1. Board of Commissioners (BOC)

TOWN OF PITTSBORO BOARD OF COMMISSIONERS DECEMBER 12, 2022 REGULAR MEETING MINUTES PAGE 1 OF 5 TOWN OF PITTSBORO The Pittsboro Board of Commissioners met in Regular Session on Monday, December 12, 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 7:04 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 Benitz, Jay Farrell, Kyle Shipp, and James Vose. TOWN STAFF PRESENT: Interim Town Manger Hazen Blodgett, Town Attorney Paul S. Messick, Finance Director Heather Meacham, Chief of Police Shorty Johnson, Public Information Officer/Emergency Management Coordinator Colby Sawyer, HR Director Jennifer Eakes, Director of Parks and Recreation Katy Keller, Planner II Janie Phelps, Planner I Steve Schlauch, Director of Engineering 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 move Consent Agenda item #2 to New Business #7 and approve the remaining Agenda, seconded by Commissioner Mayor Pro Tem Baldwin. Vote: Aye-5 Nay-0 Motion carried unanimously. CITIZEN MATTERS 1. Interim Manager Updates Interim Town Manager Hazen Blodgett shared Special Meeting on December 13th with Freese and Nichols on SDF rates. Blodgett shared the Town had a successful Christmas Parade and thanked staff for their efforts. The Department is checking substations as a result of what happened in Moore County lately. 2. Mayor and Commissioner Updates and Concerns Mayor and Board members gave updates on the committees and boards on which they se~e. 3. Public Comment None. 1  TOWN OF PITTSBORO BOARD OF COMMISSIONERS DECEMBER 12, 2022 REGULAR MEETING MINUTES PAGE 2 OF 5 CONSENT AGENDA Mayor Perry called for action on the Consent Agenda. The Consent Agenda contained the following items: 1. Minutes of November 18, 2022 Special Meeting of the Board of Commissioners 2. To1Nn of Pittsboro Parks and Recreation (PARAB) Quarterly Update moved to New Business #7 3. Adoption of 2023 Board of Adjustment Regular Meeting Schedule 4. Pittsboro Boys & Girls Club Report-September 1, 2022-October 31, 2022 5. Contract Amendment between Town of Pittsboro and Sharpe Patel, LLC Commissioner Farrell made a motion to approve the amended Consent Agenda, seconded by Commissioner Shipp. Vote: Aye-5 Nay-0 Motion carried unanimously. PUBLIC HEARINGS 1. None. NEW BUSINESS 1. Salary Schedule Adoption Commissioner Bonitz made a motion to approve the salary schedule, seconded by Commissioner Farrell. Vote: Aye- 5 Nay-0 Motion carried unanimously. 2. Triangle J Council of Governments Job Description Services Commissioner Shipp made a motion to approve the contract for job description services, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Motion carried unanimously. 3. Caroler Sponsorship Budget Request Commissi,Pner Shipp requested to add a budget line-item next year for events. Commissioner Farrell requested to spend funding locally next year. Commissioner Shipp made a motion to approve the budget request, seconded by Commissioner Bonitz. Vote: Aye- 5 Nay-0 Motion carried unanimously. 2  TOWN OF PITTSBORO BOARD OF COMMISSIONERS DECEMBER 12, 2022 REGULAR MEETING MINUTES PAGE 3 OF 5 4. NCDOT Grant Application for Paved Trails and Sidewalks Feasibility Study Commissioner Shipp made a motion to approve the feasibility application, seconded by Commissioner Bonitz. Vote: Aye- 5 Nay-0 Motion carried unanimously. 5. America's Water Infrastructure Act (AWIA) of 2018 Risk & Resilience Assessment and Emergency Response Plan Commissioner Bonitz made a motion to approve the Interim Town Manager to certify the Letter of Promulgation, seconded by Mayor Pro Tem Baldwin. Vote: Aye-5 Nay-0 Motion carried unanimously 6. Donation to Downtown from Chatham Park Investors Commissioner Benitz was curious about the reimbursement structure concept and how it worked . Commissioner Shipp shared Town Attorney Messick to get the details but the concept was to put things in place quickly which was the reason for reimbursement and not writing a check. The vision for the funds was for signage and items downtown and rapids implementation of some of the items on the Downtown Workplan. Mayor Pro Tern Baldwin also agreed to not use funds for plans but be applied for action. Commissioner Shipp made a motion to accept donation of one hundred twenty-five thousand dollars from Chatham Park for downtown project and for a Budget Amendment to come in the future, seconded by Mayor Pro Tem Baldwin. Vote: Aye- 5 Nay-0 Motion carried unanimously. 