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HomeMy Public PortalAbout01-31-2004 Session . . . 23 Town of Hill,~ . MINUTES HILLSBOROUGH TOWN BOARD January 31, 2004 Budgetary Planning Retreat Piedmont Electric Cooperative, Hillsborough, North Carolina Attendees: Mayor Joe Phelps, Commissioners, Frances Dancy, Michael Gering, Eric Hallman, Brian Lowen, and Evelyn Lloyd; Eric Peterson, Town Manager; Demetric Potts, Public Works Director/Assistant Town Manager; Donna Armbrister, Town Clerk/Personnel Officer; Margaret Hauth, Planning Director; Kenny Keel, Town Engineer; Todd Chavious, Fire Inspector; Nathaniel Eubanks, Police Chief; Kenny Hines, Public Works Supervisor; Greg Siler, Assistant Finance Director; and John Cook, Fleet Maintenance Supervisor. Others: Jack Smyre, representative from the Waterstone Development; Paul Newton, citizen; Andrew de Grandpre, reporter from News of Orange County and Kelly Perigoe from The Chapel Hill Herald. RETREAT TOPICS 1. Updates on administration 2. Review facility needs: Town Hall meeting facility and Motor Pool 3. Update on public safety and review of comparisons of municipalities 4. Discussion of water rates and water plant and sewage system improvements 5. Update on parks, recreation and sidewalks 6. Discussion of growth and development 7. Review retirement centers and HUD 202 application 8. Other business 1. ADMINISTRATION UPDATES Personnel Eric Peterson, Town Manager, thanked the board for their support and commitment to developing Town staff through the Hillsborough University courses. Eric reported that the fIrst course on personnel was very well received. He is working with Donna Armbrister, Town Clerk and Personnel Officer to develop a budget course to be taught in 2004. Finance Department Interim assistant finance director, Greg Siler updated the board on the meter reading department's interest in outsourcing the replacement of the remaining outdated water meters with radio read meters. The meters could be replaced in 4-6 months compared to 1 . . . '-" 24 16 years if the work is continued to be done in-house. The department will ask the board for $770,000 to replace the meters. The finance department is proposing a mini-reorganization and will request funding for a 1.0 FTE to handle the increase in workload in the upcoming budget. 2. FACILITY NEEDS Town hall The board agreed on the need for additional meeting and office space for staff in Town Hall and directed Eric to clarify what the Town can and can't do in regards to the Ruffin- Roulhac/Town Hall site. Action: The board directed Eric to review the parameters regarding the legal status of the barn and carriage house, examine restrictions on the land, resolve any restrictive covenant issues, and arrange a meeting between the heir, town manager and mayor to discuss lifting the restrictions from the land. The board also asked Eric to develop a proposed budget for the expansion of the buildings on the Ruffin-Roulhac site. Consideration should be made for the long-term possibility of relocating the police and collections department if the property values in downtown increase enough in the future to make this economically viable. Motor pool The current motor pool is located in a flood plain and was almost destroyed during Hurricane Fran in 1996. The motor pool is in poor condition and needs to be replaced. The Town has been working on a land swap with Orange County for approximately 5 acres near the current county garage. Action: The board agreed to move ahead with hiring an architect to design the new building once issues are resolved around the land (2-3 months) according to John Cook, Fleet Maintenance Supervisor. Staff is recommending $50,000 for funds to design the building. 3. PUBLIC SAFETY Police and COP Division The board believes it is important for citizens to see police officers in their community and was interested in learning more about how Hillsborough's police staffing patterns compared to other similar municipalities. Action: The board asked Eric to conduct a per capita analysis of the patrol officers and community policing officers of other municipalities to ensure adequate staffmg levels. Nathaniel Eubanks, police chief, believes the police department is currently adequately staff with officers but cited a need for help with administration. The police department will request an accreditation manager to monitor grants and measure work performance. 2 ,~. 25 . Nathaniel believes this position will free up time for other officers to patrol and cost less than hiring an additional patrol officer. Action: The board would like to invite Captain Judy Jacobs from the COP Division to attend a board meeting before April 2004 to talk about the community policing program. 