1. Board of Commissioners (BOC)

MINUTES TOWN OF PITTSBORO BOARD OF COMMISSIONERS MONDAY, FEBRUARY 24, 2020 REGULAR MEETING 7:00PM 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, Commissioner Jay Farrell, Commissioner Michael Fiocco and Commissioner Kyle Shipp. Staff present: Chief Percy Crutchfield, Finance Director Heather Meacham, Planning Director Jeff Jones, Planner II Victoria Bailiff, Planner Kayleigh Mielenz and Interim Town Clerk Cassandra Bullock. Mayor Nass will present the agenda to be set (A motion will be made to either approve the agenda as proposed or a motion will be made to modify the agenda). Motion made by Commissioner Fiocco second by Commissioner Shipp to approve the consent agenda with the removal of February 10, 2020 minutes as requested by Commissioner Fiocco. Vote Aye-5 Nay-0 CONSENT AGENDA 1. Approve Minutes of the February 10, 2020 meeting. (tabled until March 9, 2020 meeting) 2. FY 2019-2020 Financial Reporting as of January 31 , 2020. CEREMONIAL BUSINESS A RESOLUTION OF APPRECIATION AND ACKNOWLEDGEMENT OF SERVICE TO THE TOWN OF PITTSBORO Mayor Nass read into the read a Resolution of Appreciation to Town Clerk Alice Lloyd as follows : ! WHEREAS, Alice F. Lloyd has served the Town of Pittsboro with distinction and dedication for over 45 years, and WHEREAS, as Town Clerk she has put forth substantial effort toward improving the quality oflife for the citizens of the Town of Pittsboro; and 1  WHEREAS, Alice F. Lloyd volunteered numerous hours, incurred personal sacrifice, and exhibited outstanding community spirit in her service, and unflappable while maintaining a demeanor that made working with her a pleasure; and WHEREAS, Alice F. Lloyd has served unselfishly in her capacity for the good of the Town of Pittsboro, making sacrifices in personal and family ties; and WHEREAS, her unwavering commitment, willingness, and ability to understand and respond to the concerns of the people of Pittsboro has made a substantial contribution to the betterment of the community NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Town of Pittsboro, North Carolina, that Alice F. Lloyd is hereby officially commended on behalf of the citizens of Pittsboro for valuable services rendered to the Town in her official capacity as Town Clerk for her professionalism, dedication, unwavering commitment, willingness and ability to understand and respond to the concerns of the people of Pittsboro, BE IT FURTHER RESOLVED that this resolution be made part of the permanent records of the Town of Pittsboro and that a copy of this resolution be presented to Alice F. Lloyd. Adopted this the 24th day of February 2020. Motion made by Commissioner Fiocco second by Commissioner Bonitz to approve the Resolution. Vote Aye-5 Nay-0 Mayor Nass Presented Town Clerk Alice Lloyd with the Resolution and stated that she will be highly missed throughout the town. A RESOLUTION OF APPRECIATION AND ACKNOWLEDGEMENT OF SERVICE TO THE TOWN OF PITTSBORO FOR ALICE LLOYD IS RECORDED IN THE BOOK OF RESOLUTIONS NUMBER ONE, PAGE 1. Motion made by Commissioner Baldwin second by Commissioner Fiocco to move into Public Hearing. Vote Aye-5 Nay-0 PUBLIC HEARING 1. Proposed Annexation - A-2020-01, 109 Ramsey Lane. We had several people spoke during Public Hearing: 1. Gary and Donna Shostak-owners of the property 2. John Foley- Broker 3. Miranda and Jeanun Fearrington- Neighbors 4. Randolph Voller- Broker 5. Gina Funk- New Owner 2 r I • Motion made by Commissioner Fiocco and second by Commissioner Shipp to go out of Public Hearing. Vote Aye-5 Nay-0 Motion was made by Commissioner Fiocco second by Commissioner Ship to approve the regular agenda. Vote Aye-5 Nay-0 REGULAR MEETING AGENDA Citizens' Matters 1. John Rice with the NC Brewery concerning the Zoning Application to be approved to his sewer application. 