HomeMy Public PortalAbout10-08-2001 Regular Session
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231
MINUTES
IDLLSBOROUGH TOWN BOARD
October 8,2001
7:30 PM, Town Barn
The Hillsborough Town Board held a regular meeting on October 8th, 2001 at 7:30 PM in the
Hillsborough Town Barn. Present for the Board Meeting were Mayor Horace H. Johnson, Sr.,
and Commissioners Frances Dancy, Evelyn Lloyd, Kenneth Chavious, Mark Sheridan, and Brian
Lowen. Staff present were Town Manager Eric Peterson, Town Clerk Donna Armbrister,
Finance Director Sherry Carter, Planning Director Margaret Hauth, Assistant Town
Manager/Public Works Director Demetric Potts, Town Engineer Kenny Keel, Police Chief
Nathaniel Eubanks, Utility Maintenance Technician Harry Cates, and Town Attorney Bob
Hornik.
Mayor Horace H. Johnson, Sr. called the meeting to order at 7:30 PM.
1. PUBLIC CHARGE
Mayor Horace Johnson read the Public Charge.
2. AUDIENCE COMMENTS REGARDING MATTERS NOT ON THE PRINTED
AGENDA
. There were no audience comments.
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3. AGENDA CHANGES & AGENDA APPROVAL
By consensus, the Board Tabled Items 10.B, IO.C, and IO.D to be considered at the November
Regular Board Meeting.
By consensus, the Board moved Appointments Item 11.A on the Agenda to be heard after the
Town Engineer's Report on staffing concerns at the Wastewater Treatment Plant.
By consensus, the Board added a Public Hearing that was advertised but erroneously omitted
from the Agenda to be heard after the Approval of the Minutes.
4. APPROVAL OF THE MINUTES OF THE SEPTEMBER 10TH REGULAR BOARD
MEETING, THE SEPTEMBER 10TH CLOSED SESSION, AND THE SEPTEMBER
24TH BOARD WORK SESSION
The Board noted a change needed to be made at the bottom of page one of the first page of the
September 10th Minutes to change the vote from 5-1 to 5-0.
Upon a motion by Commissioner Lloyd, seconded by Commissioner Sheridan, the Board
moved to approve the Minutes of the September 10th Regular Board Meeting with the
aforementioned change, the September lOth Closed Session as presented, and the September
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24th Board Work Session as presented by a vote of 5-0. The motion was declared passed.
ADDED PUBLIC HEARING
Public Hearing to receive Public Comment regarding the Water Treatment Plant Upgrade
Project
Mayor Johnson opened the Public Hearing at 7:37 PM.
Town Engineer Kenny Keel reviewed the Plant Upgrade Plans for the Board.
There were no public comments.
Mayor Johnson closed the Public Hearing at 7:45 PM.
5. REPORTS
A. Cynthia Hoglen to appear before the Board to address water payment concerns
regarding the property located at 2720 Lannie Drive
Cynthia Hoglen addressed the Board and requested they consider implementing a "vacancy
water rate". She explained that she had a home on the market to sell for several months and had
to leave the water connected during that time and make minimum water payments. She
expressed her concerns that for the month she had the water disconnected, she and the new
homeowner both paid the minimum water payment. Ms. Hoglen stated that due to this she felt
the Town was doubly paid for the water.
Finance Director Sherry Carter responded to her concerns by reading the excerpts from the
Town Code that gave the Town that authority.
Town Manager Eric Peterson stated that he would have staff research to see how other
municipalities handle water terminations.
B. Receive Report from EDD- Transportation Committee
Commissioner Sheridan and Planning Director Margaret Hauth reviewed the options that had
been developed by NCDOT. They explained that the EDD-Transportation Committee had
reviewed these options and were presenting their recommendations to be returned to NCDOT
upon Board approval.
After much discussion, and by consensus, the Board agreed to place this Item on the Agenda as
an additional Hot Topic for the October Work Session.
C. Update from the Town Engineer on staffing concerns at the Wastewater Treatment Plant
Town Engineer Kenny Keel explained that staffmg has been made more difficult with the
change of FLSA Status for the Plant Superintendent and Lab Director positions. The Town
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Manage had both DMG and the Institute of Government re-evaluate the FLSA status and that
confirmed that they should be Exempt positions. The Wastewater Plant has four operators plus
the Superintendent. The Superintendent frequently fills-in on shifts, due to employees taking
time off for training, sick, or vacation time. This means there is a need for an additional
Operator at the Wastewater Plant. The Plant will attempt to make it through the Fiscal Year
with the current staffing level if possible. If in fact the Town must hire an additional operator in
mid-budget year, the Town Manager and Town Engineer will present a cost analysis so as to
provide the most logical and affordable way to fund a new position.
11. APPOINTMENTS (This Item heard out of order)
A. Consideration of Appointment of Amy J. Newton to serve on the Orange Community
Housing & Land Trust Board
Upon a motion by Commissioner Sheridan, seconded by Commissioner Dancy, the Board
moved to appoint Amy J. Newton to serve on the Orange Community Housing & Land Trust
Board by a vote of 5-0. The motion was declared passed.
6. PRESENTATIONS
A. Presentation of Certificate of Appreciation from the Board to Harry Cates, Utility
Maintenance Technician
Mayor Horace H. Johnson, Sr. presented a Certificate of Appreciation from the Board to Harry
Cates, Utility Maintenance Technician for his thoughtful acts that rescued a lady from further
injury when her riding lawn mower turned over on her. Mr. Cates accepted the Certificate of
Appreciation and was accompanied by his daughter.
7. REPORT FROM THE TOWN MANAGER
Town Manager Eric Peterson reported that the staff is obtaining contract information for the
Board to consider on the clean up of a nuisance property on Riddle Avenue.
Manager Peterson also reported that contract information is being gathered on repair work to
the wall around the Old Cemetery.
Peterson stated that the Flags would be put up on Churton Street and left up at least through
Veteran's Day.
8. REPORT FROM THE TOWN ENGINEER
Town Engineer Kenny Keel gave a status report on the current Water and Sewer projects.
