Public Works Committee

CITY OF HENDERSONVILLE PUBLIC WORKS COMMITTEE June 27, 2023, at 5:00 p.m. 101 Maple Drive North, Hendersonville, TN 37075 I. Call to Order by the Chairman II. Acceptance of agenda III. Minutes A. Approval of May 23, 2023, Meeting Minutes 2-4 IV. Ordinances and Resolutions Roberson 1. Reading on Resolution 2023-25, a resolution accepting the dedication of 5-17 the completed streets in Durham Farms, Phase 2, Section 26 in Hendersonville, Sumner County, Tennessee V. Other Agenda Items 2. Trash Collection Contract Timeline 18 3. Trash Collection Update 19-20 4. FY24 Paving List 21-22 5. Limb & Brush Collection (verbal update) 6. Mid-Year Budget Amendment - Paving Update (verbal update) 7. Light Synchronization Update (verbal update) 8. Sanders Ferry Greenway Update (verbal update) 9. Other Business VI. Adjournment Anyone needing accommodations due to disabilities, please contact the ADA Coordinator at 615-822-1016 at least 24 hours prior to the meeting. 1  CITY OF HENDERSONVILLE PUBLIC WORKS COMMITTEE MEETING MINUTES May 23rd, 2023 Conference Room 1 5:00pm Present: Alderman Mark Skidmore (Chairman), Alderman Eddie Roberson (Vice- Chairman), Alderman Michael Martin (Secretary) Also Present: Mayor Jamie Clary, COO Jesse Eckenroth, Alderman Terri Goodwin Public Works Director Sarah Lock, Parks Director Andy Gilley, Public Information Officer Casey LaMarr, Waste Pro Lori Joyner Agenda Chairman Skidmore called the meeting to order at 5:00pm. Acceptance of the Agenda Motion: Alderman Martin Second: Alderman Skidmore Vote: Passed unanimously Acceptance of Meeting Minutes from April 25th, 2023 Motion: Alderman Martin Second: Alderman Skidmore Vote: Passed Unanimously ORDINANCES AND RESOLUTIONS: None OTHER AGENDA ITEMS 1. Trash Collection Update: Director Lock reported that trash service is doing well, and services are still within the accessible limits. She also advised that misses have been kept to a minimum. 2  2. Discussion: Consideration of options for residential trash service Mayor Clary opened discussions on options for residential trash service. Alderman Roberson made a motion asking staff to consult with the City Attorney on the current contract and afterwards, start negotiations with Waste Pro on extending the contract an additional year on the current terms. He also requested a timeline be started should the one-year contract extension fall through. The committee will reconvene in a month to discuss updates. Motion: Alderman Roberson Second: Alderman Martin Vote: Passed unanimously 3. Light Synchronization Update: Director Lock reported that they are still making connection to City Hall and progressing down Main Street. Overall, everything is moving along with no issues. Alderman Roberson asked for an update on Phase 2. Director Lock advised that Phase 2 is close to getting NEPA approval. Once approved they will move forward with the design. She reported the design contract has been awarded and the construction contract will go out for bid by early next year. 4. Sanders Ferry Greenway Update: Director Lock advised that everything is going well. They have started on the abutments and are also working on some of the piers. The estimated completion date is set for September 2023. OTHER BUSINESS West Sandersville Road Closure Director Lock reported that the Indian Lake Muli-Family Development will be preparing a temporary road closure for two months to allow for a roundabout to be installed. GNRC FUNDING Alderman Roberson asked Director Lock for guidelines on what the limitations and qualifications are for GNRC Funding. Director Lock agreed to provide those at a future date. 3 COUNTRY HILLS CART BARN DEMOLITION Alderman Robison asked about the status of the Cart Barn