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HomeMy Public PortalAbout10-08-18 Agenda Regular Meeting.��WN OF HILLS [3 OROUGH Agenda Board of Commissioners 7 p.m. Oct. 8, 2018 (6:30 p.m. ribbon cutting) Town Annex Board Meeting Room, 105 E. Corbin St. Compliance with the American 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 919-296-9441. Please use the bookmark feature to navigate and view the item attachments. 6:30 p.m. Ribbon cutting for Town Hall Annex 7 p.m. Open the meeting 1. Public charge The Hillsborough Board of Commissioners pledges to the citizens of Hillsborough its respect. The board asks citizens to conduct themselves in a respectful, courteous manner with the board and with fellow citizens. At any time should any member of the board or any citizen fail to observe this public charge, the mayor or the mayor's designee will ask the offending person to leave the meeting until that individual regains personal control. Should decorum fail to be restored, the mayor or the mayor's designee will recess the meeting until such time that a genuine commitment to this public charge is observed. 2. Audience comments not related to the printed agenda 3. Agenda changes and approval 4. Presentations A. Introduction of Officer Curry Hall and public reaffirmation of his oath of office B. Introduction of newly -promoted Sergeant Scott Chestnut and his public swearing of his oath of office C. Farm to School Month and NC Crunch 5. Appointments A. Historic District Commission — Reappoint Jill Heilman to second term (expiring Sept. 30, 2021) B. Planning Board — Resolution to Orange County Board of Commissioners requesting reappointment of Lisa Frazier to second term as an ETJ member (expiring October 31, 2021) C. Hillsborough Tourism Board — Reappoint Kim Tesoro to third term as the Chamber of Commerce representative (expiring Oct. 8, 2020) D. Hillsborough Tourism Board- Reappoint Mark Bateman to second term as a restaurant/pub representative (expiring Nov. 14, 2020) 6. Critical committee reports Human Resources Director/Town Clerk Katherine Cathey 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 919-296-94411 katherine.cathey@hillsboroughnc.gov www.hillsboroughnc.gov I @HillsboroughGov Board of Commissioners Agenda 1 1 of 2 7. Town manager report 8. Departmental reports 9. Items for decision — consent agenda A. Minutes 1. Regular meeting Sept. 10, 2018 B. Miscellaneous budget amendments and transfers C. Hillsborough Arts Council - first quarter report D. Service agreement with Highland Mapping, Inc. to update the digital zoning databases and create online application for searches E. Contract with KBS Earthworks, Inc. for clearing an access road for the West Fork of the Eno Reservoir Phase 2 Project F. Classification and pay plan amendment 10. Items for decision — regular agenda A. Road closure and town sponsorship request— Margaret Lane from Wake St. to Occoneechee St. B. Limited road closure request— Becketts Ridge subdivision C. Hot topics for work session Oct. 22, 2018 11. Adjournment Board of Commissioners Agenda 1 2 of 2 PRESENTER/INFORMATION CONTACT: Chief Duane Hampton ITEM TO BE CONSIDERED Subject: Introduction of Officer Curry Hall and public reaffirmation of his oath of office Attachment(s): Brief Summary: Recently hired Officer Curry Hall will be introduced to the board and he will publicly reaffirm his Oath of Office as administered by the Mayor. Action Requested: n/a ISSUE OVERVIEW Back round Information & Issue Summary: n/a Financial Impacts: n/a Staff Recommendations/Comments: n/a PRESENTER/INFORMATION CONTACT: Chief Duane Hampton ITEM TO BE CONSIDERED Subject: Introduction of newly -promoted Sergeant Scott Chestnut and his public swearing of his oath of office Attachment(s): n/a Brief Summary: Recently promoted Sergeant Scott Chestnut will be introduced to the board, and he will publicly take his Oath of Office as administered by the Mayor. Action Requested: N/a ISSUE OVERVIEW Back round Information & Issue Summary: N/a Financial Impacts: N/a Staff Recommendations/Comments: N/a Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 8, 2018 Department: Governing Body Public Hearing: ❑ Yes ® No For Clerk's Use Only AGENDA ITEM # IDate of Public Hearing: . I PRESENTER/INFORMATION CONTACT: Jenn Weaver, Commissioner ITEM TO BE CONSIDERED Sub'ect: Farm to School Month and NC Crunch Attachment(s): None Brief Su October is national Farm to School Month. The Farm to School Coalition of NC is proud to announce that Governor Cooper has proclaimed October as Farm to School Month in North Carolina, https://governor.nc.gov/documents/governor-cooper-proclaims-october-2018-farm-school-month. The Governor also encourages participation in the North Carolina Crunch. Across the state, kids and adults will be crunching into locally grown fruit or vegetables for the NC Crunch in celebration of Farm to School Month. The NC Crunch, from the Farm to School Coalition of NC, is designed to celebrate agriculture, nutrition and farm to school and offer students an opportunity to taste and learn about NC grown produce. Action Requested: Commissioner Weaver will recognize October as Farm to School Month in North Carolina and share some local produce with the board. ISSUE OVERVIEW Background Information & Issue Summary: n/a Financial Impacts: n/a Staff Recommendations/Comments: n/a 4.0 Consent Regular Closed Agenda Agenda Session IDate of Public Hearing: . I PRESENTER/INFORMATION CONTACT: Jenn Weaver, Commissioner ITEM TO BE CONSIDERED Sub'ect: Farm to School Month and NC Crunch Attachment(s): None Brief Su October is national Farm to School Month. The Farm to School Coalition of NC is proud to announce that Governor Cooper has proclaimed October as Farm to School Month in North Carolina, https://governor.nc.gov/documents/governor-cooper-proclaims-october-2018-farm-school-month. The Governor also encourages participation in the North Carolina Crunch. Across the state, kids and adults will be crunching into locally grown fruit or vegetables for the NC Crunch in celebration of Farm to School Month. The NC Crunch, from the Farm to School Coalition of NC, is designed to celebrate agriculture, nutrition and farm to school and offer students an opportunity to taste and learn about NC grown produce. Action Requested: Commissioner Weaver will recognize October as Farm to School Month in North Carolina and share some local produce with the board. ISSUE OVERVIEW Background Information & Issue Summary: n/a Financial Impacts: n/a Staff Recommendations/Comments: n/a Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 8, 2018 Department: Planning Public Hearing: ❑ Yes ® No Date of Public Hearing: For Clerk's Use Only AGENDA ITEM # PRESENTER/INFORMATION CONTACT: Margaret Hauth, Planning Director ITEM TO BE CONSIDERED Subject: Historic District Commission — Reappoint Jill Heilman to second term (expiring Sept. 30, 2021 Attachment(s): 1. Original application form Brief Summary: Ms. Heilman has expressed interest in continuing on the Historic District Commission. The term will expire on Sept. 30, 2021. Action Requested: Re- appoint Jill Heilman to the Historic District Commission. ISSUE OVERVIEW Back round Information & Issue Summary: Financial Impacts: Staff Recommendations/Comments: 5.A Consent Regular Closed Agenda Agenda Session PRESENTER/INFORMATION CONTACT: Margaret Hauth, Planning Director ITEM TO BE CONSIDERED Subject: Historic District Commission — Reappoint Jill Heilman to second term (expiring Sept. 30, 2021 Attachment(s): 1. Original application form Brief Summary: Ms. Heilman has expressed interest in continuing on the Historic District Commission. The term will expire on Sept. 30, 2021. Action Requested: Re- appoint Jill Heilman to the Historic District Commission. ISSUE OVERVIEW Back round Information & Issue Summary: Financial Impacts: Staff Recommendations/Comments: If you are a Town of Hillsborough resident, at least 18 years old, and willing to volunteer your time and expertise to your community, please complete this form. General Information Name: Jill Heilman Home Address: 201 East Tryon St Phone (Home): 919 889 2711 Phone (Work): Email: jheilman@nc.rr.com Place of Employment: Retired Job Title: Personal Background Date of Birth: 07/27/1954 Gender: Female Ethnic Origin: Caucasian Boards/Commissions/Committees of Interest Historic District Commission Reasons for Wishing to Serve In 1997, when we relocated to North Carolina, we bought the only house available in the Historic District of Hillsborough after reading an article about this historic town in the now defunct Colonial Homes magazine. It appeared to be a town that would have everything we were looking for and we weren't disappointed. Thus, as a long time resident of the Hillsborough Historic District, I have worked with the board as a resident a number of times during renovations at my former home and most recently during the building of my new home. I appreciate the value the HDC brings to maintaining the architectural integrity and resources of this historic community and would like to contribute my time to that mission. I have a long standing interest in historic preservation and have lived in and/or renovated older and historic homes in several communities. I believe my familiarity with the HDC guidelines and my experience with the process as a resident would enable me to be a diligent reviewer of proposals and that I could help to educate and communicate to other residents effectively the rationale for decisions of the board. I would welcome the opportunity to discuss my interest in serving on the board further. Relevant Experience Work Experience: Senior Director, Clinical Research Glaxo Smith Kline, retired May 2015 after 18 years Experience in large and small pharmaceutical development organizations over 30 years in leadership and project management roles Volunteer Experience: Volunteered with Habitat for Humanity projects and with Pennies for Change Thrift Store, Durham, NC Volunteered via Glaxo Smith Kline to improve facilities at 2 Orange County Schools --Cameron Park and Efland Elementary Organized multiple fund raising events for Planned Parenthood Chapters in MI and OH Parent Volunteer with Duke School Middle School and Cameron Park Elementary Educational Experience: B.S. Biology --Virginia Tech Blacksburg, VA M.P.H. Epidemiology--Tulane University, New Orleans LA M.B.A. Business Administration - Western Michigan University, Kalamazoo, MI How You Heard About This Opportunity Other Agreement Before applying, be advised that you are committing to attend the volunteer board's/committee's regular meetings. Attendance at the regular meetings shall be considered a prerequisite for maintaining membership on the board/committee. Also, be advised that the Board of Commissioners may declare a vacancy on the board/committee because of a member's non-attendance. I agree to the above statement. Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 8, 2018 Department: Planning Public Hearing: ❑ Yes ® No Date of Public Hearing: For Clerk's Use Only AGENDA ITEM # PRESENTER/INFORMATION CONTACT: Margaret Hauth, Planning Director ITEM TO BE CONSIDERED Subject: Planning Board — Resolution to Orange County Board of Commissioners requesting reappointment of Lisa Frazier to second term as an ETJ member (expiring October 31, 2021 Attachment(s): 1. Application form 2. Resolution Brief Summary: Ms. Frazier has expressed interest in serving a second term on the Planning Board. That term will expire on Oct. 31, 2021. Action Requested: Adopt the resolution requesting the Board of County Commissioners re -appoint Lisa Frazier to an out of town seat on the Planning Board. ISSUE OVERVIEW Back round Information & Issue Summary: Financial Impacts: Staff Recommendations/Comments: 5.13 Consent Regular Closed Agenda Agenda Session PRESENTER/INFORMATION CONTACT: Margaret Hauth, Planning Director ITEM TO BE CONSIDERED Subject: Planning Board — Resolution to Orange County Board of Commissioners requesting reappointment of Lisa Frazier to second term as an ETJ member (expiring October 31, 2021 Attachment(s): 1. Application form 2. Resolution Brief Summary: Ms. Frazier has expressed interest in serving a second term on the Planning Board. That term will expire on Oct. 31, 2021. Action Requested: Adopt the resolution requesting the Board of County Commissioners re -appoint Lisa Frazier to an out of town seat on the Planning Board. ISSUE OVERVIEW Back round Information & Issue Summary: Financial Impacts: Staff Recommendations/Comments: From: Lisa M. Frazier [mai Ito: Imfrazier04@yahoo.com] Sent: Monday, October 26, 2015 5:24 PM To: Katherine Cathey <Katherine.Cathev@hillsboroughnc.org> Subject: Advisory Board Application If you are a Town of Hillsborough resident, at least 18 years old, and willing to volunteer your time and expertise to your community, please complete this form. General Information Name: Lisa M. Frazier Home Address: 810 Latimer St Phone (Home): (919) 695-6348 Phone (Work): (919) 286-6960 Email: Imfrazier040)yahoo.com Place of Employment: Durham VA medical center Job Title: Medical Support Assistant Personal Background Date of Birth: 06/24/1960 Gender: Female Ethnic Origin: African American Boards/Commissions/Committees of Interest Planning Board Reasons for Wishing to Serve I have been a resident of Hillsborough, and raised 4 children who have attended Orange County Schools. I now will have grandchildren who will also be in the school system. I enjoy living here, and now with 4 grown children I feel it is time to give to the community by volunteering. Relevant Exuerience Work Experience: Volunteer Experience: I facilitated in the implementation of the food panty clothing closet at St. John AME Church, Tyron, Raleigh NC. Educational Experience: How You Heard About This Onnortunity Other Agreement Before applying, be advised that you are committing to attend the volunteer board's/committee's regular meetings. Attendance at the regular meetings shall be considered a prerequisite for maintaining membership on the board/committee. Also, be advised that the Board of Commissioners may declare a vacancy on the board/committee because of a member's non-attendance. I agree to the above statement. RESOLUTION REQUESTING REAPPOINTMENT TO AN EXTRATERRITORIAL JURISDICTION SEAT ON THE HILLSBOROUGH PLANNING BOARD WHEREAS, as a result of the end of a term, it is necessary to reappoint a volunteer to a seat reserved on the Hillsborough Planning Board for persons residing within the town's extraterritorial planning jurisdiction; and WHEREAS, by state statute and town ordinance, the Orange County Board of Commissioners initially has the authority and responsibility to appoint ETJ members to the town's Planning Board; and NOW, THEREFORE, THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH RESOLVES: Section 1. The Orange County Board of Commissioners is respectfully requested to reappoint the following individual to an ETJ seat on the Hillsborough Planning Board, whose term would expire in October 31, 2021: Ms. Lisa Frazier 810 Latimer St Hillsborough, NC 27278 Section 2. If the Orange County Board of Commissioners fails to appoint persons willing to serve in the capacity described above within 90 days after receiving this resolution, then the Hillsborough Town Board may make this appointment. Section 3. The Town Clerk shall send a copy of this resolution to the Orange County Manager. Section 4. This resolution shall become effective upon adoption. The foregoing resolution having been submitted to a vote received the following vote and was duly adopted this 8th day of October, 2018. Ayes: Notes: Absent or excused: I, Katherine M. Cathey, Town Clerk of the Town of Hillsborough, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by the Hillsborough Town Board of Commissioners on October 8th, 2018. Katherine M. Cathey Human Resources Director/Town Clerk PRESENTER/INFORMATION CONTACT: Shannan Campbell, Economic Development Planner ITEM TO BE CONSIDERED Subject: Hillsborough Tourism Board — Reappoint Kim Tesoro to third term as the Chamber of Commerce representative (expiring Oct. 8, 2020) Attachment(s): None Brief Summary: Ms. Kim Tesoro indicated that she would like to be re -appointed as the Hillsborough Chamber of Commerce board representative. At the Oct. 1, 2018 Tourism Board meeting, the Tourism Board voted unanimously to recommend re- appointment. Action Requested: Re -appoint Kim Tesoro in her current seat as the Chamber of Commerce appointee ISSUE OVERVIEW Back round Information & Issue Summary: None Financial Impacts: None Staff Recommendations/Comments: None PRESENTER/INFORMATION CONTACT: Shannan Campbell, Economic Development Planner ITEM TO BE CONSIDERED Subject: Hillsborough Tourism Board- Reappoint Mark Bateman to second term as a restaurant/pub representative (expiring Nov. 14, 2020) Attachment(s): None Brief Summary: At the Oct. 1, 2018 Tourism Board meeting, the Tourism Board voted unanimously to recommend re -appointment of Mr. Bateman to a restaurant/pub seat. Action Requested: Appoint Mark Bateman in the vacant restaurant seat on the Tourism Board with term expiring 11/14/2020. ISSUE OVERVIEW Background Information & Issue Summary: None Financial Impacts: None Staff Recommendations/Comments: None Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 8, 2018 Department: All Public Hearing: ❑ Yes ® No Date of Public Hearing: PRESENTER/INFORMATION CONTACT: Department Heads ITEM TO BE CONSIDERED Sub'ect: 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 For Clerk's Use Only AGENDA ITEM # 8 Consent Regular Closed Agenda Agenda Session Page 1 of 9 0\ 7 OF HILLSBOPOUG,, ADMINISTRATION DEPARTMENTAL REPORT Human Resources/Town Clerk Report: September 2018 Meetings and events • New employee benefits orientation (9/4/18) • NCHIP Town of Hillsborough and Businessolver kick-off (9/5/18) • Board of Commissioners regular meeting (9/10/18) • NCHIP Board meeting (9/11/18) • HR analyst interview (9/11/18) • Hurricane prep (9/12/18) • Emergency Operations Center (EOC) refresher training (9/13/18) • NCHIP Town of Hillsborough and Businessolver Concept of Operations (COO) (9/19/18) • HR analyst interview (9/21/18) • HPD timekeeping (9/24/18) • New employee benefits orientation (9/25/18) • New employee benefits orientation (9/25/18) • NCHIP Town of Hillsborough and Businessolver Concept of Operations (COO) (9/27/18) • Board of Commissioners work session (9/27/18) • NC-IPMA 2019 annual conference planning committee (9/28/18) • New employee benefits orientation (9/28/18) • Weekly update meetings with town manager • Biweekly update meetings with safety and risk manager • Monthly management team/administration team meeting Employee Events and Training • n/a Recruitment and Selection (* = filled) • Human Resources Analyst* o Recruitment opened (3/9/18) o Recruitment closed (4/15/18) (49 applicants) o Interviews held (5/24/18 and 5/25/18) o Three offers declined o Recruitment re -opened (6/29/18) o Recruitment closed (7/29/18) (60 additional applicants) o Interviews held (8/31/18, 9/11/18, 9/21/18) o Offer accepted (9/27/18) o Start date (10/22/18) Page 2 of 9 • Utility Mechanic (Trainee, I, II, or III)* o Recruitment opened (5/15/18) o Recruitment closed (5/28/18) (9 applicants) o Interviews held o Offer accepted (9/6/18) o Start date (9/24/18) • Meter Services Technician* o Recruitment opened (6/29/18) o Recruitment closed (7/15/18) (17 applicants) o Interviews held (7/27/18) o Two offers declined o Recruitment re -opened (8/30/18) (12additional applicants) o Interviews held o Offer accepted (10/2/18) o Start date (10/22/18) • Planning Technician* o Recruitment opened (6/29/18) o Recruitment closed (7/29/18) (41 applicants) o Interviews held o Offer accepted (9/14/18) o Start date (10/8/18) • Equipment Operator I/Equipment Operator -Trainee* o Recruitment opened (6/29/18) o Continuous recruitment (17 applicants to date) o Interviews held (8/30/18) o Offer accepted (9/6/18) o Start date (9/24/18) • Purchasing Manager o Recruitment opened (9/5/18) o Recruitment closed (9/30/18) (14 applicants) Pay and Benefits • Biweekly payroll (2) • FMLA —18 Notice of Eligibility and Rights & Responsibilities sent (2018 year to date) Wellness • Wellness mini -grant program • Nutritional counseling — LifeStyle Medical Center (new nutritionist starts in October for providing monthly onsite services) • Wellness requirements follow-up (due 10/1/18) Page 3 of 9 Performance Evaluation • Provided ongoing support for NeoGov performance evaluation system Professional Development • CPS HR Consulting webinar — Succession Planning: 5 Basic Steps (9/19/18) • ICMA Coaching Program webinar — Recognize and Eliminate Bias: Keys to Being a Better Leader and Team Player (9/20/18) Miscellaneous • FY18 Innovation, Customer Service, and Endurance Awards nominations accepted through 9/24/18 • NCLM Annual Survey of Municipal Salaries 2018 submitted • Employee survey results pending • Ongoing implementation of contract indexing project • Implementation of Neogov Onboard Public Information Office Report: September 2018 News Releases Issued 32 news releases and bid postings to media and subscriber list and posted to website and social media sites: Date Release 4 Sept. Final Chance to Register for Police Department's Charity Golf Tournament 5 Sept. Financial Services Department to Be Closed 4 Days for Move 6 Sept. Town Recognized for Excellence in Financial Reporting 7 Sept. Stormwater Improvements Progressing in West Hillsborough 10 Sept. Hillsborough Seeks Nominations for Innovation, Customer Service Awards Hillsborough Prepares for Hurricane Florence 11 Sept. Board of Commissioners Meeting Summary Financial Services to Close Earlier for Move 12 Sept. What to Expect Regarding Water Service During the Storm Hillsborough Continues Storm Preparations 13 Sept. Hillsborough Urges Caution During Storm 14 Sept. Discolored Water Remains Safe Power Outages Due to Fallen Tree Sidewalk Project Prepared for Storm Power May be Restored by 9 p.m. 15 Sept. Riverwalk, Parks and Calvin Street Remain Closed 16 Sept. Riverwalk Parks, Trails Closures continue Town Water Is Safe; Discoloration Should Be Gone with Use 17 Sept. Hillsborough Parks Trails to Remain Closed Possibly until Wednesday Joint Meeting of Park Advisory Boards Cancelled Parks, Greenway to Remain Closed as River Level Rises 18 Sept. Storm Cleanup Underway, Areas Remain Closed Page 4 of 9 19 Sept. Gold Park and Riverwalk to be Affected by Suicide Prevention Walk Parks and Trails Reopen, Calvin Street Reopening Soon 20 Sept. Hydrant Flushing to Resume Next Week 21 Sept. Progress on Sidewalk Project Resumes Following Storm 24 Sept. Annual Wastewater Quality Report Available Online 25 Sept. Town Recognized for Implementation of Churton Street Project Views Hillsborough to Perform Smoke Testing on Sewer Lines 26 Sept. Town Testing Sewers in Gatemoore Neighborhood 27 Sept. Join in the Town's Arbor Day Celebration 28 Sept. Stormwater Piping Completed in West Hillsborough SUBSCRIPTIONS (as of Oct. 1) List Subscribers Change Total (new statistic) 1,194 T 62 News releases 1,006 t 78 Meeting notices 589 T 35 Bid postings 501 T 20 Citizens newsletter 1,129 T 64 TOP 10 MOST -VIEWED NEWS RELEASES ON WEBSITE (excludes email views) 3,303 follows 241 News release Views Power Outages Due to Fallen Tree 24,972 Hillsborough Prepares for Hurricane Florence 2,770 Riverwalk, Parks and Calvin Street Remain Closed 2,267 Hillsborough Urges Caution During Storm 1,221 Storm Cleanup Underway, Areas Remain Closed 1,219 Discolored Water Remains Safe 1,190 Parks, Greenway to Remain Closed as River Level Rises 716 Power May be Restored by 9 p.m. 694 Town Water Is Safe; Discoloration Should Be Gone with Use 664 What to Expect Regarding Water Service During the Storm 639 Social Media Provided reminders to not respond to comments on town social media sites from personal profiles when responding as a representative of the town. FACEBOOK STATISTICS (as of Sept. 30) 58 posts 24 responses to comments Follows Change 3,206 likes T 223 3,303 follows 241 TOP 5 POSTS Post People reached Link clicks Power Outages Due to Fallen Tree 24,992 2,427 Just how big was the tree that fell on Calvin Street? 