HomeMy Public PortalAbout10-11-2004 Regular Session
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Minutes
October 11, 2004 Regular Boanl Meeting
Page 1 of 11
Minutes Approved: November 8, 2004
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MINUTES
HILLSBOROUGH TOWN BOARD
October 11, 2004
7:30 PM, Town Barn
The Hillsborough Town Board held a regular meeting on October 11,2004 at 7:30 PM in the
Hillsborough Town Barn. Present for the Board Meeting were Mayor Joe Phelps, and
Commissioners Eric Hallman, Michael Gering, Brian Lowen, Frances Dancy, and Evelyn Lloyd.
Staff present were Town Manager Eric Peterson, Assistant Town ManagerlPublic Works
Director Demetric Potts, Town Clerk Donna Armbrister, Planning Director Margaret Hauth,
Finance Director Greg Siler, Fire Marshal/Code Enforcement Officer Todd Chavious, Town
Engineer Kenny Keel, and Town Attorney Bob Hornik.
7:29:56 PM
Mayor Joe Phelps called the meeting to Order at 7:30 PM.
Mayor Phelps moved Item 5.A to the beginning of the Agenda.
1. PUBLIC CHARGE
Mayor Phelps did not read the Public Charge, but indicated that it would be followed.
5. PRESENTATION
7:30:28 PM
A. Recognize Retiring Employee, Jerry Riley, with Distinguished Service Award
Mayor Joe Phelps read and presented Jerry Riley with Distinguished Service A ward; a
Retirement Card from Town Employees; and a Retirement Card from Town Board. A copy of
the Proclamation is hereby incorporated by reference and made a part of these official Minutes as
an Attachment.
Former Finance Director Sherry Carter acknowledged the 20 years she had worked with
Jerry and said she was proud to call him a friend.
Police Chief Nathaniel Eubanks stated he has worked with Jerry for more than 25 years and
expressed how much he enjoyed it.
Police Captain Judy Jacobs told brief stories about Jerry loving to Dance.
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October 11, 2004 Regular Board Meeting
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Minutes Approved: November 8, 2004
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Meter Reader Ricky Clark stated he had worked with Jerry for 18 years. Ricky said you
could always hear Jerry whistling around Town.
Public Works Supervisor Ken Hines presented Jerry with a Retirement gift from the Public
Works Department and Town of Hillsborough.
Maintenance Worker Ronnie McMahan said he had worked with Jerry for 18 years and
expressed how much he will miss working with him.
2. AUDIENCE COMMENTS REGARDING MATTERS NOT ON THE PRINTED
AGENDA
There were no audience Comments
3. AGENDA CHANGES & AGENDA APPROVAL
7:37:43 PM
By consensus, the Board added a Bridge Change Order Request as Item 10.R
By consensus, the Board added an additional Closed Session Item regarding the Colonial Inn
as Item 11.C
4. APPOINTMENTS
A. Consider appointment of Kelly Hopper to the Planning Board to serve a second full term
to expire September 30, 2007
7:40:19 PM
Commissioner Hallman stated that he would like to see a standard where volunteers must
attend a minimum of two thirds of the meetings. He said that he was not in favor of re-
appointing Kelly Hopper due to her meeting attendance (missing 43% of meetings), and he is
recommending seeking another volunteer.
Mayor Phelps stated that attendance has not been taken into consideration in the past when
re-appointing volunteers.
Commissioner Hallman stated that the Board discussed keeping attendance records over a
year ago. He reported that there are number of people with whom he has a concern about their
attendance.
Commissioner Lowen stated that he has an attendance concern, but asked whether or not the
volunteers on the Boards and Commissions have been informed that attendance is an important
criteria
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Planning Director Margaret Hauth stated that she personally discussed attendance issues
with members of the Planning Board and the Board Of Adjustment over a year ago.
Commissioner Dancy asked whether or not an amount of time has been set that can be
missed from the meetings.
Commissioner Lloyd stated that she would like to see the volunteers told when they accept
their appointment just what type of attendance is expected of them.
Upon a motion by Commissioner Hallman, seconded by Commissioner Gering, the Board
moved to deny the re-appointment of Kelly Hopper to the Planning Board to serve a second full
term to expire September 30,2007 by a vote of 3-2 with Commissioners Hallman, Gering, and
Lloyd voting Aye; and Commissioners Dancy, and Lowen voting Nay. The motion was
declared passed.
B. Consider appointment of Kel1y Akins to the Tourism Board to serve a two-year term to
expire October 31, 2006
7:54:34 PM
Upon a motion by Commissioner Gering, seconded by Commissioner Lloyd, the Board
moved to appoint of Kel1y Akins to the Tourism Board to serve a two-year term to expire
October 31, 2006 by a vote of 5-0. The motion was declared passed.
5. PRESENTATIONS
A. Recognize Retiring Employee, Jerry Riley, with Distinguished Service Award
This Item was heard earlier in the meeting.
6. APPROVAL OF THE MINUTES OF THE SEPTEMBER 13, 2004 REGULAR
BOARD MEETING; THE SEPTEMBER 13, 2004 CLOSED SESSION; THE
SEPTEMBER 27, 2004 MONTHLY WORKSHOP; AND THE SEPTEMBER 27, 2004
CLOSED SESSION
7:55:28 PM
Upon a motion by Commissioner Lowen, seconded by Commissioner Lloyd, the Board
moved to approve the Minutes of the September 13, 2004 Regular Board Meeting; the
September 13, 2004 Closed Session; the September 27, 2004 Monthly Workshop; and the
September 27, 2004 Closed Session as presented by a vote of 5-0. The motion was declared
passed.
7. REPORT FROM THE TOWN MANAGER
7:56:00 PM
. Town Manager Eric Peterson stated that he had no additional information to report.
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October 11, 2004 Regular Board Meeting
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. 8. REPORT FROM THE TOWN ENGINEER
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7:56:25 PM
Town Engineer Kenny Keel presented a status report on all current water and sewer
projects.
9. ITEMS FOR DECISION - CONSENT AGENDA
A. Approval of Miscellaneous Budget Amendments
B. Approval of Domestic Violence Awareness 2004 Proclamation
C. Consideration of Adoption of the North Carolina Division of Archives and History's
Municipal Records Retention and Disposition Schedule and E-Mail as a Public Record
in North Carolina Guidelines
8:02:48 PM
Mayor Phelps removed Items 9.B and 9.C. for separate consideration as the first Items on
the Regular Agenda.
Upon a motion by Commissioner Hallman, seconded by Commissioner Lowen, the Board
moved to approve the Miscellaneous Budget Amendments as presented by a vote of 5-0. The
motion was declared passed. A copy of the Budget Amendment is hereby incorporated by
reference and made a part of these official Minutes as an Attachment.