4. WATER AND SEWER Water rates The board discussed rates and decided to keep its current water rate structure for fiscal year 2005. Action: The board agreed that in-town rates should not be raised in order to lower out-of. town rates and that it would not take on other capital projects that might cause an increase in the rates. The board asked the Water/Sewer Advisory Committee to make a report on the rate structure with respect to minimal water usage charges to the board before July I, 2004. The board also talked about ways to make customers aware of the rates and the differential. A challenge cited is the developers' and realtors' reluctance to share information about rates with potential renters and buyers. . Action: The board suggested contacting the Chapel Hill and Durham boards of realtors to ask them to advise potential renters and buyers about the rate differential for out-of-town customers. Water plant and sewage system improvements Kenny Keel, Town Engineer, shared that the condition of the current water and sewer system is good and his staff is working to eliminate spills. However, the system is aging and Kenny recommended moving toward a gravity fed system and eliminating some of the pump stations. Keel will request between $40,000-$60,000 for two to six generators to be permanently installed at the pump stations. The Town is also moving toward eliminating some of the older galvanized lines as well. Keel will also request between $40,000-$60,000 for two to SIX generators to be permanently installed at the pump stations to help reduce spills. The Town will begin a project to plan improvements to the wastewater treatment plant beginning in fiscal year 2005-2006. The plant contains equipment that needs to be improved, updated or completely replaced. Keel estimated the cost for improvements to be in the $5-12 million dollar range. Keel also raised the issue of nitrogen levels in the wastewater treatment plant. The plant is not functioning at its full capacity now, but if it were, it would require more nitrogen treatment measures. Keel recommended the board consider making these improvements . as part of the overall upgrade of the plant rather than in phases due to cost considerations. 3 . . . 26 Ben Johnston Dam Action: The board directed Keel to evaluate the condition of the dam and make recommendations for improvements. Keel estimated the cost of improvements could be in the range of $10,000-$ 12,000. 5. PARKS, RECREATION AND SIDEWALKS Riverwalk project The board sees Riverwalk as a priority for 2005. It is interested in moving ahead with the Riverwalk project and directed Margaret Hauth, Planning Director, to complete the land acquisition and begin designing the project. Action: The board asked Margaret to talk with the owners of the land with the goal of completing the purchase of land by the end of this fiscal year, June 30, 2004. Staffing the project is an issue. The Planning Department is recommending in its 2005 budget hiring a .50 FTE to focus on land acquisition, supervise the contractor and ensure compliance with regulations. Action: The board asked for options to staffmg the project and directed Margaret to develop a proposal for the board to consider with staffing options including hiring a .50 FTE compared to the cost of hiring an architect to design and oversee the project. The issue of programming for the recreation programs was also raised. The board is interested in reaffirming Orange County's previous commitment to programming for the site. Action: The board is interested in meeting with Orange County to learn more about the types and levels of recreation programming support Orange County can provide to the Town. Sidewalk construction Sidewalks are key to the quality of life in Hillsborough. The board discussed the need for a plan and how to finance construction with Demetric Potts, Public Works Director and Assistant Town Manager. Eric estimated the range of costs for sidewalks between $7 million for sidewalks without curb and gutters to $10 million with curb and gutter. The board identified their priorities for sidewalk expansion as the eastern and northern ends of town with the goal of facilitating access to schools and parks, combining the east/west corridor and improving access to Highway 70. Action: The board directed Eric to research options for fmancing sidewalk construction including debt financing instruments and levying assessments on property owners. Eric will develop a proposal for board review with four funding options ranging from $250,000 to $1 million dollars and financing times (5,7 and 10 years). The board also directed Demetric to work with the Parks and Recreation Advisory Committee and the Walkable Hillsborough Committee on a grant application the NC 4 . . . .....) 27 Pedestrian and Bikeways for a possible $750,000 to use to pave sidewalks. The board would also like Demetric to check out the Pace Act to see if there are funds provided for sidewalk construction under this act. Target date: April 2004. Unpaved roads Action: The board directed Eric to make a list of unpaved roads to help the board decide what roads need to be paved. The board would also like to understand the number of homes to be potentially served and the estimated cost for paving. The board is considering folding the cost of paving these roads into the funding for town sidewalks. 