14,865 125 Power May Be Restored by 9 p.m. 6,321 5 Storm Cleanup Underway, Areas Remain Closed 3,867 526 Alert that rumors of contaminated water are not true 3,355 No link Page 5 of 9 Alert that large tree has fallen on power lines on Calvin Street 3,355 No link TWITTER STATISTICS (as of Sept. 30) Cemetery Committee Aug. 23 Historic District Commission 53 tweets 6 responses to tweets Follows Change Tree Board 1,862 T 128 TOP 5 TWEETS Tweet Impressions Link clicks Town Water Is Safe; Discoloration Should Be Gone with Use 6,728 6 Power Outages Due to Fallen Tree 4,922 97 Electricity has been restored in the downtown area, with utility phone numbers provided. 4,653 No link Alert that large tree has fallen on Calvin Street. 41055 No link Power May Be Restored by 9 p.m. 3,652 7 Minutes Audio file from the Parks and Recreation Board's Aug. 21 meeting was corrupted, causing incomplete minutes preparation for that meeting from Public Information staff. COMPLETED MINUTES Board Meeting date Cemetery Committee Aug. 23 Historic District Commission Sept. 5 Tourism Development Authority Aug. 29 Tree Board Aug. 15 Website/Employee Section • Updated the Financial Services websection to reflect changes in the department name, structure and location. • Updated website and calendar system to reflect new facility and room names. • Updated online nominations form for Innovation, Customer Service and Endurance Awards. • Continued refactoring the internal town website code to make it more secure, maintainable and user-friendly. • September 2018 was the website's second highest month for visits and visitors. SEPTEMBER WEBSITE STATISTICS Unique visitors 42,923 Number of visits 58,017 Page views 113,477 Visits per visitor 1.35 Pages viewed per visit 1.96 Page 6 of 9 TOP 10 MOST -VIEWED PAGES Page title Views Power Outages Due to Fallen Tree (news release) 24,972 Home 15,538 Hillsborough Prepares for Hurricane Florence (news release) 2,770 Riverwalk, Parks and Calvin Street Remain Closed (news release) 2,267 Board of Commissioners 1,758 Volunteer Opportunities 1,538 News Releases 1,492 Hillsborough Urges Caution During Storm (news release) 1,221 Storm Cleanup Underway, Areas Remain Closed (news release) 1,219 Employment Opportunities 1,203 TOP 10 MOST -DOWNLOADED FILES File Downloads Board of Commissioners Meeting Schedule 1,400 Curbside Collections Calendar 726 Board of Commissioners Agenda Packet (Sept. 10) 431 Board of Commissioners Agenda Face Sheet (Sept. 10) 424 Riverwalk and Mountains -to -Sea Trail Network Map 351 Gatewood Project Master Plan 192 Zoning Map 178 Board of Commissioners Agenda Packet (Sept. 27) 164 Board of Commissioners Agenda Face Sheet (Sept. 27) 157 Zoning by Address 127 Government Access Channel/Videos • Discussed creating videos about backflow water valves and winterization of these valves with the backflow and fats, oil and grease specialist. • Provided feedback on first full draft of winter weather animation. Page 7 of 9 YOUTUBE STATISTICS (as of Oct. 1) Subscribers Change 1,573 T 87 TOP 5 VIDEOS Video Current Views Overall Views Posted Position Your Solid Waste and Recycling Properly 68,576 1,227,035 October 2015 Hillsborough, NC: Among America's Coolest Small Towns 149 6,578 January 2015 Do Not Tamper with Water Meters 85 1,781 July 2015 Employment Opportunities 61 270 June 2018 From River to Faucet: Hillsborough's Water Treatment Process 54 218 February 2018 Other Work • Completed print version of the fall citizens newsletter, Talk of the Town, to be distributed with the October mailing of water and sewer bills. • Continued work to provide information about the town's water and sewer rates, including: o Reviewing and compiling data from January 2018 research from UNC School of Government's Environmental Finance Center and the N.C. League of Municipalities. o Creating charts of rate comparisons. o Adding revisions and additions to frequently asked questions on water and sewer rates, including new documents for more information. o Drafting additional question and answer. o Taking photos of utilities staff and equipment • Updated media inquiries information for UNC journalism students. • Prepared for Hurricane Florence, including: o Updating media and community contacts information. o Updating Emergency Information page and adding Hurricane Florence section with storm -related news releases, translations and commonly sought information. o Checking in with community contacts for help in distributing information. o Attending training refreshers for the Emergency Operations Center, WebEOC and OC Alerts notifications. o Making staffing plan for daily public information coverage and reaching out to other town employees and board for possible support. o Seeking help from stormwater program coordinator for Spanish translation of key messages. o Ensuring media and communicators within Orange County are aware that the Orange Water and Sewer Authority and the Town of Hillsborough are two separate water and sewer systems within Orange County. • Provided communications regarding Hurricane Florence, including: o Daily news release, website and social media updates o Obtaining Spanish translation of key messages prior to the storm o Compiling commonly sought information o Social media monitoring and response Page 8 of 9 o Creation of storm -related slides for news releases, website and social media o Contacting a business about its incorrect communication about the town's water. • Provided after -action review of Hurricane Florence to assistant to the town manager. • Provided help on wording and design of signage for Town Hall Annex doors. • Updated final results for Public Information Office's portion of the Administration Department's balanced scorecard for FY2017-18. Meetings/Events/Training MEETINGS and EVENTS Public information officer Sept. 26 Administration and management team meetings Public information specialist Sept. 10 Board of Commissioners meeting Sept. 20 Video meeting with utility system supervisor and with backflow and fats, oil and grease specialist Planning Board meeting Officer and specialist Sept. 12 Storm preparation meeting with key town staff Sept. 13 Emergency Operations Center, WebEOC and OC Alerts training Sept. 27 Board of Commissioners work session Staff Sept. 25 Monthly meeting Safety and Risk Manager Report: August 2018 Meetings Attended/Conducted • Monthly Safety Committee Meeting • Met with NCLM Adjuster regarding 106 Corbin St. damages • Dillon Supply Co. regarding vending solutions • Departmental Meeting Site inspections • Nash St. Work Zones x3 • 105 E. Corbin St. Facility x 5 • Gold Park • Turnip Patch Park • Murray Street Park • Hillsborough Heights Park • Cates Creek Park. Miscellaneous • On target for 3rd quarter random drug screens • Multiple visits to the 105 E. Corbin St. Facility monitoring repairs and the remediation processes • Reviewing monthly departmental inspections Page 9of9 • Pre -hire drug screens • Working on workers comp. claims • Working on completion of incident reviews (Safety Committee) • Stocked safety gear • Working on inspection requirements with Safety Committee members • Updated training spreadsheet • Distributed updated safety wear • General duties concerning new facility at hwy 86 north • Collecting Fire Extinguisher Monthly check sheets • Forwarded recommendations (work orders) generated from Park Inspections Safety and Risk Manager Report: September 2018 Meetings Attended/Conducted • Departmental Meeting Site inspections • 105 E. Corbin St. Facility x 3 • Gold Park x2 • Turnip Patch Park • Murray Street Park • Hillsborough Heights Park • Cates Creek Park Miscellaneous • Safety Shoe Rodeo • Completed 3rd quarter random drug screens • Multiple visits to the 105 E. Corbin St. Facility monitoring repairs and the remediation processes • Pre -hire drug screens • Worked on employee training schedule • Gathering information regarding Lead Safety Training/Policy • Working on workers comp. claims • Working on completion of incident reviews (Safety Committee) • Stocked safety gear • Working on inspection requirements with Safety Committee members • Distributed updated safety wear • General duties concerning new facility at hwy 86 north • Forwarded Safety Inspection results to departments • Collecting Fire Extinguisher Monthly check sheets • Forwarded recommendations (work orders) generated from Park Inspections W17VjN OF H[LLS80ROvGh FINANCE DEPARTMENTAL REPORT FOR SEPTEMBER 2018 SUMMARY OF ACTIVITIES: Daily Collections Tax & Vehicle License Solid Waste Disposal Tax Beer & Wine Receipt Franchise Tax Powell Bill Sales & Use Tax Expenditures: General Fund/Water Fund FINANCE: Compiled and submitted all monthly reports. • Issued 47 purchase orders. • Processed 274 vendor invoices, issued 189 accounts payable checks. Collected and processed 59 payments for food and beverage tax. Collected and processed 14 payments for fire inspection fees and permits. • Prepared and mailed no delinquent fire inspection letters. • Prepared and processed 2 payrolls. • Issued no new special event permits; collected no payments. METER READING: • Terminated no services and connected 66 new services upon request. • Rechecked 143 meter readings, responded to no call backs. • Installed 8 new meters, changed no old meters, performed no pressure tests. • Identified no hydrant tamperings and no meter tamperings. Changed 15 meter registers. BILLING & COLLECTION: Corrected bills that were rechecked before the 10-01-18 billing. • Bills adjusted after 09-01-18: no leaks; no late fees; no pools; 0 miscellaneous. • Prepared 6,011 water bills; processed 13 returned checks. • Disconnected No Cut -Off services for non-payment, reconnected 0. • Adjustments made for month: gallons totaling $.00. • Processed utility bank drafts. • Processed 0 debt set-off letters. • Processed on-line bill pays. Billing & Collections Business Process Review by Tyler Technologies - 9/4 to 9/6 Board Meeting - 9/10 Office move - 9/12 Management team meeting - 9/26 Board Work Session - 9/27 $ 72,277.91 $ 391,767.34 $ 147,106.55 $ 99,982.49 $ 145,406.98 $ 856,541.27 $ 1,396,137.02 Expenditures General & Water Fund: $ 1,396,137.02 Central Depository + NCCMT account CPF: S Finance Finance Departmental Report Purchase Orders: September 2018 47 Due: Monday, October 01, 2018 Revenues Collections: $ 55,289.16 NCCMT Interest: $ 16,988.75 Tax & Vehicle: $ 391,767.34 Solid Waste Disposal Tax: $ - Alcoholic Beverage Tax: $ - Franchise Tax: $ 147,106.55 Powel Bill Receipt $ 99,982.49 Sales & Use Tax: $ 145,406.98 Total: $ 856,541.27 Expenditures General & Water Fund: $ 1,396,137.02 Central Depository + NCCMT account CPF: S Finance Purchase Orders: 47 47 purchase orders Vendor Invoices: 274 274 vendor invoices A\P Checks: 189 189 accounts payable checks Food & Bev. Pmts: 59 59 payments Fire Inspections Fees: 14 14 payments Delinquent Fire Insp. Letters: 0 no delinquent fire inspection letters Payrolls: 2 2 payrolls Special Event Permits 0 no new special event permits Itinerant Merchant Permit Payments: 0 no payments Last Fridays Permits Leave blank if no permits were issued B/W Privilege License Billed: 1 Leave blank if no permits were issued B/W Privilege License Renewals: Leave blank if no permits were issued Christmas Parade Permits Leave blank if no permits were issued Beer & Wine Priv. Lic. Letters Leave blank if no letters were sent out Meter Reading: New Services Connected: 66 66 new services Services Terminated: 0 no services Meter Readings Rechecked: 143 143 meter readings Call Backs: 0 no call backs New Meters Installed: 8 8 new meters Old Meters Changed: 0 no old meters Pressure Tests: 0 no pressure tests Hydrant Tamperings: 0 no hydrant tamperings Meter Tamperings: 0 no meter tamperings Meter Registers Changed: 15 15 meter registers Billing & Collections Bills corrected before 10-1-18: 0 no bills Bills adjusted after 9-1-18: Leaks: 0 no leaks Late Fees: 0 no late fees Pools: 0 no pools Misc.: 0 0 miscellaneous Water Bills Mailed: 6,011 6,011 water bills Returned Checks: 13 13 returned checks Services Disconnected for non -pmt: No Cut -Off Disconnected No Cut -Off services for non-payment Reconnected: 0 no services Adjustments for September 2018 0 no gallons Adjustments for September 2018 $0.00 Utility Bank Drafts: 0 no utility bank drafts Debt Set -Off Letters Processed: 0 0 debt set-off letters Online Bill Pays Processed: 0 no on-line bill pays Due: Monday, October 01, 2018 VOWOF � •' • G 14 Planning Department Report September 2018 Advisory Board Activities Board of Adjustment, Park & recreation Board, Tourism Board, and Tourism Development Authority Did not meet Historic District Commission The Commission will be reviewing applications for the following addresses: 307 W King St., 501 N Wake St., 230 W King St., and 106 S Churton St. Planning Board The members discussed 6 potential text amendments for the October hearing. Three were sent forward for further discussion. The members provided guidance to staff for further research on the other amendments. Tree Board The members heard proposals from citizens to plant trees in the right of way on W Tryon St. and to remove trees from the right of way on Jones St. The members also prioritized fall plantings and finalized plans for Arbor Day. Revenues Collected Zoning Permits & HDC reviews $1,134.00 Park Reservations $ 520 Planning Total $1,134.00 Hillsborough Police Department Monthly Report September 2018 REPORTED OFFENSES - UCR Summary of Select Offenses: On 09/08/2018, an Aggravated Assault was reported in the 400 -block of Waterstone Park Cir. A male walked into the UNC Hillsborough ER with a gunshot wound and advised that it occurred at Gateway Apartments. Conflicting information was received, and this incident is currently under investigation. On 09/10/2018, an Aggravated Assault and Child Abuse were reported at 200 Cheshire Dr. Officers received a report of a victim being assaulted by choking and their 3 -month-old child was brought to the ER with second and third degree burns on its face and shoulder. Officers charged Jesse Allen Phillips, (w/m, 26, of Cheshire Dr.) with Felony Assault by Strangulation, Misdemeanor Assault on Female, and Misdemeanor Assault With a Deadly Weapon, he was held without bail. The child abuse is under investigation. On 09/12/2018, a Larceny of a Motor Vehicle was reported at 600 S. Churton St., Ashford Lakes Apartments. The apartment golf cart and charger were stolen, valued at $3,300.00. On 09/14/2018, a Breaking and Entering and Larceny were reported to a locked residence in the 200 -block of Murray St. The victim advised that unknown suspect(s) entered the residence by breaking out a window and then stole shotguns and pistols valued at approximately $3,250.00. On 09/22/2018, an Assault by Pointing a Gun was reported in the 100 -block of Patriots Pointe Dr. The victim advised that due to a road rage type incident, a subject pointed a handgun at them and left the area. Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2018 2017 2016 Part I Offenses Homicide 0 0 0 0 0 0 0 0 0 0 0 0 Rape 0 0 0 0 0 0 0 0 0 0 3 3 Robbery 0 0 1 1 1 0 1 0 1 5 8 8 Aggravated Assault 2 2 2 0 2 0 0 3 3 14 18 26 Burglary 0 4 2 8 8 2 4 3 1 32 41 46 Larceny/Theft 23 30 20 15 15 21 26 19 20 189 309 370 Motor Vehicle Theft 1 0 2 1 1 1 1 2 2 11 6 9 Total Part 1 26 36 27 25 1 27 24 32 27 27 0 1 0 0 251 385 462 Other Offenses 1 2018 2017 2016 Simple Assault 5 7 4 5 9 10 9 9 7 65 98 123 Fraud/Forgery 1 0 2 2 1 4 1 2 1 14 34 40 Stolen Property 0 1 1 2 1 1 1 0 0 7 12 7 Damage to Property 7 4 5 7 9 9 7 15 6 691 99 93 Weapons Violations 0 1 0 3 1 3 1 1 2 12 7 5 Sex Offences 0 0 0 1 0 0 0 0 0 1 3 9 Drug Violations 11 17 4 17 10 10 6 7 9 91 115 52 Driving While Impaired 2 7 1 2 2 6 4 5 2 31 67 35 Liquor Law Violations 0 0 1 0 2 1 0 0 0 4 11 8 Trespassing 1 2 0 3 1 0 2 2 3 14 121 15 Domestic Related 9 6 13 11 15 22 10 15 9 110 112 112 Missing Persons 0 0 0 0 0 0 1 0 0 0 1 0 4 3 Summary of Select Offenses: On 09/08/2018, an Aggravated Assault was reported in the 400 -block of Waterstone Park Cir. A male walked into the UNC Hillsborough ER with a gunshot wound and advised that it occurred at Gateway Apartments. Conflicting information was received, and this incident is currently under investigation. On 09/10/2018, an Aggravated Assault and Child Abuse were reported at 200 Cheshire Dr. Officers received a report of a victim being assaulted by choking and their 3 -month-old child was brought to the ER with second and third degree burns on its face and shoulder. Officers charged Jesse Allen Phillips, (w/m, 26, of Cheshire Dr.) with Felony Assault by Strangulation, Misdemeanor Assault on Female, and Misdemeanor Assault With a Deadly Weapon, he was held without bail. The child abuse is under investigation. On 09/12/2018, a Larceny of a Motor Vehicle was reported at 600 S. Churton St., Ashford Lakes Apartments. The apartment golf cart and charger were stolen, valued at $3,300.00. On 09/14/2018, a Breaking and Entering and Larceny were reported to a locked residence in the 200 -block of Murray St. The victim advised that unknown suspect(s) entered the residence by breaking out a window and then stole shotguns and pistols valued at approximately $3,250.00. On 09/22/2018, an Assault by Pointing a Gun was reported in the 100 -block of Patriots Pointe Dr. The victim advised that due to a road rage type incident, a subject pointed a handgun at them and left the area. Hillsborough Police Department Monthly Report September 2018 On 09/23/2018, an Arson was reported in the 100-blk of Hampton Pointe Blvd. A subject was having a mental issue and set a bedroom on fire, causing $500.00 in damages, and the fire was quickly put out. The subject was taken for a mental evaluation. On 09/26/2018, a Robbery was reported at 300 Lakeside Dr. The victim advised that a male approached her open window and assaulted her, another party took her wallet containing $500.00 in cash and left. Officers charged Bobby Tre Chappell, (b/m, 22, of Lakeside Dr.) with Felony Common Law Robbery, Felony Conspiracy, and Misdemeanor Assault on Female, he was given a $2,000.00 secured bond. Warrants have been obtained on Deandre Littlejohn, (b/m, 24, of Durham) for Felony Common Law Robbery, Felony Conspiracy, and Misdemeanor Assault on Female. On 09/27/2018, a Larceny of a Motor Vehicle was reported in the 500 -block of Terrell Rd. The victim advised they had left two broken down vehicles left in this area and one vehicle, valued at $1,000.00, was taken. 