2. Randolph Voller with the Chatham Forest HOA talked about stop signs for Chatham Forest, requesting new stop signs be placed in subdivision. COMMISSIONER/MANAGER UPDATES Mayor/Board Updates- Mayor Nass met with District Manager of with Duke Energy. He advised that there is a grant that the Town of Pittsboro could use, and he will follow back up with more info. • EDC • RPO-Fiocco attended meeting and advised Chatham Park bypass is on target and should be complete by 2027. The circle improvements will begin 2021. Launis and Lowes improvements start in 2023. • Fairground Association • PBA/Downtown-Planner Director Jeff Jones reported on The Bike Ped Plan Update and that went very well, they also discussed paving of roads. • Triangle J Council of Governments-Commissioner Baldwin will be attending meeting on Wednesday and they are going to need volunteers for the census, and she will follow back up with us on that info. • Main Street-Commissioner Fiocco advised still working on Welcome Center and in Mid-March begin improvements will be a change for the old Beggars and Choosers scream for vintage locations. • Climate Change-Meeting will be on Thursday, Commissioner Bonitz has referred Gary Simpson of 82 Cynthia Lane to serve on committee. Commissioner Bonitz made a motion Commissioner Baldwin second to appoint Gary Simpson, to board. Vote Aye-5 Nay-0 • Human Relations Committee • Chatham County Arts Council-Commissioner Shipp went to Chatham Co meeting and provided update on the schools and they are working on upcoming event. He 3  will also attend the VFW meeting 4the Tuesday of the month. OLD BUSINESS 1. Chevon File, Taylor Hobbs, Hobbs Architects - Update Town Hall Generator. Action recommended: Received Update, the board needs to make decision between full building generator or partial for New Town Hall for the electrical engineer to proceed with design. Discussion was had and the Board asked that more information of this nature in the future be provided in the packed for review prior to the presentation. The Board also requested it be placed on the next meeting's agenda. 2. Planning Board Vacancy Action recommended: Discuss, Commissioner Farrell made motion second by Commissioner Fiocco to appoint William Baker to the Planning Board to fill the ETJ seat. Vote Aye- 4 Nay-1 Commissioner Shipp made a motion second by Commissioner Fiocco to appoint Phillip Bienvenu to the Planning Board to fill the Intown seat. Vote Aye- 5 Nay-0 NEW BUSINESS 1. Mosaic A Final Plat - SUB-2017-01. Action recommended: STAFF ANALYSIS: The Applicant has submitted for review the Final Plat for Phase lA of the Mosaic A Subdivision; this subdivision was approved on August 13, 2018. The subdivision creates 13 new commercial lots, but no new right of way as these lots will be served by private access easements. This final plat set includes the easement plats for the subdivision and the Tree Coverage plat as required by the Chatham Park Elements. Since preliminary plan approval, the applicant has constructed a portion of the required improvements as outlined on the approved plans including grading and public utilities. The applicant has provided staff with documentation outlining the completion of approximately 57% of the required improvements. The applicant has not completed the following items in their entirety and wishes to be allowed to post a completion bond for the remaining 4  construction cost of these items: • Clearing, grubbing & Grading, Erosion Control & Retaining Walls r • Fine Grading & Sidewalks (not started) I • Private Storm Drainage • Public Water System • Public Sanitary Sewer System • Public Reuse System • Private Street Construction (not started) The subdivision ordinance allows for the Board of Commissioners to consider a request to bond for remaining completion of the required infrastructure provided that a minimum of 40% of the improvements are complete. This project meets this threshold and staff recommends that the Board allow for a completion bond for this project in the amount of $3,330,031.00 to cover the remaining items to be provided. The Engineer's Cost Estimate and Subdivision Improvement Agreement have been provided to staff for review and approval. It should also be noted that System Development Fees required for this project will be paid prior to the release of the plat for recordation. These fees have been calculated in accordance with the approved budget based on the wastewater allocation of 47,950 GPD needed for this phase of the project. Included is a copy of the preliminary plan and the final plat. PLANNING BOARD RECOMMENDATION: Prepared for Planning Board, February 3, 2020. The Board recommended to approve the Final Plat in a vote of 6-0. STAFF RECOMMENDATION: Staff is recommending approval of the Final Plat. Commissioner Fiocco made a motion and Commissioner Shipp second to approve SUB- 2017-0 l. 2. Mosaic Individual Lots-SP-2019-07. Action recommended: Water and sewer will be available to this site. The