1. Board of Commissioners (BOC)

TOWN OF PITTSBORO BOARD OF COMMISSIONERS JUNE 12, 2023 REGULAR MEETING MINUTES PAGE 1 OF 5 TOWN OF PITTSBORO The Pittsboro Board of Commissioners met in Regular Session on Monday, June 12, 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 Boys and Girls Club Member of the Year Easton Clair and Junior Member of the Year Ca 'Mari Benjamin. ELECTED TOWN OFFICIALS PRESENT: Mayor Cindy S. Perry, Mayor Pro Tern Pamela Baldwin, Commissioners John Benitz, Jay Farrell, and Kyle Shipp. ELECTED TOWN OFFICIALS ABSENT : Comm issioner James Vose. TOWN STAFF PRESENT: Town Manager Jonathan Franklin, Town Attorney Paul S. Messick, Chief of Police Shorty Johnson, Finance Director Heather Meacham , Planning Director Randy Tingle-Cahoon, Downtown Development Director Theresa Thompson, Public Information Officer/Emergency Management Coordinator Colby Sawyer, Director of Engineering Kent Jackson, Public Works Director Daniel Snipes, Project Engineer Morgan DeWit, Payroll/HR Specialist Crystal Ours 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 Bonitz made a motion to move item #9, Ordinance Disposing Personal Property Chapter 33 COA-2023-02 and approve the Regular Agenda, seconded by Commissioner Farrell. Vote: Aye-4 Nay-0 Motion carried unanimously. Mayor Perry presented the Resolution Recognizing the Graduates of the Spring 2023 PBO-101 Citizen's Academy Commissioner Shipp made a motion to adopt the Resolution Recognizing the Graduates of the Spring 2023 PBO-101 Citizen's Academy, seconded by Commissioner Bonitz. Vote: Aye-4 Nay-0 Motion carried unanimously. Mayor Perry presented the Proclamation Commemorating Juneteenth 2023 CITIZEN MATTERS 1. Manager Updates 1  TOWN OF PITTSBORO BOARD OF COMMISSIONERS JUNE 12, 2023 REGULAR MEETING MINUTES PAGE 2 OF 5 Town Manager Jonathan Franklin shared Duke Energy began installing streetlights on Sanford Road in front of Havoc and SoCo. Additionally, some globes were replaced downtown with an additional request for all to be replaced and uniform in appearance. Remaining lights on circle are slated for fall due to supply chain issues. New Public Works Director Daniel Snipes began employment today and will be introduced at the Next Board meeting. Staff will participate in a scope meeting with DOT for Hillsboro Street widening project on June 15th . The plans for activating the three hundred thousand (300,000) gallon elevated tank in Chatham Park are progressing and looking for testing calibration needed as well as tank and line flushing. The Police Department was able to find two (2) hybrid vehicles and one gas model as waiting for original order of hybrid models which the order is still in queue. A brick mason to be under contract shortly for downtown sidewalks to repair uneven and trip hazards. 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 May 22, 2023 Regular Meeting of the Board of Commissioners 2. Amended Holidays and Leaves of Absence Policy, Article VII. Section 12- Bereavement Leave 3. Holidays and Leaves of Absence Policy, Article VII Section 12-Mental Health Leave 4. Amended Holidays and Leaves of Absence Policy, Article VII, Section 25-Community Engagement Leave 5. Conditional Rezoning Request PB-23-178: RA Residential Agriculture to MR-CZ Multi-Family Residential Conditional Zoning Located off US Business East 6. Strategic Policy Framework Contract with Triangle J Council of Government 7. Budget Amendment for Triangle J Council of Government 8. Code of Ordinances Codification by American Legal 9. Ordinanoo Disposing Personal Property Chapter 33 GOA 2023 02 Moved to Old Business #1 10. Amendment to the Personnel Policy for Payment in Lieu of Health Insurance Coverage 11 . Budget Amendment for Wastewater Master Plan 12. Job Description for Assistant Town Manager/Engineering Director 2  TOWN OF PITTSBORO BOARD OF COMMISSIONERS JUNE 12, 2023 REGULAR MEETING MINUTES PAGE 3 OF 5 Commissioner Shipp made a motion to approve the Consent Agenda with the exception of item #9 and edits to minutes of May 22nd and the edits to the bereavement policy, seconded by Mayor Pro Tem Baldwin. Vote: Aye-4 Nay-0 Motion carried unanimously. PUBLIC HEARINGS Commissioner Shipp made a motion to continue the Public Hearing for the budget, seconded by Mayor Pro Tem Baldwin. Vote: Aye-4 Nay-0 Motion carried unanimously. 