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HomeMy Public PortalAbout01-20-2001 Session ] 11 . RETREAT MINUTES HILLSBOROUGH TOWN BOARD Saturday, January 20, 2001 9:00 AM, Hillsborough House Inn The Hillsborough Town Board held an annual Goal Setting Retreat at the Hillsborough House Inn. Present for the Retreat were Mayor Horace H. Johnson, Sr., Commissioners Kenneth Chavious, Frances Dancy, Evelyn Lloyd, Mark Sheridan, and Brian Lowen. Staff present were Town Manager Eric Peterson, Finance Director Sherry Carter, Planning Director Margaret Hauth, Management Intern Jim Klingler, and facilitators Donna Warner and Debra Henzey. Mayor Horace H. Johnson, Sr. called the meeting to order at approximately 9:00 AM. The Board spent the day in discussions of their goals for FYOI-02. A memorandum from Debra Henzeyand Donna Warner, Retreat Facilitators, outlining the issues discussed is hereby made a part of these Minutes as an Attachment. There being no further business, and upon a motion by Commissioner Chavious, seconded by Commissioner Dancy, the Board moved to adjourn at approximately 4:00 PM by a vote of 5-0. The motion was declared passed. . rf::::~ Donna F. Armbrister, CMC Town Clerk . . . . ATTACHMENT ~.. .~ -fI r .0 January 21,2001 Memorandum To: Eric Peterson, Town Manager From: Debra Henzey and Donna Warner, Facilitators Subject: Notes from January 20, 2001 Retreat - Hillsborough Board of Commissioners Hillsborough House, Hillsborough, North Carolina. Attendees: Mayor Horace Williams; Commissioners Mark Sheridan, Evelyn Lloyd, Ken Chavious, Frances Dancy, Brian Lowen; Manager Eric Peterson; Planning Director Margaret Hauth; and Finance Director Sherry Carter. Topics 1. T own hall and other facilities 2. Board discussions and meetings (added during discussion) 3. $2 million grant for water system 4. Water system forecast 5. Impacts of economic development/residential development 6. Downtown development 7. Traffic and transportation needs 8, Department/operations Town Hall and Other Facilities · Clarify deed restrictions- not just on town hall but other facilities. · Manager said that the attorneys for both parties are trying to clarify what "municipal" purposes covers. A letter sent earlier has not been responded to yet. . o Action: Manager to initiate phone call to spur response from their attorney, · Related usage issues include rules on which groups can use facilities, whether fees should be charged, charged for usage, annex used for yard sales, parking lot used by funeral attendees and library patrons. · Town staff has to watch over parking spaces and make people move- not a good use of their time. Is more of a problem with funerals than library? · Action: Town should notify funeral home owners to take responsibility for having someone on their staff direct people to appropriate parking during business hours, Could also ask them to put this in written notices or funeral programs, · Board should determine what fees charged of groups using town facilities. will cover- staffing, utilities, cleanup, etc. ~ Action: Board created a small work group to develop recommendations ,lbom which groups can use town facilities for specified purposes and what fees should be charged to cover some or all of the costs. Members will include: Brian, Frances, Sherry, Eric and Donna. · Explore ability to build additional meeting/office facilities on current property. . . . -~ 6 T own hall continued: o Action: By Feb. work session, Mctrgaret to assure that any deed restrictions relative to where new facilities might be built are reflected on the site maps. · What is security of the barn? Door to stairway will set off alarm. · Commissioners need chambers or offices and a library of resources. An informal gathering place where the public could also visit with them. · Small house used for police storage could be converted to office space. · Manager reported that attorneys are also looking into deed restrictions on other town facilities, not just town hall. Board Discussions and Meetings · Board agreed they need time for informal discussion, such as an "open night" for commissioners to share concerns or questions about upcoming issues, especially those that might be controversial. · At some point, the board may have to schedule two voting sessions each month because their work is growing. · Could set a new meeting for informal discussion or could restructure current work session- some felt that this second meeting was supposed to be more informal but group keeps adding action items to the agenda. · Would be helpful for commissioners' chambers to be close by or have resources nearby. · Some boards also use an "agenda" meeting shortly before regular meeting for the board to more fully discuss these items. · Another option is to have special called meetings after public hearings for this purpose. e Action: The board agreed to try a new format for work sessions. At the end of regular board meeting, they will identify one issue coming up to discuss at the work session. This will be discussed first at the work session, then open for commissioners to discuss other issues of their choice. The meeting would end with votes on a few consent agenda items- if any of these appear to have more questions than expected, they would be moved to next regular board meenng, · Some felt that the board should look at a longer retreat or maybe two different retreats to cover all the issues that need to be discussed. Water Plant Grant · The original request was for $3.3 million. Now need to delete $1 million worth of items. However, the grant eligibility requirements may make it difficult to cut some items. · Will have to borrow some money to cover the $1 million difference. Consider borrowing from the state as an option. o Action: This will be a "hot topic" at an upcoming meeting and will be brought to the board ASAP, The board needs to look at what costs can be cut. What are the altenutives and options? Need to consider long-term interests, · Action: Need to communicate with the public. Board members need help in understanding and eXplaining the issue to others to citizens. . . . 