January 20, 2015

Page 1

COUNCIL MINUTES

The City Council of the City of Raleigh met in regular session at 1:00 p.m. on Tuesday, January 20, 2015 in the City Council Chamber, Room 201 of the RaleighMunicipalBuilding, Avery C. Upchurch Government Complex, 222 W. Hargett Street, Raleigh, North Carolina, with the following present.

Mayor Nancy McFarlane, Presiding

Mayor Pro Tem John Odom

Councilor Mary-Ann Baldwin

Councilor Kay C. Crowder

Councilor Bonner Gaylord

Councilor Wayne K. Maiorano

Councilor Russ Stephenson

Councilor Eugene Weeks

Mayor McFarlane called the meeting to order. Invocation was rendered by Reverend Christopher Hogin, Saint Michael’s Episcopal Church. The Pledge of Allegiance was led by Councilor Wayne Maiorano.

The following items were discussed with action taken as shown.

RECOGNITION OF SPECIAL AWARDS

RALEIGH SISTER CITIES – REPORT - RECEIVED

Marjorie K. N. Salzman, President of Raleigh Sister Cities, expressed appreciation for the City Council support of Raleigh’s membership in Sister Cities International, and Public Affairs and Parks and Recreation Departments in assisting with informing and engaging Raleigh residents. She stated to commemorate the 30th anniversary of Sister Cities in 2016 they are planning educational exchanges involving the City’s five universities and colleges, a soccer tournament between cities, exhibit at the Raleigh City Museum, collaborations between Raleigh artists and artists from Raleigh’s Sister Cities, a trade expo, public art project indicating the distance to each of our sister cities among other things. She explained efforts to enlist citizen’s support and provide information. She talked about work of the committees including travel to Compiegne, at which time North Carolina State administrator met with officials of the University of Technology of Compiegne to look at ways to collaborate, Armistice Day program at NCSU, receipt of an invitation from Hull to participate in their Culture Festival in 2017 which would will include a trip to reestablish the City’s ties with Hull. She talked about work with Kenyan Diaspora Council and their representative visiting Raleigh, Rostock student changes between high school student at Broughton, Sanderson and the Erasmus Gymnasium, travel to China by the Xiangyang Committee and announced two awards recently bestowed upon the Xiangyang – Raleigh Partnership for its work in the Sino-American Initiative.

ST. DAVID’S MEN’S SOCCER AND WOMEN’S TENNIS – RECOGNIZED

Mayor McFarlane introduced and congratulated the St. David Men’s Soccer team and Women’s Tennis team both of which recently won state championship titles. She commended all for a job well done.

PUBLIC UTILITIES – BARRY THORNTON – RECOGNIZED

City Manager Hall pointed out Barry Thornton, Senior Plant Maintenance Mechanic with the Public Utilities Department was recently awarded the 2014 Safe Water Maintenance Technology of the Year “Excellence Award.” He explained the award is presented by the North Carolina American Water Works Association – Water Environment Federation. Mr. Thornton began his career with the City of Raleigh in 1989 in plant operations and was promoted to his current position of senior plant maintenance mechanic in 2000. He explained the certifications Mr. Thornton has received. City Manager Hall indicated Mr. Thornton has been instrumental in organizing the preventive maintenance schedules currently being used by the plant and remote sites maintenance staff and aided in the development of the new computerized maintenance management software. He spent a lot of time developing an organized library full of equipment operations and maintenance manuals, is a self starter and exemplifies the maintenance profession that the utility industry strives to cultivate.

AGENCY GRANTEE PRESENTATION

STEP UP MINISTRY – REPORT RECEIVED

Laura Martin, StepUp Ministries, 1701 Oberlin Road, expressed appreciation to the City Council and the City of Raleigh for support of their program. She talked about their work in job placement, number of people they assist in obtaining employment and training pointing out they have a network of employers who work with them with job placement. Ms. Martin stated it is great to partner with the city to help people find work and employers find workers. She expressed appreciation to the City for the assistance.

