HomeMy Public PortalAbout06-27-2005 Workshop Session
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Minutes 2.3 a
June '0, 2005 Monthly WoIksession
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Minutes Approved: July 11, 2005
Town
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MINUTES
Board of Commissioners Monthly Workshop
Monday, June 27, 2005 -7:30 p.m.
Town Barn
The Hillsborough Town Board held a monthly Workshop on June 27, 2005 at 7:30 PM in the
Hillsborough Town Barn. Present for the Workshop were Mayor Joe Phelps, and Commissioners
Eric Hallman, Frances Dancy, Michael Gering, and Evelyn Lloyd. Absent from the Workshop
was Commissioner Brian Lowen. Staff present were Assistant Town Manager/Public Works
Director Demetric Potts, Town Clerk/Personnel Officer Donna Armbrister~ Finance Director
Greg Siler, and Planning Director Margaret Hauth.
1. Open the Workshop
7:34:03 PM Mayor Joe Phelps called the Workshop to order.
2. Agenda Changes & Agenda Approval
Mayor Phelps added to, two Items to the printed agenda A Contract with Orange County for
Level ill Fire Inspections was added as Item 6.A, and Consideration of Recommendations
from the Water and Sewer Committee concerning the Water Sewer Fund was added as Item
6.B.
By consensus, the Board approved the printed agenda with the aforementioned additions.
3. Discussion of Possible Joint Project with Habitat for Humanity
7:34:59 PM Commissioner Hallman requested that the Board authorize staff to look at
entering into a joint project with Habitat for Humanity. If the Board agrees, he stated that he
would then work with Planning Director Hauth to have a pre-conference meeting with Habitat
for Humanity.
7:42:57 PM By consensus, the Board authorized staff to proceed.
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June '}J, 2005 Monthly WOI1lsessJon
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Minutes Approved: July 11, 2005
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4. Consider Approval of the Orange County Economic Development Commission's Strategic
Plan
7:43: 11 PM Commissioner Hallman reported that he had received an e-mail from Dianne Reid
requesting that the Board approve the Plan. Commissioner Hallman stated he would get copies
of the plan for the Board to consider at their next Board meeting.
5. Discuss Potential Meeting Times with the Orange Rural Fire Department Board Sometime
this Summer (The purpose of the meeting will be to discuss joint planning, communication,
and financial plan coordination between the Town & ORFD. Potential meeting times
include late July, August, or early September)
7:44:57 PM By consensus, the Board agreed on the September Workshop and directed
Assistant Town Manager Demetric Potts to contact the Orange Rural Fire Department and
determine their availability.
6. Consider Approval of FY05 Budget Amendments and Encumbrances
7:48:39 PM Finance Director Greg Siler presented revised FY05 Budget Amendments and
Encumbrances for the Board's consideration.
7:51:16 PM Upon a motion by Commissioner Dancy, seconded by Commissioner Hallman,
the Board moved to approve the FY05 Budget Amendments and Encumbrances as presented by
a vote of 4-0. The motion was declared passed. A copy of the FY05 Budget Amendments and
Encumbrances are hereby incorporated by reference and made a part of these official Minutes as
Attachments.
7:51:34 PM ADDED ITEM 6.A Contract with Orange County for Level III Fire Inspections
Assistant Town ManagerlPublic Works Director Demetric Potts reported that the Town is
currently contracting with several individuals to perform Level I and Level II fire inspections.
These individuals are not certified to perform Level III fire inspections and the Town has no
other employees qualified to perform these types of inspections. The Town is currently
advertising to fill the position of Fire Marshal/Code Enforcement Officer and until that vacancy
is filled. the Town has requested that the Orange County Fire Marshal's Office contract with the
Town to provide Level III fire inspections for a period of six months. The Town would pay
Orange County an hourly rate of $50 for Level III fire inspections service.
7:54:16 PM Upon a motion by Commissioner Gering, seconded by Commissioner Dancy, the
Board moved to approve the Contract with Orange County for Level III Fire Inspections as
presented by a vote of 4-0. The motion was declared passed. A copy of the Contract is hereby
incorporated by reference and made a part of these official Minutes as an Attachment.
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June 'IT. 2005 Monthly Worbesslon
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Minutes Approyed: July 11, 2005
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7:54:32 PM ADDED ITEM 6.B Recommendations from the Water and Sewer Committee
concerning the Water Sewer Fund
Water and Sewer Advisory Committee Member Chris Cole addressed the Board and presented
the WASC~s Budget Recommendations for Fiscal Year 2006. A copy of their
recommendations is hereby incorporated by reference and made a part of these official Minutes
as an Attachment.
