1. Board of Commissioners (BOC)

TOWN OF PITTSBORO BOARD OF COMMISSIONERS APR IL 6, 2023 BUDGET RETREAT MEETING MINUTES PAGE 1 OF 3 TOWN OF PITTSBORO The Pittsboro Board of Commissioners met in Special Session for Budget Retreat on Thursday, April 6, 2023, at 9:00am in the meeting room at the Chatham County Agriculture and Conference Center with Mayor Cindy Perry presiding. ELECTED TOWN OFFICIALS PRESENT: Mayor Cindy S. Perry, Commissioners John Bonitz, Jay Farrell, Kyle Shipp, and James Vose. ELECTED TOWN OFFICIALS PRESENT VIA ZOOM : Mayor Pro Tern Pamela Baldwin. TOWN STAFF PRESENT: Interim Town Manager/Director of Engineering Kent Jackson, Town Attorney Paul S. Messick, Chief of Police Shorty Johnson, Finance Director Heather Meacham, Downtown Development Director Theresa Thompson, Public Information Officer/Emergency Management Coordinator Colby Sawyer, Director of Parks & Recreation Katy Keller, Planner II/Acting Planning Director Janie Phelps, Waste Water Plant Superintendent Jamie Mclaurin, Water Plant Superintendent/ORC Cory Saulsbury and Town Clerk Carrie Bailey. FIRE DEPARTMENT STAFF PRESENT: Fire Chief Daryl Griffin and Deputy Chief Cy Richardson . Mayor Perry and Interim Town Manager/Director of Engineering Kent Jackson shared opening remarks and reviewed the schedule of today's meeting. General Fund Priorities and Progress on Current FY Projects: Finance Director Heather Meacham presented to the Board an overview of the budgeting process relating to the schedule, revenue sources and requests of Department Heads for the fiscal year 2023-2024. Meacham proposes to hold the Budget Public Hearing on May 22 and the Board to adopt the budget in June 2023. Meacham shared property tax rates for fiscal year 2023-2024 to be at .44 per $100.00 and current one penny value at $96,343.00 and assumes a collection rate for Ad Valorem Revenue to be at 98.5% . The proposed budget includes a 5% COLA increase for all employees, the Mayor, and Board of Commissioners. Meacham reviewed the General Fund additions relating to new staffing requests, equipment, vehicles and projects submitted. Public Safety Priorities: Fire Chief Daryl Griffin is requesting a budget increase to be $1 ,423,888.00 at 14.25 pennies plus and additional debt service payment for ladder truck payment in the amount of $51 , 000.00. Griffin mentioned the ladder truck should be received within three (3) weeks. Griffin shared the need for an additional six (6) staff members and new fire fighting equipment for staff. Police Chief Shorty Johnson reviewed the status of calls for service the previous year. Johnson shared the future need to add patrol officers as the Town grows to provide sufficient officer coverage. For Fiscal year 2023-24 a new Detective Corporal position to begin in January 2024, , the Police Department is requesting three (3) new Patrol vehicles, SUV vehicle for new Detective position and four (4) Flock safety cameras . Parks and Recreation Priorities: 1  TOWN OF PITTSBORO BOARD OF COMMISSIONERS APRIL 6, 2023 BUDGET RETREAT MEETING MINUTES PAGE 2 OF 3 Director of Parks and Recreation Katy Keller, shared project updates and reviewed past maintenance and park upgrades. Keller discussed current future Park and Recreation projects. FY 2023-2024 Major Capital Projects and requests include (1) one new Parks & Grounds position, part-time seasonal staff, McClennahan Tennis Courts replacement, Rock Ridge playground replacement and McClennahan basketball courts replacement. Board and Staff discussion voicing potential plans for a skatepark and the Community House improvement project. Downtown Pittsboro Priorities: Downtown Development Director Theresa Thompson reviewed the Pittsboro Downtown program current fiscal year budget items as well as fiscal Year 2023-24. Proposed expenditures included artwork projects, updating the Welcome to Pittsboro signage , Streetscape plan, Fayade and Mural Grants and pole banner replacements. Engineering Priorities: Interim Town Manager/Director of Engineering Kent Jackson discussed the engineering department projected service demands for the year 2023-24 related to taps, inspections and utility and transportation-based projects that will require additional time and staffing based on demands which leads to the requested addition of one new project engineer and inspector. Sustainable Pittsboro: and Interim Town Manager/Director of Engineering Kent Jackson discussed efforts of Tree City program, pollinator garden , water conservation, increasing greenways and reuse water. Major Capital : Finance Director Heather Meacham highlighted the additional funding requests to include vehicles for Emergency Management, Police Department and Engineering Department, new lawn mower, additional street patch funding , park projects including tennis courts, fencing and playground equipment replacement. Enterprise Fund Priorities and Progress on Current FY Projects: Finance Director Heather Meacham made the Board aware of future transitions that may be necessary of payroll for select departments who are currently paid by splitting between the Enterprise and General Funds. The proposed rate increase is 2.5% for each water and wastewater. The Board and Meacham discussed the future addition of staff for water and wastewater departments as well as an Assistant Manager position . Strategic Planning Discussion: Interim Town Manager/Director of Engineering Kent Jackson shared with the Board Strategic Planning process, TJCOG proposal and process timing would require nine to twelve months to develop. Merger and Regionalization Update: Interim Town Manager/Director of Engineering Kent Jackson gave the Board an update on merger discussion negotiations with topics including funding major utility projects, legal notes, key negotiation points, agreements and a proposed schedule. Jackson shared the need to rewrite current agreements with Chatham Park. 2  TOWN OF PITTSBORO BOARD OF COMMISSIONERS APRIL 6, 2023 BUDGET RETREAT MEETING MINUTES PAGE 3 OF 3 Town Facilities: Interim Town Manager/Director of Engineering Kent Jackson asked to revisit the Board's vision for the Salisbury Street property slated for future Town Hall location. Finance Director Heather Meacham asked for the Board to potentially include a new Town Hall in conjunction with the Police Department study. Meeting adjourned at 4:30pm. ~ J.f)_,~ CindyS.Per,Mayor ATTEST: 3