HomeMy Public PortalAbout10-26-20 Work SessionMinutes
Board of Commissioners Work Session (Remote)
7 p.m. Oct. 26, 2020
Town of Hillsborough YouTube channel
Present: Mayor Jenn Weaver and commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt
Hughes, and Evelyn Lloyd
Staff: Interim Human Resources Director Haley Bizzell, Economic Development Planner Shannan
Campbell, Police Chief Duane Hampton, Assistant Town Manager/Planning Director Margaret
Hauth, Town Attorney Bob Hornik, Interim Town Clerk/Human Resources Technician Sarah
Kimrey, and Town Manager Eric Peterson
Opening of the workshop
Mayor Jenn Weaver opened the work session at 7 p.m. and confirmed the presence of a quorum.
1.Public Charge
Weaver did not read the public charge.
2.Agenda changes and approval
Commissioner Matt Hughes requested that items 5B and 5C be pulled from the consent agenda for discussion.
The items were added as items 6D and 6E on the regular agenda.
Motion: Commissioner Kathleen Ferguson moved to approve the agenda as amended. Hughes seconded.
Vote: The motion passed upon a unanimous vote of 5-0. Ayes: Commissioners Mark Bell, Robb English,
Ferguson, Hughes and Evelyn Lloyd. Nays: None. Absent: None.
3.Public Hearing:
Potential Community Development Block Grant – Coronavirus Application
Planning Director Margaret Hauth introduced Orange County Housing and Community Development Manager
Erika Brandt. Hauth said she is suggesting the town apply for $600,000 in grant funding. The program time
would be for 30 months. If the town receives $750,000 or more in federal funds, then the auditing
requirements would be different. A second hearing will be held in November.
Brandt shared a slide presentation on the grant. The funds would go to one emergency housing assistance
fund operated by Orange County.
The town manager expressed support for the suggested amount and for Hauth’s approach of working with
the county.
Motion: Ferguson moved to close the public hearing. Bell seconded.
Vote: The motion passed upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and
Lloyd. Nays: None. Absent: None.
4.Presentation:
2020 Economic Development and Tourism Update
Oct. 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 1 of 10
Nov. 9, 2020
Economic Development Manager Shannan Campbell noted the last update was in December. She gave a slide
presentation that covered economic development and recovery efforts since March including surveying
business owners, identifying grants, and advertising. The presentation also included highlights from 2019
events sponsored by the Tourism Board and Tourism Development Authority. She noted some projects
planned for 2020 did not take place due to the coronavirus pandemic. Projects that are possibly moving
forward include the bio-dock kayak launch at Kings Highway Park and map kiosks at the Calvin Street entrance
to Riverwalk and at the Visitors Center. Also, a mural may be installed in Fiscal Year 2021. She did not share
details about the mural at this meeting.
Ferguson said if the mobile stage discussion resumes, she requests that the stage meet the requirements of
Fairview Live.
5. Items for decision ― consent agenda
A. Miscellaneous budget amendments and transfers
B. Orange County Article 46 Collaborative Outreach Funds Memorandum of Understanding
C. Interlocal Agreement with Orange County for Fire Inspection Support
Motion: Ferguson moved to approve item 5A. Hughes seconded.
Vote: The motion passed upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and
Lloyd. Nays: None. Absent: None.
6. In-depth discussion and topics
A. Noise Ordinance follow-up discussion
Chief Duane Hampton said this topic was put on hold when bars were closed. He added that the biggest
changes in the noise ordinance would be the limits. The proposed text is a cutoff of amplified music at 11 p.m.
on weekdays and at midnight on Fridays and Saturdays. The current decibel limits would remain in place
during the day. He noted that there has rarely been a daytime reading over 65 decibels.
Campbell said she recalled a discussion of possibly raising the daytime limit to 70 decibels.
Hampton said that would be very loud.
Hampton reviewed that a business could receive four exceptions to the noise ordinance in a calendar year
with a special events permit. There would be fees for being in violation.
Ferguson expressed concern about dampening the music scene.
Hampton said there should be no change that should affect the bands. The current noise ordinance sets a
limit of 65 decibels.
Ferguson expressed concern that the changes could be weaponized by one neighbor with social capital
against one business.
Hampton said this has largely been characterized as a single neighbor/single business issue but other
residents have complained. He has observed amplified music past midnight and thinks it negatively impacts
nearby residences. He said it comes down to a board decision about the character of the environment.
Campbell said she and Hampton had discussed at one time having a two-party complaint system so that one
party alone could not complain.
