HomeMy Public PortalAbout06-29-20 Agenda Work SessionHuman Resources Director/Town Clerk Katherine Cathey
101 E. Orange St., PO Box 429, Hillsborough, NC 27278
919-296-9441 | katherine.cathey@hillsboroughnc.gov
www.hillsboroughnc.gov | @HillsboroughGov
Board of Commissioners Agenda | 1 of 1
Agenda
Board of Commissioners Work Session (Remote)
7 p.m. June 29, 2020
Town of Hillsborough YouTube channel
Due to current public health concerns, the Board of Commissioners is conducting its work session remotely on
June 29, 2020 utilizing Zoom. Members of the Board of Commissioners will be participating in the meeting
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.
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.
1.Opening of the workshop
2.Agenda changes and approval
3.Items for decision — consent agenda
A.Miscellaneous budget amendments and transfers
B.Miscellaneous Tourism Board budget amendments and transfers
C.Hillsborough Tourism Board FY2021 Budget Ordinance
D.Hillsborough Tourism Development Authority FY2021 Budget Ordinance
E.CrowderGulf, LLC Disaster Debris Removal Contract
F.Budget and purchase order transfers from FY2020 to FY2021
G.Ordinance Amending Town Code Chapter 14 Regarding Water Tampering Language
H.Sole Source Purchases
I.Ordinance Amending Town Code Chapter 13 Regarding size of double monuments in the Town Cemetery
4.In-depth discussions and topics
A.Resolution designating Juneteenth an official holiday in the Town of Hillsborough
B.FY2020-21 Annual Budget and Financial Plan
C.Discussion of street naming policy or ordinance
D.Update regarding Eno Mountain Rd to NC 86 project
E.Discussion of Re-Imagining Public Safety as a Standing Workshop Agenda Item
5.Other business
6.Committee updates and reports
7.Adjournment
Board of Commissioners
Agenda Abstract Form
Meeting Date: June 29, 2020
Department: Administration - Budget
Public Hearing: Yes No
Date of Public Hearing: __________________________
For Clerk’s Use Only AGENDA ITEM #
3.A
Consent
Agenda
Regular
Agenda
Closed
Session
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
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
Background Information & Issue Summary:
N/A
Financial Impacts:
As indicated by each budget amendment.
Staff Recommendations/Comments:
To approve the attached list of budget amendments.
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 06/29/2020 TO 06/29/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-00-3100-3100-190 CURRENT MOTOR VEHICLE LEVY
06/29/2020 610,500.00 4,008.00Adj to actual 16942 614,508.00EBRADFORD
10-00-3100-3101-191 PRIOR MOTOR VEHICLE LEVY
06/29/2020 100.00 -100.00Adj to actual 16938 0.00EBRADFORD
10-00-3100-3101-216 2016 TAX LEVY
06/29/2020 0.00 15,716.00Adj to actual 16937 15,716.00EBRADFORD
10-00-3100-3101-217 2017 TAX LEVY
06/29/2020 0.00 7,578.00Adj to actual 16939 7,578.00EBRADFORD
10-00-3100-3101-218 2018 TAX LEVY
06/29/2020 40,000.00 -30,223.00Adj to actual 16940 9,777.00EBRADFORD
10-00-3100-3104-001 PENALTIES AND INTEREST
06/29/2020 18,000.00 890.00Adj to actual 16943 18,890.00EBRADFORD
10-00-3110-3110-001 LOCAL OPTION SALES TAX (39)
06/29/2020 515,000.00 -45,000.00Adj to actual 16955 470,000.00EBRADFORD
10-00-3110-3110-003 LOCAL OPTION SALES TAX (42)
06/29/2020 255,000.00 -20,000.00Adj to actual 16956 235,000.00EBRADFORD
10-00-3110-3110-004 LOCAL OPTION SALES TAX (44)
06/29/2020 55.00 -52.00Adj to actual 16957 3.00EBRADFORD
10-00-3110-3110-005 LOCAL OPTION SALES/HOLD HARMLESS
06/29/2020 387,500.00 12,500.00Adj to actual 16958 400,000.00EBRADFORD
10-00-3110-3110-007 SOLID WASTE DISPOSAL TAX
06/29/2020 4,000.00 310.00Adj to actual 16944 4,310.00EBRADFORD
10-00-3110-3113-192 GROSS RECEIPTS TAX/VEHICLE
06/29/2020 8,000.00 4,290.00Adj to actual 16945 12,290.00EBRADFORD
10-00-3110-3114-192 BEER / WINE LICENSE FEES
06/29/2020 500.00 182.00Adj to actual 16946 682.00EBRADFORD
10-00-3110-3114-194 TAXI LICENSE FEES
06/29/2020 0.00 15.00Adj to actual 16947 15.00EBRADFORD
10-00-3110-3115-001 PRIOR MOTOR VEHICLE LIC.FEE
06/29/2020 0.00 644.00Adj to actual 16948 644.00EBRADFORD
10-00-3200-3201-000 FRANCHISE TAX
06/29/2020 535,000.00 -215,169.00Adj to actual 16960 319,831.00EBRADFORD
10-00-3200-3202-000 BEER AND WINE TAX
06/29/2020 27,000.00 4,790.00To cover COVID-19 expenses 16905 31,790.00EBRADFORD
06/29/2020 27,000.00 394.00Adj to actual 16949 32,184.00EBRADFORD
10-00-3200-3203-003 FOOD & BEVERAGE TAX
06/29/2020 402,900.00 -37,900.00Yr-end adjustment 17024 365,000.00EBRADFORD
06/29/2020 402,900.00 -15,000.00Yr-end adjustment 17027 350,000.00EBRADFORD
10-00-3300-3301-032 COVID RELIEF FUNDING
06/29/2020 0.00 79,973.00To est budget for Cares Act funding 16899 79,973.00EBRADFORD
10-00-3460-3100-000 OCCUPANCY TAX
06/29/2020 70,000.00 -16,400.00Yr-end adjustment 17025 53,600.00EBRADFORD
10-00-3800-3800-350 MISCELLANEOUS
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BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 06/29/2020 TO 06/29/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
06/29/2020 25,000.00 7,562.00Adj to actual 16950 32,562.00EBRADFORD
10-00-3850-3850-000 INTEREST EARNED
06/29/2020 175,000.00 -5,000.00Adj to actual 16951 170,000.00EBRADFORD
10-00-3900-3900-000 FUND BALANCE APPROPRIATION
06/29/2020 346,733.00 -20,000.00Defer Connectivity Proj.16856 848,534.90EBRADFORD
06/29/2020 346,733.00 50,343.00Riverwalk-CMAQ grant match 16898 898,877.90EBRADFORD
06/29/2020 346,733.00 112,519.00Yr-end adjustment 16962 1,011,396.90EBRADFORD
06/29/2020 346,733.00 12,643.00Admin Yr-end adjustment 16972 1,024,039.90EBRADFORD
06/29/2020 346,733.00 6,879.00Solid Waste Yr-end adjustment 16994 1,030,918.90EBRADFORD
06/29/2020 346,733.00 -2,317.00Yr-end adjustment 17018 1,028,601.90EBRADFORD
06/29/2020 346,733.00 75,574.00Yr-end adjustment 17026 1,104,175.90EBRADFORD
06/29/2020 346,733.00 15,000.00Yr-end adjustment 17028 1,119,175.90EBRADFORD
06/29/2020 346,733.00 12,000.00Yr-end adjustment 17029 1,131,175.90EBRADFORD
06/29/2020 346,733.00 27,998.00GovBody cost alloc adj 17164 1,159,173.90EBRADFORD
06/29/2020 346,733.00 49,286.00Admin cost alloc adj 17169 1,208,459.90EBRADFORD
10-10-3400-3401-000 PLANNING FEES
06/29/2020 70,000.00 40,165.00Adj to actual 16959 110,165.00EBRADFORD
06/29/2020 70,000.00 102,650.00Adj to actual 16961 212,815.00EBRADFORD
10-10-3400-3402-000 CABLE FRANCHISE FEE
06/29/2020 52,000.00 -12,000.00Yr-end adjustment 17030 40,000.00EBRADFORD
10-10-3400-3403-000 PARK USAGE FEES
06/29/2020 4,500.00 -1,610.00Adj to actual 16941 2,890.00EBRADFORD
10-10-4000-5100-030 SALARIES - DISASTER
06/29/2020 0.00 3,850.00To cover COVID-19 expenses 16902 3,850.00EBRADFORD
10-10-4000-5120-050 FICA
06/29/2020 0.00 400.00To cover COVID-19 expenses 16903 400.00EBRADFORD
10-10-4000-5127-070 RETIREMENT
06/29/2020 0.00 540.00To cover COVID-19 expenses 16904 540.00EBRADFORD
10-10-4100-5500-970 SERVICE CHARGE/WS FUND
06/29/2020 -144,494.00 26,921.00Yr-end adj & FY19 correction 17162 -117,573.00EBRADFORD
10-10-4100-5500-980 SERVICE CHARGE-STORMWATER FUND
06/29/2020 -5,780.00 1,077.00Yr-end adj & FY19 correction 17163 -4,703.00EBRADFORD
10-10-4200-5100-020 SALARIES
06/29/2020 743,634.00 6,000.00Yr-end adjustment 16963 756,384.00EBRADFORD
10-10-4200-5125-060 HOSPITALIZATION
06/29/2020 79,510.00 15,690.00Yr-end adjustment 16964 95,200.00EBRADFORD
10-10-4200-5127-070 RETIREMENT
06/29/2020 67,017.00 2,000.00Yr-end adjustment 16965 69,625.00EBRADFORD
10-10-4200-5127-071 401(K) RETIREMENT SUPP.
06/29/2020 37,232.00 505.00Yr-end adjustment 16966 38,075.00EBRADFORD
06/29/2020 37,232.00 200.00Yr-end adjustment 17165 38,275.00EBRADFORD
10-10-4200-5300-080 TRAINING/CONF./CONV.
06/29/2020 15,890.00 -200.00Yr-end adjustment 17166 17,190.00EBRADFORD
10-10-4200-5300-081 TRAINING-HILLS.UNIV.PROGRAM
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Governing
Body
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Body
GF Admin.
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GF Fund
Balance
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 06/29/2020 TO 06/29/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
06/29/2020 6,000.00 -4,000.00Yr-end adjustment 16967 500.00EBRADFORD
10-10-4200-5300-113 LICENSE FEES
06/29/2020 14,375.00 -2,331.00Yr-end adjustment 16968 14,744.00EBRADFORD
10-10-4200-5300-120 ADVERTISING
06/29/2020 2,000.00 -1,868.00Yr-end adjustment 16969 132.00EBRADFORD
10-10-4200-5300-320 SUPPLIES - OFFICE
06/29/2020 3,000.00 -1,403.00Yr-end adjustment 16970 1,597.00EBRADFORD
10-10-4200-5300-330 DEPARTMENTAL SUPPLIES
06/29/2020 2,000.00 -1,950.00Yr-end adjustment 16971 0.00EBRADFORD
10-10-4200-5500-970 SERVICE CHARGE/WS FUND
06/29/2020 -764,031.00 47,391.00Yr-end adj & FY19 correction 17167 -716,640.00EBRADFORD
10-10-4200-5500-980 SERVICE CHARGE-STORMWATER FUND
06/29/2020 -30,561.00 1,895.00Yr-end adj & FY19 correction 17168 -28,666.00EBRADFORD
10-10-4400-5300-080 TRAINING/CONF./CONV.
06/29/2020 7,200.00 -644.00To cover Prudential corrected payment 16828 6,016.00EBRADFORD
06/29/2020 7,200.00 -313.00Yr-end adjustment 16974 5,703.00EBRADFORD
10-10-4400-5300-110 TELEPHONE/INTERNET
06/29/2020 840.00 313.00Yr-end adjustment 16973 1,153.00EBRADFORD
10-10-4400-5300-351 RENTAL - EQUIPMENT
06/29/2020 628.00 -8.00Yr-end adjustment 17001 620.00EBRADFORD
10-10-4400-5300-570 MISCELLANEOUS
06/29/2020 3,000.00 644.00To cover Prudential corrected payment 16829 6,978.00EBRADFORD
06/29/2020 3,000.00 8.00Yr-end adjustment 17000 6,986.00EBRADFORD
10-10-6300-5300-110 TELEPHONE/INTERNET
06/29/2020 1,320.00 405.00Yr-end adjustment 16975 1,725.00EBRADFORD
10-10-6300-5300-155 MAINTENANCE - PARKS
06/29/2020 44,600.00 -405.00Yr-end adjustment 16976 129,195.00EBRADFORD
10-10-6600-5120-050 FICA
06/29/2020 6,101.00 624.00Yr-end adjustment 16977 6,725.00EBRADFORD
10-10-6600-5127-070 RETIREMENT
06/29/2020 7,178.00 500.00Yr-end adjustment 16978 7,678.00EBRADFORD
10-10-6600-5300-570 MISCELLANEOUS
06/29/2020 20,500.00 -1,124.00Yr-end adjustment 16979 18,166.00EBRADFORD
10-20-3300-3310-100 FEMA REIMBURSEMENTS
06/29/2020 0.00 8,221.00Adj to actual 16952 8,221.00EBRADFORD
10-20-3300-3380-000 MISC.-CONFISCATION %AGE
06/29/2020 1,500.00 555.00Adj to actual 16953 2,055.00EBRADFORD
10-20-3400-3404-000 FIRE INSPECTION FEES
06/29/2020 10,000.00 3,955.00Adj to actual 16954 13,955.00EBRADFORD
10-20-3800-3800-352 ORANGE COUNTY ABC BOARD
06/29/2020 5,000.00 -5,000.00ABC rev moved to restricted fund 16936 0.00EBRADFORD
10-20-5110-5100-010 OVERTIME COMPENSATION
06/29/2020 30,000.00 -2,600.00Yr-end adjustment 17010 21,900.00EBRADFORD
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Public Space
Safety &Risk
Mgt.
Safety &Risk
Mgt.
Safety &Risk
Mgt.
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Police-
Patrol
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 06/29/2020 TO 06/29/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-20-5110-5100-020 SALARIES
06/29/2020 1,124,382.00 43,000.00Admin Yr-end adjustment 17002 1,167,382.00EBRADFORD
10-20-5110-5125-060 HOSPITALIZATION
06/29/2020 189,191.00 2,600.00Yr-end adjustment 17009 191,791.00EBRADFORD
10-20-5110-5127-070 RETIREMENT
06/29/2020 112,315.00 2,000.00Admin Yr-end adjustment 17003 114,315.00EBRADFORD
10-20-5110-5127-071 401(K) RETIREMENT SUPP.
06/29/2020 57,894.00 1,006.00Admin Yr-end adjustment 17004 58,900.00EBRADFORD
10-20-5110-5400-910 DEBT SERVICE
06/29/2020 99,969.00 1.00Yr-end adjustment 16980 99,970.00EBRADFORD
10-20-5110-5700-740 CAPITAL - VEHICLES
06/29/2020 47,500.00 -1.00Yr-end adjustment 16981 44,499.00EBRADFORD
10-20-5120-5100-010 OVERTIME COMPENSATION
06/29/2020 5,000.00 1,500.00Yr-end adjustment 17005 10,000.00EBRADFORD
10-20-5120-5100-020 SALARIES
06/29/2020 497,157.00 -47,506.00Yr-end adjustment 17008 449,651.00EBRADFORD
10-20-5120-5300-456 C.S./ALARM
06/29/2020 350.00 -1.00Yr-end adjustment 17007 349.00EBRADFORD
10-20-5120-5400-910 DEBT SERVICE
06/29/2020 9,048.00 1.00Yr-end adjustment 17006 9,049.00EBRADFORD
10-20-5350-5300-130 UTILITIES
06/29/2020 12,711.00 -1.00Yr-end adjustment 16983 12,710.00EBRADFORD
10-20-5350-5400-741 LEASE PURCHASE/FIRE TRUCK
06/29/2020 100,402.00 1.00Yr-end adjustment 16982 100,403.00EBRADFORD
10-30-3300-3301-000 POWELL BILL TAX
06/29/2020 185,000.00 17,395.00Yr-end adjustment 17016 202,395.00EBRADFORD
10-30-5550-5100-020 SALARIES
06/29/2020 207,563.00 4,500.00Yr-end adjustment 17011 212,063.00EBRADFORD
10-30-5550-5300-201 WATER VEHICLE REPAIR
06/29/2020 51,260.00 -4,500.00Yr-end adjustment 17012 47,579.00EBRADFORD
10-30-5600-5100-020 SALARIES
06/29/2020 213,962.00 6,000.00Yr-end adjustment 16984 219,962.00EBRADFORD
10-30-5600-5125-060 HOSPITALIZATION
06/29/2020 35,890.00 200.00Yr-end adjustment 16985 36,090.00EBRADFORD
06/29/2020 35,890.00 160.00Yr-end adjustment 17013 36,250.00EBRADFORD
10-30-5600-5127-070 RETIREMENT
06/29/2020 19,617.00 100.00Yr-end adjustment 16986 19,717.00EBRADFORD
10-30-5600-5300-120 ADVERTSING
06/29/2020 100.00 21.00Yr-end adjustment 16987 121.00EBRADFORD
10-30-5600-5300-310 GASOLINE
06/29/2020 14,850.00 -421.00Yr-end adjustment 16989 14,429.00EBRADFORD
10-30-5600-5300-330 SUPPLIES - DEPARTMENTAL
06/29/2020 17,000.00 -161.00Yr-end adjustment 17015 16,127.68EBRADFORD
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Police-
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Police:
I &C
Police:
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Police:
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Fire
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Fire
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Fleet Mainten.
Street
Street
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BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 06/29/2020 TO 06/29/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-30-5600-5300-455 C.S./ENGINEERING
06/29/2020 20,000.00 -5,900.00Yr-end adjustment 16988 19,843.75EBRADFORD
10-30-5600-5400-910 DEBT SERVICE
06/29/2020 41,018.00 1.00Yr-end adjustment 17014 41,019.00EBRADFORD
10-30-5700-5300-762 PATCH & RESURFACE
06/29/2020 175,500.00 15,078.00Yr-end adjustment 17017 190,578.00EBRADFORD
10-30-5800-5100-020 SALARIES
06/29/2020 192,306.00 -1,100.00Yr-end adjustment 17020 191,206.00EBRADFORD
10-30-5800-5125-060 HOSPITALIZATION
06/29/2020 37,812.00 7,000.00Yr-end adjustment 16990 44,812.00EBRADFORD
06/29/2020 37,812.00 1,100.00Yr-end adjustment 17019 45,912.00EBRADFORD
10-30-5800-5300-320 SUPPLIES - OFFICE
06/29/2020 500.00 -282.00Yr-end adjustment 16991 218.00EBRADFORD
10-30-5800-5300-450 LANDFILL FEES
06/29/2020 84,000.00 400.00Yr-end adjustment 16992 83,600.00EBRADFORD
10-30-5800-5700-740 CAPITAL - VEHICLES
06/29/2020 33,000.00 -239.00Yr-end adjustment 16993 32,761.00EBRADFORD
10-50-6250-5127-071 401K RETIREMENT SUPPLEMENT
06/29/2020 3,334.00 66.00Yr-end adjustment 17021 3,400.00EBRADFORD
10-50-6250-5300-001 PAYMENTS - TOURISM BOARD
06/29/2020 378,726.00 21,274.00Yr-end adjustment 17023 400,000.00EBRADFORD
10-50-6250-5300-570 MISCELLANEOUS
06/29/2020 900.00 -37.00Yr-end adjustment 16999 238.00EBRADFORD
06/29/2020 900.00 -66.00Yr-end adjustment 17022 172.00EBRADFORD
10-50-6250-5300-571 MISC-TAX, TAGS & ETC.
06/29/2020 0.00 37.00Yr-end adjustment 16998 37.00EBRADFORD
10-60-6900-5300-130 UTILITIES
06/29/2020 4,000.00 400.00Yr-end adjustment 16995 4,400.00EBRADFORD
10-60-6900-5300-570 MISCELLANEOUS
06/29/2020 45,000.00 79,973.00To est budget for Cares Act funding 16900 124,973.00EBRADFORD
06/29/2020 45,000.00 -401.00Yr-end adjustment 16997 124,572.00EBRADFORD
10-60-6900-5400-910 DEBT/MUNICIPAL LAND PURCHASE
06/29/2020 98,791.00 1.00Yr-end adjustment 16996 98,792.00EBRADFORD
10-71-6300-5970-924 TRANSFER TO RIVERWALK - CMAQ
06/29/2020 0.00 50,343.00Riverwalk-CMAQ grant match 16820 50,343.00EBRADFORD
10-71-6300-5982-000 TRANSFER TO GEN CAP IMPROV FUND
06/29/2020 20,000.00 -20,000.00Defer Connectivity Proj.16855 0.00EBRADFORD
30-70-3870-3872-000 TRANSFER FROM CAPITAL RESERVE-WATER
06/29/2020 90,415.00 -90,415.00Adj to actual 16915 0.00JDELLAVALLE
30-70-3870-3872-001 TRANSFER FROM CAPITAL RESERVE-SEWER
06/29/2020 200,000.00 -200,000.00Adj to actual 16916 0.00JDELLAVALLE
30-71-8140-5982-000 TRANSFER TO CAPITAL IMPROVEMENT FUN
06/29/2020 25,000.00 -25,000.00Eliminated FY20 funding for Old WTP Reno 16918 0.00JDELLAVALLE
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Street
Street
Powell Bill
Solid
Waste
Solid
Waste
Solid
Waste
Solid
Waste
Solid
Waste
Econ. Dev.
Econ. Dev.
Econ. Dev.
Econ. Dev.
Spec. Appro.
Spec. Appro.
Spec. Appro.
WSF Rev.
Acct.
WSF Rev.
Acct.
Public
Space
Public
Space
Water
Distribution
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 06/29/2020 TO 06/29/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
30-71-8200-5982-001 TRANSFER TO CAPITAL IMPROVEMENT FUN
06/29/2020 275,000.00 -25,000.00Eliminated FY20 funding for Old WTP Reno 16921 220,000.00JDELLAVALLE
06/29/2020 275,000.00 -134,105.00Reduced FY20 funding for system rehab 16925 85,895.00JDELLAVALLE
30-80-3500-3505-001 PENALTIES/DELINQUENT FEE
06/29/2020 150,000.00 -9,800.00Adj to actual 16912 140,200.00JDELLAVALLE
30-80-3850-3851-003 PERPETUAL MAINT. FEE INTEREST
06/29/2020 300.00 -45.00Adj to actual 16914 255.00JDELLAVALLE
30-80-3900-3900-000 FUND BALANCE APPROPRIATED
06/29/2020 119,326.00 300,260.00Adj to actual 16913 974,539.07JDELLAVALLE
06/29/2020 119,326.00 -50,000.00Eliminated FY20 funding for Old WTP Reno 16917 924,539.07JDELLAVALLE
06/29/2020 119,326.00 -134,105.00Reduced FY20 funding for system rehab 16924 790,434.07JDELLAVALLE
30-80-7200-5300-475 C.S./UTILITY ANALYSIS
06/29/2020 0.00 364.00To cover yr-end overages 16778 20,276.00JDELLAVALLE
30-80-7200-5300-570 MISCELLANEOUS
06/29/2020 10,000.00 -1,025.00To cover yr-end overages 16777 8,975.00JDELLAVALLE
06/29/2020 10,000.00 -2,220.00To cover yr-end overages 16800 6,755.00JDELLAVALLE
06/29/2020 10,000.00 -400.00To cover yr-end FICA overages 16821 6,355.00JDELLAVALLE
06/29/2020 10,000.00 -2,846.00To cover yr-end Cost Allocations overages 16825 3,509.00JDELLAVALLE
30-80-7200-5350-610 SERVICE CHARGE-GOVERNING BODY
06/29/2020 144,494.00 2,846.00To cover yr-end Cost Allocations overages 16826 147,340.00JDELLAVALLE
30-80-7200-5350-630 SAFETY AWARDS
06/29/2020 0.00 661.00To cover yr-end overages 16779 6,425.00JDELLAVALLE
30-80-7220-5100-010 OVERTIME
06/29/2020 300.00 1,050.00To cover yr-end overages 16781 1,350.00JDELLAVALLE
30-80-7220-5100-020 SALARIES
06/29/2020 257,299.00 3,500.00To cover yr-end overages 16782 260,799.00JDELLAVALLE
30-80-7220-5100-021 PERSONNEL EXPANSION
06/29/2020 33,236.00 -5,550.00To cover yr-end overages 16780 27,686.00JDELLAVALLE
06/29/2020 33,236.00 -500.00To cover yr-end overages 16803 27,186.00JDELLAVALLE
30-80-7220-5120-050 FICA
06/29/2020 19,706.00 750.00To cover yr-end overages 16794 20,456.00JDELLAVALLE
06/29/2020 19,706.00 400.00To cover yr-end FICA overages 16822 20,856.00JDELLAVALLE
30-80-7220-5125-060 HOSPITALIZATION
06/29/2020 29,734.00 250.00To cover yr-end overages 16795 29,984.00JDELLAVALLE
30-80-7220-5127-070 RETIREMENT
06/29/2020 23,184.00 400.00To cover yr-end overages 16804 23,584.00JDELLAVALLE
30-80-7220-5127-071 401(K) RETIREMENT SUPPL.
06/29/2020 12,880.00 100.00To cover yr-end overages 16805 12,980.00JDELLAVALLE
30-80-7240-5100-020 SALARIES
06/29/2020 256,191.00 -9,000.00To cover yr-end overages 16796 226,191.00JDELLAVALLE
06/29/2020 256,191.00 -2,600.00To cover yr-end Telephone overages 16811 223,591.00JDELLAVALLE
30-80-7240-5125-060 HOSPITALIZATION
06/29/2020 49,994.00 9,000.00To cover yr-end overages 16797 58,994.00JDELLAVALLE
30-80-7240-5300-111 TELEPHONE-METER READING
JPrivuznak 3:24:34PM06/22/2020
fl142r03
Page 6 of 11
WSF Rev
Acct.
WSF Rev
Acct.
WSF Fund
Balance
Admin of
Enterprise
Admin of
Enterprise
Admin of
Enterprise
Admin of
Enterprise
Utilities
Admin.
Utilities
Admin.
Utilities
Admin.
Utilities
Admin.
Utilities
Admin.
Utilities
Admin.
Utilities
Admin.
Billing &
Collections
Billing &
Collections
Billing &
Collections
Wastewater
Collection
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 06/29/2020 TO 06/29/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
06/29/2020 3,580.00 2,600.00To cover yr-end Telephone overages 16812 6,180.00JDELLAVALLE
30-80-7240-5300-570 MISCELLANEOUS
06/29/2020 500.00 25,000.00To cover misc. yr-end expenditures 16935 26,066.00JDELLAVALLE
30-80-8120-5100-010 OVERTIME COMPENSATION
06/29/2020 25,000.00 -9,000.00To cover yr-end overages 16785 16,000.00JDELLAVALLE
30-80-8120-5100-020 SALARIES
06/29/2020 426,606.00 9,000.00To cover yr-end overages 16786 435,606.00JDELLAVALLE
30-80-8120-5125-060 HOSPITALIZATION
06/29/2020 70,035.00 14,000.00To cover yr-end overages 16799 84,035.00JDELLAVALLE
30-80-8120-5125-062 DENTAL INSURANCE
06/29/2020 2,617.00 20.00To cover yr-end overages 16802 2,637.00JDELLAVALLE
30-80-8120-5300-310 GASOLINE
06/29/2020 2,500.00 1,000.00To cover yr-end Gasoline overages 16818 3,500.00JDELLAVALLE
30-80-8120-5300-550 ALUM SLUDGE REMOVAL
06/29/2020 80,000.00 -14,000.00To cover yr-end overages 16798 66,000.00JDELLAVALLE
06/29/2020 80,000.00 -1,000.00To cover yr-end Gasoline overages 16817 65,000.00JDELLAVALLE
30-80-8140-5100-010 OVERTIME COMPENSATION
06/29/2020 15,000.00 -3,600.00To cover yr-end overages 16787 11,400.00JDELLAVALLE
30-80-8140-5100-020 SALARIES
06/29/2020 325,830.00 8,227.00To cover yr-end overages 16789 334,057.00JDELLAVALLE
30-80-8140-5100-021 PESONNEL EXPANSION
06/29/2020 4,627.00 -4,627.00To cover yr-end overages 16788 0.00JDELLAVALLE
30-80-8140-5125-060 HOSPITALIZATION
06/29/2020 69,926.00 2,200.00To cover yr-end overages 16801 72,126.00JDELLAVALLE
30-80-8140-5300-330 SUPPLIES - DEPARTMENTAL
06/29/2020 115,000.00 -3,000.00To cover yr-end dept'l supplies overages 16823 113,143.28JDELLAVALLE
30-80-8200-5100-020 SALARIES
06/29/2020 325,830.00 2,400.00To cover yr-end overages 16791 328,230.00JDELLAVALLE
30-80-8200-5100-021 PERSONNEL EXPANSION
06/29/2020 13,881.00 -2,400.00To cover yr-end overages 16790 11,481.00JDELLAVALLE
06/29/2020 13,881.00 -615.00To cover yr-end Telephone overages 16813 10,866.00JDELLAVALLE
30-80-8200-5300-110 TELEPHONE/INTERNET
06/29/2020 5,660.00 615.00To cover yr-end Telephone overages 16814 6,275.00JDELLAVALLE
30-80-8200-5300-330 SUPPLIES - DEPARTMENTAL
06/29/2020 55,000.00 3,000.00To cover yr-end dept'l supplies overages 16824 62,255.46JDELLAVALLE
30-80-8200-5300-571 MISC-TAX, TAGS, ETC.
06/29/2020 1,000.00 770.00To cover yr-end Misc. Tax/Tags overage 16784 1,770.00JDELLAVALLE
30-80-8200-5300-600 PERSONNEL EXPANSION - OPER COSTS
06/29/2020 3,525.00 -770.00To cover yr-end Misc. Tax/Tags overage 16783 2,755.00JDELLAVALLE
30-80-8220-5300-570 MISCELLANEOUS
06/29/2020 4,600.00 25,000.00To cover misc. yr-end expenditures 16933 29,600.00JDELLAVALLE
30-80-9990-5300-000 CONTINGENCY
06/29/2020 400,000.00 -25,000.00To cover misc. yr-end expenditures 16932 280,878.00JDELLAVALLE
JPrivuznak 3:24:34PM06/22/2020
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Billing &
Collections
Water Treatment
Plant
Water Treatment
Plant
Water Treatment
Plant
Water Treatment
Plant
Water Treatment
Plant
Water Treatment
Plant
Water
Distribution
Water
Distribution
Water
Distribution
Water
Distribution
Water
Distribution
Wastewater
Collection
Wastewater
Collection
Wastewater
Collection
Wastewater
Collection
Wastewater
Collection
Wastewater
Collection
Wastewater
Treatment Plt
WSF
Contingency
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 06/29/2020 TO 06/29/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
06/29/2020 400,000.00 -25,000.00To cover misc. yr-end expenditures 16934 255,878.00JDELLAVALLE
35-30-5900-5100-020 SALARIES
06/29/2020 188,905.00 2,000.00To cover yr-end overages 16793 190,905.00JDELLAVALLE
35-30-5900-5125-060 HOSPITALIZATION
06/29/2020 29,734.00 300.00To cover yr-end overages 16807 30,034.00JDELLAVALLE
35-30-5900-5125-061 LIFE/DISABILITY/VISION
06/29/2020 1,258.00 10.00To cover yr-end overages 16808 1,268.00JDELLAVALLE
35-30-5900-5127-070 RETIREMENT
06/29/2020 17,136.00 50.00To cover yr-end overages 16809 17,186.00JDELLAVALLE
35-30-5900-5127-071 401(K) RETIREMENT SUPPLEMENT
06/29/2020 9,520.00 1,000.00To cover yr-end overages 16810 10,520.00JDELLAVALLE
35-30-5900-5300-110 TELEPHONE/INTERNET
06/29/2020 2,200.00 75.00To cover Telephone overages 16816 2,275.00JDELLAVALLE
35-30-5900-5300-165 MAINTENANCE - INFRASTRUCTURE
06/29/2020 172,500.00 -2,000.00To cover yr-end overages 16792 159,807.00JDELLAVALLE
06/29/2020 172,500.00 -1,360.00To cover yr-end overages 16806 158,447.00JDELLAVALLE
35-30-5900-5300-570 MISCELLANEOUS
06/29/2020 5,000.00 -75.00To cover yr-end Telephone overages 16815 3,620.00JDELLAVALLE
06/29/2020 5,000.00 -100.00To cover updated closing costs 16923 3,520.00EBRADFORD
35-30-5900-5700-710 CAPITAL - LAND ACQUISITION
06/29/2020 0.00 100.00To cover updated closing costs 16922 33,814.00EBRADFORD
44-10-6200-5700-720 CONSTRUCTION
06/29/2020 970,897.90 50,343.00Adj grant match to actual 16897 1,021,240.90EBRADFORD
44-70-3870-3870-100 TRANSFER FROM GENERAL FUND
06/29/2020 201,370.00 50,343.00Adj grant match to actual 16819 251,713.00EBRADFORD
60-00-3850-3850-000 ESCROW INTEREST
06/29/2020 107.00 -107.00Close out Fleet Maint Proj 16848 0.00EBRADFORD
60-10-4200-5700-735 MUNICIPAL OPERATIONS SITE
06/29/2020 655,622.00 -655,622.00To close out Muni Op Site project 16833 0.00EBRADFORD
60-10-6300-5700-731 CONNECTIVITY PROJECTS
06/29/2020 40,000.00 -20,000.00Reduce budget b/c non-essen exp 16854 40,000.00EBRADFORD
60-20-5350-5700-740 FIRE - VEHICLES
06/29/2020 480,078.81 -480,078.81Close out Fire Engine Proj 16844 0.00EBRADFORD
60-20-5350-5700-741 LADDER TRUCK
06/29/2020 807,547.00 -807,547.00Close out Ladder Truck proj 16841 0.00EBRADFORD
60-30-5550-5700-735 FLEET MAINT. FACILITY
06/29/2020 1,117,257.00 -1,117,257.00Close out Fleet Maint Proj 16837 0.00EBRADFORD
60-30-5800-5700-741 GARBAGE TRUCK
06/29/2020 224,512.00 -224,512.00Close out Garbage Truck Proj 16838 0.00EBRADFORD
60-30-5800-5700-742 KNUCKLEBOOM TRUCK
06/29/2020 104,367.00 -104,367.00Close out Knuckleboom proj 16852 0.00EBRADFORD
60-70-3870-3870-100 TRANSFER FROM GENERAL FUND
06/29/2020 266,696.85 -210,000.00Move rev. to proj specific accts 16830 76,696.85EBRADFORD
JPrivuznak 3:24:34PM06/22/2020
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Page 8 of 11
Stormwater
Stormwater
Stormwater
Stormwater
Stormwater
Stormwater
Stormwater
Stormwater
Stormwater
Riverwalk Proj
Fund
Riverwalk Proj
Fund
GF Cap. Impr.
Project Fund
GF Cap. Impr.
Project Fund
GF Cap. Impr.
Project Fund
GF Cap. Impr.
Project Fund
GF Cap. Impr.
Project Fund
GF Cap. Impr.
Project Fund
GF Cap. Impr.
Project Fund
GF Cap. Impr.
Project Fund
GF Rev.
Acct.
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 06/29/2020 TO 06/29/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
06/29/2020 266,696.85 -36,022.00To close out Muni Op Site project 16834 40,674.85EBRADFORD
06/29/2020 266,696.85 -40,674.85Close out Fleet Maint Proj 16847 0.00EBRADFORD
60-70-3870-3870-101 TRANSFER FROM GENERAL FUND-CONNECTI
06/29/2020 0.00 60,000.00Move rev. to proj specific accts 16831 60,000.00EBRADFORD
06/29/2020 0.00 -20,000.00Reduce budget b/c non-essen exp 16853 40,000.00EBRADFORD
60-70-3870-3870-102 TRANSFER FROM GENERAL FUND-FIBER LO
06/29/2020 0.00 150,000.00Move rev. to proj specific accts 16832 150,000.00EBRADFORD
60-70-3980-3980-101 INSTAL FIN./MUNICIPAL OP SITE
06/29/2020 619,600.00 -619,600.00To close out Muni Op Site project 16835 0.00EBRADFORD
60-70-3980-3982-301 INSTAL FIN./FLEET MAINT.FAC.
06/29/2020 1,073,000.00 -1,073,000.00Close out Fleet Maint Proj 16836 0.00EBRADFORD
60-70-3980-3983-300 INSTAL FIN./LADDER TRUCK
06/29/2020 812,021.00 -812,021.00Close out Ladder Truck proj 16842 0.00EBRADFORD
60-70-3980-3983-301 INSTAL FIN./ENGINE TRUCK
06/29/2020 481,028.96 -480,078.81Close out Fire Engine Proj 16845 950.15EBRADFORD
06/29/2020 481,028.96 -950.15Close out Knuckleboom proj 16850 0.00EBRADFORD
60-70-3980-3983-310 INSTAL FIN./KNUCKLEBOOM TK
06/29/2020 107,000.00 -3,475.15Close out Fleet Maint Proj 16849 103,524.85EBRADFORD
06/29/2020 107,000.00 -103,524.85Close out Knuckleboom proj 16851 0.00EBRADFORD
60-70-3980-3984-400 INSTAL FIN./GARBAGE TRUCK
06/29/2020 227,000.00 -227,000.00Close out Garbage Truck Proj 16839 0.00EBRADFORD
60-71-6900-5970-920 TRANSFER TO GENERAL FUND
06/29/2020 7,070.00 -2,488.00Close out Garbage Truck Proj 16840 4,582.00EBRADFORD
06/29/2020 7,070.00 -4,474.00Close out Ladder Truck proj 16843 108.00EBRADFORD
06/29/2020 7,070.00 -108.00Close out Knuckleboom proj 16846 0.00EBRADFORD
66-80-8130-5700-000 CONTINGENCY
06/29/2020 636,037.90 -10,325.00To cover cost of dam application fee 17155 434,350.14JDELLAVALLE
66-80-8130-5700-570 MISCELLANEOUS
06/29/2020 451,757.58 10,325.00To cover cost of dam application fee 17156 398,670.58JDELLAVALLE
69-00-3850-3850-000 INTEREST EARNED
06/29/2020 2,271.00 -2,271.00Transf to proj specific accts 16872 0.00EBRADFORD
69-70-3870-3870-000 TRANSFER FROM WATER FUND
06/29/2020 2,348,263.26 -585,000.00Close out Effluent Aeration Proj 16857 2,033,263.26EBRADFORD
06/29/2020 2,348,263.26 -88,931.76Close out Water Tank proj 16859 1,944,331.50EBRADFORD
06/29/2020 2,348,263.26 -1,800,116.50Transf to proj specific accts 16862 144,215.00EBRADFORD
06/29/2020 2,348,263.26 -144,215.00Close out projects 16890 0.00EBRADFORD
69-70-3870-3870-001 TRANSFER FROM WSF-S ZONE BPS
06/29/2020 0.00 180,000.00Transf to proj specific accts 16865 180,000.00EBRADFORD
69-70-3870-3870-003 TRANSFER FROM WSF-N ZONE LOOP
06/29/2020 0.00 2,387.50Transf to proj specific accts 16866 2,387.50EBRADFORD
69-70-3870-3870-004 TRANSFER FROM WSF-EDD WTR LINE EXT
06/29/2020 0.00 250,000.00Transf to proj specific accts 16863 250,000.00EBRADFORD
69-70-3870-3870-005 TRANSFER FROM WSF-CHURTON ST MAIN
06/29/2020 0.00 430,000.00Transf to proj specific accts 16864 430,000.00EBRADFORD
JPrivuznak 3:24:34PM06/22/2020
fl142r03
Page 9 of 11
GF Rev.
Project Acct.
GF Rev.
Project Acct.
GF Rev.
Project Acct.
GF Rev.
Project Acct.
GF Rev.
Project Acct.
GF Rev.
Project Acct.
GF Rev.
Project Acct.
GF Rev.
Project Acct.
Proj. Acct.
Close out
WSF:
Project Accts.
WSF:
Rev. Acct.
WSF:
Proj. Acct.
WSF:
Proj. Acct.
WSF:
Proj. Acct.
WSF:
Proj. Acct.
WFER -
Phase 2
WFER -
Phase 2
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 06/29/2020 TO 06/29/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
69-70-3870-3870-006 TRANSFER FROM WSF-16" WATER CONN
06/29/2020 0.00 100,000.00Transf to proj specific accts 16867 100,000.00EBRADFORD
69-70-3870-3870-007 TRANSFER FROM WSF-OLD WTP ADDITION
06/29/2020 0.00 90,000.00Transf to proj specific accts 16868 90,000.00EBRADFORD
06/29/2020 0.00 -50,000.00Eliminated FY20 funding for Old WTP Reno 16919 40,000.00JDELLAVALLE
69-70-3870-3870-008 TRANSFER FROM WSF-ORANGE GR/CHURTON
06/29/2020 0.00 500,000.00Transf to proj specific accts 16869 500,000.00EBRADFORD
69-70-3870-3870-009 TRANSFER FROM WSF-RIVER PS
06/29/2020 0.00 30,000.00Transf to proj specific accts 16870 30,000.00EBRADFORD
06/29/2020 0.00 -30,000.00Reduce per change in rev source 16891 0.00EBRADFORD
69-70-3870-3870-010 TRANSFER FROM WSF-WW SYS REHAB
06/29/2020 0.00 220,000.00Transf to proj specific accts 16871 220,000.00EBRADFORD
06/29/2020 0.00 -134,105.00Reduced FY20 funding for system rehab 16926 85,895.00JDELLAVALLE
69-70-3980-3980-305 INSTALL.FIN./S.ZONE WATER TANK
06/29/2020 1,882,438.00 -1,882,438.00Close out Water Tank proj 16860 0.00EBRADFORD
69-71-6900-5970-920 TRANSFER TO WATER/SEWER FUND
06/29/2020 174,215.00 -174,215.00Close out projects 16892 0.00EBRADFORD
69-80-8120-5700-733 WATERSTONE WATER TANK
06/29/2020 1,971,369.76 -1,971,369.76Close out Water Tank proj 16861 0.00EBRADFORD
69-80-8200-5700-736 OLD WTP ADDITION
06/29/2020 40,000.00 -50,000.00Eliminated FY20 funding for Old WTP Reno 16920 40,000.00JDELLAVALLE
69-80-8200-5700-739 WASTEWATER SYSTEM REHAB
06/29/2020 0.00 -134,105.00Reduced FY20 funding for system rehab 16927 85,895.00JDELLAVALLE
69-80-8220-5700-736 EFFLUENT AERATION PROJECT
06/29/2020 585,000.00 -585,000.00Close out Effluent Aeration Proj 16858 0.00EBRADFORD
72-00-4900-3301-000 RESTRICTED REV-AFFORDABLE HOUSING
06/29/2020 0.00 -108,344.67Back out prior yr activity 16878 46,655.33EBRADFORD
06/29/2020 0.00 45,131.67Habitat/Odie St Infrastructure Work 16893 91,787.00EBRADFORD
72-00-5100-3301-023 RESTRICTED REV-HILLSBOROUGH ROCKS
06/29/2020 0.00 -6,024.45Back out prior yr activity 16880 2,584.51EBRADFORD
72-00-5100-3301-027 RESTRCITED REV-CHRISTMAS TOY DRIVE
06/29/2020 0.00 100.00Adj to actual 16873 259.00EBRADFORD
06/29/2020 0.00 100.00Adj to actual 16888 359.00EBRADFORD
72-00-5100-3301-029 RESTRICTED REV-SENIOR PROGRAM
06/29/2020 0.00 221.59Adj to actual 16875 221.59EBRADFORD
72-00-5100-3301-052 RESTRICTED REV-ABC BOARD GRANT
06/29/2020 0.00 5,000.00Adj per FY20 revenue collected 16882 20,000.00EBRADFORD
72-00-5110-3301-001 RESTRICTED REV- AED DEVICE DONATION
06/29/2020 0.00 20,300.00Adj per FY20 revenue collected 16884 20,300.00EBRADFORD
72-00-6250-3301-020 RESTRICTED REV-COLL OUTREACH
06/29/2020 0.00 -5,072.56Back our prior yr activity 16886 0.00EBRADFORD
72-10-4900-5300-350 AFFORDABLE HOUSING EXPENDITURES
06/29/2020 0.00 -108,344.67Back out prior yr activity 16879 46,655.33EBRADFORD
JPrivuznak 3:24:34PM06/22/2020
fl142r03
Page 10 of 11
WSF:
Proj. Acct.
