1. Board of Commissioners (BOC)

MINUTES TOWN OF PITTSBORO BOARD OF COMMISSIONERS REGULAR MEETING MONDAY, OCTOBER 22, 2018 7:00 PM Mayor Cindy S. Perry called the meeting to order and called 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., Captain Troy Roberson, Planning Director Jeff Jones, Engineer Elizabeth Goodson, Planner II Victoria Bailiff, Parks Planner Paul Horne and Finance Director Heather Meacham. Mayor Perry said we have an amended agenda tonight adding item 6 and 7 to the consent agenda. Mayor Perry asked if there were any changes to the agenda. Commissioner Farrell said on Page 3 of the October 8, 2018 minutes it should state "by the Street Lighting Ceremony" instead of Street Fair. Motion made by Commissioner Farrell seconded by Commissioner Fiocco to approve the regular and consent agenda with the change made above. CONSENT AGENDA The Consent Agenda contains the following items: 1. Approve Minutes of the September 24, 2018 and October 8, 2018 regular meeting and October 17, 2018 Special Meeting (with change to the October 8, 2018 minutes) 2. Approve Resolution Supporting the Lower Haw River Trails Plan. 3. Appoint Parks and Recreation Advisory Board Membership (Nili Clifford, In- Town term ending 2020; Stephanie Bass, In-Town term ending 2019 and Patti Dukes, ETJ term ending 2019). 4. Extend Site Plan (SP-2017-06) for Chatham Transit for one year. 5. Approve Resolution Honoring Veterans of the Armed Forces. October 22, 2018 Minutes Page 1 6. Approve Ordinance Declaring Road Closure for Pittsboro Holly Days/Tree Lighting Ceremony. 7. Approve Ordinance Declaring Road Closure for Christmas Parade. Vote Aye-5 Nay-0 A RESOLUTION SUPPORTING THE LOWER HAW RIVER TRAILS PLAN IS RECORDED IN THE BOOK OF RESOLUTIONS NUMBER ONE, PAGE 429 A RESOLUTION HONORING VETERANS OF THE ARMED FORCES IS RECORDED IN THE BOOK OF RESOLUTIONS NUMBER ONE, PAGE 430 AN ORDINANCE DECLARING ROAD CLOSURE FOR PITTSBORO HOLLY DAYSffREE LIGHTING CEREMONY IS RECORDED IN THE BOOK OF ORDINANCES NUMBER ONE, PAGE 117 AN ORDINANCE DECLARING ROAD CLOSRE FOR THE CHRISTMAS PARADE IS RECORDED IN THE BOOK OF 118 PUBLIC HEARING Motion made by Commissioner Fiocco seconded by Commissioner Baldwin to go into public hearing. Vote Aye-5 Nay-0 PUBLIC HEARING FOR CHATHAM PARK 5.1 WEST SUBDIVISION PERIMETER BUFFER (SUB-2017-04). Victoria Bailiff, Planner II went over the memo submitted with the agenda. It can be found at: https ://pittsboronc.gov/index.asp?Type= B BASIC&SEC= {4 DD4 DOA 9-D93B-4 E92-8B2B- 1BAC76976EB0} &DE={ E5F8A6BF-A1F9-4786-906l-869867B6633 E} (SUB-20118-02 Buffer Pubhearing BOC 10.22.18 MEMO) PUBLIC COMMENTS: None Motion made by Commissioner Foley seconded by Commissioner Fiocco to go out of public hearing. Vote Aye-5 Nay-0 REGULAR MEETING AGENDA CITIZENS' MATTERS October 22, 2018 Minutes Page 2  None COMMISSIONER/MANAGER UPDATES Mayor Updates - Mayor Perry stated she attended: • Jordan Lake Conference in Graham • Spoke at the Rotary Club • Ribbon Cutting at Central Carolina Community Family Care. • EDC - Commissioner Fiocco stated he attended the meeting at there was presentation by John Spoon, CCCC Small Business Coordinator. Mr. Spoon made a presentation on the services they provide free of charge for small businesses. • RPO • Fairground Association • PBA/Downtown • Triangle J Council of Governments - Commissioner Baldwin said they will be meeting on Wednesday at 6:30 p.m. • Main Street - Commissioner Fiocco stated the dual trash/recycling cans are downtown. • Climate Change • Human Relations Committee • Chatham County Arts Council • Commissioner Foley stated that she and Commissioner Fiocco attended the Chatham Conservation Partnership meeting. She also attended the Affordable Housing Update. • Commissioner Foley reminded everyone that tomorrow night was the volunteer meeting for individual interested in volunteering with main street programs. Manager Gruesbeck gave an overview of the updates he submitted with the agenda packets. They can be found at: https://pittsboronc.gov/index.asp?Type=B BASIC&SEC={4DD4 D0A9-D93B-4 E92-8B2B- 1BAC7697 6EB0} &DE= {E5F8A6BF-A l F9-4 786-906 l -869867B663 3E} (Updates 10.24.18) After discussion a Workshop on the New Town Hall Feasibility Study was scheduled for October 29, 2018, 6:30 pm at Town Hall. Manager Gruesbeck thanked Captain Roberson for his work as Interim Chief. Manager Gruesbeck reminded