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HomeMy Public PortalAbout01-23-17 Agenda Work SessionHillsborough Board of Commissioners Monthly Work Session Agenda 7 p.m. January 23, 2017 Town Barn, 101 E. Orange St. Compliance with the Americans with Disabilities Act interpreter services and/or special sound equipment is available on request. If you are disabled and need assistance with reasonable accommodations, call the Town Clerk's Office at 919-732-1270, ext. 71. Please use the Bookmark Feature to navigate and view the Item Attachments. 1. Open the Workshop 2. Agenda Changes & Agenda Approval 3. Committee Updates and Report 4. Report from the Town Manager 5. Departmental Reports 6. Items for decision — Consent Agenda a. Minutes of the Board of Commissioners Dec. 12, 2016 Regular Meeting, and Minutes of the Board of Commissioners Dec. 12, 2016 Regular Meeting Closed Session b. Miscellaneous budget amendments and transfers c. Request for an encroachment agreement for 311 N. Occoneechee Street d. Dedication and acceptance of Huddle Street and Mitchell Street (East Corbin Street to Huddle Street) from E & A Development, Inc. in the Corbin Creek Woods subdivision e. Resolution to officially appoint Phillip Cordeiro as Deputy Finance Officer f. Board of Commissioners meeting schedule amendment 7. Items for decision — Regular Agenda a. Discuss senior affordable housing parcel in Waterstone with Habitat for Humanity representatives b. Receive presentation and offer comments regarding Regional Comprehensive Transportation Plan (CTP) currently in public comment period for the Durham -Chapel Hill -Carrboro Metropolitan Planning Organization (DCHC-MPO) c. Authorize town manager to sign design contract for north campus project with RND Architects for $115,450 d. Approval of resolution awarding the construction contract for the Churton Street Access Improvement Project to Carolina SunRock e. Topics for joint meeting with Orange County Board of County Commissioners 8. Other Business 9. Closed Session a. Closed session as authorized by North Carolina General Statute Section 143-318.11(a)(3) to consult with the Town Attorney in order to preserve the attorney-client privilege (Colonial Inn) b. Closed Session as authorized by North Carolina General Statute Section 143-318.11 (a)(6) regarding personnel matters 10. Adjourn PRESENTER/INFORMATION CONTACT: Department Heads ITEM TO BE CONSIDERED Subject: Departmental Reports Attachment s): Monthly Departmental Reports Brief Summary: n/a Action Requested: Accept reports ISSUE OVERVIEW Background Information & Issue Summary: n/a Financial Impacts: n/a Staff Recommendations/Comments: n/a Page 1 of 5 Town of �n }A4�, ADMINISTRATION DEPARTMENTAL REPORT January 2017 Human Resources Director/Town Clerk December 2016 Meetings • Christy Kelly, Prudential, re: potential 457 plan addition (12/5/16) • Local HR Directors (12/6/16) • Hillsborough Book Club (12/8/16 -Katherine and 12/13/16 -Sherri) • Board of Commissioners regular meeting (12/12/16) • Safety Committee (12/14/16) • Weekly update meetings with Town Manager • Biweekly update meetings with Safety and Risk Management Officer • Monthly meetings with Administration and Management Teams Employee Events and Training • 2017 training programs and calendar are being developed • 2017 safety training calendar and classes are being developed Recruitment and Selection • Police Officer (bilingual preferred) o New recruitment opened (10/14/16) o Continuous recruitment (10 applicants to date) • Police Officer - Trainee o New recruitment opened (10/14/16) o Recruitment reopened (18 applicants) o Interviews scheduled week of 12/5/16 • Planner o Recruitment opened (8/11/16) o Recruitment closed (8/31/16) (31 applicants) o New hire -start date 11/28/16 • Stormwater Program Coordinator o Recruitment opened (11/18/16) o Recruitment to be closed (12/15/16) (8 applicants to date) • Wastewater Laboratory Supervisor o Recruitment opened (9/20/16) o Recruitment closed (10/10/16) (13 applicants) o New hire - start date 11/21/16 • Utility Mechanic o Recruitment opened (10/10/16) o Recruitment closed (11/6/16) (19 applicants) o New hire — start date 12/5/16 Page 2 of 5 Pay and Benefits • Biweekly payroll (3) • Classification and Compensation study implemented effective 10/3/16 o Draft job descriptions completed Wellness • On the Move Monthly program (start date 11/1/16) • Wellness mini -grant program Performance Evaluation • Provided ongoing support for NeoGov performance evaluation system Professional Development • Effect of the Presidential Election on Benefit Plans/Sherri (12/6/16) • Webinar - Us versus Them: Generational Differences/Sherri (12/7/16) • Webinar - Gender Pay Equity: How HR Can Accelerate the Path/Katherine (12/8/16) • Webinar - Now what? With Trump in, is the ACA out?/Sherri (12/14/16) Miscellaneons • Employee relations matters • FMLA active cases/requests – 9 • Parental Leave policy implemented • Employee Handbook updates • IPMA conference planning (scheduled for March 2017) • Ongoing implementation of contract scanning project • Developing employee safety training requirements per position • Working on draft proposal for Carolina Star program Public Information Office Report: December 2016 News Releases • Issued news releases to media and subscriber list; posted to website and social media sites; and created bulletins for government access channel: 1 -Dec — 2nd Suspect Arrested in Shooting and Armed Robbery 2 -Dec Updated FAQs Clarify Water and Sewer Billing Changes, Remaining Action link to FAQs 7 -Dec Hillsborough Seeks Volunteer for Cemetery Committee 9 -Dec — Reminder: Santa and Mrs. Claus to Visit Police Station 9 -Dec Hillsborough Commissioner Marks 25 Years of Service 12 -Dec — Radar Survey of Old Town Cemetery Identifies Possible Unmarked Graves 12 -Dec — Hillsborough Adds Interpretive Signs to 6 More Sites 13 -Dec Board of Commissioners Meeting Summary 14 -Dec — Hillsborough's 2016 Stormwater Report Available Online 16 -Dec Town Offices to Be Closed, Solid Waste Collection Delayed due to Christmas Page 3 of 5 19 -Dec Man Arrested on Drug Charges after Party Attended by Juveniles 22 -Dec — Longtime Meter Reader Supervisor Retires 26 -Dec Man Charged in Fatal Construction Vehicle Accident 27 -Dec — Town Offices to Be Closed, Solid Waste Collection Delayed due to New Year Holiday As of Jan. 3, subscriptions are: o News releases — 737 o Meeting notices 416 o Bid postings — 364 o Water supply status updates 672 o Citizens newsletter — 697 Social Media • Posted album of photos on Facebook regarding addition of tree identification signs along Riverwalk. • Made 25 Facebook posts and 18 tweets. Responded to 1 Facebook comment. Posted 1 video to YouTube. • As of Dec. 31: o Facebook: 1,874 likes o Twitter: 888 followers o YouTube: 340 subscribers Website/Employee Section • Added Departmental Priorities section to the budget page. • Created public projects pages with information on the Churton Street Access Improvements Project and Sidewalk Connections Project. • Updated all online references to the renamed Stormwater and Environmental Services Division, including internal systems. • Continued work on page for starting, expanding or relocating a business. Government Access Channel/Videos • Local support made site visit Dec. 15 to replace batteries in the uninterrupted power supply and to perform maintenance on the equipment. A great deal of dust had accumulated on the equipment. Quarterly visits to blow out the equipment are planned. • Filmed, produced and posted monthly board meeting summary video. Other Work • Continued working with Finance Department regarding communication following transfer to new platform for water and sewer billing and collection. Updated frequently asked questions and wrote news release regarding updated FAQs and remaining action needed by customers using automated payments. • Provided edits to the connectivity plan for Public Space Division and Parks and Recreation Board. • Provided photos and materials for use in the Fiscal Year 2016 Popular Annual Financial Report and provided edits and formatting help for the report. Page 4 of 5 • Helped police to communicate information about a fatal construction vehicle accident in a neighborhood that resulted in an arrest. Assisted numerous media organizations that day and following days. • PIO completed correcting submitted assignments and completed writing evaluations for town employees in eight-week practical writing course. • Completed work on winter citizens newsletter, creating print and electronic versions. • Continued working on townwide business cards and suggested options. Meetings/Events/Training • Attended Water and Sewer Advisory Committee meeting on Dec. 1. • Attended employee book club on Dec. 8 regarding "The Fred Factor: How Passion in Your Work and Life Can Turn the Ordinary into the Extraordinary" about customer service. • Assistant to the manager conducted phone meeting Dec. 20 on branding costs for renewed budget request for a branding study. Safety and Risk Management Officer Monthly Report December 2016 Meetings Attended/Conducted • Monthly Safety Committee meeting • Semi-monthly department meeting • Meeting with Public Works Supervisor regarding web safety training • Meeting with Vernon Smith, Safe -T -Works regarding urine collections Training Attended/Conducted • Monthly Safety Trainings • Mid -State Safety Council Fall Workshop Site inspections • Gold Park • Turnip Patch Park • Murray Street Park • Hillsborough Heights Park • Cates Creek Park Miscellaneous • Completed 4th quarter random drug screens • Distributing AEDs to new locations • Began budget process • Worked on 2017 employee training schedule • Working on Active Shooter Program/Training • Distributing training certificates for AED/CPR • Gathering information regarding Lead Safety Training/Policy • Working with Adam/Computerbilities on computer replacement Page 5 of 5 • Working on workers comp. incident claims • Working on several P & L claims • Working on completion of incident reviews (Safety Committee) • Stocked safety gear • Vending machine tutorials for employees, demonstrating functions and accessibility • Working on and updating inspection requirements with Safety Committee members • Distributed updated safety wear • General duties concerning facility at NC Hwy. 86 North • Forwarded recommendations (work orders) generated from park inspections TOWN OF HILLSBOROUGH ENGINEERING STATUS REPORT JANUARY 2017 Kenneth P. Keel, PE; 919-732-1270 ext 75; kenny.keel@hillsboroughnc.org PROJECT BUDGET STATUS WWTP Discharge Compliance - We were compliant with our discharge permit limits in November. Our sludge management program is in good condition. The Town had one reportable collection system sewage spills since my last report (two in 2016). There have been no reportable Sewer Spill Summary - spill/bypass events at the WWTP in 2016. The reservoir is about 11 inches below full, with approximately 336 days of supply remaining. The current controlled release is West Fork of the Eno Reservoir - meeting the minimum release for January of 3.5 cubic feet per second (2.262 MGD). A municipal agreement is currently being negotiated between the Town and NCDOT to determine responsibilities and cost sharing of the Efland-Cedar Grove Road realignment and raising, with construction planned to begin in 2017. The Town's share of project funds will be due to NCDOT upon contract award (approximately $500k to $600k). The road improvements design work for Mill Creek Road and Carr Store road is ongoing. The remaining dam and project design work began in September 2015, in order to complete all of the engineering and permitting required prior to construction of Phase 2 in 2017. Project construction is included in the FY17 budget. The total estimated construction cost of Phase 2 is currently at $6.7 million, plus about $910,000 in inspection & contract administration costs during construction (total of $8.3M needed for construction in FY17, which includes contingency funds). Construction is expected to WFER Phase 2 Design Project (FY16) $ 1,237,000 begin in mid -2017. The 4th Quarter 2016 testing was performed in mid-November. These results are 21 parts per billion (ppb) lower than the 2015 4th Quarter, decreasing our 4th Quarter average to 42 ppb, which makes our current running annual average decrease to 50 ppb (down by 6 ppb, annual average limit is 80 ppb). The Town remains compliant with TTHM levels. 1st Quarter 2017 testing is scheduled for mid - Total Trihalomethanes (TTHM) Compliance - February. No restrictions are in effect for Town customers, and there are currently no withdrawal restrictions in effect. Our usage is currently Water Restrictions - around 1.389 MGD. Lake Orange is full according to the last report received from Orange County. The Fall water system flushing operations began on September 6th, and were completed on October 31st. The total volume flushed Water System Flushing - was 5,167,895 gallons. Spring flushing operations will begin in March 2017. We had a few relatively small leaks repaired in October on County Seat Drive, Lafayette Drive, Luther Drive & Torain Street. Miscellaneous repairs have been proceeding as needed. We will NOT have a Water Audit for FY16. Due to software issues, the Billing/Collections Department was unable to provide accurate data for several months, which compromised the integrity of the water "Unaccounted-for" Water - audit. A short connection and road crossing on NC 86 North at the BP station began construction in October, and should be completed in January. The 6" water line along US 70 between Walgreens and Orange High School Road was substantially completed in March, and Miscellaneous Water Projects - customer connections completed in May (to eliminate an old 2" galvanized pipeline). The utility easemen or the proposed water meter vault at Davis Road has finally been acquire on new meter vault, additional connections to our existing distribution system, demolition of the existing OWASA Booster Pump Station, and addressing emergency pumping issues from OWASA due to pressure zone changes are all parts of this project. The project will be primarily New South Zone Water Transmission Main $ 240,000 constructed in-house, in early 2017. Tank was placed into service on June 25th, and an official opening ceremony held on June 29th. Tank construction is complete, final payment is being negotiated (due to contractor delays and liquidated damages), and close-out paperwork is being prepared. Tank Waterstone Elevated Water Tank $ 2,029,398 construction began on 10/27/14, and final completion was scheduled by 11/9/15. Construction of the Forest Ridge water booster pump station (BPS) has begun, and the water line from Executive Court to 1-85 (which will link Forest Ridge to the South Pressure Zone) should begin within the next few months. 