10. ITEMS FOR DECISION - REGULAR AGENDA
8:03:45 PM
Item 9.B. - Upon a motion by Commissioner Dancy, seconded by Commissioner Lloyd, the
Board moved to approve the Domestic Violence Proclamation as presented by a vote of 5-0.
The motion was declared passed. A copy of the Proclamation is hereby incorporated by
reference and made a part of these official Minutes as an Attachment.
8:04:09 PM
Item 9.C. - Upon a motion by Commissioner Dancy, seconded by Commissioner Hallman,
the Board moved to adopt the Municipal Records Retention and Disposition Schedule and the
E-Mail as a Public Record in North Carolina Guidelines as presented by a vote of 5-0. The
motion was declared passed. A copy of the Schedule and Guidelines is hereby incorporated by
reference and made a part of these official Minutes as an Attachment.
A. Discuss And Consider approval of Resolution Regarding Library Services ill
Hillsborough
8:12:56 PM
Tom Campanella, Hillsborough resident. Read a letter written by him and Cathleen Turner,
John Delconte, Holly Reid, and Mary Ann Peter outlining their concerns with the removal of
the Library from the Downtown location. A copy of the Letter is hereby incorporated by
reference and made a part of these official Minutes as an Attachment.
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Commissioner Gering presented a statement of the Town Board's Position on the relocation
of the County Library that he had drafted for the Board's consideration. A copy of the
Statement is hereby incorporated by reference and made a part of these official Minutes as an
Attachment.
Commissioner Lloyd suggested if this "Statement of Position" is to be in the form of a
Resolution, it should be positively stated. Commissioner Hallman agreed.
Commissioner Dancy stated that the Town providing additional financial support to the
Library brings up taxing issues that she is concerned with.
Mayor Phelps suggested that the citizens in attendance tonight also go to the County
meeting and express their concerns.
Commissioner Gering stated that he feels the Town Board owes it to the citizens of
Hillsborough to have a position that they feel comfortable defending to the County
Commissioners.
B. Discussion regarding interest in possible future annexations
8:54:40 PM
Manager Peterson suggested that this might be a topic for a Monthly Workshop if the Board
wished.
Commissioner Lowen stated that he would like to see this issue discussed at a Workshop
and possibly take a map and see what, if any, areas would be beneficial for the Town to
consider annexing.
Mayor Phelps suggested that the Planning Director and/or the Manager could bring some
recommendations to that workshop.
The Board directed staff to prepare recommendations for them to consider.
C. Receive letter or interest in Annexation from Brent Lockwood to voluntarily annex 0.99
acres on US 70A across from the Sportsplex
9:06: 13 PM
Planning Director Margaret Hauth presented the letter of interest for the Board's
consideration.
Brent Lockwood addressed the Board and reviewed his request for annexation and his
interest in having this parcel commercially zoned to locate his business.
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Planning Director Hauth stated that the property could be zoned Office/Institutional, but she
questions whether or not sewer utilities are available in that area.
The Board directed Town Engineer Keel to investigate the utility availability to this
property .
The Board directed Staff to prepare a Fiscal Analysis to be considered at their November
meeting.
D. Consideration of amendment to the Town Board's 2005 Meeting Schedule
9: 16:05 PM
Town Manager Eric Peterson also requested the Board consider two additional amendments
to the schedule to add Assembly of Governments Meetings on April 28th, 2005 and September
29,2005.
Upon a motion by Commissioner Dancy, seconded by Commissioner Lowen, the Board
moved to approve the amendment of the Town Board's 2005 Meeting Schedule to add a Joint
Meeting with Orange County on February 17, 2005 at 7:00 PM in the Government Services
Building; an Assembly of Governments Meeting on April 28, 2005 at 7:30 PM at the Southern
Human Services Center; and an Assembly of Governments Meeting on September 29, 2005 at
7:30 PM at the Southern Human Services Center by a vote of 5-0. The motion was declared
passed.
E. Receive Report regarding newspaper bin regulation in other jurisdictions
9:18:13 PM
Planning Director Margaret Hauth reported that many jurisdictions regulate the location,
dimensions, and style of newspaper sales boxes within certain areas of town. Because news
boxes are closely related to free speech and press, regulations must be carefully drawn to be
"content neutral" and to address the "time, manner, and location" of distribution rather than the
content of the publication. An outright ban would likely not be legally supportable.
She reported that the two nearest examples are Raleigh and Chapel Hill. Raleigh requires a
permit for news boxes within the public right of way. There is no fee for the permit and the
standards are very specific so staff does not accidentally exert personal bias in the issuing/denial
of the permit The enforcement procedures are also very detailed and included in the
Ordinance. The Town of Chapel Hill took a more pro-active stance on the issue and purchased
bins for use by the free publications. They also established strict standards for use by for-sale
publications to keep the two types of boxes compatible with one another. These restrictions
only apply within the 100 blocks of North Columbia and East Franklin Street.
Commissioner Lowen requested staff develop a map of downtown and outline all of the
Raleigh restrictions to see what options would be ayailable and present it for the Board's
consideration at the November meeting.
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F. Monthly Code Enforcement Update
9:32:23 PM
Todd presented an update on ongoing code violations.
G. Discuss meetings with other Boards and Committees
9:41 :02 PM
Commissioner Hallman reported that the Economic Development Commission would like to
come to a meeting and present their strategic plan
Commissioner Dancy suggested it be at a Workshop.
The Board suggested an additional meeting possibly the week of Nov. 15th. Commissioner
Hallman stated he would check with them.
Mayor Phelps asked if the Parks and Recreation Board had made a request to meet with the
Town Board.
Planning Director Hauth reminded Board Members that they had previously mentioned a
desire to periodically meet with each of the volunteer boards.
Mayor Phelps also mentioned the need for another meeting with Fire Department.
H. Discuss recognition for Volunteer Board Members
9:47:32 PM
After a brief discussion, Town Manager Peterson asked the Board to give staff another
month to come up with some recognition recommendations.
By consensus, the Board agreed.
I. Consider approval of revisions to Technical Specifications for Water & Sewer Systems
9:54: 1 0 PM
Town Engineer Kenny Keel reported that the Technical Specifications for Water & Sewer
Systems are reviewed annually and revisions recommended. These are the standards that are
used when new water and sewer facilities are constructed that are to become part of the Town
system. The recommended revisions enhance the Town's specifications to ensure higher
quality system additions, and reduce the number of call-backs to fix problems. Some of the
changes may slightly increase the construction cost for water and sewer projects; however, long
term operation and maintenance costs for the Town will be reduced with higher quality required
initially.
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October 11, 2004 Regular Board ~
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M'mutes Approved: November 8, 2004
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Upon a motion by Commissioner Dancy, seconded by Commissioner Gering, the Board
moved to approve the revisions to Technical Specifications for Water & Sewer Systems as
presented by a vote of 5-0. The motion was declared passed. A copy of the revisions to
Technical Specifications for Water & Sewer Systems are hereby incorporated by reference and
made a part of these official Minutes as an Attachment.
