HomeMy WebLinkAboutAgenda - 08-15-1983 •
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ugusT„ 15, 1983
hillshorough iown Board
The Hillsborough Town Board met in special session on Monday, August 15,
BST, 7;00 P.M. Those present were Mayor Lucius Cheshire, Jr., Commissamers
Smith, Brown and Lloyd. Others present were County Commissioncrs Whined, • •
Willhoit, Marshall, Lloyd, and Walker. John McAdams, engineer for Orange County
and Mary Sanford were also present.
Mayor Cheshire opened the meeting with prayer and then stated that he
questioned the wisdon of the Town expending funds to provide a sewer line to
Efland Cheeks School. Mayor Cheshire then turned the meeting over to Commis-
sioner Chairman Richard Whited. Mayor Cheshire left the meeting at this point
unexcused,
Mr. Matted reviewed with the two Boards the proposed contract, amcnding
sections 4, 5, 7, 9., and 12. The Boards discussed three proposals for the
extending of the sewer line. The proposal as presented in the contract, a new
proposal which was present by Commissioner Smith that the Town extend a sewer •
line from Lakeshore Drive to Highway 70 at the Town's own expense and that the
Town would own the line from Highway 70 to Lakeshore. Orange County would then
extend the line from Highway 70 westerly, The third proposal offered suggested
the Town provide $27,000 in labor for the extension of the Sewer line from
Lakeshore Drive and then provide the equipment for the line the remainder of
the way to the school. The Town would then own the line from Highway 70 easterly, •
and the County would own the line from Highway 70 westerly. It was pointed out
that FRA would not let the project for Efland-Cheeks Subdivision be separated lyre
the school project. The following was discussed at the meeting;
1. The Town of Hillsborough will lay a 8" sewer line from Lakeshore
Drive to the Efland-Cheeks school only. Orange County will provide all
material for the complete project, the Town of Hillsborough will provide
all equipment for the complete project. The Town will contribute up to
$27,000 in labor cost and the County will reimburse the Town for labor
beyond the $27,000.
2. The Town of Hillsborough will own the sewer line exc lusively from Ow
intersection of Highway 70 to W. Hill Ave. easterly. Orange County will
own the sewer line exclusively from tht intersection of Highway 70 and
W. Hill Ave., westerly. tt
3. Orange County will collect all sewer tap-on fees for their portion of
the line and the Town will collect all sewer tap-en fees for their portion.
4. No parallel line shall he permitted to be constructed which shall
parallel, or circumvent the Orange County line.
5. A 12 month time limit shall be established fur County collection of taps.
After 12 months, taps shall be made with only the Town's approval. 1
6. The sewer line shall be completed within 90 days of receipt of engineer-
ing plans and material.
7. Orange County desires a commitment of a capacity of 1 MCI) for fofout
use in the Efland area.
A maintenance and management agreement and a service agreement will he
drawn regarding the sewer line.
Following the special meeting, the motion was made by Commissioner Smith
seconded by Commissioner Brown to go into executive session to discuss pending ; •
• litigation. Commissioner Stevens joined the meeting at this point.
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MINUTES
ORANGE COUNTY BOARD OF COMMISSIONES
August 15, 1983
The Orange County Board of Commissioners met in special joint session with
the Town of Hillsborough on Monday, August 15, 1983, at 7:00 P.M. at Town
Hall, Hillsborough, North Carolina to discuss the proposed sewer agreement.
Commissioners Present: Richard E. Whitted, Chair, Commissioners Ben Lloyd,
Shirley E. Marshall, Norman Walker and Don nillboit.
Town Board Members Present: Remus Smith, Alan Lloyd, and Lynwood Brown.
Town Board Members Absent: Dr. Rachel Stevens and W. Paul Martin.
John McAdams, engineer for Orange County and several Hillsborough residents
were also present.
The topic of discussion was the sewer agreement.
Mayor Lucius Cheshire stated that he had sent members of the Town Board a
letter expressing concerns for extension of the line.; that since the line
will be tapped into the Town's system, it should be owned by the Town. Mayor
Cheshire who turned the meeting over to Commission Chairman Whitted left the
meeting.
