skills.

Physical Requirements

Must be able to physically perform the basic life operational support functions of

climbing, balancing, stooping, kneeling, reaching, crouching, standing, walking, grasping,

fingering, talking, hearing, and repetitive motions.

Must be able to perform light work exerting up to 30-pounds of force occasionally,

10 pounds of force frequently, and/or a negligible amount of force constantly to move

objects.

Must possess the visual acuity to compile and compute data and statistics, operate

a computer or tablet, do extensive reading, and use measuring devices.

Desirable Education and Experience

Graduation from high school and considerable distribution system maintenance or

construction experience; or an equivalent combination of education and experience.

Special Requirement

Possession of a valid North Carolina driver's license.

Possession of a NC water distribution system operator grade A certification is

preferred.

Confined space entry and competent person training.

Hendersonville

2015

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PARALEGAL

General Statement of Duties

Performs specialized legal program and office support duties for the City Attorney

and the City Manager’s Office.

Distinguishing Features of the Class

An employee in this class performs specialized paralegal work in a variety of

complex, program areas or specialty fields in support of the activities of the City Attorney,

and administrative and office support work supporting the City Manager. Paralegal duties

include drafting complex legal documents and contracts, conducting legal research into

complex issues without specific precedence, and acting as a front-end interface with

clients, staff, and attorneys for the purposes of screening calls and/or summarizing

communications between outside parties and the legal staff. The employee participates

in data gathering and preparation of exhibits, documents, and affidavits. The employee

may also be responsible for the scheduling of witnesses, and the organization of

supporting documents, exhibits, and evidence. The employee serves as a primary

contact for the legal department. Work requires independence and self-initiative in

activities and the employee is expected to determine when assistance is required from

legal staff. Administrative duties require tact and discretion in handling sensitive or

confidential matters for the Attorney and Manager. Work is performed under the supervision

of the City Attorney and is evaluated through work planning and monitoring interactions,

observation, conferences, feedback from citizens and staff, and ongoing evaluation and

testing of the quality and effectiveness of work products developed.

Duties and Responsibilities

Essential Duties and Tasks

Conducts legal research to include reviewing case files, public records, codes, laws,

statutes and title searches.

Prepares a variety of legal documents such as right-of-way agreements, water and

sewer easements, sidewalk easements, audit letters, deeds, closing documents for real

estate transactions; schedules closings; disburses funds; secures proper execution of

documents.

Organizes tasks to be performed by the legal department.

Assists with the acquisition of real property for the City.

Maintains files and records for the Legal Department; prepares spreadsheets

documenting actions; maintains legal library.

Drafts correspondence, memos, and documents for the attorney’s review;

transcribes leases, ordinances, agreements, bid documents, proposals, correspondence

and other documents.

Types legal notices; secures publication in newspaper and proofs for errors.

Schedules meetings for the Attorney; prepares documents prior to meetings; secures

information via telephone or personal contact; selects appropriate materials to answer

questions and often handles the inquiries independently.

Meets with parties to explain legal documents and to obtain signatures; notarizes

documents when signed.

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Compiles budget for Legal Department; purchases supplies; codes bills for payment.

Prepares and files documents sent to the Secretary of State such as incorporation

documents, UCC financial statements, nonprofit corporation documents, articles of

incorporation, bylaws, etc.

Additional Job Duties

Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Considerable knowledge of legal research techniques and ability to locate

information through the Clerk of Court, Register of Deeds and similar resources.

Working knowledge of legal terminology.

Working knowledge of legal practices and procedures relating to contracts, real

estate and court proceedings.

Working knowledge of Microsoft Word and Excel.

Considerable knowledge of and ability to use official business practices.

Ability to handle real estate transactions, prepare basic legal documents and

coordinate the execution and issuance of legal documents with minimal directions.

Ability to maintain files and records and to retrieve information when needed.

Ability to work independently, with accuracy, and to exercise initiative in the

preparation of legal documents, correspondence, forms, and other legal office materials.

Ability to transcribe dictation and to type accurately at a good rate of speed.

Ability to be tactful and courteous while being persuasive and confident on City

business.

Ability to compile information based on general instructions.

Ability to establish and maintain effective working relationships with supervisor,

employees, and the general public.

Ability to use a wide variety of other computer technology to generate work.

Ability to grasp and master new concepts quickly.

Ability to communicate effectively and to conduct the department’s business in

person and by telephone.

Ability to gather and give comprehensive information and instructions, based on

program knowledge and independent research.

Physical Requirements

Must be able to physically perform the basic life operational functions of fingering,

grasping, lifting, stooping, standing, walking talking, hearing, and repetitive motions.

Must be able to perform sedentary to light work exerting 10 -20 pounds of force

occasionally and/or a negligible amount of force frequently to move objects.

Must possess the visual acuity to prepare and analyze data and figures, to operate

a typewriter and computer, to determine the accuracy, neatness, and thoroughness of the

work assigned, and to take and transcribe dictation.

Desirable Education and Experience

Any combination of education and experience equivalent to graduation from an

accredited community college with major course work in legal proceedings, and

experience working in a law office; or an equivalent combination of education and

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experience.

Special requirement

Ability to obtain certification as a Notary Public.

Possession of valid North Carolina driver’s license.

Hendersonville

2015

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PLANNING DIRECTOR

General Statement of Duties

Performs difficult professional and administrative planning work for the City.

Distinguishing Features of the Class

An employee in this class plans, organizes and reviews the planning activities

including current and long range planning programs involving physical, economic and

social future of the City. Work involves professional planner responsibilities in the

formation, installation, modification and improvement of the City's growth and

development. Duties include staffing and consulting with boards and committees on

development issues in the City including zoning, economic development, community

appearance, and related issues. Work involves coordination with a variety of other local

and state jurisdictions and agencies and considerable knowledge of the planning field

and local ordinances, and extensive public contact skills. Work is performed in an office

environment under the general supervision of the City Manager Development Assistance

Director and is evaluated through conferences, reports, and progress on planning issues

and projects.

Duties and Responsibilities

Essential Duties and Tasks

Plans and organizes project activities; establishes goals and objectives;

recommends and administers policies and procedures; develops and recommends

budget for department staff, equipment, materials and supplies, and monitors

expenditures.

Provides advice to the Development Assistance Director, City Manager, Board,

and various appointed committees; deals with the public on controversial issues.

Researches, writes and recommends ordinances related to zoning, subdivision

regulations, appearance, economic development, park and open space development,

noise, and other growth and development issues.

Serves as technical support to the Planning Board, Board of Adjustment, other City

departments, and civic groups on planning, zoning, and related matters.

Confers with engineers, developers, architects, a variety of agencies and the

general public in obtaining information and coordinating planning matters; coordinates

activities with County and surrounding jurisdictions; participates in plan review process.

Conducts special studies; researches complex planning problems; prepares a

variety of comprehensive reports.

Responds to and resolves difficult citizens' inquiries and complaints regarding

planning matters.

Coordinates development review process with various departments, developers

and contractors.

Hires, Trains, and provides work assignment, performance coaching, and

evaluation to assigned staff.

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Processes street closing and annexation petitions; prepares documents for

annexation processes and procedures.

Additional Job Duties

Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Thorough knowledge of the principles and practices of planning, land use, and

zoning related to long range planning, current planning, and the comprehensive planning

process.

Considerable knowledge of computer applications related to GIS, planning, data

base and statistical analysis.

Working knowledge of the laws and regulations in building inspections and local

code enforcement.

Skill in collaborative conflict resolution.

Skill in working with committees, tasks forces, and other groups and in public

presentation.

Ability to organize work, set and follow effective priorities, and coordinate work with

others to obtain desired outcomes.

Ability to communicate effectively in oral and written forms; to interpret planning,

zoning and building inspection policies to officials and the general public.

Demonstrated ability to analyze and systematically compile technical and

statistical information, and to prepare technical reports.

Demonstrated ability to evaluate the feasibility of planning alternatives in relation

to trends, costs and social pressures and needs.

Ability to establish and maintain effective working relationships with contractors,

developers, property owners, other City staff, officials, and the general public.

Physical Requirements

Must be able to perform the basic life operational skills of fingering, grasping,

talking, hearing, and repetitive motions.

Must be able to perform sedentary work, exerting up to 10 pounds of force

occasionally, and/or a negligible amount of force frequently or constantly to lift or move

objects.

Must possess the visual acuity to prepare and analyze data and figures, operate a

computer terminal, do extensive reading, and perform visual inspections.

Desirable Education and Experience

Graduation from a four year college or university with a major in planning,

geography, landscape architecture, or related field and considerable experience in

municipal, county or regional planning; or an equivalent combination of education and

experience. Master’s degree in urban planning preferred.

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Special Requirements

Possession of a valid North Carolina driver's license.

Prefer certification or ability to obtain from the American Institute of Certified

Planners.

Hendersonville

2015

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PROMOTIONS COORDINATOR

General Statement of Duties

The Promotions Coordinator performs skilled professional work in planning,

organizing and coordinating the promotional initiatives and special events for the City of

Hendersonville’s Main Street program. The coordinator works closely with the Main Street

Director and with the Main Street Advisory Committee to execute and enhance current

programs while seeking additional programs, opportunities and improvements for Historic

Downtown Hendersonville (HDH).

Distinguishing Features of the Class

Employees in this class coordinate and plan special events and activities, and

promote the historic downtown business district. Develops and manages the

organization’s communications strategy to include all forms of public and media relations,

print and web based outreach, and social networking. The position requires strong

leadership, creativity, innovation, interpersonal skills and top notch verbal and written

communication skills: a strong work ethic, and a passion for community and the job is

essential. Energy, self-motivation, effective follow-through, and the ability to work both

individually and as a team player are vital. Work requires a great deal of independence

and may include supervising, or providing assistance to others. Work is performed under

the supervision of the department head and is evaluated through work planning and

monitoring interactions, observation, conferences, feedback from citizens and staff, and

ongoing evaluation and testing of the quality and effectiveness of work processes.

Duties and Responsibilities

Essential Duties and Tasks

Responsible for maintaining and creating efficient communication; website,

newsletter communication, calendar of events and social media campaigns.

Maintain a comprehensive resource for information regarding downtown events.

Facilitate the director’s work to keep all special events and downtown promotional

programs in the public eye through local and regional media.

Work with the director, Committee members and consultants to create, refine and

manage all aspects of the organization’s marketing and communication strategies and

initiatives.

Build and maintain a positive relationship with the media; print, radio and television;

pitching stories, issuing press releases, etc. Maintain records of all correspondence with

media contacts and complete all necessary contracts and agreements.

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Distribute marketing materials in a timely fashion to downtown stakeholders

(property and business owners, Committee members, City and County government

offices, media outlets, etc.)

Work with the director to establish a budget for all marketing and communication

strategies & initiatives, working with the director for approval of line items.

Works with and consults with committee members, staff, volunteers and merchants

on event planning, promotional materials, event logistics, creation of timing and speaking

points.

Responsible for directing/creating professional-caliber presentations, videos,

collateral materials and promotions that support the programs brand.

Coordinate, organize, and ensures all events are successful from beginning to end; in

partnership with the Main Street Director and Main Street Advisory Committee to attract

people to Historic Downtown Hendersonville This aspect does involve evening hours and

weekends at times, as well as physical labor.

Organizes logistical requirements on- site

Ensures brand alignment.

Manages and/or works events; oversees setup for events and breakdown.

Takes a responsible role as a team leader while working with event volunteers

Track, and implement time line and expenses per event.

Responsible for inventory and displays material for events.

Develops process and procedures for event efficiencies

Responsible for event-specific and technical databases, records, budget line item

activities, and files; initiates appropriate follow-up or further action; compiles reports from

data.

Collects fees, or other payments related to event program activities; maintains

records and receipts for accounting of cash.

Collaborate with business owners, community groups and other organizers on

special events, festivals, community projects and other promotional events within the

district. Develops and maintains relationships with downtown merchants and

business/property owners affected by festival/events.

Responsible for on-going volunteer program for year-round support of HDH

events.

Recruits, develops & trains new volunteers.

Advises management on strategies on maintaining/building a strong volunteer database

Coordinate recognition of volunteers and other stakeholders who actively work on behalf

of HDH.

Obtain all necessary permits, licenses, and permissions for all HDH events.

Work with the director to establish budgets for all special events, working with the

director for approval of line items.

Solicit and develop new corporate sponsors for various events with the Main Street

Director, as well as for general support of the Main Street program. Maintain records of

sponsor correspondence and complete sponsor agreements and contracts.

Responsible for monitoring and assessment of events for deficiencies and develop

plans for improvement, constantly striving for excellence.

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Attend monthly Committee and Sub-Committee meetings Document minutes and

actions from meetings attended.

Supervises temporary personnel including interns and volunteers.

Manage effective and efficient communication between staff, committee members,

committee chairs and across sub-committees if necessary, to ensure program excellence.

Assist in the development, and ensure the timely implementation of annual action

strategies.

Work closely with committee chairs to develop meeting agendas in direct

correlation with annual action strategies.

Assist with planning and development of new programs and initiatives.

Professionally represent City at events, on committees and throughout the

community.

Develops and maintains relationships with all necessary City government entities

including, but not limited to Public Works, Police, Fire, Planning, and Zoning.

Seeks grants and supplemental resources for department programs.

Additional Job Duties

Other activities as deemed appropriate and assigned by Main Street Director.

Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Strong communication skills with experience in public speaking, writing for

Experienced working in a special events environment with a focus on creating

positive experiences for vendors and participants.

Is creative with a strong knowledge of computer programs including, but not limited

to, Microsoft Office Suite, Adobe Creative Suite and content management software.

Ability to establish and manage cooperative working relationships on a team

comprised of the director, downtown stakeholders, city and county government officials

and staff.

Ability to work in a flexible, fast-paced work environment while maintaining

professionalism, confidentiality and tact when dealing with committee members and the

public.

Self-motivated, imaginative, and an accomplished organizer.

Ability to function effectively and independent of direct-supervision.

Must be detailed, deadline and goal-oriented.

Ability to successfully manage multiple tasks and stressful situations.

Ability to exercise sound judgment in evaluating and making decisions.

Ability to handle sensitive issues with diplomacy and confidentiality.

Ability to work independently.

Ability to arrange and place records, reports and files into a proper sequence.

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Physical Requirements

Must be able to physically perform the basic functions of stooping, kneeling,

crouching, reaching, standing, walking, lifting, fingering, grasping, talking and hearing.

Must be able to perform sedentary work exerting up to 10 pounds of force

frequently or constantly to move objects.

Must possess the visual acuity to prepare and analyze data, examine and work

with maps, charts, and detailed materials, operate a computer, inspect sites, use

measuring devices, to figure computations and to read extensively.

Desirable Education and Experience

Graduation from a four year college or university with a degree in business,

economics, marketing, communications or related field supplemented by professional

experience in special events management, marketing & promotions and brand

management; or an equivalent combination of education and experience. Previous

experience in event planning is highly desirable.

Special Requirement

Possession of valid North Carolina driver’s license.

Hendersonville

2015

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PUBLIC INFORMATION OFFICER

General Statement of Duties

Performs intermediate professional work providing information to the public,

media, and City employees on programs, services, issues, and policies; does related

work as required. Work is performed under regular supervision of the City Manager.

Distinguishing Features of the Class

An employee in this class maintain positive relations between the public and the

City, as well as to communicate with the media, maintain the City’s web content

management, social media and coordinate City events. The employee will liaise between

their employer and the public and is responsible for issuing press releases, answering

queries from the media and arranging interviews with company executives and

employees. Researches documents, prepares and distributes written and oral

communications to various City audiences. They produce printed and video material

about their organization for dissemination to the public. The employee may be responsible

for organizing special events such as news conferences and awards ceremonies.

Maintaining a social media presence is part of the employee's duties. The employee will

develop, implement, and maintain an effective public information program for the City and

its Departments. These individuals may work long hours on an irregular schedule,

especially when publicized situations or incidents affect the City. Work is supervised by

the City Manager and is evaluated through periodic performance reviews.

Duties and Responsibilities

Essential Duties and Tasks

Make public appearances on behalf of the City, including press conferences;

Serve as an advisor to those making public appearances;

Write press releases;

Respond to media inquiries;

Escort media personnel within government facilities to conduct interviews or take

photographs;

Maintain an archive of press material relating to the City;

Maintain the City of Hendersonville’s website;

Oversee the City’s social media sites;

Support City Departments as an advertising and marketing resource;

Answer phone calls from citizens;

Write/place newspaper, radio, and/or television ads;

Operate government access channels on cable television;

Develops communication plans for various City functions and/or campaigns;

Write/publish the City newsletter; and,

Other tasks as assigned by City Manager.

Additional Job Duties

Performs related duties as required.

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Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Thorough knowledge of writing, designing, and editing techniques required to

prepare reports and related documents; general knowledge of City programs, policies,

and structure; thorough knowledge of public information and modern principles and

practices of public relations media; ability to develop promotional copy and perform

technical editorial work; ability to write public information reports and releases; ability to

work closely at all levels with various citizens, committees, and staff members; ability to

conduct independent work and to organize work; skill in the use of personal computers

and digital cameras; experience with coordinating social media applications, Adobe

Photoshop Elements, Adobe Acrobat, MS Word, Excel, and Publisher, and HTML

preferred. Ability to define problems, collect data, establish facts, and draw valid

conclusions. Ability to interpret and deal with several abstract and concrete variables.

Physical Requirements

Must be able to perform the basic physical life operational functions of reaching,

crouching, standing, walking, fingering, talking, hearing, and repetitive motions.

Must be able to perform light work exerting up to 20 pounds of force occasionally,

and/or 10 pounds of force frequently, and/or a negligible amount of force constantly to lift

carry, push, pull, or otherwise move objects.

Must possess the visual acuity to examine and work with maps, operate a

computer, inspect sites regarding planning issues, and do extensive reading.

Desirable Education and Experience

Any combination of education and experience equivalent to graduation from an

accredited community college with major course work in public relations,

communications, journalism, public administration, or related field and considerable

public relations experience. A bachelor’s or master’s degree in marketing,

communications, or journalism strongly preferred.

Special Requirement

Possession of valid North Carolina driver’s license.

Hendersonville

2015

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TREATMENT PLANT OPERATOR I

General Statement of Duties

Performs responsible operational, laboratory, and maintenance functions in a

water or wastewater treatment plant; serves as a basic support operator.

Distinguishing Features of the Class

An employee in this class performs a variety of operational, maintenance,

laboratory, or other duties designed to produce safe treatment of potable water, and

disposal of domestic and commercial water and wastewater materials. Work is performed

on an assigned or rotating shift and includes monitoring the plant's operation through

observation, mechanical or electronic readings and the results of standard chemical and

biological tests and to make necessary adjustments in the process as conditions or test

results dictate. Other duties include performing standard laboratory duties and tests and

assisting with plant and facilities maintenance. Work also includes substantial record

keeping of work activities. Employees are subject to hazards associated with wastewater

and plant operations including working both inside and outside environments, in extreme

hot and cold weather, and exposure to various hazards such as loud noises, moving

mechanical parts, electrical current, chemicals, fumes, odors, dusts, mists, gases, poor

ventilation, working in small spaces such as sewer pipes, and oils. Workers may be

required to wear respirators when working around chlorine tanks. Work around

wastewater is also subject to the final standards of OSHA on blood borne pathogens.