7. Other
8:02:37 PM There was no further discussion.
8. Adjourn
8:08:03 PM Upon a motion by Commissioner Dancy, seconded by Commissioner Gering, the
Board moved to adjourn at 8:08 PM by a vote of 4-0. The motion was declared passed.
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Donna F. Annbrister. CMC
Town Clerk
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Town
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BUDGET AMENDMENTS
June. 2005
GENERAL FUND
BEFORE
ADJ.
AFTER
1. Expenditure
10-4400-022 Finance-Personnel Request
10-4400-330 Finance-Departmental Supplies
$
33,900
7,000
40.900
$
(5,800)
5.800
$ 28,100
12.800
$ 40:900
$
$
To correct expenses to actual line
. 2.
Expenditures
10-4900-742 Planning-Riverwalk Land Acq.&Design $
10-5600-741 Streets-Sidewalk Construction
10-5600-900 Streets-Debt-Sidewalk Construction
45,000
$
48,500
21,500
(70.000)
$
93,500
21,500
$
70,000
115.000
$
$ 115000
. To fund Riverwalk Design and sidewalk construction in front of Sinclair Station, Corbin and Churton
3. Revenue
10-3050-000 Food and Beverage Tax $ 176 500 $ 9 000 $ 185 500
Expenditures
10-4100-041 Governing Body-Atty Fees $ 45,000 $ 23,000 $ 68,000
10-4200-540 Administration-Insurance 220,000 7,400 227,400
10-4900-080 Planning-Training 1,200 1,500 2,700
10-4900-330 Planning-Departmental Supplies 2,500 3,000 5,500
10-5000-150 Ruffin-Roulhac/Bldg Maint. Repair 18,400 12,000 30,400
10-5100-470 Police Admin.-Police Chief Selection 4,500 14,000 18,500
10-5110-020 Police Patrol- Salaries 581,600 (10,000) 571,600
10-5120-020 Police Invest. -Salaries 282,400 (5,000) 277 ,400
10-5300-458 Fire Inspections-Cont. Serv./Fire Insp 1,000 1,500 2,500
10-5700-020 Powell Bill-Salaries 63,100 2,000 65,100
10-5700-060 Powell Bill-Hospitalization 11 ,200 4,000 15,200
10-5700-570 Powell Bill-Miscellaneous 1,700 1,000 2,700
. 10-5900-020 Stormwater-Salaries 18,301 (10,000) 8,301
10-6250-040 Tourism-Adm. Cost 10,500 r 800 11,300
10-6250-450 Tourism-Contract Serv./Alliance 99,000 9,000 108,000
137 North Churton Street · P.O. Box 429 · Hillsborough, North Carolina 27278
919-732-2104 · Fax 919-732-1028
242
10-6250-730 Tourism-Capitallmprov. 66,000 1,000 67,000
. 10-6900-922 250th Anniversary 9,963 2,000 11 ,963
10-9990-000 Contingency 57.488 (48.200) 9.288
$ 1.493.852 $ 9.000 $ 1.502.852
To balance departmental accounts at year end
WATER FUND
4. Revenue
30-3961-000 Transfer from WSCP Fund-Reserv $ $ 332.275 $ 332275
Expenditures
30-8130-730 Reservoir/Capital Improvement $ $ 332275 $ 332.275
To transfer Reservoir Capital Project Fund surplus to the Reservoir Department Capitallmprovememt
* 5. Revenue
30-3730-000 Water Capital Facility Fee $ 392,890 $ 1,646 $ 394,536
30-3750-000 Sewer Capital Facility Fee 219.430 635 220.065
$ 612.320 $ 2.281 $ 614601
Expenditures
30-6600-490 Transfer to Capital Reserve-Water $ 357,890 $ 1,646 $ 359,536
30-6600-491 Transfer to Capital Reserve-Sewer 204.430 635 205.065
. $ 562.320 $ 2.281 $ 564.601
, To transfer excess capital facility fees
6. Expenditures
30-7220-020 Engineering-Salaries $ 131,600 $ 2,000 $ 133,600
30-7220-080 Engineering-Training 1,700 1,000 2,700
30-7240-310 B. Coli/Meter Reading-Gasoline 4,000 1,500 5,500
30-8120-150 Water Plant-PlanVEquip. Repair 14,495 13,000 27,495
30-8120-320 Water Plant-Chemicals 72,000 15,000 87,000
30-8130-151 Reservoir-Maintenance 20,500 5,000 25,500
30-8140-331 Water Dist.-Safety 2,300 2,000 4,300
30-8200-210 WW Coll.-Equipment Rental 1,000 3,000 4,000
30-8200-310 WW Coll.-Gasoline 7,700 3,000 10,700
30-9990-000 Contingency 47.785 (45.500) 2.285
$ 303.080 $ $ 303 080
To balance departmental accounts at year end
