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2023-11-02 Agenda Review NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 36 NOVEMBER 2, 2023 AGENDA REVIEW MEETING PAGE 37 ASSEMBLY The New Hanover County Board of Commissioners met on November 2, 2023 at 4:02 p.m. for Agenda Review in Conference Rooms 138-139 at the New Hanover County Government Center, 230 Government Center Drive, Wilmington, North Carolina. Members present: Chair Bill Rivenbark; Vice-Chair LeAnn Pierce; Commissioner Dane Scalise; and Commissioner Rob Zapple. Members absent: Commissioner Jonathan Barfield, Jr. Staff present: County Manager Chris Coudriet; County Attorney K. Jordan Smith; and Clerk to the Board Kymberleigh G. Crowell. Chair Rivenbark called the Agenda Review meeting to order and announced that the purpose of the meeting is to review and discuss the agenda items for the November 6, 2023 Regular Meeting with discussions as noted: Consent Agenda Item #2: New Hanover County Monthly Collection Report for September 2023. Tax Administrator Allison Snell stated in response to questions that the timing of when the tax bills went out and payments received have driven the increase in revenue. County Manager Coudriet added that the tax base has also grown, which contributes to an increase in tax revenue. Consent Agenda Item #3: Approval to Donate Fire Pumper to Cape Fear Community College Fire Rescue Program. Fire Rescue Chief Donnie Hall stated in response to questions that the value of the pumper truck being donated is about $20,000. Consent Agenda Item #4: ABC Board - Audited Financial Statements - Fiscal Year 2023. Chair Rivenbark stated that there is a limited amount of funding that local Alcohol and Beverage Control (ABC) Boards can keep in their savings account, which the New Hanover County ABC Board exceeded this year. The funds will be allocated to the County and its municipalities. Regular Agenda Item #8: Consideration of White Road Culvert Replacement and Adoption of Associated Budget Amendment. County Engineer Tim Lowe stated in response to questions that the subject portion of White Road where the culvert is located was dedicated as public but never petitioned to the North Carolina Department of Transportation (NCDOT) to become a state maintained road. The drainage that flows through the culvert also comes from other communities outside of the subject neighborhood. If the subject portion of the road had been accepted by NCDOT, it would have been NCDOT’s responsibility to fix the problem. A brief discussion ensued about the importance of having roads petitioned and then turned over to NCDOT. County Manager Coudriet stated that this project is proposed as a loan structure from the general fund back to the Stormwater Services fund with an associated equivalent residential unit (ERU) monthly adjustment. The County does require roads to be developed to NCDOT standards to be turned over, but it is up to the homeowner’s association or developer to petition NCDOT. The County is not statutorily required to make the repair but is doing so because it is related to drainage. STAFF UPDATE Northern New Hanover County Mains Project Construction Costs Overview. Assistant County Manager Lisa Wurtzbacher presented the following update:  Northern water/sewer cost update:  Total of six different projects: Holly Shelter Road water main, North College Road water main, Blue Clay Road water main – phase 1, Holly Shelter Road force main, Sidbury Road force main – phase 2, and the Greenview West and East area force mains: County Manager Coudriet stated that before the adoption of the 2016 Comprehensive Land Use Plan there was an artificial boundary in the northern part of the County where there would not be an extension of water and sewer. In 2016, the Board decided to remove that, opening the chance for development in that area. Ms. Wurtzbacher added that in 2020, the County had a report done on what it would take to bring water and sewer to that area of the County. It showed that it would cost roughly $176 per foot to construct water lines and approximately $140 per foot to construct a sewer main.  