HomeMy Public PortalAbout01-24-2005 Workshop Session
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Minutes
January 24, 2005 Monthly Workshop
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Minutes Approved: February 14, 2005
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Town
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MINUTES
Board of Commissioners Monthly Workshop
Monday, January 24, 2005 -7:30 p.m.
Town Barn
The Hillsborough Town Board held a monthly Workshop on January 24,2005 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 ManagerlPublic 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
7:32:10 PM Mayor Joe Phelps called the meeting to order at approximately 7:30 PM.
2. Agenda Changes & Agenda Approval
7:32:15 PM Mayor Phelps added as Item 9.A Consideration of Time Warner Report
7:32:39 PM Town Attorney Bob Hornik suggested that Item 7 be addressed in Closed Session.
By consensus, the Board agreed and moved Item 7 to be considered after Item 9.A
By consensus, the Board approved the agenda with the aforementioned additions and
changes.
3. Updates from Mayor & Board on Key Committees/Issues
7:34:06 PM Commissioner Hallman reported from the Transportation Advisory Committee
that they are slashing funds in Division 5 and increasing funds in Division 7. Hillsborough is in
Division 7.
Commissioner Hallman stated that Beverly Payne had asked him to relay to the Board that
the Human Relations Committee is having a Women Prisoners Project Event from 2:00-5:00 PM
on February 6th at the Carrboro Century Center and requests that Hillsborough have a presence
there.
7:35:18 PM Commissioner Lowen reported on the 250th Amriversary Celebration Committee
stating that they are focusing on an April Parade to wind up the anniversary year. By consensus,
the Board suggested the parade be held at 3:00 pm instead of 2:00 pm. Mayor Phelps also
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January 24, 2005 Monthly Workshop
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Minutes Approved: February 14, 2005
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suggested the Committee honor the oldest Hillsborough citizen by letting putting them in the
parade.
7:38:40 PM Commissioner Hallman reminded everyone about the upcoming State of the
Economy Breakfast.
4. Interview and Consider Voting on Candidates for the Water/Sewer Advisory Committee
7:38:57 PM The Board interviewed volunteer applicant Paul Kimple.
7:40:34 PM The Board interviewed volunteer applicant Katherine Sanders.
7 :41 : 14 PM Upon a motion by Commissioner Gering, seconded by Commissioner Hallman,
the Board moved to appoint Paul Kimple to the in-town vacancy on the Water/Sewer Advisory
Committee by a vote of 5-0. The motion was declared passed.
7:42:03 PM Upon a motion by Commissioner Hallman, seconded by Commissioner Dancy,
the Board moved to appoint Katherine Sanders to the out-of-town vacancy on the Water/Sewer
Advisory Committee by a vote of 5-0. The motion was declared passed.
5. Presentation from Representatives from the Proposed Homelessness Task Force
7:42:53 PM By consensus, this Item was Tabled due to no one being present to address the
Board.
6. Discussion of Strategic Growth Plan and Direction to Staff
7:44: 14 PM By consensus, this Item moved to later in the meeting.
7. Update on Waterstone Development from Peter Henn of the Trump Group
This Item was moved to Closed Session.
8. Discuss Invitation from State Representative Bill Faison to Meet with the Town Board
Regarding Issues of Interest to Hillsborough
Mayor Phelps shared with the Board a letter from Representative Elect Bill Faison in which
he invited the Board to schedule a meeting with him to discuss their legislative agenda.
Commissioner Gering stated that he would like to see what Faison's legislative agenda is.
7:46:06 PM Commissioner Hallman stated that he had lunch with Bill Faison a few weeks ago
and he discussed some of the development that is taking place in Mebane.
7:46:39 PM Town Manager Eric Peterson stated that the NC League of Municipalities recently
sent out a letter asking all the municipalities in the state to contact their representatives and ask
them to do all they can to protect Towns' ability to conduct annexations. The Manager stated
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Minutes Approved: February 14, 2005
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that he will contact Representative Elect Faison to see if he can attend either the February or
March worksession.