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9. ITEMS FOR DECISION - CONSENT AGENDA
A. Consider Adopting a Resolution Establishing the Water & Sewer Advisory Committee
and appointing the Committee Members
B. Consider Adopting an amendment to the Reasonable Suspicion Drug Testing Portion of
the Personnel Ordinance (Chapter 4, Appendix A, Section VI, Subsection B)
C. Consider Adopting the Town Board 2002 Meeting Schedule
D. Consider Authorizing Town Attorney to take action on delinquent Privilege Licenses
E. Consider Miscellaneous Budget Amendments
Upon a motion by Commissioner Lowen, seconded by Commissioner Dancy, the Board moved
to approve Items A-E of the Consent Agenda as presented by a vote of 5-0. The motion was
declared passed. A copy of the Resolution Establishing the Water & Sewer Advisory
Committee and appointing the Committee Members; a copy of the Ordinance amending the
Reasonable Suspicion Drug Testing Portion of the Personnel Chapter of the Town Code; the
Town Board 2002 Meeting Schedule; and the Miscellaneous Budget Amendments are hereby
made a part of these official Minutes as Attachments.
10. ITEMS FOR DECISION - REGULAR AGENDA
A. Consideration of approval of Wastewater Treatment Plant Construction Bid
Town Engineer Keel informed the Board he accepted bids for the Wastewater Treatment Plant
Improvement Project on October 3rd and received 10 bids. The lowest responsible bidder for
the project was Central Builders, Inc. of Midlothian, V A with a bid of $614,415.00. Keel had
supplied the Board with a certified bid tabulation sheet in their agenda.
The estimate of construction costs for the project, calculated by W. K. Dickson engineering
firm was $480,000.00. The FY02 budget included funds for repayment of a $500,000.00 loan
over 5 years, based on this estimated project cost.
Due to the extreme need for this project, Engineer Keel recommended that the Board approve
Central Builders, Inc. to construct this project for the sum of $614,415.00.
Upon a motion by Commissioner Sheridan, seconded by Commissioner Lloyd, the Board
moved to award the bid for the Wastewater Treatment Plant Construction to Central Builders,
Inc. of Midlothian, V A in the amount of $614,415.00 by a vote of 5-0. The motion was
declared passed.
B. Consideration of Water/Sewer Extension Agreement with MF Limited Partnership
(proposed Patriot Pointe Apartment Complex on Orange Grove Road)
By consensus, this Item was Tabled until the November Regular Board Meeting.
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C. Consideration of and Ordinance annexing 28.22 acres owned by MF Limited
Partnership of Hillsborough on the west side of Orange Grove Road, just south ofI-85
By consensus, this Item was Tabled until the November Regular Board Meeting.
D. Consideration of an Ordinance to zone 28.22 acres owned by MF Limited Partnership of
Hillsborough from County R-l to Town Multi-family
By consensus, this Item was Tabled until the November Regular Board Meeting.
E. Consideration of TIP Priority List for 2004-2010
After some discussion, and by consensus, the Board agreed to add this Item to the Board's
October 22nd Board Work Session.
F. Discuss future plans and options regarding the construction of the Cates Creek Outfall
Town Manager Eric Peterson discussed with the Board the future plans for the Cates Creek
Outfall and explained that the Town would need to obtain several easements.
Upon a motion by Commissioner Chavious, seconded by Commissioner Lloyd, the Board
moved to authorize the Town Manager to pursue acquiring the required easements for the
construction of the Cates Creek Outfall by a vote of 5-0. The motion was declared passed.
G. Consideration of amendment to the Job Classification Listing and Pay Grades
Town Manager Peterson discussed with the Board the fact that the Class & Pay Study resulted
in the salary ranges being condensed and the maximum of some of the ranges being lowered
therefore lowering the earning potential of some employees. The Manager recommended that
the Board approve a new Job Classification Listing and Pay Grade Schedule increasing the
Maximum of the Salary Ranges by 8%.
Upon a motion by Commissioner Dancy, seconded by Commissioner Lowen, the Board moved
to adopt the new Job Classification Listing and Pay Grade Schedule as presented by a vote of 5-
O. The motion was declared passed. A copy of the new Job Classification Listing and Pay
Grade Schedule is hereby made a part of these official Minutes as an Attachment.
H. Discuss plans for the Town Manager's Annual Performance Evaluation
By consensus, the Board agreed to conduct the Town Manager's Annual Performance
Evaluation at the October 23rd Board Work Session.
11. APPOINTMENTS
. A. Consideration of Appointment of Amy J. Newton to serve on the Orange Community
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Housing & Land Trust Board
This Item was heard earlier in the meeting.
B. Consideration of Appointment of Gail Cooley to fill vacant Alliance Board Seat on the
Tourism Board
Upon a motion by Commissioner Dancy, seconded by Commissioner Lloyd, the Board moved
to appoint Gail Cooley to fill the vacant Alliance Board Seat on the Tourism Board by a vote of
5-0. The motion was declared passed.
C. Consideration of Resolution recommending appointment of Brian Poplin to fill an out-
of-town vacancy on the Board of Adjustment to be forwarded to Orange County
Commissioners
Upon a motion by Commissioner Chavious, seconded by Commissioner Lowen, the Board
moved to approve the Resolution recommending the appointment of Brian Poplin to fill an out-
of-town vacancy on the Board of Adjustment as presented by a vote of 5-0. The motion was
declared passed. A copy of the Resolution is hereby made a part of these official Minutes as an
Attachment.
12. CLOSED SESSION
Upon a motion by Commissioner Dancy, seconded by Commissioner Chavious, the Board
moved to go into Closed Session for the purposes of discussing a Personnel Issue and Potential
Litigation by a vote of 5-0. The motion was declared passed.
A. Closed Session for the purpose of discussing a Personnel Issue
B. Closed Session for the purpose of discussing Potential Litigation
13. OTHER
Upon returning to Open session and by consensus, the Town Board authorized the Town
Attorney to explore negotiation options with Sprint Telecommunications regarding the tower
and report back to them at the October 220d Board Work Session.
