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Home My Public Portal About04-08-2002 Regular Session . 397 MINUTES HILLSBOROUGH TOWN BOARD April 8, 2002 7:30 PM, Town Barn The Hillsborough Town Board held a regular meeting on April 8, 2002 at 7:30 PM in the Hillsborough Town Barn. Present for the Board Meeting were Mayor Joe Phelps, and Commissioners Frances Dancy, Evelyn Lloyd, Kenneth Chavious, Mark Sheridan, and 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 and Town Attorney Bob Hornik Mayor Joe Phelps called the meeting to order at 7:33 PM. 1. PUBLIC CHARGE Mayor Joe Phelps did not read the Public Charge, but stated that it would be followed and that he expected the Board and Audience to conduct themselves with courtesy and respect. 2. AUDIENCE COMMENTS REGARDING MATTERS NOT ON THE PRINTED AGENDA . There were no audience comments. 3. AGENDA CHANGES & AGENDA APPROVAL . By consensus, the Board removed Items 8.A and 8.D from the Consent Agenda and placed them at the beginning of the Regular Agenda. 4. PROCLAMA TIONS A. Proclaim April as Child Abuse Prevention Month in Hillsborough Commissioner Mark Sheridan read the Proclamation declaring April 2002 as Child Abuse Prevention Month in Hillsborough. A copy of the Proclamation is hereby made a part of these official Minutes as an Attachment. B. Proclaim May 4-12 as National Tourism Week Mayor Joe Phelps proclaimed May 2-12 as National Tourism Week. A copy of the Proclamation is hereby made a part of these official Minutes as an Attachment. 5. APPROVAL OF THE MINUTES OF THE MARCH 11,2002 REGULAR TOWN BOARD MEETING, THE MARCH 25, 2002 MONTHLY WORKSHOP, AND THE MARCH 28, 2002 BUDGET MEETING WITH THE NON-PROFIT AGENCIES . . . 398 Upon a motion by Commissioner Dancy, seconded by Commissioner Lloyd, the Board moved to approve the Minutes ofthe March 11, 2002 Regular Town Board Meeting, the March 25, 2000 MontWy Work Session, and the March 28,2002 Budget Meeting with the Non-Profit Agencies as presented by a vote of 5-0. The motion was declared passed. 6. REPORT FROM THE TOWN MANAGER Town Manager Eric Peterson informed the Board that Town Clerk Donna Armbrister has achieved the first level of Master Municipal Clerk Certification and has been accepted into the Master Municipal Clerk's Academy. Manager Peterson announced the launching of the revised Town Web Site and encouraged the Board to review it at their convenience. Peterson updated the Board on the new local long distance phone service. The Manager informed the Board that Management Intern Jim Klingler has accepted a position as a Fiscal Research Analyst with the General Assembly. The Board congratulated Klingler and Manager Peterson presented him with a Certificate of Appreciation for the work he has done while with the Town. 7. REPORT FROM THE TOWN ENGINEER Town Engineer Kenny Keel presented a status report on all current Water/Sewer projects. 8. ITEMS FOR DECISION - CONSENT AGENDA A. Approve Privilege License Rate for Beach Bingo B. Consider Approval of an Interlocal Agreement with the Orange County School System to Waive the Capital Facility Fees for Cedar Ridge High School in Exchange for Eliminating the Town's remaining debt on the 1990 New Hope Elementary Extension Agreement C. Consider Request from NCDOT to Adopt a uniform 40 MPH Speed Limit on US70 Business D. Final Acceptance & End of Warranty for Beckett's Ridge Subdivision Phase 2 (water & sewer utilities, storm drainage, and streets) E. Consideration of the 2002-2003 HOME Program Design Items 8.A & 8.D were removed for discussion and added to the Regular Agenda. Upon a motion by Commissioner Dancy, seconded by Commissioner Lloyd, the Board moved to approve Items 8.B, 8.C, and 8.E as presented by a vote of 5-0. The motion was declared passed. A copy of the Resolution Authorizing the Orange County 2002-2003 HOME Program Design is hereby made a part of these official Minutes as an Attachment. 2 . . . 