7:48:56 PM Billie Guthrie arrived at the meeting and addressed the Board regarding the Task
Force's long range goals to address homelessness. Ms. Guthrie stated that the Community
Initiative to End Homelessness is charged with preventing and ending homelessness. Their goals
are to encourage and promote community organization and education, resource development, an
integrated continuum for housing and services, volunteer involvement and civic participation,
individual and institutional financial commitment and advocacy for social justice and community
responsibility. The group meets bi-monthly and includes up to 50 members from non-profit
organizations, government, schools, congregations, advocacy groups, foundations, private
businesses and homeless or previously homeless individuals.
9. Update from Town Attorney Regarding the Use of PDA-Type Devices (personal Digital
Assistants) During Public Meetings
7:52:05 PM Town Attorney Bob Hornik reported that there is little statutory regulation on this
subject. What little there is, of course, is consistent with the general policy that the hearings,
deliberations and actions of public bodies are to be conducted publicly. Insofar as the use of
personal digital assistants by Town Board Members at meetings, such as to check for scheduling
conflicts is concerned, he fmds no legal obstacle to such use. He stated that it is his opinion that
it would be inconsistent with the general statement of public policy found in General Statutes ~
143-318.9 for Board Members to communicate with each other by electronic means during a
Board Meeting about matters being discussed by the Board. Such conduct would clearly be
contrary to the public policy declared in the General Statutes that the Board's deliberations and
actions be conducted openly.
8:00:35 PM After some discussion, Commissioner Lowen made a motion that a policy be put
in place prohibiting the use of PDAs and cell phones during Board Meetings to protect the
integrity of the Board.
Commissioner Dancy stated that she sees nothing wrong with the use of a PDA for checking
calendars and scheduling.
The Motion died for lack of a second.
8:03:22 PM Mayor Phelps suggested allowing the public attending the meeting to go into the
Town Hall building during the Closed Session due to the cold weather. By consensus, the Board
agreed and a staff person was excused to let the public into the building.
8:04:32 PM Upon a motion by Commissioner Dancy, seconded by Commissioner Lowen, the
Board moved to go into Closed Session as authorized by North Carolina General Statute Section
143-318.11(3) to meet with Town Attorney to discuss potential litigation regarding the proposed
Waterstone Development by a vote of 5-0. The motion was declared passed.
Upon returning to Open Session, the Board heard Item 7 Update on Waterstone Development
from Peter Henn of the Trump Group.
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Minutes Approved: February 14, 2005
Mr. Peter Henn and Mr. Bill Brian, Trump Group Attorney, addressed the Board requesting
Town assistance regarding the Bratton parcel of land. They reported that the real estate which is
being assembled by Norca Holdings, LLC for the Waterstone project largely was owned by three
different families at the time the Town Board approved the Waterstone Master Plan. The land
designated to be commercial, which also includes the parcel on which Orange County plans to
construct the community college campus in conjunction with Durham Tech, and the parcel on
which the CCRC/Senior Housing is to be located, is owned by the Bratton Family.
Bill Brian reported that the Bratton property includes the portion of Waterstone where the
project's proposed main east/west access road (Waterstone Drive) intersects New Highway 86.
The contract between Norca Holdings, LLC and the Brattons calls for the Brattons to convey Lot
6 to Norca, and Lot 6 was in fact conveyed to the Brattons. However, there was a significant
error in a survey prepared on behalf of the Brattons' predecessors in title in 1988. This survey
became the recorded plat from which the legal description on the deed into the Brattons was
derived. On this survey the location of Lot 6 migrated south from its actual location as described
in the earlier instruments in the Brattons' chain of title, to a location in line with the remainder of
the Bratton property where it is supposed to function as the property's primary road access to
New Highway 86. Lot 6 was placed by the surveyor who prepared the recorded plat in a location
which actually describes land owned by the heirs of Marvin Glenn and Doris Huckabee. The
Brattons do own a lot of the same size as Lot 6, but it is located north of where it is supposed to
be, and therefore cannot be used for Waterstone Drive's connection to New Highway 86.
