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Home My Public Portal About02-07-1998 Session . 4tl '.1 MINUTES HILLSBOROUGH TOWN BOARD February 7, 1998 8:00 A.M., Hillsborough Police Department Training Room The Hillsborough Town Board held their annual goal setting retreat Saturday, February 7, 1998 at 8:30 A.M. in the Police Training Room of the Hillsborough Police Department. Present for the Board Retreat were Mayor Horace Johnson, Commissioners Kenneth Chavious, Richard Simpson, Frances Dancy, Catherine Martin and Evelyn Lloyd (who arrived after Lunch). Staff present were Town Manager Eric Peterson, Town Clerk Donna Armbrister, and Finance Director Sherry Carter. Other Department Heads present were Planning Director Margaret Hauth, Sanitation Superintendent Pete Champion, Street Superintendent Clem Johnson, Fleet Supervisor/Mechanic John Cook, Town Engineer Tom Hartye and Police Chief Nathaniel Eubanks. Mayor Johnson called the meeting to order at 8:30 A.M. Town Manager Eric Peterson reviewed the guidelines for the meeting FINANCEIBILLING & COLLECTIONIMETER READING Finance Director Sherry Carter reviewed the department's new goals and proposed budget requests which included: In FY99 - · Computer enhancements · Replacement of Meter Reading truck · Increasing the number of water customers using bank draft payment · Cross training the full-time Collection Clerk in water/sewer billing and handling customer problems/complaints · Begin computerized payroll bank drafts for employees · Voice Mail for the Street Department · Adoption of proposed Financial Policies · Increase fund balance and maintain it at a higher level In FYOO - · Computer software upgrades, new file server, two new personal computers, one printer, one high-speed printer and the software and hardware for bar code scanning for water bills · Replacement of Meter Reading truck · Upgrading part-time Collection Clerk to full-time · Hiring a partl-tirne Meter Reader . 1 .. !9S' . In FYOl - · Computer software upgrades and the hardware/software for a document scanning and imaging storage system · Purchase of two touch-read meter reading devices. · Development of a Purchasing Department · Upgrade part-time Meter Reader position to full-time ADMINISTRA TION Town Manager Eric Peterson and Town Clerk Donna F. Armbrister reviewed the department's new goals and proposed budget requests which included: In FY99 - . . . . . . . . . . . Replacement of the Town Annex copier On-going training for Town Clerk Investigation of feasibility of contracting an engineering fIrm to update and amend cemetery maps Purchase and installation of CodeMaster software Development of an in-house Supervisory Training Program Development of a Mandatory Sensitivity Training Program for all Town Employees Investigation of maintaining the Town's Web page in-house Pursuing the GFOA Distinguished Budget Presentation A ward for FY99 Conducting a Citizen Guidance Survey mailed to all residents to assess the Town's services, determine what the community likes, dislikes, and wants to see from Town Government Options to consider upon the Retirement of the Street Superintendent which is tentatively scheduled for January], 1999 In FYOO and FYO 1 - · Continue improvements to the Town's Financial Plan format for use in evaluating organizational performance and anticipating potential problems as well as opportunities that may occur in the future · Development of performance or benchmark indicators to evaluate the efficiency and effectiveness of different departmental tasks and operations STREET DEPARTMENT Street Superintendent Clem Johnson reviewed the department's new goals and proposed budget requests which included: In FY99 - . Street re-paving projects: East Queen St., Lawndale Dr., Warner Ln., Cheshire Dr. Landscaping and beautifIcation of downtown area Purchase new riding mower . . ~ 2 . . ~ · 299 · Purchase of backhoe · Purchase of pickup truck · Replacement of old surplus van for moving prisoners with a pickup truck In FYOO and FYO 1 · Pave/re-pave: Maplewood Ln., Hill St., Cameron St., West Orange St., West Union St. · Extension of Lattimer St. Mayor Johnson stated that the Lattimer St. extension is no longer an option which is being considered. SANITATION DEPARTMENT Sanitation Superintendent Pete Champion reviewed the department's new goals and proposed budget requests which included: In FY99 - · Purchase of a grapple loader · Consideration of a work release program to retain the best inmates · Request to reinstate one of the Sanitation I positions which was eliminated in the FY98 Budget process · Replacement of the 1978 track loader/bulldozer In FYOO-O 1 - · Purchase of a new garbage truck and rotate the current unit to a backup status MOTOR POOL Fleet Maintenance Supervisor/Mechanic John Cook reviewed the department's new goals and proposed budget requests which included: In FY99 - · Additional work space · Upgrade part-time Mechanic's Helper position to full-time · Implementation