everyone the Street Fair is Saturday. Manager Gruesbeck stated the Fall Leaf pick-up schedule was placed at their seats tonight (also on Facebook and the town website). He also said because of the hurricane the town will schedule pickups between now and the start of the regular scheduled pickups. Individuals will just need to call town hall to schedule the pickups. Manager Gruesbeck said in regard to feedback from the last meeting about events happening on Friday's downtown after school the police department has some new guidelines. October 22, 2018 Minutes Page 3 Captain Roberson said they have changed their foot patrolling downtown requiring that one of their foot patrols be downtown and that on Friday it must be between the hours of 3-6 pm. NEW BUSINESS - None Scheduled. OLD BUSINESS BUDGET ORDINANCE AMENDMENT FOR SYSTEM DEVELOPMENT FEES Heather Meacham gave a brief update and asked for questions. Commissioner Fiocco asked about the meter size chart stopping at 2" even though the analysis went to 8". Tim Smith, Chatham Park (Residential) and Kirk Bradley with Eco Partner (Commercial) both addressed the board about the fees to be charged (regarding actual water usage). Commissioner Fiocco said according to his calculations they would be paying about $5.00 less per thousand gallons they what we currently charge. Commissioner Fiocco said this fee replaces the access and capital recovery fees. After much discussion a motion was made by Commissioner Farrell seconded by Commissioner Bonitz to approve. Attorney Messick said there are two items to consider. One is the approval of the amendment to the budget ordinance and two, the approval of a Resolution creating a Capital Reserve Fund for System Development Fees. A revised motion was made by Commissioner Farrell seconded by Commissioner Fiocco to approve the amendment to the Budget Ordinance adding the additional meter sizes and fees that were included in the Fee Analysis Study. Vote Aye-5 Nay-0 Motion made by Commissioner Fiocco seconded by Commissioner Foley to approve the Resolution establishing a Capital Reserve Fund for System Development Fees. Vote Aye-5 Nay-0 AMENDING FY 2018-2019 OPERATING BUDGET IS RECORDED IN THE BOOK OF ORDINANCES NUMBER ONE, PAGES 119-185 CAPITAL RESERVE FUND RESOLUTION IS RECORDED IN THE BOOK OF RESOLUTIONS NUMBER ONE, PAGE 431 HOTEL INCENTIVES REQUEST FROM ECO PARTNERS, LLC Manager Gruesbeck went over the background memo that was submitted in the agenda packet. It can be found at: https://pittsboronc.gov/index.asp?Type=B BASIC&SEC={4DD4D0A9- October 22, 2018 Minutes Page 4  D93B-4E92-8B2B-1 BAC76976EB0 }&DE={E5F8A6BF-Al F9-4 786-9061-869867B6633E} (Hotel Commitments 10.17.18 and Memo Hotel Incentives 10.8.18) Mr. Bradley stated he supplied a list of"Chatham Park Hotel Operator Commitments for Town of Pittsboro Incentive Package (Revised 10-17-18" incorporating all the concerns mentioned. Commissioner Bonitz asked for two word changes to #7 of commitments and suggested that #7 read: " ... The Hotel Operator will provide third party verification of such energy saving performance to Chatham EDC upon completion of construction." The board agreed to the changes. A motion was made by Commissioner Bonitz seconded by Commissioner Foley to approve the Incentives Schedule (Example 4) and the Chatham Park Hotel Operator Commitments with the changes listed above for the purpose of attracting a hotel to the Town of Pittsboro. Vote Aye-5 Nay-0 CHATHAM PARK MASTER PLAN TEXT AMENDMENT - ADDITIONAL ELEMENT - PUBLIC FACILITIES Planning Director Jeff Jones gave a highlight of the following memo: The Board of Commissioners should continue their discussion on Public Facilities. Chatham Park over the last several months have presented and discussed with the Board at various meetings the Public Facilities element. During this time a considerable amount of effort has r taken place to assure the Town and others and facilities such as Fire Stations and Schools have been accounted for in the future of Chatham Park. Staff received the latest draft of the Public Facilities Element and have the following observations: Water Supply • First paragraph, last sentence. Staff recommends striking through with reimbursement to the develop or other person or entity who funds the improvements as provided in this Element. • Objective 2. b. The model may be updated from time to