Upon a motion by Commissioner Lloyd, seconded by Commissioner Lowen, the Board moved
to authorize the Town Attorney to proceed with the final settlement in the Summers' Reservoir
Condemnation Case by a vote of 5-0. The motion was declared passed.
By consensus, the Board added a Protocol Discussion to the Agenda of the October 220d Board
Work Session.
14. ADJOURN
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Upon a motion by Commissioner Chavious, seconded by Commissioner Lowen, the Board
moved to adjourn at 10:30 PM by a vote of 5-0. The motion was declared passed.
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Respectfully submitted,
Donna F. Armbrister, CMC
Town Clerk
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CREATION OF THE
WATER & SEWER ADVISORY COMMITTEE
WHEREAS, the Town ofHillsborough's Water & Sewer Fund has experienced and will
continue to face significant financial challenges due to large debt service payments, old
plants and infrastructure, low fund balances, and high rates; and
WHEREAS, the Town of Hills borough Board of Commissioners established a Citizens'
Advisory Task Force in October 2000 to evaluate the Town's Water & Sewer Fund
operations for the purpose of providing objective analysis, suggestions, and guidance
regarding the Fund's condition and operation; and
WHEREAS, the Citizens' Advisory Task Force produced a report (dated July 1, 2001)
releasing the group's findings, recommendations, and analysis regarding their review of
the Town's water and sewer operations; and
WHEREAS, the original "charge" of the Task Force is now satisfied with the completion
of the Report; and
WHEREAS, the Task Force recommends that a permanently standing Water & Sewer
Advisory Committee be established by the Town of Hills borough; and
WHEREAS, the purpose and scope ofthe Water & Sewer Advisory Committee would be
as follows:
. To meet at least quarterly with the Town's stafffor the purpose of receiving
updates regarding key operational, policy, and financial issues facing the Water &
Sewer Fund;
. To request information from the staff so as to stay informed and knowledgeable
as it related to key issues, concerns, and opportunities facing the Water & Sewer
Fund;
. To provide recommendations to the Town staffand Board of Commissioners as
the Committee deems appropriate regarding general operational, financial, public
information, and other issues related to the management of the Water & Sewer
Fund;
. The Committee will not make recommendations regarding individual personnel
matters (e.g., hiring, firing, and disciplinary issues) within the Water & Sewer
Fund;
. The Committee will consist of between 6-8 members, appointed by the Town's
Board of Commissioners, the Town will strive to maintain an even balance
between in-town and out-of-town water/sewer customers, or as close as is
reasonable possible;
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. Committee Members will serve staggered four-year terms. Thus, half of the
original appointees will be appointed to serve two-year terms and the other half
will be appointed to serve four-year terms;
. The Board of Commissioners may choose to have one (1) of its members serve as
an ad hoc member of the Water & Sewer Advisory Committee.
NOW, THEREFORE LET IT BE RESOLVED by the Town of Hills borough Board of
Commissioners that it hereby creates the Water & Sewer Advisory Committee, and
appoints the following members to serve the following terms: Scott Neal (4 years),
Michael Harvey (4 years), Donna Lee Jones (4 years), Chris Cole (2 years), Jack Snipes
(2 years), Dorothy Johnson (2 years), Jim Singleton (2 years), and Jeffrey Wright (4 .
years) .
ADOPTED this 8th Day of October 2001.
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Mayor Horace H. Johnson, Sr.
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ATTACHMENT 9.B
AN ORDINANCE AMENDING CHAPTER 4 OF THE TOWN CODE
OF THE TOWN OF HILLSBOROUGH
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THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH
ORDAINS:
Section 1
Chapter 4, Appendix A of the Hillsborough Town Code is hereby amended as
follows:
REASONABLE SUSPICION
PROPOSED AMENDMENT 10-08-01)
1. The Town requires an employee to undergo reasonable suspicion testing for drugs andJoralcohol
when trained personnel substantiate that an employee is exhibiting behavior at work, which
suggests reasonable suspicion that the employee is at work under the inOuenceofdrugs or alcohol
2. In determining reasonable suspicion, the following process is followed:
a. A supervisor who suspects that an employee is at work under the influence of drugs or alcohol
immediately informs that employee's Department Head of this and the specific reasons.
b. If the Department Head is not available or has not received the necessary training to
substantiate reasonable suspicion, a trained supervisor may serve as the Department Head's
designee.
c. The Department Head immediately contacts the Personnel Officer. The Personnel Officer (or
their designee) serves as the trained Town Representative. If the Personnel Officer is not
available the Safety Officer should be contacted. In the event the Personnel Officer and the
Safety Officer are not available, the Assistant Town Manager may serve as the Town
Representative by assisting in the process of determining reasonable suspicion. In the event
that none ofthe above personnel are available, the Town Manager may serve as the Town
Representative. The Department Head and the trained Town representative meet with the
employee involved in order to directly observe the employee's behavior.
d. Based on this and review of all the available information, the Department Head and Town
representative jointly determine whether sufficient evidence exists to substantiate reasonable
suspicion of drug or alcohol use and to require a drug and alcohol test.
e. The Department Head and the Town representative make a written record of the specific
observations leading to the reasonable suspicion determination and sign it.
f. The determination of reasonable suspicion requires a trained supervisor and the trained
Town Representative (Personnel Officer, Safety Officer, or Assistant Town Manager, or
Town Manager).
3. The Personnel Officer arranges for the reasonable suspicion drug and/or alcohol test.
4. Following the substantiation of reasonable suspicion, the Department Head or their designee
notifies the employee of the requirement for an immediate drug and/or alcohol test. If the
employee refuses to take the test, the Department Head or their designee advises the employee
that refusal of testing in this circumstance is considered a positive test result and may result in
dismissal under this Ordinance.
5. The supervisor or other Town official escorts the employee to the testing location. From the time
reasonable suspicion is determined, the employee is removed from duty and observed to assure
that he or she does not ingest anything or attempt to acquire "clean" urine from another person.