of an equipment replacement program PLANNING DEPARTMENT Planning Director Margaret Hauth reviewed the department's new goals and proposed budget requests which included: In FY99, FYOO, and FYO]- · Provision of a vehicle for the position of Fire Inspection · Additional Personnel: 3 ~ 300 Development Coordinator - to be shared between the Planning Department and the Town Engineer's Office · ReclassifY the existing Code Enforcement Officer position to a Planner I · Major projects discussed: River Park, Murray St. Pocket Garden, Fairview: Active Sports Complex, River Walk, Walkways · Consideration of a Park Planner position The Board directed the staff to write a letter from the Mayor to the Orange County Board of Commissioners requesting assistance in code enforcement within the ETJ. The Board directed Planning Director Margaret Hauth to contact the State to determine if there are options available to speed up the Fire Inspector Level III Certification. POLICE DEPARTMENT Police Chief Nate Eubanks reviewed the department's new goals and proposed budget requests which included: In FY99 - . . . . . . . . . . Vehicle replacements Vehicle additions Additional Personnel: Full-time Secretary Part-time Secretary Purchase of a Generator Use ofthe expanded Community Policing Program to target problem and key areas needing additional law enforcement presence in Hillsborough Conducting a citizen survey at least twice per year to solicit ideas and suggestions on how to better serve the neighborhoods Purchase one video camera unit per year until all the vehicles are equipped with the units Train an in-house radar instructor to increase the number of radar certified officers by making the training more convenient and less expensive Community Policing- - Implement a mentor program such as a "big-brother/big sister" - Weekly In-School at Risk Kids Meetings - Offer flu shots for senior citizens - Offer firearm safety classes for citizens In FYOO-Ol - · Replace or add vehicles as needed · Install mobile data terminals upon purchasing new vehicles · Insure all patrol officers are intoxilyzer and radar certified · Hire two additional officers . 4 . .. 301 · Hire a part-time Office Assistant position for weekends · Train all the officers in the law enforcement records management system · Attempt to acquire a site to build a firing range for firearms practice and qualification, in or near Hillsborough UTILITY DEPARTMENT Town Engineer Tom Hartye reviewed the department's new goals and proposed budget requests which included: In FY99 - . . . . . . . . ~ . . . Construction of Reservoir Sewer Rehabilitation - continue lift station rehabilitations Orange Grove Road Sewer Outfall - install gravity sewer line to immediately eliminate 3 lift stations and eventually 2 more Water Treatment Plant Study - to provide plan and budget costs for the upgrade ofthe existing plant and the future plant expansion Small Water Line Replacements - replace lines less than 6 inches in diameter Tanks project - includes two new tanks and transmission mains along with 3 pump stations Residuals Storage Tank - wet weather storage and digestion capacity for Wastewater Treatment Plant Sludge Wastewater Treatment Master Plan - an update to the 1987 Sewer master Plan to include planning for future wastewater treatment capacity with locations and budget cost figures Filter Pump ReplacementJUpgrade - for pressure filters at the Wastewater Treatment Plant Purchase of3 Aerators as replacements at the Wastewater Treatment plant Additional Personnel: Development Coordinator - position to be shared with Planning Department In FYOO - · Water Plant Preliminary Design · Old NCl O/NC86 Loop line across 185 · Purchase new Filter for Wastewater Treatment Plant · Purchase Sewer Camera Equipment - needed for inspection of failing sewer lines In FYOl - ~ . Water Plant Design and Construction Influent Bar Screen Conveyor to replace failed equipment which removes and lifts large objects removed from the waste stream by the bar screen . 5 . ~ . .. 302 BOARD ISSUES The Board discussed the need for the Town Engineer position to have a Town vehicle. The Board commended the Town Manager on the Agenda presentation and expressed their appreciation for the advanced information. By consensus, the Board agreed that action needs to be taken on the problems which exist in the Fairview area. The Board directed the Town Manager to inform the Police Chief that police presence is not visible in Fairview. The Board discussed the current process it follows when making nominations to various Boards and Commissions. By consensus, it was agreed that once a nomination is made and seconded, all other Board members will still have an opportunity to make additional nominations before the vote is cast. ADJOURN Upon a motion by Commissioner Chavious, seconded by Commissioner Dancy, the Board moved to adjourn by a vote of 5-0. The motion was declared passed. ~ Respectfully submitted, Donna F. Annbrister, Town Clerk 6