1. Board of Commissioners (BOC)

MINUTES TOWN OF PITTSBORO BOARD OF COMMISSIONERS SPECIAL MEETING MONDAY, DECEMBER 7, 2020 5:00 PM Members Present (Virtual): Mayor Jim Nass, Mayor Pro Tern Pamela Baldwin, Commissioner John Bonitz, Commissioner Jay Farrell, Commissioner Michael Fiocco and Commissioner Kyle Shipp. Staff Present (Virtual): Town Manager Chris Kennedy, Town Clerk Cassandra Bullock and Finance Director Heather Meacham. Call to Order-Mayor Nass Mayor Jim Nass called the meeting to order Introduction & General Overview of Agenda Town Manager Chris Kennedy provided an overview of the agenda. Recap of Budget Scoping Session #1-November 5, 2020 Town Manager Chris Kennedy reviewed the conversation had at the previous Board of Commissioners Special Meeting on November 5, 2020 to discuss the Fiscal Year 2021-22 budget. Mr. Kennedy discussed the proposed schedule as well as expectations for the budget creation process for this year. Budget Schedule for Fiscal Year 2021-22 Town Manager Chris Kennedy discussed with the Board the updated budget process schedule for Fiscal Year 2021-22 and the changes made since the November 5, 2020 meeting. Mr. Kennedy stated that the next scheduled public meeting for the Board to discuss the budget is an April 2021. Board of Commissioners Budget Retreat. This retreat will be a potentially all-day meeting to discuss budget requests and to entertain external partners presentations for their budget requests. If the Board would like to have another public meeting to discuss the budget prior to the Budget Retreat, Mr. Kennedy asked for desires and input. Commissioner Fiocco asked if the Budget Retreat could be held on a Saturday in April to allow for working members of the Board and external stakeholders to participate. Town Manager Chris Kennedy confirmed that Saturday would work just as well for staff and that upon that suggestion, staff suggests changing the proposed date of the Budget Retreat to Saturday, April 3, 2021. Town Manager Chris Kennedy also advised the Board that Capital Budget Request Forms have been sent out to our Department Heads, and are due back December 18, 2020. Mr. Kennedy advised the Board the reason for this special meeting is to discuss new and capital projects for next fiscal year. Mr. Kennedy stated that he was interested in understanding the wishes of the Board so that staff has time to incorporate these wishes into the annual budget. Discussion of New Budget Requests for Fiscal Year 2021-22 Town Manager Chris Kennedy began the conversation by reviewing several projects currently in progress. Mr. Kennedy discussed the Town website redesign with CivicPlus, the Pay Study and Personal Study, that American Legal is under contract for adapting our Minutes and Ordinances into a web-searchable format, we are working with our sewer I&I projects with engineering consulting firm W.K. Dickson, our water AIA grant project with engineering consulting firm Hydrostructures should be complete by June 30, 2021, our Town Hall project is slightly behind schedule but we feel confident that we can keep construction starting in Summer 2021, the Town Wastewater Improvements and Sanford Force Main project is gaining momentum, and we are working closely with Pittsboro Fire on procuring a new aerial ladder fire apparatus for the fire department. For next year, Mr. Kennedy shared ideas about a Town Strategic Plan, a Future Land Use Plan update, a new Capital Improvements Plan accompanied by a revised System Development Fee analysis, and new positions added to staffing. Commissioner Jay Farrell stated that he would like to see more progress on the Hearne Road waterline project; money has been budgeted so we will need to begin working on it. Commissioner Farrell also requested that staff consider in its budget giving the Board Members a salary increase of $2,500 for each of the Board members. In response to Commissioner Farrell's salary suggestion, Commissioner Shipp offered that we may need to update our Code of Ordinances as he believes that document lists the Board's compensation. Commissioner Shipp stated that he would like to see financial support for the newly created Pittsboro Boys & Girls Club and that he would like to start a yearly amount to be donated from the Town. Commissioner Shipp stated that Chatham County donates $15,000 annually for the Siler City Boys & Girls Club. Commissioner Shipp requested that staff look into restrooms for existing Town Parks, money was in the budget last year but the project never happened. Commissioner Shipp would like other upgrades to our Town Parks as well, in particular, Town Lake Park really needs attention. Commissioner Shipp would also like a plan for the wastewater treatment upgrades, water treatment upgrades per the CDM Smith study and a plan for the former Pittsboro High School site [current Chatham County Schools Central Services building] along West Street. With regard to the former Pittsboro High School site, Town Manager Chris Kennedy advised the Board that he sent a request for project assistance to UNC where the project can be selected by a graduate student as part of their ongoing schoolwork or thesis. Mr. Kennedy stated that we may 2 not be selected, but he hoped the history of the property and our proximity to UNC would assist in the attractiveness of the project. Commissioner Shipp stated that he would also like an update on the electrical surge protection at the water treatment plant and for budget requests, more money directed to complete the UDO and affordable housing policy issues. Commissioner Fiocco advised that he would like to begin design and construction as soon as possible for sewer projects that provide the Town capacities that will last 100 years. Commissioner Fiocco would also like to expand our potable water supply and consider other reliable water supply sources other than the Haw River or Jordan Lake. Commissioner Fiocco requested that the Town implement all of the improvements identified in the Downtown Vision Plan, that the Town construct Lewis Freeman Park, pave and expand the Robeson Creek Greenway Trail, create fifty (50) miles of paved trail outside of Chatham Park that also connects to the trails within Chatham Park, construct a sports complex for indoor and outdoor activities, and construct a performing arts center that rivals the DPAC in Durham, NC at the location of the former Pittsboro High School on West Street. Commissioner Fiocco stated that he would also like the Town to complete its engineering design manual. Mayor Pro Tern Baldwin stated that in addition to many of the other projects and ideas shared so far, she has interest in expanding our affordable housing and suggested that the Town start a fund using ABC receipt funds. Mayor Pro Tern Baldwin stated that she would also like to see the Kiwanis Park repainted, the water supply projects with Jordan Lake come to fruition, the implementation of the advanced water treatment study and measures, and more improvements to downtown sidewalks and buildings. Commissioner Bonitz stated that he would like to see progress in our sewer I&I projects thereby increasing sewer capacity and reducing treatment costs, progress on the UDO, agreed that a Future Land Use Plan is needed, and that continued water treatment improvements, downtown capital improvements on western side of the traffic circle, and additional trees in the NCDOT projects are needed. Commissioner Bonitz further stated and supported that additional and continued parks improvements particularly the restrooms and tennis courts are needed, the progressing of Lewis Freeman Park is a priority, a potential skate park in Town may be necessary as our youth population increases, and the creation of a new park near or on East Street. Commissioner Bonitz also offered that he was encouraged by the upcoming purchase of the ladder truck and its potential to include idle mitigation measures. Mayor Nass reiterated support for many of the project discussed by the Board and offered that his additional areas of interest that staff should consider in the budget creation were downtown parking for long-range planning, staffing needs for the Town and staff salaries to ensure we are competitive in our recruitment and retention of good employees. 3 Next Steps & Final Comments Town Manager Chris Kennedy thanked everyone for their time and ideas, then summarized the meeting and stated that staff intends to have the full budget document in early February to begin conversations with our Departments Heads and other stakeholders. The Board asked Town Clerk Cassandra Bullock to look into putting our Board of Commissioner Zoom meetings on YouTube so that we can free up space on the Town's website. Adjournment Commissioner Bonitz made a motion to close the Special Meeting, seconded by Commissioner Fiocco at 6:38pm. 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. � M...&llt2d. Cassandra M. Bullock, Town Clerk 4