1. Board of Commissioners (BOC)

MINUTES TOWN OFPITTSBORO BOARD OF COMMISSIONERS REGULAR MEETING MONDAY, JULY 27, 2020 7:00PM Members Present (Virtual): Mayor Jim Nass, Mayor Pro Tern Pamela Baldwin, Commissioner John Bonitz, Commissioner Jay Farrell, Commissioner Michael Fiocco and Commissioner Kyle Shipp. StaffPresent (Virtual): Interim Town Manager Bob Morgan, Attorney Paul S. Messick, Interim Chief ofPolice Shorty Johnson, Finance Director Heather Meacham,Planning Director Jeff Jones, Planner II Kayleigh Mielenz, Interim Town Clerk Cassandra Bullock, Senior Planner Theresa Thompson. 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. Commissioner Bonitz requested that Item # 7 on the Consent Agenda (Budget Amendment for Reimbursement for VineyardPark SDF) be moved to either New Business or Old Business. Mayor Nass advised he will this Item from the Consent Agenda to Item #4 on the Old Business section of the Agenda. Commissioner Shipp made motion to approve the Agenda as amended, it was second by Commissioner Bonitz. Vote: Aye-5 Nay-0 Mayor Nass: NIA MayorPro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. CONSENT AGENDA 1. Interim Town Managers Contract Extension through August 10, 2020. 2. Approve Resolution for thePittsboro Boys and Girls Club. 3. SetPublic Hearing for REZ-2020-03 3151 US 15-501 N Rezoning. 4. Budget Amendment for NC 87 and Old Graham Rd Roundabout.  DRAFT 5. Appointment of Ryan Ford to Parks and Recreation Advisory Board. 6. Policy for naming Town Parks. End of Consent Agenda. Motion was made by Commissioner Fiocco to approve the Consent Agenda with the condition that the proposed draft minutes from May 11, May 26 and June 2 be tabled until the August 10 Regular Meeting of the Board to ensure the corrections have been made, seconded by Commissioner Shipp. Vote: Aye-5 Nay-0 Mayor Nass: NIA Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. PUBLIC HEARINGS I. Proposed Annexation - A-2020-02, Northwood MUPD. Planning Department staff presented the staff report for A-2020-02. Commissioner Fiocco made a motion to close the Public Hearing, seconded by Commissioner Farrell. Vote: Aye-5 Nay-0 Mayor Nass: NIA Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. Commissioner Fiocco made a motion to approve the requests under Annexation petition A-2020- 02, seconded by Mayor Pro Tern Baldwin. Town Attorney Paul Messick asked the Board to consider delaying the approval of the annexation request until Board's Regular Meeting on August 10, 2020 to allow for him and the new Town Manager Chris Kennedy to investigate a boundary concern with the annexation. Commissioner Fiocco amended his motion to delay Board action on A-2020-02 August 10 meeting, seconded by Commissioner Bonitz. 2 Vote: Aye-5 Nay-0 Mayor Nass: NIA Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. REGULAR MEETING AGENDA Citizens' Matters-None COMMISSIONER/MANAGER UPDATES Mayor Updates • EDC • RPO • Fairground Association • PEA/Downtown- Commissioner Fiocco mentioned that the Welcome Center's exterior renovation is almost complete and that there is a beautiful mural in process on the North wall and East wall. Commissioner Fiocco also mentioned discussions on fa9ade improvements along with Blue Dot and New Horizons making some new improvements as well. • Triangle J Council of Governments • Main Street Pittsboro- Commissioner Fiocco stated that Main Street is beginning to plan for Summer Fest 2021 since the event could not be held in 2020 due to COVID-19. Additional 2020 events, such as Local on Main and the Tree lighting festivities, will be determined later in early Fall 2020. • Climate Change- Commissioner Bonitz advised that the committee is going through an reorganization, the chair is recruiting members including the Town's liaison. • Human Relations Committee • Chatham County Arts Council • Pittsboro Boys and Girls Club- Commissioner Shipp advised first meeting will be held Thursday, July 30 via zoom. NEW BUSINESS 1. 2020 Street Fair. (Interim Town Manager) Interim Town Manager Bob Morgan sought direction from Board and recommended that the Street Fair be cancelled for 2020 due to COVID-19 concerns and distancing requirements. Mr. Morgan also stated that he would like direction from the Board to whether they would support either the Rotary Club or Main Street Pittsboro taking over the Street Fair organization from the Town. 3 Mayor Pro Tern Baldwin made a motion to cancel the 2020 Street Fair due to COVID-19, seconded by Commissioner Fiocco. Vote: Aye-5 Nay-0 Mayor Nass: NIA Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. Commissioner Fiocco made a motion to direct the Town Manager write up a Memorandum of Understanding (MOU) for a partnership between the Town, the Rotary Club and Main Street Pittsboro and to select a Town staff member to support these two organizations during next year's Street Fair preparations, seconded by Commissioner Shipp. Vote: Aye-5 Nay-0 Mayor Nass: N/A Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. 2. Pittsboro Bicycle & Pedestrian Plan. (Planning Department Staff) Planning Director Jeff Jones presented the Pittsboro Bicycle & Pedestrian Plan. Commissioner Fiocco made a motion to table action on the Pittsboro Bicycle & Pedestrian Plan until the August 10, 2020 Regular Meeting of the Board, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Mayor Nass: N/A Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. 