Mr. Brian explained that they have made an offer to purchase the property in question for the
same amount per acre that they will pay the Brattons if that contract closes. The attorney with
whom they are in contact has not responded to that offer in any way other than to say that he
thinks the property is worth as much as 10 times more.
Mr. Brian stated that the "Water and Sewer Extension and Capacity Reservation and Right of
Way Acquisition Agreement" which was entered into with the Town in connection with the
adoption of the Waterstone Master Plan states that "The town shall assist the Developer in
acquiring road rights of way, including, but not limited to, by exercising its powers of eminent
domain in order to facilitate construction of roads in a manner which is consistent with the
design details, alignments, and pavement cross-sections shown on the Waterstone Master Plan".
It goes on to state that the "Developer shall pay all costs incurred by the Town in connection
with the acquisition of road rights-of-way pursuant to this paragraph". Therefore, they are
requesting that the Town use their powers of eminent domain to acquire the property required for
the right-of-ways.
9:13:19 PM Town Manager Eric Peterson requested the Town Attorney prepare a bulleted list
of the process.
9:17:14 PM By consensus, the Board directed the Town Attorney to prepare all legal
information necessary for them to proceed for the Board to consider at their February meeting.
9: 19:00 PM Added Item 9.A Consideration of Time Warner Report
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Minutes Approved: February 14, 2005
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9: 19:09 PM Upon a motion by Commissioner Lowen, seconded by Commissioner Lloyd, the
Board moved to adopt Action Audits, LLC's Review Report of Time Warner Cable's 2005 FCC
Forms 1240, 1235 and 1205 Rate Filing as presented, but did not adopt Time Warner's Rate
Order, by a vote of 5-0. The motion was declared passed.
9:20:24 PM Item 6 Discussion of Strategic Growth Plan and Direction to Staff
Planning Director Margaret Hauth reminded the Board that in October they had directed her
to obtain sample of plan documents that the Town might be able to model after. She stated that
in December she had shared the collected information with the Board by mail and was now
requesting their direction. She stated that in February, the County will be suggesting a joint
Strategic Growth Plan project with the Town.
Commissioner Hallman stated that he did not want to wait on the County to take action.
Planning Director Hauth stated that the Town should begin thinking about exactly what we
want to get out of this process. This would make any discussions with the County more
productive and ensure the Town was satisfied with both the scope and the timeframe and either a
joint or independent process.
Commissioner Gering stated that he liked the scope of the document from the Renaissance
Master Planning Group.
Planning Director Hauth stated that she would provide additional information about the
Renaissance example before the joint meeting with the County.
10. Other
9:34:38 PM Town Manager Eric Peterson reported that the Agenda information for the FY06-
08 Budgetary Planning Retreat will be delivered to the Board tomorrow.
11. Adjourn
9:39:15 PM Upon a motion by Commissioner Lowen, seconded by Commissioner Dancy, the
Board moved to adjourn at 9:39 PM by a vote of 5-0. The motion was declared passed.
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espectfully submitted,
Donna F. Armbrister, CMC
Town Clerk
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February 20, 2005
Memorandum
To:
Eric Peterson, Town Manager
From:
Donna Warner, Facilitator
Subject:
Notes from February 5, 2005 Budgetary Planning Retreat
Hillsborough Board of Commissioners
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, Assistant Town Manager/Public Works Director; Donna
Ambrister, Town Clerk/Personnel Officer; John Cook, Fleet Maintenance
Supervisor; Nathaniel Eubanks, Police Chief; Margaret Hauth, Planning Director;
Kenny Keel, Town Engineer/Utilities Director; Travis Kidd, Safety Officer; and
Greg Siler, Finance Director.
