1. Board of Commissioners (BOC)

TOWN OF PITTSBORO BOARD OF COMMISSIONERS JANUARY 9, 2023 'REGULAR MEETING MINUTES PAGE 1 OF 4 TOWN OF PITTSBORO The Pittsboro Board of Commissioners met in Regular Session on Monday, January 9, 2023, 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 7:01 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 Attorney Paul S. Messick, Police Officer Scottie Swindell, HR Director Jennifer Eakes, Downtown Development Director Theresa Thompson, Public Information Officer/Emergency Management Coordinator Colby Sawyer, Planner II Janie Phelps, Engineer Director Kent Jackson, Project Engineer Morgan DeWit and Town Clerk Carrie Bailey. Mayor Perry presented the Proclamation Honoring and Celebrating the Life of Martin Luther King, Jr. 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 remove Consent Agenda #5 and approve the remaining Regular Agenda, seconded by Mayor Pro Tem Baldwin. Vote: Aye-5 Nay-0 Motion carried unanimously. CITIZEN MATTERS 1. Interim Manager Updates Interim Town Manager Hazen Blodgett shared the Town has hired a Recreation Coordinator and that person will begin February 20, 2023 and final interviews are being conducted for the Parks Superintendent position. Blodgett shared an offer of employment was extended for the Planner I position, and the Accounting Specialist position has been posted . Blodgett highlighted the Planning, Engineering and Parks and Recreation Departments will be moving to the Main Street Station building in February. ijlodgett reminded the Board that the Western Intake Partnership Open House will be Tuesday January 10th at the Chatham County Library. Blodgett appreciated removing Consent Agenda item #5 to check with other municipalities regarding on-call pay for consistency and will allow time to share with those affected by any changes to the policy. Blodgett shared that he, Commissioner Shipp, Finance Director Heather Meacham, and Engineer Director Kent Jackson met with the LGC to discuss funding and future growth. 1  TOWN OF PITTSBORO BOARD OF COMMISSIONERS JANUARY 9, 2023 REGULAR MEETING MINUTES PAGE 2 OF 4 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 the November 28, 2022 Regular Meeting of the Board of Commissioners 2. Outside Bulk Water Rate Budget Amendment 3. Resolution Designating Authorized Signatories for Withdrawals from Depositories 4. Town Property Policy Amendment 5. On-Call/Call-Back and Stand-by Pay Policy Amendment 6. Sanford Force Main Project Utility Easement Payment Commissioner Farrell made a motion to remove item #5 to be reviewed at a later date and to adopt the remaining Consent Agenda, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. PUBLIC HEARINGS 1. None. OLD BUSINESS 1. Board of Adjustments Recommendations Mayor Perry shared that the Board of Adjustments have the following vacancies to be filled: one Town Representative, one Town Representative Alternate and one Extraterritorial Jurisdiction (ETJ) Alternate. Discussion took place and a recommendation was to move Shannon Plummer, from ETJ Alternate to ETJ Representative. Mayor Pro Tern Baldwin made a motion to move Shannon Plummer from ETJ Alternate to ETJ Representative, seconded by Commissioner Farrell. Vote: Aye- 5 Nay-0 Motion carried unanimously. 2. Regional Water Plant Expansion Presentation Engineer Director Kent Jackson shared with the Board updated information on the Sanford Water Treatment Plant Expansion project with the Town of Pittsboro, Cities of Sanford, Holly 2  TOWN OF PITTSBORO BOARD OF COMMISSIONERS JANUARY 9, 2023 REGULAR MEETING MINUTES PAGE 3 OF 4 Springs and Fuquay Varina . Vic Czar, Public Works Director, and Paul Weeks, Director of Utilities and Engineering from the City of Sanford gave a presentation update on the Treatment Plant Expansion project. Information was presented on the background , scope, schedule, and proposed cost of the expansion of the plant. Sanford identified the need to expand and began soliciting partners to be cost effective. An lnterlocal Agreement discussion began in 2021 and design began in January 2022. Four components of the plant expansion derive of Conventional Treatment, Granular Activated Carbon (GAC) facility , Residuals Management and Raw Water Infrastructure. Space is also being provided for expansion for Ultra-Violet (UV) and Advanced Oxidation (AOP) treatment. The current design schedule status is 90% complete as of January 2023, with design completion goal to be met in February 2023. The anticipated bid schedule is April 2023, construction to begin in June 2023 and construction completion in September 2026. The schedule will be dependent on State review, approval , potential grant funding and lnterlocal Agreement. The 60% design estimated cost for project is anticipated at $237.3 million with a 90% design estimate anticipated to be received within a month . Based on current estimates, the predicted project cost breakdown is for Sanford (5 MGD) $77.10 million, Fuquay-Varina (6MGD) $73.90 million , Holly Springs (4 MGD) $49.30 million and Pittsboro (3 MGD) $37.00 million. Commissioner Shipp questioned when funding would be due if an lnterlocal Agreement was established. Mr. Czar stated that funding needed to be prior to bids received in April 2023. Commissioner Shipp stated the Town of Pittsboro has chosen a maintenance point of 90% removal for the GAC system and inquired about the City of Sanford decision for regenerating the Granular Activated Carbon (GAC) system requirements. Mr. Czar stated they are working on it and taking into consideration quality of water, expense for maintenance and regulatory standards . Commissioner Farrell asked since the Town of Pittsboro was a distressed municipality, would the designation assist the City of Sanford with any approvals? Mr. Czar replied that the distressed community did not assist The City of Sanford but the fact that the Town of Pittsboro and City of Sanford are partners, does help with SRF applications and gains extra points. Another benefit is the Town of Pittsboro application for 30-million-dollar grant for a water line from Sanford Water Plant to Pittsboro which would decrease the cost per gallon. NEW BUSINESS 1. Sip and Stroll Event-Downtown Special Fund Request Theresa Thompson, Downtown Development Director, requested special event funding in the amount of seven hundred dollars ($700.00) to cover cost of two (2) bands and face painting for Sip and Stroll event scheduled on February 4, 2023. Commissioner Bonitz made a motion to approve, seconded by Commissioner Vose. Vote: Aye- 5 Nay-0 Motion carried unanimously. 2. TARPO Transportation Update Presentation 3  TOWN OF PITTSBORO BOARD OF COMMISSIONERS JANUARY 9, 2023 REGULAR MEETING MINUTES PAGE 4 OF 4 Karyl Fuller, Senior Planner, and Pittsboro Representative from Triangle Area Rural Planning Organization (TARPO) provided information on Strategic Transportation Investments (STI). Fuller discussed project prioritization history, processes and schedules while sharing Pittsboro projects currently committed in the STI program. MISCELLANEOUS 1. None. Commissioner Shipp made a motion to enter Closed Session, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried 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). Commissioner Bonitz made a motion to exit Closed Session, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. ADJOURNMENT Mayor Pro Tem Baldwin made a motion to adjourn at 9:13pm, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Motion passed unanimously. ATTEST: 4