Demolition. He was advised that there have been no issues, and everything is progressing smoothly. Motion to Adjourn Motion: Alderman Roberson Second: Alderman Martin Meeting adjourned at: 5:45pm __________________________________________________ Mark Skidmore, Chairman 4  RESOLUTION 2023-25 Sponsor: Roberson A RESOLUTION ACCEPTING THE DEDICATION OF THE COMPLETED STREETS IN DURHAM FARMS, PHASE 2, SECTION 26 IN HENDERSONVILLE, SUMNER COUNTY, TENNESSEE WHEREAS, the developer, WFC Durham Holdings, LLC, a Delaware limited liability company registered in Tennessee as a foreign entity, has formally requested the City of Hendersonville accept the dedication of the completed streets in Durham Farms, Phase 2, Section 26; WHEREAS, the streets and drainage have been inspected by the Public Works Director and City Engineer and were found to meet all City specifications; WHEREAS, the Public Works Committee has recommended acceptance; and WHEREAS, the Hendersonville Planning Commission on _________, 2023, recommended acceptance of the streets: NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF MAYOR AND ALDERMAN OF THE CITY OF HENDERSONVILLE, TENNESSEE, that dedication of the completed streets in Durham Farms, Phase 2, Section, 26 is hereby accepted. Adopted this the ____ day of ________________, 2023. APPROVED: __________________________ JAMIE CLARY, Mayor ATTEST: _________________________________________ TAMARA INGERSOLL, Interim City Recorder APPROVED AS TO FORM AND LEGALITY: _________________________________________ LANCE A. WRAY, Interim City Attorney 5  LEGISLATIVE HISTORY Resolution 2023-25 Sponsor: Roberson Committee: Public Works Date of Committee Meeting: June 27th, 2023 Committee Recommendation: 6 DATE: June 27, 2023 ORDINANCE/RESOLUTION # Resolution 2023-25 A Resolution accepting the dedication of the completed SPECIFIC REQUEST/ RECOMMENDATION: streets in Durham Farms, Phase 2, Section 26, Hendersonville, Sumner County, Tennessee STAFF REPORT REPORT PREPARED BY: Sarah Lock, PE, Public Works Director BACKGROUND: 1 The Subdivision Regulations for the City of Hendersonville establish a process for development within the City. Once a residential subdivision is constructed and complete, the developer formally requests final acceptance of improvements and streets by the City. Staff provides a final review of the subdivision after punch list items have been addressed and recommends acceptance to the Public Works Committee, Planning Commission and Board of Mayor and Alderman. DISCUSSION: 2 The Developer, WFC Durham Holdings, LLC, formally requested the City of Hendersonville accept dedication of the completed streets in Durham Farms, Phase 2, Sections 26. The streets and drainage have been inspected by the Public Works Director and City Engineer and were found to meet all City specifications. FISCAL IMPACT: 3 n/a ADDITIONAL INFORMATION / PHOTOS: 4 n/a ATTACHMENTS: 5 • Resolution 2023-25 • Official Street Acceptance Map • Final Plats Section 26 7 8 9 10 11 12 13 14 15 16 17  TIMELINE FOR TRASH CONTRACT Bid to Implementation PUBLIC INPUT BOMA PLANNING TRANSITION Public Meeting & Possible Dates Early Transition Plan Boma Workshop 11/14,11/28, Coordination for Implementation 12/12,12/26 Transition Plan ADVERTISE AWARD PLANNING TRANSITION Bid Contract Award Contract Transition Plan Transition Plan Development Implementation OPEN & PW COM EXECUTE PLANNING NEW CONTRACT Open Bids, PW Contract Transition Plan Effective 7/1 PROCESS Committee 10/24 Execution Development START JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL BID SELECT PLAN ACT Public Input and Public Meetings Transition Planning Implementation Bid Process and Award 18 Trash Collection Update June 27, 2023 19 Trash Misses 05/11/23 - 6/15/23 Daily Reported Date Misses Reported Trash Collection Misses 5/11/2023 2 5/12/2023 7 5/15/2023 9 50 5/16/2023 12 5/17/2023 14 45 44 5/18/2023 5 40 5/19/2023 12 5/22/2023 7 35 5/23/2023 9 5/24/2023 13 # Daily Misses 30 5/25/2023 44 5/26/2023 18 25 5/30/2023 6 22 5/31/2023 8 20 21 6/1/2023 7 18 17 21 16 6/2/2023 15 15 15 14 13 6/5/2023 16 12 12 11 6/6/2023 22 10 9 9 8 8 6/7/2023 15 7 7 6 7 6 6/8/2023 17 5 5 6/9/2023 11 2 2 0 0 6/12/2023 8 6/13/2023 15 6/14/2023 6 6/15/2023 2 Date Total 306 20  FISCAL YEAR 2024 - PAVING LIST LABEL FROM TO LENGTH WIDTH ESTIMATE Bluegrass Dr STONEWALL DR BLUEGRASS CIR 2843 19 $ 123,830 Boone Holman Dr FREEHILL RD FOREST RETREAT RD 1165 20 $ 50,730 Braxton Ln W BURNHAM DR S, END 1769 22 $ 77,078 Canterbury Ln RIVER CHASE END 391 24 $ 17,017 Caudill Dr E MAIN ST AFFIRMED DR, 1439 24 $ 62,680 Chesire Pl WATERFORD WAY END 147 28 $ 9,615 Country Club Dr CHERRY HILL DR SNUG HARBOR DR 1422 21 $ 61,965 Crooked Creek Ln WYNBROOKE TRCE NEW PHASE 2727 24 $ 178,152 Cross Creek Ln STOP THIRTY RD W BANK DR 1839 24 $ 80,097 Cumberland Hills Dr BONITA PKWY EAST DR 3137 20 $ 136,653 Cumberland Shores WALTON FERRY RD HARBOR DR 3854 22 $ 167,896 Curtiswood Dr SANDERS FERRY RD, END 1957 19 $ 85,235 Donovan Ct BRAXTON LN W END 179 22 $ 7,799 Dover Pt WATERFORD WAY END 254 23 $ 11,054 Harbor Dr HARBOR CT, RIVIERA DR 5345 20 $ 232,844 Hedgelawn Dr BEAUMONT END 3315 27 $ 216,612 Lakeside Park Dr GATES DR HICKORY HEIGHTS DR 3378 22 $ 173,429 Lands End RIVER CHASE END 367 26 $ 24,010 Lexington Sta RIVER CHASE END 291 26 $ 18,983 Meadow Creek Ct SUMNER MEADOWS END 171 22 $ 7,469 Nathan Forest Ct NATHAN FOREST DR END 263 26 $ 17,171 Nathan Forest Dr TRAIL EAST DR DEAD END 3543 21 $ 209,512 Oak Meadow Ct SUMNER MEADOWS END 164 22 $ 7,153 Rachels Ct TAMARAS WAY END 114 72 $ 17,369 River Chase LEXINGTON STA SPRING CREEK TRL 1810 24 $ 94,022 Sanders Ferry Rd CURTIS CROSS RDS PARK LOOP 3341 19 $ 145,528 Stonebrook Ln STOP THIRTY RD STOP THIRTY RD 2019 18 $ 100,475 Stoneway STONEBROOK LN STONEBROOK LN 390 24 $ 25,498 Stoney Brook Way RIVER CHASE END 338 24 $ 14,710 Sumner Ct NATHAN FOREST DR END 320 26 $ 20,901 Sumner Meadows Ct SUMNER MEADOWS END 172 22 $ 7,492 Sumner Meadows Ln FOREST RETREAT RD, SUMNER MEADOWS 2524 22 $ 109,961 21 1  FISCAL YEAR 2024 - PAVING LIST LABEL FROM TO LENGTH WIDTH ESTIMATE Tamaras Ct TAMARAS WAY END 152 31 $ 9,942 Tamaras Way SAUNDERSVILLE RD HIGHLAND RDG 2426 22 $ 114,252 Trout Valley Dr INDIAN LAKE RD RAINTREE DR 1526 21 $ 66,460 Walton Trce S WALTON TRCE N, POLK CT 1775 22 $ 77,342 Waterford Way DEVONSHIRE TRL END 2959 24 $ 140,881 Wexford Hall RIVER CHASE END 166 24 $ 7,252 William Shy Dr END NATHAN FOREST DR 347 26 $ 22,672 Wyncrest Commons TAMARAS WAY END 195 27 $ 12,712 Pembroke Dr HEDGELAWN DR PEMBROKE CT, 2012 26 $ 131,472 Pembroke Ct BALLENTRAE DR, END 603 26 $ 39,383 Wallingford Ct HEDGELAWN DR END 124 51 $ 13,529 Havorford Ct HEDGELAWN DR END 116 51 $ 12,627 Drakes Creek Park Lot A 0 0 $ 100,000 Drakes Creek Park Lot B 0 0 $ 43,000 Drakes Creek Park Lot D 0 0 $ 65,000 Affirmed Dr CAUDILL DR, SECRETARIAT PL 1061 24 $ 69,342 Agee Cir E SOUTHERN TRCE, AGEE CT 303 22 $ 13,202 Agee Cir W SOUTHERN TRCE, END 416 22 $ 18,141 Clovercrest Dr CLOVERFIELD CT S BIRCHWOOD DR 590 22 $ 25,681 Cloverfield Ct S BIRCHWOOD DR END 969 22 $ 42,197 Forrest Meadows Ct FORREST MEADOWS END 379 19 $ 16,530 Forrest Meadows Dr SPRUCE DR END 787 19 $ 34,268 Masters Ct MASTERS WAY END 206 25 $ 13,451 Masters Way SPY GLASS WAY END 699 26 $ 45,701 White Oak Way AGEE CIR E, SOUTHERN TRCE END 403 22 $ 17,546 White Oak Ct AGEE CIR W END 311 22 $ 13,543 Agee Ct AGEE CIR E END 283 22 $ 12,334 Creekside Ct AGEE CIR E END 154 22 $ 6,722 Maintenance $ 102,000 TOTAL $ 3,800,124 22 2