20 Larcenies were reported at various locations including: • 11 larcenies were shoplifting related incidents at Hampton Pointe- Walmart. • 1 Larceny from business related incident at 259 S. Churton St., Randy Gilmore Automotive, where a cash box containing $344.18 was taken. Narcotics/weapons related incidents: • During the month of September, Officers recovered 3 handguns, Marijuana, Cocaine, Heroin, Prescription Pills, amphetamines, and drug paraphernalia. Hillsborough Public Works September 2018 Monthly Report Work Orders: 7 completed within two days Park Maintenance: 112 staff hours (Hurricane Florence Cleanup) Cemetery: 2 graves marked, 1 monument marked Stormwater: 20 staff hours — drainage conveyances Last Friday: 2 staff hours TOWN OF HILLSBOROUGH UTILITIES STATUS REPORT Oct -18 PROJECT BUDGET STATUS WWTP Discharge Compliance - The WWTP continues to be compliant with all monitored permit parameters.Our sludge management program is in good condition. Sewer Spill Summary _ The Town had no reportable collection system sewage spills since our last report. There have been no reportable spill/bypass events at the WWTP in 2018. The reservoir is a little less than 7 feet below full, with approximately 161 days of supply remaining. Phase 2 construction began in West Fork of the Eno Reservoir _ April 2018; the level will need to be maintained at 4 feet below spilling or less, to allow for work on the dam and spillway. Water has been released continuously to maintain this water level, as well as to support minimum flow requirements in the Eno River. The current release is exceeding the minimum release for September of 1.0 cubic feet per second (0.646 MGD). Construction continues on the dam and spillway, with work being done by Thalle Construction. Work also began on 4/2/18, on the W FER Phase 2 Construction Project $ 13,429,245 Efland-Cedar Grove Road realignment project by NCDOT. This realignment is expected to be completed by October 2018, or soon thereafter. Two other roads will be raised which have not started yet. A bid opening for clearing was held 9/6/18 with three bidders responding. The bid is expected to be awarded to the lowest responsive bidder at the Board of Commissioners meeting on 10/8/18. Total Trihalomethanes (TTHM) Compliance - The 3rd Quarter testing results were received. The TTHMs were elevated as they typically are at this time of year. However, the long term running average was not exceeded. The Town remains compliant with TTHM levels. Water Restrictions _ No restrictions are in effect for Town customers, and Stage 1 withdrawal restrictions are no longer in effect. Our usage in September averaged 1.5 MGD. Lake Orange is full according to the last report received from Orange County. Water System Flushing - Fall flushing began the week of September 10 and will continue into the first week of November. "Unaccounted-for" Water - We had no water main leaks repaired in September and a good number of water service leaks were repaired. Miscellaneous repairs have been proceeding as needed. Water and sewer outfall and right-of-way mowing has been completed for the summer. Bushhogging and clearing around tanks and Miscellaneous Water Projects - pump stations began in August and now been completed. The clearing around the two tanks are done. There is a small section of sewer line to be cleared in Cedar Ridge Town Homes and Heritage Apts to be completed in the next two weeks. A new meter vault, additional connections to our existing distribution system, demolition of the existing OWASA Booster Pump Station, New South Zone Water Transmission Main $ 262,000 and addressing emergency pumping issues from OWASA due to pressure zone changes are included in this project. The meter vault has been built and the meter was set and tied in to water lines. Any additional work will be completed by Town staff. This project is currently on our radar to complete. Completion of this project will likely take another 6-12 months. The Town is working with the developer to address some remaining start up and operational items prior to acceptance of this New South Zone Booster Pump Station $ 175,000 infrastructure. Another attempted startup with the designer/installer revealed more problems that are being addressed. This project adds capacity to boost water to the South Zone and the Waterstone Tank. Major renovations are scheduled to replace a section of sewer main near the intersection of Orange Grove Street and S. Churton Sewer Rehabilitation & Repairs at Orange Street. This section has been repaired many times and needs to be reinforced to handle the anticipated flow from the coming of the Grove St. and S. Churton St. $ 500,000 Collins Ridge Development. It is also undersized to current design standards and contains many improper turns and angles. Arcadis is handling the design and engineering for the project. A 50% design deliverable was received. Construction should start late 2018/early 2019. TOWN OF HILLSBOROUGH UTILITIES STATUS REPORT c:\projects\engineering\Item 8-6 Departmental Reports-Utilities.xlsx Utilities Department Page 1 10/4/2018, 10:34 AM Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 8, 2018 Department: Administration Public Hearing: Date of Public Hearing: ❑ Yes ® No For Clerk's Use Only AGENDA ITEM # PRESENTER/INFORMATION CONTACT: Katherine Cathe , Human Resources Director/Town Clerk ITEM TO BE CONSIDERED Subject: Minutes Attachments : 1. Regular meeting Sept. 10, 2018 Brief Summary: None Action Requested: Approve minutes ISSUE OVERVIEW Background Information & Issue Summary: None Financial Impacts: None Staff Recommendations/Comments: improve minutes 9.A Consent Regular Closed Agenda Agenda Session PRESENTER/INFORMATION CONTACT: Katherine Cathe , Human Resources Director/Town Clerk ITEM TO BE CONSIDERED Subject: Minutes Attachments : 1. Regular meeting Sept. 10, 2018 Brief Summary: None Action Requested: Approve minutes ISSUE OVERVIEW Background Information & Issue Summary: None Financial Impacts: None Staff Recommendations/Comments: improve minutes Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 1 of 35 Minutes Board of Commissioners 7 p.m. Sept. 10, 2018 Town Hall Annex Board Meeting Room, 105 E. Corbin St. Present: Mayor Tom Stevens and commissioners Mark Bell, Kathleen Ferguson, Matt Hughes, Evelyn Lloyd, and Jenn Weaver Staff: Economic Development Planner Shannan Campbell, Human Resources Director/Town Clerk Katherine Cathey, Assistant to the Town Manager Jen Della Valle, Police Chief Duane Hampton, Assistant Town Manager/Planning Director Margaret Hauth, Public Works Director Ken Hines, Town Attorney Bob Hornik, Police Sgt. William "Buddy" Parker, Town Manager Eric Peterson, Public Information Specialist Cheryl Sadgrove, Finance Director Daphna Schwartz, and Utilities Director Marie Strandwitz Absent (excused): None 7:01:13 p.m. Mayor Tom Stevens opened the meeting. 1. Public charge 7:02:10 p.m. Stevens did not read the public charge but asked that everyone abide by it. 2. Audience comments not related to the printed agenda 7:03:06 p.m. Cordelia Heaney, executive director of Compass Center for Women and Families, reviewed the history and services offered by that organization and thanked the board for the proclamation on the consent agenda. 3. Agenda changes and approval Commissioner Matt Hughes requested that Item 81 be moved to the discussion agenda. 7:07:21 p.m. Commissioner Kathleen Ferguson moved approval of the agenda as amended. Commissioner Evelyn Lloyd seconded. The motion carried upon a unanimous vote of 5-0. 4. Presentations A. September 2018 quarterly economic development and tourism report 7:07:37 p.m. Economic Development Planner Shannan Campbell briefly referred to the report in the agenda packet. She noted that several businesses had opened, expanded or changed locations in the last quarter. She noted that Hillsborough was featured in a Chapel Hill Magazine publication. Campbell reviewed some of the projects funded by grants from the Tourism Board, including the Nash Dash Soap Box Derby, Art in the Heart of Hillsborough and the Burwell School annual fundraiser. 5. Critical committee reports 7:12:23 p.m. Lloyd noted that once before in Hillsborough a firefighter had died unexpectedly after answering a call for service. 7:13:28 p.m. Ferguson reported that a fundraiser for Community Home Trust had taken place the previous week. She noted the most recent point -in -time count of homeless people in Orange County was higher than it had been in past years. She noted that she had recently attended a meeting of the Fairview Neighborhood Watch. Ferguson Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 2 of 35 also reminded the board that the Triangle J Council of Governments summit conference was scheduled to take place Sept. 27 in Sanford. 7:15:15 p.m. Stevens reported that he would be attending a meeting of the Hillsborough downtown merchants the following morning. 7:15:18 p.m. Commissioner Mark Bell gave no report. 7:15:20 p.m. Hughes reported that he had attended the Hillsborough Police Department golf fundraiser the previous weekend. Also, he has been researching ways to curb sidewalk smoking and talking with officials from the Orange County Health Department about this. 7:16:35 p.m. Commissioner Jenn Weaver reported she had attended a meeting of the Orange County Food Council and she was pleased with the energy of that council and the amount of participation from farmers. 6. Town manager report 7:17:34 p.m. Town Manager Eric Peterson introduced Marie Strandwitz, the new utilities director. He also noted there would be several updates over the week as Hurricane Florence approached. 7. Departmental reports 7:18:27 p.m. Public Works Director Ken Hines reported that construction had begun on Daye Street to widen and pave the turnaround area for town trucks. 8. Items for decision — consent agenda A. Minutes 1. Joint public hearing July 19, 2018 2. Regular meeting Aug. 13, 2018 3. Work session Aug. 27, 2018 B. Miscellaneous budget amendments and transfers C. 2018 Board of Commissioners meeting calendar amendment D. 2019 Board of Commissioners meeting calendar E. 2018 Arbor Day proclamation F. Special event permit: Hillsborough Half Marathon event road closures and exclusive greenway use request G. Consistency statement and ordinance amending the Unified Development Code Section 3.13.6.5 and 3.13.8 H. Consistency statement and ordinance amending the Unified Development Code Section 9.2 and 5.2.12 to update language related to regulating legal electronic gaming operations I. Consistency statement and ordinance amending the Unified Development Code Section 6.3.2 to establish a residential density of 12 units per acre in the adaptive reuse zoning district and indicate districts in which the applicant may request a specific density upon filing a special use permit application J. Consistency statement and ordinance amending the Unified Development Code Section 6.18.9.8 to remove reference to "neon sign," replace with a reference to illuminated tube lighting, and restrict illuminate tube lighting on signs within the historic overlay district only K. Commercial solid waste franchise agreement extension -L-. Pv19 stFe ,+ wf.,, iRg GE)RtFaCt (MOVED TO REGULAR AGENDA) M. Conditional dedication and acceptance of Empress Road, Botan Way, Aurora Road, Fairy Moss Lane, and Papyrus Place from developer Ashton Woods in the Waterstone Estates subdivision N. Dedication of right of way along Orange Grove Street O. 2018 National Suicide Prevention Week proclamation Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 3 of 35 P. Domestic Violence Awareness Month 2018 proclamation 7:19:04 p.m. Ferguson moved to approve the consent agenda. Bell seconded. The motion carried upon a unanimous vote of 5-0. 9. Items for decision — regular agenda A. Resolution amending the Special Use Permit Elfin Pond to modify the approved Special Use Permit to allow the installation of retaining walls in required buffers along the west property line 7:20:11 p.m. Assistant Town Manager/Planning Director Margaret Hauth reviewed that the walls were inadvertently built slightly within the buffer, neighboring property owners did not protest the placement of the walls at the public hearing, and the Planning Board had recommended the Board of Commissioners approve amending the Special Use Permit. 7:21:08 p.m. Ferguson moved to approve the resolution as presented. Weaver seconded. The motion carried upon a unanimous vote of 5-0. B. Resolution amending the Special Use Permit Orange County ABC to modify the approved Special Use Permit for a retail operation at 109 Oakdale Drive, including the addition of five waivers 7:21:19 p.m. Hauth reviewed that the Special Use Permit for this property had been issued to accommodate a pharmacy with a drive-thru window. The amendment to the permit is to accommodate a new building designed as an ABC store that would not have a drive-thru window. Hauth noted the applicant had requested five waivers. The Planning Board had recommended approving three waivers, had not recommended approving one waiver and had been split on another. After the Planning Board's recommendation, the applicant had submitted new changes that would require only four waivers. She noted the applicant had testified at the public hearing that the site plan would not work with the required 5 feet of landscaping along the building. Ferguson asked the applicant whether Orange County ABC was satisfied with the solution the applicant had offered. Representatives said they were satisfied. 7:25:13 p.m. Ferguson moved to approve the resolution as presented. Lloyd seconded. 7:27:37 p.m. The motion carried upon a unanimous vote of 5-0. C. Rezoning and Special Use Permit request from Allied DevCorp, LLC to rezone the structure at 153 W. King St. from Residential -20 to Central Commercial Special Use 7:28:03 p.m. Hauth reviewed that the public hearing was conducted in July. She noted the board would need to approve the consistency statement regarding the rezoning, the ordinance to rezone the property, and the Special Use Permit for the project to be approved. Hauth reviewed that key issues raised at the public hearing had been about moving a fire hydrant and the location of a loading zone. She reported that staff had not yet determined a recommendation on the location of the loading zone. She suggested the board come back to that aspect of the plan at a later meeting. The planning director noted there was a revised resolution in front of the board. Most changes were not significant but rather slight changes in the wording to alleviate confusion. She noted that Paragraph 5 is new and is intended to address that this application is asking for several waivers and improvements to the public right of way and asking the town for financial help with some of those improvements. Hauth also noted the leases for off- site parking were not yet to the satisfaction of the town attorney. She added that the proposed off-site parking would be at the law firm located at 129 E. Tryon St. and Latta's Garage, located at 128 N. Churton St. Parking spaces at the latter location are not marked and are difficult to count, Hauth said. Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 4 of 35 Lloyd asked whether both parking lots are within 1,800 feet of the Colonial Inn as the crow flies. Town Attorney Bob Hornik confirmed that they are. Hauth said the Planning Board discussed distance to parking and came up with the measurement of 1,800 feet as the crow flies. The board reviewed the main points of discussion: • Parking has been secured, and some isn't marked. • A loading zone would be discussed at a future meeting. Hauth suggested the board request that property owners neighboring a potential loading zone site be notified in advance of that meeting; the board agreed. • Hornik noted that, at this meeting, the board would not be committing to financial assistance for the widening of the sidewalk in front of the Colonial Inn should a request be made. Hughes noted that the Planning Board had recommended support for privacy for the neighbors. Hauth said the Planning Board felt it needed to comment but recognized the decision about fenestration on the back elevation of the guest wing belonged to the Historic District Commission. Ferguson said she was concerned how narrow the road would be if the sidewalk in front of the inn were widened. Hauth said she believes the road would be wider with an improved sidewalk and no on -street parking than it currently is with on -street parking. Bell said he shared Ferguson's concerns. Bell also said he thinks it is important to maintain the traditional pathway under the Colonial Inn porch and he does not want on -street parking spaces removed. He suggested converting the existing on -street parking spaces into 15 -minute parking spaces that could be used by this business or anyone. 7:42:10 p.m. Justin Fejfar, representing the development group, said he would not be opposed to omitting the plan for a widened sidewalk but some town staff really wanted the sidewalk to be made handicapped accessible. He said if the on -street parking was reduced in width by 8 inches to make the sidewalk handicapped accessible, then the parking spaces would cease to be wide enough to serve as parking spaces. Bell suggested creating a handicapped accessible walkway on either end but not in front of the inn. Bell suggested making changes to the accessibility of the existing stone sidewalk. Fejfar said the Historic District Commission wanted minimal changes to the stone sidewalk. Ferguson suggested creating a smooth surface. Bell said it was possible to reuse the stones and create a smooth surface. He believed the Historic District Commission had meant that the stones would be reused but the surface would be made smooth. There was discussion about which side of the inn could have a handicapped -accessible sidewalk. If a ramp were created on the east side of the inn, it would block the neighbor's driveway, Fejfar said. If a ramp were built on the west side, people with a wheelchair coming up the sidewalk on North Churton Street would then have to navigate into West King Street to access the ramp, he added. The board asked questions about how far into the porch a ramp would extend. Fejfar said about 14 or 15 feet. Bell asked Fejfar how the sidewalk under the porch would be used. Fejfar said it may serve as a waiting area but not an outdoor dining area. Answering a question from the board, Hauth said once the sidewalk under the porch is private property, the town would have no control over whether there is outside dining there. Stevens said the town would want to maintain an easement. Weaver said whether the town is contributing, she really likes the sidewalk as currently proposed in the plan. It seems to fit in with a lot of discussions the board has been having about continuity of Americans with Disabilities Act accessibility standards, she said. Weaver said she has read that it is safer to have measures in place to slow cars, so she does not see a safety concern created by widening the sidewalk. Ferguson said she does not believe narrowing streets slows traffic. She is not comfortable with the sidewalk as proposed. It doesn't feel safe and she Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 5 of 35 doesn't think it will slow traffic, she said. Ferguson thinks with less congestion, there is less risk of injury to people and property. And she wondered if there are options for gaining ADA compliance without constricting the street. Stevens said he doesn't think the width of the street is different. He heard Hauth say the road width stays roughly the same with either widened sidewalk or on -street parking. Bell said his preference is to maintain the traditional path and keep the on -street parking. If the town pays for a new sidewalk, then that is a substantial cost. The board had said it would not pay for any restoration of the Colonial Inn, he said. Fejfar said there are two issues: ADA access to the building and ADA access in front of the property. He said the first can be achieved in another way. He asked whether a waiver was needed. Hauth answered she did not know; there is not an ADA -accessible pathway in front of the building now. Bell noted the plans show ADA access from the building. Fejfar explained that without the proposed widened sidewalk, one would not be able to get a wheelchair from the east side downtown to the accessible entrance without taking the wheelchair into the street. Bell asked whether there is room for a 4 -foot sidewalk and on -street parking. Hauth answered that she did not think so. Fejfar said no. Hauth suggested the board revisit this topic at the future meeting when the loading zone location is discussed. The board agreed, and commissioners added that renderings would be helpful to visualize the proposed sidewalk changes. Weaver asked about additional on -street parking options, Hauth said staff is working with the North Carolina Department of Transportation to determine how many parking spaces can be striped farther west on West King Street. Striping parking spaces on the side of the street makes it clear that parking is acceptable there. Bell suggested the board talk about the developers expressing an interest in asking for financial help with the additional sidewalk. Hauth said the board heard a request for a tax -incentive policy rather than direct financial assistance. Stevens said he thinks that a tax incentive would be an appropriate way for the town to participate. A financial contribution upfront would be a hard sale, Stevens added. And the town is not interested in using the tax -incentive policy for a project that would only benefit the Colonial Inn. Ferguson agreed. Fejfar said he thought the town wanted a wider sidewalk. He is not opposed to leaving the sidewalk as it is. Hauth asked the board to prioritize the issues related to the proposed sidewalk. She noted the proposed sidewalk was the staff recommendation. Ferguson said she wants to keep the current on -street parking spaces and convert them to 15 -minute parking spaces. She said she has a hard time visualizing whether a cut -in would be feasible on the eastern side of the front. Fejfar said it is doable, but he is pretty confident the Historic District Commission would not approve it. Lloyd said she likes the stone sidewalks and she thinks she knows where Fejfar can get more stones. Weaver prefers the proposed sidewalk. Hughes prefers the proposed sidewalk because it would improve ADA accessibility for people wanting to go past the inn. Lloyd said she likes the sidewalk as it is. Bell suggested removing one or two on -street parking spaces to accommodate a sidewalk ramp. Fejfar said the length of the porch is four spaces, so taking out two spaces is not enough to create access to the front porch. He asked the board what the priority was: on -street parking, ADA accessibility, or maintaining the original look. Board members said individual members would give different answers and renderings of the options would help them decide. Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 6 of 35 The board and staff then discussed how to handle the sidewalk decision. Hauth suggested adding another condition that the final resolution of work in the public right of way would be determined by the board in the future. Hornik decided to strike Paragraph 5 of the resolution to approve the Special Use Permit, which was addressing a potential financial assistance request from the developers. He noted that a tax incentive would fall under the economic development policy. Hornik noted the first four paragraphs of the Special Use Permit document contained standard language. The new Paragraph 5 (after striking what was Paragraph 5) lists the special conditions. He then reviewed those special conditions with the board. 8:30:21 p.m. Weaver moved to approve the consistency statement as presented. Ferguson seconded. The motion carried upon a unanimous vote of 5-0. 8:30:40 p.m. Weaver moved to approve the rezoning ordinance as presented. Ferguson seconded. The motion carried upon a unanimous vote of 5-0. 8:30:59 p.m. Weaver moved to approve the Special Use Permit as amended. Ferguson seconded. The motion carried upon a unanimous vote of 5-0. #1%hk, 8:31:20 p.m. Weaver noted that this project will renovate a very old building and there are reasonable reasons to grant several waivers for this project. 8:31:50 p.m. The motion carried upon a unanimous vote of 5-0. D. Inquiry from Workforce Homestead regarding a potential annexation and rezoning to support an affordable housing tax credit application for 11.57 acres on Old N.C. 86 8:32:23 p.m. Hauth noted a portion of this property lay in the town's extraterritorial jurisdiction and a portion in Orange County's jurisdiction. The property is within the town's water and sewer boundary. 8:33:10 p.m. Jim Yamin, president of Workforce Homestead Inc., addressed the board. He said his company has developed affordable housing statewide. Yamin said this property would be suitable for multi -family rental development. He noted the current land use plan does not call for a residential use at this site. His intent this evening is to hear from the board whether the board would consider using this land for an affordable housing project. Ferguson said it is an economic development district with very little development. She is excited about having affordable housing and wanted to know that the rental units would be affordable beyond 15 to 20 years after construction. She also had a suggestion for another location for Yamin to consider. Lloyd said she agreed with Ferguson and wants commercial development at this location. She thinks a restaurant and grocery are needed. Hughes said for socioeconomic diversity, having some affordable housing there would be good. He noted the property had good accessibility to interstates 85 and 40 without adding to traffic congestion on Churton Street. Weaver said she is only interested in approving affordable housing in Hillsborough right now and workforce housing would be an asset. The site has probably limited retail possibilities. She is interested in permanent affordability of residential units. Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 7 of 35 8:44:58 p.m. Bell said he was curious what percentage of the property is not in the flood plain. It looks like half. He is interested in whether affordable housing units could be combined with retail at the site. Ferguson said if the board approved this, then Waterstone is no longer an economic development district. Ferguson would like to see a permanently affordable housing project in other areas of town. Yamin said the feedback was helpful. He said the tax credits he would be seeking would restrict the units to being affordable for 30 years, but he would not have trouble committing to permanent affordability. He said he was superficially aware of the site Ferguson had mentioned and thought there was an issue with regard to sewer service for multi -family residential units at her recommended site. Yamin said 3.5 acres of the site he is interested in is developable. With the multi -family units, parking and stormwater ponds, he does not think a mixed-use development would be feasible at this location. His preference would be to create 80 multi -family residential units. Rent would be from the high $200s to the mid -$700s. Stevens said the board is very interested in affordable housing and has reservations about building it in the economic development district. #%,, Ferguson said the issue is not what Yamin is proposing but where he is proposing to build it. She is concerned that another residential project in this economic development district would make it no longer an economic development district. E. See Something Send Something application 8:58:44 p.m. Sgt. Buddy Parker said the Hillsborough Police Department is the first agency in the state to use this crime reporting app. He noted the app can help identify missing children and can be used to send a message to the community. Ferguson asked if it is a tool to stop human trafficking. Chief Duane Hampton said it is not specifically for that. It operates more like a tip line. Weaver said finding lost children sounds great. However, she does not want the app to be used to over -report petty crimes. Hampton said people need outlets to report concern. A lot of the issues that come to us are not crime problems but rather social problems. Regarding petty crimes, Hampton said, he is a believer that if we don't address the little things, there will be bigger things. We have got to have ways to get information from the community, he said. Hampton said the app can be helpful for those times when people see something but do not think it is important enough to call 9-1-1. Bell said he read the terms of use and fine print. He asked whether the data stays in a cloud after the police no longer have need for that data. Parker answered the cloud is Criminal Justice Information System -certified. He said the Police Department can delete the data and it is gone. If the department decided to discontinue use of the app, it would have to download and store the data. Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 8 of 35 Hampton said anything to be used from cases needs to be downloaded. Bell asked if the data is shared with other agencies. Hampton answered that he doubted the data was shared with other agencies, but he will find out and report back. Bell asked if the information falls under the Freedom of Information Act. Parker answered yes. Hornik qualified that criminal intelligence information is not included. Hughes said he understands Weaver's concerns, but the police use discretion. He thinks that the police are making an effort to communicate with people in the way that people want to communicate. He doesn't like to talk on the phone or even email but prefers texts. Hampton said the plan was to use the app for six months and assess its usefulness then. The board asked Hampton to report back when he thought it appropriate. 9:30:24 p.m. Item 81 FY19 street resurfacing contract 9:30:32 p.m. Hughes said there was not a contract in the packet for the street resurfacing. Hines said there is one. Hornik has reviewed it, and Hines will fill in the blanks. Peterson said the board doesn't have to approve the contract unless it exceeds the budget amount. Hughes asked whether the town can require contractors working on behalf of the town to not allow their employees to smoke on the job site. Ferguson said she thinks it is a matter of staff making contractors aware of the Orange County Board of Health regulation rather than a contract issue. Stevens suggested this topic be discussed further at a future meeting. 9:44:17 p.m. Hughes moved approval of the contract. Bell seconded. The motion carried upon a unanimous vote of 5-0. F. Hot topics for work session Sept. 27, 2018 9:44:49 p.m. Bell said he wanted to add a discussion about code enforcement. Hauth said changes to the outdoor seating ordinance would be prepared for board approval at the work session. 10. Adjournment 9:48:48 p.m. Bell moved to adjourn. Lloyd seconded. The motion carried upon a unanimous vote of 5-0. Respectfully submitted, Katherine M. Cathey Town Clerk Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: TOWN OF HILLSBOROUGH FY 2018-2019 BUDGET CHANGES REPORT DATES: 09/10/2018 TO 09/10/2018 CHANGE ORIGINAL REFERENCE NUMBER DATE USER BUDGET 10-10-4200-5300-570 MISCELLANEOUS Administration GIS work associated with summer interns 12629 09/10/2018 JDELLAVAL 26,748.00 10-10-4900-5300-113 LICENSE FEES Planning GIS work associated with summer interns 12630 09/10/2018 JDELLAVAL 4,350.00 Water 30-80-8120-5300-150 MAINTENANCE - PLANT & EQUIPMENT Treatment Plant To cover safety shoes 12625 09/10/2018 EBRADFORI 47,300.00 Water 30-80-8120-5300-331 SUPPLIES - SAFETY Treatment To cover safety shoes 12626 09/10/2018 EBRADFORI 1,000.00 Plant WW Coll. 30-80-8200-5300-080 TRAINING/CONF./CONV. To cover updated cost projections 12627 09/10/2018 JDELLAVAL 5,000.00 30-80-8200-5300-456 C.S./VAC WASTE DUMPSTER WW Coll. To cover updated cost projections 12628 09/10/2018 JDELLAVAL 1,200.00 APPROVED: 5/0 DATE: 09/10/2018 VERIFIED: Page 9 of 35 BUDGET AMENDED CHANGE BUDGET -500.00 26,248.00 500.00 4,850.00 -350.00 46,950.00 350.00 1,350.00 -1,000.00 4,000.00 1,000.00 2,200.00 0.00 JDELLAVALLE 09/05/2018 3:16:35PM Page 1 of 1 fl142r03 Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 10 of 35 ONNN OF HILLSB on Hillsborough Board of Commissioners Meeting Schedule — 2018 All meetings start at 7 p.m. and are in the Town Annex Board Meeting Room, 105 E. Corbin St., unless otherwise noted. Times, dates and locations are subject to change. Monday, Jan. 8 Regular meeting Thursday, Jan. 18 Joint public hearing with Planning Board — CANCELED Monday, Jan. 22 Work session Tuesday, Jan. 30 Assembly of Governments meeting Whitted Human Services Center, 300 W. Tryon St. Monday, Feb. 12 Regular meeting Thursday, Feb. 15 Joint public hearing with Planning Board Thursday, Feb. 22 Joint meeting with Orange County Board of Commissioners Whitted Human Services Center, 300 W. Tryon St. Monday, Feb. 26 Work session — 6:30 p.m. Monday, March 12 Regular meeting Monday, March 26 Work session Whitted Human Services Center, 300 W. Tryon St. Saturday, April 7 Annual budget retreat — 9 a.m. UNC Hospitals Hillsborough Campus, 430 Waterstone Drive Monday, April 9 Regular meeting Thursday, April 19 Joint public hearing with Planning Board Monday, April 23 Work session — State of the Town Address Whitted Human Services Center, 300 W. Tryon St. Monday, May 14 Regular meeting Monday, May 21 Budget work session — public hearing for general and water and sewer funds Tuesday, May 29 Work session — CANCELED Monday, June 4 Budget work session — if needed Thursday, June 7 Joint meeting with the Water and Sewer Advisory Committee Monday, June 11 Regular meeting Monday, June 25 Work session Wednesday, July 18 Joint public hearing with Planning Board — CANCELED Thursday, July 19 Joint public hearing with Planning Board Adopted: Sept. 11, 2017 Amended: Jan. 8, 2018 Amended: Jan. 22, 2018 Amended: Feb. 12, 2018 Amended: March 12, 2018 Amended: May 14, 2018 Amended: June 11, 2018 Amended: Aug. 13, 2018 Amended: Sept. 10, 2018 Monday, Aug. 13 Monday, Aug. 27 Monday, Sept. 10 Thursday, Sept. 27 Monday, Oct. 8 Thursday, Oct. 18 Monday, Oct. 22 Tuesday, Nov. 13 Thursday, Nov. 15 Monday, Nov. 26 Monday, Dec. 10 Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 11 of 35 Regular meeting Orange County Main Library, 137 W. Margaret Lane Work session Whitted Human Services Center, 300 W. Tryon St. Regular meeting Work session Regular meeting Joint public hearing with Planning Board Work session Regular meeting Assembly of Governments meeting — CANCELED Work session Regular meeting 4C Hillsborough Board of Commissioners Meeting Schedule — 2018 P a g e 1 2 Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 12 of 35 ONNN OF HILLSB on OROUGtj Hillsborough Board of Commissioners Meeting Calendar — 2019 All meetings start at 7 p.m. and are in the Town Hall Annex Board Meeting Room, 105 E. Corbin St., unless otherwise noted. Times, dates and locations are subject to change. Monday, Jan. 14 Regular meeting Thursday, Jan. 17 Joint public hearing with Planning Board Monday, Jan. 28 Work session Tuesday, Jan. 29 Assembly of Governments meeting Whitted Human Services Center, 300 W. Tryon St. Monday, Feb. 11 Regular meeting Thursday, Feb. 14 Joint meeting with Orange County Board of Commissioners Whitted Human Services Center, 300 W. Tryon St. Monday, Feb. 25 Work session Monday, March 11 Regular meeting Monday, March 25 Work session Monday, April 8 Regular meeting Thursday, April 18 Joint public hearing with Planning Board Monday, April 22 Work session Monday, May 13 Regular meeting Tuesday, May 28 Work session Monday, June 10 Regular meeting Monday, June 24 Work session Thursday, July 18 Joint public hearing with Planning Board Monday, Aug. 12 Regular meeting Monday, Aug. 26 Work session Monday, Sept. 9 Regular meeting Monday, Sept. 23 Work session Monday, Oct. 14 Regular meeting Thursday, Oct. 17 Joint public hearing with Planning Board Monday, Oct. 28 Work session Tuesday, Nov. 12 Regular meeting Monday, Nov. 25 Work session Monday, Dec. 9 Regular meeting Adopted: Sept. 10, 2018 Town Of Hills 4 15s: �avm of H.[2t�an:u: Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Proclamation #20180910-8.E Arbor Day Proclamation Whereas, in 1872, J. Sterling Morton, who would become Secretary of Agriculture under President Grover Cleveland, proposed to the Nebraska Board of Agriculture that a special day be set aside for planting trees; and, Whereas, the resulting holiday — Arbor Day—was first observed in that State with the planting of more than one million trees and is now observed throughout the nation and the world; and, Whereas, trees are renewable resources that yield fruit and nuts for food and profit, wood for construction, fuel for warmth, paper products and a variety of other goods and materials; and, Whereas, trees intercept storm water, reduce runoff and erosion, clean air and water, produce oxygen, slow climate change by absorbing carbon dioxide, provide habitat for wildlife, and moderate air temperature; and, Whereas, when properly selected and tended appropriately, trees increase property values, enhance economic vitality and business districts, provide buffers from traffic and are a source of joy and spiritual renewal; and, Whereas, the Town of Hillsborough achieved Tree City USA status in 1983 and has received the Outstanding Tree Board Urban Forestry Award by the N.C. Urban Forest Council while continuing to maintain and improve our urban forest by the planting of additional trees to enhance our community; and, Whereas, Arbor Day reminds us of the timeless observation by its founder, J. Sterling Morton, that "Each generation takes the Earth as trustees;" NOW, THEREFORE, LET IT BE PROCLAIMED by the Honorable Mayor and Town Board of Commissioners of the Town of Hillsborough, North Carolina, that Thursday, October 4th, 2018, be recognized as "Arbor Day" and we urge all citizens to celebrate Arbor Day and to support efforts to protect our trees and woodlands. We encourage all citizens to plant trees to promote the well-being of this and future generations because a healthy urban forest can bring a sense of vibrancy or respite, adventure or calm and escape or contentment, amidst asphalt and concrete. Duly proclaimed by the Hillsborough Town Board of Commissioners this y f October 2018. Tom Stevens Mayor Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 14 of 35 Town Board's Statement per N.C. Gen. Stat. 160A-383 The Town of Hills borough Town Board has received and reviewed the application of _planningstaff taff to amend the Town of Hillsborough Unified Development Ordinance as follows (insert general description of proposed amendment): Amend Section 3.13.6 and 3.13.8 to clarify how the Board of adjustment may grant waivers in the course of reviewing appeals. The Hillsborough Town Board has determined that the proposed action is consistent with the Town of Hillsborough's comprehensive plan, and the Town Board's proposed action on the amendment is reasonable and in the public interest for the following reason(s): The North Carolina General Statutes were recently amended to provide guidance to Boards of adjustment in their review of appeals. This amendment makes reference to that language for consistency. Adopted by the Town of Hillsborough Board of Commissioners this _10th day of September_, 2018. Katherine M. Cathey, Town CIA Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 15 of 35 Ordinance #20180910-8.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 3.13.6.5 of the Hillsborough Unified Development Ordinance is hereby amended to read as follows: 3.13.6.5 If a Site Plan is denied for lack of compliance with provisions in Section 6 of this Ordinance, the applicant shall have the option to file an appeal with the Board of Adjustment consistent with Section 3.13.8, Appeal and with North Carolina General Statutes Section 160A-388(bl). Section 2. Section 3.13.8 is amended add subsection numbering and text creating subsections 2, 3, 4, and 5 as follows: 3.13.8 APPEAL 3.13.8.1 A decision of the Planning Director or Technical Review Committee on an application for a Site Plan Review may be appealed to the Board of Adjustment by an aggrieved party. Such appeal shall be made within thirty (30) days of filing of the decision in the office of the Planning Director or the delivery of the notice required in Section 3.13.7, Decision of Site Plan Applications whichever is later. 3.13.8.2 The official who made the decision to deny the Site Plan shall be present at the hearing as a witness. If appeal is made from a decision of the Technical Review Committee, one or more members of the Technical Review Committee who voted to deny the Site Plan shall be present at the hearing as a witness. 3.13.8.3 The appellant shall not be limited at the hearing to matters stated in the notice of appeal. If any party or the Town would be unduly prejudiced by the presentation of matters not presented in the notice of appeal, the Board of Adjustment shall continue the hearing to allow such party time to adequately prepare a response. 3.13.8.4 On appeal, an applicant may request a waiver or modification to any provision in Section 6 (excluding Section 6.20), together with an explanation of why the wavier or modification is appropriate, including testimony as to why the proposed solution included in the application is equal or superior to the result achieved through the strict application of the provisions in Section 6. The Planning Director and Technical Review Committee may offer recommendations to the Board of Adjustment regarding any requested waiver or modification and the sufficiency of the evidence in support of granting the waiver or modification. 3.13.8.5 The Board of Adjustment may reverse or affirm, wholly or partly, or may modify the decision appealed from. The Board of Adjustment shall make any order, requirement, decision, or determination that ought to be made, including without limitation by granting waivers as set forth above. Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 16 of 35 Ordinance #20180910-8.G Section 3. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 4. 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 10th day of September, 2018. Ayes: 5 Noes: 0 Absent or Excused: 0 l Katherine M. Cathey, Town Uterk O Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 17 of 35 Town Board's Statement per N.C. Gen. Stat. 160A-383 The Town of Hills borough Town Board has received and reviewed the application of planninsg taff to amend the Town of Hillsborough Unified Development Ordinance as follows (insert general description of proposed amendment): Amend Section 9.2 and 5.2.12 related to electronic gaming to expand the definition and establish new requirements to address new types of games that appear to be legal in the state. The Hillsborough Town Board has determined that the proposed action is consistent with the Town of Hillsborough's comprehensive plan, and the Town Board's proposed action on the amendment is reasonable and in the public interest for the following reason(s): These amendments attempt to keep the ordinance consistent with changing regulations and authorizations at the state level. Adopted by the Town of Hillsborough Board of Commissioners this _1 Ot" day of _September_, 2018. Kat6e ine M. Cathey, Town C r r Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 18 of 35 Ordinance #20180910-8.H 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 9.2 of the Hillsborough Unified Development Ordinance is hereby amended update the definition of electronic gaming operation to read as follows: Any business enterprise, whether as a principal or accessory use, where persons utilize electronic machines, including but not limited to computers and gaming terminals, to conduct games of chance, or skill -based games including sweepstakes, and where cash, merchandise or other items of value may be redeemed or otherwise distributed, whether or not the value of such distribution is determined by electronic games played or by predetermined odds. Electronic gaming operations may include, but are not limited to, sweepstakes, fish tables, internet cafes, internet sweepstakes, electronic gaming/machine operations, or cybercaf6s that otherwise meet the preceding definition. This does not include the N.C. Education Lottery. Section 2. Section 5.2.12.1.a is amended to remove "A or C" following "restaurant" and "nightclub" as those uses are no longer used in the ordinance. Section 3. Section 5.2.12.1.c is amended to insert "and be operated in combination with a primary use listed above" at the end of the first sentence. The Section is further amended to remove "and be operated in combination with a primary use listed above" from the second sentence. Section 4. Section 5.2.12. l .d.iii is amended by inserting "(Special Use or accessory use) at the end of the sentence. Section 5. Section 5.2.12. Le is added to read as follows: For the purposes of this section, "computer terminal" and "individual station" shall be taken to mean a seat or station for one individual to play or interact with the game. Accessory use operations may only have 3 players at one time. Any circumstance with 4 or more players requires a Special Use Permit. Section 6. 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 10th day of September, 2018. Ayes: 5 Noes: 0 Absent or Excused: C (owe, Katherine M. Cathey, Town C.erk Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 19 of 35 Town Board's Statement per N.C. Gen. Stat. 160A-383 The Town of Hills borough Town Board has received and reviewed the application of planninsg taff to amend the Town of Hillsborough Unified Development Ordinance as follows (insert general description of proposed amendment): Amend Section 6.3.2 to establish a residential density in general purpose non-residential districts that allow attached dwellings and to clarify that density can be requested during a Special Use Permit review. The Hillsborough Town Board has determined that the proposed action is consistent with the Town of Hillsborough's comprehensive plan, and the Town Board's proposed action on the amendment is reasonable and in the public interest for the following reason(s): This establishes previously un -set requirements to help ensure attached dwelling density is in keeping with surrounding development when located in non-residential and special use districts. Adopted by the Town of Hillsborough Board of Commissioners this _10th day of _September_, 2018. Katherine M. Cathey, Town Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 20 of 35 Ordinance #20180910-8.1 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 6.3.2 of the Hillsborough Unified Development Ordinance is hereby amended add minimum square feet per attached dwelling units in general purpose districts and leave this standard as to be determine when located in a special use district. The revised chart and revised notes are attached. 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 10th day of September, 2018. Ayes: 5 Noes: 0 Absent or Excused: 0 Katherine M. Cathey, Town GTerk ■ &&1%318 Regular Meeting Approved: Q \ LA 2 2 2 2 2 2 a) 0 / \ CL z R < < < S 0 » Ln 0 2 _ \ CD ) } R 7 k E < < R & \ LU ƒ / 2 e 2 / j @ E / S \ E 2 ( � \ \ % ( k & 3 % 3 2 0 \ \ j � J o co m @ 2 / \ \ \ Lr) m k \ k \ \ � 7 a) \ C) 0 / j \ \ m E \ « E \ E E C) k & I < G 3 _ 5 7 & \ \ / ) \ / a y 2 @ ® 3 3 § oE k 7 % % \ \ j c � (3) a a ƒ y / / 2? 0 0 0 o g // /tA ƒ u u = e u u z - � \ \ # \ 7 @ » \ 3 © /\ m § � ca Un 0 % 0 �g~ / L E $// 3$ ' \� o% » % a i _ 0 0 z E \ \ % g t/ / f \ / 0 \ / _ [ % ƒ \ o cu rn a / / \ < m LD r-4\ \ \ 8 G \ \ w —1= 7 § § u Oj / \ 7 / / m\0 _ § E ¥ '!