6. After the testing is completed, the supervisor or Town official escorting the employee to the testing
location should use every reasonable means to assure the employee reaches home safely.
7. A reasonable suspicion alcohol test should be administered within two hours and may not be
administered later than eight hours following the reasonable suspicion determination. If the test
is not administered within two hours and also if it is not administered within eight hours, the
supervisor must document and submit to the Personnel Officer the reasons for not administering
the test.
8. A reasonable suspicion drug test must be administered no later than 32 hours following the
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9.
reasonable suspicion determination. If the test is not administered within 32 hours, the supervisor
must document and submit to the Personnel Officer the reasons for not administering the test.
While awaiting results of a reasonable suspicion drug test, a permanent employee is placed on
leave with pay for the regularly schedule work hours. (A temporary employee is not paid for the
missed work time.) If the result ofthe test is positive and the employee is dismissed, the effective
date of the dismissal is the date the written positive test results were received by the Town.
PROPOSED AMENDMENT 10-08-01 to be deleted.
1. Upon a determination by a sHpervisor of reasonable suspieion, the supervisor should eORtaet the Town
M8Rager to re't'iew the basis fur his/her reasoRable suspieioR.
2. If the TewR MaRager eeReurs that reaseRable suspieieR exists, the superviser er TewR M8Rager shall:
(a) reqHest that the empleyee take a drug or aleohol test;
(b) advise the employee:
(i) that the drug or aleehel test .....i11 be eeRdueted speeifieally far the purpose eftestiRg fur the presenee
of drugs as defined in 8eetiaR III;
( ii) tAat the res HIts afthe drug or aleehel test eaRRet be used iR any subsequeRt eriminal proooel:ltieR; 8fId
(iii) that the peRalty fur refi:JsiRg the reqHest te sHbmit ta a drug ar aleehol test, or adulteratiRg a drug er
aleohel test, is dismissal ih)m Town empla)'lfleRt. (AMENDED 94 13 98)
3. [fthe employee eaRsents to a dflfg or aleehel test, the superviser ar TawR MaAager shall aoeompany the
empleyee te the test 10eatioR.
4. If passible, the supervisor er Teyt'R MaAager shall ooRtaet the test faeility prior ta taldRg the empleyee fur
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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 1M day of tldoM~ ~ ~o/ .
Ayes: ~
Noes: ..{;V
Absent or Excused -f}-'
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Town
of
~ill!
TOWN OF HILLSBOROU6H
BOARD OF COMMISSIONERS
Adopted 10-08-01
2~4
2002 MEETING SCHEDULE
(* All meetings will be held in the Town Barn, unless otherwise noted. Times and
dates are subject to change.)
Monday, January 14, 2002
Tuesday, January 22, 2002
Monday, January 28, 2002
Monday, February 11, 2002
Monday, February 25, 2002
Monday, March 11, 2002
Monday, March 25, 2002
Monday, April 8, 2002
. Monday, April 22, 2002
Tuesday, April 23, 2002
Monday, May 13,2002
Tuesday, May 20, 2002
Monday, June 10,2002
Monday, June 24, 2002
Monday, July 8, 2002
Monday, July 22, 2002
Tuesday, July 23, 2002
August 2002
Monday, September 9, 2002
Monday, September 23, 2002
Monday, October 14,2002
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Regular Board Meeting (7:30 PM)
Quarterly Joint Public Hearing with Planning Board (7:00 PM)
Town Board Work Session (7:30 PM)
Regular Board Meeting (7:30 PM)
Town Board Work Session (7:30 PM)
Regular Board Meeting (7:30 PM)
Town Board Work Session (7:30 PM)
Regular Board Meeting (7:30 PM)
Town Board Work Session (7:30 PM)
Quarterly Joint Public Hearing with Planning Board (7:00 PM)
Regular Board Meeting (7:30 PM)
Town Board Work Session (7:30 PM)
Regular Board Meeting (7:30 PM)
Adoption of2001-2002 Budget
Town Board Work Session (7:30 PM)
Regular Board Me'eting (7:30 PM)
Town Board Work Session (7:30 PM)
Quarterly Joint Public Hearing with Planning Board (7:00 PM)
No Meetings
Regular Board Meeting (7:30 PM)
Town Board Work Session (7:30 PM)
Regular Board Meeting (7:30 PM)
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Tuesday, October 22, 2002
Monday, October 28, 2002
Tuesday, November 18,2002
Monday, November 25, 2002
Monday, December 9, 2002
Monday, December 23,2002
C:\MyFiles\Town Board\2000MTGSCH,doc
Quarterly Joint Public Hearing with Planning Board (7:00 PM)
Town Board Work Session (7:30 PM)
Regular Board Meeting (7:30 PM)
Town Board Work Session (7:30 PM)
Regular Board Meeting (7:30 PM)
Town Board Work Session (7:30 PM)
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Town
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ATTACHMENT 9.l
2~S
BUDGET AMENDMENTS
OCTOBER. 2001
1. GENERAL FUND:
REVENUES:
10-3990-000 Fund Balance Appropriated
BEFORE
AQJ.
AFTER
$ 322,200
$ 10,000
$ 332,200
EXPENDITURES:
10-5100-575 Police-Gov. Grant/Accreditation
$
$ 10,000
$ 10,000
To bring forward the monies received for the Governor's Grant/Accreditation from the 2000-2001 Fund Balance.
2. CAPITAL PROJECTS FUND:
REVENUES:
. 61-3870-000 Proceeds/Loan-Cates Creek
61-3970-000 Contribution/Water Fund
61-3970-100 Contributions/Developers
$ 1, 1 50,000
150,000
$ 1,000,000
$ 1,300,000
300,000
$ 1,300,000
To properly allocate developer contributions to the Cates Creek Outfall.
3. GENERAL FUND:
EXPENDITURES:
10-4200-110 Admin.-Telephone/Postage $ 21,500 $ (17,000) $ 4,500
10-4400-110 Finance- T elep~one/Postage 2,200 6,000 8,200
10-5000-110 Ruffin-Roulhacrr elephone 11 000 11.000
$ 23,700 $ $ 23,700
To properly allocate expenses for telephone services to both Town Hall buildings.
