Town Council Work Session Summary - March 22, 2023
Thank you to all who joined us for the Town Council Work Session on Wednesday, March 22, 2023, at 8:30 AM in Municipal Hall. The following is a summary of the meeting for those who could not attend. You may download a copy of the meeting packet for further details. Please note that this is a summary and formal minutes from this meeting will be included in the following month's meeting packet.
I. Call to Order: Mayor Pritchett called the meeting to order.
II. Agenda Adoption: One agenda item was added to the agenda which has been updated below.
III. Lake Lure Flowering Bridge Parking Lot Request: Lake Lure Flowering Bridge (LLFB) Chairperson Kathy Tanner joined the meeting via conference call. She is requesting $8,000 from the town to assist with constructing expanded parking for the LLFB, given the construction plans for the new Education Center. There was a discussion regarding the permitting process and Ms. Tanner will work with Community Development to submit the permit application. This is the next step in the process and the request should come back to Town Council once the permit is approved.
IV. Discuss Lake Lure Flowering Bridge 10-Year Lease: At the March 14th regular meeting, Council approved a grounds lease agreement with the Lake Lure Flowering Bridge (LLFB) with a 12-month term. This short-term lease was approved in order to enter into the agreement in a timely manner while avoiding legally required 30-day notice deadline for lease agreements over one year, which would not allow the agreement to be approved until the April regular meeting and would delay the LLFB progress with their education center project. Both parties wish to enter a long-term agreement, so a 10-year agreement is being proposed as it is the longest term authorized without following sale of real property general statutes. However, the Town is in process of seeking a local bill to exceed the 10-year limit. Attorney William Morgan drafted a 10-year agreement, which is fundamentally the same as the 12-month agreement. More recently added stipulations include the Town’s responsibility to ensure inspections and the addition of sewer to the list of utilities paid by the Town. The Town Clerk has sent notice that the Town will consider approving the 10-year agreement at the April 11th regular Council meeting.
V. Fire/Emergency Services Department Personnel Discussion: Fire Chief Dustin Waycaster expressed the personnel needs of the Fire/Emergency Services Department. He shared concerns regarding coverage due to recent paramedic losses in Rutherford County. There were six (6) paramedics leaving the county in the past month which puts greater stress and responsibility on his staff to address calls. He requested the addition of a Lake Lure Fire position to help maintain the standard of care their department has been providing with the support of the County EMS. All Lake Lure paid Firefighters are certified as Advanced EMTs. There are seven paid staff. The cost of adding a person is $55,000-57,000. Town Manager Hank Perkins recommended that we incorporate this additional person into the budget for the next year.
VI. Discuss Rutherford County Tourism Development Authority Lease: Council will continue to discuss the Rutherford County Tourism Development Authority lease for the Community Center (2932 Memorial Highway). Town staff is proposing a 1-year term with the option to renew for 9 additional terms of 1 year. The Town Clerk has sent notice that the Town will consider approving the lease agreement at the April 11th regular Council meeting.
VII. Chimney Rock Village Agreement to Operate Water System Update: Town staff amended the draft agreement to operate the water system with Chimney Rock Village, based on past Council discussions. Chimney Rock Village has been provided with an updated draft. The Town Manager has been in contact Chimney Rock Village leadership. There is a mutual opinion that an extension of the current agreement will be needed in order to address the needs of both municipalities moving forward. The recommendation is to extend the current agreement through this calendar year while developing a new agreement so CRV can further assess their maintenance plan. The Town will develop a spreadsheet that demonstrates all of the Lake Lure staffing costs by customer. Whatever fee is agreed upon by both entities will be included in the agreement. The Town will include the formula for computing the fee. The actual expenses will be assessed at the end of the year. If costs exceed the amount paid per the agreement, CRV will pay the difference. If the amount paid in the agreement is less than the actual costs, then the Town will reimburse CRV.
VIII. Review Draft Capital Ordinance for Drain Valve Installation: The town will open bids for the valves on 3/25/23. They will present the bids with a recommendation for approval to Town Council. The goal is to be able to approve a bid for the drain valve installation project during the April 11th regular meeting. At that time, Council should also adopt a capital ordinance for the project. The bid opening for the project will take place on March 28th at 10:00 a.m. At that time, the costs detailed in the ordinance can be determined. Town staff has provided a draft capital ordinance with the exclusion of the prices that will be evident following the bid opening.
