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Home My Public Portal About12-09-1996 BOC Regular Meeting . . ~ 016 MINUTES HILLSBOROUGH TOWN BOARD December 9, 1996 7:15 PM, Town Office Complex The Hillsborough Town Board met in regular session on December 9, 1996 at 7: 15 PM in the Town Office Complex. Present for the Board Meeting were Mayor Horace H. Johnson, Sr., Commissioners Remus Smith, Richard Simpson, Catherine Martin, Kenneth Chavious, and Evelyn Lloyd. Staff present were Town Manager Eric Swanson, Town Clerk Donna Ray, Town Engineer Tom Hartye, Finance Director Sherry Carter and Planning Director Margaret Hauth. Mayor Horace Johnson called the meeting to order at 7: 15 p.m. AUDIT PRESENTATION Presentation of the FY 1995/96 Audit by Dixon, Odom and Company, L.L.P. John Frank with Dixon, Odom and Company, L.L.P., addressed the Board and presented the FY 1996/96 Audit. He opened by informing the Board that the Town of Hillsborough has been submitted for the Award of Excellence in Financial Reporting again for the third time. Mr. Frank evaluated statistics on the Available Fund Balance (General Fund), the Revenues (General Fund), Expenditures (General Fund), Property Taxes, and Revenues and Expenses (Water and Sewer Fund) for the last three years. The Audit shows 86 days expenditures in the available fund balance at the end of the fiscal year. Mr. Frank stated that North Carolina Local Government Commission recommends that municipalities have 30-45 days expenditures available in the fund balance. The Board extended their sincere appreciation to the staff for the excellent financial management the audit shows. PUBLIC HEARING To receive public comment on an application to the Bureau of Justice Assistance for a Local Law Enforcement Block Grant for funding to be used for equipment to enhance the reduction of crime and the improvement of public safety. Mayor Horace Johnson opened the Public Hearing at 7:30 p.m. Town Manager Eric Swanson reminded the Board of their approval of this Grant at the November Board Meeting and explained that one of the stipulations of the Grant is to hold this Public Hearing to receive public comment. He informed the Board that there is also a Resolution to Accept the Grant coming up later in the meeting which is another stipulation of the Grant acceptance. 1 - . ~ 017. There being no public comment, Mayor Johnson closed the Public Hearing. I. PUBLIC CHARGE Mayor Johnson read the Public Charge. n. ADDING ITEMS TO TIfF, PRINTED AGENDA The Mayor called for any items to be added to the Printed Agenda. Linda Carr, Town citizen and water customer, requested to address the Board regarding her Water Bill. This was added as Item IV.A. Commissioner Lloyd requested that Item IX.A. be moved up on the Agenda since there were persons in the audience wishing to hear this Item. This Item was re-numbered IV.B. Commissioner Smith requested to add a short report as Item IV.e. m. AUDIENCE CpMMENTS A. Matters on the printed agenda. Tony Laws, property owner, requested to speak to Item VI.A. Dorothy Johnson, Fairview citizen, requested to speak to Item v.A. B. Matters not on the printed agenda. There were no comments. IV. APPROVAL OF MINUTES FROM THE NOVEMBER 12. 1996 BOARD MEETING Upon a motion by Commissioner Simpson, seconded by Commissioner Chavious, the Board moved to approve the minutes from the November 12, 1996 Board Meeting as presented by a vote of 5-0. The motion was declared passed. IV. A. ADDED ITEM BY LINDA CARR Linda Carr appeared before the Board and requested that the late penalties and reconnect fees be removed from her account since the lateness occurred due to the postal service. 2 ~ . . 