1. Board of Commissioners (BOC)

TOWN OF PITTSBORO BOARD OF COMMISSIONERS MAY 23, 2022 REGULAR MEETING MINUTES PAGE 1 OF 5 TOWN OF PITTSBORO The Pittsboro Board of Commissioners met in Regular Session on Monday, May 23, 2022 at 7:00pm in the meeting room at the Chatham County Agriculture and Conference Center with Mayor Cindy Perry presiding. The meeting was called to order at 7:00 pm. Mayor Perry requested a moment of silence with the recitation of the Pledge of Allegiance following led by Commissioner Farrell. ELECTED TOWN OFFICIALS PRESENT: Mayor Cindy S. Perry, Mayor Pro Tern Pamela Baldwin, Commissioner John Benitz, Commissioner Jay Farrell, Commissioner Kyle Shipp, and Commissioner James Vose. TOWN STAFF PRESENT: Town Manager Chris Kennedy, Town Attorney Paul S. Messick, Patrol Lieutenant Edwin Swain, Finance Director Heather Meacham, Customer Service Specialist Carrie Bailey, Planning Director Theresa Thompson, Public Information Officer/Emergency Manager Colby Sawyer, Parks & Recreation Director Katy Keller, and Director of Engineering Kent Jackson, Public Utility Director Adam Pickett. Proclamation for the Northwood Chargers Women's Basketball North Carolina 3-A Basketball Championship was presented by Mayor Perry. Resolution of Sympathy Recognizing the Passing of Judge Wade Barber, Jr. was presented by Mayor Perry. Commissioner Bonitz made a motion to approve the Resolution of Sympathy for Judge Wade Barber, Jr., seconded by Commissioner Shipp. Vote: Aye-5 Nay-0 Motion carried unanimously. ADOPTION OF THE AGENDA Mayor Perry called for a motion to either approve or modify the agenda as proposed. Mayor Pro Tem Baldwin made a motion to approve the Regular Agenda as presented, seconded by Commissioner Shipp. Vote: Aye-5 Nay-0 Motion carried unanimously. CITIZEN MATTERS 1. Manager Updates Town Manager Kennedy shared that the water levels of free ammonia are back to where they should be. Discussions continue with the City of Greensboro relating to the water quality. 2. Mayor and Commissioner Updates and Concerns 1  TOWN OF PITTSBORO BOARD OF COMMISSIONERS MAY 23, 2022 REGULAR MEETING MINUTES PAGE 2 OF 5 Mayor and Board members gave updates on the committees and boards on which they serve. CONSENT AGENDA Mayor Perry called for action on the Consent Agenda. The Consent Agenda contained the following items: 1. Town of Pittsboro Financial Reports by month-March 2022 2. Town of Pittsboro Financial Reports by month-April 2022 3. Budget Amendment for Sanford Water Treatment Expansion 4. Contract Between the Town of Pittsboro and Sharpe Patel PLLC for Fiscal Year 2021- 2022 Audit 5. Board of Commissioners Future Agenda Item "Look Ahead" Tentative Schedule Commissioner Shipp made a motion to approve the consent agenda, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. PUBLIC HEARINGS 1. None. OLD BUSINESS 1. None. NEW BUSINESS 1. Adoption of the Manager's Proposed Annual Budget for Fiscal Year 2022-2023 Commissioners Farrell was not pleased with a 15% increase and had hoped it was closer to 10%. Mayor Pro Tern Baldwin shared her concerns of the rate increase and the addition of both the Recreation Coordinator and the Parks and Grounds Superintendent positions. Baldwin also would like to have seen a 12% rate increase. Commissioner Shipp would also have preferred a lower rate increase for water and sewer and acknowledged the initial proposed increase was 20% and decreased to 15%. Shipp appreciated the input on the Parks and Recreations Advisory Board and support their request. Manager Kennedy stated that the Parks and Recreations Advisory Board did submit a letter of support for the positions of Recreation Coordinator and Parks and Grounds Superintendent. Commissioner Bonitz shared the same concerns of the Board and acknowledged the increased demands of services with limited resources and funding requirements for eroding pipes and equipment replacement. 2  TOWN OF PITTSBORO BOARD OF COMMISSIONERS MAY 23, 2022 REGULAR MEETING MINUTES PAGE 3 OF 5 Commissioner Bonitz made a motion to approve and setting the tax rate at 44 cents per 100 dollars of assessed valuation, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. 2. Town of Pittsboro Local Government Commission (LGC) Financial Performance Indicators of Concern (FPICs) for Fiscal Year 2020-2021 Town Manager Kennedy shared with the Board that the FPIC is a Financial Indicator of Concern from the Local Government of Commission. Sharp Patel found an audit of concern within the Enterprise Fund in fiscal year 2020-2021 as the operational expenditures outpaced the revenues in the amount of $8000.00. Kennedy shared eight of ten last fiscal years were in the same situation. Kennedy stated that revenues need to outpace expenditures. Kennedy shared that the FPIC document requires signatures by the Town Manager, Mayor and quorum of the Board. Commissioner Shipp shared that the rate increases in fiscal year 2021-2022 in the amount of 43% for water and 18% for sewer and rate increased in fiscal year 2022-2023 will be 15% for water and sewer will provide avoidance for the future. Mayor Pro Tern Baldwin thanked Kennedy for the explanation of the situation and hopefully will not happen in the future. Commissioner Shipp made a motion to approve a letter to be recommended to be signed by various officials and document sent to the Local Government Commission, seconded by Mayor Pro Tem Baldwin. Vote: Aye-5 Nay-0 Motion carried unanimously. 