1. Board of Commissioners (BOC)

MINUTES { TOWN OF PITTSBORO BOARD OF COMMISSIONERS I MONDAY, JUNE 22, 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. Members present: Mayor Jim Nass, Mayor Pro Tern Pamela Baldwin, Commissioner John Benitz, Commissioner Jay Farrell, Commissioner Michael Fiocco and Commissioner Kyle Shipp. Staff present: Interim Town Manager Bob Morgan, Attorney Paul S. Messick, Interim Chief of Police Shorty Johnson, Finance Director Heather Meacham, Planning Director Jeff Jones, Planner II Kayleigh Mielenz, Interim Town Clerk Cassandra Bullock, Senior Planner Theresa Thompson. Commissioner Fiocco made motion to approve the Agenda as a whole, it was second by Commissioner Shipp. Vote Aye-5 Nay-0 Commissioner Farrell asked that for item# 1 could Finance Director Heather Meacham research other Towns and see if they have a in Lieu policy for Health Insurance for the next FY Budget. Commissioner Shipp would like to pull item # 1 May 11th minutes until he is able to review them. Commissioner Shipp made a motion to approve consent agenda with removing item # 1 and Commissioner Farrell second. Vote Aye-5 Nay-0 CONSENT AGENDA 1. Amendment to the Personnel Policy for Payment in Lieu of Health Insurance Coverage. Action recommended: Adopt the Resolution. 2. FY 2019-2020 Financial Reporting as of May 31, 2020.  Action recommended: Accept the Financial Report. 3. Resolution for authorized signatories for withdrawals from depositories. Action recommended: Adopt the Resolution. 4. Proposed Annexation - A-2020-02, Northwood MUPD. Action recommended: Authorize the Town Clerk to determine sufficiency of the application. Schedule a public hearing for July 27th, 2020. 5. Appointment of Town Representative to Keep America Beautiful. Action recommended: appoint Cindy Perry as the Town's representative to Keep America Beautiful. End of Consent Agenda. REGULAR MEETING AGENDA Citizens' Matters COMMISSIONER/MANAGER UPDATES Mayor Updates Mayor advised that he has been speaking with Alyssa with the State's EDC, she mentioned to him that the Federal Gov is asking for applications to be submitted for Town's to house the new Space Force and both the State and Alyssa believes Pittsboro meets their criteria. He has drawn up a letter and signed, next the Governor will sign it and submit the application. • EDC-Commissioner Fiocco advised they are in the final plan and have the document prepared. They will then begin working on accompanying action plan. Moncure Mega site has been rebranded to Triangle Innovation Point. • RPO- Commissioner Fiacco advised there are financial problems with DOT. Circle project remains active and funded. • Fairground Association • PBA/Downtown • Triangle J Council of Governments • Main Street • Climate Change • Human Relations Committee • Chatham County Arts Council • Parks and Rec-Commissioner Fiacco advised that he and Commissioner Jay Farrell are attending the Parks and Rec meetings, he also mentioned Kiwanis Park is having some 2  issues with Dominion Energy they want to purchase some of the land to build a Sub Station r and that is having an impact on the design, Jeff Jones is working on it. The Historic Lewis Freeman Park cost is going to be just over 600,000. Roberson Creek Trail has received money from FEMA that will only go so far. It will recreate the gravel trail that's in a flood plain, they know it will wash out again so we will need to have that corrected because it's not safe for people that have disabilities. OLD BUSINESS 1. Revised Budget. (Heather Meacham) Action recommended: Approve Budget. Finance Director Heather Meacham discussed revised Budget was sent out with all the changes. $44,000.00 is coming out of fund balance on the General Fund side, was able to add all items back in that was cut. Commissioner Farrell questioned the $5000 for the public records search, electronic agenda system, pay study, Main street ABC allocation, says it has a line adjustment of $5000. Commissioner Farrell asked if the water rates went up. Heather advised that there is a 2 ½% increase. Heather discussed the reason for the adjustment. Mayor Pro Tern Baldwin is in support for Main Street but not in favor of increasing their budget to $90,000. Mayor Pro Tern isn't in favor of the electronic agenda system just yet, she stated she doesn't mind a pay study but not in favor ifwe can't bump the employees pay up. She also questioned the FEMA funds. Heather advised they were funds from last FY year, carrying the funds forward. Commissioner Shipp spoke on the Agenda management, he stated that the developers are spending a lot of money to print drawings. We could increase the develop cost fees and buy the tablets with that revenue. He spoke about the pay study, not knowing where the pay needs to be. He spoke on no money in the budget is Affordable Housing. Commissioners have said this is a major priority for us. It doesn't seem like a priority if we don't have any funding allocated. he isn't sure what the Town needs it for. Pilot testing increased for current budget approved $261,00 carrying 210,00 forward. Commissioner Shipp asked can we keep track of the chemical spending specific to water treatment for emerging contaminants? 