J. Consider approval of revisions to Checklist for Approval and Acceptance of Utilities
Projects
9:56:56 PM
Keel presented recommended revisions to the Town's checklist for Approval & Acceptance
of Utility Projects for the Board's consideration. He noted that the checklist is used to ensure
that proper procedures are followed by developers for projects that are to become part of the
Town System.
Upon a motion by Commissioner Lowen, seconded by Commissioner Dancy, the Board
moved to approve the revisions to the Checklist for Approval and Acceptance of Utilities
Projects as presented by a vote of 5-0. The motion was declared passed. A copy of the
revisions to Checklist for Approval and Acceptance of Utilities Projects are hereby incorporated
by reference and made a part of these official Minutes as an Attachment.
9:58:49 PM
ADDED ITEM Change Order Request Bridge No. 672410n Exchange Club Park Lane
(Change Order #003)
Assistant Town Manager/Public Works Director Demetric Potts reported that Lambert
Holdings DBA Stone Restoration of America has requested a time extension to complete the
bridge construction project due to three rain days and 4 days due to hidden defects that resulted
in more extensive repairs on the spans and side walks. All totaled Stone Restoration is asking
for a 7 day extension on the contract until Thursday, October 21,2004.
Upon a motion by Commissioner Dancy, seconded by Commissioner Lloyd, the Board
moyed to approye Change Order #003 as presented by a yote of 5-0. The motion was declared
passed. A copy of the Change Order is hereby incorporated by reference and made a part of
these official Minutes as an Attachment.
K. Update on Bridge No. 67241 On Exchange Club Park Lane
10:01:15 PM
Assistant Town Manager/Public Works Director Demetric Potts reported that the bridge
repairs are schedule to be completed this month. The maximum weight limit for yehicles using
the bridge is 27 tons. Once the bridge is reopened the Town will need to do the following: I)
Monitor the vehicles using the bridge to ensure that those vehicles who tonnages exceed the 27
ton weight limit will be diverted from crossing the bridge, 2) Develop a method to inform
drivers of large trucks that only one can cross the bridge at any given time (the Town needs to
prevent large trucks from driving on the sidewalks).
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L. Consideration of North Carolina Department of Transportation Proposed 2005 Road
Resurfacing
10: 10:32 PM
Assistant Town Manager Potts reported that John Howell, P.E., NCDOT Hillsborough
Office contacted the Town to see if there would be any objections to NCDOT resurfacing
Churton Street from Orange Grove Road to the Southern Town limits at night. Mr. Howell
indicated that NCDOT's primary interest in performing this work at night is to minimize the
traffic impact and the inconveniences that could be caused if the work were done during the
day.
By consensus, the Board agreed to the night work. A copy of the Orange County 2005
Proposed Resurfacing Plan is hereby incorporated by reference and made a part of these official
Minutes as an Attachment.
M. Discuss Strategic Budgeting Improvements
10:12:13 PM
Town Manager Eric Peterson raised some questions and identified several areas of the
budget process that the Town Board may wish to change and/or build upon, based on some
recent research and review of the Town's budget process. New ideas include I) Incorporating
"Annual Operations Reviews" for each department to come before the Board's annual budget
retreat, 2) More time spent during the annual retreat on mission/service review and establishing
the Town's top strategic priorities, and 3) considering the development of a mission statement,
vision, and/or core values.
Commissioner Gering stated that he felt this was a very good idea and asked whether or not
assistance could be obtained from the School of Government to facilitate the development of
the mission statement, vision, and/or core values.
Manager Peterson stated that type of assistance is available from various sources.
N. Update on Hillsborough University and request for 1 or 2 Board Members to assist in
reviewing papers from the Independent Study Class
10:14:07 PM
Manager Peterson requested assistance from the Board in reviewing papers from the
Hillsborough University Independent Study Class from 10 students. The papers are due from
the students on Monday, November 8th. The panel would need to read, comment, and then meet
to determine the three top papers by Monday, November 15th. The students make their paper
presentations on Tuesday, November 16th. Recognition of the best papers and graduation also
take place on the 16th.
Commissioners Hallman and Lowen volunteered to assist the Manager.
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. O. Discuss preparations for the Town Manager's Annual Performance Evaluation
10:16:40 PM
Town Manager Peterson reminded the Board that the Employment Agreement between the
Town and the Manager provides that an annual performance review will take place each year
during the month of September. Traditionally, the Manager provides a performance evaluation
form and a self-evaluation to the Board several weeks before the formal review. Peterson stated
that the Board may wish to discuss what types of preparations, and lor format, and when it
would like to conduct the Manager's annual evaluation.
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By consensus, the Board opted to conduct the evaluation in the same manner as in the past.
The Manager's Evaluation will be added to the November Closed Session Agenda.
P. DiscusslUpdate on Land Swap with Orange County for Motor Pool/Public Works
Facility
10:17:10 PM
Town Manager Peterson reported that the Assistant County Manager told him that County
Attorney Geoff Gledhill has stated that he felt very strongly that all of the property (Town and
County) should be "Master Planned" before the decision was made on the location of our
facility. He suggested the formation of a committee to develop this Master Plan.
Manager Peterson stated that he is worried about this process being dragged out and the
Town losing control with it being handled by an independent committee. It has already been in
the works for 6 years. The Board would always have the opportunity to decline the swap if they
were not satisfied with the committee's recommendations.
Q. Discuss Possible "HOT TOPICS" for the October Workshop
10:23:06 PM
By consensus, the Board agreed to receive a Presentation from George Horton regarding the
Gateway Center.
Commissioner Hallman requested an update on the Strategic Growth Plan.
Commissioner Gering stated that he would like to discuss the Library issue at the November
Workshop.
11. CLOSED SESSION
10:26:14 PM
Upon a motion by Commissioner Lowen, seconded by Commissioner Lloyd, the Board
moved to go into Closed Session as authorized by North Carolina General Statute Section 143-
318.11.(a)(3) to consult with Town Attorney concerning the position to be taken on behalf of
the Town regarding delinquent Privilege Licenses and pending litigation by a yote of 5-0. The
motion was declared passed.
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October 11. 2004 Regular Boartf Meeting
Page 11 of 11
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12. ADJOURN
Upon returning to Open Session, and upon a motion by Commissioner Lowen, seconded by
Commissioner Lloyd, the Board moyed to turn 14 businesses with delinquent Privilege
Licenses over to the Town Attorney for collection by a vote of 5-0. The motio~ was declared
passed.
Upon a motion by Commissioner Gering, seconded by Commissioner Lowen, the Board
moved to adjourn the meeting at 10:26 PM by a vote of 5-0. The motion was declared passed.
