TOWN OF AURORA, NC BOARD OF COMMISSIONERS MINUTES April 6, 2020 Meeting  Ar regular meeting of the Aurora Town Board of Commissioners was held via teleconference at 7:00 P.M. on Monday, April 6, 2020. The toll free phone number and access code was posted and made available to all residents. Mayor Clif Williams called the meeting to order with the following present:  Officials Present: Commissioners Present:  [X] Clif Williams, Mayor [X] Coley. Jordan [I Brad Lee [I Jeff Peed [X] Tina Taylor  Attendance:  [X] Judith Lannon - Town Clerk/Finance Officer [X] Chuck Bonner - Public Works Director [l Curt Hendrix- - Recreation Coordinator [X] Various members oft the public were in attendance  A motion to approve the proposed Agenda was made by Commissioner Jordan, seconded by The Mayor asked ifa any members of the public had any Public Comment for the Town Board and The proposed minutes for the regular March 2, 2020, meeting were approved on a motion made Under Old Business the Public Works Director Chuck Bonner gave the Board an overview of the  Commissioner Taylor with a 21 to 0 vote. no Public Comment was received.  by Commissioner Jordan and seconded by Commissioner Taylor, with a 3toOvote. April 1, 2020 Water Treatment Plant Rehabilitation Pre-Construction meeting. (At this time both Commissioner Lee and Commissioner Peed joined the conference call.)  Mr. Bonner provided the Board with the highlights of the first pre-construction meeting which was also attended by: Beaufort County Public Works; A.C. Shultes; NC DEQ and Mack Gay Associates, P.A. (Please see the attached minutes.) As of now, the pre-construction meetings will take place monthly and then  sooner as we near the actual construction phase of the project.  Under New Business the Mayor opened the floor for the discussion and consideration of the annual municipal audit contract with Larry E. Carpenter, CPA fori the fiscal year ending. June 30, .2020. A motion was made by Commissioner Lee, seconded by Commissioner Taylor and approved with a 4 to0  vote.  1    Under Staff Reports the Public Works Director Chuck Bonner gave an oral report which included the  following:  The Department has been edging and cleaning grass growing on road edges Moved unused equipment from outside shop to the lagoon area New street sign for Pearl Circle has been ordered Dallas Toler replaced a float in the retention tank that was malfunctioning One of two high service pumps in the water plant had died. A.C. Schultes, the company handling the installation of the water plant upgrade will be supplying the Town with a new back -up pump to have on hand in case the operational one fails. This pump and motor will be paid for out oft the grant/loan and will be used in the new water plant. Ifitisneeded we will have to Replaced the drain tile on Middle Street between 6th and 7th Street. The church group using Holy Cross church covered the old drain tile at the back oft the facility causing the ditch to back up. They were contacted and asked to fix the problem and said that they would but it did not get done. We dug it out and found that the old terracotta pipe was collapsed and needed to be The tile on Helen Drive has been located by 811 and we are starting to replace that one. Public Works has new uniforms. We are still looking for the right jackets.  pay to have the pump installed.  replaced anyway.  The Recreation Coordinator Curt Hendrix was attending a Fossil Museum event and unable to attend,  but supplied the Clerk with the following information:  All previously planned events have been cancelled due to the pandemic.  He is currently working on getting the Community Garden up and running as social distancing He is also working with the Fossil Museum, which is currently closed to the public, makinga  will not be a problem.  "Virtual Fossil Tour" for the Boy Scouts.  He is also continuing the maintenance of the athletic fields. The Town Clerk. Judi Lannon gave an oral report which included:  Implemented the Executive Order #121 "Stay At Home Oder" and how the Town Hall and Public Currently working with FEMA finalizing the damage reports and reimbursement requests for Working on the budget for 2020-2021 for the Boards consideration and the close out of 2019-  Works are continuing to perform their "essential duties" daily. damages from Hurricane Dorian totaling about $34,826. 2020 fiscal year in preparation for the annual audit.  Under Board Comments the Mayor reported that he had experienced a large water leak at his home. After a brief discussion of the Town's water bill adjustment policy, a motion was made to adjourn the meeting by Commissioner Peed and seconded by Commissioner Lee, with a vote of4t to0.  