Work is performed under general supervision and reviewed by observation, conference,

and reviewing records for adherence to operations standards, instructions, and safety

practices.

Duties and Responsibilities

Essential Duties and Tasks

Makes regular tours of plant and checks bar screens, engines, generators, pumps,

settling tanks, filters, clarifiers, chlorinators, and other equipment for proper functioning.

Records data from various meters, gauges and dials; logs daily, weekly, and

monthly activities.

Performs standard laboratory chemical and biological tests.

Performs general preventive and scheduled maintenance; assists on major

maintenance and repairs.

Regulates and adjusts motors, pumps, blowers, valves and other apparatus to

meet changing operating conditions.

Performs routine building and grounds maintenance including mowing, cleaning

and painting.

Collects water and wastewater samples.

Analyses plant performance and makes chemical feed and other adjustments

consistent with supervisory guidelines.

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Cross-trains with other water and wastewater treatment plant personnel to

substitute in their absence.

Additional Job Duties

Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Working knowledge of the operating characteristics and maintenance requirement

of water and/or wastewater treatment plants.

Working knowledge of applicable federal, state, and local laws, ordinances, and

permitting requirements.

Working knowledge of the occupational hazards of the work and of necessary

safety precautions.

Some knowledge of standard laboratory test and procedures used in a water or

wastewater treatment plant.

Working knowledge of the use of computers to record data, prepare reports, and

operate plant equipment.

Some knowledge of hydraulic, chemical and mechanical principles pertinent to

water or wastewater treatment plant operations.

Ability to detect flaws in the operation of mechanical equipment and to determine

proper remedial measures.

Ability to conduct routine laboratory test.

Ability to understand and follow moderately complex oral and written instructions.

Ability to read meters, charts, and technical manuals and drawings accurately and

to maintain records of shift operations.

Ability to establish and maintain effective working relationships with peers and

superiors.

Physical Requirements

Must be able to physically perform the basic life operational functions of climbing,

balancing, stooping, kneeling, crouching, reaching, walking, pushing, pulling, lifting,

grasping, and hearing.

Must be able to perform medium work exerting up to 50 pounds of force

occasionally; and/or up to 20 pounds of force frequently; and/or up to 10 pounds of force

constantly to move objects.

Must possess the visual acuity to read gauges, dials, and observe moving parts of

machines, and to record and review written records.

Desirable Education and Experience

Graduation from high from high school supplemented by course work in chemistry

or biology and some experience in the operation and maintenance of machinery and

equipment, preferably in a water or wastewater treatment plant; or an equivalent

combination of education and experience.

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Special Requirements

Possession of a Water Operator's Grade level C or Wastewater Operator’s Grade

level I from the State of North Carolina.

Special Note: This generic class description gives an overview of the job class, its

essential job functions, and recommended job requirements. However, for each

individual position assigned to this class, there is available a completed job questionnaire

with a physical abilities checklist which can give further details about that one specific

position. Those documents should be reviewed before initiating a selection process.

They can provide additional detailed information on which to base various personnel

actions and can assist management in making legal and defensible personnel decisions.

Hendersonville

2015

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TREATMENT PLANT OPERATOR II

General Statement of Duties

Performs skilled operational functions in the operations of a water or wastewater

treatment plant; serves as a mid-level shift worker and operator.

Distinguishing Features of the Class

An employee in this class performs a variety of operational, maintenance,

laboratory, or other duties designed to produce safe treatment of potable water, and

disposal of domestic and commercial water and wastewater materials. Work is performed

on an assigned or rotating shift and includes monitoring the plant's operation through

observation, mechanical or electronic readings and the results of standard chemical and

biological tests and to make necessary adjustments in the process as conditions or test

results dictate. The employee serves as a mid-level worker or operator in direct support

of higher level supervision. Work also includes substantial record keeping of work

activities. Employees are subject to hazards associated with wastewater and plant

operations including working in both inside and outside environments, in extreme hot and

cold weather, and exposure to various hazards such as loud noises, moving mechanical

parts, electrical current, chemicals, fumes, odors, dusts, mists, gases, poor ventilation,

and oils. Workers may be required to wear respirators when changing chlorine tanks.

Work around wastewater is also subject to the final standards of OSHA on blood borne

pathogens. Work is performed under regular supervision and reviewed by observation,

conference, and reviewing records for adherence to operations standards, instructions,

and safety practices.

Duties and Responsibilities

Essential Duties and Tasks

Serves in the absence of higher level supervision; inspects records, laboratory

results, and identifies necessary changes in chemical, biological, or mechanical plant

processes and functions to meet permitted discharge limits.

Leads and participates in the repair and maintenance of mechanical, electrical,

and some electronic equipment and component parts at a water or wastewater plant;

helps establish preventive maintenance schedules.

Makes regular tours of plant and checks bar screens, engines, generators, pumps,

settling tanks, filters, clarifiers, chlorinators, and other equipment for proper functioning;

Records data from various meters and gauges; logs daily, weekly, and monthly

activities; regulates and adjusts motors, pumps, blowers, valves and other apparatus to

meet changing operating conditions.

Performs laboratory analyses; performs standard laboratory chemical and

biological tests.

Cross-trains with other water and wastewater treatment plant personnel to

substitute in their absence.

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Additional Job Duties

Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Considerable knowledge of the operating characteristics and maintenance

requirement of a water or wastewater treatment plant.

Considerable knowledge of biological, chemical and mechanical principles

pertinent to water and/or wastewater treatment plant operations.

Considerable knowledge of applicable federal, state, and local laws, ordinances,

and permitting requirements.

General knowledge of the occupational hazards of the work and of necessary

safety precautions.

Ability to detect flaws in the operation of mechanical equipment and to determine

proper remedial measures.

Ability to conduct laboratory test.

Ability to understand and follow moderately complex oral and written instructions.

Ability to read meters, charts, and technical manuals and drawings accurately and

to maintain records of shift operations.

Ability to operate light to medium equipment.

Ability to establish and maintain effective working relationships with peers and

superiors and to serve as a mid-level support worker and provide on-the-job cross-

training.

Physical Requirements

Must be able to physically perform the basic life operational functions of climbing,

balancing, stooping, kneeling, crouching, reaching, walking, pushing, pulling, lifting,

grasping, and hearing.

Must be able to perform medium work exerting up to 50 pounds of force

occasionally; up to 20 pounds of force frequently; and up to 10 pounds of force constantly

to move objects.

Must possess the visual acuity to read gauges, dials, and observe moving parts of

machines, to record and review written records, and to operate a computer terminal.

Desirable Education and Experience

Graduation from a community college with a degree in environmental science,

chemistry, biology, or related field and considerable experience in the operation,

laboratory, and/or maintenance of a water or wastewater treatment plant; or an equivalent

combination of education and experience.

Special Requirements

Possession of a Water Operator's Grade level B or Wastewater Operator's Grade

level II certificate from the State of North Carolina.

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Special Note: This generic class description gives an overview of the job class, its

essential job functions, and recommended job requirements. However, for each

individual position assigned to this class, there is available a completed job questionnaire

with a physical abilities checklist which can give further details about that one specific

position. Those documents should be reviewed before initiating a selection process.

They can provide additional detailed information on which to base various personnel

actions and can assist management in making legal and defensible personnel decisions.

Hendersonville

2015

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TREATMENT PLANT OPERATOR III

General Statement of Duties

Performs skilled operational functions in the operations of a water or wastewater

treatment plant; serves as a shift leader and operator.

Distinguishing Features of the Class

An employee in this class performs a variety of operational, maintenance,

laboratory, or other duties designed to produce safe treatment of potable water, and

disposal of domestic and commercial water and wastewater materials. Work is performed

on an assigned or rotating shift and includes monitoring the plant's operation through

observation, mechanical or electronic readings and the results of standard chemical and

biological tests and to make necessary adjustments in the process as conditions or test

results dictate. The employee serves as lead worker or lead operator, especially when

changes in the plant's biological and/or chemical processes are needed to meet the

plant's permitted limits, and performs special projects and research. Work also includes

substantial record keeping of work activities. Employees are subject to hazards

associated with wastewater and plant operations including working in both inside and

outside environments, in extreme hot and cold weather, and exposure to various hazards

such as loud noises, moving mechanical parts, electrical current, chemicals, fumes,

odors, dusts, mists, gases, poor ventilation, and oils. Workers may be required to wear

respirators when changing chlorine tanks. Work around wastewater is also subject to the

final standards of OSHA on blood borne pathogens. Work is performed under regular

supervision and reviewed by observation, conference, and reviewing records for

adherence to operations standards, instructions, and safety practices.

Duties and Responsibilities

Essential Duties and Tasks

Serves in the absence of higher level supervision; inspects records, laboratory

results, and identifies necessary changes in chemical, biological, or mechanical plant

processes and functions to meet permitted discharge limits.

Trains and orients new employees in plant operational principles and practices.

Serves as lead worker in the repair and maintenance of mechanical, electrical, and

some electronic equipment and component parts at a water or wastewater plant; helps

establish preventive maintenance schedules.

Makes regular tours of plant and checks bar screens, engines, generators, pumps,

settling tanks, filters, clarifiers, chlorinators, and other equipment for proper functioning;

Records data from various meters and gauges; logs daily, weekly, and monthly

activities; regulates and adjusts motors, pumps, blowers, valves and other apparatus to

meet changing operating conditions.

Performs laboratory analyses; trains other workers in laboratory procedures;

performs standard laboratory chemical and biological tests.

Provides technical guidance to and cross-trains other staff members.

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Additional Job Duties

Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Advanced knowledge of the operating characteristics and maintenance

requirement of a water or wastewater treatment plant.

Advanced knowledge of biological, chemical and mechanical principles pertinent

to water and/or wastewater treatment plant operations.

Advanced knowledge of applicable federal, state, and local laws, ordinances, and

permitting requirements.

Advanced knowledge of the occupational hazards of the work and of necessary

safety precautions.

Ability to detect flaws in the operation of mechanical equipment and to determine

proper remedial measures.

Ability to conduct laboratory test.

Ability to understand and follow moderately complex oral and written instructions.

Ability to read meters, charts, and technical manuals and drawings accurately and

to maintain records of shift operations.

Ability to operate light to medium equipment.

Ability to establish and maintain effective working relationships with peers and

superiors and to serve as a lead worker and provide on-the-job training.

Physical Requirements

Must be able to physically perform the basic life operational functions of climbing,

balancing, stooping, kneeling, crouching, reaching, walking, pushing, pulling, lifting,

grasping, and hearing.

Must be able to perform medium work exerting up to 50 pounds of force

occasionally; up to 20 pounds of force frequently; and up to 10 pounds of force constantly

to move objects.

Must possess the visual acuity to read gauges, dials, and observe moving parts of

machines, to record and review written records, and to operate a computer terminal.

Desirable Education and Experience

Graduation from a community college with a degree in environmental science,

chemistry, biology, or related field and considerable experience in and thorough

understanding of the operation, laboratory, and/or maintenance of a water or wastewater

treatment plant; or an equivalent combination of education and experience.

Special Requirements

Possession of a Water Operator's Grade level A or Wastewater Operator's Grade

level III certificate from the State of North Carolina.

Those employee’s with Water Operator’s Physical and Chemical Certification or

Wastewater Operator’s Grade level IV certificates from the State of North Carolina are

eligible for additional compensation.

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Special Note: This generic class description gives an overview of the job class, its

essential job functions, and recommended job requirements. However, for each

individual position assigned to this class, there is available a completed job questionnaire

with a physical abilities checklist which can give further details about that one specific

position. Those documents should be reviewed before initiating a selection process.

They can provide additional detailed information on which to base various personnel

actions and can assist management in making legal and defensible personnel decisions.

Hendersonville

2015

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ZONING CODE ENFORCEMENT OFFICER

Performs responsible professional zoning code enforcement duties for the Town

City.

Distinguishing Features of the Class

An employee in this class performs zoning code enforcement duties. Work

includes inspecting sites, interpreting and explaining ordinances to the public, and

working with owners to comply with the local rules and regulations. Work also includes

processing enforcement paperwork and may require appearance in court cases. The

employee is exposed to inside and outside environmental conditions, vicious animals,

and irate citizens. Work is performed under regular supervision by the Zoning

Administrator Development Assistance Director and is evaluated through conferences,

review of assigned projects, and reactions of the public and property owners.

Duties and Responsibilities

Essential Duties and Tasks

Makes on-site inspections of existing development for zoning compliance including

setbacks, lot size and width, landscaping, colors, screening, and related appearance

issues; reviews requests for sign permits and issues; enforces sign ordinance; enforces

ordinances related to overgrown lots, junked vehicles, street vendors, etc.; works with

owners on remediation of non-compliance.

Assists with daily inquiries from the public on interpretation of zoning and land use

questions; refers technical and precedent setting questions to planners; receives

complaints, investigates and enforces compliance.

Reviews site plans for zoning requirements, parking, landscape screening, etc.

Follows up on actions taken and assures that citizens comply with local

ordinances.

Establishes and maintains records of work activities and follow-up actions.

Additional Job Duties

Assists other department staff with a variety of duties and tasks in the enforcement

field.

Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Knowledge of horticulture, plants, trees, and installation methods.

Knowledge of principles and practices of zoning and other code enforcement

functions.

Working knowledge of local ordinances.

Working knowledge of governmental laws, programs, and services related to the

code enforcement processes and procedures.

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Some knowledge of the principles and practices and applicable laws regarding

planning, subdivisions, building permits, and development regulation.

Working knowledge of the application of information technology to work including

GIS systems.

Ability to interpret local ordinances, rules, and regulations.

Skill in conflict resolution.

Ability to work effectively with employees and the general public in code

enforcement situations.

Ability to communicate effectively in oral and written forms.

Ability to document and complete required records and reports.

Physical Requirements

Must be able to physically perform the basic life operational functions of climbing,

balancing, kneeling, reaching, standing, walking, lifting, fingering, grasping, talking, and

hearing.

Must be able to perform medium work exerting up to 50 pounds of force

occasionally, and/or up to 20 pounds frequently, and/or up to 10 pounds of force

constantly to move objects.

Must possess the visual acuity to prepare and analyze data and figures, operate a

computer terminal, operate a motor vehicle, perform field site inspections, and use

measurement devices.

Desirable Education and Experience

Graduation from college with a degree in urban planning, horticulture, landscape

architecture or related field; or an equivalent combination of education and experience.

Special Requirement

Possession of valid North Carolina driver’s license.

Hendersonville

2015

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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:

John Connet

dministration

7/23/2015

John Connet

7/2/2105

Council Action

I am proposing to use existing funding to reclassify Lu Ann Welter's existing position and create a Code Enforcement

Officer position. The attached memorandum provides a complete review of this request.

05k

56,700 +/-

Yes

Funding is available in the General Fund and Water and Sewer Fund

I move that City Council approve the Human Resource Coordinator position and create the Code Enforcement Officer

position.

Memorandum from City Manager John Connet

Human Resources Coordinator Job Description (Draft)

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Memorandum To: Mayor Volk and Members of City Council

From: John Connet, City Manager

Date: June 25, 2015

Re: Creation of Human Resources Coordinator and Code Enforcement Officer

Background

Recently, the employee in the City’s Tax Collector position opted to take a Customer Service

Representative position. The Finance Director supports this change. The Finance Department is

amending the Tax Collector position to hire an Accountant position. This position will not only provide

the duties of city tax collection but also assist in the accounting of all City revenues.

The aforementioned changes will provide the following monetary effects:

The following change saves the General Fund approximately $29,764.57 and burdens the Water and

Sewer Fund an approximate additional $20,328.17. The Water and Sewer Fund can support this

additional cost as we continue to see large reversion rates each year (meaning revenues exceed

expenditures).

GF 90% W/S 10%

Salary 49,861.12$ 44,875.01$ 4,986.11$

Benefits 12,899.55$ 11,551.70$ 1,347.85$

Sub-Total 62,760.67$ 56,426.71$ 6,333.96$

GF 50% W/S 50%

Salary 43,158.40$ 21,579.20$ 21,579.20$

Benefits 10,165.87$ 5,082.94$ 5,082.94$

Sub-Total 53,324.27$ 26,662.14$ 26,662.14$

GF WS

Savings Total 29,764.57$ (20,328.17)$

Difference

City Tax Collector

Accountant

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Recommendation

These recent changes in the Finance Department have provided the City with the ability to address an

internal service opportunity, improving effectiveness and lessening risk. The City Manager recommends

moving an existing Administrative Aide, from the Development Assistance Department to the

Administration Department as a Human Resources Coordinator. This position will be responsible for

coordinating our Wellness, Safety, and Customer Service Training programs. This position would

provide services to all City funds and in that the salary and benefits would be split.

In addition, we would add a Code Enforcement Officer. This position will spend 100% of their time

enforcing the Zoning Ordinance and Code of Ordinances. It will free up the Department Director’s time

to manage the Development Assistance Department and serve as our Development Concierge.

Management recommends the following scenario, confident that it is the most beneficial to the

organization as a whole:

Move Administrative Aide to Administration (HR) Department

o This move provides the following approximate effects:

With the total GF savings, approximately $56,699.94, hire a Code Enforcement Officer in the

Development Assistance Department (to replace the Administrative Aide)

o The utilizes the savings in the following manner:

These changes will greatly enhance organizational effectiveness and efficiency. In addition, a $12,161.54

will remain available for the General Fund.

GF 100% W/S 0%

Salary 43,674.43$ 43,674.43$-$

Benefits 12,514.60$ 12,514.60$-$

Sub-Total 56,189.03$ 56,189.03$-$

GF 50% W/S 50%

Salary 45,316.32$ 22,658.16$ 22,658.16$

Benefits 13,191.00$ 6,595.50$ 6,595.50$

Sub-Total 58,507.32$ 29,253.66$ 29,253.66$

GF WS

Savings Total 26,935.37$ (29,253.66)$

Administrative Aide

HR Safety Coordinator

Difference

Availble GF 56,699.94$

Salary 33,483.19$

Benefits 11,055.21$

Sub-Total 44,538.40$

Remaning 12,161.54$

Code Enforcement Officer

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Additional Justification

Safety, Wellness, and Customer Service Coordinator

The Safety Program has traditionally been the responsibility of the Human Resource Director. However,

due to the Director’s workload, it has never received the attention that is needed to have an effective

safety program. For example, our Safety Committee, which is mandated by law, has not met since before

I was hired as your City Manager. Also, I am concerned that our required safety training programs do not

meet the basic OSHA requirements. With a liaison from the Human Resources Department concentrating

on safety, the Department would be in a greater position to assist other City departments with their safety

programs.

In addition, each employee would receive the same level of training and no one would be left out. One

reason for the position is that it can be extremely costly to have injured people, including employees or

possibly the general public, another reason is the moral obligation that we have as an employer to provide

a safe and healthy work environment for employees. There are numerous federal and state laws requiring

safety training and awareness be made available. These requirement can be met with a properly designed

and implemented safety program.

