1. Board of Commissioners (BOC)

TOWN OF PITTSBORO BOARD OF COMMISSIONERS APRIL 24, 2023 REGULAR MEETING MINUTES PAGE 1 OF 5 TOWN OF PITTSBORO The Pittsboro Board of Commissioners met in Regular Session on Monday, April 24, 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 7:00 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: Interim Town Manager/Director of Engineering Kent Jackson, Town Attorney Paul S. Messick, Chief of Police Shorty Johnson, Planning Director Randy Cahoon- Tingle, Public Information Officer/Emergency Management Coordinator Colby Sawyer, HR Director Jennifer Eakes, Parks & Recreation Director Katy Keller, Planner II Janie Phelps, and Town Clerk Carrie Bailey. Mayor Perry presented a Proclamation Honoring Dr. Frank Russell. 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 moving Consent Agenda #12 to New Business #2, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. CITIZEN MATTERS 1. Interim Manager Updates Interim Town Manager Kent Jackson introduced newly hired Planning Director Randy Cahoon-Tingle. Mr. Cahoon-Tingle brings over twenty-five (25) years of planning experience to the Town of Pittsboro. Mr. Cahoon-Tingle is a graduate of East Carolina University, is a Certified Planner with American Institute of Certified Planners, a Certified Zoning Official with State of North Carolina and has completed the Municipal Administration Certification course with UNC School of Government. Jackson shared the success of the new PBO-101 Citizen's Academy developed and being implemented by Public Information Officer/Emergency Management Coordinator Colby Sawyer. Jackson shared discussions with City of Sanford pertaining to utility merger is ongoing and a schedule was set for presenting agreements to the Board for review and consideration which should be this summer. 2. Mayor and Commissioner Updates and Concerns Mayor and Board members gave updates on the committees and boards on which they serve. 1  TOWN OF PITTSBORO BOARD OF COMMISSIONERS APRIL 24, 2023 REGULAR MEETING MINUTES PAGE 2 OF 5 Commissioner Vose voices his concern regarding recent System Development Fee rate increases. Vose stated that staff suggested a low number of ten thousand six hundred thirty-eight dollars ($10 ,638.00) and a high recommendation of a little over twenty-six thousand dollars ($26,000.00) and further told by staff that the twenty-six thousand dollars ($26,000.00) was leaning towards the funding for capital projects that we need. The Board then set the rate at eleven thousand ($11 ,000.00) because that was more in line with the neighboring jurisdictions. Vose wanted to remind everybody that already staring at an already challenged budget and asking for help from Raleigh and Washington D.C. Vose shared that his fear is that fees not collected by raised SDF fees will need to be collected by existing rate payers. 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 April 6, 2023 Budget Retreat Special Meeting of the Board of Commissioners 2. Minutes of April 10, 2023 Regular Meeting of the Board of Commissioners 3. Town of Pittsboro Financial Reports by Month-December 2022 4. Town of Pittsboro Financial Reports by Month-January 2023 5. Town of Pittsboro Financial Reports by Month-February 2023 6. Budget Amendment for Legal Council Services for lnterlocal Agreement 7. Resolution Authorizing the Sale of Surplus Property 8. Policies for Receiving ARPA Funding 9. Amendment to the Personnel Policy for Payment in Lieu of Health Insurance Coverage 10. PARAS Quarterly Report 11 . Grant Project Ordinance for ARPA Funds 12. Resolution for the Commission of a Climate Aotion Plan (Moved to New Business #2) Mayor Pro Tem Baldwin made a motion to approve the amended Consent Agenda, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Motion carried unanimously. PUBLIC HEARINGS Commissioner Shipp made a motion to enter into Public Hearing, seconded by Commissioner Vose. Vote: Aye-5 Nay-0 Motion carried unanimously. 