River Bend Town Council Work Session Minutes March 14, 2024 Town Hall 7:00 p.m. Mayor John Kirkland Lisa Benton Brian Leonard Barbara Maurer Jeff Weaver Buddy Sheffield Delane Jackson Mandy Gilbert Jennifer Barrow Trey Ferguson Sean Joll 17  Present Council Members:  Absent Council Member: Town Manager: Finance Director: Deputy Town Clerk: Town Attorney: Police Chief:  Members oft the Public Present: CALLTOORDER  Mayor Kirkland called the meeting to order at 7:00 p.m. on Thursday, March 14, 2024, at the  River Bend Town Hall with a quorum present. VOTE - Approval of Agenda unanimously.  Counciwoman Maurer motioned to accept the agenda as presented. The motion carried  Discussion - Cruddy Can Solid Waste Removal  Owners Shawn Stengle and Donny Moore of Cruddy Cans presented information about their  company as a possible option for solid waste removal ini the future. Discussion - Town Council Rules of Procedure Amendment  The Town Manager explained that the last amendment to the Rules of Procedure was approved in 2018. Since that time, some of the laws affecting how the council conducts business have changed. A draft amendment was presented to the council. The council agreed to all changes. The proposal will be included in next week's agenda for the council to consider.  Discussion - Wastewater Treatment Plant Grant Funding  The Town Manager stated that the request for bids on this project was posted earlier today. He also stated that the agenda packet contains a copy of the original estimation of cost from Rivers and Associates, and an updated copy. The updated probable cost shows an increase of $982,000. The manager emphasized that these are probable costs of construction, and the bids could come in under or above the funding level we currently have. The Town Manager stated that one option available to fund any overages would be to utilize some of the funds from the $9.3 million dollar grant to build the water treatment plant. Since that money is a direct allocation from the state it can be used as needed for water, sewer, or storm drainage improvements. He said that the state has approved this funding option. Therefore, a portion of that money can be spent to supplement the ARPA grant in place for the wastewater treatment plant construction. The Manager stated that he already has an application going for two million dollars to augment the water project-one million to make up for the anticipated shortfall for the wastewater treatment, and an additional million to supplement the water treatment plant project if needed.    River BendT Town Council March 14, 2024 Work SessionN Minutes Page2of6  VOTE = Utilization of Water Treatment Plant Funds to Supplement Wastewater Treatment Councilman Leonard motioned to allow the Town Manager and Finance Director to utilize some of the water treatment plant funds from the state to supplement for construction of the wastewater treatment plant, if needed. The motion carried unanimously. (see attached)  Plant Construction  Discussion - Town Park Rules  The Town Manager presented proposed changes to Town Park Rules. He stated that the rules have not been updated in 23 years. Councilman Weaver stated that with the addition of lights being installed on the walking path, a change in park hours may be necessary. The hours currently state that the park is open from sunrise to sunset. Councilman Weaver suggested that language be added to allow the use of the walking trail at all hours since it will be illuminated, and leave the other areas restricted to use from sunrise to sunset. An updated proposal will be  ready for Council's consideration next week.  REVIEW- Agenda for the March 21, 2024, Council Meeting The Council reviewed the agenda for the March 21, 2024, Council Meeting.  