WSF:
Proj. Acct.
WSF:
Proj. Acct.
WSF:
Proj. Acct.
WSF:
Proj. Acct.
WSF:
Proj. Acct.
WSF:
Proj. Acct.
WSF:
Proj. Acct.
WSF:
Proj. Acct.
WSF:
Proj. Acct.
WSF:
Proj. Acct.
GF:
Restricted
Rev. Acct.
GF:
Restricted
Rev. Acct.
GF:
Restricted
Rev. Acct.
GF:
Restricted
Rev. Acct.
GF:
Restricted
Rev. Acct.
GF:
Restricted
Rev. Acct.
GF:
Restricted
Rev. Acct.
GF:
Restricted
Rev. Acct.
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 06/29/2020 TO 06/29/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
06/29/2020 0.00 45,131.67Habitat/Odie St Infrastructure Work 16894 91,787.00EBRADFORD
72-20-5100-5300-023 HILLSBOROUGH ROCKS EXPENDITURES
06/29/2020 0.00 -6,024.45Back out prior yr activity 16881 2,584.51EBRADFORD
72-20-5100-5300-024 SENIOR PROGRAM EXPENDITURES
06/29/2020 0.00 221.59Adj to actual 16877 221.59EBRADFORD
72-20-5100-5300-052 ABC BOARD EXPENDITURES
06/29/2020 0.00 5,000.00Adj per FY20 revenue collected 16883 6,120.00EBRADFORD
06/29/2020 0.00 210.00To cover ALERT activities 16895 6,330.00EBRADFORD
72-20-5100-5300-350 CHRISTMAS TOY DRIVE EXPENDITURES
06/29/2020 0.00 100.00Adj to actual 16874 259.00EBRADFORD
06/29/2020 0.00 100.00Adj to actual 16889 359.00EBRADFORD
72-20-5100-5700-740 CAPITAL VEHICLES-ABC GRANT
06/29/2020 0.00 -210.00To cover ALERT activities 16896 13,670.00EBRADFORD
72-20-5110-5301-331 SUPPLIES -SAFETY AED DEVICES
06/29/2020 0.00 20,300.00Adj per FY20 revenue collected 16885 20,300.00EBRADFORD
72-50-6250-5300-350 COLLABORATVE OUTREACH EXPENDITURES
06/29/2020 0.00 -5,072.56Back our prior yr activity 16887 0.00EBRADFORD
74-00-3460-3100-000 TOURISM BOARD F&B TAX REVENUE
06/29/2020 350,000.00 -10,000.00Yr-end adjustment 17157 340,000.00EBRADFORD
74-00-3900-3900-000 FUND BALANCE APPROPRIATED
06/29/2020 25,000.00 36,200.00Yr-end adjustment 17158 66,900.00EBRADFORD
74-51-6250-5300-120 ADVERTISING
06/29/2020 85.00 100.00Budget public hearing notice 17159 185.00EBRADFORD
74-51-6250-5300-570 MISCELLANEOUS
06/29/2020 4,785.00 -100.00Budget public hearing notice 17160 4,546.00EBRADFORD
74-51-6250-5300-999 6% HOLDBACK
06/29/2020 0.00 26,200.00Yr-end adjustment 17161 26,200.00EBRADFORD
-12,478,059.98
JPrivuznak 3:24:34PM06/22/2020
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Board
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Board
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Board
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Board
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Board
Board of Commissioners
Agenda Abstract Form
Meeting Date: June 29, 2020
Department: Administration - Budget
Public Hearing: Yes No
Date of Public Hearing: __________________________
For Clerk’s Use Only AGENDA ITEM #
3.B
Consent
Agenda
Regular
Agenda
Closed
Session
PRESENTER/INFORMATION CONTACT: Emily Bradford, Budget Director
ITEM TO BE CONSIDERED
Subject:
Miscellaneous Tourism Board budget amendments and transfers
Attachment(s):
1. Description and explanation for budget amendments and transfers
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
Background Information & Issue Summary:
Tourism budget amendments/transfers must be approved by the town board.
Financial Impacts:
As indicated by each budget amendment.
Staff Recommendations/Comments:
To approve the attached list of budget amendments.
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2019-2020
DATES: 06/29/2020 TO 06/29/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
74-00-3460-3100-000 TOURISM BOARD F&B TAX REVENUE
06/29/2020 350,000.00 -10,000.00Yr-end adjustment 17157 340,000.00EBRADFORD
74-00-3900-3900-000 FUND BALANCE APPROPRIATED
06/29/2020 25,000.00 36,200.00Yr-end adjustment 17158 66,900.00EBRADFORD
74-51-6250-5300-120 ADVERTISING
06/29/2020 85.00 100.00Budget public hearing notice 17159 185.00EBRADFORD
74-51-6250-5300-570 MISCELLANEOUS
06/29/2020 4,785.00 -100.00Budget public hearing notice 17160 4,546.00EBRADFORD
74-51-6250-5300-999 6% HOLDBACK
06/29/2020 0.00 26,200.00Yr-end adjustment 17161 26,200.00EBRADFORD
52,400.00
EBRADFORD 9:23:48AM06/22/2020
fl142r03
Page 1 of 1
Board of Commissioners
Agenda Abstract Form
Meeting Date: June 29, 2020
Department: Planning/Econ Dev.
Public Hearing: Yes No
Date of Public Hearing: June 22, 2020
For Clerk’s Use Only AGENDA ITEM #
3.C
Consent
Agenda
Regular
Agenda
Closed
Session
PRESENTER/INFORMATION CONTACT: Shannan Campbell, Economic Development Planner
ITEM TO BE CONSIDERED
Subject:
Hillsborough Tourism Board FY2021 Budget Ordinance
Attachment(s):
1. FY2021 Tourism Board Budget
2. FY2021 Budget Ordinance
Brief Summary:
The Hillsborough Tourism Board, carefully considering the revenue projections as well as expenditures planned for
the year, has drafted their proposed FY2021 budget. The board conducted a Public Hearing at their meeting on June
22, 2020.
Action Requested:
Review and approve the Hillsborough Tourism Board’s FY2021 Budget.
ISSUE OVERVIEW
Background Information & Issue Summary:
The Tourism Board drives economic development by promoting travel, tourism, and visitor services. The board
reinvests the town's 1% prepared food and beverage tax in funding for grants, special projects and partnerships, and
contract services. The board sponsors programs and activities designed to improve Hillsborough's attractiveness to
visitors.
Financial Impacts:
None
Staff Recommendations/Comments:
None
TOURISM BOARD
Revenues FY19 FY20 FY21 $%
Account Name Actual Estimate Budget Change Change Comments
Food & Beverage Tax 372,848 285,000 300,000 15,000 5.3%Projected Revenues Reduced by 20% due
6% Holdback (20,100) (21,000) 0 21,000 ‐100.0%to impact of COVID‐19
Interest Earned 0 0 0 0 0.0%6% admin cost to Town of Hillsborough,
Miscellaneous 0000 0.0%moved to expenditure in FY21
Fund Balance Appropriated 28,112 79,429 49,646 (29,783)‐37.5%
COVID‐19 Appropriation 70,929 49,646
Contracts 5,000 0
Special Projs & Partnerships 3,500 0 Increased Board interest in attending
Training/Conferences/Conventions 0 0 VisitNC 365 conference
Tourism Board Total 380,860$ 343,429$ 349,646$ 6,217$ 1.8%
% Change 2.4%‐9.8% 1.8%
Expenditures FY19 FY20 FY21 $%
Account Name Actual Estimate Budget Change Change Comments
Operations
Audit Fees 6,000 6,000 7,500 1,500 25.0%
Attorney Fees 1,000 1,000 1,000 0 0.0%
Training/Conferences/Conventions 100 0 0 0 0.0%
Advertising 105 105 105 0 0.0%
Public Hearing for Budget 105 105
C.S./Alliance for Historic Hills.201,000 210,000 200,000 (10,000)‐4.8%
C.S./Town of Hillsborough 28,000 28,000 37,854 9,854 35.2%
Data Processing Services 3,700 4,950 4,450 (500)‐10.1%
Website Hosting and Maintenanace 3,000 2,500
Submittable Online Platform Fees 1,950 1,950
C.S./Other 84,000 65,995 70,757 4,763 7.2%
Arts Council 13,756 18,518
Orange County Museum 26,100 26,100
Burwell School 26,139 26,139
Insurance 980 980 980 0 0.0%
Bond Insurance 180 180
Liability Insurance 800 800
Miscellaneous 3,027 1,500 1,500 0 0.0%
Bank Fees 1,500 1,000
Tourism Plan Implementation 00
Miscellaneous 0 500
Special Projects & Partnership Opp.12,500 4,999 0 (4,999)‐100.0%
Kings Highway Biodock (FY20/21)0 0 Deferred in FY20 ($3,500)
Hillsborough Holiday Parade (FY20/FY21)4,999 0 Deferred from FY21 ($7,500)
Holiday Tree 0 0
Kiosk Signs at Visitors Center & Calvin Street (FY20) 0 0 Deferred in FY20 ($20,000)
Parking Study Partnership (FY21) 0 0 Deferred from FY21 ($16,000)
Unassigned 0 0
Grants 22,700 19,900 7,500 (12,400)‐62.3%
Town 6% Holdback 0 0 18,000 18,000 0.0%Moved to an expense item in FY21
Accrued AP 0000 0.0%
Operations Subtotal 363,112 343,429 349,646 6,218 1.8%
Tourism Board Total 363,112$ 343,429$ 349,646$ 6,218$ 1.8%
% Change 21.2%‐5.4% 1.8%
Available Fund Balance 394,418$ 314,989$ 265,343$
Fund Balance as a % of Operating Expenditures 108.6% 91.7% 75.9%Per LGC, must maintain minimum of 8%
BUDGET ORDINANCE
FISCAL YEAR 2020‐21 BUDGET ORDINANCE
TOURISM BOARD
Be it ordained by the Board of the Hillsborough
Tourism Board, Hillsborough, North Carolina:
SECTION I. GENERAL FUND:
It is estimated that the following revenues will be
available in the General Fund for the fiscal year
beginning July 1, 2020 and ending June 30, 2021:
Food & Beverage Tax $ 300,000
Fund Balance Appropriation $ 49,646
$ 349,646
The following amounts are hereby appropriated in the
General Fund for the operation of the Tourism Board
and its activities for the fiscal year beginning July 1,
2020 and ending June 30, 2021 in accordance with the
Chart of Accounts heretofore established for the
Tourism Board:
Tourism Board $ 349,646
$ 349,646
SECTION II. FOOD & BEVERAGE TAX:
The Town of Hillsborough will collect a Food &
Beverage Tax and distribute the funds to the Tourism
Board to fund its operations. These funds are listed as
“Food & Beverage Tax” revenues in the General Fund
in Section I of the ordinance.
SECTION III. BUDGET ORDINANCE:
Copies of this Budget Ordinance shall be filed with the
finance officer, budget officer and the clerk of the
governing board of this town.
Adopted this 29th day of June, 2020.
NORTH CAROLINA
ORANGE COUNTY
I, Katherine M. Cathey, Town Clerk, hereby certify that
the foregoing is a true and accurate copy of the 2020‐
21 Budget Ordinance which will be recorded in the
Town of Hillsborough Minute Book.
IN WITNESS WHEREOF, I have hereunto set my hand
and have caused the official corporate seal of said
Town to be affixed, this the 29th day of June, 2020.
___________________________
Matt Hughes, Chair
___________________________
Jenn Weaver, Mayor
___________________________
Katherine M. Cathey, Town Clerk
Board of Commissioners
Agenda Abstract Form
Meeting Date: June 29, 2020
Department: Planning/Econ Dev.
Public Hearing: Yes No
Date of Public Hearing: June 10, 2020
For Clerk’s Use Only AGENDA ITEM #
3.D
Consent
Agenda
Regular
Agenda
Closed
Session
PRESENTER/INFORMATION CONTACT: Shannan Campbell, Economic Development Planner
ITEM TO BE CONSIDERED
Subject:
Hillsborough Tourism Development Authority FY2021 Budget Ordinance
Attachment(s):
1. FY2021 Tourism Development Authority Budget
2. FY2021 Budget Ordinance
Brief Summary:
The Hillsborough Tourism Development Authority, carefully considering the revenue projections as well as
expenditures planned for the year, has drafted their proposed FY2021 budget. The board conducted a Public Hearing
at their regular meeting on June 10.
Action Requested:
Review and approve the Hillsborough Tourism Development Authority’s FY2021 Budget.
ISSUE OVERVIEW
Background Information & Issue Summary:
The Tourism Development Authority promotes travel, tourism and conventions; sponsors tourism-related events; and
finances tourism-related capital projects. The authority is responsible for administering the proceeds of a 3% room
occupancy tax. At least two-thirds of the tax’s proceeds must fund travel and tourism promotion, with the remainder
available for other tourism-related expenditures.
Financial Impacts:
None
Staff Recommendations/Comments:
None
TOURISM DEVELOPMENT AUTHORITY
Revenues FY19 FY20 FY21 $%
Account Name Actual Estimate Budget Change Change Comments
Occupancy Tax 71,028 48,000 27,000 (21,000)‐43.8%
Fund Balance Appropriated 0 15,875 67,572 51,697 325.7%
Tourism Total 71,028$ 63,875$ 94,572$ 30,697$ 48.1%
% Change 3.3%‐10.1% 48.1%
Expenditures FY19 FY20 FY21 $%
Account Name Actual Estimate Budget Change Change Comments
Operations
Audit Fees 3,350 3,350 5,000 1,650 49.3%
Attorney Fees 0 350 350 0 0.0%
Conferences/Conventions/Training 772 0 0 0 0.0%
Advertising 9,319 14,105 11,105 (3,000)‐21.3%
Ad for Public Hearing on Budget 105 105
Ad Buys 3,000 4,000
WHUP Underwriting 3,000 3,000
Tourism Marketing Support/Photography 8,000 4,000
C.S. / Town of Hillsborough 12,000 24,000 18,927 (5,073)‐21.1%Support Staff; salaries + benefits split:
Data Processing Services 1,641 2,900 2,900 0 0.0%Planning‐40%, TDA‐20%, TB‐40%
Website Maintenance 2,500 2,500
Submittable Software 400 400 % of total cost shared with Tourism Board
Insurance 925 980 980 0 0.0%
Bond Insurance 180 180
Liability Insurance 800 800
Miscellaneous 238 1,000 1,000 0 0.0%
Miscellaneous 1,000 1,000
Special Projects & Partnership Funding 19,579 15,750 53,500 37,750 239.7%
RIver Park Concert Sponsorship (FY20) 3,000 0
TDA Mobile Stage Project (FY20/21) 0 40,000 Deferred in FY20 to FY21 ($40,000)
Sundays in Hillsborough (FY21) 10,000 10,000
Parking Study Partnership (FY21) 0 0 Deferred for FY21 ($16,000)
Miscellaneous 2,750 3,500
Holdback (3%) 0 1,440 810 (630)‐43.8%
Operations Subtotal 47,824 63,875 94,572 30,697 48.1%
Tourism Total 47,824$ 63,875$ 94,572$ 30,697$ 48.1%
% Change ‐15.3% 33.6% 48.1%
Available Fund Balance 256,033$ 240,158$ 172,586$
Fund Balance as a % of Operating Expenditures 535.4% 376.0% 182.5%
BUDGET ORDINANCE
FISCAL YEAR 2020‐21 BUDGET ORDINANCE
TOURISM DEVELOPMENT AUTHORITY
Be it ordained by the Board of the Hillsborough
Tourism Development Authority, Hillsborough, North
Carolina:
SECTION I. GENERAL FUND:
It is estimated that the following revenues will be
available in the General Fund for the fiscal year
beginning July 1, 2020 and ending June 30, 2021:
Occupancy Tax $ 27,000
Fund Balance Appropriation 67,572
$ 94,572
The following amounts are hereby appropriated in the
General Fund for the operation of the Tourism
Development Authority and its activities for the fiscal
year beginning July 1, 2020 and ending June 30, 2021
in accordance with the Chart of Accounts heretofore
established for the Tourism Development Authority:
Tourism Development Authority $ 94,572
$ 94,572
SECTION II. OCCUPANCY TAX:
The Town of Hillsborough will collect an Occupancy Tax
and distribute the funds to the Tourism Development
Authority to fund its operations. These funds are listed
as “Occupancy Tax” revenues in the General Fund in
Section I of the ordinance.
SECTION III. BUDGET ORDINANCE:
Copies of this Budget Ordinance shall be filed with the
finance officer, budget officer and the clerk of the
governing board of this town.
Adopted this 29th day of June, 2020.
NORTH CAROLINA
ORANGE COUNTY
I, Katherine M. Cathey, Town Clerk, hereby certify that
the foregoing is a true and accurate copy of the 2020‐
21 Budget Ordinance which will be recorded in the
Town of Hillsborough Minute Book.
IN WITNESS WHEREOF, I have hereunto set my hand
and have caused the official corporate seal of said
Town to be affixed, this the 29thday of June, 2020.
___________________________
Matt Hughes, Chair
___________________________
Jenn Weaver, Mayor
___________________________
Katherine M. Cathey, Town Clerk
Board of Commissioners
Agenda Abstract Form
Meeting Date: June 29, 2020
Department: Public Works
Public Hearing: Yes No
Date of Public Hearing:
For Clerk’s Use Only AGENDA ITEM #
3.E
Consent
Agenda
Regular
Agenda
Closed
Session
PRESENTER/INFORMATION CONTACT: Public Works Director Ken Hines
ITEM TO BE CONSIDERED
Subject:
CrowderGulf, LLC Disaster Debris Removal Contract
Attachment(s):
1. Draft RFP for disaster debris removal
2. CrowderGulf, LLC RFP cover letter
3. Draft Hillsborough contract with CrowderGulf, LLC
Brief Summary:
Orange County and the towns of Hillsborough, Carrboro, and Chapel Hill jointly issued a Request for Proposals for
disaster debris removal. Each properly responding company was scored by the county and towns; CrowderGulf, LLC
was selected as the primary company to perform the requested services. The company has a fifty-year history of
helping communities recover from disasters. In order to comply with FEMA regulations, the county and towns must
enter into individual contracts with CrowderGulf, LLC.
Action Requested:
Approve/disapprove entering into a contract with CrowderGulf, LLC for disaster debris removal and authorize the
town manager to approve change orders if the contract not to exceed amount of $350,000 is insufficient.
ISSUE OVERVIEW
Background Information & Issue Summary:
By having the contract with CrowderGulf, LLC executed, the response time would be improved when a FEMA
declared disaster occurs requiring debris removal in Hillsborough. The initial contract term ends on Oct. 31, 2022 with
an option to renew for two additional one-year periods.
Financial Impacts:
Costs would be determined by the size and scope of the disaster; however, the town would seek reimbursement from
FEMA which could be as much as 85% of costs.
Staff Recommendations/Comments:
Approve contract with CrowderGulf, LLC.
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 1
REQUEST FOR PROPOSAL
Proposal No. 5266
Bid Title:
Disaster Debris Clearance and Removal Services
Date of Issue: July 17, 2019
Proposals Due: August 15, 2019
Time: 12:00 pm
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 2
Issued for:
Orange County, NC
Carrboro, NC
Chapel Hill, NC
Hillsborough, NC
Issued By:
Orange County North Carolina Financial Services Department
200 S Cameron Street, PO Box 8181
Hillsborough, NC 27278
If you have received this Request for Proposal from a source other than the Orange
County North Carolina Financial Services Department, it is the responsibility of the
bidder to ensure that all addenda has been received. Bidders should email the
Financial Services Department to ensure that your company is added to the
distribution list.
However, it is still the responsibility of the bidder to ensure that all addenda is
received prior to submitting a bid/proposal.
Email: dcannell@orangecountync.gov
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 3
Table of Contents
Notice of Request for Proposals 4
Instructions for Proposals 6
1.0 Introduction 6
2.0 Desired Timetable 7
3.0 Requests for Interpretation 8
4.0 Submission of Proposals 8
5.0 General 9
6.0 Proposal Requirements 12
7.0 Local Government’s Consultant 14
8.0 Debris Management Sites 14
9.0 Tipping Fees 15
10.0 Payment 15
11.0 Scope of Work 16
Schedule 1 – Unit Rate Price Sheet 31
Schedule 2 – Hourly Equipment and Labor Price Schedule 36
Current Orange County Solid Waste Management Department Fees 37
Non-Collusion Affidavit 40
Certification Regarding Lobbying 41
Proposer’s Bid Certification Form 42
Certification Regarding Debarment and Suspension 43
Appendix A-Sample Contracts 44
TOWN OF CARRBORO-SAMPLE CONTRACT 44
TOWN OF CHAPEL HILL-SAMPLE CONTRACT 50
TOWN OF HILLSBOROUGH-SAMPLE CONTRACT 58
ORANGE COUNTY-SAMPLE CONTRACT 67
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 4
Notice of Request for Proposals
For
Disaster Debris Clearance and Removal Services
For
Orange County, NC
Town of Carrboro, NC
Town of Chapel Hill, NC
Town of Hillsborough, NC
RFP: 5266
CATEGORY: Debris Removal Services
PROJECT: Disaster Debris Clearance and Removal Services
FROM: David Cannell, Purchasing Agent
NOTICE DATE: July 17, 2019
SUBMISSION DATE: August 15, 2019 by 12:00 PM, EST
This is a multi-jurisdiction solicitation to include the unincorporated area of Orange County and the incorporated
towns of Carrboro, Hillsborough, and Chapel Hill, including the portion of Chapel Hill located within Durham County.
Each entity will contract directly with the awarded Contractors should they choose to do so.
Each of the four organizations listed above are herein referred to as the “Local Government.”
The Local Government is requesting proposals from qualified contractors to provide disaster debris clearance,
removal, reduction, and disposal services in the event of a natural disaster within the area.
The award of a contract under this solicitation will be paid with federal funding. Funding is contingent upon
compliance with all terms and conditions of funding award. All prospective contractors shall comply with all
applicable federal laws, regulations, executive orders, FEMA requirements and the terms and conditions of the
funding award. In addition, contractors providing submittals shall be responsible for complying with state law and
local ordinances.
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 5
Prospective bidders may view the Request for Proposals attached below, and on the Local Government website
Orange County (http://www.orangecountync.gov/Bids.aspx) Chapel Hill (www.townofchapelhill.org. Click on
“Businesses” menu, then “Bid Notices” option, then the name of this project) and Carrboro
(http://www.townofcarrboro.org/bids.aspx).
All requests for interpretations related to this RFP must be submitted in writing to David Cannell, Purchasing Agent,
at Orange County North Carolina Financial Services Department dcannell@orangecountync.gov by 12:00 pm (noon) on
August 15 2019. All responses to timely submitted requests for interpretations will be published in the form of an
addendum on the County’s website on XXXday, XXXXX, 2019.
For questions on the bidding procedures, contact the Orange County North Carolina Financial Services Department at
919-245-2651 or dcannell@orangecountync.gov (preferred).
Sealed proposals for Disaster Debris Clearance and Removal Services (the “Project”) are to be furnished to the Orange
County North Carolina Financial Services Department on or before the specified time. The Local Government will in no
way be responsible for delays caused by any occurrence. In order to be considered, all proposals must be submitted in
writing no later than 12:00 PM (EST) on August 15, 2019. Contractors mailing proposal packages should allow delivery
time to ensure timely receipt of their proposal. The responsibility for getting the proposal to the Orange County North
Carolina Financial Services Department on or before the specified time and date is solely and strictly the responsibility
of the proposing contractor. The County will in no way be responsible for delays caused by any occurrence. Proposals
may be hand carried or mailed to:
Orange County North Carolina Financial Services Department
Attention: David Cannell, Purchasing Agent
200 S Cameron Street, PO Box 8181, Hillsborough, NC 27278
Hours of Operation: 8:00 a.m. - 5:00 p.m. (EST)
Monday through Friday
Phone: (919) 245-2651
Email: dcannell@orangecountync.gov
The Local Government reserves the right to reject any and all bids for any reason or no reason and to accept the bid
most favorable to the Local Government.
PUBLISHED: Date: August 17, 2019
Orange County website: www.orangecountync.gov
State of NC Interactive Purchasing System website: www.ips.state.nc.us
HUB Website: https://ncadmin.nc.gov/businesses/hub/events
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 6
Instructions for Proposals
For
Disaster Debris Clearance and Removal Services
For
Orange County, NC
Town of Carrboro, NC
Town of Chapel Hill, NC
Town of Hillsborough, NC
BID: 5266
CATEGORY: Debris Removal Services
PROJECT: Disaster Debris Clearance and Removal Services
FROM: David Cannell, Purchasing Agent
NOTICE DATE: July 17, 2019
SUBMISSION DATE: August 15, 2019 by 12:00 PM, EST
PLEASE READ ALL INSTRUCTIONS CAREFULLY
BEFORE PREPARING AND SUBMITTING YOUR BID
All bids shall be prepared and submitted in accordance with the following requirements. Failure to comply with any
requirement shall cause the bid to be considered irregular and shall be grounds for rejection of the bid.
1.0 Introduction
Orange County is located between the Research Triangle Park and the Triad cities of Greensboro, Winston-
Salem and High Point. With more than 130,000 residents, Orange County includes historic Hillsborough, the
county seat; Chapel Hill, home of the University of North Carolina; and Carrboro and a portion of Mebane,
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 7
both former railroad and mill towns. The County encompasses 400 square miles of rolling farms and forest,
vital urban centers and small towns.
The Local Government is requesting proposals from experienced and qualified contractors to provide
emergency disaster recovery services including, but not limited to, clean-up, demolition, removal, reduction
and disposal of debris resulting from a natural or manmade disaster as directed by the Local Government.
The Local Government will enter into contracts with no committed immediate or annual cost to the Local
Government, and will activate the contract as needed.
The Local Government may enter into two (2) contracts: one with a “Primary” contractor and the other with a
“Secondary” contractor. The “Primary” contractor will be on a first contact basis for all disasters and
emergencies that may require debris removal, reduction, disposal or other cleanup activities. The
“Secondary” contractor will serve as a backup to the Primary for any disaster or emergency that may be of a
scale larger than one company would be capable and equipped to handle. The Local Government will reserve
the right to decide, at the guidance and recommendation of the Local Government Manager or his designee,
when and if the “secondary” contract will be activated.
The Local Government has not activated a contract for debris clearance and removal services in recent
memory and does not have a recent bid tab for debris clearance and removal services for review. Orange
County does have a debris management plan which has been submitted to the State for approval, a copy of
which is attached.
Responding contractors must, at a minimum, have performed at least three (3) debris removal, reduction, and
disposal operations in excess of 150,000 cubic yards and provide references for the communities where these
operations took place. Contractors will need to be licensed to do business in North Carolina and certify that
they are not included on the debarred FEMA list. It is intended that the successful bidder shall furnish all tools,
equipment, machinery, apparatus, labor and materials necessary to complete all work required under the
terms of such contract(s) as may be entered into.
The Local Government is seeking to enter into an agreement for three years with the option to extend for two
additional one-year periods with two contractors to provide the services contained within this RFP.
2.0 Desired Timetable
A. RFP Issued ------------------------ 2019
B. Written Questions due -------------------------2019
C. Responses to questions -------------------------2019
D. Submittals due -------------------------2019
E. Evaluation period -------------------------2019
F. Anticipated Contract Award ---------------------------2019
*All times above are Eastern Standard Time. Please contact David Cannell, Purchasing Agent, at Orange
County North Carolina Financial Services Department at dcannell@orangecountync.gov if you anticipate
challenges meeting this timetable.
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 8
3.0 Requests for Interpretation
All questions pertaining to this RFP must be submitted in writing no later than 12:00 PM on August 7, 2019.
Written questions should be emailed to: dcannell@orangecountync.gov.
All responses to timely submitted requests for interpretations will be published in the form of an addendum of
the County’s website at http://www.orangecountync.gov/bids.aspx
4.0 Submission of Proposals
A. Deadline: Mail one (1) original hardcopy. Proposals shall be sealed and marked “RFP # 5266, Disaster
Debris Clearance and Removal Services.” Sealed proposals must be received by 12:00 PM EST,
on,August 15, 2019, at the office of David Cannell, Purchasing Agent, at Orange County North Carolina
Financial Services Department, 200 S. Cameron Street, PO Box 8181, Hillsborough, NC 27278. Although
not required, the vendor may also submit one (1) electronic copy (pdf format) for staff convenience by
email to dcannell@orangecountync.govg with “Disaster Debris Clearance and Removal” in the subject
line.
B. Addenda: Each Proposer is responsible for determining that all addenda issued by the Orange County
Purchasing Agent have been received before submitting a proposal. All such addenda shall become part
of the contract and all Bidders shall be bound by such addenda.
C. Identification: Bids shall be enclosed in a sealed envelope addressed to David Cannell, Purchasing
Agent, Orange County North Carolina Financial Services Department, 200 S. Cameron Street, PO Box
8181, Hillsborough, NC 27278 and should be clearly marked “RFP 5266, Disaster Debris Clearance and
Removal Services”.
D. Time is of the essence: Any proposal received after the announced time and date for submittal,
whether by mail or otherwise, will be rejected. It is the sole responsibility of the contractor for ensuring
that their proposal is received by the Purchasing and Contracts Manager before the deadline indicated
above. The Orange County North Carolina Financial Services Department will in no way be responsible
for delays caused by any occurrence.
E. Preparation of Response: The contractor’s proposal should be prepared simply and economically and
should provide all the information which it considers pertinent to its proposal and qualifications for the
work to be performed. Proposals shall be submitted on the forms included with the bid documents. Any
interlineations, alterations or erasures must be initialized by the signer of the proposal.
There is no page limit to the RFP; however, to allow for a timely review process, please submit only
requested and relevant information.
F. Propriety Information: Trade secrets of proprietary information submitted by a proposer, in connection
with a procurement transaction shall not be subject to the public disclosure under the NC Public
Disaster Debris Clearance and Removal Services
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July 17, 2019 Page 9
Records Law. However, the proposer or offeror must invoke the protection of this section prior to or
upon submission of the data or other materials, and must identify the data on other materials to be
protected and state the reasons why protection is necessary.
Each individual page shall be identified in boldface at the top as "CONFIDENTIAL" in a font size of 14
or larger. Any section of the proposal that is to remain confidential shall also be so marked in boldface
on the title page of that section along with each individual page within that section. Cost information
and any other public information may not be deemed confidential; therefore, it is requested that only
the necessary confidential pages be marked.
G. Binding: Submittals must include the proposer’s bid certification form (contained within) signed by an
authorized representative of the company to legally bind the offer. All proposals submitted without
such signature may be deemed non-responsive.
H. Miscellaneous: Nothing herein is intended to exclude any responsibilities or in any way restrain or
restrict competition. All contractors are encouraged to submit proposals. The Local Government
reserves the right to waive any informalities and to reject any and/or all proposals. In addition, the
Local Government reserves the right to cancel a solicitation at any time prior to the award of a contract.
I. Performance & Payment Bond: Awarded Contractor(s) will be required to furnish a performance and
payment bond in an amount of 100% of the contract cost within ten (10) days after the contract has
been activated and a Notice to Proceed has been issued by the Local Government. The contract amount
will be determined at the time of the event due to the severity of the storm. The performance and
payment bond shall continue throughout the Services and for one year after the full scope of work is
completed. Bonds shall be submitted to the Local Government Purchasing and Contracts Manager.
The Performance Bond and the Payment Bond shall be executed by one or more surety companies
legally authorized to do business in the State of North Carolina and shall become effective upon
activation of contract and issuance of a Notice to Proceed by the Local Government. The surety bonds
must be in the form set forth in N.C.G.S. 44A-33 without any variations there from or in any other form
authorized by N.C.G.S. The Contractor will be solely responsible for any costs associated with obtaining
bonds; bond premiums will not be reimbursed by the Local Government.
In addition, the successful proposer(s) will be required to submit a verification letter annually from the
surety confirming that the contractor is able to provide a payment and performance bond.
5.0 General
A. Time for Consideration: The Local Government shall have a period of one hundred twenty (120) calendar
days from due date of the proposals in which to award the contract. The Proposer shall be bound by their
proposal during that time. A company may withdraw a proposal by written request prior to the date and
time of the proposal opening or after the 120-day time for consideration if a contract has not been
awarded.
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July 17, 2019 Page 10
B. Evaluation of Submittals: Evaluation factors have been identified in Section 6. “Proposal Requirements.”
Proposals will only be evaluated on the factors included within this RFP. A committee will evaluate all
responses received by scoring them on the weighted system provided.
The evaluation committee will be comprised of County and Town personnel and may include committee
members from the Local Government’s independent Consultant for monitoring and oversight.
C. Contract Award: The Local Government may enter into two (2) contracts: one with a “Primary”
contractor and the other with a “Secondary” contractor. The “Primary” contractor will be on a first
contact basis for all disasters and emergencies that may require debris removal, reduction, disposal or
other cleanup activities. The “Secondary” contractor will serve as a backup to the Primary for any disaster
or emergency that may be of a scale larger than one contractor would be capable and equipped to handle.
Award shall be made to the contractors whose proposal is determined to be the most advantageous to
the Local Government, taking into consideration the contractor’s qualifications, experience, mobilization
and operational plans, and price. Estimated quantities (determined by the Local Government) will be used
in the evaluation of the unit price schedule.
Consideration shall also be given to the company’s integrity, compliance with public policy, record of past
performance, references, and financial and technical resources.
D. Contract Term: The contracts shall be for an initial term of three years with an option to renew for two
additional one year periods, upon written mutual consent of all parties. This contract shall only be used
on an “as needed” basis as determined solely by Local Government.
E. Contracting with small and minority businesses, women’s business enterprises, and labor surplus area
companies: The Local Government encourages all businesses, including minority, women-owned
businesses to respond to all Request for Proposals. In addition, if subcontracts are let, the awarded
contractor must ensure that the necessary affirmative steps are taken:
a. Place qualified small, minority, and woman-owned businesses on solicitations lists;
b. Assure that such businesses are solicited when they are potential sources;
c. Divide total requirement, when economically feasible, into smaller tasks or quantities to permit
maximum participation by such businesses;
d. Establish delivery schedules, where requirements permit, which encourage such businesses to
respond;
e. Use service and assistance from such organization as SBA, minority business development agency
of the Department of Commerce;
Contractors shall include these special provisions in all subcontracts for this contract. Failure on the part of
the Contractor to carry out the requirements set forth in the special provision may constitute a breach of
contract and after proper notification may result in termination of the contract or other appropriate
remedy.
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F. Debris Manager: The Local Government Debris Manager will be designated by the Local Government and
may include a third party representative from the Local Government’s consulting firm. It is anticipated
that the Local Government Debris Manager will work directly with the Contractor.
G. Activation of Contract: Should the contracts be activated, fees will be estimated based off the initial
assessment of damages occurred. The Local Government Debris Manager in consultation with State and
FEMA officials will determine the fee schedules to be used at the time of activation of the contracts.
H. Funding Source: Payment for services under contract by this solicitation may be paid with federal funding.
Funding is contingent upon compliance with all terms and conditions of funding award. The selected
Contractor(s) shall comply with all applicable federal laws, regulations, executive orders, FEMA
requirements and the terms and conditions of the funding award.
I. Compliance by Awarded Contractor: The awarded contractors shall comply with all applicable federal
laws, regulations, executive orders, FEMA requirements, specifically 2 CFR, Part 200, and the terms and
conditions of the funding award. In addition, contractors providing submittals shall be responsible for
complying with state law and local ordinances.
J. Certification of Proposer Regarding Debarment: By submitting a proposal under this solicitation, the
Contractor certifies that neither it nor its principals are presently debarred or suspended by any Federal
department or agency from participation in this transaction.
K. Form of Contracts. The contracts to be awarded as a result of this RFP will be in substantially the same
form and content as the sample contracts for each Local Government included in Appendix A included in
this bid package. In the event that additional terms and conditions are proposed to be attached to said
contract, there shall be none of the following unless Local Government’s express prior written agreement
is obtained: (i) any limitation on, or disclaimer of, implied or express warranties or the liability of
Contractor; (ii) any limitation on damages, including a limitation on consequential damages; (iii) any
requirement for arbitration or for mandatory mediation; (iv) any requirement that Local Government
officials or employees keep information confidential or that records be kept confidential by the Local
Government, unless the requirement for confidentiality meets the requirements of the North Carolina
Public Records law.
L. Insurance Provisions: The successful bidder shall procure and maintain during the life of the contract the
Insurance Provisions as outlined in the attached sample contracts for each Local Government included in
Appendix A.
M. Quality of Work. All work performed shall be strictly of the best quality of their respective kinds and
suitable for the use intended, subject to approval by the Local Government. All equipment and tools shall
be clean and in good working order. All workers shall be qualified in the work assigned and to operate
equipment or machinery as directed.
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July 17, 2019 Page 12
6.0 Proposal Requirements
In order to evaluate responses efficiently and equitably, responses must be submitted as identified below.
Failure to submit this information may render your proposal non-responsive. Each respondent shall provide
the following information:
Section 1: Introduction: Company Information
• Company name and business address, including telephone, email address, website address.
• The type of company (individual, partnership, corporation, etc.) and list the names of all partners,
principals, etc.
• Year established. Include former company name(s) and year(s) established, if applicable.
• The name, title, address, and telephone number of the company’s authorized negotiator. The person
identified must be empowered to make binding commitments for the company.
Section 2: Bonding
• Performance and Payment Bonds
Section 3: Technical experience (*Weighted)
• This section shall include contractor’s debris volume estimates with backup documentation as to how
the contractor determines its estimates.
Section 4: Qualifications: Training and professional experience (*Weighted)
• List any professional training and experience, especially in relation to the type and magnitude of work
required for the particular scope of services.
• Provide a copy of contractor’s safety program. This may be provided under separate cover or as a link
to access this information.
Section 5: Existing Contracts
• List the number of existing disaster debris removal contracts with other agencies.
• Provide a list of all existing debris removal/hauling contracts.
• Provide an explanation of how the Contractor will fulfill this contract if several entities are affected by
the same disaster and the Contractor has existing contracts for debris clearance and removal in place
with those entities. If this situation were to arise, how will the Contractor assure the Local
Government that they will provide service here and not go to another location that has more
damage?
Section 6: References (*Weighted)
• References from existing contracts and/or past clients (must include references from the successful
completion of three (3) debris removal projects in excess of 150,000 cu yds.)
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July 17, 2019 Page 13
Section 7: Financial Resources (*Weighted)
• A copy of the most recently audited financial statement or Dun and Bradstreet statement if sole
proprietor. This page should be marked as “Confidential,” and it will be kept confidential to the
extent allowed under the NC Public Records Act.
Section 8: Resources (*Weighted)
• Detailed listing of Contractor’s equipment and resources
Section 9: Plan of Action (*Weighted)
• A debris management and response plan of action (mobilization and operations plan)
• List of locations/offices that Contractor will stage from prior to the storm and estimated length of time
for arrival in Local Government once event has occurred.
Section 10: Drawings
• Preliminary construction drawings for OSHA compliant temporary inspection towers
Section 11: Forms
• Schedule1 – Unit Rate Price Schedule (on provided forms)
• Schedule 2 – Hourly Equipment and Labor Price Schedule (on provided form)
• Non-Collusion Affidavit (on provided form) MUST BE NOTARIZED
• Proposer’s Bid Certification Form (on provided form) MUST BE NOTARIZED
• Certification Regarding Debarment and Suspension (on provided form)
• Certification Regarding Lobbying (on provided form)
Section 12: Exceptions (*Weighted)
• Exceptions to the Sample Contracts for Each Local Government included in Appendix A. Attached in
Appendix A are sample contracts for each Local Government that describes the Local Government’s
contractual terms and conditions. Each successful contractor will be required to enter into a contract
with each Local Government.
These sample service agreements do not need to be submitted with the proposal. The federal
government requires certain terms and conditions when federal funding is involved, which the Local
Government is NOT able to negotiate. Therefore, any exceptions to the sample contracts must be
documented and submitted with your response. These exceptions will be reviewed during the
evaluation process.
• Exceptions to the Scope of Services. Any and all exceptions/deviations to the required Scope of
Services shall be documented on a separate page and submitted in this Section.
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July 17, 2019 Page 14
• Litigation. Provide information concerning any pending, ongoing, or prior litigation within the last 10
years.
Section 13: Other Requirements (*Weighted)
• A statement of the contractor’s familiarity and experience with FEMA’s Public Assistance Program
including all Alternative Procedures Pilot Programs for Debris Removal and applicable laws, rules, and
regulations.
• An outline of the contractor’s willingness and ability to utilize local contractors and their general
requirements for doing so. This includes the contractor’s use of women and minority owned
businesses to provide services.
•
CRITERIA FOR EVALUATION AND AWARD
The successful Proposer will be selected based upon the best overall proposal offered to the Local
Government taking into consideration price, qualifications, technical experience, and other factors such as,
but not limited to, past experience working with FEMA’s Public Assistance Program, financial standing,
references, and any Exceptions to the Scope of Work and Contract terms. The Local Government will use the
following criteria and weight to determine the best response.
CRITERIA WEIGHT
Price 50%
Qualifications/Resources 30%
Technical 10%
Other 10%
Pricing is evaluated on a line item review. The 50% weight applies to both schedule 1 and schedule 2,
attached.
7.0 Local Government’s Consultant
The Local Government may contract with an independent firm to provide professional consulting services in
disaster management and recovery. This Consultant will assist the Local Government in disaster debris
monitoring in the event a contract is activated. In addition, the Consultant will oversee the project and ensure
that the contractors are using the appropriate forms required by federal agencies.
8.0 Debris Management Sites (“DMS”)
Orange County has pre-identified DMS locations. These locations should be used by the contractor in
determining hauling costs per item in this bid. Pre-identified DMS locations in Orange County, North Carolina
are as follows:
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 15
Name Address City Zip Acres Lat. Long
* Millhouse Rd
Site
Across from
Town of
Chapel Hill
Public
Works (6850
Millhouse
Rd)
Chapel Hill 27516 14.9 35.977589 -79.077101
* Mincey Rd
Site
Mincey Rd,
east of Hwy
57
Hillsborough 27278 5.28 36.144120 -79.052443
Eubanks Rd
Landfill Site
1514
Eubanks Rd
Chapel Hill 27516 4.9 35.973873 -79.078195
* = Primary sites. All others are secondary for extreme events.
The Local Government welcomes input from the Contractors regarding other locations for potential DMS and
final disposal sites.
Local Government does not warrant or guarantee the availability or use of any dump sites. Contractor must
coordinate directly with owners of all final disposal sites. All final disposal sites must be approved, in
writing, by the Local Government Debris Manager. The Local Government will maintain ownership of all
reduced and unreduced debris assigned to the Contractor for removal until the debris reaches the final
disposal site. The Contractor will, at no time, take ownership of the debris unless approved, in writing, by
the Local Government Debris Manager.
9.0 Tipping Fees
Payment for disposal costs such as tipping fees incurred by the Contractor at permitted disposal facilities, or
other Local Government approved sites that meet local, state, and federal regulations for disposal, will be
made at the cost incurred by the Contractor. Disposal costs for tipping fees must be submitted to the Local
Government for review and approval prior to the Contractor disposing of debris at such final disposal sites or
landfills. The types of debris that may incur disposal costs must also be submitted to the Local Government
for review and approval. Contractor must furnish a copy of the invoice received by the disposal facility, all
scale or load tickets issued by the disposal facility, and proof of Contractor payment to the disposal facility.
