HomeMy Public PortalAbout05-08-2000 Regular Session
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MINUTES
HILLSBOROUGH TOWN BOARD
May 8, 2000
7:30 PM, Town Barn
The Hillsborough Town Board held a regular meeting on May 8, 2000 at 7:30 PM in the
Hillsborough Town Barn. Present for the Board Meeting were Mayor Horace H. Johnson, Sr.,
and Commissioners Kenneth Chavious, Frances Dancy, Evelyn Lloyd, Mark Sheridan, Brian
Lowen. Staff present were Town Manager Eric Peterson, Finance Director Sherry Carter, Town
Clerk Donna Armbrister, Planning Director Margaret Hauth, Public Works Director Pete
Champion, Street Supervisor Ricky Bullock, and Police Chief Nathaniel Eubanks.
1. PUBLIC CHARGE
Mayor Horace H. Johnson, Sr., read the Public charge.
2. ADDING ITEMS TO THE PRINTED AGENDA
Mayor Johnson added a Resolution Supporting House Bill 1396 as Item 9.B.
The Board agreed to move Item S.D on the Agenda to be heard after Item S.B and IO.E on the
Agenda to be heard after Item S.D.
2. AUDIENCE COMMENTS
A. Matters on the printed agenda
There were no audience comments.
B. Matters not on the printed agenda
There were no audience comments.
4. PROCLAMATION
A. Proclamation of April 30 through May 6, 2000 as Municipal Clerk's Week
B. Proclamation for Flag Day
By consensus, the Board approved both Proclamations as presented. Copies of the Proclamations
are hereby made a part of these Minutes as Attachments.
5. REPORTS
A. Report form Patricia Copeland, the Town's Representative on the Orange County
Disability Awareness Council
Ms. Patricia Copeland was not present at the meeting; therefore this Item was tabled to a time to
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be announced at a later date.
. B. Roger Smith, Co-Chair ofthe CROP Walk Committee will address the Board
Mr. Roger Smith, Co-Chair of the CROP Walk Committee thanked the Board and Town Staff for
their support and assistance with this year's CROP Walk. He noted the exceptional help he had
received from the Town's Community Policing Division.
Item D. Moved up on Agenda -- Presentation of the Street Re-Paving Plan
A team of five Master of Public Administration Students from UNC-Chapel Hill addressed the
Board and presented a Ten-Year Re-Paving Plan for the Town. The team consisted of Emily
Crowder, Amy Gorely, Laura Heyman, Jim Klingler, and Kelley O'Brien. The group assessed
the streets by documenting the prevalence of eight factors that deteriorate the integrity of the
street. These streets were then ranked according to the prevalence of damaging factors and
placed in an appropriate re-paving year. Additionally the costs for the re-paving were
incorporated into a ten-year financial plan. By using this plan as a flexible guide over the next ten
years, Hillsborough will have a more equitable and efficient way to determine which streets need
re-paving. A copy of the Ten-Year Re-Paving Plan is hereby made a part of these Minutes as an
Attachment.
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Item 10.E Moved up on Agenda -- Consider Approval of Request to Transfer Control and
Ownership between AOL, Inc. and Time-Warner Cable, Inc. and Media One (AT&T)
Mr. Robert Sepe, Information Service Manager with the City of Raleigh, reported to the Board
that the proposed transaction would not result in the assignment of the franchise to a new entity
but rather alter the ownership (stock) and control (management) of Time Warner, Inc. (Time
Warner). The new company will be AOL-Time Warner.
Sepe stated that the Town of Hillsborough, along with all the other municipalities in the area,
must either approve the merger as presented, or approve the merger with certain conditions.
Sepe informed the Board that he would have additional information on this merger later in the
month and he would keep the Town informed.
By consensus, the Board moved to table this Item until further notice.
C. Presentation of the Proposed FYOl Budget & FYOI-03 Financial Plan
Town Manager Eric Peterson presented the Proposed FYOl Budget & FYOI-03 Financial Plan for
the Board's consideration. He stated that for the first time in several years the situation in the
General Fund clearly appears to be improving. While still notably lower than the state average
for municipalities of its size, Hillsborough's General Fund balance has grown stronger. The
. General Fund will still require several years of tough and well thought-out decisions to stabilize
its operational and financial positions, though there is now some light at the end of the tunnel.
Manager Peterson is recommending a 5~ property tax increase for FY01.
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Peterson reported that despite the large amounts of cuts and deferments, restricting personnel
growth to a minimum, and reducing the contingency appropriations low levels, a large fund
balance appropriation is still needed to balance the FYOl Water/Sewer Fund budget. It would not
be an exaggeration to say the Water/Sewer Fund is on the brink of a financial crisis. It will be
crucial for the Board to study this situation carefully. Failure to take appropriate action in FYOl
could have a variety of devastating long-term impacts on the Town.
The recommended budget calls for 15.0% increases in both water and sewer rates, as well as
substantial increases in Capital Facility Fees to help ensure that new development is paying its
fair share. In addition, after reviewing the long-term needs of the system it is likely that
customers can expect rate increases each of the next several years. While this is not a palatable
situation it is the only responsible way to maintain the system, provide reasonable services to
citizens, and keep the fund financially solvent.
6. APPROVAL OF THE MINUTES OF THE APRIL 10TH TOWN BOARD MEETING
AND THE APRIL 25TH QUARTERLY JOINT PUBLIC HEARING WITH THE
PLANNING BOARD
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Upon a motion by Commissioner Dancy, seconded by Commissioner Lloyd, the Board moved to
approve the Minutes of the April 10th, 2000 Town Board Meeting and the April 25th, 2000
Quarterly joint Public Hearing with the Planning Board as presented by a vote of 5-0. The
motion was declared passed.