2 easements for the water line have been attained, and 1 is currently being finalized. The BPS project is part of the next phase of Forest Ridge, and the Town's financial contribution to the project will add capacity to the BPS planned by the developer, to boost water to the South Zone and the Waterstone New South Zone Booster Pump Station $ 175,000 Tank. Design work is proceeding to extend a 12" water line from the I-85 water line crossing near Orange Mobile Estates to the entrance to NC 86 (South) Water Improvements $ 90,000 Sheetz. Extension will enhance flow to and from the Waterstone Tank and areas north of 1-85 in the South Zone. Replacement of an existing sewer main between Tryon and King Streets Oust west of Cameron) was completed in November. Approximately 300 feet of deteriorated sewer main will be replaced on Wake Street in the coming weeks. Sewer relining along the Eno Sewer Rehabilitation & Repairs and Eno River River (and Riverwalk) was completed in January 2016. Some additional sewer relining will be done later this fiscal year further down the Outfall Lining $ 250,000 river near the WWTP (contractor difficulties has caused delays, & we are seeking new contractor). TOWN OF HILLSBOROUGH ENGINEERING STATUS REPORT c:\projects\engineering\Item 5 Departmental Reports_ Engineering Engineering Department Page 1 1/17/2017, 4:14 PM TOWN OF HILLSBOROUGH 2016 SEWER SPILL SUMMARY (as of December 31, 2016 - FINAL) Spill Date Location Number Spill Cause of Spill Voluul (gallons) Volume Reaching Surface Waters al 1 3/9/2016 212 Mollies Court Grease 900 400 2 12/13/2016 Ashford Lakes Apts Roots & rags 300 300 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 TOTAL 1,200 700 PRIORITY PROJECTS — STOPLIGHT REPORT Engineering (January 2017) Project & Key Information Time $$$3 Other % Comments/Notes/Key Lessons Learned To Date: 2 4 Complete New South Zone Transmission 26% • The overall completion date has been pushed back to Spring 2017 due to staff workload. • Original plan included purchase of a portable booster pump for use when purchasing from Main Proiect Current Phase': Construction OWASA. We now plan to rent a pump when needed, due to extended periods of non-use. Original Cost: $200,000 (entire project) • The North Zone loops are under construction (Walgreens to OHS Rd is complete as of Revised Cost: $240,000 March 5' & NC 86 adjacent to BP station is under construction, hopefully complete in Original Completion Date: Dec. 2015 January). Revised Completion Date: Winter 2016 • Project delays due to easement acquisition & crew workload are not problematic. 2nd Rev. Completion Date: Spring 2017 • The meter site easement has been attained as of September 28th. • Construction of new meter vault will begin in 2017, then remainder of South Zone construction work (tie-ins & OWASA PS demo). Delays primarily due to line crew • Design of new meter vault near Davis Drive, pump connections near New Hope Creek, and workload. Added costs due to North various interconnections to existing Hillsborough distribution system began in early 2014. Zone work which expanded project • Some additional water line was included along US70 between NC86 and OHS Road. This scope. will create additional loops in the North Zone to improve water flow & quality. • Transfer of 16" water line through Hillsborough from OWASA was completed Sept. 2013. WFER Phase 2 Road Design & 91% • Draft municipal agreement with NCDOT received and is under negotiations for Efland- Cedar Grove Road project. Construction delay is not problematic to the overall WFER PermittinQ Current Phase': Design project. Original Cost: $458,019 • A budget amendment will be needed to make funding available for project from Capital 1St Revised Cost: $483,799 Reserve funds prior to the loan funding of the rest of the Phase 2 project in early to mid - 2nd Revised Cost: $602,575 2017. Original Completion Date: June 2015 • Right-of-way is being acquired by NCDOT for Efland-Cedar Grove Road project. 1St Revised Completion Date: Fall 2015 • 404 permit revisions were approved in June 2016, which covers the entire Phase 2 project. 2nd Rev. Completion Date: June 2016 Timing was driven by need to proceed with Efland-Cedar Grove Road realignment project. 3rd Rev. Completion Date: Dec. 2016 • Final right-of-way plans for the Efland-Cedar Grove Road realignment project were 4" Rev. Completion Date: June 2017 submitted in late January 2016, with revisions made in May 2016. • Preliminary bridge design plans for Carr Store Road were submitted for NCDOT review in mid-October 2015. Revisions due to NCDOT delays and . A contract amendment was approved on July 13, 2015 for roadway & hydraulic design contract addendums to continue work to completion, bridge design, ROW staking, and 404 permit modification. final completion for all 3 roads that . Discussions with NCDOT are ongoing regarding cost sharing. The Efland-Cedar Grove require modifications. Road project bid was scheduled for June 2016 (NCDOT delays). Town's cost share will have to be made available to NCDOT at bid time (currently estimated around $500K). • Surveying and concrete & soils testing at the dam were done in April & May 2015. • Environmental studies and the eagle survey are complete (see Facebook page for eagle photos). A follow-up eagle study will be completed in 2017. PRIORITY PROJECTS — STOPLIGHT REPORT Engineering (January 2017) Page 1 1 of 2 Notes: Current ro'ect phase is basis for "stoplights." Current project phases may be in study, design, implementation, or construction. z Time: = on schedule or ahead of time; Yellow = behind schedule but not problematic; = behind schedule/urgent/problematic. ' $$$: = w/in 5% of current phase budget; Yellow = w/in 5% to 15% of budget; = more than 15% & contingency likely exhausted. 4 Other: =no issues current phase; Yellow = minor issues; M =major issues/concerns PRIORITY PROJECTS — STOPLIGHT REPORT Engineering (January 2017) Page 1 2 of 2 • Design is proceeding in accordance with the schedule NCDOT has set. Town schedule has been revised to match NCDOT postponement of construction (previously was scheduled for Summer 2015). • A contract amendment with Atkins, NA was approved on November 10, 2014 for the hydrologic model and flood mapping for the Phase 2 improvements. • We are partnering with NCDOT for improvements on Efland-Cedar Grove Road, which will benefit both parties. Atkins is leading this effort for Hillsborough. WFER Phase 2 Dam & Clearing 55% • Discussions ongoing with area property owners for access during construction. • 65% design drawings complete and reviewed with engineer on September 26, 2016. Desizn Current Phase': Design • Clearing access plan was completed in late June. Original Cost: $633,500 • Geotechnical design of the dam area began in April. Revised Cost: • Site visits for development of the clearing plan began in February, with help of a forestry Original Completion Date: Dec. 2016 consultant. Timber values and clearing costs are being determined. Revised Completion Date: June 2017 • Civil design work began in mid-September 2015. • The final design contract with Schnabel Engineering South, PC for dam & clearing design, contractor prequalification, and bidding services was approved on September 14, 2015. NC 86 South Water Improvements 80% • Construction plans received in December and are under review. • Design work is proceeding to extend a 12" water line from the I-85 water line crossing near Current Phase': Design Original Cost: $90,000 (entire project) Orange Mobile Estates to the entrance to Sheetz. Extension will enhance flow to and from Revised Cost: the Waterstone Tank and areas north of 1-85 in the South Zone. Original Completion Date: Dec. 2017 Revised Completion Date: Notes: Current ro'ect phase is basis for "stoplights." Current project phases may be in study, design, implementation, or construction. z Time: = on schedule or ahead of time; Yellow = behind schedule but not problematic; = behind schedule/urgent/problematic. ' $$$: = w/in 5% of current phase budget; Yellow = w/in 5% to 15% of budget; = more than 15% & contingency likely exhausted. 4 Other: =no issues current phase; Yellow = minor issues; M =major issues/concerns PRIORITY PROJECTS — STOPLIGHT REPORT Engineering (January 2017) Page 1 2 of 2 FINANCE DEPARTMENTAL REPORT FOR DECEMBER 2016 SUMMARY OF ACTIVITIES: Daily Collections Tax & Vehicle License Solid Waste Disposal Tax Beer & Wine Receipt Franchise Tax Sales & Use Tax Expenditures: General Fund/Water Fund FINANCE: • Compiled and submitted all monthly reports. • Issued 23 purchase orders. • Processed 540 vendor invoices, issued 254 accounts payable checks. • Collected and processed 58 payments for food and beverage tax. • Collected and processed 26 payments for fire inspection fees and permits. • Prepared and mailed 4 delinquent fire inspection letters. • Prepared and processed 3 payrolls. • Issued no new special event permits; collected no payments. METER READING: • Terminated no services and connected no new services upon request. • Rechecked no meter readings, responded to no call backs. • Installed no new meters, changed no old meters, performed no pressure tests. • Identified no hydrant tamperings and no meter tamperings. • Changed no meter registers. BILLING & COLLECTION: • Corrected bills that were rechecked before the 01-01-17 billing. • Bills adjusted after 12-01-16: no leaks; no late fees; no pools; miscellaneous. • Prepared water bills; processed no returned checks. • no services, reconnected . • Adjustments made for month: gallons totaling $.00. • Processed utility bank drafts. • Processed 0 debt set-off letters. • Processed on-line bill pays. FINANCE DIRECTOR • Conducted Supervisor's Meetings December 5 & 20, 2016 • Attended Utilities Department Meeting December 8, 2016 • Attended Town Board Meeting December 12, 2016 • Attended Book Club Meeting December 13, 2016 • Conducted Departmental Budget Meeting December 13, 2016 • Conducted All Staff Meeting December 14, 2016 • Attended Loan Closing Meeting December 20, 2016 $ 101,879.98 $ 1,829,526.82 $ 185,477.41 $ 71,573.40 $ 2,188,457.61 2,032,183.20 Finance Departmental Report December 2016 Due: Wednesday, January 04, 2017 Revenues Collections: NCCMT Interest: Tax & Vehicle: Solid Waste Disposal Tax: Alcoholic Beverage Tax: Franchise Tax: Stormwater Fees Sales & Use Tax: Total: Expenditures General & Water Fund: CPF: C--. Purchase Orders: Vendor Invoices: A\P Checks: Food & Bev. Pmts: Fire Inspections Fees: Delinquent Fire Insp. Letters: Payrolls: Special Event Permits Privilege Licenses Payments: Last Fridays Permits B/W Privilege License Billed: B/W Privilege License Renewals: Christmas Parade Permits Beer & Wine Priv. Lic. Letters Meter Reading: New Services Connected: Services Terminated: Meter Readings Rechecked: Call Backs: New Meters Installed: Old Meters Changed: Pressure Tests: Hydrant Tamperings: $ 99,279.58 $ 2,600.40 $ 1,829,526.82 $ 185,477.41 $ 71,573.40 $ 2,188,457.61 $ 2,032,183.20 Central Depository + NCCMT account $ - purchase orders ) vendor invoices I accounts payable checks 58 payments 26 payments 4 delinquent fire inspection letters 3 payrolls no new special event permits no payments Leave blank if no permits were issued Leave blank if no permits were issued Leave blank if no permits were issued Leave blank if no permits were issued Leave blank if no letters were sent out no new services no services no meter readings no call backs no new meters no old meters no pressure tests no hydrant tamperings Meter Tamperings: Meter Registers Changed: Billing & Collections Bills corrected before 1-1-17: Bills adjusted after 12-1-16: Leaks: Late Fees: Pools: Misc.: Water Bills Mailed: Returned Checks: Services Disconnected for non -pmt: Reconnected: Adjustments for Dec-2016(Gal.): Adjustments for Dec -2016($): Utility Bank Drafts: Debt Set -Off Letters Processed: Online Bill Pays Processed: no meter tamperings no meter registers o bills o leaks o late fees o pools niscellaneous o water bills o returned checks o services o services o gallons o utility bank drafts debt set-off letters o on-line bill pays Town oII II Planning Department Report December 2016 Advisory Board Activities Board ofAdjustment The members discussed extending the Conditional Use -2 Permit vested rights and permit expiration extension for the Tryon Business Center II project for an additional 12 months at 320 Executive Court. Historic District Commission The members reviewed applications for Certificate of Appropriateness for 308 N. Cameron St., 112 N. Churton St., 106 S. Churton St., 323 Mitchell St., 121 N. Wake St., and 210 S. Wake St. Parks & Recreation Board The members continued discussion of the Connectivity Plan update and recommended it for public hearing. Planning Board The members discussed four potential Unified Development Ordinance text amendments for the January public hearing. Tourism Board Did not meet. Tourism Development Authority Did not meet. Tree Board Did not meet. Revenues Collected Development Review fees $ 0.00 Code Enforcement Reimbursement $ 50 Zoning Permits & HDC reviews $ 3,649.39 Park Reservations $ 60 Planning Total $ 3,649.39 Sidewalk payments $ 8,624 Other activity of note Tom and Justin conducted 9 Co site inspections and 2 site visits. Justin will begin doing these on his own shortly. Both reviewed the Collins Ridge SUP plans in preparation of the second TRC review. Shannan held a subcommittee meeting of the Tourism Board to work on the logo and held