1. Board of Commissioners (BOC)

TOWN OF PITTSBORO BOARD OF COMMISSIONERS OCTOBER 10, 2022 ,REGULAR MEETING MINUTES PAGE 1 OF 5 TOWN OF PITTSBORO The Pittsboro Board of Commissioners met in Regular Session on Monday, October 10, 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. INTRODUCTION OF BOARD MEMBERS AND STAFF 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: Interim Town Manager Hazen Blodgett, Town Attorney Paul S. Messick, Chief of Police Shorty Johnson, Downtown Development Director Theresa Thompson, Public Information Officer/Emergency Management Coordinator Colby Sawyer, Utility Director Adam Pickett, Parks & Recreation Director Katy Keller, Planner II Janie Phelps, Planning Project Manager Molly Boyle, Engineering Director Kent Jackson, Project Engineer Morgan DeWit and Town Clerk Carrie Bailey. 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, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. CITIZEN MATTERS 1. Interim Manager Updates Interim Town Manager Blodgett shared GFL is a Canadian company and serves thirty- one states and millions of customers. GFL currently utilize compressed natural gas trucks and substitutes with diesel vehicles as needed. Raleigh is conduction testing of an electric truck and working on range operations. The Town of Pittsboro currently does not have a contract with GFL and is looking into options of adding yard debris receptacles at a cost of $2.95/month per customer, changing recycling carts from 65 to 95 gallons at a cost of $3.75/month per customer, adding recycling pick up to each week at a cost of $6.88/month per customer or providing the same services as the previous contract for two to five years. Commissioner Shipp recommended adding the yard waste cart and stop roadside pickup by the Town of Pittsboro staff as a potential cost savings. Mayor Perry asked how the Town would provide for large limb requests . Shipp felt that larger limbs could still be serviced by the Town employees.  TOWN OF PITTSBORO BOARD OF COMMISSIONERS OCTOBER 10, 2022 REGULAR MEETING MINUTES PAGE 2 OF 5 Commissioner Farrell stated that he was not in favor of the yard waste carts and asked to wait to renew a contract for the new budget year of 2023-2024. Blodgett shared that there was an option for a two-year contract and reconsider in July 2024 instead of working without a contract on faith. Blodgett recommended for the Town to provide services with a two-year extended contract or make changes. Mayor Perry recommended further discussion during a future work session. Discussion ensued on the standards of work sessions. Commissioner Bonitz shared that custom-colored trash and recycling carts may be an option and prefers brown, green or blue colors. Mayor Pro Tern Baldwin asked how working without a contract would jeopardize without a contract. Blodgett stated that it is not best practice to continue without a contract, but the Town is paying invoices and the Town is only twenty-one hundred customers. Commissioner Vose asked if the container was optional. Shipp stated the customer has a choice for a cart, but the Town will be invoiced for the service regardless. 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 Dan Sundberg, Landscape Architect, Chair of the Chatham County Appearance Commission , Chair of Historic Association , registered Landscape Architect N.C., owner of United Biospheres and co-owner of Red Sun Farm , past member of E.D.C. and Ruritans. Mr. Sandburg shared an overuse of certain species of plants due to limitations of the current UDO plant list. Sundberg shared the highest priority is to adhere to the goal of retaining Chatham county's natural character according to the Chatham County Land Use Plan . Sundberg shared an updated proposed plant list with the Board . CONSENT AGENDA Mayor Perry called for action on the Consent Agenda The Consent Agenda contained the following items: 1. Minutes of the October 11 , 2021 Regular Meeting of the Board of Commissioners 2. Minutes of the March 28, 2022 Special Meeting of the Board of Commissioners 3. Minutes of the April 7, 2022 Budget Retreat Meeting of the Board of Commissioners 4. Minutes of the May 23, 2022 Regular Meeting of the Board of Commissioners 5. Minutes of the September 26, 2022 Regular Meeting of the Board of Commissioners Commissioner Shipp made a motion to approve the consent agenda, seconded by Mayor Pro Tern Baldwin. Vote: Aye-5 Nay-0 Motion carried unanimously. 2  TOWN OF PITTSBORO BOARD OF COMMISSIONERS OCTOBER 10, 2022 'REGULAR MEETING MINUTES PAGE 3 OF 5 PUBLIC HEARINGS Commissioner Shipp made a motion to open the public hearing to include to Dan Sandburg's comments for Text Amendment ZTA-2022-05, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Motion carried unanimously. 