1. Board of Commissioners (BOC)

TOWN OF PITTSBORO BOARD OF COMMISSIONERS AUGUST 22 , 2022 REGULAR MEETING MINUTES PAGE 1 OF 6 TOWN OF PITTSBORO The Pittsboro Board of Commissioners met in Regular Session on Monday, August 22, 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, Commissioners John Bonitz, Jay Farrell, Kyle Shipp, and James Vose. TOWN STAFF PRESENT: Town Manager Chris Kennedy, Town Attorney Paul S. Messick, Chief of Police Shorty Johnson, Parks & Recreation Director Katy Keller, Planner II Janie Phelps, Director of Engineering Kent Jackson , Project Engineer Morgan DeWit. ADOPTION OF THE AGENDA Mayor Perry called for a motion to either approve or modify the agenda as proposed. Commissioner Shipp made a motion to approve the Regular Agenda with a modification to add a Resolution for Chris Kennedy, seconded by Commissioner Farrell. Vote: Aye-5 Nay-0 Motion carried unanimously. Mayor Pro Tem Baldwin made a motion to approve the Resolution Recognizing the 17Sfh Anniversary of Pittsboro Baptist Church, seconded by Commissioner Farrell. Vote: Aye-5 Nay-0 Motion carried unanimously. Mayor Perry presented a Resolution to Reverend Peter McDonald Recognizing the 179h Anniversary of Pittsboro Baptist Church Commissioner Shipp made a motion to approve the Resolution Recognizing Town Manager Christopher F. Kennedy, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. CITIZEN MATTERS 1. Manager Updates Town Manager Chris Kennedy thanks the Mayor and Board for the Resolution presented this evening . Kennedy shared with the Board an updated Agenda for this evening's meeting , Agenda v-3 to remove minutes and promoted an item of COM Smith . Kennedy updated the status on the Force Main Project that progress is closer to getting bids, 1  TOWN OF PITTSBORO BOARD OF COMMISSIONERS AUGUST 22, 2022 REGULAR MEETING MINUTES PAGE 2 OF 6 working on securing easements, Wooten update on August 23 rd , an email from the State was received to increase loan amount in the amount of five million dollars. 2. Mayor and Commissioner Updates and Concerns Mayor and Board members gave updates on the committees and boards on which they serve. 3. Public Comment None. CONSENT AGENDA Mayor Perry called for action on the Consent Agenda . The Consent Agenda contained the following items: 1. Minutes of March 14, 2022 Regular Meeting of the Board of Commissioners 2. Northwood MUPD (Northwood Landing) Minor Deviations Approval Item #2 was moved to New Business #1 3. Memorandum of Understanding between the Town of Pittsboro and Chatham County for Parks and Recreation Grant Funding 4. Resolution to Establish Capital Project Budget for Sanford Utility Merger/Regionalization Project 5. Budget Amendment-Sanford Utility Merger/Regionalization Project 6. Town of Pittsboro-City of Sanford Water & Wastewater Utility Merger Contract with Freese and Nichols, Inc. 7. Town of Pittsboro Development Standard Specification "Specs" & Details Updates: Reclaimed Water 8. Resolution in Support of State of North Carolina Grant Funding Application for Sanford Utility Merger/Regionalization Project 9. Resolution in Support of State of North Carolina Grant Funding Application for Stormwater Planning Project 10. Pittsboro ruture Land Use Plan Steering Commit:tee Item #10 was moved to New Business #2 11 . Board of Commissioners Future Agenda Item "Look Ahead" Tentative Schedule Commissioner Bonitz made a motion to move item #2 and item #10 to New Business and approve the remaining Consent Agenda, seconded by Mayor Pro Tern Baldwin. Vote: Aye-5 Nay-0 Motion carried unanimously. MISCELLANEOUS 1. Report to the Board: COM Smith Regarding the Status of the Advanced Treatment GAC Project at the Town's Water Treatment Plant 2  TOWN OF PITTSBORO BOARD OF COMMISSIONERS AUGUST 22, 2022 REGULAR MEETING MINUTES PAGE 3 OF 6 Reed Barton of COM Smith , presented a project update briefing of the Construction of the Granular Activated Carbon (GAC) Treatment system at the Pittsboro Water Treatment plant. The GAC main goal is to address PFAS compounds. The Interim Treatment goal for the GAC system is to remove 90% of all identified PFAS compounds. Phase 1 is to install two contactor vessels designed to for GAC or Ion Exchange (IX) but expandable to include GAC and IX in the future . The GAC project status is installed and was operational for one hour on August 22nd and is planned to be put into continuous operation on August 25 th . The GAC system is currently limited to 1-mgd of capacity until receiving the second GAC feed-water pump. 2. Report to the Board: Chatham County 9/11 Fire Responders Memorial Foundation Mr. Williams gave a brief review of the 9/11 Fire Responders Memorial Foundation which is a non-profit organization . A 9/11 Event is being held at 10AM on Saturday September 10th , 2022, honoring those who perished . PUBLIC HEARINGS 1. None. OLD BUSINESS 1. None. NEW BUSINESS 1. Northwood MUPD (Northwood Landing) Minor Deviations Approval Commissioner Bonitz questioned deviations regarding lighting and not meeting requirements of Additional Elements Review Committee and would like to see adaptive controls functions utilized. Town Manager Kennedy asked if Bonitz was grouping the whole list of requests or striking one from the grouping? Commissioner Bonitz asked others on the Board for thoughts or concerns, but primary concern was that one. Commissioner Shipp stated that what is presented is more stringent than required in UDO and are going above and beyond what is required of everyone else and look for potential future changes in the UDO. Janie Phelps, Planner II , shared clarifications-stacking requirements was unsure of how that was listed and was removed , lighting standards are from IES and A Handbook which are standards used across the country, and landscaping ECE group were consulted and did not see any discrepancies but wanted clarification to match text earlier in the document. Commissioner Bonitz made a motion to approve all of these deviations with the exception of #3, amend section XI.A.51/luminations Standards Table 11.1 and Table 11.2, omitting that section, I can support the rest of the deviations. 