4  3. Sewer Allocation Request - Chatham County Animal Shelter, Chatham County Schools Central Services Building. (Planning Department Staff) Planning Director Jeff Jones presented the request. The Chatham County Animal Shelter requested 1,260 GPD of sewer for their planned expansion. The Town previously approved 2,660 GPD in March 2015, that allocation expired after March 31, 2018 when building permits had not been issued. The GPD request was reduced by the County as there are fewer boarding units planned now than were planned in 2015 request. Additionally, Chatham County is requesting a sewer allocation for the proposed Chatham County Schools Central Services. The applicant is requesting 3,100 GPD of sewer for the proposed Central Services Building. The County's total request for the two projects is 4,360 GPD. Chatham County's request is inconsistent with the Town Sewer Allocation guidelines approved in October 2019. The guidelines speak to development within the Town's jurisdiction and placing priorities on those developments. However, the Town has worked with Chatham County in the past to allow for the use of a force main from the County facilities located along Renaissance Drive, most notably the County's Detention Center. Recently, the Town hired engineering consulting firm Hydrostructures to assist with updating the Town's sewer flow and allocation charting. Discussion ensued amongst the Commissioners, Town staff and the County Manager. Commissioner Shipp made a motion to approve Sewer Allocation for the Chatham County Animal Shelter, seconded by Commissioner Bonitz. Commissioner Fiocco requested further discussion regarding the Chatham County Schools request. Commissioner Shipp amended his motion to table consideration on both sewer allocation requests until August 10, 2020 Regular Meeting of the Board to allow further review, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Mayor Nass: NIA Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. 4. Sewer Allocation Request - 882 Thompson Street. (Planning Department Staff) The Town received a sewer allocation request for a proposed duplex on 882 Thompson Street. The applicant is requesting 360 GPD of sewer for a 3-bedroom unit. The address previously received an allocation approval for 360 GPD that will serve the first unit of the two-unit duplex. This request is consistent with the Town Sewer Allocation guidelines. 5 Commissioner Bonitz made a motion to approve the sewer allocation request to grant 360 GPD to 882 Thompson Street, seconded by Commissioner Shipp. Vote: Aye-5 Nay-0 Mayor Nass: NIA Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. 5. Roberson's Walk MUPD. (Planning Department Staff) Planning Director Jeff Jones presented and stated that the developer of Roberson's Walk MUPD would like to have time to present their project prior to holding a public hearing and starting the process of a decision by the Board. On February 18, 2019, staff received plans for review for an MUPD Mixed Use Planed Development on property adjacent to Industrial Park Drive and Highway 64. Previously, this property was zoned for the Pittsboro Place MUPD, that has since expired. When Pittsboro Place approval expired, the zoning of the property reverted to the prior zoning designation of Heavy Industrial. The current developer has submitted a new MUPD and staff has reviewed the project for compliance of the MUPD section of the zoning ordinance. The Town has limited sewer capacity to serve a project of this nature. The estimated capacity needed for a project of this size is approximately 317,000 gallon per day, using the 2T rules established by the State. The developer understands the Town's sewer capacity limitations and through a proposed Development Agreement, outlines potential solutions to provide additional capacity to serve this project and potentially other areas in Town. Eric Rifkin with Roberson Walk MUPD presented the concepts and Lauren Hollowman, with the development team, also spoke. Mr. Rifkin stated that he will send out the latest maps and update the website as well. Discussion ensured amongst the Commissioners, Town staff and the developer. No decisions were made. 6. Parks and Recreation Advisory Board (PARAB) - Park Naming Policy. Commissioner Shipp stated that he would like the PARAB use the Town's naming policy that was on consent agenda and begin coming up with name suggestions for the park in the Vineyards neighborhood in Chatham Park. Commissioner Fiocco made a motion to that PARAB present three name options at the August 24, 2020 Regular Meeting of the Board, seconded by Commissioner Shipp. Vote: Aye-5 Nay-0 Mayor Nass: NIA 6 Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. OLD BUSINESS 1. Western Intake Partnership- Seeking Approval of Amendment #1 to allow the Partners to contract with HDR (Interim Town Manager) Interim Manager Bob Morgan introduced and described Amendment #1 to the Board. Commission Shipp requested confirmation that the Board is only voting on the contract and last two pages 1.13-1.14 tonight. Interim Town Manager Bob Morgan confirmed. Commissioner Fiocco made a motion to approved Amendment #1 of the Western Intake Partnership to allow for the Partners to contract with engineering consulting firm HDR, seconded by Commissioner Shipp. Vote: Aye-5 Nay-0 Mayor Nass: NIA Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. 2. Water Quality Task Force (WQTF). (Interim Town Manager) Interim Bob Morgan advised the WQTF Board is requesting additional time to present their report to the Board of Commissioners. Commissioner Shipp stated that their time has expired and expressed his concern that the WQTF has failed to provide to the Board what they were required to provide. Mayor Nass suggested that the Board grant an extension and set a date for the WQTF to provide the Board with their final report. The Mayor also mentioned that the Board could review CDM Smith's report and the WQTF report to assist with a future discussion. 