1. Board of Commissioners (BOC)

AGENDA TOWN OF PITTSBORO BOARD OF COMMISSIONERS WORK.SESSION 6:00PM REGULAR MEETING MONDAY, MARCH 26, 2018 7:00PM WORKSESSION SPECIAL ASSESSMENT DISTRICT (SAD) UPDATE Ms. Renee Pascal, Chatham County Manager gave the following presentation and answered questions. http://pittsboronc.gov/index.asp?Type=B BASIC&SEC={4DD4D0A9-D93B-4E92-8B2B- 1BAC76976EB0}&DE={2E52F7EC-F344-41CA-A568-10E872B2044A} (Additional Elements Recommendation (Final); Fiscal Impact Analysis Short - for Pittsboro; Fire Station Funding Tom D' Alesandro, Chatham Park gave the following presentation and answered questions. http://pittsboronc.gov/index.asp?Type=B BASIC&SEC={ 4DD4D0A9-D93B-4E92-8B2B- 1BAC76976EB0}&DE={2E52F7EC-F344-4 l CA-A568-10E872B2044A} (Chatham Park SAD Presentation 2018 03 26 I After discussion the Board asked that Chatham County Schools/Chatham County acknowledge that the schools request has been met in the Additional Element. REGULAR MEETING Mayor Cindy S. Perry called the meeting to order 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., Police Lt. Troy Roberson, Planning Director Jeff Jones and Planner II Victoria Bailiff. CONSENT AGENDA Commissioner Fiocco made a correction to page 4 of the March 12, 2018 meeting, 6th paragraph to read as follows" ... Mr. Smith said that Phase I and Phase II (all) improvements will be March 26, 2018 Minutes Page 1 completed before the first C/O is issued." Motion made by Commissioner Fiocco seconded by Commissioner Foley to approve the consent agenda with the correction above. The Consent Agenda contains the following items: 1. Approve Minutes of the March 12, 2018 regular meeting (with correction above) 2. Accept FY 2017-2018 Financial Reporting as of February 28, 2018. Vote Aye-5 Nay-0 PUBLIC HEARING Motion made by Commissioner Fiocco seconded by Commissioner Farrell to go into public hearing. Vote Aye-5 Nay-0 PLANNED UNIT DEVELOPMENT (PUD) FOR MILL SOUTH TOWNHOMES (SUB- 2017-04)/(SUP-2017-05) Victoria Bailiff, Planner II, stated that Orange Development Group III, LLC is proposing a Planned Unit Development (PUD) along North Masonic Street, in the R-10 district, where PUDs are required to obtain special use permits. The applicant is proposing a development consisting of 42 townhomes located on a 9.66 acre site, a portion of the site will be left open for future development. The townhomes themselves will be located on the two northern most properties, parcels 92452 and 92451, which consist of 5.48 acres creating a density of 7. 7 units per acre. The proposed minimum lot size is 1,500 square feet and the proposed minimum lot width is 18 feet. PUBLIC COMMENTS: Randolph Voller - 21 Randolph Court - stated he supports the rezoning and feels it is a good use of the property. He would like to see some affordable housing in the PUD. Cabell Regan- 365 Thompson Street- Mr. Regan stated his and his sister's property adjoins the proposed PUD. He stated he had concerns about the quality of this land. He expressed concerns about density, major drainage onto his property, and traffic that is already in the area before the development. He asked that the Board not approve the PUD as it is presented. Mary Brewer Regan - 365 Thompson Street - Ms. Regan stated she agrees with Mr. Regan. Tom Roberts - 480 Hillsboro Street -stated the project has the potential to be a positive project. Mr. Roberts addressed the lack of a traffic study, and the potential for 25,000 ft. of commercial property. He said Chatham Mills property has been used as a cut through from Thompson/Masonic Street and he had to spend money to put speed bumps throughout Chatham Mills property to slow vehicles down. He has also thought about putting up no-thru traffic signs on Thompson/Masonic Street entrance. Mr. Roberts said he feels more information is needed. He is not opposed to the project he just doesn't feel there is enough information. March 26, 2018 Minutes Page 2 Landon Lovelace stated Mike Dasher had a previously scheduled trip and could not attend tonight. Mr. Lovelace went of the following power point: http://pittsboronc.gov/index.asp?Type=B BASIC&SEC={ 4DD4D0A9-D93B-4E92-8B2B- 1BAC76976EB0}&DE={2E52F7EC-F344-4 l CA-A568-l 0E872B2044A} (2018.02.23 Mill South Slides power point) Commissioner Farrell said he agreed with Mr. Regan and Mr. Roberts the traffic is terrible on Thompson Street and it is a narrow street. He said we have people hitting Salisbury Street