Agenda - 03-01-2016 - 6-a - Minutes

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12 1 Inspections, thereby these positons to backfill the duties of existing staff who will be involved in 2 implementing the new Land Management Central Permitting (LMCP) Software. 3 i. Changes in BOCC Regular Meeting Schedule for 2016 4 The Board made changes to the Board of Commissioners' regular meeting calendar for 2016, 5 changing the designations of the May 12th and May 26th BOCC meetings and to change the 6 location of the May 19th meeting: May 12th — Budget Public Hearing at Whitted Building, 7 Hillsborough, NC (this was originally scheduled as a Budget Work Session); May 19th- Budget 8 Public Hearing at Southern Human Services Center, Chapel Hill (this was originally scheduled 9 to be at the Whitted Building); May 26th- Budget Work Session — CIP (this was originally 10 scheduled as a Budget Public Hearing). 11 12 7. Regular Agenda 13 14 a. Rogers Road Sewer Project Easements 15 The Board considered: 1. Authorizing County Staff to accept and acquire the private 16 easements required to construct and maintain the Rogers Road Sewer Project by negotiation, 17 purchase or condemnation, if necessary; 2. Authorizing the payment of negotiated easement 18 value to individual property owners, within the project budget; 3. Authorizing the County 19 Attorney's office to proceed with legal acquisition of utility easements with court filing, as 20 necessary; and 4. Authorizing staff to bring back a budget amendment within the parameters 21 outlined above to cover the cost of acquiring easements for this project. 22 Travis Myren reviewed the following information: 23 The County has been working with the Towns of Carrboro and Chapel Hill, and with the 24 Orange Water and Sewer Authority (OWASA) to design and construct a sewer collection 25 system to serve the Rogers Road neighborhood. The County is leading the effort to obtain the 26 private easements needed for construction and future maintenance of the sewer collection 27 system. At this point in the design process, the alignment of the sewer system has been 28 tentatively established and the design firm is in the process of creating easement plats for each 29 property noted in Attachment 1. The proposed sewer line is approximately 18,500 linear feet. 30 In anticipation of this easement acquisition effort, County Staff set up an information 31 meeting for community members, which was held on December 8, 2015. The meeting was 32 held to explain to the community the purpose of an easement, and the practical implications of 33 having an easement on their property. This was also a time to answer questions about the 34 easement acquisition process, the construction process, and the project in general. 35 Following receipt of the easement plats from the design consultant (AECOM), County 36 staff will develop easement deeds for each property. There are approximately 80 properties 37 where permanent and temporary easements may be placed: 73 parcels inside the Historic 38 Rogers Road Area (HRRA) and 7 parcels outside the HRRA. 39 Staff will then contact each property owner from whom an easement is needed by letter 40 to let them know why the County needs the easement, where the easement will be located on 41 their property, how much the County is offering for the easement and the value of the 42 infrastructure being installed on their property. The easement deed and a copy of the plat will 43 be included in the letter, along with instructions on how to complete the document and who to 44 contact with any questions. 45 46 FINANCIAL IMPACT: County staff will offer a standard monetary amount for each easement, 47 based on a partial per square foot tax value of each property, since easements are minor 48 percentage interest and not a fee simple purchase. Approximately $212,000 is herein being 49 requested for the project budget to cover these costs. In the event of condemnation, the