1. Board of Commissioners (BOC)

MINUTES TOWN OF PITTSBORO BOARD OF COMMISSIONERS MONDAY, JULY 22, 2019 REGULAR MEETING 7:00 PM Mayor Cindy S. Perry called the meeting to order and asked for a moment of silence. She stated that there are four Girl Scout Cadets in attendance and she asked that they led the Pledge of Allegiance. PLEDGE OF ALLEGIANCE Pledge of Allegiance was led by the four Girl Scouts present from Troop # 1006. 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., Chief of Police Percy Crutchfield and Engineer Elizabeth Goodson. I Motion made by Commissioner Fiocco seconded by Commissioner Foley to approve the regular agenda as submitted. Vote Aye-5 Nay-0 CONSENT AGENDA Commissioner Fiocco submitted the following correction to the June 24, 2019 minutes: • Pg. 8 First sentence of my "concern": please replace "much" with "good". Mayor Perry said it has been requested that Item #3 be removed for additional discussion. Commissioner Fiocco said he would like to recommend that we set a presentation by the Developer and Staff for the first meeting in September before a public hearing is scheduled, Commissioner Fiocco made a motion seconded by Commissioner Baldwin to have a presentation by the Developer and Staff the 1st meeting in September before the public hearing. Motion was made by Commissioner Fiocco seconded by Commissioner Foley to approve the consent agenda with the corrections to the June 24, 2019 minutes and the modifications to the CDBG documents that were presented tonight. The Consent Agenda contains the following items: I. Approve Minutes of the June 24, 2019 meeting. (With corrections listed above) 2. Approve Resolution for the Town of Pittsboro' s Planning Documents for the Community Development Block Grant Program (CDBG). July 22, 2019 Minutes Page 1 3. Set Public Hearing for a Developer Agreement with Chatham Park Investors, LLC. (Removed) Vote Aye-5 Nay-0 RESOLUTION FOR THE TOWN OF PITTSBORO'S PLANNING DOCUMENTS FOR THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM IS RECORDED IN THE BOOK OF RESOLUTIONS NUMBER ONE, PAGES 128-167 CEREMONIAL RESOLUTION IN SUPPORT OF BYNUM GIRL SCOUT TROOP 1006 "SKIP THE STRAWS." Mayor Perry read the Resolution in Support of Bynum Girl Scout Troop #1006 "Skip the Straws" into the record. It can be found at: https://pittsboronc.gov/index.asp?Type=B BASIC&SEC={36B700C0-232D-41A5-961B- 2A85F0FD4AE7}&DE={8D525D79-17C9-4B26-8ED0-94E9BB88826E} (Skip the Straws Resolution 072219) A RESOLUTION HONORING THE SILVER AWARD PROJECT OF FOUR SCOUTS FROM CHATHAM GIRL SCOUT TROOP #1006 "SKIP THE STRAW" IS RECORDED IN THE BOOK OF RESOLUTIONS NUMBER ONE, PAGE 168 REGULAR MEETING AGENDA CITIZENS' MATTERS Randolph Voller - 21 Randolph Court - stated since this is the first meeting since signing up to run for office and Commissioner Foley did not sign up he wanted to publicly thank her for her Service to the Town and its citizens. COMMISSIONER/MANAGER UPDATES Manager Gruesbeck gave an overview of the written update he submitted to the board. It can be found at: https://pittsboronc.gov/index.asp?Type=B BASIC&SEC={9FB4E92E-2F63-4331- A87D-02EC88CB5567} &DE={ 8E295C2 l- l 62D-42D9-A35E-29602B3BE2DD} (Updates 7.22.19) Mayor Perry stated they did agree to take the tree ordinance portion out of the UDO but after seeing what happened at Powell Place, they realize something needs to be done soon. Commissioner Bonitz stated it was his understanding that Mr. Jones was going to prepare something so that we could get something in place sooner that the UDO would be approved. The Board agreed and stated they would like to see that happen. Mayor Updates - Mayor Perry stated she met with TJCOG and DEQ Sec. Regan and with Engineers and members of Environmental Community and Senator Valerie Foushee. • EDC - Commissioner Fiocco said EDC took the summer off and will restart in August. July 22, 2019 Minutes Page 2  • RPO • Fairground Association • PBA/Downtown - Commissioner Fiocco said they held Summerfest and it was a good event, even with the weather. • Triangle J Council of Governments • Main Street - Commissioner Fiocco stated the Design Committee will met on Wednesday and they have 3-4 fa9ade grant applications to review • Climate Change - Commissioner Bonitz said a sub-committee is working to organize electric car awareness events - one side is to have one on September 22, 2019 along with the Pepperfest • Human Relations Committee • Chatham County Arts Council - Commissioner Foley stated the Fall Fundraiser for the Arts Council will be held on September 29, 2019 in the Beverage District OLD BUSINESS WASTEWATER