going around Masonic to 64. Commissioner Foley said she thinks we need a light at the intersection of Thompson and Hillsboro Street. Commissioner Baldwin stated the proposed road frontage is just in front of their property. What about the traffic as they get to your property. Commissioner Fiocco discussed the phases of the improvements and did not think the residents in Phase I of the development should have to wait for amenities to be provided when Phase 3 occurs. He thinks they should be in place whether Phase 3 occurs or not. Mr. Lovelace said all of the grading would be done at once and stormwater from the development will go into the wet retention pond. Commissioner Fiocco said when diverting water they need to make sure the culvert can handle it. Mr. Lovelace said they were provide payment in lieu ofrecreation. Commissioner Bonitz wanted to hear from staff on this matter. Mr. Jones said he would talk speak with Paul Home. Mr. Lovelace said they don't normally do a traffic study unless it is 100 peak hour trips and this development would be 22 peak hour trips. Commissioner Bonitz thanked him for the presentation and said he finds this type density attractive and pleasing. A discussion a motion made by Commissioner Baldwin seconded by Commissioner Fiocco to go out of public hearing. Vote Aye-5 Nay-0 Motion made by Commissioner Fiocco seconded by Commissioner Farrell to approve the regular meeting agenda. Vote Aye-5 Nay-0 March 26, 2018 Minutes Page 3  REGULAR MEETING AGENDA CITIZENS' MATTERS Doug Emmons - 114 Autumn Close - stated he serves on the EDC board and is a member of Main Street committee and he would like to say that Chatham Park Investors have merit in having a SAD District. He said things with the school should connect with the county, the school board approved what is in the element. Mr. Emmons stated the Main Street Committee was very pleased with the tum-out at the mixer they had a week ago. He thanked the Board for their support. Randy Voller- 21 Randolph Court- stated he was happy to see some of the Commissioners make the mixer and he hoped the next time everyone could be there. He stated a couple of the items he presented to the Board about four weeks ago was approved at the Democratic Convention. He saw the waste contract was being discussed and he handled the Board something from Waste Zero. He said he had a couple items from his records that the Mayor may want to look over. Commissioner Foley said the mixer was a great event. COMMISSIONER UPDATES Mayor Updates - Mayor Perry said she: • Attended an Affordable Housing meeting along with Mayor Pro-Tern Baldwin. • Attended a Legislative Breakfast with Manager Gruesbeck. • Spoke at League of Women Voters event. • Continue to have weekly meetings with the Manager and Town Attorney. • EDC - Commissioner Fiacco said he attended the EDC and learned that the County has two certified mega sites. • RPO • Fairground Association • PBA/Downtown - Commissioner Fiacco reported 1st Sunday begins Sunday. The meet and greet mixer was a successful event. • Triangle J Council of Governments • Main Street • Climate Change-Commissioner Bonitz stated they will be meeting April 12, 2018. • Human Relation Taskforce - Commissioner Foley said she attended the Human Relations Taskforce meeting. • Affordable Housing Taskforce - Commissioner Baldwin said the Affordable Housing Taskforce will be meeting here on Thursday. Motion made by Commissioner Farrell seconded by Commissioner Baldwin to take a five minute break. Vote Aye-5 Nay-0 March 26, 2018 Minutes Page 4  Motion made by Commissioner Fiocco seconded by Commissioner Farrell to go back into regular session. Vote Aye-5 Nay-0 OLD BUSINESS ABC UPDATE James Nass, Chairman Pittsboro ABC Board, stated sales are up and he presented a check to the Town in the amount of $14,276. ABANDONMENT OF A PORTION OF OLD RALEIGH RD (ROW 2018-01) Victoria Bailiff, Planner II stated the Board of Commissioners adopted a resolution giving notice of the Town's intent to permanently abandon a portion of Old Raleigh Road on February 12, 2018. A weekly notice per state statute was published for four consecutive weeks prior to the public hearing, adjoining property owners were notified, and the Right-of-Way was posted in two location. Ms. Bailiff stated the right of way if no longer used as a public road and abandonment of the right of way would not deprive any owner of reasonable access to their property. After