time to reflect actual water demands and to reflect adjustments to Small Area Plans and development plans in Chatham Park. Staff Suggest adding This model will be incorporated in the Town overall water model. Staff suggest that the Town we have ownership of the Water model. • Objective 3. a. Staff recommends editing the language as such; Examples of the types of infrastructure improvements that may qualify for reimbursement are construction of the following: oversizing transmission lines; pumps; valves; storage tanks; plant capacity; and other lines to accommodate provision ofservice for properties located outside of Chatham Park. • Objective 4.a. Who other than the Town will be a water provider? Staff question Sanitary Sewer • Objective 3.a. Staff recommends editing the language as such; Examples of the types of infrastructure improvements that may qualify for reimbursement are construction of the following: October 22, 2018 Minutes Page 5 oversizing transmission lines; pumps; valves; storage tanks; plant capacity; and other lines to accommodate provision of service for properties located outside of Chatham Park. Park and Recreation Chatham Park has provided a memo that outlines the changes since the last draft and the workshop that the Board held on October 3rd . Staff has the following observations: Park Facilities Staff recommends to edit the language as such; For the purpose of Section 6 of the Element, the term "improvements " to Public Park site includes, without limitations, park design, buikling design, landscaping planning, clearing, grading, and other site preparation, paving, sedimentation and erosion control, stormwater control measures, permitting and inspection fees, surveying, soil testing, soil remediation, installation o_f ,vater and sewer lines and associated facilities on the site, and construction or installation on the site of buildings and other structures, bathroom facilities, and recreation facilities (for example, ball field, soccer fields, tennis courts, and courts for other sports, trails, swimming pools, and playgrounds), and provision of recreation equipment: Park Design, Building Design, and Landscaping Planning are items that could/should be performed by the Town, if this is a Town Park, and could diminish the payment toward parks. The funds remaining would not provide for the Park Ready concept that is envisioned by the Town. Installation of water and sewer should be the cost of development, especially when these Public Parks are located next to Public dedicated street. (b) CPI in collaboration with the Town shall develop a "Parks Master Plan " for each of the two (2) larger Public Park sites, subject to approval by the Town, and the funds to be expended by CPI ar1,d the Town for improvement to those sites shall be in accordance with the applicable Park Master Plan. (c) Staff suggest the Town not a accept Mini Park. Town does not need to "own" any Lands in which we don't maintain nor had any involvement in the planning and programing of said Mini Park. (d) (i) Chatham Park has added qualifier for every 3,000 CO's issued Chatham Park will expend funds toward the (7) park sites. Is the number of 3,000 to high for the Town, maybe the Town will need to issue 21,000 CO' s to get the full benefit of this provision. Staff doubts that the development will actually see 21,000 CO's in the first generation of Chatham Park. Town does not issue CO's. Language that binds the Town to expend funds on Parks should be removed from this section. October 22, 2018 Minutes Page 6 Greenways Provided Chatham Park has added a qualifier for every 700 CO's issue a mile of Greenway will be built. This provision again has the last mile of Greenway being built at the 21,000 CO's. Staff is unsure that CO's number will be reached and the idea of 30 miles of greenway will not be achieved. There was a discussion on mini parks. Commissioner Bonitz said he would like to have a financial analysis on the Elements Language and to understand future implications. Commissioner Bonitz said at the Workshop he asked Mr. Home at his earliest convenience to get that done. Mr. Horne said he had contacted two firms and they are going to submit proposals. Manager Gruesbeck said he was not aware of that request. Commissioner Fiocco said he was curious what the scope would be. There was a discussion. Commissioner Bonitz said that Commissioner