HomeMy Public PortalAbout11-22-2004 Workshop Session
450
Minutes
November 22, 2004 Monthly Workshop
Page 1 of6
Minutes Approved: December 13, 2004
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Town
of
Hill,~
MINUTES
Board of Commissioners Monthly Workshop
Monday, November 22, 2004 -7:30 p.m.
Town Barn
The Hillsborough Town Board held a monthly Workshop on November 22,2004 at 7:30 PM
in the Hillsborough Town Barn. Present for the Workshop were Mayor Joe Phelps, and
Commissioners Eric Hallman, Michael Gering, Brian Lowen, Frances Dancy, and Evelyn Lloyd.
Staff present were Town Manager Eric Peterson, Assistant Town Manager/Public Works
Director Demetric Potts, Town Clerk Donna Armbrister, Finance Director Greg Siler, Planning
Director Margaret Hauth, and Town Attorney Bob Hornik.
1. Open the Workshop
7:31:45 PM Mayor Joe Phelps opened the Workshop at 7:31 PM.
. 2. Agenda Changes & Agenda Approval
7:31:50 PM Commissioner Gering requested update on drainage problem on Alma Avenue.
By consensus, this was added as Item 8.A.
3. Updates from Mayor & Board on Key Committees/Issues
7:32:36 PM Commissioner Dancy reported on a presentation she attended at TJCOG with the
Fire Department Chiefs from Raleigh and Chapel Hill. They are trying to get a training facility
near the airport where all the Fire Personnel to be trained and certified the same way so that the
market will be equal. The airport had given them the land and the facility will be totally state
owned. This training will be for all Fire Personnel including Fire Marshals and Inspectors.
7:34:16 PM Commissioner Dancy also reported that she and Commissioner Hallman attended
the Homeless in Orange County Workshop last week.
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7:34:40 PM Commissioner Gering reported that the Orange CountylHillsborough Transition
Area Taskforce has set its scope and schedule and they plan to complete it in time for our Joint
Meeting with Orange County.
7:35:21 PM Commissioner Lloyd reported that the 250th Anniversary Committee is sponsoring
a "Caroling at the Courthouse" Event on December 17th at 7:00 PM on the lawn of the Old
Courthouse. Four of the local churches have been invited to participate and Commissioner
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451
Minutes
November 22, 2004 Monthly Workshop
Page 2 of 6
Minutes Approved: December 13, 2004
Lowen has agreed to be the "Master of Ceremonies" for the evening. Commissioner Lloyd
invited Mayor Phelps to do a Welcome that evening.
4. Discuss the Proposed Oakdale Village Development and Annexation
7:37: 13 PM Planning Director Margaret Hauth stated that the developers had an opportunity to
meet with the Planning Board and had asked to address the Town Board again. She stated that
the Planning Board had expressed concerns with the proposed pharmacy being located on the
comer, with vehicular and pedestrian connectivity, and with traffic conditions around the site.
7:38:43 PM Tony Whittaker, representing the applicant, addressed the Board stating that they
wished to get feedback from the Town Board. Mr. Whittaker reviewed with the Board the
proposed connectivity and circulation. The Planning Board had asked to visually soften the
Pharmacy Building, possibly rotate the building on the site, not have front door parking, and
have additional landscape buffer. He presented to the Board a revised Site Plan that he feels
addresses the Planning Board's concerns for the Board's consideration.
By consensus, the Board specifically expressed an interest in the development adhering
strictly to the Town's Sign Ordinance.
5. Update on Potential Cooperative Effort with Orange County to Submit a Grant
Request Through the Congestion Management Air Quality Program for Potential
Funding of a Trolley-type Transit Program in Hillsborough
8:33:00 PM Planning Director Hauth reported she had met with the County's Transportation
Planner, the Planning Director, personnel from OPT, and some of the County's Finance
personnel to take the idea that Commissioner Hallman had at the last meeting one step further
and see what the County had in mind for CMAQ Grant requests.
The County is currently preparing applications for the purchase of compressed natural gas
vehicles and to initiate an in-town transit route. The County supported the Town's cooperation
on the application. They expected some assistance with the grant match and responsibility for a
marketing campaign for the route as Town contributions. The transit staff stressed the
importance of strong marketing to the ultimate success of the route.