Tipping fees need to be listed as a separate item on all tickets/invoices. The contractor and hauler must
charge the current rate for tipping fees; no markup (profit) is authorized for tipping fees. Tipping Fees will not
be waived by the Local Government. Orange County’s current fees are attached.
10.0 Payment
The Local Government Debris Manager will monitor, verify, and document with load tickets the completion of
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July 17, 2019 Page 16
all work, as defined in the scope. The Contractor will be provided with copies of this documentation. These
documents will be used by the Contractor as back-up for invoice submittals. No approvals will be made for
work not ticketed or not authorized by the Local Government.
Invoices must be submitted to the Local Government with a hard copy of the invoice and an electronic copy of
the invoice detail. The invoice detail must consist of a tabular report listing all information on each load ticket.
Invoice detail submittals will be checked against Local Government records. Local Government records are the
basis of all payment approvals.
A 10% retainage will be held until the end of the project. In order to recover the retainage, the Contractor
must successfully complete all work zones. Retainage will be held until final reconciliation is complete.
Portions of the retainage may be held by the Local Government to repair damages caused by the Contractor to
public or private property.
No separate payment will be made for mobilization and demobilization operations. These costs are to be
included in the respective unit prices bid for debris removal and will not be adjusted based on the total
amount of debris actually removed in the contract.
Payment for disposal cost incurred by the Contractor at permitted disposal facilities will be made at the cost
incurred by the Contractor. Contractor must submit a copy of the invoice received by the disposal facility, an
electronic copy tabulating all scale or load tickets issued by the disposal facility, and proof of Contractor
payment to the disposal facility.
Contractors must submit invoices regularly by the end of each month for services performed. Invoices cannot
be turned in for more than a 30-day period. Contractor must submit final invoice within thirty (30) days of
completion of scope of work. Completion of scope of work will be acknowledged, in writing, by the Local
Government Debris Manager.
The Contractor shall bill and the Local Government shall pay the unit prices set forth therein. Payment will be
made by the Local Government within thirty (30) days of receipt of an accurate invoice, approved by the by
the Contract Coordinator.
11.0 Scope of Work
General: Work shall consist of clearing and removing any and all eligible debris as defined by the Federal
Emergency Management Agency (“FEMA”) Public Assistance Policy and Guidance, latest version, all applicable
State and Federal Disaster Specific Guidances (“DSGs”) and policies, and as directed by the Local Government
Debris Manager. Work will include 1) examining debris to determine whether or not debris is eligible,
burnable or non-burnable, 2) loading the debris, 3) hauling the debris to an approved Debris Management Site
“DMS” or landfill, 4) reducing the debris, 5) hauling the debris to an approved disposal facility, and 6) properly
disposing the debris at the DMS or landfill.
Debris not defined as eligible by the Public Assistance Policy and Guidance (latest version) or State or Federal
DSGs or policies will not be loaded, hauled, or dumped under this contract unless written instructions are
given to the Contractor by the Local Government Debris Manager.
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July 17, 2019 Page 17
Contractors shall also provide disaster recovery technical program management assistance relating to
reimbursement of eligible damage costs from federal and state agencies when available to Local
Government’s officials. Selected contractors will be subject to constant observation by Local Government’s
debris monitoring staff. This staff, which may include a contracted specialist along with staff from other
government entities, will ensure debris removal efforts are within Public Assistance guidelines and in
compliance with all applicable Federal, State, and local regulations.
While intended for debris removal after any disaster, the primary focus for this work is debris generated by
storms. To provide a non-committal estimate of potential contract scope, the U.S. Army Corps of Engineers
“Hurricane Debris Estimating Model” was used to predict debris amounts.
These estimates are based on the U.S. Army Corps of Engineers planning formula using a Category 3 Hurricane
including a wet pre-storm with heavy vegetation and medium commercial multipliers. This is provided as an
example only. They are not exact and should not be so construed. It will be the responsibility of the
CONTRACTOR in conjunction with the DEBRIS MANAGER at the time of the event to make an actual
determination.
Formula: Q = H(C)(V)(B)(S) = Quantity of Debris in Cubic Yards
Carrboro:
H = P/3 = 20,000/3 = 6,667 (3 persons/household)
C = 26 (Factor for a Category 3 storm)
V= 1.5 (Multiplier for heavy vegetation)
B= 1.2 (Multiplier for medium commercial due to schools/stores/apartments)
S= 1.3 (Multiplier for wet storm event)
Q = 405,620 cubic yards
30% Clean Woody Debris = 121,686 cubic yards
70% Mixed C&D = 283,934 cubic yards
Chapel Hill:
H = P/3 = 59,000/3 = 19,667 (3 persons/household)
C = 26 (Factor for a Category 3 storm)
V= 1.5 (Multiplier for heavy vegetation)
B= 1.2 (Multiplier for medium commercial due to schools/stores/apartments)
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July 17, 2019 Page 18
S= 1.3 (Multiplier for wet storm event)
Q = 1,196,540 cubic yards
30% Clean Woody Debris = 358,962 cubic yards
70% Mixed C&D = 837,578 cubic yards
Hillsborough:
H = P/3 = 7,364/3 = 2,455 (3 persons/household)
C = 26 (Factor for a Category 3 storm)
V= 1.5 (Multiplier for heavy vegetation)
B= 1.2 (Multiplier for medium commercial due to schools/stores/apartments)
S= 1.3 (Multiplier for wet storm event)
Q = 149,362 cubic yards
30% Clean Woody Debris = 44,809 cubic yards
70% Mixed C&D = 104,553 cubic yards
Orange County:
H = P/3 = 144,000*/3 = 48,000 (3 persons/household) [*Population number includes total population
for entire County, including municipal jurisdictions.]
C = 26 (Factor for a Category 3 storm)
V= 1.5 (Multiplier for heavy vegetation)
B= 1.2 (Multiplier for medium commercial due to schools/stores/apartments)
S= 1.3 (Multiplier for wet storm event)
Q = 2,920,320 cubic yards
30% Clean Woody Debris = 876,096 cubic yards
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July 17, 2019 Page 19
70% Mixed C&D = 2,044,224 cubic yards
All costs associated with the documentation and recovery process shall be included in Contractor’s pricing in
the Schedules attached. Proposers shall have proven experience with overall management and FEMA
requirements including alternative procedures that may be available under pilot programs as well as all rules
and regulations to qualify for this scope of work.
Any and all permits that are necessary for the disposal of storm debris will be the contractor’s responsibility to
obtain in a timely manner.
Contractor should adhere to applicable FEMA and other federal policies in place at the time of contract
activation. Contracts funded with federal grant or loan funds must be procured in a manner that conforms
with all applicable Federal laws, policies, and standards, including those under the Uniform Guidance (2 CFR
Part 200).
Description of Designated Area: The designated area for debris removal is bounded by the limits of the Local
Government and includes all public rights-of-way (ROWs), easements, Local Government parks, and alleys.
Debris removal performed on roadways will be performed as identified by the Local Government Debris
Manager.
Carrboro: There are approximately 47 center line miles of Town of Carrboro maintained roads and 20
center line miles of state maintained roads within the designated area. It is anticipated that if the NC
DOT is performing road clearing on state maintained roads (primary and secondary), then the Town of
Carrboro will not activate our contracts for road clearance on NC DOT roads. The Town of Carrboro
does not have a pre-existing memorandum of understanding with NC DOT for clearing NC DOT
roadways in lieu of the NC DOT.
Chapel Hill: There are approximately 165 center line miles of Town of Chapel Hill maintained roads
and 67 center line miles of state maintained roads within the designated area. It is anticipated that if
the NC DOT is performing road clearing on state maintained roads (primary and secondary), then the
Town of Chapel Hill will not activate our contracts for road clearance on NC DOT roads. The Town of
Chapel Hill does not have a pre-existing memorandum of understanding with NC DOT for clearing NC
DOT roadways in lieu of the NC DOT.
Hillsborough: There are approximately 36 center line miles of Town of Hillsborough maintained roads
and 13 center line miles of state maintained roads within the designated area. It is anticipated that if
the NC DOT is performing road clearing on state maintained roads (primary and secondary), then the
Town of Hillsborough will not activate our contracts for road clearance on NC DOT roads. The Town of
Hillsborough does not have a pre-existing memorandum of understanding with NC DOT for clearing
NC DOT roadways in lieu of the NC DOT.
Orange County: There are approximately 836 NC DOT maintained road miles in Orange
County. Orange County has a current memorandum of understanding with NC DOT authorizing the
County to request release of certain NC DOT maintained roads within the County for the purpose of
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July 17, 2019 Page 20
vegetative debris removal during a federally declared event. See Orange County Debris Management
Plan for additional information.
All debris identified by the Local Government Debris Manager shall be removed. The Contractor shall make
multiple complete passes through the Local Government, removing all debris along each street right-of-way.
Partial removal of debris piles is strictly prohibited. The Contractor shall not move from one designated work
area to another designated work area without prior approval from the Local Government or its representative.
Any eligible debris, such as fallen trees, which extends onto the ROW from private property shall be cut at the
point where it enters the ROW and that part of the debris which lies within the ROW shall be removed. The
Contractor shall not enter onto private property during the performance of this contract unless specifically
authorized by the Local Government Debris Manager, in writing. No FEMA ineligible debris shall be hauled
from the designated area.
Contractor shall deliver debris to disposal sites that have been permitted to receive storm generated debris
and adhere to all state, local, and federal regulations.
Debris shall be reasonably compacted into the hauling vehicle. No limbs shall be allowed to protrude more
than 6” beyond the sides of the truck bed. Any debris extending above the top of the bed shall be secured in
place so as to prevent it from falling off. Measures must be taken to avoid the blowing of debris out of the
hauling vehicle during transport to the disposal site.
All debris shall be mechanically loaded and reasonably compacted into the trucks and trailers. Hauling
vehicles that are hand loaded or that require mechanical assistance for dumping will not be permitted to
dump at the DMS, unless approved in advance by the Local Government Debris Manager.
Loose leaves and small debris in excess of one bushel basket shall be removed within the designated area. No
debris shall be left on the road surface. No single piece of debris larger than six inches (6”) in any dimension
shall be left on site. Hand crews and rakes will be required.
Contractor will provide an on-site Project Manager to the Local Government and the Local Government Debris
Manager. The Project Manager shall provide a telephone number to the Local Government with which he or
she can be reached for the duration of the project. The Project Manager will be expected at daily meetings
with the Local Government Debris Manager and/or Local Government Debris Manager representatives. Daily
meeting topics will include, but not limited to, volume of debris collected, completion progress, Local
Government coordination, and damage repairs. Frequency of meetings may be adjusted by the Local
Government Debris Manager. Contractor Project Manager or designee must be available 24 hours a day, or as
required by the Local Government Debris Manager.
Documentation and Measurement: Prior to beginning any work, the Local Government, or its representative,
shall clearly number each truck hauling debris or piece of equipment loading debris. All vehicles must be
certified by the Local Government, or its representative, prior to debris collection. If a vehicle is working
under multiple contracts or for multiple communities, it must be re-certified by an authorized Local
Government representative each time it returns to work from other contracts or communities.
Contractor is responsible for ensuring that all subcontractors maintain valid driver’s licenses and equipment
legally fit for travel on the road.
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July 17, 2019 Page 21
“Load tickets” will be provided by the Local Government or its representative at the loading site for recording
volumes of debris removal.
Each ticket shall be of a type that consists of one original and four carbon-copy duplicates.
Load tickets will be issued by an authorized representative of the Local Government at the loading site. The
Local Government representative will keep one copy of the ticket, and give four copies to the vehicle
operator. Upon arrival at the dumpsite, the vehicle operator will give the four copies to the Local Government
representative at the dumpsite. Trucks with less than full capacities will be adjusted down by visual
inspection. This determination will be made by the Local Government representative present at the dumpsite.
The Local Government representative will validate, enter the estimated debris quantity, and sign the tickets.
The Local Government will keep the original copy and the three remaining duplicate copies will be returned to
the vehicle operator for the Contractor’s records.
Recent technological advancements have allowed for electronic or automated documentation of debris
removal. The use of an Automated Debris Management System (ADMS) is at the discretion of the Local
Government and its authorized representatives. The successful proposer should be prepared to manage a
debris removal operation that is documented using both paper based and electronic systems.
The Contractor shall give written notice of the location for work scheduled 24 hours in advance.
Equipment: All trucks and other equipment must be in compliance with all applicable federal, state, tribal,
and local rules and regulations. Any truck used to haul debris must be capable of rapidly dumping its load
without the assistance of other equipment and be equipped with a tailgate that will effectively contain the
debris during transport and permit the truck to be filled to capacity.
Sideboards or other extensions to the bed are allowable provided they meet all applicable rules and
regulations, cover the front and both sides, and are constructed in a manner to withstand severe operating
conditions. The sideboards are to be constructed of two inch (2”) by six inch (6”) boards or greater and not to
extend more than two feet (2’) above the metal bedsides. In order to ensure compliance, equipment will be
inspected by authorized Local Government representatives prior to its use by the Contractor.
Trucks or equipment designated for use under this contract shall not be used for any other work during the
working hours of this contract. The Contractor shall not solicit work from private citizens or others to be
performed in the designated work area during the period of this contract. Under no circumstances will the
Contractor mix debris hauled for others with debris hauled for the Local Government.
Equipment used under this contract shall be rubber-tired and sized properly to fit loading conditions.
Excessive size equipment (100 CY and up) and non-rubber tired equipment must be approved for use on the
road by the Local Government Debris Manager.
Hand loaded vehicles are prohibited unless pre-authorized, in writing, by the Local Government Debris
Manager, following the event. All hand-loaded vehicles will receive an automatic 50% deduction for lack of
compaction.
Use of Local Resources: The Contractor shall give first priority to utilizing resources located within the disaster
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 22
or emergency area.
Working Hours: Typically, working hours will be Monday through Saturday, 7:00 AM through 7:00 PM, and
Sunday, 1:00 PM through 7:00 PM. Hours may vary depending on the nature of the event.
Safety: Contractor shall be solely responsible for providing and maintaining a safe work environment at all
work sites. Contractor shall take all reasonable steps to insure safety for both workers and visitors to the
site(s) to include traffic control. Contractor will also be solely responsible to ensure that all OSHA
requirements are met and a safety officer is assigned to the project during the duration of this contract. All
work shall be accomplished in a safe manner in accordance with EM 385-1-1 (U.S. Army Corps of Engineers,
Safety and Health Requirements).
Traffic Control: The Contractor shall be responsible for control of pedestrian and vehicular traffic in the work
area. The Contractor shall mitigate impact on local traffic conditions to all extents possible. The Contractor is
responsible for establishing and maintaining appropriate traffic control in accordance with the latest Manual
of Uniform Traffic Control Devices. The Contractor shall provide sufficient signing, flagging and barricading to
ensure the safety of vehicular and pedestrian traffic at all debris removal, reduction and/or disposal site(s). All
barricades, warning signs, lights, temporary signals, other protective devices, flagmen and signaling devices
used under the performance of this work shall conform to the minimum requirements as set out in the
Manual on Uniform Traffic Control Devices for Streets and Highways, Part VI, prepared by the National Joint
Committee on Uniform Traffic Control Devices.
Contractor shall provide qualified flagmen where necessary to direct the traffic and shall take all necessary
precautions for the protection of the work, and the safety of the public.
Work Safety: The Contractor shall provide and enforce a safe work environment as prescribed in the
Occupational Safety and Health Act of 1970, as amended. The Contractor will provide such safety equipment,
training and supervision as may be required by Local Government. The Contractor shall ensure that its
subcontracts contain a similar safety provision.
The Contractor shall supervise and direct the work, using skilled labor and proper equipment for all tasks.
Safety of the Contractor's personnel and equipment is the responsibility of the Contractor to include
maintaining all OSHA safety records and inspections as may be required for this type of service. Additionally,
the Contractor shall pay for all materials, personnel, taxes, and fees necessary to perform under the terms of
this contract.
The Contractor shall be responsible for installing site security measures and maintaining security for the
operation at the site.
The Contractor shall be responsible for fire protection and shall manage the site to minimize the risk of fire.
Damage to Public or Private Property: Contractor is responsible for all damage, injury, or loss to any property
caused by the Contractor’s debris removal activities/operations.
Contractor shall restore all disturbed areas to their original condition, including re-grading, use of rye grass
Disaster Debris Clearance and Removal Services
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July 17, 2019 Page 23
and permanent grass, and any other means determined to be necessary.
Contractor failure to restore damage to public or private property to the satisfaction of the Local Government
will result in the Local Government withholding retainage money in an amount sufficient to make necessary
repairs.
Existing Utilities: Some trees and debris which are to be removed under this contract may be blocked or
entangled with overhead power, telephone, and television cables. In this case, it shall be Contractor’s
responsibility to coordinate directly with the utility owners to arrange for the removal of the debris without
damage to the overhead utility lines. Contractor shall pay all such costs to the utility company for any
adjustments for damages caused by Contractors debris removal activities/operations.
Contractor shall make the necessary repairs or pay all costs incurred to repair damaged utilities, as
determined by the affected utility company.
The following is a list of utility owners believed to have facilities in the project area:
Orange County Water & Sewer Authority (OWASA) (919) 968-4421
Duke Energy (800) 777-9898
PSNC (877) 776-2427
AT&T (800) 432-1424
Spectrum (Cable) (919) 595-4892
This list is included for the Contractor’s reference and is not intended to be a comprehensive list of all utility
owners.
Environmental Protection: All chemicals of whatever nature used during project construction or furnished for
project operation must show EPA or USDA approval certification. Their use and disposal of all residues shall
be in strict compliance with instructions.
The Contractor shall, at its own expense, ensure that noise and dust pollution is minimized to comply with all
local and state ordinances and the approval of the Local Government Debris Manager. Contractor shall
comply in a timely manner with all directions of the Local Government Debris Manager regarding the use of a
water truck or other approved dust abatement measures.
The Contractor shall comply with all laws, rules, regulations and ordinances regarding environmental
protection.
A. Emergency Road Clearance
Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to clear and remove
debris from the Local Government’s primary transportation routes/roadways to make them passable
immediately following a declared disaster event. All roadways designated by the Local Government
Debris Manager shall be clear and passable within a reasonable period of time from the issuance of a
Notice to Proceed from the Local Government to conduct emergency roadway clearance work. Clearance
Disaster Debris Clearance and Removal Services
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July 17, 2019 Page 24
of these roadways will be performed as identified by the Local Government Debris Manager.
B. Debris Processing
All debris processing shall include, but not be limited to: reduction by tub grinding or chipping and/or
incineration when approved by Local Government. Prior to reduction, all debris shall be segregated
between vegetative and clean, woody debris; construction and demolition debris; white goods; recyclable
debris and household hazardous wastes. Debris collected by Contractor at right-of-way may, with written
approval of the Local Government, be hauled directly to the nearest lawfully permitted landfill, bypassing
the DMS.
C. Debris Removal from Public Property
Work consists of removal of vegetative debris, construction and demolition debris (“C & D Debris”), or
other debris from public right-of-way and other public properties. Work may consist of removal of debris
beyond the limits of public rights-of-way as necessary to abate imminent and/or significant threats to
public health and safety of the community, when directed by Local Government.
D. Right-of- Way Vegetative Debris Removal
Vegetative debris existing in the Local Government right-of-way is defined as debris resulting from a storm
or disaster which has been or will be placed along public rights-of-way, easements, Local Government
parks, alleys, and Local Government debris staging areas. This includes, but is not limited to:
• Damaged and disturbed trees, tree limbs, bushes, shrubs, brush, untreated lumber and wood
products.
• Uprooted trees and/or stumps, tree root balls, trunks, limbs, branches, bags of leaves, and piles of
leaves larger than a bushel basket.
• Broken tree limbs on trees which measure more than two inches in diameter at the point of break.
• Remains of standing trees which are damaged beyond salvage.
Work shall consist of all labor, equipment, fuel, and miscellaneous costs to pick up and transport
vegetative debris existing in the Local Government right-of-way to a Local Government approved DMS or
other designated disposal facility.
Cranes may be required for removal of large trees and stumps. Chain saw crews may be required to cut up
large trees and stumps.
Vegetative debris which is piled in immediate close proximity to the actual legal street right-of-way, and
which is accessible from the right-of-way line with loading equipment (i.e., not behind a fence or other
physical obstacle) will be deemed to be on the right-of-way, and is to be removed.
Removal of vegetative debris in Local Government rights-of-way will be performed as identified by the
Local Government Debris Manager.
E. Right-of-Way Construction and Demolition (C&D) Debris Removal
Disaster Debris Clearance and Removal Services
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July 17, 2019 Page 25
C&D debris existing in a Local Government right-of-way is defined as debris resulting from a storm or
disaster which has been or will be placed along public rights-of-way, easements, Local Government parks,
alleys, and Local Government debris staging areas. This includes, but is not limited to:
• Building materials, including wood structural members, concrete blocks, window glass, siding, and roofing materials including shingles or metal roofing panels. • Household debris, consisting of damaged furniture and appliances, flooring materials, and the like. • Treated timber, plastic, rubber products, sheet rock, cloth items, and carpeting materials. • Metal Debris – Various thicknesses of corrugated metal and other thin sheet metal products.
Work shall consist of all labor, equipment, fuel, and miscellaneous costs to pick up and transport C&D
debris existing in Local Government rights-of-way to a Local Government approved DMS or other
designated disposal facility.
C&D debris which is piled in immediate close proximity to the actual legal street right-of-way, and which is
accessible from the right-of-way line with loading equipment (i.e., not behind a fence or other physical
obstacle) will be deemed to be on the right-of-way, and is to be removed.
Removal of C&D debris existing in Local Government rights-of-way will be performed as identified by the
Local Government Debris Manager.
F. Removal of Leaning Trees, Hanging Limbs, and Extraction of Uprooted Stumps
Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to remove all
hazardous trees six inches (6”) or larger in diameter if the tree has 50% or more of the root-ball exposed;
hanging limbs two inches (2”) or greater at the point of break; and uprooted stumps existing in the Local
Government right-of-way.
For trees that have less than 50 % of the root-ball exposed, flush cut the tree to ground level and dispose
of the cut portion based on volume or weight.
Debris generated from the removal of hazardous trees, hanging limbs two inches (2”) or greater, and
uprooted stumps existing in Local Government rights-of-way will be transported to a Local Government
approved DMS or other designated disposal facility.
Removal and transportation of hazardous trees, hanging limbs two inches (2”) or greater, and uprooted
stumps existing in the Local Government right-of-way and private property, as well as scattered vegetative
debris on private property, will be performed as identified by the Local Government Debris Manager.
All disaster specific eligibility guidelines regarding size and diameter of leaning trees and uprooted stumps
will be communicated to the Contractor, in writing, by the Local Government Debris Manager.
Entry onto private property for the removal of vegetative hazards will only be permitted when directed by
the Local Government or its authorized representative. The Local Government will provide specific Right-
of-Entry (“ROE”) legal and operational procedures.
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G. Hazardous Stump Extraction and Removal
The Contractor shall extract and remove all stumps that have 50% or more of the root-ball exposed if the
stumps are 2 feet (24”) or larger in diameter and measure 2 feet above the ground and are determined to
be hazardous to public access as directed by Local Government Debris Manager. Stumps will be hauled to
DMS where they shall be inspected and categorized by size. Hazardous stumps less than twenty-four
inches (24”) in diameter will not be paid on a per unit extraction rate.
Backfilling of stump root-ball holes where 50% or more of the root-ball was exposed is required; Clean fill
dirt shall be compacted as directed by Local Government Debris Manager.
If grinding a stump in-place is less costly than extraction, grinding the stump in-place may be an
alternative and directed by the Local Government Debris Manager.
Areas with known or high potential for archaeological resources usually requires that FEMA further
evaluate and consult with the State Historic Preservation Officer (SHPO) or Tribal Historic Preservation
Officer (THPO). If the Contractor discovers any potential archeological resources during stump removal,
the Contractor must immediately cease work and notify the Local Government Debris Manager.
For stumps that have less than 50% of the root-ball exposed, flush cut the item at ground level and
dispose of the cut portion based on volume or weight. Grinding any residual stump is not eligible.
Removal of stumps smaller than 2 feet (24”) in diameter will be directed by the Local Government Debris
Manager.
H. Canal/Waterway Debris Removal
Contractor shall remove storm debris from drainage canals and ditches at direction of the Local
Government. This work could include removal of marine vessels and other vehicles. The Local
Government will seek approval by FEMA to use Public Assistance funding. If approved, efforts will be
monitored for strict compliance with federal regulations regarding eligibility for reimbursement costs. The
Local Government may direct and fund this effort independently if FEMA approval is not obtained.
Debris removal work may be done from land or the waterway based on the specific situation and in
consultation with State and Federal Officials. Typically, work will be done in the most cost effective and
logistically feasible method.
I. Demolition, Removal, & Transport of Non-Regulated Asbestos Containing Material (RACM)
(C&D) Structures
Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to demolish eligible
structures on private property within the jurisdictional limits of the Local Government. Work may include
decommissioning, utility disconnects, and permit costs necessary to demolish a structure.
Entry onto private property for the removal of eligible Non-RACM (C&D) debris will only be permitted
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Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 27
when directed by the Local Government or its authorized representative. The Local Government will
provide specific Right of Entry (ROE) legal and operational procedures. Further, debris generated from the
demolition of structures, as well as eligible scattered C&D debris on private property, will be transported
to a Local Government approved DMS or other designated disposal facility.
Contractor is required to strictly adhere to any and all local, state, and federal regulatory requirements for
the demolition of structures.
J. Demolition, Removal and Transport of RACM Structures
Work shall consist of all labor, equipment, fuel, traffic control costs, and other associated costs necessary
to decommission, demolish, and dispose of eligible RACM structures on private property within the
jurisdictional limits of the Local Government. Work will include decommissioning, utility disconnects, and
permit costs necessary to demolish a structure. Work will include ACM testing, decommissioning,
structural demolition, debris removal, and site remediation.
Entry onto private property for the removal of eligible RACM (C&D) debris will only be permitted when
directed by the Local Government or its authorized representative. The Local Government will provide
Right of Entry (ROE) operational procedures. Further, eligible debris generated from the demolition of
structures, as well as eligible scattered C&D debris on private property, will be transported to an Local
Government-approved final disposal site.
Contractor is required to strictly adhere to any and all local, state, and federal regulatory requirements for
the demolition of structures.
K. Debris Management Site (DMS): Management and Operations
Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to manage and operate
DMS for the acceptance, management, segregation, and staging of disaster related debris. DMS layout
and ingress and egress plan must be approved by the Local Government Debris Manager.
Debris at the DMS will be clearly segregated and managed according to the separately priced collection
operations. The Local Government and/or Local Government Debris Manager reserves the right to inspect
the DMS, verify quantities, and review operations at any time.
Contractor is responsible for providing DMS traffic control, dust control, and 24-hour site security.
Contractor shall provide a tower from which the Local Government or its authorized representative can
make volumetric load calls. The tower will be provided by the Contractor and must meet the minimum
specifications described below.
Upon completion of haul-out activities, Contractor shall remediate the site to pre-disaster condition and
obtain a written release from the Local Government or its authorized representative.
The management of DMS locations includes assistance in obtaining necessary local, state, and federal
permits and operating in accordance with all local, state, and federal regulatory agencies. In addition,
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July 17, 2019 Page 28
Contractor is responsible for operating the DMS in accordance with Occupational Health and Safety
Administration (“OSHA”) guidelines.
L. Debris Site Tower Specifications
The Contractor shall provide one tower at each debris management site for the use of Local Government
representatives during their inspection of dumping operations. The inspection platform of the tower shall
be constructed at a minimum height of 10’ from surrounding grade to finish floor level, have a minimum
eight feet (8’) by eight feet (8’) of usable floor area, be covered by a roof with two feet (2’) overhangs on
all sides, and be provided with appropriate railings and a stairway. Platform shall be enclosed, starting
from platform floor level and extending up four feet (4’), on all four (4) sides.
The Contractor shall provide one portable toilet at each dumpsite for the use of Local Government
representatives during their inspection of dumping operations. The portable toilet shall be provided prior
to start of any dumping operations and kept in a sanitary condition by the Contractor throughout the
duration of dumping operations.
Care shall be taken to place the towers at a sufficient distance away from any reduction operations. If
necessary, dumping operations may be temporarily suspended by the Local Government Debris Manager
due to unsuitable conditions at the tower.
M. Grinding (Reduction of Storm Generated Debris)
Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to reduce storm
generated debris by grinding. Reduction methods are at the discretion of the Local Government Debris
Manager. Grinding must be approved by the Local Government Debris Manager prior to commencement
of reduction activities.
All un-reduced storm debris must be staged separately at the DMS.
Contractor must obtain approval to reduce C&D debris from Local Government Debris Manager. If
approved for reduction by Local Government Debris Manager, C&D debris must be reduced via grinding in
order for the Local Government to compensate the Contractor for reduction. Incineration or mauling of
C&D is not an acceptable method of C&D reduction.
N. Incineration (Reduction of Storm Generated Debris)
Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to reduce storm
generated debris by incineration. Reduction methods are at the discretion of the Local Government
Debris Manager. Incineration must be approved by the Local Government Debris Manager prior to
commencement of reduction activities.
All un-reduced storm debris must be staged separately at the DMS.
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July 17, 2019 Page 29
O. Haul-Out of Reduced Debris to Final Disposal Site
Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to pick up and
transport reduced material existing at a Local Government approved DMS to a final disposal facility.
All un-reduced storm debris must be transported to a final disposal facility separately from reduced
debris.
P. Household Hazardous Waste Removal, Transport, and Disposal
Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary for the removal,
transportation, and disposal of Household Hazardous Waste (“HHW”).
The removal, transportation, and disposal of HHW includes obtaining all necessary local, state, and federal
handling permits and operating in accordance with all local, state, and federal regulatory agencies.
Q. Abandoned Vessel Removal
Work shall consist of the removal of abandoned vessels from Local Government Waterways. The removed
vessels will be hauled to a Local Government approved staging area for a limited timeframe and
subsequently disposed of by the appropriate regulatory agency.
R. Abandoned Vehicle Removal
Work shall consist of the removal and haul out of abandoned vehicles in areas identified and approved by
the Local Government. The removed vehicles will be hauled to a Local Government approved staging area
for a limited timeframe and subsequently disposed of by the appropriate regulatory agency.
S. Animal Carcass Removal and Disposal
Work shall consist of the removal of animal carcasses in areas identified and approved by the Local
Government. The carcasses will be hauled to a Local Government approved staging area and
subsequently disposed of by the appropriate regulatory agency.
T. Vehicle and/or Vessel Aggregation Sites
Work shall consist of all labor, equipment, fuel and miscellaneous costs associated with the operation of a
vehicle and/or vessel aggregation site.
These sites shall be fenced, lighted, and secured according to applicable state regulations. The Contractor
must be prepared to operate the sites to receive vehicles or vessels up to twenty-four hours a day and up
to seven days a week as required by the Local Government. Vehicles or vessels will be stored in a manner
to permit inspection by authorized agencies as required, or for reclamation by owners. Contractor shall
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Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 30
also be prepared to provide 24-hour security if security is not otherwise provided for.
Vehicles and vessels will be stored in locations identifiable by row and column number and letter and by
GPS coordinates. Location identifiers will be associated to the vehicle or vessel records in the Contractor’s
site tracking database.
U. White Goods
The Contractor(s) may expect to encounter white goods available for disposal. White goods will constitute
household appliances as defined in FEMA Public Assistance Program and Policy Guide established in April
2019. Proper disposal of Freon is required. The Contractor will handle the disposition of all white goods
encountered in accordance with applicable federal, state and local laws.
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July 17, 2019 Page 31
Schedule 1 – Unit Rate Price Sheet
RFP #Q19-39 Disaster Debris Clearance and Removal Services
DO NOT INCLUDE TIPPING FEES IN UNIT COST
Tipping fees should not be included in the unit price on the proposal form; however, the successful
contractor will submit invoices indicating the unit cost and the tipping fee. The successful
contractor will be paid the unit cost and the actual tipping fee. Tipping fees will not be waived.
*See Specialty Removal Section for Collect and Haul from Parks.
*For Services rendered after the initial 72-hour period
The Local Government may NOT allow the usage for all methods listed below; however, pricing
is requested in the event it is needed.
Category Field Name and Description
Estimated
Quantity
(a)
Unit
(b)
Unit Price
(c)
Line Item
Price
(a) x (c)
Vegetative
Collect
and Haul
0-15 Miles Veg from ROW to DMS or final disposal
Vegetative collect and removal for a haul distance up
to 15 miles 1 CY 16-30 Miles Veg from ROW to DMS or final disposal
Vegetative collect and removal for a haul distance up
between 16 and 30 miles 1 CY 31-60 Miles Veg from ROW to DMS or final disposal
Vegetative collect and removal for a haul distance
between 31 and 60 miles 1 CY 60+ Miles Veg from ROW to DMS or final disposal
Vegetative collect and removal for a haul distance
greater than 60 miles 1 CY Single Price Veg from ROW to DMS or final disposal
A single price vegetative collect and removal for any
haul distance 1 CY
Management
and
Reduction
Grinding
Grinding/chipping vegetative debris 1 CY Grinding
Grinding/chipping C&D debris 1 CY Air Curtain Burning
Air Curtain Burning vegetative debris 1 CY Open Burning
Open Burning vegetative debris 1 CY Debris Management Site Management
Preparation, management, and segregating at
debris management site, build tower, return DMS
to pre-disaster condition.
1 CY
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July 17, 2019 Page 32
Schedule 1 – Unit Rate Price Sheet - Continued - Page 2 of 5
*See Specialty Removal Section for Collect and Haul from Parks.
*For Services rendered after the initial 72 hour period
The Local Government may NOT allow the usage for all methods listed below; however, pricing
is requested in the event it is needed.
Category Field Name and Description
Estimated
Quantity
(a)
Unit
(b)
Unit Price
(c)
Line Item
Price
(a) x (c)
C & D
Collect and
Haul
0 – 15 Miles C&D from ROW to DMS or final disposal
C&D collect and removal for a haul up to 15 miles 1 CY 16 – 30 Mile C&D from ROW to DMS or final disposal
C&D collect and removal for a haul distance between
16 and 30 miles 1 CY 31–60 Miles C&D from ROW to DMS or final disposal
C&D collect and removal for a haul distance between
31 and 60 miles 1 CY 60+ Miles C&D from ROW to DMS or final disposal
C&D collect and removal for a haul distance greater
than 60 miles 1 CY Single Price C&D from ROW to DMS or final disposal
A single price C&D collect and removal for any haul
distance 1 CY
Final
Disposal
from DMS
0 – 15 Miles from DMS to Final Disposal
Transport processed debris from DMS to final
disposal 0 – 15 miles 1 CY 16 - 30 Miles from DMS to Final Disposal
Transport processed debris from DMS to final
disposal 16 – 30 miles 1 CY 31 - 60 Miles from DMS to Final Disposal
Transport processed debris from DMS to final
disposal 31 –60 miles 1 CY 60+ Miles from DMS to Final Disposal
Transport processed debris from DMS to final
disposal 60+ miles 1 CY Single Price from DMS to Final Disposal
A single price transport of processed debris from DMS to final disposal 1 CY
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Schedule 1 – Unit Rate Price Sheet – Continued - Page 3 of 5
All debris generated by these tree operations will be placed on the ROW and removed and paid per unit prices
for vegetative debris removal in Schedule 1.
*** Refer to the Federal Emergency Management Agency (“FEMA”) Public Assistance Policy and Guidance,
latest version
*For Services rendered after the initial 72 hour period
The Local Government may NOT allow the usage for all methods listed below; however, pricing
is requested in the event it is needed.
Category Field Name and Description
Estimated
Quantity
(a)
Unit
(b)
Unit Price
(c)
Line Item
Price
(a) x (c)
Tree
Operations
Hazardous Trees 6” – 12.99”
Hazardous tree removal for a 6 – 12.99” inch
trunk diameter 1 TREE Hazardous Trees 13” – 24.99”
Hazardous tree removal for a 13 – 24.99 inch
trunk diameter 1 TREE Hazardous Trees 25” – 36.99”
Hazardous tree removal for a 25 - 36.99 inch
trunk diameter 1 TREE Hazardous Trees 37” – 48.99”
Hazardous tree removal for a 37 – 48.99 inch
trunk diameter 1 TREE Hazardous Trees 49”+
Hazardous tree removal for a 49+ inch trunk
diameter 1 TREE Trees with Hazardous Limbs 2” in diameter or greater at point of break
Hazardous hanging limb removal 1 TREE ***Hazardous Stumps <24” for Removal only (no extraction allowed) based on a 12” Stump 1 CY Hazardous Stumps >24” – 36.99”
Hazardous stump extraction and removal
for a 24 – 36.99 inch stump diameter 1 STUMP Hazardous Stumps >37” – 48.99”
Hazardous stump extraction and removal for a 37
– 48.99 inch stump diameter 1 STUMP Hazardous Stumps >49”+
Hazardous stump extraction and removal
for a 49+ inch stump diameter 1 STUMP Stump Fill Dirt
Fill dirt for stump holes after removal 100 CY
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Schedule 1 – Unit Rate Price Sheet – Continued - Page 4 of 5
*For Services rendered after the initial 72 hour period
The Local Government may NOT allow the usage for all methods listed below; however, pricing
is requested in the event it is needed.
Category Field Name and Description
Estimated
Quantity
(a)
Unit
(b)
Unit Price
(c)
Line Item
Price
(a) x (c)
Specialty
Removal
Waterway Debris Removal (Land Based)
Debris Removal from canals, rivers, creeks,
streams, and ditches 1 CY Waterway Debris Removal (Marine Based)
Debris Removal from canals, rivers, creeks,
streams, and ditches 1 CY Sand Collection and Screening
Pick up, screen, and return debris laden
sand/mud/dirt/rock 1 CY Vehicle Removal
Removal of eligible vehicle 1 UNIT Vessel Removal (Land)
Removal of eligible vessel 1 LF Vessel Removal (Marine)
Removal of eligible vessel from waterway 1 LF Carcass Removal
Removal of debris that will decompose
(animals and organic fleshy matter) 1 POUND ROW White Goods Removal
Pick up and haul of white goods to disposal site 1 UNIT Freon Management
Freon management and recycling 1 UNIT Demolition of Private Structure (C&D) 125 CY Demolition of Private Structure (RACM) 125 TON Electronic Waste
Removal of electronic debris that contain hazardous
materials, such as cathode ray tubes. Includes
computers monitors and televisions.
1 POUND Putrescent Removal
Removal of debris that will decompose or rot
(animals and organic fleshy matter) 1 POUND Bio-waste
Removal of waste capable of causing infection to
humans (animal waste, human blood, pathological
waste).
1 POUND
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July 17, 2019 Page 35
Household Hazardous Waste (HHW)
HHW removal and disposal 1 POUND Vegetative Collect and Haul from Parks
A single price vegetative collect and removal for any
haul distance from parks 1 CY C&D Collect and Haul from Parks
A single price C&D collect and removal for any haul
distance from parks 1 CY
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 36
Schedule 2 – Hourly Equipment and Labor Price Schedule
**** For services rendered during the first seventy (72) hours. ****
The first seventy (70) hours of service under this contract shall be for emergency road clearance only.
The hourly equipment rate provided below shall include the cost of labor for the operator.
Hourly line items should be priced on one unit for one-hour operation.
Equipment Type Hourly Equipment Rate
Bobcat Loader
Bucket Truck w/Operator
Crane
Crash Truck w/Impact Attenuator
Dozer, Tracked, D5 or similar
Dozer, Tracked, D6 or similar
Dozer, Tracked, D7 or similar
Dozer, Tracked, D8 or similar
Dump Truck, 18 CY-20 CY
Dump Truck, 21 CY-30 CY
Generator and Lighting
Grader w/12’ Blade
Hydraulic Excavator, 1.5 CY
Hydraulic Excavator, 2.5 CY
Knuckleboom Loader
Lowboy Trailer w/Tractor
Mobile Crane (Adequate for hanging limbs/leaning trees)
Pickup Truck, .5 Ton
Truck, Flatbed
Water Truck
Wheel Loader, 2.5 CY, 950 or similar
Wheel Loader, 3.5 – 4.0 CY, 966 or similar
Wheel Loader, 4.5 CY, 980 or similar
Wheel Loader-Backhoe, 1.0 – 1.5 CY
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 37
Current Orange County Solid Waste Management Department Fees
(919) 968-2788
www.orangecountync.gov/recycling
Tipping fees will NOT be waived.
LANDFILL (*state disposal tax fee @ $2.00 per ton will be additional to the tonnage fees below*)
Construction and Demolition Waste
Per ton (1-ton minimum charge)
Pick-up Truck / Van / Trailer Load*
Car load
Debris resulting solely from construction,
remodeling, repair, or demolition. Inert debris
including brick, block, and uncontaminated
soils.
$ 40.00
$ 22.00
$ 5.00
Stumps and Landclearing Waste
Per ton (1-ton minimum charge)
$ 40.00
Mobile homes
Call ahead for an appointment.
Per section or single wide
Remove all furniture and personal items, and
drain all fluids prior to delivery. Appliances
and thermostats must be removed and can
be recycled separately at the Orange County
Landfill.
$ 200.00
Mattresses and Box Springs-
Residential
Businesses
Dry, clean and intact mattresses and box
springs will be recycled.
No charge
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 38
$10.00 per piece
Vegetative (Yard) Waste
Per ton (1-ton minimum charge)
Pick-up Truck / Van / Trailer Load*
Car load
Will be ground into mulch.
$ 20.00
$ 8.00
$ 3.00
Clean Wood Waste
Per ton (1-ton minimum charge)
Pick-up Truck / Van / Trailer Load
Car load
Will be ground for boiler fuel.
$ 20.00
$ 8.00
$ 3.00
Corrugated Cardboard No charge
Oyster Shells No charge
Electronics No charge
Tires (any size)
Residential/commercial tires
Stockpiled tires/ No State certification
No charge
$100.00/ton
Large Appliances (White Goods) Commercial size appliances must have
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 39
refrigerant removed prior to disposal.
No charge
Scrap Metal
Separated, clean loads of scrap metal.
No charge
All loads must be TARPED
C&D waste loads containing Regulated Recyclable Materials (i.e. corrugated cardboard, clean wood,
and scrap metal), are subject to a penalty fee. More than 1/3 cubic yard of banned materials per
load will be subject to double tip fee. Loads with 50% or more of these banned materials may pay
an additional fee of up to $500. The Orange County Solid Waste Management Department offers
reduced tip fees for these materials if they are separated for recycling prior to delivery to the
Orange County Landfill.
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 40
Non-Collusion Affidavit
Proposal Request No.XXXXX
State of North Carolina
Orange County
_________________________________________(name of individual), being first duly sworn, deposes and says that:
1. He/She is the ___________________________ (title) of __________________________________ (company
name), the proposer that has submitted the attached proposal;
2. He/She is fully informed respecting the preparation and contents of the attached proposal and of all pertinent
circumstances respecting such proposal;
3. Such proposal is genuine and is not a collusive or sham proposal;
4. Neither the said proposer nor any of its officers, partners, owners, agents, representatives, employees or parties in
interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, with
any other proposer firm or Person to submit a collusive or sham proposal in connection with the contract for
which the attached proposal has been submitted or to refrain from proposing in connection with such contract, or
has in any manner, directly or indirectly sought by agreement or collusion of communication or conference with
any other proposer, firm or person to fix the price or prices in the attached proposal or of any other proposers, or
to fix any overhead, profit or cost element of the proposal price of the proposal of any other proposer or to secure
through collusion, conspiracy, connivance or unlawful agreement any advantage against the Town or any person
interested in the proposed contract; and
5. The price or prices quoted in the attached proposal are fair and proper and are not tainted by any collusion,
conspiracy, connivance or unlawful agreement on the part of the proposer or any of its agents, representatives,
owners, employees, or parties in interest, including this affiant.