Oct. 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 2 of 10
Nov. 9, 2020
Hampton said some locations stipulate that more than one person must hear a situation. In some cases, the
officer arriving and agreeing that the music is too loud counts as the second party. His takeaway from
previous board meetings was that the board was not comfortable with that. He said the problem with two-
party complaint systems is that it is unclear whether two people have to call before police would respond.
Weaver added that the noise ordinance must be applied evenly across town.
Bell noted that each business would have the opportunity to exceed the noise ordinance four times per year.
He said the current decibel limit is not working, so he would think the new decibel limit would be lower.
Increasing the allowed decibel level is a non-starter for him. He would be OK with allowing amplified music to
be heard until midnight on weekends. He thinks measuring at the structure rather than at the property line is
appropriate for a more accurate comparison. He would have concerns extending loud amplified music to 1
a.m. with a special events permit. He agrees with increasing civil penalties.
Campbell clarified that the rationale was to allow a louder decibel level and then cut off at midnight.
Bell said from 55 to 65 decibels is doubling the level of sound.
Hampton said he did not think that there would be much issue with 65 decibels.
Bell asked if this would cover all outdoor amplified sound.
Hampton said no.
Bell said he expects there to be problems between businesses. For instance, a wedding party at The Colonial
Inn would not want to hear amplified music coming from another business.
Hampton agreed.
Weaver recalled that residents who attended a previous board meeting said the bass was more of a problem
than the decibel level. The musicians were usually meeting the decibel limits. That’s how she remembers
determining that there needed to be a cutoff time.
Hughes said the issue is specifically one business and multiple neighbors who live near that business and the
policy change would affect the entire town. He noted that bar owners earn much of their weekly income
between midnight and 2 a.m. on Friday and Saturday evenings. Restricting that earning potential also
decreases the town’s tax revenue. He said the ordinance needs to clarify that midnight would not mean the
music has to be completely turned off. He could see The Colonial Inn needing more than four special event
permits per year. On weekdays, special events permit makes sense to him. Civil penalties for first and second
violations should be $25. The maximum penalty should not exceed $200. If people want to appeal, then the
appeal should come to the Board of Commissioners and not town staff. He agrees with measuring from the
property line. He wants to work with business partners (bars, restaurants, event venues) and wants to see
how mitigation efforts have worked. He wonders how this amended ordinance would impact The Colonial Inn.
He agrees with not moving forward with this amendment until bars are allowed to be open past 11 p.m. He
does not want to preemptively seek out solutions. He also wants to keep the ordinance narrowly focused to
amplified sound and not include other loud noises like lawnmowers.
Hampton clarified that an absolute cutoff does not mean music cannot be played after the designated hour
but that it can no longer be heard from the property line.
Hughes said some business owners did not read it that way.
Oct. 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 3 of 10
Nov. 9, 2020
Weaver said we want to be ready when businesses are fully open.
Ferguson wants the cutoff time to be 1 or 2 a.m. for the sake of shift workers and vibrancy. She thinks the
owner and not the manager should be issued a fine. She agrees with measuring the decibels from the
property line and said everyone needs to recognize that some musical sound will escape every time the door
opens. She does not want an absolute cutoff and is concerned that a decibel limit might preclude certain
types of establishments such as a hip-hop bar.
English said the ordinance must work for police. He thinks there will be more outside gatherings in the future.
He agrees with Ferguson and Hughes that this should be slow rolled until COVID restrictions are lifted. He
thinks appeals should be heard by the board and fines should not exceed $200. He thinks the board needs to
have more discussion about special events.
Lloyd said she does not agree with having noise past twelve. She gets noise complaints from other businesses
besides the one on West Margaret Lane. She thinks there will be competitive sounds from different
businesses. Lloyd said she would have voted against allowing The Hot Tin Roof to be located in the building
where it is located. She has concerns that the town is changing too quickly.
Bell agreed with the other board members that it should be measured from the property line. Also, he
anticipates people sleeping in the hotel at The Colonial Inn might have complaints about noise.
Hampton said the feedback is helpful.
Bell said when timing is appropriate, he would like to see a menu of options for enforcement, sound levels,
etc.
B. Police staffing update and options discussion
Hampton gave an overview. The department has 31 positions. In 2018-2019, staffing dipped down a little and
the department put an emphasis on recruiting. In 2019, the department over hired by one position. He said
with the current atmosphere for police nationwide and the global pandemic, the bottom has dropped out.
He said the department has five vacancies and two officers taking paternity leave and is expecting several
retirements. The department recently hired three people but two won’t start until next year.
He shared the diversity of the officers hired in recent years. He said the department has lost 12 employees,
mostly to other jobs, since 2019.