2    ClifWilliams, Mayor  Judith S. Lannon, Town Clerk  3    April 01,2020 H-SRP-D-17-0081 MGA Project-P170073  Town of Aurora- Drinking Water System Upgrade  MEETING MINUTES FOR: PROJECT: CLIENT:  WATER SYSTEM UPGRADE-WATER TREATMENT PLANT REHABILITATION  TOWN OF AURORA  General Contractor - A.C. Schultes of Carolina  Subcontractors-P Potentially one subcontractor will be used  MGA will send debarment forms to A.C. Schultes for their sub and for A.C. Schultes to fill out  Contract Amount- $368,519 (Negotiated quantities to meet budget constraints)  A.C. Schultes confirmed agreement with contract amount based on negotiated terms  Notice to Proceed Date: April 15th2020 Final Completion = March 9th2021 A.C. Schultes comments  Substantial Completion (300 days) = February 9th 2021  Demolition will need to be timed accordingly with switching over to County water Flushing of system to get "old" water out of system after switching over to County Supply as well as checking water quality will need to take place before real  supply and then equipment lead times / ordering, etc.  demolition should begin Beaufort County Comments  No bulk rate established currently - County set up WebEx meeting for April 8th at 1:30 No meter at interconnect point at this time - will need to be installed Existing interconnect is a6"? and could likely use a 4" meter Project cannot move forward without meter in place and bulk rate Meter would be eligible to be included in the project as a change order item Advised to be patient with the current pandemic with processing time for change order as many people are out of place and working with an adjusted schedule Contingency has been approved in the ATA and should cover the cost of a meter Beaufort County will spec a size and configuration for the meter and bypass Existing interconnect is on Peed Town Road near 7th Street (South end of Town) Will get A.C. Schultes to price change order for meter and bypass moving forward to  to get this part of the process rolling Can Schultes or Town install this meter?  DWI Comments  MGA and Town Comments  and vault - approx. $19k in contingency  get full change order reviewed, approved and finalized.  MGA P170073-Precon Minutes    April01, 2020 H-SRP-D-17-0081 MGA Project-P170073  Town of Aurora- Drinking Water System Upgrade  Impact to timeline and schedule overall would call for a pause in contract times in order to allow the moving parts that impact schedule to be finalized. Group was agreeable to leaving Notice to Proceed dates as listed above and adjusting the duration using a "pause" document to allow administrative items to be finalized and  cleared up.  Contractor requested sets of plans and specs=3 Town requested sets of plans and specs=3 Contracts executed and hand delivered to:  Executed by Contractor, received viai fed ex by Engineer on 3/30/2020 Documents hand delivered to Town for full execution -4 4/01/2020  Notice to Proceed - If dates are acceptable to everyone - will be forwarded as well. Dates were tentatively acceptable pending a "pause" be issuedto accommodate the administrative delays that will come with the bulk water Contracts will be assembled once fully executed agreements and front end  rate and meter specification documents are received back from Town  Operating Hours? :7am to 5pm - M-F Timeframe to begin mobilization? -  With anticipated front end administrative work, 1-2 months to mobilize for demolition and  changeover to County Supply. Last Wednesday of the month? 10-month contract = 8-10 progress meetings  Monthly Progress Meetings?  for 1st meeting after NTP2)  COVID-19 restrictions will impact logistics of holding update meetings  Not first Monday of Month per Town Tuesday or Wednesday per Contractor Via telephone per DWI Option for via telephone for most involved updated  County will not need to attend after initial setup - would like to get minutes to keep Willi tentatively set an update meeting for Wed, April 29, 2020 via telephone for now  for 10:00 am and will adjust from there as needed  Calendar Invite forthcoming  Invoices  5originals to the Engineer by the end of each month  Engineer will process within one week and forward to Town for signature  MGA P170073-Precon: Minutes  2    Apri/01,2020 H-SRP-D-17-0081 MGA Project-P170073  Town of Aurora- Drinking Water System Upgrade  Town will then forward to Grant Administrator to prepare the required reimbursement forms Town should be reimbursed within 30-45 days of receipt of reimbursement request DWI reiterated the need to comply with timely payment schedules as stated ini the contracts -T Town and Engineer need to be very prompt in processing all pay requests  in ai timely, regular fashion.  Disposal of excavated material Record drawings Warranty  Minimal disposal expected- - Coordinate with Chuck Bonner Contractor shall submit "redline' record drawings to Engineer  All work is subject to a one-year general warranty, beginning at the date of SC Directed to Mike Tolson directly or through MGA designated representative First change order will be for meter and vault (if required) on the interconnect No work to be done unless approval has been granted by DWI  Correspondence / RFI/ Change Requests  Project Sign Required?  