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Home My Public Portal About01-27-20 Work SessionMinutes Board of Commissioners Work Session 7 p.m. Jan. 27, 2020 Town Hall Annex Board Meeting Room, 105 E. Corbin St. Present: Mayor Jenn Weaver and commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt Hughes, and Evelyn Lloyd Absent: None Staff: Economic Development Planner Shannan Campbell, Human Resources Director/Town Clerk Katherine Cathey, Assistant to the Town Manager/Deputy Budget Director Jen Della Valle, Assistant Town Manager/Planning Director Margaret Hauth, Town Attorney Kevin Hornik, Town Manager Eric Peterson, Public Information Specialist Cheryl Sadgrove, and Public Space Manager Stephanie Trueblood Opening of the workshop Mayor Jenn Weaver opened the work session at 7:01 p.m. 1.Public charge Weaver did not read the public charge. 2.Agenda changes and approval Motion: Commissioner Kathleen Ferguson moved approval of the agenda as submitted. Commissioner Mark Bell seconded. Vote: The motion carried upon a unanimous vote of 5-0. 3.Items for decision — consent agenda A.Miscellaneous budget amendments and transfers B.Bond Order and Series Resolution – Carr Store and Mill Creek Road Project Motion: Ferguson moved approval of the items on the consent agenda. Bell seconded. Vote: The motion carried upon a unanimous vote of 5-0. 4.In-depth discussions and topics A.Comprehensive and Sustainability Planning Public Space Manager Stephanie Trueblood reviewed the presentation included in the agenda packet. She noted that a disadvantage to creating three separate plans for vision, climate action and resiliency could be redundancy, competing goals or tiring out the public by asking people to attend several meetings. An advantage would be that the separate plans could likely be created by staff with consultants only for the environmental plan. Trueblood said creating one overall plan would require hiring a consulting service. It would be a big undertaking for a small town; however, it could serve as the backbone of the town’s performance measurement system and it would require more input from staff across the board as well as the public. She thinks such a plan could be done no faster than 18 to 24 months to give the public an opportunity to give input as the plan is developed. Jan. 27, 2020 Board of Commissioners Work Session Approved: ____________________ Page 1 of 9 Feb. 10, 2020 Ferguson noted that the issues this plan would address are regional and require regional collaboration. She thinks it would take three years to develop the plan, which she feels is a long time to work on a living document that would change rapidly. She is not convinced that the systemic approach is pragmatic even though it is ideal. Trueblood said she did not focus on addressing the issues on a regional level because the two proposals address what Hillsborough could do with its planning documents. She said the Town of Hillsborough has strong partnerships and named a few, including the Triangle Clean Cities Coalition and Orange County Climate Action Coalition. Commissioner Matt Hughes thinks that Hillsborough needs to be a leader and that a one-plan approach is more pragmatic. Ferguson thinks other jurisdictions, such as Apex, are ahead and Hillsborough should borrow their ideas instead of starting from scratch. Commissioner Robb English agrees it is an opportunity to lead and to take a stand on how the town feels about greenhouse gases and sustainability. He thinks big vision is good. Weaver said she does not hear anyone on the board saying to wait. Her first thought was to choose the sustainability plan, but she is more hesitant about that because climate action is very urgent. Tied to that, it seems some changes would have to be made for town operations. Trueblood said it is helpful to have plans. Having the plans and overarching values is an important tool for staff and the board to make decisions and stand by them. Weaver said that the updated vision plan will be the Vision 2030 Plan and that the first mile marker for the Climate Action Coalition is 2030, so maybe the new Vision 2030 plan is the climate action plan. Weaver thinks working on a larger plan could stress staff and require outside assistance. Trueblood said it would be easier for people to understand our plan and vision if there is one place to go. Most cities are doing comprehensive planning, and it is daunting to switch over to comprehensive planning. She is a planner and believes planning works. Economic Development Planner