1. Board of Commissioners (BOC)

MINUTES TOWN OF PITTSBORO BOARD OF COMMISSIONERS MONDAY, FEBRUARY 10, 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 Shipp. ATTENDANCE Members present: Mayor Jim Nass, Mayor Pro Tern Pamela Baldwin, Commissioner John Bonitz, Michael Fiocco and Kyle Shipp. Commissioner Jay Farrell was absent. Staff present: Chief Percy Crutchfield, Planning Director Jeff Jones, Planner II Victoria Bailiff, Kayleigh Mielenz, Finance Director Heather Meacham, Town Clerk Alice Lloyd and Deputy Town Clerk Cassandra Bullock. CORRECTIONS TO JANUARY 27, 2020 MINUTES Commissioner Fiocco made the following corrections to the January 27, 2020 minutes. f Page 1-4th sentence- change "PF AB" to "PHOA" Page 1- Add sentence - "Commissioner Fiocco requested the Task Force look into the regulations for preventing upstream discharges, the process of testing prior to discharge and the notification requirements to downstream users that enable the downstream user management opportunity to avoid processing, distributing and consuming the discharge." Page 5- PBA/Downtown update: Substitute "Under" with "On" Motion made by Commissioner Fiocco second by Commissioner Bonitz to approve the regular and consent agenda with corrections to the January 27, 2020 minutes. Vote Aye-4 Nay-0 CONSENT AGENDA The consent agenda contains the following items: 1. Approve Minutes of the January 27, 2020 meeting. (With Corrections) 2. Approve the resolution authorizing the Sale of Surplus Property. February 10, 2020 Minutes Page 1  3. Authorize Town Clerk to determine the sufficiency of the application for Proposed Annexation - A-2020-01, 109 Ramsey Lane and schedule a Public Hearing for February 24, 2020 at 7 :00pm. 4. Approve Budget Ordinance FY 2019-2020 Budget Amendment. Vote Aye-4 Nay-0 A RESOLUTION AUTHORIZING THE SALE OF SURPLUS PROPERTY IS RECORDED IN THE BOOK OF RESOLUTIONS NUMBER ONE, PAGES 2-3 A BUDGET ORDINANCE AMENDING FY 2019-2020 BUDGET IS RECORDED IN THE BOOK OF ORDINANCES NUMBER ONE, PAGE 2 REGULAR MEETING AGENDA CITIZENS' MATTERS None COMMISSIONER/MANAGER UPDATES Mayor Updates - Mayor Nass reported he attended ribbon cutting for The Creative Goat. • EDC- Commissioner Fiocco advised meeting will be February 11, 2020. • RPO - Commissioner Fiocco advised meeting will be February 13, 2020. • Fairground Association • PBA/Downtown - Commissioner Fiocco advised meeting will be February 12, 2020 and Jeff Jones will present to the group an update on The Bike/Ped Plan. • Triangle J Council of Governments • Main Street- Working on Pepper Fest and Christmas event. • Climate Change • Human Relations Committee • Chatham County Arts Council- Commissioner Shipp advised meeting will be February 11, 2020. OLD BUSINESS REZONING REQUEST (REZ-2019-04) ON OLD GRAHAM ROAD (PARCEL 6580) FROM R-AS (RESIDENTIAL AGRICULTURE - 5 ACRE MINIMUM) TO R-A (CZ) (RESIDENTIAL AGRICULTURE CONDITIONAL ZONING DISTRICT) Planner II Victoria Bailiff reported Rexford Landing, LLC is proposing to rezone approximately 192.7 acres located on the western side of Old Graham Road, north of the 64 Bypass (parcel 6580), from R-A5 (Residential Agriculture- 5 acre minimum) to R-A (CZ) (Residential Agriculture Conditional Zoning District). The Planning Board recommended to deny (6-0) the proposed rezoning at its meeting on February 3, 2020. A public hearing was held on January 27, 2020. During the public hearing February 10, 2020 Minutes Page 2  Commissioner Fiocco asked staff if the developer would be held to the plan provided. The exact language from the Zoning Ordinance regarding alterations to approval has been provided below. r I Applicant commented he was meeting with Community Horne Trust to work with them on affordable housing, he would also protect the cemetery by building a park around it. After discussion a motion by Commissioner Fiocco was made to table for an uncertain time period or until the applicant was ready to resubmit application, second -by