MINUTES City Council Public Works & Utilities Committee Wednesday, February 5, 2025 - 3:30 PM City Council Chambers Members Present: Mac Morrow, Chair, Council Member Lauren Wise, Vice-Chair, Council Member Owen Carson, Citizen Member Mayor Maureen Copelof, Ex-Officio Staff Present: David Todd, Assistant City Manager Dennis Richardson, Water Treatment Plant Supervisor Emory Owen, Wastewater Treatment Plant Supervisor Wesley Shook, Public Works Director Aaron Winans, Wastewater Treatment Plant Staff Becky McCann, Communications Coordinator Dean Luebbe, Finance Director Selena Coffey, Assistant to the City Manager Guests: Harvey Sankey, Kevin Gallo, Linda Gallo, Kyle Seaman (KCI), Matt Broderick (KCI), Tom Vollmar (KCI), Dave Bradley (Transylvania Times) A. Welcome and Call to Order Committee Chair Mac Morrow called the meeting to order at 3:30pm. B. Certification of Quorum Assistant to the City Manager Selena Coffey certified that a quorum was present. C. Approval of Agenda Motion by Mr. Wise, seconded by Mr. Carson to approve the agenda as presented. The motion carried unanimously. D. Approval of Minutes - January 9,2025 Meeting Mr. Todd asked that an item be added to the agenda as item A regarding traffic circle retaining walls. Mr. Wise made a motion to approve the agenda as amended, seconded by Mr. Owen, and all voted in favor. E. Traffic Circle Retaining Walls Mr. Todd introduced the agenda item, noting that NCDOT had asked what the city preferred regarding two options of faux stone for two different concrete retaining walls. He asked the committee what they would like the rock retaining walls near the traffic circles to look like. The committee discussed the options provided by NCDOT noting that they would prefer a color that more closely resembles other retaining walls in the city and specifically similar to the rock used on the gateway monument leading into the Pisgah National Forest. F. Gallimore Sewer Basin Rehabilitation Project Mr. Todd introduced the agenda item noting that the project was intended to rehabilitate and replace approximately 10,000 liner feet ofg gravity sewer and manholes in the Brushy Creek, Jumping Branch, Singing Branch, and Gallimore Sewer basins. The company that won the bid and was able to make repairs forless cost than originally anticipated, resulting in approximately $600,000 in savings, which allowed the city to make additional improvements that weren't available in the original scope of work. Mr. Todd noted that he felt that this project could be completed within the allocated budget. G. Sewer Lift Station Rehabilitation Project Mr. Todd led this update noting that the city was building a new lift station for the Gallimore Road basin, rehabilitating the Fish Camp lift station, and adding a generator there as well as sewer at the Wilson Road lift station assuming the budget/bids allow. He noted that the bids were currently being advertised and due by March 4, 2025. He estimated construction ofapproximately 500 days for the project(s) with a spending deadline of December 2026. Mr. Todd noted that the Gallimore Road property easement discussion is going well, and the Fish Camp easement is taking more time for negotiations. He noted that there may be potential for eminent domain for this property as a worst-case scenario. H. Water Treatment Plant Renovation Update Mr. Todd spoke on this update, noting that the project budget is approximately $5 million and is currently out for bid, which closes on March 25, 2025. He expects construction to continue through July 2025 with pump replacements, a new clearwell tank, and rehabilitation ofbasins. Mr. Todd stated that $900,000 has been committed for design on this project and he expects that there will be more money committed for the construction observation administration purposes, or approximately 25%+ of construction cost for design work. He indicated that the grant administration and permitting are significant portions of this percentage. I. KCI Wastewater Treatment Plant Update Mr. Todd introduced this agenda item, stating that KCI will be leading the more formal presentation. He noted that the city has a $352,000 contract with KCI and asked Matt Broderick from KCI Technologies to then present the following PowerPoint: Minutes - Council Public Works and Utilities Committee Meeting = February 5, 2025 Page 2 of6 Agenda Project Phasing Discussion BREVARDWWTP PRELIMINARY Design Flows Discussion ENGIEERNGREPORT PROJECT UPDATE Schedule CITY OF BREVARD FEBRUARY 5, 2025 C E Existing WWTP oRated Capacity: 2.5 MGD oEffective Treatment Caparity: 1.7MGD Project Piasing V WWTPL Upgrade (Phase 1) ProjectPhasng &Existing/ oHeadworks upgrades, keepe existing RBC's &Evisting/ FuturewTp oRated Capacity: 2.51 MGD EutureWWIP Capacities >V WWTPU Upgrade (Phase 2) Capacities Discusson oNew Biological Process Discussion