SUMMARY OF MINUTES PUBLIC WORKS COMMITTEE 6:00 p.m., Tuesday, July 14, 2015 COMMITTEE ROOM Room 239, City Hall MEMBERS PRESENT: OTHERS PRESENT: Council Member Dan Besse, Chair Council Member Derwin L. Montgomery, Vice Chair Council Member Robert C. Clark Council Member James Taylor, Jr. Council Member Jeff MacIntosh Chair Besse called the meeting to order and stated that without objection, the Committee would first consider the Consent Agenda. Council Member Montgomery removed Item C-4 for discussion. Council Member Clark removed Items C-6 and C-9. No other Items were removed. Council Member Taylor made a motion to approve the balance of the Consent Agenda. The motion was duly seconded by Council Member Montgomery and carried unanimously. CONSENT AGENDA C-1. RESOLUTION REQUESTING THE NORTH CAROLINA BOARD OF TRANSPORTATION NAME THE US 421/BUSINESS 40 BRIDGE OVER SALEM AVENUE AND RESEARCH PARKWAY IN HONOR OF GEORGE HAMILTON, IV. C-2. C-3. C-5. C-7. CONSIDERATION OF BETTERMENTS FOR THE BUSINESS 40 IMPROVEMENT PROJECT. PETITION TO CLOSE AND ABANDON A PORTION OF DUNBAR STREET LOCATED EAST OFF OF EMERALD STREET (EAST WARD) Petition of Hobart L. Jones. Public Hearing: August 17, 2015. RESOLUTION GRANTING A PERMANENT UTILITY EASEMENT TO DUKE ENERGY CAROLINAS, LLC - Located along eastern edge of the Muddy Creek Wastewater Treatment Plant. RESOLUTION APPROVING DESIGNATION OF APPLICANT S AGENT FORM ALLOWING STAFF TO EXECUTE AND SUBMIT APPLICATIONS FOR FEDERAL EMERGENCY MANAGEMENT AGENCY GRANT ASSISTANCE.
SUMMARY OF MINUTES July 14, 2015 Page 2 C-8. C-10. C-11. RESOLUTION AUTHORIZING ACCEPTANCE OF FEDERAL EMERGENCY MANAGEMENT AGENCY GRANT FUNDING TO REMOVE A RAVAGED PROPERTY LOCATED AT 2870 MARGUERITE PARK DRIVE AS PART OF A SEVERE REPETITIVE FLOOD CLAIMS GRANT PROJECT. PROPOSED UNIFIED DEVELOPMENT ORDINANCES TEXT AMENDMENT FOR THE FLOODWAY AND FLOODWAY FRINGE REGULATIONS. APPROVAL OF PUBLIC WORKS COMMITTEE SUMMARY OF MINUTES - June 9, 2015. C-4. CONSIDERATION OF ITEMS RELATING TO THE WAKE FOREST INNOVATION QUARTER RAIL TRAIL SOUTH PROJECT: a. RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE NORTH CAROLINA DEPARTMENT OF TRANSPORTATION AND WAKE FOREST INNOVATION QUARTER, CDC FOR THE CONSTRUCTION OF A MULTI-USE TRAIL FROM THIRD STREET TO RAMS DRIVE. b. ORDINANCE AMENDING THE PROJECT BUDGET ORDINANCE FOR THE CITY OF WINSTON-SALEM, NORTH CAROLINA FOR THE FISCAL YEAR 2015-2016. Mr. Gregory Turner, Assistant City Manager, gave the staff presentation on this item. In response to Chair Besse, Mr. Turner replied matching funds would be provided by Wake Forest Innovation Quarter. In response to Council Member Montgomery, Mr. Turner replied staff should receive bids in October 2015, and construction could begin in early 2016. In response to Chair Besse, Mr. Turner explained the bids for the project planned for Third Street were over budget, and staff is modifying the project and will send it out for rebidding. He added the project would continue north on Third Street to Martin Luther King, Jr. Drive. Mr. Turner clarified there are two projects which would extend the trail from Martin Luther King, Jr. Drive to Rams Drive. Council Member Montgomery made a motion to approve the item. The motion was duly seconded by Council Member Clark and carried unanimously. C-6. RESOLUTION APPROVING CONTRACT FOR MID ATLANTIC TO PROVIDE PROFESSIONAL ENVIRONMENTAL SERVICES INVOLVING GROUNDWATER POLLUTION IN THE AREA OF 28TH STREET - Amount not to exceed $77,500. In response to Council Member Clark, Mr. Turner explained the City will pursue all avenues for reimbursement.