__________________________________ Signature
Seal
___________________________________ if Title Corporation
Date: ______________________________
This form must be notarized
SUBSCRIBED AND SWORN TO BEFORE ME,
This ______ day of ___________________, 2019
Notary Public _____________________________
My Commission Expires: ____________________
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 41
Certification Regarding Lobbying
“Byrd Anti-Lobbying Amendment, 31 U.S.C. § 1352 (as amended)
This certification requirement applies to all FEMA grant and cooperative agreement programs. Contractors that apply
or bid for an award of $100,000 or more shall file the required certification required by 49 CFR Part 20, “New
Restrictions on Lobbying.” Each tier certifies to the tier above that it will not and has not used federally appropriated
funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency,
a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with
obtaining any Federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Each tier shall also disclose the
name of any registrant under the Lobby Disclosure Act of 1995 who has made lobbying contacts on its behalf with non-
federal funds with respect to that federal contract, grant or award covered by 31 U.S.C. 1352. Such disclosures are
forwarded from tier to tier up to the recipient.
The offeror, by signing its offer, hereby certifies, to the best of his or her knowledge and belief that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person
for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an
officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of
any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any
cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal
contract, grant, loan, or cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing
or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee
of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or
cooperative agreement, the undersigned shall complete and submit Standard Form- LLL, “Disclosure Form to
Report Lobbying,” in accordance with its instructions.
3. The undersigned shall require that the language of this certification be included in the award documents for all
sub awards at all tiers (including subcontracts, sub grants, and contracts under grants, loans, and cooperative
agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or
entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31,
U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required
certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
The Contractor, ____________________________________________________, certifies or affirms the truthfulness and
accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees
that the provisions of 31 U.S.C. § 3801 et seq., apply to this certification and disclosure, if any.
____________________________________ _____________________________________________
Signature of Contractor’s Authorized Official Printed Name and Title of Contractor’s Authorized Official
Date: _______________________________
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 42
Proposer’s Bid Certification Form
To Whom It May Concern:
I have carefully examined the Request for Proposal and any other documents accompanying or make a part of this
Request for Proposal.
I hereby propose to perform the following Services as specified in this Request for Proposal No. Q19-39 at the rates
described on SCHEDULE 1 – UNIT RATE PRICE SCHEDULE and SCHEDULE 2 – HOURLY EQUIPMENT AND LABOR PRICE
SCHEDULE.
I certify that all information contained in this proposal is truthful to the best of my knowledge and belief. I further
certify that I am duly authorized to submit this proposal on behalf of the company as its act and deed and that the
company is ready, willing and able to perform if awarded the contract.
I further certify, under oath, that this proposal is made without prior understanding, agreement, connection,
discussion, or collusion with any other person, firm or corporation submitting a proposal for the same product or
service; no officer employee or agent of the Town or any other proposer is interested in said proposal; and that the
undersigned executed this Proposer’s Certification with full knowledge and understanding of the matters therein
contained and was duly authorized to do so.
This is an acknowledgement that FEMA financial assistance will be used to fund the contract only. The Contractor will
comply with all applicable federal laws regulations, executive orders, and the latest version of FEMA policies,
procedures, and directives.
It is distinctly understood that the Town reserves the right to reject any or all proposals.
_________________________________ Federal Tax ID: ______________________
Company Name
Phone: _____________________________
_________________________________
Authorized Signature Fax: _______________________________
_________________________________ Email: _____________________________
Printed or Typed Name and Title
NOTARIZE
_________________________________ Subscribed and sworn to before me this ______
Mailing Address day of__________________, 2019
_________________________________ Notary Public________________________________
City/State/Zip Code
My Commission expires: _______________________
(SEAL, if Corporation)
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 43
Certification Regarding Debarment and Suspension
The Use of any Contractor that has been declared debarred by the office of Federal Contract Compliance Programs
(OFCCP) is prohibited. Further the use of subcontractor(s) that has been declared debarred by OFCCP is prohibited. A
complete list of federally disbarred contractors can be found at www.sam.gov. It is the sole responsibility of the
Contractor to ensure that subcontractor(s) are in good standing with the OFCCP and not on the disbarment list.
The undersigned applicant certifies to the best of his or her knowledge and belief, that he applicant and its principals:
(a) are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded
from covered transactions by any Federal Department or agency;
(b) have not within a 3-year period preceding this proposal been convicted of or had a valid judgment rendered
against them for commission of fraud or a criminal offense in connection with obtaining, attempting to
obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction;
violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery,
falsification or destruction of records, making false statements, or receiving stolen property;
(c) are not presently indicted or otherwise criminally or civilly charged by a governmental entitle (Federal,
State, or local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and
(d) have not within a 3-year period preceding this application/proposal had one or more public transactions
(Federal, State, or local) terminated for cause or default.
Should the applicant not be able to provide this certification, an explanation as to why should be placed after the
assurances page in the application package.
The applicant agrees by submitting the proposal that it will include, without modification, the clause titled “Certification
Regarding Debarment, Suspension, in eligibility, and Voluntary Exclusion-Lower Tier Covered Transactions” in all
lower tier covered transactions (i.e., transactions with sub-grantees and/or contractors) and in all solicitations for lower
tier covered transactions.
______________________________ (Seal if Corporation )
Signature
______________________________
Title
Date: _________________________
NOTARIZE
SUBSCRIBED AND SWORN TO BEFORE ME,
This ______ day of ________________________, 2019
NOTARY PUBLIC ____________________________
My Commission Expires: ________________________
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 44
Appendix A-Sample Contracts
TOWN OF CARRBORO-SAMPLE CONTRACT
The awarded Contractor will be required to enter into a contract issued by the Town. Any exceptions
to the terms of this Agreement or additional terms must be included as requested in “6.0 Proposal
Requirements” Section 12.
FEDERAL FUNDS STANDARD SERVICE CONTRACT
NORTH CAROLINA SERVICE CONTRACT
TOWN OF CARRBORO
THIS CONTRACT is made, and entered into by and between the TOWN of CARRBORO, a
political subdivision of the State of North Carolina, (hereinafter referred to as “TOWN”, party of the first part
and _____________________, (hereinafter referred to as “CONTRACTOR”), party of the second part.
1. SERVICES TO BE PROVIDED
CONTRACTOR hereby agrees to provide services and/or materials under this contract (hereinafter
referred to collectively as “SERVICES” for ____ {Insert Name of Project}_______ pursuant to the
provisions and specifications identified in “Attachment 1”.
2. TERM OF CONTRACT
The term of this CONTRACT for services and supplies is from __________ to _____________.
3. PAYMENT TO CONTRACTOR
CONTRACTOR shall receive from TOWN an amount not to exceed $XXXXX. Unless otherwise
specified, CONTRACTOR shall submit a monthly itemized invoice to __________________ at the
______________Department of the Town of Carrboro, NC 27510. Payment will be processed within 30 days
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July 17, 2019 Page 45
upon receipt and approval of the invoice by TOWN. (Note: For contracts of short duration, e.g. less than 3
months, monthly invoices should be avoided, and only provide for payment after satisfactory completion of
the project.)
4. INDEPENDENT CONTRACTOR
TOWN and CONTRACTOR agree that CONTRACTOR is an independent contractor and shall not
represent itself as an agent or employee of TOWN for any purpose in the performance of CONTRACTOR’S
duties under this contract. Accordingly, CONTRACTOR shall be responsible for payment of all federal,
state and local taxes as well as business license fees arising out of CONTRACTOR’S activities in
accordance with this contract. For purposes of this contract taxes shall include, but not be limited to, Federal
and State Income, Social Security and Unemployment Insurance taxes.
CONTRACTOR, as an independent contractor, shall perform said services in a professional manner and
in accordance with the standards of applicable professional organizations and licensing agencies.
5. INSURANCE AND INDEMNITY
To the fullest extent permitted by laws and regulations, the CONTRACTOR shall indemnify and
hold harmless the TOWN and its officials, agents, and employees from and against all claims, damages,
losses, and expenses, direct, indirect, or consequential (including but not limited to fees and charges of
engineers or architects, attorneys, and other professionals and costs related to court action or arbitration)
arising out of or resulting from the performance of this Contract or the actions of the CONTRACTOR or its
officials, employees, or contractors under this Contract or under the contracts entered into by the
CONTRACTOR in connection with this Contract. This indemnification shall survive the termination of this
agreement.
In addition, CONTRACTOR shall comply with the North Carolina Workers’ Compensation Act and
shall provide for the payment of workers’ compensation to its employees in the manner and to the extent
required by such Act. CONTRACTOR shall supply TOWN with certification of insurance for workers’
compensation coverage with North Carolina statutory limits.
CONTRACTOR shall maintain, at its expense, the following minimum insurance coverage:
General Liability with Combined Single Limit Bodily Injury and Property Damage not less than
$1,000,000 and Products and Completed Operations Liability not less than $1,000,000.
CONTRACTOR agrees to furnish TOWN a certificate of insurance from an insurance company,
licensed to do business in the State of North Carolina and acceptable to TOWN verifying the existence of any
insurance coverage required by TOWN. The certificate will provide for thirty (30) days advance notice in the
event of termination or cancellation of coverage.
6. HEALTH AND SAFETY
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July 17, 2019 Page 46
CONTRACTOR shall be responsible for initiating, maintaining and supervising all safety precautions
and programs required by OSHA and all other regulatory agencies while providing services under this
contract.
7. NON-DISCRIMINATION IN EMPLOYMENT
CONTRACTOR shall not discriminate against any employee or applicant for employment because of
age, sex, race, creed, national origin, disability or on the basis of sexual orientation or gender
expression/identity. CONTRACTOR shall take affirmative action to ensure that applicants are employed and
that employees are treated fairly and legally during employment with regard to their age, sex, race, creed,
national origin, disability or on the basis of sexual orientation or gender expression/identity. In the event
CONTRACTOR is determined by the final order of an appropriate agency or court to be in violation of any
non-discrimination provision of federal, state or local law or this provision, this Contract may be canceled,
terminated or suspended in whole or in part by TOWN, and CONTRACTOR may be declared ineligible for
further TOWN contracts.
8. GOVERNING LAW
This contract shall be governed by and in accordance with the laws of the State of North Carolina. All
actions relating in any way to this contract shall be brought in the General Court of Justice in the County of
Orange and the State of North Carolina.
9. AMENDMENT
This contract may be amended only in writing by mutual agreement by both parties.
10. TERMINATION OF AGREEMENT
This contract may be terminated at any time by either party by written notice of a minimum of ninety (90)
days.
This contract may be terminated, for cause, by the non-breaching party notifying the breaching party
of a substantial failure to perform in accordance with the provisions of this contract and if the failure is not
corrected within ten (10) days of the receipt of the notification. Upon such termination, the parties shall be
entitled to such additional rights and remedies as may be allowed by relevant law.
Termination of this agreement, either with or without cause, shall not form the basis of any claim for
loss of anticipated profits by either party.
11. SUCCESSORS AND ASSIGNS
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July 17, 2019 Page 47
CONTRACTOR shall not assign its interest in this contract without the written consent of TOWN.
CONTRACTOR has no authority to enter into contracts on behalf of TOWN.
12. COMPLIANCE WITH LAWS
CONTRACTOR represents that it is in compliance with all Federal, State, and local laws, regulations
or orders, as amended or supplemented. The implementation or this contract will be carried out in strict
compliance with all Federal, State, or local laws regarding discrimination in employment.
13. NOTICES
All notices which may be required by this contract or any rule of law shall be effective when received
by certified mail sent to the following addresses:
TOWN OF CARRBORO
FINANCE OFFICER
301 WEST MAIN STREET
CARRBORO, NORTH CAROLINA, 27510
14. AUDIT RIGHTS
For all services being provided under this contract, TOWN shall have the right to inspect, examine,
and make copies of any and all books, accounts, invoices, records and other writings relating to the
performance of said services. Audits shall take place at times and locations mutually agreed upon by both
parties, although CONTRACTOR must make the materials to be audited available within one (1) week of
the request for them.
15. TOWN NOT RESPONSIBLE FOR EXPENSES
TOWN shall not be liable to CONTRACTOR for any expenses paid or incurred by
CONTRACTOR prior to the commencement date of contract, unless otherwise agreed in writing.
16. ENTIRE AGREEMENT
This Agreement and the attached document labeled “Attachment 1” shall constitute the entire
understanding between TOWN and CONTRACTOR and shall supersede all prior understandings and
agreements relating to the subject matter hereof and may be amended only by written mutual agreement of the
parties.
17. HEADINGS.
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July 17, 2019 Page 48
The subject headings of the paragraphs are included for purposes of convenience only and shall not
affect the construction or interpretation of any of its provisions.
18. E-VERIFY
The CONTRACTOR shall comply with the requirements of Article 2 of Chapter 64 of the North
Carolina General Statutes. CONTRACTOR shall require subcontractors to comply with the
requirements of Article 2, Chapter 64 of the North Carolina General Statutes.
19. IRAN DIVESTMENT ACT CERTIFICATION
Contractor hereby certifies that Contractor, and all subcontractors, are not on the Iran Final
Divestment List (“List”) created by the North Carolina State Treasurer pursuant to N.C.G.S. 147-
86.58. Contractor shall not utilize any subcontractor that is identified on the List.
20. DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL
Contractor certifies that Contractor has not been designated by the North Carolina State Treasurer as a
company engaged in the boycott of Israel pursuant to N.C.G.S. 147-86.81. It is the responsibility of each
contractor to monitor compliance with this restriction. Contracts valued at less than $1,000.00 are exempt
from this restriction.
21. FEDERAL FUNDS PROVISIONS
The ____ (Insert Name of Project} _____ project will be paid for, in part, by Federal funds. Therefore, pursuant
to 2 C.F.R. 200.326 and 200 C.F.R. Part 200 Appendix 2, the following Federal provisions apply, or may apply:
Equal Employment Opportunity (41 C.F.R. Part 60); Davis-Bacon Act (40 U.S.C. 3141-3148); Copeland ‘Anti-
Kickback” Act (40 U.S.C. 3145); Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708); Clean
Air Act (42 U.S.C. 7401-7671q); Federal Water Pollution Control Act (33 U.S. C. 1251-1387); Debarment and
Suspension (Executive Orders 12549 and 12689); Byrd Anti-Lobbying Amendment (31 U.S. C. 1352);
Procurement of Recovered materials (2 C.F.R. 200.322); and Record retention Requirements (2 C.F.R. 200.324).
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The CONTRACTOR hereby agrees that each clause of this CONTRACT has been read and fully
understands the meaning of the same and will comply with all of its terms.
TOWN OF CARRBORO CONTRACTOR
_______________________________ ______________________________
Title: Date Title: Date
ATTEST ATTEST
_______________________________ ______________________________
Title: Title:
This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal
Control Act.
________________________________________
Finance Officer
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TOWN OF CHAPEL HILL-SAMPLE CONTRACT
The awarded Contractor will be required to enter into a contract issued by the Town. Any exceptions
to the terms of this Agreement or additional terms must be included as requested in “6.0 Proposal
Requirements” Section 12.
STATE OF NORTH CAROLINA CONTRACT FOR
COUNTY OF ORANGE {DESCRIPTION OF SERVICES TO BE
PROVIDED UNDER THIS CONTRACT}
This Contract is made and entered into by and between the “Town of Chapel Hill”, herein “Town”, and
“{Contractor’s Full Legal Name}”, herein “Contractor”, for services hereinafter described for the Town of
Chapel Hill. This Contract is for {Description of Services to be Provided Under This Contract}.
WITNESSETH
That for and in consideration of the mutual promises and conditions set forth below, the Town and Contractor
agree:
1. Duties of the Contractor: The Contractor agrees to perform those duties described in Exhibit A
attached hereto and incorporated herein by reference.
2. Duties of the Town: The Town shall pay for the Contractor’s services as set forth in Exhibit A.
3. Fee Schedule and Maximum Sum: Contract amount is not to exceed {insert a not to exceed amount}.
Payment shall be made according to Exhibit A.
4. Federal Assistance. This Contract is funded, in whole or in part, by federal assistance. Accordingly,
the federal provisions contained in Exhibit B apply, as applicable.
5. Billing and Payment: The Contractor shall submit a bill to the Town for work performed under the
terms of this Contract. The Contractor shall bill and the Town shall pay the rates set forth therein.
Payment will be made by the Town within thirty (30) days of receipt of an accurate invoice, approved
by the contact person or his/her designee.
6. Indemnification and Hold Harmless: The Contractor agrees to indemnify and hold harmless the Town
of Chapel Hill and its officers, agents and employees from all loss, liability, claims or expense
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(including reasonable attorneys’ fees) arising from bodily injury, including death or property damage
to any person or persons caused in whole or in part by the negligence or willful misconduct of the
Contractor except to the extent same are caused by the negligence or misconduct of the Town.
7. Insurance Provisions: The Town requires evidence of Contractor’s current valid insurance (if
applicable) in the amounts stated below during the duration of the named project and further requires
that the Town be named as an additional insured for Comprehensive General Liability and Business
Automobile policies. The required coverage limits are: 1) Comprehensive General Liability and
Business Automobile - $1,000,000 per occurrence and 2) Workers’ Compensation - $100,000 for both
employer’s liability and bodily injury by disease for each employee and $500,000 for the disease
policy limit.
8. Non-Discrimination: The Contractor contractually agrees to administer all functions pursuant to this
Contract without discrimination because of race, creed, sex, national origin, age, economic status,
sexual orientation, gender identity or gender expression.
9. Federal and State Legal Compliance: The Contractor must be in full compliance with all applicable
federal and state laws, including those on immigration.
10. E-Verify: The Contractor shall comply with the requirements of Article 2 of Chapter 64 of the North
Carolina General Statutes. Further, should Contractor utilize a subcontractor(s), Contractor shall
require the subcontractor(s) to comply with the requirements of Article 2, Chapter 64 of the General
Statutes. Pursuant to North Carolina General Statute § 143-133.3 (c)(2), contracts solely for the
purchase of apparatus, supplies, materials, and equipment are exempt from this E-Verify provision.
11. Amendment: This Contract may be amended in writing by mutual agreement of the Town and
Contractor.
12. Termination: Except as may be set forth for certain described contracts in Exhibit B, either party may
terminate this Contract at any time by giving the other party thirty (30) days written notice of
termination prior to the end of the term as described herein.
13. Interpretation/Venue: This Contract shall be construed and enforced under the laws of North Carolina.
The courts and the authorities of the State of North Carolina shall have exclusive jurisdiction over all
controversies between the parties which may arise under or in relation to this Contract. In the event of
any dispute between the parties, venue is properly laid in Orange County, North Carolina for any state
court action and in the Middle District of North Carolina for any federal court action. Contrary to any
provision that may be contained in any exhibit attached hereto the Town shall not consent to 1)
resolving any dispute by means of arbitration and/or 2) waiver of a trial by jury.
14. Preference: In the event that the terms of any exhibit attached hereto are not consistent with the terms
of this Contract, this Contract shall have preference; provided that where either any exhibit attached
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hereto or this Contract establishes higher standards for performance by either party, the higher
standard, wherever located, shall apply.
15. Severability: The parties intend and agree that if any provision of this Contract or any portion thereof
shall be held to be void or otherwise unenforceable, all other portions of this Contract shall remain in
full force and effect.
16. Assignment: This Contract shall not be assigned without the prior written consent of the parties.
17. Entire Agreement: This Contract shall constitute the entire agreement of the parties and no other
warranties, inducements, considerations, promises, or interpretations shall be implied or impressed
upon this Contract that are not expressly addressed herein. All prior agreements, understandings and
discussions are hereby superseded by this Contract.
18. Construction Project Related Sales Tax: If applicable, the Contractor shall furnish the Town certified
statements setting forth, the cost of all materials purchased from each vendor and the amount of North
Carolina sales and use taxes paid thereon. In the event the Contractor makes several purchases from the
same vendor, the Contractor’s certified statement shall indicate the invoice number, the inclusive dates
of the invoices, the total amount of the invoices, and the North Carolina sales and use taxes paid
thereon. The Contractor’s certified statement shall also include the cost of any tangible personal
property withdrawn from the Contractor’s warehouse stock and the amount of North Carolina sales or
use tax paid thereon by the Contractor. The Contractor shall furnish such additional information as the
Commissioner of Revenue of the State of North Carolina may require to substantiate a refund claim by
the Town for sales or use taxes. The Contractor shall obtain and furnish to the Town similar certified
statements by the subcontractors. The certified statements to be furnished shall be in the form of the
standard CONTRACTOR’S SALES TAX REPORT and shall be submitted with each request for
payment. The Town will not make payment to the Contractor until the CONTRACTOR’S SALES
TAX REPORTS ARE SUBMITTED. Any and all refunds received by the Town of said taxes shall
remain with the Town, and the Contractor shall not be entitled to such refund.
19. Term: This Contract, unless amended as provided herein, shall be in effect until
{_______________________ ______}, 20{____}.
[SIGNATURES ON FOLLOWING PAGE.]
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This Contract is between the Town of Chapel Hill and {Contractor’s Full Legal Name} for {Description of
Services to be Provided Under This Contract}.
IN WITNESS WHEREOF, the parties hereto cause this agreement to be executed in their respective names.
{CONTRACTOR’S FULL LEGAL NAME}
_______________________________ ___________________________________
SIGNATURE PRINTED NAME & TITLE
_______________________________ ___________________________________
WITNESS PRINTED NAME & TITLE
TOWN OF CHAPEL HILL
________________________________________________
DEPARTMENT HEAD OR DEPUTY/TOWN MANAGER
________________________________________________
PRINTED NAME & DEPARTMENT
ATTEST BY TOWN CLERK:
____________________________
TOWN CLERK TOWN SEAL
Town Clerk attests date this the ______day of ___________, 20____.
Approved as to Form and Authorization
______________________________
TOWN LEGAL STAFF
This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal
Control Act.
_________________________________ ___________________________________
FINANCE OFFICER DATE
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Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 54
EXHIBIT A
This Exhibit will include the submitted proposal and this RFP as an attachment, incorporating requirements
by reference.
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Disaster Debris Clearance and Removal Services
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Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
July 17, 2019 Page 57
Disaster Debris Clearance and Removal Services
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TOWN OF HILLSBOROUGH-SAMPLE CONTRACT
The awarded Contractor will be required to enter into a contract issued by the Town. Any exceptions
to the terms of this Agreement or additional terms must be included as requested in “6.0 Proposal
Requirements” Section 12.
STATE OF NORTH CAROLINA CONTRACT FOR
COUNTY OF ORANGE {DESCRIPTION OF SERVICES TO BE
PROVIDED UNDER THIS CONTRACT}
This Contract is made and entered into by and between the “Town of Hillsborough”, herein “Town”, and
“{Contractor’s Full Legal Name}”, herein “Contractor”, for services hereinafter described for the Town of
Hillsborough. This Contract is for {Description of Services to be Provided Under This Contract}.
WITNESSETH
That for and in consideration of the mutual promises and conditions set forth below, the Town and Contractor
agree:
1. Duties of the Contractor: The Contractor agrees to perform those duties described in Exhibit A
attached hereto and incorporated herein by reference.
2. Duties of the Town: The Town shall pay for the Contractor’s services as set forth in Exhibit A.
3. Fee Schedule and Maximum Sum: Contract amount is not to exceed {insert a not to exceed amount}.
Payment shall be made according to Exhibit A.
4. Federal Assistance. This Contract is funded, in whole or in part, by federal assistance. Accordingly,
the federal provisions contained in Exhibit B apply, as applicable.
5. Billing and Payment: The Contractor shall submit a bill to the Town for work performed under the
terms of this Contract. The Contractor shall bill and the Town shall pay the rates set forth therein.
Payment will be made by the Town within thirty (30) days of receipt of an accurate invoice, approved
by the contact person or his/her designee.
6. Indemnification and Hold Harmless: The Contractor agrees to indemnify and hold harmless the Town
of Hillsborough and its officers, agents and employees from all loss, liability, claims or expense
(including reasonable attorneys’ fees) arising from bodily injury, including death or property damage
to any person or persons caused in whole or in part by the negligence or willful misconduct of the
Contractor except to the extent same are caused by the negligence or misconduct of the Town.
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7. Insurance Provisions: The Town requires evidence of Contractor’s current valid insurance (if
applicable) in the amounts stated below during the duration of the named project and further requires
that the Town be named as an additional insured for Comprehensive General Liability and Business
Automobile policies. The required coverage limits are: 1) Comprehensive General Liability and
Business Automobile - $1,000,000 per occurrence and 2) Workers’ Compensation - $100,000 for both
employer’s liability and bodily injury by disease for each employee and $500,000 for the disease
policy limit.
8. Non-Discrimination: The Contractor contractually agrees to administer all functions pursuant to this
Contract without discrimination because of race, creed, sex, national origin, age, economic status,
sexual orientation, gender identity or gender expression.
9. Federal and State Legal Compliance: The Contractor must be in full compliance with all applicable
federal and state laws, including those on immigration.
10. E-Verify: The Contractor shall comply with the requirements of Article 2 of Chapter 64 of the North
Carolina General Statutes. Further, should Contractor utilize a subcontractor(s), Contractor shall
require the subcontractor(s) to comply with the requirements of Article 2, Chapter 64 of the General
Statutes. Pursuant to North Carolina General Statute § 143-133.3 (c)(2), contracts solely for the
purchase of apparatus, supplies, materials, and equipment are exempt from this E-Verify provision.
11. Amendment: This Contract may be amended in writing by mutual agreement of the Town and
Contractor.
12. Termination: Except as may be set forth for certain described contracts in Exhibit B, either party may
terminate this Contract at any time by giving the other party thirty (30) days written notice of
termination prior to the end of the term as described herein.
13. Interpretation/Venue: This Contract shall be construed and enforced under the laws of North Carolina.
The courts and the authorities of the State of North Carolina shall have exclusive jurisdiction over all
controversies between the parties which may arise under or in relation to this Contract. In the event of
any dispute between the parties, venue is properly laid in Orange County, North Carolina for any state
court action and in the Middle District of North Carolina for any federal court action. Contrary to any
provision that may be contained in any exhibit attached hereto the Town shall not consent to 1)
resolving any dispute by means of arbitration and/or 2) waiver of a trial by jury.
14. Preference: In the event that the terms of any exhibit attached hereto are not consistent with the terms
of this Contract, this Contract shall have preference; provided that where either any exhibit attached
hereto or this Contract establishes higher standards for performance by either party, the higher
standard, wherever located, shall apply.
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15. Severability: The parties intend and agree that if any provision of this Contract or any portion thereof
shall be held to be void or otherwise unenforceable, all other portions of this Contract shall remain in
full force and effect.
16. Assignment: This Contract shall not be assigned without the prior written consent of the parties.
17. Entire Agreement: This Contract shall constitute the entire agreement of the parties and no other
warranties, inducements, considerations, promises, or interpretations shall be implied or impressed
upon this Contract that are not expressly addressed herein. All prior agreements, understandings and
discussions are hereby superseded by this Contract.
18. Construction Project Related Sales Tax: If applicable, the Contractor shall furnish the Town certified
statements setting forth, the cost of all materials purchased from each vendor and the amount of North
Carolina sales and use taxes paid thereon. In the event the Contractor makes several purchases from the
same vendor, the Contractor’s certified statement shall indicate the invoice number, the inclusive dates
of the invoices, the total amount of the invoices, and the North Carolina sales and use taxes paid
thereon. The Contractor’s certified statement shall also include the cost of any tangible personal
property withdrawn from the Contractor’s warehouse stock and the amount of North Carolina sales or
use tax paid thereon by the Contractor. The Contractor shall furnish such additional information as the
Commissioner of Revenue of the State of North Carolina may require to substantiate a refund claim by
the Town for sales or use taxes. The Contractor shall obtain and furnish to the Town similar certified
statements by the subcontractors. The certified statements to be furnished shall be in the form of the
standard CONTRACTOR’S SALES TAX REPORT and shall be submitted with each request for
payment. The Town will not make payment to the Contractor until the CONTRACTOR’S SALES
TAX REPORTS ARE SUBMITTED. Any and all refunds received by the Town of said taxes shall
remain with the Town, and the Contractor shall not be entitled to such refund.
19. Term: This Contract, unless amended as provided herein, shall be in effect until
{_______________________ ______}, 20{____}.
[SIGNATURES ON FOLLOWING PAGE.]
Disaster Debris Clearance and Removal Services
Bid: 5266, Orange County, North Carolina
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This Contract is between the Town of Hillsborough and {Contractor’s Full Legal Name} for {Description of
Services to be Provided Under This Contract}.
IN WITNESS WHEREOF, the parties hereto cause this agreement to be executed in their respective names.
{CONTRACTOR’S FULL LEGAL NAME}
_______________________________ ___________________________________
SIGNATURE PRINTED NAME & TITLE
_______________________________ ___________________________________
WITNESS PRINTED NAME & TITLE
TOWN OF HILLSBOROUGH
________________________________________________
DEPARTMENT HEAD OR DEPUTY/TOWN MANAGER
________________________________________________
PRINTED NAME & DEPARTMENT
ATTEST BY TOWN CLERK:
____________________________
TOWN CLERK TOWN SEAL
Town Clerk attests date this the ______day of ___________, 20____.
Approved as to Form and Authorization
______________________________
TOWN LEGAL STAFF
This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal
Control Act.
_________________________________ ___________________________________
FINANCE OFFICER DATE
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July 17, 2019 Page 62
EXHIBIT A
This Exhibit will include the submitted proposal and this RFP as an attachment, incorporating requirements
by reference.
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July 17, 2019 Page 63
EXHIBIT B
Additional Provisions for Contracts Funded Through Federal Assistance,
Including Provisions for FEMA Assistance, Reimbursement Contracts
This Contract for purchases, services, construction or repairs to be provided by the Contractor hereto to the Town of Hillsborough is
funded, in whole or in part, by Federal assistance in the form of grant, sub-grant, loan or reimbursement either directly to the Town as a
recipient or to the Town as a subrecipient of funding provided from the Federal government to an agency of the State of North Carolina
or to another pass-through agency. Accordingly, the following Federal provisions apply to this Contract pursuant to 2 CFR § 200.326
and 2 CFR Part 200, Appendix II, as applicable.
A. All Contracts – Compliance with Debarment and Suspension (Executive Orders 12549 and 12689). A contract award (see 2 CFR §
180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with
the OMB guidelines at 2 CFR Part 180 that implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989
Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contain the names of parties debarred, suspended, or otherwise excluded by
agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. [2 CFR Part 200, App. II
(I)]
B. Certain Contracts – Compliance with the Energy Policy and Conservation Act (42 U.S.C. 6201). Contractor will comply with mandatory
standards and policies relating to energy efficiency which are contained in the state energy conservation plan. [2 CFR Part 200, App. II (H)]
C. Certain Contracts – Compliance with Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the
definition of “funding agreement” under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business
firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work
under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made
by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing
regulations issued by the awarding agency. [2 CFR Part 200, App. II (F)]
D. Prime Construction Contracts in excess of $2,000 (when required by Federal program legislation) – Compliance with Davis-Bacon
Act, as amended (40 U.S.C. 3141-3144 and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, “Labor
Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). Contractor is required to pay
wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In
addition, Contractor must pay wages not less than once a week. The Town must place a copy of the current prevailing wage determine issued by
the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage
determination. The Town must report all suspected or reported violations to the Federal awarding agency. [2 CFR Part 200, App. II (D)]
E. Prime Construction Contracts in excess of $2,000 (when required by Federal program legislation) – Compliance with the Copeland
“Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and
Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). Contractor
is prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of
the compensation to which he or she is otherwise entitled. The Town must report all suspected or reported violations to the Federal awarding
agency. [2 CFR Part 200, App. II (D)]
F. All Contracts of $10,000 and above – Termination by Town. The Town reserves the right to immediately terminate any agreement in
excess of $10,000 in the event the Contractor fails to: (1) meet schedules, deadlines, and/or delivery dates within the time specified in the
procurement solicitation, contract, and/or a purchase order; (2) make any payments owed; or (3) otherwise perform in accordance with the contract
and/or the procurement solicitation. The Town also reserves the right to terminate the Contract for convenience, with thirty (30) days written
notice to the Contractor, if the Town believes, in its sole discretion, that it is in the Town’s best interest to do so. In the event the Town terminates
this Contract for convenience, the Contractor will be compensated for work performed and accepted and goods accepted by the Town as of the
termination date. Any award under this procurement process is not exclusive and the Town reserves the right to purchase goods and services from
other vendors when it is in the best interest of the Town. [2 CFR Part 200, App. II (B)]
G. Contracts for purchases exceeding $10,000 in value for a single item or through cumulative acquisition – Compliance with section
6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act (Procurement of recovered materials
(2 CFR §200.322]). In performance of this contract, contractor must comply with section 6002 of the Solid Waste Disposal Act, as amended by
the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the
Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with
maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during
the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. [2 CFR Part 200,
App. II (K)]
H. All contracts in excess of $100,000 – Compliance with Byrd Anti-Lobbying Amendment (31 U.S.C. 1352). Contractor will not and has not
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used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency,
a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal
contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must disclose any lobby with non-Federal funds that takes place in
connection with obtaining any Federal award. Such disclosures are to be forwarded from tier to tier up to the non-Federal award. [2 CFR Part 200,
App. II (J)]
I. Contracts in excess of $100,000 involving employment of mechanics or laborers (where applicable) – Compliance with Contract Work
Hours and Safety Standards Act 40 U.S.C. 3702 and 3704 (40 U.S.C. 3701-3708, as supplemented by Department of Labor regulations [29
CFR Part 5]). Per 40 U.S.C. 3702, Contractor must compute the wages of every mechanic and laborer on the basis of a standard work week of 40
hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half
times the basic rate of pay for all hours worked in excess of 40 hours in the work week. Per 40 U.S.C. 3704, no laborer or mechanic involved in
construction work can be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These
requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for
transportation or transmission of intelligence. [2 CFR Part 200, App. II (E)]
J. All Contracts of $150,000 and above - Breach or Violation of Terms by Contractor. The Town reserves all rights and privileges under the
applicable laws and regulations with respect to this procurement in the event of breach or violation of terms of this Contract by the Contractor. [2
CFR Part 200, App. II (A)]
K. Contracts in excess of $150,000 – Compliance with Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control
Act (33 U.S.C. 1251-1387), as amended. Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the
non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-
7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding
agency and the Regional Office of the Environmental Protection Agency (EPA). [2 CFR Part 200, App. II (G)]
L. Construction Contracts (except as provided under 41 CFR Part 60) – Equal Employment Opportunity Clause under 41 CFR 60-
1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964-1965
Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,”
and implementing regulations at 41 CFR Part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity,
Department of Labor.” During the performance of this Contract, the Contractor agrees as follows:
(1) The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual
orientation, gender identity, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that
employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national
origin. Such action shall include, but not be limited to the following:
Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to
employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.
(2) The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified
applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national
origin.
(3) The Contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such
employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or
applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other
employees or applicants as a part of such employee’s essential job functions discloses the compensation of such other employees or applicants
to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in
furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the
Contractor’s legal duty to furnish information.
(4) The Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other
contract or understanding, a notice to be provided advising the said labor union or workers’ representatives of the contractor's commitments
under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.
(5) The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant
orders of the Secretary of Labor.
(6) The Contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations,
and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering
agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.
(7) In the event of the Contractor’s noncompliance with the nondiscrimination clauses of this Contract or with any of the said rules, regulations, or
orders, this Contract may be canceled, terminated, or suspended in whole or in part and the Contractor may be declared ineligible for further
Government contracts or Federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of
September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24,
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1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.
(8) The Contractor will include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (8)
in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204
of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The Contractor
will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such
provisions, including sanctions for noncompliance.
Provided, however, that in the event the Contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of
such direction by the administering agency, the Contractor may request the United States to enter into such litigation to protect the interests of the
United States. [2 CFR Part 200, App. II (C)]
ADDITIONAL REQUIREMENTS – FEDERAL EMERGENCY MANAGEMENT AGENCY ASSISTANCE,
REIMBURSEMENT
M. Changes. Any change in the contract cost, modification, change order, or constructive change must be allowable, allocable, within the scope of
its funding, grant or cooperative agreement, and reasonable for the completion of project scope. All changes and/or amendments to the contract
will be outlined in detail, formalized in writing, and signed by the authorized representative of each party. Contractor’s failure to do so shall
constitute a material breach of the contract.
N. Access to Records. The following access to records requirements apply to this contract:
(1) The contractor agrees to provide the North Carolina Division of Emergency Management, the Town of Hillsborough, the FEMA
Administrator, the Comptroller General of the United States, or any of their authorized representatives access to any books, documents, papers,
and records of the Contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts, and
transcriptions.
(2) The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as
reasonably needed.
(3) The contractor agrees to provide the FEMA Administrator or his authorized representatives access to construction or other work sites
pertaining to the work being completed under the contract.
O. Department of Homeland Security Seal, Logo, and Flags. The contractor shall not use the DHS seal(s), logos, crests, or reproductions of
flags or likenesses of DHS agency officials without specific FEMA pre-approval.
P. Compliance with Federal Law, Regulations, and Executive Orders. This is an acknowledgement that FEMA financial assistance will be
used to fund the contract only. The contractor will comply will all applicable federal law, regulations, executive orders, FEMA policies,
procedures, and directives.
Q. No Obligation by Federal Government. The Federal Government is not a party to this contract and is not subject to any obligations or
liabilities to the non-Federal entity, contractor, or any other party pertaining to any matter resulting from the contract.
R. Program Fraud and False or Fraudulent Statements or Related Acts. The contractor acknowledges that 31 U.S.C. Chap. 38
(Administrative Remedies for False Claims and Statements) applies to the contractor’s actions pertaining to this contract.
S. Contract Work Hours and Safety Standards Act (29 CFR 5.5(b)(c)). The following provisions apply to any contract in an amount in excess
of $100,000 and subject to the overtime provisions of the Contract Work Hours and Safety Standards Act.
(1) Overtime requirements. No contractor or subcontractor contracting for any part of the contract work which may require or involve the
employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed
on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than
one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek.
(2) Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause set forth in paragraph (1) of this section
the contractor and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such contractor and subcontractor
shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to
such territory), for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic,
including watchmen and guards, employed in violation of the clause set forth in paragraph (1) of this section, in the sum of $26 for each
calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment
of the overtime wages required by the clause set forth in paragraph (1) of this section.
(3) Withholding for unpaid wages and liquidated damages. The Town of Hillsborough shall upon its own action or upon written request of an
authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work
performed by the contractor or subcontractor under any such contract or any other Federal contract with the same prime contractor, or any
other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same prime contractor,
such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated
damages as provided in the clause set forth in paragraph (2) of this section.
(4) Subcontracts. The contractor or subcontractor shall insert in any subcontracts the clauses set forth in paragraphs (1) through (4) of this section
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and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible
for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in paragraphs (1) through (4) of this section.
T. Contracts in excess of $150,000 – Compliance with Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control
Act (33 U.S.C. 1251-1387), as amended. The contractor agrees to include the provisions of section K above in each subcontract. The contractor
further agrees to report each violation to the Town of Hillsborough, and agrees that the Town of Hillsborough will, in turn, report each violation as
required to assure notification to the NC Division of Emergency Management, FEMA and the Regional Office of the Environmental Protection
Agency (EPA).
ADDITIONAL PROVISIONS - OTHER
In addition to the above provisions required by 2 CFR § 200.326 and 2 CFR Part 200, Appendix II, this Contract is subject to additional Federal
regulations including, but not limited to, the following:
U. Non-Profit Organization Subrecipients – Records Retention Requirements. Except for certain exceptions outlined in 2 CFR § 200.333,
records pertinent to this Contract must be retained for a period of three years from the date of submission of the final expenditure report or, for
Federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report. [2 CFR §
200.333]
V. All Contracts. Additional Requirements by Federal Awarding Agency. This Contract may be subject to additional requirements of the
Federal awarding agency as may be specified in grant agreements, grant award documents and/or other documents or correspondence associated
with the Town’s acceptance of Federal funding.
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The awarded Contractor will be required to enter into a contract issued by the County. Any exceptions
to the terms of this Agreement or additional terms must be included as requested in “6.0 Proposal
Requirements” Section 12. In addition Orange County supports a living wage.
Prior to final execution of a contract with Orange County the contractors must submit to the County’s
representative a statement indicating whether those employees who will perform work on the Orange County
contract are paid at least the living wage amount currently set at $14.95 per hour. A copy of the living wage
policy follows the Sample contract.
The awarded Contractor will also need to complete and submit the E-verify Affidavit and Iran Divestment Act
Verification forms attached. A copy of each form follows the Sample Contract.
ORANGE COUNTY-SAMPLE CONTRACT
Attached
TOWN OF HILLSBOROUGH
DISASTER DEBRIS CLEARANCE AND REMOVAL SERVICES CONTRACT
The awarded Contractor will be required to enter into a contract issued by the Town. Any exceptions to
the terms of this Agreement or additional terms must be included as requested in “6.0 Proposal
Requirements” Section 12.
STATE OF NORTH CAROLINA CONTRACT FOR
COUNTY OF ORANGE Disaster Debris Clearance and Removal Services
This Contract is made and entered into by and between the “Town of Hillsborough”, herein “Town”, and
CrowderGulf, LLC, herein “Contractor”, for services hereinafter described for the Town of Hillsborough.
This Contract is for Disaster Debris Clearance and Removal Services.
WITNESSETH
That for and in consideration of the mutual promises and conditions set forth below, the Town and
Contractor agree:
1. Duties of the Contractor: The Contractor agrees to perform those duties described in Exhibit A
attached hereto and incorporated herein by reference.
2. Duties of the Town: The Town shall pay for the Contractor’s services as set forth in Exhibit A.
3. Fee Schedule and Maximum Sum: Contract amount is not to exceed $350,000. Payment shall be
made according to Exhibit A.
4. Federal Assistance. This Contract is funded, in whole or in part, by federal assistance.
Accordingly, the federal provisions contained in Exhibit B apply, as applicable.
5. Billing and Payment: The Contractor shall submit a bill to the Town for work performed under
the terms of this Contract. The Contractor shall bill and the Town shall pay the rates set forth therein.
Payment will be made by the Town within thirty (30) days of receipt of an accurate invoice, approved by
the contact person or his/her designee.
6. Indemnification and Hold Harmless: The Contractor agrees to indemnify and hold harmless the
Town of Hillsborough and its officers, agents and employees from all loss, liability, claims or expense
(including reasonable attorneys’ fees) arising from bodily injury, including death or property damage to
any person or persons caused in whole or in part by the negligence or willful misconduct of the
Contractor except to the extent same are caused by the negligence or misconduct of the Town.
7. Insurance Provisions: The Town requires evidence of Contractor’s current valid insurance (if
applicable) in the amounts stated below during the duration of the named project and further requires
that the Town be named as an additional insured for Comprehensive General Liability and Business
Automobile policies. The required coverage limits are: 1) Comprehensive General Liability and Business
Automobile - $1,000,000 per occurrence and 2) Workers’ Compensation - $100,000 for both employer’s
liability and bodily injury by disease for each employee and $500,000 for the disease policy limit.
8. Non-Discrimination: The Contractor contractually agrees to administer all functions pursuant to
this Contract without discrimination because of race, creed, sex, national origin, age, economic status,
sexual orientation, gender identity or gender expression.
9. Federal and State Legal Compliance: The Contractor must be in full compliance with all
applicable federal and state laws, including those on immigration.
10. E-Verify: The Contractor shall comply with the requirements of Article 2 of Chapter 64 of the
North Carolina General Statutes. Further, should Contractor utilize a subcontractor(s), Contractor shall
require the subcontractor(s) to comply with the requirements of Article 2, Chapter 64 of the General
Statutes. Pursuant to North Carolina General Statute § 143-133.3 (c)(2), contracts solely for the
purchase of apparatus, supplies, materials, and equipment are exempt from this E-Verify provision.
11. Amendment: This Contract may be amended in writing by mutual agreement of the Town and
Contractor.
12. Termination: Except as may be set forth for certain described contracts in Exhibit B, either party
may terminate this Contract at any time by giving the other party thirty (30) days written notice of
termination prior to the end of the term as described herein.