3. Resolution Declaring Intent to Regionalize Town of Pittsboro Water and Wastewater Utility with the City of Sanford. The Town of Pittsboro has investigated its options for providing reliable and consistent water and wastewater service to existing and future customers. After analyzing the alternatives available to the Town, the Town finds moving forward with a regional approach to water and wastewater needs with a merger of the Town's system with the City of Sanford is the most advantageous option. Mayor Perry commented on the history of the resolution showing the shortage·of wastewater capacity as late as 1999. Mayor Perry commented that Pittsboro growth is not just about Chatham Park and that water and wastewater should be available to all citizens and landowners within Pittsboro to have access to proper disposal of wastewater and proper drinking water. Town Manager Kennedy shared the history dating back to April 1999 and opportunity of the Resolution declaring intent to regionalize water and wastewater with City of Sanford. Kennedy also shared of other municipalities within the state that were in similar situations that have merged. Commissioner Farrell and Mayor Pro Tern Baldwin shared their concerns of staff retainment if a merger with City of Sanford happens. 3  TOWN OF PITTSBORO BOARD OF COMMISSIONERS MAY 23, 2022 REGULAR MEETING MINUTES PAGE 4 OF 5 Town Manager Kennedy stated that retaining staffing was a top priority and staff may have opportunities in departments that are not water related. Commissioner Shipp appreciated the research into the Resolution, noted the moratorium on development and feels it is time to start examining rates, expansion, and employees. Bonitz stated that he is concerned of rate increases, lack of growth in downtown Pittsboro and annexation of neighboring residents without increasing capacity. Commissioner Shipp made a motion to approve the Resolution declaring intent to regionalize the Town of Pittsboro Water and Wastewater utility with the City of Sanford, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. 4. Board Member Appointments for Downtown Pittsboro Advisory Board The Town of Pittsboro is seeking to form a Downtown Advisory Board to serve as an advisory committee for the Town's downtown efforts, including assisting in the administration of the Town's Main Street affiliate program. Commissioner Shipp commented that the Downtown Advisory Board consisted of representatives related to the criteria set previously and appreciate their willing to serve. McKenzie Allgood-3 yr term Robyn Allgood-1 yr term Samantha Birchard-2 yr term Sarah DeStafano-1 yr term Jeff Jacomet-1 yr term Heather Johnson-1 yr term Chevon Moore-3 yr term Dylan Perry-2 yr term Kathie Russell-3 yr term Greg Stafford-3 yr term Michael Whitman-2 yr term Cindy Schmidt-non-voting Debbie Andleton-non-voting Commissioner Shipp made a motion to approve, seconded by Commissioner Farrell. Vote: Aye-5 Nay-0 Motion carried unanimously. MISCELLANEOUS 1. NCDOT STIP Projects Update from Planning Department Town Manger Kennedy stated that Planning Director Theresa Thompson was unavailable for discussion this evening due to illness. Town Manager Kennedy did note that the most concern for the Town of Pittsboro is the removal of NC 87 from STIP program as a reprioritization. 4  TOWN OF PITTSBORO BOARD OF COMMISSIONERS MAY 23, 2022 REGULAR MEETING MINUTES PAGE 5 OF 5 Commissioner Bonitz stressed the need for NC 87 project to return to the list for improvements. Bonitz asked is a formal letter of support from the Mayor and Board assist in funding of the NC 87 project to which Kennedy stated that is wouldn't hurt. Commissioner Bonitz made a motion to authorize Mayor Perry to pursue NC 87 STIP project with Representative Reives, seconded by Commissioner Shipp. Vote: Aye-5 Nay-0 Motion carried unanimously. 2. Agenda Topic Development for Town of Pittsboro & Chatham County Joint Session of the Board of Commissioners Town Manager Chris Kennedy shared that the meeting will be held June 9 th at 6pm at the Chatham County Agricultural Center. ADJOURNMENT Commissioner Bonitz made a motion to adjourn at 9:37pm, seconded by Mayor Pro Tem Baldwin. Vote: Aye-5 Nay-0 Motion carried unanimously. ATTEST: c~';;!i:!~ 5