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12-14-20 Agenda Regular Meeting
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 Board of Commissioners Agenda | 1 of 3 Agenda Board of Commissioners 7 p.m. Dec. 14, 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’s 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.Public hearings A.Potential closure of two unopened rights of way shown as Hall Avenue and Lakeshore Drive extension on recorded maps B.Installment financing contract to fund a Peterbilt Garbage Truck 5.Presentations Fiscal Year 2020 Comprehensive Annual Financial Report (CAFR) and independent audit report 6.Appointments A.Tourism Board — Appoint Nic Beery to a two-year term ending Dec. 14, 2022 B.Tourism Development Authority — Reappoint Dani Black to a term ending Jan. 31, 2022 C.Historic District Commission — Reappoint Max Dowdle to a term ending Dec. 31, 2023 D.Planning Board — Appoint Chris Austin to first term, ending Nov. 30, 2023 Board of Commissioners Agenda | 2 of 3 7.Items for decision ― consent agenda A.Minutes 1.Joint Public Hearings Aug. 20, Sept. 17, Oct. 15, and Oct. 19, 2020 2.Regular meeting Nov. 9, 2020 3.Work session Nov. 23, 2020 (canceled) B.Miscellaneous budget amendments and transfers C.CARES Act Funding Redirection D.Resolution to approve installment financing of a Peterbilt Garbage Truck E.Memorandum of Agreement Renewal with Orange County for Fairview Park F.Orange County Historical Museum Lease G.Town code amendment to Article VI, Sec. 6-29 regarding parking pads H.Resolution exempting Eno River Floating Dock from Mini-Brooks Act requirements for qualification-based selection I.Resolution to adopt Title VI policy to prohibit discrimination in programs, services and activities receiving federal financial assistance 8.Items for decision ― regular agenda A.Order regarding the closure of two unopened rights of way on the west side of Lakeshore Drive B.Decisions related to the East Village at Meadowlands development application 1.Water and Sewer Extension Contract 2.Ordinance annexing 3.Consistency Finding and Ordinance zoning the property Residential Special Use 4.Resolution regarding Special Use Permit application for 76 townhomes C. Resolution granting Special Use Permit for Waterstone Fire and EMS station D.Informational update regarding Efland Station project under review by Orange County E.Update on Participatory Budgeting F.Update on Comprehensive Sustainability Plan Consultant Selection and Schedule G.Consideration of Travel & Professional Development Policy for the Board of Commissioners 9.Updates A.Board members B.Town manager C.Staff (written reports in agenda packet) 10.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: Board of Commissioners Agenda | 3 of 3 •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: Dec 14, 2020 Department: Planning Public Hearing: Yes No Date of Public Hearing: Dec. 14, 2020 For Clerk’s Use Only AGENDA ITEM # 4.A Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Margaret A. Hauth, Planning Director/Assistant Town Manager ITEM TO BE CONSIDERED Subject: Public Hearing – potential closure of two unopened rights of way shown as Hall Avenue and Lakeshore Drive extension on recorded maps Attachment(s): 1.Map Brief Summary: The new owner of 315 Lakeshore Dr. has found mapping errors adjacent to his parcel that reflect the presence of two unopened rights of way along the north and east property lines. He has asked to have the rights of way closed. The board adopted the notice of intent to close the rights of way at their November meeting. The needed public notices have been mailed, posted on the property, and placed in the newspaper as required by state law. Action Requested: Conduct public hearing to hear citizen commentary about possibly closing two unimproved rights of way. ISSUE OVERVIEW Background Information & Issue Summary: Orange County Board of Education owns one of the adjacent parcels as it appears Lakeshore Drive may have not been built in the intended location. Staff talked with the Deputy Superintendent about the issue to ensure the system is aware of their property interest. The Board of Education meets at the same time as the public hearing, so we don’t know if school staff will be able to participate in the hearing. Dr. Dawson expressed no concern about the closure during our meeting. It is likely the school system needs to consider options related to this parcel. The applicant owner has been directed to contact the school to discuss acquisition. A neighboring owner on West Hill Avenue North called after receiving the letter. He had questions of clarity but expressed no concerns. Financial Impacts: Staff Recommendations/Comments: Board of Commissioners Agenda Abstract Form Meeting Date: _Dec. 14, 2020_______________ Department: __Finance__________________ Public Hearing: Yes No Date of Public Hearing: _____Dec. 14, 2020___________ For Clerk’s Use Only AGENDA ITEM # 4.B Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Finance Director Daphna Schwartz ITEM TO BE CONSIDERED Subject: Public hearing for installment financing contract to fund a Peterbilt Garbage Truck Attachment(s): 1. Request for proposals issued Nov. 9, 2020 Brief Summary: Pursuant to the board’s resolution to enter an installment financing contract to fund a Peterbilt Garbage Truck, and as required by North Carolina General Statute 160A, Article 3, Section 20, a public hearing will be conducted before the town enters into any installment financing agreement. Action Requested: Hold a public hearing. ISSUE OVERVIEW Background Information & Issue Summary: A public hearing is required before the town may enter an installment financing contract. Financial Impacts: Approximately $300,000 in new debt, to be paid over a 5 year term. Staff Recommendations/Comments: Hold public hearing. Page 1 of 3 Pursuant to NCGS Chapter 132, Public Records, this correspondence and any responses to it may be considered public record and, as such, are subject to request and review by anyone at any time. REQUEST FOR PROPOSALS INSTALLMENT FINANCING CONTRACT FOR FUNDING A 2020 PETERBILT GARBAGE TRUCK DATE OF RELEASE: November 9, 2020 OPENING DATE: December 7, 2020 TIME: 9 a.m. LOCATION: FINANCE DEPARTMENT 105 EAST CORBIN STREET HILLSBOROUGH, NORTH CAROLINA 27278 Page 2 of 3 Pursuant to NCGS Chapter 132, Public Records, this correspondence and any responses to it may be considered public record and, as such, are subject to request and review by anyone at any time. INSTRUCTIONS FOR REQUEST FOR PROPOSALS The Town of Hillsborough is requesting financing proposals for the following vehicle purchase approved in our 2020-2021 fiscal year: • $300,000 — 2020 Peterbilt 520 with New Way Sidewinder 31 Yard CONSIDERATIONS: 1. The collateral security for the installment purchase obligation would be a security interest in the 2020 Peterbilt Garbage Truck. 2. No deficiency judgment may be rendered against the town in any action for breach of its installment purchase contract under the financing arrangement. 3. N.C. General Statute 160A-20 prohibits inclusion of "nonsubstitution" clauses in installment purchase contracts. 4. North Carolina Local Government Commission approval is not required as provided by N.C. General Statutes 159-148 and 160A-20, as amended. 5. The town may use an escrow account in connection with this funding transaction as authorized by N.C. General Statute 160A-20. 6. By law, the town's taxing power cannot be pledged directly or indirectly to secure any monies due the lender. 7. Provide both Bank Qualified and Non-Bank Qualified rates. 8. A detailed summary of expenses and bids from vendors are available upon request. PROPOSAL: If you are interested in making a proposal, it should include: 1. A description of similar type financing (with names) that your institution has done in North Carolina. 2. Your complete rate of issuance cost structure for an installment purchase type agreement, including placement fees, interest fees (both fixed and variable as you may wish to propose), discounting, etc. Page 3 of 3 Pursuant to NCGS Chapter 132, Public Records, this correspondence and any responses to it may be considered public record and, as such, are subject to request and review by anyone at any time. 3. Proposed repayment schedule for 5 annual or 10 semi-annual payments, with the initial payment after July 1, 2021. 4. Any tax-exempt considerations to be considered in structuring the financing plan. 5. A statement that the town may terminate the contract early by paying the unpaid principal balance plus earned interest without a prepayment penalty. 6. A statement that you would be willing to commit to the interest rates stated in your proposal for 45 days. 7. Non-appropriation/early termination: The town shall exercise its best efforts to obtain annual appropriations to meet each fiscal year installment purchase payment. The installment purchase agreement may be terminated without penalty, in the event of non-appropriation. 9. The Town of Hillsborough reserves the right to reject any and all bids. 10. The town anticipates closing the installment purchase contract within 45 days of opening bids. *If any of the foregoing terms are not available, please submit the closest possible financing terms that may be offered. CONTACT: For additional information, contact the following individuals: 1. Financial — Finance Director Daphna Schwartz, 919-296-9451 2. Legal — Town Attorney Robert Hornik, 919-929-3905 3. Vehicle — Public Works Supervisor, Dustin Hill, 919-296-9602 Written proposals should be mailed to Finance Director Daphna Schwartz, PO Box 429, Hillsborough, NC 27278 and clearly marked "Installment Financing Contract for 2020 Peterbilt Garbage Truck— Sealed Proposal." Email or facsimile copies are acceptable on the date of proposal opening and may be submitted to daphna.schwartz@hillsboroughnc.gov or 919-644-2390. All proposals should be received no later than 9 a.m. on December 7, 2020. Please note that the terms of this request for proposals and your response thereto will be incorporated into the terms of the final agreement if your organization is the successful proposer. Board of Commissioners Agenda Abstract Form Meeting Date: _Dec. 14, 2020_________ Department: __Finance_____________ Public Hearing: Yes No Date of Public Hearing: __________________________ For Clerk’s Use Only AGENDA ITEM # 5 Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Finance Director Daphna Schwartz ITEM TO BE CONSIDERED Subject: Fiscal Year 2020 Comprehensive Annual Financial Report (CAFR) and independent audit report Attachment(s): 1. Fiscal Year 2020 CAFR 2. Cherry Bekaert Report to the Board Brief Summary: Each year, the town’s finance department is required by law to undergo an independent audit and issue financial statements in accordance with governmental accounting standards. A presentation will be conducted by the independent auditing firm (Cherry Bekaert). Action Requested: None ISSUE OVERVIEW Background Information & Issue Summary: None Financial Impacts: As described in the attachments. Staff Recommendations/Comments: Review document in full. Audit Wrap -up Town of Hillsborough April Adams, CPA Partner December 14, 2020 Agenda Role of External Auditor Internal Controls Significant Audit Areas Audit Results Financial Results Summary Questions and Comments 3 Role of the External Auditor Actions Plan & Perform Procedures Obtain Reasonable Assurance Free from material misstatement Compliance Results Express Opinion on: -Financial Statements -Internal Control over Financial Reporting and Compliance Required Communications Policy Changes Estimates Journal Entries 4 Internal Controls Identify Significant Transaction Cycles Information Technology Controls Journal Entries Obtain Understanding Walkthrough key controls Obtain “Data Dump” Mine for Unusual Transactions IT Questionnaire General Computer Controls 5 Significant Audit Areas DebtCash and equivalents Payroll and Related LiabilitiesCapital Assets Receivables and Revenues S i n g l e A u d i t Tested Substantively: Accounts Payable and Expenditures Confirmation Analytics Test of Details 6 Audit Results Opinions Unmodified Opinion – Financial Statements Unmodified Opinion – Internal Control over Financial Reporting and Compliance Internal Controls No Significant Deficiencies or Material Weaknesses Single Audit Not required this year Required Communications No Significant Policy Changes Estimates: Allowance, Depreciation, OPEB, LGERS, LEOSSA, & Deferred inflows/outflows No Journal Entries Financial Results General Fund –Budget to Actual 7 In FY2020, the Town appropriated the use of approximately $1.4 million of fund balance in its final budget. However, the Town generated $515,994 to add to total fund balance. Revenues beat budget by $413,617 Expenditures under budget by $1,435,913 Financial Results General Fund –Fund Balance 8 Town Policy is to maintain a minimum of 20% to 60% of expenditures in unassigned fund balance in the General Fund (w/a preferred target of 33%) Unassigned Fund Balance as a % of General Fund Expenditures as of June 30: 2020: 62.54% 2019: 40.42% Financial Results Water & Sewer Operating Fund –Budget to Actual 9 Revenues beat budget by $547,555 In FY2020, the Town did appropriated the use of $220,651 of fund balance in its final budget. Instead the Town was able to grow fund balance by $2.1 million. Expenditures were under budget by $1,596,606 Financial Results Stormwater Operating Fund –Budget to Actual 10 Revenues beat budget by $1,120 In FY2020, the Town did not appropriate the use of fund balance in its final budget. The Town was able to grow fund balance by $179,369 million. Expenditures were under budget by $178,249 Financial Results Capital Assets 11 $86.1 Million Added Infrastructure $210,150 Added Other Improvements $565,683 Added Equipment and Vehicles $410,016 Additions to Construction in Progress $1,958,106 Added Land $39,015 Financial Results Long Term Debt 12 $37.9 Million Special Revenue $14.4 million Revolving Loans $14.3 million Installment Notes $4.2 million OPEB $1.2 million Pension and Vacation $3.8 million $3.3M in new debt in CY Paid down $2.2 million 13 Summary Clean Opinions No Journal Entries Good Internal Controls No Significant Deficiencies Identified Full Cooperation with Management Questions & Comments? April Adams, CPA Partner aadams@cbh.com 919.782.1040 Board of Commissioners Agenda Abstract Form Meeting Date: Dec. 14, 2020 Department: Planning/Econ. Dev. Public Hearing: Yes No Date of Public Hearing: N/A For Clerk’s Use Only AGENDA ITEM # 6.A Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Shannan Campbell, Economic Development Planner ITEM TO BE CONSIDERED Subject: Tourism Board – Appoint Nic Beery to a two-year term ending Dec. 14, 2022 Attachment(s): 1. Nic Beery Tourism Board Application Brief Summary: At the Nov. 2, 2020 Tourism Board meeting, the Tourism Board voted unanimously to recommend appointment of Nic Beery in the vacant At-Large Seat. Action Requested: Appoint Nic Beery to the vacant At-Large seat with a term expiring Dec. 14, 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 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: Nic Beery Home address: 110 Tranquility Way Work phone number: 919-883-7472 Email address: nic@beerymedia.com Place of employment: BeeryMedia.com Job title: Filmmaker Birth date: June 5, 1963 Gender: Male Ethnic origin: Caucasian Boards you would be willing to serve on: First choice — Tourism Board Reasons for wanting to serve: I enjoy promoting things I believe in. Since I live here, I'd like to help out where I can with tourism. Have you served or are you currently serving on a town board? If so, which ones and when? No. Relevant work, volunteer or educational experience: Work with numerous non-profits, towns, and founded the Carrboro Film festival and was its director for 13 years. I produce videos that promote towns, including several for Hillsborough. How are you connected to Hillsborough (live, work, play, shop, own property)? I live and work here. 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? No. What challenges do you see the town facing that could be addressed by the board or boards on which you wish to serve? Other than Covid-19,Hillsborough is a great town to visit and with measured growth and new, innovative ideas, will continue to bring visitors to our great town. How you heard about this opportunity: Internet 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: Dec. 14, 2020 Department: Planning/Econ Dev 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: Shannan Campbell, Economic Development Planner ITEM TO BE CONSIDERED Subject: Tourism Development Authority - Reappoint Dani Black to a term ending Jan. 31, 2022 Attachment(s): 1.Dani Black TDA Application Brief Summary: Ms. Black operates an AirBnB in her residence and AirBnB is collecting and remitting occupancy tax on behalf of their users. At the Nov. 18, 2020 TDA meeting, the TDA voted unanimously to reappoint Ms. Black to the seat reserved for “individuals who are affiliated with businesses that collect the tax in the town” with term ending Jan. 31, 2022. Action Requested: Reappointment of Dani Black to the TDA for a term ending Jan. 31, 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 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: dani black Home address: 110 collins avenue Work phone number: 919-960-1331 Email address: daniblack@biggertables.com Place of employment: bigger tables consulting and piedmont community college/orange corrrectional center Job title: consultant, chef, instructor Birth date: June 5, 1965 Gender: Female Ethnic origin: Caucasian Boards you would be willing to serve on: First choice — Tourism Development Authority Reasons for wanting to serve: I'm interested to participate in how our town is using the collected tax to bring more hospitality trade to Hillsborough. Have you served or are you currently serving on a town board? If so, which ones and when? Many years ago when I owned a restaurant downtown, served on the Tourism Board. Relevant work, volunteer or educational experience: I've worked in the culinary and hospitality fields almost all my life, and several years ago added small business entrepreneurship consulting to that work. I enjoy the intersections of building connections between businesses and welcoming and feeding visitors! Have served with local organizations working to improve our communities (OCIM, Local Re-Entry Council, Food Council Local Food Economy workgroup, etc.) How are you connected to Hillsborough (live, work, play, shop, own property)? Have owned a home and lived here for over 20 years, raised two kids, owned four businesses (still have one). I live, work, play, learn, eat, do whatever I can in the town I love : ) Have you reviewed the Vision 2030 plan, and what are your thoughts about it? I've read bits of it, but didn't make time for all of it before. I trust and am grateful for the work of the people who've developed it. Now that I'm throwing my name in this hat, I will sit down and review in detail to see what piece this board has in the overall picture. Have you reviewed other town documents (budget, strategy map, small area plans), and what are your thoughts about them? Have read many over the years. It can be overwhelming, as a citizen (or even, I imagine, as a Town worker or board member) to stay on top of all! I'm super-grateful for the work the Town does to get this information out there to people in a timely and appealing fashion. It's awesome to have access to so much material for planning purposes. What challenges do you see the town facing that could be addressed by the board or boards on which you wish to serve? Hillsborough is facing challenges of growing wisely while maintaining its unique, important, lovely character and vibrant, connected community. If there are tensions or challenges in the community, I see them all going back to that, which is at its root, an abundance of blessings. The town and surrounding area have so many gifts of resources, including people, that the work seems to be how best to use these for the good of all. I'm encouraged by the great work of employees and volunteers in many inter-related areas, and will enjoy an opportunity to work on one tiny piece of the picture. How you heard about this opportunity: Other 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: Dec. 14, 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: Margaret A. Hauth, Planning Director/Assistant Town Manager ITEM TO BE CONSIDERED Subject: Historic District Commission – Reappoint Max Dowdle to a term ending Dec. 31, 2023 Attachment(s): 1. Max Dowdle application form Brief Summary: Mr. Dowdle has indicated a desire to serve a second consecutive term on the Historic District Commission. His input over the past three years has been extremely valuable to the town, and staff would fully support his reappointment for a second term. Mr. Dowdle’s current term expires Dec. 31, 2020, and his second term would expire Dec. 31, 2023. Action Requested: Reappoint Max Dowdle to a second