399 9. ITEMS FOR DECISION - REGULAR AGENDA Consent Agenda Item 8.A Approve Privilege License Rate for Beach Bingo Finance Director Sherry Carter explained the License Fee Schedule Structure. She stated that there is not currently a rate for Beach Bingo and that the Board can set the rate as they deem appropriate. Carter informed the Board that this Item is being brought to them due to a current inquiry from a citizen regarding the rate. After some discussion, and by consensus, the Board directed the staff to invite the concerned citizen to the Board's April 22nd Work Session to further discuss the issue. Consent Agenda Item 8.D Final Acceptance & End of Warranty for Beckett's Ridge Subdivision Phase 2 (water & sewer utilities, storm drainage, and streets) Commissioner Chavious expressed concerns with some of the turns in Beckett's Ridge where traffic is actually driving on the ground, cutting comers short and not staying on the pavement. The Board discussed their general concerns with accepting maintenance of the streets Until all construction is finalized. Upon a motion by Commissioner Gering, seconded by Commissioner Lloyd, the Board moved to approve Final Acceptance & End of Warranty for Beckett's Ridge Subdivision Phase 2 for Water & Sewer Utilities and Strom Drainage only by a vote of 5-0. The motion was declared passed. A. Consideration of Water/Sewer Extension Contract for Old Mill Ridge Subdivision B. Consider Request to Annex the Proposed Old Mill Subdivision C. Consideration of Ordinance zoning 34 acres between Beckett's Ridge and Old Mill Business Park owned by Old Mill Properties Residential-lO (Tax Map 4.40.A.23) Town Manager Eric Peterson presented Items 9.A, 9.B, and 9.C for the Board's consideration and stated that they can be considered together since they are dependent upon one another. After some discussion and upon a motion by Commissioner Gering, seconded by Commissioner Dancy, the Board moved to deny the request for Annexation of the Proposed Old Mill Subdivision by a vote of 5-0. The motion was declared passed. Since the Annexation was denied, the Water/Sewer Extension Contract and the Zoning Ordinance were not addressed. D. Mr. Tony Withers will address the Board to inquire as to the Town's interest in providing Water & Sewer Service to the 465 acre Michael Edwards tract off of Highway 57 across from Pathways Elementary School Mr. Tony Withers of Withers & Ravenel Engineers representing Mr. Michael Edwards appeared before the Board and requested that the Board give them assurances in the form of a 3 . . . 400 motion or a letter that if their plan is approved by the County, the Town will serve the 465 acre tract off of Highway 57 across from Pathways Elementary School with water and sewer. By consensus, the Board directed Mr. Edwards to proceed with the County approval process and come back to them for consideration once their project has County approval. E. Discuss Repairing the Bay Floors in the Fire Department and the upcoming Contract U pdate/Extension Alois Calleymn, Todd Riley, and JeffCabe with the Orange Rural Fire Department addressed the Board and requested funding for repairs to the Fire Department's Bay Floors. Town Manager Peterson informed the Board that this request has been made the last two years in the budget and has been cut. The floors are now in a shape that no longer allows for any delays. Town Manager Peterson recommended approval of the funding. Upon a motion by Commissioner Dancy, seconded by Commissioner Lloyd, the Board moved to authorize funding for the Fire Department Bay Floors as requested by a vote of 5-0. The motion was declared passed. F. Consider Request from Orange Community Housing and Land Trust to Accept or not Accept Dedication of the Open Space Common Area at Magnolia Place Subdivision Planning Director Margaret Hauth presented this Item for the Board's consideration. She reminded the Board that ownership of two areas was offered to the Town on the Final Plat. The Town has not taken action on the offer of dedication. Accepting ownership will obligate the Town to maintenance of the stormwater pond. The Town can own easements on the open space areas for the existing sewer lines without necessarily accepting ownership of the open space too. Upon a motion by Commissioner Chavious, seconded by Commissioner Dancy, the Board moved Not to Accept Dedication of the Open Space Common Area at Magnolia Place Subdivision by a vote of 5-0. The motion was declared passed. G. Announcement of Receiving Government Finance Officer's Association's Distinguished Budget Presentation Award Town Manager Eric Peterson announced that the Town has again received the Government Finance Officer's Association's Distinguished Budget Presentation Award for excellence. Peterson thanked the Board for allowing the Town to have such an innovative budget approach. H. Update on the Elimination of Commercial Dumpster Collection Service and the Process of Awarding a Dumpster Collection Franchise Assistant Town Manager/Public Works Director Demetric Potts reported that the Commercial Garbage Committee had decided upon having an exclusive franchise for the Town's 4 . . . 