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Home My Public Portal About08-10-20 Regular Meeting Minutes Board of Commissioners Regular Meeting (Remote) 7 p.m. Aug. 10, 2020 Town of Hillsborough YouTube channel Present: Mayor Jenn Weaver and commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt Hughes, and Evelyn Lloyd Staff: Human Resources Director/Town Clerk Katherine Cathey, Human Resources Technician/Deputy Town Clerk Sarah Kimrey, Police Chief Duane Hampton, Assistant Town Manager/Planning Director Margaret Hauth, Town Attorney Bob Hornik, Town Manager Eric Peterson, Finance Director Daphna Schwartz and Utilities Director Marie Strandwitz Opening of the meeting Mayor Jenn Weaver opened the meeting at 7 p.m. Katherine Cathey called the roll and confirmed the presence of a quorum. 1. Public charge Weaver did not read the public charge. 2. Audience comments not related to the printed agenda There was none. 3. Agenda changes and approval Planning Director Margaret Hauth and Town Attorney Bob Hornik noted that there was a small change to Item 5F on the consent agenda: a “not” is missing for “does not materially interfere.” Hornik said when the board approves the consent agenda, it should be noted that 5F is approved with that change. Motion: Commissioner Kathleen Ferguson moved approval of the agenda as amended. Commissioner Mark Bell seconded. Vote: The motion carried upon a unanimous vote of 5-0. Ayes: Commissioners Bell, Robb English, Ferguson, Matt Hughes and Evelyn Lloyd. Nays: None. Absent: None. 4. Appointments A. Tourism Board — Reappoint Kim Tesoro to third term in a Chamber of Commerce seat Motion: Ferguson moved approval. Hughes seconded. Vote: The motion carried upon a unanimous vote of 5-0. Ayes: Commissioners Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. 5. Items for decision — consent agenda A. Minutes 1. Regular meeting June 8, 2020 2. Regular meeting closed session June 8, 2020 Aug. 10 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 1 of 10 Sept. 14, 2020 3. Work session June 29, 2020 4. Work session closed session June 29, 2020 B. Miscellaneous budget amendments and transfers C. Hillsborough 2019 Local Water Supply Plan Resolution D. Acceptance of Water and Sewer Infrastructure in Crescent Magnolia E. Mutual Aid Agreement with the City of Durham for Water Transfers F. Approval of stormwater easement on Orange Grove Street property G. Resolution in Memory of Donna Baker H. Invitation to the Local Government Amicus Brief for Enforcement of Nondiscrimination Policies Motion: Bell moved to approve the consent agenda with the modification to Item 5F noted at the start of the meeting. Ferguson seconded. Vote: The motion carried upon a unanimous vote of 5-0. Ayes: Commissioners Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. 6. Items for decision — regular agenda A. Mayor’s Task Force on Re-imagining Public Safety The board discussed the draft task force outline included in the agenda packet. Hughes suggested rewording to avoid the negative implication that the task force might fail. Ferguson wanted seats for specific neighborhoods, specifically Fairview. Hornik cautioned against appearing to single out some neighborhoods to the exclusion of others. Bell wanted races and genders to be well represented and also a bent toward neighborhoods with vested interest in public safety. He suggested using data to see where police calls are most frequent and make sure those neighborhoods are represented. He suggested adding more seats to the task force to increase representation. Chief Duane Hampton said Orange County’s data system for 911 calls is not easy to filter. Weaver said it is important that the task force is a community-driven effort. She worries if it is too driven by law enforcement, then there won’t be community buy-in. English suggested creating an ex-officio spot for the Police Department. Hampton