term on the Historic District Commission. ISSUE OVERVIEW Background Information & Issue Summary: None Financial Impacts: None Staff Recommendations/Comments: 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: Max Dowdle Home address: 425 West King Street Home phone number: 8439915792 Work phone number: 8439915792 Email address: maxmillerart@gmail.com Place of employment: Artagem Graphic Library Job title: Owner Birth date: June 17, 1980 Ethnic origin: Caucasian Boards you would be willing to serve on: First choice — Historic District Commission Reasons for wanting to serve: I have a passionate outlook and respect for the continued historical preservation of the historic district of Hillsborough. When first entering the town I believe it's the charm of this singular aspect that welcomes visitors, and beckons their return. Relevant work, volunteer or educational experience: Currently I am in the midst of renovating a 1921 house within the Historic District, restoring it to some semblance of its initial grandeur. I've been involved in the maintenance of two historic structures in New Jersey, as well as involved in a number of mural projects there as well. How are you connected to Hillsborough (live, work, play, shop, own property)? Own 425 W. King Street. Daughter attends Pinewoods Montessori school. Have you reviewed the Vision 2030 plan, and what are your thoughts about it? I have. I think that it manages to augment the already impressive strengths of Hillsborough. Have you reviewed other town documents (budget, strategy map, small area plans), and what are your thoughts about them? I have not. What challenges do you see the town facing that could be addressed by the board or boards on which you wish to serve? Clearly one of the largest challenges seems to be land use. With the advent of "no rezoning" signs popping up in Hillsborough this is a critical time of planning for the town. I look forward to being able to serve and help guide the town in a cohesive, progressive, direction that respects and retains that historical sense of community that makes Hillsborough such a wonderful place. How you heard about this opportunity: Other 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: Dec. 14, 2020 Department: Planning 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: Margaret A. Hauth, Planning Director/Assistant Town Manager ITEM TO BE CONSIDERED Subject: Planning Board – Appoint Chris Austin to first term, ending Nov. 30, 2023 Attachment(s): 1.Chris Austin application form Brief Summary: Due to the resignation of Dan Barker, the Planning Board has an in-town vacancy. At this time, Mr. Austin is the only volunteer application the town has on file from someone not already serving on another advisory board. Staff have discussed the board activities and responsibilities with the applicant, who has attended the Citizens’ Academy, and recommends his appointment. The chair and vice chair reviewed his application and concurred with the recommendation. Action Requested: Appoint Christopher Austin to an in-town position on the Planning Board. ISSUE OVERVIEW Background Information & Issue Summary: None Financial Impacts: None 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: Christopher Austin Home address: 2212 Woodbury Dr. Home phone number: 9196248763 Email address: c.austin0310@gmail.com Place of employment: Seqirus, Inc. Job title: Supervisor Birth date: March 10, 1987 Gender: Male Ethnic origin: I prefer not to answer Boards you would be willing to serve on: First choice — Planning Board Second choice — Parks and Recreation Board Third choice — Water and Sewer Advisory Committee Reasons for wanting to serve: I am a resident of Hillsborough and want to donate my time and serve the community. Have you served or are you currently serving on a town board? If so, which ones and when? No, but I did attend the Hillsborough Citizen's Academy a few years ago. Relevant work, volunteer or educational experience: Volunteer on Beckett's Ridge HOA Board as secretary and architecural chair. Have volunteered several times with Habitat for Humanity around the Triangle. How are you connected to Hillsborough (live, work, play, shop, own property)? Live, shop, and use several recreational facilities and amenities (Riverwalk, Cates Creek Park, Occaneechi Mountain trails) Have you reviewed the Vision 2030 plan, and what are your thoughts about it? Yes. I think it is well thought out and progressive. Have you reviewed other town documents (budget, strategy map, small area plans), and what are your thoughts about them? Yes. We likely need more businesses in the area since there are so many homeowners. What challenges do you see the town facing that could be addressed by the board or boards on which you wish to serve? Lots of growth, straining infrastructure, diverse viewpoints (which is a good thing but can create conflict). How you heard about this opportunity: Internet 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: Dec. 14, 2020 Department: Administration Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 7.A Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Sarah Kimrey, Interim Town Clerk ITEM TO BE CONSIDERED Subject: Minutes Attachment(s): 1. Joint Public Hearings Aug. 20, Sept. 17, Oct. 15, and Oct. 19, 2020 2. Regular meeting Nov. 9, 2020 3. Work session Nov. 23, 2020 (canceled) Brief Summary: None Action Requested: Approve minutes of the Board of Commissioners joint public hearing Aug. 20, 2020, joint public hearing Sept. 17, 2020, joint public hearing Oct. 15, 2020, joint public hearing Oct. 19, 2020, regular meeting Nov. 9, 2020 and work session Nov. 23, 2020 (canceled). ISSUE OVERVIEW Background Information & Issue Summary: None Financial Impacts: None Staff Recommendations/Comments: Approve minutes as presented. Assistant Town Manager/Planning Director Margaret Hauth 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 919-296-9471 | margaret.hauth@hillsboroughnc.gov www.hillsboroughnc.gov | @HillsboroughGov Joint Public Hearing Minutes | 1 of 7 Minutes Joint Public Hearing Planning Board and Board of Commissioners 7 p.m. Aug. 20, 2020 Town of Hillsborough YouTube channel Present: Board of Commissioners — Mayor Jenn Weaver and commissioners Mark Bell and Kathleen Ferguson Planning Board — Chair Chris Johnston, Dan Barker, Frank Casadonte, Oliver Child-Lanning, Lisa Frazier, Alyse Polly, Jeff Scott, Jenn Sykes, Scott Taylor and Toby Vandemark Staff — Stormwater and Environmental Services Manager Terry Hackett, Planning Director Margaret Hauth and Town Attorney Bob Hornik Guests — Delores Bayless, Tony Bayless, Alexandra Bursuc, Marie Nadworny, Jason Pfister, Warren Sims, and Tim Smith 1. Call to order and confirmation of quorum Mayor Jenn Weaver called the meeting to order at 7:05 p.m. 2. Agenda changes and approval Planning Director Margaret Hauth said a neighbor objected to the public hearing for Item 4 being virtual. Town Attorney Bob Hornik said in these unusual times, quasi-judicial hearings can be held remotely but those who have standing have to give consent for the meeting to be held remotely. He reviewed that there are three categories of people who have standing: the applicant, the town, and individuals who may suffer special damages if the application were to be approved. The complicating factor is the joint boards cannot decide who has standing unless they hear testimony from those who claim standing. If the joint boards determine an objector has standing, then the public hearing could not proceed remotely. He added the hearing for Item 4 is a quasi-judicial hearing. He then suggested that the floor be given to the objector or the representative of the objector. Weaver asked if it should be done before agenda approval. Hornik said this can be done first and should be done under oath. Planning Board Chair Chris Johnston said he needed to excuse himself from Item 4. He said his wife works for Habitat for Humanity so he feels he should be excused from this matter. Joint Public Hearing Minutes | 2 of 7 Commissioner Kathleen Ferguson asked if there is a definition of special damages, regarding that those who have standing are those who would suffer special damages. Hornik answered that there are various definitions but the one recognized by the court is that for a person to have legal standing, he or she would have to demonstrate that he or she would be affected, injured or harmed by the proposal if it was approved in a manner that is dissimilar or uncommon to everyone else. Hornik elaborated that someone living three miles away from a project would have a hard time establishing standing whereas someone who lives relatively nearby is more likely to give evidence that he or she would be negatively impacted more than the general public and that it would result in a lessening of the person’s property value. Hornik then answered questions from the boards. He said the evidence about the impact of a property value would need to be given by an expert on the subject. For instance, an objection about the traffic would need to be backed up by a traffic engineer or study unless the board found there was strong evidence without the expert. Johnston asked if the public could provide that sort of testimony given the amount of notice of this meeting. Hornik said he isn’t sure he can answer that question; people have had notice for at least 10 days. He said that’s a decision for the joint boards to decide. Hornik added that the applicant has a right to have a hearing on the application, so that right has to be balanced with the rights of those who believe they have standing. Commissioner Matt Hughes joined the meeting at 7:20 p.m. Motion: Ferguson moved to excuse Johnston from public hearing items. Planning Board Member Jenn Sykes seconded. Vote: 12-1. Ayes: Commissioners Mark Bell, Robb English and Ferguson, Planning Board members Dan Barker, Frank Casadonte, Oliver Child-Lanning, Lisa Frazier, Alyse Polly, Jeff Scott, Sykes, Scott Taylor and Toby Vandemark. Nay: Hughes. Marie Nadworny said she would like Jason Pfister to speak before she does. Jason Pfister, an attorney with Forrest Firm, said he is representing Marie and Henri Nadworny to voice objection to the project. Pfister said he has other potential clients who have expressed opposition to this project and have expressed interest in retaining him. He said these potential clients have limited or no access to the internet. He said he is a single parent and has been assisting his kids with remote learning and has not been able to make house calls to those potential clients. He said the Nadwornys live next door to the project site. They have concerns with light intrusion, trees that would have to be taken down and stormwater runoff. They haven’t been able to hire an appraiser in time for this meeting, but a quick Google search can show that low-income housing has demonstrated negative effects on neighboring properties, he said. He expects in a world without COVID-19 complications he would be able to demonstrate special damages. He is seeking more time to bring evidence. Marie Nadworny said the potential project site wraps around her property. Her objection to the Zoom meeting was in collaboration with neighbors who do not have internet access or even understand how to join a Zoom meeting. She named neighbors Faye Smith, Mike Brockman and Sandra Sharpe. She said it is difficult to offer due-process rights through Zoom. She feels the project is enormous. There could be 250 people living Joint Public Hearing Minutes | 3 of 7 on 10 acres. She said the stormwater runoff is tremendous. She has footage of runoff caused by a five-minute rain. She said the property under discussion has topography and grade changes. If the project is built, then the stormwater runoff could carry to her property herbicides and oil from as many as 156 cars. She feels the project will negatively impact her property value. She said her home is old but well-kept with new windows and nice landscaping. She said she is not against affordable housing, but the build quality of the affordable housing can impact property values nearby. Weaver said right now the joint boards are focused on trying to determine whether Nadworny has standing. Hornik asked a few questions, which Nadworny answered. Her home fronts on U.S. 70A and is immediately to the west and to the south adjacent to the project. Hers is a corner lot bordered on two sides by the project. She resides on her property. The neighboring property is now forest. The neighboring property is crowned and slopes downward toward her property. There is only one residence on the neighboring property now and someone lives there. Hughes asked if it is an internal belief that the Nadwornys’ property value will be diminished by the development or has Nadworny or Pfister engaged an appraiser. Pfister said he has not yet engaged an appraiser. He was just engaged by the Nadwornys. Before paying for an appraiser, he needed to determine how many potential clients are joining the Nadwornys in hiring him in order for the appraiser they hire to give a more comprehensive picture to the board. Ferguson said at previous Habitat for Humanity of Orange County presentations, the Board of Commissioners has heard about the impact of Habitat projects on neighboring property values. She wondered if that previous testimony can be considered. Also, she wondered whether a board member’s personal experience with Habitat’s effects on property values could be considered. Hornik said those things cannot be considered tonight because another project is not part of this record. Someone would need to testify and present that information to the joint boards. Tony Bayless addressed the boards. He said he is nervous and uncomfortable and needs to read lips. He does not want the Zoom meeting to take place. He thinks it’s not fair for the determination of standing to take place on Zoom. He said he worked in Chapel Hill for 30 years and worked with the board there. He spent about five years working on Chapel Hill stormwater issues. He understands stormwater issues, he said. He believes removing the trees behind his house will result in serious runoff. He knows about light problems. What surprises him is being given 10-days notice, and he didn’t receive an agenda. He feels so far behind in his abilities to represent himself or to help hire a lawyer to represent more of the neighbors. He wondered why the Hillsborough board is involved rather than the Orange County Planning Board. He said he has helped build Habitat houses and he has sat in meetings in Chapel Hill where people didn’t want Habitat in their back yard and he doesn’t want to be that type of person. Weaver said people will have the opportunity to speak about this project, but right now the boards are focused on the issue of standing. Hornik asked Bayless some questions, which were answered. The Baylesses live two houses from the last homeowner who spoke. Their property fronts U.S. 70A. Delores Bayless said she spoke with the planning director within one day of receiving the letter. Hauth added that an email from Delores Bayless is in the agenda packet. Joint Public Hearing Minutes | 4 of 7 Hornik said the process of determining whether to proceed with a remote public hearing is new because of the COVID-19 situation. To be legally obligated to postpone the hearing, the boards have to decide the objectors have sufficiently demonstrated they would be harmed by the project, he said. He said the interests of the neighbors (who want a delay) and the applicant (who wants a decision) have to be weighed and a balance selected by the board members. Delores Bayless said 10 days is not a sufficient amount of time to prepare a legal argument for having standing. Hornik said legally speaking, 10 days is enough time. Delores Bayless it is not enough time to figure out what they can legally do and to consider hiring an attorney. She asked for more time and for someone to inform the neighbors of what they need to do. Hornik said state statute only requires 10-days notice but he understands their position. Barker asked Hornik whether the boards need to find that the neighbors who are objecting have standing or that they could have standing. And he asked for the outcomes of each finding. Hornik said if one person with standing objects to the meeting taking place remotely, then the meeting cannot move forward remotely. If the boards find that no objector has standing, then the public hearing could proceed or could be continued to a time in the future to allow the neighbors to prepare. Ferguson asked if the timelines followed for this process differed from timelines before the pandemic in terms of notification. Hornik said the amount of time to give notice of a public hearing has not changed. Hauth said she sent notices a little faster than usual to allow 10 days or more because they have seen anecdotally that the mail is slow right now. Alexandra Bursuc, who lives at 1409 U.S. 70A, said most of the people impacted by this development cannot express an opinion at a remote meeting. The people who live near the development are mostly elderly. She said she knocked on doors and talked to people. She is concerned about removal of the woods behind the homes, an increase in noise, an increase in traffic, difficulty in making a left turn out of her driveway, and possibly lowered property value. Vandemark asked whether the law requires an in-person joint public hearing with everyone present if the joint boards find that at least one objector has standing. Hornik said the hearing does not occur until it can be done not remotely or neighbors consent. He said the applicant is entitled to a hearing, so eventually there has to be a hearing. Hornik suggested tabling the decision about standing until September, giving the neighbors time to prepare their argument on standing. He said the applicant can appear with an attorney and cross-examine the neighbors on the standing issue. If the neighbors are found to have standing, then the public hearing would not proceed remotely. Sykes asked if a hybrid meeting where some people are physically present and others are present remotely would be legal. Hornik said the joint public hearing could take place with such a hybrid format. He has participated in public hearings of that style in other jurisdictions. Sykes noted that Page 31 in the agenda packet is helpful for seeing where neighbors live in relationship to the potential development site. Joint Public Hearing Minutes | 5 of 7 Hughes asked who has the burden of proof when determining standing. Hornik said the burden of proof is on the person claiming to have standing. Hughes asked for the minimum notice requirement and the date the notices were mailed. Hauth said the minimum notice requirement is 10 days. She added that 59 notices were mailed Aug. 6 to properties within 500 feet of the property. She noted that the state does not specify a distance range for notification but only that directly abutting property owners receive notice. She said the Town of Hillsborough and other jurisdictions send notices to property owners in addition to those with abutting properties. Barker said the boards have received information from people who will be impacted, but determining legal standing is different. People have started the process to prove standing. Pfister has presented testimony that the timeline has been too short. Barker is in favor of continuing the standing decision to another date. English asked if both boards determine standing and if the applicant can provide cross-examination on standing. Hornik answered yes to both questions. English asked if the applicant is able to do that. Hornik said Tim Smith is here, representing the Habitat development. English asked Smith if he has objections to delaying this process. Smith said he has just recently heard these neighbors’ concerns. He has spoken with Pfister. He would like time to talk with the neighbors, to build a better rapport and to hear concerns. On behalf of the applicant, he is willing to continue this hearing for 30 days to work with the neighbors on determining the best way to reconvene, possibly with a hybrid meeting. He said he does not want to postpone indefinitely, noting that Habitat has contracts with the current landowner and a design and engineering firm. English noted that the September meeting would likely be a remote meeting, too. Pfister agreed that was likely. He said a month would still give him time to express the interest of the neighbors. If he can hire an appraiser, he won’t need individual homeowners to attend the meeting; and he can work with those who cannot join via Zoom. Sykes noted that it is important that the joint board members not have ex parte communications with anyone involved in this agenda item. Hornik agreed and explained to the neighbors that for quasi-judicial matters, the boards are supposed to make decisions based on information presented solely at the public hearing. Weaver added that neighbors are welcome to contact town staff. Hughes did not want the public hearing delayed if it