HomeMy Public PortalAbout01-09-2006 Regular Meeting
January 9,2006 Regular Board Meeting
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Minutes Approved: February 13, 2006
Town
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MINUTES
HILLSBOROUGH TOWN BOARD
January 9, 2006
7:30 PM, Town Barn
The Town of Hillsborough held its regular meeting on January 9, 2006 at 7:00 p.m. in the
Hillsborough Town Barn. Present for the Board Meeting were Mayor Tom Stevens, and
Commissioners Frances Dancy, Brian Lowen, Eric Hallman, Michael Gering, and Evelyn Lloyd.
Staff present were Town Manager Eric Peterson, Assistant Town Manager/Public Works
Director Demetric Potts, Planning Director Margaret Hauth, Finance Director Greg Siler, Town
Clerk/Personnel Officer Donna Armbrister, Town Engineer Kenny Keel, Town Attorney Bob
Hornik, and Police Chief Clarence Birkhead.
Mayor Tom Stevens called the meeting to order at approximately 7:30 PM
1. PUBLIC CHARGE
7:31:28 PM Mayor Stevens read the Public Charge.
2. AUDIENCE COMMENTS REGARDING MATTERS NOT ON THE PRINTED
AGENDA
7: 32: 14 PM Barbara Pope requested to speak to Item 4.B.
7: 3 3: 16 PM Robin Jacobs requested to speak to Item 4. C
7:33:32 PM Jack Smyre requested to be added to the January Workshop. The Board agreed to
add to Item I.
3. AGENDA CHANGES & AGENDA APPROVAL
7:34: 13 PM Upon a motion by Commissioner Dancy, seconded by Commissioner Lowen, the
Board moved to approve the printed agenda with the aforementioned additions by a vote of 4-0.
4. PRESENTATIONS
A. Ms. Frankie Andrews has requested to address the Board to discuss the Board's decision
to prohibit parking on Homemont Avenue
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January 9,2006 Regular Board Meeting
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Minutes Approved: February 13, 2006
7:34:34 PM Assistant Town Manager/Public Works Director Demetric Potts presented this
Item and introduced Frankie Andrews and her sign language interpreter Amy Markin. Ms.
Andrews addressed stating that she has regular meetings at her home for the hearing impaired
and asked where they and other people can park when they come to visit so they will not receive
a parking ticket.
Commissioner Evelyn Lloyd arrived at the meeting.
7:36:30 PM Commissioner Lowen stated that this was one of his concerns when this issue first
came up. He stated that he feels there should be a way that Ms. Andrews and other residents can
have company without having to worry about parking tickets.
7:37:42 PM Police Chief Clarence Birkhead stated that the signs have only been up for a short
period of time, but they seem to be serving the purpose intended.
7:38:37 PM Commissioner Dancy asked if permits could be issued by the Police Department
to allow parking at certain times.
7:39:07 PM Commissioner Gering suggested that Town Staff bring back to the Board some
suggestions for Board consideration at the February meeting.
7:40: 15 PM Town Manager Eric Peterson stated he would work with Police Chief Birkhead on
a temporary permit process. He also stated that permitting is not a viable permanent solution.
B. Ms. Barbara Pope has requested to address the Board to discuss the placement of an
oversized marker on her family plots in the Town Cemetery
7:42:28 PM Assistant Town Manager/Public Works Director Demetric Potts presented this
Item for the Board's consideration and introduced Ms. Barbara Pope.
7:43:35 PM Ms. Pope addressed the Board and explained her request for an oversized
headstone. She provided photos of the area and described the proposed placement. She stated
that the two existing headstones on the family plot will be moved and placed as footstones.
7:48:25 PM Commissioner Hallman stated he would like to have the Hicks Family consulted
before making a decision.
By consensus, the Board directed staff to attempt to contact the Hicks Family for comment.
C. Presentation of Resolution of Appreciation to Lloyd Family and the Eno River
Association
7:50:33 PM Mayor Tom Stevens read the Resolution of Appreciation and presented copies to
the Commissioner Evelyn Lloyd on behalf of the Lloyd Family and to Robin Jacobs on behalf of
the Eno River Association.
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Minutes Approved: February 13, 2006
7:53:08 PM Robin Jacobs from the Eno River Association distributed 2006 Calendars to the
Board.
