1. Board of Commissioners (BOC)

MINUTES TOWN OF PITTSBORO BOARD OF COMMISSIONERS REGULAR MEETING MONDAY, MARCH 12, 2018 6:00 PM WORKSESSION Members present for the worksession: Mayor Cindy Perry, Commissioner John Bonitz, Michael Fiocco and Bett Wilson Foley. Mayor Perry opened the worksession to receive Planning Updates on Hillsboro St Widening and Other Issues from Jeff Jones. AGENDA Mayor Cindy S. Perry called the meeting to order at 7:00 pm and asked for a moment of silence. PLEDGE OF ALLEGIANCE Pledge of Allegiance was led by Commissioner Farrell. ATTENDANCE [ Members present: Mayor Cindy S. Perry, Mayor Pro Tern Pamela Baldwin, Commissioner John Bonitz, Jay Farrell, Michael Fiocco and Bett Wilson Foley. Staff present: Manager Bryan Gruesbeck, Clerk Alice F. Lloyd, Attorney Paul S. Messick, Jr., Planning Director Jeff Jones, Planner II Victoria Bailiff and Police Lt. Troy Roberson. CONSENT AGENDA Commissioner Bonitz asked that #3 (Debt Setoff Program) be moved to New Business #1. Commissioner Fiocco asked that #2 (System Development Fee Analysis) be moved to New Business #2. Motion was made by Commissioner Foley seconded by Commissioner Fiocco to approve the consent agenda with corrections to the minutes they received tonight. The Consent Agenda contains the following items: 1. Approve Minutes of the February 26, 2018 regular meeting. (with corrections submitted tonight) 2. Approve Ordinance to Amend the FY 2017-2018 Operating Budget to complete System Development Fee Analysis. (moved to New Business #2) 3. Approve Resolution to Participate in Debt Setoff Program. (moved to New Business #1) March 12, 2018 minutes Page 1 4. Approve Resolution Authorizing the Sale of Surplus Property. 5. Approve Ordinance to Amend the FY 2018-2019 Operating Budget for Financial Advisor (FA) services. 6. Set Public Hearing for Planned Unit Development (PUD) for Mill South townhomes for March 26, 2018 at 7:00 pm. 7. Approve Ordinance to Amend the FY 2017-2018 Operating Budget for the Wellness Grant. 8. Approve Resolution to Adjust Pittsboro Main Street Boundary. Vote Aye-5 Nay-0 A RESOLUTION AUTHORIZING SALE OF SURPLUS ITEMS IS RECORDED IN THE BOOK OF RESOLUTIONS NUMBER ONE, PAGES 68-69 AN ORDINANCE AMENDING FY 2017-2018 OPERATING BUDGET IS RECORDED IN THE BOOK OF ORDINANCES NUMBER ONE, PAGE 5 AN ORDINANCE AMENDING THE FY 2017-2018 OPERATING BUDGET IS RECORDED IN THE BOOK OF ORDINANCES NUMBER ONE, PAGE 6 A RESOLUTION TO AMEND THE BOUNDARIES OF THE MAIN STREET DISTRICT IS RECORDED IN THE BOOK OF RESOLUTIONS NUMBER ONE, PAGES 70-72 Motion made by Commissioner Fiocco seconded by Commissioner Baldwin to approve the regular agenda with the modifications made tonight. Vote Aye-5 Nay-0 PUBLIC HEARING Motion made by Commissioner Fiocco seconded by Commissioner Foley to go into public hearing. Vote Aye-5 Nay-0 ABANDONMENT OF A PORTION OF OLD RALEIGH RD (VICTORIA BAILIFF) Victoria Bailiff, Planner II stated the Board of Commissioners adopted a resolution giving notice ofthe Town's intent to permanently abandon a portion of Old Raleigh Road on February 12, 2018. A public hearing on the partial right of way abandonment was scheduled for tonight. A weekly notice per state statue has been published for four (4) consecutive weeks prior to the public hearing, adjoining property owners were notified, and the Right of Way was posted in two locations. PUBLIC COMMENTS: Steve Beaman, Attorney representing the property owners stated he was present to answer any questions the board had. March 12, 2018 minutes Page 2  Motion made by Commissioner Fiocco seconded by Commissioner Baldwin to go out of public hearing. Vote Aye-5 Nay-0 REGULAR MEETING AGENDA CITIZENS' MATTERS NONE COMMISSIONER UPDATES Mayor Updates - Mayor Perry attended the following: • Triangle J Joint Boards Meeting in Siler City. • Triangle J Mayors and Chairs meeting in RTP. • Met with staff and members of Chatham