1. Board of Commissioners (BOC)

MINUTES TOWN OF PITTSBORO BOARD OF COMMISSIONERS MONDAY, JANUARY 13, 2020 REGULAR MEETING 7:00 PM Mayor Jim Nass 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 Jim Nass, Mayor Pro Tern Pamela Baldwin, Commissioner John Bonitz, Jay Farrell, Michael Fiacco and Kyle Shipp. Staff present: Manager Bryan Gruesbeck, Attorney Paul S. Messick, Chief of Police Percy Crutchfield, Engineer Elizabeth Goodson and Planner II Victoria Bailiff. Mayor Nass said he would like to add a brief discussion on the Water Quality Task Force as Old Business #1. Commissioner Fiacco stated he would like to pull Consent #4 and move it to Old Business #3 for a question. r Motion made by Commissioner Fiacco seconded by Commissioner Baldwin to approve the regular and consent agenda with the changes above . Vote Aye-5 Nay-0 CONSENT AGENDA The Consent Agenda contains the following items: 1. Approve Minutes of the December 9, 2019 meeting. (with the corrections submitted by Commissioner Shipp) 2. Set Public Hearing for Rezoning request (REZ-2019-04) on Old Graham Road (parcel 6580) from R-A5 (Residential Agriculture - 5 Acre Minimum) to R-A (CZ) (Residential Agriculture Conditional Zoning District) for January 27, 2020 at 7:00 p.m. 3. Authorize Town Clerk to determine sufficiency of Annexation request of Chatham Parkway right of way (A-2019-03) and Set Public Hearing for proposed Annexation request (A-2019- 03) for January 27, 2020 at 7:00 p.m. 4. Authorize the Town Manager to renew the on-call engineering services agreements for one (1) additional year. (Moved to Old Business #3) January 13, 2020 Minutes Page 1 5. Authorize Town Manager to execute letter of support for an application from Triangle J Council of Governments (TJCOG) to the US Economic Development Administration (USEDA) for Stormwater Infrastructure Mapping. REGULAR MEETING AGENDA CITIZENS' MATTERS None COMMISSIONER/MANAGER UPDATES Mayor Updates - Mayor Nass stated he attended the Ribbon Cutting for Edward Jones Investments, next to Chatham County Elections Board and gave opening words at the Festival of Lights Celebration downtown. He said he was approached afterwards about making it an annual event and including other traditions. • EDC - Commissioner Fiacco said EDC will be meeting tomorrow, but he will be unable to attend. • RPO • Fairground Association • PBA/Downtown - Commissioner Fiacco said they will meet next Tuesday to start planning for the Pepper Fest. • Triangle J Council of Governments - Commissioner Baldwin stated Triangle J will meet on January 22, 2020 and she will bring a report back to the board. • Main Street - Commissioner Fiacco said they have started construction on the Welcome Center. • Climate Change - Commissioner Bonitz said he is still open for suggestions for a back up person to serve on the committee. • Human Relations Committee • Chatham County Arts Council Commissioner Shipp stated the Chatham County Housing Advisory Board met Thursday to make recommendations to present to the County Board to give money to organizations. He thinks it is the first time the organization has distributed money through that application process. OLD BUSINESS WATER QUALITY TASK FORCE Mayor Nass said it was discussed that there would be a joint meeting with the Task Force before they started to work, he wanted to know if the Board still wanted to do that, if so, could we go ahead a schedule it before the 7:00 pm Board Meeting on January 27, 2020 . The Board agreed to have a Joint Meeting at 6: 15 on January 27, 2020 with the Water Quality Task Force. NEW TOWN HALL DESIGN DEVELOPMENT (DD) PHASE January 13, 2020 M in ut es Page 2  Taylor Hobbs stated he was present to give an update on Design Development and the Design Schedule. Mr. Hobbs said the project is scheduled to bid in July, start in August and be completed in fifteen months. Mr. Hobbs gave a PowerPoint Presentation which can be found at: https://pittsboronc.gov/index.asp?Type=B BASIC&SEC={A8B0C0DA-CABE-443A-9A4C- C72AD6E89CBD }&DE={D50F0878-1972-40B5-BC98-D20D0CE8055B} (Town Hall 1-10- 2020) Commissioner Bonitz stated he was interested in getting an analysis of a whole building backup system that is charged by the sun. It will initially cost more than what is listed but it can generally be funded with grants. After discussion a motion was made by Commissioner Fiocco seconded by Commissioner Baldwin to approve the Development Design for the New Town Hall. Commissioner Baldwin stated she would like to see Commissioner Bonitz comment investigated and brought back to the board. Vote Aye-5 Nay-0 Taylor Hobbs stated he wanted to mention there is a place for Public Art at the site. He feels there should be a Committee put together, so that some thought is put into what should go there, f if the Town is