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Home My Public Portal About02-10-20 Regular MeetingMinutes Board of Commissioners 7 p.m. Feb. 10, 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 Staff: 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, Public Works Director Ken Hines, Town Attorney Bob Hornik, Town Manager Eric Peterson, Public Information Specialist Cheryl Sadgrove, Finance Director Daphna Schwartz and Utilities Director Marie Strandwitz Opening of the workshop Mayor Jenn Weaver opened the workshop at 7:02 p.m. 1.Public Charge Weaver called attention to the public charge. 2.Audience comments not related to the printed agenda There was none. 3.Agenda changes and approval Weaver noted the noise ordinance discussion would be delayed to a future meeting. Motion: Commissioner Kathleen Ferguson moved approval of the amended agenda. Commissioner Mark Bell seconded. Vote: The motion carried upon a unanimous vote of 5-0. 4.Presentations A.Review of Fiscal Year 2019 Comprehensive Annual Financial Report (CAFR) and independent audit report Finance Director Daphna Schwartz noted the report’s digital copy was in the agenda packet and hard copies would be mailed. Schwartz introduced Veronica Butler, a senior associate at Dixon Hughes Goodman LLP. Butler reviewed the audit report. She noted that the town’s audit had been issued an unmodified or clean opinion on Jan. 10. The previous year’s report again received excellence in financial reporting. She reviewed a handout with the board that summarized the audit report. Town Manager Eric Peterson said the Hillsborough Financial Services Department was doing a phenomenal job. B.Annual report from the Partnership to End Homelessness and discussion of funding gaps Feb. 10, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 1 of 5 March 9, 2020 Partnership to End Homelessness Coordinator Corey Root gave an overview of the partnership’s annual report and funding gaps. She presented a request to phase in higher annual funding from Orange County and the towns of Carrboro, Chapel Hill and Hillsborough over the next three years. 5. Items for decision — consent agenda A. Minutes 1. Regular meeting Jan. 13, 2020 2. Work session Jan. 27, 2020 B. Miscellaneous budget amendments and transfers C. City of Durham request to support additional withdrawal from the Eno under certain conditions Motion: Commissioner Matt Hughes moved to approve the items on the consent agenda. Ferguson seconded. Vote: The motion carried upon a unanimous vote of 5-0. 6. Items for decision — regular agenda A. Continuation of noise ordinance discussion B. City of Durham Teer Quarry Watershed Protection Effort Utilities Director Marie Strandwitz shared that the City of Durham is requesting the Town of Hillsborough’s support of the city using Teer Quarry reservoir as a permanent water source. Durham’s changes to the quarry would expand the watershed protection area. If approved by the state, it would obligate the town to place approximately 30 homes in Hillsborough’s Forest Ridge neighborhood into a protected watershed zoning district. Planning Director Margaret Hauth shared maps of the affected area and noted that the homes in Forest Ridge are already built, so they would be pre-existing if watershed protection regulations were put into place. Sydney Miller, water resources manager for the City of Durham, introduced himself to the board. He did not offer specifics about what the protection regulations would mean for affected homeowners. He said it would take about two years for the watershed protection regulations to be put in place. Michael Barrett, a Forest Ridge resident, said that this would affect his property. He asked whether he would be permitted to rebuild his home if a tornado demolished it. No one offered answers. Another Forest Ridge resident did not give his name but also expressed concern about how his property would be affected. The board expressed general support for Durham using the quarry as a permanent water supply and decided to not take formal action until it received more information on what the watershed protection regulations would mean for affected property owners. C. Proposed Water and Sewer Boundary Area adjustments Hauth shared five possible adjustments to the water and sewer services boundary that she had