Town Council Workshop

TOWN OF WEAVERVILLE TOWN COUNCIL AGENDA Weaverville Community Room at Town Hall December 10, 2024 at 6:00 pm 30 South Main Street, Weaverville, NC 28787 Town Council Workshop Meeting Livestreaming of meeting via the “Live” Tab on the Town’s YouTube Channel - Click this link: Youtube.com Weaverville NC government Live streams ; Meeting recordings viewable under the “Videos” Tab (unless technical difficulties are experienced) Presenter 1. Call to Order ........................................................................................................ Vice Mayor Chase 2. Water Requests …….………………..…………………………………………….……………………… Public Works Dir. Pennell a. 75 Cole Road Renewal Request ………………………………………………………………… 2 b. 4Ϭ Doan Road Request …………………..……………………………………………………….. 8 c. AdventHealth Request ……………………………………………………………………………… 11 d. 21 Parker Cove Road Request …………………………………………………………………… 18 3. Water Meter Conversion Project Update ………………………………………………………. 21 Public Works Dir. Pennell 4. Lead Service Line Project Update …………………………..……………………………............ 22 Public Works Dir. Pennell 5. Water Treatment Plant Update …………………………………………………………………….. 33 Public Works Dir. Pennell and WTP Supt. Wilson 6. Adjournment …………………………………………………………………………………………….….... Vice Mayor Chase 1  TOWN OF WEAVERVILLE TOWN COUNCIL AGENDA ITEM Date of Meeting: December 10, 2024 Subject: 75 Cole Road Apartments Renewal of Request for Water Commitment serving 223 apartments PIN: 9743-35-2359 Presenter: Dale Pennell, Public Works Director Attachments: 1. Application for Commitment Letter 2. Water Demand Calculations 3. Proposed Site Map 4. Water Commitment dated 5/28/2024 Description: The developer’s engineer (Civil Design Concepts) submitted an “Application for a Commitment Letter” in November 2023 for 67,000 GPD to serve a proposed 220-unit apartment project on Cole Road. This request was approved by Town Council on May 20, 2024. In November 2024, the engineer submitted a renewal request to Public Works for a renewal of the original request with a change in the total number of units (223) and a revision in the number of one, two and three-bedroom units. These changes now result in a reduction in their requested flow amount to 64,000 GPD. The Public Works Department has reviewed the application and has determined that adequate water capacity is available to serve this request. This property was annexed by the town on June 24, 2024 as a condition of the original allocation approval. The applicant is aware that a public water line will need to be extended for approximately 800 feet at the developer’s expense along Cole Road from the town’s 10” water line in Clarks Chapel Road to serve the property. Action Requested: Council discussion and decision to renew the allocation request. A suggested motion is: I move that Town Council approve the renewal of the water commitment for 75 Cole Road based on the updated request of 64,000 gallons per day. 2  The Town of Weaverville NORTH CAROLINA May 28, 2024 Warren Sugg Civil Design Concepts, PA Via email to: wsugg@cdcgo.com Re: Water Commitment for 75 Cole Road - Spittle PIN 9743-35-2359 Dear Mr. Sugg: On May 20, 2024, the Town of Weaverville approved the water commitment request that was submitted by you for the development of the above-referenced property. Your request indicated that a proposed development on the property listed above would consist of 220 apartment units. You requested domestic water service for those units totaling approximately 67,000 GPD. Based on our review it was determined that our water system has adequate capacity to serve this connection. Your commitment request was approved at a Town Council meeting subject to certain conditions listed herein. The following represents the conditions that must be met in order for the Town to provide water to your project: 1. Approval of this water commitment is conditioned upon the property being annexed into the Town of Weaverville. It is acknowledged that a valid annexation petition for the property has been properly submitted to the Town and is pending. 2. Please coordinate with Weaverville Public Works Director Dale Pennell on the detailed plans, materials, and installation of this water service. He will also need to know the earliest date that you expect that domestic water will be needed on this project. 3. All water services must be installed in accordance with Town Code and Water Policies, Procedures, and Specifications. Component submittals must be provided to the Public Works Director for approvals. Work must be performed by a NC Licensed Utility Contractor and supervised by Town staff. 