5. APPOINTMENTS
A. Consideration of appointment of the Strategic Plan Steering Committee
7:56:00 PM Planning Director Margaret Hauth reported that in November Commissioner
Hallman had expressed an interest in serving on this Committee. The Planning Board has sent
forward the names of Paul Newton with Dave Remington as an alternate; and the Water &
Sewer Advisory Committee has named Paul Kimple. She stated that she has also received
Volunteer Applications from Lauri Michel, Pamela Paul, and Kent Core1y. The first meeting of
the Committee is set for January 26th.
8:01 :05 PM Upon a motion by Commissioner Gering, seconded by Commissioner Dancy, the
Board moved to appoint Commissioner Hallman, Paul Newton with Dave Remington serving as
alternate, Paul Kimple, Lauri Michel, Pamela Paul, and Kent Core1y to serve on the Strategic
Plan Steering Committee by a vote of 5-0. The motion was declared passed.
6. APPROVAL OF THE MINUTES OF THE NOVEMBER 28, 2005 MONTHLY
WORKSHOP; THE DECEMBER 12, 2005 REGULAR BOARD MEETING; THE
DECEMBER 12, 2005 CLOSED SESSION; THE DECEMBER 20, 2005 SPECIAL
MEETING; AND THE DECEMBER 20, 2005 CLOSED SESSION
8:01:40 PM Commissioner Dancy noted a typo in the December 12 Minutes on the
Committee Seat Appointments listing on page 2, Number 14 the word "bee" needs to be changed
to "be".
8:02:42 PM Upon a motion by Commissioner Hallman, seconded by Commissioner Lloyd,
The Board moved to approve the Minutes of the November 28, 2005 Monthly Workshop; the
December 12, 2005 Regular Board Meeting; the December 12, 2005 Closed Session; the
December 20, 2005 Special Meeting; and the December 20, 2005 Closed Session as presented
with the aforementioned change by a vote of 5-0. The motion was declared passed.
7. COMMITTEE REPORTS
8: 03: 17 PM Commissioner Hallman reported that at the last Regular Board meeting the Board
passed a Resolution asking the Transportation Advisory Committee to send forward to NCDOT
recognition of our Greenway Plan. He received a letter from them and they referred only to one
project. He did speak with the Division 7 Representative who said he would personally take that
message back to the design teams.
8:04:03 PM Commissioner Hallman reported that the Parks and Recreation Board had their
second meeting on Gold Park and the Riverwalk with Site Solutions. The meeting was well
attended. They had combined the best of the two plans.
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Minutes Approved: February 13, 2006
8:04:30 PM Commissioner Hallman reported the Homelessness initiative is doing another
"point in time count" this month to try to get a handle of how many homeless we actually have.
8:05:18 PM Commissioner Dancy reported she would like to have everyone visit the Chapel
Hill/Orange County Visitors Bureau's updated Website.
8:06:02 PM Commissioner Gering reported the Tourism Board is working on piggybacking
on the some of the work that the Orange County/Chapel Hill Visitors Bureau is undertaking to
do some marketing research with a goal of profiling visitors and developing some marketing
material for all the municipalities in Orange County.
8:07: 17 PM Commissioner Gering reported the Transfer Development Rights Taskforce met
last week and is scheduled to develop a feasibility study for the County to consider whether a
Transfer Development Rights Program is useful for Orange County municipalities. They
decided at the last meeting that before they can complete their work they really need input from
the different municipalities. They may need to extend these meeting to go into more depth than
they originally anticipated.
8. REPORT FROM THE TOWN MANAGER
8:08:34 PM Town Manager Eric Peterson had no report.
9. REPORT FROM THE TOWN ENGINEER
8:08:41 PM Town Engineer Kenny Keel presented a status report of all current water and
sewer projects.
10. REPORT FROM THE PLANNING DIRECTOR
8: 14: 3 5 PM Planning Director Margaret Hauth stated that Stephanie Trueblood has agreed to
work with the Planning Department assisting with Planning Administrative tasks.
8: 15:46 PM Planning Director Hauth thanked the Board for their willingness to bear with her
until January in placing some issues on hold and stated that she is not ready to get working on
some of the projects which had been placed on the back burner. One of which is working on the
Demolition by Neglect Ordinance. She stated she had volunteers to work on this from the
Historic District Commission and the Planning Board. She requested a volunteer from the Town
Board. Commissioner Gering volunteered. By consensus, the Board approved.
