Board of Commissioners Work Session

Jan. 23, 2023 Board of Commissioners Work Session Approved: ____________________ Feb. 13, 2023 Page 1 of 7 Minutes Board of Commissioners Work Session 7 p.m. Jan. 23, 2023 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: Interim Finance Director Melissa Bishop, Budget and Management Analyst Josh Fernandez, Assistant Town Manager and Community Services Director Margaret Hauth, Town Clerk and Human Resources Technician Sarah Kimrey, Town Manager Eric Peterson and Senior Communications Specialist Cheryl Sadgrove 1. Opening of the work session Mayor Jenn Weaver called the meeting to order at 7 p.m. 2. Agenda changes and approval • Add item 5.E — Approval of Cherry Bekeart contract amendment for FY21 audit services • Add item 5.F — Budget amendment and capital project ordinance amendment to cover Valley Forge inspection and monitoring Motion: Commissioner Mark Bell moved to approve agenda as amended. Commissioner Kathleen Ferguson seconded. Vote: 3-0. Absent: Commissioners Matt Hughes and Evelyn Lloyd. 3. Presentations A. Fiscal Year 2021 Audit and Annual Financial Report April Adams, certified public accountant and assurance partner from Cherry Bekeart Accounting Firm, presented the FY21 Audit and Annual Financial Report. B. Metropolitan Planning Organization (MPO) 2021-2022 Annual Report Executive Director Doug Plachcinski presented the Durham, Chapel Hill, Carrboro (DCHC) MPO 2021-2022 Annual Report. Lloyd joined the meeting at 7:07 p.m. Hughes joined the meeting at 7:23 p.m. 4. Appointments A. Tourism Board – Appointment of Eryk Pruitt with a term ending Jan. 9, 2025 B. Tourism Development Authority – Appointment of Victoria Pace with a term ending Jan. 31, 2024 C. Tourism Development Authority – Re-appointment of Dani Black with a term ending Jan. 31, 2024 Motion: Hughes moved to approve all appointments. Ferguson seconded. Vote: 5-0.  Jan. 23, 2023 Board of Commissioners Work Session Approved: ____________________ Feb. 13, 2023 Page 2 of 7 5. Items for decision - consent agenda A. Miscellaneous budget amendments and transfers B. 2022 Annual Community Development Block Grant-Coronavirus Program Report C. Update on future train station planning D. Ordinance amending town code to clarify the status of town board members on appointed boards E. Approval of Cherry Bekeart contract amendment for FY21 audit services (added item) F. Budget amendment and capital project ordinance amendment to cover Valley Forge inspection and monitoring (added item) Motion: Hughes moved to approve all items on the amended consent agenda. Ferguson seconded. Vote: 5-0. 6. In-depth discussion and topics Discussion of staff recommendation for pursuing federal funding for local projects Assistant Town Manager and Community Services Director Margaret Hauth noted that staff recommends preparing to apply for federal grants for construction of the Ridgewalk greenway in the next fiscal year. 7. Committee updates and reports Board members gave updates on the committees and boards on which they serve. 8. Adjournment Mayor Weaver adjourned the meeting at 7:54 p.m. Respectfully submitted, Sarah Kimrey Town Clerk Staff support to the Board of Commissioners  Jan. 23, 2023 Board of Commissioners Work Session Approved: ____________________ Feb. 13, 2023 TOWN OF HILLSBOROUGH Page 3 of 7 FY 2022-2023 BUDGET CHANGES REPORT DATES: 01/23/2023 TO 01/23/2023 CHANGE ORIGINAL BUDGET AMENDED REFERENCE NUMBER DATE USER BUDGET CHANGE BUDGET Admin. 10-10-4200-5300-474 RECRUITMENT Services To cover ATM & FD relocation expenses 34139 01/23/2023 EBRADFORD 6,000.00 67,500.00 73,500.00 Planning 10-10-4900-5100-020 SALARIES To move costs to exp accounts 34142 01/23/2023 EBRADFORD 416,690.00 67,500.00 484,190.00 Planning 10-10-4900-5100-021 PERSONNEL EXPANSION - SALARIES To cover ATM & FD relocation expenses 34140 01/23/2023 EBRADFORD 135,000.00 -67,500.00 67,500.00 To move costs to exp accounts 34141 01/23/2023 EBRADFORD 135,000.00 -67,500.00 0.00 Planning 10-10-4900-5300-110 TELEPHONE/INTERNET To move costs to exp accounts 34144 01/23/2023 EBRADFORD 840.00 770.00 1,610.00 Planning 10-10-4900-5300-140 TRAVEL/VEHICLE ALLOTMENT To move costs to exp accounts 34145 01/23/2023 EBRADFORD 0.00 2,100.00 2,100.00 Planning 10-10-4900-5300-600 PERSONNEL EXPANSION - OP COSTS To move costs to exp accounts 34143 01/23/2023 EBRADFORD 2,870.00 -2,870.00 0.00 Police 10-20-5100-5300-145 MAINTENANCE - BUILDINGS To cover an overage and future expenses. 34149 01/23/2023 JFernandez 36,613.00 -500.00 36,878.00 Police 10-20-5100-5300-161 MAINTENANCE - VEHICLES To cover an overage and future expenses. 34150 01/23/2023 JFernandez 1,000.00 500.00 4,000.00 Admin. 30-80-7200-5300-571 SAFETY AWARDS PROGRAM Enterprise To cover safety awards. 