4. This water commitment is valid only for the project described in this letter. 5. Unless otherwise extended by a renewal approved by Town Council, this commitment shall automatically expire one year from the date of this letter if the installation of the water system improvements has not begun within that one-year time frame. I anticipate that you will need an extension of this commitment and your project will be eligible for such for another year (or two) but that must be approved by Town Council upon your request and payment of a renewal application fee and additional commitment fees as set out in the fee schedule that is effective at the time of the extension request. 30 South Main Street • Weaverville, NC 28787 (PO Box 338) (828) 645-7116 • Fax (828) 645-4776 www.weavervillenc.org 3  6. This water commitment does not constitute the Town’s approval and acceptance of the proposed project. 7. This water commitment cannot be used to secure a building permit. To be eligible for a building permit your water tap(s) for the project must be installed. 8. Tap fees are not required where taps, meters, and associated appurtenances are provided and installed by Owner/Developer, which we understand will be performed by your contractor. 9. You have already paid the nonrefundable $100 renewal application fee. A commitment fee of $7,700 has been calculated based on inside rates for 220 meters [ȶ” or ¾”] at $35 per meter. This commitment fee is now due and payable, with the application fee (invoice attached) and must be paid within 60 days of the date of this letter to keep this commitment letter active. Failure to pay this fee by that date will result in a staff recommendation to Town Council requesting them to void the approval. I would also note that the due date of this invoice is within the next fiscal year. If the invoice has to be reissued after 60 days for nonpayment then the new fee schedule will apply and may increase the amounts owed. 10. Additional fees will be required to activate each account based on the Town’s Fee Schedule applicable at the time of activation, including an account establishment service charge, water account deposit, and water system development fees. These fees are based on meter sizes, which are not yet known, so an estimate cannot be provided at this time. Sincerely, Selena D. Coffey, MPA, ICMA-CM Town Manager cc: Dale Pennell, Public Works Director 4 5 6 7  TOWN OF WEAVERVILLE TOWN COUNCIL AGENDA ITEM Date of Meeting: December 10, 2024 Subject: 4Ͳ Doan Road Subdivision Request for Water Commitment serving 10 homes PIN: 9743-57-9499 and 9742-67-2377 Presenter: Dale Pennell, Public Works Director Attachments: 1. Application for Commitment Letter 2. Proposed Site Map Description: The developer’s engineer (CDG Engineers & Associates) submitted an “Application for a Commitment Letter” for 4,000 GPD to serve a proposed 10-home single family subdivision on Doan Road, using a daily water usage of 400 GPD per home. The project is approximately 0.9 miles north from the town limit. The Public Works Department has reviewed the application and has determined that adequate water capacity is available to serve this request without adversely affecting existing water customers. The applicant is aware that a 6” public water line will need to be extended for approximately 250 feet at the developer’s expense along Doan Road from the town’s 10” water line in Doan Road which terminates at the meter vault for North Windy Ridge School. The town has typically required a developer who requests water to apply for annexation when the proposed project is outside town limits. However, in this case, Town staff believes that it might not make sense for the Town to supply municipal services that far outside of the Town’s primary borders or to add to the Town’s satellite annexation percentage, especially when considering the 10% maximum threshold and other larger tracts that have expressed preliminary interest in annexing. An example of this approach (water without annexation) is the recently completed Chapels Crossing subdivision. For those reasons, staff recommends that this water request be approved without the condition of annexation. Action Requested: Council discussion and decision. A suggested motion is as follows: I move that we approve the water request as presented. 