3  TOWN OF PITTSBORO BOARD OF COMMISSIONERS AUGUST 22, 2022 REGULAR MEETING MINUTES PAGE 4 OF 6 Shipp asked Phelps or Mr. Kirk Bradley why the table shows minimum to minimum? Phelps shared that information was directly from the IES and A Handbook. Mr. Kirk Bradley shared that what was previously submitted included a few typos and this is a clarifying element to be applied. Mr. Mark Ashness shared the revisions made were to meet standards of today for minimal levels of lighting for safety purposes which are appropriate and consistent with current regulations that are utilized nationally. Commissioner Bonitz felt that safety could addressed with dynamic or "adaptive lighting" and wants the manual to make sense to approve. Mr. Kirk Bradley shared that insurance safety standards and risk management issues need to be considered if requesting adaptive lighting. Vote: Aye- 2 Nay-3 Commissioner Shipp, Commissioner Farrell and Mayor Pro Tem Baldwin. Motion denied. Commissioner Shipp made a motion to approve as presented by staff, seconded by Commissioner Farrell. Mayor Pro Tern Baldwin requested to add they indicated that they would consider looking at the adaptive lighting? Commissioner Shipp made a motion to approve the minor deviations as proposed by staff and ask the applicant to look into the upgraded controls, seconded by Commissioner Farrell. Vote: Aye- 5 Nay-0 Commissioner Bonitz and Vose abstained. Motion carried unanimously. 2. Pittsboro Future Land Use Plan Steering Committee Commissioner Bonitz requested to add Mr. Norman Clark to the Steering Committee for Town of Pittsboro Future Land Use Plan Update. Commissioner Shipp requested to change paragraph #2 to include seventeen (17) members. Commissioner Bonitz made a motion to change the text of the Resolution with respect to the number of persons on the Committee and add Norman Clark to the list that staff have presented, and public have seen on the website, seconded by Mayor Pro Tem Baldwin. Vote: Aye- 5 Nay-0 Motion carried unanimously. 1. Town Manager Recruitment Mayor Perry state that several recruitment groups were recommended . Developmental Associates and Triangle J Council of Governments were contacted and provided proposals. 4  TOWN OF PITTSBORO BOARD OF COMMISSIONERS AUGUST 22, 2022 REGULAR MEETING MINUTES PAGE 5 OF 6 Commissioner Shipp made a motion to go with the proposal from Developmental Associates, seconded by Mayor Pro Tem Baldwin. Vote: Aye- 5 Nay-0 Motion carried unanimously. 2. Budget Amendment-Developmental Associates Town Manger Recruitment Mayor Pro Tem Baldwin made a motion to increase the amount from $23,750.00 to $25,000.00 for Developmental Associates budget amendment, seconded by Commissioner Shipp. Vote: Aye-5 Nay-0 Motion carried unanimously. FINAL BOARD COMMENTS Mayor Perry shared an Interim Town Manager candidate can interview on Thursday at 3pm . Commissioner Farrell asked for clarification of engineering specs on reclaimed water that stated there were no provision of testing for backflow preventers. Mr. Messick stated there was no cross connection so shouldn't have backflow going into potable. Kennedy shared that there is a backflow preventer on distribution lines for potable water because we don 't want irrigation or restaurant flow to go back into the system , reclaimed is sewer that has been cleaned up and less concerned to contaminate the reclaimed water. Shipp did not like BOC meeting set up using stage. Bonitz was curious of legal correspondence with Chatham Park Investors regarding a dedication of acreage for the large regional sports complex and ask that it receive proper attention from staff and Board . Bonitz requested Kennedy to revise his Managers Memo on Bonus Allocation questions to reflect the additional historic record that Bonitz shared with Kennedy. Kennedy asked for clarification on how the memo should be revised . Bonitz shared the memo didn't reflect the events prior to the documents Kennedy could uncover and Bonitz supplied details further back and revise the memo with provided additions. Kennedy suggested Bonitz submit that to the Board and have the Board accept that. Bonitz asked if there were any items that Kennedy dispute or have concerns about? Kennedy stated that additional information was submitted to the Board and could be added but tried to see ow it was pertinent to amending the memo. Bonitz didn't feel the memo was not an accurate reflection of historic record . Kennedy would attempt to have something to present on the September 12, 2022 agenda. Mayor Perry had a concern of minutes that were passed this evening concerning nuance of statement that Mayor was working with Dan Deacon who was hoping to Mayor Perry met with Habitat with Humanity recently and shared their need to add another bedroom of sewer, 120 gpd, for an addition . Kennedy recommended to not proceed with the request for sewer capacity due to flow reduction constraints and will not subject the Town to notice of violation and financial penalty. Shipp stated the Town was at negative sewer capacity and the Board will need to revise the sewer allocation policy with hope to have more sewer capacity and highlight affordable housing and figure out how to handle future requests. 5  TOWN OF PITTSBORO BOARD OF COMMISSIONERS AUGUST 22 , 2022 REGULAR MEETING MINUTES PAGE 6 OF 6 Commissioner Shipp made a motion to readopt the approved minutes with the Mayor's corrections, seconded by Mayor Pro Tem Baldwin. Vote: Aye-5 Nay-0 Motion passed unanimously. ADJOURNMENT Commissioner Farrell made a motion to adjourn at 9:41pm, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Motion passed unanimously. ATTEST: . ~~ Carrie L. Bailey,TownClerk~ 6