HomeMy Public PortalAbout01-25-2003 Budgetary Planning Session
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BUDGETARY PLANNING SESSION MINUTES
HILLSBOROUGH TOWN BOARD
Saturday, January 25, 2003
8:30 AM, Piedmont Electric Cooperative Conference Room
The Hillsborough Town Board held an annual Budgetary Planning Session at the
Piedmont Electric Cooperative Conference Room. Present for the Budgetary Planning
Session was Mayor Joe Phelps, Commissioners Kenneth Chavious, Frances Dancy,
Evelyn Lloyd, Mark Sheridan, and Mike Gering. Staff present were Town Manager Eric
Peterson, Town Clerk Donna Armbrister, Town Engineer Kenny Keel, Fleet Maintenance
Supervisor John Cook, Fire Marshal Todd Chavious, Planning Director Margaret Hauth,
Police Chief Nathaniel Eubanks, Assistant Town Manager/Public Works Director
Demetric Potts, and Finance Director Sherry Carter.
1. CALL TO ORDER
Mayor Joe Phelps called the meeting to order at 8:32 AM.
2. AGENDA APPROVAL AND CHANGES
By consensus, the Board approved the Agenda as presented.
Commissioner Gering discussed his suggestion for an additional employee motivational
program which encourages teamwork.
3. DISCUSS UPDATES REGARDING PROGRESS OF KEY DEPARTMENT
GOALS FOR FY03
The Town Board reviewed the FY03 Action Plan Updates and Departmental Key Issues
for each Department.
While reviewing the plan for the Clerk's Office, the Board authorized staff to send out
RFPs to contract out Town Cemetery administration. The Town Manager stated that he
would get with the Clerk to work out the details.
While reviewing the plan for Administration/Town Manager, the Board recommended
amending the current "Outback Steak House" employee rewards program to one that
would use a restaurant in Hillsborough. The Board also emphasized the need for an
Emergency Disaster Plan.
During the review of the plan for the Motor Pool, the Board directed staff to contact
Orange County and investigate the possibility of a joint or shared facility.
After reviewing the plan for Public Works, the Board requested staff provide them with a
list of priority streets for sidewalks and funding feasibility.
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4. STATE OF TOWN'S FINANCIAL CONDITION & BOARD QUESTIONS
Town Manager Eric Peterson reported that at this point he feels the Town can develop a
proposed budget that will not require a tax increase.
5. GROWTH & DEVELOPMENT: WHAT WE WANT, WHAT SHOULD WE BE
DOING NOW, AND WHAT COULD WE BE DOING BETTER?
The Board suggested that staff seek additional assistance on the Strategic Growth
Planning. The Board recommended the staff contact TJCOG to see if they could provide
any assistance.
6. WATERAVAILABILITYV. FUTURE DEVELOPMENT
Town Manager Peterson stated that the Water Quality Study will be updated.
7. DISCUSS DEVELOPMENT REVIEW PROCESSES (IMPROVEMENTS,
PROBLEMS, IDEAS?)
The Board decided that Special Use Permits would be reviewed at their montWy
workshops before going to Public Hearing.
8. DISCUSSION OF TOP BOARD BUDGETARY PRIORITIES, GOALS, AND
CHANGES FOR FYS04-06
a) Police
2 vehicles
b) Recreation
sidewalks
riverwalk
skateboard park (find location), (involve skaters in the process)
reservoir recreation
c) Customer Service, Citizen Involvement, and Public Information
informational water bill insert (instead of Citizens Newsletter)
d) Public Works (Streets, Sanitation, Motor Pool, & Cemetery)
contract out cemetery administration
e) Administration, Planning, Finance, and Code Enforcement/Fire Inspections)
f) Water/Sewer Operations
switch out radios-possibly to Nextel
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g) Water/Sewer Rates (Rate Structure and In-Town v. Out-of-Town)
Town Manager Peterson will bring options for the Boards to consider
during the budget process (possible progressive schedule; possible
seasonal adjustments; reduce minimum usage
h) Discuss Establishing a "Target" and a Minimum Fund Balance Level
Town Manager Peterson suggested establishing a range of 20% minimum
balance and 60% maximum balance with a target balance of 33% in the
General Fund
i) Tax Rate v. Implementing New Priorities
9. OTHER
There was no other business.
10. ADJOURN
Upon a motion by Commissioner Dancy, seconded by Commissioner Chavious, the
Board moved to adjourn at approximately 1 :00 PM. The motion was declared passed.
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Donna F. Armbrister, CMC
Town Clerk