8 9 10  TOWN OF WEAVERVILLE TOWN COUNCIL AGENDA ITEM Date of Meeting: December 10, 2024 Subject: Advent Health Buncombe County Campus Request for Water Commitment serving 4 Buildings PIN: 9733-73-5347 etc. Presenter: Dale Pennell, Public Works Director Attachments: 1. Application for Commitment Letter 2. Water Demand Calculations 3. Proposed Site Maps Description: AdventHealth’s engineer (McGill Associates) submitted an “Application for a Commitment Letter” for 63,500 GPD to serve the proposed hospital campus adjoining US 25-70 and Ollie Weaver Road . The campus will include a Hospital (30,300 GPD), Medical Office Building #1 (14,250 GPD), Medical Office Building #2 (14,250 GPD), and an Ambulatory Surgery Center (4,600 GPD). This request totals ƒ’’”‘š‹ƒ–‡Ž›63,ͷ00 GPD. The town has previously approved an allocation of 98,000 GPD on this same site for a 244- unit apartment complex, which has now expired. The Public Works Department has reviewed this application and has determined that adequate water capacity is available to serve this request without adversely affecting existing water customers. The applicant is aware that a public water line will need to be extended at the developer’s expense from the town’s 12” water line on Ollie Weaver Road to a master vault at their entrance road. The design of this extension and vault will be required to comply with all town standards, details and specifications. The town has typically required a developer who requests water to apply for annexation when the proposed project is outside town limits. It is understood that the portion of the project’s property which is outside town limits will be considered for annexation as part of the project approval process. Action Requested: Council discussion and decision. A suggested motion is as follows: I move that we approve the water commitment/extension request conditioned upon all parcels within the project being annexed into the Town’s municipal limits. 11 12 13 14 15 16 17  TOWN OF WEAVERVILLE TOWN COUNCIL AGENDA ITEM Meeting Date: December 10, 2024 Subject: 21 Parker Cove Road - 45 lot subdivision Water Commitment Request Presenter: Public Works Director Dale Pennell Attachments: Application for a Water Commitment Letter dated Sept. 17, 2024 Preliminary site plan Description: Green Street Capital Partners LLC has submitted a Water Commitment Request for a proposed project involving the construction of 45 single family homes on 9.385 acres of open land and forest at 21 Parker Cove Road. The application requests 18,000 gallons per day (GPD), calculated at 400 GPD for each of the proposed 45 lots. The sizes of the proposed water lines are not shown on the preliminary site plan but the lines will be required to be a minimum 6” diameter with fire hydrants, to be installed at the developer’s expense and to be turned over to the town for ownership and maintenance upon completion. The preliminary site plan shows the proposed lines to be installed in a private road right-of-way (Water Leaf Drive) outside the project boundary, within the NCDOT road right-of-way for Parker Cove Road adjoining the project, and within several 20’ wide private alleys and roads with unknown widths on the property. The Public Works Director has found that there is sufficient capacity within the Town’s water system to provide this project with water without affecting existing customers. The property is outside town limits and does not adjoin town limits so Council will need to determine whether to make annexation a requirement for supplying water to this project. It is noted that an annexation petition and conditional district application are currently pending with the Town. ACTION REQUESTED: Town Council is asked to discuss this water commitment request. If questions arise about permission to use private road right-of-ways for water line installation, satellite annexation, water line size, or other related matters, a motion to table any action until these items are resolved may be suitable. If Town Council wishes to take action at tonight’s meeting staff and the Town Attorney will be available to assist with those motion if needed. 18  TOWN OF WEAVERVILLE WATER DEPARTMENT APPLICATION FOR A COMMITMENT LETTER 'ƌĞĞŶ^ƚƌĞĞƚĂƉŝƚĂůWĂƌƚŶĞƌƐ>> APPLICANTS NAME:_____________________________ PROJECT NAME:_______________________________ Parker Cove Project 2925 Senna Dr Ste 202 Matthews NC ADDRESS:_________________________________ 21 Parker Cove Rd Weaverville LOCATION: ___________________________________ _____________________________________ PHONE ___________________________________ 704-936-6676 NUMBER:_______________________________ 97524425600000 PIN NUMBER: _________________________________ ELEVATION: __________________________________ TYPE OF SERVICE: RESIDENTIAL † SINGLE FAMILY HOME † TWO FAMILY________NUMBER OF BUILDINGS † MULTI-FAMILY_______NO. OF BUILDINGS _______UNITS PER BUILDING † 4 RESIDENTIAL SUBDIVISION_____________NO. OF LOTS COMMERCIAL † SINGLE COMMERICAL BUILDING † UNIFIED BUSINESS DEVELOPMENT________NO. OF BUILDINGS ________NO. OF UNITS INDUSTRIAL † SANITARY FACILITES ONLY † SANITARY & INDUSTRIAL PROCESS WATER OTHER † FIRE SPRINKLER SYSTEM † IRRIGATION SYSTEM † ____________________ CAPACITY REQUESTED: MAXIMUM GALLONS PER MINUTE 1.5 ____________ MAXIMUM GALLONS PER DAY _______________ 1,0 11/2025 ANTICIPATED DATE OF SERVICE ______________ PROJECT DESCRIPTION: By way of Attachment(s) provide as much information as possible about this project. At minimum, attach A copy of the County Tax Map showing the location of the property. If the project involves a subdivision or more than one building location, a topographic map of the property is required to show building or lot Elevation. ACKNOWLEDGEMENT: Kristin Pruitt I ____________________________________________ understand that the processing fee of $ͺϭϬϬͺͺͺͺ, paid herewith is non-refundable and is to cover the costs of processing and investigating this request and that an additional Commitment Fee based on the size and number of connections is due upon approval. It is further understood that the Town has the exclusive right to deny the request for any reason whatsoever. Signature_____________________________________________ /1/24 Date_______________________________________ 19  Run Pug Rd r. e ek fD ov Cre Lea rC ms ter rke Ree Wa SITE Pa Rd Grove Rd Pleasant Seals: VICINITY MAP PRELIMINARY N.T.S. NOT FOR CONSTRUCTION 1.92 P.O.S 0.49 AC P.O.S FOR: prop. sign 0.14 AC C.O.S prop. sign 0.07 AC C.O.S GREEN STREET CAPITAL PARTNERS, LLC TOWN OF WEAVERVILLE n ig 6 spaces 20 .s op pr 0.05 AC - 20' r/w C.O.S pvt. alley 9 spaces 6 spaces 2925 SENNA DRIVE; SUITE 202 - 20' r/w n pvt. alley ig .s op 7 spaces pr - 50' r/w BUNCOMBE COUNTY, NORTH CAROLINA .S O C. C.O.S 0.09 AC MATTHEWS, NC 28105 AC 4 sp. pvt. street 10 /w 0. 0 'r -2 es ey THE SANCTUARY AT REEMS CREEK ac all sp t. 4 sp. 5 pv 4 sp. pvt. street 6 spaces TIE TO EXISTING SEWER C.O.S es 0.22 AC ac - 20' r/w sp - 50' r/w pvt. alley 5 TIE TO EXISTING WATER Project Number: 17.24.001 2 sp. 2 sp. 0.1 Date: 08/29/2024 C 0.05 AC 3A C.O.S Drawn By: NRP 3 C. sp. O. S 2s p. Checked By: NRP ' r/w . 20 2s p y- Revisions: 3 lle 08/29/24 ORIGINAL SUBMITTAL sp . t. a p. pv 2s 0.07 AC C.O.S 4 sp . r/w 0.57 AC 0' pvt. alley - 20' r/w -2 P.O.S y lle 6 spaces 3 sp. t.a pv Sheet Title: 20' BUFFER (0.89 AC P.O.S) Rezoning Plan LOT 35 MAPLE TRACE - PHASE 3 MB 185 PG 30 STOP LOT 34 Sheet No: LOT 36 GRAPHIC SCALE 1" = 50' LOT 33 50 0 25 50 100 RZ-1  TOWN OF WEAVERVILLE TOWN COUNCIL AGENDA ITEM Date of Meeting: December 10, 2024 Subject: Water Meter Conversion Project Update Presenter: Dale Pennell, Public Works Director Attachments: None Description: In 2020, the Water Maintenance Division of the Public Works Department completed the conversion of our manual-read water meters to radio-read water meters. These radio-read meters allowed our staff to drive a route throughout our water system and take readings of the meters without leaving the vehicle and shortened our meter-reading time from 2 weeks to 3 days. From these radio-read meter readings, we can address questions from customers about water usage by producing a consumption chart for the time period in question. Unfortunately, the manufacturer of our radio-read meters is phasing out this technology even though it has worked very well for us. The replacement technology is a cellular-read meter, which constantly transmits a signal from the meter to town hall. This allows monthly readings to be taken remotely, which eliminates the need to drive to each individual meter location. It also can provide instant access for customers who want to monitor their usage by setting notification parameters for leak detection or high usage. We installed approximately 60 of these cellular meters in 2024 in a variety of locations throughout the system, and all are transmitting properly. Some of these new meters were replacements for radio-read meters which had failed due to battery issues but were still under their 10-year warranty. In September we purchased 88 cellular meters at a cost of $27,000 (approximately $312 each) and these are being installed to replace additional failed meters or at new meter locations. Training on the new meter software was performed in November. In the 2025-26 Water Maintenance budget, I will be recommending the purchase of additional cellular meters. We will study the options of buying 3,200 cellular meters all at one time or spreading the purchase out over multiple years, along with the need for additional staff to perform the installation. An option might also be to contract with a plumbing company to perform the installation work but that will increase the new meter cost and require supervision of their work. The funding of this purchase will be analyzed thoroughly prior to budget discussions. Action Requested: Discussion and any preliminary direction to staff. 