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HomeMy Public PortalAbout10-11-2004 Regular Session . . . Minutes October 11, 2004 Regular Boanl Meeting Page 1 of 11 Minutes Approved: November 8, 2004 .q F\ /I 3~~ Town of Hlli~ . gh 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. . . . Minutes October 11, 2004 Regular Board Meeting Page 2 of 11 Minutes Approved: November 8, 2004 392. 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 2 . . Minutes October 11, 2004 Regular EloaJd Meeting . Page 3 of 11 Minutes Approved: November 8, 2004 393 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. 3 Minutes October 11, 2004 Regular Board Meeting Page 4 of 11 MInutes Approved: November 8, 2004 394 . 8. REPORT FROM THE TOWN ENGINEER . . 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. 4 . . . Minutes October 11, 2004 Regular BoaId Meeting Page 5 of 11 Minutes Approved: November 8, 2004 :395 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. 5 . . . Minutes OclDber 11, 2004 Regular Boanl Meeting Page6of11 Minutes Approved: November 8, 2004 C196 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. 6 . . . Minutes 0cI0ber 11, 2004 Regular Boa1d Meeting Page 7 of 11 Minutes Approved: November 8, 2004 .')97 ,) 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. 7 . . . Minutes October 11, 2004 Regular Board ~ Page 8 of 11 M'mutes Approved: November 8, 2004 J98 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). 8 . . . Minutes October 11, 2004 Regular Board Meeting Page 9 of 11 Mi1wtes Approved: November 8, 2004 J99 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. 9 Minutes 0clDber 11, 2004 Regular Board Meeting Page 10 of 11 Minutes Approved: November 8. 2004 400 . 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. . . 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. 10 . . . Minutes October 11. 2004 Regular Boartf Meeting Page 11 of 11 Minutes Approved: November 8, 2004 401 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 11 402 ~ 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. ~ ~ . . .... ."~ , """P II ',': i.III' .I' .,'.:1'/". "~ l ',"/" '/ l(~.. ' ",i;.... /',' . {;:.. l' ~'i''';,i~ 1'''~1 (0)1, ~. (,~I j,.. .' . ~')'~ ~ )t\'~nVii~;:.,"ut..tlll\ ..,. I).... . I'- . ,t., .. ,-..~.~I:---._.. ,..~. " ,W '(; I ~. 't- CJ. .:0.'-\ ~~'\ . lI:\l\.(w~(U)~) ..' ~., l~\\'" : IP,//- P-? In witness whereof I /iave fiereunto set my and" caused' this sear to 6e affixed'. .~)~ . ~" r'>:~' ~i> ~ :t A TrEST: .. ,t'b, . tij..~ , ~I( linn DATE: ~ Town of ~ill~ 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 . 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:.... . VERIFIED: Do na F. Armibrister, Town Clerk . . . 405 "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 --.....-- . - "'". ..'la....1II.....1 '.. ... '('\.. -. "t " '" - .'=- --" ..~: - ., - , - . -.. ." - .... - '-'~ -- , ..-:' -~~~~~: ~ . . ~ ,.. . '. - ... ~-~.~~~ , ;. .... ...J-. .:J . ",,'/;.:- -. , ~ ," ~ \: "'\.j' .- .,,;.. ~ . " ~.'''' . . . ~ 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 "...fL... - - ~ - fl 11 . . . 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. . . . 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. . . . 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. . . . 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). 10/11/2004 c:\projects\specs\specstds I 004rev.doc Page 10f4 . . . 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 c:\projects\specs\specstds] 004rev.doc Page 2 of4 . . . 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. 10/11/2004 c:\projects\specs\specstds I 004rev.doc Page 3 of4 . . . 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. 10/11/2004 c:\projects\specs\specstds 1 004rev.doc Page 4 of 4 eA. . . 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 . . . '. 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 . y . . 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 . . . 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 -1~~ Date: .J-Z!.. .~ - {; V _ ~ . ~ .,. o .... Q) ::l to CD (") o c: ::l - '< N o o (J1 ""C .... o '0 o en CD a. ""C :::!. 3 Q) .... '< :c CD en c: ::1 Q) o ::l to Z:JJ (')0 ~~ Z Z (')Dl 0>3 O)ID zm m II -, 0 (JJ- :Dz a> ~:E "T1 "'-0'" o lU 0 ~<3 z~ (')CD Q~ 0.<- ...0 $ a' (JJ :D ... ~ I\) w Z a> :E ~ ri- a> (') ::T C 0 ::T :D a. ~ r- I\)ID ~~ "'!T ...~ . ... U'1ID . Dl (JJ- lO3 . ID U'1::1 Ol_ e ~o 0 00 :... . In fi: ~- :JJ CD 3 Dl ... :l\" In o .... 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