a training event for local non -profits to discuss special events and how to list events on the Visit Hillsborough website. She and Stephanie worked on ordering more items funded through the downtown revitalization grant. Stephanie received a price from a contractor for the Latimer Street pedestrian bridge and met with Justin and the preservation consultant to kick off the architectural inventory. Shannan, Stephanie, and Margaret submitted their budget requests. Margaret also began work on the Colonial Inn case discovery, met with RND architects to get a contract for the north campus project and received a train station update from NC DOT Rail division staff with Eric Peterson and Mayor Stevens. Hillsborough Police Department Monthly Report December 2016 REPORTED OFFENSES - UCR Summary of Select Offenses: On 12/03/2016, a Larceny of a Motor Vehicle was reported in the 500 block of Revere Rd. An officer performed a traffic stop on a vehicle with no lights on around midnight at 500 S. Churton St. The driver fled before the officer made contact. After an investigation, and the owner later reporting the vehicle stolen, officers charged Dan DeLeander Eubanks Jr., (b/m, 27, of Judah Benjamin Ct.) with Felony Larceny and Misdemeanor Resist, Delay, Obstruct. He was given a $1,500.00 cash bond. On 12/04/2016, a Larceny of a Motor Vehicle was reported in the 200 block of Harper Rd. The victim advised that his red TaoTao moped, valued at $1,500.00, was stolen from his driveway. The moped was also involved in a hit and run on 12/3, where it was destroyed. Investigation ongoing. On 12/11/2016, a Breaking and Entering and Larceny to a locked residence were reported at 300 Lakeside Dr. The victim advised that two guns and two boxes of ammo, valued at $1133.83, and $82.00 in cash, were stolen from a closet while the victim was on vacation. No forced entry was located. On 12/14/2016, a Breaking and Entering and Larceny were reported to a vacant house under renovations in the 100 block of Allen Ruffin Ave. The victim advised the tools were left in the residence, valued at $900.00, unsecured. No forced entry was located. On 12/24/2016, an open door was reported at the Colonial Inn, 153 W King St. The victim advised he found the back door open but nothing had been taken from the building. Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2016 2015 2014 Part I Offenses Homicide 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Ra pe 0 0 0 1 0 1 0 0 0 0 1 0 3 1 0 Robbery 1 0 0 1 2 1 0 0 1 1 2 0 9 3 10 Aggravated Assault 2 4 S 3 2 1 3 2 0 1 3 0 26 31 27 Burglary 2 2 4 5 6 5 3 6 6 3 2 2 46 59 39 Larceny/Theft 30 24 31 34 24 28 29 38 32 39 21 40 370 360 333 Motor Vehicle Theft 0 1 0 0 0 1 1 2 0 0 2 2 9 9 13 Total Part 1 35 31 40 44 34 37 36 48 39 44 31 44 463 463 422 Other Offenses 12016 20151 2014 Simple Assault 9 13 8 4 11 15 8 13 10 13 5 14 123 170 152 Fraud/Forgery 5 7 4 2 3 4 3 6 1 2 2 1 40 49 43 Stolen Property 0 1 0 1 1 0 1 0 2 0 0 1 7 3 3 Damage to Property 7 9 7 12 7 12 9 8 3 1 14 4 93 91 93 Weapons Violations 0 1 0 0 2 0 1 0 0 0 0 1 5 9 8 Sex Offences 1 3 2 0 0 1 1 1 0 0 0 0 9 9 12 Drug Violations 3 2 2 5 12 4 7 7 3 0 4 3 52 34 35 Driving While Impaired 3 6 1 0 1 2 1 2 1 7 5 6 35 38 31 Liquor Law Violations 0 0 1 0 0 2 2 0 1 0 1 1 8 6 7 Trespassing 1 1 1 5 0 1 3 1 2 0 0 0 15 9 14 Domestic Related 6 15 5 8 8 11 6 9 6 13 14 11 112 na na Missing Persons 1 1 0 0 0 0 1 0 0 0 0 0 3 14 14 Summary of Select Offenses: On 12/03/2016, a Larceny of a Motor Vehicle was reported in the 500 block of Revere Rd. An officer performed a traffic stop on a vehicle with no lights on around midnight at 500 S. Churton St. The driver fled before the officer made contact. After an investigation, and the owner later reporting the vehicle stolen, officers charged Dan DeLeander Eubanks Jr., (b/m, 27, of Judah Benjamin Ct.) with Felony Larceny and Misdemeanor Resist, Delay, Obstruct. He was given a $1,500.00 cash bond. On 12/04/2016, a Larceny of a Motor Vehicle was reported in the 200 block of Harper Rd. The victim advised that his red TaoTao moped, valued at $1,500.00, was stolen from his driveway. The moped was also involved in a hit and run on 12/3, where it was destroyed. Investigation ongoing. On 12/11/2016, a Breaking and Entering and Larceny to a locked residence were reported at 300 Lakeside Dr. The victim advised that two guns and two boxes of ammo, valued at $1133.83, and $82.00 in cash, were stolen from a closet while the victim was on vacation. No forced entry was located. On 12/14/2016, a Breaking and Entering and Larceny were reported to a vacant house under renovations in the 100 block of Allen Ruffin Ave. The victim advised the tools were left in the residence, valued at $900.00, unsecured. No forced entry was located. On 12/24/2016, an open door was reported at the Colonial Inn, 153 W King St. The victim advised he found the back door open but nothing had been taken from the building. Hillsborough Police Department Monthly Report December 2016 On 12/25/2016, a Breaking and Entering and Larceny were reported to a locked residence in the 100 block of Sherwood Ln. The victim advised that they had a visitor, who they believe stole keys to the residence, and later on the visitor made entry without permission when the victim was not at home. On 12/26/2016, a vehicle accident was reported in the 200 block of Dogwood Bloom Ln. A construction crew on scene failed to secure a large truck which rolled approximately 100 yards, went into a yard where children were playing and struck and killed a 5 year old before the truck ran into a neighboring residence. This incident is under investigation. 40 Larcenies were reported at various locations including: • 11 larcenies were shoplifting related incidents at Hampton Pointe- Walmart. • 3 larcenies were shoplifting related incidents; 1–at 500 S Churton St., Kangaroo Express -A male used counterfeit $1 bills to make a purchase and then took two cases of water valued at $7.98 1—at Food Lion -a hair trimmer valued at $19.95 was taken, officers charged Donald Ray Watkins, (b/m, 54, of Mebane) with Misdemeanor Larceny.1–at 909 W King St., Nik's Mart, where $600.00 in lottery tickets were stolen. • 1 Larcenies were tags taken from vehicles- 1-105 Meadowlands Dr. Orange County Adult Day Care. • 16 Larcenies/Attempted Larcenies were from unlocked motor vehicles in the Cornwallis Hills neighborhood. $533.00 in cash/change and a purse that was stolen recovered were reported. • 2 Larceny from an unlocked vehicle at 501 Hampton Pointe Blvd., Walmart, while the victim was working two males entered her vehicle and took her wallet and credit cards. 1–at 343 Elizabeth Brady Rd. 2 Stihl leaf blowers valued at $500.00 each were taken from the bed of a lawn care truck. • 1 Attempted Larceny from a travel trailer was reported on Cates Ct. The victim found the door open with items moved around and as though someone attempted to steal a VCR. Narcotics/weapons related incidents: • During the month of December, officers seized a handgun, ammunition, and a small amount of marijuana from traffic stops. • On 12/13 Officers assisted probation with a search at a residence on Murray St., officers seized scales, 19.8 grams of marijuana, glass smoking pipes, and paraphernalia. • On 12/4 officers were investigating a call related to underage drinking at 523 Lafayette St. and recovered a marijuana plant and growing equipment. Ryan McDonald was charged with several drug charges and aiding and abetting consumption of alcohol by juveniles. Hillsborough Police Department Monthly Report December 2016 ADMINISTRATIVE SUMMARY Training • Total Hours of Non -Mandatory training - 64 Patrol Shift Training Conducted: 61 trainings conducted over 62 shifts (98%) Number of patrol shifts during which roll -call or other squad -level training is documented during December 2016. Complaints related to service or conduct: Complaint on an officer for being discourteous to a citizen. The complaint was sustained. Resistance encounters that result in the use of some kind of force: • 16-02947 — Preventative Display — An officer displayed his weapon after attempting to stop a vehicle operated by subjects known to be involved and drug and weapons offenses who failed to initially yield to blue lights and siren at low speeds. Driver charged with failure to stop and other driving charges Commendations/Compliments Received: • Officer Brinkley was commended by a citizen for how she handled a call and for providing quality service. Other Notable Events/Activities/Accomplishments • Several rounds of applicant interviews were conducted during the Month. • Officer Hagbourne resigned, her last working day was 1/1/17. She accepted a position with NCCU police. Hillsborough Police Department Monthly Report December 2016 PATROL SUMMARY Patrol Activities 2016 Sep Oct Dec DISPATCHED CALLS 547 ` 442 ` 509 SELF INITIATED ACTIVITIES" 342 370 362 TRAFFIC STOPS " 139 193 166 TOTAL ENFORCEMENT DWI Arrests 6 5 n -View Felony Arrest/warrant issued 6 1 5 On -View Misd Arrest/warrant issued.' 21 18 14 Warrants/OFA/Summons Served 23 22 14 Traffic Citations 34 60 50 Written Warnings 59 67 49 Parking Tickets 2 1 3 DRUG/GUN ENFORCEMENT DETAIL COMMUNITY ENGAGEMENT Felony Drug Charge 1 0 1 Misd Drug Charge 4 4 4 Currency Seizure 0 0 0 Gun(s) Seized/Recovered . 0 0 1 Schedule I Seized (gms) 0 .03 0 Schedule II Seized (gms) .03 0 1.105 Schedule III Seized (gms) 0. 0 0 Schedule IV Seized (gms) 0. 0 0 Schedule V Seized (gms) 0. 2.6 0 Schedule VI Seized (gms) 1.4 `11.55 `19.711 Other Notable Events/Activities/Accomplishments Corr *Corrections were made to some previous month's data due to data entry errors that were identified. 12/2/2016, Ofc. Hagbourne, Cpl. Chestnut, and Sgt. Winn attended the Fairview Dinner. 12/13/2016, Ofc. Hagbourne and Ofc. Wilson visited a pre -k class at Central Elementary to speak to kids and interact with them while they were making crafts. 12/21/2016, Ofc. Wilson initiated a knock and talk at 600 S. Churton St. Apt. 70 which evolved into a search warrant and multiple misdemeanor charges. 12/22/2016, Ofc. Wilson, Ofc. Hagbourne, Cpl. Bradshaw, and Sgt. Winn dropped off presents and met with the seniors in the Santa for a Senior program. D Squad made 3 DWI arrests in December, 2 were crashes with injuries. Oct Nov Dec TRAFFIC ENFORCEMENT DETAIL Injury Accidents investigated 5 7 7 DWI Arrests 6 5 5 Stopsign/Stop Light Violations 5 14 17 Speeding Citations 0 27 10 Other Traffic Citations 28 49 27 Truck Route Cits/Warnings 0 0 3 License Checks 1 0 0 Traffic Directed Patrols 3 13 22 COMMUNITY ENGAGEMENT Non -Traffic Directed Patrols 133 176 206 School Patrols 41 38 21 Downtown Foot Patrols 28 30 24 Preventative Contacts 6 18 6 nunity Meetings / Events Attended 10 1 8 Community Project/Problem Solved 1 0 1 1 0 *Corrections were made to some previous month's data due to data entry errors that were identified. 12/2/2016, Ofc. Hagbourne, Cpl. Chestnut, and Sgt. Winn attended the Fairview Dinner. 12/13/2016, Ofc. Hagbourne and Ofc. Wilson visited a pre -k class at Central Elementary to speak to kids and interact with them while they were making crafts. 12/21/2016, Ofc. Wilson initiated a knock and talk at 600 S. Churton St. Apt. 70 which evolved into a search warrant and multiple misdemeanor charges. 12/22/2016, Ofc. Wilson, Ofc. Hagbourne, Cpl. Bradshaw, and Sgt. Winn dropped off presents and met with the seniors in the Santa for a Senior program. D Squad made 3 DWI arrests in December, 2 were crashes with injuries. Hillsborough Police Department Monthly Report December 2016 INVESTIGATIONS SUMMARY Clearance Summary YEAR TO DATE Crime Reported Cleared VIOLENT TOTAL 45 27 60% PROPERTY TOTAL 338 145 43% Other Notable Events/Activities/Accomplishments: CID MONTHLY WORKLOAD Prior Cases 24 New Cases Assigned 38 Cleared by Arrest 13 Exceptionally Cleared 12 Unfounded 3 Closed/Inactivated 13 Cases to Carry 21 WARRANTS F M Issued 6 1 Served 2 14 • On 12/4/16 officers responded to 523 Lafayette Drive after an intoxicated minor was found inside a sleeping inside a house that was not his. The minor said he had been at a party at 523 Lafayette Drive the previous night. An investigator responded to Lafayette Drive, where a search was conducted. Marijuana grow equipment and marijuana were seized from the residence. Ryan McDonnell the 46 year old resident of the home was charged with Manufacture of Schedule VI, Possession of Marijuana, Marijuana Paraphernalia, and Aid and Abet Alcohol Consumption by Minors. • 12/16/16 Sixteen unlocked vehicles were entered in the Cornwallis Hills area. Cash and loose change were stolen. Hillsborough Police Department Monthly Report December 2016 COMMUNITY POLICING SUMMARY Community Watch Group Interactions/Activities Group Type of contact(s) Beckett's Ridge - Cameron St. - Coachwood - Cornwallis Hills - Fairview Fairview Community Dinner on 12/2. Several Department members attended Gateway - Gatemoore Dec 12 7pm King and Cpl Chestnut attended with 6 citizens Hampton Point - Hillsborough Heights - Kenion Grove - Orange St. - Inactive Patriot's Point - Inactive River Bend - Waterstone i - 0% of Community Watch Groups Interacted with: 18% (2 of the active 11) Ongoing Programs Summary: • Vial of Life — 13 residents are registered with the departments Vial of Life program • Are You OK Program: 29 checks were made, in-home as well as by phone, on the program participants. This includes the delivery of the Senior Santa gifts. Community Events/ Youth Outreach: Community Events/Engagement: Dec 2, 2016: Fairview Community cancelled their Dec CW meeting in lieu of their Xmas Dinner. There were 53 members of the Fairview Community in attendance and Chief Hampton, Lt's Whitted and Trimmer along with Sgt. Winn, Cpl's King Bradshaw and Chestnut and Officer Hagbourne represented the police department. Dec 3, 2016: The Holiday parade was held. The streets were closed from 4:45-6:30 pm. 16 members of the police department worked the event which was followed by the annual tree lighting ceremony on the Old Courthouse lawn. Hillsborough Police Department Monthly Report December 2016 Dec 12, 2016: The Hillsborough Police Department, the Orange County Sheriff's