8:17:39 PM Finance Director Greg Siler reported on the status of the Water Assistance
Program. He stated that the budget amendment has been done. Within the past 30 days he has
been working with our software provider to assure that when funds come in, they can be
appropriately posted. He is also currently working with the Town Attorney to get the MOU
written. He is also working on an ad to encourage participation. He stated that he hopes to have
the program up and running within 30-60 days.
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Minutes Approved: February 13, 2006
11. ITEMS FOR DECISION - REGULAR AGENDA
ADDED ITEM: Receive update on Waterstone project schedule and discuss special use permits
scheduled for public hearing
8:22:29 PM Peter Henn addressed the Board and stated that they would like to begin their
infrastructure work around March 1 s\ 2006. He outlined the proposed handling of the Special
Use Permits which will be requested.
A. Consider Approval of Position Description and Classification of Chief Water Treatment
Plant Operator and Utility Inspector
8:31:42 PM Town Manager Eric Peterson presented this Item for Board consideration. He
explained that as part of the current year's budget process, the creation of the Chief Water
Treatment Plant Operator had been approved.
8:32:24 PM Upon a motion by Commissioner Lowen, seconded by Commissioner Lloyd, the
Board moved to approve the Job Descriptions and Classification recommendations made by the
Archer Company on the Chief Water Treatment Plant Operator and Utility Inspector positions as
presented approved as presented by a vote of 5-0. The motion was declared passed. A copy of
the Job Descriptions and Classification recommendations are hereby incorporated by reference
and made a part of these official Minutes as Attachments.
B. Consider Approval of Eagle Scout Project on Town Land Near Lake Ben Johnston
8:32:44 PM Planning Director Hauth reported that Eagle Scout candidate Kyle Kramer is
proposing to continue the trail begun by Ryan Thomas on Town property surrounding Lake Ben
Johnston. Kremer's project will focus on the south side of Ben Johnston Road in the oxbow.
She explained that Town Board approval is needed to authorize private work on public property.
8:33:32 PM Kyle Cramer, Eagle Scout, addressed the Board and described the project stating
that it will set up a self sufficient loop trial which will be a good recreational area for the Town.
The trail is approximately 1200 feet.
8:36:06 PM Upon a motion by Commissioner Gering, seconded by Commissioner Lloyd, the
Board approved the Eagle Scout project on Town Land near Lake Ben Johnston as presented
using the same format that was originally approved by a vote of 5-0. The motion was declared
passed.
C. Consider Request from Orange County to Partner Financially in Order to Secure
Development of a Free-Standing Branch Library in Downtown
8:36:40 PM Town Manager Eric Peterson reported that the Orange County Commissioners are
asking the Town to equally share the capital cost of building a new library in downtown
Hillsborough.
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Minutes Approved: February 13, 2006
8:37:45 PM Commissioner Lowen suggested tabling this Item until the Orange County Joint
Meeting.
8:38:21 PM Commissioner Gering agreed with that suggestion and stated that much more
information is needed.
8:39:29 PM Commissioner Hallman stated that he would like to respond to the County on this
issue before the Joint Meeting.
8:39:49 PM Commissioner Lloyd stated that the Town has their own projects to work on
without taking on this additional expense.
Commissioner Gering stated that he would like to have the conversation to determine where on
the Town Board's priority list this would fall.
Mayor Stevens suggested staff writing a letter to the County to obtain additional information and
request this be placed on the Joint Meeting agenda.
D. Consider approval of submittal of PAR TF Grant Application
8:41: 54 PM Planning Director Margaret Hauth reported that the consultant has revised the
previous cost estimate to include detailed design and environmental requirements. The
construction estimates have also been revised to reflect current construction costs. The Town
contracted with Catherine Wright to prepare a written project justification for the grant
application. She has prepared a 12-page document covering all aspects of the project and its
benefits. One of the PAR TF grant application's requirements is a statement signed by the Mayor
indicating the Town's support for the application and the availability of local funds for the
required match. Grant application will be for the maximum allowed $500,000. She reported
that staff is ready to submit the application but need a vote from the Board to proceed.
After some discussion, the Board decided to table this Item until the January Workshop when
they can review some firmer cost estimates.
