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Home My Public Portal About10-12-20 Agenda Regular Meeting Interim Town Clerk/Human Resources Technician Sarah Kimrey 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 919-296-9443 | sarah.kimrey@hillsboroughnc.gov www.hillsboroughnc.gov | @HillsboroughGov Board of Commissioners Agenda | 1 of 2 Agenda Board of Commissioners 7 p.m. Oct. 12, 2020 Town of Hillsborough YouTube channel Due to current public health concerns, the Board of Commissioners will conduct this meeting remotely using Zoom. The public can view and listen to the meeting via live streaming video on the Town of Hillsborough YouTube channel. Two methods for public comment are available, with detailed instructions provided at the bottom of this agenda. • Written submittals by website contact form • Speaking during the remote meeting (Preregistration is required.) 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 919-296-9443. Please use the bookmark feature to navigate and view the item attachments. 1. Public charge The Hillsborough Board of Commissioners pledges to the citizens of Hillsborough its respect. The board asks citizens to conduct themselves in a respectful, courteous manner with the board and with fellow citizens. At any time should any member of the board or any citizen fail to observe this public charge, the mayor or the mayor’s designee will ask the offending person to leave the meeting until that individual regains personal control. Should decorum fail to be restored, the mayor or the mayor’s designee will recess the meeting until such time that a genuine commitment to this public charge is observed. 2. Audience comments not related to the printed agenda 3. Agenda changes and approval 4. Appointments A. Tree Board – Appoint Greg Yavelak to a first term expiring Oct. 30, 2023 B. Tourism Board – Re-appoint Barry Hupp to a second term expiring Oct. 22, 2022 5. Items for decision — consent agenda A. Minutes 1. Regular meeting Sept. 14, 2020 2. Work session Sept. 28, 2020 B. Miscellaneous budget amendments and transfers C. 2021 Board of Commissioners meeting calendar D. Cornwallis Hills encroachment agreement E. South Cameron Street encroachment agreement Board of Commissioners Agenda | 2 of 2 6. Items for decision — regular agenda A. Countywide Racial Equity Plan B. Rate adjustment request from Waste Industries, LLC DBA GFL Environmental C. Issuance of Special Events Permits subject to current and future executive order restrictions on gatherings D. Hot topics for work session Oct. 26, 2020 7. Updates A. Board members B. Town manager C. Staff (written departmental reports are included in the agenda packet) 8. Adjournment Public Comment Instructions For items not on the agenda, agenda items and public hearings Public Comment ― Written Members of the public may provide written public comment by submitting it via the Board of Commissioners contact form by noon the day of the meeting. Public hearing comments may be submitted for 24 hours following a public hearing. Members of the Board of Commissioners, town manager, assistant town manager/planning director and town clerk will receive all comments submitted. When submitting the comment, include the following: • Date of the meeting • Agenda item you wish to comment on (Example: 5.C) • Your name, address, email and phone number Public Comment ― Verbal Members of the public can indicate they wish to speak during the meeting by contacting the town clerk using the town clerk contact form no later than noon the day of the meeting. When submitting the request to speak, include the following: • Date of the meeting • Agenda item you wish to speak on (Example: 5.C) • Your name, address, email and phone number (The phone number must be the number you plan to call in from if participating by phone.) Prior to the meeting, speakers will be emailed a Zoom participant link to be able to make comments during the live meeting. Speakers may use a computer (with camera and/or microphone) or phone to make comments. Speakers using a phone for comments must use the provided PIN/password number. The public speaker’s audio and video will be muted until the board gets to the respective agenda item. Individuals who have pre-registered will then be brought into the public portion of the meeting one at a time. If a member of the public encounters any concerns prior to the meeting related to speaking, please contact Interim Town Clerk and Human Resources Technician Sarah Kimrey at 919-296-9443. Board of Commissioners Agenda Abstract Form Meeting Date: Oct 12, 2020 Department: Public Space 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: Stephanie Trueblood, Public Space Manager ITEM TO BE CONSIDERED Subject: Tree Board – Appoint Greg Yavelak to a first term expiring Oct. 30, 2023 Attachment(s): 1. Application form Brief Summary: Mr. Yavelak has previously served on the Tree Board for two terms and has served for the past several years as an Ex Officio member and is recommended to be appointed for a new three-year term. Action Requested: Appoint Greg Yavelak to Tree Board ISSUE OVERVIEW Background Information & Issue Summary: Mr. Yavelak is a certified arborist and dedicated Tree Board member. He has done an excellent job on the Tree Board and regularly participates in TRB activities. He has worked in the past with Tree Board as a volunteer on Bee City projects. He has served as an Ex Officio member for several years and would like to serve another term as a voting member. He had a 92% attendance record in his last term. Financial Impacts: n/a Staff Recommendations/Comments: Advisory Board Application If you are a Town of Hillsborough resident and willing to volunteer your time and expertise to your community, please complete this form. Volunteers for the Parks and Recreation Board must be at least 13 years old, and volunteers for all other boards must be at least 18 years old. Name: Greg Yavelak Home address: 5934 Older Than Dirt Rd., Hurdle Mills, NC 27541 Home phone number: 919-732-6888 Work phone number: 919-560-4197 (x. 21289) Email address: mollystar@peoplepc.com Place of employment: City of Durham Job title: Urban Forestry Technician Birth date: Sept. 14, 1956 Gender: Male Ethnic origin: White Boards you would be willing to serve on: First choice — Tree Board Reasons for wanting to serve: continue working with my wonderful associates on the Tree Board Have you served or are you currently serving on a town board? If so, which ones and when? I am currently an ex-officio member of the Tree Board Relevant work, volunteer or educational experience: Urban Forestry Tech. - (tree evaluations for 34+ years) ISA Certified Arborist ISA Tree Risk Assessment Qualified Master of Forestry degree Served two terms as a voting member of the Hillsborough Tree Board How are you connected to Hillsborough (live, work, play, shop, own property)? work a part time job at Sports Endeavors Inc. shop every week at Food Lion occassionally eat out at local restaurants attended Last Friday events Have you reviewed the Vision 2030 plan, and what are your thoughts about it? NO Have you reviewed other town documents (budget, strategy map, small area plans), and what are your thoughts about them? only plans that Stephanie has shown to the Tree Board related to potential projects that the Board might get involved with (ex. parks, riverwalk) My thoughts are simply that the plans are very well organized and forward thinking What challenges do you see the town facing that could be addressed by the board or boards on which you wish to serve? trying to help the town get more trees planted to replace trees that have to be removed (ex. looking at other funding sources - grants, etc.) identifying town trees that could be potential public safety issues so the town can minimize liability How you heard about this opportunity: Current volunteer Agreement: 3 I have been advised that I am committing to attend the volunteer board's regular meetings. Attendance at the regular meetings shall be considered a prerequisite for maintaining membership on the board. The Board of Commissioners may declare a vacancy on the board because of non-attendance. Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 12, 2020 Department: ED/Planning Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 4.B Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Economic Development Planner Shannan Campbell ITEM TO BE CONSIDERED Subject: Tourism Board – Re-appoint Barry Hupp to a second term expiring Oct. 22, 2022 Attachment(s): 1. Original Advisory Board Application- Barry Hupp Brief Summary: At the Oct. 5, 2020 Tourism Board meeting, the Tourism Board voted unanimously to recommend re-appointment of Barry Hupp to his current Restaurant/Pub Seat. Action Requested: Re-appoint Barry Hupp to his Restaurant/Pub seat on the Tourism Board with term expiring Oct. 22, 2022. ISSUE OVERVIEW Background Information & Issue Summary: None Financial Impacts: None Staff Recommendations/Comments: None Advisory Board Application If you are a Town of Hillsborough resident, at least 18 years old and willing to volunteer your time and expertise to your community, please complete this form. Name: Barry Hupp Home address: 210 Elfin Blvd, Hillsborough, NC 27278 Home phone number: Cell 919-819-5867 Email address: Whitshillsborough@gmail.com Place of employment: Whitâ€™s Frozen Custard Job title: Owner Birth date: Aug. 22, 1956 Ethnic origin: Caucasian Boards you would be willing to serve on: First choice — Tourism Board Second choice — Planning Board Third choice — Water and Sewer Advisory Committee Reasons for wanting to serve: To be more involved Relevant work, volunteer or educational experience: Past President Buckeye Valley BIA (Building Industry Association), Central Ohio Past President Licking County Life Underwriters Association (Central Ohio) How are you connected to Hillsborough (live, work, play, shop, own property)? Yes too slll. Have you reviewed the Vision 2030 plan, and what are your thoughts about it? No Have you reviewed other town documents (budget, strategy map, small area plans), and what are your thoughts about them? Grease trap regulations What challenges do you see the town facing that could be addressed by the board or boards on which you wish to serve? Growth. Keeping small businesses viable, healthy and competitive. How you heard about this opportunity: Internet Agreement: ✓ I have been advised that I am committing to attend the volunteer board's regular meetings. Attendance at the regular meetings shall be considered a prerequisite for maintaining membership on the board. The Board of Commissioners may declare a vacancy on the board because of non-attendance. Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 12, 2020 Department: Administration Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 5.A Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Sarah Kimrey, Interim Town Clerk ITEM TO BE CONSIDERED Subject: Minutes Attachment(s): 1. Regular meeting Sept. 14, 2020 2. Work session Sept. 28, 2020 Brief Summary: None Action Requested: Approve minutes of the Board of Commissioners regular meeting Sept. 14, 2020 and the Board of Commissioners work session Sept. 28, 2020. ISSUE OVERVIEW Background Information & Issue Summary: None Financial Impacts: None Staff Recommendations/Comments: Approve minutes as presented. Minutes Board of Commissioners Regular Meeting (Remote) 7 p.m. Sept. 14, 2020 Town of Hillsborough YouTube channel Present: Mayor Jenn Weaver and commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt Hughes and Evelyn Lloyd Staff: Interim Human Resources Director Haley Bizzell, Interim Town Clerk/Human Resources Technician Sarah Kimrey, Police Chief Duane Hampton, Assistant Town Manager/Planning Director Margaret Hauth, Town Attorney Bob Hornik, Town Manager Eric Peterson and Finance Director Daphna Schwartz Opening of the meeting Mayor Jenn Weaver opened the meeting at 7 p.m. with Commissioners Mark Bell, Robb English and Evelyn Lloyd present. 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 There was a request from staff to table Item 6A until October. Motion: Bell moved to approve the agenda as amended. Lloyd seconded. Vote: The motion carried upon a unanimous vote of 3-0. Ayes: Bell, English and Lloyd. Nays: None. Absent: Commissioners Kathleen Ferguson and Matt Hughes. 4.Appointments A.Planning Board — Reappointment of Alyse Polly to a second term expiring Aug. 31, 2023 B.Board of Adjustment — Appointment of Joe Becker to a first term expiring Sept. 30, 2023 C.Tree Board — Reappointment of Casey Collins to a second term expiring Sept. 30, 2023 D.Tree Board — Reappointment of Tim Logue to a second term expiring Sept. 30, 2023 Motion: English moved to approve the reappointments and appointment. Lloyd seconded. Vote: The motion carried upon a unanimous vote of 3-0. Ayes: Bell, English and Lloyd. Nays: None. Absent: Ferguson and Hughes. 5.Items for decision — consent agenda A.Minutes 1.Joint public hearing June 18, 2020 2.Joint public hearing July 16, 2020 3.Regular meeting Aug. 10, 2020 4.Regular meeting closed session Aug. 10, 2020 Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 1 of 30 DRAFT 5.Work session Aug. 24, 2020 6.Work session closed session Aug. 24, 2020 B.Miscellaneous budget amendments and transfers C.Ordinance to amend Section 7 of the Town Code to establish a process for street naming and renaming D.Consistency statement and ordinance to amend Section 6.20 and Section 9.2 of the UDO to update language related to stormwater management to be consistent with state requirements E.Consistency statement and ordinance to amend Section 9.2 of the UDO to update the definitions of dwelling unit, lodging unit, and hotel/motel to be consistent with state requirements F.Consistency statement and ordinance to amend Section 3.6 of the UDO to prevent the submittal of a downzoning application to be filed by a third party to be consistent with state requirements G.Street Sweeping Services H.Odie Street stormwater and road repair contract I.Disaster Management, Recovery, and Consulting Services contract J.Diaper Need Awareness Week proclamation K.2020 Board of Commissioners meeting calendar amendment L.Constitution Week proclamation Motion: Bell moved approval of the consent agenda. Lloyd seconded. Vote: The motion carried upon a unanimous vote of 3-0. Ayes: Bell, English and Lloyd. Nays: None. Absent: Ferguson and Hughes. 6.Items for decision — regular agenda A.Request for rate adjustment by Waste Industries, LLC DBA GFL Environmental This item was tabled when the agenda was adopted. B.Draft town code amendment regarding parking pad variance Public Works Director Ken Hines reviewed that the board had asked town staff to work on this some time ago and Brough Law Firm has been working on this. Ferguson joined the meeting at 7:06 p.m. Town Attorney Bob Hornik said the law firm suggests that the Board of Adjustment use criteria established by the Board of Commissioners to determine whether to permit a parking pad. Weaver asked for the planning director’s thoughts. Planning Director Margaret Hauth said the variance process used by the Board of Adjustment is readily available. There is a high bar for issuing variances. She isn’t sure there have been five variances issues in her long duration with the town. She is concerned that setting up a Board of Adjustment process sets up an untenable situation. She added that it would put the volunteer board in the position of saying no. Public might think they just apply for variance, not understanding that the proposal is not likely to meet the criteria. Hauth suggested crafting standards not quite as strict as those for a variance. Hauth recommended a staff approval process, which Hines has suggested previously. Hornik said Brough Law Firm’s thought process was to not make it too easy for homeowners to have parking pads because otherwise the town does not generally allow them. Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 2 of 30 DRAFT Weaver reviewed that parking pads are not allowed but the town has allowed existing to remain and the board granted all the requests for parking pads that have been brought before the board. Also, there has been some tension between the board’s permission granted and neighborhoods that don’t want parking pads. Bell asked for clarification on what is meant by public right of way. Hauth said public right of way is not owned personally but by the North Carolina Department of Transportation. In old sections of town, landowners own to the center of the road and the town has an easement. Homeowners are asked to maintain the right of way that is between their property and the road. She added that if an owner wanted to install a parking pad on their private property, then the town may not be involved. The town is involved with parking pad applications that would occur within the right of way. Bell said he is not in favor of creating private parking in public space that is a right of way under which utilities may run. Hughes joined the meeting at 7:17 p.m. Board members asked questions. If town allowed parking pads and a homeowners association did not, then a resident could not build the parking pad. Lloyd expressed concern about cars parked in the road obstructing emergency vehicles. Hughes wondered if it is possible for the Board of Adjustment to have an administrative role rather than a quasi-judicial role. Hornik said yes. Town Manager Eric Peterson said he can think of two reasons to permit a parking pad: if a residential unit cannot otherwise create a driveway or if the current parking option is dangerous to use. Hughes would like to see some flexibility. Ferguson and Bell expressed support for restricting the building of parking pads to the reasons Peterson named. Bell added that visual examples for the next discussion would be helpful. No action was taken. C.Ordinance annexing 6.25 acres at 202 Holiday Park Road Hauth noted this item and items 6D and 6F are together. Motion: Hughes moved to approve the ordinance annexing. Ferguson seconded. Vote: The motion carried upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. D.Resolution amending the Future Land Use Plan to change the designation on approximately 6.25 acres at 202 Holiday Park Road Bell said he may have missed the vote for Item 6C because he lost internet connection. He had intended to vote for the motion. Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 3 of 30 DRAFT Hughes said if a vote doesn’t change the outcome, it’s generally OK to record the vote. Hauth reviewed the proposed amendment to the Future Land Use Plan which would change the designation for this property from Rural Living to Retail Services Motion: Ferguson moved to approve the amendment to the Future Land Use Plan. Hughes seconded. Vote: The motion carried upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. E.Consistency statement and ordinance amending the Zoning Map to zone approximately 6.25 acres at 202 Holiday Park Road as General Commercial Ferguson said she understood work around for mobile home park. She is struggling with leaving the designation rural living when the property has been used as commercial for all these years. Hauth said the PB recommended rezoning to General commercial. Motion: Ferguson moved to adopt the consistency statement and ordinance zoning the property General Commercial. Hughes seconded. Motion: Ferguson moved to approve the amendment to the Future Land Use Plan. Hughes seconded. Vote: The motion carried upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. F.Consistency statement and ordinance amending the Zoning Map to rezone approximately 1.98 acres on the north side of West King Street between Nash and Hayes streets from R-15 to R-10 Hauth reviewed. Motion: Bell moved to approve the consistency statement and ordinance. Hughes seconded. Vote: The motion carried upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. G.Reconsideration of gift offer of 0.8 acres of land at the intersection of Meadowlands Drive (east) and US 70-A from Meadowlands Associates Hauth reviewed the offer. She said the earthen dam is in great shape but the town would be taking on some small liability in having to maintain it. Motion: Ferguson moved to reconsider a vote from a previous meeting that expressed the board’s desire Vote: to move forward with accepting this land gift. Bell seconded. The motion carried upon a vote of 4-1. Ayes: Bell, English, Ferguson and Lloyd. Nays: Hughes. Absent: None. Motion: Ferguson moved to not accept the land gift at this time. Bell seconded. Discussion: There was discussion about the property’s potential value in helping to make a sidewalk connection and that accepting the property was not removing a large tax contribution. The town annually receives $266 in property tax for this property. Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 4 of 30 DRAFT Vote: The motion did not carry upon a unanimous vote of 0-5. Ayes: None. Nays: Bell, English, Ferguson, Hughes and Lloyd. Absent: None. Motion: Ferguson moved to accept the land gift. English seconded. Vote: The motion carried upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. H. Hot topics for work session Sept. 28, 2020 No additional items were suggested. 7. Updates A. Board members Board members gave updates regarding committees and boards on which they serve. B. Town manager There was none. C. Staff (written departmental reports are included in the agenda packet) There was none. 8. Adjournment Motion: Hughes moved to adjourn at 8:50 p.m. Ferguson seconded. Vote: The motion carried upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. Respectfully submitted, Sarah E. Kimrey Interim Town Clerk Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 5 of 30 DRAFT BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 09/14/2020 TO 09/14/2020 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGEUSER 10-00-9990-5300-000 CONTINGENCY 09/14/2020 250,000.00 -5,522.00To cover utility savings cost share 20183 244,478.00EBRADFORD 09/14/2020 250,000.00 -30,000.00To cover CLG grant-Hist Guidelines Upda 20185 214,478.00EBRADFORD 09/14/2020 250,000.00 -5,000.00To cover park reopening expenses 20190 209,478.00EBRADFORD 09/14/2020 250,000.00 -8,000.00To re-est IT PO not carried forward 20192 201,478.00EBRADFORD 09/14/2020 250,000.00 -10,000.00To cover development eng review 20193 191,478.00EBRADFORD 10-10-4000-5300-335 SUPPLIES - DISASTER 09/14/2020 44,365.00 5,000.00To cover park reopening expenses 20189 49,365.00EBRADFORD 10-10-4200-5300-451 C.S./PRINTING 09/14/2020 3,570.00 57.00To cover water bill insert 20180 3,627.00EBRADFORD 10-10-4200-5300-570 MISCELLANEOUS 09/14/2020 9,053.00 -57.00To cover water bill insert 20181 8,996.00EBRADFORD 10-10-4900-5300-570 MISCELLANEOUS 09/14/2020 2,500.00 30,000.00To cover CLG grant-Hist Guidelines Upda 20184 32,500.00EBRADFORD 10-10-6610-5300-458 DATA PROCESSING SERVICES 09/14/2020 234,430.00 8,000.00To re-est PO not carried forward 20191 242,430.00EBRADFORD 10-20-5100-5300-470 HIRING SELECTION PROCESS 09/14/2020 4,719.00 2,000.00To cover new hire selection process 20197 6,719.00EBRADFORD 10-20-5110-5300-350 UNIFORMS 09/14/2020 9,360.00 8,000.00To cover new hire uniforms 20196 17,360.00EBRADFORD 10-20-5120-5100-020 SALARIES 09/14/2020 466,090.00 -10,000.00To cover new hire uniforms & selection pr 20195 456,090.00EBRADFORD 10-30-5600-5300-455 C.S./ENGINEERING 09/14/2020 14,000.00 10,000.00To cover development eng review 20194 24,000.00EBRADFORD 10-60-6900-5300-475 C.S./UTILITY ANALYSIS 09/14/2020 0.00 5,522.00To cover utility savings cost share 20182 5,522.00EBRADFORD 30-80-3500-3520-001 MISCELLANEOUS 09/14/2020 15,000.00 12,000.00Adj for pump sale revenue 20177 27,000.00EBRADFORD 30-80-8120-5300-150 MAINTENANCE - PLANT & EQUIPMENT 09/14/2020 79,300.00 35,000.00To cover WTP pump 20179 114,300.00EBRADFORD 30-80-9990-5300-000 CONTINGENCY 09/14/2020 300,000.00 -23,000.00To cover WTP pump 20178 243,788.00EBRADFORD 35-30-5900-5300-113 LICENSE FEES 09/14/2020 3,200.00 400.00To cover GIS licenses 20187 3,600.00EBRADFORD 35-30-5900-5300-570 MISCELLANEOUS 09/14/2020 2,000.00 -400.00To cover GIS licenses 20186 1,173.00EBRADFORD 24,000.00 EBRADFORD 1:02:58PM09/08/2020 fl142r03 Page 1 of 1 GF - Contingency GF-COVID Admin. Admin. Planning IT Police- Admin. Police- Patrol Police- I&CS Streets Special Approp. WSF- Revenue WTP WSF- Contingency Stormwater Stormwater APPROVED: 3/0 DATE: 9/14/20 VERIFIED: ___________________________________ Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 6 of 30 DRAFT Ordinance #20200914-5.C AN ORDINANCE AMENDING SECTION 7 OF THE TOWN CODE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. The Hillsborough Town Code is hereby amended to add Section 7-37, Street Naming and Renaming as follows: Section 7-37 Street Naming and Renaming a) Streets located within the town of Hillsborough, 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 streets shall have a street name and address range assigned by the address administrator. b) New Street Names a. No new public or private street shall be named without approval of the address administrator. b. The name of any new street, whether it is public or private, shall not duplicate or be phonetically similar to any other street already named within Orange County, relying on the street database maintained by Orange County Emergency Services. This subsection shall not apply to the extension of existing streets, which should whenever possible be given the same name. c. If applying an existing street name to the extension of a street creates a duplication or the need to renumber more than a dozen existing addresses to create the correct address ranges, the address administrator may seek renaming all or a portion of the extension. d. New subdivision streets, whether public or private, shall be named prior to the approval of any proposed subdivision or plat. c) Renaming Public Streets a. The town board may initiate a public street renaming by a majority vote when presented with a request from the address administrator as described in subparagraph (e) below, a request from a resident of the street as described in subparagraph (f) below, or upon the board’s initiative. The board is not required to call a hearing on all requests it receives. b. If the town board decides to entertain a renaming request, the town board will schedule a public hearing on the potential street name change as specified in this section. c. The address administrator will provide notice of the public hearing at least 10 working days in advance of the hearing as follows: i. posted signs at two locations along the impacted street ii. written notice mailed to all property owner and residents or businesses impacted by the change iii. written notice transmitted to emergency service providers in the county Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 7 of 30 DRAFT Ordinance #20200914-5.C iv. written notice in a newspaper of general circulation in Hillsborough so the ad is published not more than 25 or less than 10 calendar days before the hearing. d. The town board may make a decision on the street renaming immediately upon the conclusion of the hearing or at a future meeting not more than 35 days after the close of the public hearing. e. The address administrator may request a street renaming when any of the following occur: i. a street name creates a duplication of another street name within Orange County ii. a street name interferes with the accurate dispatch of emergency service or postal delivery iii. one street has two commonly used names or where portions of what appears to be the same street has two or more names iv. an existing street is being extended and the extension create a duplication or the readdressing of more than a dozen existing addresses to create accurate address ranges. f. Any resident may request the renaming of a public street by filing a written request with the address administrator. The request must contain the name and address of the person making the request, the name of the street requesting to be changed, the suggested new name, the reason for the change, and the supporting signatures of the owner(s) of at least 75 percent of the parcels addressed on the street in question. Each parcel addressed on the street in question shall have one vote. The town board will consider comments from impacted non- owner residents and impacted non-owner businesses during the hearing process, in addition to the views of property owners. g. The town board may establish a fee for processing renaming requests to reflect the cost of advertising, written notices, and sign replacement. d) Renaming Private Streets a. The owners of property served by a private road may rename that road after verifying that the new name does not create a duplication within the county and the name otherwise complies with this section. A written request, signed by all impacted property owners, must be submitted to the address administrator. The address administrator will contact Orange County Emergency Services and receive written verification of non-duplication. The address administrator will send change of address notifications if the name change is non-duplicative and complaint with this section. e) Content of Street Names a. Street names must use common spelling found in a standard dictionary. b. Only letters of the alphabet and blank spaces should be included in a street name. Street names that are numbers (i.e. First Street) must be expressed using alphabetical characters and not numbers. Street names should not contain the following: i. Symbols or punctuation; Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 8 of 30 DRAFT Ordinance #20200914-5.C ii. Abbreviations of the main title of the street or street name; iii.A single alphabetical character; iv. Words that begin with "old" or "new;" v. Offensive words or language in accordance with G.S. 147-54.7 c.All street names shall contain a street name suffix designation. Suffix designations of streets include, but are not limited to, the following terms: avenue, boulevard, court, circle, lane, parkway, place, street, trail or way. All street suffix designations may be abbreviated in compliance with National Emergency Number Association (NENA) Addressing Standards Section 2. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 3. 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 14th day of September, 2020. Ayes: 3 Noes: 0 Absent or Excused: 2 Sarah E. Kimrey, Interim Town Clerk Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 9 of 30 DRAFT Town Board’s Statement per N.C. Gen. Stat. 160A-383 The Town of Hills borough Town Board has received and reviewed the application of _planning staff_ to amend the Town of Hillsborough Unified Development Ordinance as follows (insert general description of proposed amendment): amend Section 6.20 and Section 9.2 of the Unified Development Ordinance to update language related to stormwater management to be consistent with state requirements The Hillsborough Town Board has determined that the proposed action is consistent with the Town of Hillsborough’s comprehensive plan, and the Town Board’s proposed action on the amendment is reasonable and in the public interest for the following reason(s): These amendments are processed to have the Unified Development Ordinance in compliance with updates and terminology changes required by the state. Adopted by the Town of Hillsborough Board of Commissioners this _14th day of _September_, 2020. Ayes: 3 Noes: 0 Absent or Excused: 2 _____________ _________ Sarah E. Kimrey, Interim Town Clerk Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 10 of 30 DRAFT Ordinance #20200914-5.D AN ORDINANCE AMENDING THE UNIFIED DEVELOPMENT ORDINANCE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. Amend Section 6.20.1.2 to change the effective date to January 12, 2012. Section 2. Replace Section 6.20.2, Applicability, to read as follows: 6.20.2 APPLICABILITY The following activities shall be subject to the requirement of this subsection: 6.20.2.1 New or re-development activity disturbing 10,000 square feet or more of land in order to establish, expand, or modify a multi-family residential, commercial, industrial, or institutional development or facility. 6.20.2.2 New or re-development activity cumulatively disturbing 21,780 square feet (1/2 acre) or more of land in order to establish, expand, or modify a single- or two-family dwelling and their customary accessory structures, including the subdivision of land involving the construction of streets and other impervious features. Development activity cumulatively disturbing less than 21,780 square feet (1/2 acre) of land in order to establish, expand, or modify a single- or two-family dwelling on an individual lot—not proposed as a part of a larger common plan of development or sale—is exempt from these requirements. 6.20.2.3 Any development activity cumulatively disturbing 21,780 square feet (1/2 acre) or more of land in order to establish, expand, or modify a recreational development on an individual lot and not proposed as part of a larger common plan of development or sale. 6.20.2.4 The requirements of this subsection do not apply to any work that does not add to, increase, or expand existing impervious surfaces. An example would be the paving of an existing gravel parking lot with asphalt provided the area of the parking lot is not expanded in any way. For re-development projects, stormwater controls required by this subsection are only required for impervious surface that exceeds the amount of impervious surface existing prior to the re- development (G.S. 143-214.7(b3)). 