Agenda about the City Council meeting of March 17, 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.

At right of this page under Main Information links is an Hickory's City Website link. If you click on that link, it takes you to our city’s website/ The City's website evolves over time, but currently towrds the top right there is a Link called Quick Links. Click that on and look for the Agenda's and Minutes link you need to click. Scroll down from there and this will show you a list of PDF files to upcoming and previous meetings.

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:

Please remember that pressing Ctrl and + will magnify the text and page and pressing Ctrl and - will make the text and page smaller. This will help the readability for those with smaller screens and/or eye difficulties.

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Hound Notes: I'm still not seeing much here. Routine business meeting following through on processes. Been under the weather the past few days and that is why it took a few days longer to get out.

The one interesting issue is the Departmental Report below about allocating funds to fix water and sewer lines Downtown. This blog informed you of this last Summer. The cost of replacing that highly antiquated infrastructure will be several million dollars.

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City Council Agenda - March 17, 2015


Invocation by Rev. Antonio Logan, Friendship Baptist Church

Special Presentations
A. Mark Benz, CEO Frye Regional Medical Center

B. Presentation of the Distinguished Budget Presentation Award for the Fiscal Year Beginning July 1, 2014. This is the twentieth consecutive year the City has received this recognition.

Consent Agenda:
A. Special Event/Activities Application for Young Life Glow Run 5K, Debbie Hobart, Area Director, Catawba Valley Young Life, May 2, 2015 from 5:30 p.m. to 10:00 p.m. at the Airport, 3101 9th Avenue Drive NW.

B. Special Event/Activities Application for Swinging Under the Stars, Tony Eltora, Executive Director, Hickory Music Factory, May 24, 2015 from 6:30 p.m. to 10:30 p.m. Downtown Hickory at the Sails on the Square.

C. Special Event/Activities Application for Charity Chase Half Marathon Registration and Expo, Bruce Felkins, Chair, Rotary Club of Catawba Valley, June 6, 2015 from 2:00 p.m. to 8:00 p.m., Under the Sails on the Square.

D. Special Event/Activities Application for Charity Chase Half Marathon, Bruce Felkins, Chair, Rotary Club of Catawba Valley, June 7, 2015 from 6:30 a.m. to 12:00 p.m., starts at Hickory Elks Lodge and ends at the Sails on the Square.

E. Special Event/Activities Application for Taste of Hickory, Kirby Dodd, Hickory Elks Lodge #1654, set-up May 17, 2015 at 10:00 a.m., clean-up ends Sunday, May 18 at 9:00 p.m., date of event Sunday, May 17, 2015 at LP Frans Stadium Concourse at Winkler Park, 2500 Clement Blvd. NW.

F. Call for a Public Hearing – For Consideration of Closing a Portion of Main Avenue Place SE. (Authorize Public Hearing for April 21, 2015)

G. Approve the Transfer of a Cemetery Deed from Wilfred J. Robin and wife, Shelor Boliek Robin, aka Shelor Bolick Robin to Lawrence Stroud Carter, Jr.

H. Approve the Transfer of a Cemetery Deed from JoAnne Townsend Flick and spouse Donald P. Flick, to Ronald C. Swift.

I. Adopt Resolution of Intent to Lease City-owned Property to Hickory Downtown Development Association, Inc. Located at 24 1st Avenue NE, Hickory. - Adopt a resolution authorizing the City Clerk to advertise City Council’s consideration of a lease agreement with Hickory Downtown Development Association, Inc. to lease property owned by the City of Hickory located at 24 1st Avenue NE, Hickory.

