1. Board of Commissioners (BOC)

MINUTES TOWN OF PITTSBORO BOARD OF COMMISSIONERS MONDAY, APRIL 27, 2020 REGULAR MEETING 7:00 PM Due to COVID-19 there will be limited seating at the meeting to allow for social distancing. If one wishes to make comment about an Agenda item, they may email the Town Clerk or drop off written comments at the drive-up window at Town Hall. Mayor Jim Nass called meeting to order and asked for a moment in silence. PLEDGE OF ALLEGIANCE Pledge of Allegiance was led by Commissioner Jay Farrell. ATTENDANCE Members present: Mayor Jim Nass, Commissioner Fiocco, Commissioner Jay Farrell. (Remotely via Zoom): Mayor Pro Tern Pamela Baldwin, Commissioner Kyle Shipp, Commissioner John Bonitz. I Staff present: Interim Town Manager Bob Morgan, Interim Police Chief Shorty Johnson, Attorney Paul Messick, Finance Director Heather Meacham and Interim Town Clerk Cassandra Bullock. (Remotely via Zoom) Planning Director Jeff Jones. Motion made by Commissioner Fiocco and seconded by Commissioner Farrell to approve the Consent Agenda. Vote Aye-6 Nay-0 CONSENT AGENDA 1. Approved Ordinance Amending the Rules of Procedure for Remote Participation in Meetings. (with corrections) 2. Approved Minutes of the March 23 , 2020 meeting. (with corrections) 3. Approved Ordinance to Amend FY 2019-2020 Operating Budget for Powell Bill. 4. Accept FY 2019-2020 Financial Reporting as of February 29, 2020. 5. Approved the Resolution Authorizing Selection of New Auditor. RESOLUTION AUTHORIZING THE TOWN MANAGER, FINANCE OFFICER, AND MAYOR TO ENTER INTO AN AGREEMENT AND EXECUTE AN AUDIT CONTRACT WITH SHARPE PATEL PLLC TO PERFORM AUDIT SERVICES FOR THE TOWN OF PITTSBORO FOR FISCAL YEAR 2020 AND THE OPTION TO PERFORM AUDIT SERVICES FOR FISCAL YEAR 2021 AND FISCAL YEAR 2022 DEPENDENT ON GOVERNING BOARD APPROVAL IN 2021 AND 2022 6. Approved First Amendment Master Encroachment Agreement. 7. Approved Ordinance for State of Emergency. 8. Re Set Public Hearing for May 11, 2020 for REZ-2019-06 216 Hillsboro Street. 9. Re Set Public Hearing for May 11, 2020 for REZ-2020-01 Diane Street. End of Consent Agenda. Motion was made by Commissioner Shipp and seconded by Commissioner Baldwin to approve the Regular Agenda. Vote Aye-6 Nay-0 REGULAR MEETING AGENDA COMMISSIONER/MANAGER UPDATES Manager Updates: Interim Town Manager Bob Morgan provided an update with the Town Manager selection process • Last day for applications will be May 6, 2020. • On May 11 the Board will need to have a Closed Session before the BOC meeting for about 90mins with Developmental Associates to go over candidates and select 15 interesting applicants from that list. • On May 26 the board will hold another Closed Session before the BOC meeting for 90mins to narrow the selection down from 15 to 6. • On June 12 the Board will need to have another Closed Session to narrow down to the finalist (1-3) for the BOC to interview. Developmental Associates will host remote sessions via Zoom using the Enterprise subscription. Commissioner Baldwin requested that Town Manager Morgan provide them with that info in an email. Interim Town Manager Bob advised that the Planning Director Jeff Jones and Commissioner Fiocco have met twice in the past two weeks for about 3 hours each session and plan on meeting for 3 more sessions for 3 more weeks. Once changes are made the Ordinance will have to be 2  changed. He tired to hire a firm , but no one is willing to make changes to someone else' s work so we will just have to have the staff work on it but they are making good progress. Sewer Line to Sanford Bob discussed he had been in talks with Wooten Company, he should receive a document from SCI in the first week of May and he will send it out to Board and Chatham Park for review . The Board will need to sign off on the document and from that point it will take 4-6 months for approval from al the state agencies. Bob advised he is also having conversations with Sanford about long range improvements and how we can make those improvements to our water and sewer systems. Town Hall Update the USDA application was submitted for the loan, the loan will need to include the lease with the county. The Town Attorney Paul Messick is working with the County ' s Attorney and both Bob and the County Manager have come to an agreement with the lease cost. The application also requires another phase 1 review, but it's delayed at this time, but it would have to be submitted before we can go to phase 2. The USDA application also will need a Financial Projection, the Finance Director will be working on those Projections. The timeline to submit is about 4 months but not sure how long it will take them to process the application once it's received. Update with the Speed Bumps on Oakwood Drive, John Poteat the Public Works . Director has found 3 locations that we will be able to place the speed bumps. Bob and John will talk with the neighborhood to get their feed back and bring it back to the Board on May 11. The bumps will cost around $ 400 apiece. I Commissioner Fiocco asked Bob what the Financial Projection time period is? Bob advised 5 years. Commissioner Shipp asked was the county okay with our adjusted timeline? Were they still planning on the same groups coming over? Bob advised they were still planning on the same groups and ok with the timeline adjustment. Mayor Updates Mayor Nass mentioned that he sent out a draft for Affordable Housing so he could get comments back so we are able to get to the point where we can give to Attorney Paul Messick and hopefully ask if it' s possible to tum it into an Ordinance in May and then we could hopefully have the Ordinance ready for approval before the end of the FY year. Commissioner Bonitz wanted to be clear so he asked Mayor Nass if the Board can expect to see a draft coming soon? Mayor Nass advised the Affordable Housing Policy Statement will form the basis before it comes before the Board and that will be in May. Mayor Nass asked the Board if they had any suggestions on the remote meeting for May 11? Seemed as the meeting was going pretty well with no hiccups. Mayor Nass advised the Board that on May 11 the Board will need to have a 90-minute Closed Session concerning the Town Managers Selection process and he wanted to know if a 5:00 pm start time was good for everyone? 