7. REPORT FROM THE TOWN MANAGER
Town Manager Eric Peterson reported that the Town's Web Page has received 200-250 hits each
week for the past six weeks. .
8. REPORT FROM THE TOWN ENGINEER
Town Engineer Kenny Keel was not present for the meeting, therefore, there was no Engineer's
Report.
9. ITEMS FOR DECISION - CONSENT AGENDA
A. Miscellaneous Budget Amendments
Upon a motion by Commissioner Dancy, seconded by Commissioner Lloyd, the Board moved to
approve the Miscellaneous Budget Amendments as presented by a vote of 5-0. The motion was
declared passed. A copy of the Budget Amendments is hereby made a part of these Minutes as an
Attachment.
Added Item B. Resolution Supporting House Bill 1396
. By consensus, this Item was tabled to the May 15th, 2000 Board Meeting for consideration.
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10. ITEMS FOR DECISION - REGULAR AGENDA
A. Consider Approving Lease for Parking Lot and Alley with Bank of America
Town Manager Peterson explained that the Town had a lease with Bank of America for the
parking lot, behind their building, that expired last summer. The proposed agreement updates and
extends the lease until December 31, 2008. In addition, the lease adds use of the alleyway next to
the Bank of America building. The lease is provided with no base rent. The addition of the
alleyway is important since the Town Centre Group was awarded a grant for $13,800 by the
Tourism Board in October 1998. Then NationsBank would not allow some of the improvements
to be made to the alley. Now that the alley is included in the lease and if the Town accepts the
conditions set therein, Bank of America will allow the alley improvements to be installed. There
will be no additional charge to the Town's General Liability insurance policy for the addition of
the alley. Approval will allow the alley improvements to take place.
Upon a motion by Commissioner Chavious, seconded by Commissioner Lowen, the Board
moved to approve the Lease for the Parking Lot and Alley with Bank of America as presented by
a vote of 5-0. The motion was declared passed.
B. Consideration of donation to the HillsboroughlOrange County Chamber of Commerce for
the 100-year time capsule that will be buried on Hog Day
Town Manager Peterson explained that the HillsboroughlOrange County Chamber of Commerce
has decided to put together a 100-year time capsule as a v.:al to celebrate the new millennium for
the year 2000 that will be buried at Hog Day on June 17 ,2000. The Chamber is asking the
Town to donate between $500 and $1,000 towards this project.
Upon a motion by Commissioner Lowen, seconded by Commissioner Chavious, the Board
moved to approve the donation of$500 towards the Chamber's 100-year time capsule project for
Hog Day by a vote of 5-0. The motion was declared passed. Board members were instructed to
notify the Town Clerk with their suggestions on items to be placed in the time capsule.
Item 10.E was moved up on the Agenda -- Discuss Report on Shaping Orange County's
Future
Mr. Hervey McIver reviewed the preliminary final draft of the Shaping Orange Countys Future
Report for the Board.
C. Consideration of an Ordinance to Rezone 18.5 acres at 431 US 70 A from General
Industrial to High Intensity Commercial (Tax Map 4.40.A.6&7)
Planning Director Margaret Hauth presented the Ordinance for the Board's consideration.
Upon a motion by Commissioner Sheridan, seconded by Commissioner Chavious, the Board
moved to adopt the Ordinance to Rezone 18.5 acres at 431 US 70 A from General Industrial to
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High Intensity Commercial (Tax Map 4.40.A.6&7) as presented by a vote of 4-1, with
Commissioners Sheridan, Chavious, Lowen, and Dancy voting Aye; and Commissioner Lloyd
voting Nay. The motion was declared passed. A copy of the Ordinance is hereby made a part of
these Minutes as an Attachment.
D. Consideration of an Ordinance to Amend Section 3.5 to list "nightclub" as a conditional
use in CC and HIC and "bar" as a permitted use in CC and HIC; Amend Section 4.24 to
apply to "nightclubs" only; Amend section 4.25.2.a to set the noise limit at 45 decibels;
Amend Section 25 to define restaurant, nightclub, and bar more specifically
Planning Director Hauth presented the Ordinance for the Board's consideration.
Upon a motion by Commissioner Lloyd, seconded by Commissioner Chavious, the Board moved
to adopt the Ordinance to Amend Section 3.5 to list "nightclub" as a conditional use-in CC and
HIC and "bar" as a permitted use in CC and HIC; Amend Section 4.24 to apply to "nightclubs"
only; Amend section 4.25.2.a to set the noise limit at 45 decibels; Amend Section 25 to define
restaurant, nightclub, and bar more specifically as presented by a vote of 5-0. The motion was
declared passed. A copy of the Ordinance is hereby made a part of these Minutes as an
Attachment.
F. Consideration of 2000-2005 Consolidated Housing Plan & HOME Program Activities for
2000-2001
Planning Director Hauth presented a Resolution Authorizing the Orange County 2000-2001
Home Program Design and a Resolution Authorizing the Submission of the FY 2000-2005
Orange County Consolidated Housing Plan for the Board's consideration.
Upon a motion by Commissioner Lloyd, seconded by Commissioner Chavious, the Board moved
to approve both the Resolution Authorizing the Orange County 2000-2001 Home Program
Design and the Resolution Authorizing the Submission of the FY 2000-2005 Orange County
Consolidated Housing Plan as presented by a vote of 5-0. The motion was declared passed.
Copies of both Resolutions are hereby made a part of these Minutes as Attachments.
G. Consider Request from Habitat for Humanity to Adopt a Resolution supporting the one (1)
penny increase in the tax rate to establish an Affordable Housing Trust Fund
Town Manager Peterson presented a Resolution that had been approved by the Carrboro Board of
Alderman for the Board to review.
