1. Board of Commissioners (BOC)

TOWN OF PITTSBORO BOARD OF COMMISSIONERS MAY 22 , 2023 REGULAR MEETING MINUTES PAGE 1 OF 6 TOWN OF PITTSBORO The Pittsboro Board of Commissioners met in Regular Session on Monday, May 22, 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 7:04 pm. Mayor Perry requested a moment of silence with the recitation of the Pledge of Allegiance led by Commissioner Farrell . ELECTED TOWN OFFICIALS PRESENT: Mayor Cindy S. Perry, Commissioners John Bonitz, Jay Farrell, Kyle Shipp, and James Vose. ELECTED TOWN OFFICIALS ABSENT: Mayor Pro Tern Baldwin. TOWN STAFF PRESENT: Town Manager Jonathan Franklin , Town Attorney Paul S. Messick, Chief of Police Shorty Johnson , Finance Director Heather Meacham, HR Director Jennifer Eakes, Downtown Development Director Theresa Thompson, Public Information Officer/Emergency Management Coordinator Colby Sawyer, Parks & Recreation Director Katy Keller, Planner II Janie Phelps, Director of Engineering Kent Jackson, Project Engineer Morgan DeWit and Town Clerk Carrie Bailey. Mayor Perry presented a Proclamation Honoring Racial Amity Day, for June 11 , 2023 Commissioner Farrell made a motion to adopt the Proclamation Honoring Racial Amity Day, seconded by Commissioner Vose. Vote: Aye-4 Nay-0 Motion carried unanimously. 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, seconded by Commissioner Vose. Vote: Aye-4 Nay-0 Motion carried unanimously. CITIZEN MATTERS 1. !Manager Updates Town Manager Jonathan Franklin shared Duke power will be replacing the lights on Hillsboro Street, located north of the circle, and adding new lights at SoCo District, with wooden poles and streetlights around circle to be replaced by late summer. The lights in the downtown trees will be replaced in the next few weeks . Franklin shared a demo permit was pulled through Chatham County on Friday for 196 Hillsboro Street. l The new Public Works Director, Daniel Snipes, will begin on June 12, and joins us with over seventeen (17) years of experience and will be introduced at the June 12th meeting .  TOWN OF PITTSBORO BOARD OF COMMISSIONERS MAY 22, 2023 REGULAR MEETING MINUTES PAGE 2 OF 6 The Town has been working with Alana Keegan of Triangle J COG, on an agreement of a Strategic Framework and will be presented to the Board for approval with Climate Action Plans to be addressed as well in the near future. Franklin shared that Board members will now find "information only" items to be within the Manager meeting memo. 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 1. Richard Angino, 4600 Dundas Drive Greensboro, NC 27407 Mr. Angino presented North Carolina statistics and current information and concerns for affordable housing needs in Chatham County. 2. Jeff Holoman, 4600 Dundas Drive, Greensboro, NC 27407 Mr. Holoman discussed based rate fees charged for commercial Town of Pittsboro customers. 3. Jennifer Platt, 65 Harriet Watson Road, Pittsboro, NC 27312 Ms. Platt shared her concerns for tree protection ordinances and incentives to promote shade and water erosion control. Ms. Platt encouraged consideration for requirements of lights within Pittsboro to face downward to control light pollution. CONSENT AGENDA Mayor Perry called for action on the Consent Agenda. The Consent Agenda contained the following items: 1. Minutes of May 8, 2023 Regular Meeting of the Board of Commissioners 2. Minutes of May 17, 2023 Special Meeting of the Board of Commissioners 3. Budget Amendment for Developmental Associates 4. Resolution Authorizing the Sale of Surplus Property 5. Contract between Town of Pittsboro and Sharpe Patel, PLLC for Fiscal Year 2023 Commissioner Shipp made a motion to approve the Consent Agenda, seconded by Commissioner Vose. Vote: Aye-4 Nay-0 Motion carried unanimously. PUBLIC HEARINGS Commissioner Bonitz made a motion to enter Public Hearing, seconded by Commissioner Vose. 2  TOWN OF PITTSBORO BOARD OF COMMISSIONERS MAY 22, 2023 REGULAR MEETING MINUTES PAGE 3 OF 6 Vote: Aye-4 Nay-0 Motion carried unanimously. 1. Fiscal Year 2023-2024 Board of Commissioners Budget Public Hearing Town Manager Jonathan Franklin gave an overview of the proposed Fiscal Year 2023-2024 presented to the Board for consideration . Commissioner Shipp inquired about the lack of allocated funding within the proposed budget for sidewalks and greenways. Town Manager Franklin shared staff is applying for grants, potential for a partnership with Chatham County with the Carbon Reduction Program for EV station project and the Powell bill funding could be split between roads and sidewalk repair. Commissioner Vose questioned traffic control by use of speed tables for Oakwood Drive. Discussion ensued that a study did not deem them necessary, and it was proposed the Town would provide installation of speed tables if the residents purchased them. Commissioner Bonitz questioned affordable housing funds being set aside. Meacham shared a project fund for affordable housing of one penny is being allocated with a balance of $256 ,000.00 in fiscal year 2023-2024, but policies for allocation have not been created and adopted by the Board. Shipp asked for creative uses for affordable housing funds whether it is greenways for easier transit, which transportation is a large part of affordable housing , in town trolley system , subsidize employees to live in town which will allow funding to go farther. Meacham shared reviewed current budget changes since the Budget retreat to be increasing code enforcement, rain garden maintenance to Parks and Recreation budget for materials and supplies, and an increase of insurance policy premium for Finance Director per state statute. Commissioner Farrell questioned the Main Street fac;ade. Meacham stated there was funding for facades , murals and building grants. Farrell asked about basketball court improvements within the Capital Improvement Plan. Meacham stated the funding was in the budget but would add it within the CIP. Commissioner Bonitz made a motion to continue Public Hearing during the June 12th meeting, seconded by Commissioner Vose. Vote: Aye-4 Nay-0 Motion carried unanimously. Commissioner Shipp made a motion to enter Public Hearing, seconded by Commissioner Bonitz. Vote: Aye-4 Nay-0 Motion carried unanimously. 