said it did not matter to him whether the department has a vote, but it is important for people to understand the department’s policing. Bell suggested recruiting someone with a public healthcare perspective to hold either a voting or an ex officio seat. Hornik added recruiting someone from the mental health community. Bell suggested a social worker could represent public health and emergency rooms. Ferguson suggested an emergency room physician or nurse could cover several fields. Hampton expressed support of including someone from the mental health field. Ferguson suggested including the Local Reentry Council. English suggested replacing an emergency responder with a mental health seat holder. Aug. 10 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 2 of 10 Sept. 14, 2020 Weaver said she would work on revisions and circulate a new draft to the board. B. Discussion of Coronavirus Relief Fund Round 2 Plan and Allocations for Hillsborough Hauth reviewed the agenda packet. Bell said the Orange County Food Council is considering setting up a second food pantry that would be located on the north side of town. The board discussed raising the $200 limit for the Water Assistance Program administered through Orange Congregations in Missions. Hauth said the town needs to submit a plan to the county and state by Sept. 1. Ferguson said she had heard concerns that some people in need of food had chosen not to get food at distribution sites because they did not want to give their names and addresses. She asked whether it was necessary to do so. Finance Director Daphna Schwartz said the Town of Hillsborough and nonprofits have agreed to not ask for names, but they need the addresses to verify town residency to show that the CARES funding is being used correctly. They also ask for the number of people in the household. Motion: Bell moved to allocate a third each for homelessness prevention activities, utility billing assistance and food assistance or to split evenly between homelessness prevention and utility billing assistance if not spent on food. And he moved to raise the utilities assistance cap from $200 to $300. Ferguson seconded. Vote: The motion carried upon a unanimous vote of 5-0. Ayes: Commissioners Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. C. Gift offer of 0.8 acres at the eastern intersection of Meadowlands Drive and U.S. 70-A from Meadowlands Associates Hauth said the property owner wished to give the land to the town because he is tired of paying taxes on it. She said the property would be a small loss to the tax base. It’s an undeveloped parcel, and there are no fees to a property owner’s association. The current owner would pay for the title transfer and any outstanding taxes. Hauth said the land could be useful if the road were ever widened. Ferguson asked if there is an advantage to holding on to this land. Hauth said it’s a small buildable parcel, assessed around $40,000. As far as uses, her first thought was a small park-and-ride lot for transit. She said the property shares a line with the last remaining house on the Meadowlands loop and is oriented toward Meadowlands Drive. English expressed support of this because it may make it easier to build sidewalks in the area later. Motion: Ferguson moved to accept the land gift. English seconded. Vote: The motion carried upon a unanimous vote of 5-0. Ayes: Commissioners Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. D. Update on county long-term recovery planning effort Aug. 10 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 3 of 10 Sept. 14, 2020 Hauth reviewed that the planning had commenced, there was a goal to be as encompassing as possible, and the deliverable was not yet clearly defined. No action was taken. E. Discussion of draft street renaming ordinance and process Hauth noted that she had included very basic language in the agenda packet. She