018 After some discussion, the Board authorized the Town Manager to have the late penalties and reconnect fees removed from her account if she agreed to sign up for Bank Draft to eliminate any further problems. Mrs. Carr agreed to this action. B. ITEM X.A STAFF UPDATE ON THE REGULA nON OF PIGS Planning Director Margaret Hauth reported to the Board on staff observ~tions of the pet pig on Collins Avenue. She reported that inspections were made on four different occasions, at different times of the day, during sunny and rainy weather, and during temperatures ranging from 460 to the high 800' s. These inspections showed no indication of major water runoff and on the worst day odor being noticeable but not overwhelming (consistent with similar sized dog). Upon a motion by Commissioner Chavious, seconded by Commissioner Simpson, the Board moved to allow pot bellied pigs inside the Town limits but instructed that the pig owners were not to wash the pen down with a water hose, but instead dry rake the pen to clean it by a vote of 5-0. The motion was declared passed. C. ADDED ITEM BY COMMISSIONER SMITH Commissioner Smith reported on various activities of the Tourism Board and noted the number of visitors these activities brought into Town. (1) Native American Day - 2,700 people in attendance, (2) 18 Wrestling Teams - 800 people in attendance, (3) Horse Show - 750 people in attendance, (4) Candlelight Tour - 650 people in attendance, and (5) Bikefest '96 - 450 people in attendance. Smith commended the Tourism Board on their efforts. V. MANAGER'S REPORT -' Town Manager Eric Swanson reminded the Board of the Transportation meeting tomorrow at 11 :00 a.m. in the Town Barn. Manager Swanson reminded the Board that with the winter season coming upon us quickly, the FY 1996/97 Police budget projected the purchase of a used 4 wheel drive vehicle at $20,000. The Town received infonnation from the State Contracting Office this week making available new 4 Wheel Drive Explorer's at a price of $24,827. Swanson recommended that the Board proceed with purchasing the new vehicle and authorize the additional funds. The Board directed staff to prepare for the January 1997 Board Meeting a report of all Town employees who drive Town vehicles home and outline the mileage on the vehicles. Upon a motion by Commissioner Lloyd, seconded by Commissioner Chavious, the Board moved to approve the purchase of a new 4 Wheel Drive Explorer through State Contract and 3 ~ . . 018 authorized a budget amendment be made for the additional $4,827 by a vote of 5-0. The motion was declared passed. Swanson informed the Board that two paid firefighters have been hired by Orange Rural Fire Department and they have begun working. Mayor Johnson expressed his sincere appreciation to the Fire Fighter Committee for all of their hard work, and for making this possible. A. Report from the Interim Chief of Police concerning crime statistics near the proposed substation at Harper and Riddle Streets. Manager Swanson introduced Nathaniel Eubanks, Interim Police Chief Interim Chief Eubanks spoke to the Board presenting statistics on the crime in Northern Fairview for the past three years which he and Corporal Judy Jacobs, Community Policing Officer, had compiled. Eubanks presented statistics on murder, rape, robbery, assault, burglary, larceny, vehicle theft, and arson in this area since 1993. Almost 15% of these crimes in the Northern Fairview Community involved suspects that were between the ages of 16 and 20 years of age. Eubanks declared this suggests that youth development programs are an important part of breaking the crime/drug cycle in this area of the city. These calculations were derived from all incidents actually reported to have occurred on the following streets: Cornelius Street, Cleo Court, Dalton Street, Daye Street, Dixie Avenue, Faucette Mill Road, Harper Street, Hill Street, Homemont Avenue, Lawndale Avenue, Riddle Avenue, Torain Street, Rainey Avenue and Wildaro Court. Community Policing Officer, Corporal Judy Jacobs stated that the majority of the crimes reported for this period are drug related. Corporal Jacobs reported that, with the assistance of the Community Watch Committee in Fairview, she conducted a survey of the citizens in the community which indicates that the citizens are seeing the Police Officers in their area more often doing routine patrolling and feel this is helping to curtail some of the criminal activity. Commissioner Simpson commended Interim Chief Eubanks and Corporal Jacobs for the comprehensive report they presented. Ms. Dorothy Johnson told the Board that she has lived in the Fairview Community since 1958 and has seen a lot of crime in this area, but since the Police Officers have been seen more frequently in the area the situation has improved. She stated that there is still a need to keep the officers there to prevent the crime from increasing again. She told the Board that having the sign up and the criminal elements believing that a Police SubStation was coming has made a positive impact. 