History:  FY 2021: Preliminary engineering report completed and development of project estimates by Cape Fear Public Utility Authority (CFPUA) began NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 36 NOVEMBER 2, 2023 AGENDA REVIEW MEETING PAGE 38  FY 2023: Design cost budget of $3,000,000  September 2022: Interlocal agreement approved:  CFPUA would design and manage the project  Design cost of $3,000,000 and estimated construction cost of $23,500,000  Construction bid results will be presented to the County for review and approval  FY 2024: Construction cost budget of $23,500,000  October 2023: Engineers updated budget estimates  Funding comparison: Mr. Wurtzbacher stated in response to questions that the increased estimates were received in August and September of 2023. County Manager Coudriet added that it would not have changed anything if the new cost estimates had been received a few months ago compared to today. Staff and CFPUA are not at the point of a new request; these are the best current estimates being presented to the Board today. He added that it is possible that when the design is done and the projects are put out for bid, based on experience with other current projects, the bids may come at or below the estimate. A brief discussion ensued regarding cost estimates and how to ensure the numbers are current. Commissioner Scalise suggested ensuring that any project estimates that have not been updated since 2021 be updated to avoid sticker shock in the future. CFPUA Deputy Executive Director Carel Vandermeyden stated that project bids for water and sewer have a design bid process versus a guaranteed maximum price (GMP) process, which would be common for the construction of buildings. CFPUA does a few projects with a GMP, but pipeline projects such as this are done through design and then public bidding. There was also an increase after surveying potential routes, which added $2.3 million to the project due to more line being needed for one of the projects. There has also been a significant increase in material and labor costs, which have driven up the estimate. County Manager Coudriet stated that the final ask will not come to the Board until spring 2024. Today's update is to convey the information provided to staff. There has been a commitment from CFPUA staff to provide more frequent updates, so the Board does not see this kind of sticker shock moving forward. Ms. Wurtzbacher stated that the state has committed $30 million to this project, and the staff is requesting a technical correction of an additional $7 million, bringing the amount that the County would have to borrow to approximately $5.7 million. She then provided an overview of the project timeline: Chair Rivenbark thanked Ms. Wurtzbacher for the update. CLOSED SESSION Chair Rivenbark stated that a Closed Session is needed pursuant to North Carolina General Statute (NCGS) 143-318.11(a)(3) to consult with the county attorney in order to preserve the attorney-client privilege between the county attorney and the public body, which privilege is hereby acknowledged. Motion: Commissioner Zapple MOVED, SECONDED by Commissioner Scalise to enter into a Closed Session pursuant to NCGS 143-318.11(a)(3) to consult with the county attorney in order to preserve the attorney-client privilege between the county attorney and the public body, which privilege is hereby acknowledged. Upon vote, the MOTION CARRIED UNANIMOUSLY. Chair Rivenbark convened to Closed Session at 4:43 p.m. and stated that all persons not Board members or specifically designated staff were to leave the meeting room. NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 36 NOVEMBER 2, 2023 AGENDA REVIEW MEETING PAGE 39 CONVENE TO REGULAR SESSION Chair Rivenbark called the meeting back to order at 5:09 p.m. and reported that pursuant to NCGS 143- 318.11(a)(3), the Board concluded its consultation with its legal counsel. Discussion ensued regarding water at the southern end of the County. County Manager Coudriet stated that he reached out to CFPUA Executive Director Ken Waldroup who has committed to investigating what it would take to make CFPUA water available to customers either as a required replacement or as an option. As to the elevated bills received by Aqua NC customers, his understanding from CFPUA is that the charges were authorized by the North Carolina Utilities Commission, which is a short term temporary impact, and the elevated costs will subside. Staff can prepare a response on behalf of the Board. There was a brief discussion on about providing CFPUA service along the southern end of the County to Snow’s Cut Bridge. A brief discussion ensued regarding a letter for the Couty Commissioners’ signatures that Intergovernmental Affairs Manager Tim Buckland drafted to the EPA regarding Chemours and the PFAS being sent to its Fayetteville plant. The Board requested the letter be sent sooner than later. ADJOURNMENT There being no further business, Chair Rivenbark adjourned the meeting at 5:17 p.m. Respectfully submitted, Kymberleigh G. Crowell Clerk to the Board Please note that the above minutes are not a verbatim record of the New Hanover County Board of Commissioners meeting. The entire proceedings are available online at www.nhcgov.com.