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Home My Public Portal About12-03-2001 Regular Session . . . 0-0 :~ ". ~ MINUTES HILLSBOROUGH TOWN BOARD December 3, 2001 7:00 PM, Town Barn The Hillsborough Town Board held a regular meeting on December 3rd, 2001 at 7:00 PM in the Hillsborough Town Barn. Present for the Board Meeting were Mayor Horace H. Johnson, Sr., and Mayor Elect Joe Phelps; and Commissioners Frances Dancy, Evelyn Lloyd, Kenneth Chavious, Mark Sheridan, Brian Lowen, and Commissioner Elect Michael Gering. Staff present were Town Manager Eric Peterson, Town Clerk Donna Armbrister, Planning Director Margaret Hauth, Assistant Town Manager/Public Works Director Demetric Potts, Town Engineer Kenny Keel, Finance Director Sherry Carter, Police Chief Nathaniel Eubanks, Management Intern Jim Klingler, Accounting Supervisor Carolyn Glasgow, Billing/Collection Supervisor Kathy Blythe, and Town Attorney Bob Hornik:. PRESENTATION OF APPRECIATION TO OUT-GOING MAYOR, HORACE H. JOHNSON, SR. Commissipner Evelyn Lloyd read a statement of thanks to Mayor Horace Johnson for his service to the Town and presented him with a framed Certificate of Appreciation, a gift certificate, and a gift from the citizens of Hillsborough. He was also given his Board Meeting nameplate and the gavel he had used while serving as Mayor. Horace Johnson accepted the Certificate and gifts and said a few words about his tenure with the Town. PRESENTATION OF APPRECIATION TO OUT-GOING BOARD MEMBER BRIAN LOWEN Commissioner Kenneth Chavious presented Brian Lowen with a framed Certificate of Appreciation, a gift certificate and his Board Meeting nameplate. OATHS OF OFFICE 1. MAYOR JOE PHELPS Rachel Phelps Hawkins, serving in her capacity as a Notary Public, administered the Oath of Office to Mayor Joe Phelps. 2. COMMISSIONER MICHAEL GERING 3. COMMISSIONER FRANCES L. DANCY Donna F. Armbrister, serving in her capacity as Town Clerk, administered the Oath of Office to Commissioner Michael Gering and Commissioner Frances L. Dancy. ?, 9- L , . NOMINATIONS AND VOTING FOR MAYOR PROTEM . . Commissioner Gering nominated Commissioner Lloyd for Mayor Protem. Commissioner Sheridan seconded the nomination. The Board appointed Commissioner Lloyd to the position of Mayor Protem by a vote of 5-0. The motion was declared passed. A short reception was held for the out-going and in-coming Board Members. Mayor Joe Phelps called the meeting to order at approximately 7:50 PM. 1. PUBLIC CHARGE Mayor Phelps read the Public Charge. 2. AUDIENCE COMMENTS REGARDING MATTERS NOT ON THE PRINTED AGENDA Developer Roger Dale Stephens appeared before the Board and explained that he needs to provide the Town with a Performance Bond for the completion of the work at The Swnmit Subdivision. He has been told that his insurance company no longer issues Performance Bonds for subdivisions. Stephens requested the Board accept a Letter of Credit in lieu of the Performance Bond. After some discussion by the Board, and examination of the Letter of Credit by the Town Attorney and Town Engineer, Commissioner Dancy made a motion to accept the Letter of Credit. Commissioner Chavious seconded the motion. The Board approved the Letter of Credit from Rodger Dale Stephens for the completion of the work at The Swnmit in the amount of $127,500 by a vote of5-0. The motion was declared passed. Mr. Paul Newton requested to speak to Item 8.B. 3. AGENDA CHANGES & AGENDA APPROVAL By consensus, the Board approved the Agenda as presented. 4. APPROVAL OF THE MINUTES OF THE NOVEMBER 13TH REGULAR BOARD MEETING, THE NOVEMBER 13TH CLOSED SESSION, AND THE NOVEMBER 19TH SPECIAL MEETING Commissioner Dancy noted a correction on Page 2 for the November 19th Minutes to read "big box" . Upon a motion by Commissioner L1oy~ seconded by Commissioner Dancy, the Board moved to approve the Minutes of the November 13th Regular Board Meeting, the November 13th Closed Session, and the November 19th Special Meeting with the aforementioned change by a vote of 5-0. The motion was declared passed. 2 30G . 5. REPORT FROM THE TOWN MANAGER Assistant Town Manager/Public Works Director Demetric Potts reported that he has received calls from citizens in Cornwallis Hills regarding leaf collection. He explained that the Town was unable to make the Friday pick-up last week due to staff preparing for the Candle Light Tour. He reported that leaves would be picked up according to the Garbage Route Schedule. Planning Director Margaret Hauth reported the new Museum Director offered to have some of the historic papers in the Town Hall evaluated for restoration. She requested permission to have the papers examined for restoration possibilities and obtain estimates for the Board's consideration. By consensus, the Board authorized the restoration evaluation. 6. REPORT FROM THE TOWN ENGINEER Town Engineer Kenny Keel gave a status report on all current Water and Sewer Projects. 