CEDAR GROVE PROJECT
7. Expenditure
60-8100-910 Transfer to Water Fund $ $ 332,275 $ 332,275
60-8100-570 Miscellaneous Contingency $ 351,711 $ (135,934) $ 215,777
60-8100-710 Land Purchase Mitigation $ 4.234.646 $ (196.341) $ 4.038.305
. $ 4.586.357 $ $ 4.586.357
To transfer excess CPF dollars to the WaterlSewer Fund
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. 8. Revenue
60-3290-100 Interest Earned Reservoir
60-3970-100 Transfer from WF /Reservoir
60-3970-200 Transfer from Capital Reserve
60-3850-000 Sale of Bonds
60-3850-100 Installment Finance/Reservoir
$ 571,711
$ 395,511
$ 420,000
$ 5,800,000
$3.000.000
$ 10.187.222
$ (571,711)
$ (395,511)
$ (420,000)
$ (5,800,000)
$ (3.000.000)
$ (10.187.222)
$
$
$
$
$
$
Expenditure
60-8100-040 Environmental Impact $ 59,600 . $ (59,600) $
60-8100-041 Surveying $ 138.000 $ (138,000) $
60-8100-042 Archaelogical $ 14,500 $ ( 14,500) $
60-8100-043 Appraisals $ 61,485 $ (61,485) $
60-8100-044 Title Search $ 5,415 $ (5,415) $
60-8100-045 Design Services $ 213,560 $ (213,560) $
60-8100-046 Legal Fees $ 529,935 $ (529,935) $
60-8100-047 Feasibility Study $ 1,500 $ (1,500) $
60-8100-570 Miscellaneous $ 215,777 $ (215,777) $
60-8100-571 Fees $ 16,170 $ (16,170) $
60-8100-710 Land Purchase/Mitigation $ 4,038,305 $ (4,038,305) $
60-8100-720 Construction $ 4,170,830 $ (4,170,830) $
60-8100-721 Services/Construction $ 333,600 $ (333,600) $
60-8100-722 Electrical/I nstrumentation $ 56,270 $ (56,270) $
. 60-8100-910 Transfer to Water/Sewer Fund $ 332.275 $ (332.275) $
$ 10.187.222 $ (10.187.222) $
To Close out the Reservoir Capital Project Fund
CAPITAL RESERVE
9. Revenue
70-3970-000 Transfer from Water Fund $ 733,650 $ 359,536 $ 1,093,186
70-3980-000 Transfer from Sewer Fund $ $ 205.065 $ 205.065
$ 733.650 $ 564601 $ 1.298.251
Expense
70-6900-730 Capitallmprovement/Water $ 362,955 $ 359,536 $ 722,491
70-6900-731 CapitallmprovemenVSewer $ 432.638 $ 205.065 $ 637.703
$ 795.593 $ 564.601 $1.360.194
To record transfer from the Water and Sewer Fund
APPROVED: m P4; -,2I),(}S'" 81 ?/o If) I:v
VERIFIED:
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ADDITIONAL ENCUMBRANCES FOR PURCHASE ORDERS ISSUED PRIOR TO 6/30/05
GENERAL FUND
10-4200-451
1 0-4400-330
10-4900-750
.-10-5000-150
"* 10-5550-330
, 10-5600-080
1 0~5600-150
1 0-~600-570
10-5600-570
10-5700-330
t -10-5700-330
10-5800-080
10-5800-080
1 0-5800-330
10-6600-332
10-6600-332
10-6600-332
10-6600-530
10-6600-570
10-6900-912
. 10-6900-921
WATER FUND
30-8120-150
30-8120-331
30-8120-453
30-8130-151
30-8130-151
30-8140-332
30-8140-730
30-8200-160
. 30-8200-160
. 30-8200-452
* .,J0-8220-150
30-8220-150
30-8220-150
30-8220-550
30-8220-570
30-8220-731
30-8220-740
Adm in istration -Cont. Serv .IPrinting
Finance-Departmental Supplies
Planning-HOME Funds Grant Match
Ruffin Roulhac-Bldg. Maint. & Repairs
Motor Pool-Departmental Supplies
Streets-Training
Streets-Landscaping
Streets-Miscellaneous
Streets-Miscellaneous
Powell Bill-Departmental Supplies
Powell Bill-Departmental Supplies
Sanitation- Training
Sanitation-Training
Sanitation-Departmental Supplies
Safety-Departmental Supplies/OSHA
Safety-Departmental Supplies/OSHA
Safety-Departmental Supplies/OSHA
Safety-Dues and Subscription
Safety-M iscellaneous
Special Appropriations
Special Appropriations
Water Plant-PlanVEquipment Repair
Water Plant-Safety Supplies
Water Plant-Contract Serv.lGenerator Load Testing
Reservoir-Maintenance Monitoring
Reservoir.-Maintenance Monitoring
Water Dist.-Patch Supplies
Water Dist.-Capitallmprovement-Replace Small Lines
Wastewater CoiL-Equipment Repair
Wastewater Coll.-Equipment Repair .