At this point, a route that circles Town and serves major neighborhoods, employment centers,
and shopping areas is planned. Ideally, the route would take 50-55 minutes and service would be
available from 7 AM - 9 PM. From 8 AM - 5 PM additional service would be added in the
opposite direction on the half hour. This would mean someone could take a trip to the store or
library or other facility and be able to catch a ride back home within 30 minutes of arriving. An
actual route has not been selected yet.
Planning Director Hauth presented a draft Resolution in Support of Orange County's Grant
Application for Congestion Management/Air Quality Grant for an In-Town Transit Route for the
Board to consider.
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Minutes
November 22, 2004 Monthly Workshop
Page3of6
Minutes Approved: December 13, 2004
After review of the Resolution and some discussion, and upon a motion by Commissioner
Hallman, seconded by Commissioner Lloyd the Board moved to approve the Resolution with the
amended wording of the last two lines to read "supports Orange County's grant application to
initiate in-town transit service, and agrees to participate in the match requirement and the
marketing campaign for the new route" by a vote of 5-0. The motion was declared passed. A
copy of the amended Resolution is hereby incorporated by reference and made a part of these
official Minutes as an Attachment.
6. Information Regarding Analysis of Areas Surrounding Hillsborough for Potential
Further Annexation Study
8:44:31 PM Planning Director Hauth reminded the Board that they had asked staff to look at
areas near Town that might be candidates for annexation. She provided for the Board a
Preliminary Report and color coded map ranking the areas based on contiguousness, existing
utilities, and convenience for adding additional services. For those areas with the most positive
conditions, ballpark estimates of tax revenue gained and water revenue lost were provided. No
estimate of cost to provide new services was prepared, although some rough estimates for sewer
expansion were provided for some areas.
Planning Director Hauth reported that staff looked at neighborhoods near the existing city
limits that currently have water and/or sewer service and considered whether the neighborhood
was contiguous with the current city limits and whether police or garbage routes pass by the area.
Areas with "yes" for all the criteria were coded green, three yeses were coded yellow, two yeses
were coded orange, and one yes coded red. The areas colored on the map are staff "best
estimates" as to parcels with existing service or serviceable from existing lines.
One exception is the Woodsedge Mobile Home Park. While this development currently has
utility service, it is technically outside our water and sewer area designated in the boundary
agreement. Since service cannot be extended to adjacent properties, staff coded this area red.
Also, the redevelopment potential for Timbers Mobile Home Park and Colonial Estates caused
staff to place these parcels in the orange rather than yellow category. Hauth noted that while
these parcels are contiguous to Patriot's Pointe (satellite), these would be satellite annexations.
The tax revenue assumptions use the current tax rate of $0.62 applied to a sample of real
values in the area. Water revenue loss assumptions are based on the estimated number of homes
in the area using 200 gpd per house, 150 gpd per attached housing, and actual averages for
businesses. The loss of water and sewer revenue is used for developments with both services.
For those neighborhoods currently without sewer service, the difference between out-of-town
water and in-town water and sewer was used.
Hauth distributed preliminary estimated project costs to provide sewer to areas without it
coded yellow.
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453'
Minutes
November 22, 2004 Monthly Workshop
Page 4 of6
Minutes Approved: December 13, 2004
8:57:23 PM Hauth also reported that Orange Enterprises and Builders First Source do not
currently have sewer, but the line does run very close to their property lines.
Mayor Phelps asked the Board to discuss further annexation of the Locust Road and
Tuliptree Road area at a later date.
A copy of the Preliminary Report on Areas for Potential Annexation, the color coded map,
and preliminary estimated project costs of sanitary sewer outfalls for Tuscarora Drive & Saponi
Drive and Locust Road & Tuliptree Road are hereby incorporated by reference and made a part
of these official Minutes as an Attachment.
7. Discuss Authorizing Board of Adjustment to Retain Independent Counsel to Provide
Assistance During the Upcoming Corbinton Commons Hearing
9:04:34 PM Town Attorney Bob Hornik reported that the Board of Adjustment will hear an
appeal on December 8th regarding Corbinton Commons. He suggested that the Board of
Adjustment be authorized to retain independent counsel for the Corbinton hearing, so that he
doesn't have a conflict and can help Planning Director Margaret Hauth represent the Town's
interests at the hearing. It could subject whatever decision the Board of Adjustment makes to
being appealed if the same counsel represented the Board of Adjustment while at the same time
representing the Town Board in the other appeal. Once the Board of Adjustment makes a
decision, if there were an appeal from that decision, Hornik stated that he could again represent
the Town on the appeal.
