1. Board of Commissioners (BOC)

TOWN OF PITTSBORO BOARD OF COMMISSIONERS JULY 25, 2022 REGULAR MEETING MINUTES PAGE 1 OF 7 TOWN OF PITTSBORO The Pittsboro Board of Commissioners met in Regular Session on Monday, July 25, 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 7:03 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 Bonitz, Commissioner Jay Farrell, Commissioner Kyle Shipp, and Commissioner James Vose. TOWN STAFF PRESENT: Town Manager Chris Kennedy, Town Attorney Paul S. Messick, Customer Service Specialist Carrie Bailey, Chief of Police Shorty Johnson, Finance Director Heather Meacham, Downtown Development Director Theresa Thompson, Public Information Officer/Emergency Manager Colby Sawyer, Parks & Recreation Director Katy Keller, and Director of Engineering Kent Jackson. 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 Mayor Perry: NIA Mayor Pro Tem Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Shipp: Aye Commissioner Vose: Aye Motion Passed. CITIZEN MATTERS 1. Manager Updates Town Manager Kennedy shared the progress of the Fast Track GAC project at the water treatment plant and stated that the project is on schedule for completion and in operation in late July. Kennedy stated that the Town will continue to serve customers with filtered water via our partnership with Chatham Marketplace through Labor Day. Water conservation measures will need to be discussed as an agenda item in the next board meeting with new operations of Fast Track GAC project. Efforts are moving forward with Sanford Utility Merger as staff of Pittsboro and Sanford are working with Freese and Nichols with first steps looking at benefits of potential merger. Chatham Park Investors and Town of Pittsboro are collaborating on the downtown office space lease for newly appointed Downtown Development Director, Theresa Thompson, and 1  TOWN OF PITTSBORO BOARD OF COMMISSIONERS JULY 25, 2022 REGULAR MEETING MINUTES PAGE 2 OF 7 space for Mayor Perry and Commissioners to use as well. Kennedy added that the North Carolina COVID-19 related State of Emergency is scheduled to be lifted by Governor Cooper and ending on August 15, 2022. The Town will need to consider room setup adjustments for the Board meetings as meetings will then need to be open to the public after the State of Emergency is lifted. 2. Mayor and Commissioner Updates and Concerns Mayor Perry ■ Chatham County Climate Change Advisory Committee ■ Comments I Concerns Mayor Perry stated that the Chatham County Climate Change Advisory Committee will meet this Thursday. Summer Fest was postponed due to potential weather conditions. On June 30· 2022 attended a Chamber of Commerce event and ribbon cutting at The Plant, met with Theresa Thompson in the new downtown office space, spent 6 days in Phoenix, Arizona and commented on the heat out there and on her experience, participated with Fearrington Newcomers Association at the historic courthouse with a Pittsboro: Past, Present, and Future event where Mayor Perry served in the role of the "Future", attended Chatham Conservation Partnership with Theresa Thompson and then immediately attended meeting with Greensboro that the Town hosted in Pittsboro on July 21, 2022, mentioned contacting GFL and offered the opportunity to travel as a Board to tour Sonoco if the Board wished to attend and asked for willingness to attend. Daughter of American Revolution requested Mayor Perry to offer a welcome on July 22, 2022, at the statewide event and shared there is a new Chapter in Chatham County. The largest women's organization in the world volunteers to donate books to schools and work with veterans. Mayor Pro Tern Baldwin ■ Chatham County Affordable Housing Advisory Committee (AHAC) • Fairground Association • Triangle J Council of Governments (TJCOG) ■ Comments I Concerns Mayor Pro Tern Baldwin attended the Town's Greensboro meeting regarding water quality and suggested that these are ongoing efforts and felt the meeting was very productive. Commissioner Bonitz ■ Comments I Concerns Commissioner Bonitz had no updates but asked for three requests: requested that special meeting be also called for August 16, 2022, Pittsboro Downtown Vision Forum, information about the transition away from Chatham Marketplace