been holding until an amendment was planned for the interlocal agreement among the towns of Carrboro, Chapel Hill and Hillsborough, Orange County and Orange Water and Sewer Authority (OWASA) regarding the boundary. She reviewed the five options. The board then discussed them. Feb. 10, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 2 of 5 March 9, 2020 The first option was a staff proposal to remove an arm of service from the boundary area farthest to the east. Bell asked how that might affect potential future development, acknowledging that the next item on the agenda was a development proposal for this area. Hauth said it is not uncommon for people to have water service and be outside the water and sewer boundary. The second option was to remove from the boundary an area along St. Mary’s and Baldwin roads, outside the Churton Grove neighborhood, that would be impacted by the proposed watershed protection area. The board expressed approval for removing this area. The third option was to adjust a boundary line on a parcel west of Old N.C. 86 south to Davis Road. The board expressed agreement. The fourth option was to amend the boundary to follow parcel lines east of Old N.C. 86 and south of Waterstone Drive. This is a technical adjustment to snap two askew boundary lines together. The board expressed approval. The fifth option was to adjust the boundary to include an area east of N.C. 86, including Surety Storage and Duke Forest land. Strandwitz added that it was not yet determined whether sewer lines in this area would need a pumping station. Weaver noted the board was not expressing interest in this request. D. Letter of interest in annexation regarding approximately 9 acres on U.S. 70-A East (east of Meadowlands) Tim Smith with Summit Design and Engineering addressed the board. Smith discussed the letter of interest in annexation he had sent to the board. He proposes to build 64 affordable townhomes near the Orange County Sportsplex. The project would extend the sidewalk that was installed alongside the fieldhouse and field during the recent expansion at the Sportsplex. Smith said Orange County Habitat for Humanity is interested in the project. He noted that the parcel could be affected by proposed changes to the water and sewer boundary agreement and requested to be grandfathered in. Board members noted that Habitat usually has a representative present at board meetings when discussing a new project. Some members added that there would be less board interest if the proposed townhomes were not part of an affordable housing project. The town manager advised the board not to approve the project unless it is truly affordable. He also reminded them to think of sewer capacity at the Wastewater Treatment Plant. The Forest Ridge resident who did not identify himself for Item 6B said he would not want people walking through his neighborhood or accessing the trail that connects to the Historic Occoneechee Speedway Trail behind his neighborhood. The trail connector is on property owned by his homeowners association, he added. Hauth clarified that all sidewalks in Forest Ridge will be public once the developer finishes building and transfers ownership of the roads to the town. Board members expressed an expectation that the trails would be public, too, and asked Hauth to check whether there is a record of a public access easement or agreement for the trail on Forest Ridge property. Board members requested communication from Orange County Habitat for Humanity that the organization is interested in the project. It was suggested that Smith contact another organization such as CASA if Habitat is not interested in the project. Feb. 10, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 3 of 5 March 9, 2020 The board asked staff to prepare a financial analysis of the project and to confirm the participation of an affordable housing partner. E. Discussion of Unified Development Ordinance and process changes needed by January 2021 to match updated enabling legislation Hauth played a video for the board titled, “What is Chapter 160D.” She explained the state will no longer be allowing special use zoning with a Special Use Permit. Instead, the town can either institute general zoning with a Special Use Permit or conditional zoning. Hauth noted the board’s requests for