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HomeMy Public PortalAbout04-28-2003 Workshop Session 253 . Town of Hinl MINUTES Board of Commissioners Monthly Workshop Monday, April 28, 2003 -7:30 PM Town Barn The Hillsborough Town Board held a monthly workshop on April 28, 2003 at 7:30 PM in the Hillsborough Town Barn. Present for the Board Meeting were Mayor Joe Phelps, and Commissioners Frances Dancy, Kenneth Chavious, Evelyn Lloyd, Michael Gering and Mark Sheridan. Staff present were Town Manager Eric Peterson, Town Clerk Donna Armbrister, Planning Director Margaret Hauth, and Assistant Town Manager/Public Works Director Demetric Potts. 1. Open the Workshop . Mayor Joe Phelps opened the Workshop at 7:34 PM. 2. Agenda Changes & Agenda Approval Mayor Joe Phelps asked to add a discussion with Keith Brown regarding the Collins Property to the Agenda. By consensus, the Board added this Discussion as Item 6.A. Commissioner Gering requested the Board discuss a letter to the Board of Adjustment. By consensUs, the Board added this Discussion as Item 10.A. Commissioner Gering also asked to add a discussion regarding an invitation from Lane Sarver, Inc. to visit their Retirement Community. By consensus, the Board added this Discussion as Item 10.B. Commissioner Sheridan requested to add a discussion regarding the Town's Traffic Lights. By consensus, the Board added this 10.C. 3. Updates from the Mayor & Board on Key Committees/Issues Mayor Phelps announced that the will be attending a meeting of the Upper Neuse River Basin Association tomorrow. . 1 . . . 254 Commissioner Dancy reported that she is serving in the TJCOG Facilities Committee. The COG is leasing the space where their offices are located. They are currently seeking new space for when their lease expires. Commissioner Gering presented a brief update on the Town Clock Restoration Process. 4. Discuss Possibility of Purchasing a SoundJPA System for the Town Barn Mayor Joe Phelps presented this Item for the Board's consideration. After brief discussion, and upon a motion by Commissioner Sheridan, seconded by Commissioner Lloyd, the Board moved to approve the purchase of a Sound System for the Town Barn from the Ruffin Rouhlac Account by a vote of 5-0. The motion was declared passed. 5. Update on Research to find the Original Incorporation Date of Hillsborough Town Clerk Donna Armbrister informed the Board that she had obtained information from the Secretary of States Office that shows that the town was initially laid out in 1754 and formally established as a legal entity by incorporation on November 20, 1759 as the Town of Childsburg. The Board asked that a discussion of when to hold a 250th celebration and planning process be added to the May Workshop. 6. Discuss Allowing Headstones in all Sections of the Cemetery Commissioner Chavious introduced Hugh Burch stating that he had a request of the Board. Mr. Burch addressed the Town Board asking that they reconsider their current Ordinance and allow upright headstones in Zone 9 of the Town Cemetery which currently only allows flat markers. Commissioner Chavious stated that he would like for the Board to vote to allow upright headstones throughout the entire cemetery. By consensus, the Board directed the Town Clerk to research the Minutes and report back and the May Workshop any information available on the development of that portion of the cemetery. ADDED ITEM 6.A. Discussion regarding Collins Property Keith Brown, representing Sun Forrest Systems, appeared before the Board and requested suggestions from them on possible development projects the Board feels would be appropriate for this approximate 140 acre site. By consensus, the Board directed Planning Director Hauth to coordinate a Public Forum with the Planning Board for the development of this property. 2 255 . Commissioner Sheridan requested the Board be provided with an aerial photo of the property. 7. Consider Approving Budget Amendment to Pay for the Survey Work so Orange County and Hillsborough can Trade five (5) Acres of Property, Thus Providing the Town Land to Construct a New Motor Pool Commissioner Sheridan expressed an interest in having the new Motor Pool project .and the Fairview Park project be coordinated. The Town Manager agreed to discuss with County Manager John Link the possibility of some type of joint Motor Pool effort and report back to the Board. This Item was tabled until a later date. 8. Discuss Orange Grove Road Task Force Report Planning Director Margaret Hauth presented this Item and gave the Board an opportunity to ask questions or discuss this issue further before their Joint Meeting with Orange County. 9. Discuss Planning Board Appointments . Mayor Joe Phelps introduced this Item explaining that the Code states that the Orange County Planning Board appointments for the Town's Representative shall be reside in the Town's ETJ and that only if there are no volunteers from within the ETJ can volunteers outside the ETJ be considered. After some discussion among the Board, the Mayor called for a 3-minute recess. After reconvening the meeting, and by consensus, the Board agreed to interview the volunteer applicant from within the ETJ at the May Regular Board Meeting. 10. Identify Any Additional Topics for the May 5th Joint Meeting with the Orange County Commissioners By consensus, the Board agreed that topics for the May 5th Joint Meeting with the Orange County Commissioners would be 1) Fairview Park; 2) recognizing their assistance on the Asphalt Plant; and 3) the Cates Creek Greenway. ADDED ITEM 1O.A. Discussion regarding Letter to Board of Adjustment Commissioner Gering proposed the Board send a letter to the members of the Board of Adjustment thanking them for their work on the Asphalt Plant issue. . By consensus, the Board agreed. 3 . . . 256 ADDED ITEM 10.H. Discussion regarding Invitation to Visit Retirement Community Commissioner Gering informed the Board that he had received an invitation from Lane Sarver, Inc. to visit their Retirement Community and he suggested that some of the Board look into this in light of the recent applicants. He asked that Board Members contact him if they are interested. ADDED ITEM 1 D.C. Discussion regarding Town Traffic Lights Commissioner Sheridan questioned the status on the street light sequencing. Assistant Town Manager/Public Works Director Demetric Potts stated that the project is not completed yet. 11. Other Planning Director Margaret Hauth gave a brief update on the status of Patriot's Point. 12. Adjourn By consensus, the Board mqved to Adjourn at approximately 10:30 PM. Respectfully submitted, Donna F. Annbrister, CMC Town Clerk 4