Board of Commissioners Regular Meeting

Nov. 12, 2024 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 9, 2024 Page 1 of 9 Minutes Board of Commissioners Regular Meeting 7 p.m. Nov. 12, 2024 Board Meeting Room, Town Hall Annex, 105 E. Corbin St. Present: Mayor Mark Bell and commissioners Meaghun Darab, Robb English, Kathleen Ferguson, Matt Hughes and Evelyn Lloyd Staff: Planning and Economic Development Manager Shannan Campbell, Administrative Services Director Jen Della Valle, Assistant Town Manager and Community Services Director Matt Efird, Environmental Engineering Supervisor Bryant Green, Police Chief Duane Hampton, Town Attorney Bob Hornik, Town Clerk and Human Resources Technician Sarah Kimrey, Communications Specialist JC Leser-McMinn, Town Manager Eric Peterson, Utilities Director Marie Strandwitz, Human Resources Manager Haley Thore and Public Space and Sustainability Manager Stephanie Trueblood Opening of the meeting Mayor Mark Bell called the meeting to order at 7 p.m. Bell recognized the death of Wesley Wood, owner of Dual Supply. 1. Public charge Bell did not read the public charge. 2. Audience comments not related to the printed agenda Hillsborough resident Bill Evans requested the board continue to advocate for a traffic light at the intersection of Old N.C. 86, Lafayette Drive and Cates Creek Parkway. Evans lives in the Cornwallis Hills neighborhood, which has its main entrance on Lafayette Drive. 3. Agenda changes and approval There were none. Motion: Commissioner Kathleen Ferguson moved to approve the agenda as presented. Commissioner Robb English seconded. Vote: 5-0. 4. Items for decision – consent agenda A. Minutes – Regular meeting Oct. 14, 2024 – Regular meeting closed session Oct. 14, 2024 – Work session Oct. 28, 2024 – Work session closed session Oct. 28, 2024 B. Miscellaneous budget amendments and transfers C. Proclamation – Arbor Day 2024  Nov. 12, 2024 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 9, 2024 Page 2 of 9 Motion: Ferguson moved to approve all items on the consent agenda. Commissioner Evelyn Lloyd seconded. Vote: 5-0. Nays: None. 5. Items for decision - regular agenda A. Request for traffic calming measures on Rainey Avenue by Fairview Community Watch Public Space and Sustainability Manager Stephanie Trueblood shared that the town previously attempted to reduce speeds on Rainey Avenue by painting a centerline. Recent speed studies conducted by the town show this was not successful at reducing speeds to a safe level. Trueblood gave an overview of the resident request, which includes speed bumps, a four-way stop at the intersection of Rainey Avenue and Torain Street, and a sidewalk from the Dorothy N. Johnson Community Center to Fairview Park. Fairview residents Fannie Mills and Judit Alvarado shared their appreciation for the town’s involvement in the community and stressed the importance of reducing speeds along Rainey Avenue. Kevin Giff, who works with the community through the University of North Carolina and Habitat for Humanity of Orange County, reiterated the residents’ points. In addressing board concern, Trueblood explained that the current design of speed humps reduces vehicle speed without being enjoyable for recreational vehicles. She said public works employees should not face difficulties with plowing after snow events but would have to remain aware of where the humps are located during plowing. Trueblood said the requested stop signs can be funded this year and the requested speed humps this or next fiscal year. The sidewalk connection requested by the community may take longer due to the cost and permitting required. Trueblood noted additional funding sources could be used for the sidewalk project, including Orange County’s transit tax and the town’s stormwater funds. B. Relationships at Work Policy Resolution Human Resources Manager Haley Thore shared that an employment attorney advised adding a relationships section to the town’s nepotism policy. Thore noted that to extend the policy to elected officials, the board must approve a resolution. Ferguson and English expressed disagreement with the town’s policy. Town Manager Eric Peterson said that to prevent issues with nepotism, the policy will not be changed for staff members. Motion: Commissioner Matt Hughes moved to approve the resolution. Commissioner Meaghun Darab seconded. Vote: 5-0. C. Paliouras Tract Master Plan amendment Planning and Economic Development Manager Shannan Campbell said Comet Development has initiated a request to change the land uses allowed on lots 1, 2 and 8 to include multifamily housing. Board members said the area is on prime commercial property and they would prefer commercial development on the land.  Nov. 12, 2024 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 9, 2024 Page 3 of 9 Hughes expressed some interest in the proposed apartments project but said more affordable housing should be included. The developer for the proposed Comet Apartments said he could be flexible with the amount of affordable housing offered and would be willing to limit the project to Lot 8 to allow for more retail. Board members said they were not swayed by additional land for retail and would prefer mixed-use buildings. Motion: Ferguson moved to deny the request. Lloyd seconded. Vote: 5-0. D. Fiscal Year 2026-28 Budgetary Planning Retreat – Set date and provide guidance on agenda The board selected March 1 for the retreat and approved the proposed agenda. E. Hot topics for work session Nov. 25, 2024 Hot topics for this month’s work session include Orange County Transportation’s safe routes to schools plan and resolution. 