Chairman Whitted reviewed with the two Boards the proposed contract,
amending sections 4,5,7,9 and 12, The Boards discussed three proposals for
extension of the sewer line: proposal as presented in the contract; a new
proposal presented by Commissioner Smith, that the Town extend a sewer line
from Lakeshore Drive to Highway 70 at the Town's own expense with the Town
owning that portion of the line -- that Orange County construct a line from
Highway 70 westerly with the County owning that portion of the line. The
third proposed that the Town provide o27,000 in labor for the extension of the
sewer line from Lakeshore Drive and the use of equipment for the line the
remainder of the way to the school. The Town would then own the line from
Highway 70 easterly, and the County would own the line from Highway 70
westerly. It was pointed out that FHA would not let the project for
Efland-Cheeks Subdivision be separated from the school project. The following
points were among those discussed at the meeting.
1. The Town of Hillsborough to lay an eight foot sewer line from
Lakeshore Drive to the Efland-Cheeks School only; Orange County to
provide all material for the complete project; the Town of Hillsborough
to provide all equipment for the complete project; the Town to
contribute up to a27,000 in labor cost and the County reimburse the Town
for labor beyond the $27,000.
2. The Town of Hillsborough to own the sewer line exclusively from the
intersection of Highway 70 to W. Hill Avenue, easterly; Orange County
to own the sewer line exclusively from the intersection of Highway 70
and W. Hill Avenue, westerly.
3. Orange County to collect all sewer tap-on fees for their portion of
the line and the Town of Hillsborough to collect all sewer tap-on fees
for their gnrtioo.
A. No parallel lines to be permitted to be constructed that would
parallel or circumvent the Orange County line.
5. A twelve month time limit to be established for County approval of
taps after which taps shell be made with only the Town's approval.
6, The sewer line to be completed within ninety days of receipt of
engineering plans and material.
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7. Orange County's request of a commitment of a capacity of one m613 for
future use in the ofland area.
A maintenance and management agreement and a service agreement to be drawn
regarding the sewer line.
With no further business for the Boards to consider the meeting was
adjourned by consensus.
Richard E. mbitted, Chair
Beverly A. Blythe, Clerk
uzsmovTID 1/17/84
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Page three ..6/1.1/
Board. Further, he stated the To does not have authority to act on behalf of
the Board of Education.
Upon motion of Commissioner Smith, seconded by Commissioner Stevens, it was
moved and adopted to go into executive session to consider nding claims and
threatening litigation.
Executive session ensued.
Following the executive session, the meeting was adjourned. .
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Respectfully submitted,
Agatha Johnson, Town Clerk.
August 15, 1.983
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A maintenance and management agreement and a service agreement will be
drawn regarding the sewer line.
Following the special meeting, the motion was made by Commissioner Smith
seconded by Commissioner Brown to go into executive session to discuss pending
Commissioner Stevens joined the meeting at this point.
Executive session ensued.
When the Board reconvened from the executive session, the motion was made
':by Commissioner Smith, seconded by Commissioner Stevens, that the Town of
Hillsboroug h employ Mr. Gordon Brown of Chapel Hill to represent the Town in
the Timbers suit against the Town.
By consensus, the Board scheduled Thursday, August 18, 1983, 7:00 PM as
a special meting of the Board to discuss further the sewer line to the Efland
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The meeting was then adjourned.
Agatha Johnson, To Clerk
MEMORANDUM
TO: Board Members
FROM: County Manager
DATE: June 27, 1983
RE: AlterhatiVeS for Solving the Efland Elementary School and Efland Estates
Sewer Problems (Revised following the 6/23/83 meeting With the Orange County
School Board and Town of Hillsborough)
Work 'had progressed through May to arrange financing for Efland Estates
- sewer relief: when it was learned that the package treatment plant of the Efland
Elementory, School Was malfunctioning to the pointAt would need to be replaced.
Since both the subdivision and school are contiguous to one another it seemed
beneficial to try to solve the problems through a joint'project. The following
outlines how thi might be accomplished in so far as cost of on-site treatment.
'Si2e and LOCation
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Combined flow from the subdivision and school would be 22,600 gallons per
day (GPD) which is within the County ,(20,000 GPD) and School (10,000 GPD) discharge
permits, were they combined, (16,400 GPD) of thit is attributable to the 26 houses,
7,200 to the 18 lots and 5,000 UD to the School.
Alternative 1 , Collection and On-Site Treatment
Through a County Package Plant
'Cost -
Estimated expenditure would vary as to the scope of the project. Shown
below are five configurations. A plant, on site to treat the combined flow would
need to be loCated to thenorth of the subdivision and school on one to two acres
of land. 'OravitY would enable waste water to flow to the plant without pumping.