examples to help them understand the difference between the two options. She will bring those examples to a future meeting. F. 2020 Board of Commissioners meeting calendar amendment The board agreed to start the budget retreat at 9 a.m. March 23, with breakfast at 8:30 a.m. Motion: Hughes moved to approve the meeting calendar amendment. Ferguson seconded. Vote: The motion carried upon a unanimous vote of 5-0. G. Hot topics for work session Feb. 24, 2020 The board reviewed the main items for the Feb. 24 work session, including a possible discussion with the redevelopers of Daniel Boone Village, next steps in creating a sustainability plan, a possible budget retreat preview, and a brief presentation from Orange County Community Remembrance Coalition. 7. Updates A. Board members Board members reported on the boards and committees on which they serve. B. Town manager There was no comment. C. Staff (written departmental reports are included in the agenda packet) Strandwitz reported that recent rainfall had replenished the reservoir and a proclamation would soon be signed to end voluntary water restrictions. Schwartz mentioned she would be putting out a request for bids for audit services. 8. Adjournment Motion: Ferguson moved to adjourn at 9:58 p.m. Commissioner Robb English seconded. Vote: The motion carried upon a unanimous vote of 5-0. Respectfully submitted, Katherine M. Cathey Town Clerk Feb. 10, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 4 of 5 March 9, 2020 BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2019-2020 DATES: 02/10/2020 TO 02/10/2020 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-00-9990-5300-000 CONTINGENCY 02/10/2020 250,000.00 -5,000.00To cover census related expenses 16475 52,122.00EBRADFORD 02/10/2020 250,000.00 -5,000.00Hist Dist Design Guidelines Update Match 16479 47,122.00EBRADFORD 02/10/2020 250,000.00 -1,500.00To cover budget planning retreat facilitato 16481 45,622.00JDELLAVAL 02/10/2020 250,000.00 -25,000.00Match for Eno Mtn to NC86 Road Feasibi 16488 20,622.00EBRADFORD 02/10/2020 250,000.00 -9,028.00To cover AR online module 16490 11,594.00EBRADFORD 10-10-4100-5300-570 MISCELLANEOUS 02/10/2020 4,500.00 1,500.00To cover budget planning retreat facilitato 16482 4,956.00JDELLAVAL 10-10-4200-5300-451 C.S./PRINTING 02/10/2020 2,694.00 1,600.00To cover census related W/S bill inserts 16476 4,294.00EBRADFORD 10-10-4200-5300-570 MISCELLANEOUS 02/10/2020 9,248.00 3,400.00To cover census related expenses 16477 23,204.00EBRADFORD 10-10-4400-5300-458 DATA PROCESSING SERVICES 02/10/2020 0.00 9,028.00To cover AR online module 16489 9,028.00EBRADFORD 10-10-4900-5300-453 C.S./ENG REVIEW 02/10/2020 0.00 25,000.00Match for Eno Mtn to NC86 Road Feasibi 16487 25,000.00EBRADFORD 10-10-4900-5300-570 MISCELLANEOUS 02/10/2020 5,500.00 5,000.00Hist Dist Design Guidelines Update Match 16478 10,500.00EBRADFORD 10-10-6610-5100-020 SALARIES 02/10/2020 84,345.00 -1,725.00To cover travel allowance 16469 82,620.00EBRADFORD 10-10-6610-5300-140 TRAVEL/VEHICLE ALLOTMENT 02/10/2020 0.00 1,725.00To cover travel allowance 16470 1,725.00EBRADFORD 30-80-8120-5300-150 MAINTENANCE - PLANT & EQUIPMENT 02/10/2020 57,300.00 18,000.00To cover flocc motors, drives & chemical 16474 76,291.00JDELLAVAL 30-80-8120-5300-550 ALUM SLUDGE REMOVAL 02/10/2020 80,000.00 -18,000.00To cover flocc motors, drives & chemical 16473 80,000.00JDELLAVAL 47-20-5100-5700-000 CONTINGENCY 02/10/2020 0.00 -10,000.00To cover change order 16471 15,000.00EBRADFORD 47-20-5100-5700-720 CONSTRUCTION 02/10/2020 0.00 10,000.00To cover change order 16472 200,000.00EBRADFORD 72-00-4900-3301-001 RESTRICTED REV- MPO 02/10/2020 0.00 99,500.00To cover Eno Mtn to NC86 Road Feasibil 16485 99,500.00EBRADFORD 72-10-4900-5300-351 MUNICIPAL PLANNING ORGANIZATION 02/10/2020 0.00 99,500.00To cover Eno Mtn to NC86 Road Feasibil 16486 99,500.00EBRADFORD 199,000.00 EBRADFORD 2:47:26PM02/05/2020 fl142r03 Page 1 of 1 GF Contingency Governing Body Admin. Admin. Accounting Accounting Accounting Information Services Information Services Water Treatment Plant Water Treatment PlantPub Safety Building Pub Safety Building Restricted Revenues Restricted Revenues APPROVED: 5/0 DATE: 2/10/20 VERIFIED: ___________________________________ Feb. 10, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 5 of 5 March 9, 2020