13. Interpretation/Venue: This Contract shall be construed and enforced under the laws of North
Carolina. The courts and the authorities of the State of North Carolina shall have exclusive jurisdiction
over all controversies between the parties which may arise under or in relation to this Contract. In the
event of any dispute between the parties, venue is properly laid in Orange County, North Carolina for
any state court action and in the Middle District of North Carolina for any federal court action. Contrary
to any provision that may be contained in any exhibit attached hereto the Town shall not consent to 1)
resolving any dispute by means of arbitration and/or 2) waiver of a trial by jury.
14. Preference: In the event that the terms of any exhibit attached hereto are not consistent with
the terms of this Contract, this Contract shall have preference; provided that where either any exhibit
attached hereto or this Contract establishes higher standards for performance by either party, the
higher standard, wherever located, shall apply.
15. Severability: The parties intend and agree that if any provision of this Contract or any portion
thereof shall be held to be void or otherwise unenforceable, all other portions of this Contract shall
remain in full force and effect.
16. Assignment: This Contract shall not be assigned without the prior written consent of the parties.
17. Entire Agreement: This Contract shall constitute the entire agreement of the parties and no
other warranties, inducements, considerations, promises, or interpretations shall be implied or
impressed upon this Contract that are not expressly addressed herein. All prior agreements,
understandings and discussions are hereby superseded by this Contract.
18. Construction Project Related Sales Tax: If applicable, the Contractor shall furnish the Town
certified statements setting forth, the cost of all materials purchased from each vendor and the amount
of North Carolina sales and use taxes paid thereon. In the event the Contractor makes several purchases
from the same vendor, the Contractor’s certified statement shall indicate the invoice number, the
inclusive dates of the invoices, the total amount of the invoices, and the North Carolina sales and use
taxes paid thereon. The Contractor’s certified statement shall also include the cost of any tangible
personal property withdrawn from the Contractor’s warehouse stock and the amount of North Carolina
sales or use tax paid thereon by the Contractor. The Contractor shall furnish such additional information
as the Commissioner of Revenue of the State of North Carolina may require to substantiate a refund
claim by the Town for sales or use taxes. The Contractor shall obtain and furnish to the Town similar
certified statements by the subcontractors. The certified statements to be furnished shall be in the form
of the standard CONTRACTOR’S SALES TAX REPORT and shall be submitted with each request for
payment. The Town will not make payment to the Contractor until the CONTRACTOR’S SALES TAX
REPORTS ARE SUBMITTED. Any and all refunds received by the Town of said taxes shall remain with the
Town, and the Contractor shall not be entitled to such refund.
19. Term: The contract shall be for an initial term of 2.4 years (29 months) with an option to renew
for two additional one-year periods, upon written mutual consent of all parties. This Contract, unless
amended as provided herein, shall be in effect until October 31, 2022.
[SIGNATURES ON FOLLOWING PAGE.]
This Contract is between the Town of Hillsborough and CrowderGulf, LLC for disaster debris clearance
and removal services.
IN WITNESS WHEREOF, the parties hereto cause this agreement to be executed in their respective
names.
CrowderGulf, LLC
_______________________________ ___________________________________
SIGNATURE PRINTED NAME & TITLE
_______________________________ ___________________________________
WITNESS PRINTED NAME & TITLE
TOWN OF HILLSBOROUGH
________________________________________________
TOWN MANAGER
________________________________________________
PRINTED NAME & DEPARTMENT
ATTEST BY TOWN CLERK:
____________________________
TOWN CLERK TOWN SEAL
Town Clerk attests date this the ______day of ___________, 20____.
Approved as to Form and Authorization
______________________________
TOWN LEGAL STAFF
This instrument has been pre-audited in the manner required by the Local Government Budget and
Fiscal Control Act.
_________________________________ ___________________________________
FINANCE OFFICER DATE
EXHIBIT A
This Exhibit will include the submitted proposal and this RFP as an attachment, incorporating
requirements by reference.
EXHIBIT B
Additional Provisions for Contracts Funded Through Federal Assistance,
Including Provisions for FEMA Assistance, Reimbursement Contracts
This Contract for purchases, services, construction or repairs to be provided by the Contractor hereto to
the Town of Hillsborough is funded, in whole or in part, by Federal assistance in the form of grant, sub-
grant, loan or reimbursement either directly to the Town as a recipient or to the Town as a subrecipient
of funding provided from the Federal government to an agency of the State of North Carolina or to
another pass-through agency. Accordingly, the following Federal provisions apply to this Contract
pursuant to 2 CFR § 200.326 and 2 CFR Part 200, Appendix II, as applicable.
A. All Contracts – Compliance with Debarment and Suspension (Executive Orders 12549 and
12689). A contract award (see 2 CFR § 180.220) must not be made to parties listed on the government
wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at
2 CFR Part 180 that implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3
CFR Part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contain the names of
parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible
under statutory or regulatory authority other than Executive Order 12549. [2 CFR Part 200, App. II (I)]
B. Certain Contracts – Compliance with the Energy Policy and Conservation Act (42 U.S.C. 6201).
Contractor will comply with mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan. [2 CFR Part 200, App. II (H)]
C. Certain Contracts – Compliance with Rights to Inventions Made Under a Contract or Agreement.
If the Federal award meets the definition of “funding agreement” under 37 CFR §401.2 (a) and the
recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit
organization regarding the substitution of parties, assignment or performance of experimental,
developmental, or research work under that “funding agreement,” the recipient or subrecipient must
comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit
Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements,” and any implementing regulations issued by the awarding agency. [2 CFR Part 200, App. II
(F)]
D. Prime Construction Contracts in excess of $2,000 (when required by Federal program legislation)
– Compliance with Davis-Bacon Act, as amended (40 U.S.C. 3141-3144 and 3146-3148) as supplemented
by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts
Covering Federally Financed and Assisted Construction”). Contractor is required to pay wages to
laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination
made by the Secretary of Labor. In addition, Contractor must pay wages not less than once a week. The
Town must place a copy of the current prevailing wage determine issued by the Department of Labor in
each solicitation. The decision to award a contract or subcontract must be conditioned upon the
acceptance of the wage determination. The Town must report all suspected or reported violations to the
Federal awarding agency. [2 CFR Part 200, App. II (D)]
E. Prime Construction Contracts in excess of $2,000 (when required by Federal program legislation)
– Compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department
of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants from the United States”). Contractor is prohibited from
inducing, by any means, any person employed in the construction, completion, or repair of public work,
to give up any part of the compensation to which he or she is otherwise entitled. The Town must report
all suspected or reported violations to the Federal awarding agency. [2 CFR Part 200, App. II (D)]
F. All Contracts of $10,000 and above – Termination by Town. The Town reserves the right to
immediately terminate any agreement in excess of $10,000 in the event the Contractor fails to: (1) meet
schedules, deadlines, and/or delivery dates within the time specified in the procurement solicitation,
contract, and/or a purchase order; (2) make any payments owed; or (3) otherwise perform in
accordance with the contract and/or the procurement solicitation. The Town also reserves the right to
terminate the Contract for convenience, with thirty (30) days written notice to the Contractor, if the
Town believes, in its sole discretion, that it is in the Town’s best interest to do so. In the event the Town
terminates this Contract for convenience, the Contractor will be compensated for work performed and
accepted and goods accepted by the Town as of the termination date. Any award under this
procurement process is not exclusive and the Town reserves the right to purchase goods and services
from other vendors when it is in the best interest of the Town. [2 CFR Part 200, App. II (B)]
G. Contracts for purchases exceeding $10,000 in value for a single item or through cumulative
acquisition – Compliance with section 6002 of the Solid Waste Disposal Act, as amended by the
Resource Conservation and Recovery Act (Procurement of recovered materials (2 CFR §200.322]). In
performance of this contract, contractor must comply with section 6002 of the Solid Waste Disposal Act,
as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include
procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR
part 247 that contain the highest percentage of recovered materials practicable, consistent with
maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or
the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid
waste management services in a manner that maximizes energy and resource recovery; and establishing
an affirmative procurement program for procurement of recovered materials identified in the EPA
guidelines. [2 CFR Part 200, App. II (K)]
H. All contracts in excess of $100,000 – Compliance with Byrd Anti-Lobbying Amendment (31 U.S.C.
1352). Contractor will not and has not used Federal appropriated funds to pay any person or
organization for influencing or attempting to influence an officer or employee of any agency, a member
of Congress, officer or employee of Congress, or an employee of a member of Congress in connection
with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must
disclose any lobby with non-Federal funds that takes place in connection with obtaining any Federal
award. Such disclosures are to be forwarded from tier to tier up to the non-Federal award. [2 CFR Part
200, App. II (J)]
I. Contracts in excess of $100,000 involving employment of mechanics or laborers (where
applicable) – Compliance with Contract Work Hours and Safety Standards Act 40 U.S.C. 3702 and 3704
(40 U.S.C. 3701-3708, as supplemented by Department of Labor regulations [29 CFR Part 5]). Per 40
U.S.C. 3702, Contractor must compute the wages of every mechanic and laborer on the basis of a
standard work week of 40 hours. Work in excess of the standard work week is permissible provided that
the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all
hours worked in excess of 40 hours in the work week. Per 40 U.S.C. 3704, no laborer or mechanic
involved in construction work can be required to work in surroundings or under working conditions
which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of
supplies or materials or articles ordinarily available on the open market, or contracts for transportation
or transmission of intelligence. [2 CFR Part 200, App. II (E)]
J. All Contracts of $150,000 and above - Breach or Violation of Terms by Contractor. The Town
reserves all rights and privileges under the applicable laws and regulations with respect to this
procurement in the event of breach or violation of terms of this Contract by the Contractor. [2 CFR Part
200, App. II (A)]
K. Contracts in excess of $150,000 – Compliance with Clean Air Act (42 U.S.C. 7401-7671q.) and the
Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended. Contracts and subgrants of
amounts in excess of $150,000 must contain a provision that requires the non-Federal award to agree to
comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42
U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387).
Violations must be reported to the Federal awarding agency and the Regional Office of the
Environmental Protection Agency (EPA). [2 CFR Part 200, App. II (G)]
L. Construction Contracts (except as provided under 41 CFR Part 60) – Equal Employment
Opportunity Clause under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal
Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by
Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,”
and implementing regulations at 41 CFR Part 60, “Office of Federal Contract Compliance Programs,
Equal Employment Opportunity, Department of Labor.” During the performance of this Contract, the
Contractor agrees as follows:
(1) The Contractor will not discriminate against any employee or applicant for employment because
of race, color, religion, sex, sexual orientation, gender identity, or national origin. The contractor will
take affirmative action to ensure that applicants are employed, and that employees are treated during
employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or
national origin. Such action shall include, but not be limited to the following:
Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or
termination; rates of pay or other forms of compensation; and selection for training, including
apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and
applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination
clause.
(2) The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of
the contractor, state that all qualified applicants will receive consideration for employment without
regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.
(3) The Contractor will not discharge or in any other manner discriminate against any employee or
applicant for employment because such employee or applicant has inquired about, discussed, or
disclosed the compensation of the employee or applicant or another employee or applicant. This
provision shall not apply to instances in which an employee who has access to the compensation
information of other employees or applicants as a part of such employee’s essential job functions
discloses the compensation of such other employees or applicants to individuals who do not otherwise
have access to such information, unless such disclosure is in response to a formal complaint or charge, in
furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by
the employer, or is consistent with the Contractor’s legal duty to furnish information.
(4) The Contractor will send to each labor union or representative of workers with which he has a
collective bargaining agreement or other contract or understanding, a notice to be provided advising the
said labor union or workers’ representatives of the contractor's commitments under this section, and
shall post copies of the notice in conspicuous places available to employees and applicants for
employment.
(5) The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965,
and of the rules, regulations, and relevant orders of the Secretary of Labor.
(6) The Contractor will furnish all information and reports required by Executive Order 11246 of
September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant
thereto, and will permit access to his books, records, and accounts by the administering agency and the
Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations,
and orders.
(7) In the event of the Contractor’s noncompliance with the nondiscrimination clauses of this
Contract or with any of the said rules, regulations, or orders, this Contract may be canceled, terminated,
or suspended in whole or in part and the Contractor may be declared ineligible for further Government
contracts or Federally assisted construction contracts in accordance with procedures authorized in
Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies
invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of
the Secretary of Labor, or as otherwise provided by law.
(8) The Contractor will include the portion of the sentence immediately preceding paragraph (1)
and the provisions of paragraphs (1) through (8) in every subcontract or purchase order unless
exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of
Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each
subcontractor or vendor. The Contractor will take such action with respect to any subcontract or
purchase order as the administering agency may direct as a means of enforcing such provisions,
including sanctions for noncompliance.
Provided, however, that in the event the Contractor becomes involved in, or is threatened with,
litigation with a subcontractor or vendor as a result of such direction by the administering agency, the
Contractor may request the United States to enter into such litigation to protect the interests of the
United States. [2 CFR Part 200, App. II (C)]
ADDITIONAL REQUIREMENTS – FEDERAL EMERGENCY MANAGEMENT AGENCY ASSISTANCE,
REIMBURSEMENT
M. Changes. Any change in the contract cost, modification, change order, or constructive change must
be allowable, allocable, within the scope of its funding, grant or cooperative agreement, and reasonable
for the completion of project scope. All changes and/or amendments to the contract will be outlined in
detail, formalized in writing, and signed by the authorized representative of each party. Contractor’s
failure to do so shall constitute a material breach of the contract.
N. Access to Records. The following access to records requirements apply to this contract:
(1) The contractor agrees to provide the North Carolina Division of Emergency Management, the Town
of Hillsborough, the FEMA Administrator, the Comptroller General of the United States, or any of their
authorized representatives access to any books, documents, papers, and records of the Contractor
which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts,
and transcriptions.
(2) The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever
or to copy excerpts and transcriptions as reasonably needed.
(3) The contractor agrees to provide the FEMA Administrator or his authorized representatives access to
construction or other work sites pertaining to the work being completed under the contract.
O. Department of Homeland Security Seal, Logo, and Flags. The contractor shall not use the DHS seal(s),
logos, crests, or reproductions of flags or likenesses of DHS agency officials without specific FEMA pre-
approval.
P. Compliance with Federal Law, Regulations, and Executive Orders. This is an acknowledgement that
FEMA financial assistance will be used to fund the contract only. The contractor will comply will all
applicable federal law, regulations, executive orders, FEMA policies, procedures, and directives.
Q. No Obligation by Federal Government. The Federal Government is not a party to this contract and is
not subject to any obligations or liabilities to the non-Federal entity, contractor, or any other party
pertaining to any matter resulting from the contract.
R. Program Fraud and False or Fraudulent Statements or Related Acts. The contractor acknowledges that
31 U.S.C. Chap. 38 (Administrative Remedies for False Claims and Statements) applies to the contractor’s
actions pertaining to this contract.
S. Contract Work Hours and Safety Standards Act (29 CFR 5.5(b)(c)). The following provisions apply to
any contract in an amount in excess of $100,000 and subject to the overtime provisions of the Contract
Work Hours and Safety Standards Act.
(1) Overtime requirements. No contractor or subcontractor contracting for any part of the contract
work which may require or involve the employment of laborers or mechanics shall require or permit any
such laborer or mechanic in any workweek in which he or she is employed on such work to work in
excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate
not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in
such workweek.
(2) Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause
set forth in paragraph (1) of this section the contractor and any subcontractor responsible therefor shall
be liable for the unpaid wages. In addition, such contractor and subcontractor shall be liable to the
United States (in the case of work done under contract for the District of Columbia or a territory, to such
District or to such territory), for liquidated damages. Such liquidated damages shall be computed with
respect to each individual laborer or mechanic, including watchmen and guards, employed in violation
of the clause set forth in paragraph (1) of this section, in the sum of $26 for each calendar day on which
such individual was required or permitted to work in excess of the standard workweek of forty hours
without payment of the overtime wages required by the clause set forth in paragraph (1) of this section.
(3) Withholding for unpaid wages and liquidated damages. The Town of Hillsborough shall upon its own
action or upon written request of an authorized representative of the Department of Labor withhold or
cause to be withheld, from any moneys payable on account of work performed by the contractor or
subcontractor under any such contract or any other Federal contract with the same prime contractor, or
any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act,
which is held by the same prime contractor, such sums as may be determined to be necessary to satisfy
any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided
in the clause set forth in paragraph (2) of this section.
(4) Subcontracts. The contractor or subcontractor shall insert in any subcontracts the clauses set forth in
paragraphs (1) through (4) of this section and also a clause requiring the subcontractors to include these
clauses in any lower tier subcontracts. The prime contractor shall be responsible for compliance by any
subcontractor or lower tier subcontractor with the clauses set forth in paragraphs (1) through (4) of this
section.
T. Contracts in excess of $150,000 – Compliance with Clean Air Act (42 U.S.C. 7401-7671q.) and the
Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended. The contractor agrees to
include the provisions of section K above in each subcontract. The contractor further agrees to report
each violation to the Town of Hillsborough, and agrees that the Town of Hillsborough will, in turn, report
each violation as required to assure notification to the NC Division of Emergency Management, FEMA
and the Regional Office of the Environmental Protection Agency (EPA).
ADDITIONAL PROVISIONS - OTHER
In addition to the above provisions required by 2 CFR § 200.326 and 2 CFR Part 200, Appendix II, this
Contract is subject to additional Federal regulations including, but not limited to, the following:
U. Non-Profit Organization Subrecipients – Records Retention Requirements. Except for certain
exceptions outlined in 2 CFR § 200.333, records pertinent to this Contract must be retained for a period
of three years from the date of submission of the final expenditure report or, for Federal awards that
are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial
report. [2 CFR § 200.333]
V. All Contracts. Additional Requirements by Federal Awarding Agency. This Contract may be
subject to additional requirements of the Federal awarding agency as may be specified in grant
agreements, grant award documents and/or other documents or correspondence associated with the
Town’s acceptance of Federal funding.
Board of Commissioners
Agenda Abstract Form
Meeting Date: _June 29, 2020______________
Department: __Finance_____________________
Public Hearing: Yes No
Date of Public Hearing: __________________________
For Clerk’s Use Only AGENDA ITEM #
3.F
Consent
Agenda
Regular
Agenda
Closed
Session
PRESENTER/INFORMATION CONTACT: Finance Director Daphna Schwartz
ITEM TO BE CONSIDERED
Subject:
Budget and purchase order transfers from FY2020 to FY2021
Attachment(s):
1. Proposed transfers
Brief Summary:
At the end of each fiscal year, a small number of purchase orders and small amount of current-year budgeted
funds are carried over to the next fiscal year to facilitate completion of ongoing projects soon after fiscal year-
end. The attachment to this abstract is a list of purchase orders and appropriated funds from the current fiscal
year that the town’s management has requested to be carried over to the next fiscal year to complete these
projects. These purchase orders and budgeted funds will be added to the next fiscal year’s adopted budget.
Action Requested:
Approve as proposed.
ISSUE OVERVIEW
Background Information & Issue Summary:
None
Financial Impacts:
As described in the attachment.
Staff Recommendations/Comments:
Approve as proposed.
Purchase Order Rollover List FY2020 to FY2021
Description Vendor Name
PO
Number
Amount Requested
to be Rolled Over to
FY2021 Justification for Roll Over
DUES & SUBSCRIPTIONS N C CITY & COUNTY MGMT ASSN 26213 200.00 ICMA provided renewal extension
MISCELLANEOUS UNIVERSITY OF NC AT CHAPEL HILL 27070 1,000.00 Services will be provided in FY21,
MISCELLANEOUS
CAVANAUGH MACDONALD
CONSULTING 25913 865.00 Report will arrive during FY21
MISCELLANEOUS
CAVANAUGH MACDONALD
CONSULTING 27087 431.80 Report will arrive during FY21
C.S./ENG REVIEW VHB ENGINEERING, P.C.27004 16,630.00
A contract was recently signed;
work will cross fiscal years.
MAINTENANCE - BUILDINGS PRIME POWER SERVICES, INC 27026 2,801.00
Contract service for generators
recently signed.
MAINTENANCE - BUILDING PRIME POWER SERVICES, INC 27026 905.00
Contract service for generators
recently signed.
MAINTENANCE - BUILDING
SERVPRO OF SOUTH DURHAM
& ORANGE COUNTY 27031 7,303.91
Contract for facility repairs delayed
due to vendor's schedule
DEPARTMENTAL SUPPLIES LAWMEN'S SAFETY SUPPLY 27049 977.16
The goods may not be received
until July.
UNIFORMS READS UNIFORMS INC 26962 600.00
The goods may not be received
until July.
UTILITIES DUKE ENERGY 26922 12,855.17 Electrical Services
SUPPLIES - DEPARTMENTAL BANK OF AMERICA NA 25284 442.01 Warning & Street Signs
SUPPLIES - DEPARTMENTAL BANK OF AMERICA NA 26263 200.00 Operational Supplies
C.S./ENGINEERING
SUMMIT DESIGN &
ENGINEERING SVCS PLLC 25290 5,743.75 Ongoing Engineering Services
C.S./ENGINEERING
SUMMIT DESIGN &
ENGINEERING SVCS PLLC 26123 3,678.75 Ongoing Engineering Services
CAPITAL - INFRASTRUCTURE
SUMMIT DESIGN &
ENGINEERING SVCS PLLC 26584 49,471.00 Valley Forge Design
CAPITAL - INFRASTRUCTURE
SUMMIT DESIGN &
ENGINEERING SVCS PLLC 26814 10,745.00 Valley Forge Monitoring
DEPARTMENTAL SUPPLIES
ARCADIS G&M OF
NORTH CAROLINA, INC 26208 500.00 Powell Bill Map
C.S./BULK CONTAINERS RENTAL & HAULBANK OF AMERICA NA 26120 2,312.28 GFL dumpsters
MUSEUM MAINTENANCE CEDAR GROVE MAINTENANCE INC.26341 2,000.76 Museum repairs
MUSEUM MAINTENANCE CLEGG'S TERMITE & PEST CONTROL 26512 200.00 Pest Control
MUSEUM MAINTENANCE WARREN-HAY MECHANICAL CONT 26797 300.00 Boiler Inspection
Purchase Order Rollover List FY2020 to FY2021
C.S./GIS
SUMMIT DESIGN &
ENGINEERING SVCS PLLC 26759 8,425.00 Work will cross fiscal years.
TRAINING/CONF./CONV.BANK OF AMERICA NA 27100 125.00
Supervisor training that was
scheduled for 6/16 and will be
rescheduled.
MAINTENANCE - PLANT & EQUIPMENTCHARLES R UNDERWOOD INC 27095 1,500.00 Equipment is in the shop for repair.
CHEMICALS UNIVAR USA INC 27115 4,272.21
Alum ordered in FY20 that will not
arrive until FY21.
CHEMICALS BRENNTAG MID-SOUTH INC 26989 2,700.00
Goods were ordered but
not delivered.
C.S./GENERATOR LOAD TESTING GREGORY POOLE EQUIPMENT CO 27033 4,914.34
This PO covers a two year service
agreement.
CAPITAL - EQUIPMENT TBD 27080 95,000.00
Main console replacement project
out for bids now.
MAINTENANCE - EQUIPMENT PRIME POWER SERVICES, INC 27026 4,697.00
Contract service for generators
recently signed.
MAINTENANCE - INFRASTRUCTURE MANGUM'S NUISANCE WILDLIFE 26944 1,500.00 Ongoing project.
CAPITAL - INFRASTRUCTURE
TAYLOR ENGINEERING
& CONSULTING 27025 35,290.00
McAdams Rd. project
design underway
CAPITAL - INFRASTRUCTURE N C D E N R 27079 150.00 Permit fee for McAdams Rd
MAINTENANCE - EQUIPMENT PRIME POWER SERVICES, INC 27026 17,434.00
Contract service for generators
recently signed.
MAINTENANCE - INFRASTRUCTURE MERRICK & COMPANY 26625 26,280.00 Ongoing project.
MAINTENANCE - INFRASTRUCTURE TPT COATING INC 27069 26,784.83 Work starts in June, ongoing.
MAINTENANCE - EQUIPMENT KEMP CONSTRUCTION INC 27011 20,840.00
This PO is for the repairs needed
on one of the effluent filters. The
project was delayed to FY21 at the
request of Eric Peterson.
MAINTENANCE - EQUIPMENT PREMIER WATER LLC 27039 3,319.00
The parts are on back-order and
may not be received until FY21.
MAINTENANCE - INFRASTRUCTURE COLOR AD INC.27061 5,802.00
The sign ordered is still being
fabricated and will likely not be
installed until July.
ARBITRAGE
BINGHAM ARBITRAGE
REBATE SERVICES, INC.27086 1,300.00
Contract signed in FY20, report will
be delivered in FY21
C.S./ENGINEERING HAZEN AND SAWYER, P.C.27077 45,000.00
Scope finalized, executing contract
before FY21
C.S./UTILITY ANALYSIS
P3 COST ANALYSTS
FRANCHISE, LLC 27021 934.78 Utility Audit Cost Savings
Purchase Order Rollover List FY2020 to FY2021
C.S./UTILITY ANALYSIS
P3 COST ANALYSTS
FRANCHISE, LLC 26492 5,111.34 Utility Audit Cost Savings
DATA PROCESSING SERVICES TYLER TECHNOLOGIES INC 26945 6,633.00
AR Module will be implemented in
FY21, delayed due to COVID-19
METROPOLITAN PLANNING ORGANIZATIONVHB ENGINEERING, P.C.27004 49,890.00
contract recently signed, work will
cross fiscal year
TELEPHONE/INTERNET BRIGHTSTAR COMMUNICATIONS, INC 26216 8,123.73 delivery will not occur until July
SUPPLIES - DISASTER SAFETY PRODUCTS INC 26390 99.60 Ongoing COVID-19 Expenses
SUPPLIES - DISASTER SAFFELLE INC 26992 80.31 Ongoing COVID-19 Expenses
SUPPLIES - DISASTER BANK OF AMERICA NA 27002 300.00 Ongoing COVID-19 Expenses
SUPPLIES - DISASTER SAFFELLE INC 27008 557.70 Ongoing COVID-19 Expenses
SUPPLIES - DISASTER NORDAN, CONSUELO 27012 158.13 Ongoing COVID-19 Expenses
SUPPLIES - DISASTER BROUGH LAW FIRM 27013 3,184.00 Ongoing COVID-19 Expenses
SUPPLIES - DISASTER BANK OF AMERICA NA 27017 1,842.72 Ongoing COVID-19 Expenses
SUPPLIES - DISASTER BANK OF AMERICA NA 27101 399.80 Ongoing COVID-19 Expenses
502,811.08
Board of Commissioners
Agenda Abstract Form
Meeting Date: _June 29, 2020_______________
Department: __Finance_____________________
Public Hearing: Yes No
Date of Public Hearing: __________________________
For Clerk’s Use Only AGENDA ITEM #
3.G
Consent
Agenda
Regular
Agenda
Closed
Session
PRESENTER/INFORMATION CONTACT: Finance Director Daphna Schwartz
ITEM TO BE CONSIDERED
Subject:
Ordinance Amending Town Code Chapter 14 Regarding Water Tampering Language
Attachment(s):
1. Draft Ordinance
Brief Summary:
Per North Carolina G.S. 14-151 there are only two ways for a local government to address meter tampering. The
local government may either prosecute the offender criminally or sue the offender civilly. A local government,
however, may charge the property owner for any metered water usage or estimated water usage and may also pull
the meter altogether and then charge a fee to replace it.
The attached ordinance removes language in the town code that references charging a monetary fee for tampering.
The ordinance is necessary to bring the town code in compliance with the current state statute.
Action Requested:
Approve the ordinance.
ISSUE OVERVIEW
Background Information & Issue Summary:
See above.
Financial Impacts:
Staff Recommendations/Comments:
Approve the ordinance.
AN ORDINANCE AMENDING TOWN CODE CHAPTER 14 REGARDING
TAMPERING WITH TOWN WATER METERS
WHEREAS, the Town of Hillsborough, a North Carolina municipal corporation (the
“Town”) has a duly adopted Town Code of Ordinances (the “Code”); and
WHEREAS, Chapter 14 of the Code establishes regulations related to water and sewer
services provided by the Town; and
WHEREAS, Chapter 14 includes provisions establishing penalties for tampering with
Town-owned water meters, some of which provisions have been superseded by State law; and
WHEREAS, the Town Board wishes to amend the Town Code to make it consistent with
State law regarding penalties for tampering with water meters.
NOW, THEREFORE, be it ordained by the Town of Hillsborough Board of
Commissioners the following:
Section 1. Town Code Section 14-13(a) is amended to read as follows:
(a) Bills shall be mailed out at the beginning of each month and become delinquent if
not paid by the bill due date, which will be no sooner than two weeks after the bill
is mailed. A late penalty charge will be assessed on the penalty date for all
delinquent accounts. If the bill is not paid in full or otherwise resolved by the close
of the business day on the disconnect date, the meter will be turned off and locked.
There will also be a delinquency fee (refer to the town’s fees, rates and charges
schedule) added to the account. Service will be reconnected when the current bill,
past due bills, late penalty and delinquency fee are paid in full. Termination of
service for non-payment will not take place on Friday or the day before a holiday.
If any tampering to the meter or service connection occurs, the meter will be locked,
and service will not be reconnected until all delinquent fees are paid in full or a
payment arrangement is approved. Repeated tampering will result in removal of
the meter.
Section 2. Town Code Section 14-16 is amended to read as follows:
No unauthorized person may:
(1) Supply or sell water from the town system to other persons or carry away water
from any hydrant, public water fountain, or other such public outlet without specific
authorization from the town;
(2) Manipulate, tamper with, or harm in any manner whatsoever any waterline, sewer
line, main, or appurtenance or any other part of the water or sewer system including,
but not limited to, any testing or inspection device used to measure the character or
concentration of wastes discharged into the sanitary sewer system;
(3) Tamper with the water meter so as to alter the true reading for the amount of water
consumed;
(4) Attach or cause to be attached any connection to the waterline before the water
meter.
(5) Knowingly make any false statement, representation, or certification in any
application, record, report, plan or other document filed or required to be
maintained under this chapter.
(6) Use of water from the town system without written permission from the town.
Section 3. All provisions of the Code n 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 __ day of ______, 2020.
Ayes: _____
Noes: ____
Absent or Excused: ______
Board of Commissioners
Agenda Abstract Form
Meeting Date: _June 29, 2020_______________
Department: __Finance_____________________
Public Hearing: Yes No
Date of Public Hearing: __________________________
For Clerk’s Use Only AGENDA ITEM #
3.H
Consent
Agenda
Regular
Agenda
Closed
Session
PRESENTER/INFORMATION CONTACT: Finance Director Daphna Schwartz
ITEM TO BE CONSIDERED
Subject:
Sole Source Purchases
Attachment(s):
1. Core & Main Sole Source Form and Letter
Brief Summary:
Per North Carolina General Statute 143-129(e)(6) the Board of Commissioners must approve any sole source
purchases over $29,999. Per the statute, the sole source purchasing exception only applies if performance or price
competition for a product is not available, a needed product is available from only one source of supply, or
standardization or compatibility is the overriding consideration.
Staff has reviewed the sole source forms attached and feels each one meets the aforementioned requirements.
Action Requested:
Approve sole source purchases.
ISSUE OVERVIEW
Background Information & Issue Summary:
See above.
Financial Impacts:
None; these expenditures are part of the annual budget.
Staff Recommendations/Comments:
Approve sole source purchases.
Page 87 of
122
EXHIBIT I SOLE SOURCE JUSTIFICATION FORM
This form must be completed for all Sole Source purchase requests and submitted to the Finance
Department for approval prior to obtaining Town Manager approval; or submitting a Consent Item for BOC
approval.
For informal purchases not requiring Town Manager or BOC approval, the completed form must
accompany the Purchase Requisition whenever a sole source purchase is requested. However, I am
requesting sole source approval based on the following criteria.
Requestor: Tyrone Hodge Date: June 17,2020
Requestor Title: Meter Services Supervisor Department: Financial Services
Phone: 919-201-4056 Requisition Number: Pending
Product: Meter Supplies Total Purchase Amount:$162,823 FY21 Budget
I am aware that N.C. G.S. 143-129 and the Town s Procurement Policy mandate that the Town of
Hillsborough procure all apparatus, supplies, materials and equipment totaling $30,000 or more by
competitively bidding.
Recommended Sole Source Vendor:
Company Name: Core & Main
Contact Name: Korey Battles and Danny Lee
Address: 121 International Drive
City, State, Zip: Morrisville, NC 27560
Telephone: 919-467-8884
2. Is the recommended company the manufacturer? Yes No
3. Does the manufacturer sell the item(s) through distributors? Yes No
SOLE SOURCE RATIONALE
A specific contractor is the only source of the required item because (check all that apply):
The required items are proprietary to the Contractor
A specific item is needed:
to be compatible or interchangeable with existing hardware,
as spare or replacement hardware,
for the repair or modification of existing hardware, or
for technical evaluation or test.
other (Provide information below)
Page 88 of
122
Last revised on 12/31/2018
There is a substantial technical risk in contracting with any other contractor, thereby making that
an unacceptable course of action (e.g., where only one contractor has been successful to date in
implementing a difficult manufacturing process). In a brief explanation, provide supporting
evidence of other contractors with relevant capabilities and emphasize their inability to overcome
the substantial technical risk.
The requested product is essential in maintaining standardization and the use of another pr oduct
would require considerable time and money to implement or evaluate.
The product must be compatible to existing equipment in order to operate adequately; or maintain
existing warranties.
If this project is technology related, has it been reviewed and approved by IT staff?
No. (If No, you must complete this process before submitting the sole source form)
Yes. (If Yes, provide IT staff documentation or the date of IS staff approval so we may
confirm the project status.) IS staff approval date:
1. Provide detailed information about why you need to acquire these goods:
The Town routinely installs new meters and replaces old meters. Neptune meters are required so the
meters can be read with our current meter reading software.
2. Has your department bought these goods in the past? Yes No
2a. Who was the contractor/supplier?
Core & Main
2b. Was the requirement competitively bid or declared a sole source?
The meters were most likely competitively bid years ago when the Town decided to install Neptune
Meters. Since then the meters have been purchased only from Core & Main as a sole source
purchase.
2c. What was the last date and price paid for goods?
April 2020 $1,051
3. Why are the requested goods the only item that can satisfy your requirements? Indicate the unique
features of the product that are not available in any other product. Provide specific, quantifiable factors
and qualifications.
The Town made a decision years ago to install Neptune meters. Core & Main is the only supplier of
Neptune Meters in North Carolina.
Page 89 of
122
Last revised on 12/31/2018
4. Were alternative goods evaluated? Yes No
4a. If yes, what were they and why were they unacceptable? Please be specific with regard to
features, characteristics, requirements, capabilities and compatibility.
4b. If no, why were alternatives not evaluated?
Alternatives were likely evaluated when the Town initially chose Neptune meters.
However, since Neptune meters were chosen, the Town must use Core & Main to
purchase meters and related supplies since it is the sole supplier of the Neptune
Technology Group Products.
5. What efforts were made to get the best possible price?
The Town routinely ask for pricing quotes from Core & Main.
6. Will this purchase obligate the Town to this vendor for future purchases? Yes No
6a. If yes, please provide details regarding future obligations and/or needs:
The Town has been obligated to this vendor since deciding to purchase Neptune meters.
The Town will need to continue to purchase meters from Core & Main unless another
distributor is approved for North Carolina.
7. Why is the price for this purchase considered to be fair and reasonable?
Core & Main is the sole supplier of the Neptune meters. There is no other distributer to get
price quotes from.
8. What will be the financial or other impact to your department if this sole source is not approved and a
competitive bid is required?
If this sole source is not approved, the Town will need to go through the bid process for meters and
a new reading system. Since Neptune meters will still exist in the Town, the Meter Services Team
will need to use two meter reading programs. This scenario would create the opportunity for error
and create extra work for the meter reading team, the billing department and possibly cause issues
with our current billing software.
TERM
One Time Purchase Ongoing Purchase
Procurement begin date: Procurement end date:
I certify that the above information is true and correct and that I have no financial or other beneficial
interest in the vendor or product.
Page 90 of
122
Last revised on 12/31/2018
Date
June 22, 2020
Finance Director Date
Mayor Date
1
NEPTUNE TECHNOLOGY GROUP
1600 Alabama Highway 229 South,
Tallassee, AL 36078
Telephone: (800) 633-8754 Fax: (334) 283-7293
www.neptunetg.com
6/16/2020
To whom it may concern,
Core & Main Morrisville NC is the sole distributor of Neptune Technology Group products within the
state of North Carolina. As such, they are the only entity authorized to sell the Town of Hillsborough
NC NTG products or services.
Regards,
Dustin Doyle
Territory Manager- NC
Neptune Technology Group
Board of Commissioners
Agenda Abstract Form
Meeting Date: June 29, 2020
Department: Public Works
Public Hearing: Yes No
Date of Public Hearing:
For Clerk’s Use Only AGENDA ITEM #
3.I
Consent
Agenda
Regular
Agenda
Closed
Session
PRESENTER/INFORMATION CONTACT: Public Works Director Ken Hines
ITEM TO BE CONSIDERED
Subject:
Ordinance Amending Chapter 13 of the Town Code regarding size of double monuments in the Town Cemetery
Attachment(s):
1. Draft revised town ordinance; Chapter 13 Cemeteries, Article IV. – Mausoleums and Markers, Section 13-18,
item (b)
Brief Summary:
Two monument companies have contacted the town to request the dimensions of double marker monuments be
increased in length. Currently, the maximum size of double markers is 52 inches by 18 inches. The monument
companies would like to see the dimensions increase to 66 inches by 18 inches. The size of two gravesites is 96
inches wide so this would allow 15 inches of space on either side of the monument which would be sufficient for the
larger stone and not affect surrounding monuments. Larger stones not meeting town code do exist in the Town
Cemetery.
Action Requested:
Approve/disapprove a revision of the Town Code, Chapter 13 Cemeteries, Article IV. – Mausoleums and Markers,
Section 13-18, Item (b) that increases the size of double markers to 66 inches by 18 inches.
ISSUE OVERVIEW
Background Information & Issue Summary:
The revision would enable monument companies to install larger stones that meets industry standards for the size of
the monument.
Financial Impacts:
None
Staff Recommendations/Comments:
Approve amending the Town Code of Ordinances to increase the size of double markers.
DRAFT
AN ORDINANCE AMENDING Chapter 13, CEMETERIES
ARTICLE IV. -MAUSOLEUMS, MONUMENTS AND MARKERS
SEC. 13-18, ITEM (b)
The Board of Commissioners of the Town of Hillsborough ordains:
SECTION 1. All section references below refer to the Town of Hillsborough Code, Chapter 13,
Article IV, Sec. 13-18
SECTION 2. Section 13-18 Monuments and Markers
Section 13-18, item (b) shall be replaced with the following revision:
(b)Grave space markers shall be composed of either a marble or granite base and shall
be a maximum size of 66 inches by 18 inches (double) and 28 inches by 16 inches
(single). No marker composed of a brick or concrete base or border shall be permitted.
All markers in zones 9, 10, 11 and 12 must be flat markers level with the surrounding
ground.
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, receiving the following vote
and was duly adopted the 29 th day of June 2020.
Ayes: __ _
Noes: __ _
Absent or Excused: ___ _
(Prior Code, Sec. 13-18; Ord. of 6-11-2001; Ord. of 1-12-2004)
Katherine Cathey
Town Clerk
Board of Commissioners
Agenda Abstract Form
Meeting Date: June 29, 2020
Department: Governing Body
Public Hearing: Yes No
Date of Public Hearing:
For Clerk’s Use Only AGENDA ITEM #
4.A
Consent
Agenda
Regular
Agenda
Closed
Session
PRESENTER/INFORMATION CONTACT: Matt Hughes, Commissioner
ITEM TO BE CONSIDERED
Subject:
Resolution designating Juneteenth an official holiday in the Town of Hillsborough
Attachment(s):
1. Resolution
Brief Summary:
Annual observance of Juneteenth would provide residents and employees of the Town of Hillsborough an opportunity
to reflect on the impact of slavery and remember those who were enslaved here and their profound contributions to
our community. With approval of the resolution, the Hillsborough Board of Commissioners will designate Juneteenth
as an official town holiday and urge our state and federal legislators to sponsor legislation making Juneteenth an
official state and federal holiday.
Action Requested:
Approve resolution.
ISSUE OVERVIEW
Background Information & Issue Summary:
N/A
Financial Impacts:
N/A
Staff Recommendations/Comments:
N/A
RESOLUTION
Designating Juneteenth an Official Holiday in the Town of Hillsborough
WHEREAS, President Abraham Lincoln signed the Emancipation Proclamation declaring “all persons held as
slaves within any State or designated part of a State, the people whereof shall then be in rebellion against the United
States, shall be then, thenceforward, and forever free;” and
WHEREAS, President Lincoln’s Emancipation Proclamation, signed on September 22, 1862, became
effective on January 1, 1863, thereby freeing slaves of this nation’s original sin of human bondage throughout much
of the United States of America, including North Carolina and the Town of Hillsborough; and
WHEREAS, Union General Gordon Granger was dispatched to Galveston, Texas to announce the surrender
of Confederate General Robert E. Lee and on June 19, 1865 declared the freedom of slaves still held in human
bondage in the State of Texas; and
WHEREAS, Juneteenth, also known as Freedom Day, Jubilee Day, Liberation Day, and Emancipation Day, is
recognized in 47 states, with mostly ceremonial observances and only the State of Texas recognizing Juneteenth as
an official state holiday; and
WHEREAS, Governor Beverly Eaves Perdue was the first governor to proclaim the observance of Juneteenth
in the State of North Carolina in June 2010; and
WHEREAS, the Government of the United States of America does not recognize Juneteenth as a federal
holiday; and
WHEREAS, members of Congress, including Senator Kamala Harris of California and Senator Cory Booker of
New Jersey, have recently introduced legislation to recognize Juneteenth as a federal holiday; and
WHEREAS, annual observance of Juneteenth would provide residents and employees of the Town of
Hillsborough an opportunity to reflect on the impact of slavery and remember those who were enslaved here and
their profound contributions to our community; and
NOW, THEREFORE, BE IT RESOLVED the Hillsborough Board of Commissioners designates Juneteenth as an
official town holiday; and
BE IT FURTHER RESOLVED, the Hillsborough Board of Commissioners urges our state and federal legislators
to sponsor legislation making Juneteenth an official state and federal holiday; and
BE IT FURTHER RESOLVED, the Hillsborough Board of Commissioners directs the town clerk to transmit a
copy of this resolution to the Orange County Board of Commissioners, Orange County Board of Education, Chapel
Hill Town Council, and the Carrboro Town Council.
Approved this ___ day of _________ 20____.
Seal
Jenn Weaver, Mayor
Town of Hillsborough
Board of Commissioners
Agenda Abstract Form
Meeting Date: June 29, 2020
Department: Administration - Budget
Public Hearing: Yes No
Date of Public Hearing: ___June 8, 2020________________
For Clerk’s Use Only AGENDA ITEM #
4.B
Consent
Agenda
Regular
Agenda
Closed
Session
PRESENTER/INFORMATION CONTACT: Emily Bradford, Budget Director
ITEM TO BE CONSIDERED
Subject:
FY2020-21 Annual Budget and Financial Plan
Attachment(s):
1.Memo from the town manager on budget additions
2.Unfunded requests “Add List” per budget workshop
3. Budget Justification Forms and supplemental information for unfunded requests discussed at the budget
workshop
4. Budget Ordinance
5.Revenue & Expenditure Summaries for each fund Fees & Charges Schedule
6.Response to public hearing questions
Brief Summary:
At the Budget Workshop, town board members mentioned several unfunded budget requests for possible funding.
Staff has reviewed these requests and, in some cases, provided additional information to help inform the board’s
decision. The budget team has also provided some questions below for board consideration.
Action Requested:
-Consider unfunded requests for possible addition to FY2021 recommended budget.
-Adopt FY2021 budget.