Repair Existing 26 Houses
Plant
Plus 16 26 Houses
for School 26,Houses Undeveloped 18 Lots, 26 Houses,
JAIOne —Aleme —Las ' PlOs School Plus School
On Site Collection 88,126 93,120 93,120 88,120
System
Outfall to the 0 0 0 15,000 15,000
Treatment Plant
Treatment. Plant 35,500 48,000 84,000 57,000
Engineering , 13,500 13,500 13,500 13,500
Contingencies 10,000 -- 10,000 10,000 10,000
..4r•••■• $
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Repair Existing 26 Houses
! Plant Plus 18 26 Houses,
fo'r School 26 Houses Undeveloped 18 Lots, 26 Houses,
; Alone Alone Lots Plus.School Plus School
Repair Existing 12,000
Tank
Slog Release 20,000
Tank ' It PLI-1)." 4-IG4,1.7-0 t 2-151 r2-0 it 181 G 2,i,
$32,000 4,1S5,1. 0 $172;029- $204,620 17.1-8.E4620-
. . .
Revenue Sources
,
This likewise must be projected based on scope for the one-time cost of
installation.
Rep Existing 26 Houses
Plant ” Plus 18 26 Houses,
for School 26 Houses Undevelped .18 Lots, 26, Houses ,
Alone ' Alone Lots ' Plus School Plus School
School System $32,000
34•77g0 ' q1; 1513-.
Clean Water Bonds 38,787- -11AWEW.-- 42,712 42,712
(25% of Cost)
Farmer's Home 42,500 42,500 42,500 42,500
Grant
Farmer's Home 42,500 42,500 42,500 42,500
Loan
Developer Share . - '
32,000 36,000
($2,000 per lot- i
equivalent cost. of
a septic tank) t...53q.
.164444. 065- 5a. to g
Local Share - 44L36 -- 12;900 . -401943-8- 6:51 °g
,
(School System & --
County)
$32,000 $4:565;wr $172,620 -mai.po $183,620
Monthly Operatili Alintehante and'DebtY'Sii'viCeCOSt'based On the 26 Houses, 18 Lots
and SchObl 'Sewag - (total and cost perhouse per month)
Total
Per,MOrith 26 Residents HousehOlds School 18 Lots
Chemicals and $165 $110 $55 0
Electricity ($4.23 per house)
Operator (Assuming 200 113 67 0
$200/month ($5.12 per house)
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„..,. y 1,P , 1 4—Ns) IV ' ■,,...--', 1 '.
' ' „..,- , .. ,-t•-• s
Total ' ! '- -rl
3 Per Month 26 Residents Households School le Lot's ' ,5,-' — - ,
t' (-' ).n
Debt Service-, 1 182
Amortization for ($7.00 per house)
40 yrs. at 7.325%
for the 42,500
Farmers Home Loan
Repairs $165 111 $54
($4.26 per house)
— 6.-- ,,
.. ,
$803 $536 $366 0 . , •
' ($20.58) A -v.
. f.
A 1 te r7i a-ti ve 2, Collection with Off-,Site Treatment
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— Through-A Line to the- Hillsborough AWT Plant
Cost , , 26 Houses
16 Lots & School
1 Q
On Site Collection System - $ 93,120\
Pipe to Pump Staion ' , 15,000/ -7.---
Pump .Station 12,000 t - .
8" Pressure Line -($10,000 for Line and 138,000
$68,000 for Labor) - ,, . , ._
. , ,,,
Pipe to Cross. Bridge , 15,000 \ ; -: .y.:Y
Aerator for Tank at Pump Site
Engineering for Collection System . (. --\._ 7,8,700 , /
Engineering for ump Station and Line
Contingencies 10,000
---:-----.—;-- ,
$321 ,820
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Revenue Sources i
Clean Water Bonds . 42,712
(25% of Cost lip to $42,712)
Farmer's Home Grant 42,500
1
Farmer's Home Loan 42,500
Developer Share
Local Share 1
County ($36,000.fron ended for the 18 , 67,608
lots to be recovered by a $2,000 tap
on fee and $31,608)
School 58,500
Town (in-kind labor) 68,000
321,820
Monthly_cperatinq/Maintenance and Debt Service Cost based on the 22 houses
18 Lots and School
26 Houses 18 Lots School
Debt Service - $7.00 per. ' $91
(Amortization for 40 yrs. -house .
at 7.125% for $42,500 .
