Memo to: Mayor and Board of Aldermen
From: Mike Epperson, City Manager
Date: January 19, 2012
Re: January 24, 2012 Agenda Explanations
1. Meeting Opened. Prayer. Pledge of Allegiance.
2. Roll Call.
3. Public Hearing on Proposed Redistricting Plan for City of New Bern.
This Public Hearing is a continuance of the January 10, 2012 public hearing. Citizens are invited to view the proposed redistricting maps beginning at 6:00 p.m. at the Stanley White Recreation Center, and City staff will be on hand at that time to answer any questions.
4. Adopt Resolution Calling for Public Hearing on Application for CDBG Small Business and Entrepreneurial Assistance Grant Program.
The primary purpose of the CDBG Small Business and Entrepreneurial Assistance (SBEA) Program is to provide funding to local governments to jumpstart growth of existing small businesses, leading to the creation or retention of jobs benefitting low- and moderate-income persons. The maximum grant amount is $250,000, with no matching funds required. The CDBG application process requires two public hearings to be held prior to submission of the grant application; the enclosed Resolution schedules the first of these public hearings for February 14, 2012. Also enclosed is a memo from Mike Avery.
SEE BACKUP.
5. Adopt Resolution Calling for Public Hearing on Application for CDBG Infrastructure Hook-Up Grant Program.
The purpose of the CDBG Infrastructure Hook-Up Grant Program is to connect low- to moderate-income households to existing water and/or sewer lines. The maximum grant request is $75,000, with no matching funds required. The CDBG application process requires two public hearings to be held prior to submission of the grant application; the enclosed Resolution schedules the first of these public hearings for February 14, 2012. Also enclosed is a memo from Mike Avery.
SEE BACKUP.
6. Adopt Resolution Authorizing Submission of Application for 2012 Urgent Repair Program Grant.
The Urgent Repair Program (URP) is administered by the NC Housing Finance Agency and supported by the NC Housing Trust Fund. The goals of the URP are to alleviate housing conditions which pose an imminent threat to the life or safety of very-low-income homeowners with special needs and to provide accessibility modifications and other repairs necessary to prevent the imminent displacement of very-low-income homeowners with special accessibility needs. The attached Resolution authorizes submission of the grant application in the amount of $75,000, which requires no matching funds. If funded, assistance will be provided to 17 low- and very-low-income homeowners. Also enclosed is a memo from Mike Avery.
SEE BACKUP.
7. Adopt Resolution Supporting MCAS Cherry Point.
Nearby municipalities and counties have been asked to show their support for MCAS Cherry Point, especially in light of the Department of Defense’s preparation for budget cuts or a Congressional Base Realignment and Closure (BRAC) process. Enclosed is the Resolution supporting MCAS Cherry Point, the Navy’s Fleet Readiness Center East, and the F-35B Joint Strike Fighter.
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8. Approve Request to Apply for Federal Trail Grant.
Enclosed is a memo from Thurman Hardison requesting permission to apply for a Recreational Trails Program (RTP) grant in the amount of $25,000. The grant would be used to restore and add to the trail at Lawson Creek Park. The City would be required to match 25% of the grant amount, or $6,250, which would be obtained through a combination of in-kind services, supplies, materials, etc. Also enclosed is a copy of the application.
SEE BACKUP.
9. Approve Advertising Tax Liens.
This is an annual item that is part of our tax-collecting process. The enclosed memo from Donna McCoy requests the Board to approve the advertising of tax liens on Sunday, April 1, 2012. The report of unpaid 2011 real estate taxes is available for review in the City Clerk’s office.
SEE BACKUP.
10. Approve Refund of Taxes.
A memo from Donna McCoy is enclosed listing taxpayers who are due a refund, along with documentation from the Craven County Board of Commissioners supporting this request.
SEE BACKUP.
11. Adopt Resolutions Approving Change Orders for Lewis Farm Road Substation Project.
As the design and construction of the Lewis Farm Road substation have progressed, some revisions to the original design of the station have occurred. These changes have resulted in the need to amend original contracts with the engineering service provider (Power Services, Inc.), the substation package manufacturer (Peak Substation Services), and the circuit breaker manufacturer (ABB Power Technologies). The costs for the changes orders are within the budgeted costs for the substation project fund. Enclosed is a memo from Jon Rynne.