After much discussion and upon a motion by Commissioner Sheridan, seconded by
Commissioner Lloyd, the Board authorized the Town Manager to draft a similar Resolution
stating, "the Hillsborough Town Board supports the concept of this Trust Fund" and subsequently
approved the Resolution with said changes 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 an Attachment.
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L Provide direction to the staff regarding the Request to Consider Annexation of the
Lawrence Park Subdivision
Mr. Roger Perry, Developer, addressed the Board asking them to consider annexation of the
Lawrence Park Subdivision.
After much Board discussion, Mr. Perry respectfully withdrew his annexation request.
J. Discuss Appointments to Smart Growth Committee
Commissioner Chavious volunteered to serve. on the Smart Growth Committee and
Commissioner Lowen volunteered to serve has a back-up.
11. APPOINTMENTS
A. Appointment of Mariah McPherson to serve in an Ex-Officio capacity on the Tourism
Board
Upon a motion by Commissioner Sheridan, seconded by Commissioner Dancy, the Board moved
to appoint Mariah McPherson to serve in an Ex-Officio capacity on the Tourism Board by a vote
of 5-0. The motion was declared passed.
B. Consider appointing two members to the Solid Waste Advisory Board
This Item was tabled until further notice.
12. CLOSED SESSION
A. Closed Session to discuss a Personnel Matter
Upon a motion by Commissioner Lowen, seconded by Commissioner Chavious, the Board
moved to go into Closed Session to discuss a Personnel Matter by a vote of 5-0. The motion was
declared passed.
13. ADJOURN
Upon a motion by Commissioner Lowen, seconded by Commissioner Chavious, the Board
moved to adjourn at 11 :35 PM by a vote of 5-0. The motion was declared passed.
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Donna F_ Armbrister, CMC
Town Clerk
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ATTACHMENT 4.A
PROCLAMATION
MUNICIPAL CLERKS WEEK
April 30 through May 6, 2000
Whereas, The Office of the Municipal Clerk, a time honored and vital part oflocal government
exists throughout the world, and
Whereas, The Office of the Municipal Clerk is the oldest among public servants, and
Whereas, The Office of the Municipal Clerk provides the professional link between the citizens,
the local governing bodies and agencies of government at other levels, and
Whereas, Municipal clerks have pledged to be ever mindful of their neutrality and impartiality
rendering equal service to all. -
Whereas, Municipal Clerks continually strive to improve the administration of the affairs of the
Office of the Municipal Clerk through participation in education programs, seminars, workshops
and the annual meetings of their state, province, county and international professional
organizations.
Whereas, it is most appropriate that we recognize the accomplishments of the Office of the
Municipal Clerk.
Now, Therefore, I, Horace H. Johnson, Sr., Mayor of the Town of Hillsborough, do recognize
the week of April 30 through May 6, 2000, as Municipal Clerks Week, and further extend
appreciation to our Municipal Clerk, Donna F. Armbrister, and to all Municipal Clerks for the
vital services they perform and their exemplary dedication to the communities they represent.
Dated this 1# day of //J#f
,2000.
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Horace H. Johnson, Sr., Mayor
Town of Hills borough
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'Hillary Rodham Clinton
HOl/orary Natiol/a/ .aMir
f'ffllSr for thr /'Irdgr
of AUrgial/u Program
*
O,a;rWQII
Henry A. Rosenberg, Jr.
Chairman of the Board
Crown CentrJll'etroleum
/'resident 0- FOUI/d"
Louis V. Koerber
Chainnan
Iludeke's l':1inL,.lnc.
Virr /'resident
Richard M. Patterson,
CLU,ChFC
.ncrshiP Financial (;roul'
urrr
Rex Matthews
Vice President
Dpital Markets
AI/first Bank
S"rttary
George E. Thomsen, Esq.
11mmsen, !lurke and FrJnke. LU'
Dirtdon:
Gwrge V. McGowan
(:h:limlan, Executive: Commillct:'
llaltimore Gas and Electric Co.
James McManus (McKay)
SpOrlS Commentator/Journalisl
AllCTde\'ision Network
Brooks Robinson
llJSeball Hall of Fame
General John \v. Vessey, Jr.
USA (ReI.)
Former Chairman Joilll Chiefs
of Stafr,The Penta!:on
Alan Walden
News Commelllator
WIlAL Radio
_nDn Emlnli:
rbert E. Witz, Esq.
r. Milton S. Eisenhower
(/1199-/9115)
The National Flag Day Foundation, Inc.
418 South Broadway * Baltimore, MD 21231 * (410) 563-FLAG * FAX (410) 342-8663
* website www.f1agday.org *
March 2000
Dear Mayor,
011 behalf of the National Flag Foundation Board Members and the many volulHecrs of the
Foundation, I express our gratitude [0 you. your City Council Members, and the citizens of your
community for participating in the Foundation's 21st annual National PAUSE FOR THE PLEDGE
OF ALLEGIANCE program of national unity.
Your President, Bob Knight, has described the Foundation's program very well III his letter to the
League of Cities Members. The National Flag Day Foundation and the National League of Cities are
joining hands for the 18th year to honor our Nation and our Flag on Flag Day. Wednesday June] 4,
2000.
We ask your support and cooperation in these specific ways:
_ Please send us a copy of your letter [0 President Clinton urging him [0 lead all Americans in the
21st annual National PAUSE FOR THE PLEDGE OF ALLEGIANCE on Flag Day, June 14.
_ In your press 'release, please encourage ill of your citizens to PAUSE FOR THE PLEDGE OF
ALLEGIANCE wherever they are at 7:00 p.m. EDT. Only their imagination limits what they can
do ro encourage additional participation.
_ Aftcr Flag Day, please send copies of your Proclamation and copies of local media coverage YOll
have received.
_ Please use our Internet address listed above ro obtain your 2000 Flag Day program materials. You
can also fax your request to 410-256-1656.