7 Commissioner Fiocco made a motion to grant an extension to the WQTF directing the WQTF finalize the report and provide it to the Board on the August 24, 2020 Regular Meeting of the Board, seconded by Commissioner Shipp. Vote: Aye-4 Nay-1 Mayor Nass: NIA Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: No Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. 3. Utility Policy for Late Fees and Disconnections during COVID-19. (Finance Department Staff) Commissioner Fiocco made a motion to extend our policy on the moratorium on utility disconnects and late fees and to revisit the concept in 30 days, seconded by Mayor Pro Tern Baldwin. The Board directed the Finance Director to send out notices providing customers with payment plan options and provide customers with local agencies and organization that may provide assistance with past-due payments. Vote: Aye-5 Nay-0 Mayor Nass: NIA Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. 4. Budget Amendment for Reimbursement of Vineyard Park System Development Fees (SDF). Commissioner Bonitz stated that he had concerns about not having something in writing for this request. Interim Town Manager Bob Morgan advised the Board that they agreed to reimburse Chatham Park for the system development fees. Mr. Morgan stated that staff will need to provide Chatham Park with a Memorandum of Understanding (MOU) on the maintenance of the park. Commissioner Shipp advised that he agrees with covering the fees. Commissioner Shipp also stated that the Town needs to have an understanding on the maintenance agreement and the dog park. Further stating that time is pressing so getting an agreement in place would be great. 8 Commissioner Shipp made a motion to approve the Budget Amendment and directed staff to prepare a presentation and return in August to discuss the operational part park maintenance and further conditioned the motion to add that the Town would be repaid for these system development fees if Vineyards Park does not become a public, Town park, seconded by Commissioner Fiocco. Vote: Aye-5 Nay-0 Mayor Nass: NIA Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. BOARD DIRECTIVES ADDITIONAL UPDATES AND REPORTS 1. Commissioner Concerns. Commissioner Bonitz made a motion to reappoint Sara Carr to the Parks and Recreation Advisory Board (PARAB), seconded by Commissioner Fiocco. Vote: Aye-5 Nay-0 Mayor Nass: NIA Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. Commissioner Farrell requested an update on the Eagles Fuel Station construction and the Deacon properties on Main Street. Interim Town Manager Bob Morgan advised he will follow with Commissioner Farrell. Commissioner Fiocco requested an update on the water loss study funded in the Fiscal Year 2020- 21 Budget. Interim Town Manager Bob Morgan stated that will have that put in place. Commissioner Fiocco requested a status on projects to reduce sewer inflow and infiltration (I&I). 9 Interim Town Manager Bob Morgan stated that he will follow up with Commissioner Fiocco on when the Town will start working on it. Commissioner Fiocco spoke on the letter from the Town to NCDEQ regarding NCDEQ's Special Order by Consent (SOC) with the City of Greensboro. Commissioner Fiocco stated the letter was well written but he wished that some of his comments provided to Mr. Morgan would have been incorporated into the letter. Commissioner Fiocco also stated that he was confused with the intent and the meaning of the daily testing and daily reporting. Commissioner Fiocco requested that finance provide the Board with Fiscal Year 2020-21 budget binders. Mayor Pro Tern Baldwin added that she was very pleased with the letter from Mr. Morgan to NCDEQ as well. Commissioner Bonitz expressed his concern with the Eagles Fuel Station construction delays, also asking what the Board can do to help with clean up to reopen the public sidewalk. Commissioner Bonitz mentioned that the storm drains at the end of Chatham Mill Road within the Chatham Forest neighborhood need some maintenance attention with debris removal. Commissioner Shipp also had concerns with the Deacon properties along with concerns with 423 Hillsboro Street. Commissioner Shipp requested that the Planning Department investigate what can be done with this and other abandoned housing. Commissioner Shipp praised Interim Chief of Police Shorty Johnson on setting up S afe Trade Spots for our public. Commissioner Bonitz made a motion to go into Closed Session pursuant to N.C.G.S. § 143- 318. l 1.(A)(3) in order to preserve the attorney-client privilege between the attorney and the public body, seconded by Commissioner Fiocco. Vote: Aye-5 Nay-0 Mayor Nass: NIA Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. CLOSED SESSION The Board went into Closed Session pursuant to N.C.G.S. § 143-318.1 l .(A)(3) in order to preserve the attorney-client privilege between the attorney and the public body. 10 Commissioner Bonitz made a motion to come out of Closed Session, seconded by Commissioner Fiocco. Vote: Aye-5 Nay-0 Mayor Nass: NIA Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. ADJOURNMENT Commissioner Fiocco made a motion to adjourn at 11: 11pm, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Mayor Nass: NIA Mayor Pro Tern Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Fiocco: Aye Commissioner Shipp: Aye Motion passed. ·~ ~ r\~ ~ass, Mayor ' \ �lu-.__ �cK. Cassandra M. Bullock, Town Clerk 11