RespectfuUy submitted,
Donna F. Annbrister, CMC
Town Oak
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Presented to Mr, Jerry Riley
By Proclamation of the Honorable Mayor Joe Phelps and the Board of Commissioners the Town
of Hillsborough recognizes Mr. Jerry Riley, upon his pending retirement, for over 27 years of
dedicated service to the citizens of Hillsborough.
Due to Jerry's experience as being the most veteran member of the Public Works Department,
along with his willingness to always help out his co-workers, he earned the reputation of being a
team-player. In addition, during times of emergencies, such as hurricanes, snow, and ice storms,
Jerry was always there to help HilIsborough through these difficult times. Most importantly,
everyone who has ever met or worked with Jerry always considered him a friend.
In recognition of Jerry's dedication and years of distinguished service to the citizens of
Hillsborough, the Honorable Mayor Joe Phelps & Board of Commissioners hereby declares today
"Jerry Rilev Dav. "
Presented on this the II th day of October, 2004.
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403
BUDGET AMENDMENTS
OCTOBER. 2004
GENERAL FUND BEFORE ADJ. AFTER
1. Expenditures
10-4100-560 Churton St. Corridor Design $ $ 1,200 $ 1,200
10-9990-000 Contingency 100.000 (1.200) 98.800
$ 100.000 $ $ 100 000
To fund the Churton Street Corridor Design Competition
2. Expenditures
10-5600-140 Travel/Vehicle Allotment $ 300 $ 4,000 $ 4,300
10-5600-740 Equipment $ 15.000 $ (4.000) $ 11.000
$ 15300 $ $ 15.300
To fund the cost of the Assistant Town Manager monthly vehicle allotment
. 3. Revenue
10-3990-000 Fund Balance Appropriation $ 387.720 $ 73814 $ 461.534
Expenditure
10-4200-452 Admin. C.S./EE Orient. Video $ $ 3,800 $ 3,800
10-4900-450 Planning-C.S./Strategic Growth PI $ 56,000 $ 24,911 $ 80,911
10-4900-742 Planning-Riverwalk/Land Acquisit. 37,500 7,500 45,000
10-4900-750 Planning-Home Funds Grant Match 8,400 8,300 16,700
10-5000-150 Ruffin-Roulhac-Bldg Maint./Repairs 12,000 6,480 18,480
10-5110-330 Police Patrol-Depart. Supplies 25,000 448 25,448
10-5120-080 Police Investigations-Training 6,000 1,584 7,584
10-5120-330 Police Invest.-Dept. Supplies 14,650 740 15,390
10-5600-150 Street -Landscaping 5,100 1,310 6,410
10-6600-332 Safety-Dept. Supplies/OSHA 12,000 6,290 18,290
10-6900-921 Special Approp./New Trees&Maint. 8,000 5,000 13,000
10-6900-922 Special Approp. -250th Anniversary 2,000 7.451 9.451
$ 186.650 $ 73814 $ 260 464
To encumber designated amounts from the 2003-2004 Budget in the General Fund
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137 North Churton Street · P.O. Box 429 . Hillsborough, North Carolina 27278
919-732-2104 · Fax 919-732-1028
404
. WATER FUND BEFORE ADJ. AFTER
4. Revenue
30-3990-000 Fund Balance Appropriation $165.714 $ ( 18.385) $ 147.329
Expenditures
30-7220-571 Prior Period Perpetual Maint. Fee $ 18.385 $ (18,385) $
To reverse the bringing forward of Churton Grove Perpetual Maintenance Fee paid in FY03 to current year
5. Revenue
30-3990-000 Fund Balance Appropriation $ 147,329 $ (37,270) $ 110,059
30-3750-200 Perpetual Maintenance Fee 37 ,270 37,270
$ 147329 $ $ 147.329
To budget perpetual maintenance fee paid by developer in FY05
6. Revenue
30-3990-000 Fund Balance Appropriation $ 110.059 $ 303.988 $ 413.047
Expenditures
30-7220-451 Engineering-Cont.Serv./G IS Devel. $ 30,000 $ 26,159 $ 56,159
30-7220-453 Engineering-Engineering Intern 8,200 2,800 11 ,000
30-7220-456 Engineering-Vulner.Assess & ERP 1,350 1,350
. 30-8120-150 Water Plant-PlanVEquip. Repair 14,000 495 14,495
30-8120-730 Water Plant-CT Study/Storage Bldg 10,500 10,500
30-8140-330 Water Dist.-Depart. Supplies 77,000 2,560 79,560
30-8140-570 Water Dist. -Miscellaneous 5,600 500 6,100
30-8140-740 Water Dist.-S. Zone Isolation Valve 4,000 4,000
30-8200-330 WWColl.-Dept. Supplies 58,000 7,360 65,360
30-8200-331 WWColI.-Safety Supplies 2,000 3,397 5,397
30-8200-452 WWColl.-Cont.ServNacuum Truck 3,000 2,000 5,000
30-8200-453 WWColl.-Cont.Serv.-Sewer Eval. 18,000 48,000 66,000
30-8200-570 WWColl.-Miscellaneous 8,000 1,000 9,000
30-8200-730 WWColI. -Sewer/Lakeshore/Odie 20,000 114,300 134,300
30-8220-150 WWTP-PlanVEquip. Repair 42,000 842 42,842
30-8220-320 WWTP-Chemicals 42,000 2,400 44,400
30-8220-340 WWTP-Outside Lab Services 26,000 660 26,660
30-8220-731 WWTP-Caustis Tank/Elect. Upgrd 35.000 30,000 65,000
30-8220-740 WWTP- Tractor/Sludge Spreader 8.000 45.665 53 665
$ 396,800 $ 303,988 $ 700,788
To encumber designated amounts from the 2003-2004 Budget in the Water Fund
APPROVED: I~- II -tJLj 6f s--=ovblt:....
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VERIFIED:
Do na F. Armibrister, Town Clerk
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"Proclamation
DOMESTIC VIOLENCE AWARENESS
2004
WHEREAS~ domestic violence is a pattern of coercion and control in an intimate relationship
where one person uses violence to gain power and oontrol over their partner; and
WHEREAS~ domestic violence includeS not only physical abuse, but also mental abuse~
emotional abuse, financial abuse, isolation, and sexual violence; and
WHEREAS~ nearly 25 percent of American women report being raped ~d/or physically
assaulted by a current or former spouse, partner, or date at some time in their
lifetime, according to the National Violence Against Women Survey; and
WHEREAS, thirty percent of Americans say they know a woman who has been physically
abused by her husband or boyfriend in the past year and
WHEREAS, women of all mces and socioeconomic backgrounds are vulnerable to violence by
an intimate partner; and
WHEREAS, in North Carolina, domestic violence programs provide services to over 40,000
victims each year, according to the Council for Women; and
WHEREAS, in more than three women are murdered by 1heir husbands or boyfri~ds every
day; and
WHEREAS, in North carolina, over 30 women, men, and children have been murdered as a
result of domestic violence this year; and
Now, therefore,!, JOe Phelps, Mayor of the Town of Hillsborough, do hereby proclaim this time
to be:
"Domestic VIOlence Awareness Month 2004"
and encourage the citizens of Hil1sborough to observe this time in ways appropriate to its
importance and significance.
