Board of Commissioners Work Session

Nov. 27, 2023 Board of Commissioners Work Session Approved: ____________________ Dec. 11, 2023 Page 1 of 3 Minutes Board of Commissioners Work Session 7 p.m. Nov. 27, 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: Administrative Services Director Jen Della Valle, Assistant Town Manager and Community Services Director Matt Efird, Budget and Management Analyst Josh Fernandez, Town Clerk and Human Resources Technician Sarah Kimrey, Communications Specialist JC Leser and Town Manager Eric Peterson 1. Opening of the work session Mayor Jenn Weaver called the meeting to order at 7 p.m. 2. Agenda changes and approval There were none. Motion: Commissioner Kathleen Ferguson moved to approve the agenda as presented. Commissioner Robb English seconded. Vote: 4-0. Absent: Commissioner Evelyn Lloyd 3. Items for decision - consent agenda A. Miscellaneous budget amendments and transfers B. Special Event Permit: 2023 Solstice Lantern Walk – Hillsborough Arts Council C. Special Event Permit: Kevin Dendy Memorial 5K Run/Walk – Generation Life Church D. Special Event Permit: 2024 Godiva Track Club New Year’s Day 8K Run Motion: Commissioner Mark Bell moved to approve all items on the consent agenda. Ferguson seconded. Vote: 4-0. Absent: Lloyd. Lloyd joined the meeting at 7:02 p.m. 4. In-depth discussion and topics A. Strategic Plan – Quarter 1 update Administrative Services Director Jen Della Valle opened discussion on the implementation of the Strategic Plan for Quarter 1 of Fiscal Year 2024. Discussion included: • Reaching out to local councils of government for assistance when staff capacity is limited. • Updating the town’s emergency operations plan. • Offering competitive benefits to town staff. • Collaborating with other entities to highlight and promote women and minority owned businesses. • Increasing public involvement in the budgetary process. • Developing a code of ethics and firearms regulation.  Nov. 27, 2023 Board of Commissioners Work Session Approved: ____________________ Dec. 11, 2023 Page 2 of 3 • Implementing the current racial equity lens. Staff was directed to: • Investigate Inflation Reduction Act direct payments for sustainable energy options. • Include on the quarterly update the staff responsible for Strategic Plan items. • Provide an update on the Orange County Racial Equity Index dashboard. B. Fiscal Year 2025 Budget Retreat discussion Della Valle shared with the board the schedule and draft agenda for the FY2025 Budget Retreat. The board supported scheduling the retreat for 9 a.m. to 3:15 p.m. Feb. 17. Portions of the retreat will be covered at the January board work session due to staff availability. Bell suggested reviewing the budgetary impacts of the discussion items as a group rather than individually. Weaver said providing options for reaction from board members helps guide the discussion at the retreat. Ferguson suggested stress testing the items using a discussion facilitator at the retreat. Bell suggested that a facilitator would be more useful when the board is making decisions rather than receiving information. The town manager will redevelop the agenda using the suggestions made. 5. Committee updates and reports Board members gave updates on the committees and boards on which they serve. Motion: Commissioner Matt Hughes moved to go into closed session at 8:32 p.m. Ferguson seconded. Vote: 5-0. 6. Closed session A. Closed session as authorized by North Carolina General Statute Section 143-318.11 (a)(6) regarding personnel matters (town manager’s evaluation) Motion: Bell moved to return to open session at 9:07 p.m. Ferguson seconded. Vote: 5-0. Motion: Ferguson moved to grant the town manager a 5% merit increase effective July 3, 2023. Bell seconded. Vote: 5-0. 