proposed one vote per lot. Hughes said he had asked the Alliance for Historic Hillsborough whether that organization might be interested in researching the history of street names as people ask for the history. He said the alliance had expressed interest in the research. Ferguson expressed support for the 75% threshold to get a street name changed. English asked about costs. Hauth said the resident would notify all contacts for their personal mail and the town would notify utilities, Yahoo, Google, and package delivery and postal services. The town would pay for new street signs, although the county requires owners to pay for new street signs. Hauth said the signs are not a significant expense and it’s not unreasonable for the town to pay for them in this instance. Ferguson said for businesses, it is not insignificant to change an address. Hauth will provide a final proposal at a future meeting. F. Update on property at Latimer and Hayes streets Hauth reviewed the town owns a small tract of land at this intersection and the board authorized last year the transfer of that lot to Habitat for Humanity of Orange County. Since then, staff has not been able to find the town’s deed for the property. Hauth explained that staff had started the process to claim the property, but the pandemic slowed that process. Bell shared that a town resident has information about the property. He said this resident believes it was donated to be a park. Hauth said the update was added to the agenda so that she could ask the board whether it still wished to move forward with donating the land to Habitat, considering it may have been left to the town to be developed as a park. Hornik added that the title issue needed to be resolved so the future property owner could buy the property from Habitat. There was brief discussion about Hornik’s efforts to locate the title. Hauth added that the property was part of an old unrecorded subdivision called Chaseville and that the lot is noted as town-owned on the map printed in the 1960s. The board expressed interest in staff doing due diligence to determine the previous owner’s wishes for the property and then proceeding with deeding the land to Habitat. G. Hot topics for work session Aug. 24, 2020 Aug. 10 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 4 of 10 Sept. 14, 2020 It was noted that topics included: • A potential development inquiry on N.C. 86. • Discussion of a new report on connecting Eno Mountain Road to N.C. 86. • The possibility of using James J. Freeland Memorial Drive as a second access point to Collins Ridge. 7. Updates A. Board members Board members gave updates on the committees and boards on which they serve. B. Town manager Town Manager Eric Peterson stated that Human Resources Director and Town Clerk Katherine Cathey had accepted a new position with Person County. He thanked her for her dedication and service to the Town of Hillsborough. This was Cathey’s last meeting. Board members expressed appreciation for her service. Cathey expressed appreciation for the board’s work. C. Staff (written departmental reports are included in the agenda packet) Motion: Ferguson moved to go into closed session. Lloyd seconded. Vote: The motion carried upon a unanimous vote of 5-0. Ayes: Commissioners Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. 