was being requested as a delay tactic by those who oppose the project. He does not think it will be safe to hold in-person public meetings for many months and the project is not likely to go forward if the public hearing is delayed for nearly a year. He believes 10 days is enough notice to find counsel and argue against the project. He doesn’t believe that the gears of government stop due to COVID-19. Weaver invited discussion among the board members. Joint Public Hearing Minutes | 6 of 7 Bell said it would be reasonable to postpone to a certain date according to the applicant’s comments but not to postpone for another quarter. He thinks it’s a special case that will help the boards figure out how to handle this situation (objection to remote meetings) in the future. He encouraged staff to work on a hybrid meeting solution that would offer in-person and Zoom options. Polly said delaying for 30 days makes sense. She asked the town attorney for confirmation that a hybrid meeting model is a choice. Hornik confirmed that the hybrid option is available. It’s a matter of the comfort level of the community ― the comfort level of having up to 10 people in a meeting room at this time. Weaver said part of that depends on what happens with the virus as time goes on. Sykes wished to make a motion but acknowledged neighbors wished to speak. Warren Sims said he did not wish to comment this evening because it sounded like the public hearing will be postponed. Bursuc said 10 days is not enough. She thinks the town should mediate between the applicant and neighbors because of the financial burden for neighbors to hire a lawyer. She said an appraiser may give an opinion and another appraiser would give a different opinion. Hughes requested an opportunity to respond. Weaver said there is no need to get into a back-and-forth discussion this evening. Hughes said in a lot of organizations, 10 to 14 days is sufficient notice. Also, an appraiser can answer many of the questions Bursuc has. Delores Bayless said if the neighbors knew how the town’s project approval process worked, then the neighbors could handle things differently. She said those who are elderly, including herself, find that their minds are not quite as bright as they used to be and a lot of things just don’t make sense. She urged the boards to consider a longer notification period for future development. Ferguson expressed appreciation for the applicant’s willingness to work with the neighbors. She is grappling with this not being the first time this project has been mentioned at a town public meeting but it being the first-time notification has been mailed to households. She expressed concern about setting precedent by delaying until September. Taylor said changing the process to accommodate people who claim they didn’t have enough time is difficult to manage. However, the applicant’s representative has said he is fine with the delay so that he can build rapport with the nearby homeowners. Barker wondered whether the boards could skip the question of standing if the meeting in September was a hybrid meeting. Hornik believes the answer is yes. Motion: Sykes moved to find Marie and Henri Nadworny have standing. Hornik wondered whether the boards wished to continue the meeting to September to determine if there is standing. He didn’t think the boards had planned to make a decision on standing at this meeting. He suggested moving to continue the matter at 7 p.m. Sept. 17. Joint Public Hearing Minutes | 7 of 7 Hauth said new Zoom links would be emailed about a week before the meeting. Sykes noted that date is not a regular meeting date for the Board of Commissioners. Weaver checked availability. Hughes will not be available. Bell, English and Ferguson will be available. Motion: Sykes moved to continue the matter of standing until Sept. 17. Taylor seconded. Vote: 12-1. Ayes: Commissioners Bell, English and Ferguson. Planning Board members: Barker, Casadonte, Child-Lanning, Frazier, Polly, Scott, Sykes, Taylor and Vandemark. Nays: Hughes. Weaver thanked everyone for their patience. 3. Opening of the public hearing No public hearing was opened. 4. Annexation and zoning request and special use permit application A. Annexation and zoning request and special use permit application from U.S. 70A LLC and the current owners involving 10.89 acres immediately east of the Meadowlands Office Park at 1317 U.S. 70A. The applicant is seeking annexation into Hillsborough, requesting the property be zoned Residential Special Use and applying for a Special Use Permit to develop the property with 76 townhomes. The application includes waiver requests. No discussion occurred. 5. Adjournment Motion: Ferguson moved to adjourn at 8:44 p.m. Sykes seconded. Vote: Unanimous. No roll call. Respectfully submitted, Margaret A. Hauth Secretary Assistant Town Manager/Planning Director Margaret Hauth 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 919-296-9471 | margaret.hauth@hillsboroughnc.gov www.hillsboroughnc.gov | @HillsboroughGov Joint Public Hearing Minutes | 1 of 9 Minutes Joint Public Hearing Planning Board and Board of Commissioners 7 p.m. Sept. 17, 2020 Town of Hillsborough YouTube channel Present: Board of Commissioners — Mayor Jenn Weaver and commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt Hughes and Evelyn Lloyd Planning Board — Chair Chris Johnston, Dan Barker, Frank Casadonte, Oliver Child-Lanning, Lisa Frazier, Jeff Scott, Jenn Sykes, Scott Taylor and Toby Vandemark Staff — Economic Development Planner Shannan Campbell, Planning Director Margaret Hauth and Town Attorney Bob Hornik Guests — Charles Alan Bartee, Melanie Bartee, Delores Bayless, Tony Bayless, John Burns, Alexandra Bursuc, Barbara Lothian, Henri Nadworny, Marie Nadworny, Warren Sims, and Tim Smith 1. Call to order and confirmation of quorum Mayor Jenn Weaver called the meeting to order at 7:02 p.m. She noted that written public comments would be accepted until noon Sept. 21. Planning Director Margaret Hauth called the roll and confirmed the presence of a quorum. 2. Agenda changes and approval Motion: Commissioner Kathleen Ferguson moved to approve the agenda. Commissioner Mark Bell seconded. Vote: 14-0: Ayes: Commissioners Bell, Robb English, Ferguson, Matt Hughes, Evelyn Lloyd and Planning Board members Dan Barker, Frank Casadonte, Oliver Child-Lanning, Lisa Frazier, Chris Johnston, Jeff Scott, Jenn Sykes and Toby Vandemark. Nays: None. 3. Opening of the public hearing Weaver opened the public hearing. She noted that Johnston wished to be excused from the public hearing because his wife works for Orange County Habitat for Humanity. 4. Annexation and zoning request and special use permit application Joint Public Hearing Minutes | 2 of 9 A. Quasi-Judicial hearing to accept evidence in support of the claim of legal standing by the owners of 10 nearby properties in the matter of the Special Use Permit application for the East Village at Meadowlands townhome project. The develop plan, annexation and zoning request are not the subject of the hearing. The neighbors have objected to the remote hearing process and the town must decide whether any one or more of them have legal standing. Motion: Ferguson moved to excuse Johnston from the public hearing items. Sykes seconded. Vote: 13-0 Ayes: Commissioners Bell, English, Ferguson, Hughes and Lloyd, and Planning Board members Barker, Casadonte, Child-Lanning, Frazier, Scott, Sykes, Taylor and Vandemark. Nays: None. Hughes said he did not have conflict of interest but wanted to disclose that he had previously tried to retain the law firm that would be representing the Nadwornys. Town Attorney Kevin Hornik said it was good for Hughes to mention and it was not a legal conflict of interest. Weaver explained the process of speaking via Zoom as a member of the audience. Hauth noted that Economic Development Planner Shannan Campbell was present to help provide technical support for the Zoom meeting. The planning director then reviewed that the joint boards were conducting a hearing to determine if any objectors have legal standing. Hauth said the boards may close the public hearing, deliberate and make a decision this evening. If no one is determined to have standing, then the public hearing would likely take place Oct. 15. New notices would be sent. If some legal standing was determined and those with legal standing objected to holding the meeting remotely, then the format and date would be discussed. New notices would be sent. Hornik reviewed North Carolina General Statute 160-388(d ) which states that a number of potential individuals or entities may have standing including the applicant or appellant, the town, and other individuals who can demonstrate that they would suffer special damages as a result of the issue may have standing if they would suffer special damages as a result of the board holding remote meeting. He reviewed that in determining whether neighboring property owners have legal standing a board might consider proximity to the site, impacts on property values, and other adverse impacts including traffic and traffic safety, noise, public nuisance. Hornik confirmed that members of both boards may ask questions. He said the Planning Board has the opportunity to participate in the hearing, ask questions and solicit testimony, but the ultimate decision will belong to the Board of Commissioners just as granting a Special Use Permit is ultimately the decision of the Board of Commissioners. John Burns of Forrest Law Firm was sworn in. He stated that he would be representing Marie and Henri Nadworny. Marie Nadworny, who resides at 1327 U.S. 70A, was sworn in. She said her property is adjacent to the proposed project and she objected to the project because it would have a negative impact on her family and Joint Public Hearing Minutes | 3 of 9 property. She said the proposal does not align with the Unified Development Ordinance or the town’s master plan with regard to trees. She said her property borders this property on the west side and south side (in the L). Her single-family, three-bedroom home is her primary residence and is located on an acre. Her family has been living there 21 years. She bought the property because of the abundance of trees and privacy. She enjoys the quiet atmosphere and spends a lot of time outside. Burns shared photographs of the Nadwornys’ property to share how the forest on the property proposed for development shades the Nadwornys’ property. Nadworny had taken the photos. The property line is 20 feet from the front corner of her house. She expressed concern that the development proposal was to remove all the trees. She showed photos of her backyard and said she has only two hours of direct sun because of the shading of trees on the property proposed for development. She enjoys the shade. She uses the back yard daily. Nadworny showed a video of stormwater in her parking area after a 5-minute rain. She showed a photograph of a rear corner of her property to show all the trees on the neighboring property that she would miss. She said that the trees reduce the noise of Interstate-85 traffic. She shared two videos she took while walking the western property line. Her video shows a single-family home on the site. Henri Nadworny was sworn in. He said some of the trees are 54 inches in diameter and probably about 300 years old. Marie Nadworny showed more pictures of the large trees on the neighboring property. She thinks she will have to pay more to cool her house when there is more direct sunlight. She showed a photo from a child’s bedroom window of the flag where she is expecting a recreational area to be installed for the townhome development. She expressed concern that people would come so close to her home. She shared many photos of her back yard and said there are a lot of birds and she doesn’t even hear dogs barking when she is outside. She showed a slide of her lot’s 0.4 miles distance from Interstate-85 to emphasize her concern about noise. She showed that there is little lighting currently outside at night. She has concerns that she will see lights from the parking lot. She is concerned about the noise of about 200 residents in a 10-acre area and so many cars coming and going as well as dogs barking. Burns said the proposal is for 66 townhomes as tall as 45 feet. The setback is narrow along his client’s western side. The parking lot seems to be unshielded, so headlights will be directed at the side and back of the Nadwornys’ house. He thinks the development is likely to have a significant effect on drainage and subsurface waters. He said the Mangum Case explains that while proximity itself is not sufficient, it is certainly to be considered. In the Mangum Case, noises such as increased traffic, parking and runoff are special damages to be given standing. Burns said the statute is very clear that if you do have a hearing, all subjects who have standing to participate must consent to the remote meeting. He asked the board to find that the Nadwornys have standing and allow them to have a voice and participate and be heard. Ferguson said she has heard a lot of testimony on change but not on damage. Please share what the damage would be. Burns said he does not have a full appraisal of the property. The courts in the Mangum Case are clear that the proximity and effects are grounds for standing. He said what is under consideration is not damages to stop the project but standing to be heard. He said in this case, residential property owners takes a great deal of enjoyment in their property, and light will be an issue in this case. The Nadwornys wish to be heard and to participate. Joint Public Hearing Minutes | 4 of 9 Hughes asked the Nadwornys if they had engaged a sound specialist. Henri Nadworny answered they hear a difference when there are leaves on the trees. Burns said they did not. They are folks with a middle-class family home. They are not developers who can retain sound specialists. Hughes asked if the Nadwornys had engaged with a light expert. Marie Nadworny said they did not but she knows how her backyard looks and feels now at night and she can go to Walmart and see the impact a parking lot has. Hughes said the Nadwornys are closer to U.S. 70A and asked if they hear much traffic noise. Marie Nadworny said she does not and some of that is attributed to having planted evergreen bushes 21 years ago that are now 7 feet tall. Hughes asked if they think this proposal would lead to a dramatic increase in the number of cars on the road. Marie Nadworny said yes, the development is estimated to add 166 cars to the road. Burns asked how many cars are currently driving on the property behind the house. Marie Nadworny answered none. Hughes asked Burns to speak specifically about Hillsborough’s Future Land Use Plan, adding that the town expects multiuse development in this area. Burns said the developers for this particular project are asking for waivers. Development will certainly occur in this area. He credits Hillsborough for planning. He added that the Nadwornys have no voice because they are not residents of the Town of Hillsborough and do not have the opportunity to elect the board. If not given standing, the Nadwornys will have no voice. He thinks that the Nadwornys have a right to be heard on such a consequential change to their immediate surroundings. Barbara Lothian was sworn in. She has lived at 1324 U.S. 70A since 2008. She said traffic has increased from 2,200 trips a day in front of her house in 2008 to 3,200 in 2017, according to the state. She is concerned that the development will further increase traffic, and she has trouble getting in and out of her driveway now. She is concerned that the development may place an access drive across from her driveway. She thinks the air pollution will increase and that she could have a consequential increased risk of developing Alzheimer’s Disease. Warren Sims of the same address was sworn in. He said he is also concerned about negative effects on his water pressure, which is already a problem. He cannot take a shower and run a dishwasher simultaneously. He said a traffic study was conducted in April that showed low traffic numbers, which were of course impacted by the pandemic. Hughes said compared with the number of residences in Forest Hills and Fiori Hills, the townhome project is small. He asked if Lothian and Sims really thought there would be much of an impact. Lothian answered yes. Joint Public Hearing Minutes | 5 of 9 Charles “Alan” and Melanie Bartee were sworn in. They live at 1841 Washington Drive, which is on the east side of the project. They have lived there since 2001. Alan Bartee expressed concern that lights from the townhome development would reach his back porch because he enjoys stargazing. He expressed concern about stormwater runoff and mosquitoes. He does not want a sewer line for the project to cross his property particularly because he does not want the root system for two large white oak trees on his property to be damaged. He added that he has a state-permitted sewer system. He wondered if the town would have to get the state’s permission to add the development’s sewer system. He said his stormwater runoff runs to the creek to the right and rear of his property, about 15 feet away. He is concerned about flooding. He is also concerned that a development could result in feral cats and trash in the creek. Tony Bayless was sworn in. He has lived in the area about 15 years. He is concerned that a decision could be made before the Sept. 21 deadline for written comments. He expressed concern that he thought he heard someone on the board say they would not be present to vote because of an upcoming move and that the person had already made up his mind. He lives outside the town limits and is upset that this project approval is up to the Hillsborough Board of Commissioners. He asked why the board would meet during the pandemic because he thinks it would be two or three years before construction. His property is 1.87 acres. On it is the primary house that they live in and a smaller house that serves as his shop. His property is at the corner of the project and would not be affected by many of the things that other people are addressing but he has concerns. He is concerned stormwater runoff, water pressure, light pollution and traffic. Weaver explained that Bayless seemed to be confusing comments made by board members at a previous meeting. She clarified that the planning board chair had recused himself from the public hearing due to a conflict of interest, another Planning Board member will soon be moving but is allowed to serve until he moves, and one commissioner said at the last meeting that he was ready to vote on whether to hold this meeting. The planning director asked to speak to the timing of this application. Hauth said we’ve been told that it is legal to hold the hearing this way. The town cannot refuse to review or process an application because it’s an inconvenient time. The town attorney agreed that the property owner whose property is under consideration for development has a constitutional right to have their application reviewed and acted upon in a timely fashion. So, despite the fact that this pandemic has created inconveniences for everybody, that is not a sufficient reason to not hold or review the applicant’s application, particularly because the North Carolina General Assembly has enacted a law to allow remote meetings. There is nothing legally wrong with the town reviewing the application and potentially holding a quasi-judicial hearing on the application remotely. Hornik further stated that there is no evidence that any member of the board has a fixed opinion that is not subject to change. It is permissible for members of the board to enter with an opinion but only if they believe it is subject to change based on evidence presented. Also, no evidence has been submitted that there are conflicts of interest except for Johnston’s. Hughes said Delores and Tony Bayless submitted written testimony on Aug. 10 that their home value may drop due to this project. He asked Tony Bayless to speak to that, and Tony Bayless said that comment was from his wife. Tony Bayless said he has helped to build Habitat facilities, and he does not believe it will affect the sale of his house. He said he and his wife own two homes in the Hillsborough area, and they will probably sell this one and move into the other one. He expressed concern that Habitat may seem to be part of the application but the project could be passed along to another affordable housing group. Joint Public Hearing Minutes | 6 of 9 Hughes said at the previous meeting, his comment about knowing how he would vote referred to his belief that the neighbors received sufficient time for notification of the public hearing and he was ready to conduct the public hearing that evening. He added that he voted against holding this public hearing to determine legal standing, and he lost the vote. Alexandra Bursuc, who lives at 1409 U.S. 70A East, was sworn in. Her husband Gabriel Bursuc appeared on the screen with her. Alexandra Bursuc said the project is right behind her property line and her family will be impacted by noise, traffic and lights. She is concerned about the environmental impact and the loss of trees. She noted that she could not connect to town sewer. She might prefer 10 single-family homes. She is also concerned about water pressure, traffic and safety. She is concerned that Habitat will back out of the project, adding that she thought Habitat had backed out of building in Forest Ridge. She is also concerned that any thieves breaking into cars at the townhome development might then walk through to her backyard to steal things. Hauth said the comments about the possibility of Habitat not continuing to be involved in the project may be arising because she made it clear in the public notices that Habitat was not yet fully committed to the project. She said the Special Use Permit cannot be tied to Habitat, but it can be very specific about how the project will be developed. Hauth added that Habitat was never involved in Forest Ridge. If the development plan gets approved by the board, the conditions would be set. Hornik said the purpose of this evening’s hearing is to discuss the impact that each neighbor believes could be made. He said the involvement of Habitat is largely irrelevant. Hauth said Tim Smith, Richard Turlington and Mike Drowns are in the audience. She asked if they wanted to speak to the matter of standing. Tim Smith, representing the applicant, was sworn in and he thanked everyone for attending. Michael Drowns of 1214 U.S. 70A East was sworn in. He said he is 72 years old and his lived there his entire life. He said there are approximately 55 homes along this road and that is less units than this project proposes. He has seen traffic flow increase since the building of Forest Ridge. Weaver reminded Drowns that the hearing was to establish standing. Drowns said he doesn’t think this meeting should happen now. Sykes checked that he is not an adjacent property owner. Drowns confirmed that to be true. Motion: Bell moved to close the public hearing. Ferguson seconded. Vote: 12-0 Ayes: Commissioners Bell, English, Ferguson, and Lloyd, and Planning Board members Barker, Casadonte, Child-Lanning, Frazier, Scott, Sykes, Taylor and Vandemark. Nays: None. Absent: Hughes due to technical difficulties with the remote meeting. 