3  Heather advised she will meet with Water Plant Supervisor Adam Pickett to go over numbers. Commissioner Bonitz the pay study and personal policy change, he strongly supports Commissioners Shipps plan. We have a fever and don't know how Hot it is. We need to be conservative with spending. The pay study is necessary. He is convinced the staff time would be reduced if we went to the tablets, he would be nice but there are a lot of documents that he would prefer to have electronic version. Commissioner Fiocco weighed in and stated that we can benefit by having the electronic system. He likes the pay study as well, Main Street has a great staff taking care of one area of Town, if we don't continue to look after downtown will suffer. Took on the Welcome Center and that is new to the Budget. He stated the ABC Board has projected $70,000 distributions this year and another category excess working capital of $220,00. The Chairman of the ABC Board will request a split of the excess working capital as they have before. The proposed is the Town keeps 40% and ABC Board keeps 60% for future growth of the ABC system. Commissioner Fiocco advised the $220,000 and our fund balance transfer ifwe invert with the Town keeping 60% and ABC keeping 40% that will take care of our fund balance transfer of $44,000. Kyle mention affordable housing, ifwe increase the excess working capital to 70% that would be an additional $22,000, we could use to hire a consultant to write the affordable housing ordinance. If we went to 90%, we could do those things and have enough to pave the Roberson Creek trail as well. If we pave it, it would be wonderful. Mayor Nass agrees with Commissioner Fiocco, it would not hurt the ABC Board and we could use that revenue. He suggests not to spend the money on our downtown, it could decade our downtown because of the new development. He believed the Board was to preserve our downtown. He also would like to go to the paperless system as well. Mayor Pro Tern, she supports Main Street, she supports a pay study, but we should be ready to increase employees pay. Mayor Nass states we need to pass a budget. He says we need to have a vote on three pressmg issues: Main street Pay study Agenda Management System ABC arrangements Commissioner Shipp questioned on the rec position, why was it lower? Heather advised salary is lower because we would not have that position until January 2021. Mayor Nass suggested to entertain a motion to allow the Chairman of the ABC Board to speak now rather than on New Business. Commissioner Shipp wanted to ask a question first before motion was made. He asked Commissioner Fiocco what did the county do for the Pittsboro Chatham County Welcome Center? 4  Commissioner Fiacco advised they budgeted $16,000 and this year they are waiting until later in r the year to see if they are going to fund Main Street. We hope to have Chamber of Commerce and Chatham Tourism will be in the building with us. Commissioner Shipp asked if the other groups have a budget to be in the building. Commissioner Fiacco advised that they do but until they are in the building Main Street will carry the load. Commissioner Farrell is in support of Main Street, questioned lease agreement, will the rent mcrease. Commissioner Fiacco advised it is a five-year lease and rent increases every year at a reasonable rate. Motion was made by Commissioner Shipp to hear from Chairman of the ABC Board and Jeff Jones on Affordable Housing seconded by Commissioner Farrell. Vote Aye-5 Nay-0 Chairman of ABC Board Mr. Hugh Harrington states that the ABC Board is doing good this year, he does request that the Town retains the 60/40 split and if we are changing the split, he would like to know ASAP. I Commissioner Shipp requested the ABC Board present a plan for how much money they need and when in the future they need it for expansion. We want to make sure we are not hurting those efforts if there is a plan. Commissioner Fiacco made a motion, seconded by Mayor Pro Tern Baldwin for the 19/20 FY their will be a 10/90 split. Vote Aye-5 Nay-0 Commissioner Fiacco made a motion, seconded by Commissioner Shipp to start discussion. Commissioner Shipp advised that the motion was to hear from Jeff Jones on Affordable Housing. Mayor Nass advised that per the last meeting where Affordable Housing was discussed there was direction to the Town Manager to check and see if staff was able to form an ordinance and report back to the Board. He advised the Board asked a few questions and the responses they received back did not go toward the questions they asked. Planning Director Jeff Jones advised he is not sure what the Board has approved, staff is not aware of what has been approved, the committee had not gotten together in a long time. Staff was trying to make sure everyone was on the same path. Staff reached out to the County for direction. He needed to get the committee back together and find out where they stand and then report back to the Board. 