2. ZTA-2023-01 UDO Text Amendment Planner II Janie Phelps reviewed the minor changes presented to the Board. Discussion ensued amongst the Commissioners and Ms. Phelps regarding several items within the minor changes presented. 3  TOWN OF PITTSBORO BOARD OF COMMISSIONERS MAY 22, 2023 REGULAR MEETING MINUTES PAGE 4 OF 6 Commissioner Bonitz made a motion to close Public Hearing, seconded by Commissioner Vose. Vote: Aye-4 Nay-0 Motion carried unanimously. Town Manager Jonathan Franklin asked Ms. Phelps for clarification on the approval request. Ms. Phelps stated the ordinance was submitted for adoption which had the wrong ZTA number, which would require amending but everything else was correct and the proposed text amendments were exhibit B and the ordinance for approval. Franklin asked the Board to table the item until the second meeting in June as Town Attorney Messick brought up an item that required further discussion . Commissioner Shipp made a motion to table the item to the June 26 th meeting, seconded by Commissioner Bonitz.. Vote: Aye-4 Nay-0 Motion carried unanimously. OLD BUSINESS 1. NC Department of Transportation Prioritization 7.0 Project List Director of Engineering Kent Jackson shared background information on the Town of Pittsboro proposed project list. The draft list will be reviewed for adoption by Triangle Area Rural Planning Organization (TARPO) Advisory Committee meeting on June 8th , followed by a thirty (30) day public comment period from June 12-July 11 th with anticipation of the final project list to be approved by the TAR PO Committee on August 10th . Jackson shared the programmed highway projects are fully funded by NCDOT state and federal funding and the bike and pedestrian project funding are subject to matching from local jurisdictions in the amount of twenty (20) percent. Board and staff discussion ensued with concerns for project timelines and dividing larger projects to two (2) sections based on urgency of modernization and truck traffic patterns to potentially improve scoring . Commissioner Bonitz asked if the Thompson Street improvements be redirected to East Street to align with the potential linear park idea of bike/pedestrian plan on page twenty (20) , item number fifty (50) . Project Engineer Morgan DeWit stated that she did not know if there was flexibility in the route but would research. Commissioner Shipp spoke in favor of connecting Fire Tower Road pedestrian walkway to Hillsboro Street to address resident concerns. Bonitz questioned adding signalized crossings on West Street located at Highway 87 or at McClenahan Street for walkability for parents and students attending the elementary school from the north side of West Street. Jackson shared that would not be included in this request and would need to be pursued through a local project with local NCDOT. Commissioner Bonitz made a motion to approve the Town of Pittsboro project list with possible modifications if staff know that those were appropriate and would assist us in scoring better, seconded by Commissioner Vose. 4  TOWN OF PITTSBORO BOARD OF COMMISSIONERS MAY 22, 2023 REGULAR MEETING MINUTES PAGE 5 OF 6 Vote: Aye- 4 Nay-0 Motion carried unanimously. NEW BUSINESS 1. Amend Holidays and Leaves of Absence Policy, Article VII Section 12-Bereavement Leave Town Manager Jonathan Franklin presented the policy to include twenty-four (24) hours of bereavement leave for the death of employees' immediate family as listed. Commissioner Shipp requested to remove Aunt and Uncle and include other situations approved by Town Manager. 2. Amended Holidays and Leaves of Absence Policy, Article VII Section 12-Mental Health Leave Town Manager Jonathan Franklin presented the policy to include mental health leave by using sick leave balance. 3. Amended Holidays and Leaves of Absence Policy, Article VII Section 25-Community Engagement Leave Town Manager Jonathan Franklin presented the policy to include twenty-four (24) hours of paid leave for community engagement leave to allow employees to participate in children 's school functions and to allow them to participate in non-profit agencies . Commissioner Shipp requested to include non-profit participation to operate within-the Town of Pittsboro. Commissioner Bonitz requested non-profit participation to operate within Chatham County. Commissioner Vose inquired about parental leave policy and if it included dads, adoptions or if needed improvement. Franklin stated the parent leave policy is currently under discussion and Ms. Eakes is reviewing policies for other municipalities and counties. MISCELLANEOUS 1. None. CLOSED SESSION 1. None. FINAL BOARD COMMENTS ADJOURNMENT Commissioner Bonitz made a motion to adjourn at 9:20 pm, seconded by Commissioner Vose. 5  TOWN OF PITTSBORO BOARD OF COMMISSIONERS MAY 22, 2023 REGULAR MEETING MINUTES PAGE 6 OF 6 Vote: Aye-4 Nay-0 Motion passed unanimously. ATTEST: ~~ Carrie L. Bailey, Town Clerk ~ 6