8. Closed Session A. Closed session as authorized by North Carolina General Statute Section 143-318.11 (a)(6) regarding a personnel matter 9. Adjournment Motion: Ferguson moved to adjourn at 8:53 p.m. Bell seconded. Vote: The motion carried upon a unanimous vote of 5-0. Ayes: Commissioners Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. Respectfully submitted, Sarah E. Kimrey Interim Town Clerk Aug. 10 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 5 of 10 Sept. 14, 2020 BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 08/10/2020 TO 08/10/2020 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-10-6300-5300-080 TRAVEL AND TRAINING 08/10/2020 0.00 1,200.00To cover SOG Supervisory Training cours 20110 1,200.00EBRADFORD 10-10-6300-5300-530 DUES & SUBSCRIPTIONS 08/10/2020 100.00 240.00To cover SE Sustainability Dir Network du 20122 340.00EBRADFORD 08/10/2020 100.00 120.00To cover SE Sustainability Dir Network du 20125 460.00EBRADFORD 10-10-6300-5300-570 MISCELLANEOUS 08/10/2020 3,000.00 -1,200.00To cover SOG Supervisory Training cours 20111 1,800.00EBRADFORD 08/10/2020 3,000.00 -240.00To cover SE Sustainability Dir Network du 20121 1,560.00EBRADFORD 08/10/2020 3,000.00 -120.00To cover SE Sustainability Dir Network du 20126 1,440.00EBRADFORD 10-20-5350-5300-130 UTILITIES 08/10/2020 13,982.00 -1.00To cover overage 20120 13,981.00EBRADFORD 10-20-5350-5400-741 LEASE PURCHASE/FIRE TRUCK 08/10/2020 50,201.00 1.00To cover overage 20119 50,202.00EBRADFORD 10-30-5550-5300-170 STREET VEHICLE REPAIR 08/10/2020 26,000.00 -5,513.00To cover Street vehicle engine repair 20123 20,487.00EBRADFORD 10-30-5550-5300-570 MISCELLANEOUS 08/10/2020 1,000.00 -4.00To cover overage 20136 996.00EBRADFORD 10-30-5550-5700-731 CAPITAL IMPROVEMENTS 08/10/2020 0.00 5,513.00To cover Street vehicle engine repair 20124 5,513.00EBRADFORD 08/10/2020 0.00 4.00To cover overage 20137 5,517.00EBRADFORD 10-30-5600-5500-980 SERVICE CHARGE - STORMWATER FUND 08/10/2020 0.00 -100,000.00To change Valley Forge to cost alloc. 20144 -100,000.00EBRADFORD 10-30-5600-5700-730 CAPITAL - INFRASTRUCTURE 08/10/2020 166,263.00 -149,263.00To move Valley Forge for proj fund 20146 17,000.00EBRADFORD 10-30-5700-5700-731 CAPITAL - INFRASTRUCTURE 08/10/2020 325,737.00 -325,737.00To move Valley Forge to proj fund 20148 0.00EBRADFORD 10-71-5600-5982-002 TRANSFER TO GEN CAP IMPROV FUND 08/10/2020 0.00 249,263.00To move Valley Forge for proj fund 20145 249,263.00EBRADFORD 10-71-5700-5982-000 TRANSFER TO GEN CAP IMPROV FUND 08/10/2020 0.00 325,737.00To move Valley Forge to proj fund 20147 325,737.00EBRADFORD 30-80-7200-5350-630 SAFETY AWARDS 08/10/2020 0.00 4,053.00To cover safety dividends 20115 4,053.00EBRADFORD 30-80-8140-5300-310 GASOLINE 08/10/2020 23,345.00 -3,000.00To cover WW Dist gas bill 20127 20,345.00EBRADFORD 30-80-8200-5300-310 GASOLINE 08/10/2020 16,723.00 3,000.00To cover WW Dist gas bill 20128 19,723.00EBRADFORD 30-80-9990-5300-000 CONTINGENCY 08/10/2020 300,000.00 -4,053.00To cover safety dividends 20116 295,947.00EBRADFORD 35-30-5900-5300-570 MISCELLANEOUS 08/10/2020 2,000.00 -427.00To cover safety dividends 20118 1,573.00EBRADFORD 35-30-5900-5300-571 SAFETY AWARDS PROGRAM 08/10/2020 0.00 427.00To cover safety dividends 20117 427.00EBRADFORD 35-30-5900-5350-617 SERVICE CHARGE-STREETS JPrivuznak 4:28:59PM08/03/2020 fl142r03 Page 1 of 2 Public Space Public Space Public Space Fire Protection Fire Protection Fleet Fleet Fleet Streets Streets Streets Powell Bill Powell Bill Admin of Enterprise Water Distribution Wastewater Collection WSF Contingency Stormwater Stormwater Stormwater Aug. 10 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 6 of 10 Sept. 14, 2020 BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 08/10/2020 TO 08/10/2020 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 08/10/2020 0.00 100,000.00To change Valley Forge to cost alloc. 20142 100,000.00EBRADFORD 35-30-5900-5700-730 CAPITAL- INFRASTRUCTURE 08/10/2020 100,000.00 -100,000.00To change Valley Forge to cost alloc. 