Commissioner Shipp. Vote Aye-4 Nay-0 ANNEXATION REQUEST (A-2019-03) OF CHATHAM PARKWAY RIGHT OF WAY Planner II Victoria Bailiff reported we have received a petition requesting annexation. Chatham Park is requesting the Town to annex the right of way for Chatham Parkway from US 64 East northward towards Suttles Road. In the future this area, will request from NCDOT; Bonus Allocation that has been discussed in the past. For NCDOT Bonus Allocation to be requested, this land will eventually be dedicated to the Town. As explained to staff from NCDOT, "the value of the donated right of way from the town will be calculated in the bonus allocation that is allowed and associated with the Chatham Park Way project. For the right of way value to be counted it must be donated by the town, not the developer. Therefore, we have to do the process where the developer donates to the town then the town to NCDOT". This language is from Brandon Jones Division 8 Engineer. As calculated the Bonus Allocation could be up to $2 million dollars, that can be used towards other highway projects in the Town of Pittsboro. A Public Hearing is required by GS 160A-31 to consider the request and was conducted on January 27th , 2020. Planner Victoria Bailiff requested a motion be made to adopt the annexation ordinance. Motion made to approve Annexation Ordinance-A-2019-03 by Commissioner Fiocco second -by Commissioner Baldwin. Vote Aye-4 Nay-0 AN ORDINANCE TO EXTEND THE CORPORATE LIMITS OF THE TOWN OF PITTSBORO, NORTH CAROLINA IS RECORDED IN THE BOOK OF ORDINANCE NUMBER ONE, PAGES 3-9 February 10, 2020 Minutes Page 3  NEW BUSINESS PLANNING BOARD APPOINTMENTS Planning Director Jeff Jones reported with the election of Mr. Shipp to the Town Board of Commissioners, his alternate Planning Board seat has been left vacant. Staff has received an application from Philip Bienvenue. Mr. Bienvenue term would expire on December 31, 2020 filling out Mr. Shipp' s term. Additionally, Board members Rae Bland and Eric Braun's terms expired on December 31, 2019. Steve Cockman term expired on December 31, 2018. By Ordinance, board members remain in place until such time as they are replaced. All three have asked to be reappointed to the Planning Board. Brian Taylor term ended on December 31 st and he has let staff know that he intends to resign his seat after the April Planning Board meeting. New Terms for the Board members Rae Bland - 2023 ETJ Eric Braun - 2023 Intown Steve Cockman - 2021 Intown The Board will need to recruit two persons from the ETJ to fill Brian Taylor's seat and to fill an open alternate seat. Recommendation Staff recommends that the Town Board discuss Planning Board appointments. Motion to approve made by Commissioner Fiocco second -by Commissioner Bonitz to approve New Terms for the Board Members Rae Bland, Eric Braun and Steven Cockman with terms listed above. Vote Aye-4 Nay-0 Motion to approve Phillip Bienvenue made by Commissioner Ficco seconded by Commissioner Shipp. After discussion Commissioner proposed postponing filling Alt seat until the next meeting Commissioner Bonitz stated others has shown interest and more applications will be coming forward. Motion to approve Phillip Bienvenue failed Vote Aye-2 Fiocco, Shipp Nay-3 Bonitz, Baldwin,Nass PARKS AND REC APPOINTMENTS Planning Director Jeff Jones reported before the Board's consideration is a slate of candidates for the Parks and Recreation Advisory Board (PARAB). Terms for four (4) current members expired on June 30, 2019. All four (4) members have reapplied to continue to serve on the Board. February 10, 2020 Minutes Page 4  Additionally, there is one additionally seat that is vacant and needs to be filled . Commissioners r may consider any person that resides in the Town limits to serve for the remainder ofNili Clifford seat, expiring June 30th , 2020. I Bridget Perry Town 2019 2021 Sarah Carr Town 2020 2020 Sara Brinson Town 2019 2021 Vacant (Nili Clifford a ointed Town 2020 2020 