( g §bD 2 /'! \ 2 ® \ < ., $ _ » Z 3 @ 7 ` \ \ k \ « kV) 0 2 ® / \ E F _\ 7\ k E E\ E\ E/ E 7 E]) 2 \ a % $ e _ ° � _ % _ _ _ 7 = m ; _ E» _._ E±- _ /& = E\ E 2 -E 0 5 E E g E s E J 3 E 3 E 2 'E \ \ & » ƒ / ° % 2 £ \ E ) 5 = ) 5 \ > _ > f J » \ a / _ , < &&1%318 Regular Meeting Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 22 of 35 Town Board's Statement per N.C. Gen. Stat. 160A-383 The Town of Hills borough Town Board has received and reviewed the application of planninsg taff to amend the Town of Hillsborough Unified Development Ordinance as follows (insert general description of proposed amendment): Amend Section 6.18.9.8 to clarify where the use of illuminated tubing is allowed, define the sign type, and remove reference to "neon". The Hillsborough Town Board has determined that the proposed action is consistent with the Town of Hillsborough's comprehensive plan, and the Town Board's proposed action on the amendment is reasonable and in the public interest for the following reason(s): This section was out of date using the term "neon" to refer to a wide variety of illumination methods. The section also unnecessarily limited the use of illuminated tubing to a zoning district when the town's interest was limited to the historic overlay district. Adopted by the Town of Hillsborough Board of Commissioners this _10th day of _September_, 2018. Katherine M. Cathey, Town C rk Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 23 of 35 Ordinance #20180910-8.J 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 6.18.9.8 of the Hillsborough Unified Development Ordinance is hereby amended to read as follows after removing "CC" and "neon": 6.18.9.8 Within the historic overlay district, illuminated tubing signs shall not be permitted. For purposes of this subsection, the term "illuminated tubing sign" includes all signs in which illuminated tubing or individual bulbs constitutes or forms all or part of the message of the sign, as well as signs in which the message area of the sign is outlined, underlined, or otherwise highlighted by illuminated tubing. 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 10th day of September, 2018. Ayes: 5 Noes: 0 Absent or Excused: 0 V� Katherine M. Cathey, Town C41erk Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 24 of 35 C SVN 4)F I] 11 L_SBOIv)0(v1C;)I . ........... -- RESOLUTION ACCEPTING DEDICATION OF LAND FOR STREET RIGHT OF WAY WHEREAS, The Master and Special Use Permit for the development known as Collins Ridge required off-site improvements to the town street known as Orange Grove Street, and WHEREAS, The required improvements necessitated acquisition of additional right of way, and WHEREAS, Collins Ridge Landco, LLC acquired approximately 0.12 acres from the property owner on the north side of Orange Grove Street, and WHEREAS, The acquisition is shown on the plat recorded at Book 118 Page 146 of the Orange County Register of deeds which clearly indicates the offer of dedication, NOW, THEREFORE IT BE RESOLVED, the Hillsborough Town Board of Commissioners accepts this dedication of land for street improvements along Orange Grove Street to benefit the public. This the 101h day of September, 2018. ATTEST: Katherine M. Cathey, Town Clerk L } t' /I Tom Stevens, M r Approved: Page 25 of 35 I1rr►..I...,.... ... ii.r,, A..Ni.....1 : N []...,., ....,.:a.'?rodamiti(IrL#20180910-8.0 I-IVU1Q1110LIV11 I'ICJCIILCU 111 RC%.VS111LIVI1 VI LIIC 2018 National Suicide Prevention Week This Proclamation recognizes suicide as a national and statewide public health problem, and suicide prevention as a national and statewide responsibility, and designates Sunday, Sept. 9 through Saturday, Sept. 15 as "National Suicide Prevention Week" in Hillsborough. This week overlaps World Suicide Prevention Day, Sept. 10, recognized internationally and supported by the World Health Organization. WHEREAS, suicide is the tenth leading cause of death in the United States and the second leading cause of death among individuals between the ages of 10 to 34; WHEREAS, in the United States, one person completes suicide every 12.3 minutes, resulting in over 44,000 suicides each year (Centers for Disease Control); WHEREAS, suicide is the only leading cause of death in the United States that has increased every year for the past decade; WHEREAS, it is estimated that there are over 1.1 million suicide attempts each year; WHEREAS, in 2017, North Carolina experienced 1,406 deaths by suicide (North Carolina Department of Public Health); WHEREAS, over 90% of the people who die by suicide have a diagnosable and treatable mental health condition, although often that condition is not recognized or treated; WHEREAS, suicide results in an estimated $51 billion in combined medical and work loss costs nationally (Centers for Disease Control); WHEREAS, suicide results in an estimated $1,358,735,000 in combined lifetime medical and work loss costs in 2010 in North Carolina (Centers for Disease Control); WHEREAS, the stigma associated with mental health conditions and suicidality works against suicide prevention by discouraging persons at risk for suicide from seeking life-saving help and further traumatizes survivors of suicide loss and people with lived experience of suicide; WHEREAS, organizations such as The American Foundation for Suicide Prevention envision a world without suicide, and are dedicated to saving lives and bringing hope to those affected by suicide, through research, education, advocacy and resources for those who have lost or struggle, and urge that we: Recognize suicide as a preventable national and state public health problem and declare suicide prevention to be a priority. 2. Acknowledge that no single suicide prevention program or effort will be appropriate for all populations or communities. 3. Encourage initiatives based on the goals contained in the National Strategy for Suicide Prevention. 4. Promote awareness that there is no single cause for suicide, and that suicide most often occurs when stressors exceed current coping abilities of someone suffering from a mental health condition. 5. Develop and implement strategies to increase access to quality mental health, substance abuse, and suicide prevention services. THEREFORE, BE IT RESOLVED that, I, Tom Stevens, Mayor of Hillsborough, do hereby designate Sept. 9 through Sept. 15 as "National Suicide Prevention Week" in Hillsborough., i Tom Steveo , Mayor, Town of Hillsborough Proclamation Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 26 of 35 Proclamation #20180910-8.P Domestic Violence Awareness Month WHEREAS, domestic violence is a pattern of coercion and control in an intimate partner relationship where one person uses violence to gain power and control over their partner; and WHEREAS, domestic violence includes not only physical, but also mental abuse, emotional abuse, financial abuse, isolation and sexual abuse; and WHEREAS, individuals of all backgrounds, regardless of race, age, gender identity, or sexual orientation can experience abuse by an intimate partner; and WHEREAS, according to the National Coalition Against Domestic Violence, on average nearly 20 people per minute are physically abused by an intimate partner in the United States. During one year, this equates to more than 10 million women and men; and WHEREAS, on a typical day there are 20,000 phone calls placed to domestic violence hotlines nationwide according to the National Coalition Against Domestic Violence; and WHEREAS, in North Carolina, according to the North Carolina Coalition Against Domestic Violence, at least 79 individuals were murdered as a result of domestic violence in 2017; and WHEREAS, Compass Center for Women and Families, the state -designated domestic violence service provider for Orange County, served over 1,200 survivors of domestic violence through their 24-hour hotline, support groups, court advocacy, crisis counseling, Latinx services, and other services last year; and WHEREAS, prevention strategies involve collaborations by multiple partners to promote social norms, policies, and laws that support gender equity and foster intimate partnerships based on mutual respect, equality, and trust; Now, therefore, I. Tow Stevens, do hereby proclaim this time to be: "Domestic Violence Awareness Month 2018" and encourage the citizens of Hillsborough to observe this time in ways appropriate to its importance and significance. Proclaimed this the 10" day of September, 2018. Tom Stevens, Ma or Town of Hillsborough Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 27 of 35 Resolution #20180910-9.A TOWN OF HILLSBOROUGH BOARD OF COMMISSIONERS RESOLUTION Modifying A SPECIAL USE PERMIT For the Elfin's Pond Development on Orange Grove Road WHEREAS, the Town of Hillsborough Board of Commissioners has received an application from Braddock Park, LLC to modify the approved Special Use Permit for Elfin's Pond to grant buffer waivers along the west property lines and the original parcel identification numbers are 9864-71-6736, 9864-71-9510, 9864-71-6207 and 9864-61-9309; and WHEREAS, the Town of Hillsborough Planning Board and the Board of Commissioners conducted a joint public hearing to consider the application on July 19, 2018 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 Kathleen Ferguson, seconded by Commissioner Jenn Weaver, this 10th day of September, 2018 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 July 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 in the standard form with the Special Conditions attached and notice of 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. Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 28 of 35 Resolution #20180910-9.A 5. The Special Conditions applying to this Special Use Permit are: a. All conditions from the original Special Use Permit remain in place. b. A waiver is granted to encroachments and reductions of the land use buffer required along the west property lines as shown on the plan submitted and dated May 25, 2018 with the encroachment to no exceed 2 feet 4 inches. 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: 5 Noes: 0 Absent or Excused: 0 Dated: Sept. 10, 2018 Lw—t�-L- Katherine M. Cathey, TovA Clerk v� Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 29 of 35 Resolution #20180910-9.6 TOWN OF HILLSBOROUGH BOARD OF COMMISSIONERS RESOLUTION Modifying A SPECIAL USE PERMIT For the Oakdale Village Development on Oakdale Drive WHEREAS, the Town of Hillsborough Board of Commissioners has received an application from Orange County ABC Board to modify the approved Special Use Permit for the corner parcel in Oakdale Village to develop the site for a retail store and the parcel identification number for the impacted portion of the development is 9863-97-3782; and WHEREAS, the Town of Hillsborough Planning Board and the Board of Commissioners conducted a joint public hearing to consider the application on July 19, 2018 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 Kathleen Ferguson, seconded by Commissioner Evelyn Lloyd, this 10th day of September, 2018 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 July 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 in the standard form with the Special Conditions attached and notice of 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. Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 30 of 35 Resolution #20180910-9.13 5. The Special Conditions applying to this Special Use Permit are: a. All conditions from the original Special Use Permit remain in place. b. The requested waiver to allow grading in the South Churton Street buffer is granted. c. The requested waiver to allow less than 50% of a ground floor facade to be windows or doors is a granted. d. The requested waiver to have a building overhand wider than 18 inches is granted. e. The requested waiver to not require a landscape area 5 feet wide between the sidewalk and south side of the building is granted. f. The requested waiver to have a blank wall oriented to a public street on the south elevation is not granted and the plans have been modified to introduce visual interest on the south wall to eliminate the need for this wavier. 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: 5 Noes: 0 Absent or Excused: 0 Dated: Sept. 10, 2018 l Katherine M. Cathey, Tow Jerk Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 31 of 35 Town Board's Statement per N.C. Gen. Stat. 160A-383 The Town of Hills borough Town Board has received and reviewed the application of _Allied DevCorp LLC` to amend the Town of Hillsborough Unified Development Ordinance as follows (insert general description of proposed amendment): Rezone .53 acres at 153 West King Street from Residential -20 to Central Commercial Special Use (OC Parcel Identification Number 9864-96-8196) The Hillsborough Town Board has determined that the proposed action is consistent with the Town of Hillsborough's comprehensive plan, and the Town Board's proposed action on the amendment is reasonable and in the public interest for the following reason(s): The parcel is designated as Town Center in the Future Land Use Plan and Central Commercial Special Use is an anticipated zoning district for this designation. The parcel contains a structure that was previously used for the requested uses for decades before and after the implementation of zoning in Hillsborough. Those uses were lost to the community when the previous business closed and lost its legal non -conforming status. This request followed the establish framework the town adopted to facilitate the renovation of this important property in downtown while limiting the exposure of the larger community and immediate neighbors to unintended consequences or impacts. 4 1% ) Adopted by the Town of Hillsborough Board of Commissioners this _loth day of _September_, 2018. Katherine M. Cathey, Town C rk Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 32 of 35 Ordinance #20180910-9.0 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. 1\ NOW, THEREFORE, be it ordained as follows: 00 Section 1. The Zoning Map of the Town of Hillsborough is hereby amended to rezone .53 acres at 153 West King Street from Residential -20 to Central Commercial Special Use (OC PIN 9864-96-8196). 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/DENIED this IOth day of September, 2018. Ayes: 5 Noes: 0 Absent or Excused: 0 Katherine M. Cathey, Town C1erk Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 33 of 35 Resolution #20180910-9.0 TOWN OF HILLSBOROUGH BOARD OF COMMISSIONERS RESOLUTION GRANTING A SPECIAL USE PERMIT SUBJECT TO SPECIAL CONDITIONS effecting 0.53 acres at 153 West King Street OC Parcel Identification Number 9864-96-8196 (the `Property") WHEREAS, the Town of Hillsborough Board of Commissioners has received an application from Allied DevCorp, LLC (the "Applicant") for a Special Use Permit to allow the redevelopment of an existing site and structure to operate restaurant, bar, event, meeting, and hotel services (the "Application"), which Application is part of the Applicant's request for conditional use rezoning of the Property to the Central Commercial zoning district; and WHEREAS, the Town of Hillsborough Planning Board and the Board of Commissioners conducted a joint public hearing to consider the application on July 19, 2018 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 Jenn Weaver, seconded by Commissioner Kathleen Fer_ug son, this 10th day of September, 2018 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 July 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. Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 34 of 35 Resolution #20180910-9.0 4. Upon adoption of this Resolution, the Town of Hillsborough shall issue a Special Use Permit in the standard form with the Special Conditions attached and notice of 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, to which Special Conditions the Applicant has indicated its consent, are: 1. Final water, sewer, and stormwater plans for the site must be submitted to and approved by the Town before issuance of zoning permits for the project. 2. The tree protection fencing/clearing limit demarcation for the project shall be inspected and approved by the Town before grading begins. 3. The applicant shall secure all other permits for the project before construction begins, including but not limited to: fire, solid waste, stormwater management, soil and erosion control, zoning, and building code. 4. The application materials including but not limited to the site plan, building elevations, and narrative, received September 4, 2018 are those approved with this permit, provided, however, that final location and design of a loading zone, the front sidewalk and on -street parking in front of the building shall be presented to the Town Board for approval before issuance of zoning permits for the project. 5. The waiver to section 6.13.5 allowing 50% of parking to be met by off-site parking arrangements is granted provided the applicant provides to the Planning Department written lease arrangements/commitments signed by the owners of the parking "host" properties for 35 parking spaces located within 1800 feet of the project property line. The agreements must provide that the Town shall receive 30 day advance written notice of any amendment to the agreement affecting the number or location of parking spaces available. The written agreement for availability of parking shall be provided to the town before zoning permits authorizing the project. 6. The waiver request to section 6.16.3.1 requiring a buffer of 50 feet between solid waste service areas and residential structures is granted. The applicant shall require the solid waste collection service provider to limit the service hours to between 7 AM and 9 PM. 7. The waiver request to section 6.17.3.3.e is granted to not require the installation of street trees behind the existing sidewalk on West King Street. 8. The waiver request to section 6.22.4.2 is granted to allow a reduction in the tree coverage area to be 8% at project completion. 9. The waiver to section 6.11 to require a lighting plan granted provided a lighting plan documenting compliance with the unified development ordinance will be submitted as part of the construction drawing review and approved prior to the issuance of zoning permits authorizing the project. 10. The applicant shall add permanent restrooms within the building(s) on the Property and shall not use temporary toilets for events held on site. Sept. 10, 2018 Board of Commissioners Regular Meeting Approved: Page 35 of 35 Resolution #20180910-9.0 11. The applicant shall arrange for solid waste collection at least twice a week and that service will be increased if the operator or town receive a complaint about service adequacy. 12. The Applicant must seek and obtain approval from the Town's Historic District Commission with respect to the exterior features of the improvements proposed for the Property. 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: 5 Noes: 0 Absent or Excused: 0 jX Dated: Sept. 10 2018 Katherine M. Cathey, Tow Jerk Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 08, 2018 Department: Administration - Budget Public Hearing: ❑ Yes ® No Date of Public Hearing: PRESENTER/INFORMATION CONTACT: Emily Bradford, Budget Director ITEM TO BE CONSIDERED Subject: Miscellaneous budget amendments and transfers Attachment(s): 1. 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 Back round Information & Issue Summary: n/a Financial Impacts: As indicated by each budget amendment. Staff Recommendations/Comments: To approve the attached list of budget amendments. 9.13 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 Back round Information & Issue Summary: n/a Financial Impacts: As indicated by each budget amendment. Staff Recommendations/Comments: To approve the attached list of budget amendments. EBRADFORD 10/03/2018 3:16:07PM fl142r03 ORIGINAL BUDGET 200,000.00 200,000.00 200,000.00 700.00 1,680.00 1,400.00 9,000.00 0.00 7,000.00 1,500.00 0.00 2,300.00 500.00 500.00 3,200.00 3,200.00 46,000.00 9,592.00 21,200.00 600.00 BUDGET TOWN OF HILLSBOROUGH CHANGE FY 2018-2019 BUDGET CHANGES REPORT -19,285.00 DATES: 10/08/2018 TO 10/08/2018 -9,187.00 CHANGE -2,500.00 157,328.00 REFERENCE NUMBER DATE USER GF- 10-00-9990-5300-000 CONTINGENCY Contingency Calvin Street tree removal 12678 10/08/2018 JDELLAVAL To cover cleaning at new Annex 12688 10/08/2018 EBRADFORI To cover service agreement to improve zc 12693 10/08/2018 JDELLAVAL Accounting 0-10-4400-5100-010 OVERTIME COMPENSATION Increased overtime due to purchasing poli 12637 10/08/2018 JDELLAVAL Accounting 0-10-4400-5300-110 TELEPHONE/INTERNET VC3 phone system used until Sept. move 12638 10/08/2018 JDELLAVAL AccountinJ0-10-4400-5300-112 POSTAGE PO box annual cost 12639 10/08/2018 JDELLAVAL Accounting 0- 10-4400-53 00-150 BUILDING MAINT/REPAIRS Miscellaneous accounting division expen,, 12636 10/08/2018 JDELLAVAL AccountinJ0-10-4400-5300-454 C.S./COPIER Managed print contract 12640 10/08/2018 JDELLAVAL Planning 10-10-4900-5300-080 TRAINING/CONF./CONV. To move personnel expansion funds to ap 12683 10/08/2018 JDELLAVAL Planning 10-10-4900-5300-330 DEPARTMENTAL SUPPLIES To move personnel expansion funds to ap 12684 10/08/2018 JDELLAVAL Planning 10-10-4900-5300-338 SUPPLIES -DATA PROCESSING To move budgeted personnel funds to app 12690 10/08/2018 JDELLAVAL Planning 10-10-4900-5300-530 DUES & SUBSCRIPTIONS To move personnel expansion funds to ap 12685 10/08/2018 JDELLAVAL Planning 10-10-4900-5300-570 MISCELLANEOUS To move personnel expansion funds to ap 12686 10/08/2018 JDELLAVAL To cover service agreement to improve zc 12694 10/08/2018 JDELLAVAL Planning 10-10-4900-5300-600 PERSONNEL EXPANSION - OP COSTS To move personnel expansion funds to ap 12682 10/08/2018 JDELLAVAL To move budgeted personnel funds to app 12689 10/08/2018 JDELLAVAL Ruffin- 10-10-5000-5300-150 MAINTENANCE - BUILDINGS Roulhac To cover cleaning at new Annex 12687 10/08/2018 EBRADFORI Public 10-10-6300-5300-150 MAINTENANCE - BUILDINGS Space OC recycling invoice higher than projecte 12681 10/08/2018 JDELLAVAL Public 10-10-6300-5300-156 MAINTENANCE - TREES Space Calvin Street tree removal 12679 10/08/2018 JDELLAVAL Public 10-10-6300-5300-350 UNIFORMS Space OC recycling invoice higher than projecte 12680 10/08/2018 JDELLAVAL Info. 10-10-6610-5300-110 TELEPHONE/INTERNET Services To cover Miscellaneous overages 12653 10/08/2018 EBRADFORI Info. 10-10-6610-5300-570 MISCELLANEOUS Services To cover Miscellaneous overages 12654 10/08/2018 EBRADFORI Streets 10-30-5600-5300-330 SUPPLIES - DEPARTMENTAL To cover new hire uniforms 12691 10/08/2018 EBRADFORI Streets 10-30-5600-5300-360 UNIFORM RENTAL EBRADFORD 10/03/2018 3:16:07PM fl142r03 ORIGINAL BUDGET 200,000.00 200,000.00 200,000.00 700.00 1,680.00 1,400.00 9,000.00 0.00 7,000.00 1,500.00 0.00 2,300.00 500.00 500.00 3,200.00 3,200.00 46,000.00 9,592.00 21,200.00 600.00 BUDGET AMENDED CHANGE BUDGET -19,285.00 169, 015.00 -9,187.00 159,828.00 -2,500.00 157,328.00 1,000.00 1,700.00 1,240.00 2,920.00 214.00 1,980.00 -3,054.00 5,580.00 600.00 600.00 250.00 5,250.00 200.00 1,700.00 2,400.00 2,700.00 200.00 2,500.00 150.00 2,350.00 2,500.00 4,850.00 -800.00 2,400.00 -2,400.00 0.00 9,187.00 55,187.00 60.00 9,652.00 19,285.00 40,485.00 -60.00 535.00 84,000.00 -15,000.00 69,000.00 5,000.00 15,000.00 20,000.00 23,000.00 -800.00 22,200.00 Page 1 of 2 EBRADFORD 10/03/2018 3:16:07PM Page 2 of 2 fl142r03 TOWN OF HILLSBOROUGH FY 2018-2019 BUDGET CHANGES REPORT DATES: 10/08/2018 TO 10/08/2018 CHANGE ORIGINAL BUDGET AMENDED REFERENCE NUMBER DATE USER BUDGET CHANGE BUDGET To cover new hire uniforms 12692 10/08/2018 EBRADFORI 800.00 800.00 1,600.00 Utilities 30-80-7220-5300-310 GASOLINE Admin. To cover Copier expense 12675 10/08/2018 EBRADFORI 1,980.00 -280.00 1,700.00 Utilities 30-80-7220-5300-320 SUPPLIES - OFFICE Admin. To cover Copier expense 12676 10/08/2018 EBRADFORI 750.00 -320.00 430.00 Utilities 30-80-7220-5300-456 C.S./COPIER Admin. To cover Copier expense 12677 10/08/2018 EBRADFORI 0.00 600.00 600.00 Billing & 30-80-7240-5300-111 TELEPHONE -METER READING Collections To cover bank fees 12650 10/08/2018 EBRADFORI 3,840.00 -1,264.00 2,576.00 Billing & 30-80-7240-5300-160 MAINTENANCE -EQUIPMENT Collections To cover managed print contract 12644 10/08/2018 EBRADFORI 1,000.00 -600.00 400.00 Billing & 30-80-7240-5300-320 SUPPLIES - OFFICE Collections To cover bank fees 12645 10/08/2018 EBRADFORI 2,000.00 -300.00 1,700.00 Billing & 30-80-7240-5300-338 SUPPLIES - DATA PROCESSING Collections To cover bank fees 12649 10/08/2018 EBRADFORI 5,500.00 -1,200.00 4,300.00 Billing & 30-80-7240-5300-456 C.S./COPIER Collections To cover managed print contract 12646 10/08/2018 EBRADFORI 0.00 600.00 600.00 Billing & 30-80-7240-5300-572 MISC.