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Home My Public Portal About07-22-2002 Workshop Session . . . C63 MINUTES Board of Commissioners Monthly Workshop Monday, July 22,2002 -7:30 p.m. Town Barn The Hillsborough Town Board held a Monthly Workshop on July 22, 2002 at 7:30 PM in the Hillsborough Town Barn. Present for the Workshop were Mayor Joe Phelps, Commissioners Frances Dancy, Evelyn Lloyd, Mike Gering, and Mark Sheridan. Absent was Commissioner Ken Chavious. Staff present were Town Manager Eric Peterson, Finance Director Planning Director Margaret Hauth, Assistant Town Manager/Public Works Director Demetric Potts, and Town Engineer Kenny Keel. 1. Open the Workshop Mayor Joe Phelps opened the Workshop at approximately 7:30 PM. 2. Agenda Changes & Agenda Approval By consensus, the Board agreed to move Items 5, 6, and 7 to be heard after Item 3, and to add a discussion of Street Paving as Item 7.B. 3. Updates from the Mayor & Board on Key Committees/Issues The Board presented updates. By consensus, the Board appointed Commissioner Gering to serve as the Alternate Representative on the Transportation Advisory Committee. 5. Update on Water Restrictions and the Drought Situation By consensus, the Board directed staff to implement and administer a Special Exemption Program for Water Restrictions. The Special Exemption Permits are to be valid for two (2) weeks so as to allow for close monitoring of the Town's water supply. The rationale for the Special Water Use Permits are that relief should be provided to customers, in special circumstances, to help mitigate serious financial losses by individuals. This should only be done as long as it does not use excessive amounts of water. The West Fork Reservoir is providing a reserve of water than can be used reasonably and cautiously to address serious problems encountered by customers. The permits could cover items such as fresWy laid sod, auto detail shops that are low water users, and garden centers. There was discussion about water levels and availability at both Lank Orange and the Town Reservoir. By consensus, the Board directed staff to coordinate Out-of-Town Water Restriction Enforcement with the Orange County Sheriff's Department. . . . C64 6. Consider Approving a Motion to Adopt the Orange County Hazard Mitigation Upon a motion by Commissioner Sheridan, seconded by Commissioner Gering, the Board moved to approve a Resolution Adopting the Orange County Hazard Mitigation Plan as presented by a vote of 4-0. The motion was declared passed. A copy of the Resolution is hereby made a part of these official Minutes as an Attachment. 7. A. Consideration of Approving Change Order No.2 for the WWTP Improvements Project Town Engineer Kenny Keel presented the Change Order for the Board's consideration explaining that this final order is required to close out the Wastewater Treatment Plant Improvement Project, due to some additional work that was necessary but beyond the scope of the original contract. Upon a motion by Commissioner Dancy, seconded by Commissioner Lloyd, the Board moved to approve Change Order No.2 for the WWTP Improvements Project as presented by a vote of 4-0. The motion was declared passed. 7. B. Discussion of Street Paving Assistant Town Manager/Public Works Director Potts discussed the issue of Street Paving with the Board. Upon a motion by Commissioner Lloyd, seconded by Commissioner Gering, the Board moved to approve the use of approximately $25,000 of Powell Bill Fund Balance to fund street paving and authorized the Town Manager to execute the contract by a vote of 4-0. The motion was declared passed. 4. Strategic Growth Plan Discussion Option & Discussion on a Possible IS-year Urban Growth Boundary Discuss Possible Land Use Designations for Future Annexations and/or Areas that Hillsborough Intends to Provide Water/Sewer Service Other Next Step(s) in the Strategic Growth Planning Process By consensus, the Strategic Growth Plan Discussion was rescheduled for August 5th at 7:00 PM in the Town Barn with Dr. David Stein from North Carolina State University to discuss helping Hillsborough prepare a Growth Plan. 8. Closed Session to Discuss Acquisition of Sewer Line Easements for the Water Treatment Plant Improvement Project Upon a motion by Commissioner Sheridan, seconded by Commissioner Lloyd, the Board moved to go into Closed Session to Discuss Acquisition of Sewer Line Easements for the Water Treatment Plant Improvement Project by a vote of 4-0. The motion was declared passed. 