6.20.2.5 Pre-existing development is not required to install new or increased stormwater controls to meet the requirements of this subsection, Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 11 of 30 DRAFT Ordinance #20200914-5.D provided existing stormwater controls are not removed or decreased (G.S. 143-214.7(b3)). Section 3. Amend Section 6.20.3, Development Standards, to remove the “low density projects” subsection and all provisions therein; remove the subsection number, heading and introductory clause for “high density projects;” and add an introductory clause to read “New and redevelopment projects subject to this subsection shall implement stormwater controls measures that comply with each of the following standards:”. Existing subsections a-g currently under the “high density projects” heading remain in place and unchanged. Section 4. Amend Section 6.20.4.1 to add “new and re-” between “proposed” and “development” and add “subject to this subsection” after “development.” Section 5. Replace Section 6.20.5.2 to read as follows: 6.20.5.2 Offset fees shall be paid to a private mitigation bank as approved by the North Carolina Department of Environmental Quality (NCDEQ). If a private mitigation bank does not have available credits, offset fees may be paid to NCDEQ’s Division of Mitigation Services. Offset fees must be used within the Falls Lake Watershed. Section 6. Amend Section 6.20.5.3 by replacing “NC Ecosystem Enhancement Program” with “NCDEQ Division of Mitigation Services” and replace “Program” with “Division” later in the same sentence. Section 7. Replace Section 6.20.5.4, Permanent Nutrient Export Reduction Best Management Practices, with the following: 6.20.5.4 Permanent Nutrient Export Reduction Practices and SCMs NCDEQ determines nutrient reduction credits for various practices and SCMs. These practices are listed in the Stormwater Design Manual and include bio-retention, constructed wetlands, wet ponds and proprietary practices that have been approved for nutrient reduction. The Town encourages applicants to also non-structural methods to meet nutrient reduction requirements. These include various low impact development techniques and green infrastructure. Examples include disconnected impervious, riparian buffers, open channel swales and alternative site design. Section 8. Amend Section 6.20.5.5, update the reference to the “Stormwater BMP Manual” to “Stormwater Design Manual.” Section 9. Amend Section 6.20.6.1, Evaluation According to Contents of Stormwater Design Manual, to delete the parenthetical reference, and add “and the state’s minimum design criteria (MDCs)” at the end of the first sentence. Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 12 of 30 DRAFT Ordinance #20200914-5.D Section 10. Amend Section 6.20.7.1, Required Approval, and Section 6.20.7.2, Compliance with Requirements, to change references to “new development” to read “new or re- development.” Section 11. Throughout the Unified Development Ordinance, replace the terms “stormwater BMPs,” “BMPs”, and “engineered stormwater controls” with “stormwater control measure” or “SCM” as appropriate, in the same plural or singular case as the term replaced, unless otherwise noted in this ordinance. Section 12. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 13. 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 14th day of September, 2020. Ayes: 3 Noes: 0 Absent or Excused: 2 Sarah E. Kimrey, Interim Town Clerk Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 13 of 30 DRAFT Town Board’s Statement per N.C. Gen. Stat. 160A-383 The Town of Hills borough Town Board has received and reviewed the application of _planning staff_ to amend the Town of Hillsborough Unified Development Ordinance as follows (insert general description of proposed amendment): amend Section 9.2 of the Unified Development Ordinance to update the definitions of dwelling unit, lodging unit, and hotel/motel to be consistent with state requirements The Hillsborough Town Board has determined that the proposed action is consistent with the Town of Hillsborough’s comprehensive plan, and the Town Board’s proposed action on the amendment is reasonable and in the public interest for the following reason(s): These amendments are processed to have the Unified Development Ordinance in compliance with state requirement in S.L. 2019-111, §1.17. Adopted by the Town of Hillsborough Board of Commissioners this _14th day of _September_, 2020. Ayes: 3 Noes: 0 Absent or Excused: 2 _____________ _________ Sarah E. Kimrey, Interim Town Clerk Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 14 of 30 DRAFT Ordinance #20200914-5.E AN ORDINANCE AMENDING THE UNIFIED DEVELOPMENT ORDINANCE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. Amend Section 9.2, Definitions, by replacing the current definition for “dwelling unit” to read as follows: A single unit providing complete independent living facilities for one or more persons, including permanent provisions for living, sleeping, eating, cooking, and sanitation. Section 2. Amend Section 9.2, Definitions, by adding the clause “in its smallest configuration” after the phrase “each room” near the end of the definition of “lodging unit” and by adding the following sentence to the end of the same definition: Lodging units need not contain all of the components needed to qualify as a dwelling unit. Section 3. Amend Section 9.2, Definitions, by deleting the clause “or ten (10) or more dwelling units” from the definition of a hotel/motel. Section 4. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 5. 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 14th day of September, 2020. Ayes: 3 Noes: 0 Absent or Excused: 2 Sarah E. Kimrey, Interim Town Clerk Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 15 of 30 DRAFT Town Board’s Statement per N.C. Gen. Stat. 160A-383 The Town of Hills borough Town Board has received and reviewed the application of _planning staff_ to amend the Town of Hillsborough Unified Development Ordinance as follows (insert general description of proposed amendment): amend Section 3.6 of the Unified Development Ordinance to prevent the submittal of a downzoning application to be filed by a third party to be consistent with state requirements The Hillsborough Town Board has determined that the proposed action is consistent with the Town of Hillsborough’s comprehensive plan, and the Town Board’s proposed action on the amendment is reasonable and in the public interest for the following reason(s): These amendments are processed to have the Unified Development Ordinance in compliance with state requirement in S.L. 2019-111, Pt. I. Adopted by the Town of Hillsborough Board of Commissioners this _14th day of _September_, 2020. Ayes: 3 Noes: 0 Absent or Excused: 2 _____________ _________ Sarah E. Kimrey, Interim Town Clerk Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 16 of 30 DRAFT Ordinance #20200914-5.F AN ORDINANCE AMENDING THE UNIFIED DEVELOPMENT ORDINANCE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. Amend Section 3.6.3, Authority to Apply, by changing the heading of Section 3.6.3.1 to read “Amendments to the Unified Development Ordinance” and deleting the clause “including the Official Zoning Map” from that section. Section 2. Amend Section 3.6.3, Authority to Apply, by adding Section 3.6.3.2, Amendments to the Official Zoning Map, to read as follows: 3.6.3.2 Amendments to the Official Zoning Map Subject to the limitation of the foregoing statement of intent, an amendment to the Official Zoning Map that down-zones a property or properties (moves the property into a more restrictive or limited zoning district or adds a restricting overlay) may be initiated by the Town Board on its own motion OR by the property owner at the time of the application. Any other amendment to the Official Zoning Map may be filed consistent with Section 3.6.3.1. Section 3. Renumber the remainder of the section to accommodate this addition. Section 4. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 5. 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 14th day of September, 2020. Ayes: 3 Noes: 0 Absent or Excused: 2 Sarah E. Kimrey, Interim Town Clerk Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 17 of 30 DRAFT Proclamation #20200914-5.J Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 18 of 30 DRAFT Proclamation #20200914-5.J Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 19 of 30 DRAFT Adopted: Sept. 9, 2019 Amended: Feb. 10, 2020 Amended: May 11, 2020 Amended: May 26, 2020 Amended: June 8, 2020 Amended: Sept. 14, 2020 Hillsborough Board of Commissioners Meeting Calendar — 2020 All meetings start at 7 p.m. and are in the Town Hall Annex Board Meeting Room, 105 E. Corbin St., unless otherwise noted. Times, dates and locations are subject to change. Due to public health concerns related to COVID-19, the Board of Commissioners may conduct remote meetings utilizing Zoom. Members of the Board of Commissioners will participate in the meetings remotely. Members of the public will be able to view and listen to the meeting via live streaming video on the Town of Hillsborough YouTube channel. Monday, Jan. 13 Regular meeting Thursday, Jan. 16 Joint public hearing with Planning Board Monday, Jan. 27 Work session Monday, Feb. 10 Regular meeting Monday, Feb. 24 Work session Saturday, March 7 Budget retreat (9 a.m.) Monday, March 9 Regular meeting Monday, March 23 Work session — State of the Town Address (Remote) Monday, April 13 Regular meeting (Remote) Thursday, April 16 Joint public hearing with Planning Board – CANCELED Monday, April 27 Work session – CANCELED Monday, May 11 Regular meeting (Remote) Tuesday, May 26 Work session (Remote) Monday, June 8 Regular meeting (including budget public hearing and workshop) (Remote) Thursday, June 18 Joint public hearing with Planning Board (Remote) Monday, June 29 Work session and budget adoption (Remote) Thursday, July 16 Joint public hearing with Planning Board (Remote) Monday, Aug. 10 Regular meeting (Remote) Monday, Aug. 24 Work session (Remote) Monday, Sept. 14 Regular meeting (Remote) Thursday, Sept. 17 Special joint public hearing with Planning Board (Remote) Monday, Sept. 28 Work session (Remote) Monday, Oct. 12 Regular meeting (Remote) Thursday, Oct. 15 Joint public hearing with Planning Board (Remote) Monday, Oct. 26 Work session (Remote) Monday, Nov. 9 Regular meeting (Remote) Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 20 of 30 DRAFT Hillsborough Board of Commissioners Meeting Schedule — 2020 Page | 2 Monday, Nov. 23 Work session (Remote) Monday, Dec. 14 Regular meeting (Remote) Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 21 of 30 DRAFT Proclamation # 20200914-5.L Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 22 of 30 DRAFT Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 23 of 30 DRAFT Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 24 of 30 DRAFT Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 25 of 30 DRAFT RESOLUTION APPROVING AMENDMENT TO THE FUTURE LAND USE PLAN AND MAP FOR THE TOWN OF HILLSBOROUGH WHEREAS, The Town of Hillsborough adopted a Future Land Use Map in March 2013 based, in part, on recommendations found in the Strategic Growth Plan, and other locally adopted plans, and WHEREAS, The Future Land Use Plan and Map describe 16 different land uses to recognize the diversity of land uses currently existing and anticipated to occur in the town’s jurisdiction in the future, and WHEREAS, The Future Land Use Plan describes various land use designations and indicates which zoning districts identified in the Unified Development Ordinance are included within each land use designation identified in the Future Land Use Plan, such information being intended as a resource and reference for staff and land owners considering rezoning requests, and WHEREAS, an amendment to the Future Land Use Plan text was proposed as part of an annexation and zoning request from Home Hillsborough, LLC for the 6.25 acres at 202 Holiday Park Road to change the designation from Rural Living to Retail Services, and WHEREAS, a public hearing was held to gather public comments on this amendment on July 16, 2020, and WHEREAS, the site has existing water and sewer service and is developed with a non-residential style building previously used as a community building for a local non-profit. The parcel is located near the western boundary of the town’s urban service boundary. WHEREAS, Planning Board unanimously recommended denial of the amendment to the Future Land Use Plan map, NOW, THEREFORE BE IT RESOLVED, that the Hillsborough Town Board of Commissioners hereby approves the Future Land Use Map amendment to designate 202 Holiday Park Road as Retail Service. The Future land Use Plan and Map as herein adopted shall be and is a component of the town’s comprehensive plan in accordance with N.C. G. S. Section 160A-383. This the 14th day of September, 2020. Jenn Weaver, Mayor Seal Resolution #20200914-6.D Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 26 of 30 DRAFT Town Board’s Statement per N.C. Gen. Stat. 160A-383 The Town of Hills borough Town Board has received and reviewed the application of _ Home Hillsborough, LLC _ to amend the Town of Hillsborough Zoning Map as follows (insert general description of proposed amendment): The Zoning Map of the Town of Hillsborough is hereby amended to zone approximately 6.25 acres at 202 Holiday Park Road as General Commercial (OC PIN 9865-40-7877) The Hillsborough Town Board has determined that the proposed action is consistent with the Town of Hillsborough’s comprehensive plan, and the Town Board’s proposed action on the amendment is reasonable and in the public interest for the following reason(s): • The zoning is filed concurrently with an annexation and the site is presently developed with a non-residential style building formerly used by a local non-profit for community activities. The existing building pre-dates community planning and zoning. Creating a non-conformity would limit the active use of the building and potentially create a nuisance in the neighborhood • The parcel is designated as Retail Services in the Future Land Use Plan. • The site and existing building can be redeveloped consistent with the neighborhood character and the unified development ordinance. Adopted by the Town of Hillsborough Board of Commissioners this _14th day of _September_, 2020. Ayes: 5 Noes: 0 Absent or Excused: 0 _____________ _________ Sarah E. Kimrey, Interim Town Clerk Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 27 of 30 DRAFT Ordinance #20200914-6.E AN ORDINANCE AMENDING THE ZONING MAP OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Whereas an application has been made for the rezoning of the property herein; and Whereas the application has been referred to the Town Planning Board for its recommendation and the Planning Board has provided the Town Board with a written recommendation addressing the consistency of the proposed rezoning with the Town’s comprehensive plan and such other matters as the Planning Board deemed appropriate; and Whereas the Town Board has, prior to acting on the application, adopted a statement describing the consistency of the proposed rezoning with the Town’s comprehensive plan and explaining why the action contemplated by the Town Board as reflected herein is reasonable and in the public interest. NOW, THEREFORE, be it ordained as follows: Section 1. The Zoning Map of the Town of Hillsborough is hereby amended to zone approximately 6.25 acres at 202 Holiday Park Road as General Commercial (OC PIN 9865-40-7877) Section 2. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 3. 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 14th day of September, 2020. Ayes: 5 Noes: 0 Absent or Excused: 0 Sarah E. Kimrey, Interim Town Clerk Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 28 of 30 DRAFT Town Board’s Statement per N.C. Gen. Stat. 160A-383 The Town of Hills borough Town Board has received and reviewed the application of _ Vima, LLC _ to amend the Town of Hillsborough Zoning Map as follows (insert general description of proposed amendment): Rezone approximately 1.98 acres on the north side of West King Street between Nash Street and Hayes Street from Residential-15 to Residential-10. The Hillsborough Town Board has determined that the proposed action is consistent with the Town of Hillsborough’s comprehensive plan, and the Town Board’s proposed action on the amendment is reasonable and in the public interest for the following reason(s): • The parcel is designated as Urban Neighborhood in the Future Land Use Plan and R-10 is an expected zoning classification in this area. • Properties in close proximity are zoned R-10 and within the same Future Land Use designation. • Properties in close proximity are developed at the R-10 size and smaller (existing non- conformities) so the development of this parcel compliant with the R-10 standards is not inconsistent with the existing neighborhood character. Adopted by the Town of Hillsborough Board of Commissioners this _14th day of _September_, 2020. Ayes: 5 Noes: 0 Absent or Excused: 0 _____________ _________ Sarah E. Kimrey, Interim Town Clerk Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 29 of 30 DRAFT Ordinance #20200914-6.F AN ORDINANCE AMENDING THE ZONING MAP OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Whereas an application has been made for the rezoning of the property herein; and Whereas the application has been referred to the Town Planning Board for its recommendation and the Planning Board has provided the Town Board with a written recommendation addressing the consistency of the proposed rezoning with the Town’s comprehensive plan and such other matters as the Planning Board deemed appropriate; and Whereas the Town Board has, prior to acting on the application, adopted a statement describing the consistency of the proposed rezoning with the Town’s comprehensive plan and explaining why the action contemplated by the Town Board as reflected herein is reasonable and in the public interest. NOW, THEREFORE, be it ordained as follows: Section 1. The Zoning Map of the Town of Hillsborough is hereby amended to rezone approximately 1.98 acres on the north side of West King Street between Nash Street and Hayes Street from Residential-15 to Residential-10 (OC PIN 9864-66-5449). Section 2. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 3. This ordinance shall become effective upon adoption. The foregoing ordinance having been submitted to a vote received the following vote and was duly ADOPTED/DENIED this 14th day of September, 2020. Ayes: 5 Noes: 0 Absent or Excused: 0 Sarah E. Kimrey, Interim Town Clerk Sept. 14, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 30 of 30 DRAFT Minutes Board of Commissioners Work Session (Remote) 7 p.m. Sept. 28, 2020 Town of Hillsborough YouTube channel Present: Mayor Jenn Weaver and commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt Hughes, and Evelyn Lloyd Staff: Economic Development Planner Shannan Campbell, Assistant Town Manager/Planning Director Margaret Hauth, Town Attorney Bob Hornik, Interim Town Clerk/Human Resources Technician Sarah Kimrey, Town Manager Eric Peterson, and Public Space Manager Stephanie Trueblood Opening of the workshop Mayor Jenn Weaver opened the workshop at 7 p.m. with four commissioners present. 1. Public Charge Weaver did not read the public charge. 2. Agenda changes and approval Motion: Commissioner Kathleen Ferguson moved to approve the agenda with the addition of a National Health Care Supply Chain Week proclamation and a Central Sterile Week proclamation. Commissioner Evelyn Lloyd seconded. Vote: The motion carried upon a unanimous vote of 4-0. Ayes: Bell, English, Ferguson and Lloyd. Nays: None. Absent: Commissioner Matt Hughes 3. Items for decision — consent agenda A. Miscellaneous budget amendments and transfers   Motion: Ferguson moved approval. Lloyd seconded Vote: The motion carried upon a unanimous vote of 4-0. Ayes: Bell, English, Ferguson and Lloyd. Nays: None. Absent: Commissioner Matt Hughes 4. In-depth discussions and topics A. Comprehensive Sustainability Plan request for bids (RFP) update Public Space Supervisor Stephanie Trueblood reviewed that this was delayed a few months due to the pandemic. She recommended releasing the RFP to find out if the town has budgeted enough money for this and if the schedule is workable. The board expressed support for moving forward but did not take a formal vote. B. Sidewalk construction cost share request — The Colonial Inn Economic Development Planner Shannan Campbell reviewed that the inn’s porch is in the public right of way. The developer is obligated to complete a handicap-accessible sidewalk around the porch before receiving a Sept. 28, 2020 Board of Commissioners Work Session Approved: ____________________ Page 1 of 7 DRAFT certificate of occupancy. The North Carolina Department of Transportation has approved the sidewalk plans. The developers are struggling with financing the sidewalk project. Campbell said the developers paid for design, engineering and approval. They are asking the town to pay 100% of the sidewalk construction cost up to $35,000. Lloyd expressed concern about the town spending money. Town Manager Eric Peterson said the board would have to cut, eliminate or defer something or use contingency money. He’d prefer to keep the contingency money in savings. Elise Tyler, representing The Colonial Inn developers, said she felt it was appropriate to ask. Commissioner Mark Bell recalled a previous board conversation about paying for the sidewalk construction. He recalled that the town was not willing to pay money but would consider tax incentives. Campbell said an economic development tax incentive is for property improvement, so it would have had to have been put in place before the purchase of the inn. She doesn’t know of any way to give the developers local tax incentives. Campbell said that it is a cost-share request on the public property only for the sidewalk construction. Ferguson said town infrastructure has to be the town’s priority. Weaver noted that staff will not receive merit raises this year because the budget is tight. Commissioner Matt Hughes joined the meeting at 7:26 p.m. He said he’s sympathetic to pedestrians and feels sidewalks are very important. Commissioner Robb English expressed interest in helping in some way because it is important to have an ADA-accessible sidewalk on this portion of West King Street. Campbell expressed concern that the inn would not be able to open because the developers could not pay for the sidewalk. Trueblood said the sidewalk is required by the Town of Hillsborough, NCDOT, and Orange County for this business to open. For approval of the building, the board was talking about the sidewalk and a loading zone across the street. The responsibility for the loading zone was removed from the developers and the board agreed to fund it when it is necessary. She thinks the need for the loading zone will be great and will be needed for more than just for this business. Ferguson expressed concern about the town’s fiscal health in the coming year due to the pandemic. Bell said he could support a share among the board, the Hillsborough Tourism Board, and the Hillsborough Tourism Development Authority. Campbell said such a share is possible but those entities would need to meet and vote. Sept. 28, 2020 Board of Commissioners Work Session Approved: ____________________ Page 2 of 7 DRAFT Justin Fejfar, part of the inn’s development team, said it would take about three weeks to build the sidewalk. He said the project budget was submitted to the bank before the town required the developer to pay for the sidewalk. He added that the inn restoration project is more than $500,000 over budget. He said the developers have a tax bill to pay and do not see a way to pay for the sidewalk, too. Ferguson said she could support up to $5,000 spent from town funds. Trueblood recommend that the town not issue a temporary certificate of occupancy without the sidewalk being constructed. Campbell expressed concern that requiring contributions from the Tourism Board and Tourism Development Authority might delay the sidewalk construction. Hughes proposed committing $10,000. He noted that the Tourism Board would not feel good about the town only committing $5,000. Motion: Hughes moved earmarking $10,000 to cost-share contingent on the Tourism Board and Tourism Development Authority also contributing funds. English seconded. Tyler asked if the contingency could be removed. She said the development team was using personal credit cards to help get the inn completed. Motion: Hughes restated the motion to remove the contingency. English said his second still stands. Ferguson reminded the board that $10,000 is not insignificant. Vote: The motion carried upon a vote of 4-1. Ayes: Bell, English, Hughes and Lloyd. Nays: Ferguson. Absent: None. C. Update and discussion of hearing format and date for East Village at Meadowlands proposal Planning Director Margaret Hauth said she has not had much communication from the neighbors who were determined to have standing for the joint public hearing item. It is fair to summarize that those with standing had objected to the hearing being held remotely. She explained due to the time required to provide public notice of the meeting, the earliest the joint public hearing could be held would be Oct. 19. Hauth said a picnic shelter at Gold Park could be the site of the public hearing. She has concerns that it is not well lit. Hauth explained that all board members participating need to be present in person. If one is remote, the meeting is considered remote. The board expressed a preference for holding the public hearing at the Farmers’ Market Pavilion. If that is not available, the board’s second choice was Fairview Park. Motion: Ferguson moved to approve holding the special joint public hearing in person at 7 p.m. Oct. 19 at an outdoor location to be determined by staff. Hughes seconded. Sept. 28, 2020 Board of Commissioners Work Session Approved: ____________________ Page 3 of 7 DRAFT Vote: The motion carried upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. 5. Other business None. 6. Committee updates and reports Hauth gave update on community development block grant funds. 7. Adjournment Motion: Bell moved to adjourn at 8:42 p.m. Ferguson seconded. Vote: The motion carried upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Respectfully submitted, Sarah E. Kimrey Interim Town Clerk Sept. 28, 2020 Board of Commissioners Work Session Approved: ____________________ Page 4 of 7 DRAFT BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 09/28/2020 TO 09/28/2020 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-10-6300-5300-150 MAINTENANCE - BUILDINGS 09/28/2020 9,592.00 130.00To cover recycling fee 20231 9,722.00EBRADFORD 10-10-6300-5300-570 MISCELLANEOUS 09/28/2020 3,000.00 -130.00To cover recycling fee 20230 1,310.00EBRADFORD 75-75-3870-3870-156 TRANS FR W/S US BUS 70 WTR PHASE I 09/28/2020 299,741.50 11,592.00To record Water SDFs 20233 331,941.50EBRADFORD 75-75-6900-5970-928 TRAN TO UTL CAP IMP-US 70 PHASE I 09/28/2020 299,741.50 11,592.00To record Water SDFs 20234 331,941.50EBRADFORD 76-76-3870-3870-155 TRAN FR W/S CRF - COLLECT SYS REHAB 09/28/2020 1,008,106.50 3,243.00To record Sewer SDFs 20235 1,031,888.50EBRADFORD 76-76-6900-5970-927 TRAN TO UTIL CAP IMP FD - COLL SYS 09/28/2020 1,008,106.50 3,243.00To record Sewer SDFs 20236 1,031,888.50EBRADFORD 29,670.00 EBRADFORD 9:16:45AM09/22/2020 fl142r03 Page 1 of 1 Public Space Public Space Water SDF Water SDF Sewer SDF Sewer SDF APPROVED: 4/0 DATE: 9/28/20 VERIFIED: ___________________________________ Sept. 28, 2020 Board of Commissioners Work Session Approved: ____________________ Page 5 of 7 DRAFT Proclamation #20200928-3.B Sept. 28, 2020 Board of Commissioners Work Session Approved: ____________________ Page 6 of 7 DRAFT Proclamation #20200928-3.C Sept. 28, 2020 Board of Commissioners Work Session Approved: ____________________ Page 7 of 7 DRAFT Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 12, 2020 Department: Administration - Budget Public Hearing: Yes No Date of Public Hearing: __________________________ For Clerk’s Use Only AGENDA ITEM # 5.B 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 2020-2021 DATES: 10/12/2020 TO 10/12/2020 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-10-4000-5300-335 SUPPLIES - DISASTER 10/12/2020 44,365.00 -10,000.00Move expense to Public Space 20237 39,365.00EBRADFORD 10-10-6300-5300-150 MAINTENANCE - BUILDINGS 10/12/2020 9,592.00 9,000.00Extra cleaning/sanitation per COVID 20238 18,722.00EBRADFORD 10-10-6300-5300-155 MAINTENANCE - PARKS 10/12/2020 54,600.00 1,000.00To cover hand sanitizer/chalk messages at 20239 55,600.00EBRADFORD 30-80-7240-5300-320 SUPPLIES - OFFICE 10/12/2020 1,000.00 -123.00Monitor for new employee 20243 877.00JDELLAVALL 30-80-7240-5300-338 SUPPLIES - DATA PROCESSING 10/12/2020 0.00 123.00Monitor for new employee 20242 123.00JDELLAVALL 0.00 JDELLAVALLE 2:31:32PM10/06/2020 fl142r03 Page 1 of 1 Billing & Coll. Billing & Coll. Public Space Public Space Disaster Relief Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 12, 2020 Department: Administration Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 5.C Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Sarah Kimrey, Interim Town Clerk/HR Technician ITEM TO BE CONSIDERED Subject: 2021 Board of Commissioners meeting calendar Attachment(s): 1. Draft 2021 Board of Commissioners meeting calendar Brief Summary: The 2021 Board of Commissioners meeting calendar includes dates for regular meetings, monthly work sessions, and quarterly joint public hearings with the Planning Board. Action Requested: Approve the 2021 Board of Commissioners meeting calendar. ISSUE OVERVIEW Background Information & Issue Summary: N/A Financial Impacts: None Staff Recommendations/Comments: Approve the 2021 Board of Commissioners meeting calendar. Interim Town Clerk and Human Resources Technician Sarah Kimrey 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 919-296-9443 | sarah.kimrey@hillsboroughnc.gov www.hillsboroughnc.gov | @HillsboroughGov Adopted Oct. 12, 2020 Meeting Calendar ― 2021 Board of Commissioners All meetings start at 7 p.m. and are in the Town Hall Annex Board Meeting Room, 105 E. Corbin St., unless otherwise noted. Times, dates and locations are subject to change. Due to public health concerns related to COVID-19, the board may conduct remote meetings utilizing Zoom. The public will be able to view and listen to the meeting via live streaming video on the town’s YouTube channel. Regular meetings Regular meetings typically occur the second Monday of the month. Jan. 11 Remote Feb. 8 Remote March 8 Remote April 12 Remote May 10 Remote June 14 Remote Aug. 9 Remote Sept. 13 Remote Oct. 11 Remote Nov. 8 Remote Dec. 13 Remote Work sessions Work sessions typically occur the fourth Monday of the month. Jan. 25 Remote Feb. 22 Remote March 22 Remote April 26 Remote May 24 Remote June 28 With budget adoption. Remote Aug. 23 Remote Sept. 27 Remote Oct. 25 Remote Nov. 22 Remote Joint public hearings Joint public hearings with the Planning Board typically occur the third Thursday of a month. Jan. 21 Remote April 15 Remote July 15 Remote Oct. 21 Remote Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 12, 2020 Department: Public Works Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 5.D Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Ken Hines, Public Works Director ITEM TO BE CONSIDERED Subject: Cornwallis Hills encroachment agreement Attachment(s): 1.Draft encroachment agreement 2.Exhibit A Brief Summary: The Cornwallis Hills Property Association is requesting an encroachment agreement for an irrigation system to water vegetation in the public right of way at the entrance of Cornwallis Hills on Lafayette Drive. Action Requested: Approve installation of the irrigation system on Lafayette Drive that is located approximately 118 feet from the center of Old NC 86 and heads east to the entrance of Cornwallis Hills. CHPOA will maintain the irrigation system. ISSUE OVERVIEW Background Information & Issue Summary: Currently, no irrigation system exists so this should help with plant maintenance at the entrance signs. Financial Impacts: None Staff Recommendations/Comments: Recommend approval DRAFT DRAFT Prepared by Robert E. Hornik, Jr. & Return to: The Brough Law Firm 1526 E. Franklin Street Suite 200 Chapel Hill, NC 27514 ORANGE COUNTY NORTH CAROLINA ENCROACHMENT AGREEMENT FOR A STRUCTURE OTHER THAN A SIGN The Town of Hillsborough (the “Town”), owner of a municipal roadway known as Lafayette Drive (the “Property”), and Cornwallis Hills Property Owners Association, Inc. (“CHPOA”), a North Carolina not for profit corporation, the record owner of property located on the south side of Lafayette Drive adjacent to Old NC Highway 86 (Orange County PIN 9863967169) (the “Adjacent Owners”), pursuant to a deed or other instrument of conveyance recorded in Book 387, Page 489 in the Orange County Register of Deeds, hereby agree as follows: The Town hereby grants a license to the Adjacent Owner to install and maintain underground water irrigation lines to serve the landscape sign areas adjacent to the Lafayette Drive entrance into the Cornwallis Hills subdivision, including boring under Lafayette Drive so that irrigation lines may serve planting beds on the North side and South side of Lafayette Drive (but no other use or improvements) on the Property, as is depicted on Exhibit A attached hereto. No further license for any other encroachment is granted. David Scanga, represents to the Town that he is the President of the Cornwallis Hills Property Owners Association, Inc. (the “Adjacent Owner”) and that he has been authorized to execute this Encroachment Agreement on behalf of the CHPOA, intending the said