He reviewed what is driving personnel losses: impact of anti-police movement, high standards, retirements,
competition for talent (limited opportunities, better schedule, high cost of family benefits), and a desire to
focus on specialized jobs that the department does not offer.
He reviewed what can be done to attract and retain officers including: building in corporal as a formal
promotion, designing a new schedule (daytime, mid shift, and night shift), establishing permanent shifts, re-
tasking the Fairview Substation space as a fitness area, and improving family health insurance benefits.
Hampton explained that family health insurance benefits cost about $1,200 a month. Other agencies have
been able to offer a lower salary but better benefits. In a survey of 20 peer agencies, Hillsborough’s starting
salary for police officers is still competitive, but the town has the fifth highest family insurance rate.
Hillsborough’s family insurance is only lower than Pittsboro, Oxford, Roxboro and Graham. Hillsborough’s net
salary for police officers ranks 14 out of 20.
Oct. 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 4 of 10
Nov. 9, 2020
He proposed addressing the high family insurance costs and also paying officers more for working overnight
($5 per hour for hours after midnight or $6 per hour for working between 2 and 7 a.m.) He said the bonus pay
for working overnight would cost a total of $30,000. He said internally we need to create additional
opportunities.
Town Manager Eric Peterson said there will be a lot of savings in police salaries this year, so the money
Hampton needs for the night shift pay is already in the budget. He supports it and it can be presented to the
board for approval. Regarding health insurance, Peterson said it is really important but potentially really
expensive and needs to be a decision in budget. It will take time to research it.
Ferguson said the health insurance cost surprised her.
Hughes agreed and said some officers leave for a sheriff’s office for broader experience. He wondered about
obtaining a reduced gym membership. Hughes wondered if the town is paying much over time and if the
Orange County Sheriff’s Office and State Highway Patrol are having to respond to calls typically handled by
Hillsborough Police Department.
Hampton said there has been some increase in neighboring agencies covering for us but not drastically higher
than last year. Restructuring may have the benefit of having more people on duty during peak times and
fewer people in the early morning when very little happens. The department is paying more overtime to cover
shifts. He noted that two officers were taking paternity leave and said that the town is not paying the county
or state for handling some of the police calls.
Bell offered to share some healthcare strategies with staff.
Hampton said the department is generally losing officers in earlier stages of their career.
Hughes asked if benefits impact hiring for other departments and whether there are workers in other
departments who work overnight.
The town manager said one person works overnight in the water treatment plant. He said Hillsborough’s
insurance is through a local government pool that has helped stabilize insurance costs. The plans are of good
value. There is a trend away from covering insurance for dependents, but Hillsborough happens to be
surrounded by agencies that do. He said other departments have lost employees or have not been able to hire
a candidate because of the cost of health insurance for dependents.
Hughes suggested charging all employees for insurance to mitigate the cost of dependent coverage. Peterson
said that will cause anxiety for employees. He added that the town had a robust wellness program but it cost
a lot of money. The wellness program sounded good and made management feel good but it does not pay for
itself.
Peterson said Interim Human Resources Director Haley Bizzell would research possibilities.
Weaver noted some special positions in the police department might impact the perception of public safety
and it would be worth a future discussion.
C. Update on Action Items from June 8 Resolution Condemning the Killing of George Floyd
Peterson said Hughes asked for an update at the last meeting. The agenda packet includes the resolution and
actionable items.
Oct. 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 5 of 10
Nov. 9, 2020
Weaver said 31 people had recently applied to serve on the Mayor’s Task Force on Reimagining Public Safety.
Not all applicants seemed to be eligible. She felt good about the diversity of the applicants in multiple ways.
She said community members and Bell, as the Mayor Pro Tem, would help her choose the task force
members.
D. Orange County Article 46 Collaborative Outreach Funds Memorandum of Understanding
Hughes said the town did not spend all of last year’s funds and asked whether staff had identified how it
wants to use the funds.
Campbell said the funds could potentially be used for the town’s $10,000 contribution to the sidewalk in front
of The Colonial Inn.
Hughes asked if there is a deadline for signing the memorandum of understanding.
Campbell said no.
Motion: Hughes moved to authorize staff to sign the memorandum of understanding and apply the funds
for the sidewalk in front of The Colonial Inn. English seconded.
Vote: The motion passed upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and
Lloyd. Nays: None. Absent: None.
E. Interlocal agreement with Orange County for fire inspection support
Hughes asked if Orange County has indicated that there will be a charge for this support.
Planning Director Margaret Hauth said so far there has been no indication that there would be a charge. It
seems that county staff is on board. Hauth said only a very limited number of inspections are expected to be
required.