11 ,., ? , Water Sewer System Fund Forecast · Manager reported that "outside" revenue is needed by FY 2002. The challenge is that Hillsborough is currently paying for future use/ capacity. Water rates were raised by 15% this year. Hillsborough is just getting by. There is a need for infrastructure. · Manager believes the town has done what it can do on the expenditure year Sid~, us is on revenue side. Cannot cut debt service. The town has already raised rates to cover: eet eaving.' There is risk involved if no increase this year. · Need customers ASAP. · The manager also shared the difficulty in forecasting revenues and water usage. The forecast needs to be looked at closely. · The impact of the water system fees impacts everything and how economic development and other financial decisions are viewed. Need to look at the whole picture. · Choices: what do the citizens/board want to do? Encouraging growth vs. increasing rates of 30% or more. · Those citizens on a fixed income cannot afford to pay more for their water. · The dilemma is "quality of life" versus "Lower cost government". What is the least painful? What helps the most? · Challenge: development and industries will not be built by 2002. The county is limiting development growth. Some are very slow to build out. It was suggested that it might be best to wait on a developer who can follow through some times. Economic viability. · Option: raise rates. · T ask force recommendations due by April 2001. <!l Action: Need to look at other options and creative ways to help. One possibility is to consider loosening restrictions. Need to look at the immediate vs. long- term issues. Staff is exploring options - money involved (cap fees, etc.). Cannot count on a cap on fees. · Action: Consider using the community meeting scheduled for April/May at the courtroom to educate and get input from citizens. Should the meeting be on television? The Hampton Point development could also be discussed at that time. e ' Action: May want to consider other sources of citizen input. Recent survey of users only 7% response rate, Other ideas included: newsletters, web site, and citizen emails or faxes during public hearing at televised event. Need to give out email address and fax number well in advance so citizens can send in their questions. Economic Development · Hampton Point in SE quadrant- board needs to see site plans and be clear about message to developer. Upcoming meetings include public hearing and joint meeting with county board on Jan. 31. ~ Action: Board agreed to make this topic of their work session on Feb, 26, \vhich means not voting on it until March. Margaret \vill notify developer that a vote in Feb. will not happen. · Preserve/Churton Grove- board needs county's support for roads in northern part of town/ county. Current roads will not handle flood of traffic. · Some board members concerned that town does not have enough input in county's development decisions. Specific concerns are that county development should be focused in the south end where the major arteries already exist and that the definition of "small" pockets of developments should not include subdivisions with 600 homes. . . . ., ~, . ,,,J Economic Development continued: · Action: Town board should address their concerns relative to county's development at next quarterly meeting and/or some of the issues may be relevant for joint meeting on Jan. 31. · Others feel that the town has been involved in at least some of these deliberations relative to preparing for these water demands. The town needs these potential new water customers. · Some concerns that once water! sewer lines are extended to these areas that more development will inevitably come. · Difficult choice looming between additional traffic and more water customers. · May be hard for town to put too much pressure on developer as he already is donating land for schools and soccer fields. · Need to explore town's legal stance on denying water extensions to developments if they have adequate supply. · Upcoming presentation by the Preserve will include information on transportation plan. The county has not heard this presentation either. It is also unclear whether the county board has much information on Hampton Point. · It is unclear whether developments must have a contract for water with the town or just a letter of intent, or neither. e Action: As soon as possible, Margaret is to find out more about what the requirements really are for water extension agreements with developers. · Town also needs to clarify its position on location of "big box" retail with regard to traffic, impact on downtown and other impacts. · Concerned that such businesses do not really have the market data to support being built. · Margaret said that commissioners do have a right to ask to see market data and they should ask companies to provide this at upcoming meetings. Downtown development · County has bought or leased much of available space downtown, creating fewer options for retail. . Need to urge county to consolidate their operations as much as possible. · Some board members specifically concerned about new county's new projects would generate traffic and could block nice views of park. Could be a huge box with parking. · Town should encourage the county to look at other sites in the town, such as lot near Flint Fabrics. $ Action: The board agreed that these concerns are another good topic for quarterly meeting with the county. It was also noted that the a joint town-county group is already meeting with regard to the new general services facilirv and are lookine: at many of these issues. The county has been .1 (.'