SEE BACKUP.
a. Adopt Resolution Approving Change Order with Power Services, Inc.
Power Services, Inc. is the engineering consultant for the substation project. Approvals from Electricities and the Local Government Commission were necessary in order to facilitate the process of financing the substation. The documentation required to obtain these approvals was not included in the original scope of the contract, and the enclosed change order will increase the original contract price of $128,000 by $30,000 to cover the additional work involved in obtaining the approvals. Also enclosed is the Resolution.
SEE BACKUP.
b. Adopt Resolution Approving Change Order with Peak Substation Services.
Peak Substation Services is the manufacturer of the substation package, which includes all the structure, switches, current and voltage transformers, as well as ground equipment necessary for the construction of the substation. Due to design changes of the substation transformer pad and the protection scheme for the station, additional equipment in the amount of $11,070 was required, and this is reflected in the enclosed change order. Also enclosed is the Resolution.
SEE BACKUP.
c. Adopt Resolution Approving Change Order with ABB Power Technologies.
ABB Power Technologies is the manufacturer of the 27 kV main and feeder circuit breakers needed for the operation of the substation. Two revisions to the manufacture of the breakers, necessary to properly operate within the design of the new substation, required a cost increase of $3,101, which is reflected in the enclosed change order. Also enclosed is the Resolution.
SEE BACKUP.
12. Adopt Resolution Approving Closing Certain Streets from 6:30 a.m. to 1:30 p.m. on Saturday, January 28, 2012, for Annual Shrine Parade.
(Alderman Bengel’s Ward) We have received a request from Sudan Shriners to close certain streets from 6:30 a.m. to 1:30 p.m. on Saturday, January 28, 2012, for the Annual Shrine Parade. Enclosed is the Resolution, along with a memo from Mark Stephens, letters of request, the activity permit and a map showing the parade route.
SEE BACKUP.
13. Adopt Resolution Approving Contract with TNT Disaster Services, LLC for Removal of Hazardous Trees, Stumps and Limbs.
The enclosed contract is for removal of hazardous trees, stumps and limbs resulting from Hurricane Irene. Four bids were received, with TNT Disaster Services, LLC as low bidder at $48,501.75. FEMA validation was required before removal, and FEMA has now completed the project worksheet and submitted reimbursement requests for the work. Also enclosed is the Bid Tabulation Form, along with a memo from Mark Stephens.
SEE BACKUP.
14. Adopt Resolution Calling for Public Hearing on Petition to Annex Property Owned by NAD Development, LLC.
(Alderman Bucher’s Ward) A petition was received from NAD Development, LLC requesting annexation of real property consisting of approximately 37.51 acres near Old Airport Road in Number Seven Township. The public hearing will be held February 14, 2012. A resolution with attached Certificate of Sufficiency and Petition to Annex are attached.
SEE BACKUP.
15. Adopt Resolution Calling for Public Hearing on Petition to Annex Property Owned by John R. Hardee.
(Alderman Bucher’s Ward) A petition was received from John R. Hardee requesting annexation of certain real property near Old Airport Road in Number Seven Township. The public hearing will be held February 14, 2012. A Resolution with attached Certificate of Sufficiency and Petition to Annex are attached.
SEE BACKUP.
16. Adopt Resolution Approving Train Depot License Agreement and Lease Agreement Between City and NC Railroad Company.
(Alderman Bengel’s Ward) The enclosed Resolution approves the License Agreement and Lease Agreement between the North Carolina Railroad Company, the City of New Bern and Norfolk Southern Railway Company involving renovation and rehabilitation of the New Bern Union Station Depot. This agreement has been previously discussed and approved by the Board and is a requirement of the funding mechanism that was previously approved by the Board to seek grant funds through NCDOT for rehabilitation of the train depot roof.
SEE BACKUP.
17. Appointment(s).
There are none at this time.
18. Attorney’s Report.
19. City Manager’s Report.
20. Announcements.
21. Closed Session.
Pursuant to NCGS Section NCGS Section 143-318.11(a)(6) to discuss personnel issues.
22. Adjourn.