Hughes was concerned about a possible delay for businesses.
Motion: Hughes moved to authorize the town manager to sign the interlocal agreement and added that
staff should inform the board if there is a financial impact. Ferguson seconded.
Vote: The motion passed upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and
Lloyd. Nays: None. Absent: None.
7. Other business
There was none.
8. Committee updates and reports
The commissioners and mayors shared updates about committees on which they serve.
9. Adjournment
Motion: Bell moved to adjourn at 9:52 p.m. Lloyd seconded.
Vote: The motion passed upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and
Lloyd. Nays: None. Absent: None.
Oct. 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 6 of 10
Nov. 9, 2020
Respectfully submitted,
Sarah E. Kimrey
Interim Town Clerk
Oct. 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 7 of 10
Nov. 9, 2020
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2020-2021
DATES: 10/26/2020 TO 10/26/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-00-9990-5300-000 CONTINGENCY
10/26/2020 250,000.00 -6,524.00To cover vehicle vault PO not brought forw 20245 184,954.00EBRADFORD
10/26/2020 250,000.00 -1,500.00To cover longer ads due to covid 20249 183,454.00EBRADFORD
10-10-4000-5300-335 SUPPLIES - DISASTER
10/26/2020 44,365.00 -12,035.00To move non-reimb Covid exp to dept 20262 27,330.00EBRADFORD
10-10-4100-5300-041 ATTORNEY FEES
10/26/2020 125,000.00 6,955.00To move non-reimb Covid exp to dept 20270 131,955.00EBRADFORD
10-10-4200-5300-110 PHONE/INTERNET/CODE RED
10/26/2020 6,720.00 1,773.00To move non-reimb Covid exp to dept 20263 8,493.00EBRADFORD
10-10-4400-5300-110 TELEPHONE/INTERNET
10/26/2020 840.00 921.00To move non-reimb Covid exp to dept 20269 1,761.00EBRADFORD
10-10-4900-5300-120 ADVERTISING
10/26/2020 1,500.00 1,500.00To cover longer ads due to covid 20248 3,000.00EBRADFORD
10-10-6300-5300-110 TELEPHONE/INTERNET
10/26/2020 1,320.00 386.00To move non-reimb Covid exp to dept 20264 1,706.00EBRADFORD
10-10-6600-5300-110 TELEPHONE/INTERNET
10/26/2020 840.00 307.00To move non-reimb Covid exp to dept 20271 1,147.00EBRADFORD
10-10-6610-5300-110 TELEPHONE/INTERNET
10/26/2020 84,500.00 614.00To move non-reimb Covid exp to dept 20267 93,112.73EBRADFORD
10-20-5100-5300-110 TELEPHONE/INTERNET
10/26/2020 1,680.00 386.00To move non-reimb Covid exp to dept 20265 2,066.00EBRADFORD
10-20-5110-5300-330 DEPARTMENTAL SUPPLIES
10/26/2020 15,500.00 6,524.00To cover vehicle vault PO not brought forw 20244 23,001.16EBRADFORD
10-20-5300-5300-110 TELEPHONE/INTERNET
10/26/2020 7,638.00 386.00To move non-reimb Covid exp to dept 20266 8,024.00EBRADFORD
10-30-5550-5300-110 TELEPHONE/INTERNET
10/26/2020 840.00 307.00To move non-reimb Covid exp to dept 20268 1,147.00EBRADFORD
30-80-4000-5300-335 SUPPLIES - DISASTER
10/26/2020 29,421.00 -9,165.00To move non-reimb Covid exp to dept 20275 20,256.00EBRADFORD
30-80-7200-5300-041 ATTORNEY FEES
10/26/2020 17,000.00 7,245.00To move non-reimb Covid exp to dept 20281 24,245.00EBRADFORD
30-80-7220-5300-110 TELEPHONE/INTERNET
10/26/2020 2,977.00 693.00To move non-reimb Covid exp to dept 20276 3,670.00EBRADFORD
30-80-7240-5300-111 TELEPHONE-METER READING
10/26/2020 5,445.00 307.0020282 6,579.00EBRADFORD
30-80-8120-5300-110 TELEPHONE / INTERNET
10/26/2020 2,160.00 307.00To move non-reimb Covid exp to dept 20279 2,467.00EBRADFORD
30-80-8140-5300-110 TELEPHONE/INTERNET
10/26/2020 9,180.00 153.00To move non-reimb Covid exp to dept 20277 9,333.00EBRADFORD
30-80-8200-5300-110 TELEPHONE/INTERNET
10/26/2020 5,904.00 153.00To move non-reimb Covid exp to dept 20278 6,057.00EBRADFORD
30-80-8220-5300-110 TELEPHONE/INTERNET
10/26/2020 2,880.00 307.00To move non-reimb Covid exp to dept 20280 3,187.00EBRADFORD
EBRADFORD 1:25:51PM10/20/2020
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GF-
Contingency
GF-
Disaster
Governing
Body
Admin.
