1. Board of Commissioners (BOC)

TOWN OF PITTSBORO BOARD OF COMMISSIONERS FEBRUARY 27, 2023 REGULAR MEETING MINUTES PAGE 1 OF 6 TOWN OF PITTSBORO The Pittsboro Board of Commissioners met in Regular Session on Monday, February 27, 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 7:30pm. 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 Manager Larry Faison, Town Attorney Paul S. Messick, Chief of Police Shorty Johnson, Finance Director Heather Meacham , Utility Director Adam Pickett, Director of Parks and Recreation Katy Keller, Planner II Janie Phelps, Director of Engineering Kent Jackson , HR Director Jennifer Eakes 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 modify the Agenda to move Consent item #5, the Budget Amendment for Industrial Park Drive Repair to New Business #2, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Motion carried unanimously. Mayor Perry presented a Resolution and Plaque to Honor Robert J. Goldston for 26 Years of Service with the Town of Pittsboro. CITIZEN MATTERS 1. Interim Manager Updates Interim Town Manager Larry Faison reported the work from home policy is a work in progress and should be submitted to the Board for consideration in a subsequent meeting. Faison recommended the Board to discuss potential policy items that may want to be considered by Legislature as requested by Senator Murdock's office. Director of Engineering, Kent Jackson, submitted a list of potential Capital projects and submitted last week to the Senators office for consideration in the State budget. 2. Mayor and Commissioner Updates and Concerns Mayor and Board members gave updates on the committees and boards on which they serve. Mayor Perry has moved her office out of 79 Hillsboro Street, performed ribbon cutting ceremony at Sherwin-Williams location , and attended Legislative breakfast with the Senator and Representative Reives . 1  TOWN OF PITTSBORO BOARD OF COMMISSIONERS FEBRUARY 27, 2023 REGULAR MEETING MINUTES PAGE 2 OF 6 Commissioner Benitz updated the Chatham County Climate Advisory committee is working on a publicly viewable dashboard on a county wide website with information regarding our county's performance on greenhouse gas emissions and growth of all solutions. Commissioner Shipp stated he was concerned about IT security for the Town . 3. Public Comment 1. None. CONSENT AGENDA Mayor Perry called for action on the Consent Agenda. The Consent Agenda contained the following items: 1. Minutes of February 13, 2023 Regular Meeting of the Board of Commissioners 2. Minutes of February 16, 2023 Special Meeting of the Board of Commissioners 3. City of Sanford Waste & Wastewater Utility Merger Professional Services Agreement Amendment 4. Budget Amendment for Sanford Regionalization Project 5. Budget Amendment for Industrial Park Drive Repair Moved to New Business #2 Mayor Pro Tem Baldwin made a motion to approve as indicated, seconded by Commissioner Shipp. Vote: Aye-5 Nay-0 Motion carried unanimously. PUBLIC HEARINGS 1. REZ-2022-03-Mellott-Conditional Rezoning Request Janie Phelps, Planner II , presented the rezoning request with minor updates and final conditions. Nick Robinson, Attorney for Bradshaw Robinson Slawter & Rainer LLP, representative for the applicant of Mellott, provided background information and was available for questions on the rezoning ~equest. Commissioner Bonitz made a motion to enter Public Hearing, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. 2  TOWN OF PITTSBORO BOARD OF COMMISSIONERS FEBRUARY 27, 2023 REGULAR MEETING MINUTES PAGE 3 OF 6 Robbie Oldham, WithersRavenel , provided an overview of the rezoning presentation presented . Speaker: 1. Liz Cullington, 390 Rocky Hills Road, Pittsboro, NC 27312 stated since this is a conditional rezoning, the Board could require additional elements and the Board should require a significant additional open space setback. Commissioner Farrell made a motion to exit Public Hearing, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. Commissioner Farrell made a motion to approve the rezoning request, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. OLD BUSINESS 1. Corbett Landing-Preliminary Plot Modification Janie Phelps, Planner II , presented information on the request for change to remove the access to the north. Zak Shipman, Shipman Engineering , PLLC shared additional information on the modification. Commissioner Bonitz made a motion to move for approval, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. 2. Lewis Freeman Park Katy Keller, Director of Parks and Recreation, shared the World Transformation Grant is due in March and has been working with the Triangle J Council of Government to finalize and submit based on elements of design group recommendations. The grant request will be approximately up to $400,000 (four hundred thousand dollars). Commissioner Shipp asked if the grant addressed parking. Keller stated one ADA accessible and one additional parking spot. Commissioner Benitz shared an outstanding pledge for a free consultation by Brightside Bamboo from Carrboro. 3. Town of Pittsboro Community House 3  TOWN OF PITTSBORO BOARD OF COMMISSIONERS FEBRUARY 27, 2023 REGULAR MEETING MINUTES PAGE4OF6 Katy Keller, Director of Parks and Recreation, designs will be submitted as a first draft of improvements within six weeks . Final design timeline is three months and then bids will need to be submitted. Keller shared that the improvements would allow the Community House to be ADA wheelchair accessible. 