6. Consideration of the claim of standing. Hornik confirmed that the Planning Board engages in discussion but does not vote. It was decided to vote separately on each objector’s request for legal standing. Nadworny property Joint Public Hearing Minutes | 7 of 9 Taylor said it does not take experts to know a property owner would be affected by noise, stormwater, traffic and drainage. He added that Marie Nadworny had made a noteworthy case that her family would be affected. The grading plan showed that the grading would flow away from the Nadworny’s house, which would probably be beneficial to the Nadwornys. He thinks they should be granted standing for the likely effects of noise, odors and traffic. Barker said the light issue could be grounds for legal standing. Sykes agreed with Taylor and Barker. Lloyd agreed. Ferguson said she would be willing to grant standing because the Nadwornys will experience change. Hughes said he has not been moved as to whether they have standing. He will not vote to grant standing. Bells said he believes they do have legal standing. When asked, Hornik said the board does not have to determine that a property’s value would be negatively impacted in order to grant legal standing. Hauth said her understanding is that the neighbors can speak at the next meeting. This question of legal standing is to determine whether the public hearing will be a remote or in-person meeting. When asked, Hornik confirmed that neighbors with standing are on equal footing with the applicant. Ferguson said she does not believe that the Nadwornys meet that standard. Hornik said a party with standing has more of a right to participate in the project rather than only comment on the desirability of a project. Bell said Hornik’s explanation made him realize that if the objectors have standing, they can stop the remote hearing and have more input when the hearing takes place. Hornik answered more questions about what happens if the neighbors are found to have standing, confirming that if a person with legal standing objects to a remote public hearing, then the hearing must be in person. English said he does not think the Nadwornys’ property value would decrease but he thinks they would have to deal with some nuisance. Barker said if the decision tonight about legal standing comes down to a decision to avoid being around other people, that’s not the way to make the decision. Vandemark asked if the purpose of the objections from the neighbors was to avoid a remote meeting. Hauth answered yes. Hornik said the motivation for the claim of standing is irrelevant. If they have demonstrated competent, material and substantial evidence that they would suffer special damages, then they do have standing and they have a right to participate as a party. Sykes said she would recommend granting standing. Joint Public Hearing Minutes | 8 of 9 Bell feels there’s substantiated evidence for these property owners only. Weaver asked for a quick straw poll. Ferguson said she was on the fence. English said yes. Lloyd said yes. Hughes said no. Motion: Bell moved to find that the Nadwornys have standing. English seconded. Vote: 4-1. Ayes: Bell, English, Ferguson and Lloyd. Nays: Hughes. Weaver asked the boards to consider the next neighbor’s claim to standing. English said no others have standing. Bartee property Sykes said Alan Bartee’s testimony about a sewer trench possibly cutting through tree roots would warrant standing at a public hearing. Weaver asked if there are any other properties the board feels have standing. Lloyd agreed with Sykes. Hauth said she would need to research the sewer situation in the Bartees’ area. The Bartees and neighbors are not receiving town sewer service. They have an extensive unconventional system permitted by the state. Hauth said Hughes used to live there and may know more. Hughes said he used to live next door to the Bartees and experienced septic issues that his grandmother addressed. With this and the potential property damage when trenching sewer lines, he feels this is the only neighboring property owner that has substantial competent evidence of legal standing. Motion: Ferguson moved that the Bartees have standing. Hughes seconded. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Bayless property Barker said it is fair to say standing was not proven. Sykes agreed. Motion: Ferguson moved that there is no standing because the Baylesses spoke about general traffic and 75 units on a highway which did not sound specific to this property and would be experienced by the broader community. Bell seconded. Discussion: Weaver reviewed the comments of three other property owners. Bell said the comments were much more generic. Hornik clarified that the decisions about legal standing this evening are only for those who presented this evening and not those that did not. The vote is not precluding that there are other folks who may have standing but did not appear. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. 7. Discussion of next steps and format of future hearings There was brief discussion among board members about moving forward. Board members expressed concern about meeting inside. Joint Public Hearing Minutes | 9 of 9 Hornik clarified that a meeting is considered remote if even one board member is remote. The public can be remote while the board meets in person. Child-Lanning left the meeting. 8. Adjournment Motion: Sykes moved to adjourn at 10:50 p.m. Ferguson seconded. Vote: 12-0. Ayes: Commissioners Bell, English, Ferguson, Hughes and Lloyd and Planning Board Barker, Casadonte, Frazier, Scott, Sykes, Taylor and Vandemark. Nays: None. Respectfully submitted, Margaret A. Hauth Secretary Assistant Town Manager/Planning Director Margaret Hauth 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 919-296-9471 | margaret.hauth@hillsboroughnc.gov www.hillsboroughnc.gov | @HillsboroughGov Joint Public Hearing Minutes | 1 of 4 Minutes Joint Public Hearing Planning Board and Board of Commissioners 7 p.m. Oct. 15, 2020 Town of Hillsborough YouTube channel Present: Board of Commissioners — Mayor Jenn Weaver and commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt Hughes and Evelyn Lloyd Planning Board — Chair Chris Johnston, Dan Barker, Frank Casadonte, Lisa Frazier, Alyse Polly, Jeff Scott, Jenn Sykes, Scott Taylor and Toby Vandemark Staff —Economic Development Planner Shannan Campbell, Planning Director Margaret Hauth and Town Attorney Kevin Hornik Guests — Jeff Cabe, Sean Dolle, Dinah Jeffries, Kim Parton, Jim Stumbo and Kim Woodward 1. Call to order and confirmation of quorum Mayor Jenn Weaver called the meeting to order at 7:10 p.m. Planning Director Margaret Hauth called the roll and confirmed the presence of a quorum. 2. Agenda changes and approval Motion: Commissioner Kathleen Ferguson moved to approve the agenda. Planning Board Member Lisa Frazier seconded. Vote: 14-0. Ayes: Commissioners Mark Bell, Robb English, Ferguson, Matt Hughes and Evelyn Lloyd and Planning Board members Dan Barker, Frank Casadonte, Frazier, Chris Johnston, Alyse Polly, Jeff Scott, Jenn Sykes, Scott Taylor and Toby Vandemark. Nays: None 3. Opening of the public hearing Weaver turned the meeting over to Johnston, who opened the public hearing. 4. Special Use Permit request from Orange Rural Fire Department to develop 2 acres at 350 College Park Road as a public safety station occupied by Orange Rural Fire Department and Orange County Emergency Services Joint Public Hearing Minutes | 2 of 4 Hauth recognized the presence of Orange Rural Fire Chief Jeff Cabe, Orange County Emergency Services Director Dinah Jeffries, Emergency Medical Services Operations Manager Kim Woodward, and the design team: Sean Dolle, Kim Parton and Jim Stumbo. Hauth summarized the request and noted that only one residential property owner received notification for this public hearing because most of the nearby property is complete. She said the application is substantially complete. She noted that nine waivers were requested and staff did not have concerns about the waiver requests. Parton addressed the board. She is the project manager, employed by Stewer Cooper Newell, which is the architect of record for the project. She introduced Dolle and Stumbo. Town Attorney Kevin Hornik said everyone who speaks needs to be sworn in. Parton was sworn in. Dolle was sworn in. Dolle, the site civil engineer for the project, reviewed the site plan for the project. Parton reviewed the elevation renderings. The design team reviewed the waiver requests for the project: Waiver 1 is regarding the minimum required parking. The design team believes 29 parking spaces instead of 52 would be sufficient. Waiver 2 is regarding the requirement to provide one shade tree for every seven parking spaces. It is needed because the shade tree proposal is appropriate for 29 parking spaces and not for 52 spaces. Waiver 3 is due to the proposed drive aisle being 24 feet instead of 25 feet. Waiver 4 is not necessary, according to the planning director, because the site is not in the watershed zoning district to which the ordinance refers. Waiver 5 is regarding maintaining tree coverage area. The reason for the need is existing site constraints including stream buffer, narrow lot width and topographic challenges. Waiver 6 is regarding planting medians or islands required to be at least 10 feet by 10 feet. The design team is proposing one 5-foot landscape island. Waiver 7 is regarding the requirement that garage doors be located to the side or rear. It is necessary for the garage doors to be located on the front for emergency vehicles to make a quick departure. Waiver 8 is regarding having entrances oriented toward the nearest public street. The entrances are located to the side and rear for pedestrian safety because the emergency vehicles will be exiting from the front. Joint Public Hearing Minutes | 3 of 4 Waiver 9 is regarding the amount of signage permitted at the front of the building. The proposal is to have three signs, one each for the fire department’s logo, the emergency management services logo and the station’s name. The design team answered questions. The accessible pedestrian pathway for the emergency management services does cross in front of the bay doors. The joint boards reviewed the waivers and the design team answered questions. Regarding the parking waiver, at most 21 staff members would be working at a time. Regarding Waiver 2 for landscaping and shade trees, the boards didn’t raise questions. Regarding Waiver 3 for the drive aisle width, Hauth noted a lot of the drive aisle does not have parking off of it. Barker asked if there is a separate standard for drive aisles and driveways in a parking lot. Hauth said no but the width requirement is to accommodate two cars backing up at the same time. There is no Waiver 4. Regarding Waiver 5 for the tree coverage area, Hauth said the long-term expectation is that there will be a hotel and commercial intensive site next door. This lot is providing transition from commercial to an apartment complex and some of the lower intensive uses. There were no board comments. Regarding Waiver 6 for the physical separation of parking spaces and the landscaping 5-foot island, Hauth said this is not so much for planting anything but a place a person could stand if an emergency vehicle is coming out of the bay. There were no comments. Regarding Waiver 7 for the garage doors facing the road, Barker said he felt there was good justification. Regarding Waiver 8 for the entrances oriented toward the public street, there was no comment. Regarding Waiver 9 for the signage, Scott said the signs look big for a small building. He asked why the signs need to be so big for such a small building and a small site. Parton answered that the Waterstone Fire and EMS Station sign is set in the precast. The two emblems are proposed to be cut metal signs with a backlit portion. They are meant to be subtle and monochromatic. The design team did not want to put windows on those portions of the building because there will be shower rooms/bathrooms behind them. The emblems are meant to break up the walls as windows would do. They are in proportion to the CMU façade, she said. 5. Close public hearing and adjournment of Board of Commissioners Motion: Sykes moved to close public hearing on this item. Ferguson seconded. Vote: 14-0. Ayes: Commissioners Bell, English, Ferguson, Hughes and Lloyd and Planning Board members Barker, Casadonte, Frazier, Johnston, Polly, Scott, Sykes, Taylor and Vandemark. Nays: None. English asked what the green features would be. Parton said as the team finishes designing the building, they are trying to choose sustainable products. Motion: Ferguson moved to adjourn the Board of Commissioners. Vandemark seconded. Joint Public Hearing Minutes | 4 of 4 Vote: 14-0. Ayes: Commissioners Bell, English, Ferguson, Hughes and Lloyd and Planning Board members Barker, Casadonte, Frazier, Johnston, Polly, Scott, Sykes, Taylor and Vandemark. Nays: None. 6. Convene regular meeting of the Planning Board The Planning Board convened at 7:55 p.m. Hauth noted Polly had given notice that she would not be able to stay for this portion of the meeting. 7. Potential amendments to the Unified Development Ordinance A. Amending and streamlining the Technical Review Committee process Hauth summarized that these amendments keep the process of review by the Technical Review Committee but shift the approval authority to the planning director. The committee would still meet. This change would expedite the review process. Hauth explained staff doesn’t tend to use veto power to stall the review process but spend a lot of time refining comments. Barker suggested removing “Duke Energy” from the text and instead saying “local utility providers.” B. Clarifying waivers versus minor changes and modifications for Special Use Permits and Conditional Use Permits Hauth said waivers are supposed to be requested at the front end of a project whereas field changes happen during construction. She felt the clarification is needed to support the interpretation that if there is an approved plan, a develop could approach staff to grant a minor change to avoid a four-month delay due to the new waiver request. There is a calculation to determine whether a change is minor. These waivers are not intended to aid a developer who is trying to game the system. Casadonte said it sounds reasonable. Sykes noted a place where the word “review” needed to be added. Hauth noted this. Barker asked for consideration of a financial cap on amount of change. Hauth would prefer for the cap to not be tied to money. The board could consider a cap on the number of changes. C. Adding flexibility to accommodate water and sewer utilities adjacent to sidewalks Hauth said the Utilities Department does not want utilities placed under the sidewalk but placing them next to the sidewalk sometimes makes it challenging to plant street trees. Staff is not ready to present a proposal to the Planning Board. Motion: Vandemark moved to send items 7A and 7B to public hearing in January. Sykes seconded. Vote: 8-0. Ayes: Barker, Casadonte, Frazier, Johnston, Scott, Sykes, Taylor and Vandemark. Nays: None. 8. Adjournment Motion: Sykes moved to adjourn at 8:18 p.m. No second or vote is required. Respectfully submitted, Margaret A. Hauth Secretary Assistant Town Manager/Planning Director Margaret Hauth 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 919-296-9471 | margaret.hauth@hillsboroughnc.gov www.hillsboroughnc.gov | @HillsboroughGov Joint Public Hearing Minutes | 1 of 6 Minutes Joint Public Hearing Planning Board and Board of Commissioners 7 p.m. Oct. 19, 2020 Farmers’ Market Pavilion 140 E. Margaret Lane Present: Board of Commissioners — Mayor Jenn Weaver and commissioners Mark Bell, Robb English, Matt Hughes and Kathleen Ferguson Planning Board — Vice Chair Jenn Sykes, Dan Barker, Frank Casadonte, Lisa Frazier, Alyse Polly, Jeff Scott, Scott Taylor and Toby Vandemark Staff — Stormwater and Environmental Services Manager Terry Hackett, Planning Director Margaret Hauth, Town Attorney Bob Hornik and Public Information Specialist Cheryl Sadgrove Guests — Charles Bartee, Melanie Bartee, John Burns, Alexandra Bursuc, Marie Nadworny, Tim Smith and Roger Tapp 1. Call to order and confirmation of quorum Mayor Jenn Weaver called the meeting to order at 7:15 p.m. Planning Director Margaret Hauth confirmed the presence of a quorum. 2. Agenda changes and approval Motion: Commissioner Kathleen Ferguson moved to approve the agenda as presented. Planning Board Member Jenn Sykes seconded. Vote: Unanimous 3. Opening of the public hearing Weaver turned the meeting over to Sykes, who was served as the acting chair of the Planning Board with Chair Chris Johnston having been excused from this public hearing at a prior meeting due to a conflict of interest. 