The National Flag Day Foundation thanks you for your leadership as YOll help us pass the "Baron of
Patriotism" ro the youth of America. They truly are the futurc of ollr nation. Have a great Flag Day!
Sincerely.
~~
Louis V. Koerber
President and rounder
(ova plrnu)
Annual Pause For the Pledge of Allegiance * Flag Day USA * -'litH: 11/. 7:()() p.l11. EDT
Town
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BUDGET AMENDMENTS
GENERAL FUND:
EXPENDITURES:
10-5100-331 Police/COP/Supplies
10-5100-742 Police/COP/Equipment
To transfer funds to purchase accreditation software.
WATER FUND:
EXPENDITURES:
30-7240-450 Bill.& Coll./Contract Service
30-9990-000 Contingency
MAY, 2000
BEFORE
$12,000
42,300
$54,300
$
50,000
$ 50,000
To fund testing of thirty (30) large water meters to determine accuracy.
APPROVED: 5'- tJ
os-~ tlf' - ;2...ot::lc)
ADJ
($750.00)
750.00
$
ATTACHMENT 9.A
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AFTER
$11,250
43,050
$ 54,300
$ 9,600
40,400
$ 50,000
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A'ITACHMENT 10. C
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AN ORDINANCE AMENDING THE WNING MAP
OF THE TOWN OF HILLSBOROUGH
THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLS BOROUGH ORDAINS:
Section 1.
The Zoning Map of the Town of Hillsborough is hereby amended to rezone the
18.5 acres owned by Sports Endeavors at 431 US 70 A East from General
Industrial to High Intensity Commercial (Tax Map 4.40.A.6&7).
Section 2.
All provisions of any town ordinance in conflict with this ordinance are repealed.
Section 3.
This ordinance shall become effective upon adoption.
The foregoing ordinance having been submitted to a vote, received the following vote and
was duly adopted this 8th day of May 2000.
Ayes: .If
Noes: /
Absent or Excused:~
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onna F. Armbrister, Town Clerk
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ATTACHMENT 10. D
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AN ORDINANCE AMENDING THE ZONING ORDINANCE
OF THE TOWN OF HILLSBOROUGH
THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS:
Section 1.
Section 2.
Section 3.
Section 4.
Section 5.
Restaurant
Nightclub
Bar
Section 6.
Section 7.
Section 3.5 of the Zoning Ordinance of the Town of Hillsborough is hereby
amended toJist "bar, pub" as a uSe permitted by right in CC and HIC.
Section 3.5 of the Zoning Ordinance of the Town of Hillsborough 15 hereby
afhertded.to list "nightclub" as a conditional use 2 in CC and HIe.
Section 4.24 describes the criteria and standards for "nightclubs"
Section 4.25.2.a is amended to reflect a noise limit of 45 decibels.
Amend definitions of "restaurant", "nightclub", "bar, pub" as written below:
Business specializing in preparing and/or serving food on-site. A restaurant may also serve
alcoholic beverages for on or off site consumption provided it has the proper license from the
state for such sales and is classified as an eating establishment by virtue of its food/alcohol sales
ratio. Class A restaurants seat no more than 100 persons and do not have drive-thru service.
Class B restaurants seat more than 100 persona and/or offer drive-thru service. Class C
restaurants offer carry-out and delivery as their primary services and offer seating for less than 20
persons.
An establishment in which music, dancing, or entertainment is conducted and that has hours of
operation generally limited to weeknights and weekends. The sale of alcoholic beverages and/or
meals for on-site consumption may also be a component of the operation. This use may include
but is not limited to dance clubs, nightclubs, coffeehouses, pool halls, video arcades, and skating
rinks.
Premises used primarily for sale or dispensing of alcoholic beverages by the drink for on-site
consumption and where food may be available for consumption on the premises as accessory to
the principal use.
All provisions of any town ordinance in conflict with this ordinance are repealed.
This ordinance shall become effective upon adoption.
The foregoing ordinance having been submitted to a vote, received the following vote and
was duly adopted this 8th day of May 2000.
Ayes: .s-
Noes: .e-
Absent or Excused: .e-
RESOLTUION AUTHORIZING
THE ORANGE COUNTY 2000-2001 HOME PROGRAM DESIGN
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BE IT RESOLVED, by the Hillsborough Town Boar~ of Commissioners, that the Commissioners
as a member of the Orange County HOME Consortium approve the following activities for the 2000-2001
HOME Program.
New Construction
Funds would be allocated to Orange Community Housing Corporation, an approved Community Housing
.Development Organization (CHDO) to assist in the construction of thirty-two (32) townhouses in the
Meadowmont development.
$80,000
Funds would be allocated to Habitat for Humanity of Orange County, Inc. to provide second mortgage
assistance to five (5) first-time homebuyers.
$62,500
Housine Rehabilitation
Funds would be allocated for the Urgent Repair Program administered by the Orange Community
Housing Corporation. Eligible properties must have repair needs that pose a threat to the life, safety, or
health of the occupants, or need accessibility modifications for an elderly or disabled occupant earning
less than 50% of the median income.
$30,000
. Funds would be illocated to the Seeds of Sheba for renovation/repair of transitional housing units in
Chapel Hill . .
$100,250
Prooertv Acauisition
Funds would be used to assist the Orange-Person-Chatham Mental Health Agency acquire, and if
necessary, rehabilitate houses in Orange County for. rental occupancy by County residents with
disabilities.
$120,000
Funds would be allocated to the Community Revitalization Loan Program to support the purchase,
rehabilitation, and resale of housing to eligible first-time homebuyers.