Farmer's Homeloan)
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Sewer Charge $11.40 per $169 for 110,000
house assuming gallons per-month
4,000 gallon assuming 22 days
per month per month _
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.:...-1 $18.40 per month 0 $260
--.: per house
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Evaluation
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On-Site Package Plant Off-Site Treatment at Hillsborough
Advantages. Advantages
1. ReliefI tolimmediate sewer problems. 1. Relief to immediate and other
2. Less frOnt-end cash requirement to long range sewer problems.
install the Plant. -
2. Less monthly charge for treat-
3. 1
3. Would caue less development pres-
sure in the absence of zoning. 3. No County responsibility for
4. Would allow time to develop a master operating and maintenance and
plan for the entire township-.
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5. Part of C 1 ost could be recovered 4. No need for a discharge permit.
(salvage value on the plant) when 5. Capacity would be such to serve
conversion is made to a township-wide additional subdivision such as
collecticin system is developed.
, 1 Perry Hills where septic pro-
.
Disadvantages: blens are spotted.
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1. Higher operating cost per month to 6. Could be extended to serve
the residents and school. However, industry.
this would come down once the 18 lots
are developed. 7. County could recover its front-
cost through tap on fees.
2. County wOuld have to perform the
operating and maintenance on the 8. The line could become part of
plant. a master plan.
3. Capaaitylis limited by the size of Disadvantages
the Plant and the permit. It could not 1. Higher front-end cost to Count
meet anyineeds in adjoining communities.
2. If land use controls do not
4. If permit requirements by the State parallel installation the line
'.,.- become more restrictive these could ' could have an adverse impact o
A.-. • mmnlit mnro tn the nnpration of a oackaoe nrdorly dpvplonment.
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Disadvantages
3. A pressure system encourages
large tap ons and discourages
small tap ons.
4. A master plan should prevail ;
this line, gets ahead of plannim
for industry and township-wide
sewer and may end up not being
the most strategically located.
Kehneth R. Thompson
KRT:nm
NORTH CAROLINA
CONTRACT
ORANGE COUNTY
TOWN AND COUNTY SEWER
LINE AGREEMENT
This contractual agreement, made this the day of July 1983,
between the Tow of Hillsborough, a municipal corporation of the State of North
Carolina (hereinafter called "the Town"), and Orange County, North Carolina, a
body corporate and politic (hereinafter called "the County").
WITNESSETH:
WHEREAS, pursuant to Chapter 160A, Article 20 of the North Carolina
General Statutes, both Town and County, through their respective boards have
been authorized to jointly undertake the extension of the Town's sewer lines
and pump stations to service the extended lines.
WHEREAS, it is the intent of the Town and County to expand existing
sewer facilities in order to adequately and efficiently provide sewer service
for the relief or the malfunctioning Efland Cheeks Elementary School Package
Sewage System and to overcome a serious public health problem caused by septic
seepage within the Efland Estates Subdivision;
WHEREAS, lit is deemed to be in the best interest of both the Town and
County to enter into a contract under which the extension and installation
shall be authorized pursuant to certain terms as established herein;
WHEREAS, on the day of July, 1983, the Board of Commissioners of
Orange County adopted a 7. 1ition and on the day of July, 1983, the Board
of Commissioners of the Town of Hillsborough adopted a resolution authorizing
this contractual 'agreement with, by and between the other in accordance with the
terms as hereinafter set forth;
NOW THEREFORE, in consideration of the mutual covenants, terms and con-
ditions contained' herein accruing to the benefit of each of the respective parties
hereto, the receipt of which is hereby acknowledged, it is hereby agreed as
follows:
1. The Town contracts and agrees to install with its own labor and
equipment an eight inch pressure line some 24,000 feet from the
existing Hillsborough Sewer System via Highway 70 to the pump
station wet well at Efland Cheeks Elementary School , and furnish
and install a pump station at Efland Cheeks School capable of
servirlig, at a minimum, the 44 lots of Efland Estates and the
Efland Cheeks Elementary School.
2. The COunty contracts and agrees to design, and by contract installs
a collection system to serve the 44 lots of the Efland Estates
SubdiVision and to connect the Efland Cheeks Elementary School.
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3. It is understood and agreed between the parties hereto that the
final plans and specifiCation for the force main, pump station,
and collection system will be approved by the Town, County and
Enviironmental Management Commission prior to commencement of con-
struction..
4. It understood and agreed between the parties hereto that any
change or changes in the approved plans and specifications or
contracts which Will make any'alterations in the
work required by the plans and specifications, or which increases
the cost of the project above the latest estimate approved will
be submitted to the Town, County and Environmental Management
Commission for prior approval.
