Town Council Work Session/Action Meeting Summary - January 24, 2024

Thank you to those who joined us for the Town Council Work Session/Action Meeting on Wednesday, January 24, 2024 at 8:30 AM. The meeting was held in the Lake Lure Municipal Center at 2948 Memorial Highway, Lake Lure, NC 28746. The following is a summary of the meeting.  Note that these are not formal minutes which will be included in the following month's meeting packet.  You may download the meeting packet for additional information.

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

II.        Agenda Adoption: The agenda was adopted as written, though the order of items covered changed. 

III.       Public Comment: There was no public comment.

IV.       Wastewater Treatment Plant Master Plan Presentation: Based on Task 15, LaBella Associates has created a Wastewater Treatment Plant Master Plan that delivers a needs evaluation, preliminary process selection,  high level site selection and assessment, and master plan layout of a proposed long-term Wastewater Treatment Plant Solution.  Brian Houston, PE from LaBella Associates presented an overview of the Waste Water Treatment Plant (WWTP) Master Plan. 

• The Town of Lake Lure’s 54-year-old Wastewater Treatment Plant (WWTP) sits on a small parcel entirely within the floodplain of the Broad River.
• Over the last 30+ years, it has undergone modifications to enable it to accommodate a large amount of Inflow and Infiltration (I&I) received from the now-100-year-old Lake-bottom sewer collection system.
• As a result of these modifications, the facility is no longer capable of biological wastewater treatment.
• As the Town develops the replacement sewer system and approaches abandonment of the old one, a WWTP will be required which can adequately treat the anticipated undiluted wastewater via a biological treatment process.
• LaBella evaluated capacity needs, treatment process options, and site alternatives in the development of a Master Plan for the future replacement WWTP.
• Capacity needs were determined by adding those estimated for existing development to those estimated for future growth through 2050, resulting in a wastewater production of approximately 723,000 gallons per day, substantially greater than the original design capacity of the existing WWTP.
• Considering regulatory-required excess capacity margins, rounding up to potentially extend the service life of the new WWTP slightly beyond 2050, and targeting a goal of maintaining classification as a Minor Municipal discharger under National Pollutant Discharge Elimination System (NPDES) permitting, LaBella recommends a design capacity for the new facility at 0.995 million gallons per day (MGD).
• Ultimately when the Town’s service area is fully built out, a WWTP capacity of approximately 1.5 MGD may be required.
• Three treatment process options were evaluated which could meet the anticipated NPDES effluent discharge limitations while providing the Town particular benefits over the original WWTP’s design.
• LaBella recommends the Integrated Fixed-film Activated Sludge (IFAS) process, which combines the familiar and reliable aspects of traditional activated sludge treatment with the improved process stability and lowered capital and operating cost benefits of attached-growth treatment.
• In addition to brief consideration of utilizing the existing WWTP site, LaBella examined three other potential locations for the new WWTP.
• The parcel between the dam and the existing WWTP, a portion of which the Town is currently negotiating for construction of a new dam, contains an easternmost portion which could accommodate the new WWTP as well as a potential future buildout WWTP.
• Though it contains difficult terrain, a pump station would not be required to carry new sewer system flows to it, and it provides excellent access to the Broad River discharge location.
• Based on the recommended capacity, treatment process and site, LaBella estimates a construction cost of approximately $28.9 million for the new facility, and a total Project cost of approximately $33.4 million (both 2023 values, subject to future inflation).
• Timing of this expenditure should be driven by the timing of the completion of the new sewer collection system, such that LaBella recommends that the development of the WWTP begin three to four years prior to the anticipated switch-over from the existing Lake-bottom system.
• In summary, the sum of the above-estimated flows yields the total anticipated 2050 (seasonal) wastewater flow expected to be received at the new WWTP. This is given in Table 9 below:

• Sizing of the new WWTP must take into account NCDEQ’s so-called ‘80/90 Rule’4, which relates to timing for planning of expansion of such facilities.
• In essence, once a WWTP in a growing locality is approaching annual average flows equal to 80 percent of design capacity, the Town will need to submit a plan for expansion.
• By the time flows reach 90 percent of design capacity, the Town will need to have completed design and obtained permits for an expansion.
• Because of this rule, the 2050 WWTP design capacity should be equal to: 

Total Estimated Flow / 80% = 903,500 gpd

• A minimal additional capacity (i.e., 10-15%) in a new WWTP often comes with very little additional capital investment, but can delay the need for future upgrades. NCDEQ permits WWTPs below 1.0 MGD as ‘Minor Municipal’ facilities, which carries some permitting advantages including potentially less stringent limits, and lesser sampling and staffing requirements.
• Therefore, in order to extend the service life of the WWTP somewhat further into the future beyond 2050, LaBella recommends the new WWTP be sized for 0.995 MGD, which matches the existing permitted capacity.
• (Applying this same approach to sizing for the ultimate buildout flows of 1.13 MGD indicated in Table 7 would yield a design capacity of approximately 1.5 MGD.)

 IX.    Project Manager Updates: Project Manager Mike Dydula introduced contractors from Morgan Corporation (the company that is building the reservoir drain at the Dam), representatives from Schnabel Engineering (Dam engineers who joined via Zoom), and Labella Associates (Sewer System Engineers). 