Proeram Administration
$100,000
$43,800
. TOTAL PROGRAM FUNDS $536,550
BE IT FURTHER RESOLVED, that the Manager is hereby designated as the authorized
representative of the Town to act in connection with the submission of this revision and to provide such
additional information as may be required by the U.S. Department of Housing and Urban Development.
. This.theS1hdayofMay2000. ~ ~~
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RESOLUTION AUHORIZING THE SUBMISSION OF
THE FY 2000-2005 ORANGE COUNTY CONSOLIDATED HOUSING PLAN
BE IT.RESOLVED, by the Hillsborough Town ,Board of Commissioners, that the
Commissioners authorize the Town Manager to submit the Orange County Consolidated Plan for
Housing and Community Development Programs for FY 2000 - 2005 to the U. S. Department of
Housing and Urban "Development, including all understandings, assurances, and certifications
required therein.
BE IT FURTHER RESOLVED, that the Manager is hereby designated as the
authorized representative of the County to act in connection with the submission of the
Consolidated Plan and to provide such additional information as may be required by the U. S
Department of Housing and Urban Development.
This the 8th day of May 2000.
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Horace H. Johnson, Sf.
Mayor
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The following resolution was introduced by Commissioner Mark Sheridan and duly seconded by
Commissioner Evelyn Lloyd. .
RESOLUTION IN SUPPORT OF A HOUSING TRUST FUND
WHEREAS, the lack of affordable housing is a crisis threatening the character of Orange .
County; and
WHEREAS, it is important to honor our commitment to maintaining a diverse community
through developing affordable housing opportunities for local families; and
WHEREAS, a Housing Trust Fund would provide a progressive, dedicated source of local
financing for affordable housing;
WHEREAS, the Hillsborough Town Board has spent significant local funds in recent years on
affordable housing efforts and is committed to continue this cause of action.
NOW, THEREFORE, BE IT RESOLVED the Hillsborough Board of Commissioners
supports the concept of the creation of a Housing Trust Fund in Orange County.
The foregoing resolution, having been submitted to a vote, received the following vote and was
duly adopted this 8th day of May, 2000. .
AYES:
Kenneth Chavious, Frances Dancy, Evelyn Lloyd, Brian Lowen, and Mark
Sheridan
NAYS:
None
ABSENTIEXCUSED: None
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The Town of Hillsborough Ten-Year Re-Paving Plan
by
Emily Crowder
Amy Gorely
. Laura Heyman
Jim Klingler
Kelley O'Brien
EXECUTIVE SUMMARY
The Town of Hillsborough requested a comprehensive assessment of its streets to be used in a
Ten-Year Re-Paving Plan. The group assessed the streets by documenting the prevalence of
eight factors that deteriorate the integrity of the street. These streets were then ranked according
to the prevalence of damaging factors and placed in an appropriate re-paving year. Additionally
the costs for the re-paving were incorporated into a ten-year financial plan. By using this plan as
a flexible guide over the next ten years, HiUsborough will have a more equitable and efficient
way to determine which streets need re-paving.
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The Town of Hillsborough Ten-Year Re-Paving Plan
BACKGROUND
Currently, the Town of Hillsborough ("the Town") re-paves its streets on an immediate need
basis. That is, decisions to re-pave streets are made each year with limited forecasting of future
re-pavings. A thorough assessment of the current street conditions does not exist. Consequently,
the Town Manager is unable to tell residents when their streets will be re-paved.
The Town of Hillsborough currently uses a three-year financial plan and budget. This budget
includes street re-paving. The money designated for re-paving comes from Powell Bill revenues
at an average rate of $60,000 per year. Powell Bill revenue is state tax revenue provided to
participating municipalities for the construction and repair of municipal streets. A fuel tax of
1 3/4 cents per gallon of fuel generates this revenue. The state collects this tax and distributes it
annually to the municipalities. Seventy-five percent of revenue generated by the tax is disbursed
on the basis of population, and the remaining 25% are disbursed based on the mileage of non-
State System roads in the municipality. Hillsborough participates and receives this funding for
the repaving of its streets. The Town does not use any other resources (including local tax
dollars) to re-pave its streets, only Powell Bill monies.
Powell Bill monies not spent in one year can roll over into subsequent years. This rolling over
option presents the possibility of a mass re-paving one year with little to no re-paving the next
year. But, this option has not been feasible since the Town has not had a re-paving plan that
would allow for such foreseeable needs tied to a multi-year budget. Without such are-paving
plan, the Town has been unable to anticipate or forecast re-paving costs to create a multi-year
budget.
The Town Manager requested a comprehensive analysis of the current conditions of
Hillsborough's streets, including a ranking of the streets according to their re-paving needs..
Additionally, the costs for the re-paving efforts will be forecasted in a three year financial plan.
The goals of this street evaluation are to:
. Develop a tool to collect data on the current street conditions in
Hillsborough.
. Analyze data and create an objective Ten-year re-paving plan for the
Town.
. Create a visual representation of all Town streets indicating a
recommended year for re-paving.
It is important to note that Hillsborough's busiest streets, such as Churton Street and Highway
70, are state highways. This means that North Carolina, and not the Town, is responsible for the
maintenance and re-paving of these streets. For this reason, state streets are not included in the
Town's re-paving plan.
ALTERNATIVES
In planning for yearly re-paving, the Town of Hillsborough could:
. Continue re-paving on an immediate need basis
. Re-pave only streets whose quantitative data indicates a need for re-paving
. Repave streets based on visual, qualitative needs
. Re-pave streets based on both quantitative and qualitative characteristics
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Before developing a street re-paving methodology, we investigated and evaluated the above
alternatives. The process of re-paving by immediate need ensures that all streets needing
immediate attention get re-paved. Such a method, though, does not allow for budget forecasting,
management, or citizen participation in the process.
Another option is to collect only quantitative data, which is an evaluative method that
numerically assesses the roads by visible damage (number of utility cuts, sunken areas, etc.).