4. Annexation and zoning request and special use permit application A. Annexation and zoning request and Special Use Permit application from U.S. 70A LLC and the current owners involving 10.89 acres immediately east of the Meadowlands Office Park at 1317 U.S. 70A. The applicant is seeking annexation into Hillsborough, requesting the property be zoned Residential Special Use, and applying Joint Public Hearing Minutes | 2 of 6 for a Special Use Permit to develop the property with 76 townhomes. The application includes waiver requests. Sykes reminded everyone that this was a quasi-judicial public hearing and those who wished to present testimony would need to sign up to speak and state an oath before speaking. She said testimony needed to be related to the Findings of Facts that were outlined in the agenda packet because the board would be evaluating the development request based on those Findings of Fact. She reviewed that the boards would first hear from the applicant, then there would be an opportunity for the boards to ask questions, and finally the boards would hear from the neighbors. Hauth noted the site plan on the screen, reviewed what the boards consider when entertaining an annexation or a zoning request, reviewed the Findings of Fact found in the packet, and explained the Planning Board would make a recommendation to the Board of Commissioners on Nov. 19 and the Board of Commissioners would take a vote on the proposal Dec. 14. Representing the applicant, Tim Smith with Summit Design and Engineering was sworn in. Smith said he started working with town staff months ago and then started the public hearing process more recently. He said the delay in the public hearing while the board considered legal standing for some of the neighbors gave him more time to discuss the plans with neighbors. He met with the Nadwornys recently and with Charles Bartee earlier in the day. Smith then gave a slide presentation. He reviewed the town’s Future Land Use Plan and noted that the three parcels that would be developed for this project are close to the Orange County Sportsplex, the businesses along Meadowlands Drive and the relatively new neighborhoods Forest Ridge and Fiori Hills. Smith recognized that Richard Turlington from Orange County Habitat for Humanity was in the audience. He said the project is being developed with Habitat and would be similar to a Habitat townhome project under development in Chapel Hill. Smith reviewed the site is almost 11 acres. He shared a layout of the townhome project plan and pointed out where sewer lines would come to the site. Smith said, in talking with the Nadwornys, he found that he could provide a sewer service stub-out just over the Nadworny property line for future use. He reviewed the grading and landscape plans. He said more trees are proposed to be saved now and noted that he could honor the Nadwornys’ request to preserve trees near the southwest corner of their property. Smith reviewed the revised lighting plan and said it meets requirements. Smith reviewed that the applicant had agreed to do the following for the Nadwornys: • Provide a screening fence 8 feet tall along the western and southern boundaries of their property. • Provide a sewer service stub-out. • Preserve trees near the southwest corner of their property. Smith then reviewed five waiver requests. Waiver 1 is regarding landscaped islands in the parking lots. Smith said the applicant provided all the islands, but some are a little smaller in size. The town requires each to be 300 square feet and some of the proposed Joint Public Hearing Minutes | 3 of 6 landscaped islands are around 250 square feet. There are five island that are smaller than the Unified Development Ordinance requires. Waiver 2 is regarding the width of the right of way. The town requires 60 feet. The proposal is 50 feet. He said this was not a typical subdivision with multiple streets. He said he met with Public Works Director Ken Hines to discuss it and Hines had said 50 feet would be OK. Waivers 3 and 4 involve requirements in the unified development ordinance and the public street standards document that cover the same two topics: width of planting strips on both sides of the street and requirement for sidewalks on both sides of new streets. Smith said this could not be met due to site constraints. Smith noted the planting strip is provided where this is adequate space. He said that due to difficult topography, the applicant is proposing a 5-foot sidewalk on only the east side of the entrance street from US 70 A to the mail kiosk area. He showed a site plan with a pink line and noted the pink line indicates where sidewalk is not proposed on both sides of the street. Waiver 5 is regarding the requirement for all fixtures to show on the lighting plan. All street and parking lighting are shown on the plans and complies with the ordinance, but the any exterior lighting for the individual units is not known yet. Once those fixtures are certain, they will be added to the plans. The applicant commits to meet the ordinance requirements. Smith then took questions from the board. Hughes asked whether he had confirmed that the road would accommodate school buses, Smith answered that he not yet spoken with anyone from Orange County Schools. He said he had confirmed that the roads provided sufficient fire and emergency access and were adequate for snow plowing. When asked whether the play area for kids and a dog park were conceptual or truly intended, Smith said he believes Habitat would want those recreational amenities. Habitat’s Richard Turlington was sworn in. Ferguson asked whether the best practices shown in Habitat projects in Charlottesville and elsewhere were being shown here. Turlington said no, the proposal is still conceptual, and they were focusing on providing green space for residents and hadn’t compared their plan with those of other Habitat projects nationwide. English asked if there was a designated schedule for the construction of the amenities. Smith noted that it is a normal condition to tie improvements to completion of units. Sykes asked and Turlington said there would be a homeowners’ association. Ferguson asked if the neighborhood would have a community garden that would be available to the entire community. Turlington said the plans are not that firm, his previous answer was to simply confirm that there would be a homeowners’ association, not a decision about access. Taylor asked about the perimeter buffers. Smith said the ordinance requires a buffer along the Meadowlands line because of the difference in land use. He said it would be a 15-foot landscaped area with a fence along the west line The ordinance does not require a buffer when two residential uses are next to each other, but the applicant was maintain a 15-foot undisturbed area along the south and east property lines. Casadonte asked if the applicant would entertain extending the proposed privacy fencing for the Nadwornys along other residential property lines, Smith said that could be discussed. Smith reconfirmed the areas fencing would be added in the agreement with the Nadwornys When asked about the recreation area, Smith said 2.2 acres is required and the applicant is proposing 1.6 and a payment in lieu. Joint Public Hearing Minutes | 4 of 6 Planning Board Member Dan Barker expressed concern that the applicant could be double counting buffers as buffers and recreation. Smith said there are two requirements: one for open space and one for recreational space. Open space is anything without improvements. Recreational space if for providing active recreation. Barker expressed concern that the calculations for recreational space were not in accordance with the ordinance. Hauth said a developer cannot double count open space and recreational space. Staff checks the math. She said staff would check the math again before the November Planning Board meeting. When asked, Smith confirmed that the sewer lines would rely on gravity and would not require a pump station. John Burns, the attorney for the Nadwornys, was sworn in. Burns said the Nadwornys are satisfied with the presentation and ask that the three promises Smith made are included as conditions of approval. Melanie Bartee was sworn in. Bartee said Smith came out to talk to her and her husband and walked their property line earlier that day. She is concerned that the sewer line might come through her property even though Smith said it would not. Bartee said she does not need a sewer connection but some of her neighbors do. She thinks she is getting a sewer stub-out and she wonders if the developer will offer it to others besides the Bartees and Nadwornys. Smith said the plan is to serve the new development. He does not think the Town of Hillsborough has plans to extend sewer service to all the neighbors. Topography, elevation and easements have to be taken into consideration, he added. Bartee asked for clarification that a sewer line would not cross her property to serve the new development. Smith confirmed that was not part of the proposal. Bartee asked about the stormwater pond. Smith said it would not be located on the Bartee property. Bartee asked how she could get a fence. She added that she feels she has neighbors who need sewer connections. Sykes said Bartee’s concerns are valid but the sewer connections for neighbors do not relate directly to Bartee. Hauth said Colonial Hills is not in the town limits so the town does not have an obligation to provide sewer service. She said Bartee would be welcome to approach the town about annexation and sewer service. Just because the town is the closest provider does not mean that the town is obligated to provide sewer service to this neighborhood, Hauth added. Bartee said she wants the project scaled down because it is too big. She said she thinks a neighbor who has been seen pumping septic waste onto the ground will likely pump his septic tank into the stormwater retention pond. Sykes said the person would be in trouble for doing so. Joint Public Hearing Minutes | 5 of 6 Bartee said she has called to report this illegal activity. Bartee asked if the neighbor’s well would be affected. Smith said no. When asked for details about the pond’s location, Smith said the stormwater pond would be 25 feet from the Bartee property line and there would be 15 feet of buffer as well as a fence around the pond. Bartee asked if she needs to worry about flooding from the pond. Smith said no. Charles Bartee was sworn in. Charles Bartee said he had talked with Smith earlier that day. He has 15 years of sound experience. He thinks he will hear every car, kid and door in the new development because of the topography. He also thinks he will be looking at the lights from the development when he sits on his back porch at night. He enjoys looking at the stars and does not want the light pollution. Alexandra Bursuc was sworn in. Bursuc said she agrees with Melanie Bartee about the neighborhood sewer problem. Also, she would like the privacy fence extended behind her property. She said 15 feet of woods is not an adequate buffer. She expects that she will be able to see the concrete pads in the new development. She asked who would maintain the wood privacy fence. Smith said the fence would be maintained by the townhome homeowners’ association. Smith said Bursuc could discuss the fence extension with him. Sykes said 15 feet is the standard buffer requirement. Bursuc wondered if anyone had considered building less on this parcel. She added that she needs the fence because her pets currently run free in the woods on the developers’ property and it will be difficult to contain them. She also would like a sewer stub-out. Sykes said the town boards like to encourage neighbors and developers to work out those issues on their own. Barker asked Smith to talk about how light trespass could be addressed. Smith said the proposed lighting plan follows the Unified Development Ordinance. There would be full cut-off fixtures. He expected no or very little back light. He said the Bartees will see lights, but the developers must provide the lighting that is required for the safety of the residents. Commissioner Mark Bell said meeting the requirements of the ordinance may not fully address the Bartees’ concerns about lighting. He encouraged Smith to consider baffles for the light fixtures. When asked about fence around the retention pond, Smith said it is usually green or black vinyl coated fence. It is for safety to keep kids out. This would be a bio-retention basin, so it won’t hold water all the time. Roger Tapp was sworn in. He expressed concern about stormwater flooding along U.S. 70A. Joint Public Hearing Minutes | 6 of 6 Smith said the project would not affect anything on Tapp’s side of the road. He said he noted Tapp’s concerns and will investigate. Tapp suggested traffic for the new development should have to use Meadowlands Drive. Due to a high number of car accidents at the intersection of Meadowlands Drive and U.S. 70A, he thinks a traffic light is needed. Smith said it is a state road and the state’s district engineer has already calculated that a stoplight is not required. There was discussion involving staff that the traffic counts used for the traffic analysis surely included historical traffic counts before the pandemic reduced traffic. Bursuc said this plan is so congested. She said school bus drivers have trouble fitting the school bus on roads in certain areas of Forest Ridge. Hauth said the packet included a discussion about whether the development’s streets would be public or private. If they are private, the school bus will not go down the road. Smith said the applicant’s intention is for the roads to be public. Motion: Ferguson moved to close the public hearing. Commissioner Matt Hughes seconded. Vote: Unanimous 5. Adjournment Motion: Ferguson moved to adjourn the meeting at 8:43 p.m. No second or vote is needed for adjournment. Vote: Unanimous. Respectfully submitted, Margaret A. Hauth Secretary Minutes Board of Commissioners 7 p.m. Nov. 9, 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 to the Town Manager/Deputy Budget Director Jen Della Valle, Assistant Town Manager/Planning Director Margaret Hauth, Stormwater and Environmental Services Manager Terry Hackett, Police Chief Duane Hampton, Public Works Director Ken Hines, Town Attorney Bob Hornik, Interim Town Clerk/Human Resources Technician Sarah Kimrey, Town Manager Eric Peterson and Utilities Director Marie Strandwitz Absent (excused): None. Guests: Kayla Slater and Michael Levkowitz of Hagerty Consulting, Ashley Heger of Orange County Food Council and Esequiel Espitia of Toledo Builders Opening of the meeting Mayor Jenn Weaver opened the meeting at 7 p.m. 1. Public Charge Weaver did not read but stated the public charge is printed on the agenda. 2. Audience comments not related to the printed agenda None. 3. Agenda changes and approval Motion: Commissioner Kathleen Ferguson moved to approve the agenda as presented. Commissioner Mark Bell seconded. Vote: The motion passed upon a unanimous vote of 5-0. Ayes: Commissioners Bell, Robb English, Ferguson, Matt Hughes and Evelyn Lloyd. Nays: None. Absent: None. 4. Public hearing: Community Development Block Grant – Coronavirus Application Weaver opened the public hearing. Planning Director Margaret Hauth introduced Orange County Housing and Community Development Manager Erika Brandt. Hauth said she suggests the town apply for $600,000 in grant funding. The program time would be for 30 months. Brandt shared a slide presentation on the grant and reviewed that the funds would be administered by an emergency housing assistance fund operated by Orange County. Nov. 9, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 1 of 11 DRAFT Town Manager Eric Peterson 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. 5. Presentations A. Food Council Update Food Council Coordinator Ashley Heger gave a presentation that highlighted accomplishments including the creation of a food security report and the formation of partnerships with schools and childcare centers. B. Falls Lake Rules Update Stormwater and Environmental Services Manager Terry Hackett gave a brief overview of the Upper Neuse River Basin Association’s plans to meet the next stage of the state’s nutrient reductions to protect and restore the water quality of Falls Lake. Hillsborough’s watershed drains into that lake. The board voted to confirm its commitment to participate in this collaboration, called the Interim Alternative Implementation Approach. In addition to continuing to pay the association’s dues of about $24,000 annually, the town would agree to spend about $34,000 annually to help fund nutrient reduction projects. Motion: Bell moved that the board confirms its commitment to participate. Ferguson seconded. Vote: The motion passed upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. C. Orange County Long-term Recovery Planning Effort Project managers Kayla Slater and Michael Levkowitz from Hagerty Consulting gave a brief presentation on the effort to create a long-term recovery plan to address the impacts of COVID-19 on the community. The town is working with Orange County, Chapel Hill and Carrboro on the effort. The project managers shared that the coronavirus pandemic seems to be exasperating pre-pandemic issues. The recovery group’s website for this effort is www.orangencforward.org. 6. Items for decision ― consent agenda A. Minutes 1. Regular meeting Oct. 12, 2020 2. Work session Oct. 26, 2020 B. Miscellaneous budget amendments and transfers C. Miscellaneous Tourism Development Authority budget amendments and transfers D. Donation from Jay Wilkes of Luxcrete Concrete Polishing of concrete pad to receive accessible musical play stations in Gold Park (value $3500) E. Encroachment agreement ― 509 N. Wake St. F. Encroachment agreement ― 305 W. Tryon St. G. Classification and pay amendment - increase customer service representative FTE from .5 to 1.0 Motion: Hughes moved to approve the items on the consent agenda. Ferguson seconded. Vote: The motion passed upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. Nov. 9, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 2 of 11 DRAFT 7. Items for decision ― regular agenda A. Draft town code amendment regarding parking pad ordinance Public Works Director Ken Hines shared the draft amendment. The board discussed the text and the possible fee amounts. Town Attorney Bob Hornik confirmed that if a subdivision with a homeowners association has covenants that disallow parking pads, then parking pads are not allowed in that subdivision. Motion: Hughes moved to approve as presented with an application fee of $100 and additional fee of $150 if it is an after-the-fact application. Ferguson seconded. Vote: The motion passed upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. B. Request to close two unopened rights of way off Lakeshore Drive – Call public hearing Hauth said if the board chose to call a public hearing it would need to be advertised for four weeks. There is enough time to advertise it before the December regular meeting. Motion: Hughes moved to call the public hearing for the December meeting. Ferguson seconded. Vote: The motion passed upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. C. Resolution to authorize submittal of Community Development Block Grant – Coronavirus Application Motion: Ferguson moved to authorize the grant submittal. Hughes seconded. Vote: The motion passed upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. D. Resolution approving a minor amendment to the Water and Sewer Boundary and Planning Agreement affecting approximately 30 acres south of Chapel Hill Hauth reviewed that the request was regarding two lots in a subdivision that were not included in the service boundary. Orange Water and Sewer Authority has determined that connection to the two undeveloped lots is possible. The Town of Chapel Hill has already voted to approve this amendment. A public hearing is not required because the change is minor. She added that staff from the towns of Carrboro, Chapel Hill and Hillsborough and Orange County have begun discussion about a possible agreement amendment to create an administrative method for making minor adjustments to the boundary, especially when better mapping is available. No one ever surveyed the boundaries. Motion: Ferguson move to approve the resolution. Hughes seconded. Vote: The motion passed upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. E. Noise Ordinance discussion follow up The board continued a discussion on amending the noise ordinance language regarding amplified sound. Police Chief Duane Hampton received additional feedback from the board to include in the draft amendment. Nov. 9, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 3 of 11 DRAFT Commissioners shared their thoughts on decibel levels, a specified time when amplified sound could not be heard beyond a property boundary, and special event permits that would allow an event venue to occasionally play amplified music that could be heard beyond the property line at later hours. F. Hot topics for work session Nov. 23, 2020 Hughes suggested looking into options available for firearm regulation for a possible discussion in January. He said Holly Springs and Apex had recently made changes related to that topic. The town attorney said he would find out what those towns did and give the board a report. Motion: English moved to wait until Nov. 19 to cancel the Nov. 23 work session if nothing had been placed on the agenda by then. Ferguson seconded. Vote: The motion passed upon a unanimous vote of 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Absent: None. 8. Updates A. Board members The mayor and commissioners gave brief updates on the boards and committees on which they serve. B. Town manager There was no verbal report. C. Staff (written reports in agenda packet) Hauth briefly listed upcoming planning items. 