CHPOA to be bound by the terms hereof. The parties further agree that: (i) the license granted herein does not confer or pass any title, interest or estate in the Property; (ii) the Town may require the Adjacent Owner to modify or remove the improvements made pursuant to this Agreement if the Town, in its sole discretion, determines that the improvements negatively affect stormwater drainage or traffic on Lafayette Drive; (iii) that the license granted herein may be revoked at any time by the Town by giving written notice to the Adjacent Owners; (iv) upon such revocation, the Adjacent Owner agrees to remove and discontinue use of the underground water irrigation lines and any related improvements authorized herein within thirty (30) days after receipt of the Town’s written notice; (v) any expenses arising from the revocation of the license granted herein or the removal and discontinuation of use of the underground water irrigation lines are to be paid by the Adjacent Owner; (vi) the Town shall not be responsible for any damage which may occur to any improvements made by the CHPOA pursuant to this agreement which may be caused by Town maintenance of or improvements to the Lafayette Drive right of way; (vi) if the improvements are not removed and discontinued as provided in (iv), the Town is authorized to remove the improvements placed on the Property without any liability therefore and without the necessity of a hearing or other judicial intervention, with expenses to be paid by the Adjacent Owner, and if not paid, the expenses of removal and discontinuance of use, including any attorney’s fees associated with the removal and assertion of the Town’s interest, shall be a lien upon the Adjacent Property and shall be collected as unpaid taxes. The parties further agree that this Encroachment Agreement will be recorded in the registers of deeds office in the chain of title for the Adjacent Property so that any successor in title to the Property has record notice of the privileges and obligations associated with this license. The parties also agree that the fees associated with recording the Encroachment Agreement will be paid by the Adjacent Owner. So agreed this ______ day of October, 2020. Cornwallis Hills Property Owners Association, Inc. Adjacent Owner BY: ________________________________ David Scanga, President ORANGE COUNTY, NORTH CAROLINA I, _________________________, a Notary Public for said County and State, do hereby certify that _______________, for the Cornwallis Hills Property Owners Association, Inc., Adjacent Owner, personally appeared before me this day and acknowledged the due execution of the foregoing instrument on behalf of the CHPOA and in his/her capacity as ________________. Witness my hand and official seal, this the ____ day of October, 2020. (Official Seal/Stamp) _________________________________ Notary Public My commission expires:______________ *********************************************************************************** TOWN OF HILLSBOROUGH By:___________________________________ Eric Peterson, Town Manager ATTEST: ________________________________ (SEAL) Sarah Kimrey, Interim Town Clerk ********************************************************************************************** Orange County, North Carolina I, _________________________, a Notary Public for said County and State, do hereby certify that Eric Peterson, Hillsborough Town Manager, personally appeared before me this day and acknowledged the due execution of the foregoing instrument. Witness my hand and official seal, this the ____ day of October, 2020. (Official Seal/Stamp) ______________________________________ Notary Public My commission expires:______________ Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 12, 2020 Department: Public Works Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 5.E Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Ken Hines, Public Works Director ITEM TO BE CONSIDERED Subject: South Cameron Street encroachment agreement Attachment(s): 1. Encroachment agreement 2. Project narrative 3. Exhibit A Brief Summary: Orange County is requesting the town enter into an encroachment agreement to update an existing handicap ramp located at 208 S. Cameron St. in the public right of way and dedicate the handicap ramp to the town after a one-year warranty period. Action Requested: Approve entering an encroachment agreement to update an existing handicap ramp to meet ADA requirements at 208 S. Cameron St. with a one-year warranty period. ISSUE OVERVIEW Background Information & Issue Summary: Update existing handicap ramp to meet ADA standards. Financial Impacts: None Staff Recommendations/Comments: Recommend approval Prepared by Robert E. Hornik, Jr. & Return to: The Brough Law Firm 1526 E. Franklin Street Suite 200 Chapel Hill, NC 27514 ORANGE COUNTY NORTH CAROLINA ENCROACHMENT AGREEMENT AND OFFER OF DEDICATION OF A HANDICAP RAMP The Town of Hillsborough (the “Town”), owner of municipal roadway known as South Cameron Street (the “Property”), and Orange County, owner of property located at 208 South Cameron Street (the “Adjacent Owner”), pursuant to a deed or other instrument of conveyance recorded in Book 886, Page 150 in the Orange County Register of Deeds and identified by PIN Number 9874-15-3612 (the “Adjacent Property”), hereby agree as follows: The Town hereby grants a license to the Adjacent Owner to install a handicap ramp (but no other use or improvements) on the Properties, as is depicted on Exhibit A attached hereto. No further license for any other encroachment is granted. The design and construction of the handicap ramp shall be in accordance with Town specifications for such handicap ramps. The parties further agree that upon completion of the work to install the aforesaid handicap ramp, the Adjacent Owner shall offer the handicap ramp improvements for dedication to the Town. The Adjacent Owner also agrees to maintain the sidewalk for a period of one (1) full year from the date of completion of the work, said date of completion to be acknowledged in writing by the Town and the Adjacent Owner. The Town shall accept the handicap ramp improvements for dedication upon completion of the one (1) year maintenance period as long as the handicap ramp improvements satisfy the Town’s requirements and the ramp is in good shape at the time of acceptance. The parties further agree that this Encroachment Agreement will be recorded in the registers of deeds office in the chain of title for the Adjacent Property so that any successor in title to the Property has record notice of the privileges and obligations associated with this license. The parties also agree that the fees associated with recording the Encroachment Agreement will be paid by the Adjacent Owner. So agreed this ______ day of October, 2020. Orange County, Adjacent Owner ______________________________ BY: , (title) ______________________________________ Authorized Signature Title Orange County, North Carolina I, _________________________, a Notary Public for said County and State, do hereby certify that _________________________, the __________________(insert title) of the Adjacent Owner, Orange County, personally appeared before me this day and acknowledged the due execution of the foregoing instrument in his/her official capacity on behalf of Orange County, intending Orange County to be bound by the terms hereof. Witness my hand and official seal, this the ____ day of October, 2020. (Official Seal/Stamp) _________________________________ Notary Public My commission expires:______________ *********************************************************************************** TOWN OF HILLSBOROUGH By:___________________________________ Eric Peterson, Town Manager ATTEST: ________________________________ (SEAL) Sarah Kimrey, Town Clerk ********************************************************************************************** Orange County, North Carolina I, _________________________, a Notary Public for said County and State, do hereby certify that Eric Peterson, Hillsborough Town Manager, personally appeared before me this day and acknowledged the due execution of the foregoing instrument. Witness my hand and official seal, this the ____ day of October, 2020. (Official Seal/Stamp) ______________________________________ Notary Public My commission expires:______________ September 28, 2020 Board of Elections Handicap Ramp Sidewalk Project Narrative The proposed project is updating the handicap ramp at the sidewalk at the southeast corner of the Board of Elections located at 208 S. Cameron Street. Orange County will supervise and pay for the construction of the handicap ramp and then turn the item to the Town of Hillsborough for maintenance. The Town maintenance will begin upon acceptance by the Town after the one year warranty period. S. CAMERON STREETYI YI A/C A/C FINISHED FLOOR ELEV.= 512.11 GOVERNMENT SERVICES ANNEX 208 S. CAMERON ST.LNDG.=511.84LNDG.=511.99SIGN TWO STORY BRICK 12"DIP 12"RCP RIM=505.9 IN=503.2 OUT=502.7 RIM=511.8 OUT=508.6WWWWWWW ue UGE UGE UGE ue UGE UGE UGE ue UGE UGE UGE ue UGE UGE UGE ue UGE ue UGE UGE UGE ueUGEUGEUGEueUGEUGEUGE ueUGE UGEUGE ueUGE UGE UGE ue UGE UGE UGE ue UGEUGE UGE ueUGE UGE UGEueUGEUGEUGE ueUGEUGEUGEueUGEUGEUGEueUGEUGEUGEueUGEUGEUGEueUGEUGEUGEueUGEUGEUGEue ueUGEUGEUGEueUGEUGEUGEueUGEUGEUGEue FOFOFOFOFOFOFOFOFOFOFOFOFOFOFOFOSITE BENCHMARK RRS SPIKE IN UTILITY POLE ELEV.= 515.44 NAVD '88 FEMA ZONE "AE" FEMA ZONE "500 YEAR" FEMA ZONE "X" BRICK SIDEWALK UGEUGEUGEASPHALT ASPHALT ASPHALT 66'CONCRETE SIDEWALK5%4% 2.8% RIM=505.9 IN=502.9 OUT=502.7 TWO STORY BRICK 208 S. CAMERON ST. GOVERNMENT SERVICES ANNEX FINISHED FLOOR ELEV.= 512.11 S. CAMERON STREET1 inch = ft. GRAPHIC SCALE ( IN FEET ) 30 REPLACE BRICK SIDEWALK SEE DETAIL SHEET D-1 REPLACE CURB RAMP AS PER NCDOT DETAIL 848.05REPLACE CURB RAMP BOARD OF ELECTIONS HILLSBOROUGH, NC PROJECT NO.SCALE FIRST ISSUE DATE 1"=30'09-29-2020 20-0014.010 RAMP REPLACEMENT 208 S. CAMERON ST C r e a t i v e l y I n s p i r e d - T e c h n i c a l l y E x e c u t e d License #: P-0339 320 Executive Court Hillsborough, NC 27278-8551 Voice: (919) 732-3883 Fax: (919) 732-6676 www.summit-engineer.com EXHIBIT A Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 12, 2020 Department: Administration Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 6.A Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Haley Bizzell, Interim Human Resources Director ITEM TO BE CONSIDERED Subject: Countywide Racial Equity Plan Attachment(s): 1. Countywide Racial Equity Plan PowerPoint Presentation 2. Orange County Racial Equity Plan Brief Summary: The town would like to work with the Carrboro, Chapel Hill and Orange County GARE teams to develop a Countywide Racial Equity Plan. The Racial Equity Plan will focus on undoing racism both within the town and across our institutions that create a system that negatively impact communities of color. The combined countywide GARE team will work together to develop a framework and racial equity tool that can be used within each jurisdiction. Each jurisdiction will develop jurisdiction-specific strategies to address racial equity but will be able to use and follow the countywide framework. To develop the Countywide Racial Equity Plan, there will be five different committees that consists of GARE members from all jurisdictions. Community participation will also be sought throughout the process. Action Requested: Approve town participation in the development of a Countywide Racial Equity Plan ISSUE OVERVIEW Background Information & Issue Summary: The Government Alliance in Race & Equity (GARE) is a national network of government agencies working to advance racial equity. Over the past decade, a growing field of practice has emerged based on lessons learned from practitioners, as well as academic experts and national technical assistance providers. GARE brings together governments throughout the country to provide racial equity training, racial equity tools, sharing best practices, peer- to-peer learning, and academic resources to help strengthen work across jurisdictions. GARE also has cohorts that provide intense training that focus on a body of practice, including, racial equity training curricula, racial equity tool, model policies, and infrastructure model tools. Focusing on racial equity is critical in helping us achieve different outcomes for our communities. The goal is not just to eliminate the inequities between whites and people of color, but to increase and enhance the success of all groups. To eliminate disparities, we must strategize based on the experiences of communities being underserved by existing institutions, systems, and structures. To understand the experience of those communities, they must be included and engaged. In this process, we move past looking at disparities and find racialized systems that are costly and depress outcomes and life chances for all groups. Systems that are failing communities of color are failing us all by depressing life chances and outcomes. Financial Impacts: None Staff Recommendations/Comments: The town is new to GARE (member since late August 2020) and is not as far along as Carrboro, Chapel Hill and Orange County. However, joining this countywide initiative will be a good resource for the town as we begin to develop the town’s individual racial equity plan. 10/5/2020 1 Countywide Racial Equity Plan Carrboro, Chapel Hill, Hillsborough & Orange County Goal: Obtain approval to participate in the development of a Countywide Racial Equity Plan Develop a comprehensive strategy to achieve racial equity within individual jurisdictions and across institutions Background •What is GARE? •Government Alliance on Race & Equity •What is racial equity? •“When race can no longer be used to predict life outcomes and outcomes for all groups are improved.” 1 2 10/5/2020 2 Why develop countywide plan? •Advancing racial equity with a countywide plan will: •Improve collective success & provide consistency •Develop strategy for change •Use GARE’s 6 proven strategies •Build organizational capacity •Develop & implement a racial equity tool •Develop racial equity index •Develop community engagement plans •Communicate & act with urgency •Develop accountability plan Process of developing the Countywide Racial Equity Plan •Committees •Racial Equity Tool Committee •Community Engagement Committee •Racial Equity Index Committee •Training Committee •Evaluation and Accountability Committee 3 4 10/5/2020 3 Benefits of participating •Countywide plan will be a framework the town can use that will be consistent with Carrboro, Chapel Hill & Orange County •Use same language •Use the same tools/methods •Leverage resources and support amongst all jurisdictions Questions? 