Board of Commissioners Work Session

Nov. 28, 2022 Board of Commissioners Work Session Approved: ____________________ Dec. 12, 2022 Page 1 of 4 Minutes Board of Commissioners Work Session 7 p.m. Nov. 28, 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: Administrative Services Director Jen Della Valle, Budget and Management Analyst Josh Fernandez, Police Chief Duane Hampton, Assistant Town Manager and Community Services Director Margaret Hauth, Town Clerk and Human Resources Technician Sarah Kimrey, Town Manager Eric Peterson, Communications Specialist Cheryl Sadgrove, Public Space and Sustainability Manager Stephanie Trueblood and Communications Manager Catherine Wright 1. Opening of the work session Mayor Jenn Weaver opened the work session at 7 p.m. 2. Agenda changes and approval Remove Item 3.A Orange County Schools Strategic A motion was made to approve the agenda as amended. Motion made by Commissioner Matt Hughes, seconded by Commissioner Kathleen Ferguson. Voting Yea: Commissioners Robb English, Ferguson and Hughes Absent: Commissioners Mark Bell and Evelyn Lloyd 3. Presentations A. Orange County Schools Strategic Plan 4. Appointments A. Historic District Commission - Appointment of Mathew Palmer for a term expiring Nov. 30, 2025 B. Historic District Commission - Appointment of Gary Miller for a term expiring Nov. 30, 2025 A motion was made to approve both appointments. Motion made by Commissioner Ferguson, seconded by Commissioner Hughes. Voting Yea: Commissioners English, Ferguson and Hughes Absent: Commissioners Bell and Lloyd 5. Items for decision - consent agenda A. Miscellaneous budget amendments and transfers A motion was made to approve both appointments. Motion made by Commissioner Ferguson, seconded by Commissioner Hughes. Voting Yea: Commissioners English, Ferguson and Hughes Absent: Commissioners Bell and Lloyd  Nov. 28, 2022 Board of Commissioners Work Session Approved: ____________________ Dec. 12, 2022 Page 2 of 4 Commissioner joined the meeting at Bell 7:02 p.m. 6. In-depth discussion and topics A. Update on Train Station Design Commissioner Lloyd joined the meeting at 7:06 p.m. Fred Belledin from Clearscapes gave a presentation on the proposed design for the train station. The mayor and commissioners expressed satisfaction with the design, especially the sustainable elements. Public Space and Sustainability Manager Stephanie Trueblood noted that the board room would be used by the public for community meetings. She added that the board soon will need to consider what other development they are interested in seeing on the greater site. B. Potential Engagement Meeting on Safety Trueblood presented plans for a community safety meeting in April that would include staff from multiple town departments. If the meeting format worked well, there would likely be a similar meeting each fall to help inform budget decisions. A motion was made to authorize the proposed engagement strategy. Motion made by Commissioner Bell, seconded by Commissioner Ferguson. Voting Yea: Commissioners Bell, English, Ferguson, Hughes and Lloyd C. Strategic Plan Update Administrative Services Director Jen Della Valle shared continued efforts to refine the draft strategic plan. D. Fiscal Year 2024 Budget Retreat discussion The board expressed interest in holding the retreat on Saturday, Jan. 28. 7. Committee updates and reports Board members gave updates on the committees and boards on which they serve. A motion was made to enter closed session at 9 p.m. Motion made by Commissioner Hughes seconded by Commissioner Ferguson. Voting Yea: Commissioners Bell, English, Ferguson, Hughes and Lloyd 8. Closed Session A. Closed Session as authorized by North Carolina General Statute Section 143-318.11 (a)(6) regarding personnel matters A motion was made to return to open session at 9:30 p.m. Motion made by Commissioner Hughes seconded by Commissioner Ferguson. Voting Yea: Commissioners Bell, English, Ferguson, Hughes and Lloyd A motion was made to remove Scott Taylor from the planning board for lapse in attendance at planning board meetings.  Nov. 28, 2022 Board of Commissioners Work Session Approved: ____________________ Dec. 12, 2022 Page 3 of 4 Motion made by Commissioner Hughes seconded by Commissioner Ferguson. Voting Yea: Commissioners Bell, English, Ferguson, Hughes and Lloyd 9. Adjournment Mayor Weaver adjourned the meeting at 9:32 p.m. Respectfully submitted, Sarah Kimrey Town Clerk Staff support to the Board of Commissioners  Nov. 28, 2022 Board of Commissioners Work Session Approved: ____________________ Dec. 12, 2022 TOWN OF HILLSBOROUGH Page 4 of 4 FY 2022-2023 BUDGET CHANGES REPORT DATES: 11/28/2022 TO 11/28/2022 CHANGE ORIGINAL BUDGET AMENDED REFERENCE NUMBER DATE USER BUDGET CHANGE BUDGET GF 10-00-9990-5300-000 CONTINGENCY Contingency To cover diesal storage tank 27999 11/28/2022 EBRADFORD 300,000.00 -12,500.00 120,063.00 Police 10-20-5100-5300-145 MAINTENANCE - BUILDINGS To cover office furniture 27990 11/28/2022 EBRADFORD 36,613.00 -1,500.00 35,113.00 Police 10-20-5100-5300-320 SUPPLIES - OFFICE To cover office furniture 27991 11/28/2022 EBRADFORD 5,000.00 1,500.00 6,500.00 Police 10-20-5100-5300-460 C.S./DRIVER SAFTEY TRAINING To cover vet expenses 27987 11/28/2022 EBRADFORD 4,000.00 -1,500.00 2,500.00 Police 10-20-5100-5300-574 MISC. - POLICE DOG To cover vet expenses 27988 11/28/2022 EBRADFORD 4,080.00 1,500.00 5,830.00 Streets 10-30-5600-5300-165 MAINTENANCE - INFRASTRUCTURE To move pavement striping to Maint-Infra 28001 11/28/2022 EBRADFORD 0.00 5,000.00 5,000.00 Streets 10-30-5600-5300-330 SUPPLIES - DEPARTMENTAL To move pavement striping to Maint-Infra 28000 11/28/2022 EBRADFORD 29,500.00 -5,000.00 24,500.00 Solid 10-30-5800-5300-112 POSTAGE Waste To cover mailing 27994 11/28/2022 EBRADFORD 750.00 100.00 850.00 To cover bulk mailing fee 27996 11/28/2022 EBRADFORD 750.00 275.00 1,125.00 Solid 10-30-5800-5300-570 MISCELLANEOUS Waste To cover mailing 27995 11/28/2022 EBRADFORD 1,000.00 -100.00 900.00 To cover bulk mailing fee 27997 11/28/2022 EBRADFORD 1,000.00 -275.00 625.00 Solid 10-30-5800-5700-741 CAPITAL - EQUIPMENT Waste To cover diesal storage tank 27998 11/28/2022 EBRADFORD 0.00 12,500.00 12,500.00 WWTP 30-80-8220-5300-323 SUPPLIES - CHEMICALS To cover external lab costs. 27992 11/28/2022 JFernandez 92,500.00 -250.00 92,250.00 WWTP 30-80-8220-5300-340 OUTSIDE LAB SERVICES To cover external lab costs. 27993 11/28/2022 JFernandez 18,100.00 250.00 18,350.00 0.00 APPROVED: 3/0 DATE: 11/28/22 VERIFIED: ___________________________________ JFernandez 11/17/2022 8:47:09PM Page 1 of 1 fl142r03