4 ~ . . 020 VI. REPORT FROM THE TOWN ENGINEER Town Engineer Tom Hartye gave a status report on all current water and sewer projects. A. Pump Station at Northside Mobile Park. Engineer Hartye provided to the Board history on the Northside Mobile Home Park Lift Station. In April and May of 1991 Tony Laws, property owner, appeared before the Town Board and requested permission to install small pumping station to serve the 18 spaces of the Trailer Park. He proposed to maintain the pumping station himself in order to not pay the perpetual maintenance fee usually paid to the Town when the Town is expected to service the pump. Mr. Laws asked the Town to maintain the line on the road right of way and he would maintain the lines within his trailer park. At the May 1991 Board Meeting the Town Attorney spoke against waiving the perpetual maintenance fee and stated this was a dangerous precedent. At that meeting the Board voted to enter into a contract with Mr. Laws which contained appropriate wording and specificity to state that Mr. Laws would maintain the pumping station located on his property. Further, having the contract state that any new owner of the property shall pay to the Town perpetual maintenance fees as appropriate. The Board had a split vote of 4-1. Hartye explained that in a letter dated November 15, 1996 Mr. Laws is now requesting the Town provide the perpetual maintenance services. Mr. Tony Laws addressed the Board stating now that the park is self-sustaining, he is requesting to pay the perpetual maintenance fee and complete the development plan agreement. Mr. Tony Whitaker, Civil Consultants, Inc., acting as Engineer for the Northside Mobile Park Project, described the existing pump station's capabilities. The Board directed staff to prepare an agreement between the Town and Mr. Tony Laws to be reviewed at the January 1997 meeting. Mayor Johnson called for a ten minute recess. Mayor Johnson reconvened the meeting at 9: 10 pm. vn. ITEMS FOR DECISION - CONSENT AGENDA A. Approval of the 1997 Board Meeting Schedule. Upon a motion by Commissioner Lloyd, seconded by Commissioner Smith, the Board moved to approve the 1997 Board Meeting Schedule by a vote of 5-0. The motion was declared passed. A copy of the 1997 Board Meeting Schedule is hereby made a part of these minutes as Attachment VII.A. 5 . . - 021 VIII. ITEMS FOR DECISION - REGULAR AGENDA A. Presentation of Pay and Classification Study and Policy Amendment Recommendations by Bob Crowder of the North Carolina League of Municipalities (REPORT ONL IJ. Town Manager Eric Swanson introduced Bob Crowder from the League of Municipalities who conducted the Pay and Classification Study. Bob Crowder suggested that a Pay and Class Study be conducted every three to five years to remain a competitive employer. Crowder reviewed his recommendations on the Pay and Classification Program and proposed amendments to the Personnel Policy. He posed several implementation options to the Board, but stated that since the infonnation used in this study was based on data which was current July 1, 1996, it would be most favorable if the changes could be made effective retroactive to July 1, 1996. Mayor Johnson thanked Mr. Crowder for his presentation. B. Approval ofa Resolution expressing the Board's intent for the Town to have a fair and effective Recruitment Program. Manager Swanson introduced the Resolution for the Board's consideration. He explained that this is being done in an effort to assist the Town's Department Heads in making the best hiring decisions, and to afford the Town the best qualified employees. Upon a motion by Commissioner Smith, seconded by Commissioner Lloyd, the Board