Board of Commissioners Work Session

Sept. 26, 2022 Board of Commissioners Work Session Approved: ____________________ Oct. 10, 2022 Page 1 of 6 Minutes Board of Commissioners Work Session 7:00 PM September 26, 2022 Board Meeting Room, Town Hall Annex, 105 E. Corbin St. Present: Mayor Jenn Weaver and commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt Hughes, and Evelyn Lloyd Staff: Assistant Town Manager and Community Services Director Margaret Hauth, Town Clerk and Human Resources Technician Sarah Kimrey, Town Manager Eric Peterson and Communications Specialist Cheryl Sadgrove 1. Opening of the work session Mayor Jenn Weaver opened the work session at 7 p.m. 2. Agenda changes and approval A motion was made to approve the agenda as presented. Motion made by Commissioner Kathleen Ferguson, seconded by Commissioner Mark Bell. Voting Yea: Commissioners Bell, Robb English, Ferguson ant Matt Hughes. Absent: Commissioner Evelyn Lloyd. 3. Items for decision - consent agenda A. Miscellaneous budget amendments and transfers B. Proclamation – Central Sterile Week C. Proclamation – Supply Chain Week D. Proclamation – 77th Anniversary of National Disability Employment Awareness Month A motion was made to approve the consent agenda. Motion made by Commissioner Hughes, seconded by Commissioner Ferguson. Voting Yea: Commissioners Bell, English, Ferguson and Hughes. Absent: Commissioner Lloyd. 4. In-depth discussion and topics Update and next steps on making volunteer board processes more consistent Community Services Director Margaret Hauth noted a report was included in the agenda packet that summarizes research findings and next steps recommended by staff. During discussion, commissioners expressed a desire to have more input on the Historic District Commission. There was general discussion and agreement that new volunteers on all appointed boards need to have an onboarding process. Lloyd joined the meeting at 7:11 p.m. Bell expressed concern that some people are serving on multiple boards. Regarding that topic, Hauth said clarification is needed on whether to follow a policy created in 2017 or the town code. Also, the town clerk can notice if people are suggested for appointment to a board and are already serving on other boards.  Sept. 26, 2022 Board of Commissioners Work Session Approved: ____________________ Oct. 10, 2022 Page 2 of 6 It was noted that Tourism Development Authority can enlarge its membership. Hughes expressed concern that staff screening applicants for appointed boards is not democratic. He added that it needs to be codified how to remove someone from a board, especially for absences. Hauth explained that before the 2017 policy, applicants were interviewed by the appointed board and then by the Board of Commissioners. Many applicants found it daunting to be interviewed by the town board and a few withdrew. Also, appointed board members are uncomfortable voting on who to recommend for appointment to their board when there are two or three candidates sitting in the audience. She added that appointed board members not showing up for meetings was increasingly a problem and was affecting the ability to have quorum. Weaver said she wants the boards to be high functioning, easy to serve on and flexible, and she feels the recommendations in the packet continue in that direction. Ferguson expressed interest in compensation for serving on boards, acknowledging that it would be difficult to pay for. She would like a broader context included in the orientation for new appointed board members. Hughes said it has been unclear whether the Board of Commissioners representative on appointed boards is a participant or is just attending. Bell suggested a 15- to 20-minute review of a board’s bylaws and informational documents at the first meeting of the year would be helpful. Hauth noted the quasi-judicial board members would be receiving training through the UNC School of Government this year. The board then shifted the conversation to deciding that attending hybrid meetings virtually when the Town of Hillsborough is not the host would be OK. Bell then noted, and Hauth confirmed, that the Alliance for Historic Hillsborough can select who they want to serve on the Tourism Board. 5. Committee updates and reports Board members gave updates on the committees and boards on which they serve. 6. Adjournment A motion was made to adjourn the meeting at 8:31 p.m. Motion made by Commissioner Ferguson, seconded by Commissioner Bell. Voting Yea: Commissioners Bell, English, Ferguson, Hughes and Lloyd. Respectfully submitted, Sarah Kimrey Town Clerk Staff support to the Board of Commissioners  Sept. 26, 2022 Board of Commissioners Work Session Approved: ____________________ Oct. 10, 2022 TOWN OF HILLSBOROUGH Page 3 of 6 FY 2022-2023 BUDGET CHANGES REPORT DATES: 09/26/2022 TO 09/26/2022 CHANGE ORIGINAL BUDGET AMENDED REFERENCE NUMBER DATE USER BUDGET CHANGE BUDGET Admin. 10-10-4200-5300-080 TRAINING/CONF./CONV. To cover REI Groundwater Training 27848 09/26/2022 JFernandez 19,240.00 388.80 19,628.80 Admin. 10-10-4200-5300-577 WELLNESS PROGRAM ACTIVITIES To cover REI Groundwater Training 27849 09/26/2022 JFernandez 6,000.00 -388.80 5,611.20 Planning 10-10-4900-5300-320 SUPPLIES - OFFICE To est budget for office supplies 27843 09/26/2022 EBRADFORD 0.00 300.00 300.00 Planning 10-10-4900-5300-330 SUPPLIES - DEPARTMENTAL To est budget for office supplies 27844 09/26/2022 EBRADFORD 1,800.00 -300.00 1,100.00 0.00 APPROVED: 4/0 DATE: 9/26/22 VERIFIED: ___________________________________ EBRADFORD 09/19/2022 3:15:42PM Page 1 of 1 fl142r03  Sept. 26, 2022 Board of Commissioners Work Session Approved: ____________________ Oct. 10, 2022 Page 4 of 6 PROCLAMATION #20220926-3.B  Sept. 26, 2022 Board of Commissioners Work Session Approved: ____________________ Oct. 10, 2022 Page 5 of 6 PROCLAMATION #20220926-3.C  Sept. 26, 2022 Board of Commissioners Work Session Approved: ____________________ Oct. 10, 2022 Page 6 of 6 PROCLAMATION #20220926-3.D