While this type of data provides a detailed picture of the occurrence of damage, it does not
provide a comprehensive picture, for quantitative data cannot report descriptively the depth or
gravity of a given factor. Second, quantitative data is constantly changing--new utility cuts are
being made on any given day. Thus, in order for quantitative data to be accurate, streets must be
continuously reassessed. .
Collecting only qualitative data is another alternate method. With qualitative data, street
condition is observed and recorded with descriptive words. The drawback of using only
qualitative data is the chance of observer bias or lack of consistency.
Chosen Method
Merging quantitative and qualitative data allows the strengths of both methods to benefit street
assessment. Qualitative data helps paint a clearer picture of street conditions when used in
conjunction with the quantitative data's numbers. Consequently, this assessment employed both
quantitative and qualitative methods to most accurately assess the Town's streets.
The following report describes in more detail the group's methodology, as well as its analysis,
findings, and recommendations.
METHODOLOGY
It was important to the group to create a methodology that ensured impartiality of the assessment
process. Therefore, we explicitly did not include citizens or other interested parties in the
assessment process and based our decisions on analytical and objective criteria. The criteria
were created with the expert advice of Hillsborough's Streets Superintendent and Public Works
Director and it was modeled after criteria used in Carrboro's assessment and re-paving plan.
Collection Tool
Hillsborough's Street's Superintendent and Public Works Director provided the initial
framework for the collection tool through discussions and a comprehensive town tour.
Information gathered during the tour identified the following eight factors that reveal street
deterioration:
. Utility cuts (sunken and unsunken) . Potholes
. Sunken areas . Damaged pothole patches
. Scaling . Damaged manhole repair
. Crumbling . Cracking
Please see the attached definitions page (Appendix 1) for further explanation of the above
factors.
While all eight conditions deteriorate and weaken a street, three factors are most detrimental to
the integrity of a street. Utility cuts (sunken and unsunken), sunken areas, and damaged manhole
.
.
.
282
repairs served as the primary factors in the street evaluation and were weighted most heavily in
the analysis.
Based on this information, a collection tool was developed (Appendix 2) to record the frequency
of the factors. The collection tool consisted of a chart on a sheet of paper. Each collection sheet
represented one section of a street. This is because Hillsborough's previous contractor bids
documented that streets were re-paved in sections or blocks--from a start point to an end point.
Cross streets and dead ends serve as these points of reference. Thus, instead of focusing on the
conditions of the entire street, the conditions of each street section were documented on
individual collection tool sheets.
On the collection sheet, each column represented one of the factors and each row represented a
lOG-foot increment. An additional column was added for "notes" to provide for a qualitative
description of the streets. This allowed evaluators to measure and collect data in loo-foot
increments, citing the occurrence of each factor per 100 feet as well as recording the total length
of the street section.
Data collection was done in pairs to ensure a uniform and consistent collection across
Hillsborough's 103 streets. One individual was primarily responsible for using the "clicker", a
measuring device that you roll, to measure the length of the blocks. The other individual was
responsible for writing down the information on the chart.
In order to gain a greater understanding of how other Towns plan their re-paving, the group
obtained a copy of Carrboro's street re-paving plan, which was created by The NC State Institute
for Transportation Research and Education. Carrboro's plan also evaluated streets in sections
instead of in their entirety. Consequently, the Carrboro plan served as a model upon which we
based our plan.
Once the collection tool was developed, the group conducted a pre-test. As a group, all five
members evaluated a randomly selected street in Hillsborough. This process served two
purposes: 1) it ensured that all members had similar definitions of the factors and 2) we found
that no other factors were missing from the collection tool. Following the pre-test, the Town's
streets were divided into areas and collection began.
Analysis
Previous re-paving contractor bids served as the group's primary documentation of
Hillsborough's re-paving costs. Price per foot ofre-paving was gathered from re-paving
invoices from years 1997-1998 and 1998-1999.
. The average price per foot of re-paving = $10.27.
. Ten percent was added to this number in order to account for rising
petroleum prices and possible future inflation.
. The adjusted average per foot cost of re-paving = $11.30.
The group used the adjusted average cost to calculate the approximate number of feet that could
be re-paved each year without going over the approximate $60,000 from Powell Bill monies.
The group entered the data analysis stage with the choice to 1) re-pave a few feet of street one
year, which would allow Powell Bill monies to roll over into the next year to fund a larger re-
paving project or 2) re-pave approximately the same number of feet per year. The Town
Manager suggested we use $55,000 as the budget for year one (due to current budget estimates)
.
.
283
and he advised us to use a conservative estimate of $65,000 for years two through ten. Because
of this, we chose option two. It is our hope that by using a similar conservative estimate for each
year, the plan will provide flexibility and allow management to make adjustments as needs arise.
Once the data were collected, they were entered into an Excel spreadsheet. The totals for each
street section were then sorted. Since utility cuts, sunken areas, and damaged manhole repairs
are the most detrimental, the street sections were sorted according to these three factors, first by
utility cut and then, within the utility cut ranking, by sunken area and damaged manhole repair.
When two or more street sections had the same number of utility cuts, sunken areas, and
damaged manhole repairs, the group turned to the five remaining factors for additional
information on the section's damage. Along with these quantitative results, the "notes" section
for each street served as another device to set streets apart from one another.
After the streets were sorted, the group came together to make recommendations for re-paving.
As discussed above, each re-paving year had a maximum length requirement due to budgetary
restraints. Thus, the group recognized the need to "fit" streets into a re-paving year if their
length or cost allowed. Often this meant placing shorter streets with fewer utility cuts into an
earlier year than longer streets with more utility cuts in order to maximize budgetary allotment.
