HomeMy Public PortalAbout05-11-20 Regular MeetingMinutes
Board of Commissioners Regular Meeting (Remote)
7 p.m. May 11, 2020
Town of Hillsborough YouTube channel
Present: Mayor Jenn Weaver and commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt
Hughes, and Evelyn Lloyd
Staff: Economic Development Planner Shannan Campbell, Human Resources Director/Town Clerk
Katherine Cathey, Assistant Town Manager/Planning Director Margaret Hauth, Town Attorney
Bob Hornik, Town Manager Eric Peterson, and Public Space Manager Stephanie Trueblood
Opening of the meeting
Mayor Jenn Weaver called the meeting to order at 7 p.m. The town clerk called the role and confirmed the
presence of a quorum with five members present. Present: Weaver and commissioners Mark Bell, Robb English,
Kathleen Ferguson, and Matt Hughes. Absent: Commissioner Evelyn Lloyd.
1.Public charge
Weaver did not read the public charge.
2.Audience comments not related to the printed agenda
There was no comment.
3.Agenda changes and approval
Vote: Hughes moved to approve the agenda as presented. Ferguson seconded.
Motion: The motion carried upon a unanimous roll call vote of 4-0. Ayes: Bell, English, Ferguson, and
Hughes. Nays: None. Absent: Lloyd.
4.Items for decision — consent agenda
A.Minutes
1.Regular meeting March 9, 2020
2.Regular meeting April 13, 2020
3.Work session April 27, 2020 (canceled)
B.Miscellaneous budget amendments and transfers
C.Resolution detailing the FY21 HOME program design
D.Resolution authorizing the submittal of the FY20-FY25 Consolidate Plan for Orange County
Vote: Hughes moved to approve the consent agenda as presented. Ferguson seconded.
Motion: The motion carried upon a unanimous roll call vote of 4-0. Ayes: Bell, English, Ferguson, and
Hughes. Nays: None. Absent: Lloyd.
5.Items for decision — regular agenda
A.Discussion about size and preferred uses for future train station building
May 11, 2020
Board of Commissioners Regular Meeting
Approved: ____________________
Page 1 of 9
June 8, 2020
Planning Director Margaret Hauth reviewed that the board intends to release a request for qualifications from
design professionals to assist with design options in July. She suggested the board give feedback on the
possible scope of the project.
Lloyd arrived at 7:09 p.m.
Public Space Manager Stephanie Trueblood said that approximately 7,000 square feet would provide some
office space (similar to the train station in Kannapolis). A larger building would allow for more offices and
meeting space. There must be a station with a ticketing area and space for waiting passengers per agreement
with GoTriangle and the state. Trueblood believes the facility also needs to have some Town of Hillsborough
offices so that government employees are on site to take care of the building. She noted that the new board
meeting room has been too small for some meetings.
Some commissioners expressed a desire to design a larger facility in hopes of being able to afford to build it.
Town Manager Eric Peterson said that the town would not likely be in a good financial position to pay for
extra space. He added that if the board decides to build a larger facility, then the board will need to consider
setting aside other projects.
Hauth said the facility could be designed so that it could be expanded. Architects are often asked to leave
room for an expansion; however, often the addition is never built. She noted that the grassy patch next to the
Police Department building was reserved for an addition that was never built.
Trueblood added that the cost-savings are not realized when the addition is built later.
The board expressed an interest in seeing design options for both a small and large facility. Trueblood
estimated that the board would see design options about nine months after accepting a request for bids.
B.Discussion of whether to call an additional public hearing to process applications delayed in April
Hauth said there were a few items scheduled for the canceled April public hearing that she expects would
generate some public interest.
She explained that holding a separate public hearing on some text amendments first would give her the
opportunity to use the Zoom remote meeting platform for a smaller public hearing before holding a public
hearing that would likely have more public engagement.
The board discussed the uncertainty of whether meetings would take place in person or remotely over the
summer months.
Hughes recommended that the mayor work with staff to determine the best date for a second public hearing
this summer. He spoke in favor of holding a separate public hearing on the text amendments, as Hauth had
said she preferred.
No action was taken.