2  TOWN OF PITTSBORO BOARD OF COMMISSIONERS APRIL 24, 2023 REGULAR MEETING MINUTES PAGE 3 OF 5 1. Conditional Rezoning Request PB-23-25 Located off Suttles Road-Grantham Family LLC Planner II Janie Phelps provided an overview of the Conditional Rezoning proposal with minor changes that were requested by the applicant. The first change was to remove condition on 5e to strike out "by land dedication or" which was not on the original application. The second request was to update the Street sections. A third request was to update a condition for high density for the development which is now specified in the text amendment that was passed in October 2022. Nick Robertson of Bradshaw, Robinson, Slawter and Rainer LLP, 128 Hillsboro Street, Pittsboro NC who represents the applicant GM Chatham SPE1 ., LLC for the conditional rezoning request for the Grantham property from current zoning of RA2, two-acre lot minimum to a multi-family residential conditional zoning district. Rodney Oldham, WithersRavenel presented a map overview and shared there is an existing 12-inch water line installed by Chatham Park and water is available from the elevated water tank. Sewer will be provided by the Chatham Park Water Recovery Center. MR 1 district is proposing six (6) or seven (7) uses with single family and townhomes, MR 2 district include single family, townhomes and multifamily homes. Commissioner Bonitz questioned if the proposal had subsidized affordable housing included and if not, why not? Mr. Robertson stated that it is recognized that the Unified Development Ordinance (UDO) creates and opportunity for affordable housing or subsidized housing that is an optional program and not required and incentive have not been requested by the developer. Mayor Pro Tern Baldwin shared her concern for Chatham County workforce to be able to afford townhomes and homes within Pittsboro. Commissioner Shipp made a motion to exit Public Hearing, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Motion carried unanimously. Commissioner Shipp made a motion to approve the rezoning with the three changes noted, seconded by Commissioner Farrell. Vote: Aye-4 Nay-1 Commissioner Bonitz Motion carried. OLD BUSINESS 1. 196 Hillsboro Street-Minimum Housing Enforcement Update Planner II , Janie Phelps shared the property under investigation and a hearing was held in October 2022 and the compliance date was set for today. Staff have recommended extending for two (2) weeks, to May 8, 2023, to allow them to comply. The property owner was requested to obtain a signed contract from a demolition company as the owner is choosing to demolish the property. 3  TOWN OF PITTSBORO BOARD OF COMMISSIONERS APRIL 24, 2023 REGULAR MEETING MINUTES PAGE 4 OF 5 Commissioner Shipp shared the interesting zoning condition concerning the elevation. Phelps states redevelopment would need to meet the conditions. Mayor Pro Tem Baldwin made a motion to approve the extension to May 8, 2023, seconded by Commissioner Shipp. Vote: Aye- 5 Nay-0 Motion carried unanimously. NEW BUSINESS 1. Pittsboro ABC Board Appointment Commissioner Shipp made a motion to appoint Mr. Stewart to the ABC Board, seconded by Commissioner Bonitz. Vote: Aye- 5 Nay-0 Motion carried unanimously. 2. Resolution for the Commission of a Climate Action Mayor Perry presented the Resolution asking the staff to approach initiatives to address climate change and add to the Strategic Plan and document efforts. Commissioner Shipp made a motion to consideration of this to the next meeting, seconded by Commissioner Vose. Vote: Aye- 5 Nay-0 Motion carried unanimously. MISCELLANEOUS 1. Pittsboro Boys & Girls Club Report Sarah Womack, Interim CEO of Boys and Girls Club of Central Carolina, shared the request for thirty-thousand dollars ($30 ,000.00) to support a Parks and Recs program that is run daily through the Pittsboro Boys & Girls Club called "Triple Play". Triple play is an opportunity for kids to participate in recreational activities that build their social skills, physical fitness and mental health . Womack shared the funding request would assist in staffing the program during afternoons through the school year and is included in the summer program. CLOSED SESSION 1. None. FINAL BOARD COMMENTS Commissioner Farrell asked Mr. Robbie Oldham and Mr. Chuck Smith where Chatham Park stands in percentage of used allocated sewer to date with the Chatham Park Reclamation 4  TOWN OF PITTSBORO BOARD OF COMMISSIONERS APRrL 24, 2023 REGULAR MEETING MINUTES PAGE 5 OF 5 Center. Mr. Robbie Oldham stated they have allocated two hundred sixty thousand (260,000) gallons out of five hundred thousand (500,000) and the actual flow is twenty to thirty thousand gallons (20,000-30,000) per day. ADJOURNMENT Mayor Pro Tem Baldwin made a motion to adjourn at 8:23pm, seconded by Commissioner Bonitz. Vote: Aye-5 Nay-0 Motion passed unanimously. ATTEST: ~LlcudL,, Carrie L. Bailey, Town Clerk ff 5