Agenda about the City Council meeting of March 3, 2015

This Agenda is about the Hickory City Council meeting that took place on the date listed above. City council meetings are held on the first and third Tuesdays of each Month in the Council Chambers of the Julian Whitener building.

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Agendas show what is on the docket for the meeting of that date. The Minutes is an actual summary of the proceedings of the meeting of that date. You can also look in the upper right hand corner of the front page of the Hickory Hound and (will soon) find the link to the past history of Hickory City Newsletters.

Here is a summary of the agenda of the meeting. There were a couple of important items that were discussed at this meeting and the details are listed further below:

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Hickory City Council Meeting Agenda - March 3, 2105

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Hound Notes: Still not much here. Much of this meeting is a continuation of the cancelled meeting from February 17th. This meeting will run long because of the presentations of the Community Groups asking for funds for the upcoming fiscal year and the pkans of the city's Boards and Commissions.

As I stated before,  Tha community group presentations are basically the same groups every year and the speeches are for the most part canned with the exception of the Downtown Development Association. They do a power point and go over their events of the past year and what to expect in the upcoming year, which is informative.

The Boards and Commission presentation are pretty much canned presentations also. These presentations are a method for Hickory Inc. to formally state and tout what they are doing in the community to the public in a formal setting.

And we will get the postponed Friends of Hickory Inc. presentation. As I stated two weeks ago, this group seems to fit perfectly under the City's Umbrella. It's almost as if City Officials had a hands on role in the creation of this group. With this project, it's confusing to tell who is doing the work here. The eye test says that this Park on the Square certainly seems to be a Hickory Inc. project.

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II. Invocation by Rev. Whit Malone, First Presbyterian Church

Special Presentations
A. Presentation of a Proclamation for Give Healthy & National Nutrition Month to Alice
Whitener, Director of Client Services, Judy Donaldson, Food Pantry Coordinator, and
Barbara Rush, Executive Director, Cooperative Christian Ministry.

B. Presentation of a Proclamation and Recognition of Library Outreach Coordinator Tamara
Kraus.

C. Hickory Rotary Club’s Recognition of Delegates and Facilitator from Ivanovo, Russia

D. (Held over from the cancelled City Council meeting of February 17, 2015) - Presentation by Community Groups Requesting Appropriations from the City Council during the Next Fiscal Year Beginning July 1, 2015. - The Council will not take action tonight. Action will be taken when the Council considers the City’s annual budget in May or June. These presentations are made so Council Members can ask questions or make comments about the requests. Presenters will be allotted no more than five (5) minutes to make their presentations to Council.
Organization Presentation - By Amount Requested
Catawba County Economic Development Corporation - Scott Millar - $149,483.98
Catawba County Parenting Network - Susan Lee - $5,000
Habitat for Humanity of Catawba Valley - Mitzi Gellman - $19,088
Hickory-Conover Tourism Development Authority - Bruce Eckard - $20,000
Hickory Downtown Development Association - Darrell Rogers - $50,000
SALT Block Foundation - Lawrence Thompson - $100,000
United Arts Council of Catawba County - Alan Jackson - $40,065
Viewmont Business Association - Donna Price - $5,000
YMCA - Gerry Knox - $9,900

E. Presentation of FY 2015-2016 Board and Commission Work Plans.
Board/Commission - Presenter
Business Development Committee - Jeff Hale
Citizens’ Advisory Committee - Mike Holland
Community Appearance Commission - Andrew Straw
Community Relations Council - Thurman Whisnant
Hickory International Council - Hani Nassar
Hickory Regional Planning Commission - Brian Frazier
Hickory Youth Council - Zack Amrani
Historic Preservation Commission - Larry Triplett
Library Advisory Board - Kathy Ivey
Parks and Recreation Commission - Tony Wood
Public Art Commission - Phil Barringer
Recycling Advisory Board - Norm Meres
University City Commission - Ryan Edwards


Consent Agenda

A. Acceptance of a Sanitary Sewer Line Easement for the Property of Ronald Killian and wife Susan Killian for Installation of a Sanitary Sewer Line. - Staff requests acceptance of a 12.5 foot temporary and 25 foot permanent sanitary sewer line easement for the property of Ronald Steven Killian and wife, Susan T. Killian described as PIN 3723-07-59-6569 for installation of a sanitary sewer line. This temporary and permanent easement is necessary for completion of the Random Woods Subdivision Sanitary Sewer Project. This project was awarded to the City as a State Revolving Grant by NCDENR-DWQ in 2012 in the amount of 2.943 million dollars. The easement was negotiated for two 4-inch sanitary sewer connections in exchange for the easement. Staff recommends approval of the easement across the property of Ronald Killian and wife, Susan Killian.