34134 01/23/2023 JFernandez 0.00 3,651.21 3,651.21 W&S 30-80-9990-5300-000 CONTINGENCY Contingency To cover safety awards. 34135 01/23/2023 JFernandez 400,000.00 -3,651.21 269,378.79 Storm- 35-30-5900-5300-570 MISCELLANEOUS water To cover safety awards. 34138 01/23/2023 JFernandez 24,874.00 -307.31 24,336.69 Storm- 35-30-5900-5300-571 SAFETY AWARDS PROGRAM water To cover safety awards. 34137 01/23/2023 JFernandez 0.00 307.31 307.31 0.00 APPROVED: 5/0 DATE: 1/23/23 VERIFIED: ___________________________________ JFernandez 01/13/2023 3:26:03PM Page 1 of 1 fl142r03  Jan. 23, 2023 Board of Commissioners Work Session Approved: ____________________ Feb. 13, 2023 Page 4 of 7  Jan. 23, 2023 Board of Commissioners Work Session Approved: ____________________ Feb. 13, 2023 Page 5 of 7 ORDINANCE #20230123-5.D ORDINANCE Amending Town Code Chapter 3 To Clarify Status of Town Board Members on Appointed Boards The Hillsborough Board of Commissioners ordains: Section 1. Section 3-70(c) is amended by adding “One member shall be a town board member” as the second sentence. Section 2. Section 3-70(d) is amended by adding “The town board and Planning Board members are not subject to term limits as those appointments are tied to service on other boards” as the second sentence. Section 3. Section 3-71(b) is amended by adding “One member shall be the Mayor Pro Tem of the Board of Commissioners” as the last sentence. Section 4. Section 3-71(c) is amended by adding “The town board member is not subject to term limits as the appointment is tied to service as Mayor Pro Tem” as the last sentence. Section 5. Section 3-72(c) is amended by adding “The town board member is not subject to term limits as the appointment is tied to service on the town board” at the end of the section Section 6. Section 3-73(b) is amended by adding “One member shall be the town board member who also serves on the Tourism Board. That service qualifies that individual as being active in the promotion of travel and tourism in town” at the end of the section. Section 7. Section 3-73(c) is amended by adding “The town board member is not subject to term limits as the appointment is tied to service on the Tourism Board” at the end of the section. Section 8. This ordinance shall become effective upon adoption. The foregoing ordinance having been submitted to a vote, received the following vote and was duly adopted this 23rd day of January in 2023. Ayes: 5 Noes: 0 Absent or excused: 0 Sarah E. Kimrey, Town Clerk  Jan. 23, 2023 Board of Commissioners Work Session Approved: ____________________ Feb. 13, 2023 TOWN OF HILLSBOROUGH Page 6 of 7 FY 2022-2023 BUDGET CHANGES REPORT DATES: 01/23/2023 TO 01/23/2023 CHANGE ORIGINAL BUDGET AMENDED REFERENCE NUMBER DATE USER BUDGET CHANGE BUDGET 10-00-3900-3900-000 FUND BALANCE APPROPRIATION To cover Valley Forge inspection/monitori 34179 01/23/2023 EBRADFORD 743,482.00 6,238.00 2,038,712.39 10-00-9990-5300-000 CONTINGENCY To cover Valley Forge inspection/monitori 34178 01/23/2023 EBRADFORD 300,000.00 -40,762.00 0.00 10-71-5600-5982-002 TRANSFER TO GEN CAP IMPROV FUND To cover Valley Forge inspection/monitori 34180 01/23/2023 EBRADFORD 100,000.00 47,000.00 147,000.00 60-11-3870-3870-404 TRANSFER FROM GF-VALLEY FORGE To cover Valley Forge inspection/monitori 34176 01/23/2023 EBRADFORD 878,180.00 47,000.00 925,180.00 60-11-5600-5700-718 VALLEY FORGE RD -CONSTRUCTION ADMIN To cover Valley Forge inspection/monitori 34177 01/23/2023 EBRADFORD 62,000.00 47,000.00 109,000.00 106,476.00 APPROVED: 5/0 DATE: 1/23/23 VERIFIED: ___________________________________ EBRADFORD 01/23/2023 9:08:44AM Page 1 of 1 fl142r03  Jan. 23, 2023 Board of Commissioners Work Session Approved: ____________________ Feb. 13, 2023 Page 7 of 7 ORDINANCE #20230123-5.F ORDINANCE Capital Project Amendment Valley Forge Road Street & Stormwater Project The Hillsborough Board of Commissioners ordains that, pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project ordinance is hereby amended: Section 1. Revenues anticipated to be available to the town to complete the project are hereby amended as follows. Current Budget +/- Amended Budget General Capital $1,203,917 $47,000 $1,250,917 Improvement Fund Valley Forge Section 2. Amounts appropriated for the capital project are hereby amended as follows. Current Budget +/- Amended Budget General Capital $1,203,917 $47,000 $1,250,917 Improvement Fund Valley Forge Section 3. Copies of this ordinance should be furnished to the clerk, budget officer and finance officer to be kept on file by them for their direction in carrying out this project. The foregoing ordinance having been submitted to a vote, received the following vote and was duly adopted this 23rd day of January in 2023. Ayes: 5 Noes: 0 Absent or excused: 0 Sarah E. Kimrey, Town Clerk