401 Commercial Dumpster Pick-Up. Requests for Proposals have been sent out and there will be a pre-bid conference in the Town Barn the morning of April 15th. The Committee expects to be in a position for the Board to be able to award a contract by either the end of May or first of June 2002. I. Consideration of Contract Amendment No.4 for Bulk Chemical Tank Containment and Building at Water Plant Town Engineer presented this Item for the Board's consideration and explained that this amendment will incorporate into the Water Plant Upgrade Project a replacement of the Bulk Chemical Tank Building. Funds for this work were included in the FYOl Budget and have been carried over to the current budget year. After some discussion, and upon a motion by Commissioner Lloyd, seconded by Commissioner Dancy, the Board moved to Approve Contract Amendment No.4 with W.K. Dickson & Co., Inc. for Bulk Chemical Tank Containment and Building at the Water Plant and directed staff to attempt to negotiate a lower price by a vote of 5-0. The motion was declared passed. J. Consideration of Resolution Approving and Adopting a Verifiable 10% Goal for Participation by Minority Businesses for Large Town Projects Engineer Keel presented the Resolution for the Board's consideration. He stated that the Town Board adopted this document at its September 13, 1999 meeting with a 5% goal stated. The recently passed Senate Bill 914 has revised the required goal to 10% being inserted in place of the previous goal. The provisions of this Resolution are required for all NC state agencies, counties, and municipalities that bid capital projects over $100,000 in value. Additionally, the provisions are required to secure state funding of a project. Therefore, this document is required ifwe are to proceed with the Water Plant Upgrade Project. Engineer Keel recommended that the Town Board adopt this Resolution. Upon a motion by Commissioner Sheridan, seconded by Commissioner Gering, the Board moved to approve the Resolution Approving and Adopting a Verifiable 10% Goal for Participation by Minority Businesses for Large Town Projects as presented by a vote of 5-0. The motion was declared passed. A copy ofthe Resolution is hereby made a part ofthese official Minutes as an Attachment. K. Consideration of Minority Business Participation Outreach Plan Engineer Keel presented this Plan for the Board's consideration. He explained that the provisions of this plan are required for all NC state agencies, counties, and municipalities that bid capital projects over $100,000 in value and are required to secure state funding ofa project. Keen recommended adoption of the Minority Business Participation Outreach Plan. Upon a motion by Commissioner Dancy, seconded by Commissioner Lloyd, the Board moved to adopt the Minority Business Participation Outreach Plan as presented by a vote pf 5-0. The 5 . 402 motion was declared passed. A copy of the Minority Business Participation Outreach Plan is hereby made a part ofthese official Minutes as an Attachment. L. Consideration of Letter of Support for Orange County/Eno River Association joint grant application to the Clean Water Management Trust Fund to acquire conservation easements in the Upper Eno Watershed Critical Area Mr. Rich Shaw from Orange County Environment and Resource Conservation Department appeared before the Board and reported that the County and the Eno River Association are seeking funds to acquire land and easements in the critical area of the Upper Eno River basin. This would include areas immediately adjacent to the land the Town owns around the reservoir. This project could provide additional protection to our drinking water supply by limiting development near the West Fork ofthe Eno Reservoir. The proposed project is totally voluntary on the property owners' part. Mr. Shaw stated that the Town is not being asked for funding, only an endorsement of the project that can be submitted with the grant request. By consensus, the Board directed Mr. Shaw to have a Resolution prepared and brought back to them for their consideration. M. Discussion of "HOT TOPICS" for the April Workshop No additional hot topics were discussed. . 