C.2020 Board of Commissioners meeting calendar amendment
Human Resources Director and Town Clerk Katherine Cathey said the amendments were to accommodate
budget discussions. She reviewed that the scheduled May 26 meeting will be held remotely, and the June 8
May 11, 2020
Board of Commissioners Regular Meeting
Approved: ____________________
Page 2 of 9
June 8, 2020
regular meeting will include the budget public hearing and workshop. The meeting calendar amendment
included two work sessions June 15 and 22 that could be canceled if not needed. The budget would be
adopted at the June 29 work session. Cathey suggested that the location of the meetings be the Town Hall
Annex with a note that the meetings could be held remotely if the town was still operating under a state of
emergency.
Motion: Ferguson moved to adopt the calendar amendment as presented. Lloyd seconded.
Vote: The motion carried upon a unanimous roll call vote of 5-0. Ayes: Bell, English, Ferguson, Hughes,
and Lloyd. Nays: None. Absent: None.
D.Hot topics for work session May 26, 2020
There was no discussion.
6.Updates
A.Board members
Board members gave updates regarding boards and committees on which they serve.
B.Town manager
Peterson said he has been attending many meetings related to COVID-19 operations.
C.Staff (written departmental reports are included in the agenda packet)
Hauth said Census flyers will be inserted with June water and sewer bills.
7.Adjournment
Motion: Bell moved to adjourn at 8:22 p.m. Ferguson seconded.
Vote: The motion carried upon a unanimous roll call vote of 5-0. Ayes: Bell, English, Ferguson, Hughes,
and Lloyd. Nays: None. Absent: None.
Respectfully submitted,
Katherine M. Cathey
Town Clerk
May 11, 2020
Board of Commissioners Regular Meeting
Approved: ____________________
Page 3 of 9
June 8, 2020
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 05/11/2020 TO 05/11/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-00-3900-3900-000 FUND BALANCE APPROPRIATION
05/11/2020 346,733.00 20,000.00To cover COVID-19 expenses 16603 854,894.90EBRADFORD
05/11/2020 346,733.00 7,700.00To cover minutes prep 16604 862,594.90EBRADFORD
05/11/2020 346,733.00 5,940.00To cover single audit expense 16661 868,534.90EBRADFORD
10-10-4000-5300-335 SUPPLIES - DISASTER
05/11/2020 0.00 20,000.00To cover COVID-19 expenses 16602 40,000.00EBRADFORD
10-10-4100-5300-040 AUDITOR FEES
05/11/2020 80,000.00 5,940.00To cover single audit expense 16660 85,940.00EBRADFORD
10-10-4900-5300-467 C.S./MINUTES PREPARER
05/11/2020 0.00 7,700.00To cover minutes prep 16605 7,700.00EBRADFORD
10-10-4900-5300-570 MISCELLANEOUS
05/11/2020 5,500.00 -641.00To cover HOME match 16606 9,859.00EBRADFORD
10-10-4900-5300-750 HOME FUNDS GRANT MATCH
05/11/2020 3,300.00 641.00To cover HOME match 16607 3,941.00EBRADFORD
10-20-5100-5300-150 MAINTENANCE - BUILDING
05/11/2020 14,085.00 2,100.00To cover building maint expenses 16647 43,287.00EBRADFORD
05/11/2020 14,085.00 400.00To cover building maint expenses 16649 43,687.00EBRADFORD