9. Adjournment Motion: Ferguson moved to adjourn at 10:23 p.m. Bell seconded. Vote: The motion passed 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 Nov. 9, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 4 of 11 DRAFT BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 11/09/2020 TO 11/09/2020 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-10-4200-5300-451 C.S./PRINTING 11/09/2020 3,570.00 2,136.00To cover Covid-19 & other utility bill inse 20292 5,763.00EBRADFORD 10-10-4200-5300-570 MISCELLANEOUS 11/09/2020 9,053.00 -2,136.00To cover Covid-19 & other utility bill inse 20291 7,860.00EBRADFORD 30-80-7240-5300-331 DEPT SUPP-METER READING 11/09/2020 182,823.00 -1,000.00To cover cost of door hangers from SouthD 20285 181,823.00JDELLAVALL 30-80-7240-5300-454 C.S./SOUTH DATA 11/09/2020 42,568.00 1,000.00To cover cost of door hangers from SouthD 20286 43,568.00JDELLAVALL 72-00-4900-3301-000 RESTRICTED REV-AFFORDABLE HOUSING 11/09/2020 91,787.00 -46,816.72Adj to actual 20307 44,970.28EBRADFORD 72-00-4900-3301-001 RESTRICTED REV- MPO 11/09/2020 99,500.00 76,000.00To adj per FY20 actual 20294 175,500.00EBRADFORD 11/09/2020 99,500.00 -99,500.00Reverse starting budget 20295 76,000.00EBRADFORD 11/09/2020 99,500.00 105,600.00To adj per FY21 allocation 20297 181,600.00EBRADFORD 72-00-4900-3301-031 RESTRICTED REV-COLLINS RIDGE 11/09/2020 295,440.00 -135,440.00Adj to actual 20301 160,000.00EBRADFORD 72-00-5100-3301-023 RESTRICTED REV-HILLSBOROUGH ROCKS 11/09/2020 2,584.51 -45.00Adj to actual 20299 2,539.51EBRADFORD 72-00-5100-3301-027 RESTRCITED REV-CHRISTMAS TOY DRIVE 11/09/2020 359.00 -100.00Adj to actual 20305 259.00EBRADFORD 72-00-5100-3301-052 RESTRICTED REV-ABC BOARD GRANT 11/09/2020 20,000.00 -13,670.00Adj to actual 20316 6,330.00EBRADFORD 11/09/2020 20,000.00 2,077.85Adj to actual 20317 8,407.85EBRADFORD 72-00-5110-3301-000 RESTRICTED REV- K-9 DONATION 11/09/2020 5,787.58 -2,936.73Adj to actual 20309 2,850.85EBRADFORD 72-00-5110-3301-001 RESTRICTED REV- AED DEVICE DONATION 11/09/2020 20,300.00 -20,300.00Adj to actual 20312 0.00EBRADFORD 72-00-5600-3301-001 RESTRICTED REV-SIDEWALK IN LIEU 11/09/2020 46,526.00 20,373.00Adj to actual 20303 66,899.00EBRADFORD 11/09/2020 46,526.00 6,432.00To record FY21 revenue 20313 73,331.00EBRADFORD 72-10-4900-5300-350 AFFORDABLE HOUSING EXPENDITURES 11/09/2020 91,787.00 -46,816.72Adj to actual 20308 44,970.28EBRADFORD 72-10-4900-5300-351 METROPOLITAN PLANNING ORGANIZATION 11/09/2020 99,500.00 76,000.00To adj per FY20 actual 20293 175,500.00EBRADFORD 11/09/2020 99,500.00 -99,500.00Reverse starting budget 20296 76,000.00EBRADFORD 11/09/2020 99,500.00 105,600.00To adj per FY21 allocation 20298 181,600.00EBRADFORD 72-10-5600-5300-350 SIDWALK IN LIEU EXPENDITURES 11/09/2020 46,526.00 20,373.00Adj to actual 20304 66,899.00EBRADFORD 11/09/2020 46,526.00 6,432.00To record FY21 revenue 20314 73,331.00EBRADFORD 72-20-5100-5300-023 HILLSBOROUGH ROCKS EXPENDITURES 11/09/2020 2,584.51 -45.00Adj to actual 20300 2,539.51EBRADFORD 72-20-5100-5300-052 ABC BOARD EXPENDITURES 11/09/2020 6,330.00 2,077.85Adj to actual 20318 8,407.85EBRADFORD EBRADFORD 1:13:04PM11/03/2020 fl142r03 Page 1 of 2 Administration Administration Billing & Collections Billing & Collections Restricted Revenue Restricted Revenue Restricted Revenue Restricted Revenue Restricted Revenue Restricted Revenue Restricted Revenue Restricted Revenue Restricted Revenue Restricted Revenue Restricted Revenue Restricted Revenue Restricted Revenue Restricted Revenue Nov. 9, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 5 of 11 DRAFT BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 11/09/2020 TO 11/09/2020 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 72-20-5100-5300-350 CHRISTMAS TOY DRIVE EXPENDITURES 11/09/2020 359.00 -100.00Adj to actual 20306 259.00EBRADFORD 72-20-5100-5700-740 CAPITAL VEHICLES-ABC GRANT 11/09/2020 13,670.00 -13,670.00Adj to actual 20315 0.00EBRADFORD 72-20-5110-5300-331 K-9 DONATION SUPPLIES 11/09/2020 5,787.58 -2,936.73Adj to actual 20310 2,850.85EBRADFORD 72-20-5110-5301-331 SUPPLIES -SAFETY AED DEVICES 11/09/2020 20,300.00 -20,300.00Adj to actual 20311 0.00EBRADFORD 72-71-5100-5982-004 TRANSFER TO PUBLIC SAFETY FACILITY 11/09/2020 135,440.00 -135,440.00Adj to actual 20302 0.00EBRADFORD 75-75-3870-3870-156 TRANS FR W/S US BUS 70 WTR PHASE I 11/09/2020 299,741.50 3,864.00To record Water SDFs 20287 471,045.50EBRADFORD 75-75-6900-5970-928 TRAN TO UTL CAP IMP-US 70 PHASE I 11/09/2020 299,741.50 3,864.00To record Water SDFs 20288 471,045.50EBRADFORD 76-76-3870-3870-155 TRAN FR W/S - COLLECT SYS REHAB 11/09/2020 1,008,106.50 3,243.00To record Sewer SDFs 20289 1,145,393.50EBRADFORD 76-76-6900-5970-927 TRAN TO UTIL CAP IMP FD - COLL SYS 11/09/2020 1,008,106.50 3,243.00To record Sewer SDFs 20290 1,145,393.50EBRADFORD -202,437.20 EBRADFORD 1:13:04PM11/03/2020 fl142r03 Page 2 of 2 Restricted Revenue Restricted Revenue Restricted Revenue Restricted Revenue Restricted Revenue Water SDF Water SDF Sewer SDF Sewer SDF APPROVED: 5/0 DATE: 11/9/20 VERIFIED: ___________________________________ Nov. 9, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 6 of 11 DRAFT BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 11/09/2020 TO 11/09/2020 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 73-00-3900-3900-000 FUND BALANCE APPROPRIATED 11/09/2020 67,572.00 20,000.00To cover King St sidewalk project 20321 87,572.00EBRADFORD 73-51-6250-5300-731 SPECIAL PROJ/PARTNERSHIPS 11/09/2020 53,500.00 20,000.00To cover King St sidewalk project 20322 73,500.00EBRADFORD 40,000.00 EBRADFORD 1:51:01PM11/03/2020 fl142r03 Page 1 of 1 TDA TDA APPROVED: 5/0 DATE: 11/9/20 VERIFIED: ___________________________________ Nov. 9, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 7 of 11 DRAFT Resolution #20201109-7.B TOWN OF HILLSBOROUGH BOARD OF COMMISSIONERS RESOLUTION OF INTENT TO PERMANENTLY CLOSE Unopened 60’ right of way known as Hall Avenue running west from Lakeshore Drive and an unopened 60’ right of way known as Lakeshore Drive extension running south from Hall Avenue to the southern property boundary of the applicant parcel PURSUANT TO NORTH CAROLINA GENERAL STATUTE § 160A-299 IT IS HEREBY RESOLVED by the Town of Hillsborough Board of Commissioners on this 9th day of November 2020 that the Town of Hillsborough intends to officially close two unopened rights of way, shown on the plat recorded at Plat book 6 Page 94, such rights of way being shown as deed gaps in the Orange County Land Record system for parcel 9864476556 ; and it further RESOLVED that the Town of Hillsborough Board of Commissioners shall conduct a public hearing to consider the closure of the aforesaid rights of way as described above on the 14th day of December, 2020 at 7 o’clock p.m. The hearing will be held remotely due to the current pandemic state of emergency. During the public hearing any person may be heard on the question of whether or not the closing would be detrimental to the public interest or to the property rights of any individual; and it is further RESOLVED that a copy of this resolution shall be published once a week for four successive weeks prior to the public hearing and a copy of this Resolution shall be sent by certified mail to all owners of property adjoining the right of way which is proposed to be closed, as shown on County Tax Records, that a Notice of Public Hearing shall be prominently posted in at least two places along the right of way and that a map showing the portion of the right of way that is proposed to be closed is available for review at the office of the Town Clerk. ADOPTED this 9th day of November 2020. Ayes: 5 Noes: 0 Absent or Excused: 0 Sarah E. Kimrey, Interim Town Clerk Nov. 9, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 8 of 11 DRAFT Resolution #20201109-7.C Nov. 9, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 9 of 11 DRAFT Resolution #20201109-7.C Nov. 9, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 10 of 11 DRAFT Resolution #20201109-7.D RESOLUTION AMENDING Water and Sewer Management, Planning and Boundary Agreement Designate 31.88 acres in the southeast chapel hill area as “OWASA Primary Service Area” WHEREAS, in 2001, Carrboro, Chapel Hill, Hillsborough, Orange County, and OWASA adopted a Water and Sewer Management, Planning and Boundary Agreement (“Agreement”); and WHEREAS, the Agreement was last amended on October 6, 2020, and WHEREAS, Chapel Hill residents Frank Baumgartner and Rachel Sumney submitted a petition to the Town of Chapel Hill on February 26, 2020, requesting that the Town allow OWASA to provide water and sewer services to 1204 and 1205 Bayberry Drive in Chapel Hill; and WHEREAS, the two lots in question are immediately adjacent to other residential lots that receive OWASA services, and are located on the eastern side of the Hunt’s Reserve neighborhood which is predominately located in the “OWASA Primary Service Area” as defined in the Agreement; and WHEREAS, OWASA staff have advised that from an engineering perspective, it is feasible to provide water and sewer service to all lots in the Hunt’s Reserve neighborhood; and WHEREAS, the Town of Chapel Hill staff has determined that it is reasonable to include all lots and portions of lots accessed via Bayberry Drive within the boundary of the OWASA Primary Service Area, in order to provide consistent water and sewer policy for all lots in the Hunt’s Reserve neighborhood; and WHEREAS, eleven lots or portions of lots accessed via the eastern end of Bayberry Drive, constituting a total area of approximately 31.88 acres, are currently designated as “OWASA Long-Term Interest Area” in the Agreement; and WHEREAS, amendments to the Agreement require the approval of all signatories to the Agreement. NOW THEREFORE, BE IT RESOLVED that the Hillsborough Town Board of Commissioners approves amendments to Appendix A of the Agreement to designate approximately 31.88 acres in the southeast Chapel Hill area as an addition to the “OWASA Primary Service Area”, as shown on the map attached hereto. Upon motion of Commissioner Kathleen Ferguson, seconded by Commissioner Matt Hughes, the foregoing amendments were adopted this the 9th day of November, 2020. Ayes: 5 Noes: 0 Absent or Excused: 0 __________________________________________ Sarah E. Kimrey, Interim Town Clerk Nov. 9, 2020 Board of Commissioners Regular Meeting Approved: ____________________ Page 11 of 11 DRAFT Minutes Board of Commissioners Work Session – Canceled 7 p.m. Nov. 23, 2020 Town of Hillsborough YouTube channel Present: None Staff: None Absent (excused): Mayor Jenn Weaver and Commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt Hughes and Evelyn Lloyd The Board of Commissioners work session originally scheduled at 7 p.m. Nov. 23, 2020 was canceled Nov. 18, 2020 due to a lack of agenda items. Respectfully submitted, Sarah E. Kimrey Interim Town Clerk Nov. 23, 2020 Board of Commissioners Work Session Approved: ____________________ Page 1 of 1 DRAFT Board of Commissioners Agenda Abstract Form Meeting Date: Dec. 14, 2020 Department: Administration - Budget Public Hearing: Yes No Date of Public Hearing: __________________________ For Clerk’s Use Only AGENDA ITEM # 7.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: 12/14/2020 TO 12/14/2020 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-00-9990-5300-000 CONTINGENCY 12/14/2020 250,000.00 -30,000.00To cover budget software 20353 153,454.00EBRADFORD 10-10-4200-5300-320 SUPPLIES - OFFICE 12/14/2020 2,200.00 -400.00To cover garbage truck financing ad 20323 1,800.00EBRADFORD 10-10-4200-5700-743 CAPITAL - SOFTWARE 12/14/2020 29,600.00 30,000.00To cover budget software 20352 59,600.00EBRADFORD 10-10-4400-5300-120 ADVERTISING 12/14/2020 0.00 400.00To cover garbage truck financing ad 20324 400.00EBRADFORD 10-10-6300-5300-154 MAINTENANCE - GROUNDS 12/14/2020 209,184.00 -3,000.00To cover tree removal 20335 206,184.00EBRADFORD 10-10-6300-5300-156 MAINTENANCE - TREES 12/14/2020 16,200.00 3,000.00To cover tree removal 20336 19,200.00EBRADFORD 10-20-5110-5400-910 DEBT SERVICE 12/14/2020 99,969.00 1.00To cover debt service 20349 99,970.00EBRADFORD 10-20-5120-5300-570 MISCELLANEOUS 12/14/2020 1,000.00 -2.00To cover debt service 20351 998.00EBRADFORD 10-20-5120-5400-910 DEBT SERVICE 12/14/2020 9,048.00 1.00To cover debt service 20350 9,049.00EBRADFORD 10-30-5800-5300-112 POSTAGE 12/14/2020 0.00 700.00To cover waste collection calendar postag 20328 700.00EBRADFORD 10-30-5800-5300-457 C.S./COMM.DUMP.COLL. 12/14/2020 800.00 -700.00To cover waste collection calendar postag 20325 100.00EBRADFORD 30-80-8130-5300-151 MAINTENANCE 12/14/2020 6,000.00 2,850.00WFER valve closure 20332 8,850.00JDELLAVALL 30-80-8200-5300-330 SUPPLIES - DEPARTMENTAL 12/14/2020 60,000.00 -20.00To cover collection renewal 20333 59,980.00EBRADFORD 30-80-8200-5300-530 DUES & SUBSCRIPTIONS 12/14/2020 2,000.00 20.00To cover collection renewal 20334 2,020.00EBRADFORD 30-80-9990-5300-000 CONTINGENCY 12/14/2020 300,000.00 -2,850.00WFER valve closure 20331 239,938.00JDELLAVALL 75-75-3870-3870-156 TRANS FR W/S US BUS 70 WTR PHASE I 12/14/2020 299,741.50 15,456.00To record water SDFs 20338 486,501.50EBRADFORD 12/14/2020 299,741.50 3,864.00To record water SDFs 20342 490,365.50EBRADFORD 12/14/2020 299,741.50 3,864.00To record water SDFs 20346 494,229.50EBRADFORD 75-75-6900-5970-928 TRAN TO UTL CAP IMP-US 70 PHASE I 12/14/2020 299,741.50 15,456.00To record water SDFs 20337 486,501.50EBRADFORD 12/14/2020 299,741.50 3,864.00To record water SDFs 20341 490,365.50EBRADFORD 12/14/2020 299,741.50 3,864.00To record water SDFs 20345 494,229.50EBRADFORD 76-76-3870-3870-155 TRAN FR W/S - COLLECT SYS REHAB 12/14/2020 1,008,106.50 9,729.00To record sewer SDFs 20340 1,155,122.50EBRADFORD 12/14/2020 1,008,106.50 3,243.00To record sewer SDFs 20344 1,158,365.50EBRADFORD 12/14/2020 1,008,106.50 3,243.00To record sewer SDFs 20347 1,161,608.50EBRADFORD 76-76-6900-5970-927 TRAN TO UTIL CAP IMP FD - COLL SYS EBRADFORD 10:03:01AM12/08/2020 fl142r03 Page 1 of 2 GF - Continency Admin. Admin. Accounting Public Space Public Space Police- Patrol Police- I&CS Police- I&CS Solid Waste Solid Waste WFER WW Collection WW Colletion WSF- Contingency Water SDF Water SDF Sewer SDF Sewer SDF BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 12/14/2020 TO 12/14/2020 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 12/14/2020 1,008,106.50 9,729.00To record sewer SDFs 20339 1,155,122.50EBRADFORD 12/14/2020 1,008,106.50 3,243.00To record sewer SDFs 20343 1,158,365.50EBRADFORD 12/14/2020 1,008,106.50 3,243.00To record sewer SDFs 20348 1,161,608.50EBRADFORD 78,798.00 EBRADFORD 10:03:01AM12/08/2020 fl142r03 Page 2 of 2 BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 12/15/2020 TO 12/15/2020 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-00-9990-5300-000 CONTINGENCY 12/15/2020 250,000.00 -19,290.00To cover arc flash study 20357 134,164.00EBRADFORD 10-10-6600-5300-570 MISCELLANEOUS 12/15/2020 750.00 19,290.00To cover arc flash study 20358 20,040.00EBRADFORD 0.00 EBRADFORD 4:43:51PM12/09/2020 fl142r03 Page 1 of 1 GF- Contingnecy Safety & Risk Mgmt Board of Commissioners Agenda Abstract Form Meeting Date: _Dec. 14, 2020_______________ Department: __Finance_____________________ 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: Finance Director Daphna Schwartz ITEM TO BE CONSIDERED Subject: CARES Act Funding Redirection Attachment(s): None Brief Summary: Earlier this year the town board distributed $53,723.68 of CARES Act funds to Orange Congregations in Mission (OCIM) to provide utility bill assistance to water and sewer customers. OCIM will not be able to spend all of the funds and has returned $10,309.50 to the town. All recipients of the town's CARES Act funding may have funds left over that cannot be spent before Dec. 30, 2020. CARES Act funds must be spent by Dec. 30, 2020. Staff recommends redirecting the funds returned by OCIM and any other CARES Act funds returned to the Orange County Housing Department to assist town residents with housing costs. If the housing department cannot spend the funds, staff recommends redirecting the funds returned to Orange County to be used to offset the costs of the consultant hired to assist the community in recovering from COVID impacts. Action Requested: Approve the redirection of funds. ISSUE OVERVIEW Background Information & Issue Summary: Financial Impacts: Staff Recommendations/Comments: Board of Commissioners Agenda Abstract Form Meeting Date: _Dec. 14, 2020_______________ Department: __Finance_____________________ Public Hearing: Yes No Date of Public Hearing: __________________________ For Clerk’s Use Only AGENDA ITEM # 7.D Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Finance Director Daphna Schwartz ITEM TO BE CONSIDERED Subject: Resolution to approve installment financing of a Peterbilt Garbage Truck Attachment(s): 1. Proposed resolution 2. Bid Tab Brief Summary: The purchase of a garbage truck was approved by the board in the FY21 budget. The town’s administration intends to finance the costs of the truck by the use of an installment contract authorized under North Carolina General Statute 160A, Article 3, Section 20. Staff recommends accepting the financing terms provided by U.S. Bancorp Government Leasing and Finance, Inc. A summary of all bids received are listed on the attached Bid Tab. Action Requested: Approve the resolution. ISSUE OVERVIEW Background Information & Issue Summary: None Financial Impacts: $300,000 in new debt, to be paid over a 5-year term. Staff Recommendations/Comments: Approve as proposed. Resolution Approving Financing Terms WHEREAS: The Town of Hillsborough, North Carolina (the “Town”) has determined to purchase a 2020 Peterbilt Garbage Truck (the “Truck”), and the Finance Director has now presented a proposal for the financing of such Truck. BE IT THEREFORE RESOLVED, as follows: 1. The Town hereby determines to finance the Truck through U.S. Bancorp Government Leasing and Finance, Inc. (USBGLF), in accordance with the proposal dated November 9, 2020. The amount financed shall not exceed $300,000, the tax-exempt interest rate shall not exceed 1.44%, and the financing term shall not exceed five (5) years from closing. 2. All financing contracts and all related documents for the closing of the financing (the “Financing Documents”) shall be consistent with the foregoing terms. All officers and employees of the Town are hereby authorized and directed to execute and deliver any Financing Documents, and to take all such further action as they may consider necessary or desirable, to carry out the financing of the Truck as contemplated by the proposal and this resolution. 3. The Finance Director is hereby authorized and directed to hold executed copies of the Financing Documents until the conditions for the delivery of the Financing Documents have been completed to such officer's satisfaction. The Finance Director is authorized to approve changes to any Financing Documents previously signed by Town officers or employees, provided that such changes shall not substantially alter the intent of such documents or certificates from the intent expressed in the forms executed by such officers. The Financing Documents shall be in such final forms as the Finance Director shall approve, with the Finance Director’s release of any Financing Document for delivery constituting conclusive evidence of such officer's final approval of the Document’s final form. 4. The Town shall not take or omit to take any action the taking or omission of which shall cause its interest payments on the tax-exempt portion of this financing to be includable in the gross income for federal income tax purposes of the registered owners of the interest payment obligations. For bank qualified transactions, the Town hereby designates its obligations to make principal and interest payments under the Financing Documents as “qualified tax-exempt obligations” for the purpose of Internal Revenue Code e 5. The Financing shall not be executed until 24 hours after the approval of this resolution AND that if any written public comments are received during that time, the Hillsborough Town Board of Commissioners shall reconvene to consider the comments and adopt a new resolution authorizing the Financing, consistent with NCGS 166A-19.24(e). 