20143 0.00EBRADFORD 60-30-5600-5700-731 VALLEY FORGE RD REPAIR 08/10/2020 80,000.00 249,263.00To move Valley Forge to proj fund 20149 329,263.00EBRADFORD 08/10/2020 80,000.00 325,737.00To move Valley Forge to proj fund 20152 655,000.00EBRADFORD 60-70-3870-3870-103 TRANSFER FROM GF-VALLEY FORGE 08/10/2020 80,000.00 249,263.00To move Valley Forge to proj fund 20150 329,263.00EBRADFORD 60-70-3870-3870-104 TRANSFER FROM POWBILL-VALLEY FORGE 08/10/2020 0.00 325,737.00To move Valley Forge to proj fund 20153 325,737.00EBRADFORD 75-75-3870-3870-156 TRANS FR W/S US BUS 70 WTR PHASE I 08/10/2020 299,741.50 20,608.00To allocate Water SDF 20129 320,349.50EBRADFORD 75-75-6900-5970-928 TRAN TO UTL CAP IMP-US 70 PHASE I 08/10/2020 299,741.50 20,608.00To allocate Water SDF 20130 320,349.50EBRADFORD 76-76-3870-3870-155 TRAN FR W/S CRF - COLLECT SYS REHAB 08/10/2020 1,008,106.50 17,296.00To allocate Sewer SDF 20131 1,025,402.50EBRADFORD 08/10/2020 1,008,106.50 3,243.00To record Sewer SDF 20139 1,028,645.50EBRADFORD 76-76-6900-5970-927 TRAN TO UTIL CAP IMP FD - COLL SYS 08/10/2020 1,008,106.50 17,296.00To allocate Sewer SDF 20132 1,025,402.50EBRADFORD 08/10/2020 1,008,106.50 3,243.00To record Sewer SDF 20138 1,028,645.50EBRADFORD 1,232,294.00 JPrivuznak 4:28:59PM08/03/2020 fl142r03 Page 2 of 2 Stormwater Gen Fund- Cap Proj Fund Gen Fund- Cap Proj Fund Water SDFs Sewer SDFs Water SDFs Sewer SDFs Gen Fund- Cap Proj Fund Aug. 10 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 7 of 10 Sept. 14, 2020 BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 08/11/2020 TO 08/11/2020 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-00-3300-3301-032 COVID RELIEF FUNDING 08/11/2020 0.00 86,449.00To record CARES Act Coronavirus Relief 20158 86,449.00EBRADFORD 10-00-3900-3900-000 FUND BALANCE APPROPRIATION 08/11/2020 551,313.00 210,000.00To cover ORFD property swap 20160 767,068.50EBRADFORD 10-20-5350-5300-570 MISCELLANEOUS 08/11/2020 0.00 210,000.00To cover ORFD property swap 20161 210,000.00EBRADFORD 10-60-6900-5300-570 MISCELLANEOUS 08/11/2020 85,000.00 86,449.00To record CARES Act Coronavirus Relief 20159 171,449.00EBRADFORD 592,898.00 EBRADFORD 11:50:24AM08/05/2020 fl142r03 Page 1 of 1 GF Revenue GF Revenue Fire Protection Special Appropriations APPROVED: 5/0 DATE: 8/10/20 VERIFIED: ___________________________________ Aug. 10 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 8 of 10 Sept. 14, 2020 Resolution #20200810-5.C RESOLUTION A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH TO APPROVE THE COMPLETED TOWN OF HILLSBOROUGH 2019 LOCAL WATER SUPPLY PLAN WHEREAS, North Carolina General Statute 143-355(l) requires that each unit of local government that provides public water service prepare and submit a Local Water Supply Plan, annually; and WHEREAS, as required by the statute and in the interests of sound local planning, the Local Water Supply Plan for Town of Hillsborough, has been updated by the Utilities Department for 2019 and determined by the North Carolina Division of Water Quality to meet the minimum plan criteria and is complete; and WHEREAS, the Board of Commissioners of the Town of Hillsborough finds that the 2019 Local Water Supply Plan is in accordance with the provisions of North Carolina General Statute 143-355(l) and that it will provide appropriate guidance for the future management of water supplies for the Town of Hillsborough, as well as useful information to the Department of Environmental Quality (Department) for the development of a state water supply plan as required by statute; BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH: 1.The 2019 Local Water Supply Plan for the Town of Hillsborough is hereby approved. 2.The Town of Hillsborough Board of Commissioners intends that this plan shall be revised to reflect changes in relevant data and projections at least once every five years or as otherwise requested by the Department, in accordance with the statute and sound planning practice. This the 10th day of August, 2020. _______________________________________ Jenn Weaver, Mayor Town of Hillsborough ATTEST: _____________________________________ Katherine Cathey, Town Clerk Aug. 10 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 9 of 10 Sept. 14, 2020 Resolution #20200810-5.G Aug. 10 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 10 of 10 Sept. 14, 2020