10-20-5100-5300-160 EQUIPMENT REPAIR
05/11/2020 500.00 -400.00To cover building maint expenses 16648 100.00EBRADFORD
10-20-5100-5300-454 C.S./C0PIER
05/11/2020 6,300.00 900.00To cover yr-end overages 16658 7,200.00EBRADFORD
10-20-5100-5300-458 DATA PROCESSING SERVICES
05/11/2020 12,400.00 -900.00To cover yr-end copier overages 16659 13,083.00EBRADFORD
10-20-5110-5300-160 MAINTENANCE - EQUIPMENT
05/11/2020 3,000.00 -600.00To cover ammun needed for equip purchase 16650 2,400.00EBRADFORD
10-20-5110-5300-330 DEPARTMENTAL SUPPLIES
05/11/2020 46,279.00 1,400.00To cover ammun needed for equip purchase 16651 56,279.00EBRADFORD
10-20-5120-5300-330 DEPARTMENTAL SUPPLIES
05/11/2020 5,000.00 -2,100.00To cover building maint expenses 16646 2,900.00EBRADFORD
10-20-5120-5300-350 UNIFORMS
05/11/2020 3,550.00 -800.00To cover ammun needed for equip purchase 16539 2,750.00EBRADFORD
10-30-5600-5300-330 SUPPLIES - DEPARTMENTAL
05/11/2020 17,000.00 -1,000.00To cover PW trailer rental 16656 16,288.68EBRADFORD
10-30-5600-5300-363 RENTAL - BUILDING
05/11/2020 4,000.00 1,000.00To cover PW trailer rental 16657 5,000.00EBRADFORD
30-70-5972-5972-000 TRANSFER TO WATER CRF
05/11/2020 225,814.00 12,880.00Adj to actual 16692 12,880.00EBRADFORD
05/11/2020 225,814.00 -12,880.00Adj to Actual 16715 0.00EBRADFORD
30-70-5972-5972-002 TRANSFER TO WATER SDF RESERVE FUND
05/11/2020 0.00 12,880.00Adj to actual 16716 252,865.00EBRADFORD
30-70-5972-5972-003 TRANSFER TO SEWER SDF RESERVE FUND
05/11/2020 0.00 -69,272.00Adj to actual 16717 190,256.00EBRADFORD
30-71-8200-5982-001 TRANSFER TO CAPITAL IMPROVEMENT FUN
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GF Fund Bal.
COVID-19
Governing Body
Planning
Planning
Planning
Police - Admin.
Police - Admin.
Police - Admin.
Police - Admin.
Patrol
Patrol
Investigations
Investigations
Streets
Streets
WSF: Transfer
to Capital
Reserve
WSF:
Transfer to
Water SDF
WSF: Transfer
to Sewer SDF
WSF: Transfer to
Cap. Improve
Fund
May 11, 2020
Board of Commissioners Regular Meeting
Approved: ____________________
Page 4 of 9
June 8, 2020
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 05/11/2020 TO 05/11/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
05/11/2020 275,000.00 -30,000.00Use Perp Maint funds for River PS 16666 245,000.00EBRADFORD
30-71-8200-5982-002 TRANSFER TO CAP IMP FD PERP MAINT
05/11/2020 0.00 33,800.00Use Perp Maint funds for River PS 16667 33,800.00EBRADFORD
30-80-3500-3523-000 WATER CAPITAL FACILITY FEES
05/11/2020 225,814.00 12,880.00Adj to actual 16693 12,880.00EBRADFORD
05/11/2020 225,814.00 -12,880.00Adj to actual 16719 0.00EBRADFORD
30-80-3500-3523-002 WATER SYSTEM DEVELOPMENT FEES
05/11/2020 0.00 12,880.00Adj to actual 16720 252,865.00EBRADFORD
30-80-3500-3525-002 SEWER SYSTEM DEVELOPMENT FEES
05/11/2020 0.00 -69,272.00Adj to actual 16718 190,256.00EBRADFORD
30-80-3900-3900-000 FUND BALANCE APPROPRIATED
05/11/2020 119,326.00 3,800.00Use Perp Maint funds for River PS 16668 674,279.07EBRADFORD
30-80-7240-5300-080 TRAINING/CONF./CONV.