Office along with the Chapel Hill Police Department and the Carrboro Police Department participated in Shop with a COP. Officers from each agency accompanied the children around the store and helped them pick out gifts. Dec 13, 2016: The Community Service Division hosted its annual Santa Visit on December 13th approximately 110 children visited with Santa and Mrs. Claus. Dec 22, 2016: The Community Services Division collected and prepared Christmas boxes for 12 seniors enrolled in the R -U -Okay Program. The boxes, which consisted of items requested by the program participants, were donated by members of the police department. The boxes were delivered to the seniors by Sgt. Winn, Cpl Bradshaw and Officer Hagbourne. Dec 22, 2016: The police department, once again, adopted a family for Christmas. The family, consisted of two children, provided a wish list to the Community Services Division. Members of the Community Services Division, Patrol Division, and Criminal Investigations Division filled the Christmas Wish list for the family. Communitv Concerns Summarv: The relationship between citizens and law enforcement is on the minds of most of the residents I have spoken with. Members of the police department attended a funeral service for a local resident and we were acknowledged for attending the service and several of the members made it a point to thank us personally for the job we were doing and commented on Hillsborough not having the problems that other cities were. The main concern was for our safety as police officers. Citizens of the Gatemore Community had concerns of recent telephone scams. These concerns were discussed during their C.W. meeting. Cpl's King and Chestnut were able to discuss methods and measures to prevent being a victim of a scam; such as not giving out personal information over the phone and to immediately notify law enforcement if they feel that a scam had occurred or was attempted. Community Problem Solving Summary: Problem Actions Results Future Plans/Events: Hillsborough Public Works December 2016 Monthly Report Work Orders: 10 work orders completed within 2 days, 3 not completed in < 2 days Stormwater Maintenance: 16 staff hours, 205 feet of drainage conveyance Public Spaces: 75 staff hours (parks, signs, benches) Cemetery: 1 monument marked Christmas Decorations and Parade: 54 staff hours Training: 10 staff hours, NC League of Municipalities safety training Loose Leaf Collection: 49 truckloads, 129 staff hours PRESENTER/INFORMATION CONTACT: Katherine Cathey, Human Resources Director/Town Clerk ITEM TO BE CONSIDERED Subject: Minutes of the Board of Commissioners Dec. 12, 2016 Regular Meeting, and Minutes of the Board of Commissioners Dec.12, 2016 Regular Meeting Closed Session Attachment(s): 1) Minutes of the Board of Commissioners Dec. 12, 2016 Regular Meeting Brief Summary: None Action Requested: Approve minutes ISSUE OVERVIEW Background Information & Issue Summary: None Financial Impacts: None Staff Recommendations/Comments: Approve minutes Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 1 of 16 Hillsborough Board of Commissioners Minutes 7 p.m., Dec. 12, 2016 Town Barn, 101 E. Orange St. PRESENT: Mayor Tom Stevens and Commissioners Mark Bell, Evelyn Lloyd, Brian Lowen, and Jenn Weaver STAFF PRESENT: Town Manager Eric Peterson, Assistant Town Manager/Planning Director Margaret Hauth, Budget Director Emily Bradford, Finance Director Heidi Lamay, Assistant to the Town Manager Jen Della Valle, Public Works Director Ken Hines, Police Chief Duane Hampton, Town Engineer/ Utilities Director Kenny Keel, Human Resources Director/Town Clerk Katherine Cathey, and Town Attorney Bob Hornik ABSENT (EXCUSED): Commissioner Kathleen Ferguson Open the Meeting: 7:00:26 PM Mayor Stevens opened the meeting. 1. PUBLIC CHARGE 7:01:00 PM Mayor Stevens did not read the public charge but asked that everyone abide by it. 2. AUDIENCE COMMENTS REGARDING MATTERS NOT ON THE PRINTED AGENDA There were none. 3. AGENDA CHANGES & AGENDA APPROVAL 7:01:28 PM Mayor Stevens added a discussion about the upcoming budget retreat. 7:01:46 PM Commissioner Lowen moved to approve the agenda as amended. Commissioner Weaver seconded. The motion carried upon a unanimous vote of 4-0. 4. PRESENTATIONS A. Annual Cemetery Committee Update 7:02:02 PM Ken Ostrand made the presentation. The committee is involved in the Margaret Lane Cemetery, the Old Town Cemetery, and the New Town Cemetery. Restoring the cemeteries has been a priority. The headstones have been cleaned by using a solution that kills the mold and lichen that grows on them. More than 200 volunteers have assisted with clean-up efforts. Research has been done, including reviewing old newspapers and records to piece together more names. They've gained insight into how stones were carved in the past. The Historic District Commission recognized this committee with a preservation award. The Cemetery Committee created a new brochure. In August, ground -piercing radar was used in the Old Town Cemetery. The plan is to mark the approximately 100 additional gravesites which that radar located. 5. COMMITTEE REPORTS (CRITICAL) 7:11:47 PM As the alternate, Commissioner Weaver attended the joint Metropolitan Planning Organization board meeting of the Raleigh and Durham areas. The takeaway was it's important for the region to work together. 6. REPORT FROM THE TOWN MANAGER There was none. Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 2 of 16 7. DEPARTMENTAL REPORTS There were no comments. 8. ITEMS FOR DECISION — CONSENT AGENDA A. Minutes of the Board of Commissioners/Planning Board Oct. 20, 2016 Joint Public Hearing, Minutes of the Board of Commissioners Nov. 14, 2016 Regular Meeting, and Minutes of the Board of Commissioners Nov. 14, 2016 Regular Meeting Closed Session, Minutes of the Board of Commissioners Nov. 28, 2016 Work Session, and Minutes of the Board of Commissioners Nov. 28, 2016 Work Session Closed Session B. Miscellaneous Budget Amendments and Transfers C. Adoption of statement of Consistency and Ordinance amending the Unified Development Ordinance to amend Section 3.8.5. La to modify cultural resource documentation requirement for special use permit applicants D. Adoption of statement of Consistency and Ordinance amending the Unified Development Ordinance to amend Section 3.13.3.d to make reference to the traffic impact study requirements in the street standards document E. Adoption of statement of Consistency and Ordinance amending the Unified Development Ordinance to delete reference to the Design Standards manual in Section 6.2 and list this section as "reserved for future codification." F. Adoption of statement of Consistency and Ordinance amending the Unified Development Ordinance to amend Section 6.11.7.3 to remove the sentence requiring site lighting to be extinguished when a business is closed G. Adoption of statement of Consistency and Ordinance amending the Unified Development Ordinance to amend Section 7.5.2.1 to clarify that non -conforming residential lots are buildable H. Authorize manager to enter into a contract with HMW Preservation to prepare an Architectural Inventory update for Hillsborough (outside the local historic district) I. Revise purpose descriptions for Water and Sewer CFF in the Town Code Chapter 14, Appendix A, Table A-1 7:13:57 PM Commissioner Lowen moved to approve the Consent Agenda. Commissioner Bell seconded. The motion carried upon a unanimous vote of 4-0. 9. ITEMS FOR DECISION — REGULAR AGENDA A. Fiber Network Feasibility Analysis presentation 7:14:16 PM Mr. Peterson reviewed that staff had decided to try to use a fiber loop to connect all town facilities and had learned that Holly Springs uses that as the backbone to increase the likelihood of a third party providing high speed to the community. The town hired CTC Technology & Energy to conduct a feasibility study of how to pursue this. 7:16:55 PM Commissioner Lloyd arrived. 7:16:57 PM Thomas Asp, with CTC Technology & Energy, gave a brief presentation of options including: private risk, public facilitation (model 1), public risk with private execution (model two), and shared risk and investment (model 3). He reviewed potential partners. 7:42:20 PM Mayor Stevens said I imagine there could be some synergy with the county and schools. Mr. Asp agreed there could be. 7:43:57 PM Commissioner Bell said he served on a healthcare board that explored a fiber network. The bidding process took two years. It's a slow process. The legal work is tremendous. The utilization of that network is obviously very different in many ways with businesses and hospitals. But if the town were Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 3 of 16 to partner with someone to utilize the dark fiber to help offset our costs, I'm a little concerned about disruptive technologies. What if this technology is obsolete in 5 years and they can get wireless from satellite? I'm concerned that we could be making a long-term investment in a technology that in many ways could be obsolete in 5 or 10 years. Mr. Asp said the wireless requires deep fiber to work. Mr. Asp said considering maintenance and all costs, the town would want to generate $470,000 a year to break even. 7:50:32 PM Mr. Peterson said the debt service would be $75,000 per year per million dollars for 10 years. If there was a $3 million cost, over 15 years, the debt service would be $270k a year (assuming 4 percent interest). But there would be additional costs for administration if it were made available to a third -party provider. 7:52:16 PM Commissioner Weaver asked Mr. Asp whether he's aware of any towns closer to the size of Hillsborough who have implemented a plan. Mr. Asp answered there's a lot of activity and discussion going on but it's early in the process. Mr. Peterson welcomed comments from partners. 7:57:37 PM Jim Northrup, Chief Information Officer, Orange County, said he took notes while Mr. Asp was talking. Orange County is conducting a similar study and will be meeting with the vendor of its feasibility study in mid-December. That report is due in January. He said Orange County staff meets with Orange County schools regularly. The county is considering running a loop that would go into the schools and the town could pay to run it into town buildings. He already has pricing for some smaller projects. 8:04:51 PM Mayor Stevens advised this topic should be placed on the agenda for the joint meeting with the county commissioners in February. 8:05:42 PM Parviz Mollahassani, Network Manager, Orange County Schools, said he is working with Mr. Northup on synergy. He worked for the city of Newton 10 years ago and worked on a similar project. It was successful there, but it was a cheaper project with only enough fiber for internal use. B. Consideration of request to dedicate a small parcel of land connecting Lakeshore Drive and Forrest Street 8:09:42 PM Ms. Hauth asked whether any members of the Forrest family were there. No one was. Ms. Hauth said there was an informal request. There is a 12 -foot strip of land and the owning family had reached out and asked the town whether it was interested in acquiring this strip. Ms. Hauth said it's not in our plan to acquire it. She's checked, and Mr. Keel doesn't need it for utilities. Commissioner Lowen said it was not worth taking on the work. Commissioner Weaver added it is kind that a person thought of asking the town. C. Consideration of Request from Little School to amend their special use permit to construct additional parking and increase their enrollment (OC PIN 9873-25-6187) 8:16:28 PM Ms. Hauth reviewed that the Planning Board recommended approval with an adjustment. The Planning Board substituted a condition in lieu of an enrollment cap; annually the school will submit to the town a document indicating that they are in compliance with the parking requirement. It's a lot easier to enforce than an enrollment cap. Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 4 of 16 8:19:35 PM Commissioner Lowen moved approval of the amendment to the special use permit. Commissioner Bell seconded. The motion carried upon a unanimous vote of 4-0. D. Adoption of statement of Consistency and Ordinance amending the Hillsborough Zoning Map regarding request from Vouthaus, LLC to Rezone 9.75 acres at 505 Eno Street from General Industrial to Adaptive Re -Use so the building can house a wider variety of uses that are not industrial (OC PIN 9864-65-3492) 8:22:34 PM Commissioner Weaver moved approval of the consistency statement and ordinance as presented. Commissioner Lowen seconded. The motion carried upon a unanimous vote of 4-0. E. Receive update on Collins Ridge project and its relation to Daniel Boone Village 8:23:08 PM Ms. Hauth reported that the developers are not going to be able to begin construction on the Daniel Boone property as quickly as they had hoped (perhaps April 2018). They want to get started sooner than that on the overall project, so they will go back to starting construction at the northern end. They won't start in the northernmost point because they don't know exactly where the Orange Grove Road extension will go. They will come south of the power lines. Ms. Hauth added the idea is to keep the businesses in Daniel Boone open as long as possible. Some have called to ask the town to help them find new locations. F. Authorize negotiation of design contract for north campus office renovations 8:29:48 PM Ms. Hauth reviewed that staff had sent out the new RFQ and subsequently received nine proposals. Staff recommends RND Architects out of Durham. 