Shannan Campbell said the town has changed a lot in the past 5 or 10 years. The vision and goals of the Board of Commissioners are different from plans the town has. The Unified Development Ordinance is misaligned with what the board wants. Trueblood said the comprehensive plan would inform an update to the Unified Development Ordinance. Hauth said the reason for the town having several documents instead of one comprehensive document is expediency. She said the changes in planning that the town now faces are as large as it was for government when planners first had to think about how to incorporate cars into planning. Hauth said if Hillsborough wants to be relevant in the future, the board needs to make certain decisions now and stand firm on those decisions. She said it takes the market time to catch up to future trends. For example, only 12% of the housing market is families with two parents and two children. Hillsborough has plenty of housing stock to meet the needs of that 12%. Hillsborough has increased its percentage of townhomes in the housing stock from 3% to 9%, but it has reduced its percentage of apartment units. The town needs more Jan. 27, 2020 Board of Commissioners Work Session Approved: ____________________ Page 2 of 9 Feb. 10, 2020 apartments because the population trend is such that there are more and more older adults and younger adults. Retrofitting is expensive. For instance, the town is experiencing the difficulty of retrofitting sidewalks and public parks that were not built 40 years ago. Hauth added that the Spinnaker report on commercial space needs in Hillsborough states the town only needs 10 more acres because developers can renovate existing commercial spaces to a greater density. She also added that public spaces will be very important as more people work from home. Ferguson wants to talk about how the tremendous growth of nearby jurisdictions will affect Hillsborough. Hauth said if Hillsborough sticks to its limited plans to grow, then the town will remain special. People see, feel, hear something here that’s special. She added that downtown cannot be the gathering space for everyone. Other areas around town must be able to attract people who want to go out to eat, listen to music or take their dogs on an outing. Hauth said everything the board values ― such as affordable housing, climate action and inclusivity ― are all the same problem with a different lens. She said a comprehensive plan could address all those issues so that the plan matters to a person who only cares about one of those values. She added that the new plans will be a lot of change and people do not like change. Bell thinks the comprehensive approach is more desirable. He asked if it could be done faster than two years. Trueblood said the town needs two years to get valuable public input. There was brief discussion about the great need for more sidewalks to connect people without using cars. Trueblood explained that priorities help staff to focus on seeking grants which will help the board achieve those priorities. Ferguson said the comprehensive plan makes sense to her. Hughes acknowledged that even newcomers to Hillsborough tend to be resistant to change. Weaver summarized there is a general feeling among board members that the comprehensive plan is the way to go and that some issues feel urgent. She reiterated the urgency of the climate action planning. Ferguson added resiliency and climate together are urgent. English agreed with Weaver and Ferguson. Trueblood said for budget planning, money would be budgeted in Fiscal Year 2020-2021 for consulting services for the climate action and vision planning. Ferguson said we want to hear from the people we never hear from. Town Manager Eric Peterson said staff have been looking at other ways to engage the community. Hauth said the board does not need to inform staff this evening, but at some point, staff needs to know whether the board wishes for staff to follow best practices or to be on the leading edge. Trueblood said in the planning profession she has learned that getting input on the front end is worth the time to get a broader understanding of the problems which need addressing. Jan. 27, 2020 Board of Commissioners Work Session Approved: ____________________ Page 3 of 9 Feb. 10, 2020 Trueblood said another step in the process that is not illustrated in the agenda packet is to review existing plans. Bell noted public communications would also be a part of that plan. Ferguson added that the Triangle J Council of Governments recently hired more planners, including a resiliency planner. 