J. Approve Change Order Number One with Dane Construction in the Amount of $3,000.29 for Changes to the Construction on the Replacement Bridge on 46th Avenue Drive NE, Windridge Subdivision. - The bridge located on 46th Avenue Drive NE over Snow Creek at Windridge Subdivision was destroyed by flood waters as a result of extremely heavy rains on July 27, 2013. Dane Construction Inc. was awarded the contract and began work on October 15, 2014 on the replacement structure. During the construction of the replacement structure, it was discovered that the concrete girders on the bridge might conflict with the supporting concrete cap at one end of the bridge. To prevent the conflict and potential cracking of the concrete girders, epoxy was added to the top surface of the concrete cap. The Contractor’s cost for that work total $3,000.29 increase. The contract amount with Dane Construction Inc. would increase to $945,203.34 which is a .32 percent increase. The total project cost including the change order request and the contracts with Dane Construction Inc., McGill Associates and ECS Carolina total $1,034,529.34. The new total project cost is still under the total project budget, therefore no budget amendment is required. Staff recommends approval of change order number one for Dane Construction Inc. in the amount of $3,000.29 for preventative construction to the concrete cap on the replacement bridge.

K. Citizens’ Advisory Committee Recommendations for Assistance through the City of Hickory’s Housing Programs. - The following request was considered by the Citizens’ Advisory Committee at their regular meeting on March 5, 2015:
The following applicant is being recommended for approval for assistance under the City of Hickory’s 2014 Urgent Repair Program. This program provides qualified low income citizens with assistance for emergency related repairs not to exceed $7,200.
 Sonya Hoke, 437 3rd Street SE, Hickory
The Citizen’s Advisory Committee recommends approval of the aforementioned request for assistance through the City of Hickory’s Housing Assistance Programs.

L. Approval of a Second Amendment to the Bulk Water Sale Agreement between the City of Hickory and Town of Mooresville. - Staff requests approval of the Second Amendment to the Bulk Water Sale Agreement between the City of Hickory and the Town of Mooresville. The original agreement was signed in 2003, which required Mooresville to extend waterlines from Sherrill’s Ford School Road to Mooresville across the Hwy 150-Catawba River Bridges. Hickory retained ownership of those lines upon completion of construction. This agreement is to provide an emergency water source for the Town of Mooresville. NCDENR encourages these interconnections wherever possible for emergencies. The purchase price for water is the current Hickory outside rate, as amended by City Council annually. Staff recommends approval of this Second Amendment to the Bulk Water Sale Agreement between the City of Hickory and the Town of Mooresville.

M. Approval of an Application for State Revolving Loan Funds from NC Construction Grants and Loans for Sanitary Sewer Lines to Serve Geitner Basin and Approval of a Resolution Approving Provisions of Required Assistance and Agreements and Designating the Authorized Representative. - The Public Utilities Department identifies areas within the City of Hickory’s collection system annually for inspections and conditions assessment. This practice has been established so that Staff may evaluate portions of the system annually to determine necessary repairs and improvements in manageable portions. The evaluation of the Geitner Basin was completed in late 2014 and has identified several areas of concern that require attention in order to avoid failures. The application is requesting $2,000,000 which represents the anticipated construction cost of essential repairs, including contingencies. Staff recommends applying to the NCDENT-Infrastructure Finance Section for State Revolving Loan Funds due to low interest rate anticipated to be 1.6 percent with a term of 20 years. Staff also request approval of a Resolution approving provisions of required assistance and agreements, and designating the Authorized Representative.

N. Approval of a Resolution Supporting the Water Supply Master Plan as Developed by the Catawba-Wateree Water Management Group. - The Catawba-Wateree Water Management Group (CEEMG) was formed in 2006 and later incorporated as a 501C-3 non-profit organization in 2007 as a result of Duke Energy relicensing of the Catawba River as a series of power supply reservoirs. The CWWMG was formed by 18 public water supplies and Duke Energy to create a group whose sole interest was in benefiting and extending the useful life of the precious resource known as the Catawba River. This group has commissioned several studies to better understand the overall health of the Catawba River and what things could be done to extend the useful life of the Catawba River. The Water Supply Master Plan is a comprehensive study that was undertaken by the CWWMG with the goal of updating the basin wide water model to understand current conditions and evaluating future strategies that will assist the basin with extending the useful life of the Catawba River past year 2100. Staff recommends Council’s approval of this Resolution supporting the Water Supply Master Plan as developed by the Catawba-Wateree Water Management Group.