5 6 1 ORANGE COUNTY RACIAL EQUITY PLAN INTRODUCTION Throughout the country more and more communities are committing to achieving racial equity. Many are seeking collaboration and technical assistance as they make plans to turn their commitments into actions. The Government Alliance in Race & Equity (GARE) is a national network of government agencies working to advance racial equity. Over the past decade, a growing field of practice has emerged based on lessons learned from practitioners, as well as academic experts and national technical assistance providers. GARE brings together governments throughout the country to provide racial equity training, racial equity tools, sharing best practices, peer-to-peer learning, and academic resources to help strengthen work across jurisdictions. GARE also has cohorts that provide intense training that focus on a body of practice, including, racial equity training curricula, racial equity tool, model policies, and infrastructure model tools. WHAT IS “RACIAL EQUITY”? The Government Alliance on Racial & Equity defines racial equity as “when race can no longer be used to predict life outcomes and outcomes for all groups are improved.” • The difference between racial equity and equality is that equity is about fairness, while equality is about sameness. • Equity cannot be achieved until everyone starts from a level playing field. • Across all indicators of success, racial inequities continue to be a factor (e.g., education, housing, criminal justice, jobs, public infrastructure, and health). Over the history of our country, government has created and maintained a hierarchy based on race, of who succeeds, fails, benefits, and burdened by the laws, policies, and practices. Inequities are sustained by historic legacies, structures, and systems that support these patterns of exclusion. To achieve racial equity, a fundamental transformation of government is necessary. In prior years, the government has focused on addressing the symptoms of racial inequity by: • Funding programs and services that have proven to be mostly ineffective at addressing underlying causes; and • Passing Civil Rights laws, which made racial discrimination illegal, but, after more than 50 years, racial inequity continues to exist. Government efforts, instead of focusing on symptoms of racial inequity, should focus on the policies and institutional strategies that are driving the production of inequities. WHY RACE? Race is a social construct and not biological, as people often think. Defining racial categories has changed over the years. Issues involving race are often “the elephant in the room” but rarely 2 discussed with a shared understanding. To advance racial equity, it is imperative we talk about race. In the United States, while race, income, and wealth are closely connected, racial inequity is not just about income. Even when income is the controlling factor, there still exist many inequities across multiple indicators of success, including education, jobs, housing, health and incarceration. It is important to talk about race to advance racial equity. To advance racial equity, we must normalize the conversation about race and operationalize strategizes for advancing racial equity. In advancing racial equity, we will also be building systems that allow us to address income and wealth inequity and recognize the bias that exists based on gender, sexual orientation, ability, age, and religion. Focusing on race allows us to develop a framework, tools, and resources that apply to other areas of marginalization, recognizing that different strategies will be necessary to achieve equity in other areas. ADVANCING RACIAL EQUITY IMPROVES OUR COLLECTIVE SUCCESS Focusing on racial equity is critical in helping us achieve different outcomes for our communities. The goal is not just to eliminate the inequities between whites and people of color, but to increase and enhance the success of all groups. To eliminate disparities, we must strategize based on the experiences of communities being underserved by existing institutions, systems, and structures. To understand the experience of those communities, they must be included and engaged. In this process, we move past looking at disparities and find racialized systems that are costly and, depress outcomes, and life chances for all groups. Systems that are failing communities of color are failing us all by depressing life chances and outcomes. RACIAL EQUITY IS STRATEGY FOR CHANGE Over the last several decades, we have seen the introduction of many policy and programmatic efforts to advance racial equity. These individual efforts are essential but are not enough. A comprehensive strategy is necessary to achieve racial equity. Over the next several months, we will work with the GARE teams of Carrboro, Chapel Hill, and Orange County to develop a Countywide Racial Equity Plan. The Countywide Racial Equity Plan will focus on undoing racism both within our own individual jurisdiction and across our institutions that combine to create a system that negatively impact communities of color. The combined GARE Team will form committees to concentrate on various aspects of the Racial Equity Plan. The committees will focus on the Racial Equity Tool, Community Engagement, Data Collection and Analysis, Training, and Communication, Evaluation, and Accountability. In addition, teams will continue with their own jurisdictions demonstration projects begun through the Learning Community program. The Combined local GARE Teams will use GARE’s six proven strategies described below in advancing racial equity and government transformation to create a shared equity framework to develop a Racial Equity Plan. 3 1. Build organizational capacity: o Build internal organizational infrastructure by inviting a diverse array of stakeholders to collaborate toward a shared vision of equity. 2. Develop and Implement a Racial Equity tool; o Develop and implement a racial equity tool that mechanizes the practice of considering racial impact when making and implementing policy. Include the following:  Promote racially inclusive collaboration and engagement;  Develop a Racial Equity Scorecard that uses data and metrics to develop strategies to close gaps and track progress;  Develop and implement Integrated program and policy strategies for eliminating racial inequity;  Develop cross-section, cross-jurisdictional partnerships to achieve systematic structural and institutional change; and  Educate internal and external stakeholders on racial issues and raise racial awareness. 3. Develop a Racial Equity Index to track racial equity metrics to measure success, develop baselines, and set goals. Use data to develop strategies to close gaps and track progress over a period. Metrics can also be used to align outputs with outcomes across cross- departmental and cross-jurisdictional lines to evaluate community progress on racial equity throughout the County. 4. Develop Community Engagement Plans. Partner with other institutions and communities to partner in this work together. Partner with Stakeholders, including communities of color, to have a “collective impact” to advance racial equity. Collective impact refers to when a group of organizations from different sectors work on a common issue to solve a specific social problem. 5. Communicate and act with urgency. - When change is a priority and urgency is felt, change is embraced and can take place quickly. While racial equity is a long-term goal, we are committed to prioritizing action with a shared vision, specific priorities, and strategic actions and organizing that can lead to change. 6. Develop an Accountability Plan. Build an institutional accountability mechanism and a clear plan of action that demonstrates accountability to elected officials and a transparent way to show responsibility to the community. Committees Structure and Formation While community participation will be sought throughout each step of the racial equity process, it will be a necessary to have community members partners in the discussion of a plan for community engagement and accountability. Committees will be staffed GARE team members from all jurisdictions, as well as staff and others with expertise in specific areas. Racial Equity Tool Committee. The Racial Equity Tool Committee will lay out a process and a set of questions to guide the development, implementation and evaluation of policies, 4 initiatives, programs, and budget issues to address the impact of racial equity. The racial equity tool will help align racial equity goals with desired outcomes. The Racial Equity Tool looks at: 1. Desired Rules. Community indicators measurements that quantify the achievements of the desired results 2. Data Collection & Analysis. Whom do the policies, programs, initiatives, and budget issues negatively impact? Where are the gaps? 3. Community Engagement/Partnership. How was the community engaged? Are there opportunities to expand engagement and partnership? Design a Community Engagement Plan. 4. Strategies. Create a root cause analysis for racial disparities. Determine and refine your priority strategies to maximize racial equity. Organize outcomes and performance measures. Use community engagement/partnership to get feedback on the negative impacts based on performance measures and root causes analysis to disparities. Identify short and long-term strategies and organize outcomes to achieve desired results. 5. Implementation. Develop an implementation plan. Using the Racial Equity Toolkit, develop one short strategy and one long-term strategy, which includes an action step, person (or agency) responsible, deadline, and what resources are needed. 6. Communication, Evaluation, and Accountability. How will we ensure accountability, communicate with stakeholders, and evaluate results? a. How will the impacts be documented and evaluated? Are you achieving the anticipated outcome? b. How will you continue to partner and deepen relationships with impacted communities while you continue to achieve organizational outcomes? c. Craft a message using Race Forward’s ACT Tool: i. Affirm. Hook and engage the audience by immediately mentioning phrases and images that speak to their values ii. Counter. Open the audience’s minds to an alternative explanation of frameworks about race. Unconscious attitudes and stereotypes toward individuals and social groups that “affect our understanding, actions, and decisions.” (Adapted from Kirwan Institute) iii. Transform. End your message with a solution that leaves your audience feeling engaged and included in your next steps. Community Engagement Committee. Develop a plan to provide for meaningful community engagement. Consider the current and unlikely partners needed to accomplish the organizational outcomes. Who are the decision makers with whom you need to inform, consult, or collaborate? Building meaningful community engagement/partnership toward power shift means: 1. The desired result is co-designed and shared by both government and the community. 5 2. Community engagement expectations and processes are aligned between the community and government. 3. Government is ready to listen, hear, and implement input from all communities, especially impacted communities of color. 4. Government is ready to make a transformational and structural change toward a new power dynamic. 5. Principles of community engagement at the enterprise level are known and carried out across all departments. 6. Designate a specific department to provide coordination, training, and technical assistance to other departments seeking to engage and build partnerships with the community. 7. A guide exists and is shared broadly across the enterprise. Racial Equity Index Committee. The use of data and metrics to track progress of County’s racial equity initiatives and to follow trends in racial disparities. Metrics will also facilitate the alignment of outputs with outcomes and the coordination of efforts across departments and jurisdictions. The Racial Equity Index will be a transparent public access to data with built public data dashboards to help assess questions of equity. The dashboards contained within the Index will include sub-county maps and key performance indicators (KPIs) to help track essential indicators and equity performance. Wherever possible these KPIs would be disaggregated by geography, race/ethnicity, income, and gender. This data may be used to address historical oppression by: ● Examining existing policies and procedures ● Equitably targeting use of resources ● Fostering equity-centered decision making (ie. in policies and procedures) ● Guiding community-centered engagement ● Developing a participatory budgeting process ● Unifying local response to pressing issues ● Creating a user-friendly, public facing data portal ● Collaborating across institutions and systems ● Implementing accountability structures that align with local government equity efforts The Racial Equity Index Committee will develop a countywide Racial Equity Index and Community Scorecard to track equity metrics across Orange County. Data demonstrating racial inequities is frequently available. What is not often available is data tracking the progress of the strategies used for closing the gaps over time. Metrics and data can be used to align outputs with outcomes across cross-departmental and cross-jurisdictional lines to evaluate community progress on racial equity throughout the County. If the goal is to eliminate racial inequities and improve success, we must follow the impact of our efforts over time so we can see the effect of our efforts. Measurement at the program level is needed to track the impact of specific public investment and policy changes. The model used for the Racial Equity Index will be a local modified version of the Policy Link’s National Equity Atlas. To see examples of these resources as: 6 a. Policy Link National Equity Atlas https://nationalequityatlas.org/research#reindex b. Equity Profile of Battle Creek, MI https://www.policylink.org/sites/default/files/BattleCreek-profile.pdf c. Policy Link Racial Equity Tool: https://nationalequityatlas.org/research/index-findings Training Committee. The training committee will develop a plan to provide training to policymakers, managers, staff, boards and commission members, and community partners to build capacity to advance racial equity and to embed racial equity into countywide systems. Evaluation and Accountability Committee. The Evaluation and Accountability Committee will develop an Evaluation Plan based on the principles of the Results-Based Accountability (“RBA”) framework. RBA is a national model and provides a disciplined, data-driven, decision-making process to help local governments take action to solve problems. An Evaluation Plan will help local governments apply racial equity principles embedded into the Results-Based Accountability (RBA) methodology into Racial Equity Action Plans. Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 12, 2020 Department: Public Works/Planning Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 6.B Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Ken Hines, Public Works Director / Shannan Campbell, Economic Development Planner ITEM TO BE CONSIDERED Subject: Rate adjustment request from Waste Industries, LLC DBA GFL Environmental Attachment(s): 1. Letter requesting a rate adjustment based on the Consumer Price Index in January 2020 2. Consumer Price Index January 2020 3. Consumer Price Index May 2020 4. Bid Rates List for 2019 Contract 5. Cost Increase Scenarios Brief Summary: As per the Hillsborough Commercial Waste Collection Franchise Agreement, any and all changes in rates proposed by the franchisee shall first be submitted to the town for its approval. For any second and subsequent years of the term hereof, the franchisee’s and the town’s rates shall be adjusted upward or downward to reflect changes in the cost of operations as measured in the Consumer Price Index published in January preceding the effective date of the rate adjustment by the Bureau of Labor Statistics, for Transportation for the South Urban Region. No adjustment based on CPI changes shall exceed a 10% increase or decrease from the rates paid in the previous year. While the CPI was very strong for January 2020, which is the month of the point of reference outlined in the contract, the CPI has declined harshly since March 2020 when the COVID-19 pandemic hit, hitting a low in May 2020. The pandemic has caused for both GFL and Hillsborough commercial business operational changes, increases in the cost of doing business, and reduced revenues. Action Requested: Approve request for a 2.9% rate increase, suggest an alternate rate increase, or deny rate increase. ISSUE OVERVIEW Background Information & Issue Summary: Refer to the GFL letter requesting a rate increase. The public works director has received very few complaints from businesses over the past four to five years. The economic development planner has received a handful of complaints mostly regarding disruption in regular pickups, billing problems, and difficulty getting a live person on the phone to resolve pickup frequency and billing concerns. Staff has also heard complaints that trash rates in nearby municipalities without Solid Waste Franchise Agreements are lower due to the availability of a competitive marketplace, though further research would be necessary to substantiate. When a complaint is received, Waste Industries/GFL has been responsive to resolving the issue. GFL states in the attached letter that they are able to increase or decrease service per their request to reflect fluctuation in business and save them money, however many need a base pickup for regular operations. The current contract relies on the January CPI to indicate rate increases or reductions, however this is not the best measure of what market rate should be for trash collection nor does it account for market fluctuations over time. GFL and town staff suggest looking into a better way to advise rates in the future. Financial Impacts: None Staff Recommendations/Comments: None August 25, 2020 Ken Hines Public Works Director Town of Hillsborough PO Box 429 Hillsborough, NC 27278 Ref: Cost of Living Clause Dear Mr. Hines, Under the Section 27. Scope of Work and Compensation section, second paragraph beginning “Compensation, Including Modification” of our franchise agreement it states “For any second and subsequent years of the term hereof, the Franchisee’s and the Town’s rates shall be adjusted upward or downward to reflect changes in the cost of operations as measured by Consumer Price Index published in January preceding the effective date of the rate adjustment by the Bureau of Labor Statistics, for Transportation for the South Urban Region. No adjustment based on the CPI changes shall exceed a ten percent (10%) increase or decrease from the rates paid in the previous year.” This designated index (see attached) reflects a two and nine tenth percent (2.9%) increase for this upcoming contract year. There is a combination