• The work that Morgan Corporation is performing requires close monitoring of water coming over the Tainter Gates.
• Maintaining the water coming over the Tainter Gates means that the lake levels fluctuate and are raised, as needed to reduce the water coming over the Tainter Gates.
• The work that Ruby-Collins is performing with the sewer system requires that the lake be maintained at 12 feet below full-pond. 
• This higher lake level prevents Ruby Collin's ability to perform their work as they need the lake to be 12 feet below full pond to install the sewer lines.
• There was a discussion regarding an amendment to the contract to pause the work by Ruby Collins at this time and prioritize the work by Morgan Corporation to construct the reservoir drain.
• The reservoir drain is the most critical project at this juncture as it is a safety requirement by the State.
• This means the sewer system project will need to be paused until the reservoir drain is completed. 

V.   Arbor Day 2024 Proposal Presentation: Development and Environmental Review Specialist Richard Carpenter has crafted a proposal to the Town regarding Arbor Day 2024.

• The proposal includes an Arbor Day event that will ultimately result in the planting of 12 deciduous trees within Morse Park on Arbor Day 2024.
• Mr. Carpenter presented additional information including an overview of objectives, methodology, and required materials.
• The overall goal associated with the proposal is to increase the tree canopy within Morse Park.
• The plan would be to host an Arbor Day Event on April 26, 2024 allowing the public to participate in tree planting within Morse Park.
• The Mayor would be asked to present an official proclamation in support of Arbor Day and the planting of trees.
• The Town would partner with local stakeholders to promote community education and involvement.
• The Town Plant approximately 12 deciduous trees within Morse Park on April 26th for Arbor Day as illustrated on the map below.
• The planting locations prioritize open areas with little to no canopy & the exposed trout buffer.

• Acquire 12 trees from Hillside Nursery – (Total tree cost: $1,920 for trees) Species  

         
                               River Birch              Black Willow           American Sycamore
        Quantity                4                               4                               4
         Cost               $680($170/1)           $620($155/1)           $620($155/1)

• Trees will be picked up by LL staff or delivered by Hillside for an additional fee.
• Event would begin with a proclamation by the town for Arbor Day.
• Ideally, the town would provide lite refreshments and spare tools.
• Town staff & qualified volunteers will manage planting sites with Rick Carpenter leading the best practices of tree plantings workshop.

VI.       Review Recommended Text Amendment for Code of Ordinances Section 36-70

• Community Development Director Mike Williams explained that his department has identified a discrepancy within the Zoning Ordinances in regard to Residential/Office District (R-4) zoning rear yard and side yard setbacks.
• Section 36- 61 (“R-4 Residential/Office District”) in the Zoning Ordinances specifies that side yards shall be not less than 12 feet in depth and rear yards shall be not less than 15 feet in depth.
• However, Section 36-70 (“Building Site Minimum Dimensional Requirements”) includes a table which states that the side yard and rear yard setbacks are both 10 feet, which is true for all other residential districts.
• Town staff feels that there was intent behind the specific setbacks for R-4 within Section 36-61 and recommends amending Section 36-70 to clarify that R-4 side yards shall be not less than 12 feet in depth and rear yards shall be not less than 15 feet in depth.
• Director Williams expressed that the fact that it is specifically called out, staff feels that there was a reason and want to reflect this in the schedule.

VII.     Review Preliminary Draft of Lease for 2654 Memorial Highway: 

• During the December regular meeting, Town Council voted to authorize the Town Manager to negotiate lease terms with Mr. Paul Brock and Mr. Wade Oppliger based on their proposal for the lease of 2654 Memorial Highway.
• Mr. Perkins and Town Attorney William Morgan have been in the process of creating a preliminary draft to meet the needs of both the Town and the future tenants.
• There was a discussion regarding the lease, the parties included in the lease, the improvements that may be made to the property, the non-motorized boats that will be rented, and the timing of the signed lease and rent.
• Mr. Perkins will continue working with the parties to finalize the next draft of the lease based on Town Council input and present the next draft in February. 

VIII.   Review Volunteer Board Applications: Town Clerk Olivia Stewman included copies of all of the Town Board applications in the meeting packet for Town Council review. Each Board with vacancies will make recommendations regarding new Board Members based on these applications. 

X.       Town Manager Updates: 

• Manager Perkins has arranged the community meeting with Duke Energy on February 20^th at 3:00 p.m. The Chimney Rock Village community is also invited to attend.  The meeting has been posted on the Town Calendar and on Facebook. 
• Manager Perkins noted that he plans to go back to the original EV Charger agreement that was reviewed previously.  Due to the future updates to the parking, he would prefer to simplify the updates at this point since the chargers will be moved at a later date when parking expands.  This will be on the consent agenda on the regular meeting agenda. Mr. Perkins thinks we need to have something in place now because they are used during peak season.
• It was noted that the Lake Lure voting precinct has been relocated.  Town Hall was considered as an alternate location but the County made the decision to relocate it to the Bill's Creek Fire Station.

XI.      Legislative Update with the Policy Group

• Steve Metcalf and his assistant joined Town Council for a discussion on the upcoming legislative session.  H thanked Council for the opportunity to meet.
• The General Assembly will resume in April or May and will consider bills to support local governments.
• The past session was a longer session (held in the odd years) and there were some unexpected topics, but a budget was passed.
• This year (even years) will be a short session with the sole purpose of making tweaks to the existing budgets.
• These sessions typically last 3 months and are usually finished on time.
• He anticipates 70 percent of the budget will be completed and 30 percent will be worked out during session so the process needs to start now. 
• There was a lengthy discussion and ultimately the plan was made to submit information on two specific Town needs.  One is the new Public Safety Building and the other is the new fire apparatus.
• Town Staff will begin developing a proposal to send to The Policy Group for review. 

 XII.     Adjournment: The meeting was adjourned.