Others:
Jack Smyre, representative from the Waterstone Development; Will Atherton,
Bryant Warren citizens and Ray Gronberg, reporter from the Chapel Hill Herald.
RETREAT TOPICS
1. Overview of Town financial condition
2. Discussion of current operations and policy
3. Determine what services, activities and facilities the Board would like to
see added/expanded or changed
4. Select and discuss the board's Top 5 priorities for the next five years
5. Discuss specific accomplishments for FY 06
1. INTRODUCTION. The board began by outlining outcomes for the retreat.
1. Establish priorities. Be realistic
2. Detail directions to the staff regarding initial budget proposals
3. Brainstorm long term goals
4. Receive an update on projects that were put on hold
5. Learn from staff about major issues that require council input
6. Learn how to make departments more efficient
7. Discuss ways to generate revenue
8. Consider citizens when making budget cuts
9. Develop metrics to use to find out how we are doing.
10. Spend time listening to staff.
Board members also discussed what they would like to not see happen:
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1. Put great ideas on the back burner
2. Don't get bogged down on one thing
2. FINANCIAL CONDITION REPORT
Eric Peterson, Town Manager, reported the Town's General Fund has no long-
term debt. Future debt service is scheduled for construction of Town Hall, motor
pool and the Riverwalk project. A deficit of $467,000 is scheduled for FY 05 and
$800,000 for FY 06. Eric informed the board that any items approved in this
year's budget will add to the $467,000 deficit. Eric suggested commissioners
understand the full cost of potential items and projects and its potential
ramifications on the budget.
Eric also updated the board on the projected deficit of $400,000 in FY 05 and
$800,000 in FY 06 for the Water Fund. In addition, the Orange Grove Road
project will be expensive and will increase the deficit. He also shared that a rate
increase cannot be avoided this year. A rate study will be considered.
3. REVIEW OF CURRENT AND FUTURE OPERATIONS AND SERVICES
As a way of gaining a "big picture" perspective of the services, activities, issues
or facilities the board would like to see added, expanding or changed, the board
outlined and reviewed the current Town services (see attached handout from
Eric) and listed the programs and services that
1. the Town provides now that the board wants to keep doing
1. the Town provides now that the board wants to change
2. the Town provides now that the board wants to stop
3. the Town doesn't provide now and the board believes it should
Programs and services to continue: The board brainstormed ideas around the
programs and services the Town does now that they want to keep doing. They
include the following in no order of priority:
1. Provide water and sewer service
2. Protect the historical and cultural resources
3. Maintain and repair existing sidewal~s
4. Be accessible and responsive to citizens
5. Focus on customer service
6. Maintain conservative fiscal planning
Programs or services to change:
1. Fix sidewalks - a priority. Pave streets.
2. Look at fire protection. Consider improved building (new?) for fire
protection
3. Be more aggressive in code enforcement
4. Water and sewer: try to decrease the number of sewer pump stations by
converting to gravity flow when possible.
5. Lower water and sewer rates
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6. Add additional manpower for police. More cars for patrol. Increase
patrols at night. Step up police patrol and code presence
7. Rights of way. Believe the Town should contract if the price allows us to
care for maintenance
8. Increase home ownership.
9. Increase sense of community
Programs and services to stop:
1. Cemetery sales
2. Board focus on "little" things.
Programs and services the Town doesn't do now and the board wants to
do:
1. Provide more parks and recreation opportunities. Develop comprehensive
trails and greenways. Work with Orange County on recreation issues.
Develop parks and recreation programs. Work with small pocket parks
2. Look long-term
3. Look at annexation
4. Training to work with Orange County
5. Find more funding sources
6. Create a sense of community connectivity through the use of sidewalks
7. Economic development: more planning for economic development
8. Increase planning for senior housing and services
9. Pay attention to local business
4. ESTABLISHING THE BOARD'S TOP 5 PRIORITIES
The board established its overall Top 5 priorities and goals it believes the Town
should focus on for the next 5 years. (Below is a list in no order of priority.)