Stephanie Bass Town 2019 2021 Noah Becker ETJ 2020 2020 Patti Dukes ETJ 2019 2021 Motion made to reappoint Bridget Perry, Sarah Brinson, Stephanie Bass and Patti Duke and appoint Nili Clifford to fill the vacant seat by Commissioner Pamela Baldwin second by Commissioner Michael Fiocco. Vote Aye-5 Nay-0 [ BOARD POLICIES DISCUSSION Discussion brought up by Mayor Jim Nass on Personnel Policies. He would like to review having exit interviews with key positions and have annual and semi reviews. Commissioner Pamela Baldwin, Commissioner Michael Fiocco agreed they did like the topic of having exit interviews with employees and would be interested getting more information on exit interview. Commissioner Pamela Baldwin also expressed that she also liked the idea of having performance reviews as well. Mayor Jim Nass will do some research and gather more information on exit interview questions and performance review process and follow back up with the board. DISCUSSION ON TOWN MANAGER SELECTION PROCESS Mayor Jim Nass opened the discussion up advising that Interim Paul Messick suggested that he would like it if a few of the Commissioners wouldn't mind meeting with the applicants first and reviewing their proposals then reporting back to the board with their findings. The Board will make their decision for Interim Town Manager that way. Commissioner John Bonitz and Commissioner Michael Fiocco both agreed to sit in on the screening with Mayor Jim Nass. DISCUSSION ON POTENTIAL SOLUTIONS FOR M2 DISTRICT NEAR RESIDENTIAL Planning Board member/Commissioner Kyle Shipp is requesting an agenda item to discuss his thoughts on M2 zoning uses and the district location near residential neighborhoods. Commissioner Kyle Shipp I've been brainstorming some ways we could make it clear for February 10, 2020 Minutes Page 5 potential developers and residents what uses would be allowed in M2 when it is adjacent to Residential. This could also apply to Nursing Homes in C2 next to M2, etc. They are in my order of preference for ease of understanding. 1. Add Note 12 to 5.2.2 which would define additional buffers, walls, etc. required when one of those uses is next to a residential. This may be multiple notes to further separate or not allow more intense uses. 2. Change definition ofM2 Manufacturing District (5.1.N.) to include uses which may be "detrimental to adjoining properties" or "noxious or offensive by reason of vibration, or the emission of dust, odor, smoke, gas or noise." 3. Change Note 5 of 5.2.2 to include specific uses which are "noxious or offensive by reason of vibration, or the emission of dust, odor, smoke, gas or noise." 4.Only allow certain uses in M2 with a Conditional Zoning. I saw some other municipalities that had distinctions in the use tables between Allowed by Right, Special Use, and Conditional Use. 5. Add an Industrial Buffer Overlay district. This would be 300-500 feet into M2 zoning where it is adjacent to Residential where structures would not be allowed if those structures are for certain uses. BOARD DIRECTIVES - None Scheduled ADDITIONAL UPDATES AND REPORTS COMMISSIONER CONCERNS Commissioner Shipp was concerned about streets getting paved. Deputy Town Clerk Cassandra Bullock advised him that Credle Street, Hanks Street, Lockville Street have been paved already and Masonic Street will be paved once the rain stops. Commissioner Pamela Baldwin stated she wanted to share that she wasn't in favor of asking former Town Manager Bryan Gruesbeck for his resignation, but she agreed to accept his resignation. FYI Interim Manager Messick appointed Cassandra Bullock Deputy Town Clerk Chatham County Schools 2019 Legislative Priorities 2019-20 Chatham County Legislative Goals ADJOURNMENT Motion was made by Commissioner second by Commissioner - to adjourn at approximately 8:30-p.m. Vote Aye-4 Nay-0 February 10, 2020 Minutes Page 6 ( I ATTEST: ~w./)&,1M Cassandra M. ~lock Deputy Town Clerk ( r r ( February 10, 2020 Minutes Page 7