5.Other business There was none. 6.Committee updates and reports Board members gave brief updates about the committees on which they serve. 7.Adjournment Motion: Bell moved to adjourn at 9:04 p.m. Hughes seconded. Vote: The motion carried upon a unanimous vote of 5-0. Respectfully submitted, Katherine M. Cathey Town Clerk Jan. 27, 2020 Board of Commissioners Work Session Approved: ____________________ Page 4 of 9 Feb. 10, 2020 BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2019-2020 DATES: 01/27/2020 TO 01/27/2020 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-10-6610-5300-080 TRAINING/CONF/CONV 01/27/2020 3,800.00 1,483.00To cover account overages 16459 5,283.00EBRADFORD 10-10-6610-5300-458 DATA PROCESSING SERVICES 01/27/2020 230,988.00 117.00To cover account overages 16457 241,558.00EBRADFORD 10-10-6610-5300-600 PERSONNEL EXPANSION - OP COSTS 01/27/2020 1,600.00 -1,600.00To cover account overages 16458 0.00EBRADFORD 10-20-5100-5300-460 C.S./DRIVER SAFTEY TRAINING 01/27/2020 3,500.00 -3,500.00To cover patrol jackets 16454 0.00EBRADFORD 10-20-5110-5100-010 OVERTIME COMPENSATION 01/27/2020 30,000.00 -3,500.00To cover CID overtime 16450 26,500.00EBRADFORD 10-20-5110-5300-350 UNIFORMS 01/27/2020 18,150.00 3,500.00To cover patrol jackets 16455 22,236.66EBRADFORD 10-20-5120-5100-010 OVERTIME COMPENSATION 01/27/2020 5,000.00 3,500.00To cover CID overtime 16451 8,500.00EBRADFORD 10-20-5120-5300-113 LICENSE FEES 01/27/2020 1,500.00 1,500.00To cover software overlap 16453 3,000.00EBRADFORD 10-20-5120-5300-730 DRUG ENFORCEMENT OPERATIONS 01/27/2020 5,000.00 -1,500.00To cover software overlap 16452 1,917.00EBRADFORD 30-80-8140-5300-160 MAINTENANCE - EQUIPMENT 01/27/2020 2,000.00 3,000.00New service agreement for generators 16463 6,500.00JDELLAVAL 30-80-8140-5300-330 SUPPLIES - DEPARTMENTAL 01/27/2020 115,000.00 -3,000.00New service agreement for generators 16462 117,143.28JDELLAVAL 30-80-8200-5300-160 MAINTENANCE - EQUIPMENT 01/27/2020 16,000.00 14,500.00New service agreement for generators 16465 30,500.00JDELLAVAL 30-80-8200-5300-165 MAINTENANCE - INFRASTRUCTURE 01/27/2020 85,000.00 -14,500.00New service agreement for generators 16464 170,500.00JDELLAVAL 30-80-8220-5700-735 CAPITAL - BUILDINGS & IMPROVEMENTS 01/27/2020 0.00 29,000.00Fencing & screening recmd by assessmen 16461 30,100.00JDELLAVAL 30-80-9990-5300-000 CONTINGENCY 01/27/2020 400,000.00 -29,000.00Fencing & screening recmd by assessmen 16460 328,709.00JDELLAVAL 0.00 JDELLAVALLE 10:49:00AM01/22/2020 fl142r03 Page 1 of 1 Info. Services Info. Services Info. Services Police-Admin Police-Patrol Police-Patrol Police-Invest. & CS Police-Invest. & CS Police-Invest. & CS Water Dist. Water Dist. WW Coll. WW Coll. WWTP W/S Contingency APPROVED: 5/0 DATE: 1/27/20 VERIFIED: ___________________________________ Jan. 27, 2020 Board of Commissioners Work Session Approved: ____________________ Page 5 of 9 Feb. 10, 2020 Jan. 27, 2020 Board of Commissioners Work Session Approved: ____________________ Page 6 of 9 Feb. 10, 2020 Jan. 27, 2020 Board of Commissioners Work Session Approved: ____________________ Page 7 of 9 Feb. 10, 2020 Jan. 27, 2020 Board of Commissioners Work Session Approved: ____________________ Page 8 of 9 Feb. 10, 2020 Resolution #20200127-3.B 6.Miscellaneous Provisions --The Board authorizes all Town officers and employees to take all further action as they may consider necessary or desirable in furtherance of the purposes of this resolution. The Board ratifies all prior actions of Town officers and employees to this end. Upon the absence, unavailability or refusal to act of the Town Manager, the Mayor or the Finance Officer, any other of those officers may assume any responsibility or carry out any function assigned in this resolution. The Board authorizes the Clerk to apply the Town's seal, and to attest to the seal, on any document related to the purposes of this resolution. In addition, the Mayor Pro Tern or any Deputy or Assistant Clerk to the Board may in any event assume any responsibility or carry out any function assigned in this resolution to the Mayor or the Clerk, respectively. All other Board proceedings, or parts thereof, in conflict with this resolution are repealed, to the extent of the conflict. This resolution takes effect immediately. Ayes: .2, Noes: O Absent or Excused: Q Dated:Jan.27.2020 ATTEST: Katherine M. Cathey, Town Clerk 0 Jan. 27, 2020 Board of Commissioners Work Session Approved: ____________________ Page 9 of 9 Feb. 10, 2020