5 Mayor Nass read the minutes from a prior meeting from the Affordable Housing Meeting. Interim Bob Morgan believes that we can write the ordinance in house and we might need help down the line. As staff begins to write ordinance, they might need to make changes as needed. Mayor Nass asked if you are saying the Town Staff can take the Boards recommendations that were approved in 2018 and turn it into an ordinance then we can proceed with the process, he will call a Task Force meeting and begin preparing the Ordinance. Commissioner Shipp would like to put a deadline on it and follow back up with it in 3 months. Increase for Main Street: Commissioner Fiocco made a motion to approve, seconded by Commissioner Shipp to start discussion. Commissioner Shipp asked is the current budget amount is $105,00 do they need that amount to operate? Commissioner Fiocco went through the budget line items and explained reasons why on the increase is needed. Mayor Pro Tern would go for $5000 but nothing hirer than that. Commissioner Fiocco verified that Mayor Pro Tern Baldwin was in support of $5000 on top of the $76,000=81,000+ 15,000 for the fa9ade grants=96,000. That is less 9,000 from what they were asking for. There was a motion on the floor made by Commissioner Fiocco, seconded by Commissioner Shipp to approve requested amount. Vote Aye 1 Nay3 Motion failed. Commissioner Fiocco then made a motion to adopt budget of $81,000 for Main Street, seconded by Commissioner Bonitz. Vote Aye-5 Nay-0 Commissioner Shipp made a motion to approve the pay study, seconded by Commissioner Bonitz. Vote Aye-5 Nay-0 Commissioner Shipp made a motion to approve the Electronic Agenda Management System if we increase review fees as we see fit, seconded by Commissioner Bonitz. 6  Vote Aye-5 Nay-0 Commissioner Farrell made a motion to remove the 2 ½ increase, motion failed for lack of seconded. *Commissioner Farrell isn't in favor of the 2 ½ increase on water rates but understands it, hope to revisit later to decrease at some point. Commissioner Bonitz made a motion to approve Budget with amendments, seconded by Commissioner Fiocco. Vote Aye-5 Nay-0 NEW BUSINESS 1. Request from the ABC Board. (Bob Morgan) Action recommended: To discuss and provide guidance on the ABC excess working capital distribution. Item was discussed previously. 2. SP-2019-09 CP Vineyard Park. Action recommended: Review and Discuss and if appropriate decide on the Park. STAFF ANALYSIS: Prepared for Town Board of Commissioners meeting June 22nd, 2020. This proposal is being presented to the Board as a Site Plan for review and approval. The proposal is to construct a park with multiple amenities. Some park amenities are planned as future construction. There is no minimum parking requirement for this use, the Planning Director has approved the 79 parking spaces the applicant provided. This project will use town utilities. Staff recommends approval of the proposed request, subject to issuance of any additional local and state permits. PLANNING BOARD RECOMMENDATION: The Planning Board at their June 1, 2020 meeting made a recommendation to approve. Discussion related to the site plan meeting the requirements of the Town and Chatham Park Elements. The Planning Board did not discuss any additional aspect of the Park, such as future budgeting or operations of the Park. 7 Additional Discussion: This is the first park that Chatham Park will be dedicating to the Town as part of them commitment to parks and recreation in the Master Plan. As per the Master Plan, there are seven (7) park service areas located throughout Chatham Park. Chatham Park has provided a memo detailing how this planned park is adhering to the Master Plan and the Elements, such as the Public Facilities Element, which details out funding of such parks. Additionally, this plan was presented to the Parks and Recreation Advisory Board in January of this year. The PARAB members gave staff comments related to the park. Those are included on your packet for review. Chatham Park has responded to these comments as well. Staff has given analysis of Chatham Parks responses to comments and those are included for the Board to review . From a technical review, the proposed park plan meets