B. Acceptance of a Sanitary Sewer Line Easement for the Property of Ross Bowman and wife, Paula Bowman for Installation of a Sanitary Sewer Line. - Staff requests acceptance of a 25 foot temporary and 25 foot permanent sanitary sewer line easement for the property of Ross Bowman and wife, Paula J. Bowman described as PIN 3723-07-59-5748 for installation of a sanitary sewer line. This temporary and permanent easement is necessary for completion of the Random Woods Subdivision Sanitary Sewer Project. This project was awarded to the City as a State Revolving Grant by NCDENR-DWQ in 2012 in the amount of 2.943 million dollars. The easement was negotiated for one 4-inch sanitary sewer connection and connection to the home by a plumber in exchange for the easement. Staff recommends approval of the easement across the property of Ross Bowman and wife, Paula J. Bowman.

C. Acceptance of a Sanitary Sewer Line Easement for the Property of Dorothy Elrod Huffman for Installation of a Sanitary Sewer Line. - Staff requests acceptance of a temporary and permanent sanitary sewer line easement for the property of Dorothy Elrod Huffman described as PIN 372307-59-3998. This temporary and permanent easement is necessary for completion of the Random Woods Subdivision Sanitary Sewer Project. This project was awarded to the City as a State Revolving Grant by NCDENR-DWQ in 2012 in the amount of 2.943 million dollars. The easement was negotiated for one 4-inch sanitary sewer connection and connection to the home by a plumber in exchange for the easement. Staff recommends approval of the easement across the property of Dorothy Elrod Huffman.

D. Acceptance of a Sanitary Sewer Line Easement for the Property of Steven Cook and wife, Lori Cook for Installation of a Sanitary Sewer Line. - Staff requests acceptance of a 25 foot temporary and 25 foot permanent sanitary sewerline easement for the property of Steven E. Cook and wife, Lori S. Cook described as PIN 3723-07-59-4698. This temporary and permanent easement is necessary for  completion of the Random Woods Subdivision Sanitary Sewer Project. This project was awarded to
the City as a State Revolving Grant by NCDENR-DWQ in 2012 in the amount of 2.943 million dollars. The easement was negotiated for one 4-inch sanitary sewer connection in exchange for the easement. Staff recommends approval of the easement across the property of Steven E. Cook and wife, Lori S. Cook.

E. Acceptance of a Sanitary Sewer Line Easement for the Property of Walter D. Scharer and wife, Jerelyn H. Scharer for Installation of a Sanitary Sewer Line. - Staff requests acceptance of a 12.5 foot temporary sanitary sewer line easement for the property of Walter D. Scharer and wife, Jerelyn H. Scharer described as PIN 3723-07-59-6817 for installation of a sanitary sewer line. This temporary and permanent easement is necessary for completion of the Random Woods Subdivision Sanitary Sewer Project. This project was awarded to the City as a State Revolving Grant by NCDENR-DWQ in 2012 in the amount of 2.943 million dollars. The easement was negotiated for one 4-inch sanitary sewer connection in exchange for the easement. Staff recommends approval of the easement across the property of Walter D. Scharer and wife, Jerelyn H. Scharer.

F. Acceptance of a Sanitary Sewer Line Easement for the Property of Steven R. Pendleton for Installation of a Sanitary Sewer Line. - Staff requests acceptance of a 12.5 foot temporary sanitary sewer line easement for the property of Steven R. Pendleton described as PIN 3723-07-59-6501 for installation of a sanitary sewer line. This temporary and permanent easement is necessary for completion of the Random Woods Subdivision Sanitary Sewer Project. This project was awarded to the City as a State Revolving Grant by NCDENR-DWQ in 2012 in the amount of 2.943 million dollars. The easement was negotiated for one 4-inch sanitary sewer connection in exchange for the easement. Staff recommends approval of the easement across the property of Steven R. Pendleton.