1. Text Amendment-ZTA-2022-05- UDO Amendments Janie Phelps brought forth the Town Planning Department staff are requesting a series of zoning text amendments to the UDO. Generally, these updates seek to revise and correct individual sections of the UDO so that policies can improve the understanding of UDO requirements and assist with consistent application of the standards. Commissioner Shipp made a motion to close public hearing, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. Commissioner Shipp made a motion to approve the Land Use Consistency Statement and Ordinance to Approve the Text Amendment, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. OLD BUSINESS 1. Update on Sewer Force Main Project Engineering Director, Kent Jackson, updated that two contracts were advertised for construction bids and available on the website. A pre-bid conference will be held at the Town Hall Board Room on October 25th and the bid opening date is scheduled for 2pm on Tuesday November 8th. Jackson also shared Wooten Company, on the Town's behalf, applied for a construction grant in late September, to the Division of Infrastructure, in the amount of 10.5 million dollars. Jackson also shared that the Local Government Commission and Division of Water Infrastructure loan increase request was approved to 26.5 million dollars. Commissioner Shipp asked when to anticipate grant information from DWI? Jackson replied first half of January. , NEW BUSINESS 1. Amending the Adverse Weather Policy HR Director, Jennifer Eakes, presented the staff report for this item. The Adverse Weather Policy is in the event it becomes necessary to close Town Offices, open late, or 3  TOWN OF PITTSBORO BOARD OF COMMISSIONERS OCTOBER 10, 2022 REGULAR MEETING MINUTES PAGE 4 OF 5 to close early, it is the Town's intent that non-essential employees receive their regular pay for the day. Mayor Pro Tem Baldwin made a motion to approve the Amendment of the Adverse Weather Policy, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Motion carried unanimously. 2. Sponsorship Funding Request-Pittsboro Street Fair, Rotary Club The Rotary Club is requesting a sponsorship in the amount of up to $3,200.00 from the Town of Pittsboro to assist in the costs associated with the Pittsboro Street Fair event, including the temporary street closure. The Town of Pittsboro is also being requested to offer the use of the town's stage and in-kind trash pick-up services, at no cost. Commissioner Shipp made a motion to approve the Special Funding Request for the Pittsboro Street Fair, seconded by Commissioner Farrell. Vote: Aye-5 Nay-0 Motion carried unanimously. 3. Sponsorship Funding Request-Pittsboro Christmas Tree Lighting Event, Pittsboro Business Association Pittsboro Business Association is requesting a sponsorship in the amount of up to $6,975.50 from the Town of Pittsboro to assist in the costs associated with the Christmas Tree Lighting event, including the temporary street closure, setting up the tree, removal of the tree, and decorating the Christmas tree. Commissioner Shipp made a motion to approve using any leftover funds carried over in explanation of the funding from SummerFest that was unspent, in addition to the approval, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion passed unanimously. 4. Application of Rural Transformation Grant Consideration of approval for town staff to apply for Rural Transformation Grant funding for to construct the Lewis Freeman Memorial Park project that was proposed several years ago that will provide a community gathering place for those who live, work, and play in Pittsboro. Commissioner Shipp made a motion to approve for staff to apply for the Rural Transformation Grant, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. 5. Designation of a Truck Route Alternative Engineering Director Kent Jackson and Project Engineer Morgan DeWit provided the staff report on this item . Morgan DeWit shared the advantages and disadvantages of designation Highway 87 as an alternative truck router vs. other alternative routes. DeWit 4  TOWN OF PITTSBORO BOARD OF COMMISSIONERS OCTOBER 10, 2022 REGULAR MEETING MINUTES PAGE 5 OF 5 shared the designation process and timeline which can take over a year for completion. Discussion and questions ensued among the Board and staff. 6. Town Representative to Chamber of Commerce Mayor Perry shared the need to provide a new Town Representative of Chamber of Commerce to fill the vacancy of previous Town Manager Chris Kennedy. Suggestions were requested for consideration at the next meeting. MISCELLANEOUS 1. Status update on Land Use Plan Planner II, Janie Phelps, updated the Board on the proposed timeline of the Land Use Plan update and the current timeline for adoption is scheduled for January 2023. CLOSED SESSION 1. The Board of Commissioners wish to hold a Closed Session pursuant to N.C.G.S. § 143-318.11. (a)(3). Commissioner Shipp made a motion to go into Closed Session, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. Commissioner Farrell made a motion to exit Closed Session, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Motion carried unanimously. ADJOURNMENT Commissioner Bonitz made a motion to adjourn at 9:35pm, seconded by Commissioner Farrell. Vote: Aye-5 Nay-0 Motion passed unanimously. ~ J .{J_ Cindy S. P*ayor ~ ATTEST: Carrie L. Bailey, Town Clerk 5