7. Adjournment Weaver adjourned the meeting at 9:08 p.m. Respectfully submitted, Sarah Kimrey Town Clerk Staff support to the Board of Commissioners  Nov. 27, 2023 Board of Commissioners Work Session Approved: ____________________ Dec. 11, 2023 TOWN OF HILLSBOROUGH Page 3 of 3 FY 2023-2024 BUDGET CHANGES REPORT DATES: 11/27/2023 TO 11/27/2023 CHANGE ORIGINAL BUDGET AMENDED REFERENCE NUMBER DATE USER BUDGET CHANGE BUDGET GF 10-00-9990-5300-000 CONTINGENCY Contingency To cover swag 41381 11/27/2023 EBRADFORD 450,000.00 -13,000.00 112,326.00 To cover IT postage 41389 11/27/2023 EBRADFORD 450,000.00 -50.00 112,276.00 To cover SAD property satisfactions 41394 11/27/2023 EBRADFORD 450,000.00 -10,000.00 102,276.00 Gov. 10-10-4100-5300-042 ATTORNEY/SPECIAL ASSESSMENT DIST. Body To cover SAD property satisfactions 41395 11/27/2023 EBRADFORD 0.00 10,000.00 10,000.00 Admin. 10-10-4200-5300-332 OFFICE FURNITURE Services To cover Communications office furniture 41391 11/27/2023 JFernandez 0.00 272.00 272.00 Office furniture for Communications inter 41397 11/27/2023 JFernandez 0.00 80.00 352.00 Admin. 10-10-4200-5300-338 SUPPLIES - DATA PROCESSING Services To cover SD card reader for Communicati 41386 11/27/2023 JFernandez 0.00 65.00 93.00 Admin. 10-10-4200-5300-570 MISCELLANEOUS Services To cover swag 41380 11/27/2023 EBRADFORD 57,553.00 13,000.00 76,777.32 To cover SD card reader for Communicati 41387 11/27/2023 JFernandez 57,553.00 -65.00 76,712.32 To cover Communications office furniture 41390 11/27/2023 JFernandez 57,553.00 -272.00 76,440.32 Office furniture for Communications inter 41396 11/27/2023 JFernandez 57,553.00 -80.00 76,360.32 Public 10-10-6300-5300-570 MISCELLANEOUS Space To cover Ridgewalk Feasibility Study 41379 11/27/2023 EBRADFORD 7,000.00 84,000.00 91,000.00 IT 10-10-6610-5300-112 POSTAGE To cover postage 41388 11/27/2023 EBRADFORD 50.00 50.00 105.00 Police 10-20-5100-5300-145 MAINTENANCE - BUILDINGS To correct expenditures for evidence room 41373 11/27/2023 JFernandez 15,000.00 -4,550.00 18,720.00 To cover decal application 41399 11/27/2023 EBRADFORD 15,000.00 -1,000.00 17,720.00 Police 10-20-5100-5300-161 MAINTENANCE - VEHICLES To cover decal application 41398 11/27/2023 EBRADFORD 1,000.00 1,000.00 4,000.00 Police 10-20-5100-5700-735 CAPITAL - BUILDINGS & IMPROVEMENTS To correct expenditures for evidence room 41374 11/27/2023 JFernandez 0.00 4,550.00 45,272.50 Streets 10-30-5600-5700-729 CAPITAL - INFRASTRUCTURE To cover snow plow replacement 41392 11/27/2023 EBRADFORD 239,000.00 -10,000.00 289,485.00 Streets 10-30-5600-5700-741 CAPITAL - EQUIPMENT To cover snow plow replacement 41393 11/27/2023 EBRADFORD 0.00 10,000.00 10,000.00 GF 10-71-6300-5982-006 TRANSFER TO GEN CAP IMPROV FUND Transfers To cover Ridgewalk Feasibility Study 41378 11/27/2023 EBRADFORD 529,003.00 -84,000.00 445,003.00 Water 30-80-8140-5300-113 LICENSE FEES Dist. To cover Telog software renewal. 41401 11/27/2023 JFernandez 0.00 195.00 195.00 Water 30-80-8140-5300-330 SUPPLIES - DEPARTMENTAL Dist. To cover Telog software renewal. 41400 11/27/2023 JFernandez 131,440.00 -195.00 136,272.64 WW 30-80-8200-5700-735 CAPITAL - BUILDING & IMPROVEMENTS Collect. To cover Cemetery PS repairs 41376 11/27/2023 EBRADFORD 0.00 5,500.00 93,675.00 W&S 30-80-9990-5300-000 CONTINGENCY Contingency To cover Cemetery PS repairs 41377 11/27/2023 EBRADFORD 400,000.00 -5,500.00 139,249.00 0.00 JFernandez 11/21/2023 10:03:29AM APPROVED: 4/0 Page 1 of 1 fl142r03 DATE: 11/27/23 VERIFIED: ___________________________________