Board of Commissioners Regular Meeting

Nov. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 12, 2022 Page 1 of 8 Minutes Board of Commissioners Regular Meeting 7 p.m. Nov. 14, 2022 Board Meeting Room, Town Hall Annex, 105 E. Corbin St. Present: Mayor Jenn Weaver and commissioners, Robb English, Kathleen Ferguson, Matt Hughes, and Evelyn Lloyd Absent: Commissioner Mark Bell Staff: Human Resources Manager Haley Bizzell, Planning and Economic Development Manager Shannan Campbell, Budget and Management Analyst Josh Fernandez, Police Major Andy Simmons, Assistant Town Manager and Community Services Director Margaret Hauth, Town Attorney Bob Hornik, Town Manager Eric Peterson, Communications Specialist Cheryl Sadgrove, Utilities Director Marie Strandwitz, and Interim Finance Director Melissa Bishop Opening of the meeting Mayor Jenn Weaver called the meeting to order at 7:01 p.m. 1. Public charge Weaver did not read the public charge. 2. Audience comments not related to the printed agenda There was none. 3. Agenda changes and approval Move item 6E from consent to 7E for discussion. A motion was made to approve the agenda as amended. Motion made by Commissioner Kathleen Ferguson, seconded by Commissioner Matt Hughes. Voting Yea: Commissioners Robb English, Ferguson, Hughes and Evelyn Lloyd. 4. Presentations A. Completion of 2022 Government 101 Communications Specialist Cheryl Sadgrove briefly shared highlights from the Government 101 program, which took place earlier in the fall. B. FY22 Employee Innovation, Customer Service and Endurance Awards Town Manager Eric Peterson gave a presentation on the FY22 awards. C. Orange County Transit Plan Update Community Services Director Margaret Hauth gave a brief update on the transit plan. 5. Appointments A. Tourism Board - Reappointment of Barry Hupp for a term expiring Nov. 14, 2024 B. Planning Board - Appointment of Robert Iglesias for a term expiring Nov. 30, 2023 C. Parks and Recreation - Appointment of Adam McGovern for a term ending Nov. 30, 2025  Nov. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 12, 2022 Page 2 of 8 A motion was made to approve appointments as presented. Motion made by Commissioner Ferguson, seconded by Commissioner Hughes. Voting Yea: Commissioners English, Ferguson, Hughes and Lloyd 6. Items for decision – consent agenda A. Minutes - Work session Aug. 22, 2022 (amended) - Regular meeting Oct. 10, 2022 - Regular meeting closed session Oct. 10, 2022 - Work Session Oct. 24, 2022 (canceled) B. Miscellaneous budget amendments and transfers C. Special Event Permit - Hillsborough Arts Council Solstice Lantern Walk D. Secondary Road Right of Way Approval to Transfer Drainage and Right of Way to NCDOT E. Water and Sewer Extension Contract for Tryon III Project F. Proclamation - Arbor Day 2022 A motion was made to approve the consent agenda as amended. Motion made by Commissioner Ferguson, seconded by Commissioner English. Voting Yea: Commissioners English, Ferguson, Hughes, and Lloyd 7. Items for decision - regular agenda A. Letter of interest for contiguous annexation - Capkov ‘Waterstone South’ Presenters: Dan Jewell with Thomas and Hutton (formerly CJT) and Eric Chupp with Capkov Ventures Planning and Economic Development Manager Shannan Campbell reviewed that this would be an assemblage of property and some of it would be contiguous with the town limits. Jewell noted that the number of residential units now proposed was a reduction from the number he had proposed in May. The proposal includes 40,000 square feet of commercial space. He noted other specifics including that the developers could eliminate the need for the Alice Wood pump station, replace the Nazarene pump station and install new sewer lines along N.C. 86 South to New Hope Elementary School. He said no homes would be ready for occupancy before upgrades are