ISSUE OVERVIEW
Background Information & Issue Summary:
Revenue Update
• General Fund – March sales tax revenues were slightly higher than projected in the June 3 version of the
budget, likely attributed the bulk buying that occurred that month. These increases were however partially
offset by other revenue sources coming in slightly lower than anticipated. No major change in revenue
projections for FY2021 are being proposed at this time, with only slight tweaks reflected in the updated
General Fund revenue page included in this packet. We will continue to monitor revenues in the new fiscal
year and adjust as needed.
• Water and sewer charges – no change in anticipated in FY2020 or FY2021 collections.
• Stormwater charges – no change is anticipated in FY2020 or FY2021 collections.
Expenditure Update
• General Fund
o Minor tweaks to expenditure estimates, no changes to funded/unfunded requests.
• Water & Sewer Fund
o Sewer pump station generators were added to the Wastewater Collection budget ($219,000).
Perpetual maintenance fee reserves are being used to fund this expense, so no additional impact on
rates or retained earnings.
• Stormwater Fund – no changes to funded/unfunded requests.
• FY2019 cost allocations were reviewed, and it was determined that the allocations were posted based on
budget amounts rather than actual expenditures. These cost allocations were recalculated based on year-
end actuals, and the overages charged to the Water & Sewer Fund and the Stormwater Fund will be reduced
from FY2020 cost allocations. The impact to each fund is shown below and is also represented in the
updated expenditure summaries for each fund.
o General Fund – $356,351 expense
o Water & Sewer Fund – $340,522 refund
o Stormwater Fund – $15,849 refund
• COVID-19 Expenses – Staff reviewed FY2020 expenses and estimated those that the town will continue to
incur into FY2021, as well as new expenses that may emerge as offices re-open to the public. To better track
these expenses and make it easier to seek reimbursement for eligible expenses from FEMA, new Disaster
Relief budget units were added to each of the three funds. Except where noted, this represents new adds to
the budget.
o General Fund - $47,875 (includes $15,000 for daily park restroom disinfection previous budgeted in
Public Space)
o Water & Sewer Fund - $31,909
o Stormwater Fund - $1,755
Budget “Add Backs”
• Included in the agenda are the justification forms for the ten unfunded budget requests discussed at the June
8 workshop.
• Currently, the General Fund is projected to need $422,907 in a fund balance appropriation to balance the
budget. Any additions to the budget will increase this fund balance amount.
• Funding Options & Considerations:
o The decision to fund any potential budget adds does not have to be made prior to budget adoption.
This decision can be made at any time and a budget amendment can be processed to appropriate
applicable funds. Continuing the discussion into the new fiscal year also buys time to get the audit
results as well as get a better gauge of how revenues are looking.
o The board can direct staff to add an unfunded budget request discussion to an upcoming meeting
agenda.
o The board can decide to fund all, some, or none of the requests.
o How do budget “adds” compare to reinstating funding for personnel, operating or capital expenses
that were cut to balance this year’s budget? For example, several positions were frozen and
computer refreshes and vehicle and equipment replacements were delayed until at least July 1,
2021.
o Do you need additional information about any of the unfunded budget requests to make a more
informed decision?
Financial Impacts:
Recommended Budget:
• General Fund - $10,423,544 (35% fund balance); no rate increase.
• Water & Sewer Fund - $11,088,318 (69% retained earnings); no rate increases.
• Stormwater Fund - $657,330 (101% retained earnings); no rate increase.
Staff Recommendations/Comments:
Adopt the FY2021 budget.
MEMORANDUM
TO: Mayor Weaver & Board of Commissioners
FROM: Eric Peterson, Town Manager
DATE: June 25, 2020
SUBJECT: Comments/priority rankings/recommendations for request FY21 budget additions
Suggested additions have been made from board members and departments. In a typical year it’s likely that all the
requests would have been included in the FY21 or FY22 budget as they address needs that are not going away. As
everyone knows, few new items were included in the FY21 proposed budget due to COVID‐19. To assist the board in
weighing and deliberating whether to add some, all, or none of the additions, staff included the budget justification
forms along with some new information as attachments. The purpose of this memo is to supplement that information
with a few quick thoughts (in blue font) and a ranking of the items under consideration. There are only three total
additions for the water/sewer and stormwater funds. Two are to fund COVID‐related expenses and the other is for
emergency generators at two pump stations. Budget impact from those items is minimal.
The general fund requests are ranked 1‐10 in priority order, from the town manager’s perspective. The current
unfunded list was reviewed to see if there were other items of higher priority that should be considered for displacing
any of the items listed below. Good arguments could be made for exchanging some items, but nothing glaring jumped
out enough to remove any of the items below from consideration.
Items 1 – 6: either a top priority, address a major inefficiency, reduce risk, appear to be a good value, provide
opportunities to improve in critical areas, or were inadvertently removed from the recommended budget.
Recommendation: add to budget.
Items 7 – 8: operational needs that improve accountability, efficiency, and aid with succession planning. If not
done in FY21 they likely should be funded the following year. Recommendation: If not added, re‐evaluate mid‐
year or for FY22.
Items 9‐10 are not operational, considered more discretionary based on town board priorities, and their comfort
levels with overall finances. Board decision.
General Fund
1. COVID‐19 related costs ($47,875), such as cleaning, legal, translation, IT‐related (video conferencing, hot spots,
phones), and other items. Essential operational costs.
2. Diversity, equity and inclusion initiative (Admin. ‐ $15,000; original request was for $10,000, staff is requesting an
additional $5,000 after additional research into options and costs). HR has been exploring various racial equity
training options for all employees since last fall. This was a high priority going into the early budget process.
Excellent programs accompanied by on‐going support have been identified as HR continues to prepare for
implementation, if funded. Given the current heightened level of awareness regarding racial injustice, the
importance for the town to identify problems, improve, and a lead in this area makes this a top priority.
3. Budget software (Administration ‐ $29,600). Please read the budget director’s supplemental explanation on this
request. The manual process is time consuming, highly wasteful, prone to errors (human and software), has made
our current budget document/processes unsustainable given staff workload limitations, increases time
spent/wasted and frustration in all town departments, current staff have regularly worked excessive hours for the
last 10+ years with current system, cutting the part‐time budget tech position after the first quarter of FY21 will
exacerbate problems further, and departure of either the budget director or assistant to the manager/deputy
budget director would put the town in a difficult position. This is a top priority.
4. Upgrade training position to a sergeant level position and increase by ¼ FTE from 0.75 to 1.0 FTE (Police ‐ $24,474).
Supports critical function that’s often neglected in other departments. Essential to HPD success. High priority.
5. Additional training (Police ‐ $10,000). To place additional focus, support, and improvement on areas of greatest
community concern regarding fair, compassionate, and equitable policing. High priority.
6. GPS monitoring fees (Police ‐ $10,000). This is an existing budgetary item and service that track all movements of the
patrol vehicles. It was inadvertently removed from the continuation budget. The GPS units improve accountability,
assist with internal reviews, monitor driver safety, and aid in coaching.
7. Training ‐ UNC‐SOG Municipal & County Admin. Course for HR Director/Town Clerk (Admin ‐ $3,800). Most detailed
and intense course at SOG. Covers all aspects of municipal government specific to North Carolina. Provides
graduates with a wide network of local government employees in various positions that will serve as resources for
many years. The HR director/town clerk is currently second in the line of succession of acting managers, only behind
the planning director/assistant town manager. The current town manager was eligible for retirement back in 2019
and the planning director/assistant manager is eligible for early retirement, with full retirement in about 2 ½ years.
From a succession planning and options perspective, attendance sooner rather than later at this outstanding course
is a good long‐term investment for the town.
8. Property room storage system (Police ‐ $15,000). Addresses need that is not going away, while improving the
efficiency of managing this task, as well as accountability for evidence.
9. Hillsborough Arts Council ($13,200) and Exchange Club ($7,500) requests exceed the $20,000 already funded in
Special Appropriations by $700. Either authorize the additional $700 or decide how to reduce the requests
accordingly.
10. Inclusive play equipment at Gold Park (Public Space ‐ $25,000). This is not an operational item that impacts daily
operations and can be more easily deferred than other unfunded items and thus the reason for ranking it below the
operational items above.
Water & Sewer Fund
COVID‐19 related costs ($31,909). Essential.
Sewer pump station generators (Wastewater Collection ‐ $219,000 funded via perpetual maintenance fee reserves,
which is a restricted revenue source that has no impact on rates and provides long‐term benefit). High priority.
Recommend funding to address emergency power needs at these two stations, free staff time during emergencies
by not having to monitor, connect and sometimes rotate portable generators during/after storms. Addresses capital
and operational need by using restricted funds that have essentially been idle in a more effective long‐term manner.
Stormwater Fund
COVID‐19 related costs ($1,755). Essential.
Questions for Staff
Town staff will be available to answer questions from the board and provide additional information, thoughts, and
perspectives on the items listed above. Hopefully all the information in the abstract and discussion with staff during the
meeting will help the board think through these final decisions before adoption.
Add List per Budget Workshop
Department Category Request Comments FY21
General Fund
Administration ‐ Budget Capital Budget Software
Software to automate a very manual budget process that is currently
based in Excel.29,600$
Administration ‐ HR Operating Diversity, Equity & Inclusion Initiative
Diversity, equity and inclusion organizational assessment, strategic
planning and training services. An additional $5,000 has been added to
this request, for a total of $15,000.15,000$
Administration ‐ HR Operating
UNC‐SOG Municipal & County
Administration Course
Course for HR Director/Town Clerk, who is behind only the Planning
Director/Assistant Town Manager in the town's chain of command.3,800$
Police ‐ Administration Personnel Training Sergeant Position Upgrade training position from .75 to 1 FTE to a Training Sgt. Position.24,474$
Police ‐ Administration Operating GPS Monitoring Fees
Cut from FY21. These devices have been a nice tool but are not
essential. Also, there is no contract associated with them, so we can
restart these at any time if the funding picture looks better. We will ask
to restart in FY22, if possible. 10,000$
Police ‐ Administration Operating Training External training and development.10,000$
Police ‐ Investigations &
Community Service Operating Property Room Storage System
Purchase a storage system to better utilize limited space in Property
room and organize property and evidence held by HPD. 15,000$
Public Space Operating Inclusive Play Equipment
Add handicap accessible concrete pads with musical play stations at
Cates Creek and Gold Park (Gold Park ‐ $25,000, Cates Creek Park ‐
$15,000)40,000$
Special Appropriations Operating Community Reinvestment Funds
$20,000 is currently budgeted for Community Reinvestment Funds. The
Hillsborough Arts Council requested $13,200, an increase of $1,200
over their FY20 appropriation. The Exchange Club requested $7,500,
which is the same amount funded in FY20. To fund both requests at
the requested level, an additional $700 is needed.700$
General Fund Total 148,574$
Water & Sewer Fund
Wastewater Collection Capital Sewer Pump Station Generators Permanent standby generators. Fund w/ perpetual maintenance fee.219,000$
Water & Sewer Fund Total 219,000$
Budget Software
The budget development process is manual, and many files are built off of, or are connected to each other.
This creates potential for errors, and it is time‐consuming to manage updates.
Below is additional information that outlines the need for and the benefits of implementing a budget
software system. This includes the impact on budget staff and town departments, as well as how the
costs can be shared across the town’s three funds.
Benefit 1: Creates a Streamlined Process
Currently, the budget development process and document deliverables are completed manually. The
simplest change can take a significant amount of time. For example, as budget staff were completing the
June 3 version of the budget workbook, two numbers were identified as incorrect. These errors would
have taken several hours to correct due to the trickle‐down impact of having to update all the documents
that those numbers roll up into. Changing a dollar amount on a single request requires budget staff to
update various documents including, but not limited to: the justification form, spreadsheet, cost
allocation (which means a general fund update can trigger updates being needed to both water and sewer
and stormwater funds), highlights page, functional area roll up page, fund expenditure page, revenue
page, budget message, executive summary, and potentially departmental and master unfunded lists.
Budget staff then create new PDF pages and swap out the old pages in the budget document. Depending
on which version of the budget staff is working on, it can also mean updates to fund balance, capital
reserve, debt, revenues by type, and expenditures by cost area pages.
In addition to managing all the individual files, assembling the final document takes a significant amount
of time (staff estimates it takes a minimum of 120 hours to complete). All charts and graphs need to be
manually updated and inserted into documents, which often means time consuming formatting is needed.
The expenditure by cost area page can easily take a day or more to complete since all numbers are
manually calculated by department and added together, which is an extremely error prone process, which
rectifying can be equated to finding a needle in a haystack. Over the years, we have tried to simplify and
streamline the document, but ultimately, there is only so much information you can strip from the
document, and it still be the same tool we have come to expect it to be.
Our hope with budget software is to streamline the budget development process. Ideally, we make an
update once, then have it automatically update all the impacted sections, which would result in a
significant time savings. We plan to see more software demos to ensure this is how it really works, but in
theory, we should be able to run a report and all the numbers are updated (much like you would in
SmartFusion). One benefit this solution would give us is real time budgeting rather than the hours or days
it currently takes to see the impact of a few minor edits. As part of a software package, we are also seeking
budget book capabilities. After the initial set up, it should allow us to run a report and get a final
document, and then re‐run it anytime updates are made so that it is always current.
Due to the dynamic nature of the budget process, the large number of spreadsheets, and end users
involved, as well as the relatively short window in which it is developed, streamlining some of these
calculations and reporting in Excel has proven difficult. The manual nature of the current process makes
it error prone with formulas that can be easily over written. We have been fortunate that we have not
experienced any significant calculation errors, but this likely can be attributed to the many hours that
budget staff spends reviewing entries and formulas. Toggling between tedious tasks such as this, while
also trying to develop a budget or consider budget balancing strategies is a real challenge, from both a
cognitive as well as time management standpoint.
Additionally, budget software would allow us to run multiple budget scenarios. Currently, we only have
one version of the budget and any scenarios that are run require significant time to update across
departmental spreadsheets, and then reverse out if ultimately a different course is decided upon. Having
this capability would have been helpful this spring as we adjusted the originally proposed budget to reflect
the impacts of the coronavirus. With the rapidly evolving situation, being able to easily update projections
and run scenarios could have helped inform decisions in a timelier manner.
Benefit 2: Generates Positive Impacts Organization‐Wide
Implementing budget software would not just benefit the budget team but other departments as well.
Budget preparation is currently being managed in SharePoint, which many of our users find challenging
to navigate, time consuming to upload files and apply metadata, and its intermittent glitches frustrating.
Additionally, one of the drivers to moving to SharePoint was to help with version control. Previously,
spreadsheets were emailed back and forth with edits, which made it nearly impossible to make sure
everyone was working off the same version. The hope was that with SharePoint, everyone would be
working off of the online documents; however, we have found that for a variety of reasons, some
departments are downloading their documents for editing and then uploading new documents to
SharePoint, potentially wiping out any changes that had been made to online versions in the interim.
Implementing budget software would further assist with version control.
Software would also allow us to implement workflow into the budget request process. This would make
it easier for departments to track their requests and see whether they have been funded. This would also
eliminate the need for budget staff to manually manage multiple unfunded lists, as the information would
now be available via a report in the software.
Additionally, human resources staff currently provide salary and benefit projections. These are tracked
on spreadsheets, which is manual, and has the potential for data entry or formula errors. It is also difficult
to track filled vs vacant positions, leading staff to constantly confirm FTE counts to ensure accurate budget
estimates. Tracking the information on the spreadsheets also means that any updates to salaries or
benefits need to be manually entered into departmental spreadsheets. Since much of this information
becomes available to the town at various points throughout the spring, staff spends a significant amount
of time trying to keep the budget spreadsheets current. Budget software would allow us to update benefit
assumptions without having to manually key the updates to all thirty‐five departmental budgets.
ERP
Previously, Budget staff considered moving to a software‐based process as part of an ERP conversion.
However, after recently sitting through multiple rounds of ERP demos with various vendors, it became
clear that the financial module is typically the strongest, while other modules like budget are rather weak
and would require a significant amount of customization to meet the town’s needs. In the fall, the budget
team demoed several software packages designed specifically for budgeting and found these to largely
meet our needs out of the box, with little to no customization required, providing a must better product
at a lower cost. Any ERP conversion is likely many years away, and budget software is an immediate need.
With the potential of an ERP conversion in the future, compatibility will be a consideration for any budget
software selected.
Financials
The budget software would touch and benefit all departments. Cost sharing across the town’s three funds
reduces the financial impact on any one fund. Based on the current estimate of $29,600, the impact on
the three funds would be as follows:
General Fund ‐ $14,208
Water & Sewer Fund ‐ $14,800
Stormwater Fund ‐ $592
Making the budget technician position a permanent position remains an unfunded request. Not funding
this position will further impact the budget team’s workload. The town’s finances continue to become
increasingly complicated, requiring more time to manage on a day to day basis, straining our ability to
manage it and budget development effectively. One of our goals is to get the budget document finalized
in a timelier manner, however just this week we received an initial information request from the town’s
auditors. The information being requested is new for the town and will take a significant amount of time
to compile, further delaying work on the final document. Having budget software in place would help
automate much of these processes, reducing the number of hours needed to prepare the budget and
budget document, leaving more time to effectively manage the town’s finances.
We had hoped to propose funding the software via the $20,000 that is budgeted in Information Services
each year for mid‐year software needs. This would have covered the upfront cost, plus ongoing costs,
with no additional impact since this capacity was already built into the budget. Unfortunately, the
pandemic and economic crisis hit, and this was not a mission critical expense. That said, many vendors
are now starting to offer incentives, with at least one vendor offering some of their features free for a
year. Such incentives may translate into cost savings and/or at least allow us to delay the full cost of
implementation, making it easier to move forward sooner rather than later.
Budget Justification Form
Department/division: Administration / Budget
Request: Budget Software
Priority 1‐3 (1=must do; 2=should do; and 3=could do): 2 – Should do
Line‐item where funds are requested: Data Processing Services
Fiscal year(s) & amount(s) of request:
FY21 – $29,600
FY22 – $18,000
FY23 – $18,000
Describe request:
A budget software system would transform our budget operations by streamlining the budget process. In our ideal future state, budget
would be able to easily set up for the upcoming year’s budget in the system and departments would be able to access and modify their
operating and capital budgets in one place and submit budget justifications to the budget team, with workflow set up in the system (i.e.
budget gets notification when request submitted). On the back end, budget staff could approve or deny budget requests based on direction
from manager and the board, which would automatically sync to the budget. Once the budget has been approved by the board, budget
would be able to finalize the budget and the data would be pulled from the system to create the annual budget book.
The current budget workflow is very manual, which is not only time intensive, but it also increases the chance for errors. The budget team
primarily uses Microsoft Excel and Word, with SharePoint used as the document repository platform. Budget spreadsheets include formulas
that need to be checked by budget staff various times throughout the process to ensure that none have been inadvertently modified (as
formulas aren’t locked). To provide context, the budget team manages 34 budget units, with each budget unit having countless
supplemental submissions and an associated budget spreadsheet that may have up to 150 rows. We are not aware of significant errors in
recent years, and that is partially due to how much time is spent checking spreadsheets, but an error could easily occur and be missed.
Before the town kicks off the budget season, budget staff spends time updating spreadsheets and budget request templates. On the
budget spreadsheets, budget staff update the year‐end actuals, current year projections, remove expansion items, and update formulas ($
change and % change columns), debt payments, salary projections, and cost allocations for each budget unit.
With the budget living in Excel and Word files until final adoption, the budget team must manually enter the adopted budget amounts in
the financial system prior to the start of the new fiscal year. This is always a time crunch as the budget team is also focused on year‐end
processes, such as finalizing budget amendments.
Assembling the final budget document is also a manual process. It consists of updating and assembling hundreds of separate documents
into one PDF. Our estimated guess is that it takes about 3 weeks of uninterrupted time to assemble the document. In the last few years, we
have not been able to finalize the budget book until many months after the budget is adopted (we have still not finalized the FY20 budget
book).
Discuss how the request links to the town’s balanced scorecard or Top Departmental Priority:
This request is tied to efficient service provision and excel at staff and logistical support. The current state is inefficient, time intensive and
error‐prone.
Alternatives & operational impact if request is not funded:
Regardless of whether this request is funded, the budget team will be analyzing our internal processes and looking for ways to streamline
our existing workflows.
Additional information:
N/A
Budget Justification Form
Department/division: Administration/Human Resources
Request: Diversity, Equity, and Inclusion Initiative
Priority 1‐3 (1=must do; 2=should do; and 3=could do): 2=should do
Line‐item where funds are requested: Training – Hillsborough University
Fiscal year(s) & amount(s) of request:
FY21 ‐ $15,000
FY22 ‐ $15,000
FY23 ‐ $15,000
Describe request:
Staff will develop a scope of services and request quotes from the vendors for diversity, equity, and inclusion organizational assessment,
strategic planning, and training services.
Discuss how the request links to the town’s balanced scorecard or Top Departmental Priority:
The FY20 Human Resources top priority of develop a skilled and diverse workforce includes four components: 1) diversity, equity and
inclusion, 2) workforce and succession planning, 3) employee learning and development, and 4) Hillsborough University: Leadership
Academy.
The actions tied to #1 are: A) strategic recruitment (job fairs, targeted visits, job ads, etc.), B) positions (internships (including minority
schools), apprenticeships (such as Work First), and overhires), C) policy—recruitment and overhires, and D) branding. Some progress has
been made in each of these areas. In addition, the HR director has gathered information from other Orange County jurisdictions regarding
their efforts in this area.
The other three components of the HR top priority also support #1. Before the end of the calendar year, we will conduct the town’s
biannual employee survey. Feedback from the survey as well as data gathered through the workforce planning process will be utilized to
assess the current organizational culture and climate and shape the town’s diversity, equity and inclusion initiatives.
Alternatives & operational impact if request is not funded:
Conduct assessment, planning and training with current staff. Staff does not have the level of expertise and perspective in this area that an
outside consultant would be able to provide.
Additional information:
N/A
Budget Justification Form
Department/division: Administration / Human Resources and Town Clerk
Request: UNC School of Government Municipal and County Administration Course
Priority 1‐3 (1=must do; 2=should do; and 3=could do): 3=could do
Line‐item where funds are requested: Training/Conferences/Conventions
Fiscal year(s) & amount(s) of request:
FY21 ‐ $3,800
Describe request:
This seven‐week course (Sept. 2020 – April 2021) is designed for city and county managers, department heads, and other city or county
officials whose responsibilities require an understanding of functions beyond individual areas of specialization. This program provides an
opportunity to:
• Understand the legal framework and administrative requirements of NC city and county government
• Learn about how specific city and county services are organized and provided
• Appreciate the interrelation among different activities or departments and how specific laws, programs, and functions contribute to
the achievement of the overall mission of a local government
• Become part of a broader network of local government peers on whom participants will be able to draw for assistance in the future
It has been 15 years since the HR director/town clerk completed her MPA, and this course will serve as a good refresher and networking
opportunity to enhance her professional development and service to Town of Hillsborough employees and the community.
Discuss how the request links to the town’s balanced scorecard or Top Departmental Priority:
This request is directly linked to the strategic objective and top departmental priority of developing a skilled and diverse workforce.
Alternatives & operational impact if request is not funded:
Will not attend and will pursue other professional development opportunities.
Additional information:
N/A
Department/Division:Police
Position Title:Training Sergeant
Recommended Starting Salary:43,227$
Is Job Description Attached?No
Number of Positions (if same job):1 Upgrade .75 FTE, to a Sergeant‐level 1 FTE.
Fiscal Year Requesting Position:FY21
Personnel Costs $$Comments
Salary 20,000 P/t officer salary currently budgeted at $43,231. Assumes Sgt. salary of
FICA 1,530 approximately $60,000.
Hospitalization ‐
Life Insurance 44
Dental Insurance ‐
Retirement 1,900
401(k) Retirement Supplement 1,000
Personnel Subtotal 24,474$
Operations Costs
Travel & Training ‐
Dues & Subscriptions ‐
Supplies & Materials ‐
Computer/Printer/Software ‐
Equipment ‐
Fuel ‐
Vehicle Tax & Tags ‐
Vehicle Insurance ‐
Vehicle Maintenance ‐
Other ‐
Operations Subtotal ‐$
Capital Outlay
Capital ‐ Vehicles ‐
Capital Subtotal ‐$
Total Costs for the Position(s) 24,474$
Position Justification:
Additional Notes or Comments:
Personnel Expansion Request
Cost of Additional Position
Officer will be resigning before the end of FY20. This officer works as a .75 FTE and manages the department’s training and logistic functions.
When this officer leaves, it is completely unlikely that we would be able to find a suitable candidate who is able to fill the part time role as well as this
person has. In addition, it has become clear that there is more work that could be done that simply cannot be within the time allotted.
As a result, we are seeking to upgrade this position to a full‐time position. We are also seeking to upgrade it to a sergeant‐level position as there are
significant responsibilities associated with it, and we would benefit from being able to also use this position to handle more administrative tasks.
Our alternative to this would be to upgrade this to a full‐time officer position, and the cost for doing that would still be approximately $20,000.
N/A
Budget Justification Form
Department/division: Police – Investigations and Community Services
Request: Storage system for property and evidence
Priority 1‐3 (1=must do; 2=should do; and 3=could do): 1 ‐ Must Do
Line‐item where funds are requested: Supplies ‐ Departmental
Fiscal year(s) & amount(s) of request:
FY21 ‐ $15,000
Describe request:
We are requesting funds to purchase a modular storage system for our property and evidence room. We did a complete inventory of our
current property and evidence, and our current room/storage system is over capacity. It is very difficult to move and access property in our
current room, and we are forced to store many items in less than ideal ways.
A modular system will allow for more organized and efficient storage and allow us to extend the usability of the current space. It would
also allow for better storage of larger and oddly shaped items. There are several different products out there, and we are still researching
these systems to see what might work best for us. Our funds request is an estimate.
Describe how the request links to the town’s balanced scorecard or Top Departmental Priority:
This request aligns with the theme of taking care of what we have. Our current system needs a significant upgrade. This request also links
to allowing us to be more efficient in how we deliver services and manage property and evidence functions.
Alternatives & operational impact if request is not funded:
If not funded, we will continue to use our existing room. We are running out of space and may be forced to rent/purchase alternative
space for less sensitive items.
Additional information:
Examples of the types of systems we are asking for:
Budget Justification Form
Department/division: Public Space
Request: Add Inclusive (Handicap Accessible) Play Equipment at Cates Creek Park and Gold Park
Priority 1‐3 (1=must do; 2=should do; and 3=could do): 2=should do
Line‐item where funds are requested: Maintenance – Parks
Fiscal year(s) & amount(s) of request:
FY21‐ $40,000 ($25,000 at Gold Park, $15,000 at Cates Creek Park)
Describe request:
Cates Creek Park and Gold Park are the community‐scale parks in Hillsborough. These parks serve a larger population of Hillsborough
residents and visitors than the smaller tot lots. Both parks were built to meet minimum code requirements for handicap accessibility but
neither park includes play equipment that is truly inclusive. This project will add inclusive equipment in the form of musical play stations to
the existing play areas at both parks. A concrete pad will also be installed at Gold Park for the new play equipment. The stations will be
wheelchair accessible and fun for all ages and abilities. This project was ranked as a top priority by the Parks and Recreation Board.
Discuss how the request links to the town’s balanced scorecard or Top Departmental Priority:
This project helps to serve the community by improving public spaces. It also helps advance the social realm as a sustainability initiative by
improving access for underserved populations; a top priority for the Public Space Division.
Alternatives & operational impact if request is not funded:
This project could be phased over multiple years with equipment added as funds are available. The current budget allows for four (4)
musical stations at each park. If needed, we could separate the project to add the equipment to one park in FY21 and one in a future
budget year.
If this project is not funded, there will continue to be a population of children that are not served by the exiting play equipment at our
community‐scale parks.
Additional information:
Photos of inclusive musical play stations: chimes, congas, vibe marimba, and cabasa.
Report on FY 2020 Awards and Request for FY2021 Funding
Hillsborough Exchange Club
Our focus has been to update the oldest community park in town. Support from the town has helped
tremendously with these efforts. We appreciate the opportunity to make this request for funding in FY
2021.
Funding requested for FY2020:
2- BBQ grills (Gold Park style) $735
Portable handicap accessible toilet $1800
Mulch replacement due to flooding $2542
Dumpster $605
Park Liability Insurance $1818
TOTAL requested $7500
FY2020 expenses:
2- BBQ grills (Gold Park style) $735
Portable handicap accessible toilet $1800
Mulch replacement due to flooding $830
Dumpster $605
Park Liability Insurance $1818
4 dead trees removed and limbs trimmed $2640
2 new bilingual park signs $482
TOTAL expenses $8910
FY2020 funding received $7500
Funding requested for FY2021:
Portable handicap accessible toilet $1800
Dumpster $605
Park Liability Insurance $1818
Tree removal and trimming $3277
TOTAL requested $7500
FY 2020 expenses: BBQ grills were installed adjacent to the picnic structures on a separate
concrete pad. Dumpster costs and liability insurance are half of the actual cost and is shared with the
clubhouse use. Recent flooding of the park washed away all our mulch from playground areas.
Summey portable toilets (local) quoted $150/month for one handicap accessible unit located in our
park’s parking lot. A park patron reported that we had some dead limbs over our playground equipment.
Davey tree found 2 dead ash trees (likely ash borer beetle infestation), a dead elm and one pine tree
as well as dead limbs which they removed from the park area. We revised our park signage with
bilingual signs.
FY 2021 requests detail: Routine expenses are requested for the portable toilet, dumpster,
insurance. There are 4 dead ash trees in our park and the ball field parking area. A dead cherry tree
and a dead pine tree are along the driveway to the ball field that need to be removed. We have
requested a quote for removal from Davey tree. We expect the cost to be about 1/3 higher than last
year because of the additional number of trees.
Telephone: 919-643-2500 Web Site: www.hillsboroughartscouncil.org Address: 102 N. Churton Street, Hillsborough, NC 27278-
Hillsborough Arts Council 2020-2021 Funding Request
Our Mission The Hillsborough Arts Council, a volunteer-driven organization, enriches our community through the arts. We achieve this by:
•Fostering appreciation of the arts.
•Engaging diverse audiences in events and programs.
•Connecting artists, organizations, and audiences.
Funding Request The Hillsborough Arts Council (HAC) is requesting $13,200 in support from the town of Hillsborough. This includes an increase in financial support for fiscal year 2020-2021. This request is a renewal of Fiscal Year 2019-20 funds at $12,000 as well as an additional investment of $1,200 (10%) in the growth of arts and culture in the Hillsborough Community. In last year’s request, HAC proposed a three-year partnership between the Town of Hillsborough and HAC, including a 10% increase in funds based on the goals detailed at a later point in this proposal. This partnership would include an increase of $2,520 over three years ($0 in FY 2019-20; $1,200 in FY 2020-21, $1,320 in FY 2021-22) as an investment in HAC’s growth as a major driver of artistic and cultural programs and events, economic development, and tourism for Hillsborough.
Goals for 2020-2021
•Implement the completed strategic plan (attached) and reassess current goals to continueforward movement towards five year strategic benchmarks.
•Increase fundraising capabilities through strategic commitment to donor relationship building,grant requests, and growth of the sponsorship program.
•Continue to refine the strategic marketing plan to raise overall awareness of HAC and promotelocal and tourist participation in events and programs through a variety of channels andopportunities. This coincides with the three-year strategic plan and shift to a top-down businessmodel.
•Create an assessment model for all programs to achieve continued growth.
•Promote growth internally through professional development and training for our executivedirector and volunteers.
Explanation of our Request Orange County’s arts community in general and the Hillsborough Arts Council specifically are important drivers of economic development in Hillsborough. A strong arts community adds to residents’ quality of life, which in turn, is a key factor for attracting new business and industry to the area. They are crucial elements of the Town’s character that distinguishes it from other parts of the Triangle and state. They strengthen Hillsborough's position in a highly competitive region as an attractive location to live and for business investment. HAC has begun developing assessment tools that allow it to better track the impact of our organization on the town. Economic impact is an important factor in creating and maintaining a strong creative community. The value of our programming to the town of Hillsborough and Northern Orange County is at the forefront of what we do. This service not only provides programming but allows us to bring economic growth and prosperity to Hillsborough. In FY 2018-19, HAC made an impact of nearly $450,000 on the town of Hillsborough. This is based on the average spending of $14 per person on event related expenses when attending arts programs of any kind in our area (not including admission costs). HAC’s events and programs saw over 32,000 participants and attendees that year. More important than economic development though, is HAC’s contribution to community building. Many of HAC’s events are participatory, and nearly all are completely free to attend or join. These programs are strategically designed to both inspire creativity through a hands-on element, as well as a community gathering aspect to bring people together to celebrate. This process can provide tools to proactively promote the values of diversity and inclusion in our community. FY 2019-20 will be the first complete FY with a full time employee. To date, HAC has seen improvements in organizational management and a shift to top down program management from the executive level. This has allowed board to reallocate their time to managing other needs of the organization including financial oversight and fiscal policies, board development, and fundraising. As you can see, the return on investment for the Town of Hillsborough should be seen as not just an opportunity to bring arts to the forefront of the daily lives of residents, but as a driver of economic development, tourism, and a facilitator of the rich culture that Hillsborough has to offer.
The Impact of Your Funding – FY 2019-20 Progress Report The following is a summary of the impact your funding has made and what the Hillsborough Arts Council with support from the Town of Hillsborough. Here are brief highlights, followed by a more complete description of our progress over the last year, thanks to you, our Board and the enthusiasm of our volunteers:
•Completed a strategic plan and began implementation of initial goals.
•Reviewed and revised fiscal and financial policies at all levels of the organization.
•Established active outreach, marketing, fundraising, and board development committees.
•Implemented the first steps of the strategic marketing plan with an expectation of a full roll outin fiscal year 2020-21.
•Increased our audience to 32,013 people served.
•Increased Gift Shop sales 29% and achieved profitability in calendar year 2019.
We are also proud to report that five of our programs have continued to be self-sustaining and/or revenue generating: Artist Workshops, Parlor Concerts, Art in the Heart of Hillsborough (Arts & Crafts Show), Winter Solstice Lantern Walk, and ArtCycle. This year the Gift Shop has also achieved this status, and we hope that Last Fridays will join the list in FY 20-21.
Without Your Support If the HAC fails to secure any additional funds, then we will struggle to keep up with growth in existing programs and maintenance of our full time ED position while we work to create stable growth within the organization. In addition to the impact on ongoing activities, failure to secure funding will limit planned efforts to
•Develop major fundraising and sponsorship opportunities
•Introduce a formal strategic plan for organizational development
•Increase net operating income from retail sales
•Develop a system to estimate the size and composition of event attendance
•Develop relationships with community leadersand it would likely put off new efforts to
•Increase diversity of communities served
•Increase outreach efforts
•Develop marketing plans to attract more volunteers, donations, grants and major sponsors
•Plan new income-earning programs, such as of offering art classes to the public and in schools,including our growing group of home school families
Statistics and Support Materials
Program Activities The work supported by this grant enables year-round programming, all of which promotes tourism and benefits Hillsborough’s economic and cultural climate. 1.HAC Gallery and Gift Shop operates year-round.2.Last Fridays is spring to fall, bringing both locals and visitors to downtown Hillsborough to enjoythe arts, and share information through community booths. Between 1,000 and 3,000 peopleattend each event and 15% are tourists coming from surrounding counties and other states.3.Hillsborough Art Walk Last Fridays is January through November and provides a walking tourof our diverse arts and crafts and encourages sales. 300/night for extended season (January,February, March, October, and November); 600 plus/night for regular season (April -September), with people from surrounding counties.4.The Handmade Puppet Parade is in October. 4,000 to 4,500 people from surrounding countiesand other states participate and attend and 50% are tourists from around the country. Held on the 3rd Sunday of October on even years.5.Solstice Lantern Walk is in December and brings people together in creative workshops andjoyful, peaceful participation. 2,500 people from surrounding counties participate.6.Parlor Concerts, is within the months of January through April, are hosted in the intimatesettings of historic homes of Hillsborough. 40-50 people per event; usually 4 events per year.People come from the surrounding areas, often bringing visiting guests from outside the areaand other states.7.Art in the Heart of Hillsborough (Arts and Crafts Show) is in April and promotes the work of50 local artists. Approximately 1500 people for this April event come from surrounding countiesand other states.8.Free Spirit Freedom is a year-round program celebrating the diversity of Orange County’shistoric past and future through photography and narrative, providing opportunities to learnabout the contributions of African Americans to our community. 100 people attend per event.We expect events in January and Feb 2018. Ongoing displays draw people from surroundingcounties and other states.9.ArtCycle is a year-round program most active when school is in session that encourages citizensto contribute new and used supplies to students in school art classes.10.River Park Concert is in October and promotes local and regional talent and has a youthmusicians workshop prior to the event.11.Arts in Education is offered throughout the year. Each of these programs is chaired andimplemented by volunteers. Their success, promotion and enthusiasm are enabled by ourExecutive Director.
Individual Program Results and Goals
1.Program Activity
Name
HAC Gallery and Gift Shop
Program Goal Provide venue to showcase and market products of local artists
Performance Measures Number of visitors Total revenue
Previous Year Program
Results 8,500 $61, 816
Current Year Estimated
Results 10,000 $65,000
Next Year Projected Results 12,000 $70,000
2.Program Activity
Name
Last Fridays: Summer Concert Series
Program Goal Attract locals and visitors to downtown Hillsborough to enjoy the arts and share information through community booths
Performance Measures Number of events Total attendance
Previous Year Program
Results 6 8,700
Current Year Estimated
Results 6 10,000
Next Year Projected Results 6-7 12,000
3.Program Activity
Name
Last Fridays Art Walk
Program Goal Attract locals and visitors to downtown Hillsborough to enjoy the arts and support local vendors
Performance Measures Number of events Total attendance
Previous Year Program
Results 11 4,800
Current Year Estimated
Results 11 5,000
Next Year Projected Results 11 5,500
4.Program Activity
Name
The Handmade Puppet Parade
Program Goal Build community and attract visitors by celebrating shared creativity and community pride
Performance Measures Number of marchers Total attendance
Previous Year Program
Results 700 (2018) 2,500
Current Year Estimated
Results n/a n/a
Next Year Projected Results The handmade parade will be moved to October 2021 with the purpose to rebuild some of the logistics and move it from presidential the election cycle.
5.Program Activity
Name
Solstice Lantern Walk
Program Goal Build community and attract visitors by celebrating shared creativity and community pride
Performance Measures Number of participants
Previous Year Program
Results 2,300
Current Year Estimated
Results 2,500
Next Year Projected Results 2,500 (limited space for growth unless logistical changes are made walk route.
6. Program Activity
Name
Parlor Concerts
Program Goal Provide intimate venues for appreciation of accomplished performers
Performance Measures Number of events Total attendance
Previous Year Program
Results 4 220
Current Year Estimated
Results 4 200
Next Year Projected Results 4 200
7. Program Activity
Name
Art in the Heart of Hillsborough (Arts and Crafts Show)
Program Goal Promote the work of local artists
Performance Measures Total attendance
Previous Year Program
Results 500
Current Year Estimated
Results 1,500
Next Year Projected Results 1,800
8. Program Activity
Name
Free Spirit Freedom
Program Goal Celebrate the diversity of Orange County’s historic past and future through photography and narrative, providing opportunities to learn about the contributions of African Americans to our community
Performance Measures Number of events Total attendance
Previous Year Program
Results 1 50
Current Year Estimated
Results 0 0
Next Year Projected Results 1 100
9. Program Activity
Name
ArtCycle
Program Goal Encourage citizens to contribute new and used supplies to students in school art classes
Performance Measures Value of contributions
Previous Year Program
Results $25,000
total value of donated clay studio equipment from four individual donors
Current Year Estimated
Results $10,000
Next Year Projected Results $15,000
10. Program Activity
Name
River Park Concert
Program Goal Promotes local talent and provide a youth workshop prior to the event
Performance Measures Number of attendees Number of workshops
Previous Year Program
Results 5,500 1
Current Year Estimated
Results 7,000 1
Next Year Projected Results 9,000 2
11. Program Activity
Name
Community Outreach
Program Goal Add outreach program or component to all HAC programs (13)
Performance Measures Number of outreach program/events
Previous Year Program
Results 1
Current Year Estimated
Results 5
Next Year Projected Results 8
Annual Staff/Volunteer Hours FTE # Full-time Paid Positions: 1 1.00 # Part-time paid Positions: 1 (bookkeeper) .25 # Volunteer Hours*: 8,000 ÷ 1,600 = 5.00
Total FTE 6.25
*Volunteer hours are FY 2019-2020 estimates based on Q1 & Q2 performance, with consideration given to
average crowd sizes and volunteers needed for Q3 & Q4 events.
Our Target Population
HAC primarily serves residents of Hillsborough but reaches a growing number of communities in Northern Orange County. HAC has initiated an outreach plan to connect with, and assess the needs of groups, organizations, and other community centers in Hillsborough and Northern Orange County. This effort will result in a comprehensive view of the desired arts programs and needs in our surrounding communities. Thus allowing us to better create and implement desirable programming meet their specific needs. The above strategy was inspired by HAC’s initial mentorship program in collaboration with Efland-Cheeks Community Center (ECCC). HAC Board members approached ECCC leadership and offered to help them develop arts programming. Plans were developed for 1) a show of locally produced art and 2) a continuing process for arts programming. The first show opened on January 7, 2018, as described in this News of Orange County article.
Demographics Because most of our events are in an open forum, it is difficult to give exact estimates. The counts are from several sources. Our events enjoy repeat customers. It is not possible to generate a de-duplicated count of those who enjoy other community events or make purchases from local businesses. We are working on new efforts to better gather data and information on event attendees. While this will take some time to implement, we are using the available resources, registration requests, post event surveys, and analytics to begin to better understand our audience.
Program Target Population Demographics
Projected
2018-19
Actual
2018-19
Projected
2019-20
Projected
2020-21
Gender
Men 12,000 12,805 13,200 14,000
Women 18,000 19,208 19,800 21,000
Non-binary/Genderqueer N/A N/A N/A N/A
Self-Describe N/A N/A N/A N/A
Total 30,000 32,013 33,000 35,000
Race and Ethnicity
Black or African-American 7,500 8,004 8,250 8,750
American Indian or Alaska Native 360 384 400 425
Asian 600 641 660 700
White 21,540 22,984 23,690 25,125
Native Hawaiian or other Pacific Islander
Two or more races
Some other race
Total 30,000 32,013 33,000 35,000
Of the above, how many Hispanic/Latino 3,300 3,521 4,950 5,250
Of the above, how many non-Hispanic/Latino 26,700 28,492 28,050 29,750
Total 30,000 32,013 33,000 35,000
Age
0-5 years 2,805 2,994 2,000 2,121
6-18 years 4,210 4,492 6,000 6,363
19-50 years 16,835 17,965 22,000 23,335
51+ years 6,150 6,562 3,000 3,181
Total 30,000 32,013 33,000 35,000
Geographic Location
Town of Chapel Hill 5,500 5,870 6,000 6,365
Town of Carrboro 1,230 1,312 1,100 1,165
Orange County ( Outside of Chapel Hill/Carrboro) 15,950 17,020 16,000 16,970
Outside of Orange County 7,320 7,811 9,900 10,500
Total 30,000 32,013 33,000 35,000
Geographic Distribution
We regularly track the geographic origins of the population that has visited the Gallery and Gift Shop. The Gallery and Gift Shop served over 10,000 people in 2019. Their visitors surveyed (15% of total) came from 51 NC towns & cities (75% of total surveyed); 44 other states, DC & Puerto Rico (23.5%) and 12 foreign countries (1.5%)--Canada, China, England, Japan, India, Iran, Ivory Coast, Kenya, Netherlands, Russia, Sweden & Turkey.