G. Approval of Statement of Work Agreement with Katalyst Network Group in the Amount of
$104,104.90. - The Hickory Police Department headquarters administrative telephone system in an
analog system that is approximately 18 years old, and is in need of replacement due to the fact that the system is no longer supported by the manufacturer. City Council approved at their January 6, 2015 and January 20, 2015 Council meetings, the purchase of the system from Katalyst Network Group. Hickory Police Department request Council’s approval of the Statement of Work Agreement from Katalyst Network Group. The Statement of Work Agreement meets the technical and installation specifications
requested by Hickory Police Department, and lists the payment invoice schedule. Hickory Police Department recommends entering into the Statement of Work Agreement with Katalyst Network Group in the amount of $104,104.90. Funds are budgeted in 2014/2015 CIP.

H. Approval of Sales Agreement and Statement of Work with Wireless Communications Inc. in the Amount of $117,373.91. - Hickory Police Department’s current 911 telephone system is approximately 18 years old and will not be supported by the manufacturer in 2015, and is in need of replacement. City Council approved, at their January 6, 2015 and January 20, 2015 City Council meetings, the purchase of needed equipment and installation of the E-911 system. Hickory Police Department requests City Council’s approval of the Statement of Work and Sales Agreement with Wireless Communications, Inc. which are consistent with the original quote for the work. Hickory Police Department recommends entering into the Sales Agreement and the Statement of Work with Wireless Communications, Inc. for the installation of the E-911 telephone system in the amount of $117,373.91. Funds arebudgeted in 2014/2015 CIP.

I. Approval of a Resolution Accepting an Offer of Dedication for a Portion of 4th Street Drive SW, as shown on Plat Book 74 at Page 119 Catawba County Registry. - The City has been presented with an offer of dedication for a portion of 4th Street Drive SW. In 2014 construction began on a new Wal-Mart Neighborhood Market at the southwest corner of the intersection of US Hwy 40 SW and 4th Street Drive SW. During the planning and design stages of the project City staff worked with the property developers to provide the dedication of additional street right-of-way adjacent to 4th Street Drive SW. The dedication of this portion of right-of-way will allow for the City to improve the current alignment of the southern intersection of US 70 SW and 4th Street Drive SW. When the property was platted, the developer provided an offer of public dedication for the portion of the right-of-way. Public use and maintenance of street right-of-way cannot occur unless City Council formally accepts the offer of public dedication by means of a duly executed Resolution. This requirement is outlined in the North Carolina General Statutes, as well as the City’s Land Development Code. Staff recommends City
Council’s approval of the Resolution accepting the offer of dedication for the portion of 4th Street Drive SW, as shown on Plat Book 74, Page 119 of the Catawba County Registry.

J. Approval to Purchase Equipment for Two New Fire Apparatus in the Amount of $153,540.32 -  On August 19, 2014, City Council approved the purchase of an engine and a ladder truck from the Smeal Fire Apparatus Company. These trucks require various equipment to be considered ready for service upon their arrival in the City. There are many minimum requirements for the needed equipment on these apparatus, which are set by the Insurance Services Office (ISO) and by the National Fire Protection Association (NFPA). In addition to these minimum requirements, the Fire Department must provide additional equipment on these trucks to ensure consistent service delivery for the emergency response levels set by the Fire Department and the City of Hickory. The Fire Department Equipment Committee created a list that consisted of multiple items that cover the job functions of fire, rescue, and medical responses. A formal bid was sent out to multiple vendors of fire equipment. The Fire Department determined that there were three vendors that could provide the majority of combined equipment at each perspective lowest per unit cost.
Newton’s Fire and Safety Equipment: $46,343.38
Stevens Fire Equipment: $35,994.67
Municipal Emergency Services (MES) of the Carolinas: $71,202.27
The three contracts in bid #15-025 total: $153,540.32
The total capital appropriated for these project was $230,000. These bid contracts cover items not available on State contract. The Fire Department Staff recommends Council’s approval of award to the above vendors at these adjusted unit cost amounts.