Park Development Team. • Read with children at Pittsboro Elementary School. • Attended Parks Workshop on the Parks Master Plan. • Attended a water resources collaboration meeting at Triangle J and was appointed Co- Chair for the upcoming year. • Attended a League of Women Voters Meeting. • EDC - Commissioner Fiocco said he will be attending the EDC meeting tomorrow morning. r • RPO • Fairground Association • PBA/Downtown • Triangle J Council of Governments-Commissioner Baldwin said she attended the TJCOG Executive Board Meeting and they are working on redoing the Charter. She also attended the Affordable Housing Committee Meeting and handed out a copy of the Housing Assessment for Chatham County and stated they will be doing one for Pittsboro and Goldston as well. • Main Street - Commissioner Fiocco stated the Board of Commissioners passed an expansion of the boundaries of the Main Street District tonight on the consent agenda. They are working on Fiscal Budget request for 2018-2019. • Climate Change - Commissioner Bonitz stated he was not able to attend that last Climate Advisory Committee meeting and he has not received a report for that meeting. Commissioner Bonitz asked Mayor Perry if she would attend some of the meeting when he is unable. Mayor Perry said she would serve as his backup. OLD BUSINESS NORTHWOOD PUD REZONING (REZ-2017-04) Victoria Bailiff, Planner II, stated that Eco CP Partners, LLC is proposing to rezone approximately 91.37 acres, located along the western side of US 15-501 N just north of the US March 12, 2018 minutes Page 3 64 Bypass, from R-A2 (Residential Agriculture - 2 acres) to MUPD (Multi-Use Planned Development). Ms. Bailiff went of the Staff Analysis which can be found at: http://pittsboronc.gov/index.asp?Type=B BASIC&SEC={4DD4D0A9-D93B-4E92-8B2B- 1BAC76976EB0}&DE={8Fl 72D6C-l 705-460B-9369-9956A09227BC} (REZ-2017-04) Northwood Rezoning MUPD memo and documents BOC 3.12.18) Mark Ashness gave an overview of the rezoning request. He said tonight they are here just for a rezoning. They have received approval from NCDOT for all improvements Mr. Ashness said that Northwood would benefit from the additional tum lane. They already have the driveway permits in hand. Commissioner Bonitz asked about installing gentle curbs. Mr. Ashness said the land has some roll to it. They can look at that during subdivision process. Mr. Ashness used a map to explain traffic patterns. The map can be found at: http://pittsboronc.gov/index.asp?Type=B BASIC&SEC={4DD4D0A9-D93B-4E92-8B2B- 1BAC76976EB0}&DE={8Fl 72D6C-1705-460B-9369-9956A09227BC} (Northwood MUPD map submitted at meeting) Commissioner Fiocco asked when these improvements will be completed. Tim Smith, said the school is in favor of the project and they will have to complete it over two summers, so that major work will not interrupt the school year. Mr. Smith said that Phase I and Phase II (all) improvements will be completed before the first C/O is issued. Commissioner Fiocco said he would like to see the Phasing of the Improvements listed on the Plan. Board would like to see greenways in the community park be accessible to all. After much discussion Mayor Perry asked that the changed made tonight be made and it be resubmitted. PLANNING BOARD VACANCIES Jeff Jones, Planning Director stated that Beth Turner and Wayne Herndon recently resigned from the Planning Board. Beth Turner (term expires 12/31/18) was a regular Town Member. Steve Cockman, the Town Alternate, has agreed to step into her spot. Mr. Cockman attends the meetings regularly and has had to sit in many times in the past. Staff would recommend that Kyle Shipp be appointed as the in-town alternate. He has been attending the Planning Board meetings regularly. Mr. Jones said staff will advertise for an ETJ Alternate. March 12, 2018 minutes Page 4  Commissioner Fiocco said Jim Nass has indicated his willingness to serve on