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2007-03-12 Water & Sewer NEW HANOVER COUNTY WATER AND SEWER DISTRICT REGULAR MEETING, MARCH 12, 2007 BOOK 3 PAGE 217 ASSEMBLY The District Board of Commissioners of the New Hanover County Water and Sewer District met in Regular Session on Monday, March 12, 2007, at 4:15 p.m. in the Assembly Room of the New Hanover County Courthouse, 24 North Third Street, Wilmington, North Carolina. Members present were: District Chairman William A. Kopp, If.; District Vice-Chairman Robert G. Greer; District Commissioner William A. Caster; District Commissioner Ted Davis, If.; District Commissioner Nancy H. Pritchett; County Manager Bruce T. Shell; County Attorney Wanda M. Copley and Clerk to the District Board Sheila L. Schult. NON-AGENDA ITEMS District Chairman Kopp announced that time had been reserved for anyone from the public to present an item that was not listed on the Regular Agenda. He requested all persons to limit their remarks to three minutes. No items were presented. APPROVAL OF MINUTES District Chairman Kopp called for a motion to approve the minutes of the Water and Sewer District Regular Meeting held on February 19, 2007, as presented by the Clerk to the District Board. Motion: District Commissioner Caster MOVED, SECONDED by District Vice-Chairman Greer, to approve the minutes of the Water and Sewer District Regular Meeting held on February 19, 2007, as presented by the Clerk to the District Board. Upon vote, the MOTION CARRIED UNANIMOUSLY. ADOPTION OF RESOLUTIONS ACCEPTING THE RIGHT-OF-WAY IN PARMELE WOODS SUBDIVISION AND COMMON AREA/GREEN SPACE IN LAUREL LEA SUBDIVISION FOR PUBLIC DEDICATION County Engineer Greg Thompson reported that the County is in the process of installing a water line and a water concentrate line down and along the Porters NeckJEdgewater Road area. In order to do so, it is necessary to obtain easements along this route. Staff requests the District Board adopt the resolutions accepting the right-of-way in Parmele Woods subdivision and common area/green space in the Laurel Lea subdivision and authorize the Chairman to execute the documents of acceptance. District Chairman Kopp requested direction from the District Board. Motion: District Commissioner Caster MOVED, SECONDED by District Vice-Chairman Greer, to adopt the resolutions accepting the right-of-way in Parmele Woods subdivision and the common area/green space in the Laurel Lea subdivision and authorize the District Chairman to execute the documents of acceptance. Upon vote, the MOTION CARRIED UNANIMOUSLY. Copies of the resolutions are hereby incorporated as part of the minutes and are contained in Water and Sewer Exhibit Book 3, Page 12.1. ADOPTION OF RESOLUTIONS APPROVING CONDEMNATION FOR WATER AND SEWER EASEMENTS IN THE PORTERS NECK AREA County Engineer Greg Thompson reported that staff has been working with property owners along Porters Neck Road for the last several months to obtain easements necessary to provide adequate and safe access for installation and future maintenance. With the exception of a few property owners, all contacts and negotiations have proceeded in a timely fashion. The proposed easement is situated on the properties adjacent to the existing Porters Neck Road right-of-way and within the existing buildable set back on the property. When completed this area will have access to potable drinking water and improved fire protection. NEW HANOVER COUNTY WATER AND SEWER DISTRICT REGULAR MEETING, MARCH 12, 2007 BOOK 3 PAGE 218 All property owners were initially offered a free %" water tap, waving of the water development fee and meter fee (current value of $1,770 with the value subject to increases in the near future) for a 10' permanent utility easement. In a second attempt to expedite the matter, an additional offer was made in the amount of $1,000. In addition to phone lines and a natural gas line, the North Carolina Department of Transportation is requiring construction to be 5' from the existing edge of pavement along this route, thus forcing construction closer to the existing property line. Due to a requirement by the State for a separation of water and sewer lines, the use of the opposite side of the road is hindered. Condenmation may be necessary to close the easement within a reasonable length of time to allow for the service to the immediate surrounding area and expedite this project. Staff will continue to work with the property owners to obtain voluntary resolution but the condenmation process needs to be initiated. Staff is requesting the District Board adopt the resolutions approving condenmation for water and sewer easements for Tax Parcels: R03705-00 1-005-000 R03705-001-006-000 R03705-00 1-007 -000 R03705-001-012-000 District Chairman Kopp reported that three property owners were present to speak on this request. Mike Madej, resident on Porters Neck Road, stated his concern for the existing mature trees on his property that will have to be removed for the easement and that he does not feel the amount offered is fair market value for the easement on his property. District Commissioner Davis confirmed with County Engineer Thompson