11. CLOSED SESSION . A. Closed Session to discuss a Personnel Issue Upon a motion by Commissioner Gering, seconded by Commissioner Lloyd, the Board moved to go into Closed Session to discuss a Personnel Issue by a vote of 5-0. The motion was declared passed. 12. ADJOURN Upon returning to Open Session and upon a motion by Commissioner Dancy, seconded by Commissioner Sheridan, the Board moved to adjourn at 10:30 PM by a vote of 5-0. The " motion was declared passed. ld~ Donna F. Annbrister, CMC Town Clerk 6 ~ . - 403 Child Abuse Prevention Month April 2002 WHEREAS, child abuse is a community problem and finding solutions requires involvement among people throughout the community; and WHEREAS, over 1500 children in Orange County were referred to Social Services for suspected child abuse or neglect last year; and WHEREAS, the impact of abuse and neglect lasts throughout life; and, WHEREAS, children who are loved and nurtured grow up to be healthy, creative and productive community members; and, WHEREAS, preventing child abuse and breaking the cycle of abuse is the responsibility of every citizen; NOW, THEREFORE do we, the Town Board of Hillsborough, North Carolina, hereby proclaim April 2002 as "Child Abuse Prevention Month" and call upon all citizens and organizations to join together to prevent child abuse. - . - ., ", A livl1 NA TIONAL TOURISM WEEK PROCLAMATION May 4 -12, 2002 WHEREAS, the travel and tourism industry supports the vital interests of Hillsborough and Orange County contributing to our employment, economic prosperity, understanding, and goodwill; and WHEREAS, total domestic tourism in Orange County generates an economic impact of more than $108 million, ranking the county 21 out of 100 counties; and WHEREAS, state and local tax revenues from travel to Orange County amounted to $8.77 million representing a $74 tax saving to each county resident; and WHEREAS, more than 1,700 jobs in Orange County were directly attributable to travel and tourism; and WHEREAS, travel generated a $25.4 million payroll in 2000; and WHEREAS, our area attractions, welcome centers and tours hosted more than I. I million visitors last year, up four percent from the previous year; and WHEREAS, as people throughout the town, state, country and world become more aware of the outstanding cultural, historical, and recreational resources available in Hillsborough and Orange County, and travel and tourism will become an increasingly important aspect in the lives of our citizens; and WHEREAS, given these laudable contributions to the economic, social, and cultural well being of the citizens of Hillsborough, it is fitting that we recognize the efforts of the Chapel Hill/Orange County Visitors Bureau and the importance of travel and tourism; NOW THEREFORE, WE, the Hillsborough Town Board, do hereby proclaim May 4 - 12, 2002 as NATIONAL TOURISM WEEK in Hillsborough and recognize that Tourism Works in Orange County. (Attach an official seal.) ;,\\11111/1111 \" HIL "1 "" Of( Ls.^ '/// ........ ~ <:r.Q ...... ~'~,,-. ~ ~ .... ..~ 'r...O.... ::0 ~ : I- Town C. ::. = of G) = = Hill~ gh::r: E - ~ -:-~ .: -=-0 ~ ...... ~1'l ~ ~ ...," ....'II It CARO'V "", I" \\' 1IIIi.."," . . - 4,J5 RESOLUTION AUTHORIZING THE ORANGE COUNTY 2002-2003 HOME PROGRAM DESIGN BE IT RESOL YED, by the Hillsborough Town Board of Commissioners, that the Commissioners as a member of the Orange County HOME Consortium approve following activities for the 2002-2003 HOME Program. New Construction Funds would be allocated to Habitat for Humanity, an approved Community Housing Organization (CHDO) to assist in the construction of 12 detached single family dwellings and 6 rental units on Rusch Road in Chapel Hill. (Requested amount: $150,000) $50,000 Property Acquisition 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 dis~biIities. (Requested amount: $200,000) $75,000 Funds would be allocated to Residential Services, Inc. to purchase an existing home for adults with autism. (Requested amount: $75,000) $75,000 Funds would be allocated to Affordable Rentals, Inc. to assist in the purchase of a duplex rental unit on McMasters Street in Carrboro for lease to low income families with incomes at 50% and below of median mcome. (Requested