the Planning Board as well. i After discussion a motion was made by Commissioner Farrell seconded by Commissioner Bonitz to appoint Steve Cockman as a regular Town Member and Kyle Shipp as the In-Town Alternate. Vote Aye-5 Nay-0 CHATHAM PARK MASTER PLAN TEXT AMENDMENT ADDITIONAL ELEMENTS - PUBLIC ART AND TRANSIT Jeff Jones, Planning Director said we are going to skip ahead some to keep the review of the elements moving along. He will bring back the Stormwater Element after Hydrostructures has completed their review of the element. Mr. Jones gave a timeline of meeting when the Public Art and Transit Elements were discussed. PUBLIC ART PLAN ADDITIONAL ELEMENT Tim Smith, Chatham Park gave an overview of the changes they had made to the elements after the Workshop on October 5, 2017. Commissioner Foley stated she would like to see two (2) local artists serve on the CPAAB. The use of local artist are to be encouraged. r Objective 3: Include when public art would be included in the project plan. After discussion the following was asked to be changed in the ordinance and resubmitted. That the CP AAB include two (2) local artists on the board. That property owners within Chatham Park be encouraged to use local artists and that non-residential property owners be given brochure from the Chatham Artists Guild which list local artists. Also, that it be included when public art would be included in the plan. Mayor Perry asked that the changes be made and brought back. TRANSIT PLAN ADDITIONAL ELEMENT After discussion the board agreed that the following modifications be made: Under Pedestrian Accommodations - 1st sentence - " .. .in Chatham Park, with consideration being given to connectivity and encouragement of pedestrian use." Add that at cross sections that grade separation is encouraged. (Commissioner Fiocco will submit correct wording) March 12, 2018 minutes Page 5 After much discussion Mayor Perry asked if they would like to approve the Transit Additional Element with the modifications made tonight. Motion made by Commissioner Fiocco seconded by Commissioner Baldwin to approve the Transit Plan Additional Element with the above mentioned modifications. Vote Aye-5 Nay-0 NEW BUSINESS RESOLUTION TO PARTICIPATE IN DEBT SETOFF PROGRAM Commissioner Bonitz and Mayor Perry had concerns that this would include accounts where residents had fallen behind on their account. Manager Gruesbeck said, no we make payment arrangements for those customers. Manager Gruesbeck stated this will apply to accounts that have be closed for 90 days and in most cases they have moved from Pittsboro. Commissioner Bonitz asked about the monetary amount of this. Manager Gruesbeck said he didn't have that. Staff is trying to collect payments for the outstanding bills residents leave with us. After discussion a motion made by Commissioner Fiocco seconded by Commissioner Foley to adopt the resolution regarding the NC Local Government Debt Setoff Program. Vote Aye-5 Nay-0 A RESOLUTION REGARDING DEBT SETOFF PROGRAM IS RECORDED IN THE BOOK OF RESOLUTIONS NUMBER ONE, PAGES 73-81 AMEND THE FY 2017-2018 OPERATING BUDGET TO COMPLETE SYSTEM DEVELOPMENT FEE ANALYSIS Commissioner Fiocco asked Attorney Messick if the contract is a suitable contract. Manager Gruesbeck said they prepared a fee schedule and that is what they are committing to doing for us. After discussion a motion made by Commissioner Fiocco seconded by Commissioner Foley to approve the Budget Amendment to appropriate funds from fund balance to cover the cost of the contract for System Development Fee Analysis. Vote Aye-5 Nay-0 AN ORDINANCE AMENDING THE FY 2017-2018 OPERATING BUDGET IS RECORDED IN THE BOOK OF ORDINANCES NUMBER ONE, PAGE 7 ADDITIONAL UPDATES AND REPORTS MANAGER'S UPDATE ON PROJECTS Manager Gruesbeck submitted the following updates in the agenda packet and gave a brief overview. March 12, 2018 minutes Page 6  Upcoming