HomeMy Public PortalAbout03-22-1997 Session
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MINUTES
HILLSBOROUGH TOWN BOARD
March 22, 1997
8:00 AM., Hillsborough Police Department Training Room
The Hillsborough Town Board met at their annual goal setting retreat Saturday, March
22, 1997 at 8:30 AM. in the Police Training Room of the Hillsborough Police Department.
Present for the Board meeting were Mayor Horace Johnson, Commissioners Kenneth Chavious,
Richard Simpson, Remus Smith, Evelyn Lloyd (who arrived after Lunch), and Catherine Martin.
Staff present were Town Manager Eric Swanson, Town Clerk Donna Ray, and Facilitator
Charlie Home. Other Department Heads present were Planning Director Margaret Hauth,
Sanitation Superintendent Pete Champion, Town Engineer Tom Hartye and Interim Police Chief
Nathaniel Eubanks.
Mayor Johnson called the meeting to order at 8:40 AM.
I. INTRODUCTION
Town Manager Eric Swanson introduced Charlie Home, Chatham County Manager. Mr.
Home was the facilitator for the Retreat.
Mr. Home reviewed the printed Retreat Agenda and requested that the Board approve the
Agenda. By consensus, the Board approved the Agenda as presented.
Mr. Home then reviewed the established "ground rules" for the Retreat and asked that
each Board member agree to adhere to these rules. By consensus, the Board approved the
"ground rules" as established.
II. FINANCIAL REPORT
A. 1997 Valuation
Town Manager Eric Swanson reviewed the 1997 valuation figures with the Board.
Swanson presented financial data on the tax rate, fund balance, General Statute required fund
balance, and the Town's position therein from ]984 to the present. Swanson stated that the
current fund balance is as low as he would like to see it and made the recommendation to the
Board that all possible efforts be made to increase the fund balance. A copy of valuation
financial analysis is hereby made a part of these minutes as Attachment ILA
Commissioner Smith stated that he would like to see the fund balance maintained at
around $700,000.
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Mayor Horace Johnson suggested increasing the fund balance to buffer for unexpected
expenses, i.e. Hurricanes, tornados, etc.
Commissioner Martin stated she felt it would be good to maintain the fund balance at the
$700,000 level and suggested a .45 to .46 tax rate.
Manager Swanson suggested dedicating $54,600 to the fund balance.
Commissioner Chavious suggested leaving the tax rate at .50 for the fund balance and
necessary projects.
Mayor Johnson mentioned the need for a generator for the police building.
Commissioner Martin asked the Board to consider trimming the tax rate some to give
some consideration to citizens while using the funds for needed projects.
Commissioner Simpson expressed his desire for the Town to give consideration to the
citizens by offering them something they can see. He stated the Board should be careful in the
decision it makes and minimize the rate as much as possible.
Town Manager Swanson informed the Board that the Town would be proceeding with
the final increase of the three stage water increase to support the reservoir development. The
Board agreed, by consensus, with the 3 step water/sewer increase.
B.
Privatization
Manager Swanson presented a sanitation analysis on privatization. Swanson offered
three options for the Board's consideration:
1. Leaving the Sanitation Department as it currently exists with 7 1;2 positions, 3
garbage trucks, 1 dump truck and I pick up truck with an annual expense of
$413,579.
2. Same as Option 1 with 6 positions (moving I 1;2 positions to the Street
Department to fill currently vacant positions) with an annual expense of
$373,933.
3. Privatization of residential collection, continuing in-house commercial collection
with 2 positions, 1 garbage truck, and I dump truck with an annual expense of
$317,577. This option would also provide revenue from the sale of2 garbage
trucks and 1 pickup truck: estimated $24,000.
Commissioner Martin expressed her concerns with Option 3 noting nervousness about
contracting. She felt the Town would lose control of the service provided. Martin was also very
concerned with the loss of jobs for six employees.
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Commissioner Simpson stated that times are changing and that the Town needs to
change with them. He stated that the Board needs to focus on what is best for the majority of the
citizens' future.