CONSENT AGENDA

CONSENT AGENDA – APPROVED AS AMENDED

Mayor McFarlane presented the consent agenda indicating all items are considered to be routine and may be enacted by one motion. If a Councilor requests discussion on an item, the item will be removed from the consent agenda and considered separately. She explained the vote on the consent agenda will be a roll call vote. Mayor McFarlane stated she had received a request from Mr. Maiorano and Ms. Crowder to withdraw the Unified Development Ordinance – Public Notice Requirements and a request from Ms. Baldwin to withdraw the Simmons Branch Drainage Improvement item. Mayor McFarlane stated in addition Administration has withdrawn the easements setback reduction – Sandy Forks Road widening which will come back later and the Richland Creek Sanitary sewer replacement project condemnation as that particular issue has been resolved. Without objection the consent agenda was amended as outlined by the Mayor. Ms. Baldwin moved approval of the consent agenda as amended. Her motion was seconded by Mr. Weeks and a roll call vote resulted in all members voting in the affirmative. The Mayor ruled the motion adopted on an 8-0 vote. The items on the consent agenda were as follows.

HAZARD MITIGATION PLANS – WAKE COUNTY EMERGENCY OPERATIONS AND CONSOLIDATED PLANS – APPROVED – RESOLUTION ADOPTED

The Wake County Board of Commissioners recently approved the revised Wake County Emergency Operations Plan (EOP). The purpose of the EOP is to establish a framework for how the collective community responds to emergencies and disasters in WakeCounty. Goals of the EOP include reduced vulnerability and loss of life and property; protection of the environment; and protection/restoration of the economy. In addition, the Federal Emergency Management Agency recently approved the County’s first consolidated Hazard Mitigation Plan as required by the Robert T. Stafford Act. The mitigation plan was completed as a joint effort between WakeCounty and each of the municipalities within to create a plan that covers the entire County while ensuring each municipality retains the ability to address specific hazards within its own jurisdiction.

The EOP complies with Presidential Directive 5, which states that all government agencies shall be compliant with the National Incident Management System (NIMS). It also furnishes the foundation for organization design, material acquisition, professional education, and individual/unit training. The EOP applies to agencies countywide, but must be tailored to specific strategic and operational requirements of each municipality and response organization.

The Wake County Emergency Management Ordinance mandates comprehensive emergency management plans to be adopted and maintained by resolution of the Board of Commissioners and each city or town council. Included with the agenda packet was an appropriate resolution for adoption of both plans by the City Council.

Recommendation: Adopt the resolution. Upheld on Consent Agenda Baldwin/Weeks – 8 ayes. See Resolution 51.

ANNEXATION PETITIONS – THE RESERVE AT BROOKHAVEN – REFERRED TO CITY CLERK TO CHECK SUFFICIENCY; 118 BASHFORD ROAD – DEFERRED

The agenda presented the following petitions for annexation.

Contiguous Petitions: / Petitioner / Acres / Proposed Use
The Reserve at Brookhaven / Leonary and Vicki Query, Elaine Funderburk, Harriett Poole, Randall and Amy Avram, and Robert and Donna Kanich / 17.62 / Residential
118 Bashford Road/Clifton / Edwin and Ruth Clifton / 0.50 / Residential

Recommendation: Acknowledge the annexation petitions and direct the City Clerk to check the sufficiency of the petitions pursuant to State statutes and, except as noted below and if found sufficient, authorize advertisement for public hearing on February 17, 2015.

Because the property located at 118 Bashford Road is connecting to City water only and the other utility is not available at this time, it is recommended that the annexation of this property be deferred. Upheld on Consent Agenda Baldwin/Weeks – 8 ayes.

PARKS AND RECREATION TRUST FUND – GRANT APPLICATION AND EXECUTION – APPROVED

Authorization is requested to apply for a 2015 Parks and Recreation Trust Fund (PARTF)grant with the Division of Parks and Recreation,North Carolina Department of Environment and Natural Resources, for assistance with development of Sierra/Lineberry Neighborhood Park. Council approved the park master plan on November 18, 2014 and the 2014 parks bond referendum allocates $1,250,000 for park development of a 2.42-acre vacant city property located at the northeast corner of Sierra and Lineberry Drivesin southwest Raleigh.

The PARTF grant requires a dollar-for-dollar match. Estimated cost for park development pursuant to the master planning process is $1,525,000.

Recommendation: Authorize the grant application and execution of required documents. Upheld on Consent Agenda Baldwin/Weeks – 8 ayes.