Collaborations and Partnerships
All of our events are coordinated with external organizations and individuals. The following lists the primary collaborative efforts:
• Alliance for Historic Hillsborough
o Visitor’s Center
o Burwell School
o Orange County Historical Museum
o 2020 She Changed the World, Local Partners Committee
• Hillsborough Chamber of Commerce
o Hillsborough Merchant and Restaurant Working Group
• Orange County Schools
o ArtCycle Collection
o Student Artist Exhibitions
o Cedar Ridge High School Wood Shop
o Student Volunteers
o Afterschool programs
o New Hope Pre-K program
• Town of Hillsborough
o Poet Laureate
o Calvin St. Tree
o Public Art Initiatives
• Efland-Cheeks Community Center
• St. Matthews Episcopal Church
• Orange County Public Library
• Hillsborough Classic Film Society
• Orange County Arts Commission
• Orange County Community Players
• Music Makers Relief Foundation
• Expedition School
• Margaret Lane Gallery
• C3 Hillsborough
• Local Businesses (non-sponsors)
o Antonia’s
o Orange Family Medical Group
o Whit’s Frozen Custard
• Art Walk Partners (not already listed)
o Hillsborough Gallery of Art
o Bakova Gallery
o Tom Stevens Gallery
o Skylight Gallery and Hillsborough Artist Cooperative
o Yonder: Southern Cocktails and Beer
o Paynter Law
o Coldwell Banker HPW
o Bull City Music School
About our Executive Director
Credentials of the Executive Director HAC’s first full-time Executive Director, Torey Mishoe, was hired in October of 2018. A Hillsborough resident, she brings with her an extensive educational foundation in museum studies and arts
administration along with a local knowledge and love of Hillsborough. She has a background working arts and cultural non-profit organizations in Orange County, and her skills include but are not limited to program and event management, volunteer coordination, fund development, and marketing.
Responsibilities of the Executive Director The full-time Executive Director for the Hillsborough Arts Council is responsible for the following areas:
• Financial Oversight. Monitor the fiscal health of HAC in cooperation with the Treasurer. Assist in preparation of budgets, fundraising and financial reports.
• Marketing and Public Relations. Actively promote programs and events; spearhead planning and fine-tuning of all organizational communications with consistency while adhering to HAC brand.
• Program Coordination. Demonstrate leadership in maintaining, developing, and implementing programs to meet the needs of the Hillsborough Arts community while upholding HAC’s mission statement and strategic plan. This include evaluations, guidance, and identification of resources. Serve as the liaison between program committees and the Board of directors.
• Fund Development. Cultivate relationships with individual donors, business and corporate sponsors, and municipal partners through proposals, and personal visits to assist the board in securing funds and soliciting major gifts for the organization.
• Volunteer Recruitment and Placement. Assist programs in recruiting volunteers for a variety of tasks. Work with individuals to best match them with their interests and abilities within the organization. Regularly recognize volunteers for their dedication and time.
• Community Liaison. Develop and maintain positive relationships with local and county government and school officials, business leaders, civic groups, art patrons and current and potential funding organizations and agencies.
• Board of Directors. Serve as a liaison between the program committees and Board of Directors. Collaborate with the board to set and fulfill goals and priorities, assist with strategic plan and organizational evaluations. In addition, HAC’s volunteers bring skills as artists and teachers, as well as a wide range of professional expertise: merchandising, accounting, advertising, strategic planning, grant-writing, business operations, etc. The HAC taps the broad talent available in Orange County and focuses it on hosting opportunities for joyful human interaction and growth through the arts.
Submitted by Torey Mishoe, Executive Director
March 5, 2020
HILLSBOROUGH ARTS COUNCIL
STRATEGIC PLAN
2019-2022
1
The Hillsborough Arts Council (HAC) aims to serve the people of Hillsborough
and Orange County. HAC also works to bring in tourism traffic from
surrounding cities, all of NC and beyond. HAC strives to meet the artistic and
cultural needs of our community through a variety of initiatives and services.
This includes programs, events, educational opportunities, and more.
MISSION STATEMENT
The Hillsborough Arts Council, a volunteer-driven organization, enriches our
community through the arts. We achieve this by:
• Fostering appreciation of the arts.
• Engaging diverse audiences in events and programs.
• Connecting artists, organizations, and audiences.
VISION STATEMENT
To create a Hillsborough experience where the arts are fully integrated into the
lives of its residents by:
• Becoming a voice and advocate for the creative community in
Hillsborough.
• Creating enriching, diverse, and accessible arts programming for all ages
and across all disciplines.
• Providing a state-of-the-art facility for the performing and visual arts in
Hillsborough.
OUR VALUES
The Hillsborough Arts Council’s core beliefs and priorities include:
• Embracing diversity and inclusion in all programs and events created.
• Providing support for the creative community in Hillsborough and
surrounding communities.
• A commitment to providing leadership that assures an efficient,
consistent system of delivering our programming.
HILLSBOROUGH ARTS COUNCIL
STRATEGIC PLAN
2019-2022
2
2019 GOALS
The initial steps in implementing the HAC strategic plan is setting the
organization up for proper implementation of the long term priorities.
The following goals are due to be completed by the end of 2019 to
ensure success of the three-year plan.
• Three-year technology plan completed.
• Annual review of by-laws reviewed and amended if necessary.
• First annual report developed for release in 2020.
• Hillsborough based artists’ needs have been identified through a forum.
• Matrix management concept developed and implemented for entire
organization.
• All programs evaluated against the matrix, sustainability and programs
reclassified accordingly.
New committees identified and activated:
• Marketing Committee:
o Marketing plan is completed and implemented and budgeted funds
are spent in accordance with marketing plan.
• Fundraising Committees:
o Fundraising plan in developed and implemented.
o Annual fundraiser achieved $20,000 net.
• Finance Committee:
o One $10,000 and two $5,000 incremental cash donors/sponsors
identified and funds received.
o Investment plan developed and implemented.
• Outreach Committee:
o Outreach plan is developed to broaden community involvement
across all existing HAC programs.
HOW DO WE GET THERE?
“Hope is not a strategy!”
• Each objective above has been assigned to individual board member(s).
• Specific action plans developed and reviewed monthly.
• Specific due dates have been assigned.
• Specific metrics are established to meet deadlines.
.
3
2020 AND BEYOND
In January, 2020 we will set new objectives and assign responsibility
and deadlines for additional action plans to assure success. These
objectives will be evaluated and updated annually to allow proper
management and implementation of long term plans.
Operational Goals for 2020-2022:
• A greater percentage of funds are secured from non-municipal sources
annually.
• By 2022, 50% of the HA budget is not dependent on governmental
contributions and/or grants.
• HA has identified major endowment sources.
• Added one major contributing program or event.
• Artists’ forum created to understand the needs of Hillsborough artists.
• Hire a part-time volunteer & program coordinator.
• All programs are self-sustaining in terms of leadership, volunteers,
financial stability.
• Invest in technology improvements for the HAC operated spaces.
• HA procedures are complete and are in an operating manual.
• Have a recognized HA space in addition to the Gallery and Gift Shop.
• Well-oiled, sustained marketing and fundraising umbrella is in place.
Capital Goals for 2020-2022:
• Exploratory committee formed and implemented for a Hillsborough
performing arts center.
• Define a capital campaign for a Hillsborough performing arts center.
• Annual sustained $20,000 positive cash flow for investment into future
capital projects.
A 10 Year Vision:
• $100,000 in funds raised and invested for sustained operational growth,
future planning, and capital projects.
• HAC owns a space for daily operations and programming functions (to
be defined).
• A Hillsborough performing arts center is open and operational.
• An additional HAC 501(c)3 is established to manage the investment fund
and real estate opportunities for future growth.
Section 1 Project Title:Budget Unit #: 8200
Budget Unit:Priority Rank: 2
Year 2Year 3Year 4 Future
FY22 FY23 FY24 Years
229,000 ‐ ‐ 219,000 2,000 2,000 6,000
Section 2
Section 3
FY21 FY22 FY23 FY24 FY25 FY26 FY27 Total
Salaries / Benefits ‐
Prof. & Consult. Services ‐
Materials & Supplies ‐
Maintenance / Fuel 2,000 2,000 2,000 2,000 2,000 10,000
Other ‐
Total ‐ ‐ 2,000 2,000 2,000 2,000 2,000 10,000
Section 4
FY21 FY22 FY23 FY24 FY25 FY26 FY27 Total
Prelim Design / Plans ‐
Engineering / Arch. Serv.10,000 10,000
Land / ROW / Acquisition ‐
Clear / Grade / Site Prep ‐
Building / Utility Constr.34,000 34,000
Equip / Machinery / Furniture 175,000 175,000
Total Capital Cost Est.‐ 219,000 ‐ ‐ ‐ ‐ ‐ 219,000
Total Oper. Impact Est.‐ ‐ 2,000 2,000 2,000 2,000 2,000 10,000
Total Expenditure Est.‐ 219,000 2,000 2,000 2,000 2,000 2,000 229,000
Section 5
FY21 FY22 FY23 FY24 FY25 FY26 FY27 Total
219,000 219,000
2,000 2,000 2,000 2,000 2,000 10,000
‐
Total Program Financing ‐ 219,000 2,000 2,000 2,000 2,000 2,000 229,000
Section 6
Type of Expenditure
Should these generators not be provided, staff will continue to be at risk sustaining the system during storm events and the town will incur overtime costs. If staff
cannot reach the stations, overflows can occur, which could result in regulatory fines.
Description of Capital Item
History and Current Status; Impact if Cancelled or Delayed
New or Additional Impact on Operating Budget
This equipment will provide operational capabilities to pump sewage during power outages. Many of the town's larger sewage pumping stations have generators.
The ones that do not require staff to haul a portable generator to the site during storm events to keep the stations from overflowing during power outages. This is
a safety hazard for staff and often results in overtime hours. The project supports the Utilities Department's FY21 Top Priority of Emergency Preparedness and
Response as well as the town goal of running the operations and providing sustainable services.
Town of Hillsborough, North Carolina
Fiscal Year 2020‐21 through 2026‐27 Capital Improvement Plan
Justification; and Linkage to Council Goals, Balanced Scorecard, other Master Plans, or Dept. Goals & Objectives
Installation of permanent standby generators with automatic transfer switches to run the Strouds Creek and Governor Burke pump stations.
Wastewater Collection
Type of Project: Unappropriated Subsequent Years Total
Requested
Funds
Budget
Year 1
FY21
Sewer Pump Station Gensets
Water and Sewer
Total
Appropriations to
date
Functional Area:
Maps / Charts / Tables / Pictures
Activity
Project Costs
Method(s) of Financing
Perpetual Maintenance Fee
Funding Source(s)
Operating Revenue
New
Expansion
Replacement
Renovation
BUDGET ORDINANCE
FISCAL YEAR 2020‐21 BUDGET ORDINANCE
TOWN OF HILLSBOROUGH
Be it ordained by the Board of Commissioners of
the Town of Hillsborough, North Carolina:
SECTION I. GENERAL FUND:
It is estimated that the following revenues will be
available in the General Fund for the fiscal year
beginning July 1, 2020 and ending June 30, 2021:
Current & Prior Year Property Taxes $ 6,849,000
Local Option Sales Tax 1,448,000
Licenses, Permits and Fees 112,900
Unrestricted Intergovernmental Rev. 862,000
Restricted Intergovernmental Revenue 151,000
Other 25,500
Investment Earnings 24,000
Debt Issuance Proceeds 310,000
Fund Balance Appropriation 641,144
$ 10,423,544
The following amounts are hereby appropriated in
the General Fund for the operation of the Town
Government and its activities for the fiscal year
beginning July 1, 2020 and ending June 30, 2021 in
accordance with the Chart of Accounts heretofore
established for the Town of Hillsborough:
Governing Body $ 133,393
Administration 739,103
Accounting 260,409
Planning 437,673
Town Hall Campus 175,819
Public Space 703,207
Safety & Risk Management 89,365
Information Services 260,406
Police 3,152,955
Fire Marshal & Emergency Mgmt. 183,765
Fire Protection 1,270,488
Fleet Maintenance 350,202
Streets/Powell Bill 996,879
Solid Waste 736,002
Cemetery 7,350
Economic Development 370,879
Special Appropriations 257,774
Disaster Relief 47,875
Contingency 250,000
$10,423,544
SECTION II. WATER & SEWER FUND:
It is estimated that the following revenues will be
available in the Water and Sewer Fund for the fiscal
year beginning July 1, 2020 and ending June 30, 2021:
Licenses, Permits, and Fees $ 9,432,502
Other 15,000
Investment Earnings 10,300
Transfers 1,099,404
Retained Earnings Appropriated 523,112
$11,080,318
The following amounts are hereby appropriated in
the Water and Sewer Fund for the operation of the
water and sewer utilities for the fiscal year beginning
July 1, 2020, and ending June 30, 2021 in accordance
with the Chart of Accounts heretofore established
for the Town of Hillsborough:
Administration of Enterprise $ 1,863,942
Utilities Administration 598,867
Billing & Collections 765,923
Water Treatment Plant 1,098,734
West Fork Eno Reservoir 882,985
Water Distribution 1,637,243
Wastewater Collection 1,600,740
Wastewater Treatment Plant 2,299,975
Disaster Relief 31,909
Contingency 300,000
$11,080,318
SECTION III. STORMWATER FUND:
It is estimated that the following revenues will be
available in the Stormwater Fund for the fiscal year
beginning July 1, 2020 and ending June 30, 2021:
Licenses, Permits, and Fees $ 617,500
Retained Earnings Appropriated 39,830
$ 657,330
The following amounts are hereby appropriated in
the Stormwater Fund for the operation of the
stormwater utilities for the fiscal year beginning July
1, 2020, and ending June 30, 2021 in accordance with
the Chart of Accounts heretofore established for the
Town of Hillsborough:
Disaster Relief $ 1,755
Stormwater $ 655,575
$ 657,330
SECTION IV. TAX RATE:
There is hereby levied a tax of sixty‐two cents ($0.62)
per one hundred dollars ($100) valuation of property
as listed for taxes as of January 1, 2020, for the
purpose of raising the revenue listed as “Property
Taxes” in the General Fund in Section I of the
ordinance.
This tax rate is based on an estimated total valuation
of real and personal property (excluding motor
vehicles) for the purposes of taxation of
$1,110,412,000 and an estimated rate of collection
of 90.00% and an estimated total valuation of motor
vehicles of $88,300,000 and an estimated rate of
collection of 85.00%.
SECTION V. RAIL STATION PROJECT FUND:
Revenues totaling $34,000 are hereby approved for
the following line‐items:
Transfer from General Fund $ 34,000
$ 34,000
A total of $34,000 is hereby authorized to be
expended from General Capital Improvements
Fund:
Miscellaneous $ 34,000
$ 34,000
SECTION VI. UTILITIES CAPITAL IMPROVEMENTS:
Revenues totaling $1,074,404 are hereby approved
for the following line‐items:
Transfer from WSF‐EDD $ 259,404
Transfer from WSF‐16” Water Main $ 465,000
Transfer from WSF‐River Pump Sta. $ 200,000
Transfer from WSF‐WW Sys Rehab $ 150,000
$ 1,074,404
A total of $1,074,404 is hereby authorized to be
expended from Utilities Capital Improvements:
Econ Dev District Water Line $ 259,404
16” Water Main $ 465,000
River Pump Station $ 200,000
Wastewater System Rehabilitation $ 150,000
$ 1,074,404
SECTION VII. SPECIAL ASSESSMENT DISTRICT:
Revenues totaling $531,144 are hereby approved for
the following line‐items:
Special Assessment Taxes Collected $ 531,144
$ 531,144
A total of $531,144 is hereby authorized to be
expended from Special Assessment District:
Payments ‐ Regions Bank $ 531,144
$ 531,144
SECTION VIII. FEES, RATES AND CHARGES:
There is hereby maintained a Fees, Rates and
Charges Schedule for the purpose of raising revenue
listed in the General Fund, Water & Sewer Fund, and
Stormwater Fund, Sections I, II & III of this ordinance.
See the Fees, Rates and Charges Schedule for a
detailed listing.
SECTION IX. RECYCLING:
Orange County is hereby authorized to collect and
administer a fee established for the purpose of
providing recycling services within the Town limits.
SECTION X. BUDGET ORDINANCE:
Copies of this Budget Ordinance shall be filed with
the finance officer, budget officer and the clerk of
the governing board of this town.
Adopted this 29th day of June, 2020.
NORTH CAROLINA
ORANGE COUNTY
I, Katherine M. Cathey, Town Clerk, hereby certify
that the foregoing is a true and accurate copy of the
2020‐21 Budget Ordinance which will be recorded in
the Town of Hillsborough Minute Book.
IN WITNESS WHEREOF, I have hereunto set my hand
and have caused the official corporate seal of said
Town to be affixed, this the 29th day of June, 2020.
___________________________
Jenn Weaver, Mayor
___________________________
Katherine M. Cathey, Town Clerk
ADMINISTRATION
Photocopies 0.10$ / page
Laser Printer Copies 0.10$ / page
Town Clerk Certified Copies 1.00$ / page
Board of Commissioners Meeting Notification Listing 20.00$ annually
Town Code:
Bound Copy 40.00$
Unbound Copy 25.00$
Supplements 0.10$ / page
Motor Vehicle License Fee 30.00$ / vehicle
Franchise Fees (Cable) 5% of gross receipts
BILLING & COLLECTIONS
Returned Check / Bank Draft Fee 25.00$ / occurrence
Disconnect/Reconnect for Returned Item 40.00$ / occurrence
Connection Fee 20.00$
Security Deposits:
Water/Sewer Service
Standard
Inside Town 75.00$
Outside Town 150.00$
High Risk
Inside Town 175.00$
Outside Town 225.00$
Delinquent Fee 40.00$
Late Fee 15% (after 25th of month)
Reconnection Fee:
Business Hours No Charge
After Hours (Town Error) No Charge
After Hours (Customer Request)50.00$
Account Servicing Fee for Payments Made with Unwrapped Coins
$ 1.00 / 100 coins
Water Use Reduction Rebate
$ 10.00
CEMETERY
Lot Fee:
Resident 500.00$
Non‐Resident 1,000.00$
Lot Transfer
Transfer Between One Pair of Lots No Charge
Transfer Between 3 or More Lots 50.00$ / pair of lots
FEES, RATES & CHARGES SCHEDULE
(Effective July 1, 2020 unless otherwise noted; Fees subject to change by Board of Commissioners.)
One time rebate per water and/or sewer customer for new or
replacement installation of low‐flow faucets, showerheads and
toilets (receipt or billing invoice of work required).
A $1.00 fee for 100 coins or fraction thereof that the town is
required to count in excess of the first $10.00 of unwrapped coins
submitted for payment of the utility bill.
FINANCE
FOOD & BEVERAGE
Food & Beverage Tax (failure to pay) Fine not to exceed $500.00
Single‐Day Pre‐Paid Food & Beverage Fee 15.00$
Mobile Food Vendor Permit Fee1 50.00$
Beer and Wine License
On‐premise malt beverage 15.00$
Off‐premise malt beverage 5.00$
On‐premise unfortified wine, on‐premise fortified wine, or both 15.00$
Off‐premise unfortified wine, off‐premise fortified wine, or both 10.00$
1Mobile food vendor permits are valid as long as permit holder timely files Food & Beverage tax receipts and reports
FIRE MARSHAL
There shall be two types of permits:
a) A prescribed period of time.
b) Until renewed or revoked.
OPERATIONAL PERMITS
Carnivals & Fairs $ 100.00
Battery Systems $ 50.00
Cellulose Nitrate Film $ 50.00
Combustible Dust Producing Operations $ 50.00
Combustible Fibers $ 50.00
Compressed Gases
$ 30.00
Flammable $ 50.00
Corrosive $ 50.00
Oxidizing $ 50.00
Toxic $ 75.00
Highly Toxic $ 100.00
$ 50.00
Cryogenic Fluids $ 50.00
Cutting & Welding $ 50.00
Dry Cleaning Plants 50.00$
Exhibits and Trade Shows 50.00$
Explosives (blasting)
Three Day or Single Shot 75.00$
Two Week 150.00$
Monthly 225.00$
Fire Hydrants and Valves 25.00$ each
Flammable and Combustible Liquids
Section 1 50.00$
Section 2 50.00$
Section 3 50.00$
Section 4 50.00$
Section 5 50.00$ + $10.00 / each addl. tank/vehicle
Section 6 100.00$ + $10.00 / each addl. tank/vehicle
Section 7 50.00$
Section 8 150.00$
Section 9 50.00$
Section 10 50.00$
Floor Finishing 50.00$
Fruit and Crop Ripening 50.00$
Fumigation and Thermal Insecticidal Fogging 15.00$
Hazardous Materials 60.00$ each class not reported under sara title III
Inert and Simple Asphyxiate
Covered Mall Buildings
2) Construction Permits ‐ Allows the applicant to install or modify systems and equipment for which a permit is required by section 105.7
of the North Carolina Fire Prevention Code.
1) Operational Permits ‐ Allows the applicant to conduct an operation or a business for which a permit is required by section
105.6 of the North Carolina Fire Prevention Code for either.
Hazardous Production Material (Facility) 75.00$ each class not reported under sara title III
High Pile Storage ` 60.00$
Hot Work Operations 50.00$
Industrial Ovens 50.00$
Lumber Yards and Wood Working Plants 50.00$
Liquid or Gas‐Fueled Vehicles or Equipment in Assembly Buildings 60.00$
LP Gas 50.00$
Magnesium 50.00$
Miscellaneous Combustible Storage 50.00$
Open Burning 10.00$
Open Flames and Candles
Section 1 50.00$
Section 2 50.00$
Organic Coatings 50.00$
Places of Assembly 100.00$
Private Fire Hydrants 25.00$
Pyrotechnic Special Effects Materials 100.00$
Pyroxylin Plastics 50.00$
Refrigeration Equipment 50.00$
Repair Garages and Service Stations 50.00$
Rooftop Heliports 50.00$
Spraying or Dipping Operation 50.00$
Storage of Scrap Tires and Tire Byproducts 50.00$
Temporary Membrane Structures, Tents and Canopies 40.00$
Tire Rebuilding Plants 50.00$
Waste Handling 50.00$
Wood Products 50.00$
CONSTRUCTION PERMITS
0.009$ / sq foot; $65.00 minimum
Site Plan Review 25.00$
Pre‐Development Meetings and Site Consulations 25.00$ each addl. meeting or visit
65.00$
75.00$
50.00$
Each building requires a seperate permit
Square Feet Rate per sqft
0 ‐ 5,000 0.0150$ / sq foot; $60.00 min; $75.00 max
5,001 ‐ 10,000 0.0145$ / sq foot; $80.00 min; $145.00 max
0.0140$ / sq foot; $150.00 min; $210.00 max
0.0138$ / sq foot; $215.00 min; $276.00 max
0.0135$ / sq foot; $280.00 min; $337.50 max
0.0133$ / sq foot; $325.00 min; $382.50 max
0.0130$ / sq foot; $382.50 min; $448.00 max
0.0128$ / sq foot; $448.50 min; $500.00 max
0.0125$ / sq foot; $500.00 min; $543.50 max
0.0123$ / sq foot; $540.00 min; $600.00 max
0.0120$ / sq foot; $600.50 min; $649.00 max
0.0118$ / sq foot; $632.50 min; $690.00 max
0.0115$ / sq foot; $690.50 min; $734.50 max
0.0113$ / sq foot; $735.00 min; $770.00 max
0.0110$ / sq foot; $752.50 min; $810.00 max
0.0108$ / sq foot; $787.50 min; $820.00 max
0.0105$ / sq foot; $820.50 min; $875.50 max
0.0103$ / sq foot; $876.00 min; $900.00 max
0.0100$ / sq foot; $900.50 min; $931.00 max
0.0098$ / sq foot; $931.50 min; $950.00 max
0.0095$ / sq foot; $950.50 min; $987.00 max
0.0094$ / sq foot; $945.00 min; $990.00 max
0.0092$ / sq foot; $1012.50 min; $1046.50 max
0.0091$ / sq foot; $1047.00 min; $1080.00 max
85,001 ‐ 90,000
90,001 ‐ 95,000
95,001 ‐ 100,000
100,001 ‐ 105,000
105,001 ‐ 110,000
110,001 ‐ 115,000
115,001 ‐ 120,000
Compressed Gases
Fire Alarm Review Fee Schedule
15,001 ‐ 20,000
10,001 ‐ 15,000
Automatic Fire‐Extinguishing Systems
Kitchen Hood System
Paint Booth System
Building Plans Review
30,001 ‐ 35,000
40,001 ‐ 45,000
50,001 ‐ 55,000
60,001 ‐ 65,000
25,001 ‐ 30,000
35,001 ‐ 40,000
45,001 ‐ 50,000
20,001 ‐ 25,000
55,001 ‐ 60,000
65,001 ‐ 70,000
75,001 ‐ 80,000
80,001 ‐ 85,000
70,001 ‐ 75,000
0.0090$ / sq foot; $1080.50 min; $1125.00 max
0.0090$ / sq foot; $1125.00 min; $1170.00 max
0.0090$ / sq foot; $1170.00 min; $1215.00 max
0.0090$ / sq foot; $1215.00 min; $1260.00 max
0.0090$ / sq foot; $1260.00 min; $1305.00 max
> 145,001 0.0090$ / sq foot; $1305.00 min; $1500.00 max
Sprinkler Plans Review Fee Schedule
Square Feet Rate per sqft
0 ‐ 5,000 $ 0.0145 / sq foot; $70.00 min; $72.50 max
5,001 ‐ 10,000 $ 0.0140 / sq foot; $73.00 min; $140.00 max
10,001 ‐ 15,000 $ 0.0138 / sq foot; $140.50 min; $207.00 max
15,001 ‐ 20,000 $ 0.0135 / sq foot; $207.50 min; $270.00 max
20,001 ‐ 25,000 $ 0.0133 / sq foot; $270.50 min; $332.50 max
25,001 ‐ 30,000 $ 0.0130 / sq foot; $325.00 min; $382.50 max
30,001 ‐ 35,000 $ 0.0128 / sq foot; $382.50 min; $448.00 max
35,001 ‐ 40,000 $ 0.0125 / sq foot; $448.50 min; $500.00 max
40,001 ‐ 45,000 $ 0.0123 / sq foot; $500.00 min; $543.50 max
45,001 ‐ 50,000 $ 0.0120 / sq foot; $540.00 min; $600.00 max
50,001 ‐ 55,000 $ 0.0118 / sq foot; $600.50 min; $649.00 max
55,001 ‐ 60,000 $ 0.0115 / sq foot; $632.50 min; $690.00 max
60,001 ‐ 65,000 $ 0.0113 / sq foot; $690.50 min; $734.50 max
65,001 ‐ 70,000 $ 0.0110 / sq foot; $735.00 min; $770.00 max
70,001 ‐ 75,000 $ 0.0108 / sq foot; $752.50 min; $810.00 max
75,001 ‐ 80,000 $ 0.0105 / sq foot; $787.50 min; $820.00 max
80,001 ‐ 85,000 $ 0.0103 / sq foot; $820.50 min; $875.50 max
85,001 ‐ 90,000 $ 0.0100 / sq foot; $876.00 min; $900.00 max
90,001 ‐ 95,000 $ 0.0098 / sq foot; $900.50 min; $931.00 max
95,001 ‐ 100,000 $ 0.0095 / sq foot; $931.50 min; $950.00 max
100,001 ‐ 105,000 $ 0.0094 / sq foot; $950.50 min; $987.00 max
105,001 ‐ 110,000 $ 0.0092 / sq foot; $945.00 min; $990.00 max
110,001 ‐ 115,000 $ 0.0091 / sq foot; $1012.50 min; $1046.50 max
115,001 ‐ 120,000 $ 0.0090 / sq foot; $1047.00 min; $1080.00 max
120,001 ‐ 125,000 $ 0.0090 / sq foot; $1080.50 min; $1125.00 max
125,001 ‐ 130,000 $ 0.0090 / sq foot; $1125.00 min; $1170.00 max
130,001 ‐ 135,000 $ 0.0090 / sq foot; $1170.00 min; $1215.00 max
135,001 ‐ 140,000 $ 0.0090 / sq foot; $1215.00 min; $1260.00 max
140,001 ‐ 145,000 $ 0.0090 / sq foot; $1260.00 min; $1305.00 max
> 145,001 $ 0.0088 / sq foot; $1305.00 min; $1500.00 max
Sprinkler System Monitoring 70.00$
Fire Pumps 200.00$
Flammable and Combustible Liquids 100.00$ / tank or system
Hazardous Materials 100.00$ / tank or system
Industrial Ovens 75.00$
LP Gas 75.00$ / tank
Private Fire Hydrants 50.00$ / hydrant
Spraying or Dipping 100.00$
Standpipe Systems 150.00$
Temporary Membrane Structures, Tents and Canopies 40.00$
135,001 ‐ 140,000
140,001 ‐ 145,000
125,001 ‐ 130,000
130,001 ‐ 135,000
120,001 ‐ 125,000
FIRE INSPECTION FEES
Building Square
Feet
Initial Inspection
In‐Compliance
Initial Inspection
Non‐ Compliance
Re‐Inspection
In‐Compliance
Re‐Inspection
Non‐Compliance
3rd Inspection
In‐Compliance
3rd Inspection
Non‐Compliance
0 to 5,000 40.00$ 65.00$ 45.00$ 90.00$ 60.00$ 125.00$
5,001 ‐ 10,000 45.00$ 70.00$ 45.00$ 95.00$ 60.00$ 150.00$
10,001 ‐ 15,000 50.00$ 75.00$ 45.00$ 100.00$ 60.00$ 150.00$
15,001 ‐ 20,000 55.00$ 80.00$ 50.00$ 105.00$ 60.00$ 200.00$
20,001 ‐ 25,000 60.00$ 85.00$ 50.00$ 110.00$ 65.00$ 200.00$
25,001 ‐ 30,000 65.00$ 90.00$ 50.00$ 115.00$ 65.00$ 200.00$
30,001 ‐ 35,000 70.00$ 95.00$ 55.00$ 120.00$ 65.00$ 250.00$
35,001 ‐ 40,000 75.00$ 100.00$ 55.00$ 120.00$ 65.00$ 250.00$
40,001 ‐ 45,000 80.00$ 105.00$ 55.00$ 125.00$ 70.00$ 250.00$
45,001 ‐ 50,000 85.00$ 110.00$ 60.00$ 130.00$ 70.00$ 250.00$
50,001 ‐ 55,000 90.00$ 115.00$ 60.00$ 135.00$ 70.00$ 300.00$
55,001 ‐ 60,000 95.00$ 120.00$ 60.00$ 140.00$ 70.00$ 300.00$
60,001 ‐ 65,000 100.00$ 125.00$ 65.00$ 145.00$ 75.00$ 300.00$
65,001 ‐ 70,000 105.00$ 130.00$ 65.00$ 150.00$ 75.00$ 300.00$
70,001 ‐ 75,000 110.00$ 135.00$ 65.00$ 155.00$ 75.00$ 300.00$
75,001 ‐ 80,000 115.00$ 140.00$ 65.00$ 160.00$ 80.00$ 350.00$
80,001 ‐ 85,000 120.00$ 145.00$ 65.00$ 165.00$ 80.00$ 350.00$
85,001 ‐ 90,000 125.00$ 150.00$ 65.00$ 170.00$ 80.00$ 350.00$
90,001 ‐ 95,000 130.00$ 155.00$ 70.00$ 175.00$ 85.00$ 350.00$
95,001 ‐ 100,000 135.00$ 160.00$ 70.00$ 180.00$ 85.00$ 350.00$
100,001 ‐ 105,000 140.00$ 165.00$ 70.00$ 185.00$ 85.00$ 400.00$
105,001 ‐ 110,000 145.00$ 170.00$ 70.00$ 190.00$ 90.00$ 400.00$
110,001 ‐ 115,000 150.00$ 175.00$ 70.00$ 200.00$ 90.00$ 400.00$
115,001 ‐ 120,000 155.00$ 180.00$ 70.00$ 205.00$ 90.00$ 400.00$
120,001 ‐ 125,000 160.00$ 185.00$ 75.00$ 210.00$ 95.00$ 400.00$
125,001 ‐ 130,000 165.00$ 190.00$ 75.00$ 215.00$ 95.00$ 425.00$
130,001 ‐ 135,000 170.00$ 195.00$ 75.00$ 220.00$ 95.00$ 425.00$
135,001 ‐ 140,000 175.00$ 200.00$ 80.00$ 225.00$ 100.00$ 425.00$
140,001 ‐ 145,000 180.00$ 205.00$ 80.00$ 230.00$ 100.00$ 425.00$
145,001 ‐ 150,000 185.00$ 210.00$ 80.00$ 235.00$ 100.00$ 425.00$
150,001 ‐ 155,000 190.00$ 215.00$ 85.00$ 240.00$ 110.00$ 450.00$
155,001 ‐ 160,000 195.00$ 220.00$ 85.00$ 245.00$ 110.00$ 450.00$
160,001 ‐ 165,000 200.00$ 225.00$ 85.00$ 250.00$ 110.00$ 450.00$
165,001 ‐ 170,000 205.00$ 230.00$ 90.00$ 255.00$ 120.00$ 450.00$
170,001 ‐ 175,000 210.00$ 235.00$ 90.00$ 260.00$ 120.00$ 450.00$
175,001 ‐ 180,000 215.00$ 240.00$ 90.00$ 265.00$ 120.00$ 500.00$
180,001 ‐ 185,000 220.00$ 245.00$ 95.00$ 270.00$ 130.00$ 500.00$
185,001 ‐ 190,000 225.00$ 250.00$ 95.00$ 275.00$ 130.00$ 500.00$
190,001 ‐ 195,000 230.00$ 255.00$ 95.00$ 280.00$ 130.00$ 500.00$
195,001 ‐ 200,000 235.00$ 260.00$ 100.00$ 285.00$ 135.00$ 500.00$
COMPLAINT FEES
Illegal Burning
No Permit 50.00$ /day
Illegal Materials as defined by EPA / NC Air Quality 100.00$ /day
Burning of Structure or Vehicles 500.00$ /day
Work Without a Permit Twice the cost of the required permit
Class 1 Violation 500.00$ /violation written
Class 2 Violation 250.00$ /violation written
Class 3 Violation 100.00$ /violation written
Class 4 Violation 50.00$ /violation written
PLANNING
SPECIAL EVENT PERMITS
Public and Private Events on Private Property 20.00$
Public and Private Events on Public Property 35.00$
Street or Greenway Events 55.00$
APPLICATIONS FOR REVIEW
Future Land Use Plan or Comprehensive Plan Amendment 300.00$
Unified Development Ordinance Text Amendment 300.00$
Rezoning to a Special Use District with Special Use Permit2 1,200.00$ 1
Rezoning to a Special Use District Master Plan2 800.00$ 1
Rezoning to other than Special Use District2 300.00$ 1
Special Use Permit without Rezoning 1,000.00$ 1
Conditional Use Permit 800.00$ 1
CUP, SUP, or Master Plan Modification Requiring Public Hearing 500.00$
CUP, SUP, or Master Plan Modification not Requiring Public Hearing 300.00$
Minor Subdivision Review (1‐4 lots with or without streets) 100.00$
Site Plan ‐ Technical Review Committee or Staff 600.00$ 1
Construction Plan Review3 300.00$ 1
Variance 150.00$
Street Closing Request 150.00$
Certificate of Appropriateness 1.00$ / $1,000 construction cost; $10 minimum
Historic District Minor Work 10.00$
FEES in LIEU of CONSTRUCTION
Sidewalks 125% of written, sealed, engineer's estimate for the cost of required sidewalk installation (increase
DOCUMENTS & MAPS 1
Unified Development Ordinance 25.00$
Historic District Design Guidelines 25.00$
Community Connectivity Plan 15.00$
Administrative Manual 10.00$
Parks & Recreation Plan and Small Area/Corridor Plans 10.00$
Zoning Map or Other Color Plot/Map (larger than 11x17) 10.00$
Town Street Map with Street Grid (11x17 Black & White) 2.00$
Future Land Use Map & Other 11x17 Color Maps 2.00$
Photocopies 0.10$ / page
Zoning Compliance Permits
Home Occupation 25.00$
Signs (New or Replacement):
Wall Mounted 40.00$
Free‐Standing 75.00$
2 Rezoning and Special Use rezonings reviewed in conjunction with an annexation request should first calculate the standard fee and then
double it to account for the fiscal impact report for annexation requests.
3 This fee will apply to staff review of construction drawings ‐ required for all projects approved by a board.
1 All town produced documents and maps can be provided in electronic form (pdf, jpeg, word, or excel) at no cost if we are provided with
the media. If we provide the CD, $2 covers the CD and case.
requested by Board of Adjustment because discount discourages sidewalk construction)
1 Plus $10.00 per each acre for sites larger than 10 acres (example: 12 acre CUP = $920.00 fee).
NOTE: For projects requiring board review and approval, if plans are deemed incomplete upon the third review by staff before reaching
the permit‐issuing board, the applicant will be required to file a new application and pay new filing fees to cover the significant staff time
spent reviewing incomplete plans. This will also apply to construction drawings that do not fully respond to staff comments at the third
review.
Sandwich Board 10.00$
Event Sign Package (package of signs allowed by 6.18.6.2)20.00$
Banner (allowed by 6.18.6.3 & without other temporary signage)5.00$
Change of Use (one business use to another or change in ownership)No Charge
Construction
Residential Zones 1.00$ /$1,000 of construction cost; $5.00 min.
Multi‐Family Zones 1.50$ /$1,000 of construction cost; $10.00 min.
Non‐Residential Zones 2.00$ /$1,000 of construction cost; $10.00 min.
OTHER CHARGES
Consultant Fee Reimbursement
No‐Permit Penalty
POLICE
Parking Citation 10.00$
Fire Lane Parking Violation 25.00$
Handicap Parking Violation 250.00$
Sidewalk Table Service Permit Violation Fine up to $500.00
PUBLIC SPACE
Large Picnic Shelter in Gold Park
In‐town resident 20.00$ /3 hours
Out‐of‐town resident 30.00$ /3 hours
Multi‐Use Field in Gold Park or Cates Creek Park
In‐town resident 10.00$ /hour
Out‐of‐town resident 20.00$ /hour
SOLID WASTE
Roll‐Out Refuse Container 60.00$ / container
Residential Refuse Collection
1 Roll‐Out Container No Charge
2 or More Roll‐Out Containers TBD
Bulk Pick‐Up / Oversized Load (fee at the discretion of the Public
Works Supervisor and dependent on quantity, size and weight)50.00$ minimum
Special Brush/Vegetation Collection
Standard Collection 70.00$
Large Collection (Require use of Knuckleboom) 130.00$
NOTE: The following items are all included in the "construction cost" used to determine the permit fee: grading, landscaping, site
preparation, stormwater control, utilities, paving and structures. ZCPs will be issued for "grading only" and "paving only" projects
consistent with the UDO.
Portions of town parks may be reserved for private events. Events expecting 100 or more people are reviewed as special events as
defined in the town code. If a special event requires police or public works overtime, costs of those impacts may be passed to the
applicant.
Work begun without a necessary Zoning Compliance Permit will be charged a $100 ZCP fee or the standard fee will be doubled,
whichever is greater. Work begun without a required Certificate of Appropriateness will be charged a $100 COA review fee for the
standard fee will be doubled, whichever is greater. Work requiring both a COA and ZCP shall only pay the increased COA fee.
Projects constructing new local roads will also reimburse the Town for consultant fees to review road construction plans and
specifications.
Projects requiring a traffic impact statement will be reviewed by the traffic engineer of the Town's choice. The applicant shall
reimburse the Town for the cost of the statement in lieu of submitting a statement by a consultant of their choice as part of the
application.
STORMWATER
PLAN REVIEW
Single Lot Residential1 100.00$ /plan
LID Project2 250.00$ /plan
Standard Project (less than 1‐acre of new impervious) 500.00$ /plan
Standard Project (greater than 1‐acre of new impervious)3 500.00$ /plan plus $50/acre of new impervious
Standard Phased Projects4 250.00$ /each subsequent phase submittal
1 Not part of a larger common plan for development or sale.
2 Projects that meet the State of North Carolina's Low Impact Development requirements and calculations.
STORMWATER FEE
Residental Property 75.00$ /year
Tier 1, Non‐residential Property (0 to 10,000 sq. ft.) 150.00$ /year
Tier 2, Non‐residential Property (10,001 to 30,000 sq. ft.) 600.00$ /year
Tier 3, Non‐residential Property (30,001 to 100,000 sq. ft.) 1,800.00$ /year
Tier 4, Non‐residential Property (100,001 to 200,000 sq. ft.) 4,050.00$ /year
Tier 5, Non‐residential Property (200,001 sq. ft. and above) 12,900.00$ /year
WATER / SEWER
WATER TREATMENT AND DISTRIBUTION USE FEES
Water System Development Fee1:
Residential 3,864.00$ / residential unit
Commercial
5/8" or 3/4" meter 3,864.00$
1" meter 6,440.00$
1.5" meter 12,880.00$
2" meter 20,608.00$
3" meter 41,216.00$
4" meter 64,400.00$
6" meter 128,800.00$
8" meter 206,080.00$
10" meter 540,960.00$
Volume Charges:
Residential Volume Charges ‐ Inside Town
Residential Service:
Block 1 (0‐2,500 gallons/month)23.15$
Block 2 (> 2,500 gallons/month)9.26$ / 1000 gallons
Residential Volume Charges ‐ Outside Town
Residential Service:
Block 1 (0‐2,500 gallons/month)45.15$
Block 2 (> 2,500 gallons/month)18.06$ / 1000 gallons
Orange ‐ Alamance Water System 75% of Inside Town Rate + $0.6124/1000 gal surcharge
Bulk Water $18.06 /1000 gallons
4 Phased development projects are required to obtain a stormwater management plan approval for the entire project; as each
subsequent phase is submitted, an additonal fee will be required to ensure the phase plans comply with the overall stormwater
management plan approval.
1 In the event that a customer requests that an existing meter be replaced with a larger meter, credit will be given for the existing meter
at the current rates. No rebates of capital facilities fees will be made for decreases in meter sizes.
3 For standard projects (non‐LID projects) requiring stormwater management approval, the fee includes one project review meeting with
staff and no more than three rounds of staff comments. If stormwater plans are still incomplete after the third review or if additional
meetings with staff are required, the applicant will be required to pay an additional $500 review fee to cover the significant staff time
spent reviewing incomplete or non‐compliant stormwater management plans.
WATER CONNECTION CHARGE
Front Footage Fee1:
0 ‐ 50 Feet 750.00$ / connection
> 50 Feet 15.00$ / foot / connection
Lateral Fee:
abutting the lines.
WATER METER FEES
5/8"310.00$
3/4"390.00$
> 3/4" Actual Cost of Meter to Town + $100 Installation Fee
STRAINER FEES
2"445.00$
3"790.00$
4"1,465.00$
6"2,061.00$
8"3,461.00$
10"5,420.00$
FIRE HYDRANT METER FEES
Fire Hydrant Meter Security Deposit 2,000.00$
Fire Hydrant Rental Fees (fees are in addition to deposit)
Daily Rate 20.00$
Weekly Rate 100.00$
Monthly Rate 300.00$
Semi‐Annual Rate 1,300.00$
Annual Rate 2,500.00$
Fire Hydrant Meter Relocation Fee 50.00$
WASTEWATER COLLECTION SYSTEM USE FEES
Wastewater System Development Fee:
Residential 3,243.00$ / residential
Commercial
5/8" or 3/4" meter 3,243.00$
1" meter 5,405.00$
1.5" meter 10,810.00$
2" meter 17,296.00$
3" meter 34,592.00$
4" meter 54,050.00$
6" meter 108,100.00$
8" meter 172,960.00$
10" meter 454,020.00$
Volume Charges:
Inside Town
Block 1 (0‐2,500 gallons/month)34.23$
Block 2 (> 2,500 gallons/month)13.69$ / 1000 gallons
Outside Town
Block 1 (0‐2,500 gallons/month)66.73$
Block 2 (> 2,500 gallons/month)26.69$ / 1000 gallons
Installed on a suitable stub‐out for service that has been made at the expense of the applicant or previous property owner and is
available for connection, there is no charge. In any other case, the water lateral fee is $750.00 for service to a 5/8" or 3/4" water
meter and $1,250 for service to a 1" water meter. Service to a larger meter shall be installed by a licensed utilities contractor at
the owner's/applicant's expense.