amount: $70,000) $70,000 Funds would be allocated to the Community Revitalization Loan Program to support the purchase. rehabilitation, and resale of housing to eligible fIrSt-time homebuyers. $100,000 (Requested amount: $100,000) Funds would be allocated to the Town of Chapel Hill to assist the Town Department of Housing purchase one dwelling unit to provide transitional housing for a public housing family transitioning to permanent housing. (Requested amount: $90,000) $90,000 Homebuyer Assistance Funds would be allocated to Habitat for Humanity to provide three (3) deferred second"moI1gagest.o first- time home buyers with incomes below 80% of median income. " . . (Requested amount: $40,000) $-40,000 - . - 4,J6 Funds would be allocated to Orange Community Housing and Land Trust to provide down-payment assistance for up to 22 newly constructed homes in two planned subdivisions in Chapel Hill. Eligible families would be first-time homebuyers with incomes below 80% of median income. (Requested ([lI/ount: $77.000) $ 77,000 Funds would be allocated to EmPOWERment to provide up to ) 0 defelTcd sccond mortgagcs to first-time hOl11cbuyers with incomes below 80% of median income. (Requesled amounl: $150,000) Program Administration $100,000 $48,100 TOTAL PROGRAM FUNDS $ 663,217 BE IT FURTHER RESOLVED, that the Manager is hereby designated as the auth9rizcd representative of the Town to act in connection with the submission of this 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 April 2002. NORTH CAROLINA ORANGE COUNTY / I .I I, Donna F. Armbrister, hereby certifY that the foregoing is a true and accurate copy of the Resolution Authorizing the Orange County 2002-2003 HOME Program Design which was adopted by the Hillsborough Town Board at their Regular Board Meeting on April 8, 2002. This Resolution has become part of the Draft Minutes from that meeting. These Draft Minutes will be presented to the Town Board for approval at their Regular ToWIi Board Meeting onMay 13, 2002. Upon approval, these Minutes will become part of the permanent record and will be recorded in Minute Book 7. IN WITNESS WHEREOF, I have hereunto set my hand and have Caused the official corporate seal of said Town to be affixed, this the 18th day of April, 2002. . .\\\tllll''',i ,,\\\ cHILL 111'1 ,'Or 8-" '.. ......' ~ <.7 Q ,.;.... ~ ~ ~O-:;. '0 ~ :: I- Town c:. ::. :: of G> ~ = lli11 -~, h :I::: 1 &~ . g :: ~~O g .. , ...... ~ h ~ "t- ........ ......" It CARO~ \\\,... 1//,,,. _"',\\\ ~ ",..., ':I;.J ( ~ RESOLUTION APPROVING AND ADOPTING A VERIFIABLE TEN PERCENT (10%) GOAL FOR PARTICIPATION BY MINORITY BUSINESSES IN THE TOTAL VALUE OF WORK FOR EACH PROJECT IN THE TOWN OF HILLSBOROUGH EXCEEDING ONE HUNDRED THOUSAND DOLLARS ($100,000) FOR WHICH A CONTRACT OR CONTRACTS AREA AWARDED AFTER RECEIVING BIDS FOR SAID PROJECT BY EITHER A MULTI-PRIME OR A SINGLE-PRIME APPROACH WHEREAS, N.C.G.S. 143-128@, effective June 28, 1989, requires the public body of each county in the State of North Carolina to adopt an appropriate verifiable percentage goal for participation by minority businesses in the total value of work for which a contract or contracts exceeding One Hundred Thousand Dollars ($100,000) are awarded on either a multi-prime or single-prime basis; and WHEREAS, the term "minority-business" is defined by Statute to mean a business: . a. In which at least fifty-one percent (51%) is owned by one or more minority persons, or in the case of a corporation in which at least fifty-one percent (51 %) of the stock is owned by one or more minority persons; and b. Of which the management and daily business operations are controlled by one or more of the minority persons who own it; and WHEREAS, the term "minority person" is defined by Statute to mean a person who is a citizen or lawful permanent resident of the United States and who is: a. Black, that is, a person having origins in any of the black racial groups in Africa; b. Hispanic, that is, a person of Spanish or Portuguese culture with origins in Mexico, South or Central America or the Caribbean Islands, regardless of race. ~ UmwJ90407101particip-mb ~ --,D C;t00 ~ c. Asian American, that is, a person having origins in any of the original peoples of the Far East, Southeast Asia and Asia, the Indian subcontinent, the Pacific Islands; d. American Indian or Alaskan Native, that is, a person having origins