Wastewater Coll.-Vacuum Truck Services
WWTP-PlanVEquipment Repair
WWTP-PlanVEquipment Repair
WWTP-PlanVEquipment Repair
WWTP-Sludge Removal
WWTP-Miscellaneous
WWTP-Capitallmprov.
WWTP-Capital
~~~~F~~~jV:'~:ff
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$ 559
303
8,380
4,300
1,085
75
700
989
650
1,000
452
280
210
293
464
1 ,450
2,100
399
889
852
$ 5,300
30,730
PO#17587
PO#17598
PO#17521
PO#17608
PO#17572
PO#16914
PO#17435
PO#17553
PO#17593
PO#17607
PO#17573
PO#17383
PO#16914
PO#17573
PO#17574
PO#17610
PO#17609
PO#17513
PO#17080
PO#16920
PO#17614
$ 750
374
2,660
4,000
4,000
2,800
681
950
300
2,000
3,101
2,670
1,730
4,000
3,000
19.600
8.000
$ 60.616
PO#17546
PO#17565
PO#17287
PO#17566
PO#17539
PO#17596
PO#17555 -
PO#17569
PO#17568
PO#17151
PO#17576
PO#17564
PO#16911
PO#17601
PO#17463
PO#17455
PO#17567
Donna F. Armbrister, Town Clerk
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ENCUMBRANCES FROM 2004-2005 TO 2005-2006
GENERAL FUND
10-4100-560
1 0-4400-330
10-4900-450
1 0-4900-742
10-5000-741
10-5100-571
, 10-5110-580
10-5300-451
1 0-5550-730
*' 10-5600-454
1 0-5600-455
10-5600-733
10-5600-741
10-5700-762
'k 10-5700-763
. 1 0-6400-771
1 0-6900-900
.
WATER FUND
30-7220-451
30-7220-453
. 30-8120-550
30-8120-730
30-8130-151
30-8130-730
30-8200-452
30-8200-453
30-8200-730
30-8200-731
30-8200-733
, 30-8220-731
Governing Body-Churton S1. Corridor Design Competition
Finance-Departmental Supplies/Office Supplies for New EE
Planning-Cont.Serv.lStrategic Growth Plan
Planning-Riverwalk/Land Acquistion & Design
Ruffin Roulhac-Capital/Design Meeting Facility
Police Adm.-Misc/Drug Buy Money %AGE
Police Patrol-Grant Match/Mobile Data Terminals (MDT's)
. Fire Insp/Code Enforcement-Cont.Services/Printing
Motor Pool-Capitallmprov.lMotor Pool Design
Streets-Contract Serv.lStormwater Evaluation
Streets-Contract Serv.lEngineering Services
Streets-Downtown Sidewalk Repair
Streets-Capital/Sidewalk Construction-Sinclair Station,Corbin
Powell BiII- Patch and Resurface
Powell BiII- Pave Unpaved Street Construction
Cemetery- Margaret Lane Cemetery
Special Approp.-Orange County/River Park
Engineering-Contract Serv.lGIS Implementation
Engineering-Contract Serv.llntern
Water Plant-Alum Sludge Removal
Water Plant-Capitallmprov.lContact Time Study
Reservoir-Maintenance
Reservoir-Capital Improvement
WW CoiL-Contract Serv.Nacuum Truck
WW CoiL-Contract Serv.lSewer Evaluation Study
WW ColL-Capitallmprov.lSewer Rehab (I & I), Lakeshore O.F.
WW CoiL-Pump Station Improvememt
WW CoiL-Elizabeth Brady P.S. Upgrade
WWTP- Capitallmprovement/Repace-Refurbish Caustic Tank
.