Proclaimed this the 11th day of October, 2004.
~
J Phelps, Mayor
Town ofHillsborough
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41)6
Municipal Records Retention and Disposition Schedule
and
E-Mail As A Public Record In North Carolina Guidelines
The records retention and disposition schedule and retention periods governing tbe
records series listed herein are 'hereby approved. In accordance with the provisions of
Chapters 12 I and 132 of the Gel1er~1 Statutes of North Carolina, it is agreed that the
records do not and will not have further use or value for official business, researcb, or
reference purposes after the respective retention periods specified herein and are
authorized to be destroyed or otherwise disposed of by the agency or official baving
custody oftbem without further reference to or approval of either party to this agreement.
It is further agreed that these records may not be destroyed prior to the time periods
stated; however, for sufficient reason they may be retained for longer periods. This
schedule is to remain in effect from the date of approval until it is reviewed and updated.
APPROVAL RECOMMENDED
~~~
Ci rr own Clerk
~/~
Chief Administrative Officer/
City Manager
~~~
Division o~hives and History
APPROVED
~rYw
a r .p
~~~
Betty c' , Secretary
Department of Cultural Resources
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11
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407
A Vital Institution
By Thomas 1. Campanella, Cathleen Turner, Mary Ann Peter, Holly Reid, and John Delconte
October 11, 2004
The reconvened Library Task Force is to be commended for its efforts to chart a future for
the Orange County library system. However, its recommendation that the county's Central
Library facility be removed from its traditiona11ocation in downtown Hillsborough will
compromise the cultural vitality and historical integrity of this community.
As the Triangle continues to grow, its few remaining traditional town centers are being
subjected to unprecedented challenges by the forces of sprawl. Downtown merchants are
being forced out of business by big-box retailers and shopping malls, highways are forever
being widened and extended, and the landscape all around seems to be turning into one vast
subdivision.
Hillsborough is a robust and energetic community, but it is also a fragile and endangered
place. The qualities of life that brought many of us to this small town--that have deeply
enriched the lives of people who were born and raised herenwill be lost if we don't begin to
guard jealously our collective heritage.
The Central Library is among Hillsborough's most important civic and cultural institutions.
Uprooting the library would have the same impact on our town's well-being as would
removing an organ from a healthy patient. To transplant the Central Library to an upscale
development would be an act of de facto privatization and another victory for sprawl.
Orange County's Central Library belongs in the historical center of Orange County, in its
traditional "county seat" and not in an outlying subdivision. Here in Hillsborough the
Library serves children, adults and elders from a diversity of economic, racial, ethnic and
cultural backgrounds, including individuals who do not drive or cannot afford to own an
automobile. It is very unlikely that a new library, set in an affluent community of new
homes, will touch nearly as many different 1ives--however well served by public transit.
We, the undersigned, strongly urge the Town Board to defend against this threat to the
vitality and well-being of Hillsborough, and make the following recommendations:
1. That the current Central Library facility at the Richard E. Whitted Human Services
Center be upgraded and enlarged to accommodate future needs of the Orange County
Library system. The structural integrity of the existing building, removal of non-
library administrative functions to another location, and a possible addition on the
north side are among the issues that should be studied.
2. That, if Central Library administrative and other functions must be relocated, the
County commit to opening both a full-service Neighborhood Library and an Orange
County Heritage Center within the current facility at the Whitted Center.
We hope that everything shall be done to assure that our town is not deprived of this
fundamental civic institution.
Cathleen Turner is Executive Director of the A Iliance for Historic Hillsborough; Thomas 1. Campanella is Assistant
Professor of Urban Design and City Planning at UNC; Holly Reid and Mary Ann Peter are members of the Walkable
Hillsborough Coalition; John Delconte is Chair of the Hillsborough Arts Council. All are Hillsborough residents.
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408
Draft Position on the Library Services Task Force Recommendations
The Hillsborough Town Board applauds the Board of Orange County Commissioners for
reconvening the Library Services Task Force to study ways to improve library services in
Orange County. Their directions to the task force included exploring the expansion ofthe
Central Library in Hillsborough and the possibility of co-locating a new Central Library
with the Durham Technical Community College campus in Waterstone.
The Library Services Task Force performed admirably in executing its assigned task, and
particularly in recognizing the need for a longer-range plan.
The Town Board agrees with the Task Force's recommendations to create a Heritage
Center in Hillsborough. It is consistent with Hillsborough's support of historic
preservation and would enhance the town's heritage tourism industry.
The Town Board acknowledges the County's responsibility to provide library services to
the entire county, and that the central branch serves the population of northern Orange
County.
The Hillsborough Town Board recognizes that constructing a library facility in
Waterstone may provide opportunities for sharing costs and services with Durham
Technical Community College. However, we have serious concerns that such a plan
would negatively impact library services currently offered at the Whitted location in
central Hillsborough.
These concerns are based on the following points:
· Library branches should be located in areas of highest population density. The
current library is located in the center of the highest population density for
northern Orange County.
· While a neighborhood cybrary with a limited book collection and a delivery
service is suitable for outlying branch libraries, it is not suitable for a central
facility in an urban center like Hillsborough.
· Although we appreciate the benefits to Hillsborough of being a county seat, we
are also sensitive to the amount of real estate that the county occupies in the
downtown and central districts. Facilities that provide direct amenities to citizens,
such as libraries, do much to mitigate this particular concern.
. Waterstone was designated by the town and the county to be an economic
development district. However, as Waterstone develops it has the potential to
diminish the vitality of downtown Hillsborough. The dedication of a large library
facility at Waterstone may further diminish the economic health of downtown
Hillsborough.
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409
We understand that the Whitted site has outgrown its current accommodations. We would
like to understand the feasibility of reconfiguring or expanding the existing location.
The Town Board recognizes that Hillsborough has a financial responsibility to help
support library services, and we expect that responsibility to grow as Hillsborough grows
and its [mancial base improves. We wish to work with the County to explore ways to
share in this responsibility.
In a broader context, Hillsborough wishes to explore with the County ways to consolidate
County offices that would allow Hillsborough to return buildings to commercial use,
continuing the critical re-vitalization of our downtown.
We thank the Library Services Task Force for its valuable work on these issues.