5. The Town and County contract and agree that adequate accounting
andlfiscal records will be maintained during the construction of
thelproject and these records will be retained and made available
fora period of at least two years following completion of the
project for the purpose of audit and examination.
6. The Town and County contract and agree to construct the project
or cause it to be constructed to final completion in accordance
with the application and plans and specifications approved by the
Environmental Management Commission.
7. The County contracts and agrees to receive competitive bids
(accOrding to G.S. 143-129) for all materials and equipment to
be used for the construction of the force main and the pumping
station and to award contract for installation of the collection
sysem.
8. The County contracts and agrees to pay for the following portion
of the cost of construction materials of the force main and pump
station up to a maximum of $117,000. Preliminary breakdown as
follOws: force main $60,000; pump station $12,000; tank replacement
at school $5,000; pipe for bridge crossing $15,000; Engineering,
easments and contingencies $25,000. Town agrees to provide the
County time sheets of labor man-hours and logs of equipment operation
deveiped to the project from its own forces for the County to use
in documenting the value of labor and equipment time to help match
Farmer's Home and Clean Water bond grants.
9. The Town contracts and agrees to provide the engineering services
related to the design of the force main from the existing sanitary
sewer of the Town of Hillsborough to the proposed pump station at
Efland Cheeks Elementary School , and of the pump station and
related appurtunances at Efland Cheeks Elementary School. The Town
shall also acquire or provide all necessary rights-of-way, easements ,
encroachment agreements, permits and other permission required for
the construction of the force main and pump station. The County
shall bear the cost of work provided under this item ans as desig-
nated in item 8 above.
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10. The County contracts and agrees to bear the cost of engineering
services related to the design and construction of the sewer
collection system to serve the 44 lots of Efland Estates Sub-
div[ision, the Efland Estates sewer connection to the proposed
pump station at Efland Cheeks School and the sanitary sewer
connection of Efland Cheeks School to the pump station: The
Cou6ty shall also acquire or provide all necessary rights-of-way,
easements, encroachment agreements, permits , and other permission
reoired for the construction of the Efland Estates sewer collection
system, the sewer line to the pump station and the sewer connection
of Efland Cheeks Elementary School.
11. The ICounty contracts and agrees to provide, at no cost to the Town,
the site and permanent easement for the proposed pump station at
Efland Cheeks Elementary School and the permanent easement for
the proposed force main across the Efland Cheeks Elementary School
property.
12. The Town contracts and agrees to provide sewer service to allow the
start and full operation of Efland Cheeks Elementary School beginning
August 29, 1983. This service will be either through operation of
the newly installed force main or through pumping and transport of
the Sewage by truck for treatment at the Hillsborough Waste Treatment
Plant.
13. The Town and County contract and agree that the force main pump
station, and sewer collection system for Efland Cheeks Elementary
School and Efland Estates Subdision, which are the subejct of this
agreement, shall be the property of the Town from and after the
datelof their completion/installation as certified by the engineers
of the project and the Environmental Management Commission. Town
agrees to maintain and operate the system extension in the same manner
and Provide the same level of service to the system extension as it
does the balance of its sewer system.
14. The Town and the County agree that approvals of the sewer tap-ons
to these facilities shall be made jointly by the Town and the County
for al period of 12 months, and, thereafter, such approvals shall be
by th,4 Town. The Town and the County further agree to charge $400
per -4ap-on for a residential dwelling unit which shall be shared as
follows: $200 to the County and $200 to the Town. The equivalent
residential sewage flow of 300 gallons per day per dwelling unit
will be used in calculating and changing the tap fee for other
than single family type residents. The fee schedule shall continue
in force until the County has recouped its contribution in General
Fund revenues cominitted to the project herein described. The County
agrees to collect the tap-on fees through its building permit
procedure and remit the Town portion to the Town.
41.11111.1111.1111.1
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IN WITNESS WHEREOF, the said parties have caused this agreement to be
executed in duplicate originals this day of July, 1983, for Orange County
and the day of July, 1983, for the Town of Hillsborough.
Attest:; TOWN OF HILLSBOROUGH:
/\gatha Johnson, Town Clerk Lucius M. Cheshire, Mayor
Attest:
COUNTY OF ORANGE
Sharon Allison, Acting Clerk Richard L. Whitted, Chairman
to the Board of Commissioners