.1 .. receptive to a river park. . Chamber of Commerce and Economic Development Council should have a collaborative role with town relative to downtown. e Future Action: Mark reported on Tourism Board's development of RFPs to do a feasibility study for revitalization of downtown that would include: curbing, sidewalks, lights, underground power and enhanced retail space. The feasibility study is likely to cost $8,000-$12,000. Town will approve the study, which will be paid for by tourism funds, . This project will be collaboration with Chamber and Economic Development Council. . . . ...., ('l , .J Downtown development continued . An intern is also studying other towns of similar character and size. · Some specific enhancements should include moving offices and residences upstairs. . Special districts in downtown could generate some funds as well. · Need to work closer with Chamber to find tenants for vacant spaces downtown. . Lack of downtown parking is another major issue. · Town could explore building its own parking lot (with historic style) or might collaborate with county to use their pending lot to free up other new spaces for visitors/citizens. · The Parking Committee is already looking at these issues. T raffk and Transportation . There is too much traffic. Hillsborough does not have arteries to support the traffic that is projected. . Residential development north of interstate 70 is a concern. Brady Road addition: · Ask Orange County to support Brady Road addition to help the traffic flow. The state Department of Transportation is currently looking into this through the TIP program. <!) Action: Next step is to talk at the EDD Board meeting on January .2510. Invite representatives from EDD to come and talk with the Board about planned growth. Bus routes: · TT A will expand routes in the spring. There is one bus that runs every half-hour to Duke. It will run past Fairview, West Hills and East Hills. <D Action: Need to educate the public about this service. Margaret plans to send notices to churches and to neighborhood block captains informing them of this service. . Also need to educate citizens on OPT and where it stops. · Long-term issue - There is a need for a transportation system within Hillsborough. Need a route that travels north south. Sidewalks: · Pedestrian safety is also an issue. Need for more sidewalks. I · Action: Develop a limited sidewalk plan for fiscal year 2002. Calculate the costs and examine the financing. May be able to use Powell Bill to finance costs, An option would be to share the cost 50/50 with property owners. Ask DOT about SPOT safety funds and other funds for sidewalks. Bridges and main roads: . The bridge and main roads (Churton Street) are in need of repair. o Action: Margaret will request DOT representatives to repon: on status at Feb. 12"1 meeting. Department operations and staffing: · Need to get assistant or associate manager to free up Eric's time to work on larger projects. Gl Action: Board will try to keep this funded in upcoming budget. . Planning Dept. and Finance Office also need help very badly. . The board would like any new staff in these departments to be able to fill in for directors and make decisions in their absence. . . . 20 Department operations/staffing continued · Sherry reported that a new employee has worked out very well but now needs help with collections and water billing. o Future Action: In Feb., Sherry will be asking board to revamp position they had previously approved so that she can hire a waxer-billing supervisor. · This new person will also need office space and will likely move them into conference room. · The board still would like for finance office to have a true assistant so that Sherry can help out with more task forces and other assignments. She will likely retire in a few years, so need to think about this soon. o Future Action: Board should look to funding an assistant finance director by 2002-03 budget. · Manager said that if the board could only add one position in upcoming budget, he would make this a planner. This office is just overwhelmed. · Eric added that MP A intern has been a major help with general management issues and he will ask the board to continue this position. · The vacancy in public works director~ the manager is seeking someone with good managerial skills. · They also have pushed some responsibilities in public works down to lower level employees and this has worked really well- more efficient operations. · In waste collection, the manager has delayed use of the one-arm bandit until the kinks have been worked out. They are trying to learn from other towns that have successfully used it. Retreat evaluation - what worked well · The board enjoyed the chance to meet and share