made to the Elizabeth Brady pump station. Chupp said he has talked with CASA and Habitat for Humanity about the affordable housing component. He added that Orange County is interested in seeing soccer fields included in this development. Utilities Director Marie Strandwitz said she likes the proposed utilities upgrades. She noted there are other projects coming online that will need water and sewer services. Town Manager Eric Peterson encouraged the board to think about whether this proposal fits with the board’s vision for Hillsborough. He added that the financial projections provided by Lucy Gallow for the developer look right to him and he is familiar with her work. Hughes asked about the mobile home park on Phoebe Drive. Chupp answered that he had spoken with the owner about the mobile home park while purchasing 50 acres from him and got assurances that the owner wanted to continue to manage the mobile home park. English noted that Hillsborough could use the 10 recreational acres proposed in the development.  Nov. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 12, 2022 Page 3 of 8 Chupp added that this development may spur more commercial development in Waterstone. Campbell said her first thought is that more infill development should take place before this land is developed, but she likes the proposal. A motion was made to direct developer to move forward with annexation and invite applications. Motion made by Commissioner Ferguson, seconded by Commissioner English. Voting Yea: Commissioners English, Ferguson, Hughes, and Lloyd B. Letter of interest for contiguous annexation - Gatewood Property Presenters: Jen Spada co-owner of House at Gatewood property and restaurant, Kevin Wade with Blue Heron Spada proposed developing 300 apartments on the property. She explained the economic difficulties of building out the property with the restaurant and distillery components as previously approved. Wade added that the Gatewood House could become the community center for the neighborhood. The mayor and commissioners indicated that the board does not think it would be a good idea to concentrate dense residential growth on that property. The property owners were directed to talk with the town’s Planning staff regarding options for continuing to develop the property commercially. C. Discussion of streetlight acceptance along dedicated public streets A motion was made to direct staff to develop policy with option 2. Motion made by Commissioner Hughes, seconded by Commissioner Ferguson. Voting Yea: Commissioners English, Ferguson, Hughes and Lloyd D. Water and Sewer Extension Contract for Tryon III Project The board discussed its policy regarding accepting dedication of streetlights along dedicated public streets. The board has traditionally only accepted responsibility for streetlights that are simple streetlight fixtures mounted on wooden poles. Developers of neighborhoods have installed a variety of light poles and light fixtures in recent years. The board directed staff to develop standards for streetlights as part of the development review process and a policy that would include accepting only the cobra light fixtures that the town specified to Duke Energy during the LED conversion. A motion was made to authorize town manager to execute the contract for the public sewer main. Motion made by Commissioner Hughes, seconded by Commissioner Ferguson. Voting Yea: Commissioners English, Ferguson, Hughes and Lloyd E. Hot topics for work session Nov. 28, 2022 At the work session scheduled for Nov. 28, 2022, the board expects the following items: • Orange County Schools 2021-2026 Strategic Plan presentation • Train Station design update • Strategic Plan • Community safety meeting concept  Nov. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 12, 2022 Page 4 of 8 8. Updates A. Board members Board members gave updates on the committees and boards on which they serve. B. Town manager There was none. C. Staff (written reports in agenda packet) There were no additional reports. 9. Adjournment Mayor Weaver adjourned the meeting at 10:26 p.m. Respectfully submitted, Sarah Kimrey Town Clerk Staff support to the Board of Commissioners  Nov. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 12, 2022 TOWN OF HILLSBOROUGH Page 5 of 8 FY 2022-2023 BUDGET CHANGES REPORT DATES: 11/14/2022 TO 11/14/2022 CHANGE ORIGINAL BUDGET AMENDED REFERENCE NUMBER DATE USER BUDGET CHANGE BUDGET GF 10-00-9990-5300-000 CONTINGENCY Contingency To re-budget PD reno funds in FY23 27858 11/14/2022 EBRADFORD 300,000.00 -10,000.00 261,713.00 To cover Facility Coord. truck 27865 11/14/2022 EBRADFORD 300,000.00 -10,610.00 251,103.00 To cover workers comp insurance 27873 11/14/2022 EBRADFORD 300,000.00 -1,221.00 249,882.00 To cover Facility Coordinator vehicle 27876 11/14/2022 EBRADFORD 300,000.00 -1,045.00 248,837.00 To cover cost of Streets truck 27941 11/14/2022 EBRADFORD 300,000.00 -274.00 248,563.00 To cover truck cost increase 27944 11/14/2022 EBRADFORD 300,000.00 -23,000.00 225,563.00 To cover 2 police vehicles 27980 11/14/2022 EBRADFORD 300,000.00 -88,000.00 137,563.00 To cover W&S veh repair 27982 11/14/2022 EBRADFORD 300,000.00 -5,000.00 132,563.00 Admin 10-10-4200-5300-540 INSURANCE Services To cover workers comp insurance 27872 11/14/2022 EBRADFORD 341,400.00 1,221.00 342,621.00 Admin 10-10-4200-5300-570 MISCELLANEOUS Services To cover Customer Service and Innovation 27937 11/14/2022 JFernandez 31,253.00 -3,005.50 25,733.62 To cover Customer Service and Innovation 27984 11/14/2022 JFernandez 31,253.00 -30.00 25,703.62 Admin 10-10-4200-5300-580 CUSTOMER SERVICE & INNOVATION AWARD Services To cover Customer Service and Innovation 27936 11/14/2022 JFernandez 7,000.00 3,005.50 10,005.50 To cover Customer Service and Innovation 27983 11/14/2022 JFernandez 7,000.00 30.00 10,035.50 Planning 10-10-4900-5300-320 SUPPLIES - OFFICE To cover office supply expenses 27882 11/14/2022 EBRADFORD 0.00 1,000.00 1,300.00 Planning 10-10-4900-5300-330 SUPPLIES - DEPARTMENTAL To cover office supply expenses 27881 11/14/2022 EBRADFORD 1,800.00 -1,000.00 100.00 Facilities 10-10-5000-5300-583 MISC-TAX, TAGS, ETC. Mgmt To cover Facility Coordinator vehicle 27875 11/14/2022 EBRADFORD 0.00 1,045.00 2,245.00 Facilities 10-10-5000-5700-740 CAPITAL - VEHICLES Mgmt To cover Facility Coord. truck 27864 11/14/2022 EBRADFORD 0.00 10,610.00 58,610.00 Police 10-20-5100-5300-080 TRAINING/CONF./CONV. To cover uniforms 27870 11/14/2022 EBRADFORD 26,900.00 -6,000.00 20,900.00 Police 10-20-5100-5300-161 MAINTENANCE - VEHICLES To cover vehicle graphics 27869 11/14/2022 EBRADFORD 1,000.00 2,500.00 3,500.00 Police 10-20-5100-5300-350 UNIFORMS To cover uniforms 27871 11/14/2022 EBRADFORD 17,940.00 6,000.00 24,855.30 Police 10-20-5100-5300-574 MISC. - POLICE DOG To cover K-9 expenses 27857 11/14/2022 EBRADFORD 4,080.00 250.00 4,330.00 Police 10-20-5100-5300-583 MISC.-AUTO TAGS/TAX To cover 2 police vehicles 27979 11/14/2022 EBRADFORD 250.00 3,000.00 3,250.00 Police 10-20-5100-5300-730 DRUG ENFORCEMENT OPERATIONS To cover K-9 expenses 27856 11/14/2022 EBRADFORD 5,000.00 -250.00 4,750.00 Police 10-20-5100-5700-735 CAPITAL - BUILDINGS & IMPROVEMENTS To rebudget PD reno funds in FY23 27855 11/14/2022 EBRADFORD 0.00 10,000.00 40,960.00 Police 10-20-5100-5700-740 CAPITAL - VEHICLES To cover vehicle graphics 27868 11/14/2022 EBRADFORD 90,000.00 -2,500.00 97,330.49 To cover 2 police vehicles 27978 11/14/2022 EBRADFORD 90,000.00 85,000.00 182,330.49 Fleet 10-30-5550-5300-201 VEHICLE REPAIR - WATER & SEWER To cover W&S veh repair 27981 11/14/2022 EBRADFORD 40,000.00 5,000.00 45,000.00 JFernandez 11/07/2022 11:05:03AM Page 1 of 3 fl142r03  Nov. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 12, 2022 TOWN OF HILLSBOROUGH Page 6 of 8 FY 2022-2023 BUDGET CHANGES REPORT DATES: 11/14/2022 TO 11/14/2022 CHANGE ORIGINAL BUDGET AMENDED REFERENCE NUMBER DATE USER BUDGET CHANGE BUDGET Streets 10-30-5600-5700-740 CAPITAL - VEHICLES To cover cost of Streets truck 27942 11/14/2022 EBRADFORD 0.00 274.00 187,843.70 Solid 10-30-5800-5700-740 CAPITAL - VEHICLES Waste To cover truck cost increase 27943 11/14/2022 EBRADFORD 0.00 23,000.00 387,845.76 Utilities 30-80-7220-5300-080 TRAINING/CONF./CONV. Admin To est training for Envir Eng Supr 27966 11/14/2022 EBRADFORD 3,900.00 2,500.00 6,400.00 Utilities 30-80-7220-5300-110 TELEPHONE/INTERNET Admin To est telephone for Envir Eng Supr 27967 11/14/2022 EBRADFORD 2,520.00 630.00 3,150.00 Utilities 30-80-7220-5300-113 LICENSE FEES Admin To cover Autocad license fee 27968 11/14/2022 EBRADFORD 5,000.00 2,550.00 7,550.00 Utilities 30-80-7220-5300-320 SUPPLIES - OFFICE Admin To est office supplies for Envir Eng Supr 27969 11/14/2022 EBRADFORD 750.00 2,700.00 3,590.87 Utilities 30-80-7220-5300-331 SUPPLIES - SAFETY Admin To est safety supplies for Envir Eng Supr 27971 11/14/2022 EBRADFORD 0.00 100.00 100.00 Utilities 30-80-7220-5300-350 UNIFORMS Admin To est Uniforms for Envir Eng Supr 27972 11/14/2022 EBRADFORD 200.00 200.00 400.00 Utilities 30-80-7220-5300-530 DUES & SUBSCRIPTIONS Admin To est Dues for Envir Eng Supr 27973 11/14/2022 EBRADFORD 7,420.00 500.00 7,920.00 Utilities 30-80-7220-5300-570 MISCELLANEOUS Admin To est Misc. for Envir Eng Supr 27974 11/14/2022 EBRADFORD 3,600.00 200.00 23,800.00 To cover dept'l meetings 27977 11/14/2022 EBRADFORD 3,600.00 500.00 24,300.00 W. Fork 30-80-8130-5300-158 MAINTENANCE - EQUIPMENT Eno To cover overage from new flow transmitt 27867 11/14/2022 JFernandez 500.00 3,000.00 12,974.00 Water 30-80-8140-5100-020 SALARIES Dist To allocate expenses 27951 11/14/2022 EBRADFORD 393,583.00 65,185.00 458,768.00 Water 30-80-8140-5100-021 PERSONNEL EXPANSION - SALARIES Dist To allocate expenses 27949 11/14/2022 EBRADFORD 65,185.00 -65,185.00 0.00 Water 30-80-8140-5300-080 TRAINING/CONF./CONV. Dist To allocate expenses 27959 11/14/2022 EBRADFORD 5,000.00 500.00 5,500.00 Water 30-80-8140-5300-110 TELEPHONE/INTERNET Dist To allocate expenses 27960 11/14/2022 EBRADFORD 4,680.00 840.00 5,520.00 Water 30-80-8140-5300-310 GASOLINE Dist To allocate expenses 27952 11/14/2022 EBRADFORD 20,535.00 4,420.00 24,955.00 Water 30-80-8140-5300-320 SUPPLIES - OFFICE Dist To allocate expenses 27953 11/14/2022 EBRADFORD 2,000.00 150.00 2,150.00 Water 30-80-8140-5300-330 SUPPLIES - DEPARTMENTAL Dist To allocate expenses 27954 11/14/2022 EBRADFORD 102,000.00 3,000.00 110,470.92 Water 30-80-8140-5300-338 SUPPLIES - DATA PROCESSING Dist To allocate expenses 27955 11/14/2022 EBRADFORD 0.00 1,000.00 1,000.00 Water 30-80-8140-5300-350 UNIFORMS Dist To allocate expenses 27956 11/14/2022 EBRADFORD 5,600.00 200.00 5,800.00 Water 30-80-8140-5300-530 DUES & SUBSCRIPTIONS Dist To allocate expenses 27957 11/14/2022 EBRADFORD 3,100.00 100.00 3,200.00 JFernandez 11/07/2022 11:05:03AM Page 2 of 3 fl142r03  Nov. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 12, 2022 TOWN OF HILLSBOROUGH Page 7 of 8 FY 2022-2023 BUDGET CHANGES REPORT DATES: 11/14/2022 TO 11/14/2022 CHANGE ORIGINAL BUDGET AMENDED REFERENCE NUMBER DATE USER BUDGET CHANGE BUDGET Water 30-80-8140-5300-583 MISC.