8:30:54 PM Commissioner Weaver moved to authorize the negotiation of the design contract with RND. Commissioner Bell seconded. There was discussion. Commissioner Lloyd asked what happens if this firm eventually said it would cost a lot more to complete the project. Ms. Hauth said we could move on to the next qualified firm. The two strongest were both good. One was based in Pittsboro, the other was in Durham. Staff liked the RND architect language better. Mr. Peterson added RND has more experience renovating office space. Commissioner Lowen asked for a timeline. Ms. Hauth answered she and Public Space Manager Stephanie Trueblood were estimating 18 months to completion. This would be meeting space for 140 people. In comparison, the Whitted building holds 300 and the current space holds 50. Commissioner Lowen asked whether this budget includes any sidewalks. Ms. Hauth answered she is hoping to include some. 8:37:23 PM The motion carried upon a unanimous vote of 4-0. G. Consideration of Statement of Consistency and Ordinance amending the Unified Development Ordinance to amend Section 7.3, Nonconforming Characteristics of Use, to provide guidance on when a site is required to correct existing non -conforming characteristics 8:37:34 PM Ms. Hauth said she put this on the regular agenda because there was a fair amount of discussion at the joint public hearing. 8:40:18 PM Commissioner Lowen moved approval of the statement of consistency and the ordinance amending the UDO to amend Section 7.3 as described above. Commissioner Weaver seconded. The motion carried upon a unanimous vote of 4-0. Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 5 of 16 H. Consideration of Statement of Consistency and Ordinance amending the Unified Development Ordinance to amend Section 6.20, Stormwater, to match state minimum requirements and meet the mandate for local regulations to not be more stringent than the state 8:40:38 PM Ms. Hauth explained the staff now doesn't wish the board to take action because the town has received word from the state that we don't need to do this. However, because it went to the joint public hearing, it needed to stay on this agenda. No action is needed. 8:41:40 PM Mayor Stevens noted that the minutes should show that the board has not taken action. 8:41:56 PM Mr. Hornik said that note is all that's needed. I. Paid Parental Leave Policy It was noted that the board was hearing this in an advisory capacity. Mr. Peterson noted that Ms. Della Valle brought it up about a month ago when her husband, who works for Durham, noted that Durham offers this. An advantage of a small town is the ability to adopt a new policy quickly. The board was supportive. J. Budget Retreat There was agreement to email Mr. Peterson to let him know whether March 4 or 11 worked best. 8:49:16 PM Commissioner Lowen moved to go into Closed Session. Commissioner Weaver seconded. The motion carried upon a unanimous vote of 4-0. 10. CLOSED SESSION A. Closed Session as authorized by North Carolina General Statute Section 143-318.11(a)(5) to discuss and give direction to staff regarding negotiating terms for the possible acquisition of real property (the former Colonial Inn, 153 W. King St.) 11. ADJOURN 9:20:03 PM Mayor Stevens noted he had received a text from Commissioner Ferguson that she was not in attendance due to an illness. 9:20:41 PM Commissioner Weaver moved to adjourn. Commissioner Bell seconded. The motion carried upon a unanimous vote of 4-0. Respectfully submitted, Katherine M. Cathey Town Clerk TOWN OF HILLSBOROUGH FY 2016-2017 BUDGET CHANGES REPORT DATES: 12/12/2016 TO 12/12/2016 CHANGE Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 6 of 16 ORIGINAL BUDGET AMENDED APPROVED: 4 - 0 On: Dec. 12, 2016 VERIFIED: /�x EBRADFORD 12/06/2016 8:58:54AM Page 1 of 1 fl 142r03 REFERENCE NUMBER DATE USER BUDGET CHANGE BUDGET GF- 10-00-9990-5300-000 CONTINGENCY Contingency PDHQ Roof Repair 6007 12/12/2016 EBRADFORI 150,000.00 -1,600.00 5,000.00 Police - 10-20-5100-5300-150 MAINTENANCE - BUILDING Admin. PDHQ Roof Repair 6008 12/12/2016 EBRADFORI 7,585.00 1,600.00 25,511.52 Police - 10-20-5100-5300-160 EQUIPMENT REPAIR Admin. Radio Repair Overages 6003 12/12/2016 EBRADFORI 500.00 62.00 562.00 Police - 10-20-5100-5300-310 GASOLINE Admin. Radio Repair Overages 6004 12/12/2016 EBRADFORI 2,000.00 -62.00 1,938.00 Police - 10-20-5100-5300-330 SUPPLIES - DEPARTMENTAL Admin. To Cover Departmenal Supply Overages 6005 12/12/2016 EBRADFORI 1,000.00 56.00 1,056.00 Police - 10-20-5100-5300-570 MISCELLANEOUS Admin. To Cover Departmenal Supply Overages 6006 12/12/2016 EBRADFORI 1,000.00 -56.00 944.00 Police - 10-20-5110-5300-330 DEPARTMENTAL SUPPLIES Patrol To Cover Uniform Overages 6010 12/12/2016 EBRADFORI 64,500.00 -467.00 56,533.00 Police - 10-20-5110-5300-350 UNIFORMS Patrol To Cover Uniform Overages 6009 12/12/2016 EBRADFORI 9,100.00 467.00 9,567.00 Water 30-80-8140-5300-130 UTILITIES Distribution Utility Bed Overages 6017 12/12/2016 EBRADFORI 70,000.00 -1,655.00 68,345.00 Water 30-80-8140-5300-330 DEPARTMENTAL SUPPLIES Distribution To Cover Mini Excavator Overages 6013 12/12/2016 EBRADFORI 106,000.00 -6,988.00 99,012.00 Water 30-80-8140-5700-740 CAPITALNEHICLES Distribution Utility Bed Overages 6018 12/12/2016 EBRADFORI 35,000.00 1,655.00 86,216.01 Water 30-80-8140-5700-741 CAPITAL/EQUIPMENT Distribution To Cover Mini Excavator Overages 6011 12/12/2016 EBRADFORI 43,833.00 6,988.00 50,821.00 Ww 30-80-8200-5300-130 UTILITIES Collection Utility Bed Overages 6019 12/12/2016 EBRADFORI 72,270.00 -1,655.00 70,615.00 WW 30-80-8200-5300-330 DEPARTMENTAL SUPPLIES Collection To Cover Mini Excavator Overages 6014 12/12/2016 EBRADFORI 82,000.00 -6,988.00 75,012.00 Sewer Camera Replacement 6015 12/12/2016 EBRADFORI 82,000.00 -6,049.00 68,963.00 WW 30-80-8200-5700-740 CAPITAL/VEHICLES Collection Utility Bed Overages 6020 12/12/2016 EBRADFORI 35,000.00 1,655.00 478,898.00 WW 30-80-8200-5700-741 CAPITAL/EQUIPMENT Collection To Cover Mini Excavator Overages 6012 12/12/2016 EBRADFORI 43,833.00 6,988.00 50,821.00 Sewer Camera Replacement 6016 12/12/2016 EBRADFORI 43,833.00 6,049.00 56,870.00 0.00 APPROVED: 4 - 0 On: Dec. 12, 2016 VERIFIED: /�x EBRADFORD 12/06/2016 8:58:54AM Page 1 of 1 fl 142r03 Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 7 of 16 Ordinance #20161212-8.0 AN ORDINANCE AMENDING THE UNIFIED DEVELOPMENT ORDINANCE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. Section 3.8.5.1.a is hereby amended to delete the phrase "complete a Phase 1 analysis as part of their SUP submittal" and insert the phrase "indicate how those resources will be protected or documented if protections is not practicable as part of their development plan." as replacement language. Section 2. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 3. This ordinance shall become effective upon adoption. The foregoing ordinance having been submitted to a vote, received the following vote and was duly adopted this 12th day of December, 2016. Ayes: 4 Noes: 0 Absent or Excused: - � -- � A - 6aa Katherine M. Cathey, Town C rk Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 8 of 16 Ordinance #20161212-8.D AN ORDINANCE AMENDING THE UNIFIED DEVELOPMENT ORDINANCE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. Section 3.13.3.d is hereby amended to insert the phrase "if required by Section 3.1 of the Street Design Standards" after "(TIA)" in the paragraph. Section 2. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 3. This ordinance shall become effective upon adoption. The foregoing ordinance having been submitted to a vote, received the following vote and was duly adopted this 12th day of December, 2016. Ayes: 4 Noes: 0 Absent or Excused: X Katherine M. Cathey, Town Clerk Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 9 of 16 Ordinance #20161212-8.E AN ORDINANCE AMENDING THE UNIFIED DEVELOPMENT ORDINANCE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. Section 6.2, Design Manual is hereby deleted and the section is noted as "reserved for future codification." Section 2. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 3. This ordinance shall become effective upon adoption. The foregoing ordinance having been submitted to a vote, received the following vote and was duly adopted this 12th day of December, 2016. Ayes: 4 Noes: 0 Absent or Excused: 1 . l Katherine M. Cathey, Town Werk Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 10 of 16 Ordinance#20161212-8.F AN ORDINANCE AMENDING THE UNIFIED DEVELOPMENT ORDINANCE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. Section 6.11.7.3 is hereby amended by deleting "Non -security lighting shall be extinguished when the operation is closed or not in use." from the section. Section 2. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 3. This ordinance shall become effective upon adoption. The foregoing ordinance having been submitted to a vote, received the following vote and was duly adopted this 12th day of December, 2016. Ayes: 4 Noes: 0 Absent or Excused: 1 Katherine M. Cathey, Town Gferk Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 11 of 16 Ordinance #20161212-8.G AN ORDINANCE AMENDING THE UNIFIED DEVELOPMENT ORDINANCE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. Section 7.5.2.1 is hereby amended to insert "If the resultant lot is still non- conforming, it may be developed as if it was a non -conforming lot of record." at the end of the paragraph. Section 2. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 3. This ordinance shall become effective upon adoption. The foregoing ordinance having been submitted to a vote, received the following vote and was duly adopted this 12th day of December, 2016. Ayes: 4 Noes: 0 Absent or Excused: 1 0�ij� - COIU4 - Katherine M. Cathey, Town Jerk Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 12 of 16 Ordinance #20161212-8.I AN ORDINANCE AMENDING CHAPTER 14, APPENDIX A, TABLE A-1 THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. Chapter 14, Appendix A, Table A-1 is hereby amended as follows: Additions to items 1 and 5 (revisions are noted in underlined bold italics): "1. Water Capital Facilities. Purpose: To recover a portion of the capital costs of providing water system facility capacity. Examples: water lines larger than 8", water pumping stations, elevated storage tanks, reservoirs, and water treatment plants." "5. Sewer Capital Facilities. Purpose: To recover a portion of the capital costs of providing sewer system facility capacity. Examples: sewer lines larger than 8", outfall and intercepter sewers remises, sewage pump stations, and wastewater treatment plants." Section 2. All provisions of any Town ordinance in conflict with this ordinance are repealed. Section 3. This ordinance shall become effective upon adoption. The foregoing ordinance, having been submitted to a vote, received the following vote and was duly adopted this the 12th day of December, 2016. Ayes: 4 Noes: 0 Absent or Excused: 1 Kat erine Cathey Town Clerk •``��"�'�SB %. O vN O f Town of Hills gh z •.,,�,,CARO%� Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 13 of 16 Resolution #20161212-9.0 TOWN OF HILLSBOROUGH BOARD OF COMMISSIONERS RESOLUTION MODIFING A SPECIAL USE PERMIT SUBJECT TO SPECIAL CONDITIONS AFFECTING 4.97 ACRES OF LAND IDENTIFIED AS OC PIN 9873-25-6187 WHEREAS, the Town of Hillsborough Board of Commissioners has received an application from The Little School Development Group, LLC to modify their Special Use Permit to operate a day care facility at 325 College Park Road on the parcel known as OC PIN 9873-25- 6187; and WHEREAS, the Town of Hillsborough Planning Board and the Board of Commissioners conducted a joint public hearing to consider the application on October 20, 2016 after giving notice thereof as required by law; and WHEREAS, at the aforesaid public hearing, the Applicant and all others wishing to be heard in connection with the Application were given an opportunity to do so; and WHEREAS, the Town of Hillsborough Planning Board has made it's recommendation to the Town of Hillsborough Board of Commissioners regarding the Application; WHEREAS, the Town of Hillsborough Board of Commissioners has considered the recommendation of the Planning Board and all the information and testimony presented to it at the public hearings. NOW, THEREFORE, BE IT RESOLVED by the Town of Hillsborough Board of Commissioners, on motion of Commissioner Lowen, seconded by Commissioner Bell, this 12th day of December, 2016 as follows; 1. The Board of Commissioners has considered all the information presented to it both in support of and in opposition to the application at the October public hearing; 2. The Board of Commissioners finds that the requested permit is within its jurisdiction according to the Table of Permissible Uses, that the application is complete, and that if the proposed development is completed as proposed in the application, subject to the Special Conditions attached hereto, it will comply with the requirements of the Unified Development Ordinance. 3. The Special Conditions attached hereto are intended to preserve and/or promote the health, safety and welfare of the surrounding areas and the Town of Hillsborough in general, and to insure that the provisions established by Section 3.8 and 5.2.9.2 of the Unified Development Ordinance are met. 4. Upon adoption of this Resolution, the Town of Hillsborough shall issue a Special Use Permit modification in the standard form with the Special Conditions attached and notice of Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 14 of 16 Resolution #20161212-9.0 this decision and issuance of the special use permit shall be transmitted forthwith in accordance with Section 3.8.16 of the Unified Development Ordinance. 