05/11/2020 3,000.00 -1,700.00To cover bill printing costs 16652 1,054.00EBRADFORD
30-80-7240-5300-454 C.S./SOUTH DATA
05/11/2020 26,400.00 1,700.00To cover bill printing costs 16653 31,100.00EBRADFORD
30-80-8120-5300-130 UTILITIES
05/11/2020 82,226.00 -1,500.00To cover replacement chemical scales 16662 80,726.00JDELLAVALLE
30-80-8120-5300-330 DEPARTMENTAL SUPPLIES
05/11/2020 36,000.00 1,500.00To cover replacement chemical scales 16663 37,500.00JDELLAVALLE
30-80-8200-5300-160 MAINTENANCE - EQUIPMENT
05/11/2020 16,000.00 4,500.00To repair camera tractors for CCTV 16655 35,000.00JDELLAVALLE
30-80-8200-5300-210 RENTAL - EQUIPMENT
05/11/2020 11,200.00 -4,500.00To repair camera tractors for CCTV 16654 1,786.00JDELLAVALLE
30-80-8220-5300-160 MAINTENANCE - EQUIPMENT
05/11/2020 67,970.00 15,000.00To cover PO requests and gen. maintenance needs 16645 83,720.00JPrivuznak
30-80-8220-5300-320 CHEMICALS
05/11/2020 91,930.00 -15,000.00To cover PO requests and gen. maintenance needs 16644 71,890.00JPrivuznak
69-70-3870-3870-000 TRANSFER FROM WATER FUND
05/11/2020 2,348,263.26 -30,000.00Use Perp Maint funds for River PS 16669 2,618,263.26EBRADFORD
69-70-3870-3870-011 TRANSFER FROM WATER FUND PERP MAINT
05/11/2020 0.00 33,800.00Use Perp Maint funds for River PS 16670 33,800.00EBRADFORD
69-80-8200-5700-738 RIVER PUMP STATION
05/11/2020 0.00 3,800.00To cover actual eval cost 16671 33,800.00EBRADFORD
75-75-3870-3870-156 TRANS FR W/S US BUS 70 WTR PHASE I
05/11/2020 0.00 -0.50Adj to actual 16684 276,597.50EBRADFORD
05/11/2020 0.00 12,880.00Assign WSDF 16688 289,477.50EBRADFORD
75-75-6900-5970-928 TRAN TO UTL CAP IMP-US 70 PHASE I
05/11/2020 0.00 -0.50Adj to actual 16685 276,597.50EBRADFORD
05/11/2020 0.00 12,880.00Assign WSDF 16689 289,477.50EBRADFORD
76-76-3870-3870-155 TRAN FR W/S CRF - COLLECT SYS REHAB
05/11/2020 0.00 -0.50Adj to actual 16686 994,053.50EBRADFORD
05/11/2020 0.00 10,810.00Assign SSDF 16690 1,004,863.50EBRADFORD
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WSF: Transfer
to Cap. Improve
Fund
WSF: Water Cap
Facility Fees
WSF: Water Cap
Facility Fees
WSF: Water Cap
Facility Fees
WSF: Fund Bal.
Appropriation
WSF: Billing and
Collections
WSF: Billing
and Collections
WSF: Water
Treatment Plant
WSF: Water
Treatment Plant
WSF:
Wastewater
Collection
WSF:
Wastewater
Collection
WSF:
Wastewater
Treatment Plant
WSF:
Wastewater
Treatment Plant
Utilities Capital
Improvement
Utilities Capital
Improvement
Utilities Capital
Improvement
Water Capital
Reserve Fund
Water Capital
Reserve Fund
Capital Reserve
Fund Sewer
May 11, 2020
Board of Commissioners Regular Meeting
Approved: ____________________
Page 5 of 9
June 8, 2020
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 05/11/2020 TO 05/11/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
76-76-6900-5970-927 TRAN TO UTIL CAP IMP FD - COLL SYS
05/11/2020 0.00 -0.50Adj to actual 16687 994,053.50EBRADFORD
05/11/2020 0.00 10,810.00Assign SSDF 16691 1,004,863.50EBRADFORD
17,074.00
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Capital Reserve
Fund Sewer
APPROVED: 4/0
DATE: 5/11/20
VERIFIED: ___________________________________
May 11, 2020
Board of Commissioners Regular Meeting
Approved: ____________________
Page 6 of 9
June 8, 2020
Resolution 20200511-4.C
RESOLUTION AUTHORIZING
THE ORANGE COUNTY FY 2020- 2021 HOME PROGRAM DESIGN
BE IT RESOLVED, by the Hillsborough Town Board of Commissioners as a member of the Orange
County HOME Consortium approves the following activities for the 2020 - 2021 HOME Program. The
funding amounts are based on estimates of expected revenue and program income.