4. GENERAL FUND:
EXPENDITURES:
10-6900-930 Spec.Approp./Agency Contrib.
10-9990-000 Contingency
$
$ 1,000
(1,000)
$ 26,000
154,000
$ 180,000
25,000
155,000
$ 180,000
.nd appropriation for the Family Violence Prevention Center.
$
137 North Churton Street · P.O. Box 429 · Hillsborough, North Carolina 27278
919-732-2104 · Fax: 919-732-1028
BUDGET AMENDMENTS
.~ER, 2001
5. GENERAL FUND:
EXPENDITURES:
10-4100-010 Gov.Body-Commissioner's Fees
1 0-41 00-030 II II -Mayor's Salary
10-9990-000 Contingency
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BEFORE
AI1L
AFTER
$ 16,000
5,300
154,000
$ 175,300
$ 30,000
7,000
138,300
$175,300
To fund increase for Mayor's salary and the Commissioner's Fees.
6. GENERAL FUND:
REVENUES:
10-3480-400 DOT Grant-Bike Helmets $ $ 1,000 $ 1,000
EXPENDITURES:
10-5100-576 Police-DOT Grant/Helmets $ $ 1,000 $ 1,000
To fund revenue and expense accounts for the grant received from the N. C. Department of Transportation.
.NERAL FUND':
REVENUES:
10-3990-000 Fund Balance Appropriated
EXPENDITURES:
10-5100-740 Capital
10-5100-742 -Comm. Policing
10-5100-744 II -Investigations
10-5100-745 -Natcotics
$ 332,200 $ 17,350 $ 349,550
$ 57,600 $ 6,500 $ 64,100
800 1,500 2,300
16,400 5,400 21,800
700 3,950 4,650
$ 75,500 $ 17,350 $ 92,850
To bring forward unspent capital items from the 2000-2001 fiscal year.
8. GENERAL FUND:
REVENUES:
10-3990-000 Fund Balance Appropriated
EXPENDITURES:
10-4200-331 Admin.-Dept.Supplies/OSHA
10-4200-461 II -Cont.Serv/Supervisor Tr.
10-4200-463 -Cont.Serv/Pay Study
.10-4200-570 II -Miscellaneous
10-4900-571 Planning-Misc/Riverwalk Study
$ 349,550
$162,805
$512,355
$ 15,000
3,800
1,000
7,000
$ 216
1,500
7,905
680
6,250
$ 15,216
5,300
8,905
7,680
6,250
2.18
BUDGET AMENDMENTS
.OBER,2001
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8. (CONTINUED) BEFORE A.O.J.. AFTER
10-4900-741 Planning-Capital/Murray St Park 4,808 4,808
10-5100-160 Police-Equipment Repair 5,000 375 5,375
10-51 00-330 " -Departmental Supplies 24,500 389 24,889
10-5100-332 " -Dept. Sup p.ll nvestigations 10,800 2,537 13,337
10-5100-333 " /Spec. Response 1,800 1,785 3,585
10-5100-450 " -Contract Services 15,000 18,000 33,000
10-5100-571 " -Mise/Drug Money %AGE 5,746 5,746
10-5100-740 " -Capital 64,100 705 64,805
10-5350-150 Fire Prot.-Bldg.Maint./Repair 6,000 500 6,500
10-5600-451 Street-Cont.Serv.lBridge 500 5,500 6,000
10-5800-330 Sanitation-Dept.Supplies 3,400 1,848 5,248
10-5800-456 -Cont.Serv.lRouting 2,500 2,500
10-6400-150 Cemetery-Maint./Repair 2,500 2,784 5,284
10-6400-740 -Capital 3,500 3,500
10-6900-900 Spec.Approp.-Or.Co.lRiver Walk 23,777 23,777
10-6900-921 -Tree Maint./New 5,000 1,500 6,500
10-6950-730 Fairview CP Center-Const./Bldg. 213,500 31,500 245,000
10-6950-733 " - "/Contingency 30,000 30,000
1 0-6950" 7 40 " -Equipment 8,500 8,500
. $ 378,900 $162,805 $ 541 ,705
WATER FUND:
REVENUES:
30-3990-000 Fund Balance Appropriated $ 38,610 $109,750 $ 148,360
$ 8,000
10,000
3,305
18,762
20,000
13,000 5,550
68,000 416
2,000 300
20,000 469
18,000 7,315
45,000 1,622
2,200 335
38,000 28,621
33,000 5,055
$356,200 $109,750
.ncumber designated amounts from the 2000-2001 budget in the General and Water Funds
EXPENDITURES:
30-7220-451 Engineering-Cont.Serv/G IS Data
30-7240-331 Meter Reading-Dept. Supplies
30-8120-340 Water Plt.-Outside Lab Services
30-8120-730 " -Capital Improvements
30-8120-731 " -Water PIt.Expansion
30-8140-160 Water Dist.-Equipment Repair
30-8140-330 " -Dept. Supplies
30-8140-570 " -Miscellaneous
30-8140-730 " -Capital Improvements
30-8140-740 " -Capital
30-8200-330 WW Coll.-Dept. Supplies
30-8200-570" "-Miscellaneous
30-8200-730" "-Capital Improvements
30-8220-340 WWTP-Outside Lab Services
$
8,000
70,000
10,000
29,000
$ 16,000
80,000
13,305
47,762
20,000
18,550
68,416
2,300
20,469
25,315
46,622
2,535
66,621
38,055
$ 465,950
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BUDGET AMENDMENTS
OCTOBER, 2001
PAGE 4
APPROVED: ttJ~)a J? ~!) I ~ ~I) /*
VERIFIED:
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Town of HiIIsborough ATTACHMENT lO.G
JOB CLASSIFICATION LIST. GRADE ORDER
ANNUAL SAlARY RANGE ^L~ -t
. GRADE Minimum Mm:f2!!!1 Mmtl!nlml FLSA JOB CODE AND mLE " :J .1
6 18,931 24,800 30.669
N 9501 MAINTENANCE WORKER
N 3503 MECHANIC HELPER
7 20,154 26,401 32,649
N 9008 BILLING/COLLECTION CLERK
N 9005 METER READER
N 2020 POLICE RECORDS CLERK
8 21,378 28,005 34,632