in any of the original peoples of North America; or e. Female, and WHEREAS, the term "verifiable goal" is defined by statute to mean for purposes of the separate prime contract system, that the awarding authority has adopted written guidelines specifying the actions that will be taken to ensure a good faith effort in the recruitment and selection of minority businesses for participation in contracts awarded under N.C.G.S. 143-128; and . WHEREAS, the Board of Commissioners, pursuant to public notice duly given, has held a public hearing on establishing an appropriate verifiable percentage goal for participation by minority businesses in public construction contracts awarded by the Town of Hillsborough by either multi- prime or single-prime contracts, and the Board of Commissioners has considered the comments of persons who requested to be heard; and WHEREAS, the Board of Commissioners has determined that the percentage of "minority-businesses" and "minority-persons" as heretofore defined in the Town of Hillsborough is Ten percent (10%) or less; and WHEREAS, the Board of Commissioners desires to adopt a verifiable percentage goal as heretofore defined for the Town of Hillsborough for any future Town of Hillsborough projects; NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners as follows: 1. That the appropriate verifiable percentage goal for participation by minority businesses in the total value of work for each project in The Town of Hillsborough which is awarded pursuant to and in compliance with N.C.G.S. 143-128 shall be Ten percent (10%). ~ 2. That for the purposes of the separate prime (or multi-prime) contract system, the Town of Hillsborough shall be responsible for ensuring a good faith effort in the recruitment and selection of minority businesses for participation in contracts awarded. Umwl90407101particip-mb ~j9 ~ 3. That in order to demonstrate this good faith effort, the Town of Hillsborough shall take the following actions in awarding contracts pursuant to a separate prime system. a. Provide in all contract documents that the Town of Hillsborough is seeking minority business participation of at least 10 percent and that it will expect the prime contractor to make a good faith effort in the recruitment and selection of minority businesses to attain this goal; and b. Cause this Resolution to be forwarded to the North Carolina Association of County Commissioners and apprise supervising and/or administrative State governmental agencies to appraise them of the Town of Hillsborough's goal and to seek their assistance in the recruitment of minority businesses; and . c. Award all public contracts as required by N.C.G.S. 143- 128 without regard to race, religion, color, creed, national origin, sex, age or handicapped condition as defined by N.C.G.S 168A-3. 4. That for the purposes of the single-prime contract system, it shall be the responsibility of the prime contractor to ensure to the Town of Hillsborough by written documentation that it has made a good faith effort in the recruitment and selection of minority businesses for participation in contracts awarded. 5. That in order to demonstrate the good faith effort of the single- prime contractor, the contractor shall be written documentation notify the Town of Hillsborough on its bid that it has taken the following steps: a. Actively sought the participation of minority businesses by contacting known minority businesses who may be interested in a participation in a Town of Hillsborough project. b. Verify that it has contacted minority-business subcontractors whose work on the project would represent ten percent (10%) of the total value of work, in order to achieve the ten percent (10%) goal. ~ Umwl90407101particip-mb 410 - c. Verify to the Town of Hillsborough the names, addresses, and telephone numbers and contact person of all the minority-businesses contacted and their respective bids on the subcontract work sought. 6. Notwithstanding the above, the Town of Hillsborough single- prime contractor shall not be required to award contracts or subcontracts to or to make. purchases of materials or equipment from minority-business contractors or minority-business subcontractors who do not submit the lowest responsible bid or bids or who do not comply with the provisions of the request for bids or the applicable statutory provisions. 