7. ITEMS FOR DECISION - CONSENT AGENDA . A. Approve Change Order for Fairview Community Policing Station in the amount of $821.00 to Keck Construction Company B. Consider Approving Agreement with the Trading Path Preservation Association to allow the development of a hiking trail on Town property for the purpose of educating the public about remaining trading paths from early in HilIsborough' s history Commissioner Lloyd requested that Consent Agenda Item 7.B be removed for separate consideration. By consensus, the Board agreed and added this as the first Item on the Regular Agenda Upon a motion by Commissioner Dancy, seconded by Commissioner Chavious, the Board moved to approve Item 7.A of the Consent Agenda as presented by a vote of5-0. The motion was declared passed. 8. ITEMS FOR DECISION - REGULAR AGENDA ADDED ITEM 7.B Consider Approving Agreement with the Trading Path Preservation Association to allow the development of a hiking trail on Town property for the purpose of educating the public about remaining trading paths from early in HilIsborough's history Commissioner Lloyd expressed concerns regarding the hiking trail crossing Barracks Road on private property. . Upon a motion by Commissioner Lloyd, seconded by Commissioner Gering, the Board moved to approve the Agreement with the Trading Path Preservation Association to allow the development of a hiking trail on Town property for the purpose of educating the public about remaining trading paths from early in Hillsborough's history contingent on the stipulation that the hiking trail no cross Barracks Road onto private property by a vote of 5-0. The motion was 3 rl 30.1. . declared passed. A. Review draft development proposal from Kelly Barnhill for Old Mill Ridge development (requested by Board in advance of calling Public Hearing for Annexation) Planning Director Margaret Hauth introduced Mike Camann with Callemyn-Parker. Mr. Camann, representing Kelly Barnhill, appeared before the Board and presented a draft development proposal for Old Mill Ridge Development. Commissioner Gering suggested that the property be studied to see if any historic trading paths exist there. By consensus, the Board directed the Staff to update the Annexation Feasibility Study to reflect the new number of lots and have the existence of historic trading paths investigated for the Board's consideration at the January 2002 Regular Board Meeting. B. Consider an Ordinance amending Chapter 6, Section 6A-6 Four Way Stop to add Woodbury Drive and Baycourt Trail Paul Newton addressed the Board and expressed his pleasure with this recommended 4-way stop and requested another 4-way stop for the intersection of Beckett's Ridge Road at Oakhurst Trail and Woodbury Street. . By consensus, the Board directed the Staff to investigate the need for a 4-way stop for the intersection of Beckett's Ridge Road at Oakhurst Trail and Woodbury Street and report back to them at the January 2002 meeting. A copy of the Ordinance is hereby made a part of these official Minutes as an Attachment. Upon a motion by Commissioner Dancy, seconded by Commissioner Chavious, the Board moved to adopt the Ordinance amending Chapter 6, Section 6A-6 Four Way Stop to add Woodbury Drive and Baycourt Trail as presented by a vote of 5-0. The motion was declared passed. C. Consider an Ordinance amending Chapter 6, Section 6A-12 Speed Limits to add Beckett's Ridge Drive Extension as a 25 MPH Zone Town Manager Eric Peterson presented the Ordinance for the Board's consideration. Upon a motion by Commissioner Dancy, seconded by Commissioner Lloyd, the Board adopted the Ordinance amending Chapter 6, Section 6A-12 Speed Limits to add Beckett's Ridge Drive Extension as a 25 MPH Zone as presented by a vote of 5-0. The motion was declared passed. D. Christmas decorations update from the Assistant Town Manager/Public Works Director . Assistant Town Manager/Public Works Director Demetric Potts addressed the Board and reported that the current electrical connections for the Christmas Decorations are not up to the 4 . . . "I/'.'" ,), L.v current code. According to Duke Power policies and guidelines, any connections that were made prior to 1999 were grand fathered and did not need to meet the new code standards. Our connections were made in 2000, which means they should have been connected under the guidelines of the current code, which requires that the connections be on a metered system. Duke Power is allowing the Town to install our Christmas decorations this year with the existing connections, but when we remove the decorations in January, Duke Power will disconnect and clear those connections from their lines. If the Town plans to continue having lighted Christmas decorations, we will have to make connections to the Duke Power lines under the current code. This means