7. Town of Pittsboro Parks and Recreation Advisory Board (PARAB) Quarterly Report Director of Parks and Recreation Katy Keller shared the Kiwanis Park playground reopened recently. Keller shared the Rural Transformation Grant is undergoing site modifications but will be presented in the near future. The PARAS is working on 2023 goals to be implemented such as updated park signage, incoming plan reviews, prioritizing future projects and engaging the public of plans and projects. Commissioner Farrell asked about the rubber ground cover replacement timeline. Keller shared that grant funding from Chatham County will be applied towards the swings with hopes to replace rubber ground cover with those funds. Commissioner Shipp asked about the status on the Community House renovations. Keller stated the only update is that she will be working to contact an Architect that specializes in historical buildings for guidance on ideas and updates. 3  TOWN OF PITTSBORO BOARD OF COMMISSIONERS DECEMBER 12, 2022 REGULAR MEETING MINUTES PAGE 4 OF 5 OLD BUSINESS 1. Section 4.1/4.5 MOU Parkland Agreement Commissioner Shipp made a motion to a motion to approve, seconded by Commissioner Farrell. Vote: Aye- 5 Nay-0 Motion carried unanimously. 2. Sidewalk Connection Chatham Business Drive Commissioner Shipp made a motion to approve the Resolution, seconded by Commissioner Vose. Vote: Aye- 5 Nay-0 Motion carried unanimously. 3. Chatham Park Way Bonus Allocation Agreement Commissioner Shipp made a motion to approve the Resolution, seconded by Commissioner Farrell. Vote: Aye-4 Nay-1 Commissioner Bonitz Motion carried. MISCELLANEOUS 1. Force Main Update Presented by Wooten Charlie Davis, Wooten Company, provided a review of previous elements of wastewater transmission system improvements by sharing the schedule and impactful events of DWI requirements and Force Main reroute. Funding items were reviewed with the Board, containing the SRF additional funding, distressed designation, and ARPA grant application submission. Mr. Davis shared the market conditions, limited subcontractors and other DWI bids. Davis shared steps going forward of continued negotiations, rebidding, additional supplemental funding opportunities, and consider benefits of a merger. , 2. Sustainable Development Practices and Incentives Memorandum Planner I Stephen Schlauch and Jamie Hager with Southern Energy Management, provided and overview on the Town UDO and Green Development Incentives removal and interest in reintroducing with language that impactful and easily understood. Available incentives for Pittsboro residents are available in terms of new construction and home tax credits. Creative incentives were discussed for affordable housing in relation with the UDO. 4  TOWN OF PITTSBORO BOARD OF COMMISSIONERS DECEMBER 12, 2022 REGULAR MEETING MINUTES PAGE 5 OF 5 Commissioner Shipp made a motion to enter Closed Session, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Motion passed unanimously. CLOSED SESSION 1. The Board of Commissioners wish to hold a Closed Session pursuant to N.C.G.S. § 143-318.11. (a)(3) to consult with Town Attorney. Commissioner Shipp made a motion to exit Closed Session, seconded by Commissioner Farrell. Vote: Aye-5 Nay-0 Motion passed unanimously. ADJOURNMENT Commissioner Bonitz made a motion to adjourn the meeting at 10:47pm, seconded by Commissioner Shipp. Vote: Aye-5 Nay-0 Motion passed unanimously. <1, - C~,Mayor J. ~ ATTEST: Carrie L. Bailey, Town Clerk 5