During the initial Town tour, the Streets Superintendent informed the group that certain streets
were already on schedule to be re-paved in the upcoming year; the group noted these streets.
Each of these three streets in fact ranked the worst according to our system and data collection.
So, they were placed in Year One of the re-paving plan. Unlike other years, the Town has a re-
paving budget of$55,000 for Year One. For the following years, the Town recommended that
we use a projected maximum re-paving budget of $65,000 per year.
Each street section was evaluated based upon its ranking in the spreadsheet, qualitative
observations, and street length; then it was placed into a re-paving year. In the instance when
certain street sections were extremely long (2000 feet or more), the group recommended re-
paving the section of that street with the most damage. This strategy allowed for greater
flexibility and to spread the money to sections that may need the repaving more.
Below is the Ten-Year Re-Paving Plan. The plan is color-coded to correspond with the attached
map that visually represents the street re-paving needs of the Town.
Ten-Year Re-Pavin Plan
SilctiollQf Street
Cheshire Rd. Oakda1e Dr. End 1020
Murdock Rd. Cheshire Rd. Cates Ct. 846
Murdock Rd. Cates Ct. Cardinal Dr. 1045
. Murdock Rd. Murdock Rd. Court 100
Lawnda1e Ave. Cornelius St. Torain St. 1616
TOTAL 4627 $52,285.10
.
Allen Ruffin Ave.
Da hine Rd.
East T on S1.
Ha er S1.
Homemont Ave.
Oran e S1.
Raine Ave.
TOTAL
. "Pl~ 1;\ Il!< 9)~
" 1 ~g;..}11~ c./)
.
YEAR 4
S rin S1.
Terrell Rd.
S1. Ma 's Rd.
Dalton S1.
Raine Ave.
Churton S1.
Hill S1.
Hardwood Dr.
Hillsborou h Ave.
Occoneechee S1.
Wake S1.
End
South S1.
Cornelius S1.
Bounda S1.
~___...,____.,_ ____0___ ~ __~_,_..~._ ~ _,~._____
Dixie Ave. Ha er S1.
Elizabeth Brad Rd. US70A
East Queen S1. Mitchell S1.
Ha es S1. S ruce S1.
Ha es S1. Sunset Cir.
Hillsborou h Ave. Kin S1.
Holt S1. Webb S1.
Latimer S1. Hill S1.
Mitchell S1. Cane S1.
TOTAL
Eno S1.
Alma Ave.
Cameron
Raine Ave.
Ha er S1.
Cameron S1.
Cornelius S1.
Brick Hearth Dr.
Occoneechee S1.
Hassell S1.
Churton S1.
Churton S1.
Ashe S1.
End
Alma Ave.
Raine Ave.
End
Thomas Ruffin S1.
Foust S1.
Latimer St.
End
End
Lakeshore Dr.
ueen S1.
284
- ~'c~ ~:X:, ",;'~~'~::r,/'Q(f~!:.::'~~'~';, 'i~:~~:!:~r;
,. ... '.'.0"'<'. "'i-. , .pc:,.;;.
Sll,~P-et.,19'c)t:,,{':,'
702
887
342
825
960
920
1065
5701
$64,421.30
1028
310
920
825
390
265
455
643
5732
$64,771.60
..__ -------.____,_1
690
1500
352
900
352
330
244
603
800
5771
Cameron S1. T on S1. 587
Collins Ave. Benton S1. 650
Collins Ave. Eno S1. 560
Murra S1. Benton S1. 196
. Thomas Ruffin S1. S1. Ma 'sRd. 350
Thomas Ruffin S1. East ueen S1. 785
Turner S1. McAdams Rd. 600
Union S1. Hassell S1. 1000
Valle For e Rd. Hi hwa 86 900
TOTAL 5628 $63,596.40
.
.
.
285
Bellvue Ave.
Brownville St.
Cates Ct.
Forrest St.
Nutbush Ct.
Rhonda Rd.
Ra nor St.
Sherwood Ln.
T on St.
West Queen S t.
TOTAL
Eno St.
Lakeshore Dr.
Murdock St.
Lakshore Dr.
LaFa ette Dr.
Dana Ct.
Barracks Rd.
Forrest St.
Churton St.
North Churton St.
S rin St.
Hill S t.
End
Cole Cir.
End
Robert Ct.
Murra St.
End
Wake St.
Cameron
522
625
430
807
408
527
459
228
886
918
5810
$65,653.00
,
',YEAR 7 .
I
Brick Hearth Dr. Patriot Place LaFavette Dr. 705
Cameron St. Queen St. Union St. 645
Central Ave. Freeland Dr. Cornelius St. 1228
LaFavette Dr. Brick Hearth Dr. Sweet Gum Dr. 688
LaFavette Dr. Sweet Gum Dr. Bonaparte Dr. 876
Oak St. End Cedar Grove Rd. 595
West Queen St. Hassell St. North Wake St. 1040
TOTAL 5777 $65,280.10
I
iYEAR 8
,
~-~--
Allen Ruffin Ave. Benton St. King St. 601
Collins Ave. Spring St. Benton St. 340
County Seat St Hooper Ct. Sweet Gum Dr. 488
Jones Ave. Benton St. Pinev Ln. 329
Latimer St. Nash St. Hayes St. 902
Murrav St. Ravnor St. King St. 438
Pond Lilv Ct. Magnolia Ln. End 410
Rainev Ave. Torain St. Hill St. 265
Sand Ct. Rhonda Rd. Court 242
West Tryon St. Hassell St. N. Occoneechee St. 777
Wake St. Tryon St. King St. 607
TOTAL 5399 $61,008.70
.
.
.
286
., ,-::':,~C9St:;:<'::'~\'~~
;.,'
Co orate Dr.
Coun Seat Dr.
Hassell St.
Murra St.