SUMMARY OF MINUTES July 14, 2015 Page 3 Council Member Clark requested the North Carolina State s policy on waste disposal sites and groundwater pollution reimbursement. In response to Council Member Clark, Mr. Keith Huff, Director, Stormwater Management Department, explained the State of North Carolina has not replied if they will reimburse the City. In response to Council Member Clark, Mrs. Angela Carmon, City Attorney, replied staff will investigate if the City is responsible for testing at Bowman Gray, and if so how long will the City be obligated to continue testing. Council Member Clark made a motion to approve the item. The motion was duly seconded by Council Member Taylor and carried unanimously. Council Member Montgomery requested staff continue to inform citizens in these affected neighborhoods of the testing process and the outcome of the testing. C-9. INFORMATION ON LED STREETLIGHTING. In response to Council Member Clark, Mr. Lindsey Smith, Energy Management Coordinator, Property Maintenance Department, replied Duke Energy has two rates, a grandfathered rate and a new rate. He explained the grandfathered rate would apply to anything installed prior to four years ago. Mr. Smith stated the grandfathered annual fee for the small sodium light bulbs is $103 and the fee for large sodium light bulbs is $190. The cost on the new rate would be $130 for the small sodium bulbs and $202 for the large. He explained the small mercury light bulbs cost $90, and the large mercury light bulbs are $150 annually. He explained the small LED bulbs are $112 and the large LED are $180. Council Member Clark requested a graph showing this information and highlighting the types and amounts of bulbs the City is currently using with the grandfathered rates and the new rates. In response to Council Member Clark, Mr. Smith explained if staff only replaced the high pressure sodium bulbs with the LED bulbs it would create different types of lighting on the same street which wouldn t be aesthetically pleasing. He added CityLink receives approximately 2,500 calls a year about streetlights. In response to Council Member MacIntosh, Mr. Turner explained the mercury vapor bulbs are the oldest bulbs in use, and their efficiency is the lowest which provides less light per dollar. Mr. Smith stated Duke Energy is not going to continue to repair the mercury vapor lamps due to the lack of replacement parts. GENERAL AGENDA G-1. RESOLUTION SETTING CITY POLICY ON PREQUALIFICATION OF CONSTRUCTION CONTRACTORS.
SUMMARY OF MINUTES July 14, 2015 Page 4 Mr. Turner gave the staff presentation on this item. In response to Chair Besse, Mr. Turner replied this criteria would be applicable for all projects. Council Member Montgomery voiced concern over making the criteria too strict which would limit smaller companies with less experience in large scale projects from prequalifying. Council Member Clark stated he supports the creation of this policy. He feels it will assist the City in finding the best qualified contractor for the job. In response to Council Member Taylor, Mr. Turner replied the Minorities and Women in Business Enterprises requirement would be included in this resolution. In response to Council Member MacIntosh, Mr. Turner replied the City has to award to the lowest responsible bidder. If the lowest bidder is deemed not to be qualified to do the work, then the City would not be required to use them. Mr. Lee Garrity, City Manager, added the prequalifying process is not a negotiation process. He also explained situations where the buildings are occupied while construction is occurring would require the company to have experience in that area, and be able to work with events that are already scheduled for the venue. Council Member Montgomery requested this information be sent to all Council Members for review before the August Public Works Committee meeting. This item will be held until the August Public Works Committee meeting. G-2. PROPERTY OWNER REQUEST FOR DRAINAGE ASSISTANCE TO PIPE PRIVATE PROPERTY STREAM CHANNEL - 4001 Winchester Drive. (Item continued from the June meeting of the Public Works Committee.) Mr. Huff gave the staff presentation on this item. In response to Chair Besse, Mr. Huff replied staff sent a letter informing Ms. Sharp of the Committee meeting and tried to contact her multiple times by telephone and left messages on her voice mail. In response to Chair Besse, Mr. Turner replied Ms. Sharp is requesting the City pay for all the cost of her project. He explained the Wicklow dam downstream does not impact her property. Mr. Huff added that a portion of Ms. Sharp s property would qualify under the severe erosion of a drainage way. In response to Council Member Taylor, Mr. Huff replied this stream is located on Ms. Sharp s private property, and it was on the property when she purchased it in 2001.