TURF MAINTENANCE SERVICES – AMENDMENT #6 – APPROVED

The City has an existing contract to provide janitorial service for Moore Square Station, scheduled shelter cleaning, and for on-call response for maintenance and trash collection issues at bus stops. This amendment will provide additional funding for the projected number of on-call services needed during the current term of the contract. The transit system has seen an increase in the amount of on-call services to passenger amenities due to the increased number of shelters and benches throughout the fixed-route system; this amendment will cover projected costs through this fiscal year. This vendor is registered as a Historically Underutilized Business (HUB) certified with the State of North Carolina.

Name of Project:Passenger Amenities Maintenance for Capital Area Transit

Managing Division:Public Works – Transit

Request Reason:Contract Amendment (Contract Amendment >$150,000)

Cause of Contract Amendment:On-Call Construction and Janitorial Services

Original CIP Project Budget:$174,740/annually (for janitorial service for Moore Square Station and on-call construction and repairs to passenger amenities)

Vendor:Terry Williams, dba Turf Maintenance Services

Prior Contract Activity:Original contract: $549,450

Amendment One: $185,760

Amendment Two: $46,000 Administrative approval to increase FY13 purchase order;

Amendment Three: $71,600 Administrative approval to increase FY14 purchase order;

Amendment Four: $5,275 Administrative approval to increase FY14 purchase order;

Amendment Five: Administrative approval to add option year FY15 (one of two option years).

New Contract Amount:$993,735

Currently Encumbered:$174,740

Amount of this Contract Amendment:$135,650

Encumbered with this Approval:$310,390

Recommendation: Approve amendment.

Upheld on Consent Agenda Baldwin/Weeks – 8 ayes.

SKYCREST DRIVE – VARIETY PIC UP CORRECTIVE ACTION PLAN – WITHERS & RAVENEL, INC. – CONTRACT AMENDMENT APPROVED

On July 11, 2002, a contract with Withers & Ravenel, Inc. in the amount of $86,720 was executed for professional services regarding the investigation and remediation of soil contamination at the former Variety Pic Up site at the Skycrest Drive and Trawick Road intersection. Amendments were later executed for work to complete the required Corrective Action Plan and to obtain written agreements with homeowners located within the surrounding area to connect to City water service. These homeowner agreements were previously approved by City Council and plumbing contract is currently under execution with work scheduled to begin in February 2015.

The Corrective Action Plan generated from the prior professional services was approved by the State on June 18, 2014. A formal agreement with Withers & Ravenel, Inc. is needed for work associated with the construction phase of remediation phase and implementing the approved action items outlined in the approved Corrective Action Plan. This includes bidding and construction administration services related to the soil vapor extraction system, surfactant injection/recovery, semi-annual groundwater monitoring for a period of five years, and monthly operating costs of the soil vapor extraction system for a period of two years. The agreement will also include construction management services associated with the water service connection contract that will begin next month.

Supplemental agreement number four totals $321,356; a full breakdown of costs is included with the agenda packet. Approximately $272,200 of this cost is eligible for reimbursement by the State via the Underground Storage Tank Section Trust Fund Branch; the remaining $49,155 will be funded by the City. Funding is appropriated. It should be noted there will be a separate contract for installation of the soil vapor extraction system, but that will need to be handled at a later date once the bidding process is completed.

Name of Project:Skycrest Drive Corrective Action Plan

Managing Division:Public Works – Design/Construction

Request Reason:Contract Amendment Number Four

Cause for Contract Amendment:Additional services related to construction phase of soil remediation activities

Original CIP Project Budget:N/A

Vendor:Withers & Ravenel, Inc.

Prior contract activity:$86,720 (Original Agreement, 07/11/02) $32,478 (Amendment One, 04/17/03)

Mobile Multiphase Extraction Pilot Testing, Monitoring Wells, Regulatory reporting;

$66,917 (Amendment Two, 06/11/09) – Receptor Survey Update, Monitoring Well Sampling, Corrective Action Plan, Water Connection Agreements;

$113,824 (Amendment Three, 04/09/13) – Corrective Action Plan Revisions, Soil Vapor Extraction System Design, Water Supply Connection Agreements and Additional Monitoring Wells

Previous budget transfers:None

Budget transfer:Administrative

New Project Budget:$621,295

Currently encumbered:$299,940

Amount of this change order:$321,355

Encumbered with this approval:$621,295

Recommendation: Authorize the City Manager to execute the contract amendment. Upheld on Consent Agenda Baldwin/Weeks – 8 ayes.

