HomeMy Public PortalAbout05-26-20 Work SessionMinutes
Board of Commissioners Work Session (Remote)
7 p.m. May 26, 2020
Town of Hillsborough YouTube channel
Present: Mayor Jenn Weaver and commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt
Hughes, and Evelyn Lloyd
Staff: Budget Director Emily Bradford, 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, Public Works
Director Ken Hines, Town Attorney Bob Hornik, Town Manager Eric Peterson, Budget Technician
Jamie Privuznak, Finance Director Daphna Schwartz, Utilities Director Marie Strandwitz, Public
Space Manager Stephanie Trueblood, Emergency Management Coordinator/Fire Marshal Jerry
Wagner and Public Information Officer Catherine Wright
Opening of the workshop
Mayor Jenn Weaver opened the workshop at 7:01 p.m. The town clerk called the roll and confirmed the presence
of a quorum with six members present. Present: Weaver and commissioners Mark Bell, Robb English, Kathleen
Ferguson, Matt Hughes, and Evelyn Lloyd. Absent: None.
1.Public Charge
Weaver did not read the public charge.
2.Agenda changes and approval
There were no changes.
Motion: Bell moved to approve the agenda as presented. 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.
3.Items for decision — consent agenda
A.Miscellaneous budget amendments and transfers
B.Planning Board — Resolution asking the Orange County Board of Commissioners to reappoint Chris Johnston
to a three-year, out-of-town term
C.Resolution to adopt the town’s portion of the Eno-Haw Regional Hazard Mitigation Plan
D.2020 Board of Commissioners meeting calendar amendment
Motion: Hughes moved to approve the items on the consent agenda. 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.
4. In-depth discussions and topics
A.Utility Customer Payment Plans under Executive Order 124
Finance Director Daphna Schwartz reviewed that Executive Order 124 would expire June 1 unless it is
extended. Without an extension, utility providers would be able to begin disconnecting customers who have
not paid June 2. She said best practice is for customers to sit down with staff to work out a payment plans and
May 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 1 of 7
June 8, 2020
estimated that about 200 customers had not paid anything since the town stopped disconnecting for
nonpayment. She asked the board for input on payment plans.
Weaver asked if the beginning of June is too soon to begin disconnecting for nonpayment.
The board expressed agreement with the default payment plan in the agenda packet if a customer cannot be
reached to work out a plan. Bell requested a monthly or bimonthly report on this going forward.
B.Coronavirus Relief Fund plan and allocations
Town Manager Eric Peterson said he had just learned that it may not be possible to use the relief fund for
housing relief and that he needed to give Orange County a response the following day. He expected the Town
of Hillsborough’s portion of the county funds to be about $79,000.
Motion: Ferguson moved to approve the option of using the funds for housing relief, utility relief and food
as proposed in the agenda packet. Bell 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.
C.COVID-19 business recovery considerations
The board discussed allowing businesses to temporarily use a handful of public parking spaces for takeout
services. The mayor and commissioners also discussed temporary use of public sidewalks and parks with a
special event permit for selling merchandise with more physical distance between customers.
Economic Development Planner Shannan Campbell noted the agenda packet included details regarding how
those temporary uses could be handled in a way that would still allow other pedestrians to use the sidewalks.
The board expressed interest in pursuing these options through the summer and revisiting the subject in
September.
D.Fiscal Year 2021 manager’s recommended annual budget presentation
Peterson reviewed that there are a lot of unknowns regarding the next fiscal year. He said the draft budget
would reflect a cautious approach. No merit raises would be proposed for town employees.
5.Other business
There was none.
6.Committee updates and reports
Members shared information about committees and boards on which they serve.
7.Adjournment
Motion: Ferguson moved to adjourn at 8:31 p.m. 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.
Respectfully submitted,
Katherine M. Cathey
Town Clerk
May 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 2 of 7
June 8, 2020
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 05/26/2020 TO 05/26/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-10-6610-5700-743 CAPITAL - SOFTWARE
05/26/2020 20,000.00 -12,000.00To cover PD Annex AV & phone 16728 8,000.00EBRADFORD
10-30-5800-5300-310 GASOLINE
05/26/2020 31,350.00 -1,000.00To cover bulk item collection 16724 30,350.00EBRADFORD
10-30-5800-5300-458 C.S./BULK CONTAINERS RENTAL & HAULI
05/26/2020 7,100.00 1,000.00To cover bulk item collection 16725 8,100.00EBRADFORD
10-71-5100-5982-004 TRANSFER TO PUBLIC SAFETY FACILITY
05/26/2020 0.00 12,000.00To cover PD Annex AV & phone 16729 176,560.00EBRADFORD
30-80-7200-5300-041 ATTORNEY FEES
05/26/2020 0.00 5,000.00To cover yr-end Attorney Fees projections 16733 17,000.00JDELLAVALLE
30-80-8120-5300-150 MAINTENANCE - PLANT & EQUIPMENT
05/26/2020 57,300.00 -8,400.00To cover yr-end chemical expenses 16726 67,891.00JDELLAVALLE
30-80-8120-5300-320 CHEMICALS
05/26/2020 143,000.00 8,400.00To cover yr-end chemical expenses 16727 151,400.00JDELLAVALLE
30-80-9990-5300-000 CONTINGENCY
05/26/2020 400,000.00 -5,000.00To cover yr-end Attorney Fees projections 16732 305,878.00JDELLAVALLE
47-20-5100-5700-570 MISCELLANEOUS
05/26/2020 0.00 12,000.00To cover PD Annex AV & phone 16730 84,145.00EBRADFORD
47-70-3870-3870-100 TRANSFER FROM GENERAL FUND
05/26/2020 0.00 12,000.00To cover PD Annex AV & phone 16731 176,560.00EBRADFORD
72-20-5100-5300-052 ABC BOARD EXPENDITURES
05/26/2020 0.00 -13,880.00To cover used vehicle 16722 1,120.00EBRADFORD
72-20-5100-5700-740 CAPITAL VEHICLES-ABC GRANT
05/26/2020 0.00 13,880.00To cover used vehicle 16723 13,880.00EBRADFORD
24,000.00
JPrivuznak 4:13:03PM05/18/2020
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GF: Information
Services
Solid
Waste
Solid
Waste
Police
Admin
WSF:
Admin of
Enterprise
Water
Treatment
Plant
Water
Treatment
Plant
Contingency
Public Safety
Bldg.