voucher program, asked for sample numbers from GAC in month of August, also asked for status update on the UDO parking lot items for tree protection ordinance and sustainable development incentives. Town Manager Kennedy responded that the sustainable development incentives schedule is listed in the Board's agenda look ahead and that Planner I Steve Schlauch is approximately 85% finished with the draft language. Kennedy added that Mr. Schlauch is also working with a third party to review and refine the draft language before it is presented to the Board. Kennedy added that the Town is preempted by state law tree to regulate tree coverage requirements for private property. Commissioner Farrell 2  TOWN OF PITTSBORO BOARD OF COMMISSIONERS JULY 25, 2022 REGULAR MEETING MINUTES PAGE 3 OF 7 ■ Pittsboro Business Association (PBA) ■ Comments I Concerns Commissioner Farrell had no updates to provide. Commissioner Shipp ■ Chatham County Affordable Housing Advisory Committee (AHAC) ■ Chatham County Economic Development Corporation (EDC) • Main Street Pittsboro (MSPBO) ■ Comments I Concerns Commissioner Shipp discussed the July 21, 2022, Town meeting with Greensboro, joint SRF funding application discussions, and discussed the recent Bardac spill. Commissioner Shipp added that he would be attending a weeklong Advanced Leadership course at UNCSOG next week. Commissioner Shipp plans to attend the Downtown Vision Forum on August 16 from 6:00pm-8:00pm at the Chatham County Agricultural Center. Commissioner Shipp asked who is responsible for maintaining the planters in the downtown traffic circle and expressed concern over the overgrown weeds. Town Manager Kennedy stated that he would discuss the grounds maintenance concerns with Public Utilities Director Adam Pickett. Commissioner Vose ■ Chatham County Arts Council ■ Triangle Area Rural Planning Organization (TARPO) ■ Comments I Concerns Commissioner Vose had no updates to provide but requested a Board discussion on the Sanford Utility Merger project to discuss status sooner than the deliverable dates previously mentioned by Town Manager Chris Kennedy. 1. Public Comment None. Mayor Perry welcomed Maydha Devarajan, a new reporter at the Chatham News+ Record. 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 - May 2022 2. Minutes of the June 27, 2022 Regular Meeting of the Board of Commissioners 3. Minutes of the June 30, 2022 Regular Meeting of the Board of Commissioners 4. Budget Amendment - Kiwanis Park Improvements Decrease Line Item Transfer to P&R Project 100-3790-59999 $50,000.00 Increase Line Item B&G Maintenance 100-6200-53150 $50,000.00 Decrease Line Item Donation 990-9500-95003 $50,000.00 Decrease Line Item General Maintenance 990-3001-52151 $50,000.00 3  TOWN OF PITTSBORO BOARD OF COMMISSIONERS JULY 25, 2022 REGULAR MEETING MINUTES PAGE 4 OF 7 5. Budget Amendment - Police Computers & Vehicle Upfit Increase Line Item General Fund Appropriated100-9510-95100$48,286.64 Increase Line Item Department Supplies 100-5100-52330 $35,497.05 Increase Line Item Capital Outlay-Equipment 100-5100-55740 $12,789.59 6. Resolution for Establishing the Buildings & Facilities Capital Project Fund 7. Resolution for Establishing the Police Station Capital Project Fund 8. Pittsboro Boys & Girls Club Quarterly Report - April 1, 2022 - June 30, 202 9. Board of Commissioners Future Agenda Item "Look Ahead" Tentative Schedule Commissioner Shipp made a motion to approve the consent agenda as presented, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Mayor Perry: NIA Mayor Pro Tem Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Shipp: Aye Commissioner Vose: Aye Motion Passed. PUBLIC HEARINGS 1. None. OLD BUSINESS 1. None. NEW BUSINESS 1. Chatham Park Way South STIP Roadway Project Acceleration Town Manager Kennedy provided an overview of the request and stated the Town and Chatham Park Investors, LLC (CPI), have prepared a series of documents for the Board to consider the acceleration of future NCDOT roadway Chatham Park Way South (Project R-5963) utilizing the provisions under NCGS 136-66.8. Kennedy recommended the Board vote on the Resolution Approving the Acceleration and Reimbursement Agreement, the Development Agreement, and NCDOT Agreements associated with