Black Mountain updates recovery, FEMA projects and engineering procurement; Hilltop stabilization firm selected

Town staff provided a wide‑ranging recovery and resilience briefing that reviewed ongoing FEMA projects, insurance reconciliation, donated equipment and a federally required procurement for architectural and engineering services.

Assistant Town Manager Jessica Trotman told the council the town is tracking debris removal, private property debris removal (PPDR) permits, public assistance projects and insurance proceeds. Staff reported work to reconcile insurance payments with FEMA projects so FEMA does not duplicate covered expenses; preliminary electronic insurance transfers were being tracked while additional paper checks remained to be entered.

Staff highlighted donations and interlocal assistance: the cities of Wilmington and Greensboro are offering equipment (trucks and reel mowers), and GovWell, the town’s development portal vendor, provided two software modules—public works work orders and permitting—for one year at no cost. Staff said the donated modules will help track work orders, repairs and FEMA reporting.

The council reviewed a federally advertised RFQ for architect and engineering (A/E) task orders to support many post‑storm projects. The RFQ breaks the work into task orders and will allow the town to hire multiple specialized firms for different project types. Staff said the A/E procurement is federally required, and the town expects many respondents.

Insurance and FEMA finances: staff described a detailed review of claims and noted that FEMA deducts insurance proceeds from grant obligations; that required line‑by‑line reconciliation is underway to determine remaining FEMA‑eligible costs. Staff also warned the council that FEMA reimbursement timelines may slow and that federal program accounts are under budgetary pressure.

Hilltop Road stabilization: the council voted to select McAdams as the most qualified firm for the Phase 1 stabilization engineering for Hilltop Road. Staff said the work is estimated to cover a six‑month engineering and coordination phase, with site work controlled by subsequent contracts. The council approved the selection; the final contract terms will return at the next meeting once McAdams and town attorneys finalize the agreement.

Why it matters: the briefing and procurement actions advance multiple recovery projects that affect town infrastructure, public works operations and eligibility for federal funding. The A/E procurement and the Hilltop selection are necessary steps to unlock design and construction funding for repairs.

Council action: the council approved the selection of McAdams for Hilltop Road stabilization and authorized staff to return a finalized contract for approval at a future meeting.