Homeownership Assistance
Funds will be allocated to Habitat for Humanity of Orange County to provide deferred payment zero interest
second mortgages for three (3) homes in Hillsborough and Chapel Hill.
(Requested amount: $390,000) $94,138
Rental Development
Funds would be provided to CASA to aid in the development of a 48-unit rental community on Merritt Mill
Rd. Five units within the community will be HOME-funded
(Requested amount: $350,000) $200,000
Community Housing Development Organization activities – Rental Development
Funds will be allocated to EmPOWERment, Inc., an eligible CHDO, to aid the development of an 8- to 10-
unit rental community in Chapel Hill.
(Requested amount: $250,000; Required amount: $56,228) $56,228
Program Administration $37,485
TOTAL FY 20109-2020 HOME PROGRAM FUNDS $387,851
BE IT FURTHER RESOLVED, that the Town Manager is hereby designated as the authorized representative
of the Town to act in connection with the submission of this plan and to provide such additional
information as may be required by the U.S. Department of Housing and Urban Development.
This the 11th day of May 2020
__________________________________________________
Jenn Weaver, Mayor
May 11, 2020
Board of Commissioners Regular Meeting
Approved: ____________________
Page 7 of 9
June 8, 2020
Resolution 20200511-4.D
RESOLUTION AUTHORIZING THE SUBMISSION OF
THE FY 2020-2025 CONSOLIDATED HOUSING PLAN FOR
ORANGE COUNTY, NORTH CAROLINA
BE IT RESOLVED, by the Hillsborough Town Board of Commissioners, as a member of the Orange
County HOME Consortium, authorizes the Town Manager to submit the Orange County Consolidated Plan for
Housing and Community Development Programs Annual Update to the U.S. Department of Housing and
Urban Development, including all understandings, assurances, and certifications required therein.
BE IT FURTHER RESOLVED, that the Manager is hereby designated as the authorized representative
of the County to act in connection with the submission of the Consolidated Plan and the Annual Update and
to provide such additional information as may be required by the U.S. Department of Housing and Urban
Development.
This the 11th day of May 2020
_____________________________________________
Jenn Weaver, Mayor
May 11, 2020
Board of Commissioners Regular Meeting
Approved: ____________________
Page 8 of 9
June 8, 2020
Adopted: Sept. 9, 2019
Amended: Feb. 10, 2020
Amended: May 11, 2020
Hillsborough Board of Commissioners Meeting Calendar — 2020
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.
Due to public health concerns related to COVID-19, the Board of Commissioners may conduct remote
meetings utilizing Zoom. Members of the Board of Commissioners will participate in the meetings
remotely. Members of the public will be able to view and listen to the meeting via live streaming video
on the Town of Hillsborough YouTube channel.
Monday, Jan. 13 Regular meeting
Thursday, Jan. 16 Joint public hearing with Planning Board
Monday, Jan. 27 Work session
Monday, Feb. 10 Regular meeting
Monday, Feb. 24 Work session
Saturday, March 7 Budget retreat (9 a.m.)
Monday, March 9 Regular meeting
Monday, March 23 Work session — State of the Town Address (Remote)
Monday, April 13 Regular meeting (Remote)
Thursday, April 16 Joint public hearing with Planning Board – CANCELED
Monday, April 27 Work session – CANCELED
Monday, May 11 Regular meeting (Remote)
Tuesday, May 26 Work session (Remote)
Monday, June 8 Regular meeting (including budget public hearing and workshop)
Monday, June 15 Budget work session — if needed
Monday, June 22 Work session — if needed
Monday, June 29 Work session and budget adoption
Thursday, July 16 Joint public hearing with Planning Board
Monday, Aug. 10 Regular meeting
Monday, Aug. 24 Work session
Monday, Sept. 14 Regular meeting
Monday, Sept. 28 Work session
Monday, Oct. 12 Regular meeting
Thursday, Oct. 15 Joint public hearing with Planning Board
Monday, Oct. 26 Work session
Monday, Nov. 9 Regular meeting
Monday, Nov. 23 Work session
Monday, Dec. 14 Regular meeting
May 11, 2020
Board of Commissioners Regular Meeting
Approved: ____________________
Page 9 of 9
June 8, 2020