Accounting
Planning
Public
Space
Safety &
Risk Mgmt
Info
Services
Police -
Admin.
Police -
Patrol
Fire
Marshal
Fire
Protection
WSF-
Disaster
Admin. of
Enterprise
Utilities
Admin.
Billing &
Collections
WTP
Water
Distribution
WW
Collection
WWTP
Oct. 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 8 of 10
Nov. 9, 2020
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2020-2021
DATES: 10/26/2020 TO 10/26/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
30-80-8220-5300-320 CHEMICALS
10/26/2020 67,090.00 -100.00To cover increased software support 20247 66,990.00EBRADFORD
30-80-8220-5300-458 DATA PROCESSING SERVICES
10/26/2020 588.00 100.00To cover increased software support 20246 688.00EBRADFORD
35-30-4000-5300-335 SUPPLIES - DISASTER
10/26/2020 1,656.00 -597.00To move non-reimb Covid exp to dept 20273 1,059.00EBRADFORD
35-30-5900-5300-041 ATTORNEY FEES
10/26/2020 14,500.00 290.00To move non-reimb Covid exp to dept 20274 14,790.00EBRADFORD
35-30-5900-5300-110 TELEPHONE/INTERNET
10/26/2020 2,200.00 307.00To move non-reimb Covid exp to dept 20272 2,507.00EBRADFORD
75-75-3870-3870-156 TRANS FR W/S US BUS 70 WTR PHASE I
10/26/2020 299,741.50 15,456.00To record water SDF 20251 347,397.50EBRADFORD
10/26/2020 299,741.50 112,056.00To record water SDF 20255 459,453.50EBRADFORD
10/26/2020 299,741.50 7,728.00To record water SDF 20261 467,181.50EBRADFORD
75-75-6900-5970-928 TRAN TO UTL CAP IMP-US 70 PHASE I
10/26/2020 299,741.50 15,456.00To record water SDF 20250 347,397.50EBRADFORD
10/26/2020 299,741.50 112,056.00To record water SDF 20254 459,453.50EBRADFORD
10/26/2020 299,741.50 7,728.00To record water SDF 20260 467,181.50EBRADFORD
76-76-3870-3870-155 TRAN FR W/S CRF - COLLECT SYS REHAB
10/26/2020 1,008,106.50 9,729.00To record sewer SDF 20253 1,041,617.50EBRADFORD
10/26/2020 1,008,106.50 94,047.00To record sewer SDF 20257 1,135,664.50EBRADFORD
10/26/2020 1,008,106.50 6,486.00To record sewer SDF 20258 1,142,150.50EBRADFORD
76-76-6900-5970-927 TRAN TO UTIL CAP IMP FD - COLL SYS
10/26/2020 1,008,106.50 9,729.00To record sewer SDF 20252 1,041,617.50EBRADFORD
10/26/2020 1,008,106.50 94,047.00To record sewer SDF 20256 1,135,664.50EBRADFORD
10/26/2020 1,008,106.50 6,486.00To record sewer SDF 20259 1,142,150.50EBRADFORD
491,004.00
EBRADFORD 1:25:51PM10/20/2020
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Page 2 of 2
WWTP
WWTP
Stormwater
Stormwater
Stormwater
Water
CRF
Water
CRF
Sewer
CRF
Sewer
CRF
APPROVED: 5/0
DATE: 10/26/20
VERIFIED: ___________________________________
Oct. 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 9 of 10
Nov. 9, 2020
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2020-2021
DATES: 10/27/2020 TO 10/27/2020
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
30-80-7240-5300-570 MISCELLANEOUS
10/27/2020 1,000.00 1,000.00To cover PCI compliance assessment 20283 1,173.00EBRADFORD
30-80-9990-5300-000 CONTINGENCY
10/27/2020 300,000.00 -1,000.00To cover PCI compliance assessment 20284 242,788.00EBRADFORD
0.00
EBRADFORD 1:32:06PM10/21/2020
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Page 1 of 1
Billing &
Collections
WSF-
Contingency
APPROVED: 5/0
DATE: 10/26/20
VERIFIED: ___________________________________
Oct. 26, 2020
Board of Commissioners Work Session
Approved: ____________________
Page 10 of 10
Nov. 9, 2020