IX. Discuss Public Works Building and Equipment Lay-down Area: The Town has been working towards the construction of a Public Services building and an equipment lay-down area for ongoing infrastructure projects including the sewer system replacement project and the dam replacement project. Town staff will update Council on the building and lay-down area. Town staff requests Council input in regard to the timing and options of the two projects. It is thought that two acres are needed for both the building and the lay-down area. There was discussion about relocating the equipment that is currently in the Public Works Department behind the Arcade Building to this new space to free up the space behind the Arcade Building for other uses. It is estimated that the cost of graveling the lay-down area is estimated at $200,000.
Town Manager Perkins reported that he has an appraisal/lease rate study for the current location of the ABC store. He is also obtaining a study of the space behind the Arcade Building. This space includes the Pool Creek well which will have to be figured into the equation with a backup plan for the well if needed. Town Manager Perkins estimated the assessment would be complete in 5-6 weeks.
It was noted that the Department of Transportation (DOT) will also need space to work on the location for the new (replacement) Dam bridge. This location for the Dam replacement bridge has not been confirmed by DOT. The lay-down area for the DOT project could impact our own needs for space. There will be a need for space to access the new bridge as well.
It was recommended that we contract with a Civil Engineer who could come out and assess the space and estimate the cost for all these needs, specifically the lay-down space and the location of a future building.
X. Human Resources / Customer Services Specialist Job Description: At the time that Jennifer Duncan was hired as the Human Resources/Customer Services Specialist, there was not a job description created to appropriately define all of the duties of the positon. Rather, there were two separate descriptions which are now outdated. Town staff is working towards creating an accurate description of the Human Resources/Customer Services Specialist Job Description, which will require Council’s approval.
XI. Lure Lure Olympiad Waivers: Laura Krejci Communications Director advised that the Olympiad will be hosting the annual Lure of the Lake Swim Event on June 10, 2023 at the Lake Lure Beach. A request is being made for a Waiver of the Noise Ordinance, Chapter 20 Article II on June 10, 2023 from 6:00 am until 10:00 am for this event. The start time for the competition is 8:00 am. This item will be on the April 11th agenda for approval.
XII. Town Email Discussion: Town Manager Perkins explained the importance of using official Town emails for official correspondence.
XIII. Project Manager Progress Report: Project Manager Mike Dydula discussed the following updates.
1) Dam: Working on getting funding for survey & geotech work. This will allow Schnabel to start the 30% design documents
2) Phase One - Sunset Cove Sanitary Sewer Project: Ruby Collins is working on 9th Boring this week. Will try to get 10th boring next week if site constraints allow. All stakeholders had meeting 2 weeks ago and we are expecting a GMP proposal from Ruby Collins in Early March. We are currently working on exact dates for next year’s drawdown.
3) Deep Water Access: Awaiting response from Engineer of record Kim Warner to make site visit and address Tim Edwards’s retaining wall questions. Still waiting for a signed contract from Chris Tott who will be the General Contractor on the project.
4) Reservoir Drain (Dam Valves): The bid opening has been extended to 3/28/23 to allow Contractors more time address addendums and additional questions. Schnabel has given us their proposal for $467,785.96 for CA services for the project. We are in the process of retaining a Real Estate lawyer for use of land on the downstream side of dam not owned by the Town.
5) HDD Subaqueous Sewer: The bid opening has been extended to 4/18/23 to allow contractors more time to review the project. We technically do not have a formal engineers estimate at this time.
6) Dredging: The town has not yet retained a design firm at this time. We will be working on a RFQ soon. Tim Edwards has been making progress at the eastern end of the channel where it flows into the opening of the lake.
7) Waste Water Treatment Plant (WWTP): The town will be retaining a real estate lawyer soon to help with a realtor firm in looking at potential sites for the new WWTP.
8) New Public Works Relocation/Site: The town has terminated the agreement with Willis General Contracting for the preengineered building. Project was not bid per NC statues for a “formal” project. Scope will be reduced to just a laydown yard for Dam projects moving forward. Will be sending out an RFQ for engineering services to develop and build the site.