Yes, DWI is confirming some of the information that will need to be included on the  sign.  Must be installed before payment request #1 Photos of front and back required to be in inspection file Template for sign (See last page)  Notes:  Any disturbance to adjacent properties shall be minimized and repaired as soon as possible. Majority of work will take place within public rights of way on NCDOT and on designated WF The Engineer shall be kept notified of the progress of the work, and any changes in the work schedule shall be given to the Engineer and Consultant at least 24 hours in advance. Because this Contract is based on unit prices, a change order will be needed whenever the contract amount for any unit quantity is exceeded. The Engineer should be notified in advance of cost overruns unless it is an emergency. The Engineer cannot guarantee payment to the Contractor of any changes in the scope of work that are not approvedi in The Contractor shall be solely responsible for maintaining a safe work environment for his The Contractor shall not allow alcohol, illegal drugs, or other unsafe practices at the work site. The Contractor should arrange for a source for select backfill as needed. The Contractor should submit a schedule to the Owner and Engineer for approval. This schedule should be updated if there are significant changes. The Contractor shall establish and maintain adequate erosion and sedimentation control  property to be transferred to Town of Seaboard.  advance in writing of the work being done.  crews and the public.  measures throughout the life of the project.  MGA P170073-Precon    April 01, 2020 H-SRP-D-17-0081 MGA Project-P170073  Town of Aurora- - Drinking Water System Upgrade  Per N.C. Senate Bill 914, the Contractor should provide signed copies of all subcontractor agreements toi the Engineer prior to submittal of the first pay request. The amounts and names on the subcontractor agreements should match those in the bid documents. One project signi is required to be installed on the project site before the commencement: of construction. All necessary compliance, regulatory and labor posters should be posted on  the project site (construction trailer) as well.  Project Title: 2015 CDBG-I #15-1-2756- Speight School Road  Municipal Sewer Improvements Project  Project Funded By: Community Development Block Grant Administered by the NC DEQ  Owner:  Town of Saratoga PO Box 206  Saratoga, NC 27873 Division of Water Infrastructure  Engineer: Mack Gay Associates, PA Contractor: HG Reynolds Co. Inc.  1667 Thomas Betts Pkwy Rocky Mount, NC 27804 PO Box 209 Henderson, NC 27536  Grant Writer & Administrator: Upper Coastal Plain Council of Governments, Region L (Edgecombe, Halifax, Nash, Northampton, & Wilson Counties) Grant Tite: 2015CDBG1A15427561 Town of Saratoga- -Speight Schol! Roadl Municipal Sewerl Improvements Project  Example ofproject sign  Project Title: Town of Aurora - Drinking Water System Upgrade  Owner: Engineer:  Town of Aurora PO Box 86 Aurora, NC 27806 Mack Gay Associates, PA 1667 Thomas Betts Parkway Rocky Mount, NC 27804 354 Sawdust Road Rocky Point, NC 28457  Contractor: A.C. Schultes of Carolina, Inc.  Grant Writer & Administrator: Eastern Carolina Solutions, LLC Grant Title: State Reserve Project Grant# H-SRP-D-17-0081  MGA P170073-Precon: Minutes    Town of Aurora From: Sent: To: Subject:  Mike Tolson mike@mac-gaypacom, Thursday, April 2, 2020 9:17AM Chuck Bonner; Town of Aurora P170073-WTP upgrades pusnye uumuye  II jsvunyu vcunvps u "I ane 1U NEW WTP EQUIPMENT (see specifications for detail) DI (includes water connections) D2 connections and concrete)  101 LS 1  Install newl low profile aerator ont top ofr new detentioni tank chamber Install new detention tank with integral gravity filter (includes all Provide and Install two vertical multistage high service pumps (includes all D3 connections. mounting foundations. electrical panels and control panels) LS Provide andi Insrair one vercon pressure anton exchonge overdrain and underdrains system (includes allo connections.: support D4 medle-amdisneAchaRce media) Provide andi install allr required control valves (includes wiring and D5 connections) D6 Provide and imstel-gutematic flow restrictor volve Provide andi install two vertical pressure cation exchange vessels with overdrain and underdrain: systems (includes all connections. support D7 media. ancrion exchange media) D8 Provide and install aulomaied brine unif (Includes allo connections)  LS $ 17,250 $ LS $ 57,575 $  17.250 57.575 34,575 40.710 40.000 940 54.619 73,650  34,575 $ LS $ 40.710 $ LS $ 40,000 LS 940 LS 54,619 LS 73,650 $ 448,498 $ 368.519  TntolAs-BidPice  Respectfully,  Michael D. Tolson, PE, PLS Mack Gay Associates, P.A. 1667 Thomas A. Betts Pkwy Rocky Mount, NC 27804 252.446.3017 (0) 252.343.6467 (m) mikeemackaaypa.com www.mackgaypa.com  1