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HomeMy Public PortalAbout01-09-2006 Regular Meeting January 9,2006 Regular Board Meeting Page 1 of3 Minutes Approved: February 13, 2006 Town of H~!!I~. 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 1 January 9,2006 Regular Board Meeting Page 2 of3 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. 2 January 9,2006 Regular Board Meeting Page 3 of3 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. 3 January 9,2006 Regular Board Meeting Page 4 of 4 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. 4 January 9,2006 Regular Board Meeting Page 5 of 5 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. 5 January 9,2006 Regular Board Meeting Page 6 of6 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. 6 January 9,2006 Regular Board Meeting Page 7 of7 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. 7 January 9,2006 Regular Board Meeting Page 8 of8 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 8