Mayor Johnson stated that his major concern was with the two employees who are
currently in the Sanitation Department who may not be able to find other employment due to
their limitations. The Mayor stated that the other employees can go with BFI, if possible, or find
other jobs without too much problem. Mayor Johnson stated that Option #3 would be a savings
to the Town.
Commissioner Chavious said that he too was concerned with these two individuals and
was proud to see them working. Chavious asked how missed pickups would be handled.
By consensus, the Board directed the Town Manager to obtain answers to the following
questions from BFI:
1. How many of the Town's employees could they be counted on to hire?
2. How would they handle "missed pickups"?
The Board also directed the Town Manager to obtain copies of similar types of contracts
currently being used by other municipalities for their review.
m. TOWN BOARD ISSUES DISCUSSION
. Facilitation Charlie Home requested each Board Member and the Mayor list a couple of
issues they would like for the Board to discuss.
Commissioner Chavious added the following two issues to the Agenda:
1. Town employees' quality of work and accountability/Assistance for the
Town Manager in the monitoring of employees.
2. Board Members speaking with the media.
Commissioner Martin added the following two issues to the Agenda:
1. Traffic lights on Churton Street.
2. Quality and Prognosis ofN & K Street and City Park.
Mayor Johnson added the following issue to the Agenda:
1. The Board staying focused on issues and not personalities.
Commissioner Smith added the following three issues to the Agenda:
1. Parks (Identifying priorities and funding).
2. Instructions to Legislative Delegation - Board's desires regarding
annexation and taxation.
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3. TJCOG Drug Testing
Commissioner Simpson added the following two issues to the Agenda:
1. Growth (direction of growth).
2. Use of the Board Meeting time clock.
Manager Swanson added the following issue to the Agenda:
1. Cruising and Curfew Ordinances
Facilitator Charlie Horne revised the Agenda to include the added items. Board
discussion ensued on each item.
Town employees' Quality of work and accountability/Assistance for the Town Manager in the
monitoring of employees,
· Water Plant needs cleaner appearance.
· Concern for employees working alone at the plants on 3rd shift.
· Board needs to address the quality of work and employee accountability (Assistant for
the Town Manager to make sure employees are doing what they are supposed to be
doing).
· Some Town employees riding around in Town vehicles don't appear to be going to or
from job sites.
Mayor Johnson suggested that the use of a vehicle log book might be one way to monitor
vehicle use. Johnson also requested information of which employees take Town vehicles home.
Town Manager Eric Swanson suggested the possible need for a Public Works Director.
He stated that the Town is growing and it is increasingly difficult for him to represent the Town
at meetings for which it is necessary and still oversee some areas. Several issues need the
attention of a Public Works Director: street drainage, street system, and oversee others.
Commissioner Simpson asked how well the Town's supervisors have been trained in
supervISIon.
Board Members speaking with the media.
· Statements should be made as the Board Member's own opinion.
· Issues requiring media coverage should be directed to the Town Manager.
· Personnel issues can never be discussed with the media.
Commissioner Chavious reminded the Board that dispensing personnel information
could lead to litigation.
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Commissioner Smith stated that Board Members should just refrain from responding to
what someone says and refer the media to the Town Manager.
. Traffic lights on Churton Street.
· Work for better highways/possible bypass.
Mayor Johnson informed the Board that NCDOT has improved the light switching in the
recent past.
Quality and Prognosis ofN & K Street and City Park.
· Prioritize and plan for funding. The Parks and Recreation Committee is working on this
Issue.
· New development/open space.
· Town Manager gave update on the Eno Park development.
· Referendum would give the citizens up front information on expenses.
Commissioner Martin stated that the decision needs to be made as to where the Board
desires to have parks and when so that funds can be allocated and the Town can begin to plan for
the future.
Mayor Johnson mentioned that the McPherson property could be used a'5 parkland.
. Commissioner Simpson stated that the Parks and Recreation Board needs to provide the
Town Board with a budget for their consideration. He said that the Town Board needs to be
made aware before any action is taken.
Commissioner Smith also mention the need for some trees to be planted this year along
Hwy 86 at the Eno River Park.