Meetings • Chatham County Affordable Housing Advisory Committee-April 5, 2018@ 6:00 pm @ Chatham County Agriculture and Conference Center. • Legislative Breakfast (Mayors and Managers)-March 16, 2018@ 8:30 am Chatham County Agriculture and Conference Center. • Special Assessment District Workshop - March 26, 2018 @ 6 pm - Before regular Town Board of Commissioners Meeting. Items: • New Town Hall- Staff began meeting with Hobbs Architects on March 7, 2018. They discussed the duties of current staff positions and spatial needs as well, future staff and spatial projections over the lifespan of the new building. There are no right or wrong answers at this point, but a consistent theme has been a need to provide sufficient access to the public. Ground floor space will be at a premium in the existing footprint. • FY 2018-2019 Budget- Departmental request have been submitted. We are working with Chatham County on determining revenue projections. The initial budget will be submitted to the Board in its entirety on May 29, 2018. It must be approved by July 1, 2018. • Jordan Lake Partnership (JLP)- Shared a conference call with JLP to determine how the Town will fit into their work plan - particularly with regard to cost sharing on the proposed Western Intake project. • Chatham County Water and Sewer Master Plan- Met with County, Siler City, Goldston and Hazen & Sawyer on March 5, 2018. • Kiosk - Installation is complete at the Chatham County Library near the entrance. [ Manager Gruesbeck stated that he would be meeting with Ted Cole (Davenport) and if anyone is interested in attending to be let him know. The deadline for receiving applications for Engineer is March 29, 2018. He met with Steve Sturgis regarding Main Street budget/disbursement matters. He mentioned the "acorn" lights that are out around the courthouse he said they are working on getting that corrected. Commissioner Concerns Commissioner Farrell said he has received calls from folks on East Cornwallis wanting to know about paving the street. Manager Gruesbeck said we have a couple options for getting it paved. After discussion the Board asked that it be put on a future agenda once the cost for paving is available. Commissioner Foley stated she wanted to give the board and staff an alternate email address for her. Her current one is not working. Commissioner Fiocco said he was wondering around the new town hall and he believes we can get a lot more parking spaces on the lot. March 12, 2018 minutes Page 7 Commissioner Fiocco said he would like to have a policy were in the future when the board is asked to set a public hearing, that all the supporting information be included in that packet so they will have time to read through it. The Board agreed that would be a great policy. Commissioner Bonitz asked about paving Lorax Lane. Manager Gruesbeck said he don't know who owns what down there. Commissioner Bonitz asked Mr. Jones about ifhe was working on a short-term urgent fix to downtown zoning. Mr. Jones said Main Street committee is working on that as well as he and his staff. Mr. Jones said there are no other projects in the work. Motion made by Commissioner Fiocco seconded by Commissioner Farrell to take a five minutes break. Vote Aye-5 Nay-0 Motion made by Commissioner Fiocco seconded by Commissioner Baldwin to go back into regular session. Vote Aye-5 Nay-0 CLOSED SESSION Motion made by Commissioner Bonitz seconded by Commissioner Fiocco to go into closed session pursuant to NCGS 143-318(a)(3) to consult with the Town Attorney. Vote Aye-5 Nay-0 Motion made by Commissioner Fiocco seconded by Commissioner Farrell to go out of closed session. Vote Aye-5 Nay-0 ADJOURNMENT Motion made by Commissioner Fiocco seconded by Commissioner Baldwin to adjourn at 11 :31 p.m. Vote Aye-5 Nay-0 ~CindyPerry, ; 1 .Ma~ /2; ATTEST: ~d-·1<¥ Alice F. Lloyd, CMC, NCCMC Town Clerk March 12, 2018 minutes Page 8