We currently have a wellness program in place and this would be the perfect opportunity to combine

these duties and expand the program to be exceptional. Studies show that wellness programs work and

provide a good return on investment, especially when properly implemented. Among other things, they

educate employees on how to avoid illness which in turn reduces sick days for a large portion of the

employees.

Finally, this position will also assist the City Manager in maintaining and improving our Service

Excellence Customer Service Program. This program is working well and Lu Ann has been on the

Committee since the beginning. Her continuing responsibility will be to coordinate the meetings and

customer service training programs.

Code Enforcement Officer

This position will serve as our full-time code enforcement official, which will free up Susan Frady to

coordinate the development review processes. For example, as we have been working with Alpine

Woods Resort, Susan has often had to spend three days a week at the resort inspecting mobile homes.

This has prevented her from working on overgrown lots and being in the office to meet the citizens. I

believe the creation of a dedicated code enforcement official will provide better overall code enforcement

program and allow Susan to concentrate on working with our customers. This will also eliminate a

duplication in having two office assistants in the Development Assistance Department.

No New Money

The bottom line is that we can make these changes without the need for any additional funding in the

General fund. We have adequate funding in the current and future budgets to cover the costs of these

positions.

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HUMAN RESOURCES COORDINATOR

General Statement of Duties

Performs a full range of administrative and technical duties in an office requiring a comprehensive

understanding of the departmental mission, rules, regulations, goals and services. Work includes the

development, implementation, and administration of a safety and wellness program for the City.

Distinguishing Features of the Class

An employee in this class is responsible for planning, directing, organizing, and evaluating an

employee wellness, service excellence and safety program; identify Citywellness, customer service and

safety needs and issues; promote a culture of wellness, customer service and safety through

innovative programs and services with the ultimate goal of reducing health and safety risks and

addressing identified needs; develop strategies that lead to health and safety improvement initiatives

and programming for employees; communicate and promote health, wellness and safety by developing

educational materials, conducting workshops and presentations, and organizing events; evaluate

program effectiveness; and to perform related work as required. Employees in this class perform a wide

variety of administrative and technical support, secretarial, and office management functions. Work generally

requires that employees independently perform administrative and technical functions that support a program

area of City operation. Generally, positions in the class require office management and supervisory skills.

Administrative duties require tact and discretion in handling sensitive or confidential matters in the program

areas. Work requires frequent and regular contact with customers both inside and outside of direct

reporting relationship.

The employee exercises judgment and discretion in applying and interpreting personnel and

departmental guidelines; to communicate effectively with employees and with management on a one-to-

one or group basis; to make and communicate decisions;

Work is performed under general supervision of the department head and is evaluated through

conferences, review of records and reports, and implementation of a successful program.

Duties and Responsibilities

Essential Duties and Tasks

Assists in developing and implementing personnel policies and procedures; assists departments in

complying with policies and procedures.

Researches, develops, monitors and evaluates employee wellness initiatives designed to promote a

culture that improves the health, well-being, and the safety of employees.

Develops health education materials, workplace health awareness, health outreach, safety and

educational programs.

Effectively promotes and markets wellness and safety programs by utilizing existing resources

and in development of target programs.

Makes recommendations affecting relevant policies and programs.

Plans, develops, organizes, and implements the City's safety program using input and assistance

from department heads, department representatives, and technical assistance resources.

Plans and implements innovative and creative approaches to improve employee health, well-being and

safety.

Develops safety policies, procedures, and processes for the City; researches regulations and

resources as needed.

Manages Service Excellence Program

Inspects work areas for compliance with laws, policies, rules and regulations; communicates

corrective measures needed to management; reviews and rechecks progress on a regular basis until

standards have been met;

Obtains resources or offers training programs to implement the program, maintain safety

awareness, and assures laws and policies are being followed; conducts safety training as part of new

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employee orientation.

Prepares any safety, Worker’s Compensation, OSHA, or related reports for monitoring and

compliance agencies.

Researches various regulations and requirements; develops contact with monitoring agencies

and keeps current with changes in laws, rules, and regulations.

Conducts safety meetings or works with departments to present and conduct their own sessions.

Analyzes trends in the types and frequency of injuries and accidents in order to develop

preventive measures and training.

Evaluates programs on an ongoing basis and reports program effectiveness; determines

additional employee needs and interests; facilitates changes and/or additions to the program to

reflect the changing needs of the employee population.

Conducts research and other studies to determine sources of health and wellness related

grants; prepares applications for grant funding, maintains resource materials, evaluates results and

produces reports.

Analyze and evaluate a wellness and safety program and reach sound, logical recommendations

and conclusions.

Develop and deliver training and educational programs.

Prepares various correspondence, reports, forms, brochures, flyers, newsletters, and other

written materials.

Assists in the coordination, notification, and/or registration of various presentations, vendors

meetings, and special employee events.

Receives and greets visitors; gives information concerning visitors' needs.

Additional Job Duties

Provides general assistance as needed to the Human Resources Director.

Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Knowledge of administrative principles applicable to the organization and functions of health,

wellness and safety programs.

Working knowledge of OSHA regulations and the principles and practices relating to OSHA laws

and regulations and safety and accident prevention.

Considerable knowledge of applicable federal, state, and local laws, regulations, and processes

regarding employee.

Considerable knowledge of training techniques and skill in training program delivery.

Ability to develop and conduct training and orientation programs.

Ability to inspect work sites, areas, and accidents and make objective reports and findings.

Ability to review safety standards and make recommendations for improvement and correction.

Ability to communicate effectively in oral and written forms.

Ability to develop and maintain effective working relationships with department heads,

supervisors, and employees.

Ability to compile data and records and file reports as required for the City.

Ability to plan and coordinate projects and activities.

Thorough knowledge of office practices and procedures.

Thorough knowledge and ability to use correct grammar, vocabulary, and spelling.

Considerable knowledge of computers and software including word processing, data base

management, and spreadsheets.

Considerable knowledge of organizational operations and specialized programmatic

requirements.

Ability to work independently and to use initiative in managing designated program areas.

Ability to communicate effectively in person and by telephone.

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Ability to gather and give basic information and instructions on departmental programs based on

inquiries.

Ability to be tactful and courteous and maintain confidentiality.

Ability to use judgment in organizing and establishing formats and in responding to information.

Physical Requirements

Must be able to physically perform the basic life operational functions of fingering, talking, and

hearing.

Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or

negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.

Must possess the visual acuity to prepare data, operate a computer terminal, do extensive

reading, and make visual inspections of work areas for safety standards.

Desirable Education and Experience

Graduation from a community college with an emphasis in industrial relations or business

administration and/or related field and considerable experience in safety program administration; or an

equivalent combination of education and experience.

Hendersonville

2015

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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:

Lisa White

Finance

07-15-15

August 6, 2015

Lisa White

Council Action

05l

Appointment of Tax Collector

Per General Statute 105-349 The governing body of each municipality shall appoint a tax collector to serve a term as determined by

the appointing body. After many years of excellent tax collection rates, the Cities current tax collector, Donna Fox, has transfered to

another position in the Finance Department. Therefore the Finance Director has requested that the following person(s) be

appointed:

Tammy Holland - Tax Collector (currently the Revenue Accounting Supervisor - has been with the City for 4 years.)

Beth Harrell - Deputy Tax Collector (new employee)

Both of the above employees will take the courses to obtain the North Carolina Tax Collectors Certification and or Deputy Tax

Collector Certification and once certified will complete the requirements of the North Carolina Tax Collectors Association for

continuing education.

105-349 (b) Qualifications - The governing body shall appoint as tax collector a person of character and integrity whose experience in

business and collection work is satisfactory to the governing body.

(g) Oath. - Every tax collector and deputy tax collector, as the holder of an office, shall take the oath required by Article VI, § 7 of the

North Carolina Constitution with the following phrase added to it: "that I will not allow my actions as tax collector to be influenced by

personal or political friendships or obligations,". The oath must be filed with the clerk of the governing body of the taxing unit.

N/A

None

I move that Council appoint Tammy Holland Tax Collector and Beth Harrell Deputy Tax Collector.

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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:

Jennifer Harrell

dministration

8/6/15

Jennifer Harrell

Presentation Only

Due to the United States Supreme Court ruling June 26,2015 concerning same sex marriages this request is being made

to update the City's Personnel Policy relating to the FMLA (Family Medical Leave Act) policy in Article VII. Section 18 to

replace the words "if a husband and wife both work for the City" to say "if both spouses work for the City" . This will

comply with the updated Federal regulations.

05m

I move to approve the update to the Federal Medical Leave Act (FMLA) section of the Personnel Policy.

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Section 18. Family and Medical Leave

The City will grant up to 12 weeks of family and medical leave per twelve months to eligible

employees in accordance with the Family and Medical Leave Act of 1993 (FMLA). The leave may

be paid (coordinated with the City's Vacation, Compensatory Time and Sick Leave policies), unpaid,

or a combination of paid and unpaid. Unpaid leave will be granted only when the employee has

exhausted all appropriate types of paid leave. Additional time away from the job beyond the 12-

week period may be approved in accordance with the City's Leave without Pay policy.

To qualify for FMLA coverage, the employee must have worked for the employer 12 months or 52

weeks; these do not have to be consecutive. However, the employee must have worked 1,250 hours

during the twelve-month period immediately before the date when the FMLA time begins.

Family and medical leave can be used for the following reasons examples:

1. the birth of a child and in order to care for that child;

2. the placement of a child for adoption or foster care;

3. to care for a spouse, child, or parent with a serious health condition;

4. the serious health condition of the employee; or

5. military exigency.

“Military Exigency” is a qualifying exigency arising out of the fact that the fact that the employee’s

spouse, son, daughter, or parent is a military service member (reserve or national guard) under a

call or order to federal active duty in support of a contingency operation.

A serious health condition is defined as a condition which requires inpatient care at a hospital,

hospice, or residential medical care facility, or a condition which requires continuing care by a

licensed health care provider. This policy covers illness of a serious and long-term nature resulting

in recurring or lengthy absences. Generally, a chronic or long term health condition which results in

a period of incapacity or more than three days would be considered a serious health condition.

If a husband and wife both work for the City both spouses work for the City and each wishes to take

leave for the birth of a child, adoption or placement of a child in foster care, or to care for a parent

(not parent in-law) with a serious health condition, the husband and wife both spouses together may

only take a total of 12 weeks leave under FMLA.

An employee taking leave for the birth of a child may use paid sick leave for the period of actual

disability, based on medical certification. The employee shall then use all paid vacation and accrued

compensatory time for the remainder of the 12-week period.

Military Caregiver Leave: An employee whose spouse, son, daughter, parent or next of kin is a

current service member who is undergoing treatment, therapy, recuperation or outpatient treatment

or has temporary disability retirement for injury or illness sustained in the line of duty, is eligible for

26 weeks of leave in a single 12 month period. During a single 12 month period, the employee is

eligible for a total of 26 weeks of all types of FMLA leave.

The request for the use of leave must be made in writing by the employee and approved by the

Department Head or City Manager.

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An employee who takes leave under this policy will return to the same job or a job with equivalent

status, pay, benefits, and other employment terms. The position will be the same or one which

entails substantially equivalent skill, effort, responsibility, and authority.

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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:

Brian Pahle

dministration

07/08/15

Brian Pahle

08/06/15

Council Action

The pay scale will be revised to include new and revised positions, as detailed in the agenda packet. The pay scale

includes a 0.5% increase recommended by the City Manager. This 0.5% increase is in line with the market adjustment

provided to employees in the annual budget FY15-16. The pay scale also includes a hiring rate.

Please see the attached pay scale for details.

05n

Yes

Funded through adopted budget FY15-16

I move to approve the pay scale as presented.

See Below...

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GRADE HIRING RATE MIN MID MAX

Position

City of Hendersonville

Position Allocation to Salary Range

1 20,554.51 21,582.24 27,267.19 31,278.62

2 21,585.53 22,664.81 27,214.78 32,844.04

3 22,662.66 23,795.79 28,572.72 34,482.78

4 23,794.27 24,983.99 30,000.34 36,206.40 Street Maintenance Worker I

Environmental Services Worker

Recycle Worker

Property Maintenance Worker

5 24,985.61 26,234.89 31,501.82 38,018.03 Street Maintenance Worker II

Meter Reader

Environmental Services Truck Driver

Recycle Truck Driver

Office Assistant

6 26,235.62 27,547.41 33,077.70 39,919.77 Line Maintenance Mechanic

Environmental Services Equipment Operator

Equipment Service Attendent

Field Customer Service Specialist

7 27,546.41 28,923.73 34,731.11 41,915.81 Meter Maintenance Mechanic

Administrative Support Specialist

Customer Services Specialist

Equipment Operator

Police Support Specialist

8 28,924.26 30,370.47 36,467.82 44,011.39 Facility Maintenance Mechanic

Police Telecommunicator

Property Maintenance Crewleader

Traffic Enforcement Officer

Utility Locations Specialist

Warehouse Specialist

Senior Line Maintenance Mechanic

Sr. Police Support Specialist

Treatment Plant Operator I

9 30,370.21 31,888.72 38,293.07 46,215.94 Accounting Technician

Building Maintenance Technician

Equipment Mechanic

Firefighter/EMT

Lead Telecommunicator

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GRADE HIRING RATE MIN MID MAX

Position

City of Hendersonville

Position Allocation to Salary Range

10 31,888.45 33,482.88 40,204.24 48,520.03 Street Maintenance Crewleader

Police Officer

Senior Administrative Support Specialist

Senior Accounting Technician

Senior Facility Maintenance Mechanic

Traffic Control Technician

Utility Operations Support Specialist

City Tax Collector

Environmental Services Crew Leader

Treatment Plant Operator II

11 33,483.19 35,157.35 42,215.48 50,947.76 Equipment Services Specialist

Fire Engineer

Line Maintenance Crewleader

Zoning Code Enforcement Officer

Property Maintenance Supervisor

Inflow & Infiltration Technician

Leak Detection Technician

Public Information Officer

Promotions Coordinator

12 35,156.52 36,914.34 44,315.25 53,494.94 Utility Operations Support Supervisor

Police Detective

Laboratory Technician

Environmental Services Coordinator

Budget & Management Analyst

Payroll Benefits Coordinator

Treatment Plant Operator III

13 36,916.80 38,762.64 46,544.42 56,172.05 Administrative Aide

Building Maintenance Supervisor

Fire Lieutenant

Deputy Fire Marshal

Fleet Maintenance Superintendent

Meter Services Supervisor

Police Sergeant

Environmental Services Supervisor

Street Maintenance Supervisor

GIS Analyst

14 38,763.01 40,701.16 48,870.52 58,978.03

Collections & Distribution Systems Supervisor

Police Communications & Technology Manager

Laboratory Supervisor

Treatment Plant Supervisor

Quality Excellence Coordinator

Paralegal

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GRADE HIRING RATE MIN MID MAX

Position

City of Hendersonville

Position Allocation to Salary Range

15 40,698.28 42,733.19 51,314.49 61,930.70 Fire Captain

Assistant to City Manager

Investigations Lieutenant

Police Lieutenant

Planner

Facility Maintenance Superintendent

Accountant

Engineering Technician

Construction Inspector

16 42,734.13 44,870.84 53,879.48 65,024.83 Electrical and Instruction Technician

City Clerk

Main Street / Economic Development Director

17 44,869.53 47,113.01 56,572.30 68,275.07 Fire Marshal

Treatment Plant Superintendent

Senior Accounting Supervisor

Revenue Accounting Supervisor

18 47,113.90 49,469.59 59,402.91 71,691.92 Assistant Finance Director

Deputy Fire Chief

Police Captain

19 49,471.43 51,945.00 62,372.35 75,273.27

20 51,943.16 54,540.32 65,489.52 79,035.88 Assistant Police Chief

Assistant Public Works Director

Zoning Administrator

Technology and Metering Manager

21 54,540.64 57,267.67 68,766.49 82,992.34 Civil Engineer

GIS Administrator

Utilities Engineer

22 57,265.94 60,129.24 72,202.72 87,139.49 Assistant Utilities Director

Human Resources Director

23 58,978.03 61,926.93 75,237.64 91,497.25 Fire Chief

Information Technology Director

Downtown Economic Development Director

Return to AgendaReturn to Agenda

GRADE HIRING RATE MIN MID MAX

Position

City of Hendersonville

Position Allocation to Salary Range

Below is a summary of the grades and scale:

24 63,136.71 66,293.54 79,604.83 96,072.95 Finance Director

Planning Director

Public Works Director

Police Chief

City Engineer

Development Assistance Director

25 66,296.84 69,611.69 83,585.39 100,873.93

26 69,612.05 73,092.66 87,767.64 105,923.23 Utilities Director

GRADE HIRING RATE MIN MID MAX

1 20,554.51$ 21,582.24$ 27,267.19$ 31,278.62$

2 21,585.53$ 22,664.81$ 27,214.78$ 32,844.04$

3 22,662.66$ 23,795.79$ 28,572.72$ 34,482.78$

4 23,794.27$ 24,983.99$ 30,000.34$ 36,206.40$

5 24,985.61$ 26,234.89$ 31,501.82$ 38,018.03$

6 26,235.62$ 27,547.41$ 33,077.70$ 39,919.77$

7 27,546.41$ 28,923.73$ 34,731.11$ 41,915.81$

8 28,924.26$ 30,370.47$ 36,467.82$ 44,011.39$

9 30,370.21$ 31,888.72$ 38,293.07$ 46,215.94$

10 31,888.45$ 33,482.88$ 40,204.24$ 48,520.03$

11 33,483.19$ 35,157.35$ 42,215.48$ 50,947.76$

12 35,156.52$ 36,914.34$ 44,315.25$ 53,494.94$

13 36,916.80$ 38,762.64$ 46,544.42$ 56,172.05$

14 38,763.01$ 40,701.16$ 48,870.52$ 58,978.03$

15 40,698.28$ 42,733.19$ 51,314.49$ 61,930.70$

16 42,734.13$ 44,870.84$ 53,879.48$ 65,024.83$

17 44,869.53$ 47,113.01$ 56,572.30$ 68,275.07$

18 47,113.90$ 49,469.59$ 59,402.91$ 71,691.92$

19 49,471.43$ 51,945.00$ 62,372.35$ 75,273.27$

20 51,943.16$ 54,540.32$ 65,489.52$ 79,035.88$

21 54,540.64$ 57,267.67$

68,766.49$ 82,992.34$

22 57,265.94$ 60,129.24$ 72,202.72$ 87,139.49$

23 58,978.03$ 61,926.93$ 75,237.64$ 91,497.25$

24 63,136.71$ 66,293.54$ 79,604.83$ 96,072.95$

25 66,296.84$ 69,611.69$ 83,585.39$ 100,873.93$

26 69,612.05$ 73,092.66$ 87,767.64$ 105,923.23$

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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:

Chief Herbert Blake

Police

07/20/2015

08/06/2015

Chief Herbert Blake

Council Action

05o

The Hendersonville Housing Authority is requesting that the Police Department contract with them to provide two (2) police officers

to work as housing patrol units. Currently there is a contract between Housing and the Sheriff, which expires September 31. The

Sheriff has opted to cancel the contract.