Experience has shown us that when we work together and engage the public in helping
solve these kinds of problems, we are likely to find better, more-creative solutions.
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Revised 10/11/2004
410
TOWN OF HlLLSBOROUGH
TECHNICAL SPECIFICATIONS
for
WATER & SEWER SYSTEMS
WATER:
Piping shall be Ductile Iron Pipe (DIP) Pressure Class 350 cement mortar lined interior/asphaltic
coated exterior, AWWA C900 (Class 150/DRIS) PVC (3" and larger to 8" maximum. with
compact ductile iron fittings required), or Class 200 PVC (less than 3"). Ductile iron pipe shall
be used under all asphalt and concrete surfaces for water piping 4" and larger. Bedding shall be
as recommended by the manufacturer, with crushed stone bedding required for PVC pipe.
Marking tape and copper tracer wire shall be required eft over all non-metallic water pipelines.
Detectable metallic marking tape shall be Empire ThorTec or equal. The tape shall bear the
printed identification "Caution Water Line Below", and shall be 2 inches or greater in width.
Hydrants shall be 5 W', dry-barrel, A WW A C502, as manufactured by Clow (Medallion),
Mueller (Super Centurion 250), or eqlial Kennedy Valve (K81-D Guardian), or AVK (Series 27
Nostalgic). Alternate manufacturers and models are not acceptable without pre-approval by the
Town Engineer. Hydrant flange shall be installed between 2"and 12" above surrounding final
grade (after landscaping). Spacing shall be 500 to 700 feet between hydrants. Resilient seat
wedge gate valves shall be required on the main line and hydrant leg at all hydrants. Hydrant legs
shall be restrained joint or rodded from the main through the valve and to the hydrant. Fire
Department Connection (FDC) shall be mounted between 24" and 36" above surrounding grade.
Resilient seat wedge gate valves (AWWA C509) shall be used on water lines in buried service.
Two valves shall be installed at all tees, and three valves at all crosses. Valves shall be installed
every 1000 feet on water lines without hydrants ( <6" mains).
All utilities (electric, phone, gas, cable TV, etc.) shall be installed a mJnlmum of 3 feet
horizontally from all Town waterlines (existing and proposed). Where other utilities are installed
closer or cross water lines, they shall be installed in rigid conduit.
An RP backflow prevention device is required immediately after the meter in an above-ground
ASSE 1060 comvliant enclosure for all commercial, industrial, institutional, or irrigation services
where a severe hazard exists (as defined in NC Guidelines). A double check valve assembly shall
be installed immediately after the meter in an above-ground ASSE 1060 compliant enclosure for
all commerciallindustriallinstitutional/irrigation services not requiring an RP (unless requirement
is waived on a case-by-case basis). A dual check valve shall be installed on residential services at
the meter yoke. RP and DCV A assemblies shall be approved by USC-FCCCHR and ASSE, shall
be tested by a certified tester after installation, and test results shall be provided to the Town.
Dual check valves shall be ASSE approved. RP assemblies shall have a minimum of 12"
clearance on all sides. DCV A shall have adequate clearance for testing. A Detector assembly
shall be provided for all fire services (RP-D or DCDA depending on hazard level).
All flushing and other use of water from the Town system shall be coordinated with the Town
Engineer or Utility Inspector. Contractor shall pay for all water used.
All water piping shall be pressure tested in accordance with A WW A C600 to 200 psi for a 2 hour
period. Allowable leakage from the main is determined by the following formula:
L=(S*D*pl12)/133200
L=AlIowable leakage (gallons per hour), S=Length of pipe tested (feet)
O=Nominal diameter of pipe (inches), P=Average test pressure (psig).
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Revised ] 0/1 ] /2004
411
TOWN OF HILLSBOROUGH
TECHNICAL SPECS/or WATER & SEWER SYSTEMS
After successful pressure testing, all water piping shall be sterilized by chlorination in accordance
with NCDENR and A WW A C601 requirements. Super-chlorinated water shall be dechlorinated
upon discharge from the water lines and metered The line shall produce two consecutive
negative samples drawn at least 24 hours after flushing of super-chlorinated water. and at least
24 hours apart.. and tested by a NC certified water laboratory. If any samples fail, the sterilization
procedure shall be repeated until satisfactory results are obtained. Copies of all testing results
shall be submitted to the Town Engineer.
Meters shall be Schlumberger Neptune T-lO (<2") or TrulFlo Compound (2" and larger) with
Pro-Read ARB and R-900 MIU (radio read). All meters shall be purchased directly from the
Town. Bronze strainers shall be installed immediately before all 2" and larger meters. All
residential size meter box lids shall be cast iron with pre-drilled 2" hole for Pro-Read disk
installation. Hatches for large meter boxes shall also be drilled with 2" hole adjacent to hinge
area. Residential size meter boxes (3/4" and 1 ") shall be standard rectangular black plastic boxes
with flared bottom. Large f2..L1 meter boxes/vaults shall be pre-cast concrete, with drain pive to
daylight. unless approved otherwise. All piping (2" and larger > 1 ") through vaults shall be
ductile iron or copper.
All water meter locations shall be coordinated with the Meter Reader Supervisor. Meters shall be
grouped in pairs at adjoining property lines, unless approved otherwise. All water meters shall be
located at the property line adjoining the public road right-of-way (unless approved otherwise),
and shall be no deeper than 18" below grade for residential size meters.
Water services shall be Class K copper or Class 350 DIP. All service connections shall be
backfilled properly under the corporation stop to prevent undue stress on the connection.
Temporary faucets installed for construction shall be a minimum of 10 feet from the meter box.
Temporary faucets shall be removed before occupation of the structure.
Additional construction and material requirements are shown on the Town detail sheets available
from the Town Engineer.
SEWER:
Gravity Sewer piping shall be Ductile Iron Pipe (DIP) Pressure Class 350 cement mortar lined
interior/ asphaltic coated exterior, or SDR 35 PYC. Sewer force main piping shall be DIP Class
150 or Class 299 (SDR21) PVC, with combination air & vacuum valves at all high points. Piping
deeper than 16 feet shall be DIP with 5 foot diameter manholes required. Bedding shall be as
recommended by the manufacturer, with crushed stone bedding required for PVC pipe. MarkiRg
tape shall be requir-ea OR all ROR metallie se'Ner pipeliRes, eKeept sanitary sewer mains wheFe
marJlOles will be eKposed at both eRas of the J3iJ3e segmeRt. Deteetable metallie markiRg tape
shall be Empire ThorToo or equal. The tape shall bear the primed ideRtifieatioR "CautioR Se'.ver
LiRe Below", and shall be 2 iRehes or greater iR width.
Manhole tops shall be a minimum of 18" above grade in unpaved areas not adjacent to public
roads. No more than 12" of concrete grade rings will be allowed from the top of the cone to the
bottom of the manhole ring. Cored holes with rubber boots shall be required for manholes and
pump stations where pipes are inserted.