6. GROWTH AND ECONOMIC DEVELOPMENT FOR HILLSBOROUGH Strategic Growth Plan The board believes it is important to have a growth plan for the town and directed Margaret to draft a proposal for consideration for FY 2005. The board decided it would like to encourage mixed-use development focused at the south end of town. There was discussion around the role of the county and how the Town of Hillsborough's plans for growth might complement/fit with the Orange County's plans for concentrating density in limited areas around the county. The board would like to explore what the county's plans will mean for the Town of Hillsborough and the possibility of a joint task force to look at growth and development. Action: The board asked Margaret to check with the county planning board's staff to find out how amenable the county is to a joint task force to look at land use and growth. The board is also interested in looking at re-development of existing sites in Town and looks to the Planning Department to identify areas for in-fill and redevelopment of existing and adjacent sites. Action: In order to inform future decisions about growth, the board directed Margaret to move ahead with a land use plan for consideration in FY 2005. Staff resources needed to develop a plan were discussed and a decision was made to have Margaret develop a proposal for comparing the cost for a consultant vs. staff to work on a strategic growth plan and subsequent ordinance revision. Ordinance revision Action: The board asked Margaret to generate a list of problem areas in the ordinances including defining what is currently covered by the ordinances, identifying areas with amendments, and developing a list of problem areas. Conditional and special use permits (CUP and SUP) Action: The board directed Margaret and the Planning Board to look at problematic areas and determine how they can be converted to special and conditional use. 5 . . . 28 Development fees Action: The board asked Margaret to make a recommendation to the board regarding development fees for FY 2005. The board would like to see a comparison of Hillsborough's review processes with other towns to make sure fees are in line with other municipalities. It is also interested in ensuring that the overhead and staff time associated with reviewing applications is recouped. Economic Development The board discussed Hillsborough' s many assets and ways for attracting and maintaining business. Commissioner Hallman shared his analysis which suggests that telephone sales clusters, the river, and heritage tourism are major features that can be used to draw new business and encourage existing business. Action: Commissioner Hallman will take the lead on exploring what the Orange County Economic Development Commission can do for Hillsborough. The board will consider a meeting with the Chamber of Chamber and the Economic Development Commission by April 2004 Community Development Block Grants The board discussed the importance of affordable housing and considered making an application for CDBG funds. Action: Margaret will share information with non-profits (Empowerment and Community Realty) to encourage placement of homeowners in existing housing stock. The board also asked Eric to check into requirements for use of CDBG funds and directed Margaret to evaluate the amount of time needed to make the grant application. Orange Grove Road Action: The board asked Margaret to check the results of the recent Orange Grove Road Task Force meeting to determine whether or not the results were adopted. 7. RETIREMENT CENTERS AND HUD 202 APPLICATION The Town would like to collaborate with Orange County on a HUD 202 grant application for funds for northern Orange County to provide a range of housing options for elderly citizens. While interested in exploring an application, the board questioned the amount of staff time involved in the grant application process. Action: The board would like to meet with the Orange County Council of Aging to learn more about the county's plans and expectations. Commissioner Gering will contact the Council of Aging by April 1 st to find out about the proposed plan including the size of the project, its composition, and locations (Waterstone, Meadowlands, and Orange Grove Road). 6 . . . 29 8. OTHER ITEMS Town Clock Michael Gering brought up the issue of the town clock, a symbol for the Town of Hillsborough, and recommended the Town partner with Orange County on a sound system and lighting scheme to light the clock. Action: Demetric and the Town Clock Committee will talk with the county regarding the sound and lighting system for the clock. Kiosk Commissioner Hallman asked the board to consider a subsidy for downtown businesses for installing a kiosk. Downtown parking The board talked about the continual challenge of providing sufficient parking downtown and agreed to consider it as a part of the discussion for a vision of Hillsborough and the downtown. TO DO: I. Roffm-Rouhlacffown Hall site: Eric to review the parameters regarding the legal usages of the barn and carriage house, examine restrictions on the land, resolve any restrictive covenant issues, and arrange a meeting between the heir, town manager and mayor to discuss lifting the restrictions from the land. The board also asked Eric to develop a proposed budget for the building renovation. 