interested. Commissioner Shipp asked if Public Art is in the budget. Mr. Hobbs said no. Commissioner Farrell stated for the record he still does not like the Tower on Hanks Street. RENEWAL OF ON-CALL CONTRACTS FOR PROFESSIONAL ENGINEERING SERVICES Commissioner Fiocco asked if staff is satisfied with the consultants we are contracting with. Ms. Goodson said they are providing benefits and have been working with them. Motion made by Commissioner Fiocco seconded by Commissioner Shipp to authorize the Town Manager to renew the on-call engineering services agreements for one (1) additional year. Vote Aye-5 Nay-0 NEW BUSINESS TOWN BOARD OF COMMISSIONERS RETREAT/STRATEGIC PLANNING Manager Gruesbeck asked the Board for their opinion on how to carry out the Retreat/Strategic Planning Meeting. January 13, 2020 Minutes Page 3 After discussion the board agreed that it would be best to have two meetings - one with the department heads and to give them directions on what information we would like such as: accomplishments for the year; planned activities you couldn't get done, and why; what obstacles you are facing and 2-3 thing you would like the BOC to do to help you and the top 3-5 issues that you expect to face in the next Fiscal Year. Mayor Nass asked that Manager Gruesbeck put together some dates and let them know. The Board agreed to look at the third Monday of the month for the second part of the Retreat/Strategic Planning Meeting and that dates be finalized at the next meeting. Mayor Nass stated that when the consent agenda was approved it did not include the corrections that Commissioner Shipp made to the minutes. Commissioner Bonitz asked if everyone was okay with the minutes, he looked them over and he was. Motion was made by Commissioner Bonitz seconded by Commissioner Fiacco to approve the corrections to the December 9, 2019 minutes as follows : Page 5 - Climate Change - third line - change "role" to "rotate" Page 5 - First paragraph - first line - change "brank" to "brand" Page 5 - Second paragraph - second line - delete one of the "grants" Page 7 - SUP - Tillman - first line - change "seating" to "seated" Page 8 - Third paragraph - first line - change "that" to "they" Page 8 - Fourth paragraph - second line should read " .. . Zoning Compliance Certificate. She became aware this afternoon it had been changed to require the landscaping to be installed at the time of c/o." Page 8 - Fifth paragraph - second line - change "the" to "The" Page 8 - Fifth paragraph - fourth line - delete "w" replace with "a" Page 8 - Last sentence - first line - delete "for the c/o to comply" Page 8 - Last sentence - add to the end of last line "in order to get their c/o". Page 9 - First sentence - add in front of 422 ft. "There is approximately" Page 9 - Fifth paragraph - last line should read "science regarding health effects which has not been given." Page 9 - Seventh paragraph - second line - add "was" after Public Hearing Page 9 - Seventh paragraph - third line - delete "they must find" Page 9 _ Site Plan Amendment - add "Thales Academy" Page 10 - Motion - change "gpd" to "GPD" Page 11 - First paragraph - second line - delete "(Mayor Nass)" Page 11 - Third paragraph - second line - change "Parks and Recreation Board" to " Water Quality Task Force" Page 12 - Fifth paragraph - fourth line - change "fifty" to "twenty" Page 13 - The Planning Board recommended - fourth line - add a period after community - delete "that" change "they" to "They" Page 13 - Third paragraph - last sentence - delete "and send back to Planning Board" Page 13 - Commissioners Concerns - third paragraph - second line - change "traditional neighborhood" to "Traditional Neighborhood" after which add "in the Future Land Use Plan" Page 13 - Commissioner Concerns - third paragraph - last sentence add "location" after "tower". January 13, 2020 Minutes Page 4  BOARD DIRECTIVES - none scheduled ADDITIONAL UPDATES AND REPORTS Manager Gruesbeck went over the update submitted with the agenda packet which can be found at: https://pittsboronc.gov/index.asp?Type=B BASIC&SEC={A8B0C0DA-CABE-443A- 9A4C-C72AD6E89CBD} &DE= {D50F0878-1972-40B5-BC98-D20D0CE8055B} (Updates 1.10.20) COMMISSIONER CONCERNS Commissioner Shipp said there are ongoing complaints about construction noise. He received a report on yard damage from fiber work on Pittsboro Elementary School Road (1 st house on left across the bridge). Commissioner Shipp said they came and put some straw down but didn't repair the rut. Commissioner Shipp said the Draft Bicycle/Pedestrian Plan has been completed and is on the Town website. ADJOURNMENT Motion made by Commissioner Fiocco seconded by Commissioner Shipp to adjourn at 8:26 pm. Vote Aye-5 Nay-0 I James W. Nass, Mayor ATTEST: a~J.~~ Alice F. Lloyd, CMC, NCCMC Town Clerk January 13, 2020 Minutes Page 5