E. Consider approval of Addendum No. 1 to the Thalle Construction Water/Sewer
Extension Contract
8:49:32 PM Town Engineer Kenny Keel reported that the Town Board approved funding of a
portion of the gravity sewer outfall for the Thalle project, since it will enable sewer access for
the Habitat project on Tuliptree Road. This document modified the original Water/Sewer
Extension Contract (which approved a private pump station and force main). The Town will
incur $180,000 in construction costs. The Town Manager recommended that the Town's portion
of the project be funded with Sewer Capital Facility Fees.
8: 54: 18 PM Gregg Pacchiana addressed the Board to clarify his interests.
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Minutes Approved: February 13, 2006
9:02:44 PM Upon a motion by Commissioner Gering, seconded by Commissioner Hallman,
the Board moved to approve Addendum Number 1 to the Thalle Construction Water/Sewer
Extension Contract as presented by a vote of 5-0. The motion was declared passed.
F. Discuss and consider contracting with Summit Consulting Engineers to prepare a
Construction Standards and Specifications Manual
9:03:34 PM Assistant Town Manager/Public Works Director Demetric Potts reported that
currently the Public Works Department does not have Construction Standards and Specifications
for the construction of Town streets, and with the increase in development activities staff feels
that it has become necessary to have such a document on hand that we could share with
developers to ensure that streets are constructed to an acceptable standard as approved by the
Town. The problem/concern that we are trying to address is that when developers are in their
planning stages they contact Public Works staff requesting information on street construction
standards and because we don't have such a document, we advise them to construct streets
according to the minimum NCDOT Standard which is an acceptable standard but this standard
may not address all the interest of construction of adequate municipal streets. Having a
document such as this would address these concerns. This document will also include detailed
specifications for water & sewer construction. Having all these specifications inclusive in one
document could potentially streamline the delivery of information as related to development
activities. Summit Consulting Engineers has presented a proposal to develop and prepare a
Construction Standards and Specifications manual for the Town that will include water, sewer,
and street construction specifications and procedures, including standard detail drawings for an
estimated $6,750. Potts requested the Board consider approving this contract.
9:06:29 PM Upon a motion by Commissioner Hallman, seconded by Commissioner Lloyd,
the Board moved to approve the contract with Summit Consulting Engineers to prepare a
Construction Standards and Specifications Manual as presented by a vote of 5-0. 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.
G. Discuss and set WSAC Meeting Attendance Rotation Schedule
9:06:56 PM Commissioner Lowen stated that the Board does not rotate for other Committee
meetings and there is Town staff present for those meetings as well. He wondered what the
reason is for the rotation or mandatory Board attendance.
9:09:41 PM Commissioner Hallman stated that he feels everyone would benefit from
attending.
9: 11: 17 PM Town Manager Peterson stated that staff would draft a rotation schedule and
bring back to the February meeting for Board consideration.
H. Discuss proposed agenda for the Armual Budgetary Planning Retreat
9: 13 : 14 PM Mayor Stevens presented a draft agenda for Board consideration.
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Minutes Approved: February 13, 2006
Mayor Stevens stated that he is in the process of writing a letter to all of the Advisory
Committee Chairs to invite them to a portion of the meeting.
I. Hot Topics for the January Workshop
By consensus, the Board agreed that the Hot Topic Items for the January Workshop Agenda
would be:
9:16:35 PM
9:16:45 PM
9:16:59 PM
9:17:19 PM
9:19:18 PM
Ashton Hall
Clearcutting at Oakdale
Update on water pressure zones
PAR TF Grant
Volunteer Recognition Discussion
12. CLOSED SESSION
9:24:52 PM Upon a motion by Commissioner Lowen, seconded by Commissioner Dancy, the
Board moved to go into Closed Session by a vote of 5-0.
Upon returning to Open Session, and upon a motion by Commissioner Hallman, seconded by
Commissioner Dancy, the Board authorized a bid for the McPherson property as discussed in
Closed Session by a vote of 5-0. The motion was declared passed.
13. ADJOURN
Upon a motion by Commissioner Gering, seconded by Commissioner Dancy, the Board moved
to adjourn the meeting at approximately 10:15 PM by a vote of 5-0. The motion was declared
passed.
Respectfully submitted,
Donna F. Armbrister, CMC
Town Clerk
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