discussion a motion made by Commissioner Fiocco seconded by Commissioner Foley to approve the Ordinance Abandoning a Portion of the Right of way on Old Raleigh Road. Vote Aye-5 Nay-0 f AN ORDINANCE PERMANENTLY CLOSING A PORTION OF THE OLD RALEIGH ROAD IS RECORDED IN THE BOOK OF ORDINANCES NUMBER ONE, PAGES 8-12 SOLID WASTE COLLECTION DISPOSAL - WASTE INDUSTRIES AGREEMENT Manager Gruesbeck reported that in 2011, the Town of Pittsboro signed an agreement with Waste Industries to collect solid waste and recycling within the Town boundaries. The Initial Term of the agreement began on July 1, 2011. It was renewed in 2016 for two (2) years. The current agreement is set to expire on June 30, 2018. Attached please find the original Agreement. During the period of the current and renewed Agreement, Staff has worked and communicated well with Waste Industries. Citizen/customer complaints are resolved in a timely fashion and there have been no unexpected expenses or changes in service. The current Agreement allows for the Initial Term to be extended for up to five (5) additional two-year terms. The renewal in 2016 represents the first renewal. Based on a recent discussion with Ben Davidson, General Manager with Waste Industries, they are interested in continuing our relationship. March 26, 2018 Minutes Page 5 Before any possible recommendation that we continue an additional two (2) year term, I wanted to seek your input. I anticipate that representatives from Waste Industries will be in attendance at the meeting to answer any questions that you have. Ben Hobbits and Travis Hitchcock were present for the meeting and to answer questions. After discussion the board asked for a breakdown of residential, commercial and multifamily pickups. They also requested the total tonnage of for the two categories. Manager Gruesbeck said he would bring it back with more information. CHATHAM PARK MASTER PLAN TEXT AMENDMENT ADDITIONAL ELEMENTS - PUBLIC ART AND TRANSIT Jeff Jones, Planning Director stated at the last Board meeting the Board of Commissioners made changes to the Public Art and Transit Additional Elements. Chatham Park Investors have made those changes and the documents are before you tonight for a vote. Mr. Jones reported that staff and consultants are still reviewing the Stormwater and Tree Protection Elements (he received it from Roger today) and hope to bring those Elements back to the Board in April. Mr. Jones said we may move onto the Small Area Plan and leave the Affordable Housing Task to do their work. PUBLIC ART After discussion a motion was made by Commissioner Foley seconded by Commissioner Bonitz to approve A Resolution Approving Certain Additional Elements to the Chatham Park Planned Development District Master Plan (Public Art) (CPMA-2016-11) with a correction to Objective 2: the last sentence should read: "Subject to their availability to serve, the CP AAB will include two (2) persons from the art community in Chatham County." And that "local art organizations" be inserted in the place of Chatham Artist Guild. Vote Aye-5 Nay-0 A RESOLUTION APPROVING CERTAIN ADDITIONAL ELEMENTS TO THE CHATHAM PARK PLANNED DEVELOPMENT DISTRICT MASTER PLAN (PUBLIC ART) (CPMA-2016-11) IS RECORDED IN THE BOOK OF RESOLUTIONS NUMBER ONE, PAGES 73-78 PUBLIC TRANSIT After discussion a motion was made by Commissioner Fiocco seconded by Commissioner Bonitz to approve the Master Transit Plan Additional Element with the following changes: Section 2. Transportation Impact Analysis the last sentence shall read: "For purposes of development plan approval, construction or installation of the public infrastructure improvements recommended in the TIA and approved by the Town and/or NCDOT will be deemed to adequately address the traffic impact of the proposed development." And in the last March 26, 2018 Minutes Page 6 paragraph under Section 4. Pedestrian Accommodations that "separate" be changed to "separated". Vote Aye-5 Nay-0 Mr. Jones said there needs to be an approval with the date change. Motion made by Commissioner Baldwin to approve the Resolution and Transit Element with the date change (March 26, 2018) Vote Aye-5 Nay-0 A RESOLUTION APPROVING CERTAIN ADDITIONAL ELEMENTS TO THE CHATHAM PARK PLANNED DEVELOPMENT DISTRICT MASTER PLAN (TRANSIT) (CPMA-2016-0-10) IS RECORDED IN THE BOOK OF RESOLUTIONS NUMBER ONE, PAGES 79-84 NEW BUSINESS CLIMATE CHANGE INITIATIVES Mayor Perry stated she has thought of a few small things that she would like to be looked into. 1. Idling Policy for town vehicles specifically Police (non-safety) and Public Works. Manager Gruesbeck will look into this. 2. Public/Private Partnership where we could partner with Chatham Marketplace, Food Lion and Piggly to provide free reusable grocery bags. Mayor Perry said she will talk with a representative with Keep America Beautiful. 