Public Safety
Bldg.
Restricted
Rev./Police
Admin.
Restricted
Rev./Police
Admin.
APPROVED: 5/0
DATE: 5/26/20
VERIFIED: ___________________________________
May 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 3 of 7
June 8, 2020
Resolution #20200526-3.B
RESOLUTION REQUESTING A RE-APPOINTMENT
TO AN EXTRATERRITORIAL JURISIDICTION SEAT
ON THE HILLSBOROUGH PLANNING BOARD
WHEREAS, as a result of the end of a term, it is necessary to re-appoint a person to a seat reserved on the Hillsborough
Planning Board for persons residing within the town’s extraterritorial planning jurisdiction; and
WHEREAS, if a resident of the ETJ cannot be identified to fill the position, the Orange County Board of Commissioners
may appoint a resident of the county; 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.
NOW, THEREFORE, THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH RESOLVES:
Section 1. The Orange County Board of Commissioners is respectfully requested to re-appoint the following
individual to an ETJ seat on the Hillsborough Planning Board, whose term would expire May 31, 2023:
Mr. Chris Johnston
305 N English Hill Lane
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 of 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 26th
day of May 2020.
Ayes: 5
Noes: 0
Absent/excused: 0
I, Katherine M. Cathey, Town Clerk to 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 May 26, 2019.
Katherine M. Cathey
Town Clerk
May 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 4 of 7
June 8, 2020
Resolution #20200526-3.C
TOWN OF HILLSBOROUGH BOARD OF COMMISSIONERS RESOLUTION
ADOPTING THE "ENO-HAW REGIONAL HAZARD MITIGATION PLAN"
WHEREAS, in October 2000, the President of the United States signed into law the "Disaster Mitigation Act
of 2000" (PL 106-390) to amend the "Robert T. Stafford Disaster Relief and Emergency Act of 1988" which
requires local governments to adopt a mitigation plan in order to be eligible for hazard mitigation funding;
and
WHEREAS, Federal mitigation planning regulations require local mitigation plans to be updated and
resubmitted to the Federal Emergency Management Agency for approval every five years in order to
continue eligibility for Federal Emergency Management Agency hazard mitigation assistance programs;
and
WHEREAS, North Carolina General Statute §166-A - 19.41, approved by the North Carolina General
Assembly in June 2001 requires local governments to have a hazard mitigation plan approved in order to
receive state public assistance funds; and
WHEREAS, Town staff along with representatives from partnering jurisdictions in conjunction with
contract services have performed a comprehensive review and evaluation of the Eno-Haw Regional
Hazard Mitigation Plan and have updated the plan as required under regulations at 44 CFR Part 201 and
according to guidance issued by the North Carolina Division of Emergency Management; and
WHEREAS, the North Carolina Division of Emergency Management has deemed the Eno-Haw Regional
Hazard Mitigation Plan compliant with Section 322 of the Disaster Mitigation Act of 2000, as well as with
relevant state requirements; and
WHEREAS, the Federal Emergency Management Agency has received a draft of the Eno-Haw Regional
Hazard Mitigation Plan and is currently reviewing;
NOW THEREFORE, BE IT RESOLVED, that the Board of Commissioners of the Town of Hillsborough hereby
adopts, by way of this resolution, the "Eno-Haw Regional Hazard Mitigation Plan" as approved by the
North Carolina Division of Emergency Management.
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: 5/26/2020
Katherine Cathey, Town Clerk
May 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 5 of 7
June 8, 2020
Adopted: Sept. 9, 2019
Amended: Feb. 10, 2020
Amended: May 11, 2020
Amended: May 26, 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) (Remote)
Monday, June 15 Budget work session — if needed (Remote)
Thursday, June 18 Joint public hearing with Planning Board (Remote)
Monday, June 22 Work session — if needed (Remote)
Monday, June 29 Work session and budget adoption (Remote)
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
May 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 6 of 7
June 8, 2020
Hillsborough Board of Commissioners Meeting Schedule — 2020 Page | 2
Monday, Nov. 9 Regular meeting
Monday, Nov. 23 Work session
Monday, Dec. 14 Regular meeting
May 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 7 of 7
June 8, 2020