The two officers would patrol housing units in Hendersonville (345 units), Fletcher (10 units), and Etowah (20 units) and assist

Housing office employees with evictions, background checks, inspections, and other related duties. The total population of housing is

approximately 850 persons.

The contract would be beneficial to our department because Housing has agreed that the two officers will be available to assist our

regular patrol as backup or as extra units when extremely busy. It would also in effect be more patrols, especially in the housing

areas. Also, HPD would have full access to the surveillance camera system to investigate crimes and suspicious activity.

Housing owns two patrol vehicles which will be re-branded to HPD patrol vehicles and fuel will be provided by the Housing Authority.

All other costs, including vehicle maintenance, equipment, and salaries / benefits will be paid by Housing.

The proposed contract is initially set for a two year period with option to renew. The proposed contract price is $115k per year, paid

in quarterly payments of $28,750. The contract would start October 1 of this year and end September 30, 2017.

115,000

Payments from the Hendersonville Housing Authority, $28,750 quarterly, for two years.

I move to approve the contract between the City of Hendersonville and the Hendersonville Housing Authority. I also move to approve

the associated budget amendment providing budget for the two officers.

Proposal highlight document with expense list.

Budget Amendment

Return to AgendaReturn to Agenda

ProposalforTwoHousingAuthorityOfficersunderContractwithHendersonvillePolice.



Ͳ Twoyearcontract,runningfromOctober1,2015toSeptember30,2017.

Ͳ Payableinquarterlyinstallmentsof$28,750($115,000.00yearly,OctobertoSeptember.)

Ͳ TwoofficerswouldpatrolhousingunitsinHendersonville(345units),Fletcher(10units),and

Etowah(20units)andassistHousingofficeem

ployeeswithevictions,backgroundchecks,

inspections,andotherrelatedduties.Thetotalpopulationofhousingisapproximately850

persons.

Ͳ HPDjurisdictionappliestoFletcherandEtowahunitswhencontractissigned.

Ͳ Officersareallowedtoassistregularpatrolunitsasbackup,andperformotherHPDdutiesas

neede

d.

Ͳ Officer’sscheduleswouldbesetreflectingourcurrentschedulewhereofficerhaseveryother

weekendoff,andtherewouldbeanofficerworkingeverydayoftheweek,from11to11or12

to12.(Exceptwhenofficersickoronvacation.)

Ͳ Housingwouldpreferofficerswithexpe

rienceovernewhires.HPDproposalistoassign

experiencedofficers,assigningrankofSergeanttohousingpositions.

Ͳ HousingownstwopatrolvehiclesthatwouldbereͲstripedfromSherifftoPolice.Thepatrol

vehiclesarefullyequipped.Partofthecontractfundswillpayformaintenance onthetwo

vehicles.Th

eCountyhasaskedthatinthecontractwestipulatethatifHousingcancelscontract

thattheequipmentinthevehiclesmustcomeoutunlessgoingtoanotherlawenforcement

agency.

Ͳ Fuelprovidedbyhousingauthority.

Ͳ Wehaveagreedthatattheendoftheinitialtwoyea

rcontractthevehicleswillbeassedanda

planbeproposedtoreplacethevehiclesifneeded.

Ͳ HPDwouldhaveaccesstothecamerasystemathousingtoinvestigatecrimes.HPDwouldalso

benefitinhavingbettercommunicationandservicebyhousingofficersoverourcurrentaccess

withtheCountyhavingcontrol.



Insummary,theCitywouldbe

nefitbyhavingbetteraccesstohousing,housingcameras,the

addedbackupoftheofficertorespondtootherCitycallsanddoroutinepatrollingoutside

housingareas,andthepossibilityofmoreadvancementopportunity.



Page1of2

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Category Item Year1Cost

Salary&Benefits 46,300.00

AddSgt.Salary 2,500.00



Vehicle PatrolVehicle 0.00

Striping 700.00

Lightbar 300.00

OtherLights 0.00

Cage 0.00

ComputerMount 0.00

Computer 0.00

Radio 0.00

Siren&Speaker 0.00

Printer 300.00

Installation 300.00

Fuel 0.00

VehicleRepair/Maint. 2,000.00



Equipment Pistol 550.00

Taser

850.00

Belt&BeltGear 100.00

Handcuffs 50.00

Flashlight 150.00

Vest 650.00

PortableRadi

o 750.00

BodyCamera 850.00



Uniforms Shirts 100.00

Pants 100.00

Shoes 100.00

Jacket 100.00

Coat 200.00

Badge&Brass 200.00

HiringCosts MentalEvaluation 350.00

TotalCostperOfficer 57,500.00

Totalfor2Officers 115,000.00

Totalfor2

YearContract 230,000.00



Page2of2



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AGREEMENT TO PROVIDE INCREASED AND DEDICATED PATROLS TO

HENDERSONVILLE HOUSING AUTHORITY

THIS AGREEMENT entered into between HENDERSONVILLE HOUSING AUTHORITY

("HHA") and the CITY OF HENDERSONVILLE ("City") as of the 1

day of October 2015.

WHEREAS, HHA has need of additional law enforcement services on and about the properties

and functions of HENDERSONVILLE HOUSING AUTHORITY in order to provide for the

additional safety and protection of its staff, community, and all persons in and around properties

of HHA, and

WHEREAS, the parties desire to set forth in writing their agreement as to this special law

enforcement service;

NOW THEREFORE, it is agreed between HHA and the City as follows:

1. THE CITY SHALL FURNISH DEDICATED PERSONNEL FOR ENFORCEMENT:

During the term of this agreement, the City agrees to furnish two sworn police officers who shall

be assigned to provide dedicated law enforcement protection and patrol within the property,

premises, and functions of HHA. The officers shall be trained and experienced and are to be

selected by the Hendersonville Chief of Police in accordance with Paragraph 3 below. In

addition, the City will provide regular employee benefits as defined by City of Hendersonville

Personnel Policy and applicable law.

The officers assigned to HHA will be under the supervision of the recognized chain of command

of the Hendersonville Police Department (“HPD”). The HPD shall provide administrative and

field support as necessary without additional charge to the HHA.

2. SPECIFIC REQUIREMENTS UNDER THIS AGREEMENT:

The City agrees to provide two full-time sworn officers for the purpose of providing foot patrols

and roving patrols during hours to be agreed upon between HHA and the City and for interaction

with visitors, staff and community. HHA agrees to provide to the City the monetary funding for

the Deputy, including training and equipment as specifically set forth in paragraph (4) below.

3. HIRING AND SELECTION OF OFFICERS

(a) The City agrees that the personnel assigned to HHA will be sworn officers who demonstrate a

capability to relate to the business operators, residents and visitors of HHA so that the officers

may further public relations and good will. Although the decision as to which officer to assign to

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HHA shall remain the prerogative of the City, the City will make good faith efforts to assign an

officer who demonstrates an ability to function efficiently in the environment of HHA. The City

will consult with HHA in connection with the assignment of such officers and if a particular

officer becomes unsatisfactory to HHA, HHA shall make its concern known to the City and the

City will take reasonable actions, which may be replacement of the assigned officer.

(b) The City agrees that the officer assigned to HHA will make every reasonable effort to become

knowledgeable about any problem areas within and surrounding HHA, in order to help develop

an effective line of communication between the City and HHA. The City also agrees that the City

will assist with crime prevention programs in HHA. The officer assigned to HHA will attend any

meetings deemed appropriate by HHA and the City.

documents generated by the City which reflect any actual or potential criminal activity in or

around HHA upon request unless prohibited by law.

(d) The City shall provide HHA with a completed periodic activity report with supporting

documentation attached in a form and frequency agreed to by HHA and the City.

(e) The assigned officers’ primary responsibility shall be the HHA, including the geographical

surroundings of the HHA.

(f) This agreement is for extraordinary law enforcement support service and is not intended to

eliminate or replace basic law enforcement services which are currently provided to HHA by the

City. To this end, HHA and the City recognize that the Hendersonville Police Department will

retain primary responsibility for answering calls for service to HHA in areas within the City of

Hendersonville.

(g) Although officers assigned to HHA may be called to emergency duty in areas other than HHA

and the immediate surrounding area, the City agrees that substantially all of the time and efforts

of the officers assigned to HHA shall be devoted to providing law enforcement services in HHA

and the immediate surrounding areas. Should unforeseen developments cause this to change, the

City agrees, when reasonably possible, to give notice to HHA before assigning a officer to other

duties without also providing a satisfactory replacement under the provisions of Paragraph (3).

(h) The deputy assigned to HHA may be absent from the HHA due to normal sickness, court,

vacation or training obligations, and there will be no set-off or deduction of payment due to such

absences. The City agrees to make reasonable efforts to temporarily or permanently replace a

deputy assigned to HHA in the case of an expected long-term absence.

(i) The City shall pay all salaries, taxes and amounts due to the officers described in this

agreement in accordance with City policies and in accordance with the Fair Labor Standards Act.

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(j) Both parties acknowledge that any services provided by the City under this agreement for

geographical points outside the city limits of the City of Hendersonville is limited and shall not

be construed as primary law enforcement activity. Officers generally have no primary

enforcement powers outside the said city limits and are available only in the limited capacity as

witnesses, backup and like services.

4. WEAPONS, VEHICLES, EQUIPMENT AND TRAINING

(a) All equipment supplied by the HPD will be itemized as a part of agreement where HHA

agrees to fund within the contract the equipment that will be issued to the officers.

( b) The HPD agrees to provide all administrative support necessary for these officers at no

additional cost.

( c) The HPD agrees that the officers assigned to this detail shall be considered regular

employees of the Hendersonville Police Department.

(d) All equipment purchased by the HPD pursuant to this agreement, whether purchased with

HHA funds or HPD funds, shall become the property of the City of Hendersonville and shall be

retained by the City upon the conclusion of this contract unless otherwise stipulated.

(e) HHA shall have the right to retain any vehicle purchased hereunder less specialized police

equipment and markings upon termination of this agreement.

( e) The officers assigned to HHA services shall be considered regular employees of the City of

Hendersonville.

(f) The City shall submit for prior approval to HHA all proposed funding for equipment or

training not provided for in paragraph (10).

5. STATUS OF OFFICERS ASSIGNED TO HHA

The officers assigned to HHA under this agreement shall be considered employees of the City

and not employees of HHA. The City shall hold the HHA harmless for all injuries to person or

property caused by the City including the officers provided pursuant this agreement.

No agent, employee or representative of HHA shall use or operate any law enforcement vehicle,

including specifically any vehicle dedicated to City police department use. HHA shall be wholly

responsible for the insurance, licensing and maintenance of the vehicles used by the City police

officers pursuant to this agreement and other equipment provided to officers under this

agreement. The vehicles shall at all times be titled to HHA.

6. TERM OF AGREEMENT

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The term of this agreement shall be two years beginning 1 October 2015. This agreement may be

terminated by either party upon six months’ written notice to the other party.

7. RESPONSIBILITY FOR PERSONNEL AND FOR DAMAGES

In conducting the duties under this agreement, HHA shall not be responsible for any workers’

compensation benefits or damages incurred by any officer while performing any duty under this

contract. At all times officers shall be employees of the City. HHA shall not bear any

responsibility for injury to officers not caused by HHA, and need not carry workers’

compensation insurance covering such officer.

8. NO WAIVER OF GOVERNMENTAL IMMUNITY

Nothing contained herein shall be deemed a waiver of any defense based on governmental

immunity that may otherwise be available to the City or any officer, employee, or agent of the

City except as provided by North Carolina General Statutes.

9. MISCELLANEOUS

This agreement shall represent the entire agreement between the parties and may not be modified

or amended except by written agreement signed by HHA and the City.

10. PAYMENT

HHA shall pay to the City each quarter the sum of $28,750.00, which shall include payment for

salary, benefits, patrol vehicle, vehicle maintenance, and basic annual equipment costs. Payment

will be due and payable by HHA not later than the tenth day of the month following the end of

the quarter of service.

The signatories hereto warrant that they are authorized to bind their principals to this agreement.

This agreement may be terminated by either party upon 180 days' written notifice. HHA and the

City have executed this contract in duplicate originals, with one original being retained by each

party.

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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:

Brian Pahle

dministration

07/06/15

Brian Pahle

08/06/15

Council Action

A request to revise the adopted Fee Schedule for FY15-16.

The detail of this revision includes a text amendment to a development assistance fee adding the terminology waiver to

improve clarity. Additionally, system development fees were inadvertently left off the fee schedule for budget adoption.

These fees are the same as prior years and need to be added back into the fee schedule. An itinerary merchant fee was

added as it did not need to be removed when privilege licenses were revoked. Also, terminology was added to clarify the

new traffic enforcement fees.

Revisions are attached below, highlighted in yellow (strike-through and underlines provided).

05p

Yes

I move to approve the revised Fee Schedule for FY15-16 as presented.

See below...

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COST/CHARGE/FEE

ADOPTED BY BUDGET ORDINANCE FOR FISCAL YEAR 2015 - 2016

CITY OF HENDERSONVILLE FEE SCHEDULE

DESCRIPTION

$60.00

$1.00

$0.15

$0.25

$30.00

$15.00

No Charge

$26.00

$0.15

$0.25

$200.00

$0.15

$0.25

Large Format Copy $10.00

$100.00

$300.00

$100.00

Nuisance Fee (Admin. Cost Doubles for each Offense within a Year) Cost + $100 Admin. Cost

Minimum $40.00

$1,000 $45.00

$2,000 $50.00

$3,000 $55.00

$4,000 $60.00

$5,000 $65.00

$6,000 $70.00

$7,000 $75.00

$8,000 $80.00

$9,000 $85.00

$10,000 $90.00

Over $10,000

$40.00 per $1000 over $10,000

Non-Conforming Use

Sign Permits (based on cost of sign)

¹Applicable only to applications required to meet the additional standards contained in Section 16-4-23.4.

Fees for towers proposed for siting in PCD or PID district are included in the fee for special use review.

Food Vendors

DEVELOPMENT ASSISTANCE

Conditional Use

Floodplain Development Permit

Demolition Admin Fee

Comprehensive Plan (per page)

ADMINISTRATION

CDs

Copy Charges (per page)

Black

Application for Certificate of Public Convenience & Necessity (taxicab)

Copy Charges (per page)

Black

Color

Special Event Vendors: (per day)

Color

Non-Food Vendors

Black

Color

Adminis trat ive Review

Annexation Waiver, Voluntary (contiguous or satellite)

Return to AgendaReturn to Agenda

COST/CHARGE/FEE

ADOPTED BY BUDGET ORDINANCE FOR FISCAL YEAR 2015 - 2016

CITY OF HENDERSONVILLE FEE SCHEDULE

DESCRIPTION

$300.00

$450.00

$300.00

$450.00

$100/acre

($500 minimum)

Actual Cost

$0.15

$20/lot

$450.00

$2500.00¹

$60.00

$1,000.00

$75.00

$5.00

$0.15

$275.00

$175.00

$225.00

$175.00

$50.00

Stormwater Permit Fee $500.00

Operational Permits

ABC License Fee $50.00

Amusement Buildings $50.00

Carnival and Fairs $50.00

Covered Mall Buildings $50.00

Exhibits and trade shows (per event) $50.00

Explosives $100.00

Fire Hydrants and Valves $50.00

Flammable and Combustible Liquids $100.00

Fumigation and thermal insecticide fogging $100.00

Private Hydrants $50.00

Pyrotechnic special effects material $100.00

Spraying and Dipping $100.00

Temporary membrane structures, tents, and canopies

(excludes special events)

$50.00

Construction Permits

Automatic fire extinguishing systems $100.00

Compressed gas $100.00

Fire alarm and detection systems and related equipment $100.00

Fire pumps and related equipment $100.00

Flammable and Combustible liquids $100.00

Hazardous Materials $100.00

Industrial Ovens $100.00

LP Gas $100.00

Private fire hydrant $100.00

Spraying and Dipping $100.00

Standpipe systems $100.00

$50.00

FIRE DEPARTMENT

Special Use Reviews & Amendments

(Fee per site) (excludes pecial events)

Temporary membrane structures, tents,canopies

3 - 10 dwellings

Street Closing Petition ($1000 deposit)

Zoning Map

Subdivision Plats

Commercial, Industrial or Institutional

Residential < 3 acres

Telecommunications Towers, Antennas and Equipment

5,000 - 19,999 square feet in floor area

DEVELOPMENT ASSISTANCE

Zoning Ordinance Map Amendment (Legislative Rezoning)

Commercial or Industrial

ENGINEERING

Zoning Ordinance (per page)

Site Plan Reviews & Amendments

Zoning Ordinance Text Amendments

Residential > 3 acres

Basic Permit (C-3, I-1)

Special Use Permit

Minor Planned Residential Developments

Temporary Use Permit

Variance

Zoning Permit

Traffic Impact Analysis Study

Subdivision Ordinance (per page)

11 - 50 dwellings

20,000 - 50,000 square feet in floor area

Return to AgendaReturn to Agenda

COST/CHARGE/FEE

ADOPTED BY BUDGET ORDINANCE FOR FISCAL YEAR 2015 - 2016

CITY OF HENDERSONVILLE FEE SCHEDULE

DESCRIPTION

Construction Plans Review

Commercial hood suppression systems $100.00

Petroleum tanks and appurtenances $100.00

Sprinkle r syste ms and fire a larm syste ms:

1-50,000 square feet $50.00

50,001 to 75,000 square feet $100.00

75,001 to 100,000 square feet $150.00

100,001 to 150,000 square feet $200.00

150,001 square feet and over $300.00

Explosives and fireworks $100.00

Re-inspection Fee (Follow-up) per re-inspection $100.00

Work without a permit $250.00

Hazardous Material Response Fees

Engine Company Response - per engine (per hr.) $150.00

Ladder/Truck Response - per ladder/truck (per hr.) $200.00

Chief Officer - per officer (per hr.) $75.00

Fire Marshall/Deputy Fire Marshall - per person (per hr.) $50.00

Materials/Supplies Used Actual replacement cost

Off Duty/Call Back Personnel Average hourly rate x 1.5

Site Assessment Fee $50.00

$50.00

Credit Card Processing Fee (per transaction) for Tax Payments 2.75%

Credit Card Processing Fee (per $300) for Water & Sewer Bills $2.95

Returned check fee $25.00

Returned electronic item fee $10.00

Rejected bank draft $5.00

Itinerant Merchant/Peddlars Fee

$100.00

$10.00

$75.00

$20.00

$30.00

Skyland Refundable Parking Permit $25.00

$5.00

$0.50

$25.00

$50 + Doubles each O/T

$25.00

$250.00

$100.00

Limited Zone (Same Block Parking)

$50.00

All Other Parking Violations C.O. 50 $25.00

$25.00

$50.00

Habitual Offender (3 Tickets or more in 30 days) $100.00

$50.00

$25.00

$10.00

$5.00

Precious Metals Dealer Background Check

Large Assembly Room (5 p.m. - 10 p.m.)