Town Attorney Hornik stated that he can recommend appropriate council.
Upon a motion by Commissioner Lloyd, seconded by Commissioner Hallman, the Board
moved to authorize and direct Town Attorney Bob Hornik to enlist the assistance of appropriate
legal services which he feels best suits Towns needs to provide counsel for the Board of
Adjustment in the Corbinton Commons hearing by a vote of 5-0. The motion was declared
passed.
8. Discuss the Process in which Seats to Advisory Boards are Filled
9:16:48 PM Mayor Joe Phelps expressed concerns that ordinances be followed with regard to
Board Appointments. He stated that he would like the Board to define excused and unexcused
absences.
9:24: 19 PM Commissioner Gering said that he finds the "excused and unexcused" absence
disturbing and did not feel that staff should have to make that decision.
9:26: 10 PM Commissioner Lowen stated that he doesn't see a problem with the way the Town
Code is written, he just feels that the Board has been lax in enforcing the Ordinance.
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Minutes
November 22, 2004 Monthly Workshop
Page 5 of 6
Minutes Approved: December 13, 2004
9:28:02 PM Commissioner Dancy said that she also has a problem with people who come to
the meetings, but only stay 10 minutes or so and then leave being given credit for attending the
meeting.
9:29:31 PM Commissioner Lowen suggested the Town Board meet with the Chairs of all
volunteer Boards and review the Town's expectations.
9:30:52 PM Planning Director Margaret Hauth stated that she would rather see an Ordinance
that addresses straight attendance rather than "excused and unexcused" absences.
9:33:14 PM Commissioner Dancy suggested making review of the volunteer board attendance
policy part of the volunteer interview that the Town Board conducts.
9:34:57 PM Commissioner Gering suggested deleting the "excused/unexcused" absences in
the Ordinance.
Mayor Phelps suggested getting feedback from the various volunteer boards on what they
believe to be a reasonable amount of absences to be allowed and still be able to accomplish their
objectives.
Commissioner Dancy agreed.
Commissioner Gering agreed and also stated that if the work load does not require having a
meeting every month that they could cancel the meeting.
By consensus, the Board directed Planning Director Margaret Hauth to discuss the
attendance expectations to the volunteer board chairs and request feedback from them and report
the findings at a later meeting.
9:53:47 PM ADDED ITEM: Update on drainage issue on Alma Avenue
Assistant Town ManagerlPublic Works Director Demetric Potts showed the Board photos of
the drainage problems. Apparently 55 gallon drums were used as drainage pipes and storm
drains which are now rusting and collapsing. Some of the properties in question are currently
vacant and for sale.
Town Manager Eric Peterson asked the Board for some additional time so he can also go out
and assess the situation and bring back a recommendation to the Board.
By consensus, the Board directed staff to contact the real estate offices of the property(s) to
let them know of the problems so they can convey the information to any potential buyers.
9. Preview New to-minute Employee Orientation Video (if time permits)
Town Manager Peterson suggested that the video be viewed at a later date.
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Minutes
November 22, 2004 Monthly Workshop
Page 6 of 6
Minutes Approved: December 13, 2004
By consensus, due to the lateness of the meeting and other issues to be discussed, the Board
agreed.
10. Other
10:06:05 PM Planning Director Margaret Hauth reported that Waterstone has requested to
appear before the Board to discuss possible changes to their Masterplan. By consensus, the
Board agreed to hear them at the December 13 Board Meeting.
By consensus, the Board cancelled December Workshop.
11. Closed Session to Discuss a Personnel Matter
Upon a motion by Commissioner Lowen, seconded by Commissioner Lloyd, the Board
moved to go into Closed Session as authorized by North Carolina General Statute Section 143-
318.11.(a)(6) to discuss two personnel matters by a vote of 5-0. The motion was declared
passed.
12. Adjourn
After returning to Open Session and upon a motion by Commissioner Lloyd, seconded by
Commissioner Dancy, the Board moved to adjourn at approximately 10:30 PM by a vote of 5-0.
The motion was declared passed.