CLOSED SESSION  Councilman Weaver moved to go into Closed Session under NCGS 143-318.11(a/3)/5) to discuss the acquisition of real property located at 403 Old Pollocksville Road, owned by Robert Davis and Kimberly Dow for use as water treatment facility. The Council entered Closed  Session at 8:17 p.m. The motion carried unanimously.  OPEN SESSION unanimously.  Councilman Leonard moved to return to Open Session at 8:30 p.m. The motion carried  ADVOURNMENIRECESS  There being no further business, Councilman Leonard moved to adjourn. The motion carried  unanimously. The meeting was adjourned at 8:30 p.m.  lnnilent Boixono  Jenhifer J. Bafrow Deputy Town Clerk    River BendT Town Council  ENGINEERS  PLANNERS  SURVEYORS  LANDSCAPEARCHTECTS  &ASSDCIATES. INC.  Rivers  Preliminary Opinion of Probable Project Cost  WWTP Enhancements Bend, December 14, 2023  Town of River  North Carolina  Uplated  Estimated Cost  Item No.  Description  Phase I-Initial Grading and Pre-loadSurcharge, 1. Clearing and Grubbing w/Offsite Disposal 2. Removal of Aggregate, Debris, Spoil Piles 3. Muckout Ditches w/ Offsite Disposal 4. Undercut Excavation w/ Offsite Disposal 5. Offsite Select Borrw Material 6. Offsite Borrow & Backfill for WWTP Structures 7. Unclassified Excavation w/ Onsite Disposal 9. Erosion Control 10. Seeding and! Mulching Phase II- WWTP Enhancements 11. Mobilization 12. Demolition 13. Sitework 14. Yard Piping 15. Influent Flow! Meter and' Vault 16. Preliminary Treatment Unit 17. Equalization Basinl Renovations 18. Treatment Unit #1 Rehabilitation 19, Treatment Unit #2 Rehabilitation 21. Alum Feed System 22. Filter Feed Pump Station 23. Methanol Feed System 24. Tertiary Denitrification Filters 25. Methanol Sample System 26. Chlorine Feed System Modifications 27. Chlorine Contact Tank/Reaeration Basin 28. Dechlorination Feed System Modifications 29. Non-potable Water System 30. Aerobic Digester 31. Positive Displacement Blower Package (Aerobic Digester) 32. Instrumentation, Controls, Cellular RTUS 33. Electrical Systems 34. Utility Service Entrance Allowance 35. Spare Parts Allowance 36. Testing Allowance Probable Project Cost 121423.xls NCBELS Lic. No. F-0334  $14,000 $13,000 $14,000 $9,500 $22,000 $84,000 $5,000 $13,000 $5,000 $257,000 $30,000 $65,000 $430,000 $29,000 $458,000 $150,000 $1,090,000 $1,075,000 $150,000 $112,000 $200,000 $48,000 $1,815,000 $13,500 $50,000 $200,000 $3,000 $42,000 $785,000 $100,000 $110,000 $1,128,000 $10,000 $5,000 $8,000  20. Positive Displacement Blower Package (TU#1-2, EQI Basin, Reaeration Basin)  P.MuniRiver Bend-WWTP-2022 Enhnemnti-2022129ADMANKDesgn DatalSewerCost Estinate.121423updated Preliminary Opinion of 107 E. Second Street, Greenville. NC: 27858 : POI Box 929, Greenville, NC 27835 : Phone: 252-752-4135 : Fax:252-752-3974  weeramdascdatscon  NCBOLALiC. No. C-312    March 14,2 2024 Gont Work Session! Minutes Page 4of6 $8,543,000 $854,400 $9,397,400 $20,000 $88,000 $32,000 $190,000 $260,000 $19,000 $13,000 $17,000 $639,000 $54,600 $10,091,000  Apdated,  Subtotal- Construction Contingencies @ 10% +!- Technical Services: Study and Report! Phase Preliminary and Final Design Phase Bidding or Negotiating Phase Construction. Administration Resident Project Representation Environmental, Wetland and Construction Permitting Additional Boundary and" Topographic Surveys Record Drawing Preparation Subtotal- -Technical Services Wetland Mitigation Cost  Total Estimated Construction Construction Cost  Total Preliminary Opinion. of Probable Project Cost  Add Alternate: within Blower Building  37. Remove & Dispose of Existing Blowers & Air Piping  $15,000  - December, 2023  4plaled  Cost - 410,091,000  Upaaled Orginal  --49,108,500  Cost  Differerce  +$982,500  Cos+ SubmHed fo state, as reg.led,  Upiated When  and  Ouf  we  SubmiHed  Cngincering plans  for revew a5 Part of Our  Specificafiens Construction.  