1 For a lot abutting two or more water lines, the front footage fee will be calculated on the average lengths of the sides of the lot
Front Footage Fee1:
0 ‐ 50 Feet $ 1,000.00
> 50 Feet $ 20.00 / foot / connection
Lateral Fee:
ENGINEERING REVIEW
Residential Development
Water Line Review
0 ‐ 10 Units 100.00$
> 10 Units 500.00$
Wastewater Line Review
0 ‐ 10 Units 100.00$
> 10 Units 500.00$
Commercial Development
MISCELLANEOUS WATER/SEWER FEES
Meter Replacement Fee 50.00$
Meter Relocation Fee 100.00$
Special Meter Read 10.00$
Meter Test Charge 35.00$
Water Flow Test 150.00$ original / $15.00 copy
Meter Pressure Test 25.00$
Interruptible Water Meter Install ‐ Return Trip 50.00$ / trip
Perpetual Maintenance (new sewage pump stations)Per Formula in Town Code
Water / Sewer Availability Review Actual Cost to Town
Installed on a suitable stub‐out for service that has been made at the expense of the applicant or previous property owner and is
available for connection, there is no charge. In any other case, the sewer lateral fee is $750.00 for a 4" service. Larger services
shall be installed by a licensed utilities contractor at the owner's/applicant's expense.
Fee shall be the same as the greater than 10 residential units fee except where the amount and complexity of proposed water
and sewer line construction is equivalent to a residential development of ten or less units.
1 For a lot abutting two or more sewer lines, the front footage fee will be calculated on the average lengths of the sides of the lot
abutting the lines.
WASTEWATER CONNECTION CHARGE
FINANCIAL SUMMARY ‐ GENERAL FUND
FY19 FY20 FY21
Budget Unit Actual Estimate Budget
Contingency 0 0 250,000
% Change 0% 0% 0%
Disaster Relief ‐ General Fund 0 22,740 47,875
% Change 0% 0% 110.5%
Governing Body 78,141 145,891 133,393
% Change ‐40.0%86.7%‐8.6%
Administration 562,646 716,758 739,103
% Change 5.1% 27.4%3.1%
Local Government Channel (PEG) 6,308 6,730 0
% Change ‐84.3%0.0% 0.0%
Accounting 240,646 252,778 260,409
% Change ‐30.9%5.0% 3.0%
Planning 422,797 456,432 437,673
% Change 7.2% 8.0%‐4.1%
Town Hall Campus 185,410 176,716 175,819
% Change 1363.4%‐4.7%‐0.5%
Public Space 799,025 805,410 703,207
% Change 10.2%0.8%‐12.7%
Safety & Risk Management 59,887 82,256 89,365
% Change ‐30.2%37.4%8.6%
Information Services 1,768 255,526 260,406
% Change ‐99.5%14352.3%1.9%
Police ‐ Administration 585,371 872,912 693,545
% Change ‐3.7%49.1%‐20.5%
Police ‐ Patrol 1,905,571 1,930,664 1,757,899
% Change ‐11.0%1.3%‐8.9%
Police ‐ Investigations & Community Services 663,702 664,577 701,511
% Change ‐1.5%0.1% 5.6%
Fire Marshal & Emergency Mgmt 141,601 163,424 183,765
% Change 5.5% 15.4%12.4%
Fire Protection 1,307,662 1,223,020 1,270,488
% Change 7.7%‐6.5%3.9%
Fleet Maintenance 277,317 351,503 350,202
% Change 14.8%26.8%‐0.4%
Streets 864,504 717,902 647,642
% Change ‐1.4%‐17.0%‐9.8%
Powell Bill 171,793 202,395 349,237
% Change ‐6.3%17.8%72.6%
Solid Waste 457,058 536,345 736,002
% Change ‐25.0%17.3%37.2%
Cemetery 8,512 7,010 7,350
% Change ‐15.2%‐17.6%4.9%
Economic Development 512,140 443,069 370,879
% Change 8.2%‐13.5%‐16.3%
Special Appropriations 209,944 547,792 257,774
% Change ‐65.5%160.9%‐52.9%
TOTAL EXPENDITURES 9,461,800 10,581,850 10,423,544
% Change 10.5%11.8%‐1.5%
Surplus / (Deficit) at Current Tax Rate 566,752 (17,685) (442,907)
Surplus / (Deficit) w/Tax Rate Increase 566,752 (17,685) (442,907)
Tax Rate 1 0.62 0.62 0.62
Fund Balance Appropriation needed to Balance Budget 0 17,685 442,907
Available Fund Balance Remaining 4,126,361 4,108,676 3,665,769
Fund Balance as % of Operating Expenditures 44% 39% 35%
* The Town's Fund Balance Policy recommends maintaining an undesignated fund balance of between 20‐60% of annual operating expenditures and a "target" of 33%
1 Property Tax revaluations are scheduled for FYs 2017 and 2021, which will likely result in a downward adjustment of the tax rate
GENERAL FUND REVENUES
FY19 FY20 FY21 $%
General Fund Revenues Actual Estimate Budget Change Change Comments
Ad Valorem Taxes
Current Tax Levy 6,172,926 6,678,022 6,196,000 (482,022)‐7.2%FY21‐anticpate flat growth; 90% collection rate
Prior Year Tax Levy 43,958 35,000 35,000 0 0.0%
Current Motor Vehicle Levy 703,031 614,500 600,000 (14,500)‐2.4%MV Tax & License Fee ($30/yr); FY21‐85% coll. rate
Prior Motor Vehicle Levy 86 000 0.0%
Penalties & Interest 18,796 18,890 18,000 (890)‐4.7%
Tax Adjustments & Abatements (446,940) 000 0.0%
Ad Valorem Taxes Total 6,491,857 7,346,412 6,849,000 (497,412)‐6.8%
Loal Government Sales Taxes
1% Local Gov't Opt. Sales Tax (Art. 39)576,579 470,000 500,000 30,000 6.4%FY20‐20% reduction for March;
1/2% Local Gov't Opt. Sales Tax (Art. 40)404,011 367,000 340,000 (27,000)‐7.4%40% for April‐June; FY21‐assume 80% of FY20
1/2% Local Gov't Opt. Sales Tax (Art. 42)288,482 235,000 250,000 15,000 6.4%collection for Jul‐Mar; 80% of FY19 Apr‐Jun
1/4% Local Gov't Opt. Sales Tax (Art. 44)61 30(3)‐100.0%Revenue replaced by Hold Harmless
Local Option Sales Tax ‐ Hold Harmless 428,834 400,000 350,000 (50,000)‐12.5%
Local Option Sales Tax ‐ 44‐524 10,057 9,000 8,000 (1,000)‐11.1%
Sales Tax Total 1,708,025 1,481,003 1,448,000 (33,003)‐2.2%
Licenses/Permits/Fees
Beer & Wine License Fee 875 682 100 (582)‐85.3%
Gross Receipts Tax/Vehicle 13,593 12,290 8,000 (4,290)‐34.9%
Motor Vehicle License Fee 780 15 0 (15)‐100.0%Tracked in Current Motor Veh Levy
Prior Motor Vehicle License Fee 112 644 100 (544)‐84.5%W/Tax & Tag, captured in MV Levy
Cable Franchise Fee 41,926 40,000 40,000 0 0.0%Expect decrease over next 5‐10yrs
Planning Fees 95,363 212,815 50,000 (162,815)‐76.5%
Park Usage Fees 6,537 2,860 4,500 1,640 57.3%
Parking Fines 730 (70) 200 270 ‐385.7%
Taxi License Fees 015 0(15)‐100.0%
Fire Inspection Fees 12,852 13,955 10,000 (3,955)‐28.3%
Licenses/Permits/Fees Total 172,768 283,206 112,900 (170,306)‐60.1%
Unrestricted Intergovt. Revenue
Franchise Tax 632,575 510,000 510,000 0 0.0%FY20 ‐ coll delayed until 7/15/20; FY21 @ 80%
Beer & Wine Tax 31,819 32,184 25,000 (7,184)‐22.3%
Food & Beverage Tax 397,640 350,000 300,000 (50,000)‐14.3%FY21‐25% reduction in revenue
Occupancy Tax 73,225 53,583 27,000 (26,583)‐49.6%FY21‐75% reduction Q1&2 & 50% reduction Q3&4
Unrestr. Intergovt. Rev.Total 1,135,259 945,767 862,000 (83,767)‐8.9%
Restricted Intergovt Revenue
Cable Access Fee (PEG) 20,270 000 0.0%FY20 ‐ Discontinue PEG channel
Powell Bill 199,965 202,395 151,000 (51,395)‐25.4%FY21 ‐ NCLM anticpates 25% reduction in revenue
COVID Relief Funding 0 79,972 0 (79,972)‐100.0%
Restr. Intergovt Revenue Total 220,235 282,367 151,000 (131,367)‐46.5%
Other Revenue / Non‐Operating
Solid Waste Disposal Tax 5,472 4,310 4,000 (310)‐7.2%
Miscellaneous 21,237 32,562 20,000 (12,562)‐38.6%
Misc. ‐ Confiscation Percentage 3,165 2,055 1,500 (555)‐27.0%
Alliance Contingency Reimbursement 0 1,532 0 (1,532)‐100.0%
FEMA Reimbursements 21,710 8,221 0 (8,221)‐100.0%
Other Rev. / Non‐Op. Total 51,584 48,680 25,500 (23,180)‐47.6%
Investment Earnings
Interest Earned 248,824 170,000 24,000 (146,000)‐85.9%FY21‐reduction due to falling interest rates
Investment Earnings Total 248,824 170,000 24,000 (146,000)‐85.9%
Debt Issuance
Debt Issuance 0 0 310,000 310,000 0.0%FY21 ‐ Garbage Truck
Debt Issuance Total 0 0 310,000 310,000 0.0%
Fund Balance Appropriated
Fund Balance Appropriated 0 17,685 442,907 425,222 2404.4%
Powell Bill Fund Balanced Appropriated 0 0 198,237 198,237 0.0%FY21 ‐ Valley Forge repair
PEG Fund Balance Appropriated 0 6,730 0 (6,730)‐100.0%
Fund Balance Appropriated 0 24,415 641,144 616,729 2526.0%
General Fund Total 10,028,552$ 10,581,850$ 10,423,544$ (158,306) ‐1.5%
% Change ‐8.7% 5.5%‐1.5%
FINANCIAL SUMMARY ‐ WATER & SEWER FUND
FY19 FY20 FY21
Budget Unit Actual Estimate Budget
Disaster Relief 0 21,334 31,909
% Change 0% 0% 50%
Administration of Enterprise 4,207,935 1,958,481 1,863,942
% Change 42.9%‐53.5%‐5%
Utilities Administration 416,555 467,240 598,867
% Change 8.5% 12.2%28%
Billing & Collections 842,670 645,144 765,923
% Change ‐57.0%‐23.4%19%
Water Treatment Plant 1,074,824 1,281,478 1,098,734
% Change ‐3.5%19.2%‐14%
West Fork Eno Reservoir 419,585 487,138 882,985
% Change ‐66%16% 81%
Water Distribution 1,292,192 999,050 1,637,243
% Change 10%‐23%64%
Wastewater Collection 1,425,735 1,355,087 1,600,740
% Change 37%‐5% 18%
Wastewater Treatment Plant 2,256,808 2,260,495 2,299,975
% Change 0.8% 0.2% 2%
Contingency 0 0 300,000
% Change 0.0% 0.0% 0%
TOTAL EXPENDITURES 11,936,303$ 9,475,447$ 11,080,318$
% Change ‐1.2%‐20.6%16.9%
Surplus / (Deficit) at Current Rate 449,279 1,174,360 (304,112)
Surplus / (Deficit) w/ Rate Increase 449,279 1,174,360 (304,112)
Retained Earnings Appropriation needed to Balance Budget 0 1,174,360 304,112
Available Retained Earnings Remaining 6,734,644 7,909,004 7,604,892
Retained Earnings as a percentage of Op. Expenditures 1 56% 83% 69%
1 The town's Water & Sewer Retained Earnings Policy recommends maintaining an undesignated fund balance of between 20 to 60 percent of annual operating
expenditures and a "target" of 25 percent.
WATER & SEWER FUND REVENUES
FY19 FY20 FY21 $%
By Account Actual Estimate Budget Change Change Comments
Licenses/Permits/Fees
Water Charges 4,610,474 4,878,309 4,634,394 (243,915)‐5.0%FY21 ‐ Projected 5% revenue loss
Sewer Charges 4,752,483 4,883,798 4,639,608 (244,190)‐5.0%FY19 ‐ loss of Efland‐Cheeks sewer customer
Water Lateral Fees 15,000 12,000 4,500 (7,500)‐62.5%mid‐yr ($372k/yr)
Sewer Lateral Fees 15,750 13,893 3,000 (10,893)‐78.4%
Water Meter Fee 54,640 42,420 25,000 (17,420)‐41.1%W&S new home assumptions: FY21 ‐ 0
Water System Development Fees 1,106,017 259,265 0 (259,265)‐100.0%FY21 ‐ System development fees budgeted upon invoice
Sewer System Development Fees 1,014,608 190,256 0 (190,256)‐100.0%
Perpetual Maintenance Fee 0000 0.0%
Penalties / Delinquent Fee 222,174 140,105 110,000 (30,105)‐21.5%
Water Connection Fee 24,210 17,240 15,000 (2,240)‐13.0%
Engineering Review Fees 6,000 13,900 1,000 (12,900)‐92.8%
Licenses/Permits/Fees Total 11,821,355 10,451,186 9,432,502 (1,018,684)‐9.7%
Other Revenue/Non‐Operating
Miscellaneous 46,600 35,704 15,000 (20,704)‐58.0%
Dormant Write‐Offs 21,265 0 0 0 0.0%
Other Rev. / Non‐Op. Total 67,865 35,704 15,000 (20,704)‐58.0%
Investment Earnings
Interest Earned 29,325 31,397 10,000 (21,397)‐68.1%
Perpetual Maint. Fee Interest 567 228 300 72 31.6%
Investment Earnings Total 29,892 31,625 10,300 (21,325)‐67.4%
Transfers
Transfer from Utility Cap Imprv Fund 0000 0.0%To refund W&S Fund for unused monies
Transfer from Cap Reserve ‐ Water 157,680 0 899,404 899,404 0.0%$1,900,432 available as of June 30, 2019
EDD Water Line Extension 0 259,404
16‐inch Water Connect 0 465,000
WTP Debt Payments 0 0 FY20 ‐ Offset debt payments
WFER PH I Debt Pymts 0 0 Pay off phase 1 debt
WFER PH II Debt Pymts 0 175,000 Offset debt payments
Transfer from Cap Res ‐ Water Tank 101,470 97,492 0 (97,492)‐100.0%
S. Zone Water Tank Debt Pymts 97,492 0 $202,723 available as of June 30, 2018
Transfer from Cap Reserve ‐ Sewer 207,320 0 200,000 200,000 0.0%$2,964,453 available as of June 30, 2019
WWTP Expansion/Upgrade 0 0
Infrastructure Rehab/Replc 0 0
River Pump Station 0 200,000
WWTP Debt Payments 0 0
S. Churton/Orange Grove Line Reloc.0 0
Transfer from Cap Proj Fund ‐ Reservoir 0000
Transfer from Cap Proj Fund ‐ Fathom 0 0 0 0
Transfers Total 466,470 97,492 1,099,404 1,001,912 1027.7%
Debt Issuance
Debt Issuance Proceeds 0000 0.0%
N Campus 0 0 0
WFER Ph 2 0 0 0 FY19 ‐ Reimburse for pre‐paid expenses
Debt Issuance Total 0000 0.0%
Retained Earnings
Perpetual Maint. Fee Appropriated 0 33,800 219,000 185,200 FY20 ‐ River Pump Station Rehab Study; FY21 ‐ Sewer
Retained Earnings Appropriated 0 (1,174,360) 304,112 1,478,472 ‐125.9%Pump Station Generators
Retained Earnings Total 0 (1,140,560) 523,112 1,663,672 ‐145.9%
Water/Sewer Fund Total 12,385,582$ 9,475,447$ 11,080,318$ 1,604,871$ 16.9%
% Change ‐17.1%‐23.5% 16.9%
FINANCIAL SUMMARY ‐ STORMWATER FUND
FY19 FY20 FY21
Budget Unit Actual Estimate Budget
Disaster Relief 0 957 1,755
% Change 0% 0% 83.4%
Stormwater 541,755 574,861 655,575
% Change 20.8%6.1% 14.0%
TOTAL EXPENDITURES 541,755$ 575,818$ 657,330$
% Change 20.8%6.3% 14.2%
Surplus / (Deficit) at Current Rate 117,316$ 90,382$ (39,830)$
Surplus / (Deficit) w/ Rate Increase 117,316$ 90,382$ (39,830)$
Retained Earnings Appropr. needed to Balance Budget ‐$ 90,382$ 39,830$
Available Retained Earnings Remaining 612,481$ 702,863$ 663,033$
Retained Earnings as percentage of Op. Expenditures 1 113% 122% 101%
1 The town's Stormwater Retained Earnings Policy recommends maintaining an undesignated fund balance of between 17 to 33 percent of annual operating expenditures
and
STORMWATER FUND REVENUES
FY19 FY20 FY21 $%
By Account Actual Estimate Budget Change Change Comments
Investment Earnings
Interest Earned 0 0 0 0 0.0%
Investment Earnings Total 0000 0.0%
Licenses, Permits & Fees
Stormwater Charge ‐ Prior Year 7,338 6,600 6,500 (100)‐1.5%
Stormwater Charge 642,959 656,900 610,000 (46,900)‐7.1%FY17‐Started charging Stormwater Fee
Stormwater Plan Review Fee 2,250 2,700 1,000 (1,700)‐63.0%
Licenses, Permits & Fees Total 652,546 666,200 617,500 (48,700)‐7.3%
Other Revenue/Non‐Operating
Miscellaneous 6,525 0 0 0 0.0%FY19 ‐ Grant reimbursement
Other Rev./Non‐Op. Total 6,525 0 0 0 0.0%
Transfers
Transfer from Cap Res ‐ Stormwater 0000 0.0%$0 available as of June 30, 2017
Transfers Total 0000 0.0%
Retained Earnings
Retained Earnings Appropriated 0 (90,382) 39,830 130,212 ‐144.1%
Retained Earnings Total 0 (90,382) 39,830 130,212 ‐144.1%
Stormwater Fund Total 659,071$ 575,818$ 657,330$ 81,512$ 14.2%
% Change 3.2%‐12.6% 14.2%
Memorandum
To: Mayor and Board of Commissioners
Eric Peterson, Town Manager
From: Emily Bradford, Budget Director
Jen Della Valle, Assistant to the Town Manager/Deputy Budget Director
Date: June 25, 2020
Subject: Staff Response to FY21 Budget Public Hearing Comment
As part of the FY21 budget public hearing process, Mr. William Johnson submitted several
questions to the Board of Commissioners for consideration. Below are town staff’s responses to
the questions and comments received.
QUESTION 1
The revised budget was put on the town website on Thu, Jun 4th. The document is 315 pages
long. Do you think that is enough time for regular citizens to review this document?
Staff Response
Town staff recognizes that the document is long. To get the budget document out quicker,
several items that are traditionally included in the budget workbook were eliminated and will
be included in the final budget document that reflects the adopted budget.
Developing the budget workbook is a very time‐intensive and manual process. One of the
budget requests this year was to fund budget software that not only would streamline the
budget process generally, but also expedite the budget document development.
In addition to the amount of time it takes to compile the document, arriving at revenue
projections was particularly challenging this year. To provide more time to gather additional
data points, the latter portion of the budget process was delayed. Town staff essentially went
through two budget developments processes: pre‐COVID and after. Staff produced the budget
workbook as quickly as was possible given the workload while still meeting statutory
requirements.
QUESTION 2
OK, this is a very, very detail comment on the FY19 Actuals column and the cost allocation of
certain town departments to the W&S Administration of Enterprise (see pg 218).
To me, the FY19 actual cost allocations do not match the percentages mentioned in the
Comments column.
Specific example, see page 112, Information Services. $366,622 is being allocated to
Water & Sewer. That is not 50% of the FY19 actuals total of $383,055 (see pg 111) listed
for Information Services.
The FY19 actuals information (and the FY20 estimate) is very useful data. And greatly
appreciated. But IF (and maybe I am simply not understanding this column) this FY19
actuals information is not accurate, this makes it even harder to make an informed
comparison to prior years.
Staff Response
We appreciate Mr. Johnson highlighting this discrepancy. The budget and finance team have
reviewed the allocations and have determined that there was an error in the posting of
several cost allocations. To correct this, any FY19 overages will be deducted from FY20 cost
allocations.
QUESTION 3
Why specifically is the proposed budget not raising W&S rates in FY21? And why wouldn’t the
reasoning to keep rates flat not lead to a reduction in water rates [at least for the out‐of‐
towners]?
Just some historical data – [Assumes that capital necessary for the reservoir is being funded
by the bond proceeds (and other debt issued) and that cash is in the Restricted part of the
balance sheet.]
o Apologies for any errors in math and/or logic that are discovered.
o FY19 Budget – ($660K) cash flow loss
o FY19 Actual ‐‐ $3.2M cash flow positive. That is nearly a $4M difference.
o FY20 Budget ‐ $557K cash flow positive
o FY20 Estimate ‐ $1.18M cash flow positive
o FY21 Budget (as of 6/8) – ($54K) cash flow loss
Staff Response
The proposed budget does not raise water and sewer rates in FY21 due to the financial crisis
brought on by the COVID‐19 pandemic. Many local governments attempt to avoid tax and rate
increases during times of financial distress, such as a severe recession. The FY20 budget
projected 5% increases to water and sewer rates in FY21 and FY22. Holding off on a rate
increase coupled with a projected decrease to water and sewer charges collected in FY21 has
a significant financial impact on the Water and Sewer Fund.
In order to balance the budget, staff proposed expenditure reductions in FY21 by 1)
employing various strategies like delaying capital improvements, imposing a hiring freeze,
and limiting expenditures to those that are mission critical and 2) supplementing with non‐
recurring revenues, including system development fees and retained earnings.
While making these short‐term adjustments for one year should be manageable, this is not a
sustainable strategy to ensure a resilient utility system. In short, we are sacrificing the long‐
term care of our system to provide short‐term financial relief to customers. Rate increases will
likely be needed in FY22 and in subsequent years to fund deferred projects and strengthen the
fund’s financial position.
Modifying the out‐of‐town rate is a policy question and decision. Prior to COVID‐19, the Water
and Sewer Advisory Committee was exploring a variety of rate structure options. Adjustments
to the in‐town and out‐of‐town differential is a question that had arisen during this exploration
and will ultimately be a board decision. A modification to the rate structure takes time to
research, involves tradeoffs and is likely a couple years out at the earliest.
The FY21 financial picture is unclear at this point due to the many variables at play (usage
changes with stay at home and safer at home orders, subsequent waves, and collection rates).
With this lack of clarity, it would not be prudent to reduce water or sewer rates for FY21. In
fact, some utilities throughout the state are proposing rate increases.
Regarding cash flow, here are a few comments (italicized) from Willdan Managing Principal
Jeff McGarvey’s response provided last year when similar questions arose:
GAAP vs Non‐GAAP and CAFR vs Non‐CAFR financial statements rarely match. As
pointed out in the previous memo, there are any number of adjustments the auditors
make to their documents that are not reflected in the Non‐CAFR documents. For this
reason, when developing projections, we generally rely on the Non‐GAAP statements
and the system’s operating reports.
While cash reserves have increased over the past few years, these reserves have a
purpose including, in part, future capital expenditures. Further, the system’s bond
covenants allow a portion (15%) of reserves to count toward their debt service coverage
calculations. Therefore, maintaining a strong fund balance is viewed favorably by the
bond rating agencies. Best management practices call for maintaining prudent
operating reserves for such things as offsetting fluctuations in sales and to pay for
emergency repairs and capital replacements. The Town monitors these reserve funds
and balances them to account for such things.
Having a positive cash flow is not bad – it usually gets redirected to address maintenance
backlogs, needs, repairs, and replacing aged equipment and infrastructure. Much of this is
reflected as depreciation. The town is behind and therefore vulnerable in this area as
illustrated by the EFC Dashboard metric with asset depreciation being in the yellow (caution
zone) at 33% as of January 2020, an improvement of 2% over 2019. It’s likely to get worse
due to the cutback of maintenance replacement related items in the FY21 budget.
In a memo from the town manager to the board last June, several key points were made:
Operating revenues alone (mostly rate generated) have not been enough to cover
expenses. The Water & Sewer Fund has and continues to rely on transfers from various
non‐recurring sources (e.g., retained earnings/fund balance and capital reserve funds).
Relying on non‐recurring sources cannot be counted on as a long‐term solution,
especially when development slows or when savings have been eroded to the point it
can no longer be used. This is part of the reason for raising rates, so the town will not
be left with a significant operating gap when non‐recurring revenues are not available.
Key financial metrics (industry standards) provided in 1) the May 15, 2019 Willdan
analysis, and 2) most recent UNC School of Government Environmental Finance Center
Financial Dashboard (screenshot is found below) do not show the town’s water and
sewer fund being in a position with excessive funds available. While the fund exceeds
the minimum standards for the two debt service ratios and similar ratios in the master
trust agreement for the bonds – these are the minimum standards! Slightly getting by
is not good enough and carries significant risk! In the May 15 Willdan analysis, bond
rating guidelines (from Fitch) illustrate that having significantly higher debt coverage
ratios than the minimum’s Hillsborough is required to meet places a utility in a stronger
financial position. This is clearly preferred as it makes utility systems more resilient to
the unexpected issues that inevitably impact all systems (e.g., revenue shortfalls due to
drought, economic slowdowns, missed projections, inevitable weather
events/disasters, unplanned problems requiring repairs and maintenance).
We thank Mr. Johnson for sharing his perspectives and participating in the budget public hearing
process. We hope that this memo provides additional information the board may need in
considering the points and questions Mr. Johnson raised. Please let the budget team know should
you have any questions or need any additional information.
Board of Commissioners
Agenda Abstract Form
Meeting Date: June 29, 2020
Department: Planning
Public Hearing: Yes No
Date of Public Hearing:
For Clerk’s Use Only AGENDA ITEM #
4.C
Consent
Agenda
Regular
Agenda
Closed
Session
PRESENTER/INFORMATION CONTACT: Margaret A. Hauth, Planning Director/Assistant Town Manager
ITEM TO BE CONSIDERED
Subject:
Discussion of street naming policy or ordinance
Attachment(s):
1. County ordinance
Brief Summary:
Two unrelated issues have come up regarding street naming in town. The Hillsborough Town Code of Ordinances
and Street Standards documents provide no policy guidance on these issues except to reinforce the need for
coordination with Emergency Services to ensure there are no duplicative names in the county. The portion of the
county code related to naming is attached for reference only.
Action Requested:
Direction to prepare a draft policy or town code amendment establishing steps for renaming an existing street for
consideration at a future meeting and respond to two street naming requests
ISSUE OVERVIEW
Background Information & Issue Summary:
First request – rename an existing town street for personal reasons
Staff received an inquiry from a resident of Thomas Ruffin Street asking how to request a street name change. Staff
has assumed this request is related to the reputation of the street’s namesake and his widely published views
supporting slavery in the 1800s.
Staff have received at least 2 previous inquiries along this line, but they were not made by residents of the street in
question or the city limits and folks were referred to the town board for further inquiries.
Requested direction: to prepare a draft policy or town code amendment to determine steps for renaming an existing
street for consideration at a future meeting. Once a policy or ordinance is established, the resident can pursue their
request.
Second request/concern – rename an existing town street due to development - to eliminate duplication and
create addressing room
Collins Ridge will be applying to make improvements along Orange Grove Street consistent with their approved
development plans. For all intents and purposes, Orange Grove Street is being extended east and south through the
development and will become the primary street in the neighborhood. At this time, no dwellings or other facilities
requiring an address will have driveway access to the extended street.
When 911 addressing was established in the early 1990s, Orange Grove Street was most likely given a “pass” on the
duplication standard (with Orange Grove Road) because it was short, served businesses (Orange Grove Road
serves mostly dwellings), and accounted for about 2 dozen addresses that were assigned with 3 digits rather than the
majority of the road which has 4 digits almost exclusively. If the name Orange Grove Street is extended through
Collins Ridge, it creates the possibility of a significant duplication. A road that is presently 450 feet long becomes
about 3,500 feet long. While no addresses are currently planned for the extension, Emergency Services does not
support this name extension.
Collins Ridge has proposed the name Gold Hill Way for the spine road in their development. The board may want to
consider whether this is an acceptable name change for the existing portion of the street, which would trigger address
changes for the two dozen addresses existing on Orange Grove Street, or retain the current name, or develop
another name as this street provides access to town-owned property.
Requested direction: allow the recording of Collins Ridge plats using the name “Gold Hill Way” east of the
proposed driveway into the town’s parcel on the north side of the road and continue through the Collins Ridge
development. The board can consider options and determine whether or not to rename the existing portion of the
street under any newly adopted policy or ordinance. This allows time for any notification or research desired to assist
with this process while allowing Collins Ridge to move forward.
Financial Impacts:
Staff Recommendations/Comments:
Staff should be able to have a policy or ordinance available at the next board meeting (August). Any guidance the
board has about thresholds for review would be helpful.
Staff realizes there is a lot of public interest to not celebrate racist or biased viewpoints or figures. Given the age of
Hillsborough, any rationale identified today for street naming in the past may not be accurate. An effort to identify the
reasoning behind all street names in town would be a colossal research project. Staff does not assume it can identify
all street names that may have an undesirable connotation or association. Staff does not recommend undertaking a
project like this. The process of establishing a renaming policy will let the community know how to bring forward any
street names the residents have concerns about.
Changing addresses is a headache for folks and usually comes with unintended consequences. Staff would suggest
that the policy or ordinance:
1) Requires a renaming request to come from a current resident on the impacted street.
2) Requires support from a significant portion of those who would be impacted by the renaming. The county
ordinance uses 75%.
3) Requires formal town board action to implement.
4) Staff prefers the support be from residents not necessarily owners. There is likely a way to accommodate
both.
5) Staff does not have an opinion about a public hearing or requiring the requesting person to pay for new
street signs (two provisions of the county ordinance).
Sec. 6-34. - Road naming.
(a) Roads located within the unincorporated areas of Orange County, whether public and private, shall
not be named or renamed by any method except those set forth in this Article. All existing, proposed,
or constructed public or private roads or driveways that provides, or will provide, access to three or
more habitable structures that are more than 75 feet from the main road shall have a street name and
address range assigned.
(b) Road Names.
(1) New Road Names.
a. No new public or private road shall be named without approval of the Address Administrator.
b. The name of any new road, whether it is public or private, shall not duplicate or be
phonetically similar to any other road already named within Orange County. This subsection
shall not apply to the extension of existing roads, which should whenever possible be given
the same name.
c. New subdivision roads, whether public or private, shall be named prior to the approval of any
proposed subdivision or plat.
(2) Renaming Roads.
a. Renaming by Address Administrator. Road names may be changed by the Address
Administrator when the road name is a duplicate of another road name within a designated
postal area or within Orange County and interferes with the accurate dispatch of emergency
service or postal delivery. In addition, a road name may be changed when one road has two
commonly used names or where portions of what appears to be the same road has two or
more names.
b. Renaming Request by Property Owners. Property owners who want to have the name of a
public road changed for personal reasons must comply with subsections 6-34(b)(i), (ii) and
(iii) below. Property owners who want to have the name of a private road changed for
personal reasons must comply with subsections 6-34(b)(i) and (ii) only.
i. A petition should include the existing road name, the proposed road name, the reason
why the person(s) are requesting the name change, and the signatures of 75 percent
of those persons owning property addressed on the road in question. Owners of a single
parcel addressed on the road in question shall have one vote. Owners of multiple
parcels addressed on the road in question shall have only one vote.
ii. Name changes requests shall conform to Section 6-34(b).
iii. The name change request shall only be approved after a public hearing is held on the
matter as provided in Section 6-36 and the Board of County Commissioners have
approved the petition for a road name change. The Petitioners shall be required to pay
to Orange County the cost of purchasing new signs and erecting them prior to the name
change becoming effective.
(3) Multifamily Dwelling, Apartment Complexes, Townhouses, and Condominium Development
Road Names. A road with one name shall serve all multifamily dwelling complexes, including
apartment complexes, townhouses and condominium developments, and other similar uses
unless the administrator finds that, in the interest of the public safety, the naming of more than
one street in or near the development is warranted.
(4) Reserving a Road Name for a New Development. Road names for new developments may be
reserved upon written request to the Address Administrator for up to one year. If the requirements
to finalize the road name are not satisfied within one year from the date of approval, upon written
request an extension of one year may be granted. If such extension is not received, the road
name may no longer be reserved.
(5) Limitation. In naming or renaming a public road, the County may not change the name of any
road name designation provided by the North Carolina Board of Transportation or the Orange
County Board of County Commissioners unless the respective body agrees to such change.
Numbers assigned to a road by the North Carolina Board of Transportation shall not be changed;
however, the Board of County Commissioners may name the road in addition to the number given
to it by the North Carolina Board of Transportation.
(c) Content of Road Names.
(1) Road names must use common spelling found in a standard dictionary.
(2) North, South, East and West are intended to be directional features of the address system and
will be used only when necessary, such as for distinguishing regions of a continuous road
traversing several municipalities. A directional word should not be contained within the name of
a new road and shall be placed ahead of the road name. A street or road may have no more than
one directional prefix.
(3) Only letters of the alphabet and blank spaces should be included in a road name. Road names
that are numbers (i.e. First Street) must be expressed using alphabetical characters and not
numbers. Road names should not contain the following:
a. Symbols or punctuation;
b. Abbreviations of the main title of the street or road name;
c. Initials;
d. A single alphabetical character;
e. Words that begin with "old" or "new;"
f. Offensive words or language in accordance with G.S. 147-54.7; or
g. More than 20 letters including spaces.
(4) All road names shall contain a road name suffix designation. Suffix designations of roads include,
but are not limited to, the following terms: avenue, boulevard, court, circle, lane, parkway, place,
road, street, trail or way. All street suffix designations may be abbreviated in compliance with
National Emergency Number Association (NENA) Addressing Standards.
(d) Physical Standards for Road Name Signs.
(1) Signs for public or private roads or drives shall conform with the physical standards set forth in
the United States Department of Transportation's Manual on Uniform Traffic Control Devices
(MUTCD).
(Ord. of 4-21-1987, § 4, eff. 4-21-1987; Amend. of 12-13-2011, eff. 12-13-2011)
Board of Commissioners
Agenda Abstract Form
Meeting Date: June 29, 2020
Department: Planning
Public Hearing: Yes No
Date of Public Hearing:
For Clerk’s Use Only AGENDA ITEM #
4.D
Consent
Agenda
Regular
Agenda
Closed
Session
PRESENTER/INFORMATION CONTACT: Margaret A. Hauth, Planning Director/Assistant Town Manager
ITEM TO BE CONSIDERED
Subject:
Update regarding Eno Mountain Rd to NC 86 project
Attachment(s):
None
Brief Summary:
The consultant is rapidly completing work on the study to identify a route to connect Eno Mountain Road to NC 86.
The analysis has identified an improvement at Eno Mountain/Mayo and Orange Grove Road that is superior and less
impactful than the realignment the town currently has requested funding for. Staff intends to update our funding
request in the upcoming prioritization to reflect this improvement unless the board provides differing direction.
Action Requested:
None – update only.
ISSUE OVERVIEW
Background Information & Issue Summary:
Members may recall that the town is jointly studying a replacement for the Orange Grove Road extension project with
the MPO. The scope was enlarged to connect Eno Mountain Road with NC 86. The engineer is still completing the
report, but the preliminary studies show that two roundabouts at Eno Mountain/Orange Grove and Mayo/Orange
Grove handle the congestion more effectively and have fewer overall impacts. Since the alignment project is currently
in the que for funding with NCDOT, we checked to see if this solution scored better in the prioritization methodology.
It does. Maybe not enough to fund the project, but still significantly better than the realignment, in part due to a lower
cost. Staff intends to update our funding request through the SPOT process to request roundabouts rather than the
realignment, unless the board directs otherwise. No graphics are available at this time.
The town should have the final report form the engineer shortly and will share it at an upcoming workshop. Given the
board’s summer break, that will likely be August.
Financial Impacts:
Staff Recommendations/Comments:
Board of Commissioners
Agenda Abstract Form
Meeting Date: June 29, 2020
Department: Administration
Public Hearing: Yes No
Date of Public Hearing:
For Clerk’s Use Only AGENDA ITEM #
4.E
Consent
Agenda
Regular
Agenda
Closed
Session
PRESENTER/INFORMATION CONTACT: Mayor Jenn Weaver
ITEM TO BE CONSIDERED
Subject:
Discussion of Re-Imagining Public Safety as a Standing Workshop Agenda Item
Attachment(s):
1. June 8 Resolution Denouncing the Killing of George Floyd and Outlining Next Steps for Dismantling Systemic
Racism in Town Government and Establishing Community Accountability for Police Department
Brief Summary:
As established in the June 8 resolution, Hillsborough has a role in carrying forward the urgent call to re-imagine
public safety. The mayor proposes that the Board of Commissioners have “Re-Imagining Public Safety” as a standing
agenda item for the forseeable future.
• Hillsborough is fortunate to have good leadership in the police department and a long-standing commitment
to best practices for reducing police violence, yet we do have racial disparities in who is getting caught up in
the criminal justice system. No matter how good a department or operation is, it can and should always be
working to improve. That's our real puzzle, challenge, and obligation to our community as public
servants. The Board of Commissioners has a good relationship with the HPD and is proud of their work in the
community and they way they approach it, but the board must be cognizant that our experience with the
police is colored by our own life experiences and positions of power. The people of the community elect us to
these positions and it is to them we are accountable, and our job is to ask the hard questions and have the
hard conversations.
• As we evaluate Hillsborough’s approach to policing and consider changes, it is understandable there will be
differing views amongst the board of commissioners, HPD, staff, and public due to life experiences,
perceptions, and comfort levels as we explore ways to improve public safety services in our community.
Creating space on the agenda to talk things through seems important for this very reason. What does this
moment and its call to elected bodies mean for Hillsborough? What are people thinking? What information
and expertise do we have and need to share or acquire? How do we best seek out feedback, concerns,
fears, opportunities, and other valuable input from our community?
• With so much of the conversation in the greater political environment framed on discussing city budgets in
terms of "less to law enforcement, more to social services," yet in our community those responsibilities fall to
the county, Hillsborough is left with another puzzle - what does this mean for us?
The first steps in this direction at the June 29 workshop:
1. Recap and debrief the Thursday, June 25 event co sponsored by the three municipalities and the OC
Reentry council. Discuss how this event can help inform how we think about criminal justice in our
community. https://drive.google.com/file/d/1JUqRP70f_56mvT-ZB45he7iE6ZKfd04v/view
2. Discuss what these monthly updates and discussions might look like, how to format them in such a way to make
progress on key initiatives, keep the public informed, as well as identify and remove barriers to our success.
(This might include monthly discussion topics, educational and awareness opportunities, updates from staff
regarding progress on the five of eight actionable items from the board’s June 8 resolution Denouncing the Killing
of George Floyd.)
3. Include a written status update/table for quick reference, on the five actionable items, possibly similar to the
monthly utilities report.
Action Requested:
Discuss Item #1 above, then discuss and provide direction regardings Items 2 and 3.
ISSUE OVERVIEW
Background Information & Issue Summary:
See above.
Financial Impacts:
None
Staff Recommendations/Comments:
None
RESOLUTION
Denouncing Killing of George Floyd and Outlining Next Steps
for Dismantling Systemic Racism in Town Government
and Establishing Community Accountability for Police Department
WHEREAS, on May 25, 2020, George Floyd, a black man alleged to have a counterfeit $20 bill in
his possession was dragged from his car by a Minneapolis police officer, handcuffed, placed face down
on the street with the officer’s knee on his neck as he called out “I can’t breathe” and then also cried
out for his mother as his neck and back sustained pressure over 8 minutes and 46 seconds, the last 2
minutes and 53 seconds of which he was unresponsive and oxygen was cut off to his brain as he slowly
asphyxiated; and
WHEREAS, in the days since his senseless and cruel death, protests and demonstrations against
police violence and the widespread systemic racism experienced by black people in every facet of
American life have taken place across the United States, in large cities and small towns, including the
Town of Hillsborough; and
WHEREAS, the Town of Hillsborough was founded in 1754, was the site in 1788 for North
Carolina’s first Constitutional Convention when North Carolina delegates refused to ratify a U.S.
constitution without a bill of rights, and takes special pride in our long history in which this state agreed
to ratify the U.S. Constitution only after that Bill of Rights was added in which Article 1 iterates the rights
to free speech, free press and assembly; and
WHEREAS, law enforcement have been documented acting with undue aggression and violence
on protestors and members of the press in images and videos in localities across the country during the
current demonstrations; and
WHEREAS, the long history of Hillsborough includes moments of pride and moments of shame,
including the colonization of indigenous land and the practice of enslaving black people; and part of that
history and legacy is land loss, which in turn results in lack of accumulated generational wealth and is
exacerbated in this time by gentrification, which has a disproportionate impact upon our historically
black neighborhoods and streets; and
WHEREAS, Thomas Ruffin, Hillsborough lawyer, North Carolina Supreme Court Justice, and
owner of people as property, authored the decision in State v. Mann that “the power of the master
must be absolute”; and that decision played a profound role in the abuse of enslaved people in
Hillsborough and the generational trauma of their descendants; and
WHEREAS, the legacy of de jure segregation in housing, public and private buildings, schools,
and more still leaves behind de facto segregation in our community; and despite long ago changes in
law, there remains little change in outcome, with black people faring disproportionally worse in income,
homeownership, unemployment, incarceration, college attainment, and health outcomes, with the
health disparities especially illuminated during the COVID-19 pandemic; and
WHEREAS, our society and government are imbued with systemic racism that has gone
unrepaired in the 50 plus years since the civil rights movement.
NOW, we, the Hillsborough Board of Commissioners resolve to do the following:
1.Publicly denounce the killing of George Floyd in Minneapolis, Minnesota; of Breonna
Taylor in Louisville, Kentucky, who was killed shortly before him when officers wrongly barged into her
apartment; and a painful list of innocent black people killed doing ordinary things, such as playing in a
park, walking down the street, or reaching for their license at a traffic stop.
2.Publicly emphasize the right of the people to assemble in protest, including protest of
their government, and emphasize the importance of a free press.
3.Direct the town manager to identify additional funding for the Fiscal Year 2020-21
budget cycle for an organizational assessment of diversity, equity, and inclusion; for strategic planning;
and for training services so the Town of Hillsborough can continue to engage in dismantling structural
racism within our own organization in a methodical, targeted fashion.
4.Prioritize the inclusion of residents and business owners of color for the upcoming
Comprehensive and Sustainability Plan review to prioritize the inclusion of residents and business
owners of color who have not been proportionally represented in previous town-wide planning
initiatives and for that plan to consider all tools available at the town level to mitigate gentrification in
historically minority neighborhoods and to build stronger ties among the many neighborhoods and
peoples that make our community so loved.
5.Commend the Hillsborough Police Department for its emphasis on de-escalation,
community policing, anti-bias training, and implementation of best practices to reduce police violence,
but direct that there is still work to be done regarding accountability and to ensure that the lived
experiences of Hillsborough's indigenous people and people of color are heard.
6.Direct the town manager and chief of police to propose multiple opportunities for public
input from residents to share experiences, incidents, and examples of interactions with Hillsborough
police to inform our understanding of the role of race in local law enforcement.
7.Direct the town manager and chief of police to continue to reflect on the Town of
Hillsborough’s role in eliminating systemic racism and to propose meaningful options to engage the
board and Hillsborough residents in reviewing our policies, procedures, limitations, and opportunities to
ensure Hillsborough is owning its responsibility to combat racism.
8.Direct the town manager and chief of police to present options to the board for
implementation of a community policing review board to provide a tool for accountability to the
community at a date to be determined.
Approved this 8th day of June 2020.
Seal
Jenn Weaver, Mayor
Town of Hillsborough