oRated Capacity: 2.5 or 3.0MGD V WWIPL Upgrade (Phase 3) oAdditional Capacityt to New Biological hl Process install ini Phase 2 VRe Pl ha? oRated Capacity: 4.00 or 5.0MGD Phase 1: PASE LUPGRADES - Available Funding: $12.31 Milion o Engineering Fees: $131 Million WWIPPhase! o Construction: "$11.0Milion > Demolish Existing Admin. Building Upgrade ol Provide Temporary Trailers for E Bo Lab/admin/office space I InstallA Aqual Prime of Reduce BOD/TSS FSaB - Upgrades to! Screening and Grit Removal VEQB Basin Improvements (iffunding available) E vesr of Mixing Upgrades o Pumping Modifications Frav Minutes - Council Public Works and Utilities Committee Meeting - February 5, 2025 Page 3 of 6 Phase 2: - Buildr new Admin, Building * Install New Treatment Process o Demolish RBCS and Abandon Clarifiers WWTPPhase2 olnstallr new Treatment Process (SBR, CAS, &3Upgrades etc.)rated for 2.5 or 3.01 MGD C Convert EQTankt to Aerobic Digester oUse as Treatment Basin during Construction oConverte existing Digester to Post EQE Basin AESA - Dewatering! Improvements E R oF Replace existing BFPS with new BFPS or Centrifuges Phase3: 4 AE, t > Expand1 Treatment Capacity to 4.0 or 5.01 MGD CHASEZUPORADES o Expand1 Treatment Process builti in Phase 2 PPeralb-Dg Next Steps F v ARD #wP ER ESPBAILD PGECT ICEBULE KCI Meeting Summary Aqua Aerobic Equipment R&D bt E bJ - - - E - - - - - - Facility Visit - E - - - E - E E - Closing Phase 1-H Headworks PER Draft - - - - - - - - - - - - - - - - - - - - - - - - - - E E - A - PHASEDSCHEDULE Mr. Broderick focused on the estimated project schedule, noting completion of the first two phases of the project is expected by 2029. He noted that the improvements in the project upon completion of all three phases is expected to double the city's wastewater capacity from 1.6 mgd1 to 4.0 mgd and this could serve the city adequately for 20 or more years. After reviewing the presentation, Mr. Broderick asked the committee for feedback and direction on 1) What size makes sense for the first upgrade in phase II, 2.5 mgd or3.0 mgd? and 2) For full build out, would the committee be comfortable with a 4.0 mgd facility as opposed to 5.0 mgd? Mr. Wise stated that he felt comfortable with the 3.0 mgd for Phase II and 4.0 mgd for the full build out. Mr. Morrow and Mr. Carson both agreed with Mr. Wise. Mr. Wise made a motion to approve a 3.0 mgd capacity for phase II and a 4.0 mgd capacity for phase III, as well as upgrading the headworks in phase I. Mr. Carson seconded the motion and the vote was unanimous. 1 Million gallons per day Minutes - Council Public Works and Utilities Committee Meeting - February 5, 2025 Page 4 of 6 Ms. Copelof noted that she felt positive about the project because the city has the funding available for the initial phases. Mr. Carson stated that he felt that it would be important that the city keeps the public informed about the project throughout implementation. Ms. McCann noted that she would keep the city's website updated in this regard. Mr. Morrow asked that staff provide the committee with the original Brevard Basin study and flow projections report. BREVARD WWTPI PER ESTIMATED PROJECT SCHEDULE KCI TECHNOLOGIES FBATAREUMATBNIGSINEA 2025 2026 2027 2028 2029 ITENI DESCRIPTION Durtion 01 02 03 QA Q1 02 Q3 04 01 aa 04 0102 03 04 0102 0304 Original Preliminary Schedule 1 Preliminary Engineering Report 5Mo 2 Dosiana & Permiling 24lon 3 Biddirg Wconsructon 241n Proposed Schedule - Phasel 1-Hcadwofs 2 PER(Acceleraled Heacvoris Deiverable) SNor 3 Design&Pemting 9Mon 4 Biedingao Construction IGMon 5 Phasol 1- lnie Upprade 6 PER(Fu Plantl Upgrade Deliverable) 7Mon 7 Design 6Permting Z4Mon B Bledinga Consiructicn 24Mon 9 Phasal Il-Fuure Upgrade (TBD) 1 Funding Evakaton J. Public Comment Harvey Sankey asked about the next step in the wastewater treatment plant project and Mr. Broderick responded and reiterated the final slide. Mr. Sankey asked about permitting and subsequent cost increases. Mr. Broderick responded that this would be based on market variability and economic volatility. Kevin Gallo thanked Public Works for their diligence with snow removal recently and expressed appreciation for Public Works, Wastewater Treatment, and Water Services departments in general. K. Set Date for Next Meeting The next meeting was scheduled for Wednesday, March 5, 2025 at 3:30pm. L. Adjourn With no additional business before the committee, the meeting was adjourned at 4:52pm with a motion by Mr. Wise, second by Mr. Carson, and all in favor. Minutes - Council Public Works and Utilities Committee Meeting - February 5, 2025 Page 5 of 6 Minutes Approved: Mar5 2035 C Muae Drun Mac Morrow, Chair, Council Member Lauren Wise, Vice Chair, Council Member - lna Selena D. Coffey Assistant to the City Manager Minutes - Council Public Works and Utilities Committee Meeting = February 5, 2025 Page 60 of 6