7. The Town Clerk is hereby authorized and directed to provide a certified copy of the Resolution of the North Carolina Association of County Commissioners, North Carolina Commissioner of Labor, North Carolina Commissioner of Insurance, and the State Licensing Board for General Contractors. 8. This Resolution shall take effect immediately upon its passage. . ADOPTED this the t/A day of #tll~' ( Carolina. , 2002 at Hillsborough, North ~f//~#!Il~ J M:F>helps, Mayor ") - UmwJ90407101particilHT1b {i1 ~ TOWN OF HILLSBOROUGH MINORITY BUSINESS PARTICIPATION OUTREACH PLAN April 8, 2002 The following is the Town of Hillsborough Minority Business Participation Outreach Plan developed to comply with State Law 2001-496 (Senate Bill 914, signed 19 December 2001, and effective 1 January 2002). It will remain in this form unless modifications are necessary to further comply with any applicable change in construction procurement rules or regulations. This policy has further been developed to assist the Town in reaching it's verifiable percentage goal of 10% minority business participation in all applicable construction contracts, originally adopted by resolution on April 8. 2002. This plan establishes the good faith efforts that the Town will take to make it feasible for minority businesses to submit bids or proposals for the contracts for building projects. . In an effort to encourage minority business participation in all construction contracts to which State Law 2001- 496 applies, the Town will undertake the following actions: ~ The Town will research the Historically Underutilized Business web site and record all HUB'S within a reasonable geographic are, depending on the project, which have registered on the site. In addition, the Town will research Federal web sites which also list HUB'S, and record those HUB'S which have registered on that site, also within a reasonable geographic area. The Town will, on or before any publication of a notice of bid, email.mail. or FAX a copy of the notice of bid to all HUB'S which have been registered. ~ The Town will advertise all advertisements for bid for construction contracts to which this policy applies in the following: . A local newspaper, currently the Chapel Hill Herald; _ . A regional urban newspaper, currently The Herald Sun; ~ . ~ t..~ ? ... ..L ....."" . A newspaper serving the area which currently serves a large minority population, currently The Carolina Times,. . And a regional newspaper which currently serves a large Spanish speaking population, currently La Conexion; );> The Town will maintain a listing of all HUBS'S who contact the Town to' request that they be contacted in the event of a public bid offering. The Town will furnish all HUB'S on such list with a copy of all advertisements for bid in the categories they have requested, at least 10 days prior to any bid opening of an applicable bid. The advertisement will include a description of the work for which the bid is being solicited, the date, time, and location where the bids may be submitted and where the bids will be opened, the name of Town employee or representative who is available to answer questions about the project, where the bid documents may be reviewed or a copy obtained, and any other special requirements that may exist. );> The Town will post on its web site, currently http:www.cLHillsborough.nc.us/and will post a notice that all bidders especially HUB'S are invited and encouraged to bid. );> The Town will conduct a seminar on bidding on Town contracts to any and all potential bidders, especially HUB'S as requested and as bids are co nte m plated. );> The Town will attend all scheduled pre-bid conferences conducted for project to which Senate Bill 914 applies. At the pre-bid conference, the Town will furnish a list of all HUB'S, which the Town has researched or been made aware of. The Town will also furnish, upon request, a copy of this policy and any clarifying memos. );> The Town, it's employees, and its consultants will take whatever measures deemed appropriate to encourage the education, recruitment, and interaction between minority businesses, non-minority business and the Town. - . ~ t.~1) :':...1_ ".1 The Town Manager will cause this policy to be implemented and will be responsible for all activities contained in this policy. ~I a- Aft""j b; -Jl,e h"",,&,,J.M '1!1!OZ. Eric Peterson Town Manager April 8, 2002