5. The Special Conditions applying to this Special Use Permit modification are: a. The conditions attached to the October 14, 2008 approval remain in effect except as specifically modified below. b. Waivers 1, 2, 3, 4, 5, and 7 detailed in the August 16, 2016 application materials are hereby granted as requested. c. The one hundred foot perimeter buffer shown on the original SUP and Waterstone Master Plan can be modified to allow encroachments for parking as shown in the October 5, 2016 site plan accompanying the modification request. d. The enrollment cap of 196 students included in the original Special Use Permit submittal information is hereby replaced with a requirement that the applicant provide annual documentation to the Hillsborough Planning Department confirming they are in compliance with the town's parking requirement of one space per employee and one space per eight students based on the enrollment and employment information provided to the state as part of determining its star rating annually. e. The October 5, 2016 site plan package becomes the approved site and special use permit compliance drawings for the property, including documentation of current play structures and signage. The foregoing Resolution was put to a vote of the Town of Hillsborough Board of Commissioners, the results of which vote are as follows: Ayes: 4 Noes: 0 Absent or Excused: 1 Dated: December 12, 2016 X atherine M. Cathey, T n Clerk Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 15 of 16 Ordinance #20161212-9.D AN ORDINANCE AMENDING THE ZONING MAP OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Whereas an application has been made for the rezoning of the property herein; and Whereas the application has been referred to the Town Planning Board for its recommendation and the Planning Board has provided the Town Board with a written recommendation addressing the consistency of the proposed rezoning with the Town's comprehensive plan and such other matters as the Planning Board deemed appropriate; and Whereas the Town Board has, prior to acting on the application, adopted a statement describing the consistency of the proposed rezoning with the Town's comprehensive plan and explaining why the action contemplated by the Town Board as reflected herein is reasonable and in the public interest. NOW, THEREFORE, be it ordained as follows: Section 1. The Zoning Map of the Town of Hillsborough is hereby amended to rezone 9.75 acres at 505 Eno Street from General Industrial to Adaptive Re -Use (OC PIN 9864-65-3492). Section 2. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 3. This ordinance shall become effective upon adoption. The foregoing ordinance having been submitted to a vote received the following vote and was duly adopted this 12th day of December, 2016. Ayes: 4 Noes: 0 Absent or Excused: 1 �&Ll i_Jll (I /. IF - Katherine M. Cathey, Town Jerk Dec. 12, 2016 Board of Commissioners Regular Meeting Approved: Page 16 of 16 Ordinance #20161212-9.G AN ORDINANCE AMENDING THE UNIFIED DEVELOPMENT ORDINANCE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. Section 7.3, Nonconforming Characteristics of Use, is hereby amended to insert a new section as section 7.3.3, as follows: 7.3.3 NONCONFORMING CHARACTERISTICS OF NONRESIDENTIALLY ZONED PROPERTIES An applicant seeking a Zoning Compliance Permit for a change of use will not be required to correct identified non -conforming characteristics when all of the following are met on a non -residentially zoned site: a) The non -conformities are related to non-compliance with provisions of Section 6 (excluding section 6.20). b) The use is permitted by right in the district and does not require a modification to a Conditional Use or Special Use Permit to occupy the location in question. C) The applicant either does not need a site plan or meets the site plan threshold for Planning Director only review. d) The non -conforming characteristics are not being expanded or made more non- conforming in any way e) No new non -conformity is being established t) The site complies with requirements in Section 5.2 for the requested use (if applicable) g) The renovation proposed by the applicant to occupy the building (including interior upfit) does not exceed thirty percent of the existing structure's value listed for tax purposes. Section 2. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 3. This ordinance shall become effective upon adoption. The foregoing ordinance having been submitted to a vote, received the following vote and was duly adopted this 12th day of December, 2016. Ayes: 4 Noes: 0 Absent or Excused: i Katherine M. CatheTown Gfeik Y Board of Commissioners Agenda Abstract Form Meeting Date: January 23, 2017 Department: Administration/Budget Public Hearing: ❑ Yes ® No Date of Public Hearing: PRESENTER/INFORMATION CONTACT: ITEM TO BE CONSIDERED Subject: Miscellaneous budget amendments and transfers. Attachment(s): Description and explanation for budget amendments and transfers. For Clerk's Use Only AGENDA ITEM # Brief Summary: To adjust budgeted revenues and expenditures where needed due to changes that have occurred since budget adoption. Action Requested: Consider approving budget amendments and transfers. ISSUE OVERVIEW Background Information & Issue Summary: Financial Impacts: As indicated by each budget amendment. Staff Recommendations/Comments: To approve the attached list of budget amendments. 6.13 Consent Regular Closed Agenda Agenda Session Brief Summary: To adjust budgeted revenues and expenditures where needed due to changes that have occurred since budget adoption. Action Requested: Consider approving budget amendments and transfers. ISSUE OVERVIEW Background Information & Issue Summary: Financial Impacts: As indicated by each budget amendment. Staff Recommendations/Comments: To approve the attached list of budget amendments. TOWN OF HILLSBOROUGH FY 2016-2017 BUDGET CHANGES REPORT DATES: 01/23/2017 TO 01/23/2017 CHANGE ORIGINAL BUDGET AMENDED REFERENCE NUMBER DATE USER BUDGET CHANGE BUDGET GF- 10-00-3900-3900-000 FUND BALANCE APPROPRIATION Rev. Acct. To cover new police training program 6069 01/23/2017 EBRADFORI 570,293.00 5,000.00 831,255.00 GF - 10-00-9990-5300-000 CONTINGENCY Rev. Acct. To cover new police training program 6070 01/23/2017 EBRADFORI 150,000.00 -5,000.00 0.00 Admin. 10-10-4200-5300-080 TRAINING/CONF./CONV. Replace Clerk's Computer 6071 01/23/2017 EBRADFORI 16,645.00 -1,710.00 16,185.00 Admin. 10-10-4200-5300-338 SUPPLIES -DATA PROCESSING Replace Clerk's Computer 6072 01/23/2017 EBRADFORI 2,500.00 1,710.00 4,210.00 Local 10-10-4300-5300-338 SUPPLIES -DATA PROCESSING Gov channel UPS and Replace Battery 6073 01/23/2017 EBRADFORI 0.00 1,715.00 1,715.00 Local 10-10-4300-5300-570 MISCELLANEOUS Gov Channel ITS and Replace Battery 6074 01/23/2017 EBRADFORI 4,000.00 -1,715.00 2,285.00 Planning 10-10-4900-5300-140 TRAVEL / VEHICLE ALLOTMENT To cover vehicle allotment overages 6050 01/23/2017 EBRADFORI 1,200.00 108.00 1,308.00 Planning 10-10-4900-5300-320 SUPPLIES To cover office suppy overages 6053 01/23/2017 EBRADFORI 300.00 37.00 337.00 Planning 10-10-4900-5300-330 DEPARTMENTAL SUPPLIES To cover vehicle allotment overages 6051 01/23/2017 EBRADFORI 1,400.00 -108.00 1,292.00 To cover office suppy overages 6052 01/23/2017 EBRADFORI 1,400.00 -37.00 1,255.00 Police - 10-20-5100-5300-080 TRAINING/CONF./CONV. Admin. To cover new police training program 6075 01/23/2017 EBRADFORI 13,500.00 10,000.00 24,550.00 Police - 10-20-5110-5300-330 DEPARTMENTAL SUPPLIES Patrol To cover uniform overages 6076 01/23/2017 EBRADFORI 64,500.00 -3,376.00 53,157.00 Police - 10-20-5110-5300-350 UNIFORMS Patrol To cover uniform overages 6077 01/23/2017 EBRADFORI 9,100.00 3,376.00 12,943.00 Fleet 10-30-5550-5300-150 MAINTENANCE - BUILDING Maintenance NC-86 generator repair 6078 01/23/2017 EBRADFORI 6,210.00 -300.00 5,260.00 Fleet 10-30-5550-5300-159 MAINTENACNE - EQUIPMENT Maintenance NC-86 generator repair 6079 01/23/2017 EBRADFORI 1,000.00 300.00 1,300.00 30-80-7220-5300-320 SUPPLIES - OFFICE Engineering To cover Upper Neuse River Basin dues c 6082 01/23/2017 EBRADFORI 2,600.00 -556.00 2,044.00 30-80-7220-5300-330 SUPPLIES - DEPARTMENTAL Engineering To cover Upper Neuse River Basin dues c 6083 01/23/2017 EBRADFORI 2,000.00 -556.00 1,444.00 30-80-7220-5300-531 UPPER NEUSE RIVER BASIN DUES Engineering To cover Upper Neuse River Basin dues c 6084 01/23/2017 EBRADFORI 18,000.00 1,112.00 19,112.00 Billing & 30-80-7240-5300-112 POSTAGE Collections To cover postage overages 6085 01/23/2017 EBRADFORI 50.00 76.00 126.00 Billing & 30-80-7240-5300-454 C.S./SOUTH DATA Collections To cover Postage and Miscellaneous over 6087 01/23/2017 EBRADFORI 15,000.00 -276.00 14,724.00 Billing & 30-80-7240-5300-570 MISCELLANEOUS Collections To cover Miscellaneous overages 6086 01/23/2017 EBRADFORI 200.00 200.00 400.00 wTP 30-80-8120-5100-020 SALARIES PT WTP Operator salary 6089 01/23/2017 EBRADFORI 362,999.00 25,000.00 387,999.00 EBRADFORD 01/17/2017 4:14:18PM Page 1 of 2 fl142r03 TOWN OF HILLSBOROUGH 97,843.00 FY 2016-2017 BUDGET CHANGES REPORT 1,169.00 DATES: 01/23/2017 TO 01/23/2017 67,108.00 CHANGE ORIGINAL REFERENCE NUMBER DATE USER BUDGET WTP 30-80-8120-5100-021 PERSONNEL EXPANSION - SALARIES 495.00 Move PT WTP Oper. funds to salary & bf 6088 01/23/2017 EBRADFORI 26,913.00 WTP 30-80-8120-5120-050 FICA PT WTP Operator FICA 6090 01/23/2017 EBRADFORI 29,605.00 WTP 30-80-8120-5300-080 TRAINING/CONF./CONV. PT WTP Operator training funds 6091 01/23/2017 EBRADFORI 4,500.00 WTP 30-80-8120-5300-530 DUES & SUBSCRIPTIONS PT WTP Operator dues funds 6093 01/23/2017 EBRADFORI 5,000.00 WTP 30-80-8120-5300-600 PERSONNEL EXPANSION - OP COSTS Move PT WTP Operator funds to operatir 6092 01/23/2017 EBRADFORI 260.00 Water 30-80-8140-5300-165 MAINTENANCE - INFRASTRUCTURE Distribution To cover infrastructure maintenance over: 6094 01/23/2017 EBRADFORI 7,000.00 Water 30-80-8140-5300-330 DEPARTMENTAL SUPPLIES Distribution To cover tax/tag & maint. infrastructure o 6096 01/23/2017 EBRADFORI 106,000.00 Water 30-80-8140-5300-571 MISC.-TAX, TAGS, ETC. Distribution To cover tax & tag overages 6095 01/23/2017 EBRADFORI 500.00 WW 30-80-8200-5300-330 SUPPLIES - DEPARTMENTAL Collection To cover waste disposal overages 6098 01/23/2017 EBRADFORI 82,000.00 WW 30-80-8200-5300-456 C.S./VAC WASTE DUMPSTER Collection To cover waste disposal overages 6097 01/23/2017 EBRADFORI 1,200.00 WWTP 30-80-8220-5100-010 OVERTIME COMPENSATION To cover overtime overages 6101 01/23/2017 EBRADFORI 5,000.00 WWTP 30-80-8220-5300-150 MAINTENANCE - BUILDING CCTV equipment & installation 6080 01/23/2017 EBRADFORI 14,640.00 WWTP 30-80-8220-5300-320 CHEMICALS To cover overtime overages 6102 01/23/2017 EBRADFORI 111,120.00 WWTP 30-80-8220-5300-330 SUPPLIES - DEPARTMENTAL To cover software maintenance overages 6100 01/23/2017 EBRADFORI 7,220.00 WWTP 30-80-8220-5300-458 DATA PROCESSING SERVICES To cover software maintenance overages 6099 01/23/2017 EBRADFORI 460.00 WWTP 30-80-8220-5700-735 CAPITAL - BUILDINGS & IMPROVEMENTS CCTV equipment & installation 6081 01/23/2017 EBRADFORI 20,000.00 EBRADFORD 01/17/2017 4:14:18PM fl142rO3 BUDGET AMENDED CHANGE BUDGET -26,913.00 0.00 1,913.00 31,518.00 200.00 4,700.00 60.00 5,270.00 -260.00 0.00 500.00 7,500.00 -1,169.00 97,843.00 669.00 1,169.00 -1,855.00 67,108.00 1,855.00 3,055.00 2,000.00 7,000.00 -750.00 13,890.00 -2,000.00 109,120.00 -35.00 7,185.00 35.00 495.00 750.00 20,750.00 10,000.00 Page 2 of 2 PRESENTER/INFORMATION CONTACT: Ken Hines, Public Works Director ITEM TO BE CONSIDERED Subject: Request for an encroachment agreement for 311 North Occoneechee Street Attachment(s): Encroachment Agreement and Exhibit A & B Brief Summary: The property owner of 311 N. Occoneechee Street is requesting an encroachment agreement to install a catch basin and 65 feet of 20 inch HDPE stormwater pipe within the town right-of-way Action Requested: Consider approval of the encroachment agreement ISSUE OVERVIEW Backaround Information & Issue Su The property is currently a vacant lot approved for building a residential house. Installation of the catch basin and stormwater pipe within the right-of-way will reduce the slope of the property to the drainage conveyance and allow for drivewav construction. Financial Impacts: None Staff Recommendations/Comments: Public works and stormwater staff recommend approval of the encroachment agreement. Prepared by Robert E. Hornik, Jr. & Return to: The Brough Law Firm 1526 E. Franklin Street Suite 200 Chapel Hill, NC 27514 ORANGE COUNTY NORTH CAROLINA ENCROACHMENT AGREEMENT FOR A STRUCTURE OTHER THAN A SIGN The Town of Hillsborough (the "Town"), owner of a municipal roadway known as North Occoneechee Street (the "Property"), and Sarah Palmer, owner of property located at 311 North Occoneechee Street (the "Adjacent Owners"), pursuant to a deed or other instrument of conveyance recorded in Book 6094, Page 233 in the Orange County Register of Deeds and identified by PIN Number 9864-77-8833 (the "Adjacent Property"), hereby agree as follows: The Town hereby grants a license to the Adjacent Owners to install and maintain a catch basin and sixty-five feet of 20 inch OD HDPE stormwater pipe (but no other use or improvements) on the Property, as is depicted on Exhibit A and Exhibit B attached hereto. No further license for any other encroachment is granted. The parties further agree that: (i) the license granted herein does not confer or pass any title, interest or estate in the Property; (ii) the Town may require the Adjacent Owner to modify or remove the improvements made pursuant to this Agreement if the Town, in its sole discretion, determines that the improvements negatively affect stormwater drainage on North Occoneechee Street; (iii) that the license granted herein may be revoked at any time by the Town by giving written notice to the Adjacent Owners; (iv) upon such revocation, the Adjacent Owners agree to remove and discontinue use of the catch basin and stormwater pipe authorized herein within thirty (30) days after receipt of the Town's written notice; (v) any expenses arising from the revocation of the license granted herein or the removal and discontinuation of use of the catch basin and stormwater pipe are to be paid by the Adjacent Owners; (vi) if the catch basin and stormwater pipe are not removed and discontinued as provided in (iv), the Town is authorized to remove the catch basin and pipe and other objects on the Property without any liability therefore and without the necessity of a hearing or other judicial intervention, with expenses to be paid by the Adjacent Owner, and if not paid, the expenses of removal and discontinuance of use, including any attorney's fees associated with the removal and assertion of the Town's interest, shall be a lien upon the Adjacent Property and shall be collected as unpaid taxes; (vii) the Adjacent Owners agree to, and hereby do, hold the Town harmless from any damage to the catch basin and stormwater pipe in the public right-of-way which may be caused by the Town's routine maintenance of the Property. The parties further agree that this Encroachment Agreement will be recorded in the registers of deeds office in the chain of title for the Adjacent Property so that any successor in title to the Property has record notice of the privileges and obligations associated with this license. The parties also agree that the fees associated with recording the Encroachment Agreement will be paid by the Adjacent Owner. So agreed this day of January, 2017. Adjacent Owner Adjacent Owner County, North Carolina I, , a Notary Public for said County and State, do hereby certify that Sarah Palmer, Adjacent Owner, personally appeared before me this day and acknowledged the due execution of the foregoing instrument. Witness my hand and official seal, this the day of January, 2017. (Official Seal/Stamp) My commission expires: TOWN OF HILLSBOROUGH LN ATTEST: Katherine Cathey, Town Clerk Notary Public Eric Peterson, Town Manager (SEAL) Orange County, North Carolina I, , a Notary Public for said County and State, do hereby certify that Eric Peterson, Hillsborough Town Manager, personally appeared before me this day and acknowledged the due execution of the foregoing instrument. Witness my hand and official seal, this the day of January, 2017. (Official Seal/Stamp) Notary Public My commission expires: PB. 106 PG. 169 Exhibit B 311 North Occoneechee St. WSDOT TYPE 26 RALE AND fRAIE AVAUA13LE SEPARATELY OR ITR FWAE CAST INTO 6' CONCRETE SLAB NEES CLARK COUNTY, NA SPECFICATIDN). SOOT TYPE i TOP 901111, 499 IBS NSDOT TIPS i RISERS RUMBLE RISER Y WEICNC BD LRS RISER 47 NEIBND 155 IRS RISER 6' �..