Small Assembly Room (8 a.m. - 5 p.m.)

Small Assembly Room (5 p.m. - 10 p.m.)

Large Assembly Room (8 a.m. - 5 p.m.)

PUBLIC WORKS

Fire Lane

POLICE

Crosswalk

Subsequent overtime

Penalty after 15 days

Fire Hydrant

Handicapped

Operation Center Room Rental Rates

Overtime/Expired meter

Parking meter (per 1/2 hour)

Loading Zone/15 minute parking

Parking Fees, Fines & Penalties:

Monthly parking space fee in the municipal service business district

Business Registry Fee

FINANCE

Penalty after 30 days additional

FIRE DEPARTMENT

Construction parking permit (per day)

Fingerprinting

Monthly parking space fee

Return to AgendaReturn to Agenda

COST/CHARGE/FEE

ADOPTED BY BUDGET ORDINANCE FOR FISCAL YEAR 2015 - 2016

CITY OF HENDERSONVILLE FEE SCHEDULE

DESCRIPTION

$3.00

$2.00

$500.00

$1,000.00

$50/half day

$20.00

$25/half day

$50/half day

$10.00

$4.00

$5.00

$4.00

$2.00

$150.00

$300.00

$75.00

$150.00

$60.00

$120.00

$60.00

$30.00

$50.00

$25.00

$45.00

$80.00

$45.00

$80.00

$45.00

$300.00

$100.00

$300.00

$40.00

$25/per day

$50/per day

$100/per day

$10.00

$150.00

(collected with knuckleboom using city staff)

Small Special load (collected with pickup truck and city staff) $50.00

Environmental Services Base Fee $2.00

$20.00

$16.50

$18.00

$14.25

Out of City Resident

Park Usage

Punch Pass - Adult - City Resident (15 admissions)

Daily Admittance Fee (adults)

City Resident

Patton Park - Field Usage for Organized Groups (per player per season)

Season Pass - Family - Non City Resident

Residential Services

Season Pass - Individual Adult - Non City Resident

Season Pass - Individual Adult - City Resident

PUBLIC WORKS

Season Pass - Individual Senior - City Resident

Lap Swim

Patton Pool

Patton Park - Small Pavilion

Berkeley Park - Large Pavilion (May through September)

Berkeley Park - Field Usage for Organized Groups (per player per season)

Boyd Park Mini-Golf Admission

Oakdale Cemetery Lots (per grave space)

Season Pass - Individual Senior - Non City Resident

Season Pass - Individual Youth - City Resident

Daily Admittance Fee (non-swimmer)

Season Pass - Family - City Resident

Punch Pass - Youth - City Resident (15 admissions)

Adults

Patton Park - Large Pavilion (May through September)

Daily Admittance Fee (children) (3yrs or younger will be free with adult)

Children

Building Maintenance Fees (per hour)

Punch Pass - Youth - Non City Resident (15 admissions)

Miscellaneous

Bush Hogs/Tractor Mowing (per hour)

Residential - 32-gal container (actively recycles)

Gas Utility Cuts (per 5' X 5' cut)

Water/Flusher Truck (per load)

Weed Eater/Hedge Trimmer (per hour)

Electrical Usage for Special Events - 20 Amps or Less

Electrical Usage for Special Events - 21 Amps - 50 Amps

Water/Sewer Utility Cuts

Fleet Maintenance Fees (per hour)

Punch Pass - Adult - Non City Resident (15 admissions)

Backhoe (per hour)

Residential - 96-gal container (non recycler)

Residential - 96-gal container (actively recycles)

Encroachment Permit Fee

Special Loads (tipping fee added to special fee)

Sanitation Services

Residential - 32-gal container (non recycler)

Electrical Usage for Special Events - over 50 Amps

Environmental Services

Return to AgendaReturn to Agenda

COST/CHARGE/FEE

ADOPTED BY BUDGET ORDINANCE FOR FISCAL YEAR 2015 - 2016

CITY OF HENDERSONVILLE FEE SCHEDULE

DESCRIPTION

Commercial Recycling Collection (up to four 65 gallon carts emptied once per week) $10.00

Commercial Recycling Collection (up to four 65 gallon carts emptied twice per week) $20.00

$25.50

$22.00

Stolen/Damaged Cart Replacement Fee $100.00

2.5 CY (small truck or small trailer) $10.00

10 CY (single axle dump truck or equivalent) $40.00

We will sell to residents, non-residents and businesses.

(2.5 CY = one scoop of backhoe loader front bucket.)

Deposits

Water & Sewer Service Deposit $100.00

$5.62 per month

$2.72 per 1000 gallons

$2.99 per 1000 gallons

$5.62 per month

$2.72 per 1000 gallons

$2.07 per 1000 gallons

$2.14 per 1000 gallons

$6.08 per month

$2.99 per 1000 gallons

$3.29 per 1000 gallons

$8.38 per month

$4.33 per 1000 gallons

$4.76 per 1000 gallons

$8.38 per month

$4.33 per 1000 gallons

$3.23 per 1000 gallons

$3.07 per 1000 gallons

$8.38 per month

$2.82 per 1000 gallons

PUBLIC WORKS

Commercial Services

Commercial-Business refuse pickup per can (96-gal) (Actively Recycles)

Mulch/Composted Leaves

Water Rate Schedule

Commercial-Business refuse pickup per can (96-gal)

40,000 - 200,000 gallons

Rate per 1,000 Gallons

0 - 40,000 gallons

Commercial/Industrial

> 40,000 gallons

Base Charge per Account

Rate per 1,000 Gallons

> 200,000 gallons

Outside City Limits

Base Charge per Account

> 40,000 gallons

Municipal

Base Charge per Account

Rate per 1,000 Gallons

0 - 40,000 gallons

Base Charge per Account

All Usage

Commercial/Industrial

Base Charge per Account

Rate per 1,000 Gallons

0 - 40,000 gallons

40,000 - 200,000 gallons

> 200,000 gallons

Irrigation

0 - 40,000 gallons

Rate per 1,000 Gallons

0 - 40,000 gallons

WATER AND SEWER

Inside City Limits

> 40,000 gallons

Residential

Return to AgendaReturn to Agenda

COST/CHARGE/FEE

ADOPTED BY BUDGET ORDINANCE FOR FISCAL YEAR 2015 - 2016

CITY OF HENDERSONVILLE FEE SCHEDULE

DESCRIPTION

$9.12 per month

$4.76 per 1000 gallons

$5.23 per 1000 gallons

$9.12 per month

$4.76 per 1000 gallons

$5.23 per 1000 gallons

$1,000.00

$1,400.00

Cost plus 10%

$600.00

Irrigation Tee, 5/8" $600.00

$40.00

$100.00

Meter Tampering Fee $75.00

$45.00

Cost plus 10%

System Development Charges (SDC) - New Customers (Residential and Commercial)

Meter Size, Inches Meter Equivalent Cost

5/8" 1 $1,430.00

1" 3 $2,330.00

1-1/2" 5 $4,650.00

2" 7 $7,500.00

3" 10 $14,930.00

4" 16 $23,400.00

6" 40 $46,730.00

8" 70 $74,780.00

10" 100 $107,480.00

*System Development Charges (SDC) - Existing Customers (Residential Only)

5/8" 1 $950.00

1" 3 $1,550.00

*Eligible for financing SDCs up to 36-months

Fees - associated with financing of System Development Charges (SDC):

$250.00

$200.00

$50.00

$26.00

$0.25

$300.00

$75.00

WATER AND SEWER

Water Tap, 5/8"

Meters

Taps & Connections

Water Fee Schedule

Irrigation

0 - 40,000 gallons

Base Charge per Account

Rate per 1,000 Gallons

Turn On/Set Meter During Business Hours

Turn On/Set Meter After Business Hours

Test Meter, at customer's request (>1-in.); if meter faulty - No Charge

Line Extensions

Test Meter, at customer's request (<1-in.); if meter faulty - No Charge

Engineering Review Fees

Copies - .25 per page for copies from Register of Deeds - SDC financing

Subordination agreement preparation-per recorded lien for SDC financing

Pump Stations

Storage Tanks

Water - Stub Out

Water Tap, 1"

Water Taps > 1"

> 40,000 gallons

Rate per 1,000 Gallons

> 40,000 gallons

Bulk Water Sales

Base Charge per Account

County Register of Deeds Recording fee per document -SDC financing

Note & Deed of Trust Document Preparation for SDC financing agreement

System Development Charges (SDC)

Title Search for SDC financing agreement

Return to AgendaReturn to Agenda

COST/CHARGE/FEE

ADOPTED BY BUDGET ORDINANCE FOR FISCAL YEAR 2015 - 2016

CITY OF HENDERSONVILLE FEE SCHEDULE

DESCRIPTION

Credit Card Processing Fee (per $300) $2.95

Returned check fee $25.00

Returned electronic item fee $10.00

Rejected bank draft $5.00

Late Payment Fee (5 days after due date) $10.00

Late Payment Fee (10 days after due date) $15.00

$40.00

Administrative Disconnection Fee $40.00

$100.00

Cost plus 10%

Replace Removed Meter due to additional usage after non-payment cut-off

$75.00

$100.00

$40.00

Cost plus 10%

Assist with Fire Hydrant Flow/Pressure Testing Conducted by Others $50.00

Illegal Use of Fire Hydrant/Tampering Fee $500 + Damages

$150.00

Cost plus 10%

Clothes Washer ($75 min; $150 max) - Limit one per account 15% of purchase price

15% of purchase price

**50% of purchase price or

$200, whichever is less

$6.28 per month

$4.33 per 1000-gallons

$9.45 per month

$6.93 per 1000-gallons

$9.45 per month

$6.60 per 1000-gallons

$1,500.00

$1,800.00

$2,000.00

Reconnection for Non-Payment - During Business Hours

After Business Hours

Sewer Rate Schedule

Base Charge per Account

Rate per 1,000 Gallons

Retail - Inside

Fee per 8" gravity sewer tap

Rate per 1,000 Gallons

Municipal

Base Charge per Account

Rate per 1,000 Gallons

Note: These sewer rates are not applicable to the Cane Creek Sanitary Sewer District

Sewer Fee Schedule

WATER AND SEWER

Retail - Outside

Miscellaneous Fees

Taps and Connections

Sewer Taps, 4" gravity sewer tap

Fee per 6" gravity sewer tap

Reconnection for Non-Payment - After Business Hours

Reconnection of Service at Main

During Business Hours

Premise Visit

Base Charge per Account

High-Efficiency Toilet ($25 min; $100 max) - Limit 2 per residential account

Limited number of rebates offered annually.

Weather-Based Irrigation System Controller - Limit one per account

Fire Hydrant Installation

Drill for Main Tap, Cost/Inch of Diameter

Chemical Analysis of Water

Water Conservation Incentives Program Rebate Schedule

Return to AgendaReturn to Agenda

COST/CHARGE/FEE

ADOPTED BY BUDGET ORDINANCE FOR FISCAL YEAR 2015 - 2016

CITY OF HENDERSONVILLE FEE SCHEDULE

DESCRIPTION

System Development Charges (SDC) - New Customers (Residential and Commercial)

Meter Size, Inches Meter Equivalent Cost

5/8" 1 $1,280.00

1" 3 $2,100.00

1-1/2" 5 $4,200.00

2" 7 $6,750.00

3" 10 $13,500.00

4" 16 $21,080.00

6" 40 $42,080.00

8" 70 $67,350.00

10" 100 $96,830.00

*System Development Charges (SDC) - Existing Customers (Residential Only)

5/8" 1 $850.00

1" 3 $1,400.00

*Eligible for financing SDCs up to 36-months

Fees - associated with financing of System Development Charges (SDC):

$250.00

$200.00

$50.00

$26.00

$0.25

$0.15

$1.50

$300.00

$75.00

$40.00

$60.00

$75.00

$100.00

Cost of Program Per SIU

$300.00

$75.00

$33.00

$38.00

$18.00

$39.00

Excavator, 30,000-lb $65.00

$75.00

$20.00

$35.00

Dump Truck (triaxle) $65.00

$14.00

$25.00

$75.00

$20.00

$0.65

$20.00

System Development Charges (SDC)

Vac Truck

Air Hammer/Pusher

Equipment Usage (hourly rates)

Camera Truck

Harben

Mini-Excavator, 12,000-lb

Surcharges

Ammonia nitrogen, per lb. in excess of 30-mg/l

BOD (biochemical oxygen demand), per lb. in excess of 250-mg/l

TSR (total suspended residue), per lb. in excess of 250-mg/l

Engineering Review Fees

Line Extensions

Rubber-Tired Backhoe, Small

Pump Stations

Miscellaneous Fees

Premise Visit

Septic Tank Waste Disposal, per 1000-gallons

Septic Tank Waste Disposal Permit

Pretreatment Program

Nondischarge Permit Fee

Food Services Sewer Connection Application Fee

Rubber-Tired Backhoe, Large

Soil Tamp

Concrete Core Drill (manhole), Cost/Inch of Diameter

Drill for Main Tap, Cost/Inch of Diameter

**Sewer system development charge (SDC) calculated using residential equivalent unit (REU) of 360-gallons per day.

Air Compressor

Dump Truck (single-axle), Small

Dump Truck (single-axle), Large

Pick-Up Truck

Mini-Excavator, 8,000-lb

Title Search for SDC financing agreement

Note & Deed of Trust Document Preparation for SDC financing agreement

Subordination agreement preparation-per recorded lien for SDC financing

County Register of Deeds Recording fee per document -SDC financing

Copies - .25 per page for copies from Register of Deeds - SDC financing

WATER AND SEWER

Return to AgendaReturn to 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:

Brian Pahle

dministration

07/07/15

Brian Pahle

08/06/15

Council Action

Budget Amendments (6):

1) to address holiday pay which was previously paid with compensation time, now we will be paying out holiday pay

hours when worked...

2) to address minor changes in the worker's compensation insurance budget...

3) to provide budget for the HCPED 501(3)c donation...

4) to provide funding for Public Works mezzanine improvements that would have been paid for in last year's budget but

did not process in time, this is essentially using money from last year that was reverted to fund balance...

5) to provide funding for changes associated with an HR Coordinator position and additional general salary

adjustments...

6) to establish a budget for the motorcycle grant accepted at July's budget meeting...

The budget amendments are attached and provide more background and detail to the changes. These changes will not

have major impacts on the budget.

05q

237,460

Contingencies and fund balance (multiple funds). W/S = $142,769 GF = $9,191 Fund 343 = $85,500

I move to approve the attached budget amendments as presented.

See below...

Return to AgendaReturn to Agenda

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Return to AgendaReturn to 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:

Sam Fritschner

Legal

30 July 2015

6 August 2015

John Connet

Council Action

05r

The City's parking enforcement initiative has suggested that the parking enforcement personnel might more effectively patrol City

parking meters if the hours of operation more closely coincided with City, rather than "legal" holidays.

In addition, since the term "legal holidays" is not always universally understood, it might be preferable to set City holidays out clearly

in the ordinance.

The following proposed amendment would specifically set forth what constitute City holidays.

N/A

I move adoption of the motion amending City ordinance section 50-282 respecting days and hours of parking enforcement.

Proposed ordinance amendment

Return to AgendaReturn to Agenda

Ordinance #15-____

AN ORDINANCE AMENDING SECTION 50-282 OF THE CODE OF ORDINANCES PERTAINING

TO CITY PARKING METER HOURS AND DAYS OF OPERATION

WHEREAS, the Code of Ordinances Section 50-282 provides for hours and days of operation of City

parking meters, and

WHEREAS, the said ordinance section provides for exceptions for “legal holidays,” and

WHEREAS, to clarify what the said holidays are, and to ensure proper enforcement of parking hours by

City personnel the City Council has determined to set the said holidays as City holidays and to enumerate

the same,

WHEREAS, the City Council wishes to amend the ordinance to clarify the said intent,

NOW, THEREFORE, be it ordained by the City Council of the City of Hendersonville:

SECTION 1. Hendersonville City Code Section 50-282 is hereby amended to read in full as

follows:

Sec. 50-282. - Hours and days of operation.

All parking meters installed in accordance with the

provisions of this division shall be in operation between

the hours of 8:00 a.m. and 6:00 p.m. every day, except

Sundays, and legal the following city holidays:

New Year's Day

Martin Luther King's Birthday

The Friday before Easter

Memorial Day

July 4

Labor Day

Veteran's Day (November 11)

Thanksgiving day and the Friday following Thanksgiving Day

Christmas Day and one additional day as follows:

Return to AgendaReturn to Agenda

When Christmas Day falls on: The City observes:

Sunday Friday and Monday

Monday Monday and Tuesday

Tuesday Monday and Tuesday

Wednesday Tuesday and Wednesday

Thursday Wednesday and Thursday

Friday Thursday and Friday

Saturday Friday and Monday

When any recognized holiday falls on Saturday, the preceding Friday will be the designated holiday.

When any other recognized holiday falls on Sunday, the following Monday will be the designated holiday.

SECTION 2. EFFECTIVE DATE. This ordinance shall be in full force and effect from and after the

date of its adoption.

Adopted this sixth day of August 2015.

_____________________________________

Barbara Volk, Mayor

Attest:

_____________________________________

Tammie K. Drake, MMC, City Clerk

Approved as to form:

_____________________________________

Samuel H. Fritschner, City Attorney

Return to AgendaReturn to 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:

John Connet

Administration

07/24/2015

8/6/2015

John Connet

Presentation Only

As part of our Service Excellence Program, we will be recognizing three employees each quarter who have provided excellent

customer service. These employees are selected from a group of nominations provided by other city employees and selected by

members of our Service Excellence Design Team. The quarterly nominees will then have the opportunity to selected as the Service

Excellence Employee of the year as part of our annual Christmas event. We will be recognizing our first three nominees at the August

City Council meeting.

Quarterly Nominees:

Tammy Ledford - Public Works Department

Larry Mundy - Public Works Department

Troy Cornett - Water and Sewer Department

N/A

None

Return to AgendaReturn to 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:

Lew Holloway

Development Assistance Dept

07/24/2015

08/06/2015

Lew Holloway

Presentation Only

Babs Newton has just completed an extremely productive tenure as a Downtown Advisory Committee member and we would like to

recognize her contributions to the success of the program. In particular, we would like to draw attention to her tireless efforts to

ensure the growth and continued success of the Rhythm & Brews Concert Series, our ever growing Friends of Downtown volunteer

organization and to all of the special events that the Committee assists in putting on over the course of the year. Over the course of

the last fiscal year the Friends of Downtown Volunteers contributed over 1,300 hours of volunteer service to the downtown program

and associated events. This represents an over 300 hour increase from 13-14 and up from zero at the initiation of the Friends of

Downtown in early 2013.

Babs continues to serve the city by volunteering for various events including Rhythm & Brews and as an active member the

Downtown Promotions Sub-Committee. She has been a role model for other committee members and we are extremely grateful for

her service.