APPROVED: /h1 t)V -)'7-()5- ~J ,I/-'() t/~
VERIFIED: ~ttj(/~~
245
$ 913
5,800
80,911
93,500
30,000
1,766
6,000
445
50,000
47
500
16,000
21,500
55,000
18,700
500
23.777
$ 405.359
$ 5,576
10,000
16,500
7,500
8,616
332,275
3,000
23,640
67,741
6,000
81,000
36.858
$ 598.706
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North Carolina
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Orange County
This Agreement, made ~d entered into this the ;7M day of July, 2005 by and between
Town of Hillsborough (hereinafter referred to as "Town") and Orange County (hereinafter
referred to as "County"), to provide for periodic fire safety inspections of Level III facilities
within Town's jurisdiction as mandated by the State of North Carolina pursuant to the authority
contained in Article 18 of Chapter 153A and Article 20 of Chapter 160A of the North Carolina
General Statutes.
WITNESSETH
WHEREAS, it is the deSire of the Town and the County .to enter into an agreement for the
provision of required fire safety inspections by County employees of Level III facilities within
the jurisdiction of the Town,
NOW THEREFORE, for and in consideration of the mutual terms and agreements hereinafter set
forth, the Town and the County do agree as follows:
1. County will carry out, or cause to be carried out, within Town's jurisdiction
inspections for Level III facilities at a rate of $50.00 per hour.
2.
Appropriate officials of the County and Town shall work together to produce a
schedule identifying buildings, stnlctures, and premises which are of priority for
inspection within Town's jurisdiction.
3.
County Fire Marshal will submit to the Assistant Town Manager, within five working
days of the end of each month, a written report of each fire safety inspection
performed within Town's jurisdiction during the previous month.
4. County Finance Office will invoice Town monthly for all inspections perfonned by
County during the prior month. Town will reimburse County for cost of all
inspections performed by Cowty, except as provided below, within ten working days
of receipt of invoice in accordance with rate stated in ~ph 1 abOve. Source of
payment and method of billing for inspections under' this agreement shall be at
Town's discretion and shall, in no way, be or become a responsibility of County.
5. County will ~ all public school facilities within County's and Town's
jurisdictions and all facilities owned by County within Town's jurisdiction. Cowty
sball not invoice Town for such inspections. '
6.
County will conduct routine re-inspections of Level m facilities that fail to comply
fully with provisions of the North Carolina Fire Prevention Code. However; code
enforcement decisions regarding facilities that fail to comply after repeat inspections,
that may require civil or criminal action, will be Town's responsibility. Town shall
not be responsible for eDforcing code violations found to exist in County owned
buildings or public school buildings located within Town's jwisdiction.
7.
Nothing in this agreement shall prevent appropriate Town agencies or personnel from
assisting in the enforcement of the North Carolina Fire Prevention Code and in
detecting and reporting such violations as they deem necessary.
A"
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8. TI1is agreement shall be for a six month period from date of execution of agreement
and may be discontinued by either or both County and Town upon thirty days written
notice to the other of its intent to discontinue this agreement.
IN WITNESS WHEREOF, the undersigned do hereby cause this agreement to be executed
this J1M day of JU"~ . 2005. ,
TOWN OF HILLS BOROUGH
ORANGE COUNTY
BY: CHAIR, BOARD OF
COMMISSIONERS
ArrEST:
ATTEST:
~~~~4~'
Y: TOWN CLERK
BY: CLERK TO 1HE BOARD
This instrument has been preaudited
in the manner required by the Local
Government Budget and Fiscal Control
Act.
Finance Director
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Date: June 27,2005
To:
The Hillsborough Town Commissioners
From: The Water and Sewer Advisory Committee
Re: WSAC Budget Recommendations for Fiscal Year 2006
Separate tracking of water and waste water expenses
We ask that the Town Board of Commissioners implement sewer usage rates for the 2006
fiscal year that will generate sufficient revenues to offset expenses that can be attributed
to sewer operations. The Rate should be calculated through a reasonable and cost-
effective expense allocation process on an annual basis. An identical process should take
place for the water rate. The goal of these actions is to support the approach of making
each of these operations individually self-sustaining by providing enough direct revenues
to meet or exceed the expenses of providing each service.
Out-of -town water rate multiplier
The WSAC feels that the Commissioners have shown a willingness in the past to address
the issue of the out-of -town rate multiplier which is currently 1.95. We would like to
recommend the for the 2006 fiscal year that the multiplier be adjusted in a revenue-
neutral way to 1.90.
Rate structure options
The WSAC would like to further investigate the data and assumptions used in the rate
study results from Raftelis Financial Consultants. At this time we would recommend
maintaining the current structure of"3,000 gallon per month minimum" for fiscal 2006.
With regards,
J ames Watts, Chairman
Chris Cole
Jim Singleton
Dot Johnson
Dan Barker
Paul Kimple
Katherine Sanders