Orange Grove S t.
Patriot Place
Rhonda Rd.
West T on St.
TOTAL
Meadowland Dr.
Sweet Gum Dr.
T on St.
Barracks Rd.
End
Brick Hearth Dr.
Robert Ct.
N. Occoneechee St.
End
LaF a ette Dr.
Kin St.
Benton St.
Churton St.
End
End
Nash
987
763
585
1112
426
535
437
756
5601
$63,291.30
i
iiEAR 10
I I
Barracks Rd. West St. Ravnor St. 436
Barracks Rd. Murray St. Hill Ave. 390
Eno St. Allen Ruffin Ave. Jones Ave. 358
Hassell St. Union St. West Queen St. 540
Hayes St. Latimer St. Spruce St. 467
Latimer S t. Durham St. End 392
Margaret Ln. Hassell St. Wake St. 886
McAdams Rd. Westdale Ct. End 317
Sweet Gum Dr. County Seat Dr. LaFayette Dr. 1185
Union St. Occoneechee St. Nash St. 707
TOTAL 5678 $64,161.40
P .
p . B d
d
ro i ecte Re- avmg u te:et
Year Feet of Re-oavinl! Cost
1 4627 $52,285.10
2 5701 $64,421.30
3 5732 $64,771.60
4 5771 $65,212.30
5 5628 $63,596.40
6 5810 $65,653.00
7 5777 $65,280.10
8 5399 $61,008.70
9 5601 $63,291.30
10 5678 $64,161.40
287
. FINDINGS
The graph below illustrates the impact of the Ten-Year Re-Paving Plan.
Total Damages Compared to Damages Covered within Ten-Year Plan
300
250
..
., 200
"
c
J!l
..
.5 150
'0
~
E 100
"
z
50
0
. Totals not being paved
within plan
.{''I? -s-Ct0'" -'~'" ...i!t'l?
oF" ~0~ ~F ~0
~ff /' ~#0
Q /
Q
Factors
IITotals being paved within
plan
.
The height of each column shows the total incidence of each factor on Hillsborough streets. The
lower section of the bar shows the amount of damages that will be re-paved according to the
Ten-Year Plan. The upper section of each bar illustrates the damages not being re-paved under
this plan. For example, 82%, or 259, of the 323 existing utility cuts (unsunken and sunken) will
be re-paved under the Plan. If the Ten-Year Plan is followed, 70% of the presently occurring
damages will be re-paved.
RECOMMENDA nONS
The Town should use this re-paving plan as a flexible guide. As of Spring 2000, this report gives
a general assessment of the streets' current conditions. Due to the nature of streets, it is
foreseeable that some streets may incur substantial damage in the future and may need attion
before their designated repaving time. Consequently, before deciding which streets will be re-
paved, each year it will be necessary to make a cursory evaluation of the streets to see if there
has been any new damage due to new utility cuts or inclement weather. One indicator would be
to look at pipe replacement or which streets received new utility cuts. Then the Town will need
to decide if those streets are in worse condition than those already on the guide to be re-paved for
that year.
.
Additionally, since an average cost amount from previous contractor bids was used to determine
cost per foot of paving, it may be necessary to readjust the guide to allow for cost fluctuation.
Depending on petroleum prices and the bidding contractors' prices, it may be that Hillsborough
will be able to repave fewer or more streets than those listed on the guide for that year. .We
recommend that if the Town needs to repave more, that it move up a street or two that is listed
for repaving the following year. Or, if expense is higher than the amounts used in developing the
guide, then move down a street or two to the following year. The chart lists total feet per section,
so the Town will know roughly how to rearrange the streets in order to repave the most feet per
year.
.
<>'
.
.
.288
By using this plan as a guide to re-pave for the next ten years, Hillsborough will have a more
equitable way to repave the Town's streets. The guide also allows the Town to make the most of
their Powell Bill monies by being able to pave the most amount of street footage each year.
Consequently, this street re-paving plan serves as a management tool for it affects how the Town
budgets, responds to its citizens, and re-paves its streets.
The Town has already scheduled the dates of re-paving or the next three fiscal years. According
to the schedule, year one will be re-paved in June 2000, year two in October 2000, and year three
in November 2001. If this schedule for street re-paving plan is followed, the Town will have re-
paved its most damaged roads in eighteen months.
.
.
.
Definitions
Factors
Utility Cut
Scaling
Sunken Area
Damaged Manhole
Repair
Damaged Pothole
Patch
Crumbling Sides
Cracking
Potholes
Terms
Street
Block
289
Area in street where utility crews have cut into the street to
repair lines underneath. For Hillsborough, these repairs refer
to water and sewer lines. The number of utility cuts were
counted per 100ft increment. Also, utility cuts were identified.
as sunken if the pavement was settle or caving in.
Condition of street when the asphalt breaks apart and turns to
gravel. The presence of scaling within a 100ft increment was
recorded as a "YeslNo" answer.
Area in street where pavement dips. Causes stem from
settling of asphalt and broken waterlines underneath the street.
The number of sunken areas were counted per 1 OOft
increment.
Area around manhole that received repairs in the past, but are
now degraded. The number of damaged manhole repairs were
counted per 100ft increment.
The degradation of asphalt repairs performed on potholes. The
number of damaged pothole patches were counted per 100ft
increment.
The breaking apart of pavement at the edges of streets. The
presence of crumbling sides within a 100ft increment was
recorded as a "YeslNo" answer.
Splitting of pavement. The presence of cracking within a
100ft increment was recorded as a "YeslNo" answer.
Areas in street where pavement is missing. The number of
potholes were counted per 1 OOft increment.
For the purpose of the report, "street" is used as an umbrella
term that includes roads and courts.
Section of street between a cross-road and another cross-road
or dead-end.
Appendix 1
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