1. Fiscal Year 2023-2024 Board of Commissioners Budget Public Hearing-Continuation from May 22, 2023 BOC Meeting Finance Director Heather Meacham reviewed minor adjustments to the proposed budget for the fiscal year 2023-2024. Public Hearing comment 1. Doug Emmons, 114 Autumn Chase, Pittsboro, NC Mr. Emmons shared concerns of the water rate for residents of Chapel Ridge via Aqua through Town of Pittsboro. Commissioner Bonitz made a motion to close Public Hearing, seconded by Commissioner Farrell. Vote: Aye-4 Nay-0 Motion carried unanimously. Commissioner Bonitz made a motion to approve the Budget as recommended by our Manager for fiscal year 2023-2024, seconded by Commissioner Shipp. Vote: Aye-4 Nay-0 Motion carried unanimously. OLD BUSINESS 1. Ordinance Disposing Personal Property-Chapter 33-COA-2023-02 Commissioner Bonitz reminded staff of the opportunity of grants for replacements containing more efficient internal combustion or electric vehicles when salvage, scrap or auction old vehicles containing diesel engines. Commissioner Bonitz made a motion to approve Ordinance for Disposing Personal Property-COA-2023-02, seconded by Commissioner Shipp. Vote: Aye-4 Nay-0 Motion carried unanimously. 3  TOWN OF PITTSBORO BOARD OF COMMISSIONERS JUNE 12, 2023 REGULAR MEETING MINUTES PAGE 4 OF 5 2. lnterlocal Agreement Presentation Director of Engineering Kent Jackson gave background information on the proposed item. Charles Archer, Freese and Nichols, updated the Board of water and wastewater utility merger progress and details to date. Bob Hagemann shared the ILA agreement is continuing to evolve and shared key provisions of the merger agreement draft. Town Attorney Paul Messick shared the Inter Local Agreement is a work in progress and asked for Board comments and questions to be shared throughout the process. Commissioner Shipp made a motion to set Public Hearing for June 26, seconded by Commissioner Farrell. Vote: Aye- 4 Nay-0 Motion carried unanimously. NEW BUSINESS 1. Approval of Town Sponsorships for PBA Summer Fest 2023 Downtown Development Director Theresa Thompson presented the item . Commissioner Shipp made a motion to approve up to five thousand dollars (5,000.00) of Town funds, seconded by Commissioner Bonitz. Vote: Aye-4 Nay-0 Motion carried unanimously. 2. Request for Road Closure and Public Sale and Consumption of Alcohol for Summer Fest 2023 Downtown Development Director Theresa Thompson presented the item. Commissioner Shipp made a motion to approve, seconded by Commissioner Farrell. Vote: Aye-4 Nay-0 Motion carried unanimously. 3. Downtown Advisory Board Appointments Downtown Development Director Theresa Thompson presented the item. The Board asked if there were any recommendations from Downtown Advisory Board to appoint a fourth DAB member. Thompson shared DAB recommended Shannon Plummer, Beth Davis, and Leslie Walden. Board discussed reappointing three members during the present meeting and appointing a new member at the following BOC meeting. Commissioner Bonitz made a motion to reappoint Robyn Allgood, Heather Johnson and Tiana Thurber to three (3) year terms for the Downtown Advisory Board, seconded by Commissioner Shipp. Vote: Aye-4 Nay-0 Motion carried unanimously. 4  TOWN OF PITTSBORO BOARD OF COMMISSIONERS JUNE 12, 2023 REGULAR MEETING MINUTES PAGE 5 OF 5 4. Downtown Work Plan Fiscal Year 2024 Downtown Development Director Theresa Thompson presented the item . Mayor Pro Tern Baldwin made a recommendation for street signs for the Downtown area. Mayor Perry inquired of the glass case bulletin board with outdated information. Commissioner Benitz inquired about improvements to the back side of storefronts on first block of Hillsboro Street. Commissioner Bonitz made a motion to approve the Downtown Workplan, seconded by Commissioner Shipp. Vote: Aye-4 Nay-0 Motion carried unanimously. MISCELLANEOUS 1. None. CLOSED SESSION 1. None. FINAL BOARD COMMENTS Mayor Perry shared the upcoming Sunoco recycling center visit in Raleigh on June 14th . Commissioner Bonitz shared the August 25th GAC Anniversary event at the Water Plant. Commissioner Farrell shared concerns of water leak in ditch of 289 Old Goldston water. Commissioner Bonitz urged fellow Commissioners to tune in to the conversation regarding revisions to Small Area Plan. ADJOURNMENT Commissioner Farrell made a motion to adjourn at 9:29pm, seconded by Commissioner Bonitz. Vote : Aye-4 Nay-0 Motion passed unanimously. Cindys.Perivfayor ATTEST: ~W3o-d) Carrie L. Bailey, Town Clerk ~ 5