-CREDIT/DEBIT CARD FEES Collections To cover bank fees 12647 10/08/2018 EBRADFORI 45,000.00 300.00 45,300.00 To cover bank fees 12648 10/08/2018 EBRADFORI 45,000.00 2,464.00 47,764.00 WWTP 30-80-8220-5300-154 MAINTENANCE - GROUNDS Tree removal 12668 10/08/2018 EBRADFORI 0.00 1,950.00 2,550.00 WWTP 30-80-8220-5300-160 MAINTENANCE -EQUIPMENT Tree removal 12669 10/08/2018 EBRADFORI 88,080.00 -1,950.00 86,130.00 WWTP 30-80-8220-5300-310 GASOLINE Fuel for back-up generator in event of stoi 12635 10/08/2018 JDELLAVAL 3,000.00 1,000.00 4,000.00 WWTP 30-80-8220-5300-320 CHEMICALS Fuel for back-up generator in event of stoj 12634 10/08/2018 JDELLAVAL 88,400.00 -1,000.00 85,800.00 To cover Spanish translation of WW repo 12641 10/08/2018 EBRADFORI 88,400.00 -300.00 85,500.00 To cover miscellaneous expenses 12652 10/08/2018 EBRADFORI 88,400.00 -300.00 85,200.00 WWTP 30-80-8220-5300-570 MISCELLANEOUS To cover Spanish translation of WW repo 12642 10/08/2018 EBRADFORI 520.00 300.00 820.00 To cover miscellaneous expenses 12651 10/08/2018 EBRADFORI 520.00 300.00 1,120.00 Stormwate35-30-5900-5300-454 C.S./COPIER Establish copier line -item 12661 10/08/2018 EBRADFORI 0.00 300.00 300.00 StormwateB5-30-5900-5700-730 CAPITAL- INFRASTRUCTURE Establish copier line -item 12662 10/08/2018 EBRADFORI 184,622.00 -300.00 184,322.00 0.00 EBRADFORD 10/03/2018 3:16:07PM Page 2 of 2 fl142r03 Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 8, 2018 Department: Administration Public Hearing: ❑ Yes ® No Date of Public Hearing: PRESENTER/INFORMATION CONTACT: Jen Della Valle, Assistant to the Manager ITEM TO BE CONSIDERED Subject: Hillsborou h Arts Council — first quarter report Attachment(s): 1. First Quarter Report For Clerk's Use Only AGENDA ITEM # Brief Summary: At the town's budget workshop, the Board of Commissioners expressed interest in receiving updates from the Hillsborough Arts Council. Action Requested: Receive Hillsborough Arts Council'suq arterl report. ISSUE OVERVIEW Back round Information & Issue Summary: N/A. Financial Impacts: None. Staff Recommendations/Comments: None. 9.0 Consent Regular Closed Agenda Agenda Session Brief Summary: At the town's budget workshop, the Board of Commissioners expressed interest in receiving updates from the Hillsborough Arts Council. Action Requested: Receive Hillsborough Arts Council'suq arterl report. ISSUE OVERVIEW Back round Information & Issue Summary: N/A. Financial Impacts: None. Staff Recommendations/Comments: None. �YHILLSBORDUG H YiA ARTS COUNCIL Telephone: 919-643-2500 Web Site: www.hillsboroughartscouncil.org Address: 102 N. Churton Street, Hillsborough, NC 27278 1st Quarter FY 2018 Executive Summary Hillsborough Art's Council past quarter activities and key accomplishments: • The Hillsborough Art's Council successfully produced 2 Last Friday events and are set for our final last Friday for this year in September. • Forged a Strategic partnership with C3 Hillsborough for Plein Air Event, a fundraising collaboration between the HAC and Orange County Arts Commission — C3 is allowing their new space to be used to showcase the Art Work produced by Plein Air in October. • Successfully completed the CY18 Strategic Plan Objectives and have another Strategic Planning Session scheduled in November with the leadership team and board members. • Held annual Awesome Beans Fund Raiser for River Park Concert at Nash Street Tavern over Labor Day Weekend, 100 People attended. • Participated in the Community event — Fairview Park — Had Handmade Parade and HAC Table present • Created a full time position Executive Director Position to expand the Hillsborough Art's Council programs and should have a full time Executive Director on board by October. • Started our Art Gallery and Gift Shop re -envisioning plan with a new look to our Point of Sale counter and lighting to create a more inviting look and appeal for a Fresh Look. • Created a Fundraising committee to align with the 3 year strategic plan and consider a holistic strategy to increase funding in this regard. • Secured 37 sponsors for the River Park Concert including the Town, County and OC Arts Commission! This is up from 23 last year. • Continuing our monthly collaborative meetings of Art Organizations and Arts Leadership in coordination with the OC Arts Commission • Handmade Workshops were offered to kick off participation engagement. Hillsborough Art's Council upcoming quarterly activities and key events: October • HAC Board Meeting • Full time Executive Director starts! • Plein Air Art Event • Handmade Parade • River Park Concert — will have 10 Tents for HAC Vendors to sell ART and exploring partnership with Boy Scouts for Off Site Parking..... • Last Fridays Art Walk event November 0 Strategic Leadership Meeting to refine current 3-5 year objectives • HAC Board Meeting • Last Fridays Art Walk event December • HAC Board Meeting • Solstice Lantern Walk — River Walk Recent Grant Highlights: OCAC and Town of Hillsborough OC Arts Commission: HAC: General Management $ 5,399 General Operating Costs Part Time Bookkeeper (hourly employee) Gallery Operation; Paint It Orange Reception. • Program: Art Walk $ 1,085 • Program: Free Spirit Freedom $ 1,409 • Program: Handmade Parade $ 1,629 Hillsborough Tourism Development Authority: • Program: Plein Air Respectfully Submitted By: Doris Friend Co -Chair David Hays Co -Chair Merle Williams Treasurer Trena Jones Secretary $ 1,000 Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 8, 2018 Department: Planning Public Hearing: ❑ Yes ® No For Clerk's Use Only AGENDA ITEM # IDate of Public Hearing: I PRESENTER/INFORMATION CONTACT: Margaret A. Hauth, Planning Director/Assistant Town Manager ITEM TO BE CONSIDERED Subject: Service agreement with Highland Mapping, Inc. to update the digital zoning databases and create online application for searches Attachment(s): 1. Agreement Brief Su This agreement would allow us to keep current zoning information on our website in a searchable format so the public can do some of their own research. Our maps were created for hardcopy displays, not as highly usable datasets. This provider will clean up our data so it can be posted and train staff to manage this ever-changing data set in house. We thought this would be a major expense but we found a reputable vendor in Banner Elk who provided a very reasonable quote. Action Requested: Authorize the town manager to sign this service agreement. ISSUE OVERVIEW Backaround Information & Issue Su The county GIS website shows county zoning layers, but has a single coverage for Hillsborough to signify the property is in the town's jurisdiction, not Orange County's. This can create a lot of confusion for unsophisticated users. The Hillsborough area is designated HI — these two letters look like a zoning designation to many researchers and they presume the entire town is zoned Heavy Industrial. The dataset is also constantly changing as new lots are created. If town staff gained the capacity to maintain this data set, it would be a significant benefit to the general public. Financial Impacts: The budget amendment to fund this request was included in the miscellaneous amendments on the consent agenda. Staff Recommendations/Comments: 9.D Consent Regular Closed Agenda Agenda Session IDate of Public Hearing: I PRESENTER/INFORMATION CONTACT: Margaret A. Hauth, Planning Director/Assistant Town Manager ITEM TO BE CONSIDERED Subject: Service agreement with Highland Mapping, Inc. to update the digital zoning databases and create online application for searches Attachment(s): 1. Agreement Brief Su This agreement would allow us to keep current zoning information on our website in a searchable format so the public can do some of their own research. Our maps were created for hardcopy displays, not as highly usable datasets. This provider will clean up our data so it can be posted and train staff to manage this ever-changing data set in house. We thought this would be a major expense but we found a reputable vendor in Banner Elk who provided a very reasonable quote. Action Requested: Authorize the town manager to sign this service agreement. ISSUE OVERVIEW Backaround Information & Issue Su The county GIS website shows county zoning layers, but has a single coverage for Hillsborough to signify the property is in the town's jurisdiction, not Orange County's. This can create a lot of confusion for unsophisticated users. The Hillsborough area is designated HI — these two letters look like a zoning designation to many researchers and they presume the entire town is zoned Heavy Industrial. The dataset is also constantly changing as new lots are created. If town staff gained the capacity to maintain this data set, it would be a significant benefit to the general public. Financial Impacts: The budget amendment to fund this request was included in the miscellaneous amendments on the consent agenda. Staff Recommendations/Comments: N w _E 'HIGHLAND MAPPING INC. S Research and Custom Mapping PO Box 2124 Banner Elk, NC 28604 Tel/Fax: 828-898-7720 E -Mail: mailna,hiehlandmannine.com www.highlandinapping.com To: Margaret Hauth, Town of Hillsborough, NC Assistant Town Manager / Planning Director CC: Stephanie Trueblood, Town of Hillsborough, NC Public Space Manager From: Kent Rothrock, Highland Mapping, Inc. Date: August 18, 2018 Proposal to the Town of Hillsborough, NC for GIS Services Scope of Work: o Clean up Town Zoning layer. Will include: • Combining existing zoning feature classes into one concise layer. • Matching zoning boundaries up with county parcel boundaries (where applicable). • Matching zoning boundaries up with street centerlines (where applicable). • Ensuring optimal data integrity (i.e. no overlaps / gaps in the data). • Working with Town staff to ensure GIS layer polygon boundaries are in the correct location. o Implement Online Application for Zoning Search and Display. • Will use Town's ArcGIS Online account. • Will create the application using the `Web App Builder' application template available at ArcGIS Online. • App will include the edited zoning layer as well as County roads, address points, and parcel layers. • Searches will include Owner Name and Street Address. • Zoning layer will be symbolized and labelled accordingly and also identifiable (Town will be consulted on symbology). o Train Specific Town Staff to Edit Zoning Laver and Update Online App. • Will train staff in the specific techniques to edit the zoning data using ArcGIS for Desktop (ArcMap) software. • Will also show them how to upload updated layer to ArcGIS Online in order to update the online application. Notes: • Highland Mapping will require a designated staff member to work with regarding the zoning layer cleanup who can verify where the boundaries should be. As the cleanup work is done, there will likely be some questions as to the precise location of the boundaries and Highland Mapping will depend on the Town to make those determinations. • The final layer will represent a GIS inventory of the zoning districts of the Town. Highland Mapping makes no guarantee to the accuracy of those boundaries in any way, shape, or form. The final GIS layer will not represent a survey and will not meet the minimum accuracy standards for a Geographic Information Systems Survey in North Carolina (21 NCAC 56.1608). • In order to expedite the process and keep costs low, Highland Mapping will prefer to work with Town staff using GoToMeeting software (which Highland Mapping has accounts with) or some similar screen sharing application that the Town can provide. Town IT staff will need to assist to ensure that will be possible. • The time required for the training phase will be related to the staff's existing skill level with the GIS software. If they have little to no experience with ArcMap, the time required to train them in the updating of the zoning layer could be substantially longer than the estimate provided below. Pride o Zoning Laver Cleanup $75.00 / hour o Application Implementation $100.00 / hour o Staff Training $100.00 / hour Estimated Costs: • Zoning Laver Cleanup • Application Implementation • Staff Training Total Estimated Costs 20 hours x $75.00 = 6 hours x $100.00 = 2 hours x $100.00 = $1,500.00 $ 600.00 $ 200.00 $2,300.00 + tax • Invoices will be issued monthly throughout the course of the project. Terms are Net 30. 0 This proposal is valid for ninety (90) days. Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 8, 2018 Department: Utilities Administration Public Hearing: ❑ Yes ® No Date of Public Hearing: For Clerk's Use Only AGENDA ITEM # PRESENTER/INFORMATION CONTACT: Eric Peterson, Town Manager ITEM TO BE CONSIDERED Subject: Contract with KBS Earthworks, Inc. for clearing an access road for the West Fork of the Eno Reservoir Phase 2 Project Attachment(s): 1. Draft Agreement (sans referenced attachments) 2. Recommendation Letter from consultant, Schnabel Engineering South, PC 3. Bid Tab Brief Su Construction on Phase 2 of the West Fork of the Eno Reservoir is underway. One contract was issued to Thalle Construction in February for the dam work. Clearing and construction of an access road needs to be performed. The town received three bids for the clearing and access road work on Sept. 6. KBS Earthworks, Inc. from Julian, NC was the lowest bid amounting to $670,406.85 while the other two bidders were nearly double the cost. The budget for this work was $800,000. The attached recommendation letter from Schnabel Engineering summarizes the bids and recommends awarding the contract to KBS Earthworks, Inc. Action Requested: Consider approving contract with KBS Earthworks, Inc. for clearing and access road activities ISSUE OVERVIEW Background Information & Issue Summary: Please see above. Financial I The entire Phase 2 project is projected to cost $16.0 million, this includes three projects in the area to raise sections of road and a bridge to accommodate the high pool level of the reservoir when full. Design, project management, easements, permitting, and contingency are also included. Annual debt service is estimated to be about $1.1 million annually for 20 years. Staff Recommendations/Comments: Approve contract with KBS Earthworks, Inc. 9.E Consent Regular Closed Agenda Agenda Session PRESENTER/INFORMATION CONTACT: Eric Peterson, Town Manager ITEM TO BE CONSIDERED Subject: Contract with KBS Earthworks, Inc. for clearing an access road for the West Fork of the Eno Reservoir Phase 2 Project Attachment(s): 1. Draft Agreement (sans referenced attachments) 2. Recommendation Letter from consultant, Schnabel Engineering South, PC 3. Bid Tab Brief Su Construction on Phase 2 of the West Fork of the Eno Reservoir is underway. One contract was issued to Thalle Construction in February for the dam work. Clearing and construction of an access road needs to be performed. The town received three bids for the clearing and access road work on Sept. 6. KBS Earthworks, Inc. from Julian, NC was the lowest bid amounting to $670,406.85 while the other two bidders were nearly double the cost. The budget for this work was $800,000. The attached recommendation letter from Schnabel Engineering summarizes the bids and recommends awarding the contract to KBS Earthworks, Inc. Action Requested: Consider approving contract with KBS Earthworks, Inc. for clearing and access road activities ISSUE OVERVIEW Background Information & Issue Summary: Please see above. Financial I The entire Phase 2 project is projected to cost $16.0 million, this includes three projects in the area to raise sections of road and a bridge to accommodate the high pool level of the reservoir when full. Design, project management, easements, permitting, and contingency are also included. Annual debt service is estimated to be about $1.1 million annually for 20 years. Staff Recommendations/Comments: Approve contract with KBS Earthworks, Inc. AGREEMENT BETWEEN OWNER AND CONTRACTOR FOR CONSTRUCTION CONTRACT (STIPULATED PRICE) THIS AGREEMENT is by and between the Town of Hillsborough (PO Box 429, Hillsborough, NC 24278, "Owner") and KBS Earthworks, Inc. (5616 Coble Church Rd., Julian, NC, 27283, "Contractor") for the West Fork of Eno Reservoir Clearing and Access Roads Project. Owner and Contractor hereby agree as follows: ARTICLE 1 — WORK 1.01 Contractor shall complete all Work as specified or indicated in the Contract Documents. The Work is generally described as follows: Furnishing all materials, labor, tools, and equipment for the construction work necessary to clear timber and brush from the West Fork of Eno Reservoir Phase 2 (Phase 2) reservoir area and from within the limits of proposed new permanent access roads as shown on the Drawings. Components of the work include, but are not limited to, the following: 1. Install sediment and erosion control devices. 2. Improve and/or construct temporary access roads if planned to be used for timber hauling and removal of clearing debris. 3. Clear the area between the existing West Fork of Eno Reservoir Phase 1 reservoir pool (about EI 632.2 feet) and the proposed Phase 2 reservoir pool (EI 642.2 feet) as shown on the Drawings. 4. No work shall be performed within the Eagle Nest Buffer Zone area until authorized by the Engineer. If an eagle disturbance permit is not received, work in the Eagle Nest Buffer Zone Area may be deleted from the contract. 5. Perform clearing and grubbing within the limits of two new permanent access roads located above the Phase 2 reservoir pool as shown on the Drawings. 6. Construct two new permanent access roads outside the limits of the proposed enlarged reservoir as shown on the Drawings. 7. Perform maintenance of all access roads. 8. Remove all equipment, erosion and sediment control measures, and any other temporary construction related materials from access roads and property. ARTICLE 2 — THE PROJECT 2.01 The Project for which the Work under the Contract Documents may be the whole or only a part is generally described as follows: The work described in Article 1 comprises the entire project. West Fork of Eno Reservoir Clearing 1 of 6 AGREEMENT ARTICLE 3 — ENGINEER 3.01 The Project has been designed by Schnabel Engineering South, P.C. (Engineer), which is to act as Owner's representative, assume all duties and responsibilities, and have the rights and authority assigned to Engineer in the Contract Documents in connection with the completion of the Work in accordance with the Contract Documents. ARTICLE 4 — CONTRACT TIMES 4.01 Time of the Essence A. All time limits for Milestones, if any, Substantial Completion, and completion and readiness for final payment as stated in the Contract Documents are of the essence of the Contract. 4.02 Days to Achieve Substantial Completion and Final Payment A. The Work will be substantially completed within 182 Days after the date when the Contract Times commence to run as provided in Paragraph 2.03 of the General Conditions and completed and ready for final payment in accordance with Paragraph 15.07 of the General Conditions within 203 Days after the date when the Contract Times commence to run. 4.03 Liquidated Damages A. Contractor and Owner recognize that time is of the essence as stated in Paragraph 4.01 above and that Owner will suffer financial loss if the Work is not completed within the times specified in Paragraph 4.02 above, plus any extensions thereof allowed in accordance with the General Conditions. The parties also recognize the delays, expense, and difficulties involved in proving in a legal or arbitration proceeding the actual loss suffered by Owner if the Work is not completed on time. Accordingly, instead of requiring any such proof, Owner and Contractor agree that as liquidated damages for delay (but not as a penalty), Contractor shall pay Owner $500 for each day that expires after the time specified in Paragraph 4.02 above for Final Completion until the Work is completed and accepted by the Owner and Engineer and ready for final payment. ARTICLE 5 — CONTRACT PRICE 5.01 Owner shall pay Contractor for completion of the Work in accordance with the Contract Documents an amount in current funds equal to the sum of the amounts determined pursuant to Paragraphs 5.01.A below: A. For all Work, at the prices stated in Contractor's Bid, attached hereto as exhibit, in the amount of $670,406.85. ARTICLE 6 — PAYMENT PROCEDURES 6.01 Submittal and Processing of Payments A. Contractor shall submit Applications for Payment in accordance with Article 15 of the General Conditions. B. Applications for Payment shall be due to the Engineer on the tenth calendar day of each month during performance of the work. Should the tenth day fall on a Saturday, Sunday or official holiday, the Application shall be due on the first workday following. West Fork of Eno Reservoir Clearing 2 of 6 AGREEMENT C. Applications for Payment will be processed by the Engineer and Owner as provided in the General Conditions. 