N 4004 ACCOUNTS PAYABLE CLERK
N 9007 CUSTOMER SERVICE REPRESENTATIVE
N 6503 EQUIPMENT OPERATOR
N 6505 MAINTENANCE WORKER, SENIOR
N 5015 UTILITY MAINTENANCE TECHNICIAN
N 9010 WATERlWASTEWATER PLANT OPERATOR
9 22,602 29,609 36,615
N 6515 EQUIPMENT OPERATOR, SENIOR
N 9011 WATERlWASTEWATER PLANT OPERATOR II
10 23,825 31 ,211 38,597
N 2521 LABORATORY TECHNICIAN
N 5010 UTILITY MECHANIC
. 11 25,048 32,813 40,578
N 9012 WATERlWASTEWATER PLANT OPERATOR III
12 26,271 34,415 42.560
N 2010 ADMINISTRATIVE ASSISTANT
5017 ELECTRICIAN
13 27,495 36,019 44,542
N 8002 UTILITIES ANALYST
14 28.718 37.621 46.523
N 2006 POLICE OFFICER
15 29,942 39,224 48,506
E 4001 ACCOUNTING SUPERVISOR
E 5002 ASST UTILITY SYSTEM SUPERVISOR
E 9015 BILLING/COLLECTION SUPERVISOR
N 3502 FLEET MECHANIC
E 9006 METER READER SUPERVISOR
N 7002 PLANNER
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Town of HiIIsborough 252
JOB CLASSlFICATlON UST - GRADE ORDER
ANNUAL SALARY RANGE
. GRADE MinJ!J!J!!n M!!!:f.2!n1 !!!l!!!!:!!!!m FLSA JOB CODE AND TITLE
16 31,165 40,827 50.488
N 8501 FIRE INSPECTOR/CODE ENFORCEMENT
17 32.389 42,430 52.471
N 2007 INVESTIGATOR
E 2520 LABORATORY DIRECTOR
N 2005 POLICE CORPORAL
18 33,612 44,032 54,451
E 6001 SANITATION SUPERVISOR
E 6501 STREET MAINTENANCE SUPERVISOR
19 34,835 45,634 56,433
N 2004 POLICE SERGEANT
E 5001 UTILITY SYSTEM SUPERVISOR
21 37,282 48,567 60,397
E 3501 FLEET MAINTENANCE SUPERVISOR
22 38,506 50,443 62,380
E 2003 POLICE LIEUTENANT
25 42,176 55,251 68,325
. E 2501 WASTEWATER PLANT SUPERINTENDENT
26 43,399 56.853 70,307
E 1501 WATER PLANT SUPTlSAFETY OFFICER
27 44,622 58,455 72,288
E 2002 POLICE CAPTAIN
28 45.846 60,059 74,271
E 7001 PLANNING DIRECTOR
E 1001 TOWN CLERKlPERSONNEL OFFICER
31 49,516 64,866 80,216
E FINANCE DIRECTOR
32 50.739 66.469 82,198
E 2001 CHIEF OF POLICE
8001 TOWN ENGINEER/UTILITIES DIRECTOR
33 51,963 68,072 84,181
E 3001 ASST TOWN MANAGER/PUBLIC WORKS DIR
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Town
of
tHilli
ATTACHMENT 1l.C
... p ,.,
(. ~~ ",',
RESOLUTION REQUESTING AN APPOINTMENT
TO AN EXTRATERRITORIAL JURISIDICTION SEAT
ON THE HILLSBOROUGH BOARD OF ADJUSTMENT
WHEREAS, as a result of the end of a term, it is necessary to appoint a person to a seat reserved on the
Hillsborough Board of Adjustment for persons residing within the town's extraterritorial planning jurisdiction;
and
WHEREAS, by state statute and town ordinance, the Orange County Board of Commissioners initially has the
authority and responsibility to appoint ETJ members to the town's Board of Adjustment.
NOW, THEREFORE, THE BOARD OF COMMISSIONERS FO THE TOWN OF HILLSBOROUGH
RESOLVES:
Section 1. The Orange County Board of Commissioners is respectfully requested to appoint the following
individual to an ETJ seat on the Hillsborough Board of Adjustment, whose term would expire in October 2004:
Mr. Brian Poplin
. 2701 Sweet Gum Drive
Hillsborough, NC 27278
Section 2. If the Orange County Board of Commissioners fails to appoint persons willing to serve in the
capacity described above within 90 days of receiving this resolution, then the Hillsborough Town Board may
make this appointment.
Section 3.
The Town Clerk shall send a copy of this resolution to the Orange County Manager.
Section 4.
This resolution shall become effective upon adoption.
The foregoing resolution having been submitted too a vote, received the following vote and was duly adopted
this 8th day of October 2001.
Ayes: S"
Noes: ./)'
Absent! excused:D
I, Donna F. Armbrister, Town Clerk to the Town of Hills borough, do hereby certify that the foregoing is a true
and correct copy of a resolution adopted by the Hillsborough Town Board of Commissioners on October 8,
2001. ,/ . ~
.. ~~F.Armbrister
Town Clerk
101 East Orange Street. P.O. Box 429 . Hillsborough, North Carolina 27278
919-732-1270 . Fax 919-644-2390
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October 10, 2001
Memorandum
To:
Eric Peterson, Town Manager
From:
Debra Henzey and Donna Warner
Subject:
Notes from October 6,2001 Retreat - Hillsborough Board of
Commissioners, Hillsborough House, Hillsborough, North Carolina
Attendees:
Mayor Horace Johnson, Commissioners Ken Chavious, Frances Dancy, Brian Lowen, Mark
Sheridan; Manager Eric Peterson, Demetric Potts, Planning Director Margaret Hauth, MP A
intern Jim Klingler, Finance Director Sherry Carter, Town Engineer Kenny Keel.