6. All prior actions of Town officers in furtherance of the purposes of this resolution are hereby ratified, approved and confirmed. All other resolutions (or parts thereof) in conflict with this resolution are hereby repealed, to the extent of the conflict. This resolution shall take effect immediately. Approved this ___ day of December, 2020. By: _________________________________ By: ____________________________________ (Clerk) (Mayor) SEAL Bid Tab Garbage Truck Installment Financing Vendor Term Length Interest Rate Type of Rate* Payment Terms U.S. Bancorp 5 years 1.44% BQ & NBQ annual or semi‐annual Bank Funding, LLC 5 years 1.47% BQ annual or semi‐annual Truist 5 years 1.65% BQ annual Truist 5 years 1.69% NBQ annual Roxboro Savings Bank 5 years 1.92% BQ semi‐annual Roxboro Savings Bank 5 years 1.99% BQ annual Roxboro Savings Bank 5 years 2.53% NBQ semi‐annual Roxboro Savings Bank 5 years 2.65% NBQ annual * The Bank Qualified (BQ) interest rate assumes that the Town expects to borrow no more than $10,000,000 in the current calendar year and that the financing will qualify as qualified tax‐exempt financing under the Internal Revenue Code. Non‐Bank Qualified is not tax‐exempt. Board of Commissioners Agenda Abstract Form Meeting Date: Dec. 14, 2020 Department: Public Space Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 7.E Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Stephanie Trueblood, Public Space Manager ITEM TO BE CONSIDERED Subject: Memorandum of Agreement Renewal with Orange County for Fairview Park Attachment(s): 1. Memorandum of Agreement for Fairview Park Brief Summary: Fairview Park is owned and maintained by Orange County. A Memorandum of Agreement (MOA) lays out shared responsibilities. The 5-year agreement is up for renewal. Responsibilities and conditions remain the same. Action Requested: Renew the Memorandum of Agreement with Orange County for Fairview Park. ISSUE OVERVIEW Background Information & Issue Summary: Fairview Park, part of the Orange County Parks system, was built and opened in 2010. The park is in the Fairview community in the Town of Hillsborough. Fairview Park is built in part on land previously owned by the town, that was part of a land swap and consolidation of land holdings that occurred prior to park construction. In recognition of the park’s location adjacent to the town limits and other town facilities, and the fact that many of the park patrons are town residents, the county and town entered into a Memorandum of Agreement in 2010 regarding park operations and activities. The MOA provides that the county operates and maintains the park, and the town provides the cost of water and sewer service, trash collection and gate opening and closing for the park. The Orange County Sheriff’s Office and the Hillsborough Police Department collaborate on public safety matters. The 5-year MOA was renewed under identical conditions in 2015 by the county and town, and there are no changed conditions identified that warrant a change to the provisions of the agreement. An updated draft MOA to renew the agreement for another 5-year term is attached. Financial Impacts: Under the agreement, the town provides services and actions that have associated costs, such as the provision of water and sewer service to the park. Staff Recommendations/Comments: MEMORANDUM OF INTERLOCAL AGREEMENT ORANGE COUNTY, NC TOWN OF HILLSBOROUGH, NC REGARDING FAIRVIEW PARK OPERATIONS AND RESPONSIBILITIES THIS AGREEMENT, made and entered into between the Town of Hillsborough, North Carolina, a North Carolina municipal corporation, 101 East Orange Street, Hillsborough, NC 27278 (hereinafter referred to as the “Town”); and Orange County, a body politic and corporate, a political subdivision of the State of North Carolina, 301 West Tryon Street, Hillsborough, NC 27278 (hereinafter referred to as the “County”), for the joint and/or assigned operations and responsibilities of Fairview Park, located in Hillsborough, NC. WITNESSETH WHEREAS, the parties to this agreement are public bodies, politic and corporate, under the laws of the State of North Carolina and are vested with the power and authority to own and improve real estate for recreational and other public purposes; and WHEREAS, the Fairview neighborhood of the Town of Hillsborough adjoins a designated park site that was identified as part of the Community Revitalization effort funded through Community Development Block Grants in the 1980s, and identified in both the County and Town Comprehensive Plans; and WHEREAS, the 2001 Orange County Parks and Open Space Bond included funding for planning and construction of Fairview Park; and WHEREAS, the Town and County both own property within the said Fairview Park site (hereinafter “Fairview Park”), and the Town’s corporate limits abut the site on three sides; and WHEREAS, the County and Town recognized the mutual benefit and interest of the parties hereto, and to the public generally, in the construction of park facilities on Town and County owned property for Fairview Park, with the Town agreeing to donate its land toward this purpose; and WHEREAS, the Town and County entered into a Memorandum of Agreement in 2004 regarding use of both Town and County lands together for Fairview Park, and a process for creating a master plan for the park, as shown as Attachment 1 to this Agreement; and WHEREAS, it is recognized by both parties that there are limitations imposed by safety considerations caused by the site's previous use for waste-disposal purposes, as addressed in part by a geo-technical report (“Report of Geotechnical Evaluation, Closed Hillsborough Landfill Site, July 19, 2000”) that have affected the potential locations within the site for a park; and WHEREAS, a Fairview Park Master Plan was created by a committee of County and Town representatives in 2006 and was subsequently adopted by both the Town and County Boards of Commissioners; and WHEREAS, the County and Town jointly applied for and received grant funding for park construction from the N.C. Parks and Recreation Trust Fund in 2009; and WHEREAS, Fairview Park was constructed in 2010, with a signed interlocal agreement dated November 16, 2010 to address needed property exchanges for public safety and liability concerns, Town contributions to park operations and potential annexation into the Town of Hillsborough, among other matters; and WHEREAS the parties wish to continue certain arrangements regarding the operation and responsibilities of the park: NOW, THEREFORE, in consideration of the foregoing and on mutual promises and obligations set forth herein, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows: 1. TOWN CONTRIBUTIONS TO OPERATING EXPENSES a. The Town will provide for water and sewer service at no cost to the park restrooms, picnic shelter and water fountains. b. The Town will be responsible for the opening and closing of any gate to the park, if such is deemed necessary, on a mutually- agreeable schedule and at the Town’s discretion. 2. PUBLIC SAFETY COVERAGE FOR THE PARK a. The Orange County Sheriff’s Office will be the initial primary provider, with the Town Police Department supporting and assisting in this capacity. The Town and County public safety providers will continue to review response to calls in the park and make adjustments to responsibilities as needed and prudent. 3. AMENDMENTS This Agreement may be amended by mutual written consent of the Town and County. The Agreement will be reviewed at least once every five years for needed changes and updates. Any future improvements to the Park after the date of this agreement will be considered by both the Town and County. 4. TERM This Agreement shall terminate upon mutual agreement of the Town and County Boards of Commissioners; or on December 31, 2025. The parties commit to review and consider renewal of the Agreement on or before December 31, 2025. This agreement is renewable with mutual agreement of the two governing bodies. 5. GOVERNMENTAL APPROVALS This Agreement is subject to the review and approval of the Town and County Boards of Commissioners. 6. ENTIRE AGREEMENT This Agreement constitutes the entire Agreement of the parties hereto. This, the __th day of December, 2020: __________________________ Mayor, Town of Hillsborough WITNESS: ________________________ Town Clerk This, the 7th day of December, 2020. ___________________________ Chair, Orange County Board of Commissioners WITNESS: _______________________ Clerk to the Board Board of Commissioners Agenda Abstract Form Meeting Date: Dec. 14, 2020 Department: Public Space Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 7.F Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Stephanie Trueblood, Public Space Manager ITEM TO BE CONSIDERED Subject: Orange County Historical Museum Lease Attachment(s): 1. Draft Lease Agreement Brief Summary: The Orange County Historical Museum leases the building at 201 N. Churton St. from the town. The term of the former lease ran from July 1, 2000 to June 30, 2010. There is no current lease agreement in place. In the past, the town has been responsible for ongoing maintenance and repairs at the site. A new lease is proposed which gives basic repair and maintenance responsibilities to the Orange County Museum but grants the museum an annual maintenance budget of $10,000. This amount matches the current annual budget for maintenance of the building. Under the new lease, museum staff will direct and oversee basic repairs and ongoing maintenance. Repairs will be documented. If a major maintenance expense becomes necessary, the town may agree to pay for, or cost-share the repair. Action Requested: Approve draft lease agreement with Orange County Historical Museum. ISSUE OVERVIEW Background Information & Issue Summary: The Orange County Historical Museum occupies the town-owned building at 201 N. Churton St. The former lease, which set terms and conditions for the relationship, is out of date. The former lease put repair and maintenance responsibilities for the building on the town. Over the years this arrangement has resulted in many staff hours spent overseeing basic repairs and maintenance at the site. Museum staff is better equipped and more readily available to oversee regular repairs and building maintenance. A new lease has been developed which grants basic repair and maintenance responsibilities to the museum rather than the town. The new lease grants an annual $10,000 maintenance and repair budget to the Orange County Historical Museum, which will be paid within 30 days of the execution of the lease and within 30 days of the anniversary date of the lease each year. This amount reflects the town’s current annual budget for repairs and maintenance at the site. Under the new lease, the museum may ask that any major expense estimated to exceed $5,000 is repaired or cost- shared by the town. There are expected upcoming expenses which would fall outside of basic repair and maintenance including painting the exterior wood elements of the building. This expenditure will exceed $5000 and may require additional funds in the town’s upcoming budget. The new lease is in draft form but has been initially reviewed by the town attorney and Orange County Historical Museum Board of Directors. Minor edits and clarifications may be made before execution of the lease. Financial Impacts: Uncertain. A total of $10,000 was included in the FY21 budget for this purpose. Approximately $3,000 of these funds have been spent or encumbered during the fiscal year. Staff suggests that the full $10,000 discussed in the lease be provided to the museum board in a single payment upon the execution of this lease. That will require a budget amendment. Staff Recommendations/Comments: The new lease arrangement will result in more efficient oversight of repairs and maintenance at the building as museum staff is on site daily and is more aware of issues as they arise. Museum staff will be able to select contractors and schedule repairs as suits their needs and availability. The new arrangement will free up valuable town staff time to address other priority tasks. NORTH CAROLINA ORANGE COUNTY LEASE AGREEMENT THIS LEASE AGREEMENT, made and entered into as of the ___ day of ____, 2020, by and between the Town of Hillsborough, a municipal corporation (hereinafter called “Lessor”), and Historical Foundation of Hillsborough and Orange County, Inc., a North Carolina nonprofit corporation (hereinafter called “Lessee”). W I T N E S S E T H: In consideration of the rents hereinafter agreed to be paid and in consideration of the mutual covenants and agreements hereinafter recited, Lessor does hereby lease and demise unto Lessee and Lessee does hereby lease and take as tenant of Lessor the property more particularly described in paragraph XI hereof (the “Premises”). Lessor and Lessee agree that the Premises shall be known as “The Orange County Historical Museum”. The terms and conditions of this Lease are as follows: I. TERM: This Lease shall commence as of the __ day of ____, 2020 (the “Anniversary Date”), and unless terminated as herein provided shall exist and continue for a period of three (3) years until and including the __ day of ____, 2023. The lease may be extended for up to two (2) successive one (1) year terms upon written request by the Lessee received and approved by Lessor at least 90 days prior to expiration of the then-current lease term. This Lease supersedes any prior Lease or agreement between the parties with respect to the Premises. 2 II. RENT: The rental for said Premises shall be paid in annual installments as follows: The sum of ONE DOLLAR ($1.00) upon execution of this Lease Agreement by Lessee, and a like sum on the Anniversary Dateof each and every successive lease year thereafter for the duration of this Lease. III. MAINTENANCE AND REPAIR: Lessee accepts the Premises in its present condition. Lessee shall be responsible for maintenance of the Premises. Lessor shall pay to Lessee within 30 days of execution of this lease, and again within 30 days of the Anniversary Date during the lease term, a non-refundable maintenance allowance in the amount of $10,000.00 to be used by Lessee for maintenance of the Premises. Lessee shall provide Lessor with a written accounting of Lessee’s maintenance expenditures during the previous lease year within thirty (30) days of the Anniversary Date. Lessor shall have no other obligation for maintenance and repairs of the Premises, provided, however, that in the event of a failure of a major system at the Premises, such as HVAC or the roof or a major expense such as painting of the exterior, the repair of which is estimated to exceed $5,000.00, then Lessor may, at Lessor’s sole option and in its sole discretion, either (a)repair the system at Lessor’s cost, or (b) terminate the Lease upon 30 days’ written notice to Lessee, or (c) Lessor and Lessee may make some other agreement in writing as to whether/how the cost to repair the system shall be shared. Lessee may, with Lessor’s prior notice and approval (which shall not be unreasonably withheld or delayed) make improvements such as but not limited to painting and/or adding or replacing fixtures, on the Premises. General grounds maintenance will be the responsibility of the Lessor however, Lessee shall be responsible for maintaining any flower planters and/or pruning of 3 trees to protect the structure on the Premises. Provided, Lessee’s duty to maintain the Premises shall not include any obligation to make capital improvements at the Premises. At such time as Lessee surrenders the Premises to Lessor, the Premises will be in as good condition as it is in now, ordinary wear and tear excepted. IV. UTILITIES: Lessee shall be responsible for all utility service to the Premises, shall make prompt payment of all utility bills related to the Premises, and shall save Lessor harmless from any and all liability arising therefrom. V. ASSIGNMENT OR SUBLETTING: During the term of this Lease, Lessee may not assign nor sublease its interest hereunder or any portion thereof without the prior written consent of Lessor., VI. USE: The Premises are to be used and occupied by Lessee as and for a Historical Museum and other charitable purposes. VII. INSURANCE: Throughout the term of this Lease, Lessor shall carry fire and extended coverage insurance, and other insurance if Lessor so desires, insuring its interest in the building and in the Premises, such insurance to be written by insurance companies in an amount satisfactory to Lessor. Throughout the term of this Lease, Lessee shall carry fire and extended coverage insurance insuring its interest, if any, in improvements to or in the Premises and its interest in its office furniture, equipment, supplies and other property kept, used or maintained by Lessee at the Premises in the normal operation of its business. VIII. LESSOR’S RIGHTS AND REMEDIES: If Lessee shall fail or neglect to make any payment of rent when due, or shall violate any provision of this Lease, including 4 without limitation, the failure to use the Premises as and for a Historical Museum or other charitable purpose, Lessor may terminate this Lease and require Lessee to vacate the Premises, or Lessor may enter the Premises and expel Lessee therefrom, or Lessor may in lieu of the above or in conjunction therewith pursue any other lawful right or remedy incident to the relationship created by this Lease, and Lessee shall not be entitled to any refund or any portion or rentals previously paid or amounts expended on the Premises. Lessee further agrees to pay in full any and all reasonable attorneys’ fees incurred by Lessor in the enforcement of Lessor’s rights under this Lease. Lessor shall have all of the remedies set forth herein or otherwise available at law if for any reason the Lessee ceases to exist as an entity. IX. BINDING EFFECT: This Lease shall insure to the benefit of and be binding upon the parties hereto, their heirs, executors, administrators and assigns (except as provided in Paragraph V). X. MISCELLANEOUS: Whenever used herein, the singular number shall include the plural, the singular, and the use of any gender shall be applicable to all genders as the context may indicate. XI. DESCRIPTION: The Premises hereby demised and leased is described as follows: The Orange County Historical Museum, formerly known as the Confederate Memorial Building, situated at the Northwest corner of the intersection of North Churton Street and West Tryon Street in the Town of Hillsborough, North Carolina; Orange County PIN 9874- 06-4766. 5 IN TESTIMONY WHEREOF, the HISTORICAL FOUNDATION OF HILLSBOROUGH and ORANGE COUNTY, INC., INC. has caused this Lease to be executed in its corporate name by its Chair, attested to by its Board of Directors duly given; and the TOWN OF HILLSBOROUGH, a municipal corporation, has caused this Lease to be executed in its name by the Mayor, Jennifer Weaver, attested to by its Town Clerk, Sarah Kimrey, and its seal hereunto affixed, all by the authority of the Town Board duly given at its meeting on ________________, 2020. 6 HISTORICAL FOUNDATION OF TOWN OF HILLSBOROUGH, INC. HILLSBOROUGH and ORANGE COUNTY, INC., By:_________________________________ By:_________________________________ Chair Mayor ATTEST: ATTEST: ___________________________________ ___________________________________ Secretary Town Clerk ****************************************************************************************** ____________ County, North Carolina I, ______________________________, the undersigned Notary Public, certify that on the _____ day of __________________, 2020, before me personally came _____________ to me personally known, who being by me duly sworn, did depose and say that he/she is Secretary of HISTORICAL FOUNDATION OF HILLSBOROUGH and ORANGE COUNTY, INC., the corporation described in the foregoing Lease; that by authority duly given and as the act of said corporation, the foregoing Lease was signed in its name by its President, sealed with its corporate seal and attested by said Secretary. Witness my hand official seal/stamp, this the _____ day of ________________, 2020. ________________________________ Notary Public (S E AL ) My commission expires: ____________________ Board of Commissioners Agenda Abstract Form Meeting Date: Dec. 14, 2020 Department: Public Works Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 7.G Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Public Works Director Ken Hines ITEM TO BE CONSIDERED Subject: Town code amendment to Article VI, Sec. 6-29 regarding parking pads Attachment(s): 1. Ordinance amending Article VI, Sec. 6-29 Brief Summary: At the Nov. 9, 2020 regular meeting, the Board of Commissioners gave their agreement to a draft parking pad ordinance presented by town staff and the town attorney. The attached amended parking pad ordinance will replace the existing Sec. 6-29 of the Hillsborough Town Code of Ordinances. Action Requested: Approve the amended parking pad ordinance. ISSUE OVERVIEW Background Information & Issue Summary: The revised ordinance will provide guidance to residents and town staff when requests for prohibited parking pads may be allowed provided certain criteria are met (see attached amended ordinance). Financial Impacts: There would be administrative costs for town departments since staff time would be required to follow the new ordinance procedures which may be partially recovered through application fees. Staff Recommendations/Comments: Approve the amended ordinance. AN ORDINANCE AMENDING Chapter 6, Parking Pads SEC. 6-29 The Board of Commissioners of the Town of Hillsborough ordains: Sec. 6-29. - Parking pads prohibited. (a) The term "parking pad" shall be defined as an area constructed by a private person or entity in the public right-of-way for the purpose of creating an area designed or intended for use as a parking space for motor vehicles. (b) Except as provided herein, no person or entity shall create or construct, or allow the creation or construction of, any parking pad within the public right-of-way. (c) All parking pads which existed as of March 9, 2015 (the "effective date") may remain, provided that the parking pads are of sufficient dimension to accommodate the entire length and width of the vehicle(s) (and all tires) parking on the parking pad. No portion of any vehicle parking on a parking pad situated in the public right-of-way may extend beyond the footprint of the parking pad, and no portion of any vehicle parked on a parking pad may extend or overhang into the improved roadway area. No parking pad existing as of the effective date may be expanded or altered in any way. Existing parking pads which do not meet these requirements must be removed, and failure to remove non-compliant parking pads constitutes a violation of this section. (d) Upon the determination that a parking pad does not comply with this section, the public works director or his designee will notify [the] owner of the property lying adjacent