6.02 Retainage A. The Owner will retain 5% of any periodic payment due the Contractor as retainage. B. The Contractor may apply for a reduction in retainage once a minimum of 50% of the Work is complete. Upon a recommendation, in writing, from the Engineer that the Work is more than 50% complete and is proceeding satisfactorily, the Owner, with consent of the surety, shall not retain any further retainage from periodic payments due Contractor if the Contractor continues to perform satisfactorily. C. The Owner may continue to hold the amount retained up to the completion of 50% of the Work, provided that the amount Owner continues to retain shall be no more than 2.5% of the total project cost. If at any time, in the opinion of the Owner, the Work is not proceeding in a satisfactory manner, the Owner may elect to reinstate retainage for each subsequent periodic payment application up to the maximum amount of 5% of the total project cost. Following 50% completion of the project, the Owner may withhold additional retainage from subsequent periodic payments, not to exceed 5%, in order to allow the Owner to retain 2.5% total retainage through the completion of the project. D. The Owner, with written consent of the surety, shall release to the Contractor all retainage on payments held by the Owner after the Owner has received a certificate of Substantial Completion from the Engineer. Notwithstanding the foregoing, if the Owner held retainage following 50% completion of the Work, the Owner shall continue to retain sufficient funds to secure completion of the project or the corrections on any Work, such retained funds not to exceed 2.5% of the estimated value of the Work to be completed or corrected. E. Upon Substantial Completion, Owner shall pay an amount sufficient to increase total payments to Contractor to 100 percent of the Work completed, less such amounts as Engineer shall determine in accordance with Paragraph 15.02.B.5 of the General Conditions and less 200% of Engineer's estimate of the value of Work to be completed or corrected as shown on the tentative list of items to be completed or corrected attached to the certificate of Substantial Completion. 6.03 Final Payment A. Upon final completion and acceptance of the Work in accordance with Paragraph 15.07 of the General Conditions, Owner shall pay the remainder of the Contract Price as recommended by Engineer as provided in said Paragraph 15.07. ARTICLE 7 — INTEREST 7.01 All moneys not paid when due as provided in Article 15 of the General Conditions, and as amended by the Supplemental Conditions shall bear interest at the rate of one and one-half percent (1.5%) percent per month. ARTICLE 8 — CONTRACTOR'S REPRESENTATIONS 8.01 To induce Owner to enter into this Agreement, Contractor makes the following representations: A. Contractor has examined and carefully studied the Contract Documents and the other related data identified in the Bidding Documents. West Fork of Eno Reservoir Clearing 3 of 6 AGREEMENT B. Contractor has visited the Site and become familiar with and is satisfied as to the general, local, and Site conditions that may affect cost, progress, and performance of the Work. C. Contractor is familiar with and is satisfied as to all federal, state, and local Laws and Regulations that may affect cost, progress, and performance of the Work. D. Contractor has carefully studied all: (1) reports of explorations and tests of subsurface conditions at or contiguous to the Site and all drawings of physical conditions relating to existing surface or subsurface structures at the Site (except Underground Facilities), if any, that have been identified in Paragraph SC - 5.02 of the Supplementary Conditions as containing reliable "technical data," and (2) reports and drawings of Hazardous Environmental Conditions, if any, at the Site that have been identified in Paragraph SC -5.06 of the Supplementary Conditions as containing reliable "technical data." E. Contractor has considered the information known to Contractor; information commonly known to contractors doing business in the locality of the Site; information and observations obtained from visits to the Site; the Contract Documents; and the Site -related reports and drawings identified in the Contract Documents, with respect to the effect of such information, observations, and documents on (1) the cost, progress, and performance of the Work; (2) the means, methods, techniques, sequences, and procedures of construction to be employed by Contractor, including any specific means, methods, techniques, sequences, and procedures of construction expressly required by the Contract Documents; and (3) Contractor's safety precautions and programs. F. Based on the information and observations referred to in Paragraph 8.01.E above, Contractor does not consider that further examinations, investigations, explorations, tests, studies, or data are necessary for the performance of the Work at the Contract Price, within the Contract Times, and in accordance with the other terms and conditions of the Contract Documents. G. Contractor is aware of the general nature of work to be performed by Owner and others at the Site that relates to the Work as indicated in the Contract Documents. H. Contractor has given Engineer written notice of all conflicts, errors, ambiguities, or discrepancies that Contractor has discovered in the Contract Documents, and the written resolution thereof by Engineer is acceptable to Contractor. I. The Contract Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performance and furnishing of the Work. ARTICLE 9 — CONTRACT DOCUMENTS 9.01 Contents A. The Contract Documents consist of the following: 1. This Agreement. 2. Performance bond. 3. Payment bond. 4. General Conditions. 5. Supplementary Conditions. 6. Specifications as listed in the table of contents of the Project Manual. West Fork of Eno Reservoir Clearing 4 of 6 AGREEMENT 7. Drawings listed on attached sheet index. 8. Addenda (numbers 1 to 1, inclusive). 9. Exhibits to this Agreement (enumerated as follows): a. Contractor's Bid with attachments. b. Documentation submitted by Contractor prior to Notice of Award. 10. The following which may be delivered or issued on or after the Effective Date of the Agreement and are not attached hereto: a. Notice to Proceed. b. Work Change Directives. c. Change Orders. B. The documents listed in Paragraph 9.01.A are attached to this Agreement (except as expressly noted otherwise above). C. There are no Contract Documents other than those listed above in this Article 9. D. The Contract Documents may only be amended, modified, or supplemented as provided in Paragraph 3.04 of the General Conditions. ARTICLE 10 — MISCELLANEOUS 10.01 Terms A. Terms used in this Agreement will have the meanings stated in the General Conditions and the Supplementary Conditions. 10.02 Assignment of Contract A. No assignment by a party hereto of any rights under or interests in the Contract will be binding on another party hereto without the written consent of the party sought to be bound; and, specifically but without limitation, moneys that may become due and moneys that are due may not be assigned without such consent (except to the extent that the effect of this restriction may be limited by law), and unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under the Contract Documents. 10.03 Successors and Assigns A. Owner and Contractor each binds itself, its partners, successors, assigns, and legal representatives to the other party hereto, its partners, successors, assigns, and legal representatives in respect to all covenants, agreements, and obligations contained in the Contract Documents. 10.04 Severability A. Any provision or part of the Contract Documents held to be void or unenforceable under any Law or Regulation shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon Owner and Contractor, who agree that the Contract Documents shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision that comes as close as possible to expressing the intention of the stricken provision. West Fork of Eno Reservoir Clearing 5 of 6 AGREEMENT IN WITNESS WHEREOF, said Contractor has hereunto set hand and seal (or) has caused this Contract to be signed in its corporate name by its President, and its corporate seal to be hereto affixed and attested by its Secretary, all by authority of its Board of Directors duly given, and the Town has caused this Contract to be signed in its corporate name by its Town Manager and its corporate seal to be hereto affixed and duly attested by its Town Clerk, by authority of the Town of Hillsborough Board of Commissioners duly given, all as of the day and first above written. ATTEST: (SEAL) (SEAL) Principal (Corporation) AA Secretary President Brett W. Strader Kory Strader TOWN OF HILLSBOROUGH ATTEST: Town Clerk Katherine M. Cathey, SPHR, SHRM-SCP Approved as to form and legal sufficiency: Town Attorney Robert Hornik THE BROUGH LAW FIRM, PLLC BY Town Manager Eric Peterson "This instrument has been pre -audited in the manner required by Local Government Budget and Fiscal Control Act." Finance Director Daphna E. Schwartz, CPA, MBA, CGMA West Fork of Eno Reservoir Clearing 6 of 6 AGREEMENT Schnabel E N G I N E E R I N G September 12, 2018 Ms. Marie Strandwitz, PE Town of Hillsborough P O Box 429 101 E. Orange Street Hillsborough, NC 27278 SCHNABEL ENGINEERING SOUTH, P . C . Subject: Project 13821015.02, WFER Reservoir Clearing & Access Road Project Bid Evaluation Town of Hillsborough, NC Dear Ms. Strandwitz: SCHNABEL ENGINEERING SOUTH, P.C. (Schnabel) has reviewed the three bids submitted for the West Fork Eno Reservoir Clearing & Access Road Project on September 6, 2018. Bids were received from Graham County Land Company (GCLC), KBS Earthworks (KBS), and Triangle Grading and Paving (TG&P). All three bids were reviewed and appear to be complete, however a math error was found in the bid submitted by TG&P. A bid tabulation is attached to this letter. The apparent low bidder is KBS Earthworks with a bid of $670,406.85. The second lowest bidder is GCLC with a bid of $1,390,250.00. The bid price from TG&P was $1,449,568.00. The low bid received from KBS is substantially less than the other two bidders, so Schnabel compared the value of each bid item in KBS's bid to our estimates for the bid items. The results of our comparison are presented below. Comparison of KBS Earthwork Bid to Budget Estimates. The project was organized into eight bid items for bidding and payment purposes. The bid items included: • Mobilization And Demobilization • Clearing Outside Eagle Nest Buffer • Clearing Within Eagle Nest Buffer • Erosion And Sedimentation Controls • New Permanent Gravel Access Roads • Improvements To Sunny Lane • Temporary Access Roads • Maintain Access Roads Schnabel Engineering South, P.C. schnabel-eng.com T/ 336-274-9456 F/ 336-274-9486 11A Oak Branch Drive / Greensboro, NC / 27407 Town of Hillsborough West Fork Eno Reservoir Clearing The bid price submitted for Mobilization and Demobilization from KBS was $50,522.90. This bid item should include the cost of bonds and delivery of materials and equipment to the site as well as the cost to remove equipment from the site upon completion of the project. The bid amount is 7.5% of the total bid price. The bid prices for mobilization and demobilization from the other bidders ranged from $300,000 to $350,000. Some municipalities restrict the cost of mobilization and demobilization to 5% of the total contract value. In Schnabel's experience, bid prices for mobilization and demobilization ranging from 5% to 10% of the total bid price is considered an expected range. Therefore, the bid price for mobilization and demobilization seems reasonable. The bid prices for mobilization and demobilization submitted by the other bidders are higher than expected. The combined bid price for clearing the perimeter of the reservoir by KBS was a credit of $128,568.67. In Schnabel's experience, the cost of clearing a strip of land around a reservoir can vary widely depending on the value of the timber, access to the reservoir rim, and environmental restrictions placed on the clearing operations. The bid items were defined such that providing access and environmental protections were separate bid items from the clearing. Schnabel subcontracted with a forestry consultant in 2016 to perform an appraisal of the timber in the reservoir clearing area. The appraisal report stated that if access was readily available (as shown on appraisal report) and environmental restrictions beyond the NC Forestry Service's Best Management Practices were not required, the value of the timber exceeded the clearing cost and a net income of about $330,000 could be generated. The low bid amount resulted in a credit to the town about $200,000 lower than the 2016 timber appraisal. The other bids received for the clearing bid items ranged from $2 to $475,000. In comparison to the other bidders, the KBS bid for the clearing task seems low. In comparison to the 2016 timber appraisal, the KBS price for clearing seems high. The data suggests that unless the timber market, and therefore the value of the timber to be cleared suffers from an economic downturn, the bid price for the clearing task by KBS is not unrealistically low. The bid price for Erosion and Sedimentation Controls (environmental controls in excess of NC Forestry BMPs) submitted by KBS was $178,131,90 compared to bids of $100,000 and $172,930.54 by the other two bidders. The work for this item included installing 9 construction entrances and installing about 13,200 linear feet of silt fence. Schnabel estimated the cost to perform this work would be about $80,000. We suspect the current market conditions resulted in the bid prices being higher than our estimate. The bid price for new access roads by KBS was $365,359.50 compared to bids of $320,250 and $512,674.50 from the other two bidders. Schnabel's estimate was $275,000 based on the bid price received for the low bid on the WFER Dam Modification Project. Schnabel suspects that the higher bid prices for this task compared to our estimate is due to the cost of grubbing potentially being included in the access road bid prices for the current project being bid (grubbing was paid separately in the dam modification project) and current market conditions. The price submitted by KBS is considered reasonable. The last three bid items, Improvements to Sunny Lane, Temporary Access Roads, and Maintain Access Roads are related to improving existing gravel drives or lengthening gravel driveways to provide access to the reservoir rim. The bid prices for these three items submitted by KBS totaled $204,961.41 compared to the other bids of $195,000 and $413,960.86 and the Schnabel estimate of $185,000. The two lowest bids (KBS was second lowest) for these items are similar to Schnabel's estimate but slightly higher. We consider the KBS bid prices for these items to be reasonable given current market conditions. Project 13821015.02 / September 12, 2018 Page 2 Schnabel Engineering South, P.C. Town of Hillsborough West Fork Eno Reservoir Clearing Summary and Recommendations Based on recent discussions with Contractors, the current bid market for public infrastructure work is favorable for contactors and they often have to choose between which projects they bid. Several plan holders notified Schnabel that they would not be submitting bids due to other projects being "better fits" for them. In general, the bid prices for each task, except for the tree clearing tasks and mobilization, were relatively consistent and not did not vary significantly between bidders. The tree clearing bid prices varied dramatically and all the bid prices appear to give less credit for the value of the timber around the reservoir than what the forestry consultant estimated in 2016. Based on the factors discussed above, Schnabel concludes that the bid price received by KBS is reasonable given the bidding market conditions and recommends the bid be accepted. We appreciate the opportunity to be of service for this project. Please if you have any questions. Sincerely, SCHNABEL ENGINEERING SOUTH, P.C. Gerald Robblee, PE Principal GCR:SKK c. Chris Sizemore/KBS Earthworks G:\2013-SDE-JOBS\13821015 02 HILLSBOROUGH WFER FINAL DESIGN\02-PROJECT DOCS\02-CORRESPONDENCE\CLEARING BID EVAL LETTER FINAL.DOCX Project 13821015.02 / September 12, 2018 Page 3 Schnabel Engineering South, P.C. West Fork Eno Reservoir Enlargement - Reservoir Clearing Bid Summary Date 9/06/2018 NOTE: BID TOTAL SHOWN FOR TRIANGLE GRADING AND PAVING DOES NOT MATCH THEIR BID FORM PRESUMABLY DUE A MATH ERROR IN THE SUBMITTED BID FORM. Graham County Land Company KBS Earthworks Triangle Grading and Paving ITEM NO. ITEM CITY UNIT UNIT TOTAL UNIT TOTAL UNIT TOTAL 2.1 MOBILIZATION AND DEMOBILIZATION 1 LS $ 300,000.00 $ 300,000.00 $ 50,522.90 $ 50,522.90 $ 350,000.00 $ 350,000.00 2.2.A CLEARING OUTSIDE EAGLE NEST BUFFER 1 LS $ 450,000.00 $ 450,000.00 $ 136,512.00 $ (136,512.00) $ 1.00 $ 1.00 2.2.13 CLEARING WITHIN EAGLE NEST BUFFER 1 LS $ 25,000.00 $ 25,000.00 $ 7,943.33 $ 7,943.33 $ 1.00 $ 1.00 2.3 EROSION AND SEDIMENTATION CONTROLS 1 LS $ 100,000.00 $ 100,000.00 $ 178,131.90 $ 178,131.90 $ 172,930.64 $ 172,930.64 2.4 NEW PERMANT GRAVEL ACCESS ROADS 9150 LS $ 35.00 $ 320,250.00 $ 39.93 $ 365,359.50 $ 56.03 $ 512,674.50 2.5 IMPROVEMENTS TO SUNNY LANE 1 LS $ 60,000.00 $ 60,000.00 $ 45,169.03 $ 45,169.03 $ 118,834.76 $ 118,834.76 2.6 TEMPORARY ACCESS ROADS 1 LS $ 60,000.00 $ 60,000.00 $ 71,997.19 $ 71,997.19 $ 200,101.10 $ 200,101.10 2.7 MAINTAIN ACCESS ROADS 1500 TON $ 50.00 $ 75,000.00 $ 58.53 $ 87,795.00 $ 63.35 $ 95,025.00 BASE -TOTAL $ 1,390,250.00 $ 670,406.85 $ 1,449,568 NOTE: BID TOTAL SHOWN FOR TRIANGLE GRADING AND PAVING DOES NOT MATCH THEIR BID FORM PRESUMABLY DUE A MATH ERROR IN THE SUBMITTED BID FORM. West Fork of Eno Reservoir Enlargement - Reservoir Clearings Bid Summary Date 9/06/2018 Graham Countv Land Comoanv I KBS Earthworks I Trianale Gradina and Paving ITEM NO. ITEM QTY UNIT UNIT TOTAL UNIT TOTAL UNIT TOTAL 2.1 MOBILIZATION AND DEMOBILIZATION 1 LS $ 300,000.00 $ 300,000.00 $ 50,522.90 $ 50,522.90 $ 350,000.00 $ 350,000.00 2.2.A CLEARING OUTSIDE EAGLE NEST BUFFER 1 LS $ 450,000.00 $ 450,000.00 $ 136,512.00 $ 136,512.00 $ 1.00 $ 1.00 2.2.13 CLEARING WITHIN EALE NEST BUFFER 1 LS $ 25,000.00 $ 25,000.00 $ 7,943.33 $ 7,943.33 $ 1.00 $ 1.00 2.3 EROSION AND SEDIMENTATION CONTROLS 1 LS $ 100,000.00 $ 100,000.00 $ 178,131.90 $ 178,131.90 $ 172,930.64 $ 172,930.64 2.4 NEW PERMANT GRAVEL ACCESS ROADS 9150 LS $ 35.00 $ 320,250.00 $ 39.93 $ 365,359.50 $ 56.03 $ 512,674.50 2.5 2.6 2.7 IMPROVEMENTS TO SUNNY LANE TEMPORARYaCCESSROADS MAINTAIN ACCESS ROADS 1 1 1500 LS LS TON $ 60,000.00 $ 60,000.00 $ 50.00 $ 60,000.00 $ 60,000.00 $ 75,000.00 $ 45,169.03 $ 71,997.19 $ 58.53 $ $ $ 45,169.03 71,997.19 87,795.00 $ 118,834.76 $ 200,101.10 $ 63.35 $ $ $ 118,834.76 200,101.10 95,025.00 BASE -TOTAL $ 1,390,250.00 $ 670,406.85 $ 1,449,568 NOTE: BID TOTAL SHOWN FOR TRIANGLE GRADING AND PAVING DOES NOT MATCH THEIR BID FORM PRESUMABLY DUE A MATH ERROR IN THE SUBMITTED BID FORM. Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 8, 2018 Department: Administration/HR Public Hearing: ❑ Yes ® No Date of Public Hearing: n/a For Clerk's Use Only AGENDA ITEM # PRESENTER/INFORMATION CONTACT: Katherine M. Cathey, Human Resources Director ITEM TO BE CONSIDERED Subject: Classification and pay plan amendment Attachment(s): 1. Revised FY2018-19 Classification and Pay Plan Brief Summary: The recommended change is to add the IT manager classification. Action Requested: Approve revised FY2018-19 Classification and Pay Plan. ISSUE OVERVIEW Backaround Information & Issue Su This new position was approved during the FY19 budget process. The recommended salary grade is 18 (minimum: $60,826, midpoint: $79,074, maximum: $97,321) based upon market factors and its higher-level responsibilities for strategic planning, project management, and budget planning and administration. The addition of an IT manager position will meet growing organizational needs for information technology services. The budget director has taken on many functions related to IT over the past several years (e.g., liaison with IT contractor, point of contact for employees when many issues arise, phone system upgrades, fiber project, representative on TJCOG IT group, etc.). This has become exceptionally time consuming and the responsibilities keep growing, thus taking time away from budget. Adding a position that would supplement the IT contractor, providing on-site support to town departments, providing a higher level of in-house expertise and sharing the workload with the budget director are all critical needs as IT has a direct impact on the productivity of all town operations. Financial Impacts: The FY19 budget includes $81,505 in funding for this position. Budgeted funds should be sufficient to cover expenses related to filling this position later in the fiscal year. Staff Recommendations/Comments: Approve revised FY2018-19 Classification and Pay Plan. 9.F Consent Regular Closed Agenda Agenda Session PRESENTER/INFORMATION CONTACT: Katherine M. Cathey, Human Resources Director ITEM TO BE CONSIDERED Subject: Classification and pay plan amendment Attachment(s): 1. Revised FY2018-19 Classification and Pay Plan Brief Summary: The recommended change is to add the IT manager classification. Action Requested: Approve revised FY2018-19 Classification and Pay Plan. ISSUE OVERVIEW Backaround Information & Issue Su This new position was approved during the FY19 budget process. The recommended salary grade is 18 (minimum: $60,826, midpoint: $79,074, maximum: $97,321) based upon market factors and its higher-level responsibilities for strategic planning, project management, and budget planning and administration. The addition of an IT manager position will meet growing organizational needs for information technology services. The budget director has taken on many functions related to IT over the past several years (e.g., liaison with IT contractor, point of contact for employees when many issues arise, phone system upgrades, fiber project, representative on TJCOG IT group, etc.). This has become exceptionally time consuming and the responsibilities keep growing, thus taking time away from budget. Adding a position that would supplement the IT contractor, providing on-site support to town departments, providing a higher level of in-house expertise and sharing the workload with the budget director are all critical needs as IT has a direct impact on the productivity of all town operations. Financial Impacts: The FY19 budget includes $81,505 in funding for this position. Budgeted funds should be sufficient to cover expenses related to filling this position later in the fiscal year. Staff Recommendations/Comments: Approve revised FY2018-19 Classification and Pay Plan. Town of Hillsborough FY 2018-19 Classification and Pay Plan Classes by Salary Grades Annual Salary Salary FLSA Class Grade Minimum Midpoint Maximum Status Code Classification 2 27,865 36,225 44,584 N 0201 CUSTOMER SERVICE REPRESENTATIVE 2 27,865 36,225 44,584 N 0202 UTILITY MAINTENANCE TECHNICIAN 1 2 27,865 36,225 44,584 N 0203 METER SERVICES TECHNICIAN 3 29,258 38,036 46,813 N 0301 UTILITY MAINTENANCE TECHNICIAN II 3 29,258 38,036 46,813 N 0302 EQUIPMENT OPERATOR 1 3 29,258 38,036 46,813 N 0303 OFFICE ASSISTANT 4 30,721 39,938 49,154 N 0402 EQUIPMENT OPERATOR 11 5 32,257 41,934 51,612 N 0502 UTILITY MAINTENANCE TECHNICIAN III 5 32,257 41,934 51,612 N 0505 ADMINISTRATIVE SUPPORT SPECIALIST 5 32,257 41,934 51,612 N 0506 ACCOUNTS PAYABLE TECHNICIAN 6 33,870 44,031 54,192 N 0601 SENIOR ADMINISTRATIVE SUPPORT SPECIALIST 6 33,870 44,031 54,192 N 0603 CREW LEADER/EQUIPMENT OPERATOR III 6 33,870 44,031 54,192 N 0604 WASTEWATER PLANT OPERATOR 1 6 33,870 44,031 54,192 N 0605 WATER PLANT OPERATOR 1 6 33,870 44,031 54,192 N 0606 SENIOR CUSTOMER SERVICE REPRESENTATIVE 7 35,564 46,233 56,902 N 0700 