that the North Carolina Department of Transportation is requiring construction to be 5' from the existing edge of pavement along this route forcing construction closer to the existing property line. Due to a requirement by the State for a separation of water and sewer lines, the use of the opposite side of the road is hindered. Mark Fallon, resident on Porters Neck Road, stated his concern for the existing mature trees and shrubs on his property that will have to be removed for the easement. He stated that he is satisfied with his well and does not need fire hydrants. Marshall Michaelson, resident on Porters Neck Road, stated his concern for the existing trees that will have to be removed and does not feel that the monetary compensation is adequate for the easement. After brief discussion, District Chairman Kopp requested direction from the District Board. Motion: District Commissioner Caster MOVED, SECONDED by District Commissioner Pritchett, to adopt the resolutions approving condenmation for water and sewer easements for Tax Parcels R03705-001-005-000; R03705- 001-006-000; R03705-001-007-000 and R03705-001-012-000. Upon vote, the MOTION CARRIED UNANIMOUSLY. Copies of the resolutions are hereby incorporated as part of the minutes and are contained in Water and Sewer Exhibit Book 3, Page 12.2. APPROVAL OF CONTRACT AMENDMENT WITH HDR ENGINEERING OF THE CAROLINAS County Engineer Greg Thompson reported that Staff is requesting the District Board approve amending the existing contract #07-0128 with HDR Engineering of the Carolinas to include rehabilitation of sewer manholes in the Bradley Creek sewer basin that have been identified as deteriorating in the amount of $13,280 and to provide NEW HANOVER COUNTY WATER AND SEWER DISTRICT REGULAR MEETING, MARCH 12, 2007 BOOK 3 PAGE 219 Regulatory Assistance and Capacity Analysis of the Northeast Interceptor in the amount of $10,000 and approve the associated budget amendment # 07-154 in the amount of $23,280. District Chairman Kopp requested direction from the District Board. Motion: District Vice-Chairman Greer MOVED, SECONDED by District Commissioner Pritchett, to approve amending contract #07-0128 with HDR Engineering of the Carolinas to include rehabilitation of sewer manholes in the Bradley Creek sewer basin and to provide Regulatory Assistance and Capacity Analysis of the Northeast Interceptor and approve the associated budget amendment #07-154 in the amount of $23,280. Upon vote, the MOTION CARRIED UNANIMOUSLY. ADOPTION OF THE CAPITAL PROJECT ORDINANCE AND AWARD OF CONTRACT TO REYNOLDS, INC. FOR THE BRADLEY CREEK OUTFALL REHABILITATION PROJECT AND APPROVAL OF THE ASSOCIATED BUDGET AMENDMENT County Manager Bruce Shell reported that the Bradley Creek Outfall begins at Wrightsville Avenue and terminates at the Bradley Creek Pump Station on Oleander Drive. As a part of ongoing operations and maintenance activities, the Bradley Creek Outfall was identified as needing rehabilitation. On August 14, 2006, the Commissioners approved a contract with HDR Engineering to serve as design engineer and project manager for the project. The project utilizes a process called Cured-In-Place-Pipe. A new polyethylene liner will be inserted inside the existing 24" diameter sewer line and a lining material will be applied to the interior of all the outfall line manholes. This will create a watertight line and manhole system which will extend the life of the sewer line, reduce groundwater infiltration into the line and prevent any leakage from the line to the adjacent environment. On February 27, 2007, bids were received for the Cured-In-Place-Pipe and manhole lining work with the successful bid submitted by Reynolds, Inc. in the amount of $961,347. County Manager Bruce Shell reported that the following additional costs submitted with this project in the amount of $265,000 have been withdrawn pending further staff evaluation: . Environmental Issues & Permitting Funding in the amount of $50,000 . Access & Easement Issues Funding in the amount of $100,000 . Public Relations and Information Funding in the amount of $15,000 . Manhole rehabilitation funding due to data results from CDM basin flow monitoring study in the amount of $50,000 . Manhole rehabilitation funding due to field inspection by NHC Operations & Maintenance personnel in the amount of $50,000 . Total additional project costs in the amount of $265,000 District Vice-Chairman Greer voiced concern that the additional items submitted with this project should have been included in the original bid process and not brought to the Board as additional costs associated with the project. County Engineer Thompson reported that the additional cost that were submitted with this project would have been done outside the scope of the contract with Reynolds, Inc. and identified in the capital project and have the potential to be re-bid. In closing, County Engineer Thompson reported that staff is requesting the District Board adopt the Capital Project Ordinance, award contract #07-0295 to Reynolds, Inc. in the amount of $961,347 for the Bradley Creek Outfall Rehabilitation Project and approve the associated budget amendment #2007-72 in the amount of $961,347. NEW HANOVER COUNTY WATER AND SEWER DISTRICT REGULAR MEETING, MARCH 12, 2007 BOOK 3 PAGE 220 District Chairman Kopp requested direction from the District Board. Motion: District Commissioner Caster MOVED, SECONDED by District Commissioner Pritchett, to adopt the Capital Project Ordinance, award contract #07-0295 to Reynolds, Inc. in the amount of $961,347 for the Bradley Creek Outfall Rehabilitation Project and approve the associated budget amendment #2007-72 in the amount of $961,347. Upon vote, the MOTION CARRIED 4 TO 1. District Vice-Chairman Greer voted in opposition. A copy of the Capital Project Ordinance is hereby incorporated as part of the minutes and is contained in Water and Sewer Exhibit Book 3, Page 12.3. BREAK District Chairman Kopp called for a break from 5: 17 p.m. until 5 :29 p.m. APPROVAL OF AMENDING THE CONTRACT WITH MCKIM AND CREED FOR PUMP STATION 77 FORCE MAIN IMPROVEMENTS/DIVERSION AND PUMP STATION 35 JUNCTION BOX REDESIGN AND NORTHEAST INTERCEPTOR VALUE ENGINEERING AND COORDINATION SERVICES AND THE ASSOCIATED BUDGET AMENDMENT County Engineer Greg Thompson reported that the City of Wilmington and New Hanover County have been working closely to resolve the issues associated with the Northeast Interceptor. The County's Engineer working on the system wide sewer master plan, McKim and Creed, developed an alternative to the proposed project initially presented by the City. This alternative provides the same or a greater level of performance in all cases of redundancy and event management, but also allows for flow management in a system wide context. Under the McKim and Creed alternative, flows can be diverted from the Southside Waste Water Treatment Plant to the Northside Waste Water Treatment Plant. This higher level of flow management is needed to manage capacity at both plants and will help increase the service life of both plants. The City of Wilmington has accepted this alternative plan and work is proceeding. Modifications to the County's system are necessary to accommodate the Northeast Interceptor modifications. McKim and Creed has provided a proposal for professional services for the following work: . Pump Station 77 (Westwood) Force Main Improvements/Diversion . Pump Station 35 (Bradley Creek) Junction Box Redesign . Northeast Interceptor Value Engineering and Coordination Services The scope of services for the Sewer Master Plan has been expanded to include a review of the SCADA systems for both the City and County. Improvements in the system will provide a valuable tool in the management and operation of the Northeast Interceptor as well as the combined sewer system of the City and County. Staff is requesting the District Board approve the proposed contract amendment with McKim and Creed for engineering services for Pump Stations 35 and 77 in the amount of $107,900, funding for any required easement and/or wetlands mapping services in the amount of $16,800 and a review of the SCADA System in the amount of $15,000 for a total of $139,700. Currently, there is $51,808 in this line item; therefore, approval of budget amendment #2007 -73 is requested in the amount of $87,892. District Chairman Kopp requested direction from the District Board. Motion: District Vice-Chairman Greer MOVED, SECONDED by District Commissioner Caster, to approve amending the contract with McKim and Creed to provide professional services for Pump Station 35 and 77 and the Northeast Interceptor including a review of the SCADA systems in the amount of $139,700 and the associated budget amendment #2007-73. Upon vote, the MOTION CARRIED UNANIMOUSLY. NEW HANOVER COUNTY WATER AND SEWER DISTRICT REGULAR MEETING, MARCH 12, 2007 BOOK 3 PAGE 221 ADOPTION OF RESOLUTION DECLARING A FORD TRACTOR AS SURPLUS, APPROVING THE TRADE-IN AND PURCHASE OF A NEW HOLLAND COMPACT TRACK LOADER County Engineer Greg Thompson reported that the Water and Sewer District owns a 3930 Ford Tractor with a 305 bush hog cutter that is currently inoperable and in need of major repairs. Purchased in January 1995, it has been estimated that it will cost more than $10,000 to repair the equipment. Staff is requesting the Board adopt the resolution approving the District to trade the equipment in on a New Holland Compact Track Loader with a 6 foot tree slasher. New Holland, which is a state contract vendor, has quoted this equipment at $52,800; however, the vendor will give an allowance of $10,000 for the 3930 Ford Tractor bringing the cost of the new equipment to $42,800. District Chairman Kopp requested direction from the District Board. Motion: District Vice-Chairman Greer MOVED, SECONDED by District Commissioner Caster, to adopt the resolution declaring a 3930 Ford tractor as surplus, approving the trade-in and purchase of a New Holland Compact Track Loader. Upon vote, the MOTION CARRIED UNANIMOUSLY. A copy of the resolution is hereby incorporated as part of the minutes and is contained in Water and Sewer Exhibit Book 3, Page 12.4. ADJOURNMENT Hearing no further business, District Chairman Kopp adjourned the meeting at 5:33 p.m. Respectfully submitted, Sheila L. Schult Clerk to the District Board