of residential and business dumpsters that are covered under this franchise agreement. We would like to point out to the Board that we can increase or decrease anyone’s service per their request to reflect fluctuation in business and save them money. We have made some of these service adjustments for customers. We would like to also point out that our costs have increased keeping drivers through these trying times, paying increased overtime to drivers so that others may take leave to take care of their families or being quarantined, providing Co-Vid protective gear and changing operational procedures that include increased cleaning costs. Fortunately, we have not had to have an interruption in service due the precautions we have taken and our dedicated work force. Also, the weight in trash for the apartments overall have increased. People staying home/working from home/eating at home has increased our residential weights by 20-30%. The more the trash weighs the more disposal fees we have to pay. We would like to thank the Town of Hillsborough for allowing Waste Industries LLC dba GFL Environmental to provide these services. Please let us know if you have any questions or concerns. Respectfully, Norma Yanez Government Contracts Manager CONSUMER PRICE INDEX May 2020 SOUTHEAST INFORMATION OFFICE • Atlanta, GA • 404-893-4222 • bls.gov/regions/southeast For release: Wednesday, June 10, 2020 Group All urban consumers Wage earners & clerical workers Index Percent change Index Percent change May 19 to May 20 Apr 20 to May 20 May 19 to May 20 Apr 20 to May 20 U.S. City Average1 All items (1982-84=100) 256.394 0.1 0.0 249.521 -0.1 0.0 All items (1967=100) 768.044 - - 743.247 - - Food and beverages 267.792 3.9 0.6 267.232 4.1 0.7 Housing 270.823 2.1 0.2 267.019 2.3 0.3 Apparel 114.582 -7.9 -3.2 114.615 -7.5 -3.1 Transportation 191.419 -11.1 -1.2 190.002 -11.8 -1.2 Medical care 519.194 4.9 0.4 527.097 5.6 0.5 Recreation2 122.779 2.1 0.7 117.390 2.1 0.8 Education & communication2 139.340 1.6 0.0 126.936 1.4 0.0 Other goods and services 460.730 2.4 -0.1 504.922 2.5 -0.1 South1 All items (1982-84=100) 245.696 -0.4 -0.2 240.565 -0.7 -0.2 All items (1977=100) 398.552 - - 389.622 - - Food and beverages 264.124 3.7 0.7 263.560 4.0 0.8 Housing 247.878 2.0 0.0 248.073 2.0 0.0 Apparel 122.185 -9.9 -3.4 121.545 -9.4 -3.1 Transportation 190.040 -11.0 -1.8 186.347 -12.0 -1.8 Medical care 489.782 3.9 0.6 501.282 4.4 0.7 Recreation2 121.219 0.6 -0.6 116.204 0.5 -0.4 Education & communication2 133.959 1.0 0.0 119.343 0.6 0.0 Other goods and services 437.909 1.9 0.0 475.019 1.9 0.0 Group All urban consumers Wage earners & clerical workers Index Percent change Index Percent change May 19 to May 20 Mar 20 to May 20 May 19 to May 20 Mar 20 to May 20 Tampa-St. Petersburg- Clearwater, FL3 All items (1987=100) 231.032 0.9 -0.3 227.246 0.2 -0.5 Food and beverages 250.021 7.9 5.8 254.069 8.4 6.5 Housing 238.420 2.7 0.0 237.856 2.2 -0.3 Apparel 119.978 -15.9 -7.8 111.546 -10.5 -4.3 Transportation 187.336 -9.3 -6.7 201.281 -9.9 -7.5 Medical care 409.320 4.3 0.7 420.908 5.3 0.9 Recreation2 125.310 2.2 0.8 120.717 0.9 0.9 Education & communication2 130.620 -1.2 0.1 117.125 -1.7 0.2 Other goods and services 300.914 0.9 -2.9 320.525 0.3 -3.0 1Indexes on a 1982-84=100 base, unless otherwise noted. 2Indexes on a December 1997=100 base. 3Indexes on a 1987=100 base, unless otherwise noted. - Data not available. *Full survey for Tampa-St. Petersburg-Clearwater, FL is compiled every two months and is published for January, March, May, July, September, and November. GFL 2.9% Rate Increase Scenarios Restaurants/Gas Stations/Shared Retail- One (1) 8 cy Dumpster emptied 2 times a week current: $188.44 2.9% increase: $5.47 (per month) New Rate: $193.90 per month (+$65.52 per year) Apartments/Townhomes with Commercial Collection/High Volume Users Four (4) 8 cy Dumpsters emptied 3 times a week current: $282.66 x 4 = $1,130.64 2.9% increase: $32.78 (per month) New Rate: $1,163.43 (+$393.36 per year) Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 12, 2020 Department: Planning Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 6.C Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Shannan Campbell, Economic Development Planner ITEM TO BE CONSIDERED Subject: Issuance of Special Events Permits subject to current and future executive order restrictions on gatherings Attachment(s): None Brief Summary: In early April 2020 in the midst of the COVID-19 pandemic, staff received a number of inquiries regarding the issuance of Special Event Permits for summer and fall events. With the uncertainty of how long the governor’s executive order and the pandemic would keep restrictions on events and gatherings implemented, the town temporarily stopped accepting Special Event Permit applications as permits could not be issued for future events with so many unknown factors. North Carolina is now in Phase 3 and many businesses and establishments have re-opened to the public. Town staff is again starting to receive inquiries as to the planning of upcoming and future events and obtaining Special Event Permits. Town staff would recommend returning to issuing permits for events in compliance with the gathering requirements in the emergency executive orders, working with event organizers to modify plans for events that do not adhere to state and local guidelines, including provisions for physical distancing, mask wearing, and limits on the number of persons permitted to gather, or denying permits that do not meet current guidance and best practices. Action Requested: Direct staff to re-instate the Special Event Permit process, subject to current and future executive order restrictions on gatherings. ISSUE OVERVIEW Background Information & Issue Summary: None Financial Impacts: None Staff Recommendations/Comments: None Board of Commissioners Agenda Abstract Form Meeting Date: October 12, 2020 Department: Administration Public Hearing: Yes No Date of Public Hearing: ________________ For Clerk’s Use Only AGENDA ITEM # 6.D Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Eric Peterson, Town Manager ITEM TO BE CONSIDERED Subject: Hot topics for work session Oct. 26, 2020 Attachment(s): None Brief Summary: Possible topics include: • Noise ordinance – continue discussion and recommendations from police chief on updating ordinance that was suspended due to COVID-19 • Presentation and discussion on police officer staffing shortage, as well as options/strategies to help with recruitment and retaining current staff Action Requested: Discuss and provide direction. ISSUE OVERVIEW Background Information & Issue Summary: None Financial Impacts: N/A Staff Recommendations/Comments: N/A Board of Commissioners Agenda Abstract Form Meeting Date: Oct. 12, 2020 Department: All Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 7.C Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Department Heads ITEM TO BE CONSIDERED Subject: Departmental Reports Attachment(s): Monthly departmental reports Brief Summary: n/a Action Requested: Accept reports ISSUE OVERVIEW Background Information & Issue Summary: n/a Financial Impacts: n/a Staff Recommendations/Comments: n/a ADMINISTRATION DEPARTMENTAL REPORT Human Resources/Town Clerk Report: September 2020 Meetings and events • Countywide Racial Equity Plan meeting (9/8/20) • Board of Commissioners regular meeting (remote) (9/14/20) • NCHIP Board meeting (9/16/20) • Monthly NC STAR team meeting (9/24/20) • Board of Commissioners work session (remote) (9/28/20) • Weekly management team plus COVID-19 meetings • Weekly human resources team meeting • Monthly Triangle J Council of Government HR Roundtable conference calls • Monthly management team/administration team meeting Employee Events and Training • Flu shot clinic (9/22/20) Recruitment and Selection (* = filled) • Police Officer o Recruitment opened (2/19/20) o Continuous recruitment (125 applicants to date) o Start date (trainee): 3/2/20 o Start date: 9/14/20 • Accounts Payable Technician* o Recruitment opened (8/14/20) o Recruitment closed (8/27/20) (87 total applicants) o Start date: 10/26/20 • Customer Service Representative (Part-time) o Recruitment opened (9/21/20) o Recruitment closes (10/5/20) (171 applicants to date) • Equipment Operator Trainee/Equipment Operator I o Recruitment opened (9/3/20) o Recruitment closed (9/17/20) (23 total applicants) o Interviews scheduled • Utility Maintenance Technician I, II or III o Recruitment opened (9/11/20) o Recruitment closed (9/27/20) o Applications are being reviewed • Hiring freeze in place due to COVID-19 Pay and Benefits • Biweekly payroll (2) • FMLA – 5 Notice of Eligibility and Rights & Responsibilities sent (2020) Wellness • Weekly onsite nutrition counseling (offered remotely) • Wellness mini-grant program Performance Evaluation • Maintained NEOGOV PE system Professional Development • UNC School of Government Clerks Certification Institute (Sarah) (8/31/20-9/4/20) • UNC School of Government Fundamentals of Supervision (Haley) (9/14/20-9/18/20; 9/28/20- 10/1/20) Miscellaneous • Published bimonthly employee newsletter Public Information Office Report: September 2020 News Releases/Minutes • Issued 16 news releases and 1 bid postings. • Completed minutes for 2 town board, 1 joint public hearing and 6 advisory board meetings. EMAIL SUBSCRIPTIONS (as of Sept. 30) List Subscribers Change Total 1,407 ↓ 2 News releases 1,146 Same Meeting notices 714 ↓ 2 Bid postings 588 ↓ 8 Citizens newsletter 1,289 ↓ 1 TOP 10 MOST-VIEWED NEWS RELEASES: WEBSITE Headline Views Free COVID-19 Testing Event on Labor Day in Hillsborough 222 What Do You Value in Orange County? Survey Ends Today 183 Orange County Takes Another Step Forward in Reopening 144 Take Precautions to Protect Your Vehicle from a Break-in 110 Free Weekly COVID-19 Testing in Chapel Hill 86 Hillsborough Hiring Equipment Operator, Police Officers 72 Volunteers Needed for Town Advisory Boards 63 Town Directs Additional COVID-19 Relief Funds to Utilities, Housing, Food Assistance 62 Applicants Needed for Public Safety Task Force 55 Make Safe Choices This Labor Day Weekend 50 TOP 10 MOST-VIEWED NEWS RELEASES: EMAILS Headline Views Orange County Takes Another Step Forward in Reopening 571 Take Precautions to Protect Your Vehicle from a Break-in 497 Monthly COVID-19 Testing to Be Offered in Hillsborough 476 Town Directs Additional COVID-19 Relief Funds to Utilities, Housing, Food Assistance 474 Reminder: Place Only Large Items at Curb During Bulk Items Collection Week 469 Hillsborough Fire Marshal to Retire 467 Free COVID-19 Testing Event on Labor Day in Hillsborough 464 Hillsborough Hiring Equipment Operator, Police Officers 434 Applicants Needed for Public Safety Task Force 428 Board of Commissioners Meeting Summary (Sept. 14 meeting) 424 Social Media • Continued participation in #MaskUpOCNC and census campaigns. FACEBOOK STATISTICS (as of Sept. 30) 78 posts 5 responses to comments Follows Change 4,196 likes ↑ 10 4,357 follows ↑ 10 TOP 5 POSTS Post People reached Link clicks Take Precautions to Protect Your Vehicle from a Break-in 3,802 67 Free COVID-19 Testing Event on Labor Day in Hillsborough 1,887 8 Be Counted Before the Census Ends on Sept. 30 1,648 0 Orange County Takes Another Step Forward in Reopening 1,575 9 #MaskUpOCNC promotion featuring fire marshal and inspector 1,370 No link TWITTER STATISTICS (as of Sept. 30) 53 tweets responses to tweets Follows Change 2,520 ↑ 15 TOP 5 TWEETS Tweet Impressions Link clicks Orange County Takes Another Step Forward in Reopening 1,797 9 #MaskUpOCNC promotion featuring resident Jennifer Soulier 1,446 No link Town Directs Additional COVID-19 Relief Funds to Utilities, Housing, Food Assistance 1,369 2 #MaskUpOCNC promotion featuring residents Hales family 1,324 No link COVID-19 playgrounds reopen photos 1,172 No link Videos YOUTUBE STATISTICS (as of Sept. 30) Subscribers Change 2,831 ↑ 7 NEW VIDEOS Video YouTube Views Facebook Reach Posted Historic District Commission Meeting 37 N/A Sept. 2 Tourism Board Meeting 32 N/A Sept. 8 Board of Commissioners Meeting 98 N/A Sept. 14 Joint Public Hearing 41 N/A Sept. 17 Board of Commissioners Work Session 37 N/A Sept. 28 TOP 5 VIDEOS Video Current Views Overall Views Posted Position Your Solid Waste and Recycling Properly 4,692 2,114,683 Oct. 2015 Hillsborough, NC: Among America’s Coolest Small Towns 166 9,514 Jan. 2015 Board of Commissioners Regular Meeting 98 98 Sept. 2020 Do Not Tamper with Water Meters 90 4,151 July 2015 Board of Commissioners Work Session 46 116 Aug. 2020 Website/Employee Section • Updated COVID-19 pages and various pages for town website. SEPTEMBER WEBSITE STATISTICS Unique visitors 8,312 Number of visits 11,436 Page views 22,759 Visits per visitor 1.38 Pages viewed per visit 1.99 TOP 10 MOST-VIEWED PAGES Page title Views Home 3,662 Water and Sewer Billing and Collections 1,613 Riverwalk 1,306 Employment Opportunities 870 Development Projects 763 Police 691 Garbage Collection 373 COVID-19 (Coronavirus) 319 Contact Us 316 Utilities 309 Other Work • Completed work related to COVID-19, including: ◦ News releases and updates to COVID-19 pages and materials on town and county websites, including for Phase 2.5, Labor Day and Halloween. ◦ Creation of yard sign in English and Spanish for reopening of play equipment. ◦ Masks campaign, including photos of staff. ◦ September e-community newsletter and October newsletter in English and Spanish for insertion in utility bills. ◦ Participation in recovery process meetings, planning and sharing of values survey, review of draft assessment. ◦ Technical assistance to enable the Water and Sewer Advisory Committee to stream its remote meeting on the town’s YouTube channel. ◦ Communication with community liaisons and contacts for help in sharing information. ◦ Social media posts, shares and monitoring, with messages in Spanish in bilingual NCDHHS graphics and videos. ◦ Fielding of community and media questions. • Created a new informational webpage and online application system for the Mayor's Task Force on Re-Imagining Public Safety. • Made updates to the racial/ethnic categories of the online advisory board application. • Reviewed public works recruitment flyer, employee policies changes, style guide for logo and seal. • Wrote blog post regarding engagement pilots and participation in Small Places, Big Ideas Innovation Cohort. • Provided background information and photos for creation of Fiscal Year 2020 Citizens Annual Financial Report. • Completed updates to materials on water and sewer rates FAQs page and started updates on templates for various town documents. • Continued census promotions with weekly census social media posts and provided flyer for distribution at library. Meetings/Events/Training MEETINGS, EVENTS and TRAINING Officer September Mayors and Chair Policy Group meetings, Sept. 1 and 15 Recovery support meetings, Sept. 10 and 18 Sept. 2 Management Team meeting Sept. 18 Community engagement platform meeting (Polco) Sept. 28 Emergency operations meeting Sept. 29 Town branding meeting with economic development planner, assistant to town manager, and information technology manager 3CMA webinar: Public Servants’ Survival Guide Risk Reduction Committee meeting on Halloween Specialist September Risk Reduction Committee meetings on flu and Halloween on Sept. 22 and 29 Town board and advisory board meetings via YouTube Sept. 22 Attended flu event to photograph employees wearing masks Staff September COVID-19 staff meetings on Sept. 8, 15 and 29 Joint Information Center planning meetings on Mondays COVID-19 communicators conference calls on Thursdays Face coverings campaign meetings on Thursdays Safety and Risk Manager Report: September 2020 Meetings Attended/Conducted • Departmental Meetings x 2 • Mgt. Meeting + Meeting • HR Team Meetings x 4 Site Inspections • Old Town Annex excavation • Gold Park x3 • Turnip Patch Park • Murray Street Park • Hillsborough Heights Park • Cates Creek Park Miscellaneous • Coordinated and hosted Safety Shoe Event • Set up tents for flu shot event • Preparing for recertification inspections for DOL/STAR • Completed target 3rd quarter DOT random drug screens • Worked on employee training schedule • Working on P&L claims • Stocked/Distributed safety gear • Working on inspection requirements with Safety Committee members • Distributed updated safety wear • General duties concerning new facility at Hwy 86 North • Forwarded Safety Inspection results to departments • Collecting Fire Extinguisher Monthly check sheets • Forwarded recommendations (work orders) generated from Park Inspections FINANCE DEPARTMENTAL REPORT FOR SEPTEMBER 2020 SUMMARY OF ACTIVITIES: Daily Collections 965,608.25$ Tax & Vehicle License 442,065.00$ Stormwater Fees:62,827.25$ Solid Waste Disposal Tax -$ Beer & Wine Receipt -$ Franchise Tax -$ Powell Bill 98,981.08$ Sales & Use Tax 178,736.82$ 1,748,218.40$ Expenditures: General Fund/Water Fund 