3. List of recyclable items to hand out. Commissioner Fiocco stated the list is on the website as well. 4. Commissioner Bonitz said he would like to see us look at backyard composting as well. CONTRACT BETWEEN MAIN STREET PITTSBORO, INC. AND TOWN OF PITTSBORO (BRYAN GRUESBECK) Manager Gruesbeck reported that Main Street Pittsboro, Inc, has been actively promoting the downtown through events and marketing. In addition to the recent boundary adjustments, MSPBO has been establishing themselves as a functional and formal organization that is capable of raising revenue in support of its mission. The contract allows the Town to monitor use of public funds spent by MSPBO through regular reviews of how the Town's allocations are spent as well as a requirement for MSPBO to provide quarterly financial and program reports to the Town Board. This will provide better flexibility and efficiency in terms of how it collects, allocates and spends its revenues in the Main Street district. After much discussion and at the direction of Attorney Messick the board agreed to have Attorney Messick and MSPBO to work on a contract this will include: Charter of Main Street, March 26, 2018 Minutes Page 7 By-Laws, Indemnity clause, that a representative from the Board of Commissioner serve on the committee, provide a copy of the 501c letter from IRS, provide tax returns and audits. The Board would like this on the agenda at the next meeting. ADDITIONAL UPDATES AND REPORTS MANAGER'S UPDATE ON PROJECTS Upcoming Meetings: Chatham County Affordable Housing Advisory Committee-April 5, 2018 @6 pm Chatham County Agriculture and Conference Center. Town Hall will be closed on March 30, 2018 (Good Friday). Items: Bicycle and Pedestrian Planning Grant • NCDOT awarded the Town of Pittsboro a grant to complete a joint bicycle and pedestrian plan. • The Town was one of nine (9) municipalities to receive the award. Locally, Carrboro was awarded a grant to complete a bicycle plan. • 23 municipalities applied. • NCDOT expect plans to address facilities, programs, services and regulations that encourage safe walking and bicycling. System Development Fee Analysis • Met with Wooten Company on March 19, 2018. • Staff preparing financial information that will be used in the analysis which will create a new System development fee model (aka "Impact Fees". • Ultimate goal is to create a mechanism where development pays for the cost of development - removes the burden from existing customers. Chatham County Water and Sewer Master Plan • Meeting with Hazen and Sawyer as well as Staff from Siler City, Goldston and Chatham County. • Purpose is to create a comprehensive understanding of water and wastewater solutions, timelines and funding opportunities. Electric Vehicle Charging Stations • Concrete and trenching complete at Mary Holmes Barber Park. • Station will be mounted during the week of March 26, 2018. March 26, 2018 Minutes Page 8  COMMISSIONER CONCERNS Commissioner Farrell stated handrails need to be installed from Eric's Salon to the old Ford Place and across the street from the barber shop to S&T Soda Shoppe. He asked about the Engineer position qualifications and funding. Commissioner Foley suggested have some type of policy that allowed for the donation of bench/art, etc. that can be placed in our parks. She announced the Pickle Jar Open in Chatham Mills. Commissioner Fiocco stated that Main Street Committee has been discussing handrails downtown and they have money in the budget to do that. Commissioner Baldwin asked do we have a date yet for the meeting on the 15-501 project. Manager Gruesbeck said he does not but he will find out and get that information back to the board. Commissioner Benitz asked if there any new NCDOT communication. Manager Gruesbeck said he would get the board an update before the next meeting. ADJOURNMENT Motion made by Commissioner Fiocco seconded by Commissioner Baldwin to adjourn at 10: 10 p.m. Vote Aye-5 Nay-0 ~ J.e.M ATTEST: CindyPerry, Mayor 0 (2~d-~ Alice F. Lloyd, CMC, NCCMC Town Clerk March 26, 2018 Minutes Page 9