RETREAT TOPICS
1. Discussion of progress on goals identified at the January 20, 2001 retreat
2. Citizen's taskforce study on water rates
3. Annexation
4. Guiding principles and values around development
S. Impact fees
6. County peer review
PROGRESS REPORT ON FY 2001 GOALS
Use of Town Hall for events
ACTION ITEM: The board directed Eric Peterson to look at the deed restrictions on the
property and if clear hand carry a letter to the owner of the land. Mark Sheridan volunteered
to visit with the landowner.
Transportation
The board discussed a need for an inner city bus route to help elderly and other citizens get
around Hillsborough.
ACTION ITEM: The board directed Margaret Hauth to send a letter to OPT asking them
to consider such a route. They also talked about the importance of making the citizens
aware of this service if approved.
Community chambers
Due to the cost and potential concerns over safety, the board deferred any action on
renovating the carriage house shed near the barn for council and community meetings.
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CITIZEN'S ADVISORY WATER-SEWER TASK FORCE
The group discussed the recommendations of the Task Force. Key points raised by the town
board members include:
Recommendation #1. Water Rate Study
. The double-rate for water non-residents is an unfair burden. A rate study would
identify what the non-resident rate should be.
A rate study would look at rate allocation, billing and minimum charges.
A rate study might also help the town avoid under-charging, which is a long-term
risk. ,
The estimated cost of the study is @$25,000.
The double-rate issue could not be solved with immediate fix-would be addressed
with a transitional phase-in.
Admit that the town will likely have high water rates for at least 20 years and that
there may be a long-term capacity issue as well.
This means that the town will carry a substantial debt-load for water for 20 years.
There is no solution that will make everyone happy.
Maybe the town should explore why we are in the water business-maybe OW ASA
could manage this better.
There is a history to the town having its own system and it would require legislation
to transition to OW ASA.
The rate study would provide information that might provide evidence to support
rate changes, reduced minimums, etc.
The rate study also might tell the town to get out of the business.
Current staff does not have the time or the expertise to do the water rate study.
The town needs to share information and findings from the study with the public.
They need to be involved in discussions.
Could the rate study look at the cost of meeting storm water runoff regulations? It's
likely that nitrogen levels and storm water runoff would not be part of this because
the cost do implement these would come from different revenue stream.
Dilemma-high rates in the town limits usage, which then keeps the cost of
operations high and supports higher rates.
Rate study would help weigh minimum payments versus paying for what you actually
use.
The town might have other options down the road-OW ASA, privatization, water-
sewer authority, etc. These will all require long-term dialogues related to cost-benefit
analysis, transitional process, negotiation of terms, and town control vs. reduced
costs.
The water contingency fund could be used to pay for rate study now. This will allow
the town to get the report back by budget time. The staff can cuts costs to make sure
there are no other expenses taken out of this account.
If the town waits to do the study until after January, the firms will be busy with other
requests.
The town could likely get a reduced rate ($25,000) by using the firm that has already
collected substantial information on the water system.
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ACTION ITEM:
The town board members agreed to proceed with the water rate study now using the Water
Contingency fund.
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Recommendation #3: Customer Base Growth
. The town needs to be more proactive in getting non-residential growth, but there
aren't that many high usage industries and some of them create other problems and
place high demands on services.
. The town really needs businesses and industries to locate outside of town limits-the
county has the most control over recruiting these.
. The town also should focus on recruiting and supporting more small businesses.
. Dilemma: Accept water rates or deal with lots of industry that we may not want.
. The town has to be careful not to become elitist-shutting out all newcomers or
business/industry can have that effect. Only those who can afford the higher cost of
services could afford to live in Hillsborough. .
. This issue feeds into the afternoon's discussion about what types and how much
development is acceptable and where it should be located.
Recommendation #5: Public/Customer Education.
. The group agreed that the town must use water bills and other methods for
informing the public about the problems and challenges.
Recommendation #9: Recreational Opportunities.
. Any recreational activities at the reservoir would cost money for staffing, facilities,
Insurance, etc.
. The town should study this first-what are the potential costs versus benefits?
. The task force members noted that most of these recreational facilities are not
moneymakers, but they can come close to breaking even.
. The county is interested in a joint venture with OW ASA and the county. This would
involve sharing staff.
. The town needs to adopt a proclamation verifying the town's interest and
authorizing staff to begin discussions with OW ASA and others.
. Offering these services to citizens might be one thing the town could offer to offset
the high water rates.
. The town should make sure that state regulatory agencies (Division of Water
Quality) are included in this process, as some activities are not allowed on lakes
supplying drinking water.
. The town will not be able to provide much activity at first, but they can at least get
started with bare bone facilities.
ACTION ITEM: The town board members agreed to adopt a proclamation at the next
meeting to authorize staff to start discussions with potential partners to study recreational
facilities at the reservoir.
Recommendation #10: Future Water Sources.
. Start talking to other water suppliers and entities (Durham, OW ASA, etc.) about
their future sources of water.
. Explore the costs of running a direct line to the reservoir and/or using an existing
quarry for a new reservoir. These could be less expensive than other options.
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FUTURE DEVELOPMENT
Annexation
. Margaret Hauth presented an overview of the types of annexation in North Carolina.
Hillsborough's future growth and development is tied to annexation.
. The board will decide requests for development on a case-by-case basis. They want to
see developers' plans for proposed sites and the water/sewer extension agreements in
order to decide whether or not to annex. The board would like to look at development
requests in the early stages to determine whether or not to proceed. A developer's ability
to meet requirements in the early inquiry phase will have the most impact over the
board's decision whether or not to annex.
Guiding principles regarding annexation:
The board talked about a few guiding principles they would use when considering
annexation. Proposed development should (in no priority order):
1. Add value and improve the quality of life in the community. Parks, recreation and
transportation needs are key. The board is interested in development offering
recreation facilities such as parks, walking trails and swimming pools. The recreation
space should be in one piece and accessible to all citizens. The board is interested in
identifying the amount of parks and recreation space per size of development. The
board also said it would consider the impact on transportation as it reviewed
requests.