CONDITION ASSESSMENT AND ASSET MANAGEMENT PROGRAM DEVELOPMENT The Final Wastewater Condition Assessment and Asset Management Program Development can be found at: https://pittsboronc.gov/index.asp?Type=B BASIC&SEC={9FB4E92E-2F63-4331- A87D-02EC88CB5567}&DE={8E295C21-162D-42D9-A35E-29602B3BE2DD} (2018.05.31 Pittsboro Wastewater Condition Assessment and Asset Management Final Report) ( Town Engineer Elizabeth Goodson gave an overview of the background of the project included in a memo submitted in the agenda packet which is listed below: In 2017 The North Carolina Division of Water Infrastructures awarded the Town of Pittsboro an AIA grant to enhance the quantity and quality of the information that the Town had regarding its sewer collection system. Armed with this information, the goal of the grant is to help the Town be able to make more informed decisions about the capital and operational needs in the system, creating greater efficiency and cost savings in the process. The Town selected WK Dickson to assist in the implementation of the project. The grant and town's matching funds were used to work previously started by the town and ultimately included several items. • The team performed manhole inspections on 187 manholes (24% of the system), smoke testing on 15,000 linear feet of sewer and limited CCTV inspection of the Robeson Creek outfall condition assessment in the collection system • The Town and WK Dickson previously developed a preliminary version of a non- proprietary GIS-based prioritization tool that can be used to quickly assess the criticality of each asset in the sewer collection system. This project completed the tool and used the information gathered in the condition assessment phase to identify project needs in the system. Identified projects can have a direct impact on reducing excessive and costly rainfall-induce inflow and infiltration in the system. • The team developed a corresponding GIS-based Cost Planning tool can the Town can use to quickly develop and evaluate project costs to rehabilitate or replace failing assets in the collection system. This allows the Town staff to quickly assess the most critical assets July 22, 2019 Minutes Page 3  and establish planning level costs to revitalize the components, including developing a longer assessment of the total projected costs to keep the system working effectively. • The team prepared a multi-year plan of project needs with preliminary cost estimates. WK Dickson will share a brief presentation about the project they completed in 2018 and answer any questions from the board. In order to finalize the AIA Grant requirements, the board will need to accept the report that has been prepared. Ms. Goodson stated at this time staff has already been using the information obtained through this project in the preparation of the recent 2019-2020 Budget and Capital Improvement Plan for sewer project needs in town. This will be used as an ongoing tool for prioritizing projects and sewer needs to maintain and improve our sewer assets in future years as well. Ms. Goodson said the board should receive the update and accept the report from WK Dickson tonight. Bryan Odom with WK Dickson, gave a PowerPoint presentation on the report which can be found at: https://pittsboronc.gov/index.asp?Type=B BASIC&SEC={9FB4E92E-2F63-4331- A87D-02EC88CB5567} &DE={ 8E295C21-162D-42D9-A35E-29602B3BE2DD} (Sewer Asset Presentation) After discussion a motion was made by Commissioner Fiocco seconded by Commissioner Baldwin to accept the report and proceed forward with the water asset management plan. Vote Aye-5 Nay-0 APPOINT TARPO REPRESENTATIVE Motion was made by Commissioner Farrell seconded by Commissioner Baldwin to appoint Commissioner Fiocco as the Town's representative. Commissioner Bonitz said he could not take on that responsibility but would be willing to serve as an alternate in the event that Commissioner Fiocco could not attend. Vote Aye-5 Nay-0 NEW BUSINESS PROPOSAL TO NAME TOWN PARK ON RECTORY STREET Parks and Recreation Planner Paul Home state this item would be co-presented with: Grimsley Hobbs - the President of the Chatham Historical Association, architect, and current owner of the Lewis Freeman House, adjacent to the park property Noah Becker - A Parks and Recreation Advisory Board Member, current owner of the structure believed to have been the Tanyard, and lives adjacent to the park Mr. Home gave a brief overview of his memo submitted with the agenda packet (which can be found at: https://pittsboronc.gov/index.asp?Type=B BASIC&SEC={9FB4E92E-2F63-4331- July 22, 2019 Minutes Page 4 