Respectfully submitted,
Donna F. Armbrister, CMC
Town Clerk
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Lt5S
RESOLUTION IN SUPPORT OF
ORANGE COUNTY'S GRANT APPLICflON FOR
CONGESTION MANAGEMENT/AIR QUALITY GRANT FOR
AN IN-TOWN TRANSIT ROUTE
WHEREAS, Hillsborough is the county seat of Orange County and benefits from a variety of
county services being located within the city limits; and
WHEREAS, Hillsborough and Orange County serve together on the Durham C~pel Hill
Carrboro Metropolitan Planning Organi7.8tion; and
WHEREAS, Orange County and its municipalities have been designate.d as an air quality non-
attainment area for ozone, and is therefore eligible to apply for Congestion
Management! Air Quality funds; and
WHEREAS, Chwton Street, the primary north south route through Hillsborough, currently
experiences congested conditions during most of the day; and
WHEREAS, many residents of Hillsborough do not drive because of age, finances, health, or
personal choice, but still have a need to conduct business in Hillsborough; and
WHEREAS, Orange County operates a'public transportation system that provides general
transit and pam-transit services in the Hillsborough area;
NOW, THEREFORE, BE IT RESOLVED that the Hillsborough Town Board of
Commissioners supports Otange County's grant application to initiate in-town transit service,
and agree:i.to"' , . .. iPttut4JJ'the match requirement and the marketing campaign for the new route.
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459
TOWN OF HILLSBOROUGH
. TUSCARORA DRIVE & SAPONI DRIVE SANITARY SEWER OUTFALL
PRELIMINARY ESTIMATED PROJECT COST
Estimated Unit
Item Descriotion Quantity Units Price Total Amount
1 6" DIP Water 2,000 If $ 20.00 $ 40,000.00
1 8" DIP Sewer 500 If $ 25.00 $ 12,500.00
2 8" PVC Sewer 5,500 If $ 23.00 $ 126,500,00
3 4' Dia. Manhole 16 ea $ 1,900.00 $ 30,400.00
4 5' Dia. Manhole 4 ea $ 2,800.00 $ 11,200.00
5 4" PVC Sewer Services 50 ea $, 750.00 $ 37,500.00
6 Trench Rock 100 cy $ 100.00 $ 10,000.00
7 Pavement Cut & Patch 3,000 If $ 10.00 $ 30,000.00
8 Erosion Control Measures 1 Is $ 15,000.00 $ 15,000.00
Easement Appraisals 1 Is $ 10,000.00 $ 10,000.00
Easement Acquisition 1 Is $ 50,000.00 $ 50,000.00
Engineering 1 Is $ 45,000.00 $ 45,000.00
SUBTOTAL $ 418,100,00
Contingency (10%) $ 41,810.00
. TOTAL $ 459,910.00
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TOWN OF HILLSBOROUGH
Utilities Department
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461
TOWN OF HILLSBOROUGH
. LOCUST ROAD & TULlPTREE ROAD SANITARY SEWER OUTFALL
PRELIMINARY ESTIMATED PROJECT COST
Estimated Unit
Item Descriotion Quantity Units Price Total Amount
1 8" DIP Sewer 500 If $ 25.00 $ 12,500.00
2 8" PVC Sewer 3,500 If $ 23.00 $ 80,500.00
3 4' Dia, Manhole 10 ea $ 1,900.00 $ 19,000.00
4 5' Dia, Manhole 2 ea $ 2,800.00 $ 5,600.00
5 4" PVC Sewer Services 59 ea $ 750.00 $ 44,250.00
6 Trench Rock 100 cy $ 100,00 $ 10,000.00
7 Sewage Pump Station (Share cost wI Hart's Mill??) 1 ea $ 100,000.00 $ 100,000.00
8 Rencher Sl Pump Station Upgrade 1 ea $ 40,000,00 $ 40,000.00
9 Sewer Force Main 1,500 If $ 10.00 $ 15,000.00
10 Pavement Cut & Patch 3,000 If $ 10.00 $ 30,000.00
11 Erosion Control Measures 1 Is $ 10,000.00 $ 10,000.00
Easement Appraisals 1 Is $ 8,000.00 $ 8,000.00
Easement Acquisition 1 Is $ 30,000.00 $ 30,000.00
Engineering 1 Is $ 35,000.00 $ 35,000.00
SUBTOTAL $ 439,850.00
. Contingency (10%) $ 43,985.00
TOTAL $ 483,835.00
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TOWN OF HILLSBOROUGH
Utilities Department
Page 1 of 1
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