K. Approval of Annual Auditing Contract with Martin Starnes & Associates in the Amount of $56,000. -  The City of Hickory has utilized the services of Martin Starnes & Associates for the past six years with excellent results. The North Carolina Local Government Commission (LGC) does not require formal bid for auditing services due to the professional relationship formed between auditors and clients over an extended work history. The Secretary of the Local Government Commission approves all local government contracts and invoices for audit or audit-related work. The LGC requires approval of the auditing contract on an annual basis. In 2013, the City of Hickory approved a three year renewal
contract with Martin Starnes & Associates. The annual renewal ending June 30, 2015 will be the third year of this contract. Staff requests approval to accept the renewal of the annual contract for auditing services with Martin Starnes & Associates for fiscal year ending June 30, 2015 in the amount of $56,000.

L. Request to Amend the Parking Ordinance for the Farmer’s Market to Include Last Year’s Ordinance #14-09, with a Time and Date Change. - Change the Farmer’s Market No Parking hours Wednesdays 8:00 a.m. to 4:00 p.m. and Saturdays 6:00 a.m. to 2:00 p.m. from April 18, 2015 through November 28, 2015  (excluding Saturday, October 10, 2015 which is Oktoberfest weekend) for the spaces south of Union Square on the north side of the parking lot road connecting the east and west parking lots as well as along the west parking lot to include the first three (3) angled parking spaces. Also, parking will be prohibited in the spaces south of Union Square along the north side of the parking lot road west of the pedestrian crosswalk as well as in the west parking lot to include the first three (3) angled parking once a month on the third Thursday from 4:00 p.m. to 9:00 p.m. from May 21, 2015 through November 19, 2015. Towing will be enforced.

M. Budget Ordinance Amendment Number 13.
1. To appropriate $2,982 of General Fund Balance (Funds reserved from the US Department of Justice) and budget in the Police Department Departmental Supplies line item. This amendment is necessary to purchase DARE shirts and awards for the schools. Funds are made available to the Police Department from the US Department of Justice and remain in General Fund Balance until appropriated.
2. To budget a $74,644 Library Donation from the Lydia Saunders Estate in the Library Books line item for the purchase of non-fiction and children’s books ($2,500). The remaining $72,144 is for purchases of items for the Astronomy section in the Library.
3. To transfer $538,250 from General Fund-Appropriated Fund Balance to the Sandy Ridge Intersection Project. The Federal Highway Administration approved this project for intersection improvements using Congestion Mitigation and Air Quality funds to reduce vehicular greenhouse emissions. This project is the intersection of 16th Street NE at 21st Avenue NE and 29th Avenue Drive NE. Federal funds are approved in the amount of $2,153,000 (80%) with a required local match of $538,250 (20%). This budget amendment allocates the 20% local match.
4. To transfer $4,705 from the Water and Sewer Fund-Sewer Lines to the Murray Basin Capital Project. This transfer is necessary to pay for the permit fees for this project.

N. Capital Project Ordinance Amendment Number 3.                                                   
1. To budget a $4,705 transfer from the Water and Sewer Fund-Sewer Lines in the Murray Basin Capital Project Design line item. This transfer provides funds to pay for permit fees.

O. Grant Project Ordinance Number 7.
1. To accept and budget a $538,250 transfer from the General Fund-Appropriated Fund Balance and to budget $2,153,000 of Federal funds in the Sandy Ridge Intersection Project. The Federal Highway Administration approved this project for intersection improvements using Congestion Mitigation and Air Quality funds to reduce vehicular greenhouse emissions. This project is the Intersection of 16th Street NE at 21st Avenue NE and 29th Avenue Drive NE. Federal funds are approved in the amount of  $2,153,000 (80%) with a required local match of $538,250 (20%). This budget amendment allocates the 20% local match.
P. Special Event/Activities Application for National Day of Prayer 2015, Charles Moretz, and Christopher Harris, Managers of Ignite Hickory, Inc., May 7, 2015 from 6:00 a.m. to 10:00 p.m. Sails on the Square.

Q. Special Event/Activities Application for Sails Music Series, Mandy Pitts, City of Hickory Communications Director/Brand Manager, May 1, 18, 15, 22, 29; June 5, 12, 19, 26; and September 4, 11, 18, and 25, 2015 from 4:00 p.m. to 8:30 p.m. Sails on the Square Stage in Downtown Hickory.