21  TOWN OF WEAVERVILLE TOWN COUNCIL AGENDA ITEM Date of Meeting: December 10, 2024 Subject: Lead Service Line Project Update Presenter: Dale Pennell, Public Works Director Attachments: Typical Letters sent to Customers Lead and Copper Rule Improvements Timeline Description: The Lead Service Line Find and Replace Project is an unfunded mandate from the Environmental Protection Agency administered by the NC Department of Environmental Quality. In July 2024, Town Council was presented with information that the state had funds available for both the “Find” portion of this project as well as the “Replace” portion, and Town Council passed a resolution to apply for these funds (copy attached). Meanwhile, staff from the Water Maintenance Division of the Public Works Department have been working diligently to meet an October 16, 2024, deadline to inspect all service lines in our system to confirm the existence of any lead components or unknown service materials. We met this deadline by submitting our inventory of 3,331 water meters to NCDEQ on October 15, 2024. Upon NCDEQ acceptance of our inventory, they then provided a subsequent list of additional tasks to be completed by the Town staff, which involved notification in writing to all meter customers with Lead/Galvanized or Unknown pipe materials in their meter connections. This task was accomplished in November with 812 letters being mailed. Copies of the two versions of the letters are attached. WithersRavenel has provided us with a one-page handout (attached) that includes a timeline for the “Find” portion (3 years) and “Replace” portion (10 years). The Town received a letter from NCDEQ dated October 24, 2024, approving our application for funding this project in the amount of $2,000,000 (copy attached). Our original understanding of this funding was that it was a grant; however, this letter clearly stated that the funding was a loan at 0.00% with a 2% loan fee required. We also understand that the loan term is 20 years. In addition, the loan has 8 specific deadlines for submittals to NCDEQ and requires compliance with multiple federal (EPA) requirements and LGC Approval of Debt. After consultation with our engineers (WithersRavenel) who assisted us with the funding application, we have decided that we can fund this project from our Water Fund in a more expeditious and inexpensive manner. Staff recommends that the loan offer be declined. Action Requested: Discussion and direction on whether to decline or accept the loan. 22 23 24 25 26 27 28 29 30 31 32  TOWN OF WEAVERVILLE TOWN COUNCIL AGENDA ITEM Date of Meeting: December 10, 2024 Subject: Water Treatment Plant Update x Resiliency Project x Expansion Project x Raw Water Pump Station Repair after Hurricane Helene Presenter: Dale Pennell, Public Works Director Randall Wilson, WTP Superintendent Attachments: None Description: Water Treatment Plant Resiliency Project The plans for this project have been submitted to the state and our consulting engineer has answered 3 sets of review comments. The generator and transfer switch have been delivered. We are waiting for the state to complete the final review and approval for this project. Water Treatment Plant Expansion Project The plans for this project have been submitted to the state. A reviewer has been assigned to this project. At last month’s meeting with the engineers, we reviewed the plans and a few things will be added and/or changed during the state’s review. The generator and transfer switch have been delivered. We are waiting for the state to complete the review and approve this project. Raw Water Pump Station Repair after Hurricane Helene Permanent repairs in the pump station are underway following the damage from Hurricane Helene. The flooded switch gear has been removed for repair. It should be back in the next two weeks. All the wiring has been taken out along with the conduit. I am hoping that the ceiling will be replaced in the next couple of weeks then the contractors can start putting everything back together. The completion for this should be the middle of January at a cost of approximately $75,000. Action Requested: None. 33