3 Commissioner Shipp asked if the Closed Session could be remote? Attorney Messick advised they need to be Person to Person. Commissioner Shipp suggested we might want to have it in a bigger location. Interim Town Manager Bob advised that Owasa had a Closed Session to go over applications. Commissioner Baldwin agrees that maybe the Ag Center so they can spread out. Mayor Nass and Attorney Messick both express the security concerns with zoom. Going over personal information might not be to secure with zoom. Messick will check into it. Mayor Nass asked Interim Town Manager Bob to check into renting out the Ag Center and see if using Microsoft Teams would be better. Commissioner Bonitz stated that zoom allows you to have logins so it would be more secure. • EDC-Commissioner Fiacco stated he attended last meeting via zoom. They are wanting to establish a Business Assistance Loan program, where they will put up half of the collateral so banks will be more likely to loan to small businesses. They want the program to move to the point where they put up 100% but limit it to about $10,000 per loan. They already have a couple hundred thousand they are going to try and lend out during this crisis. • RPO-Commissioner Fiacco discussed that the NCDOT is suffering great reduction in revenue, projects are losing their funding because less people are traveling. The circle project is on going and fully funded , it won't be delayed or cut, the Utilities are still being buried. So, everything is a go. • Fairground Association • PBA/Downtown- Commissioner Fiacco advised meeting was cancelled. • Triangle J Council of Governments-Commissioner Baldwin discussed they had a zoom meeting last Wednesday to discuss the budget and they also looked into what other counties were doing during the Covid-19 pandemic. • Main Street-Commissioner Fiacco discussed they are working on the Welcome Center and the Fa9ade trying to get them finished as quick as possible and they are making good progress. • Climate Change- Commissioner Bonitz advised meeting was cancelled. • Human Relations Committee • Chatham County Arts Council • Commissioner Shipp mention that he is a part of the County ' s Affordable Housing committee and they have formed subgroups and he is on the New Production Group and they are meeting for the first-time next week. The group will be looking to push for affordable housing in various ways. BOARD DIRECTIVES - none scheduled ADDITIONAL UPDATES AND REPORTS 4  COMMISSIONER CONCERNS. Commissioner Farrell has concerns about Oakwood Drive stating they use to have speed bumps before, and the Town had to remove them because they were causing so much damage. Interim Town Manager wants to have conversations with the residences before the project begins. The older speed bumps were much higher, but the newer ones wouldn't be as high. Mayor Nass stated he has spoken with a neighbor and a petition is going around and he will share the results with the Board. Commissioner Bonitz questioned Planning Director Jeff Jones what were his thoughts on the Draft Traffic Calming Memo? Did it have a clause saying Measuring Support of "Effective Area?" Couldn't understand Jeff Jones to clearly so Mayor Nass said that Jeff said the draft policy did contain language measuring support in the community and some provisions for petitions. The policy was drafted in 2014 and could use some changes. Commissioner Bonitz wanted to know if that policy would be helpful? Jeff Jones advised yes adopting a policy would be helpful. Commissioner Baldwin asked if policy includes apartments or just for residential? r Jeff Jones advised he would have to go back and look at the policy to confirm. Commissioner Farrell stated that he has spoken with Fire Chief Griffin and they have also spoken with Finance Director Heather Meacham regarding the financing of the new Fire Truck. Commissioner Farrell doesn 't want this to get sidelined, it's going to take 22 months for the truck to arrive once it's ordered and Chief Griffin is needing some reassurance that the Town will be assisting in purchasing the Truck. Bob discussed that the truck is included in the next FY years budget and not this years budget. Commissioner Shipp asked should we follow through and make the commitment, Heather explained that it' s not in this up coming budget because we wouldn ' t start making payments on the loan until the next budget however if we can see ifwe can provide the bank a written agreement and that could speed up the loan process. Commissioner Fiocco wanted an update on the DOT lighting around 87 circle and when will it begin. Bob advised the project has been given to the Engineer the design to complete the work, Bob I will follow back with DOT to find out the timeline. 5 Commissioner Bonitz was glad we touched on speeding; traffic calming. His HOA has concerns about speeding as well in his neighborhood. They have been requesting for Stop Signs. Bonitz questioned if we have a policy on stop signs and how could the HOA get them put up in the neighborhood, he would like to know what the next steps are. He has asked citizens around town to look at the calming policy and summit their concerns. Mayor Nass states there are issues around state laws about where and how stop signs can be placed because he had the same issues in his neighborhood before. Commissioner Farrell said the former Chief Percy Crutchfield send Mr. Voller an email regarding the issues and gave him guidance on where to go and how to proceed. Attorney Messick mentioned that Chief Crutchfield also spoke with him about the Stop Signs. Commissioner Bonitz will speak with his HOA. ADJOURNMENT Motion made by Commissioner Fiocco, seconded by Commissioner Farrell to adjourn at 7:45pm. ATTEST: 6