10/11/2004
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Revised 10/11 /2004
412
TOWN OF HILLSBOROUGH
TECHNICAL SPECSfor WATER & SEWER SYSTEMS
Sewer services for new construction shall be installed with an in-line wye fitting. Saddles are not
acceptable for new construction. Services to be tapped into existing iron sewer mains shall use
Romac CB4 or Sealtite 4EB saddles. or SDR35 saddle wye with gasketed skirt for existing PVC
mains. or pre-approved equal. and shall have precision-cut entries into the sewer main that
match the saddle used (no sham or protruding edges). Services shall have cleanouts installed at
all changes in direction.
All new manholes shall be vacuum tested (ASTM C1244) to 10.6" Hg (5.2 psi), and the
minimum amount of elapsed time for the vacuum to drop 1" (0.5 psi) of mercury shall be as
follows:
Manhole Depth (4 ft Dia.)
lOft or less
> 10ft but <15 ft
>15 ft
For 5 ft diameter manholes, add 15 seconds.
For 6 ft diameter manholes, add 30 seconds.
Min. Elapsed Time for a Pressure Loss of I" Hg
60 seconds
75 seconds
90 seconds
All gravity sewer mains shall be air tested (A WW A C828) after services are installed, and force
mains shall be pressure tested to 50 psi above maximum system pressure (A WW A C600).
Allowable leakage shall be as determined by the formula listed previously in the water piping
pressure testing requirements. A mandrel (92.5% of base ill) shall be pulled through all gravity
mains to test for unacceptable deflection. All gravity sewer mains and services shall be TV
inspected in the presence of Town personnel and DVD disks "ideo tapes of the inspection shall be
provided to the Town. Copies of all testing results shall be submitted to the Town Engineer.
Additional construction and material requirements are shown on the Town detail sheets available
from the Town Engineer.
SEWAGE PUMP STATIONS:
Sewage pump stations shall be duplex submersible or suction-lift style, unless approved
otherwise. Motors shall be minimum of 5 hp, and must be 3 phase, 480V. 60 Hz, 1800 rpm
maximum. Pumps shall be non-clog centrifugal pumps, unless approved otherwise. Grinder
pumps shall only be approved when conditions preclude other selections. Pumps shall be as
manufactured bv ABS. Fairbanks Morse. Flvgt. or ore-approved equal. Pump station wet wells
shall be round pre-cast concrete. 6 feet diameter minimum. Too shall be ore-cast concrete. with
cast-in hatch. A 1.000 gallon odor control chemical tank. oioed to a dripper valve iust below the
wet well hatch. shall also be provided. and shall be filled with Bioxide1M prior to ooeration.
Pump station electrical panels shall be NEMA 4X, UL listed, with alarm horn/light with silence
switch, pump alternator & switch, pump run-time hour meters, contacts for RTU/SCADA,
heater/thermostat, phase monitor, and run lights. Five level control floats shall be orovided for
low level alarm. pump off. lead pump on. lag oumo on. and high level alarm. All electrical panels
shall be mounted to an aluminum or 0.4 pressure treated lumber backboard with 4" diameter
aluminum or 6 "x6" 0.4 PTL posts. with iHtegral aluminum rain cover extending 36" from
backboard over panels. A 4 foot dual fluorescent tube light with switch shall be mounted under
ram cover.
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Revised 10/11 /2004
413
TOWN OF HILLSBOROUGH
TECHNICAL SPECSfor WATER & SEWER SYSTEMS
Resilient seat wed~e gate valves shall be installed on the influent piping and force main piping.
Force main gate and check valves shall be in a separate vault next to the wet well. Gate valves
shall be installed on each pump line and on the force main, and check valves on each pump line.
All guide rails, fasteners, and miscellaneous metals inside the wet well shall be stainless steel.
Access ladders shall be aluminum or stainless steel. Piping inside the wet well shall be flanged
ductile iron or stainless steel. Wet well vent shall be flanged ductile iron pipe with a screened
outside end. A yard hydrant and water meter connected to potable water shall be installed at the
pump station site, unless approved otherwise.
Access hatches shall be hinged and lockable, with stainless steel or aluminum frame, and W'
thick aluminum diamond plate door(s). All hardware and hinges shall be stainless steel.
One spare pump and motor shall be provided, that is identical to the pumps installed in the
station.
All new pump stations shall have permanent on-site standby power with auto transfer switch and
Mission MI02 RTU and M462 (wet well module) telemetry equipment installed with the first
year of service pre-paid. Generator shall operate on natural gas. or diesel fuel onlv if natural
~as is unavailable to the site. Generator shall be sized to operate both pumps simultaneously and
start the lag pump while the lead is operating. AI] OV GFCI power outlet shall be installed in the
electrical panel.
Pump station sites shall be at least 50 feet square, have 4" depth (minimum) of ABC stone
covering entire site, and include perimeter chain link fencing (6 feet high, topped with 3 strands
of barbed wire, and 16 foot wide double leaf gate). and dusk-to-dawn sodium vapor area li~ht
with independent circuit breaker (or switch) in main electrical panel. Alternate fencing materials
may be required based on individual site conditions. Padlocks shall be provided for the gate,
electrical panels, and access hatch(es) and shall be keyed to the Town's system.
Additional construction and material requirements are shown on the Town detail sheets available
from the Town Engineer.
EASEMENTS:
Easements shall be a minimum of 20 feet wide for a single utility pipeline, and a minimum of 30
feet wide for pipes deeper than ] 6 feet. For multiple lines, easement shall provide a minimum of
10 feet clearance on either side of each pipe.
GENERAL:
Prior to any blasting operations, the contractor shall notifY the Town Engineer and the
Hillsborough Fire Marshal to obtain blasting permits as required. The contractor shall furnish
proof (certification) of insurance specifically covering any and all obligations assumed pursuant
to the use of explosives.
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eA.
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Revised 10/11/2004
CHECKLIST FOR APPROVAL AND ACCEPTANCE OF UTILITIES PROJECTS
414
TOWN OF mLLSBOROUGH ENGINEERING DEPARTMENT
Pre-Construction Requirements:
1. Meet with Town Engineer to informally discuss project to coordinate planned improvements (project must
also be coordinated with the Town Planning Director if within Town Limits or ETJ).
2. A Water/Sewer Extension Contract will be required for all water and/or sewer extensions that exceed 1,000
feet total combined length, and/or serve more than 5 units (residential or commercial), and/or require a new
sewage pump station. The contract shall be negotiated with the Town Engineer to the extent possible, and
must be approved by the Town Board to allow the extension.
3. Submit + J. se~ of plans and specifications (sealed by an NC Professional Engineer) to the Town Engineer that
conform to the Town Specifications and Details (submit additional copies and revisions as required).
