Town Council Special Meeting Summary - July 28, 2023

Thank you to all who joined us for the Town Council Special Meeting on Friday, July 28, 2023 at 9:05 AM in Municipal Hall. The following is a summary of the meeting for those who could not attend. You may download the meeting packet for further details.  Please note that this is a summary and not formal minutes.  Minutes from this meeting will be included in the following month's meeting packet for the Regular Town Council Meeting.  

I. Call to Order: Mayor Pritchett called the meeting to order.

II. Agenda Adoption: The Agenda was approved as written.

III. Consider Approval of Ruby-Collins Agreement Amendment 02: Ruby-Collins has submitted Agreement Amendment 02 for the Subaqueous Sanitary Sewer Replacement Project for the amount of $1,482,095.

• The purpose of Agreement Amendment 02 is to carry forward the Phase 1 GMP scope and allow the Project Team to attempt HDPE, lateral and manhole installation along the northern shore of Sunset Cove.
• During the upcoming drawdown period, it is anticipated that the execution of this work will help the Project Teamwork through the learning curve of pipe, manhole and lateral installation in the backshore.
• All boats can stay in their boathouses during the work.
• The High-density polyethylene (HDPE) pipe, manhole and lateral installation work for the North Shore of Sunset Cove will begin around January 01, 2024, and work within the window of January 01, 2024, to March 31, 2024.
• If approved, the contract amount with the inclusion of Amendment 02 will be $2,972,095.
• This price includes materials, labor, equipment, subcontract, general conditions, design-builder fees, and bonds and insurance.
• Additional details can be found in the attached proposal.
• Council reviewed the proposed Agreement Amendment 02 during the July 26th work session meeting.
• The Lake Drawdown Schedule was discussed and confirmed.
• Town Council has approved a revised drawdown schedule based on the needs of the contractors an the plan for the next Lake Drawdown is 1/1/24 - 3/31/24.  
• The Lake will be drawn down by 12 feet.  
• While the Lake will begin rising on March 31st, 2024, the rate of refilling the Lake is based on the weather and the amount of rainfall received.   
• Parks and Rec will work on communicating when boats should be removed from the Marina. It was noted that the project in Sunset Cove will not require any boat removal from boathouses this drawdown.
• Council discussed that the drawdown will be more when the reservoir drain is installed and discussed the impacts in terms of wells. Project Manager Mike Dydula recommended working with LaBella Associates to send a PSA in regard to engineering possibilities when the lake can be drawn down 20 feet.
• Mr. SDydula mentioned that he followed up with Ruby Collins and LaBella Associates after the work session and during the drawdown Ruby Collins will finish the laterals in North Side Sunset Cove.
• Mr. Dydula and the engineers are working to get more crews for the project. 
• It was discussed that this would require more funding.
• For now, the plan is ti finish the North Side.
• The drawdowns after this will likely be requested for 5 months with the hopes that within three drawdowns we should have everything completed from Sunset Cove to the Waste Water Treatment Plant (WWTP).
• Mr. Dydula Mike noted that the remaining 3.5 million ARPA funds will likely be spent after the next 5-month drawdown. Mike noted that the next major challenge will be in Tryon Bay. Mike discussed timeline for completion, hoping for 8 years for completion. It was noted that money and easements play a factor.
• The Mayor expressed funding is the major driver.
• LaBella Associates is concerned with getting everyone on the new pipes as soon as possible so we can go into commission.

IV. Adjournment: The meeting was adjourned.