SUMMARY OF MINUTES July 14, 2015 Page 5 In response to Council Member MacIntosh, Mr. Huff replied the repairs to the stream would be changing the angle of the bank and to plant vegetation which would prevent erosion. In response to Council Member Clark, Mr. Huff replied the policy is to split the cost of the repairs with the property owner 70/30. It was the consensus of the Committee to inform Ms. Sharp of their decision to not change the 70/30 policy. G-3. PRESENTATION ON BOWMAN GRAY STADIUM ENVIRONMENTAL TESTING. Mr. Huff gave the staff presentation on this item. In response to Chair Besse, Mr. Huff explained the unpermitted waste disposal is classified this way because the landfill was established before permits were required. He stated testing will show if the pollution is stable or if it is migrating. In response to Council Member Taylor, Mr. Huff clarified less than combustible methane ranges from 0-5%. He explained the range for combustible levels of methane is 5-15%. Council Member Taylor requested staff notify residents in the area of the findings and how they can receive testing. In response to Council Member Clark, Mr. Huff replied the average yard containing grass clippings and decomposing pine needles would typically test at 0% of methane two-feet from the ground. In response to Council Member Montgomery, Mr. Huff explained the biggest concern is when methane accumulates in enclosed spaces. In response to Council Member Taylor, Mr. Huff replied the consultant team has found that Bowman Gray Stadium is safe, and any issues have been mitigated. Council Member Clark requested a report on capturing methane, installing pipes, and how and when to flare the gas to release it. In response to Council Member Montgomery, Mr. Garrity replied Winston-Salem State University has reported to the City they are still interested in purchasing the stadium. G-4. INFORMATION ON RECOMMENDED STANDARDS FOR USE OF CITY FUNDS FOR SOIL/UNDERGROUND CONTAMINATION TESTING. Mr. Turner gave the staff presentation on this item.
SUMMARY OF MINUTES July 14, 2015 Page 6 In response to Council Member Montgomery, Mr. Turner replied if the previous property owner who caused the contamination to occur could not be located or was not available to pursue reimbursement, the provision would state the City would be responsible for testing. Council Member MacIntosh requested a report on landfills previously used by the City, including if testing has been performed in those areas. In response to Council Member Clark, Mr. Turner stated examples would be methane at combustible levels, chemicals flowing from the ground that could cause immediate harm to citizens. In circumstances where the chemicals are deemed not harmful to citizens, the City would not be required to test. Chair Besse requested the provision include a clause that states City funds would be used for testing only when a responsible party cannot be located. He requested adding limiting factors to Number 5 Testing to address an imminent threat to public action or safety. Council Member Clark requested a report on closed sanitary landfills in the City and if the City performs testing in these areas, specifically the Silas Creek Landfill. Chair Besse requested staff bring this item back with a range of options, including eliminating Number 5, modifying Number 5 to clarify what the City s responsibility on different types of properties would be, and excluding commercial properties. Additional Item: Council Member Montgomery requested staff contact the North Carolina Department of Transportation (NCDOT) regarding the access to the Diggs neighborhood from Vargrave Street. He stated the neighborhood only has one way in and one way out at this time and it is causing problems for residents. He would like staff to inquire with NCDOT when Vargrave can be opened, and if it can be opened while construction continues on Highway 52. Additional Item: Chair Besse invited Council Members, City staff and citizens to a ribbon cutting event for the opening of the Little Creek Greenway on Tuesday, July 21, 2015 at 10:30 a.m. ADJOURNMENT: 7:26 p.m.