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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 fl142r03 Page 1 of 2 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 fl142r03 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 fl142r03 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