concerns. . Could this format be a model for second meeting? · The meeting was spontaneous. Board members built on each other's comments. · The meeting place was conducive to free flow of discussion. · It was nice to have a break to another room for lunch. . Kept awake. Needs improvement/done differently · The board members discussed a need for a longer retreat to have time to talk about issues and to relax and have fun together. May want to consider possibly meeting out of town. · Suggestion: Meet in early fall for another retreat to assess past retreat and to check on progress towards meeting goals. . . . . " 25- SUMMARY OF ACTION ITEMS Town Hall/Other Facilities . Acti?n: Manager to initiate phone call to spur response from attorney relative to town hall deed restrIctions. Action: Town should notify funeral home owners to take responsibility for having someone on their staff direct people to appropriate parking during business hours. Could also ask them to put this in written notices or funeral programs. Action: Board created a small work group to develop recommendations about which groups can use town facilities for specified purposes and what fees should be charged to cover some or all of the costs. Members will include: Brian, Frances, Sherry, Eric and Donna. Action: By Feb. work session, Margaret to assure that any deed restrictions relative to where new facilities might be built will be reflected on the site maps. Meetings Action: The board agreed to try a new format for work sessions. At the end of regular board meeting, they will identify one issue coming up to discuss at the work session. This will be discussed first at the work session, then open for commissioners to discuss other issues of their choice. The meeting would end with votes on a few consent agenda items- if any of these appear to have more questions than expected, they would be moved to next regular board meeting. Water Plant Grant Action: This will be a "hot topic" at an upcoming meeting and will be brought to the board ASAP. The board needs to look at what items can be cut. What are the alternatives and options? Need to consider long-term interests. Future Action: Need to communicate with the public. Need for board members to understand and be able to explain the project to others. Water System Forecast Action: Need to look at other options and creative ways to help funding. One possibility is to consider loosening restrictions. Need to look at the immediate vs. long- term issues. Staff is exploring options - money involved (cap fees, etc.) Cannot count on a cap on fees. Action: Considering using community meeting scheduled for April/May at the courtroom to education and get input from the public. Should the meeting be on television. The Hampton Point development could also be discussed at that time. Future Action: May want to consider other sources of citizen input other than recent survey, including newsletter, web site, and citizen emails or faxed questions during public hearing. Need to give out email address and fax number in advance so citizens can send in their questions. Economic Development Action: Board agreed to make Hampton Point the topic of their work session on Feb. 26, which means not voting on it until March. Margaret will notify developer that a vote in Feb. will not happen. Action: Town board should address their concerns relative to county's development at next quarterly meeting and! or some of the issues may be relevant for joint meeting on Jan. 31. ? .~ t c.. Action: As soon as possible, Margaret is to find out more about the actual requirements relative to . water extensiOn agreements. Downtown Development Action: The board agreed that county's development in downtown is another good topic for quarterly meeting with the county. It was also noted that the a joint town-county group is already meeting with regard to the new general services facility and are looking at many of these issues. The county has been receptive to a river park. Future Action: Mark reported on Tourism Board's development ofRFPs to do a feasibility study for revitalization of downtown that would include: curbing, sidewalks, lights, underground power and enhanced retail space. The feasibility study is likely to cost $8,000-$12,000. Town will approve the study that will be paid for by tourism revenues. . . Traffic and Transportation Action: Need to educate citizens about the TT A bus service routes. Margaret plans to send notices to churches and to neighborhood block captains informing them of this service. Action: The next step for the Brady Road project is to talk at the EDD Board meeting on January 25th. Invite representatives from EDD to come and talk with the Board about planned growth. Action: Develop a limited sidewalk plan for fiscal year 2002. Calculate the costs and examine the financing. May be able to use Powell Bill to finance costs. An option would be to share the cost SO/SO with property owners. Ask DOT about SPOT safety funds and other funds for sidewalks. Action: Margaret will request DOT representatives to report on the status of downtown street and bridge repair at February 12th meeting. Department Operations and Staffing Action: Board will try to keep assistant manager position funded in upcoming budget. Future Action: In Feb., Sherry will be asking board to revamp position they had previously approved so that she can hire a water-billing supervisor. Future Action: Board should look to funding an assistant finance director by 2002-03 budget.