4. Skate Park Katy Keller, Director of Parks and Recreation, reviewed the documents of deed agreement and previous meeting minutes as background information to update the Board. Keller presented slides of schematics, overview and park site. Placement for public restrooms and protection netting from the basketball court would need to be considered. Mayor Pro Tern Baldwin made a comment that the skatepark group agreed to raise two hundred thousand dollars ($200,000) before the Town would begin the project. Keller stated that per previous minutes, the agreement was once two hundred thousand dollars ($200,000) raised by the skatepark group, and building would start while remaining funds were collected to cover the overall cost of the project. In 2012, the overall cost of the project was estimated at four hundred thousand dollars ($400,000). Commissioner Farrell asked to see if the Town could ask Chatham County Schools to have the restroom condition removed. Mr. Messick stated the Town could ask. Commissioner Benitz would like to embrace the donation of funds and land, for the Town to seek grants and complete the project. Commissioner Shipp is interested in current costs of the project and work in the skate park with other parks and projects. Baldwin is concerned with liability insurance costs and coverage. Benitz asked the Board to contemplate asking the Parks Director for coming up with a plan for budget year 2024-2025 to act with project plans and cost. 5. Historic Courthouse Carrie Bailey, Town Clerk, provided a review of memorandum presented to the Board. Mayor Perry shared her conversation with Lindsay Ray and Carolyn Miller both from Chatham County. Trials and County meetings would take precedence of the Historic Courthouse schedule if the Town decided to use the property for BOC meetings. Commissioner Benitz recommended to act for local governments to use the facility at non-profit rate of the Agriculture Center and make plans to use the Historic Courthouse. Commissioner Shipp was not interested in making it harder for public participation by requiring in person, while taking into consideration cost of Audio-Visual equipment and additional staffing to perform meetings, and parking issues. Benitz mentions conceptional costs back four (4) years ago of outfitting a new Town Hall building for Audio-Visual was a range of thirty-five to sixty-five thousand ($35 ,000-$65,000) and up. Benitz stated that the higher priority may be to ask for a discounted rate for all local government agencies. Mayor Perry shared Karen Howard , County Commissioner, indicated a carefully crafted policy change would be required to receive a discount. 1. Sanford Force Main Update 4  TOWN OF PITTSBORO BOARD OF COMMISSIONERS FEBRUARY 27, 2023 REGULAR MEETING MINUTES PAGE 5 OF 6 Kent Jackson, Director of Engineering, reviewed information that was provided in the packet referencing bids and updated SRF funding . Jackson shared options for the Board to consider: Option 1 to approve a conditional resolution of contract award for the Sanford Force Main project and authorize a conditional letter of intent to secure the lowest bidder contract through April 10, 2023 or Option 2 Reject all bids and prepare financing strategy for wastewater and water system projects needed for possible merger with City of Sanford. Discussion ensued pertaining to Local Government Commission (LGC) for approval due to increase of loan, the ability to verify repay the loan and request arrangements with third _parties involved in the funding and requires reviewing substantial financial information including current or future rates to assist in repaying the loans. Town Attorney Paul Messick recommended adding conditions to the Resolution being contingent on the low bidder granting further extension of thirty (30) days. Commissioner Shipp recommended adding subject to securing the necessary funds and add approval by the LGC after May 2nd meeting and the NC Division of Water Infrastructure concurrence and an extension until May 10th by the contractor without increase. Commissioner Shipp asked for an amendment to the proposed Resolution to say "The Town of Pittsboro award Wastewater Transmission System Improvements - Contract 2 to J. F. Wilkerson Contracting Company, Inc. for the Base Bid amount of $39,588,650.00, subject to the contractor extending that price until May 10th , securing the necessary funds approval by the Local Government Commission and N.C. Division of Water Infrastructure concurrence in the award". Commissioner Shipp made that a motion to approve subject to the contractor extending to May 1<1h at that cost and adding approval by the Local Government Commission, to this dra'ft, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. NEW BUSINESS 1. Resolution in Support of Medicaid Expansion to Close the Health Insurance Gap Commissioner Shipp made a motion to approve the Resolution, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. 2. Budget Amendment for Industrial Park Drive Repair Commissioner Shipp asked Utility Director Adam Pickett to review the process for projects submitted for funding without special appropriations for emergency repairs such as this request. Pickett responded currently he is working with Director of Engineering Kent Jackson and Finance Director Heather Meacham to decide on repairs but noted that this area deteriorated 5  TOWN OF PITTSBORO BOARD OF COMMISSIONERS FEBRUARY 27, 2023 REGULAR MEETING MINUTES PAGE6OF6 quickly. Pickett shared they would look i~ternally to find a better plan to catch projects earlier to avoid citizen complaints. Commissioner Shipp made a motion to approve the budget amendment, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Motion carried unanimously. CLOSED SESSION 1. None. FINAL COMMENTS Commissioner Shipp shared the scheduled recessed closed session resumes Friday March 3rd at noon and closed session on Friday March 3rd at 2:30 pm for Town Manager selection process. Mayor Perry will be greeting the Assessors for the Managers position on Thursday morning at 8:30 am and invited anyone on the Board to participate. ADJOURNMENT Mayor Pro Tem Baldwin made a motion to adjourn at 9:40 pm, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Motion passed unanimously. clndyS.Pry, Mayo~ ATTEST: ~/_~ Carrie L. Bailey, Town Clerk ¥ 6