VIDEO PRODUCTION SPECIALIST 7 35,564 46,233 56,902 N 0701 WASTEWATER PLANT OPERATOR II 7 35,564 46,233 56,902 N 0702 WATER PLANT OPERATOR II 7 35,564 46,233 56,902 N 0703 ACCOUNTING TECHNICIAN 7 35,564 46,233 56,902 N 0704 UTILITY MECHANIC 1 7 35,564 46,233 56,902 N 0705 PLANNING TECHNICIAN 8 37,342 48,544 59,747 N 0801 BACKFLOW/FOG SPECIALIST 8 37,342 48,544 59,747 N 0802 UTILITY MECHANIC II 8 37,342 48,544 59,747 N 0803 FIRE INSPECTOR 9 39,209 50,972 62,734 N 0900 FLEET MECHANIC 9 39,209 50,972 62,734 N 0901 LABORATORY TECHNICIAN/WATER PLANT OPERATOR III 9 39,209 50,972 62,734 N 0902 METER SERVICES SUPERVISOR 9 39,209 50,972 62,734 N 0904 UTILITY MECHANIC III 9 39,209 50,972 62,734 N 0905 WASTEWATER LABORATORY SUPERVISOR 9 39,209 50,972 62,734 N 0906 WASTEWATER PLANT OPERATOR III 9 39,209 50,972 62,734 N 0907 WATER PLANT OPERATOR III 10 41,169 53,520 65,871 N 1011 PUBLIC INFORMATION SPECIALIST 10 41,169 53,520 65,871 N 1009 UTILITIES ANALYST 11 43,228 56,196 69,164 E 1100 BILLING & COLLECTION SUPERVISOR 11 43,228 56,196 69,164 E 1101 MANAGEMENT ANALYST 11 43,228 56,196 69,164 N 1105 POLICE OFFICER/POLICE OFFICER FIRST CLASS 11 43,228 56,196 69,164 N 1104 STORMWATER PROGRAM COORDINATOR 11 43,228 56,196 69,164 N 1105 UTILITIES INSPECTOR 12 45,389 59,006 72,623 N 1200 CHIEF WASTEWATER PLANT OPERATOR Effective: 7/1/18 Revised: 10/8/18 Town of Hillsborough FY 2018-19 Classification and Pay Plan Classes by Salary Grades Annual Salary Salary FLSA Class Grade Minimum Midpoint Maximum Status Code Classification 12 45,389 59,006 72,623 N 1202 CHIEF WATER PLANT OPERATOR 12 45,389 59,006 72,623 E 1204 FINANCIAL ANALYST 12 45,389 59,006 72,623 N 1209 POLICE CORPORAL/POLICE SENIOR CORPORAL 12 45,389 59,006 72,623 E 1208 WEB DEVELOPER/ASSISTANT PIO 12 45,389 59,006 72,623 E 1209 PLANNER 13 47,659 61,956 76,254 E 1301 PUBLIC WORKS SUPERVISOR 13 47,659 61,956 76,254 E 1302 UTILITY MAINTENANCE SUPERVISOR 13 47,659 61,956 76,254 E 1303 UTILITY SYSTEM SUPERVISOR 13 47,659 61,956 76,254 E 1304 ECONOMIC DEVELOPMENT PLANNER 13 47,659 61,956 76,254 E 1305 SENIOR PLANNER 13 47,659 61,956 76,254 E 1306 HUMAN RESOURCES ANALYST 13 47,659 61,956 76,254 E 1307 PURCHASING MANAGER 14 50,042 65,054 80,066 E 1402 FLEET MAINTENANCE SUPERVISOR 14 50,042 65,054 80,066 N 1403 POLICE SERGEANT 15 52,544 68,307 84,070 E 1503 PUBLIC SPACE MANAGER 15 52,544 68,307 84,070 E 1505 STORMWATER & ENVIRONMENTAL SERVICES MANAGER 15 52,544 68,307 84,070 E 1506 ASSISTANT TO THE TOWN MANAGER 16 55,171 71,722 88,273 E 1600 SAFETY & RISK MANAGER 16 55,171 71,722 88,273 E 1601 FIRE MARSHAL/EMERGENCY MGMT COORDINATOR 16 55,171 71,722 88,273 E 1602 POLICE LIEUTENANT 18 60,826 79,074 97,321 E 1800 ASSISTANT FINANCE DIRECTOR 18 60,826 79,074 97,321 E 1803 WASTEWATER PLANT SUPERINTENDENT 18 60,826 79,074 97,321 E 1804 WATER PLANT SUPERINTENDENT 18 60,826 79,074 97,321 E 1805 IT MANAGER 19 63,867 83,027 102,187 E 1901 PUBLIC INFORMATION OFFICER 20 67,060 87,179 107,297 E 2001 PUBLIC WORKS DIRECTOR 21 70,413 91,538 112,662 E 2101 BUDGET DIRECTOR 22 73,934 96,114 118,295 E 2200 HUMAN RESOURCES DIRECTOR/TOWN CLERK 25 85,588 111,264 136,941 E 2501 CHIEF OF POLICE 25 85,588 111,264 136,941 E 2502 FINANCE DIRECTOR 25 85,588 111,264 136,941 E 2503 UTILITIES DIRECTOR 26 89,867 116,828 143,788 E 2600 ASSISTANTTOWN MANAGER/PLANNING DIRECTOR Effective: 7/1/18 Revised: 10/8/18 Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 8, 2018 Department: Planning/Econ Dev. & Police Public Hearing: ❑ Yes x No Date of Public Hearing: N/A For Clerk's Use Only AGENDA ITEM # PRESENTER/INFORMATION CONTACT: Shannan Campbell, Economic Development Planner and Duane Hampton, Police Chief ITEM TO BE CONSIDERED Sub'ect: Road closure and Town sponsorship request — Margaret Lane from Wake St. to Occoneechee St. Attachment(s): 1. Special Event Permit Application and block range requested to be closed 2. Listing of impacted property owners Brief Su A citizen has put in a request to close a section of Margaret Lane (from Wake St. to Occoneechee St.) on Oct. 31 (Halloween) from 5 p.m. — 8 p.m., citing public safety concerns for trick -or -treaters as well as attendees to First Baptist Church's Trunk or Treat event held in the church's parking lot. The applicant is not planning to hold an event and just wants to have the roadway closed. Town board from time to time will consider sponsorships for town services performed at events (police and trash collection) as is outlined in the Town Code of Ordinances (Chapter 7, Article III, Section 7-19), however this request is not for a specific event in which the general public is invited and is instead for only a street closure. Action Requested: Approve the street closure with town sponsorship for police services with or without conditions, approve the street closure (but not town sponsorship for police services) with or without conditions, deny both the street closure and town sponsorship for police services. ISSUE OVERVIEW Backaround Information & Issue Su Generally, requests for road closures accompany requests to hold events, however this request is a bit unusual. Staff was unable to mitigate all concerns with the applicant. Town staff has concerns with regard to the request, that include: • Setting a precedent for closing streets and providing sponsored police coverage for street closures that are not in conjunction with a public event for other streets and areas in town in addition to this one, year after year. • Police may not have available officers on this evening to provide the needed police coverage, even if the town board aoaroves the street closure and/or soonsorshiD of services. due to the holiday. 10.A Consent Regular Closed Agenda Agenda Session PRESENTER/INFORMATION CONTACT: Shannan Campbell, Economic Development Planner and Duane Hampton, Police Chief ITEM TO BE CONSIDERED Sub'ect: Road closure and Town sponsorship request — Margaret Lane from Wake St. to Occoneechee St. Attachment(s): 1. Special Event Permit Application and block range requested to be closed 2. Listing of impacted property owners Brief Su A citizen has put in a request to close a section of Margaret Lane (from Wake St. to Occoneechee St.) on Oct. 31 (Halloween) from 5 p.m. — 8 p.m., citing public safety concerns for trick -or -treaters as well as attendees to First Baptist Church's Trunk or Treat event held in the church's parking lot. The applicant is not planning to hold an event and just wants to have the roadway closed. Town board from time to time will consider sponsorships for town services performed at events (police and trash collection) as is outlined in the Town Code of Ordinances (Chapter 7, Article III, Section 7-19), however this request is not for a specific event in which the general public is invited and is instead for only a street closure. Action Requested: Approve the street closure with town sponsorship for police services with or without conditions, approve the street closure (but not town sponsorship for police services) with or without conditions, deny both the street closure and town sponsorship for police services. ISSUE OVERVIEW Backaround Information & Issue Su Generally, requests for road closures accompany requests to hold events, however this request is a bit unusual. Staff was unable to mitigate all concerns with the applicant. Town staff has concerns with regard to the request, that include: • Setting a precedent for closing streets and providing sponsored police coverage for street closures that are not in conjunction with a public event for other streets and areas in town in addition to this one, year after year. • Police may not have available officers on this evening to provide the needed police coverage, even if the town board aoaroves the street closure and/or soonsorshiD of services. due to the holiday. • The impacts of a street being closed and access being restricted to 18+ property owners/residents for three hours during peak traffic hours (applicant was provided a list of impacted property owners and asked to notify/get approval from as many as possible before the town board meeting). • Cost to the town for police staff time outside of providing support for an event. • Applicant has provided no insurance information for any activity that may take place in the roadway while the street is closed, however they have indicated that there won't be any. Financial Impacts: The requirement would be three officers for that stretch of road. Three officers for nine hours total billed at $35 per hour totals $315. Staff Recommendations/Comments: The Police Department's preference would be for the town board (if they so choose to allow the street closure) to direct the organizers to hire a private firm to handle the closure, as they are not sure that they will have enough officers to close the street and provide for response to calls and other activities on the evening of Halloween. f1l f'!5S VA11f7:> OF HILLSPL1 51-r-cA G�oSw-e — T,,3w Cl Pel: c� SpoK.scr� � g.xr4� ��Svru.�c e 7 SPECIAL EVENT PERMIT APPLICATION Please review the Event Policy Ordinance, Chapter 7 of the Town Code, to determine if your event requires a Special Event Permit. The Permit Application must be received 60 days in advance of the event. If you are seeking Town sponsorship of your event, you must submit a written request for sponsorship to the Town Board at least 60 days in advance of the event. Name of Event: h Event Location Address: ys/ ,n ! LA ,. Y� 'Welke .3 v Date(s) of event: /0I31 20! Event Set Up Time Date(s) of event: Event Set Up Time: S PM EVENT ORGANIZER & CONTACT INFORMATION Event Hours: 5 - &YM Event Break Down:—R pNl Event Hours: Event Break Down: Name of Organization/Company: awn x Organization/Company mailing address: 2.3 Organization Status: ❑ Formal Informal ❑ For-profit [, Not-for-profit Event Organizer Name: Event Organizer Phone: 919-5f �1-S'y6 3 Event Organizer Email: wi/soe, , plow.- 1`7 On -Site Contact(s) During the Day -of Event Name: AS' Aba-Ve_ Name: Cell Phone: Cell Phone: GENERAL EVENT INFORMATION Type of Event: ❑ Private Event on Private Property ❑ Public Event on Public Property ❑ Private Event on Public Property ❑ Public Event on Private Property M Street or Greenway Event (Parades, Marches, Rallies, 5Ks, Bike Races) General Event Description (Narrative outlining event purpose and elements including food trucks, car shows, races, vendors, etc): a' vI'v u is a �h� e� fih7r on `t/ /V"A � . c _ L.h �n 4v, l`5 ,.,. [s cr�a vr�,_^. ,'/�,% h �#, , Jam, l Z" S, ez / A?hf5 R h n! h! >7AD� r,! Seri �a, ', ti, ,I 4.7,0 11pY l'-thl e/G rem l SK -40_P4- Alocure. a 101 lyast Orange Street • P.O. Box 429 • Hillsborough, North Carolina 27278 /� 919-296-9477 • Fax 919-644-2390 / �✓ �iG- SAf �?CG[SS1` .8&/-/,'t C-AWC_A A_hO� '7� f C'tZ� 4*A'U^O,— �wS �vv.v✓ti/ hoc y,e 6-e_6, Goy c k_ ✓ r -c 41647 AA Sal�.c vc plod ur c Estimated number of people that will attend the event: ZPO Estimated peak time attendance: - - I - p m Maximum capacity of event location (number of persons, if applicable): _lf 4 If the event is annual, the estimated attendance of the last event of this kind: A/ /l GENERAL EVENT QUESTIONNAIRE Will tickets be sold or admission/fees be charged as part of the event? ❑ YES �C❑ NO Will there be alcohol sold or provided as a part of this event? ❑ YES F%;] NO If yes, please indicate the vendor(s) and/or ABC permit holder(s) responsible for the alcohol sales/distribution and attach a copy of the ABC permit(s) Please note: Alcohol may only be sold by vendors with an off -premise permit or by event organizers with a special one-time ABC sales permit. Alcohol sales may be subject to the prepared food & beverage tax. Will vendors be on-site selling goods/crafts/wares during the event? ❑ YES ®. NO Please note: All vendors without locations in town will be required to obtain an Itinerant Merchant Permit from the Finance Department. If yes, please include the list of vendors and an Itinerant Merchant Permit application for each: attach additional sheets if needed,) Will vendors be on-site selling food/beverages during the event? ❑ YES yR NO Please note: All vendors without a location in town and food trucks that are not registered in town that are selling prepared food/beverage will need to prepay the Food & Beverae;e Tax_ with the Finance Department. If yes, please include the list of food/beverage vendors and a One -Day Food & Beverage Tax application for each: attach additional sheets i,` neede& Will you be soliciting donations as part of the event? ❑ YES ®, NO If yes, for what cause or organization? Will you bring additional equipment? ❑ YES ® NO Please Explain: Will any items be left at the event site overnight? ❑ YES ® NO Please Explain: _ 101 East Orange Street - P.O. Box 429 • Hillsborough, North Carolina 27278 919-296-9477 • Fax 919-644-2390 Will signs or banners be displayed on site or around Town? ❑ YES � NO Please note: Special event signage must be applied for and permitted separately BEFORE signage is placed. Will tents be erected for the event? ❑ YES ® NO If yes, how many and what size? Please note: Tents may require a permit and inspection by the Fire Marshal's office depending on size and number. Tents should be shown with location and dimensions on event map/layout. Will you provide (portable) restroom facilities? ❑ YES Q NO Please note: Restroom facilities are required to be provided by Special Event organizers depending on attendance numbers and duration. Local Business, Town, and County facility restrooms may compliment, but not become a substitute for, providing adequate restrooms for the event. Will you provide (portable) handwashing facilities? ❑ YES ® NO Please note: Handwashing facilities are required for events that include on site food preparation and/or sales without direct or immediate sink access. Will the event require any street closures or change in traffic flow? PQ YES ❑ NO Will the event require additional trash and recycling facilities? ❑ YES ® NO Will you request that the Town provide any specific services in conjunction with this event (i.e. Police, Road Closures, Traffic YES ❑ NO Control, Trash and Recycling Services)? Please note: Events requesting Town Sponsorship of such activities must apply at least 90 days in advance of the event to be considered. EVENT MAP LAYOUT RE UIREMENTS With this application, you must attach a map of the area where the event is to take place and indicate the following: • Traffic flow; including any streets requested to be closed or obstructed (locations of barriers and officers will be determined by Law Enforcement). • if the event includes a parade, greenway closure, etc. then the route of the event should be clearly shown. • Parking areas where event attendees will be directed that are adequate for event attendance. Please note: The Eno River deck has only 400 parking spaces. • Pedestrian access and flow. • The location of any concession stand, food truck(s), booth, or other temporary structures, tents, stages or facilities; and the location of proposed fences, stands, platforms, benches, or bleachers. • The location of restroom and/or handwashing facilities. A street map and a map of Gold Park are available on the Town's website. Google Maps is also an excellent resource. Contact Staff if you need assistance with providing an event layout or route map. 101 East Orange Street • P.O. Box 429 • Hillsborough, North Carolina 27278 919-296-9477 • Fax 919-644-2390 EVENT LIABILITY INSURANCE REL�UIREMENTS Name of insurance company providing liability coverage for the event: X rca Contact information for broker/agent providing coverage: EVENT PROPERTY USE PERMISSION If the event will be located on property that is not owned/managed by the event organizer then the property owner must indicate consent for the use of their property below: Name of Property Owner Signature of Property Owner Phone Date TOWN LIABILITY AGREEMENT I, the applicant, agree to indemnify and hold harmless the Town of Hillsborough, its employees, and its agents from and against any and all liability for any injury which may be suffered in connection with this special event approval or park reservation. I also hold harmless the Town of Hillsborough, its employees, and its agents from and against any liability for any equipment or supplies lost, damaged, or stolen, that are stored or otherwise as a result of this special event. Applicant Signature SUBMITTAL DIRECTIONS: Please submit to: Hillsborough Planning Department ATTN: Shannan Campbell P.O. Box 429 101 E. Orange Street Hillsborough, NC 27278 Shannan.Cam bell hillsborou hnc. ov Date 101 East Orange Street • P.O. Box 429 • Hillsborough, North Carolina 27278 919-296-9477 • Fax 919-644-2390 FOR OFFICE USE ONLY: Application received by: _ Date: Permit Status Approved ❑ YES NO Explanation: Approved with conditions By: Town Staff Member Forwarded to others for review/information: Fire Marshal Police Department Fire Department _ Public Works Date: Finance Other- NCDOT, Town Public Space Manager, Orange County DEAR, Orange County AMS 101 East Orange Street • P.O. Box 429 • Hillsborough, North Carolina 27278 919-296-9477 • Fox 919-644-2390 8/30/2018 Google Maps Google Maps Wooden Nickel Pub : Radius Piz z a St W King St. W King St W King St, E �+mg n. W King StW Kin........ g Gi i Wst Ranciuto p x � turnip q F Bandido's Mex+can Cafe �. � Patch Park a' . °..... ... W Margaret Ln targaret Leo " ._ a mrgaret i:it iOrange Count Orange County Public N°ot 7 m Roof Courthouse rgaret Lane Cemetery Library (Main Library) Weaver Street Market Cd Eno pig pEesh and:KoRacXStreet m n Rivet Ptye Bik Go gle ' a West Hillsborough Map data 02018 Google 200 ft r https://www.google-com/maps/@36.0745197,-79.1045335,17z 1 /i Proposed barrier and officer locations on W. Margaret Ln. (replaces map on previous page that shows closure of W. King St.) a W King St 9 St 4'V Vying k � � Panciu w B ndido's Mexican C Ty.. . Patch i ark V� Margaret Lru 1J Margaret Ln G9 rrr,,rFl. Hot Tin 1 Barrier- Officer try Barrier- Officer Weaver Street N OWNERI_LAST GOWING OWNERI_FIRST NAM OWNER2_L Property Address LINDA GAYLE Mailing Address SIGNATURE 201 S OCCONEECHEE ST LAING CAROL E 325 W Margaret Ln PO BOX 456 BAYLOR BRYAN A 321 W MARGARET LN ANDERSON TINA 320 W Margaret Ln PO BOX 1403 DUFFY TIMOTHY & DENISE 319 W MARGARET LN WEIR SAMUEL & SHARON STUCKER 315 W MARGARET LN SULL EUGENE & THERESA 313 W MARGARET LN VAN VELD ROBERT D JR 303 W MARGARET LN WESSON LYNN E 301 W MARGARET LN GRANTHAM KENNETH W 108 S HASSELL ST DENNIS NORA & PAUL 233 W MARGARET LN DICKINSON DENISE MARIE 229 W MARGARET LN WALLACE CARL G 227 W Margaret Ln 1401 CATES HICKORY HILL LN RHOADES MARK J 231 W Margaret Ln 212 PAPYRUS PLACE REVELS PATRICIA 329 W KING ST DAVID MARION 211 LAWRENCE RD DAVID MARION 211 LAWRENCE RD VERGARA SUSANNE 318 W MARGARET LN LOGUE TIMOTHY & REGINA BARATTA 314 W MARGARET LANE FARR CLAY L 306 WEST MARGARET LANE COSTAS CONSTANTINE & MAI POE 107 S HASSELL ST SCARLETT ERVIN W JR SCARLETT 230 W Margaret Ln 500 HEPOWIL TRACE ARCHIBALD ALAN & DENISE MARI DICKINSON 225 W MARGARET LN SCARLETT ERVIN W JR SCARLETT 221 W Margaret Ln 500 HEPOWIL TR PERRELLA CHRISTINE & STEPHAI HUFFMAN 219 W MARGARET LN PERRELLA CHRISTINE 215 W Margaret Ln. 219 W MARGARET LN CUMMINGS JAMES & CATHLEEN TURNER 205 W MARGARET LN RHOADES MARK & GINA RHOADES 212 PAPYRUS PLACE BELLINGER DWIGHT & SUSAN BELLINGER 312 N CHURTON ST FARRELLY MATTHEW & RACHEL ROYCE 225 W KING ST FIRST BAPTIST CH(OF HILLSBOROUGH I1\ FIRST BAPTIST CH( OF HILLSBOROUGH I(` 201 W KING ST 201 WEST KING ST Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 8, 2018 Department: Police Public Hearing: ❑ Yes ® No Date of Public Hearing: N/A PRESENTER/INFORMATION CONTACT: Duane Hampton, Chief of Police ITEM TO BE CONSIDERED Subject: Limited road closure request — Becketts Ridge subdivision Attachment(s): None Brief Su For Clerk's Use Only AGENDA ITEM # The Beckett's Ridge HOA president and management company contacted the town to request permission to restrict through -traffic on Becketts Ridge Dr. on Oct. 31, 2018, from 5 p.m. — 8 p.m. They have done this in the past without incident though they have not involved the town. They hire a private firm, McLaurin Parking Company, to stop non- residents and ask them to park and walk for trick or treating instead of driving house to house to ease congestion and public safety concerns by limiting the number of cars circulating the neighborhood. The limited road closure is not a special event, and the Police Department does not have a mechanism for approval or denial of such a request. Action Requested: Any discussion/feedback from the board is welcomed. Options include approval of the request, approval with conditions, or denial. ISSUE OVERVIEW Background Information & Issue Summary: The Police Department has few concerns with regard to limiting through traffic on Becketts Ridge Dr. as residents will still be able to access their homes, and the limited closure is being managed through a private firm. Financial Impacts: None Staff Recommendations/Comments: None 10.13 Consent Regular Closed Agenda Agenda Session The Beckett's Ridge HOA president and management company contacted the town to request permission to restrict through -traffic on Becketts Ridge Dr. on Oct. 31, 2018, from 5 p.m. — 8 p.m. They have done this in the past without incident though they have not involved the town. They hire a private firm, McLaurin Parking Company, to stop non- residents and ask them to park and walk for trick or treating instead of driving house to house to ease congestion and public safety concerns by limiting the number of cars circulating the neighborhood. The limited road closure is not a special event, and the Police Department does not have a mechanism for approval or denial of such a request. Action Requested: Any discussion/feedback from the board is welcomed. Options include approval of the request, approval with conditions, or denial. ISSUE OVERVIEW Background Information & Issue Summary: The Police Department has few concerns with regard to limiting through traffic on Becketts Ridge Dr. as residents will still be able to access their homes, and the limited closure is being managed through a private firm. Financial Impacts: None Staff Recommendations/Comments: None Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 8, 2018 Department: Administration Public Hearing: ❑ Yes ® No Date of Public Hearing: PRESENTER/INFORMATION CONTACT: Eric Peterson, Town Manager ITEM TO BE CONSIDERED Subject: Hot to ics for work session Oct. 22, 2018 Attachment(s): None Brief Summary: Current topics for consideration at the workshop include: • Newspaper containment downtown Action Requested: Discuss and provide direction regarding potential agenda items for the workshop. ISSUE OVERVIEW Back round Information & Issue Summary: n/a Financial Impacts: n/a Staff Recommendations/Comments: n/a For Clerk's Use Only AGENDA ITEM # 10.0 Consent Regular Closed Agenda Agenda Session