� WOW.- 236 IBS IdSR 12' •,,I,• ' NOCK 479 !BS NOTES: 1. MEETS NSOOT SPECIFICATIONS STANDARD PLN 0-25.60-00 2. All DIMENSIONS SUBJECT TO ALLOIMABIE SPEgFMATION TOLERANCES. jr TBY CLFAR 9PENRO (7) EACH ULL a PRESENTER/INFORMATION CONTACT: Ken Hines, Public Works Director ITEM TO BE CONSIDERED: Dedication and acceptance of Huddle Street and Mitchell Street (East Corbin Street to Huddle Street) from E & A Development, Inc. in the Corbin Creek Woods subdivision Attachment(s): Street Infrastructure Schedule of Values Backaround: E & A Development, Inc. is requesting the dedication of Huddle St. and Mitchell St. in the Corbin Creek Woods subdivision be accepted by the town. Acceptance of the dedication will commence the start of a one (1) year maintenance warranty period. The public works department has inspected and approved construction of the street, stormwater (street related), and sidewalk infrastructure. The approximate length of Huddle St. is 647 feet and Mitchell St. is 481 feet. Action Requested: Approve acceptance of Huddle St. and Mitchell Street on the condition that E & A Development, Inc. provides a one (1) year warranty bond or letter of credit for street related infrastructure in the amount of $19, 961 (10% of the schedule of values). Upon expiration of the one-year maintenance period, the town will be financially responsible for maintenance in accordance with established policy and practice. ISSUE OVERVIEW: Acceptance of the street will enable public works to provide services and maintain the street, curb and gutter and sidewalks after the warranty period has expired. Financial Impacts: None. Staff Recommendations/Comments: The public works director recommends acceptance of Huddle and Mitchell St. in the Corbin Creek Woods subdivision. CORBIN CREEK WOODS JAN. 03, 2017 East Corbin Street Hillsborough, NC SCHEDULE OF VALUES FOR PUBLIC ROADWAY CONSTRUCTION Mr. Ken Hines Public Works Director Town of Hillsborough Hillsborough, NC This schedule of values for the public roadway improvements associated with the newly constructed Corbin Creek Woods Subdivision represents the costs at time of construction, as listed below. The roadways included with this development are Mitchell Street (north of East Corbin Street) and Huddle Street. Please accept this information on behalf of the owner, and if acceptable to the Town of Hillsborough, please begin the one year warranty period for the roads listed above. Thank you for your attention to this matter and let us know if you need anything further. Roadway Storm Drainage (15 structures, 2 FES and 1167 LF of piping) _ $ 61,570 5' Wide Public Sidewalk (2590 LF) _ $ 35,975 Asphalt Paving & Stone Base (1055 SY) _ $ 74,350 Concrete Curb and Gutter (2310 LF) _ $ 27,720 TOTAL COST = $ 199,615 � 1Il z'�f� � Q -- EV `p-9'j� Oere SEAL r: 036242 SUMMIT DESIGN AND ENGINEERING SERVICES '{i'�q�rj' • ° • •�g(3 'S Chad E. Abbott, P.E. Manager, Land Development Dept. PRESENTER/INFORMATION CONTACT: Phillip Cordeiro, Assistant Finance Director ITEM TO BE CONSIDERED Subject: Resolution to officially appoint Phillip Cordeiro as Deputy Finance Officer. Attachment(s): N/A Resolution for consideration. Brief Summary: North Carolina General Statute 159-24 states that each local government and public authority shall appoint a finance officer. Action Requested: Adopt the attached resolution appointing Phillip Cordeiro as Deputy Finance Officer. ISSUE OVERVIEW Background Information & Issue Summary: It was recently discovered that the board had not officially appointed Phillip Cordeiro as Deputy Finance Officer. This item is to rectifv this oversiaht. Financial Impacts: None Staff Recommendations/Comments: Adopt the resolution as presented. WHEREAS, North Carolina General Statute 159-24 states each local government and public authority shall appoint a finance officer; and WHEREAS, the Finance Officer is responsible for providing financial safeguards and ensuring that all duties of the Finance Officer are adequately and efficiently covered; and WHEREAS, Phillip Cordeiro, Assistant Finance Director, is qualified to serve in the position of Deputy Finance Officer; and WHEREAS, as internal controls are an integral part of the organization, this appointment will improve the segregation of duties; and WHEREAS, having a Deputy Finance Officer will help ensure that all duties of the Finance Office are adequately and effectively covered. NOW, THEREFORE, BE IT RESOLVED THAT THE HILLSBOROUGH TOWN BOARD hereby appoints Phillip Cordeiro as Deputy Finance Officer, effective January 23, 2017. Adopted this the 23rd day of January 2017. Tom Stevens, Mayor ATTEST: Katherine Cathey, Town Clerk PRESENTER/INFORMATION CONTACT: Katherine Cathey, Human Resources Director/Town Clerk ITEM TO BE CONSIDERED Subject: Board of Commissioners meeting schedule amendment Attachment(s): 2017 Board of Commissioners meeting schedule Brief Su The 2017 Board of Commissioners meeting schedule amendment, includes the following additions: 1. Board of Commissioners Annual Budget Retreat on Saturday, Mar. 11, 2017 (Location: UNC Hospitals Hillsborough Campus, 430 Waterstone Dr., Hillsborough) 2. State of the Town Address on Monday, March 27, 2016 (Location: Whitted Human Services Center, 300 W. Tryon St., Hillsborough) 3. Board of Commissioners Budget Work Session on Monday, May 22, 2016 (Public Hearing/General Fund/Water & Sewer Fund) 4. Board of Commissioners Budget Work Session on Monday, June 5, 2016 (if necessary) Action Requested: ISSUE OVERVIEW Background Information & Issue Summary: Financial Impacts: Staff Recommendations/Comments: [OWN OF HILLSBOROUGII �1 Hillsborough Board of Commissioners Meeting Schedule — 2017 All meetings start at 7 p.m. and are in the Town Barn, located at 101 E. Orange St. on the Town Hall Campus, unless otherwise noted. Times, dates and locations are subject to change. Monday, Jan. 9 Regular meeting Thursday, Jan. 19 Joint public hearing with Planning Board Monday, Jan. 23 Work session Monday, Feb. 13 Regular meeting Thursday, Feb. 23 Joint meeting with Orange County Board of Commissioners Whitted Human Services Center, 300 W. Tryon St. Monday, Feb. 27 Work session Saturday, Feb. 27 Annual budget retreat — 9 a.m. UNC Hospitals Hillsborough Campus, 430 Waterstone Drive Monday, March 13 Regular meeting Monday, March 27 Work session — State of the Town Address Whitted Human Services Center, 300 W. Tryon St. Monday, April 10 Regular meeting Thursday, April 20 Joint public hearing with Planning Board Monday, April 24 Work session Monday, May 8 Regular meeting Monday, May 22 Budget work session — public hearing for general and water and sewer funds Monday, June 5 Budget work session Monday, June 12 Regular meeting Monday, June 26 Work session Thursday, July 20 Joint public hearing with Planning Board Monday, Aug. 14 Regular meeting Monday, Aug. 28 Work session Monday, Sept. 11 Regular meeting Monday, Sept. 25 Work session Monday, Oct. 9 Regular meeting Thursday, Oct. 19 Joint public hearing with Planning Board Monday, Oct. 23 Work session Monday, Nov. 13 Regular meeting Thursday, Nov. 16 Assembly of Governments meeting Whitted Human Services Center, 300 W. Tryon St. Monday, Nov. 27 Work session Monday, Dec. 11 Regular meeting Adopted: Sept. 12, 2016 Amended: Nov. 14, 2016 Amended: Jan. 23, 2017 PRESENTER/INFORMATION CONTACT: Margaret Hauth, Planning Director ITEM TO BE CONSIDERED Subject: Discuss senior affordable housing parcel in Waterstone with Habitat for Humanity representatives Attachment(s): Presentation slides Brief Summary: Habitat continues to work on the details of the proposed development of affordable townhomes in Waterstone for senior clients. They would like to discuss their progress with the board and get feedback as to the acceptability of the draft concept. Action Requested: Discussion and direction ISSUE OVERVIEW Background Information & Issue Summary: Financial Impacts: Staff Recommendations/Comments: Hillsborough Board of Commissioners Meeting January 23, 2017 Senior Housing at Waterstone Habitat for Humanity We build strength, stability and self-reliance through shelter. Orange County, NC Revised Site Plan that takes into account: — Input from Ashton Woods — Input from Town staff — Survey with trees located • Revision of HOA documents to allow Habitat's senior development to be � charged a lower rate of assessment Site Plan 9-2016 662 / 16 PARKING SPACES _ {� 5gg�g11 1% Fulkerson, Architect 662.4-7 555 ArrhitMure.Interior Dea{gn.Planning 1 {I 7 6 UNITS TOTAL: - 4 ONE BEDROOM PLUS BED NICHE - 2 STUDIO 66' 75 66 FRONT FOR iK TREES �, - 6 UNITS TOTAL: - 2 ONE BEDROOM PLUS BED 4 ONE BEDROOM PNO EXISTING OAK TREES TO REMAIN �f j PRIVACY FENGING� I f f RIM: 658. AGGE555LE 5PAGE� 64 5.84' 1 32 t'ARKIM 5 UNITS TOTAL: - 2 ONE BEDROOM PLU5 BED NICHE - 3 STUDIO 7 UNITS TOTAL: -17911 - 4 ONE BEDROOM PLUS BED - 2 ONE BEDROOM - I STUDIO g 2122R dW-..d R - d Chapel H 11, NC 27516 Phone: 41.4-433-3446 E i1 jfareh4n indspring.eom ` y Website w:jFarch om { HABITAT WATERSTONE SM PLAN — TOWNHOUSES 1i e 1`=4{Y 3. j :HES '�R o to' zo' 4o' X — 0MAIL'E S PRIVACY FENCING- qs (G) - �j ACCESSIBLE VAN SPA -E - SIDEWALK r5r- SETBACK - -j �. FRONT PORCHES u Site Plan= January 2017 5IF%f§7r AL: .3 0hF EWFE M FLIPS Fs? NX -E 13 OKE EFEDF_Ci7Fr1 FFTVACYFRdGiaC y Mdrl 2STI .01 5 F�6 hryAeid4e{ I Lv" lied CY�7. NC 'x Y6 I If tr;.. fS 41=285 II F{ f ff hr CG#7o1{6EF€apY myy"C sW -b 4I �+ � � • [ RAtEkaSY f0 Mi�1I�iDkYPJ4Y= r'�_'"— - 1 i rp RENG4T fn J ti "__r,_ z CF&SiiLEYri - +� F#SRdG DAX � T * �- � _ rlrrv•'- 1J f� LaSFE FA,FIFEF � GARUE Int JF 7I FU IS TOTAL: 112-F Com[ Rik]A" PLUS PLa NG -F f 3OnfErfowFLU*FDNU-F SI" I 1 I' FA - 1 -OW 1 FIM,E3FDF9a F p F9 OF F•tFfER ARFA I 5ET@J4 i — n r rlAl. = .. SfCFYIfJ k Tar t cl�hl F€ Oh'r FOFG-E I �d TO SUPA'Al K. Oh I I SCf 4ti;a� r _ ?}.I FCr- PARK RQkP F 5F tiFd: G5_. .r F `'OhlSFALE EMS7 4G XTREFT9 a jP ;; :5 FARKING O"ELT F TD 4 t 5t1 QL --U Units pulled away from Monarda Drive ❑ Setback along College Park Road decreased to 15' ❑ Buildings moved out of the perimeter buffer at the southeast corner of the property ❑ Most all of the paved area/sidewalk out of the buffer as well ❑ Consolidated parking in northernmost lot so parking closer to the three unit building ❑ Large trees at the west end of north parking lot should be able to be preserved (depending on grading requirements) ❑ Connector to the Little School parking area added- connects into the north end of their parking area ❑ Sidewalks connect to the sidewalk at Monarda Way and � College Park Road . r q A n nested' • Administrative approval of SUP modification application • Possible reduction in number of required parking spaces • Funding to assist with infrastructure development costs. Requesting $125,000 in FYI 7-18 Thank you! Habitat for Humanity" We build strength, stability and self-reliance through shelter. Orange County, NC PRESENTER/INFORMATION CONTACT: Margaret Hauth, Planning Director ITEM TO BE CONSIDERED Subject: Receive presentation and offer comments regarding Regional Comprehensive Transportation Plan currently in public comment period for the Durham -Chapel Hill -Carrboro Metropolitan Planning Organization Attachment(s): Presentation slides; Hillsborough projects page Brief Summary: The MPO has released its Comprehensive Transportation Plan for public comment. This plan is for the region and serves to replaces the Thoroughfare Plans prepared by individual jurisdictions. This presentation is for information and to provide an opportunity for the board and public to comment on the components. Action Requested: Discussion ISSUE OVERVIEW Background Information & Issue Su The Comprehensive Transportation Plan (CTP) is not fiscally constrained and includes more projects than the Metropolitan Transportation Plan (MTP) and more projects than the Transportation Improvement Plan (TIP). Generally, local pedestrian projects are not identified in the CTP because these projects tend to be very small and are difficult to map at the regional level. This meeting is part of a larger effort to engage the public and discuss the proposed plan. The Metropolitan Planning Organization board will take up action on this plan in March so that NCDOT can receive and approve it in April. Financial Impacts: N/A Staff Recommendations/Comments: N/A DCHC rt,•arni,edi[an ['Lr,x,ria,t; f)r};.,,,ur:,rl„r, Planning Tmmnrrow Tnday Comprehensive Transportation Plan Hillsborough Town Board January 9, 2017 M,ariDCHWhat is the DC H C MPO? unni, Planning Tmmnrrow lta tl .a a Durham -Chapel Hill Carrboro Metropolitan Planning Organization Responsible for long range transportation planning in Durham City and County, and Parts of Orange County and Chatham County. Federal mandate - MPO must plan and approve use of federal transportation funding Policy Board -- Composed mostly of local elected officials from member jurisdictions and counties. 