4. Upon Town approval, submit permit applications, plans, and specifications (and other attachments as
required) to the applicable State ofNC and Orange County agencies.
5. Obtain any necessary encroachment agreements or easements for use of property not owned by the developer
or project owner.
6. Pay all water and sewer capital facilities fees for residential projects before construction of the utilities
extension begins. Capital facilities fees for non-residential projects (or portion of projects) shall be due prior
to initiation of service.
7. Receive approval and authorization to construct from all applicable agencies prior to start of construction.
8. For projects within the Town's planning jurisdiction which desire planning authorization to proceed before
constructing required infrastructure, a performance bond equal to 125% ofan approved engineer's
construction cost estimate shall be submitted with the Town as beneficiary before planning approval is
granted.
9. Ensure that contractor(s) have current set of Town-aoproved utility olans.
B. Construction Requirements:
10. All changes to the approved plans and specifications must be approved in advance by the Town Engineer.
II. All construction shall be performed by a contractor licensed to perform utilities work in North Carolina.
12. All construction is subject to inspection by Town personnel to determine compliance with requirements.
13. The Professional Engineer of record shall have a representative onsite each day that work is performed, or at a
frequency that the engineer deems necessary to certify the project.
14. Water service locations must be coordinated with the Town Meter Reader Supervisor prior to installation
(Call 919-732-2104 ext 0 to set up an appointment). All water meters to be located at property line adjoining
public road right-of-way, shall be no deeper than 18" below grade, and shall be grouped in pairs along
adjoining property lines.
TOWN OF HlLLSBOROUGH
Engineering Department
Utilities Project Checklist
Page 1 of3
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415
Revised 10/11/2004
15. Submit documentation on pressure tests, vacuum tests, air tests, backflow vreventer tests. and sterilization lab
results to Town Engineer.
C. Post-Construction Requirements:
Before the Town will allow water to flow to the project or permit use of the Town sewer system to serve the project,
Developer shan complete the following items:
16. Schedule and perform inspection of installed facilities with Town Engineer, contractor, and project engineer.
] 7. Complete corrections of punch list items found deficient during the initial inspection. If the punch list is
considered to be significant by the Town Engineer, a re-inspection may be required.
18. Submit to the Town Engineer a Schedule of Values for the utilities construction, which shows the total cost of
utilities construction for the project.
]9. Submit bond or letter of credit for 10% of utilities construction cost (for I-year warranty period, from date of
official acceptance or comvletion of all construction. whichever occurs later).
20. Submit to the Town Engineer three (3) printed copies and one (1) electronic copy (AutoCAD 200J or
previous version) of the record drawings, together with:
a) the contractor's affidavit that the drawings accurately represent the as-built improvements, and
b) a Contractor's Affidavit and Release of Liens from all subcontractors and materialmen.
Electronic record drawings shall include pive material. size. fittings. valves. hvdrants. blow-offs. services {to
the vropertv line/meter. and in addition for sewer: flow direction. manhole invert and top elevations. vumv
station vump data. Laverinfl shall be straiflhtforward naming conventions that are easilv understandable.
21. Submit to the Town Engineer a certificate of compliance executed by the Professional Engineer of record
indicating that work has been performed in substantial compliance with the approved plans and specifications.
22. Submit to all applicable State ofNC agencies letters stating fmal project completion, along with all required
attachments (PE certifications, record drawings, etc.). Submit to the Town Engineer copies of all letters to the
State ofNe.
23. Convey to the Town and record or cause to have recorded in the Orange County Registry all deeds of
easement and plats showing all water and/or sewer easements required to serve the project. Plats must be
signed by the Town Planning Director.
2~. Formally dedicate to the Town all utilities improvements constructed to serve the project.
Upon completion of the above listed items, the Town Board shall consider acceptance of the utilities into the Town system,
and commence the I-year warranty period.
D.
End-of-Warranty Requirements:
25. Schedule and perform end-of-warranty inspection of installed facilities with Town Engineer, contractor, and
project engineer.
TOWN OF HILLSBOROUGH
Engineering Departmenl
Page 2 of3
Utilities Project Checklist
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Revised 10/11/2004
416
26. Complete corrections of punch list items found deficient during the end-of-warranty inspection.
27. Schedule and perform end-of-warranty punch list inspection of installed facilities with Town Engineer,
contractor, and project engineer.
28. Upon completion of all outstanding items, to the satisfaction of the Town Engineer, the warranty bond/letter-
of -credit will be released and the Town wilI assume total responsibility for ownership, operation, and
maintenance of the constructed utilities.
E. Multiple Phase Proiects
29. For projects where continuing construction may damage accepted infrastructure, 25% of performance bond
amount for the affect infrastructure will be retained during the warranty period rather than 10%.
30. The warranty period for infrastructure in multiple phase projects will extend until full project completion or
until the affected infrastructure is no longer subject to damage.
31. At the discretion of the Town Board, bond amounts (either performance or warranty) may be released by type
of infrastructure if the approved engineer's estimate is clear as to the dollar amount by type of improvement.
For example, Subdivision X bonded the installation of water and sewer lines, stormwater ponds, streets, and a
playground. The playground, utility lines, and ponds are ready for maintenance acceptance and warranty, but
the roads are being held to the very end. Jithe engineer's estimate clearly separates the cost for the
playground, lines, and ponds, that amount can be shifted to warranty without releasing the streets.
TOWN OF HlLLSBOROUGH
Engineering Department
Page 3 of3
Utilities Project Checklist
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10/07/2804 14:11
70459709%
STONE RESTOR,:.; nOt'l OF
PAGE 83
417
CHANGE ORDER
Order No. 003
Date: October 7, 2004
Agreement Date: June 14.2004
Name of Project: Brid~e No. 67241 Pn E)(chall~e Club Park Lane
Owner: Town Qf Hl1Isb(lro_~_
Contractor: Lambert HoJdjng DBA Stone Restoration of .-\!11~(.;a
The following changes and additions are hereby made to the Contract Documents. Add
the work as outli.ned on Attachment No. A for Change Order No. 903.
Justification: Delay due to thre~J]jn days and 4 days due to bjdden defects that reSlllted
in more extensive rcollirs on the ~ns and side ;valks.
Change to Contract Price:
Original Contract Price
$176.759.00
The Contract .Price due this Change
Will be Increased by
$
-0.00
Previous Contract Price due to previous
Change orders
$ 182.0059.QO
The New Contract Price including this
Change Order "ill ~: 5182.059.00
Change to C.ontl'act Time: 7 CalendarOavs
New Contract Comple.tion Date: October 21. 2004
Accepted By: Town of Hilisb()rou~
Date:
Prepared By: Town of HilIsborou&!!
Date::
Demetric A, Potts, Public Works Director
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