The Board staying focused on issues and not personalities.
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Board members need to be cautious in making personal comments.
Stay focused on the present and future, not dwelling on the past.
Remember that all Board Members have a right to their own opinion and have their own
vote.
The use of the three minute time clock will be voted on before put into use for
controversial discussions by the Board.
The use of the three minute time clock will used without a vote during Public Hearings
for citizen/speaker comments.
Board Members need to support each other and show respect for each other.
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Commissioner Chavious announced noticing big changes for the better since he had
come on the Board. He stated that everyone has their own opinion, but they need to make
decisions for the Town without personalizing or feeling that the issues are personal.
Parks (IdentifYing priorities and funding).
(This item was addressed under the discussion ofN&K Street and the City Park.)
Instructions to Legislative Delegation - Board's desires regarding annexation and taxation.
By consensus, the Board directed the Town Manager to write to the Legislative
Delegation to present the Boards position on current annexation laws, the proposed 3 Stage
Graduated Drivers License System, tax package which has not been introduced yet, League
priorities, fire inspections and installment financing.
TJCOG Drug Testing
Commissioner Smith pointed out that the testing is working with governments across the
region and they are finding employees who are using illegal substances while working.
GrowthlEconomic Development
Commissioner Simpson suggested a study of available land and questioned whether or
not the rules and regulations are too stringent. He stated that the Town claims they want industry
but doesn't act accordingly.
Mayor Johnson requested reports from Orange County on who Economic Development
staff are talking to regarding development. Johnson stated that the Industrial Park is not built
out. The Mayor asked who the Town could plug in with to make things happen.
Commissioner Chavious commented that more regular meetings with the County might
be a good first step.
Town Manager Swanson stated that this might be a good topic for the April meeting with
the County officials.
By consensus, the Town Manager was directed to have this added to the April 9th Agenda
for the joint meeting with Orange County.
Commissioner Smith suggested that at the April 9th meeting maps be presented showing
economic development commercially zoned property which is available.
Use of the Board Meeting time clock.
(This Item was covered under the discussion on the need for the Board to stay focused)
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Cruising and Curfew Ordinances.
By consensus, the Board directed the Manager to place this Item on the Agenda for the
next Board Meeting.
Mayor Johnson recessed the meeting at 12:30 PM for a lunch break.
LUNCH
Mayor Johnson reconvened the meeting at 1 :00 PM.
IV. DEPARTMENT REPORTS
A. Planning: Land Availability: Comprehensive Plan
Planning Director Margaret Hauth presented the Planning Department's Annual
Work Plan to the Board.
· Planning Director Hauth informed the Board that the Chapter 11 of the
Town Code (Conditions Dangerous or Prejudicial to Public Health)
provides for enforcement of unkept yards and junked cars. By Consensus,
the Board directed the Planning Director to proceed with enforcement of
the Town Code.
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Planning Director Hauth informed the Board that the department will be
amending Section 8 of the Zoning Ordinance to more closely regulate
signs in the Historic District and prohibit neon signs. By consensus, the
Board directed staff to have the no parking signs in the Town Annex
parking lot lowered.
· Planning Director Hauth stated that the question before the Planning
Board for their recommendation of what is best for Hillsborough (6,8 or
10 dwelling units per acre) is still unanswered. The Planning Board is
unwilling to make a decision on Multi-Family Zoning based on the
information given by the contractor.
Manager Swanson recommended that if the Planning Board does not give
a recommendation within the requested time frame, the Town Board make
that decision.
By consensus, the Board directed the Planning Director to obtain an
answer from the Planning Board.
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· Hauth informed the Board that she will be assisting the census workers
with the Special Census.
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Hauth listed other items on the Planning Department's workplan as being:
Annual Report;
Update and Distribute Design Guidelines;
Update of landscapinglbuffer regulations;
Revision of Vision 2010;
Study amending the Historic District boundaries;
Lighting limits;
Preparation for the Christmas Candlelight Tour; and
Update of Conditional Uses
B.