-TAX, TAGS, ETC. Dist To move to WW Collection 27947 11/14/2022 EBRADFORD 0.00 -3,050.00 2,200.00 To allocate expenses 27958 11/14/2022 EBRADFORD 0.00 250.00 2,450.00 To move to WW Collection 27961 11/14/2022 EBRADFORD 0.00 -250.00 2,200.00 Water 30-80-8140-5300-600 PERSONNEL EXPANSION - OP COSTS Dist To allocate expenses 27950 11/14/2022 EBRADFORD 10,460.00 -10,460.00 0.00 Water 30-80-8140-5700-740 CAPITAL - VEHICLES Dist To move to WW Collection 27945 11/14/2022 EBRADFORD 50,000.00 -125,480.00 0.95 WW 30-80-8200-5300-583 MISC-TAX, TAGS, ETC. Collect To move from W Distribution 27948 11/14/2022 EBRADFORD 0.00 3,050.00 5,300.00 To move from W Distribution 27962 11/14/2022 EBRADFORD 0.00 250.00 5,550.00 To cover cost increases 27963 11/14/2022 EBRADFORD 0.00 1,000.00 6,550.00 WW 30-80-8200-5700-740 CAPITAL - VEHICLES Collect To move from W. Distribution 27946 11/14/2022 EBRADFORD 0.00 125,480.00 125,480.00 To cover cost increases 27964 11/14/2022 EBRADFORD 0.00 5,000.00 130,480.00 W&S 30-80-9990-5300-000 CONTINGENCY Contingency To cover overage from new flow transmitt 27866 11/14/2022 JFernandez 400,000.00 -3,000.00 293,410.00 To cover cost increases 27965 11/14/2022 EBRADFORD 400,000.00 -6,000.00 287,410.00 To est oper expenses for Envir Eng Supr 27975 11/14/2022 EBRADFORD 400,000.00 -9,380.00 278,030.00 To cover dept'l meetings 27976 11/14/2022 EBRADFORD 400,000.00 -500.00 277,530.00 Storm- 35-30-5900-5300-570 MISCELLANEOUS water To cover Customer Service and Innovation 27939 11/14/2022 JFernandez 24,874.00 -200.00 24,674.00 To cover Customer Service and Innovation 27986 11/14/2022 JFernandez 24,874.00 -30.00 24,644.00 Storm- water 35-30-5900-5300-580 CUSTOMER SERVICE & INNOVATION AWARD To cover Customer Service and Innovation 27938 11/14/2022 JFernandez 0.00 200.00 200.00 To cover Customer Service and Innovation 27985 11/14/2022 JFernandez 0.00 30.00 230.00 0.00 APPROVED: 4/0 DATE: 11/14/22 VERIFIED: ___________________________________ JFernandez 11/07/2022 11:05:03AM Page 3 of 3 fl142r03  Nov. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 12, 2022 PROCLAMATION Page 8 of 8 PROCLAMATION #20221114-6.F Arbor Day Nov. 16, 2022 WHEREAS, in 1872, J. Sterling Morton, who would become Secretary of Agriculture under President Grover Cleveland, proposed to the Nebraska Board of Agriculture that a special day be set aside for planting trees; and WHEREAS, the resulting holiday – Arbor Day, was first observed in that State with the planting of more than one million trees and is now observed throughout the nation and the world; and WHEREAS, trees are renewable resources that yield fruit and nuts for food and profit, wood for construction, fuel for warmth, paper products and a variety of other goods and materials; and WHEREAS, trees intercept storm water, reduce runoff and erosion, clean air and water, produce oxygen, slow climate change by absorbing carbon dioxide, provide habitat for wildlife, and moderate air temperature; and WHEREAS, when properly selected and tended appropriately, trees increase property values, enhance economic vitality and business districts, provide buffers from traffic and are a source of joy and spiritual renewal; and WHEREAS, the Town of Hillsborough achieved Tree City USA status in 1983 and has received the Outstanding Tree Board Urban Forestry Award by the N.C. Urban Forest Council while continuing to maintain and improve our urban forest by the planting of additional trees to enhance our community; and WHEREAS, Arbor Day reminds us of the timeless observation by its founder, J. Sterling Morton, that “Each generation takes the Earth as trustees”; NOW, THEREFORE, I, Jenn Weaver, mayor of the Town of Hillsborough, do hereby proclaim Nov. 16, 2022, as Arbor Day in the Town of Hillsborough and urge all residents to support efforts to protect our trees and woodlands and encourage the community to plant trees to promote the well-being of this and future generations because a healthy urban forest can bring a sense of vibrancy or respite, adventure or calm and escape or contentment, amidst asphalt and concrete. IN WITNESS WHEREOF, I have hereunto set my hand and caused this seal of the Town of Hillsborough to be affixed this 14th day of November in the year 2022. Jenn Weaver, Mayor Town of Hillsborough