moved to accept the Resolution expressing the Board's intent for the Town to have a fair and effective Recruitment Program as presented by a vote of 5-0. The motion was declared passed. A copy of the Resolution is hereby made a part of these minutes as Attachment VIII.B. C. Consideration of a Resolution to apply to the Bureau of Justice Assistance for a Local Law Enforcement Block Grant for funding to be used for equipment to enhance the reduction of crime and the improvement of public safety. Manager Swanson reminded the Board that this evening's Public Hearing was concerning the need for this Grant. Upon a motion by Commissioner Lloyd, seconded by Commissioner Simpson, the Board moved to approve a Resolution to apply to the Bureau of Justice Assistance for a Local Law Enforcement Block Grant for funding to be used for equipment to enhance the reduction of crime and the improvement of public safety as presented by a vote of 5-0. The motion was declared passed. A copy of the Resolution is hereby made a copy of these minutes as Attachment VIII.C. 6 - . II 022 IX. REPORTS A. Staff update on the regulation of pigs. This Item was moved to Item IV.B. B. Staff report on municipal population. Manager Swanson reported on staff's efforts to estimate the Town's population. Residential water usage was analyzed for the billing period of June IS-July 15, 1996. This date most closely coincides with the state estimate using June 30 boundaries. Staff's population estimate exceeds that of the State by 451 persons which translates into approximately $71,258 of revenue lost. Upon a motion by Commissioner Martin, seconded by Commissioner Smith, the Board instructed staff apply the sapte methodology to the 1990 census and if the results are the same, proceed with new census by a vote of 5-0. The motion was declared passed. C. Vision 2010 Comprehensive Plan update. Planning Director Margaret Hauth presented a Vision 2010 update proposal to the Board which includes a broader participation by "average" citizens. She reviewed the proposed process from conducting the first task force meeting in February, with a report on current status of the Vision 2010 to a hopeful adoption in spring of 1998. X. APPOINTMENTS A. Re-appointment of Sara McKee to serve another two year term on the Tourism Board. Upon a motion by Commissioner Smith, seconded by Commissioner Martin, the Board moved to re-appoint Sara McKee to serve another two year term on the Tourism Board by a vote of 5-0. The motion was declared passed. XI. CONTINUE MEETING TO TUESDAY. DECEMBER 10TH AT 11:00 AM TO DISCUSS TRANSPORTA nON ISSUES/CONCERNS Upon a motion by Commissioner Smith, seconded by Commissioner Simpson, the Board moved to continue the meeting to Tuesday, December 10th at 11 :00 a.m. to discuss transportation issues/concerns by a vote of 5-0. The motion was declared passed. k~ Donna F. Ray, Town Clerk 7 Town of .Hill~ I . Attachment VII.A 02"3 TOWN OF HILLSBOROU6H BOARD OF COMMISSIONERS 1997 MEETING SCHEDULE (*All meetings will be held in the Town Barn, unlessotherwise noted. Times and dates are subject to change.) Monday, January 13, 1997 Tuesday, January 28, 1997 Monday, February 10, 1997 Monday, March 10, 1997 Saturday, March 22, 1997 Thursday, March 27, 1997 Wednesday, April 9, 1997 Monday, April 14, 1997 Tuesday, April 22, 1997 Monday, May 12, 1997 Wednesday, May 14, 1997 Monday, May 19, 1997 Thursday, May 22, 1997 Regular Board Meeting (7:30) Quarterly Joint Public Hearing with Planning Board (7:00) Regular Board Meeting (7:30) Regular Board Meeting (7:30) Annual B9ard Goal Setting Retreat (8:30 am) (police Department Training Room) Meet with agencies requesting contributions from the Town of Hills borough. Opportunity for input from citizens on how they feel tax monies should be spent (7:30) Joint Public Hearing with Orange County Commissioners (7:30) *(Government Services Building) Regular Board Meeting (7:30) Quarterly Joint Public Hearing with Planning Board (7:00) Regular Board Meeting (7:30) Presentation of proposed budget Budget Work Session (7:30) Budget Work Session (7:30) Budget Work Session (7:30) 1 024 . Thursday, May 29, 1997 Budget Work Session (7:30) Monday, June 2, 1997 Budget Work Session (7:30) (Optional) Monday, June 9, 1997 Regular Board Meeting (7:30) Adoption of 1997-1998 Budget Monday, July 14, 1997 Regular Board Meeting (7:30) Tuesday, July 22, 1997 Quarterly Joint Public Hearing with Planning Board (7:00) Monday, August 11, 1997 Regular Board Meeting (7:30) Monday, September 8, 1997 Regular Board Meeting (7:30) Monday, October 13, 1997 Regular Board Meeting (7:30) Tuesday, October 28, 1997 Quarterly Joint Public Hearing with Planning Board (7:00) , Monday, November 10, 1997 Regular Board Meeting (7:30) .