N/A

0.00

Certificate

Return to AgendaReturn to 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:

John Connet

Administration

7/17/15

08/04/15

John Connet

Council Action

Mayor Volk received a request for the City of Hendersonville to adopt a proclamation affirming the "Charter of Compassion". We

have prepared a proclamation for your consideration and included information from the Charter for Compassion website. The

website makes the following statement on why communities participate: "The Campaign for Compassionate Communities has

produced viable results that can be attributed to the Charter for Compassion. In cities and communities around the globe, those

involved in Compassion initiatives have worked on community service, anti-bullying, homelessness, restorative justice and education

efforts." We have invited the citizens who made the request to attend the meeting and receive the proclamation.

N/A

I move that the Hendersonville City Council adopt the proclamation affirming the Charter for Compassion in Hendersonville, NC.

Proposed proclamation

Charter of Compassion

Website information

Return to AgendaReturn to Agenda

PROCLAMATION

OF THE CITY OF HENDERSONVILLE, NORTH CAROLINA

AFFIRMING THE CHARTER FOR COMPASSION

WHEREAS, the principle of compassion lies at the heart of all ethical and spiritual traditions, calling us

always to treat all others as we wish to be treated ourselves; and

WHEREAS, the Compassionate Action Network is promoting the Charter for Compassion and encourages

affirming and utilizing the Charter as a way to stimulate individuals, schools and other

institutions, businesses, communities, and municipalities in using compassion as a guiding

principle of the City; and

WHEREAS, as a Compassionate City there will be opportunities to connect with other communities

regarding the establishment, maintenance, and enhancement of a culture of compassion

throughout the world; and

WHEREAS, the City of Hendersonville has a long and proud heritage of friendship and concern for the

values of justice, equity and respect for peoples, animals, nature and the environment; and

WHEREAS, those values, when applied, can have a profound effect on the learning in our schools, the

way our businesses function, the compassionate service offered by our social service and

faith communities, and the decision-making processes that impact the well-being of our

citizens and the health of our environment; and

WHEREAS, we acknowledge our role and responsibility to make compassion a clear, luminous and

dynamic force in our community through educational efforts and deliberate actions; and

WHEREAS, a Compassionate City deepens the quality and extent to which its citizens embrace

compassionate action in caring for its own neighbors, community and environment;

NOW THEREFORE, BE IT PROCLAIMED, on this _____ day of ______________, 2015, that the Mayor

of the City of Hendersonville and the Hendersonville City Council affirm the Charter for

Compassion and urge citizens, community organizations and government to work together to

embrace and apply compassionate solutions and encourage community service to meet the

needs of our families, friends, neighbors, and community.

Adopted this _______ day of ______________, 2015.

_____________________________________

Barbara G. Volk, Mayor

Attest:

____________________________________

Tammie K. Drake, City Clerk

\\domain.local\voa\Mydocs\tdrake\Documents\Clerk\Proclamations\Charter for Compassion pro.docx

Return to AgendaReturn to 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:

John Connet

Administration

07/24/2015

8/6/2015

John Connet

Presentation Only

The Hendersonville Sister City Organization will provide their semi-annual update on their activities to the City Council.

N/A

None

Return to AgendaReturn to 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:

John Connet

Administration

7/16/2015

8/6/2015

John Connet

Council Action

We have received a request from Interfaith Assistance Ministry (IAM) to waive the tap fees and System Development Charges for

their new facility on Freeman Street.

N/A

7,300 to $20,000 +/-

I move that the City Council waive the tap fees and System Development Charges for the new IAM facility on Freeman Street.

Letter of Request

Letter of Support

Return to AgendaReturn to 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:

Chief Herbert Blake

Police

7/23/2015

08/06/2015

Lt. Mike Vesley

Presentation Only

As suggested by a citizen in our community, the Hendersonville Police Department is poised to present a new safety initiative to

encourage drivers to reduce their speeds in residential neighborhoods and around our schools. The initiative will include offering our

residents yard signs that say “Drive like Your Kids live here.” The Police Department will kick off this new initiative in August in

conjunction with the start of traditional school.

Yes

<$500

None

Return to 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:

Brent Detwiler

Engineering

7/29/2015

8/6/2015

Brent Detwiler

Council Action

On July 21, 2015 at 2:30pm sealed bids were to be opened for the Oklawaha Greenway Phase Three project, however, only one bid

was received and it was returned to the bidder per NCGS 143-129 and 143-132. Also per NCGS 143-129 and 143-132, the project was

re-advertised and a single bid was opened at 9:30am on July 29, 2015 as summarized below.

Trace and Company, Inc. - $1,169,287.00

City staff has reviewed the bid for completeness and accuracy. There were two mathematical errors that have been corrected as part

of the bid tabulation. This project is funded through the North Carolina Department of Transportation (NCDOT). Although the City's

agreement (Agreement ID #4476) with NCDOT called for $1,100,000.00 in construction funds, City staff recently received word from

the NCDOT Project Manager that they have added an additional $100,000.00 to the project, bringing the construction funding

available through NCDOT to $1,200,000.00, and the total grant (including design) to $1,300,000.00. NCDOT will forward an amended

agreement to the City in the coming days.

City staff hereby recommends the tentative award of said project to Trace and Company, Inc., of Mountain Home, NC (NC Contractor

License No. 50843), the lowest responsive and responsible bidder for the revised project cost in the amount of $1,169,287.00. Please

note that this tentative award is contingent upon the approval of the NCDOT. The engineer’s estimate as well as a bid tabulation

showing the bid and unit prices is attached for your reference. Please let me know if you have any questions or require additional

information regarding this project.

Yes

1,169,287.00

I move to authorize the City Manager to tentatively award and execute the contract for the construction of the Oklawaha Greenway

Phase Three project to Trace and Company, Inc., the lowest responsive and responsible bidder, in the amount of $1,169,287.00; as

presented and recommended by staff. This tentative award is contingent upon the approval of the North Carolina Department of

Transportation (NCDOT) and will serve as the official award upon NCDOT's concurrence. I also move to authorize the City Manager to

execute the forthcoming grant amendment with NCDOT increasing the existing grant (Agreement ID #4476) by an additional

$100,000.00. I further move to approve the budget amendment that coincides with this increase.

Tentative Award Recommendation Letter, Engineer's Estimate, Bid Tabulation, Budget Amendment

Return to AgendaReturn to Agenda

20150520 - Oklawaha Greenway Ph 3 NCDOT Estimate Page 1 Date 7/29/2015

City of Hendersonville OPINION OF PROBABLE COST

Engineering Department

305 Williams Street

Hendersonville, NC 28792

ITEM DESCRIPTION STD. ITEM SECTION EST. UNIT UNIT TOTAL

NO. # QUAN PRICE

Grading 0043000000-N 226 1 LS $97,100.00 $97,100.00

Supplementary Clearing and Grubbing 0050000000-E 226 0.5 AC $25,000.00 $12,500.00

Undercut Excavation 0057000000-E 226 4320 CY $21.50 $92,880.00

Breaking of Existing Asphalt Pavement 0177000000-E 250 270 SY $2.20 $594.00

Removal of Existing Asphalt Pavement 0156000000-E 250 270 SY $3.00 $810.00

Proof Rolling 0192000000-N 260 10 H $205.00 $2,050.00

18" HDPE Pipe Culverts 0986000000-E 310 100 LF $39.01 $3,900.73

18" R.C. Pipe Culverts, Class 4 0448300000-E 310 32 LF $51.67 $1,653.34

48" R.C. Pipe Culverts, Class 4 0448000000-E 310 24 LF $184.99 $4,439.85

84" R.C. Pipe Culverts, Class 4 0448000000-E 310 24 LF $518.23 $12,437.47

18" Pipe End Section 0453000000-E 310 2 EA $716.00 $1,431.99

Abutment: Class A Concrete 8182000000-E 420 22 CY $1,500.00 $33,000.00

Abutment: Reinforcing Steel 8217000000-E 425 2420 LB $1.50 $3,630.00

Abutment: HP 12x53 Steel Piles 8364000000-E 450 182 LF $100.00 $18,200.00

Abutment: Steel Pile Points 8391000000-N 450 6 EA $200.00 $1,200.00

Aggregate Base Course 1121000000-E 520 8720 TN $24.00 $209,280.00

Asphalt Concrete Surface Course, Type S9.5B 1519000000-E 610 1280 TN $120.00 $153,600.00

Endwalls, 48" RCP 2209000000-E 838 12 CY $1,878.71 $22,544.47

Reinforced Endwalls, 84" RCP 2220000000-E 838 15 CY $1,063.46 $15,951.86

4" Concrete Sidewalk 2591000000-E 848 60 SY $72.00 $4,320.00

6" Concrete Sidewalk 2591000000-E 848 70 SY $106.00 $7,420.00

Chain Link Fence, 72" 3533000000-E 866 300 LF $13.00 $3,900.00

Metal Line Posts for 72" Chain Link Fence 3539000000-E 866 50 EA $52.00 $2,600.00

Metal Term Posts for 72" Chain Link Fence 3545000000-E 866 1 EA $130.00 $130.00

Additional Barbed Wire 3557000000-E 866 300 LF $0.25 $75.00

Rip Rap, Class B 3649000000-E 876 60 TN $47.00 $2,820.00

Contractor Furnished, Type E Sign 4025000000-E 901 25 SF $14.83 $370.76

Sign Erection, Type E (Ground Mounted) 4110000000-N 904 8 EA $57.47 $459.78

Paint Pavement Marking Lines, 4" 4810000000-E 1205 12000 LF $0.50 $6,000.00

Thermoplastic Pavement Marking Lines, 24", 120

mils

4685000000-E 1205 160 LF $8.50 $1,360.00

Temporary Silt Fence 6000000000-E 1605 3500 LF $2.75 $9,625.00

Seeding and Mulching 6084000000-E 1660 2 AC $1,770.00 $3,540.00

Wetland Reforestation 6129000000-E 1670 0.1 AC $5,000.00 $500.00

Red Maple, 6 - 8 ft 6640000000-N 1670 37 EA $100.00 $3,700.00

Shadblow Serviceberry, 5 - 6 ft 6640000000-N 1670 35 EA $100.00 $3,500.00

Pawpaw, 5 - 6 ft 6640000000-N 1670 22 EA $100.00 $2,200.00

River Birch, 6 - 8 ft 6640000000-N 1670 45 EA $100.00 $4,500.00

American Hornbeam, 6 - 8 ft 6640000000-N 1670 12 EA $100.00 $1,200.00

Eastern Redbud, 5 - 6 ft 6640000000-N 1670 14 EA $100.00 $1,400.00

Fringetree, 5 - 6 ft 6640000000-N 1670 35 EA $100.00 $3,500.00

CONSTRUCTION

Estimate For:

Preliminary Costs:

Design Costs:

Construction Costs:

PROJECT: Oklawaha Greenway Phase 3 (Patton Park

to Berkeley Park)

PREPARED BY:

Brendan Shanahan, P.E.

TIP No. EB5537

REVIEWED BY:

Brent Detwiler, P.E.

County: Henderson

Return to AgendaReturn to Agenda

20150520 - Oklawaha Greenway Ph 3 NCDOT Estimate Page 2 Date 7/29/2015

City of Hendersonville OPINION OF PROBABLE COST

Engineering Department

305 Williams Street

Hendersonville, NC 28792

ITEM DESCRIPTION STD. ITEM SECTION EST. UNIT UNIT TOTAL

NO. # QUAN PRICE

CONSTRUCTION

Estimate For:

Preliminary Costs:

Design Costs:

Construction Costs:

PROJECT: Oklawaha Greenway Phase 3 (Patton Park

to Berkeley Park)

PREPARED BY:

Brendan Shanahan, P.E.

TIP No. EB5537

REVIEWED BY:

Brent Detwiler, P.E.

County: Henderson

Flowering Dogwood, 5 - 6 ft 6640000000-N 1670 22 EA $100.00 $2,200.00

Green Hawthorn, 5 - 6 ft 6640000000-N 1670 30 EA $100.00 $3,000.00

American Holly, 6 - 8 ft 6640000000-N 1670 34 EA $100.00 $3,400.00

Sweetgum, 6 - 8 ft 6640000000-N 1670 43 EA $100.00 $4,300.00

Sweet Bay Magnolia, 5 - 6 ft 6640000000-N 1670 35 EA $100.00 $3,500.00

Black Gum, 6 - 8 ft 6640000000-N 1670 38 EA $100.00 $3,800.00

White Pine, 6 - 8 ft 6640000000-N 1670 18 EA $100.00 $1,800.00

Sycamore, 6 - 8 ft 6640000000-N 1670 18 EA $100.00 $1,800.00

Swamp White Oak, 6 - 8 ft 6640000000-N 1670 39 EA $100.00 $3,900.00

American Arborvitae, 6 - 8 ft 6640000000-N 1670 24 EA $100.00 $2,400.00

Geogrid for Soil Stabilization SP 9300 SY $6.50 $60,450.00

Prefabricated Pedestrian Bridge, Station 24+35 SP 1 LS $50,480.00 $50,480.00

#3 Ballast SP 100 TN $35.00 $3,500.00

Concrete Wheel Stops SP 20 EA $200.00 $4,000.00

Kiosk SP 1 LS $15,000.00 $15,000.00

Bioretention Cell Installation SP 35 SY $500.00 $17,500.00

Split Rail Fence SP 600 LF $16.00 $9,600.00

Flexible Post, 36" SP 6 EA $200.00 $1,200.00

Steel Hinged Bollard SP 2 EA $1,168.83 $2,337.66

Flashing Pedestrian Crossing Sign SP 2 EA $1,700.00 $3,400.00

80 W Solar LED Parking Area Lamp SP 6 EA $7,000.00 $42,000.00

Picnic Table SP 1 EA $1,200.00 $1,200.00

Thermoplastic Coated Steel Bench SP 1 EA $400.00 $400.00

Thermoplastic Coated Cast Iron Bench and Concrete

Pad

SP 11 EA $1,450.00 $15,950.00

Bicycle Rack and Concrete Pad SP 3 EA $1,900.00 $5,700.00

Bottle Filling Station and Concrete Pad SP 3 EA $8,150.00 $24,450.00

Planting of 3 Gallon Shrubs, as Specified in

Landscape Architecture Sheets

SP 200 EA $25.00 $5,000.00

Planting of Meadow and Wetland Seed Mixes, as

Specified in Landscape Architecture Sheets

SP 2 AC $3,380.00 $6,760.00

Project Description Sign, 48" x 48" SP 4 EA $500.00 $2,000.00

Greenway Interpretive Sign SP 12 EA $400.00 $4,800.00

Vertical Sign Base SP 5 EA $450.00 $2,250.00

NPS Style Cantilever Sign Base SP 4 EA $850.00 $3,400.00

Greenway Way Finding Sign and Base SP 10 EA $500.00 $5,000.00

Mile Markers SP 16 EA $500.00 $8,000.00

Detectable Warning Strip SP 4 EA $480.72 $1,922.89

Handicapped Parking Sign and Pavement Marking SP 4 EA $1,010.00 $4,040.00

Recycling and Trash Receptacles and Concrete Pad SP 2 EA $1,200.00 $2,400.00

Return to AgendaReturn to Agenda

20150520 - Oklawaha Greenway Ph 3 NCDOT Estimate Page 3 Date 7/29/2015

City of Hendersonville OPINION OF PROBABLE COST

Engineering Department

305 Williams Street

Hendersonville, NC 28792

ITEM DESCRIPTION STD. ITEM SECTION EST. UNIT UNIT TOTAL

NO. # QUAN PRICE

CONSTRUCTION

Estimate For:

Preliminary Costs:

Design Costs:

Construction Costs:

PROJECT: Oklawaha Greenway Phase 3 (Patton Park

to Berkeley Park)

PREPARED BY:

Brendan Shanahan, P.E.

TIP No. EB5537

REVIEWED BY:

Brent Detwiler, P.E.