Police: Law Enforcement Update
Interim Police Chief Nathaniel Eubanks presented the Police Department's
annual workplan. He told the Board that training would hold a major emphasis
for the Police Department during FY 97/98. He listed such training as being:
SrtJSniper Training
Basic SWAT
Advanced SWAT
High Risk Warrant/Hostage Negotiation Class
Investigation Courses
NC Narcotics School Conference
Continuing Adopt-A-Cop
Advanced Narcotics School
Drivers Training (Chase)
Vision Software Training
Chiefs Annual Conference
Honor Guard
K-9 School
Other Police Department initiatives are:
Reserve Program
Recognition of Merit Awards
Creation of Joint Community Partnership Board
Continuation of friendly objectives through Community
Policing/Incorporate D.A.R.E.
Organization of Career Plan
Promote one Officer for Detective Division
Hiring of two Officers for Patrol
Purchase New Vehicles
Continue Baseball Card Program
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Acquisition of computer for Chief
Dayshift Officer to frequent downtown local businesses
Purchase 3 new pistols for Reserve Officers
New File System for Archives
Two-way walkies with shoulder mike
Black and white silent partner III (video system camera for cars)
By consensus, the Board directed the Interim Police Chief to prepare justification
for a new Detective position.
Commissioner Smith expressed his concerns with pistols being used by the
Reserve Officers.
Mayor Johnson introduced Police Sergeant/Special Projects Judy Jacobs, Community
Policing Officer. Officer Jacobs addressed the Board and confirmed the Fairview
Community's desire to have a Community BuildingIPolice Substation in their
community.
After much discussion, Manager Swanson stated that many of the "non-substation" issues
will be taken care of by the Town such as street lighting, no parking signs, and street
marking.
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By consensus, the Board directed Officer Jacobs to obtain information from other
municipalities who have experienced the same problems as the Fairview Community and
how they were able to solve these problems.
Manager Swanson requested, in the sake of time, for the Cruising and Curfew Item be
moved to the April Meeting. By consensus, the Board approved the request.
C. Engineering: Reservoir Progress Update
· Town Engineer Tom Hartye presented the Board with the Northwest
Water Main Improvements Bid Tabulations. A copy of the Bid is hereby
made a part of these minutes as Attachment IV. C.
Upon a motion by Commissioner Smith, seconded by Commissioner
Lloyd, the Board moved to approve the low bid from Ramey, Inc. from
Winston Salem, NC in the amount of $426, 134 by a vote of 5-0. The
motion was declared passed.
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Engineer Hartye reviewed the workplan for Raw Water (Reservoir).
Design
401/404 Permitting
Land Purchase
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Construction Permits (Dam Safety)
Bidding
Construction
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NEXT STEPS
Next steps were identified as:
1. Park Plans - Prioritization with financial figures
2. Fairview Community Substation - Town Manager and others to do site
visits and make recommendations with costs using comparative data.
VI. CRITIOUE OF THE RETREAT
IlllW;!!t;tfll'i,'~f4~tfr!i:!i~ioi!@J!1i;,~!;~i~';'fi~ti!i@~ID!ocfQf~tJ,.~t'~~i[,:t;itli,I,;m;~f;;jj~;!!['ftl;[jj,[i1iiii:lt!f';'~1
DONE WELL NEED S IMPROVEMENT
Food good; plenty to go PI an retreat so every
around person can parti cipate
Board Members bei ng able Mid- Year Retreat
to contribute two Issues for
di SCUSSIon
Open Sessi on Be cl ear on I ssues before
acti ng
Helpful to hear each others
ideas
Good Participation
Board worked wel I
together
VII. ADJOURN
Upon a motion by Commissioner Smith, seconded by Commissioner Chavious, the Board
moved to continue the meeting to March 27, 1997 at 7:30 PM in the Town Barn by a vote of 5-0.
The motion was declared passed.