The Top 5 priorities include:
1. Services to citizens: improved infrastructure, water and sewer services.
2. Economic development: a strong and sustainable economy, quality
planning and development.
3. Plan for growth and development: provide staff support for planning
department, plan for housing, growth and development. Consider building
inspections department.
4. Public safety: maintain a safe community, keep drug traffic down, ensure
a healthy and safe environment, and consider location and operation of
fire department.
5. Maintain and enhance quality of life in Hillsborough: protect the small
town nature, maintain cultural, economic, social and demographic
heritage, connect development to the Town, use sidewalks, parks and
streets to connect citizens, ensure Town is open to all citizens, offer
recreation opportunities
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After establishing the priorities the board brainstormed and discussed specific
things they would like to see accomplished by the end of FY 06 and in the next 5
years. Their priorities are reflected in the chart below.
BOARD PRIORITIES FY06 Next 5
years
1. Water and Sewer Services
1. Consider a rate study X
2. Educate the public regarding rate increases X
3. Evaluate the cost to sign on to the Upper Neuse X
River Basin Management Plan
4. Continue to evaluate the efficiency and X
effectiveness of services
5. Continue to reduce water debt X
2. Economic Development
1. Strengthen ties to business. Improve X
communication about Town programs and goals.
2. Hire a firm to market Hillsborough X
3. Connect with possible businesses interested in X
locating to Hillsborough via the web
5. Work closely with Orange County economic X
development efforts
6. Work to sell the Town (once we know where we X
want to go)
7. Hire a staff person to promote Hillsborough X
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3. Plan for Growth and Development FY06 Next 5
years
1. Rewrite codes X
2. Produce Strategic Growth Plan X
4. Encourage home ownership. Apply for X
Community Development Block Grants
5. Identify additional areas for annexation. Look at X
annexation of Odie Street and its impact on the
budqet.
6. Develop affordable and low income housing for X
seniors
7. Evaluate the 2010 Plan X
8. Ensure adequate staff X
9. Recognize the impact of Waterstone development X
on all proqrams
10. Determine need for building inspection X
department
4. Public Safety
1. Increase police presence in the community. X
2. Increase COP and staff X
3. Consider location and costs to build new fire X
Department
5. Maintain and enhance quality of life
1. Connect the community: Examine affordability and X
maintenance costs for new sidewalks. Explore options to
do all or portions of new sidewalks. Also determine costs
for repairing existing sidewalks.
2. Recreation: Develop comprehensive trail plan. Look X
at bus routes. Apply for CMAQ funds. Explore the costs
for Riverwalk and Gold Park. Factor in staffing costs.
Look for ways to involve Oranqe County.
3. Library: Make a donation of $5,000 or more. X
4. Protect cultural, economic and demographic heritage X
5. ITEMS FOR FUTURE CONSIDERATION
1. Update on motor pool
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2. Update on safety
3. Look at policy regarding timing of leaf and limb pick up
4. Examine how to deal with cemetery sales. There are only 14 left.
5. Review schedule and cost for sidewalk repairs.
6. Consider request for clerical support/receptionist for administration.
7. Analyze water rates in the Strategic Growth Plan
8. Explore second mortgage funding
6. RECOMMENDATIONS FOR NEXT YEAR'S RETREAT
1. Focus on five big issues
2. Stay away from minutiae.
7 . RETREAT EVALUATION
What worked well?
1. Excellent job
2. Planning document was very helpful
3, Liked the questions and the way we examined priorities
4. Time was right
5. Liked the involvement
What needs improvement?
1. Talk about the "big picture"
2. Want to talk about the long- term future of Hillsborough. Look out from FY
06 to FY 11.
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