the Accelerated Construction of Chatham Park Way South. Mayor Perry asked about the process for relocating 15-501 to Chatham Park Way. Town Manager Kennedy responded. Mayor Perry thanked staff for the map in the document. Commissioner Shipp reiterated the importance of an updated CTP (Comprehensive Transportation Plan) and following the updated CTP. Commissioner Shipp made a motion to approve Resolution Approving the Acceleration and Reimbursement Agreement, the Development Agreement, and NCDOT Agreements 4  TOWN OF PITTSBORO BOARD OF COMMISSIONERS JULY 25, 2022 REGULAR MEETING MINUTES PAGE 5 OF 7 associated with the Accelerated Construction of Chatham Park Way South, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Mayor Perry: NIA Mayor Pro Tem Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Shipp: Aye Commissioner Vose: Aye Motion Passed. MISCELLANEOUS 1. Town of Pittsboro Sanitation Services Contract Options Mayor Perry discussed her conversation with Bill Davidson, General Manager II with GFL, and mentioned that she would be working with Public Information Officer Colby Sawyer to update citizens of Pittsboro with information regarding recycling procedures to be recycling efficient. Town Manager Chris Kennedy provided an overview of residential service options available to Town customers including trash, recycling, and yard waste carts and costs incurred with each option based on cart sizes and frequency of scheduled pickup services. Commissioner Shipp stated that upon his review of the recycling lately, he felt that more recycling is needed. Shipp mentioned that yard debris pick up service is an unknown cost and safer to have GFL to do it for us. Town Manager Kennedy explained the advantages of yard debris with GFL compared to yard debris pick up services provided by Town staff. Mayor Pro Tern Baldwin asked for confirmation of continued bulk item services. Town Manager Kennedy confirmed that no changes would be made to our bulk item nor the fall/winter leaf collection services provided by the Town. Discussion ensued about contract renewal and cart options available. Commissioner Benitz stated he was not comfortable with a 5-year contract and unhappy with GFL unresponsiveness for bin color change request and pollution emissions with their vehicles. Benitz asked for GFL's plan for cleaner technology before he will be comfortable agreeing to a 5-year term for a contract renewal. Benitz desired custom bin colors for the Town of Pittsboro. Town Manager Kennedy asked Commissioner Benitz for clarification on the color options for the bins. Benitz requested for carts to not have fluorescent colors. 5  TOWN OF PITTSBORO BOARD OF COMMISSIONERS JULY 25, 2022 REGULAR MEETING MINUTES PAGE 6 OF 7 Commissioner Farrell stated his concerns with a 5-year contract duration and that he was not in favor of a third container for each household for yard debris. Farrell stated that he would vote for larger recycle bins, but not expanding the service contract to include GFL collected yard debris. The Board decided to continue the conversation and to postpone any direction to the Town Manager. Mayor Perry polled the Board for their individual interest in a tour at the recycling center (Sonoco). Commissioners Shipp, Vose, and Benitz expressed an interest if schedules permit. CLOSED SESSION 1. None. ADJOURNMENT Mayor Perry discussed the one-year report from the City of Greensboro that was provided to the Board at the Pittsboro called water meeting on July 21, 2022. Perry stated that composite testing is not as accurate as daily sample reporting but is happy with the progress made to date. Commissioner Shipp stated that the City of Greensboro 35-page report can be found on the City of Greensboro's website. Mayor Pro Tern Baldwin requested more conversation about Sanford Utility Merger. Other discussion ensued. Commissioner Bonitz made a motion to adjourn at 8:19pm, seconded by Commissioner Shipp. Vote: Aye-5 Nay-0 Mayor Perry: NIA Mayor Pro Tem Baldwin: Aye Commissioner Bonitz: Aye Commissioner Farrell: Aye Commissioner Shipp: Aye Commissioner Vose: Aye Motion Passed. ATTES~2 6  TOWN OF PITTSBORO BOARD OF COMMISSIONERS JULY 25, 2022 REGULAR MEETING MINUTES PAGE 7 OF 7 Paul S. Messick, Interim Town Clerk 7