We recewved  fnal, permit  2  on Feb. 29, 2024    River Bend7 Town Council March 14, 2024 Work Session! Minutes Page 5of6  Original  8a. Project Budget (for Construction Projects and Pre-Construction Planning Grants only)  Division Funding Requested  Other Secured Funding Source(s)  Total Cost Amount  andicate construction costs! by linei item (e.g., linear feet Contract] I- Clearing &) Intermediate Site Grading: 2. Clearing & Grubbing w/ Offsite. Disposal 3. Removal of Aggregate, Debris, Spoil) Piles 4. Muck out Ditches w/ Offsitel Disposal 5. Undercut] Excavation w/ Offsitel Disposal 6. Offsite Select Borrowl Material 7. Offsitel Borrow & Backfill: for WWTP Structures 8. Unclassified: Excavation w/ Onsite, Disposal 9. Erosion Control 10. Seeding and) Mulching Contract! II - WWTP Enhancements (* => 20 yrs old) 11. Mobilization 12. Demolition * 13. Sitework 14. YardPiping 15. Influent) Flow Meter & Vault 16. Preliminary Treatment Unit * 17. Equalization Basin] Renovations * 18. Treatment Unit #1 Rehabilitation * 19. Treatment Unit #2) Rehabilitation * 20. Alum) Feed System 21. Filter Feed) Pump Station 22. Methanol Feed System 23. Tertiary. Denitrification Filters 24. Methanol Sample System 25. Chlorine Feed System Modifications * 26. Chlorine Contact' Tank/Reaeration Basin * 27. De-chlorination: Feed System Modifications * 28. Non-potable Water System 29. Aerobic) Digester * 30. Dual) Positive Displacement Blowers/Piping * 31. Instrumentation and Controls * 32. Electrical Systems * 33. Water/Wastewater Sampling Labl Building/Site*  ofdifferent-sized. lines) Construction Costs 1. Mobilization  $5,000 $12,000 $11,250 $12,500 $8,000 $20,000 $80,000 $4,800 $12,000 $2,200 $224,000 $18,000 $60,000 $370,000 $27,000 $390,000 $140,000 $1,040,000 $1,025,000 $107,000 $195,000 $45,000 $1,730,000 $12,000 $27,000 $190,000 $2,000 $40,000 $750,000 $103,000 $75,000 $822,000 $80,000 $763,750  $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0  $5,000 $12,000 $11,250 $12,500 $8,000 $20,000 $80,000 $4,800 $12,000 $2,200 $224,000 $18,000 $60,000 $370,000 $27,000 $390,000 $140,000 $1,040,000 $1,025,000 $107,000 $195,000 $45,000 $1,730,000 $12,000 $27,000 $190,000 $2,000 $40,000 $750,000 $103,000 $75,000 $822,000 $80,000 $763,750  Contingency (10% ofconstruction costs):  Page 4 of8  3    RiverE Bend Town Council March1 14, 2024 Work Session! Minutes Page6of6 $8,403,500 $60,000 $15,000 $40,000 $248,000 $241,000 $17,000 $621,000 $20,000 $10,000 $54,000 $84,000 $9,108,500  Oapaaly Cent. 8,403,500 $60,000 $15,000 $40,000 $248,000 $241,000 $17,000 $621,000 $20,000 $10,000 $54,000 $84,000 $9,108,500  Construction Subtotal:  80 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 CAOE S SEAL 16744  Engineering Costs Engineering Design Revisions Permitting Revisions Bidding orl Negotiation (2) Construotion Administration Resident Project) Representation Record Drawing Preparation Administration Costs Engineering Report) Preparation Environmental Documentation Preparation Wetland] Mitigation  Engineering Subtotal:  Administration Subtotal: TOTALPROJECI COST: ands for estimate signature seal the  AJ Professional Engineer  must be provided  ini the space tot the right for the application to be considered complete.  Old  Was  Cost estimate  from Apral, 2000  dnd included in our  in  Applcalion  May,2033.  6 Menths a-fler We recelved  GPP licakion Submission,  Our LOIF  iA  October,  Doaa.  TA. December, 20a3.. We plaled, Cost estimate.  SubmHed  aA