Respectfully submitted,
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Town
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Attachment II.A
087
MEM)
To : Eric Swanson, Town Manager
From: Sherry Cart~ Finance Director
Subject: 3/22/97 Board Retreat
Date: March 14, 1997
Since I will not be present at the 3/22/97 Board Retreat, I make the following
available for your information:
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1996 tax assessed valuation------------ $226,631,000
1996 tax rate ------------------------- $ .50/100
1996 tax levy ------------------------- $ 1,133,155 @96% collection=$1,087,500
1996 1~ tax --------------------------- $ 22,663 @96% collection=$ 21,757
1997 proposed tax valuation------------ $273,000,000
1997/no tax rate change --------------- $ .50/100
1997 proposed tax levy----------------- $ 1,365,000 @96% collection=$1,310,400
1997 1~ tax --------------------------- $ 27,300 @96% collection=$ 26,208
1997 proposed tax valuation------------ $273,000,000
1997 tax rate @ 1996 level ------------ $ .4151/100
1997 proposed tax levy----------------- $ 1,133,223 @96% collection=$1,087,894
1997 1~ tax --------------------------- $ 27,300 @96% collection=$ 26,208
We have worked very hard over the past 12 years to better the financial position for
the Town. As shown by the chart below, our General Fund fund balance was below the
level required by N. C. General Statute in the mid 1980's. Re-evaluations in 1988
and 1993 helped tremendously even though the tax rate was lowered each time. There
were several years in which the Town Board even designated lit or 21t of the tax rate
just to help build the fund balance. Ideally, we should maintain a minimum fund
balance of 90 days' operating costs. While we reached that plateau in 1994 we have
experienced a downward trend in 1995 and 1996 due to incurring new capital expenses
(police station, Town Hall annex, roll-out containers, etc.) without increasing the
tax rate.
Year Tax Rate Fund Balance Required/Statute Excess/(Deficit)
1984-85 .40/100 $ 68,203 $ 77,130 $ (8,927)
1985-86 .43/100 64,801 70,291 (5,490)
1986-87 .49/100 114,704 52, 777 61,927
1987-88 .45/100 129,893 73,061 56,832
. 1988-89 .45/100 327 ,067 111 ,459 215,608
1989-90 .45/100 524,796 138,046 386,750
1990-91 .48/100 715,271 133,680 581,591
1991-92 .48/100 683,917 118,347 565,570
1992-93 .51/100 639,126 124,762 514,364
137 North Charton Street " P.O. Box 429 · Hillsborough. North Carolina 27278
919."732-2104 '~ Fax: 919-7.12-1028
Eric Swanson
March 14, 1997
Page 2
(continued)
Year
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1993-94
1994-95
1995-96
Tax Rate
.485/100
.485/100
.485/100
Fund Balance
$939,735
822,610
649,817
Required/Statute
$ 92,381
183,038
197,384
Excess/(Deficit)
$847,354
639,572
452,433
As you can see by the chart below, the water fund has also come a long way since the
mid 1980's in building up its fund balance. A rate increase in 1988 for the Durham
Water Line and 2 water tanks showed a gradual fund balance increase over the next
5 years because this money was held in reserve. In 1992-93 the projects were begun
and the fund balance saw a decline even though two rate increases went into effect.
1996 shows an increase of $44,024 over 1995 but $95,657 was placed in reserve for
the future indebtedness of the reservoir.
Year Water/Sewer Rate Fund Balance
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1984-85 $1.60/$1.60 $ 145,68~
1984-86 $1.60/$1.60 101,951
1986-87 $1.60/$1.60 207,755
1987-88 $1. 90/$1. 90 463,606
1988-89 $1.90/$1.90 833,011
1989-90 $1. 90/$1. 90 1,060,524
1990-91 $1.90/$1.90 1,094,131
1991-92 $2.00/$2.35 1,347,788
1992-93 $2.15/$2.60 948,003
1993-94 $2.15/$2.60 1,266,175
. 1994-95 $2.15/$2.60 1,348,251
1995-96 $2.49/$2.73 1,392,275
Current 1996-97 rates are $2.88/$2.87
A lot of positive changes have occured over the past 4-5 years but it has had an
effect on our fund balances, especially the general fund. Hopefully, we will not
only stop this downward trend but strive to build the fund balance back to a higher
level of securi ty .
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