O. Approval of Amendment Number Two to Lease Agreement with AGW Leasing Company Inc. - Staff requests approval of amendment number two to a lease agreement with AGW Leasing Company Inc. on behalf of Sprint Property Services for the 9th Avenue NE elevated water tank site. The City of Hickory and AGW Leasing Company, Inc., entered into an original site lease agreement in November of 1999 to allow Sprint to locate antennas on the City of Hickory’s 9th Avenue water storage tank. This lease  agreement allowed for the installation of two antennas per zone and three zones around the walkway of the City’s tank. The tenant pays the City annually for locating the antennas on the tank and agrees to conditions regarding tank maintenance and access to the site. The proposed amendment follows the provisions of the original agreement and the first amendment with all respects. In addition to the original amendment calls for the addition of one more antenna per zone and the associated cables and fixtures necessary to attach the antennas to the tank structure. The tenant agrees to all original conditions for maintenance of the City’s facilities and access to the site. The addition of the requested antennas will increase the annual rent by $350 per month or $4,200 annually. Staff recommends approval of amendment number two to the lease agreement with AGW Leasing Company, Inc. on behalf of Sprint Property Services for the 9th Avenue NE elevated water tank site.

P. Proclamation for Child Abuse Prevention Month.

Q. Budget Ordinance Amendment Number 14.
1. To budget a $25 Library donation from the Waverly Book Club in the fiction book line item.
2. To appropriate $5,804 of General Fund - Appropriated Fund Balance and budget it in the International Springfest Donations expenditure line item. $5,804 of International Springfest Donations were unspent at the end of FY13-14 and therefore rolled into General Fund Balance. A budget amendment is necessary to budget these funds in the expenditure line item for use this fiscal year.
3. To budget a $2,000 Sponsorship Donation from the Hickory Elks Lodge in the Parks and Recreation Departmental Supplies line item. Funds are for the annual Easter Egg Hunt.
4. To budget an $865 Donation from Emory Carswell in the Parks and Recreation Departmental Supplies line item. Funds are for the purchase of a bench for the Fitness Center at Highland Recreation Center.
5. To budget $5,250 of General Fund Contingency in the Traffic Division Contracted Services line item. This amendment is to pay BERCO (Bryant Electric Repair & Construction Inc.) for the traffic signal systems fiber relocation at Transportation Insight.
6. To transfer $4,700 of General Fund Contingency to the University City Commission expenditure line item. Funds are needed to pay for the stickers for businesses, the summer movie fest and for a band as part of the event partnerships.
7. To Transfer $7,100 of Contingency to the Code Enforcement demolition line item. Due to the urgency of purchasing a replacement Code Enforcement vehicle, $7,100 was moved from the demolition line item to expedite the purchase of a new vehicle. This amendment is necessary to replace those funds.
8. To decrease the Recycling Lease/Purchase revenue line item by $770,000 and decrease the Recycling/Capital expenditure line item by $770,000 to balance out these line items to zero.
9. To transfer $517,300 of General Fund-Appropriated Fund Balance to the Solid Waste Fund and to decrease Debt Service Interest ($30,000) and Equipment ($154,000) line items by a total of $184,800. To then budget a total of $702,100 in the Recycling Other Equipment line item. Funds are needed to purchase 14,000 rollout carts for the single stream recycling program.
10. To transfer $30,000 from Water and Sewer Contingency to the General Fund and to budget an additional $70,000 of General Fund Contingency in the Capital Outlay Land line item. These transfers are needed to pay for the purchase of .890 acres next to the existing Public Services Complex. The purchase of this property is important for the future of the city complex.
11. To transfer $127,430 of General Fund Contingency to the Fire Departments Maintenance and Repair of Buildings line item. Funds are needed for shower restoration, restroom rehab, engine bay rehab, carpet replacement, generator replacement, natural gas installation, infrared heater up-fits, safety mechanism upgrades to all station bay doors and duct work cleaning.
12. To appropriate and budget a $1,000 Argonaut Insurance Claim in the Fire Department Vehicles Capital line item. This claim is for damages to a vehicle that was involved in an accident on 10/14/15.