sewer allocation request for 47, 950 gpd was approved at the December 9, 2019 Board of Commissioners meeting. STAFF ANALYSIS: This proposal is being presented to the Board as a Site Plan for review. The plans have been reviewed in accordance with the Town's applicable development ordinances by the appropriate departments. The proposal is to construct 9 multi-use structures with a gross square footage of 160,435 square feet. Each structure will sit on its own lot and the various uses include residential, retail, restaurant, general office, medical office, and pharmacy. The sites will be using the Off-Street Parking Alternative that is allowed by the Chatham Park Parking Element, a Ramey Kemp Parking Demand Analysis has been provided to assure that the provided parking is adequate to serve all the proposed uses. A conceptual site design package has been included to provide examples of public art to be included in the site. The off-site Open space for this plan will be coming 5 out of the Stinking Creek Open Space area. There are 12 residential units included in this site which requires 0.48 acres of recreation space, the applicant has proposed the use of the greenway to meet the recreation requirement but Chatham Park and Town staff have yet to determine if this is the best option for recreation space. Staff recommends approval of the proposed site plan, subject to issuance of any additional local and state permits. PLANNING BOARD: Prepared for Planning Board, February 3, 2020. The Board posed questions regarding impervious surface, stormwater control, and future phasing. The plan was found to be satisfactory and in a vote of 6-0 the Planning Board recommended approval of the site plan. Commissioner Fiocco made a motion and Commissioner Baldwin second the approval of SP- 2019-07. Vote Aye-5 Nay-0 3. Wooten Contract Amendment. Action recommended: Attorney Messick will provide a timetable to the board. Commissioner Fiocco made a motion and Commissioner Bonitz second the approval of the Wooten Contract. Vote Aye-5 Nay-0 4. Budget Amendment- Contract Amendment Wooten Company. Action recommended: Commissioner Fiocco made a motion and Commissioner Bonitz second the approval of the Budget Amendment. Vote Aye-5 Nay-0 5. Jordan Lake Allocation Contract. Action recommended: Commissioner Fiocco made a motion and Commissioner Bonitz second the approval of the Contract. Vote Aye-5 Nay-0 6. Budget Amendment - Jordan Lake Allocation Contract. Action recommended: Commissioner Bonitz made a motion and Commissioner Bonitz second to approve Budget Amendment and resolution. Vote Aye-5 Nay-0 7. Budget Amendment-Attorney Fees. Action recommended: Commissioner Shipp made motion and Commissioner Baldwin second to accept the Budget Amendment to cover the Attorney Fees. Vote Aye-5 Nay-0 6  6. Main Street Pittsboro Special Event Request. ( I Action recommended: Commissioner Fiocco made motion and Commissioner Baldwin second to approve request. Vote Aye-5 Nay-0 7. Special Event Street Closure. Action recommended: Commissioner Fiocco made motion to approve request Commissioner Baldwin second. Vote Aye-5 Nay-0 8. Court House Square rain garden repair-Main Street. Action recommended: Commissioner Fiocco made a motion to approve request Commissioner Baldwin second. Vote Aye-5 Nay-0 9. Budget Amendment -Rain Garden repair r Action recommended: Budget Amendment wasn't provided and will be put on the next agenda meeting for approval. BOARD DIRECTIVES - None Scheduled ADDITIONAL UPDATES AND REPORTS 1. Commissioner Concerns. Commissioner Fiocco wanted update on NCDOT lighting at the traffic oval. Messick will follow up. Commissioner Bonitz is very concerned that he couldn't find the email that was sent about William Baker. CLOSED SESSION Motion made by Commissioner Shipp second by Commissioner Fiocco to go into closed session pursuant to GS 143-318.l l(a)(3) and (6) to consult with Attorney and Personnel. ! Vote Aye-5 Nay-0 7  Commissioner Shipp made motion to come out of closed session second by Commissioner Baldwin. Vote Aye-5 Nay-0 Commissioner Baldwin made motion to set a "Special Meeting to appoint the Interim Town Manager on February 27, 2020" at 3:00pm second by Commissioner Shipp. Vote Aye-5 Nay-0 ADJOURNMENT Motion made by Commissioner Shipp seconded by Commissioner Fiocco to adjourn at approximately 10:37 p.m. ATTEST: COJYXwdM Cassandra Bullock 11 live L Interim Town Clerk 8