County: Henderson

Pet Waste Collection Bag Dispenser SP 4 EA $450.00 $1,800.00

Total Estimated Construction Cost (Rounded) $1,084,965.00

Return to AgendaReturn to Agenda

20150729 - Oklawaha Greenway Ph3 bid tabulation

Page 1 of 2

CITY OF HENDERSONVILLE

OKLAWAHA GREENWAY PHASE 3

BID DATE: 7/29/2015 1 BIDDERS

TIME: 9:30 AM ENR INDEX 10037

ITEM DESCRIPTION STD. ITEM NO. SECTION # QUANTITY UNITS

TOTAL UNIT

PRICE

AMOUNT

1 Grading 0043000000-N 226 1 LS

197,000.00$ 197,000.00$

2 Supplementary Clearing and Grubbing 0050000000-E 226 0.5 AC

2,990.00$ 1,495.00$

3 Undercut Excavation 0057000000-E 226 4320 CY

14.50$ 62,640.00$

4 Breaking of Existing Asphalt Pavement 0177000000-E 250 270 SY

2.50$ 675.00$

5 Removal of Existing Asphalt Pavement 0156000000-E 250 270 SY

4.00$ 1,080.00$

6 Proof Rolling 0192000000-N 260 10 H

99.00$ 990.00$

7 18" HDPE Pipe Culverts 0986000000-E 310 100 LF

27.00$ 2,700.00$

8 18" R.C. Pipe Culverts, Class 4 0448300000-E 310 32 LF

58.00$ 1,856.00$

9 48" R.C. Pipe Culverts, Class 4 0448000000-E 310 24 LF

182.00$ 4,368.00$

10 84" R.C. Pipe Culverts, Class 4 0448000000-E 310 24 LF

397.00$ 9,528.00$

11 18" Pipe End Section 0453000000-E 310 2 EA

1,100.00$ 2,200.00$

12 Abutment: Class A Concrete 8182000000-E 420 22 CY

1,496.00$ 32,912.00$

13 Abutment: Reinforcing Steel 8217000000-E 425 2420 LB

2.50$ 6,050.00$

14 Abutment: HP 12x53 Steel Piles 8364000000-E 450 182 LF

58.00$ 10,556.00$

15 Abutment: Steel Pile Points 8391000000-N 450 6 EA

157.50$ 945.00$

16 Aggregate Base Course 1121000000-E 520 8720 TN

21.75$ 189,660.00$

17 Asphalt Concrete Surface Course, Type S9.5B 1519000000-E 610 1280 TN

89.75$ 114,880.00$

18 Endwalls, 48" RCP 2209000000-E 838 12 CY

894.00$ 10,728.00$

19 Reinforced Endwalls, 84" RCP 2220000000-E 838 15 CY

1,728.00$ 25,920.00$

20 4" Concrete Sidewalk 2591000000-E 848 60 SY

41.00$ 2,460.00$

21 6" Concrete Sidewalk 2591000000-E 848 70 SY

56.00$ 3,920.00$

22 Chain Link Fence, 72" 3533000000-E 866 300 LF

14.10$ 4,230.00$

23 Metal Line Posts for 72" Chain Link Fence 3539000000-E 866 50 EA

44.00$ 2,200.00$

Metal Term Posts for 72" Chain Link Fence 3545000000-E 866 1 EA

52.00$ 52.00$

25 Additional Barbed Wire 3557000000-E 866 300 LF

1.50$ 450.00$

26 Rip Rap, Class B 3649000000-E 876 60 TN

48.00$ 2,880.00$

28 Contractor Furnished, Type E Sign 4025000000-E 901 25 SF

19.00$ 475.00$

29 Sign Erection, Type E (Ground Mounted) 4110000000-N 904 8 EA

237.00$ 1,896.00$

30 Paint Pavement Marking Lines, 4" 4810000000-E 1205 12000 LF

0.53$ 6,360.00$

30 Thermoplastic Pavement Marking Lines, 24", 120 mils 4685000000-E 1205 160 LF

21.00$ 3,360.00$

31 Temporary Silt Fence 6000000000-E 1605 3500 LF

3.15$ 11,025.00$

32 Seeding and Mulching 6084000000-E 1660 2 AC

3,825.00$ 7,650.00$

33 Wetland Reforestation 6129000000-E 1670 0.1 AC

5,250.00$ 525.00$

34 Red Maple, 6 - 8 ft 6640000000-N 1670 37 EA 220.00$ 8,140.00$

35 Shadblow Serviceberry, 5 - 6 ft 6640000000-N 1670 35 EA

225.00$ 7,875.00$

36 Pawpaw, 5 - 6 ft 6640000000-N 1670 22 EA

225.00$ 4,950.00$

37 River Birch, 6 - 8 ft 6640000000-N 1670 45 EA

213.00$ 9,585.00$

38 American Hornbeam, 6 - 8 ft 6640000000-N 1670 12 EA

275.00$ 3,300.00$

39 Eastern Redbud, 5 - 6 ft 6640000000-N 1670 14 EA

237.00$ 3,318.00$

40 Fringetree, 5 - 6 ft 6640000000-N 1670 35 EA

242.00$ 8,470.00$

41 Flowering Dogwood, 5 - 6 ft 6640000000-N 1670 22 EA

220.00$ 4,840.00$

42 Green Hawthorn, 5 - 6 ft 6640000000-N 1670 30 EA

297.00$ 8,910.00$

43 American Holly, 6 - 8 ft 6640000000-N 1670 34 EA

287.00$ 9,758.00$

44 Sweetgum, 6 - 8 ft 6640000000-N 1670 43 EA

287.00$ 12,341.00$

45 Sweet Bay Magnolia, 5 - 6 ft 6640000000-N 1670 35 EA

286.00$ 10,010.00$

46 Black Gum, 6 - 8 ft 6640000000-N 1670 38 EA

309.00$ 11,742.00$

47 White Pine, 6 - 8 ft 6640000000-N 1670 18 EA

230.00$ 4,140.00$

48 Sycamore, 6 - 8 ft 6640000000-N 1670 18 EA

280.00$ 5,040.00$

49 Swamp White Oak, 6 - 8 ft 6640000000-N 1670 39 EA

298.00$

11,622.00$

50 American Arborvitae, 6 - 8 ft 6640000000-N 1670 24 EA

298.00$ 7,152.00$

51 Geogrid for Soil Stabilization SP 9300 SY

4.75$ 44,175.00$

52 Prefabricated Pedestrian Bridge, Station 24+35 SP 1 LS

29,631.00$ 29,631.00$

TRACE AND COMPANY

PO BOX 1028

MOUNTAIN HOME, NC 28758

Return to AgendaReturn to 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:

John Connet

Administration

07/23/2015

08/06/2015

John Connet

Council Action

Councilman Stephens has received a request from Dr. Jennifer Hensley, Well Adjusted Chiropractic Clinic, to establish up to three

two-hour parking spaces on Bearcat Blvd. between Oakland and Buncombe Streets. These spaces currently have not time limit and

are first come first serve. The following is a copy of the request from Dr. Hensley:

Hello

I own Well-Adjusted Chiropractic on 8th Ave, (Bearcat Blvd.) We have huge parking issues when school is in session. I know for years

there has been talk of actually creating a true "parking lot", but we still have the problems. We have quite a few elderly that come to

my business and it would be really nice for them to be able to park without incident. I am asking again for a few short term parking

spots in front of my business.

Thank you!

Dr. Jennifer Hensley

Yes

500.00

I move that the City Council approve the placement of up to three two-hour parking spaces on the south side of Bearcat Boulevard

between Oakland Street and Buncombe Street.

None

Return to AgendaReturn to 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:

Lisa White

Finance

7-29-15

August 6, 2015

Adam Murr

Council Action

Adam Murr, a Master of Public Administration student at Appalachian State University concentrating in Town, City, and County

Management has been an intern with the City of Hendersonville since May 26. The primary objective of his internship with the City

has been the creation of a purchasing policy. He will present a power point presentation covering the proposed policy. Management

and staff has throughly reviewed the policy and requests that City Council adopt the completed purchasing policy as an administrative

policy for all City employees.

Research of purchasing policies from North Carolina municipalities was conducted and findings were used to create the City of

Hendersonville's purchasing policy. Staff from all City departments were involved with the formation and review of the proposed

policy.

The policy contains information related to: local buying, vendor selection, threshold levels, special procedure, vendor performance,

vendor relations, fuel cards, purchase cards, fringe benefits, and the sale of City property. The policy sets purchasing thresholds for

City employees and helps regulate purchases to ensure public funds are spent with prudence. Threshold levels were chosen based on

information gathered from the University of North Carolina School of Government's survey on local government purchasing threshold

limits and staff input.

Certain Internal Revenue Service (IRS) regulations and North Carolina General Statutes exist which govern purchases made. Such

legislation has been cited throughout the City of Hendersonville's new purchasing policy to ensure compliance during the purchasing

process.

N/A

I move that City Council adopt the City of Hendersonville Purchasing Policy.

Purchasing Policy 8-6-2015

Return to AgendaReturn to Agenda

PURCHASING

POLICY

Administrative Policy for all City Employees

Return to AgendaReturn to Agenda

City of Hendersonville, NC Purchasing Policy

City of Hendersonville, North Carolina

Purchasing Manual

TABLE OF CONTENTS

Page(s)

I. Forward 1

II. General Guidelines 2

2.1 Local Buying

2.2 Planning

2.3 Buying Proper Quality

2.4 Authorization

III. Purchasing Procedure 3-5

3.1 Purchases less than $1,500.00

3.2 Purchases between $1,500.00 and $4,999.99

3.3 Purchases between $5,000.00 and $29,999.99

3.4 Purchases between $30,000.00 and $89,999.99

3.5 Purchases $90,000.00 and above/Services $500,000.00 and above

IV. Vendor Selection 5

4.1 Selection Policy

4.2 Gifts and Gratuities

V. Special Procurement Procedure 6-8

5.1 Blanket Purchase

5.2 Emergency Purchase

5.3 Sole Source of Supply

5.4 Single Brand Convenience

5.5 NC Purchase Contract and Cooperative Purchasing Agreements

5.6 Piggybacking

5.7 Professional Services

5.8 Service Contracts

5.9 Vendors with City Accounts

VI. Delivery and Performance 9

6.1 Partial Deliveries

6.2 Non-Performance

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City of Hendersonville, NC Purchasing Policy

VII. Inspection and Testing 9-10

7.1 Rejection

7.2 Damaged Goods

7.3 Latent Defects

VIII. Vendor Relations 10

IX. Sale of City Property 10

X. Fuel Cards 10

XI. Purchase Cards 11-12

11.1 Employee Responsibilities

11.2 Receipts and Receipt Submission

11.3 Unauthorized Purchases

11.4 Consequences of Improper Use

XII. Fringe Benefits 12

XIII. Exhibits 13

Return to AgendaReturn to Agenda

City of Hendersonville, NC Purchasing Policy

iii

GLOSSARY

Bid: a multi-step process required of the City by North Carolina General Statutes. Quotes from

three separate vendors are required during any bid process unless the good or service to be

supplied is produced by only one vendor.

Informal Bid: A bid on items $30,000.00 and above. Request for quotes are not required to be

advertised to the public. Purchases in this category do not need to be approved by City

Council.

Formal Bid: A bid on items $90,000.00 and above or on services $500,000.00 and above. Public

advertisement of the request for quote and bid process must be made, bids must be opened in

public forum, and City Council must approve the winning bid.

Quote: a price provided by a vendor on a provided good or service.

Informal Quote: a quote received via verbal communication, email, website, catalog, or fax.

Formal Quote: A price quote received via U.S. Mail, email, fax, or hand delivery.

Requisition: input into the financial system by a department to request the generation of a

purchase order by the Finance Department prior to a purchase.

Purchase Order (PO): authorization for the purchase of goods sent by the Finance Department

to a vendor prior to the purchase.

Request for Written Quotation (RFQ): A request sent to a vendor for a written quote on a

certain good or service.

Encumbering: to commit a given amount of money to the payment of an order.

Purchasing/ Procurement: interchangeable, how the City obtains needed goods and services.

Department Head: The individual authorized to make purchasing decisions on behalf of his/

her department.

Vendor: provider of a good or service.

Return to AgendaReturn to Agenda

City of Hendersonville, NC Purchasing Policy

I. FORWARD

This purchasing policy is intended for use as a guide to the City of Hendersonville’s purchasing

methods and practice. When used properly, the policies and procedures established herein will

enable the City to obtain needed goods and services efficiently and economically. The goal of

this policy is to give structure to the City of Hendersonville’s procurement methods and to set

guidelines for City departments.

The understanding and cooperation of all employees is essential in order for the City to

maximize the value of each taxpayer dollar spent. While this manual does not answer all

procurement related questions, it provides a sound foundation for City procurement methods.

The goals of the City's purchasing program are as follows:

1. To comply with legal and ethical requirements of public purchasing and

procurement.

2. To assure vendors that impartial and equal treatment is afforded to all who conduct

business with the City.

3. To receive maximum value for money spent by awarding purchase orders to the

lowest responsible, responsive bidder, taking into consideration quality,

performance, support, delivery schedule, previous performance, business location,

and other relevant factors.

4. To provide City departments the required goods and services in a timely manner in

the proper quantity and quality while providing necessary information to the City

Finance Department.

5. To professionally administer the search for sources of supplies, the development of

new sources, the selection of suppliers, negotiations, commitments, follow-ups, and

adjustments.

6. To promote healthy business relationships through informed and fair purchasing

practice and maintenance of ethical standards.

7. To maximize the standardization of products used by all departments in order to

minimize stock levels and obtain better prices for necessary goods and services.

If the procedures and guidelines established in this manual are followed, each department will

be capable of managing, controlling, and planning available resources to meet present and

future needs in order to help the City meet set goals. Any questions or concerns about this

manual or the established procedures should be directed to the City Finance Department.

This manual is effective immediately following City Council adoption and supersedes all

previous purchasing or procurement instructions or directives.

Return to AgendaReturn to Agenda

City of Hendersonville, NC Purchasing Policy

II. GENERAL GUIDELINES

2.1 Local Buying

It is the desire of the City of Hendersonville to contract with vendors within the City and

Henderson County whenever possible. The City has a responsibility to its citizens and local

businesses; however, the City must ensure taxpayer money is spent with prudence. The City

does not make purchasing decisions based exclusively on the location of the vendor; however,

every effort will be made to encourage qualified local vendors and suppliers to compete for City

business.

2.2 Planning

It is imperative that all City departments take time to properly plan purchases. Purchasing

plans should be made for goods and services to be purchased in both the near and distant

future; thereby minimizing small orders and last minute purchases. Planning is of highest

importance to the City because proper planning reduces unnecessary clerical and supervisory

time costs associated with the procurement process.

2.3 Buying Proper Quality

Quality and service are as important as price when considering goods for purchase; it is the

duty of the requesting department to secure the most cost-effective good or service that will

meet but not exceed the requirements for which the goods or services are intended. In some

instances the lowest price does not necessarily mean the lowest cost. A higher price, higher

quality product may save the City from excess expenses in the future. The requesting

department should take this into consideration when making a purchase.

2.4 Authorization

Department Heads have been delegated the authority to approve purchases made under

$1,500.00. Department Heads should only authorize purchases for necessary goods when

proper documentation is provided and funds are available to make the purchase. The

Department Head or his designee must authorize each invoice with signature and date before

forwarding to Finance for payment. This authorization verifies that the goods and or services

have been received, the budgeted funds are available and the invoice has been coded to the

proper account number.

Return to AgendaReturn to Agenda

City of Hendersonville, NC Purchasing Policy

PURCHASING FLOW CHART

Further information on dollar thresholds can be found here:

http://www.sog.unc.edu/sites/www.sog.unc.edu/files/Dollar%20Thresholds%20Chart%202013.pdf

Finance Department

issues purchase order to

Vendor

Make purchase

Check budget

Compare costs

How much is the Purchase?

$1,500.00 and above

Below $1,500.00

$1,500.00- $4,999.99

Departments obtain

informal quotes

Department will process

requisition using the

lowest cost, most

suitable vendor

$5,000.00- $29,999.99

$90,000.00 and above/

$500,000 and above for

construction and repairs

$30,000.00-$89,999.99

Informal Bid Process

Departments obtain

formal written quotes

Department will process

requisition using the

lowest cost, most

suitable vendor

Obtain at least 3 written

Bids

Issue request for quote

(RFQ)

Department will process

requisition using the

lowest cost, most

suitable vendor

Public advertisement

Formal bid opening

Department will process

requisition to the

approved bidder

Formal Bid Process

Finance Department

issues purchase order to

Vendor

Department makes

purchase

Council approval

Finance Department

issues purchase order to

Vendor

Finance Department

issues purchase order to

Vendor

Department makes

purchase

Department makes

purchase

Department makes

purchase

Return to AgendaReturn to Agenda

City of Hendersonville, NC Purchasing Policy

III. PURCHASING PROCEDURE

3.1 Purchases less than $1,500.00

Purchases less than $1,500.00 do not require a Requisition or a Purchase Order (PO). These

purchases may be made by utilizing the City’s Procurement Card (P-Card) process, check

requests, or vendor accounts. Please see the City’s specific policy for acceptable P-Card

expenses. Every purchase should follow a cost comparison to ensure a competitive price and

quality for each good and service purchased. Issues that may override the price comparison

process may include delivery time and material specifications.

ALL PURCHASES $1,500.00 AND ABOVE REQUIRE A REQUISITION AND PURCHASE

ORDER (PO).

3.2 Purchases between $1,500.00 and $4,999.99

Purchases in this price range may be obtained by the requesting department(s) through an

informal quote process. No minimum number of quotes is required however, it is encouraged

that every attempt is made to acquire at least three (3) quotes. The informal quotes may be

received through verbal communications, email, or fax. Verbal quotes must be noted in typed

or hand written form documenting price, date quoted, name of vendor, and name of the

individual representative of the vendor. Quotes are to be scanned and submitted with the

purchase requisition prior to purchase; after the purchase order is issued and approved, a

purchase may be made.

3.3 Purchases between $5,000.00 and $29,999.99

Purchases in this price range are obtained through the formal quote process. In the formal

quote process, the requesting department is required to receive at least three (3) quotes via U.S.

Mail, email, fax, or hand delivery. The required three written quotes are to be scanned and

submitted with/ attached to the purchase requisition prior to purchase; after the purchase order

is issued and approved, a purchase may be made.

3.4 Purchases between $30,000.00 and $89,999.99

Purchases in this range must be obtained through informal bids. Departments are responsible

for sending a request for quote (RFQ) and will allow vendors sufficient time to respond to the

request based on the complexity of the request. RFQs in the informal bid range may or may not

be advertised to the public. A minimum of three (3) vendors, if available, will receive the RFQ.

Every effort will be made to obtain at least three (3) quotes. Quotes in the informal bid range

may be submitted through U.S. Mail, email, fax, or hand delivery. No verbal quotes are

acceptable in the informal bid price range. Purchases in the informal bid range do not require

City Council approval. In this range, a no bid may be accepted as a bid. In accordance with

N.C.G.S. § 143-131, a Request for Written Quotation will be used for purchases of $30,000 to

formal limits (3.2a) with or without advertising. The required three written informal bids are to

be scanned and submitted with/ attached to the purchase requisition prior to purchase; after the

purchase order is issued and approved, a purchase may be made.

Return to AgendaReturn to Agenda

City of Hendersonville, NC Purchasing Policy

3.5 Purchases $90,000.00 and above/Services $500,000.00 and above

Purchases in this range must be obtained through formal bids. Departments are responsible for

sending a request for quote (RFQ) and will allow vendors sufficient time to respond to the

request based on the complexity of the request. Every effort will be made to obtain at least

three (3) bids. A newspaper advertisement must run at least seven (7) days prior to the bid

opening. Written bids in this range must be submitted in a sealed envelope and must be

opened at a public bid opening. Purchases in the formal range require City Council approval.

In accordance with N.C.G.S. § 143-129, invitation for formal bids will be used for purchases of

$90,000 and greater ($500,000 and greater for construction and repairs). This will include

advertising in the local newspaper and/ or other advertising media as deemed appropriate and

receiving sealed bids. The supporting documentation and all bids received are to be scanned

and submitted with/ attached to the purchase requisition prior to purchase; after the purchase

order is issued and approved, a purchase may be made.

IV. VENDOR SELECTION

4.1 Selection Policy

Vendors will be selected on a competitive basis. Formal bids and informal bids will be solicited

by the requesting department. Bid awards, purchase orders and/ or contracts will be issued to

the lowest, responsive, responsible bidder. The City of Hendersonville will not use vendors

who have been debarred by Federal, State, or Local governments.

4.2 Gifts and Gratuities

City employees are prohibited from soliciting or accepting any rebate, money, costly

entertainment, gift, or gratuity (with the exception of mementos and novelties of nominal value)

from any person, company, firm or corporation to which any purchase order or contract is, or

might be awarded. The City will not tolerate circumstances that produce, or reasonably appear

to produce, conflicts between the personal interests of an employee and the interests of the City.

Accordingly, the City may terminate, at no charge to the City, any purchase order contract if it

is found that substantial gifts or gratuities were offered to a City employee. The City may also

take disciplinary action, including dismissal, against a City employee who solicits or accepts

gifts or gratuities of any value whatsoever.

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City of Hendersonville, NC Purchasing Policy

V. SPECIAL PROCUREMENT PROCEDURES

5.1 Blanket Purchase Order

Blanket purchase orders will be issued to selected vendors for the procurement of certain items

after competitive pricing has been completed and if budgeted funds are available. Blanket

purchase orders are intended to expedite the procurement of frequently needed and repetitious

supplies. Blanket purchase orders should be made for goods and services when the amount of

clerical or administrative work otherwise involved is impractical. Examples of items procured

through a blanket purchase order include: janitorial services, maintenance service contracts,

chemicals, temporary personnel services, automotive parts, and others. Blanket purchase

orders will encumber the requesting department’s funds for any amounts remaining on the

purchase order.