2 . . . C65 9. Consider Adopting a Resolution Authorizing the Town Manager to Execute the Sewer Easements Necessary to Proceed with the Water Treatment Plant Improvement Project Upon returning to Open Session, and upon a motion by Commissioner Dancy, seconded by Commissioner Sheridan, the Board moved to adopt a Resolution Authorizing the Town Manager to Execute the Sewer Easements Necessary to Proceed with the Water Treatment Plant Improvement Project by a vote of 4-0. The motion was declared passed. A copy of the Resolution is hereby made a part of these official Minutes as an Attachment. 10. Other No further business was discussed. 11. Adjourn Upon a motion by Commissioner Dancy, seconded by Commissioner Sheridan, the Board moved to Adjourn at approximately 9:30 PM by a vote of 4-0. The motion was declared passed. 6:~ Donna F. Armbrister, CMC Town Clerk 3 Town of · HlY,~ ,. r.,.... l.uU gh RESOLUTION ADOPTING ORANGE COUNTY HAZARD MITIGATION PLAN WHEREAS, the North Carolina General Assembly passed Senate Bill 300 "An Act to Amend the Laws Regarding Emergency Management as Recommended by the Legislative Disaster Response Commission" in June of2001 that among other provisions requires local governments to have a hazard mitigation plan approved prior to August 1,2002 in order to receive state public assistance funds; WHEREAS, in October of2000 the President of the United States signed into law the "Disaster Mitigation Act of 2000" (PL 106-390) to amend the "Robert T Stafford Disaster Relief and Emergency Act of 1988" which among other provisions requires local governments to adopt a mitigation plan in order to be eligible for hazard mitigation funding; WHEREAS, the North Carolina Division of Emergency Management is assisting local governments in the formulation of hazard mitigation plans; . WHEREAS, the North Carolina Division of Emergency Management has established rules and criteria that allow municipalities to adopt their county's approved hazard mitigation plan through resolution; WHEREAS, the Town of Hillsborough has worked closely with the Orange County Hazard Mitigation Planning Team to develop a county-wide hazard mitigation plan that will serve the needs of Hillsborough Citizens; WHEREAS, the Town of Hills borough supports Hazard Mitigation Planning as a logical means toward protecting people and property from the potential devastating effects of natural hazards; NOW, THEREFORE, BE IT RESOLVED that the Hillsborough Board of Commissioners: 1. Desire to participate with Orange County in planning for the mitigation of effects caused by natural hazards; 2. Assign staff representation as determined by the Town Manager to work as a members of the Orange County Hazard Mitigation Planning Team to implement and update hazard mitigation planning activities; Adopt, by way of this resolution, the "Orange County Hazard Mitigation Plan" as approved by the North Carolina Division of Emergency Management. <1'1111111/11 "'~\O~ HILL;';'/,,,.- (\ n~ ~'\~"sEAL ~ ~~ ~ ~ f /? T_ ~ ~ t/helPS, Mayo;:- - or G> ....; .= Hill~ . gh :I: ~ __ A ... Attest: --~Q ... -=:"'- ~h ~~ ,,$ onna F. Annbrister, CMC, Town Clerk "" Ii CARO'V \\." '" ", ""'1111"'\ 101 East Orange Street. Po. Box 429 . Hillsborough, North Carolina 27278 919-732-1270 . Fax 919-644-2390 . . . CG7 RESOLUTION AUTHORIZING THE ACQUISITION OF SEWER EASEMENTS RELATED TO THE WATER PLANT UPGRADE PROJECT WHEREAS, the Board of Commissioners of the Town of Hillsborough desires to acquire Sewer Easements on six pieces of property necessary for completing the Water Plant Upgrade Project; NOW, THEREFORE, BE IT RESOLVED by the Hillsborough Board of Commissioners hereby authorizes the Town Manager to negotiate, and execute the Sewer Easements in order to proceed with the Water Plant Upgrade Project as proposed. Adopted this dJ< day of ~t'l ,2002. Ayes: 'I Noes: ..-tr Exe1:lsed: / 1Jt5sff;1.' ~'''1'''''1 \\\ Il II" ,\ l n " " ..\. u"..6 '" ~' ~ "'" <.T Q .....-:. , ~~ ~ ' ~O 0-;' ...,....;:, Townl c- - of ... ~ Hill~ -~-gh ~ g -~ .. ~ '~ ::: '" ' ~ ~ ~~ ,~ ,It CARO~ """ '" \\\\ "111/11111\ D