9) Asset and Inventory Assessment (AIA) Grant – Sewer: Progress is ongoing.
10) AIA Grant – Water: Labella Associates are still working on this grant.
11) AIA Grants – Storm: Mr. Dydula will be trying to work with Labella Associates on this in the near future.
12) Underground Storage Tanks: No change since last meeting. Hope to start in the next week.
13) Firefly Cove Water Wells: Labella is still working with Public Works. They are around 85% complete. The estimated timeline is for an 8-week completion time.
14) Chimney Rock Water/Sewer Agreement: Refer to earlier notation regarding this matter.
15) Chimney Rock/Lake Lure River Walk/ Streetscape: Had initial meeting with key stakeholders recently and will be getting more involved soon. (No change since last meeting).
16) Rebuilding American Infrastructure with Sustainability and Equity (RAISE) Grant – NCDOT: Will be working with Town Manager on this. Have upcoming meetings planned with the design firm.
New Projects:
1. Luremont Bridge: Helping Parks and Rec to get an agreement for design services.
2. 177 Tryon Bay Circle: Working on getting a structural engineer under contract to provide scope documents and demo plans to put out for bid.
3. NCDOT – New Bridge: Will be having several meetings with stakeholders on the new bridge and dam location and scope of work. (Knight Strategies)
4. Financial Audit: Working with Finance Director on projects/documents/finances for Morse Park and Dredging activities.
XIV. Town Manager Updates:
1) Cell Tower: The Town of Lake Lure has been working with AT&T to install a cell tower on the old Boys Camp Road campground. A lease has been signed between the Town and AT&T for the new cell tower but the project has been delayed for months due to a technical complications with the State Historic Preservation Office. Another meeting was held with State Historic Preservation Office, the Town of Lake Lure staff, and AT&T’s contractors on 3/17/23 and the State expressed satisfaction with our current proposed plan. They volunteered that upon receipt of AT&T’s written draft of the plan, they were willing to approve a release for construction to begin!
The bottom line is that the cell tower project will now be able to move forward as planned. The tower will enhance cell and wireless service from the dam, into Lake Lure, and just beyond Chimney Rock. AT&T reports that users will have 4-5 bars of service indoors so we are all looking forward to this increased access.
Note that there will be multiple carriers available. AT&T is having the tower built and will have the highest antenna space, then Verizon is planning to lease the space right below AT&T, leaving one or probably two additional levels below for other carriers.
It is estimated that the new tower could still be in place by late 2023.
3) Cleaning Company for Town Hall: A new cleaning company is being sought for Town Hall.
4) Dam Safety Meeting: Dam Safety Office has chosen Lake Lure for their annual meeting.
XV. Lake Drawdown Schedule Update: It is estimated that future drawdowns will need to be for five (5) months to accomplish more work on the sewer system replacement project. The drawdown will possibly begin in November. A formal decision will be made in the coming weeks.
XVI. Fireworks Discussion: Town Council recently decided to forego the 4th of July Fireworks Event and as a result will utilize the funds from this event to purchase and improve holiday lighting and décor to enhance tourism during the off-season winter months. A request has been received from the Lake Lure Inn to hold a smaller fireworks event at the Lake Lure Beach as a part of their concession agreement. Tickets will be for $20 for dinner and viewing on the Beach. There was a discussion with Fire Chief Dustin Waycaster and this will come to Town Council for review.
VII. ABC Store Move: The ABC Store will be re-locating to the Strip Plaza on Memorial Highway, formerly the Hickory Nut Gorge Outreach location. Town Council will address the moving details. The lease has been approved and the start date is 4/15/23.
XVIII. Schnabel Work Order No. 7A - Reservoir Drain Construction Services: Schnabel Engineering has submitted a proposal for Work Order No. 7A. The proposed Word Order is for professional dam engineering services associated with the construction of the planned reservoir drain at Lake Lure Dam. Such services include providing construction phase services for the installation of the reservoir drain at Lake Lure Dam. Services for this project will be performed under the supervision of a Professional Engineer(s) licensed in the State of North Carolina. The lump sum of the services listed in proposed Work Order No. 7A is $467,785.96.
XIX. Adjournment