2. Be self-sustaining - a neo-village with mixed-use development, parks and recreation
facilities.
3. Be interesting and creative.
4. Be mixed use and balanced with other development. The board is not interested in a
community with wall-to-wall houses.
5. Provide a significant financial gain to the Town.
6. Have employment opportunities so citizens can live and work in Hillsborough.
7. Be financially stable.
8. The Town will look at the impact development will have on the Town's ability to
provide such services as police and fire. It will consider developing fees to cover
these costs.
Guiding principles regarding development:
When the board thinks about development in Hillsborough, they would like to see (in no
order of priority):
, 1. A place where citizens can live and work.
2. Land provided for new schools and parks.
3. Diversity in development to avoid building a community that is elitist and exclusive.
Their vision is to have one Hillsborough not a community within a community.
4. Affordable housing with different price ranges of home
5. No gated communities with amenities such as parks and pools for those residents
alone.
6. An active and alive downtown, which appeals to a diverse population.
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7. Commercial development that is pleasing. The board will consider what
development will look like (number of trees, colors, use of materials) in their
decision. New development, while not exactly like the downtown in appearance,
should be compatible and be able to relate to the downtown. The guidelines for the
size and scale of buildings may need to be more specific.
8. Plans for transportation and sidewalks that allow citizens to travel within the city.
Commercial development
As with residential development, the board will look at commercial development on a case-
by-case basis and will provide feedback in the site plan development phase of approval.
The board will be guided by the following:
1. Diversity of appearance. The board will consider buildings that do not look like the
downtown.
2. Safety and security for pedestrians.
3. Transportation issues such as speed bumps and sidewalks.
4. Plans that include benches and trees.
5. Development that compliments the downtown but does not draw business away
from it. The board is not interested in creating another downtown.
ACTION ITEMS:
1. The board directed Margaret Hauth to update the current annexation policy pamphlet
and submit it to the board for review. The updated pamphlet should include a section on
the board's annexation philosophy, fee structure, timeframe for review, a listing of staff
responsible for review, and the need for review of water/sewer extension.
2. Margaret was also directed to look at the holes in the current development rules and
research issues the board should consider. They would also like her to review and update
the ratios and minimum requirements for sizes of development and the guidelines for the
size and scale of commercial buildings. The guidelines may need to be more specific.
IMPACT FEES FOR FACILITIES
. Eric Peterson presented some general information about the Town's ability to assess
impact fees. Eric advised the board that the Town needs a study in order to build a case
for assessing impact fees and will have to be able to show their long- term feasibility.
There are restrictions on what the Town can do with impact fees (for example: they can
not be used to build fire station or administrative offices) and they have to be approved
by the General Assembly.
. Impact fees can be used for in-fill development as well as new development through
annexation. In the Town's case, most of the impact fees would come from development
that is annexed.
. Eric offered the following alternatives:
1. The board can do nothing and require each development to pay for itself.
2. Require developers to pay for portion of the debt service, certain town services or
capital improvements as a condition of annexation. Example: a developer would
pay for a portion of a new fire station.
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ACTION ITEM:
Eric, with assistance from Jim Klingler, proposes to study possible alternatives to impact
fees and to look at future capital expenditures connected with development. The study will
look at what to charge developers to cover areas anticipated to be annexed in the next 10-15
years and the number and amount of Town staff, services, buildings it might take to support
the corresponding development. The board could still review development on a case-by-case
basis. It would have the information from the study above to use when considering fair
ways to apportion fees. The upcoming 300-acre Corbin Downs development study could
form the basis for other estimates.
PEER REVIEW
The town discussed its relationship with the Orange County Board of Commissioners and
talked about ways to enhance their understanding of approval and review of development
plans. The county is currently requiring the Town to send them all plans for development in
the ETJ. In return, the county will only send the Town certain projects for the Town's
review. The board discussed the appropriateness of this review and decided they were most
interested in seeing plans relating to development in the water/sewer boundary.
ACTION ITEMS:
1. The board asked Margaret Hauth for more information about the development size limits
that would need county review.
2. The board vested Margaret Hauth with the responsibility to determine what council
members should know about and act on in regards to county review of development plans.
3. They asked Margaret to deveiop a proposal for board discussion on the size limit of
development requiring review by the county: '
4. The board asked the Town Clerk to set up a meeting this month with the Orange County
commissioners to talk about development issues and to foster good working relationships
between the Town and the County. The board would like to have these meetings continue
quarterly or semi-annually.
(~k(;: ~.f:'r: rOallt:."'i C':llsa);:-' (;~{~~. ~I ~~'t":t- :llol r~pt; Jo'r{~lnt~liO~:....
PATRIOT'S POINT SUBDIVISION
. Some members feel uncomfortable voting on this when the joint meeting with the
county never happened. They were concerned that the developer is "shopping
around" to bypass the county's negative feedback.
. The county has more stringent requirements for the transfer of development rights.
. The staff is not sure why the joint meeting never materialized-maybe the request
should go to the county clerk, not to the planning office.
. The town board should meet regularly with the county board-at least twice a year-
to avoid miscommunications. Maybe the town should re-establish the quarterly joint
meetmgs.
. The town needs to hear both sides of this issue-the county's concerns and the
developer's.
. Staff agrees that transfer of development rights is a "gray area" with lots of room for
interpretation.
. On future development issues, the town should give the county a deadline for
responding to requests for input.
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ACTION ITEMS;
1. Table the vote on Patriot's Point slated for next meeting.
2. Direct the town and county clerks to work out a date for a joint meeting. Potential dates:
Oct. 22, 29 or 30.
3. At the joint meeting, the two boards will talk about re-establishing regular meetings and
will block out dates for these.
MEETING EVALUATION - WHAT WORKED WELL
. Good dialogue
. The board stayed focused and covered a lot of material. No rambling
. Good leaders
. Out on time
. Good idea to have a mid-year retreat
. Great food
NEEDS IMPROVEMENT IDa DIFFERENTLY
1. Hold the retreats after Monday night board meetings.
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