Requisition for blanket purchase orders must include all required information along with the

following additional information:

1. Time period the purchase order is valid

2. Items covered by the blanket purchase order

3. The Not to Exceed (NTE) amount

4. A listing of all personnel approved to purchase from the blanket purchase order

All vendor delivery tickets must be signed by an authorized City employee indicating receipt of

the goods and/ or services. All delivery tickets from blanket purchase orders must be scanned

and forwarded to Accounts Payable as supporting documentation for invoice processing.

5.2 Emergency Purchases

In cases of emergencies, the Department Head or his/ her designee may purchase directly from

any vendor the supplies or services whose immediate procurement is essential to prevent

delays in work which may affect the life, health, safety, or convenience of City of

Hendersonville employees or citizens.

The user department shall exercise good judgment and use established vendors if possible

when making emergency purchases. Always obtain the best possible price and limit purchases

to those items emergency related. Not anticipating needs does not constitute an emergency

situation. First, determine if a true emergency does exist. Second, anticipate needs and avoid

emergency situations whenever possible. Emergency orders are always costly. Vendors

usually charge top prices if supplies or services must be obtained on an emergency basis.

During working hours, follow standard purchasing procedure as usual as soon as time and the

situation permits.

After working hours, the following procedure should be used for emergency purchases: verify

funds are available and if needed complete a Request to Transfer Funds form and forward

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City of Hendersonville, NC Purchasing Policy

immediately to the Budget office. The packing slip or invoice received should be coded with the

account(s) to be charged and signed, scan/ attach a brief explanation of the nature of the

emergency and forward to Accounts Payable with the invoice. Emergency purchases, although

sometimes necessary, are costly both in time and money. The use of emergency procedures

should be limited and will be monitored for abuse.

5.3 Sole Source of Supply

In the event there is only one vendor capable of providing a particular good or service, the

competitive pricing procedures outlined in this manual may be waived by the Finance

Department. Whenever a Department Head decides to purchase goods from a sole source, he/

she shall document on the requisition why only one company or individual is capable of

providing the goods required. The provisions of N.C.G.S. § 143-129 will be followed requiring

Council approval for sole source exception for all purchases made at or above statute levels.

5.4 Single Brand Convenience

The City recognizes in certain scenarios it is efficient to purchase items from a single provider

rather than a variety of vendors. In such cases exceptions may be made to standard purchasing

procedure; given proper documentation is provided. The purchaser should note reasons

buying from a certain vendor will be more efficient in the long run and attach such

documentation to each requisition.

Example: One brand of printer City-wide would allow the same type of ink cartridge to be

ordered and reduces time cost related to finding multiple brands. This also allows

the City to buy ink cartridges in bulk from a single provider, further reducing cost.

5.5 State of North Carolina Purchase Contract

All Departments may use the State of North Carolina Department of Administration Purchase

and Contract Division whenever possible for procurement of capital and non-capital items. It

shall be the responsibility of Department Heads to familiarize themselves with this purchasing

method and to check for needed goods and services which are available through this resource at

a lower cost than many other vendors offer. This system expedites the purchase of goods, offers

pricing compatible with quotes received from formal and informal bids, and satisfies North

Carolina General Statutes. Examples of goods on State Contract are: law enforcement vehicles,

office furniture, copiers, janitorial supplies, copier paper, light bulbs, etc. Contact the Finance

Department with questions regarding goods on State Contract.

The State of North Carolina Interactive Purchasing System can be found on the web at

www.ips.state.nc.us/ips/Default.aspx.

The North Carolina E-Procurement System can be found on the web at

http://eprocurement.nc.gov/

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City of Hendersonville, NC Purchasing Policy

5.6 Piggybacking

The department head may use the piggybacking process whenever necessary to purchase

apparatus, supplies, materials, and equipment. Contracts in the informal range can be used as a

tool to solicit additional bids, but no Council action is necessary. For purchases of $90,000 and

above, the provisions of N.C.G.S. § 143-129 will be followed.

5.7 Professional Services

Normal competitive procedures are difficult to use in securing professional services such as

attorneys, planners, and other professionals who, in keeping with the standards of their

discipline, will not enter into a competitive bidding process. When an agreement between a

professional service company and the City is established, a purchase order with the proposed

amount shall be issued to satisfy accounting and statutory requirements. Purchases from

professionals shall otherwise follow N.C.G.S. § 143-64.31 and 64.32.

5.8 Service Contracts

All service contracts, for which the contractor will perform work while on City property, must

be accompanied by a standard contract form. The contract must follow all signature procedures

and contain all necessary insurance and payment options. The completed and signed contract

must be reviewed by the City Attorney, signed by the City Manager, pre-audited by the Finance

Director, and be filed in the office of the City Clerk. The executed contract should be scanned

and attached to the department requisition that is forwarded to the Finance Department. The

City will not enter into contractual agreements that are subject to automatic renewal and will

attempt to structure contracts to coincide with the fiscal year.

Contracts authorized by City Council through direct award or budget authorization may be

executed by the City Manager. Subsequent orders changing the original contract, which do not

exceed the approved cost of the contract, will be executed by the City Manager.

City Council must approve all contracts that meet any of the following criteria:

1. Contracts subject to statutory bid thresholds

2. Contracts with terms greater than one year

3. Contracts exceeding budgetary approval, which require a budget amendment

4. Contracts suggesting a significant policy change as determined by the City Manager.

5.9 Vendors with City Accounts

The City should have accounts with certain vendors where possible in order to expedite the

purchasing process for frequently needed minor items. In the event the City has an account

with a certain vendor, City employees should not use purchase cards to obtain goods or

services from the vendor. Proper purchasing procedures should be followed and only

authorized purchases should be charged to City accounts.

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City of Hendersonville, NC Purchasing Policy

VI. DELIVERY AND PERFORMANCE

A completed and accepted purchase order by the parties concerned must produce the intended

results or objectives before it can be considered a successful or completed purchase. The terms

and conditions must clearly define the delivery and performance requirements of the services,

supplies, or equipment.

The importance of the delivery schedule will be emphasized to the vendor. Delivery

requirements will be clearly written and fully understood by all vendors. If several items are

required by the purchase order, there may be a different delivery schedule for each item. It is

necessary to clearly indicate the delivery location on the requisition.

6.1 Partial Deliveries

Some purchase orders may list several items. It is possible the vendor may complete timely

delivery on some items, which is referred to as "partial delivery". Upon receipt of a partial

delivery, photocopy the purchase order; attach a copy of the signed delivery receipt and

forward to the Finance Department along with the vendor invoice indicating which lines of the

purchase order are to be paid.

6.2 Non-Performance

If a vendor fails to meet any requirements(s) of the specifications or terms and conditions of the

contract or purchase order, the vendor can be cited for non-performance. The seriousness of

non-performance will be evaluated based upon the circumstances of each violation.

VII. INSPECTION AND TESTING

Life and safety as well as successful operation of expensive equipment and supplies may

depend upon how well a purchased item meets design and performance specifications.

Goods and materials should be checked at the time of receipt for damage or defects. The

inspection shall include assuring goods comply with the specifications. If damage is found or

the goods fail to comply with the specifications, the item(s) shall be rejected as outlined below.

7.1 Rejection

In order to protect the City's rights in the event of rejection, for whatever reason, the vendor

shall be informed immediately. Reasons for the rejection must be documented in memo form,

attached to a copy of the purchase order and forwarded to the Finance Department in a timely

manner.

7.2 Damaged Goods

One of the major reasons for immediately inspecting the goods or materials upon receipt is to

detect any visible damage. It is necessary that all damage including evidence of concealed

damage shall be documented by memo, attached to a copy of the purchase order, forwarded to

the Finance Department, reported to the vendor as soon as possible, and informs the vendor of

the damaged goods. When it is apparent that the extent of the damage causes the goods to be

worthless, they will not be accepted.

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City of Hendersonville, NC Purchasing Policy

7.3 Latent Defects

Latent defects may be the result of damage in transit or failure of the manufacturer to conform

to specifications. Consequently, it is often difficult to fix responsibility for the defective

material. If specific liability for the defect cannot be determined between the carrier, the

vendor, or the manufacturer, the City may file a claim against all parties. A memo attached to a

copy of the purchase order must be forwarded to the Finance Department.

VIII. VENDOR RELATIONS

Good vendor relations are valuable business assets established through mutual confidence and

satisfactory business communication between buyer and seller. An important contribution

toward promoting and preserving these relations is a clear understanding of the method of

contract between buyer and seller. Any conflicts which may arise should be reported to the

Finance Department.

IX. SALE OF CITY PROPERTY

The City Manager has been authorized by the Hendersonville City Council to declare as surplus

single asset or property or a group of items with a value of up to $30,000.00, to set its fair market

value, and to convey title to the property and to advertise electronically the sale of any personal

property. The City Manager shall sign the Sale of Property Authorization form prior to the sale

or disposal of any City property. The Finance Department shall keep all approved forms, which

will record a description of the property sold or exchanged, and the amount of money or other

considerations received for each sale or exchange. N.C.G.S. § 160A-265 through 280 should be

referenced before the sale of any City property in order to ensure statutes and procedure are

followed properly.

X. FUEL CARDS

Fuel cards will be assigned to City owned vehicles and are required to be used to purchase fuel

for City vehicles, or in some instances, to purchase fuel for other job-related equipment such as:

weed-eaters, lawn mowers, leaf-blowers, etc. It is not appropriate for City employees to use

fuel cards to purchase fuel for any other vehicle or equipment other than which the card was

issued to. Fuel cards are required to remain with the assigned vehicle and any missing cards

should be reported immediately. Employees are required to use their PIN when purchasing

fuel. Any unauthorized use of a PIN not assigned to the employee will result in disciplinary

action up to and including termination.

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City of Hendersonville, NC Purchasing Policy

XI. PURCHASE CARDS

Purchase cards exist to provide departments a flexible and efficient way to make small

purchases. Purchase cards empower the cardholder to acquire necessary materials to conduct

business and/ or deliver services in a more convenient and expeditious manner. Purchase cards

should not be used to procure items or services not directly related to City business. Purchase

cards cannot be used to purchase fuel for city vehicles. All city vehicles will have fuel cards

which must be used.

11.1 Employee Responsibilities

No purchase over $1,500.00 shall be made using the purchase card system without a purchase

order. Purchase cards assigned to employees may have approval limits set by Department

Heads below the $1500.00 policy threshold. If an employee needs to make a purchase above the

limit set by the Department Head, the employee should consult with the Department Head

before making a transaction.

1. The purchase card that each cardholder receives shall only be used by the cardholder.

No other person is authorized to use this card. The cardholder may make transactions

on behalf of others in their department/ division; however, the cardholder is responsible

for all purchases charged to their card.

2. The total value of a transaction shall not exceed a cardholder’s single purchase limit.

Payment for a purchase shall not be split into multiple transactions to stay within the

single purchase limit.

3. The cardholder is responsible for maintaining receipts of all card transactions and

scanning all receipts into the purchase card banking system. Receipts are required for

all purchases. Failure to scan and attach receipts in a timely manner may result in the

cardholder losing the privilege of using a City purchasing card.

4. Purchase cards may be used by for lodging and for training/ professional activities.

Purchase cards cannot be used for meals during employee travel. Cardholders should

consult the City’s Travel Policy for more information.

11.2 Receipts and Receipt Submission

Receipts should be collected and kept for all transactions. If a detailed receipt is not obtained

from the vendor, a Lost/ Missing Receipt Form and a detailed list of what was purchased will be

required with the receipt. Repeated lost or missing receipts may result in a cardholder losing

the privilege associated with a City purchasing card. A detailed receipt should be provided for

all purchases.

Receipts should be scanned into the on-line Purchase Card Bank system and attached to their

corresponding transaction. Scanning receipts to the system will streamline the accounts

payable procedure and make processing transactions simpler for all parties involved.

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City of Hendersonville, NC Purchasing Policy

11.3 Unauthorized Purchases

Certain items should not be purchased by City employees. Any of the following items listed

below have been deemed inappropriate for purchase by City employees:

1. Personal purchases or for personal identification

2. A single purchase that exceeds the cardholder’s single purchase limit

3. Cash advances

4. Gift Cards

5. Alcoholic beverages

6. Purchase of in-room movies during a hotel/ motel stay while on City business

11.4 Consequences of Improper Use

A cardholder who makes unauthorized purchases or carelessly uses a purchase card will be

liable to the City of Hendersonville for the total dollar amount of such purchases plus any

administrative fees charged by the bank or card company in connection with the misuse. The

cardholder’s employment may also be terminated and will be subject to legal action.

Cardholders are expected to obtain the best prices available on purchases. Purchase of an item

above market prices where the vendor gives the employee any form of gift, bonus, or premium

whether in the form of cash or merchandise is considered a kickback, is illegal, and can result in

disciplinary action up to and including termination of employment and lawful prosecution.

City policy strictly forbids anything in exchange for making a purchase.

For further information regarding the City’s Purchasing Card Policy, review the “Credit Card

Purchases” form found at http://www.cityofhendersonville.org/index.aspx?page=91.

XII. FRINGE BENEFITS

Any item purchased for an employee must be a valid business expense and not considered

wages to the individual. Clothing, non-monetary awards, meals, travel, and other items may be

considered wages depending on circumstances. Awards of cash or cash equivalents are always

considered wages regardless of the amount awarded. All awards and purchases considered

wages to an employee must be processed through payroll and will be subject to all applicable

taxes. Please contact the Finance Department with any questions.

Any award of cash or cash equivalents must be pre-approved by the City Manager.

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City of Hendersonville, NC Purchasing Policy

XIII. EXHIBITS

Exhibit A. Items Not Requiring a Purchase Order

Exhibit B. Vendor Performance Evaluation

Exhibit C. Purchase Order/ Quote Form

Exhibit D. Sale of City Property Authorization

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City of Hendersonville, NC Purchasing Policy

EXHIBIT A

City of Hendersonville

Items Not Requiring a Purchase Order

1. Advertising: legal ads, radio announcements, etc.

2. Specified chemicals

3. Dues

4. Claim payments (Citizens filing for damages/ reimbursement)

5. Insurance

6. Medical examinations

7. Medical supplies (Fire and Rescue)

8. Land purchases & easements

9. Petty cash & replenishing funds

10. Postage

11. Refunds

12. Building rental

13. Tuition or other fees for approved educational purposes

14. Utilities (electricity, water, sewer, cable, internet, natural gas, trash, etc.)

15. Lease purchase payments

16. Approved travel arrangements and accommodations

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City of Hendersonville, NC Purchasing Policy

City of Hendersonville

VENDOR PERFORMANCE EVALUATION

EXHIBIT B

Please take a moment to complete this vendor performance evaluation and return it to the

City Finance Department.

Vendor Name: __________________________ Purchase Order #:_______________________

Date Promised: _______/_______/__________ Actual Delivery Date: ______/______/______

Details or Remarks: ___________________________________________________________________

Check all of the following that apply about the vendor & goods or services purchased:

_____Suggests Cost-Saving Possibilities

_____Competitive Pricing:

_____Knowledge of Products and Industry

_____Prompt & Accurate Technical Assistance

_____Advises of any Potential Trouble

_____Replaces Rejected Items in a Timely Manner

_____Courteous & Helpful

_____Handles Complaints Promptly

_____Expedites and Handles All Courteously

_____Delivers on or Before Specified Time

Quality of Item: _________________________ Delivery: ______________________________

Service: ________________________________ Comments: ____________________________

PURCHASE ORDER QUANTITIES ARE OVER OR SHORT: _______________________________

Overall Rating: Please rate the vendor for this purchase on a scale of 1-10 with (1) indicating

unacceptable performance and (10) indicating extreme satisfaction with the vendor.

OVERALL RATING: _____________________

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City of Hendersonville, NC Purchasing Policy

City of Hendersonville

PURCHASE ORDER/QUOTE FORM

EXHIBIT C

Employee Name:

Department:

DATE QUOTES OBTAINED:

DATE GOODS ARE REQUIRED:

______DEPT WILL PICK UP

____

__EMERGENCY ORDER

VENDOR 1 NAME

VENDOR 2 NAME:

VENDOR 3 NAME:

VENDOR #:

CONTACT:

PHONE #:

TOTAL

QUOTE:

REASON(S) QUOTES NOT OBTAINED /EXPLANATION OF SOLE SOURCE OR EMERGENCY:

ACCOUNT #

QTY

ITEM DESCRIPTION

UNIT

TOTAL

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City of Hendersonville, NC Purchasing Policy

City of Hendersonville

SALE OF CITY PROPERTY

AUTHORIZATION

EXHIBIT D

The Department Head is required to obtain authorization from the City Manager prior to the

sale or disposal of any City Property, regardless of value. Include any additional relevant

information necessary. Please attach a photo of the item sold if available.

Complete the table below prior to the disposal of property:

PROPERTY

SOLD

SALE

PROCEEDS

ESTIMATE

PROPERTY

CONDITION

DEPT/BUDGET

WHICH MADE

THE ORIGINAL

PURCHASE

YEAR

CITY I.D. #

MILEAGE

VIN / SERIAL #

MAKE

LISENCE

PLATE#

MODEL

Other description, notes:

Department Head Signature: _____________________________ Date: _____/_____/_______

City Manager Signature: _________________________________ Date: _____/_____/_______

Complete the table below after the disposal of property:

NAME OF

INDIVIDUAL

OR BUSINESS

THAT

PROPERTY

WAS SOLD TO:

DATE PAYMENT

RECEIVED BY CITY:

SALE

PROCEEDS

ACTUAL

SIGNATURE OF

CITY EMPLOYEE

RECEIVING

PAYMENT:

This completed/ signed and authorized form must be submitted to the Finance Department

along with the proceeds of any sale of property. If an item is scrapped or disposed of with no

proceeds this completed/ signed and authorized form must be submitted to the Finance

Department within 5 days of the disposition of property.

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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:

Tammie Drake

dministration

07.28.15

Tammie Drake

08.06.15

Council Action

EAST FLAT ROCK COMMUNITY PLAN ADVISORY COMMITTEE: The Henderson County Board of Commissioners

invited the City to appoint a non-voting liaison to this committee. No new applications have been received.

SEVENTH AVENUE ADVISORY COMMITTEE (SAAC): There is one vacancy for an at-large position on this Committee.

You have recently received applications from: Diane Caldwell, Ron Kauffman, and Sheryl Fortune.

DOWNTOWN ADVISORY COMMITTEE (DAC): Mr. Lew Holloway informed me of the resignation of Tim Lau. You

recently received applications for this Board from: Scott Moore, Ashely Pirsig, Ian Edwards, Lori Dorsey and Rhonda

Brissie.

ENVIRONMENTAL SUSTAINABILITY BOARD: The ESB consists of five City residents and up to four additional

members residing outside the City may be appointed for their particular areas of expertise. The ESB has four vacant City

positions. You have recently received one new application from Ian Edwards and there is one on file from Rhonda Brissie

(both inside-City). Ms. Brissie also serves on the Business Advisory Committee.

WALK OF FAME STEERING COMMITTEE: The Council approved the Charter and Bylaws for this committee at your July

2 meeting. The City may appoint three members for staggered terms and will appoint the Chair in odd-numbered years.

Staff will be making some recommendations on membership.

n/a

Yes

I move to (re)appoint ...

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