Fiocco had sent them an analysis and he would like that information shared on the website. Commissioner Baldwin said we need a scope to advertise for a financial analysis. Commissioner Fiocco said he has some technical corrections to the Element. October 12, 2018 Redlined Version: Page 13 - #2- Calculation of Sewer To Reserve- add between approved and development plan "small area plan and" and after# of Gallons "add per day". Page 22 Qualifying Park Land - #1, 3 and 6 include the language approved by the Town he could like it also included in "2, 4, and 5) Page 23 (2) Usability that seventy-five percent be changed to ninety-five percent. Page 25 - (b) second paragraph, first sentence add "as approved by the Town" after Excess Park Land. Page 25 - Park Facilities - add a sentence "The expenditure on park facilities would not be a park land equivalent". Page 28 - Add Heading for (f) to be "Bicycle Lanes and Multi-Use Paths" Page 28 - ii - 2 nd paragraph - ... portions of streets, and "change may be" to "shall be". Page 28 -Add Heading for (g) to be "Town Maintenance Facilities". After much discussion among the Board they also removed "and Town owned public facilities in Chatham Park. Page 29- add "(e) other factors the Town Board finds to be in the public interests." After much discussion Commissioner Farrell, Baldwin, Foley, Bonitz to not include "(e)". October 22, 2018 Minutes Page 7 Page 30- striking the second paragraph under (e). After much discussion Commissioner Foley, Baldwin, Foley, Farrell to leave it in. Planning Director Jeff Jones stated that the changes made tonight need to be put in a new draft. He said there are still some issue out there that need to be addressed. Commissioner Farrell asked what we're asking the analysis of. Commissioner Bonitz said he would just like to see a report with two column table showing with the Additional Elements and if we didn't give up the impact fee. There was a discussion on the analysis Commissioner Fiocco submitted to Board that was given to the board by staff and Chatham Park. Commissioner Bonitz don't think we should give up the impact fees. Commissioner Farrell said the information Chuck gave the board a few months ago the parks value were way over the impact fees that would be collected. Commissioner Farrell asked ifwe could go ahead and approve the Fire, Police and the Schools sections of the Elements. Ken Eagle said they are not interested in that. ADDITIONAL UPDATES AND REPORTS COMMISSIONER CONCERNS Commissioner Farrell told Captain Roberson that he saw the officers on the street today and the residents are happy to see that. Commissioner Fiocco thanked Captain Roberson for his work while serving as Interim Chief. He also mentioned the tree downtown that is not lit. Manager Gruesbeck said he would look into it and asked that he mention it to the First Sunday Vendors as well. Commissioner Baldwin thanked Capital Roberson and said she appreciates all the patrolling downtown. Commissioner Bonitz thanked staff for expediting sinkhole repairs on private property that was affecting people upstream. It was good to see it get done so soon. He looks forward to the repair of the large covert on Pittsboro Elementary School Road. Commissioner Foley said she attended the opening for the Ready Mix Concrete Plant. Mayor Perry said when she spoke at the Rotary she was asked about the handicapped parking space next to Page Vernon Park and there not being a curb cut. She asked is that something the town can do. Manager Gruesbeck said he would look into it. She said there was a lot of concern advocating for a lower water deposit for small businesses as opposed to large businesses. Or, maybe the deposit could be refunded in two years of on time payment instead of when service is ended. October 22, 2018 Minutes Page 8 Mayor Perry said she was asked if something could be done at the BMP's downtown. (Safety and sight). Commissioner Bonitz apologized to Manager Gruesbeck about asking Mr. Home to look into that. But, he asked it staff could work on a live chart on how the 80/90 rule will affect remaining sewer allocation. Manager Gruesbeck said yes, that would be something great to have. ADJOURNMENT Motion made by Commissioner Farrell seconded by Commissioner Fiocco to adjourn at 9:55 p.m. Vote Aye-5 Nay-0 ATTEST: Alice F. Lloyd, CMC, NCCMC Town Clerk October 22, 2018 Minutes Page 9