AUDIT SERVICES – EXPERIS FINANCE US LLC/AMENDMENT #1 – APPROVED

The City has an existing contract with Experis Finance US, LLC for internal auditing services. The original scope anticipated completion of work by December 2014. Due to scheduling issues, work has been delayed and will not be completed until June 30, 2015. Authorization to amend the contract to extend the period of performance by six months is requested; there is no budget impact associated with the amendment.

Recommendation: Authorize the City Manager to execute the amendment. Upheld on Consent Agenda Baldwin/Weeks – 8 ayes.

COMPUTER AIDED DISPATCH PROCUREMENT – CONTRACT WITH RCC CONSULTANTS, INC– APPROVED; BUDGET AMENDED

On behalf of the Raleigh-WakeEmergencyCommunicationsCenter, the City and WakeCounty are partnering to replace the Computer Aided Dispatch (CAD) system. The CAD system is used to initiate public safety calls for service, dispatch responders, and maintain the status of responding resources in the field. The current system has been in service for more than a decade and the manufacturer has announced that it will end system support in August 2018. As the first step to replacing the system, the City and County have selected RCC Consultants, Inc. to assist in thespecification, acquisition, and implementation of a modern CAD system. A budget amendment in the amount of $116,500 to appropriate the county contribution and a transfer of City funds, also in the amount of $116,500, is necessary; the total amount of the contract will not exceed $233,000.

Recommendation: Authorize the City Manager to execute the contract and authorize the associated budget amendmentand transfer. Accounting detail was included with the agenda packet. Upheld on Consent Agenda Baldwin/Weeks – 8 ayes See Ordinance 387 TF 244.

CRABTREEVALLEY SEWER REPLACEMENT – CONTRACT WITH MCKIM & CREED – APPROVED

Six proposals were received from engineering firms to provide consulting engineering services for the Crabtree Valley Sewer Replacement project. This project involves the expansion of the sanitary sewer collection system along Crabtree Creek between Glenwood Avenue and Lindsay Drive. This project was identified in the 2013 Sanitary Sewer Capacity Study and funding is appropriated in the capital budget.The project is located immediately upstream of the Crabtree Pipeline project that is currently entering the construction phase.

Following review of qualifications in each proposal, McKim & Creed was selected for the project. Staff has negotiated a contract with McKim & Creed for preliminary engineering services in the amount of $692,000. Rehabilitation, replacement, and expansion of the existing interceptors in this area are critical to eliminating sanitary sewer overflows and providing additional capacity in this basin.

Recommendation: Authorize the City Manager to execute a contract with McKim & Creed in an amount not to exceed $692,000. Upheld on Consent Agenda Baldwin/Weeks – 8 ayes.

SUPERVISORY CONTROL AND DATA ACQUISITION SYSTEM – CITI, LLC, AMENDMENT #3 – APPROVED

CITI, LLC has an existing contract to provide services which include system integration, system updates, system security, 24/7 emergency service during storm events or equipment failure, and system modifications for the period 2012 to 2015. A renewal contract has been issued in the amount of $135,000 for continued system integration and maintenance of system components tasked for the Wastewater Treatment and Reuse divisions. The contract includes three one-year renewal terms. Total amount of the contract over a four-year period will be $540,000. Based on system updates and system security needed at the Smith Creek Waste Water Treatment Plant maintenance facility, an increase of $21,535 is needed.

Name of Project:Supervisory Control and Data Acquisition System Contract

Managing Division:Public Utilities – Capital Improvements Division

Reason for Council Review:Contract Amendment >$150,000

Cause of Contract Amendment:Consultant Smith Creek WWTP Maintenance Facility SCADA system updates

Original CIP Project Budget:$50,000

Vendor:CITI, LLC

Prior Contract Activity:$135,000 (Council approval) – Original Contract $135,000; (Council approval) – Amendment Number One; $135,000 (Administrative approval) – Amendment Number Two

Currently Encumbered: $405,000

Contract Amendment Amount:$21,535

Encumbered with this Approval: $426,535

Recommendation: Authorize the City Manager, in accordance with City standard procedure, to execute the amendment. Funds are available in the appropriate expenditure account. Upheld on Consent Agenda Baldwin/Weeks – 8 ayes.