A87D-02EC88CB5567}&DE={8E295C21-162D-42D9-A35E-29602B3BE2DD} (Memo Re Naming Lewis Freeman Park)) before in turned it over to Grimsley Hobbs and Noah Becker. Commissioner Fiocco asked why "Historical" was in the name. Mr. Home stated because when you use "Historical" it will make people want to learn more about why it is historical. (it's more than just a name) Grimsley Hobbs stated that the Chatham Historical Association sent a letter in favor of naming the park at Lewis Freeman, a free black citizen, who built a house at 105 West Salisbury Street in 1811 on land that includes the proposed park. Mr. Hobbs said that Stephanie Bass (adjacent property owner) could not be present tonight but she supported naming the park after Lewis Freeman. Noah Becker, Parks and Recreation Advisory Board Member said the Parks Board visited the site and has passed a Resolution in support of naming the Park after Lewis Freeman. Commissioner Foley said there is good information online about him. She wonder is there a photograph of him, she has not be able to find one. Mr. Hobbs said he is working with a family member and hopefully they have one. Commissioner Baldwin said she thinks it is a good idea and made a motion to name the park the Lewis Freeman Historical Park, seconded by Commissioner Foley. Vote Aye-5 Nay-0 Mayor Perry stated she has contacted Ms. Pyle's sister, but she has not heard back from her. She will let the board know when she does. The Board agreed that somewhere on the site the family should be recognized for the gift of the land. A RESOLUTION IN FAVOR OF A HUMANE NATIONAL POLICY ON IMMIGRATION AND COMPASSIONATE TREATMENT OF PERSONS DETAINED AT THE BORDERS OF THE UNITED STATES IS RECORDED IN THE BOOK OF RESOLUTIONS NUMBER ONE, PAGE 170 BOARD DIRECTIVES HERBICIDE BAN After discussions the following corrections were made to the Resolution: Last Whereas first sentence delete 2nd "the" and add "and". Second line change City to Town and delete the rest of the sentence. Section 1. Change "Adoption" to "Development" Section 2. Second line - delete second "the" add "an" July 22, 2019 Minutes Page 5 Motion made by Commissioner Fiocco seconded by Commissioner Bonitz to approve the Resolution with the corrections made tonight. Vote Aye-5 Nay-0 A RESOLUTION OF THE TOWN OF PITTSBORO, NC, ADOPTING AN INTEGRATED PEST MANAGEMENT ("IMP"} PROGRAM TO ELIMINATE OR REDUCE PESTICIDE APPLICATIONS ON CITY PROPERTY TO THE MAXIMUM EXTENT FEASIBLE AND FURTHER APPROVING 1PM ROGRAM GUIDELINES; PROVIDING FOR AN EFFECTIVE DATE AND ALL OTHER PURPOSES IS RECORDED IN THE BOOK OF RESOLUTIONS NUMBER ONE, PAGES 171-177 BAN PLASTIC BAGS Mayor gave an update on the process. She has again spoken to the Manager at Food Lion and he has agreed to allow the Girl Scouts to sit outside the store to pass out bags. Manager Gruesbeck is looking into prices for the bags. ADDITIONAL UPDATES AND REPORTS COMMISSIONER CONCERNS Commissioner Farrell stated he left the drawing Mark Davis provided in reference to the Santa House he will build and provide to the Town. He would like to provide Santa on Saturday and Sunday and a mailbox for letters through the week. But he wanted to know if the Board was interested in him providing this service. It was unanimously approved by the Board. Mr. Messick said some type of contract would probably be needed. He will work on this. Commissioner Fiocco said six globe lights are out down town. Commissioner Foley said there is a wheelchair ramp at the Presbyterian Church which makes the park accessible to the public. She wanted it on the record that the public is invited to use the park. Her mother paid for the ramp in honor of her father. Commissioner Baldwin said she would like to see EDC recruit a Grocery Store. After some board discussion a motion was made by Commissioner Baldwin seconded by Commissioner Bonitz to request that EDC research recruiting another grocery store (i.e. Aldi, Trader Joes, etc.) Vote Aye-5 Nay-0 Commissioner Bonitz said he would like to see an update regarding the evacuation route in Powell Place (progress) at the next meeting. Commissioner Foley stated the street trees that were removed in Powell Place appear to be dying. She has contacted Mr. Holmes but hasn't heard anything back. July 22, 2019 Minutes Page 6  Commissioner Bonitz said he has heard complaints about parking along the side of the streets where there is not supposed to be any parking. --, ADJOURNMENT Motion was made by Commissioner Bonitz seconded by Commissioner Fiocco to adjourn at 9:00 p.m. Vote Aye-5 Nay-0 �J./?; CindySPerry, Ma� ATTEST: A(!k;!c/f¥ Town Clerk r July 22, 2019 Minutes Page 7