6. Updates A. Board members Board members gave updates on the committees and boards on which they serve. B. Town manager No additional updates. C. Staff (written reports in agenda packet) Assistant Town Manager and Community Services Director Matt Efird shared updates from the Community Services Department: • Bids have opened on the N.C. 86 North project. • Bids will open this week to rewrite the Unified Development Ordinance. • The Planning and Economic Development Division is close to selecting a code enforcement contractor. • The town’s parking study has shifted to spring. • Staff from the town’s public works and utilities crews are returning to western North Carolina. Motion: Hughes moved to go into closed session. Ferguson seconded. Vote: 5-0. 7. Closed session A. Closed session as authorized by North Carolina General Statute Section 143-318.11(a)(3) to consult with the town attorney in order to preserve the attorney-client privilege (potential litigation) Motion: Ferguson moved to return to open session. Hughes seconded. Vote: 5-0. Motion: Hughes moved to authorize a settlement agreement with Terra Equity, LLC. Ferguson seconded. Vote: 5-0.  Nov. 12, 2024 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 9, 2024 Page 4 of 9 8. Adjournment The mayor adjourned the meeting at 9:25 p.m. Respectfully submitted, Sarah Kimrey Town Clerk Staff support to the Board of Commissioners  Nov. 12, 2024 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 9, 2024 TOWN OF HILLSBOROUGH Page 5 of 9 FY 2024-2025 BUDGET CHANGES REPORT DATES: 11/11/2024 TO 11/12/2024 CHANGE ORIGINAL BUDGET AMENDED REFERENCE NUMBER DATE USER BUDGET CHANGE BUDGET Comms. 10-10-4600-5300-081 TRAINING - HILLSBOROUGH UNIVERSITY To cover Government 101 costs. 45691 11/12/2024 JFernandez 2,000.00 205.00 2,205.00 Comms. 10-10-4600-5300-570 MISCELLANEOUS To cover Government 101 costs. 45690 11/12/2024 JFernandez 6,200.00 -205.00 4,995.00 Police 10-20-5100-5300-330 SUPPLIES - DEPARTMENTAL To change car radios to preferred account. 45697 11/12/2024 JFernandez 57,375.00 22,675.00 78,270.00 Move radio purchase to preferred account 45699 11/12/2024 JFernandez 57,375.00 26,925.00 105,195.00 Police 10-20-5100-5700-741 CAPITAL - EQUIPMENT To change car radios to preferred account. 45696 11/12/2024 JFernandez 65,000.00 -22,675.00 42,325.00 Move radio purchase to preferred account 45698 11/12/2024 JFernandez 65,000.00 -26,925.00 15,400.00 Fleet 10-30-5550-5300-112 POSTAGE Maint. To establish Postage budget 45692 11/11/2024 EBRADFORD 0.00 300.00 300.00 Fleet 10-30-5550-5300-145 MAINTENANCE - BUILDINGS Maint. To establish Postage budget 45693 11/11/2024 EBRADFORD 7,000.00 -300.00 6,700.00 Streets 10-30-5600-5300-165 MAINTENANCE - INFRASTRUCTURE Move Traffic Calming budget to Maint ac 45688 11/11/2024 EBRADFORD 5,000.00 15,000.00 23,000.00 Streets 10-30-5600-5300-455 C.S./ENGINEERING To cover street engineering 45687 11/11/2024 EBRADFORD 41,000.00 26,400.00 101,461.33 Streets 10-30-5600-5700-729 CAPITAL - INFRASTRUCTURE To cover street engineering 45686 11/11/2024 EBRADFORD 367,950.00 -26,400.00 341,550.00 Move Traffic Calming budget to Maint ac 45689 11/11/2024 EBRADFORD 367,950.00 -15,000.00 326,550.00 Utilities 30-80-7220-5300-455 C.S./ENGINEERING Admin. Developer reimbursable inspection expens 45694 11/11/2024 EBRADFORD 110,000.00 50,000.00 326,248.25 WSF 30-80-9990-5300-000 CONTINGENCY Contingency Developer reimbursable inspection expens 45695 11/11/2024 EBRADFORD 400,000.00 -50,000.00 139,810.65 0.00 APPROVED: 5/0 DATE: 11/12/24 VERIFIED: ___________________________________ JFernandez 11/05/2024 11:08:17AM Page 1 of 1 fl142r03  Nov. 12, 2024 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 9, 2024 Page 6 of 9 PROCLAMATION RESOLUTION #20241112-4.C Arbor Day Nov. 20, 2024 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, Mark Bell, mayor of the Town of Hillsborough, do hereby proclaim Nov. 20, 2024, 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 12th day of November in the year 2024. Mark Bell, Mayor Town of Hillsborough  Nov. 12, 2024 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 9, 2024 Page 7 of 9  Nov. 12, 2024 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 9, 2024 Page 8 of 9  Nov. 12, 2024 Board of Commissioners Regular Meeting Approved: ____________________ Dec. 9, 2024 Page 9 of 9 RESOLUTION #20241112-5.B RESOLUTION Prohibiting Immediate Family Members and Romantic/Sexual Relationships Between Employees and Elected Officials WHEREAS, the policies within the Employee Handbook (Policy Manual) apply to elected officials unless otherwise stated. Policies that apply to the Hillsborough Board of Commissioners are approved by the Board of Commissioners; and WHEREAS, the town manager remains the authorized representative to approve and implement employee policies within the Employee Handbook (Policy Manual); NOW, THEREFORE, be it resolved by the Hillsborough Board of Commissioners that the following applies in the Relationships at Work Policy: Relatives • Immediate family members of employees and town board members cannot work for the town. This prohibition extends to all town employees, regardless of when the employees become immediate family members. Romantic and/or Sexual Relationships • Elected officials are prohibited from having romantic and/or sexual relationships with town employees regardless of employees’ level, grade or department/division. Approved this 12th day of November of the year 2024. Mark Bell, Mayor Town of Hillsborough Attestation: Sarah E. Kimrey, Town Clerk