01/04/2017 1 ,,,.,.frPD„'C,H -,,.rr, What is the D C H C MPO? Planning Tomorrow Today (continued) M f d• fti x rn➢C HC Napo Bo M.vy C—ty 9GurMorief ► ost un jng assigned in cooperation with NCDOT, but MPO also has discretionary highway, bicycle, pedestrian and I transit funding. ® All urbanized area must be in the MPO planning boundary. Transportation Planning Framework Comprehensive Transportation Plan zo+ Year MPO Metropolitan Transportation Plan ,o -Year State Transportation Improvement Program (STIP) [First 5 years- delivery STIP, Latter 5 years - developmental /. STIP] State requirement for MPOs and RPOs, multimodal plan to address future needs Required federally for MPOs only, includes fiscal constraint Prioritization process - the gateway into the STIP Funded projects, Includes MPO's TIPS plus rural projects Federal Approval of first 4 years 01/04/2017 K Transportation Planning Framework (Continued) Typical Stages of NMOT Project Development PLANNING PROGRAMMING DESIGN RIGHT -0F -WAY 1'IP 57UQ1 SIP dHA m1S.IQ1 LNG PHCOYI@HIi i�IBPROCi3S PTr#- A f SE89M �NTAMeR Imor SmIYS[ASY6 PfiOf\ImQ1IX 41300 � FIBCNS�fAI� I LL718TRTLl araa•Isaran® lIL76IN7YEWUGES esrsNnessourT�s raxN710N y� TO NCfIIT BGNM FCR qgM N MLYEBEM men F�nf pleyESr STP OCNN NBVJM urws uPmrrriue r�Trrdns sax�u L WI—iuiD�xCniHC.1,i-1 Why do a CTP? Planning Tomorrow Today • CTP will replace old Thoroughfare Plans: Thoroughfare Plans: • Durham, 1992; Chapel Hill, 1994; • Carrboro, 1994; Hillsborough, 1996; • Chatham County, 1983; Orange County, 1990 (not adopted). • Local government typically use T-fare/CTP to: • Reserve road right-of-way in dev't review • Permit certain types of uses, e.g., industrial • Direct roadway design, e.g., allow speed humps 01/04/2017 3 i,,,,.D. Pl.:.HC-,,,-, Why do a CTP?polit. Planning Tomorrow Today • State Statute § 136-66.2. "Development of a coordinated transportation system" • Provide input to 2045 MTP and have a plan that looks beyond 2045 • CTP is not fiscally constrained • CTP can include facilities that are near capacity • CTP uses Level of Service D for highway, which is a lower capacity standard than the TRM. DCHCh1t7 ri. i.nli t,sn Pl,in �S; Key Products — Highways Planning Tomorrow Today Maps • Shows all roadways that are minor thoroughfare and above, not just the ones that are to be improved • Designates roadway type - nen=aa,nrnugn Freeways Che r Major TWrauphreres EklstRr¢ €rtishnp y .ter Needs I.npiovemervl '– Nheds hnp—rnew ......... Reoommendetl ....... Re--nded Mina Thoroughfares _ Expressways €.iserq "^ Exlstinp Needs ImproNemenl Needs—ndedmervl ..__.._. Retiora nded ......... Reomameneed Grade Seperetbrus B�levards - F,o.p N"ft paprp.enyne €xxslinp .; R—r-ded NeMslmproYemenl q,Gx i,tlnge5 iaa Inlersectionsi +; ....... ReCC ntMftd E'dyy.g Needs pnp ."-N +: R.cw.mrd.d . 01/04/2017 4 DlKey Products —Highways A1[f r[r P n l i t, an Planning rlrg.uni­tinn Planning Tomorrow Today (continued) Main Table xalrcy Sfxm.irt. i Eusting y 3 Active 2025 E.Inhc Syn 20tA rmpokd Svnem' E € c Recommended Multimodal Connector oin. (mil B[nV VM[h Exiwnr �wa cowry lois wm.. 71c Irpol volumx E+[ V'c t:C �'"r] eFkwy iwla�roatM1 Hm r[.:}, the U"11Rhlj w to rj, Existing W75.. '', I.i0e1c' r eluwae. Tl�wr OuKAx 1 Q-2 11 1 11410' tAVMpuk Bhd Out4rr 0.E f 00 M"I xuthpoem—N.— -. P—r tia 3 id df i1,lCd M.618 Po1.iH 3.3 Ex A➢O N6eu UA.0 nerxe 2f ffi,600 15,9Ee 3[EfiR IXB Ec 1Ca. Bhd k lE!ad 3.4 M IpeM1 2040 volume and volume/capacity (i.e., congestion levee Projected future cross-section. Abides by Complete Streets. Remember: environmental process determines ultimate Other cross-section design. • Problem statements - Eight Full and thirty-one minimum statements; explains why improvements are needed • Unaddressed needs - explains why roadway that is over capacity does not have improvements designated Very Thorough! DCH Key Products - Public M ol,ol—litan Pl—nini; [)r t;.ani,.rt i[rn Planning Tomorrow Today Transportation and Rail • Bus and rail maps and tables • Designates stations, centers and park and ride I Bus Roulers Rail Corridor i Eusting Active Needs Improvement ® Inactive •••••• Recommended -- Recommended Multimodal Connector Park and Ride Lal. V Exisfing Emstmg G Recommended ® Reooltmlended Rail Stations Rail Stations with Park an f EwsGng rj, Existing Reeammended P Reoommended Transit Center Transit Center with Park: ® Existing M Extsling ® Reo amended I] Recommended 01/04/2017 0 DCHC Key Products - Public M.-I—lonlitan PI ann ins; f.g—ti--inn Planning Tomorrow Today Transportation and Rail (continued) • Fixed guideway maps and tables wk�Sl • Designates bus express routes, _e�I stations, centers and park andI� ° ride - DCHCKey Products - Biker hi,•ari,ianlit.en Planning Orpnir.rt i -I Pedestrian and Multiuse Planning Tomorrow Today • Map • Tables DRAFT �ed Paths • Future sidewalks will not be on map. A policy statement will require sidewalks. 01/04/2017 Con F Rail C -11t.. Qperakdnal Strategies =GurdU, E%Iseng Act- — E"Iing h Needs ImP�merg i— Inaceve — Needs Improvement Rermmmonded Recommended "*" Recommended lhu4nrwdal Connectw Park and Ride 4of Grade Separaiiions c �' r ExlsLnO iO Existing E—bs g C Recommended © Recommended -J RResloco demem Rail Staboris Rail Stals, will, Park and Rde Lot , Ho "Ie Exisur�g I E—ing Schools Rewmmended P Recommended -•- Arpons Transit Center Trarlsrt Center with Park and Ride Lot ® Existing ® Exiseng I-1 Recommended rrl Recommended DCHCKey Products - Biker hi,•ari,ianlit.en Planning Orpnir.rt i -I Pedestrian and Multiuse Planning Tomorrow Today • Map • Tables DRAFT �ed Paths • Future sidewalks will not be on map. A policy statement will require sidewalks. 01/04/2017 Con DCHCRecommendations him ... pnlitar, Planning nr�..,ni—rlrrr., � eco 1 1 11 1 1 e 1 1 d at i V 1 1 s Planning Tomorrow Today 1. 1 -Sheet with map and table of Hillsborough key recommendations. 2 - Google style maps of all r modes (zoom in and out) Bit.ly/ DCHCM PO -Draft -CTP 3 - PDF maps and tables of recommendation Bit.ly/DCHCMPO-CTP L]CH CTP Schedule hlr frtepnlitan Planning; O igan7,,vrl..r. Planning Tomorrow Tnday ✓ January 2015. Published draft Deficiency Analysis for public comment ✓ December 2016. Release draft CTP for public comment • Jan./ Feb. 2017. Conduct public workshops and public hearing, and get local review • March 2017. MPO Board adopt CTP • April 2017. NCDOT adopt final plan 01/04/2017 7 Hillsborough & Northern Orange County Key CTP Highway Recommendations O OG 1, `1, 11M,bneou91, Ll O O� Mlles 5 0 U.5 1 1.5 2 DRAFT E WKING5i z Dq- ol e� 10 Nlllsbarough 11 + • • • No. Facility Proiect Location Status Recommendation 1 o� v 1-85 to NC 86 No. Facility Proiect Location Status Recommendation 1 1-40 1-85 to NC 86 Needs Imp. Widen freeway to 6 general purpose lanes. 2 1-85 1-40 to Durham Needs Imp. Widen freeway to 6 general purpose lanes County with a raised median. 3 US 70 1-85/US 70 Needs Imp. Widen to a 4 -lane divided cross section Connector to US 70 with 5 -foot bike lanes and 5 -foot Alt sidewalks separate from travel lanes. 4 1-85/ 1-85 to US 70 Needs Imp. Improve existing 1-85/US 70 Connector US 70 interchange with US 70 to a full - Connector movement interchange. 5 S Churton St Eno River Bridge to Needs Imp. Widen to a 4 -lane divided cross section (US 70/NC 86/ 1-40 with a raised median with bike lanes and SR 1009) sidewalks. 6 Orange Grove New Location -- Recomm. Construct a new 4 -lane divided boulevard Rd Extension S Churton St to US New Facility facility with bicycle, pedestrian and bus 70 Bus accommodations. 7 NC 86 US 70 Bus to Old Needs Imp. Widen to a 4 -lane divided cross section NC 10 with a raised median with bike lanes and sidewalks. 8 NC 86 US 70 Byp Needs Imp. Improvements are needed to (Cornelius St) to accommodate projected traffic and to north of the NC improve pedestrian safety. Further study 86/NC 57 split is needed for specific improvements. 9 Eno Mountain Eno Mountain Rd Recomm. Realignment of Eno Mountain Rd at the Rd (SR 1148) to intersection of New Facility intersection of Mayo St and Orange Grove Realignment, Mayo St and Rd with on -road bicycle, pedestrian and TIP # U-3436 Orange Grove Rd bus accommodations. 10 New Collector Orange Grove Rd Recomm. Construct new minor thoroughfare with Rd (1) Extension to New Facility bicycle and pedestrian accommodations. Millstone Dr Further study is needed for cross section. 11 New Collector Intersection of Recomm. Construct new minor thoroughfare with Rd (2) Mayo St and S New Facility bicycle and pedestrian accommodations. Churton St to New Further study is needed for cross section. Collector Rd (1) Note: This map and table shows only key highway 1 of 1 12/7/16 DRAFT Projects. See the draft CTP highway map for all projects. PRESENTER/INFORMATION CONTACT: Margaret Hauth, Planning Director ITEM TO BE CONSIDERED Subject: Authorize town manager to sign design contract for north campus project with RND Architects for $115,450 Attachment(s): Fee proposal spreadsheet Brief Su In December, the board authorized staff to begin negotiations with RND Architects for the north campus project. We now have a fee proposal, which is attached. We still need to determine the project schedule and prepare budget amendments to fund this work, which will come back for board approval in the next 30 days. The architecture firm proposes to use the standard American Institute of Architects contract language, modified to remove mediation language. The town regularly uses this same form on design projects. Action Requested: Authorize the manager to sign design contract ISSUE OVERVIEW Background Information & Issue Summary: The fee proposal works from a staff estimate for total project cost as well as the firm's estimated effort to prepare the needed work. Financial Impacts: Funds are not budgeted for this project. Once we can determine how much of these expenses will be incurred in this fiscal year, and the breakdown between funds, we will prepare budget amendments for board consideration. Staff Recommendations/Comments: Town of Hillsborough Town Hall Campus Renovations Fee Project Budget $ 1,200,000.00 As stated in e-mail from Margaret Haulth dated 12/20/2016 Furniture & Equip. $ 60,000.00 Estimated Assumes Most Furniture & Equip Moved from Town Offices & Town Barn Permitting Fees $ 5,695.00 Estimated in table to the side Contingency $ 48,000.00 Roughly 5% of Construction Budget Escalation $ 19,000.00 2% of Project Costs accounts for design & Bidding Time Arch + Consult. Design Fee $ 114,250.00 11.99% Construction Budget $ 953,055.00 Deducted from the Project Budget & Design Fees RND EE CJT G&M TOTAL PROJECT FEES Structural Study Fee TOTAL MEDICAL/ DENTAL RENOVATION $ 50,500.00 $ 20,800.00 $ 11,000.00 $ 2,800.00 $ 85,100.00 $ 114,250.00 $ 1,200.00 $ 115,450.00 MEDICAL DENTAL BLDG STRUCT STUDY 1,200.00 1,200.00 Ci TOWN BARN ADDITION 15,000.00 10,700.00 3,450.00 29,150.00 0 W TOTAL FEES 65,500.00 31, 500.00 11,000.00 7,450.00 115,450.00 PRESENTER/INFORMATION CONTACT: Margaret Hauth, Planning Director ITEM TO BE CONSIDERED Subiect: Approval of resolution awarding the construction contract for the Churton Street Access Improvement Project to Carolina SunRock Attachment(s): Resolution Brief Su In November, the board awarded this construction project at a reduced price to Carolina SunRock. The price reduction was due to clarification of some contract components that realized savings for the town. NCDOT doesn't allow these type of price changes between bid opening and award. They have asked us to formally award the contract at the original price and handle the clarification of price through a change order. The state also prefers to receive a formal resolution of award from local partners to define funding sources. Staff was unaware of these two requirements in November. Action Requested: Approve the attached resolution ISSUE OVERVIEW Background Information & Issue Summary: Financial Impacts: Staff Recommendations/Comments: Resolution of Contract Award — Churton Street Access Improvement Projects U-5549 WHEREAS, The Town of Hillsborough and North Carolina Department of Transportation have been preparing plans to improve pedestrian safety, accessibility, and access in downtown Hillsborough since 2011, and WHEREAS, Construction plans to remove on -street parking, add bus pull -offs, extend sidewalks, improve handicap accessibility at 4 street intersections, and install an audible crosswalk signal have been prepared and approved for construction through the relevant divisions of the North Carolina Department of Transportation, and WHEREAS, the project was properly advertised for construction bids and the responding bidder of Carolina SunRock submitted a construction cost of $812,262.50, and WHEREAS, The North Carolina Department of Transportation has committed $245,000 of small construction funds; the North Carolina Legislature committed $120,000 of state contingency funds; and the town has committed $447,262.50 from General Fund and Surface Transportation Program Block Grant sources to meet this construction cost and the additional Construction Engineering and Inspection costs. NOW, THEREFORE, BE IT RESOLVED, by the Hillsborough Town Board of Commissioners, that the construction contract for the Churton Street Access Improvements Project is awarded to Carolina SunRock for the amount of $812,262.50 pending NCDOT concurrence. This the 23rd day of January, 2017. Tom Stevens, Mayor 101 East Orange Street - P. O. Box 429 - Hillsborough, North Carolina 27278 919-732-1270 - Fax 919-644-2390 PRESENTER/INFORMATION CONTACT: Eric Peterson, Town Manager ITEM TO BE CONSIDERED Subject: Topics for joint meeting with Orange County Board of County Commissioners Attachment(s): N/A Brief Summary: The Hillsborough Board of Commissioners is scheduled to have a joint meeting with the Orange County Board of County Commissioners on Thursday, February 23, 2017. Action Requested: Discuss possible topics to include in the joint meeting. • Fiber feasibility study • Other topics ISSUE OVERVIEW Background Information & Issue Summary: N/A Financial Impacts: N/A Staff Recommendations/Comments: N/A