1,067,945.60$ FINANCE: •Compiled and submitted all monthly reports. •Issued 62 purchase orders. •Processed 340 vendor invoices, issued 186 accounts payable checks. •Collected and processed 16 payments for food and beverage tax. •Collected and processed 9 payments for fire inspection fees and permits. •Prepared and mailed 2 delinquent occupancy tax letters. •Prepared and processed 2 payrolls. •Issued no new special event permits. •Assistant Finance Director prepared special event permits for Hillsborough Downtown. •Prepared and mailed beer and wine privilege license renewal forms. METER READING: •Terminated 69 services and connected upon request. •Rechecked 176 meter readings, responded to no call backs. •Installed 8 new meters, changed 4 old meters, performed no pressure tests. •Identified 1 hydrant tampering and 1 meter tampering. •Changed 33 meter registers. BILLING & COLLECTION: •Corrected 50 bills that were rechecked before the 10-01-20 billing. •Bills adjusted after 09-01-20: 17 leaks; 5 late fees; 2 pools; . •Prepared 6,536 water bills; processed . •Disconnected 221 services for non-payment, reconnected 134. •Prepared 6,536 water bills; processed . •Processed 911 utility bank drafts. •Processed 0 debt set-off letters. •Processed on-line bill pays. FINANCE DIRECTOR •Management Team Meeting, September 2; •State of the Community Report, September 10; •NCHIP Board Meeting, September 23; and •Management Team Meeting, September 30; FINANCIAL BUDGET TO ACTUAL REPORT - AUGUST 31, 2020 Budget Unit Original Budget Current Budget Period Activity Year to Date Activity Encumbrances Variance % Remaining Current & Prior Year Property Taxes 6,849,000.00 6,849,000.00 676,300.89 768,783.54 - 6,080,216.46 88.78% Local Option Sales Tax 1,448,000.00 1,448,000.00 - - - 1,448,000.00 100.00% Licenses, Permits and Fees 112,900.00 112,900.00 2,863.08 10,817.80 - 102,082.20 90.42% Unrestricted Intergovernmental Revenue 862,000.00 862,000.00 45,736.65 47,686.60 - 814,313.40 94.47% Restricted Intergovernmental Revenue 151,000.00 237,449.00 86,448.42 86,448.42 - 151,000.58 63.59% Other 25,500.00 25,500.00 1,046.46 9,003.82 - 16,496.18 64.69% Investment Earnings 24,000.00 24,000.00 611.60 1,628.79 - 22,371.21 93.21% Transfers - - - - - - 0.00% Debt Issuance Proceeds 310,000.00 310,000.00 - - - 310,000.00 - Fund Balance Appropriation 749,550.00 1,003,270.89 - - - 1,003,270.89 100.00% Total Revenue 10,531,950.00 10,872,119.89 813,007.10 924,368.97 - 9,947,750.92 91.50% Budget Unit Original Budget Current Budget Period Activity Year to Date Activity Encumbrances Variance % Remaining Governing Body 133,393.00 133,393.00 10,665.58 18,585.66 183,399.00 (68,591.66) (0.51) Administration 762,335.00 763,535.00 102,379.29 251,880.26 153,510.12 358,144.62 46.91% Accounting 260,409.00 273,216.80 37,672.23 45,250.94 63,875.04 164,090.82 60.06% Planning 437,673.00 437,673.00 28,355.76 44,872.07 30,092.00 362,708.93 82.87% Town Hall Campus 175,819.00 178,620.00 3,950.21 5,601.86 35,094.45 137,923.69 77.22% Public Space 728,207.00 728,207.00 32,991.10 147,943.23 196,161.24 384,102.53 52.75% Safety & Risk Management 89,365.00 89,365.00 10,822.40 18,653.77 27,266.48 43,444.75 48.61% Information Services 260,406.00 268,404.73 30,421.87 34,572.95 243,631.56 (9,799.78) -3.65% Police 3,212,429.00 3,214,311.16 238,284.08 430,871.40 204,318.12 2,579,121.64 80.24% Fire Marshal & Emergency Management 183,765.00 183,765.00 12,475.86 19,906.66 6,749.11 157,109.23 85.49% Fire Protection 1,270,488.00 1,480,488.00 302,480.55 352,681.62 904,728.75 223,077.63 15.07% Fleet Maintenance 350,202.00 350,202.00 36,716.23 73,457.69 131,818.77 144,925.54 41.38% Streets/Powell Bill 996,879.00 1,013,710.20 33,652.83 69,121.46 58,237.20 886,351.54 87.44% Solid Waste 736,002.00 736,002.00 28,906.80 55,937.61 436,270.57 243,793.82 33.12% Cemetery 7,350.00 7,350.00 1,116.26 1,116.26 - 6,233.74 84.81% Economic Development 370,879.00 370,879.00 6,986.52 (20,209.46) 550.00 390,538.46 105.30% Special Appropriations 258,474.00 345,123.00 80,888.75 107,013.19 6,968.37 231,141.44 66.97% Disaster Relief 47,875.00 47,875.00 7,269.47 7,537.33 37,785.22 2,552.45 - Contingency 250,000.00 250,000.00 - - - 250,000.00 0.00% Total Expenditures 10,531,950.00 10,872,119.89 1,006,035.79 1,664,794.50 2,720,456.00 6,486,869.39 59.67% GENERAL FUND EXPENDITURES GENERAL FUND REVENUE FINANCIAL BUDGET TO ACTUAL REPORT - AUGUST 31, 2020 Budget Unit Original Budget Current Budget Period Activity Year to Date Activity Encumbrances Variance % Remaining Licenses, Permits and Fees 9,432,502.00 9,432,502.00 1,816,866.75 1,433,584.93 - 7,998,917.07 84.80% Other 15,000.00 15,000.00 (593.49) 10,840.95 - 4,159.05 27.73% Investment Earnings 10,300.00 10,300.00 89.84 267.23 - 10,032.77 97.41% Transfers 1,099,404.00 1,099,404.00 - - - 1,099,404.00 100.00% Retained Earnings Appropriated 547,312.00 819,537.87 - - - 819,537.87 100.00% Unrestricted Intergovernmental - - - - - - - Total Revenue 11,104,518.00 11,376,743.87 1,816,363.10 1,444,693.11 - 9,932,050.76 87.30% Budget Unit Original Budget Current Budget Period Activity Year to Date Activity Encumbrances Variance % Remaining Administration of Enterprise 1,888,142.00 1,894,090.41 3,428.96 211,553.11 35,466.45 1,647,070.85 86.96% Utilities Administration 598,867.00 650,725.75 27,633.82 47,857.47 159,084.89 443,783.39 68.20% Billing & Collections 765,923.00 765,923.00 59,320.31 73,223.60 283,034.60 409,664.80 53.49% Water Treatment Plant 1,098,734.00 1,204,370.38 96,531.75 134,236.83 304,687.14 765,446.41 63.56% West Fork Eno Reservoir 882,985.00 882,985.00 3,547.73 4,171.13 33,100.06 845,713.81 95.78% Water Distribution 1,637,243.00 1,661,700.50 49,338.48 78,465.66 145,915.10 1,437,319.74 86.50% Wastewater Collection 1,600,740.00 1,664,958.83 47,197.81 82,404.82 144,974.51 1,437,579.50 86.34% Wastewater Treatment Plant 2,299,975.00 2,353,293.00 85,282.11 111,520.05 179,267.84 2,062,505.11 87.64% Disaster Relief 31,909.00 31,909.00 2,069.08 2,069.08 19,848.49 9,991.43 0.31 Contingency 300,000.00 266,788.00 - - - 266,788.00 100.00% Total Expenditures 11,104,518.00 11,376,743.87 374,350.05 745,501.75 1,305,379.08 9,325,863.04 81.97% WATER & SEWER FUND REVENUE WATER & SEWER FUND EXPENDITURES FINANCIAL BUDGET TO ACTUAL REPORT - AUGUST 31, 2020 Budget Unit Original Budget Current Budget Period Activity Year to Date Activity Encumbrances Variance % Remaining Licenses, Permits and Fees 617,500.00 617,500.00 75,373.46 76,978.06 - 540,521.94 87.53% Retained Earnings Appropriated 40,798.00 40,798.00 - - - 40,798.00 100.00% Total Revenue 658,298.00 658,298.00 75,373.46 76,978.06 - 581,319.94 88.31% Budget Unit Original Budget Current Budget Period Activity Year to Date Activity Encumbrances Variance % Remaining Disaster Relief 1,755.00 1,755.00 79.56 79.56 793.93 881.51 50.23% Stormwater 656,543.00 656,543.00 28,064.54 73,551.14 45,285.60 537,706.26 81.90% Total Expenditures 658,298.00 658,298.00 28,144.10 73,630.70 46,079.53 538,587.77 81.82% STORMWATER FUND REVENUE STORMWATER FUND EXPENDITURES 10,872,120 11,376,744 656,543 924,369 1,444,693 76,978 1,664,795 745,502 73,551 - 2,000,000 4,000,000 6,000,000 8,000,000 10,000,000 12,000,000 General Fund Water & Sewer Fund Stormwater Fund Town of Hillsborough Fiscal YTD Revenues & Expenditures As of August 31, 2020 Budget Revenue Expenditures Planning Department Report September 2020 Revenues Collected September 2020 FY Year to Date Development Review fees $ 0.00 $ 800.00 Zoning Permits & HDC reviews $ 8,763.99 $16,196.54 Planning Total $ 8,763.99 $16,996.54 - 34% of budget projection ($50,000) Affordable housing payment in lieu $ 3,000 Data is through September 30, 2020 for both permits and Certificates of Occupancy. Data for completed developments has been removed but totals still reflect all previous activity. Activity has not started in Collins Ridge, we just set up the tracking. Development activity in Harmony at Waterstone and Corbin Commons has completed. Project name Approved units Permitted Completed Approved but not complete permits remaining Under construction Collins Ridge (1st plat)59 0 0 59 59 0 Crescent Magnolia (Habitat Waterstone)24 24 21 3 0 3 Fiori Hill 46 36 30 16 10 6 Forest Ridge 235 212 187 48 23 25 Harmony at Waterstone 200 200 200 0 0 0 Total 1404 1311 1277 127 93 34 Misc. infill lots na 117 80 na 37 Grand Total 1428 1357 Approved & Under Construction Hillsborough Police Department Monthly Report September 2020 REPORTED OFFENSES - UCR Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2020 2019 2018 Part I Offenses Homicide 0 0 0 0 0 0 0 0 0 0 0 0 Rape 0 0 0 0 1 0 1 0 0 2 2 2 Robbery 1 0 0 0 0 0 2 0 3 6 10 5 Aggravated Assault 3 0 1 3 3 3 2 1 0 16 14 19 Burglary 3 0 4 0 3 1 2 1 1 15 26 40 Larceny/Theft 25 23 27 29 35 28 18 12 37 234 297 264 Motor Vehicle Theft 2 0 1 1 0 3 4 0 3 14 12 12 Total Part I 34 23 33 33 42 35 29 14 44 0 287 361 342 Other Offenses 2020 2019 2018 Simple Assault 12 7 5 10 11 12 4 8 12 81 77 83 Fraud/Forgery 0 0 2 0 2 1 1 5 6 17 21 20 Stolen Property 1 3 1 0 1 0 4 3 4 17 7 8 Damage to Property 5 5 8 12 9 7 15 5 7 73 59 96 Weapons Violations 4 3 3 1 1 1 2 1 2 18 5 16 Sex Offences 0 0 0 0 0 1 0 1 0 2 3 2 Drug Violations 8 21 9 5 11 5 12 11 15 97 85 125 Driving While Impaired 5 6 1 2 2 1 3 6 6 32 34 37 Liquor Law Violations 0 1 0 0 1 0 0 0 3 5 13 6 Trespassing 3 1 3 3 2 0 6 2 6 26 20 23 Domestic Related 13 8 12 20 13 17 7 11 14 115 119 146 Missing Persons 0 1 1 0 1 2 0 1 0 6 1 1 Summary of Select Offenses: On 09/17/2020, a Larceny of a Motor Vehicle was reported in the 200-block of Thomas Ruffin St. A vehicle valued at $18,000.00 was taken along with the keys and was later recovered in Burlington. On 09/17/2020, a Breaking and Entering and Larceny was reported to an unlocked garage in the 200-block of Thomas Ruffin St. Bicycles valued at $1,900.00 and tools valued at $225.00 were taken. On 09/17/2020, an Armed Robbery was reported to Tacos Los Altos Taco Truck, 233 S. Churton St. Two employees were closing for the evening when a male suspect entered the truck and brandished a gun demanding money. The suspect left with $300.00 cash. On 09/17/2020, an Armed Robbery of a person was reported in the 600-block of Patriots Pointe Dr. The victim advised that two male suspects approached the victim with handguns and demanded keys and the victim’s vehicle, which is valued at $24,000.00. The vehicle was later recovered in Durham. On 09/22/2020, a Larceny of a Motor Vehicle was reported at Walmart, 501 Hampton Point Blvd. The victim advised they inadvertently left a key under items in the vehicle, valued at $5,000.00, and when they came out later it was gone. The vehicle was later recovered at Lory Apartments, 600 S. Churton St. unoccupied. Hillsborough Police Department Monthly Report September 2020 On 09/29/2020, an Attempted Armed Robbery of a person was reported at Sheetz, 1990 S NC 86. The victim advised that two acquaintances pulled a revolver on the victim and attempted to rob them. The victim was able to get away. The two suspects were located in the area. Officers charged Shyborn Jahqwel Ferrell, (b/m, 19, of Durham) with Felony Conspiracy Attempted Robbery with a Dangerous Weapon and Misdemeanor Simple Assault, he was given a $3,000.00 secured bond. Officers also charged Michael Huggins, (b/m, 20, of Willow Spring) with Felony Attempted Robbery with a Dangerous Weapon, Misdemeanor Simple Assault and Possession of an altered/destroyed firearm serial number, he was given a $5,000.00 secured bond. 37 Larcenies were reported at various locations including: • 9 larcenies were shoplifting related incidents at Hampton Pointe- Walmart. • 3 larcenies from a business–1 at 110 N NC 86, Lloyd’s, where $16.73 in beer was taken. 1 at 381 S. Churton St., Daniel Boone Shell, where $55.92 in OTC medication was taken. 1 at 525-D Hampton Pointe Blvd, Boost Mobile, where a speaker valued at $80.00 was taken. • 20 Larcenies from unlocked motor vehicles– 3 in the 100- block of Lawndale Ave. where a total of $672.00 in cash was taken. 1 at 200 Cheshire Dr. where nothing was taken. 1 at 600 S. Churton St. where nothing was taken. 2 on Harper Rd. where a total of $135.00 was taken. 7 at Waterstone Park Cir. 1 where car keys were taken, and another vehicle was stolen. $60.00 in cash and electronics were also taken. 1 on Monarda Way where keys were taken. 4 on Rubrum Dr. where a $10.00 phone charger was taken. 1 on Horton Rd. where a $5.00 phone charger and $130.00 sewing machine were taken. The sewing machine was later recovered nearby. Narcotics/weapons related incidents: • During the month of September, Officers recovered small amounts of amphetamine, marijuana, prescription medication, paraphernalia, and 2 handguns. Hillsborough Public Works September 2020 Monthly Report Work Orders: 14 completed within two days Asphalt Repairs: 3 utility cuts Public Space Maintenance: 130.5 staff hours Cemetery: 2 graves marked October 2020 TOWN OF HILLSBOROUGH UTILITIES STATUS REPORT Prepared by Marie Strandwitz 10/7/20 Page 1 PROJECT STATUS WTP Compliance Compliant since last report. Our large finished water pump is being serviced and should be back to us in a few weeks. We are maintaining without it. West Fork of the Eno Reservoir The reservoir is at 40.0 feet (normal elevation for Phase 1 is 43 feet). The September releases met or exceeded the minimum release of 1.0 cubic feet per second (cfs). Both Lake Orange and Lake Ben Johnson are spilling. October minimum release is 1.0 cfs. The reservoir will need to remain lower for the road contractor to drive sheet piles in preparation for rebuilding the bridge over Carr Store Road. The contractor has requested we be at 37 feet, which is similar to where we were during the dam construction. As such, we are releasing almost 12 cfs. WFER Phase 2 Construction Project Smith-Rowe out of Mt. Airy, NC has closed Mill Creek Road through October. This will be followed by a closure of Carr Store Road for several months. The road raising is the last construction component of the Phase 2 project. Recent rains and rock have hindered some work.The current schedule is to switch the road closures on October 28. The 2018 bond is being closed out as construction contracts with Thalle and Schnabel are now closed. All record drawings, emergency response plans and other required documentation has been received. The road projects are being paid by the 2020 bond which is $3,250,000. Water Restrictions There are currently no water withdraw restrictions. From September 14 to September 23 we were at Stage 1 withdraw restrictions. Our monthly water production average is currently 1.902 MGD. "Unaccounted-for" Water We had 3 water main breaks in September. There were approximately 10 water service leaks repaired. Miscellaneous repairs have been proceeding as needed. One main break was on our 16 inch main from OWASA. This main has had a corrosive type break three times in the last several months. We are investigating how to rehabilitate this pipe, at least for a portion in town, when we also Miscellaneous Projects Taylor Engineering is in design phase for the McAdams Road Water Main Rrelacement Project. Hazen and Sawyer is working on the River Pumping Station options for relocation or replacement. Final design on McAdams and a final report on River Pumping Station is expected soon. We will pick back up with Highfill Engineering on the Old 86 waterline interconnection project that was recently approved with the FY21 budget. To increase our prompt communication in times of water emergency Julie is working on compliling contact names, Emails and numbers for commercial and institutional facilities. Sewer Rehabilitation & Repairs at Orange Grove St. and S. Churton St. This project is complete. Collection System Modeling The consultant is working on analyzing the flow meter data from the spring in preparation for calibrating our sewer model. Calibration means matching the model output with the real measured value. Then they will assign storm events and model how the sewer system will perform during storms. If under performing, improvements will be recommended and a high level cost assigned. The town will Redundancy Water Modeling Hazen and Sawyer received a task authorization under the on call modeling agreement to assess the system for redundancy. They are looking at pipe breaks and where additonal valves, piping and looping could minimize the maximum disruptions to customers and critical facilities. Water and Sewer Advisory Committee (WSAC) Activities WSAC meetings have been cancelled during the COVID-19 pandemic. A virtual meeting was held October 1 to elect officers and provide an update. Long-standing member Dan Barker announced he was moving from the town and is resigning effective October 20. Arthur Sprinczeles was nominated and accepted as chair. Jenn Sykes was nominated and accepted the vice chair position. When we can gather together again we will recognize Dan's volunteerism to the town.