R. Special Event/Activities Application for Crawdad’s Baseball Bash, Connie Kincaid, Executive Director, Hickory Downtown Development Director, May 12, 2015, 7:00 a.m. to 11:00 p.m. Union Square under the Sails.

S. Special Event/Activities Application for 2015 ALFA Hike for Hope & 5K, Michael L. Bookout, Event Chairperson, ALFA, April 11, 2015 from 7:30 a.m. to 12:00 p.m. Union Square, in the Sails area.

T. Amend the Special Events Activities Application for Downtown Hickory Farmers’ Market 2015, Sarah T. Wood, Market Manager, Downtown Hickory Farmers’ Market, April 18 – November 28, Wednesdays and Saturdays, 8:00 a.m. to 6:00 p.m., May 21 – November 19, Thursdays, 1:00 p.m. to 9:00 p.m., on Union Square. The amendment would allow for alcohol sales by Olde Hickory Brewery on Thursday’s from 6:00 p.m. to 9:00 p.m. in the roped off area at the east end of the Sails.

U. Approval to Issue a Pyrotechnic Display Permit to Hickory Crawdads. - Mark Seaman, General Manager of the Hickory Crawdads has submitted a request to obtain permission to have a public fireworks display on the following 2015 dates: July 4, 2015 and August 1, 2015. The North Carolina Fire Code requires a mandatory operational permit for the use and handling of pyrotechnic special effects material. The Division of Fire & Life Safety Bureau shall review all required documentation. The Fire Prevention Bureau will also inspect the pyrotechnics display area prior to the event to ensure compliance with all guidelines and codes. Staff recommends approval of the pyrotechnics displays.

V. Approval to Refrain from the Advertisement of Delinquent Property Taxes for Fiscal Year 2015. - General Statute §105-369(a) mandates that the Tax Collector inform the governing body of and then advertise the “total amount of unpaid taxes for the current fiscal year that are liens on real property”. The governing body must issue an order to the Tax Collector to advertise the tax liens; the order will be issued, presumably, immediately upon receipt of the Tax Collector’s report. At least thirty days before the advertisement is published and posted, the Tax Collector must provide written notice to the affected taxpayers of the intent to publish outstanding current tax liens.
County - Real Property Tax - Personal Property Tax - Totals
Burke - $6,999 (bankruptcy) - $6,999 (bankruptcy) - $6,999
Caldwell - $23,683.27 - $23,683.27 - $23,683.27
TOTAL  $30,682.27

When a taxpayer files a bankruptcy petition, an “automatic stay” immediately becomes effective. Essentially this stay bars any effort by a creditor to collect a debt from the debtor in bankruptcy. The advertisement of a tax lien arguably qualifies as an act to enforce a tax lien and is therefore barred by the automatic stay. Since the only unpaid taxes for the current fiscal year that are liens on real property have
filed a bankruptcy petition, it is the recommendation of the Tax Collector for City Council to refrain from the advertisement of delinquent property taxes for fiscal year 2015.

W. Approval of a Resolution to Adopt the 2014 Unifour Regional Hazard Mitigation Plan. - Both Federal and State legislation requires local governments to formulate and adopt plans, whose sole purpose is to mitigate loss of life and property in the event of natural disasters or human made disasters. In 2004 the City of Hickory participated in the first hazard mitigation plan, which included Catawba County, and all of its municipalities. The City of Hickory, along with other local governments within our four County metropolitan area, received a grant from FEMA that was intended to provide monetary funding to update the current mitigation plan. Various City of Hickory Staff members participated in a planning process designed to review and updated the 2009 Hazard Mitigation Plan. The draft plan was completed and forwarded to FEMA and the NC Department of Public Safety for review. In January of 2015 the City of Hickory was notified by FEMA that the draft plan had been approved, and that the final step of the process was for the plan to be adopted by each local government participating in the process. Staff recommends City Council approve the Resolution to Adopt the Updated 2014 Unifour Regional Hazard Mitigation Plan.