Town Ordinances and the Chatham Park Elements and staff recommends approval of the Park based on the technical requirements of the development ordinance for the Town and Chatham Park. The intricacy of the dedication to the Town (timing) and the funding mandated for this park and future parks in Chatham Park, is what is left to be determined. See the analysis for thoughts on discussion items for the Board to consider while you review this site plan. Additionally, Chatham Park is requesting that system development fees in the amount of $11,571 for water and $12,936 for sewer for a total of $24,507 be reimbursed, because of this being a future Town Park. Action Required: Review and Discuss and if appropriate decide on the Park. Commissioner Fiocco made a motion, seconded by Commissioner Bonitz for approval to start construction pending details on ownership, materials, structures to be defined at a future date, either in a month or two . Commissioner Bonitz would like to amend Commissioner Fiocco's motion and add they receive a letter on the $500,000, Commissioner Fiocco was in favor. Vote Aye-5 Nay-0 Commissioner Fiocco made a motion to approve, seconded by Commissioner Shipp to reimburse the water and sewer fees which will be paid out of general fund or do a general fund transfer to enterprise fund . Vote Aye -5 Nay-0 BOARD DIRECTIVES 1. Affordable Housing (Jeff Jones). Action recommended: Discussion. 8  Direction was given previously when discussing Budget. ( 2. RFQ for Intergovernmental Agreement (Bob Morgan) I Action recommended: discuss the RFQ and authorize its advertisement for proposals. PURPOSE: To discuss intergovernmental cooperation between Pittsboro and Sanford BACKGROUND: Mayor Nass, Commissioner Fiocco and the Interim Town Manager have had discussions with the Mayor, Town Manager and Public Works Director of the Town of Sanford about additional cooperation between the two Towns to address water and sewer needs of the Town of Pittsboro. Their conclusion on how to proceed was to advertise an RFQ on intergovernmental cooperation for water and sewer services. The RFQ is enclosed with this agenda item. The proposal is to look at all possibilities of intergovernmental cooperation for water and sewer services between the two towns. ACTION REQUESTED: To discuss the RFQ and authorize its advertisement for proposals. Commissioner Shipp made a motion to approve with the provision they will include our Public Works Director in future meetings, seconded by Commissioner Fiocco. Vote Aye-4 Nay-I Commissioner Farrell. 3. Board Room Layout in New Town Hall (Bob Morgan) r Action recommended: To provide architect with direction on the layout of the new Board Room. PURPOSE: To discuss and review two lay out for the new Board Room. BACKGROUND: The architect for the new Town Hall asked me to review the layout of the Board Room. Based upon my years of experience as a Town Manager, I offered some suggestions. Option A is the original lay out proposed by the architect based on previous staff comments. This option provides seating for 162 and places the Town Manage, Town Attorney and Town Clerk to the side of the Board. Option B is my recommendation. This option provides seating for 156. The Town Manager, Town Attorney and Town Clerk are seated in front of the Board, allowing direct line of site for communication and observation. I have used the original layout where the Town Manager sits to the side. This layout makes it difficult for the Town Manager, Town Attorney and Town Clerk to see and hear the Board resulting in poor communication. This layout also provides a double wide podium which allows a laptop to remain at the podium for ease of presentations. I realize I have not been here very long to know the rationale for the original layout, but I felt it was important to share my thoughts. REQUESTED ACTION: To provide architect with direction on the layout of the new Board Room. 9 Commissioner Shipp made a motion for changes to be made to layout, seconded by Commissioner Bonitz. 4. Go into Closed Session. Action recommended: Discussion on Hiring New Town Manager. Board decided not to go into close session they will go with questions sent by D.A. and one from Commissioner Farrell. ADDITIONAL UPDATES AND REPORTS 1. Commissioner Concerns. Mayor Pro Tern Baldwin concern is all the disturbing people coming through town. The town needs some orderly fashion. She isn't in favor of Bull Homs be allowed as well. Mayor Nass advised it's disturbing the peace. Interim Chief Shorty Johnson advised they are exercising their 1st amendment rights and it is very difficult to handle and try and keep the peace. ADJOURNMENT Commissioner Fiocco made a motion to adjourn, seconded by Mayor Pro Tern Baldwin at 11 :23pm. Vote Aye-5 Nay-0  C04}w1di,q IY_ .&-tW Town Clerk 11