R. Capital Project Ordinance Amendment Number Four.
1. To budget $27,369 of Federal Emergency Agency and Department of Homeland Security Funds in the FY2013 Assistance Firefighters grant budget. Grant overages in the amount of $27,369 were billed to individual agencies for purchases above the grant amount. The City of Hickory Fire Department is the lead agency for 18 fire and emergency agencies.


New Business - Departmental Reports:
1. (a) Approval of an Agreement for Consulting Services with Gavel & Dorn, PLLC in the amount of $268,000.
    (b) Approval of an Application for State Revolving Loan Funds from NC Construction Grants and Loans for Sanitary Sewer Lines to Serve the Central Business District and Approval of a Resolution Approving Provisions of Required Assistance and Agreements and Designating the Authorized Representative.
    (c) Budget Ordinance Amendment Number 15. - 1. Transfer $268,000 of W&S Capital Reserve - Appropriated Fund Balance to the Water and Sewer Capital Project Fund. This transfer is necessary to pay for Engineering Services for the Central Business District Waterline, Sewer Line and Storm Drainage Rehabilitation Project.
    (d) Capital Project Ordinance Number Two. - 1. Accept and budget a $268,000 transfer from W&S Capital Reserve-Appropriated Fund Balance to the Water and Sewer Fund Central Business District Waterline, Sewer Line and Storm Drainage Rehabilitation Project. These funds are necessary to pay for Engineering Services for the Central Business District project.

The Public Utilities Department annually identifies infrastructure that are in need of replacement or rehabilitation, as appropriate, as a component of the Departments sustainability programs. The identified project area being the Central Business District which is served by an older portion of the City of Hickory’s distribution system. The anticipated cost of the Central Business District project is $2,800,000 including engineering fees. The Public Utilities Department Staff recommend applying to the NCDENR-Infrastructure Finance Section for State Revolving Loan Funds due to low interest rates anticipated to be 1.6 percent with a term of 20 years. The application is for funds available to replace/rehabilitate sanitary sewer and storm drainage infrastructure; therefore the requested amount of the loan would be approximately $1,600,000. The waterline replacements were designed under a previous agreement with Gavel & Dorn, PLLC and this proposed agreement will be for the engineering and design of the sanitary sewer and storm drainage necessary. The remainder of capital funds required would be taken from the Water and Sewer Capital Reserve Fund Balance. Staff also request approval of a Resolution approving provisions of required assistance and agreements, and designating the Authorized Representative.

2. Consideration of a Priority Use Agreement with the Greater Hickory Tennis Association for Tennis Complex Improvements at Hickory City Park. - In March of 2013 representatives of the Greater Hickory Tennis Association (GHTA) approached City Staff with an interest in developing a public/private partnership to make significant improvements to the tennis complex at Hickory City Park. The total estimated project cost being $574,200 which includes contingency allowances. GHTA has committed to fund a minimum of $125,000 towards the cost of the tennis complex improvements over a five year time period. In order to raise their committed funds, GHTA seeks to sell facility naming rights. On January 6, 2015 City Council authorized Staff to develop a Priority Use Agreement formalizing the partnership for the tennis complex improvements to include the requested facility naming rights. The Priority Use Agreement has been approved by Greater Hickory Tennis Association as well as the Parks and Recreation Commission at their March 10, 2015 meeting.

3. Community Appearance and Landscape Incentive Grant Guidelines. - Over the past several months the Community Appearance Commission has worked to revise the guidelines for consideration and approval of grants under the City’s Community Appearance and Landscape Incentive Grant programs. This effort was undertaken so that the grant programs’ operating guidelines are modernized and improved to account for issues experienced during their administration, and to also implement the grant scoring criteria that was approved by City Council. The proposed changes to the Community Appearance and Landscape Incentive Grant programs have been put forth after months of consideration by the Community Appearance Commission. The Community Appearance Commission has made recommended changes to these grant programs with the intention of improving the program so that its administration is less subjective and focused on the grant scoring criteria that have already been approved by Hickory City Council. The Community Appearance Commission voted unanimously at their January 26, 2015 meeting approval of the proposed changes.