Informational Item
A. Report of Mayor Wright’s travel to Metropolitan Mayors Meeting, Matthews Town Hall, January 30, 2015. (Mileage Reimbursement - $80.50)

New Business - Departmental Reports:
1. Approval of the Conceptual Site Plan for Friends of Hickory’s Proposed Downtown Park. - Friends of Hickory provided Staff the conceptual site plan for the proposed park to be located in a City owned parking lot adjacent to Community One Bank, at the intersection of 3rd Street NW, and Main Avenue NW. Also provided were the plans and specifications for the play equipment and safety surfacing that is being proposed for inclusion within the park. Staff has reviewed the plans and recommended changing the surface of the embankment slides from stainless steel to a plastic material due to the location of the slides not being located in a shaded area within the park. The conceptual plans were presented to the Parks and Recreation Commission on January 13, 2015. Parks and Recreation Commission, as well as Staff, recommends approval of the conceptual site plan as presented with the change of the surface of the embankment slides from stainless steel material to plastic material.

2. (a) Approval of a Contract with Republic Services Inc. to Service the City of Hickory’s Single Stream Recycling Program. - The City of Hickory and Republic Services Inc. have reached a contract agreement for the collection of curbside recycling within the City limits of Hickory. This nine year contract will allow the City of Hickory to continue to focus on its current Solid Waste collection responsibilities and manage the recycling program moving forward. Single stream recycling will allow residents to recycle Plastics #1 - #7, which includes clean fruit & food clam shells, clean lunch meat containers, clean yogurt cups, plastic cups and toys instead of just #1 & #2 plastics such as drink bottles, milk containers, detergent bottles as we have been recycling. Also we will be able to include cardboard, clean pizza boxes, fiber board such as cereal boxes, soda drink boxes such as the 12 pack refrigerator box & snack bar boxes. We expect these additional recycled items to increase annual volume recycled 2300 tons per year. Styrofoam, plastic grocery bags and plastic film cannot be recycled due to the  recycling center’s machinery not being able to process these item but they may be recycled by other means. This contract may be extended for an additional three years if the parties mutually agree in writing. This contract will reduce the City’s current cost of recycling pickup and further reduce the current cost of waste disposal at the Blackburn Landfill by reducing materials going to the landfill. The cost of the service will be $1.97 per household per month with the recycling collected every other week per household. The current number of households is calculated at 12,200. The monthly total is $24,034, or $288,408 annually, which is a savings of $5,709.81 per month or $68,517.72 per year over the current residential recycling cost. The City of Hickory will receive a 40% rebate on the recyclable material value over the set processing cost. The City of Hickory will also have additional savings in landfill cost due to the fact we will be taking less material to the landfill. Expected cost savings of $65,000 to $70,000 annually in waste fees at the Blackburn Landfill. With combined contract savings, reduced landfill fees and recycling material rebate revenues; we are expecting approximately $10,000 to $14,000 per month in savings over our current programs. The contract does allow Republic Services Inc. to increase cost to the City based on the Consumer Price Index beginning in the second year. Staff recommends City Council’s approval of the contract with Republic Services Inc. Funds are budgeted in FY 2014/2015.
(b) Approve the Purchase of 14,000 Rollout Carts for the Single Stream Recycling Program from Schaefer Systems International in the Amount of $702,100. - The Solid Waste Department has investigated “Piggy Back Purchases” within the State of North Carolina from four different rollout manufacturers and selected the best option for the City of Hickory. The successful vendor is Schaefer Systems International as they have the least total cost of the rollout purchase. The cost for 14,000 rollouts (15 percent growth and replacement) will be $702,100, and will be used in the Single Stream Recycling Program. The City of Hickory applied for and received a $30,000 Community Waste Reduction Grant as a way to help reduce the initial cost of starting a Single Stream Recycling Program. The grant will reduce the City of Hickory’s rollout cart cost to $672,100. This cost includes distribution of the rollouts to the addresses and a list of where the rollouts were delivered for tracking purposes. This program will increase the amount of material recycled and will benefit the City by helping reduce the  cost of materials going into the Catawba County Landfill. Staff recommends City Council’s approval of the purchase of the rollout carts from Schaefer Systems International in the amount of $702,100. A budget amendment will be required for this purchase. Public Notice of Intent to Authorize the Purchase and Waiver the Normal Bidding Procedures in order to contract with a qualified supplier was advertised in a newspaper having general circulation in the Hickory area on February 21, 2015.