that the Town will have to go with a metered system. Currently the cost for a metered connection is $12 per month per meter or $144 per year. The Town currently has 40 Christmas decorations, therefore, in theory it would cost the Town $5,760 annually for the service connection. Assistant Manager Potts informed the Board that he will be working with Thompson Electric beginning in January on developing a costing plan for the installation of the necessary equipment for making the metered connections and will report back to the Board as soon as the information is available. E. Cohsider assignments of Board Members for Key Committee Seats By consensus, the Board made the following committee seat assignments: . Town of Hillsborough Representative on TJCOG Board of Delegates - Commissioner Dancy . Alternate Town of Hills borough Representative on TJCOG Board of Delegates - Mayor Joe Phelps . Alternate Town of Hills borough Representative on the TAC - Commissioner Gering . Town of Hillsborough Representative on the Orange County Schools Land Use Council - Commissioner Gering . Town of Hillsborough Delegate on the Upper Neuse River Basin Association- Mayor Joe Phelps F. Consider setting a date and discuss possible locations for the FY02-03 Goal Setting Retreat After some discussion, and by consensus, the Board scheduled the FY02-03 Goal Setting Retreat for Saturday, February 9,2002. Mayor Phelps and Commissioners Gering and Sheridan agreed to work with Town Manager Peterson on a Retreat Planning Committee. G. Consider request for Additional Operator at Wastewater Treatment Plant Town Engineer Keel reiterated from the October Board Meeting the strong need for an additional Operator at the Wastewater Treatment Plant. It was previously thought to be possible to wait until the new fiscal year in July to add this position, however, it is now apparent that the need is immediate. There are currently on 4 Operators at the plant, and they operate the 5 ~ ...... .... ~ I I, I' . plant 24 hours a day. That staffmg level is the bare minimum possible for continuous plant operation, and does not allow for any time off for holidays, vacation, sick leave, etc. The Town now has one Operator out of work on Short Term. Disability Leave due to recent major surgery. Therefore, there are now only 3 Operators running the plant. Upon a motion by Commissioner Gering, seconded by Commissioner Lloyd, the Board moved to authorize a new Operator position at the Wastewater Treatment Plant by a vote of 5-0. The motion was declared passed. H. Update on the Costs of the Reservoir Project This Item was tabled until the Town Attorney receives the verdict from the latest Reservoir Litigation Case. 9. APPOINTMNENTS A. Re-appoint Cathy Carroll to second full term. on the Planning Board, with a term to expire December 2004 . Upon a motion by Commissioner Chavious, seconded by Commissioner Dancy, the Board moved to re-appoint Cathy Carroll to a second full term on the Planning Board (Term. expiring December 2004) by a vote of 5-0. The motion was declared passed. . 10. ADJOURN Upon-a motion by Commissioner Chavious, seconded by Commissioner Dancy, the Board . mov€(d to adjourn at approximately 9:30 PM by a vote of 5-0. The motion was declared passed. ~tI~ Respectfully Submitted Donna F. Armbrister, CMC Town Clerk . 6 .,. . . '--- 1'J0[ ..1 " ATTACHMENT 8.B AN ORDINANCE AMENDING SECTION 6 OF THE TOWN CODE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF mLLSBOROUGH ORDAINS: Section 1. Section 2. Section 3. Section 6A-6 of the Hillsborough Town Code is hereby amended to add the following three and four way stops: Section 6A-6 Four Way Stop: Three Way Stop Four Way Stops In accordance with Subsection 6-4(b), the administrator shall erect stop signs on the following streets at each approach to the intersection: Intersecting Streets Beckett's Ridge Drive Extension (E), Woodbury Drive (N), and Beckett's Ridge Drive (W), Baycourt Trail (8) 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 j,t/) day of .~-A'Y1he.R.. :l001. . Ayes: S Noes: -a- Absent or Excused 0"' ~~6:~ . . .~. . :i rJ- .. v ATTACHMENT 8.C AN ORDINANCE AMENDING CHAPTER 6, MOTOR VEmCLES AND TRAFFIC APPENDIX A, SECTION 6A-12 OF THE HlLLSBOROUGH TOWN CODE The Board of Commissioners of the Town of Hills borough ordains: SECTION 1. All section references below refer to the Town of Hillsborough Code, Chapter 6, Appendix A, Section 6A-12 Speed Limits. SECTION 2. Section 6A-12 Speed Limits In accordance with Subsection 6-20(b), the following speed limit is established at 25 MPH for the streets indicated below: SPEED LIMIT (MPH) ON STREET FROM TO 25 Becket'ts Ridge Drive Extension Millstone Drive Beckett's Ridge Drive 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 thiu RIJ day of })W..AIb&:R/;Z1JI) ( . Ayes: ~ Noes: ~ Absent or Excused ff ~:L D. nna F. Armbrister, Town Clerk