- Wednesday, November 12, 1997 Joint Public Hearing with Orange County Commissioners (7:30) *(Government Services Building) Monday, December 8, 1997 Regular Board Meeting (7:30) . 2 ATTACHHANT VIII.B "'S ,. . A RESOLUTION EXPRESSING THE BOARD'S INTENT FOR THE TOWN TO HAVE A FAIR AND EFFECTIVE RECRUITMENT PROGRAM WHEREAS, the Town of Hills borough endeavors to provide excellent service to the citizens of the Town; and WHEREAS, the Town of Hills borough utilizes its employees to provide these services~ and WHEREAS, the Board wishes to clarifY the process which the Town uses in recruiting new employees who will be performing the services the T own offers~ and WHEREAS, the Board desires to establish a system of recruiting and hiri?g employees free from inappropriate political influence~ based solely on the qualifications/merits of the job applicants; NOW, THEREFORE, THE BOARD OF COMMISSIONERS OF THE TOWN OF HllLSBOROUGH RESOL YES: Section 1. That the Board endorses the establishment of a formalized recruitment process and hereby directs the Town Manager to uphold the administration of this process. I Section 2 This resolution shall become effective upon adoption. NORTH CAROLINA ORANGE COUNTY I, Donna F. Ray, hereby certify that the foregoing is a true and accurate copy ofan ordinance duly adopted by the Board of Commissioners of the Town of Hillsborough North Carolina, at a meeting held on j)E(!J~mbPK. 2/91tat '7,'/S Pm at the Town Hall Office Complex in the Town of Hills borough. .'S- Mr~;, &- IlfjM I- ~/- 6#tII5 d:P-- IN WITNESS WHEREOF, I have hereunto set my hand and have caused the official corporate seal of said Town to be affixed, this the 3i1l day of ka;m~ ,1996. TOwn~ /. . I . ATl'ACHHENT VIII. C 0.2 6 A RESOLUTION TO APPL Y TO THE BURBA U OF JUSTICE ASSISTANCE FOR A LOCAL LA W ENFORCEMENT BLOCK GRANT FOR FUNDING TO BE USED FOR EQUIPMENT TO ENHANCE THE REDUCTION OF CRIME AND THE IMPROVEMENT OF PUBLIC SAFETY WHEREAS, the Town of Hills borough endeavors to provide public safety and enhance the reduction of crime in our community~ and WHEREAS, various law enforcement equipment is necessary to provide these services; and WHEREAS, The Town of Hills borough held a public hearing on December 9, 1996 at the Town Office Complex and encouraged public attendance and participation, aild WHEREAS, The Town of Hills borough has established an Advisory Board; NOW THEREFORE BE IT RESOL VED by the Town of Hills borough Board of Commissioners that the Town will follow the Special Conditions outlined in the grant as follows: · The Town of Hills borough agrees to comply with the financial and administrative requirements set forth in the current edition of the Office of Justice Programs (OJP) Financial Guide. . The Town of Hills borough agrees to provide information required for the evaluation or assessment of any activities within this project. · The Town of Hills borough agrees to provide $1,195 over the grant period in a cash match. Adopted this the 9th day of December, 1996. NORTH CAROLINA ORANGE COUNTY I, Donna F. Ray, Town Clm for the Town ofHillsborough, do hereby certifY that the foregoing is a true and accurate copy of the Resolution approved by the Hillsborough Board of Commissioners at their December 9, 1996 meeting which will be recorded in the Town ofHillsborough Minute Book Number 5. IN WITNESS WHEREOF, I have hereunto set my hand and have caused the official corpomte seal of said Town to be affixed. this the 9th day of December, 1996. AYES: 0' NAYS;-O- ABSENT OR EXCUSED:e- ./