2. Public safety: Eric will conduct a per capita analysis of the police departments and community policing programs of other municipalities. The board would also like to invite Captain Judy Jacobs to a board meeting before April to talk about the COP program. 3. Churton Grove: The board would like to talk with Orange County about expediting phasing in of Churton Grove project to allow faster development. 4. Water usage: Water/Sewer Advisory Committee to make a report on the rate structure with respect to minimal water usage to the board before July I, 2004. 5. Water rates: Eric will encourage the Chapel Hill and Durham boards of realtors to share the differentiation in in-town vs. out of town water rates with prospective buyers and renters. 6. Ben Johnston Dam: Kenny Keel will evaluate the condition of the dam and make recommendations to the board for improvements. 7. Riverwalk: Margaret to talk with the owners of the land with the goal of completing the purchase ofland by the end of this fiscal year, June 30, 2004. Margaret will also look at staffing options and make a proposal to the board comparing the cost of hiring a .50 FTE with hiring an architect to design and oversee the project. 8. Recreation: The board would like to talk with Orange County about its capacity to provide recreational programming and services to the citizens of Hillsborough. The 7 . . . 30 board would like to add this item the agenda for the upcoming joint meeting with the Town of Hillsborough and Orange County. 9. Sidewalks: Eric to research options for fmancing sidewalk construction including the use of debt financing instruments and assessments to property owners. Eric will develop a proposal for board review with four funding options ranging from $250,000 to $1 million dollars and financing times (5,7 and 10 years). 10. Sidewalks: Demetric will work with the Parks and Recreation Advisory Committee and the Walkable Hillsborough Committee on a grant application the NC Pedestrian and Bikeways for a possible $750,000 to use to pave sidewalks. The board would also like Demetric to check out the Pace Act to see if there are funds provided for sidewalk construction under this act. Target date: April 2004 . II. Unpaved roads: Eric will make a list of unpaved roads to help the board decide what roads need to be paved. The board would also like to understand which streets need paving, the number of homes to be potentially served and the estimated cost for paving. The board is considering folding the cost of paving these roads into the funding for town sidewalks. 12. Strategic growth and land use: Margaret to develop a land use plan for consideration in FY 2005. The board asked Margaret to examine options for using a consultant or hiring additional staff to develop the plan. Margaret will also check with the county planning board's staff to fmd out how amenable the county is to a joint task force to look at land use and growth. 13. Ordinance revision: Margaret will generate a list of problem areas in the ordinances. This will include defining what is covered by the ordinances, identifying areas with amendments, and generating a list of problem areas. 14. Conditional use permits and special use permits: Margaret and the Planning Board will look at problem areas and how they can be converted to special and conditional use. 15. Development fees: Margaret will compare Hillsborough's development process fees with other municipalities to ensure fees are in line and the overhead and staff costs are re-couped. 16. CDBG: Margaret will share information with non-profits (Empowerment and Community Realty) to encourage placement of homeowners in existing housing stock. The board also asked Eric to check into requirements for use of CDBG funds and directed Margaret to evaluate the amount of time needed to make a grant application. 17. Orange Grove Road: Margaret will check the results of the Orange Grove Road Task Force to determine whether or not the results were adopted and report back to the board. 18. Town clock: Demetric and the Town Clock Committee will talk with the county regarding the sound and lighting system for the clock. Possible topics for joint meeting between Hillsborough and Orange County I. Explore how Orange County Economic Development Commission can help Hillsborough. 2. Reaffirm the county's capacity to provide recreational programming and services to the citizens of Hillsborough. 8 . . . 31 3. Determine ways to expedite phasing in of Churton Grove project to allow for faster development. Other meetings with Orange County 4. Demetric and the Town Clock Committee will talk with the county regarding the sound and lighting system for the town clock. 5. The board would like to meet with the Orange County Council of Aging to learn more about the county's plans and expectations. Commissioner Gering will contact the Council of Aging by April I st to find out about the proposed plan including the size of the project, its composition, and locations (Waterstone, Meadowlands, and Orange Grove Road). 6. Margaret will check with the county planning board's staff to fmd out how amenable the county is to a joint task force to look at land use and growth. ~!~~ Donna Warner, Facilitator Institute of Government 9