to the parking pad in writing of the violation, including a clear written description of the necessary corrective actions. This notice will be delivered by certified mail with a return receipt or personal delivery. A certificate of mailing or a written certificate of personal delivery shall be kept with the town's records concerning the violation. The property owner shall have 60 days from the date of the notice to correct the violation and if corrective action has not been completed within such time, the town may proceed with the abatement procedure in subsection (f) of this section. (e) In the case where delivery of notice by certified mail or by personal delivery as provided by subsection (d) above is unsuccessful, the public works director shall post a notice of violation on the parking pad and place a certificate of posting in the town's record concerning the violation. In such case, the property owner shall have 30 days to take corrective action. If corrective action has not been taken within such time, the town may proceed with abatement procedure described in subsection (f) of this section. (f) The town may take one or more of the following actions to abate non-compliant parking pads: a. Arrange for town staff to bring the property into compliance, the cost of which work (including the town's expenses for labor, equipment, and materials) shall be assessed against the property owner; or b. Arrange for a private contractor to bring the property into compliance for a negotiated fee, the amount of which shall be assessed against the property owner. (g) The public works director shall send written notice of the town's intention to take corrective action and cost of such action at least five business days (not including Saturdays, Sundays or legal holidays) before corrective action is taken. (h) The cost of such corrective action, unless paid by the property owner, shall be a lien on the adjoining property and the town may enforce and collect the amount due as provided by law. (i) The town may consider requests for new parking pads only in situations where there is no reasonable alternative for parking at an existing residence. The following circumstances must exist on the property of the person requesting a parking pad in order for a property to be eligible for parking pad consideration: a. The street on which the property fronts is public and not bounded by curb and gutter. Streets with roll curb may be considered acceptable. b. There is no existing garage or carport, either attached or detached, at the property for which a parking pad is requested. c. The existing driveway on the property for which a parking pad is requested is less than 25 feet long and cannot be widened or lengthened without impacting an existing permanent structure or a tree measuring 12” DBH or encroaching into a regulatory buffer or otherwise protected area. (j) Requests for new parking pads will be reviewed for consistency with the technical specifications included in the application form by the impacted departments. If the application meets all standards, an encroachment agreement will be placed on the consent agenda of the next town board meeting for formal approval. The applicant will be required to record the encroachment agreement, on the form provided by the town, in the Register of Deeds within 30 days of approval by the town board. (k) The board may establish a reasonable fee for the review of parking pad request. The foregoing ordinance having been submitted to a vote, receiving the following vote and was duly adopted the _______ day of ________2020. Ayes:______ Noes:______ Absent or Excused:_________ (Prior Code, Sec 6-29; Ord. of 3-9-2015) ______________________________ Sarah E. Kimrey, Interim Town Clerk Board of Commissioners Agenda Abstract Form Meeting Date: Dec. 14, 2020 Department: Planning Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 7.H Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Stormwater Coordinator Heather Fisher ITEM TO BE CONSIDERED Subject: Resolution exempting Eno River Floating Dock from Mini-Brooks Act requirements for qualification-based selection Attachment(s): 1. Draft Floating Dock Exemption Resolution Brief Summary: State law requires towns to secure design services through a qualification-based process, unless the town exempts a project from the provisions. The design work must be less than $50,000 to be exempted. Some minor design work is needed for the floating biodock at Kings Highway Park. Staff is asking this be exempted as the work is less than $5,000. Action Requested: Adopt Draft Floating Dock Exemption Resolution granting an exemption to the Eno River Floating Dock Project for design services from the qualifications-based selection requirements of G.S. 143-64.31. ISSUE OVERVIEW Background Information & Issue Summary: The Divisions of Public Space and Stormwater and Environmental Services are collaborating to install a floating dock at the existing paddle access on the Eno River at Kings Highway Park. In order to obtain required permits, the divisions have solicited a proposal for professional services, including a gangway design from Summit Design and Engineering. An exemption from the Mini-Brooks Act (G.S. 143-64.31) is being requested for the following reasons: 1) The floating dock gangway design requires a specialized contractor; 2) Summit, a local firm, provides this specialized service; 3) Given the relatively low contract cost estimate ($3400), this exemption would provide an efficient approach and avoid elaborate proposals. Financial Impacts: None Staff Recommendations/Comments: Staff recommends the adoption of this resolution. RESOLUTION EXEMPTING ENO RIVER FLOATING DOCK FROM G.S. 143-64.31 WHEREAS, N.C.G.S. 143-64.31 requires the initial solicitation and evaluation of firms to perform architectural, engineering, surveying, construction management-at-risk services, and design- build services (collectively “design services”) to be based on qualifications and without regard to fee; WHEREAS, the town proposes to enter into one contract for design services for work on the Eno River Floating Dock; and WHEREAS, G.S. 143-64.32 authorizes units of local government to exempt contracts for design services from the qualifications-based selection requirements of G.S. 143-64.31 if the estimated fee is less than $50,000; and WHEREAS, the estimated fee for design services for the above-described project is less than $50,000. NOW, THEREFORE, THE BOARD OF COMMISIONERS OF THE TOWN OF HILLSBOROUGH RESOLVES: Section 1. The above-described project is hereby made exempt from the provisions of G.S. 143-64.31. Section 2. This resolution shall be effective upon adoption. Adopted this 14th day of December, 2020, in Hillsborough, North Carolina. SEAL Jenn Weaver, Mayor Hillsborough ATTEST: Sarah E. Kimrey, Interim Town Clerk Board of Commissioners Agenda Abstract Form Meeting Date: Dec. 14, 2020 Department: Administration/HR Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 7.I Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Interim Human Resources Director Haley Bizzell ITEM TO BE CONSIDERED Subject: Resolution to adopt Title VI policy to prohibit discrimination in programs, services and activities receiving federal financial assistance Attachment(s): 1. Resolution to adopt Title VI policy Brief Summary: Congress enacted the Civil Rights Act of 1964, which included that section labeled Title VI which prohibits discrimination in any activity which is financed by federal funds or receives federal financial assistance. The Town of Hillsborough has no formal policy in place for defining and preventing discrimination in the activities and for the entities Title VI affects and the interpretation and application are not intuitive or readily understood. A policy and procedure for reporting violations will provide guidelines for the town departments, citizens, and companies doing business with the town and receiving federal financial assistance. Action Requested: Approve Resolution to adopt Title VI Nondiscrimination Policy. ISSUE OVERVIEW Background Information & Issue Summary: See above. Financial Impacts: None Staff Recommendations/Comments: 101 E. Orange St., Hillsborough, NC 27278 919-732-1270 | www.hillsboroughnc.gov | @HillsboroughGov RESOLUTION TO ADOPT A TITLE VI POLICY FOR THE TOWN OF HILLSBOROUGH TO PROHBIT DISCRIMINATION IN PROGRAMS AND SERVICES AND IN ACTIVITIES RECEIVING FEDERAL FINANCIAL ASSISTANCE WHEREAS, in 1964, Congress enacted the Civil Rights Act of 1964, which included that section labeled Title VI which prohibits discrimination in any activity which is financed by federal funds or receives federal financial assistance; and WHEREAS, since the adoption of Title VI, additional federal regulations and court decisions have further refined the definition of “federal financial assistance” and what entities are affected and controlled by Title VI; and WHEREAS; the Town of Hillsborough has no formal policy in place for defining and preventing discrimination in the activities and for the entities Title VI affects; and WHEREAS, the interpretation and application are not intuitive or readily understood, requiring an understanding of what “federal financial assistance” might be in any particular situation and what persons or entities must comply with Title VI; and WHEREAS, a policy and procedure for reporting violations will provide guidelines for the town, town departments and private persons and companies doing business with the town and receiving federal financial assistance. NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Town of Hillsborough that the attached “Title VI Policy” is hereby adopted as the official policy of the Town of Hillsborough for applying, reporting and enforcing Title VI of the Civil Rights Act of 1964. IT IS FURTHER RESOLVED that the town manager is authorized to approve this policy on a yearly basis if no changes are made to it. Adopted this ______ day of December, 2020 _____________________________ Jennifer Weaver, Mayor Attest: ____________________________ Sarah Kimrey, Interim Town Clerk 101 E. Orange St., Hillsborough, NC 27278 919-732-1270 | www.hillsboroughnc.gov | @HillsboroughGov Title VI Nondiscrimination Policy Statement It is the policy of the Town of Hillsborough to ensure that no person shall, on the ground of race, color, national origin, limited English Proficiency, income level, sex, sexual orientation, age, or disability, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any Town of Hillsborough program or activity, including, where applicable, religion, as provided by Title VI of the Civil Rights Act of 1964, United States Department of Transportation (DOT) Order 1050.2A, Title 49 Code of Federal Regulations (CFR) Part 21, the Civil Rights Restoration Act of 1987, and other pertinent nondiscrimination authorities. The following practices are hereby prohibited throughout the Town of Hillsborough to comply, at a minimum, with Title VI and related requirements: • Denying to an individual any standard service or other program benefit without good cause; • Providing any service or other benefit to a person which is distinct in quantity or quality, or is provided in a different manner, from that provided to others under the program; • Subjecting a person to segregation or separate treatment in any part of a program; • Restrictions in the enjoyment of any advantages, privileges, or other benefits enjoyed by others; • Methods of Administration, which, directly or through contractual relationships, would defeat or substantially impair the accomplishment of effective nondiscrimination; • Different standards, criteria, or other requirements for admission, enrollment, or participation in planning, advisory, contractual or other integral activities; • Acts of intimidation or retaliation, including threatening, coercing, or discriminating against any individual for the purpose of interfering with any right or privilege secured by any pertinent nondiscrimination law, or because he/she has made a complaint, testified, assisted, or participated in any manner in an investigation, proceeding or hearing; • Discrimination in any employment resulting from a program, a primary objective of which is to provide employment. Board of Commissioners Agenda Abstract Form Meeting Date: Dec. 14, 2020 Department: Planning Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 8.A Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Margaret A. Hauth, Planning Director/Assistant Town Manager ITEM TO BE CONSIDERED Subject: Order related to the closure of unopened rights of way shown as Hall Avenue and Lakeshore Drive extension in the vicinity of 315 Lakeshore Drive Attachment(s): 1. Maps 2. Draft closure order Brief Summary: The new owner of 315 Lakeshore Drive has requested that two unopened rights of way adjoining his property be closed. Full closure of both rights of way will remove any legal access to the applicant property, so the town may not take that action. However, there are options the board can consider for partial closures. The applicant has expressed an interest in working with an adjoining owner to secure additional land and access, but no arrangements have been finalized. Action Requested: Consider the closure request and public comments and take any action desired by the board. ISSUE OVERVIEW Background Information & Issue Summary: If both rights of way are fully closed, the applicant would become landlocked and no longer have legal access to his property. Staff sees two options for partial closures, or the board may decide to not process any closure at this time. 1) Close Hall Avenue west of Lakeshore Drive extension and leave Lakeshore Drive extension open (see map) 2) Close Hall Avenue west of Lakeshore Drive extension and close Lakeshore Drive extension south of Hall Avenue. This leaves about 4,500 sf of right of way open to ensure the applicant has legal access to his parcel (see map). Financial Impacts: Staff Recommendations/Comments: Option 1 – close west portion of Hall Ave only Option 2 – close portions of both rights of way ORDER Return to: Town of Hillsborough P.O.Box 429 Hillsborough, NC 27278 TOWN OF HILLSBOROUGH BOARD OF COMMISSIONERS ORDER CLOSING TWO UNOPENED Rights of Way ON THE WEST SIDE OF LAKESHORE DRIVE PURSUANT TO NORTH CAROLINA GENERAL STATUTE § 160A-299 WHEREAS, a request was made to the town of Hillsborough Board of Commissioners to permanently close two unopened rights of way on the west side of Lakeshore Drive shown on recorded maps as Hall Avenue and Lakeshore Drive extension; WHEREAS, on December 14, 2020, the Hillsborough Town Board conducted a public hearing after giving due notice thereof as required by North Carolina General Statutes Section 160A-299(a), at which all those wishing to be heard on the issue were given an opportunity to speak. NOW, THEREFORE, the Hillsborough Board of Commissioners find as follows: 1. It appears to the satisfaction of the Town Board that closing the unopened right of way known as Hall Avenue west of Lakeshore Drive extension and closing the unopened right of way known as Lakeshore Drive extension south of Hall Avenue, is not contrary to the public interest; and 2. No individual owning property in the vicinity of the portion of the rights of way to be closed will be deprived of a reasonable means of ingress and egress to their property. Based on the foregoing findings, it is ORDERED that the unopened right of way known as Hall Avenue west of Lakeshore Drive extension and the unopened right of way known as Lakeshore Drive extension south of Hall Avenue, shall be closed in accordance with North Carolina General Statutes § 160A-299(a) effective upon the recording of an instrument in the Orange County Register of Deeds Office, as shown in plat book page . BE IT FURTHER ORDERED, that this Order and the related map shall not be finalized and available for recording in the Orange County Register of Deeds until 24 hours after the approval of this Order AND that if any written public comments are received during that time, the Hillsborough Board of Commissioners shall reconvene to consider the comments and adopt a new Order, consistent with S.L. 2020-3, SB 704. WHEREFORE, the foregoing Order was put to a vote of the members of the Town of Hillsborough Board of Commissioners on the 14th day of December, 2020, the result of which vote were as follows: Ayes: Noes: Absent or Excused: Dated: _________________ ____________________________________ Sarah E. Kimrey, Interim Town Clerk Board of Commissioners Agenda Abstract Form Meeting Date: Dec 14, 2020 Department: Planning/Utilities Public Hearing: Yes No Date of Public Hearing: Oct. 19, 2020 For Clerk’s Use Only AGENDA ITEM # 8.B Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Margaret A. Hauth, Planning Director/Assistant Town Manager Marie Strandwitz, Utilities Director ITEM TO BE CONSIDERED Subject: Decisions related to the East Village at Meadowlands development application Attachment(s): 1. Staff report 2. Application materials (including written comments and hearing slides) 3. Draft Water and Sewer Extension Contract 4. Draft annexation ordinance 5. Draft Consistency Finding and Ordinance zoning the property 6. Draft Planning Board minutes 7. Draft resolution approving the Special Use Permit 8. Revised plan set (in separate file with ORFD pages) Brief Summary: The town received the owners’ annexation and development request and conducted a public hearing on October 19. Consistent with the town’s annexation policy, require four follow-up actions if the board wants to approve the project. The Planning Board discussed the project on November 19 and recommended approval with one clarifying condition with a unanimous vote. The draft minutes are attached. Action Requested: 1. Approve Water and Sewer Extension Contract 2. Adopt Ordinance annexing the property 3. Adopt Consistency Finding and Ordinance zoning the property Residential Special Use 4. Approve resolution granting the Special Use Permit ISSUE OVERVIEW Background Information & Issue Summary: Water and Sewer Extension Contract The agreement will reserve capacity and describe the project to be accepted by the town. The approval will allow the town manager to execute the contract when finalized. Utilities is awaiting final construction drawings for approval. Annexation The property is contiguous with the current city limits. The residents will need to contract for trash pick-up due to the development plan – which does not allow for the placement of roll-out carts. Zoning The applicant requested Residential Special Use. The Future Land Use Plan designates this area as Mixed Residential Neighborhood, which carries a density of 3-8 units per acre. The development plan yields approximately 7 units per acre. Special Use Permit The Planning Board recommendation approval with all the requested waivers and one clarifying condition that the recreation submittal (combination of land, improvements, and fees in lieu) would meet the ordinance requirements for points and age-appropriate equipment). Please refer to the staff report for discussion related to connectivity and public versus private roads which may encourage discussion of additional conditions. The findings of fact needed to issue a Special Use Permit are also attached. Financial Impacts: Upon project completion, the town will be accepting approximately one-mile total of new water and sewer lines to operate and maintain. The developer will pay approximately $700,000 in utility fees for the entire project. Staff Recommendations/Comments: October 19, 2020 Joint Public Hearing Item Cover Sheet/Staff Report Agenda Item #: 4 ATTACHMENTS: 1 –applications, narrative, and waiver requests 2 – Traffic study & response from State Historic Preservation Office 2 – written comments received by 8/13/2020 3 – plan set (as separate file) GENERAL INFORMATION: Project Title: East Village at Meadowlands Purpose: Annexation of 10.89 acres adjacent to the city limits Zoning to Residential Special Use Special Use Permit application to construction 76 townhomes The plans and support materials are unchanged from the August hearing. Background: The applicant limited liability company approached the town about its interest in annexing land adjacent to the Meadowlands for a new neighborhood in March. The Town Board agreed to consider the request. The Future Land Use Plan call for mixed residential densities in this area. Areas shown in color on the map below are within the town’s urban services boundary, meaning annexation and utility service are possible, if the board desires. The town has entered into interlocal agreements with the county about areas it will serve with utilities and/or annex. Areas not colored on the map are outside that boundary. Annexation and utilities cannot be extended to these areas without amending the interlocal agreement. Future Land Use Plan excerpt: Gold = Mixed Residential Neighborhood Pink = Mixed Use Neighborhood Light purple = Light Industry Red = Retail Services Blue = Suburban Office Mixed Residential: The dominant land use in any proposed development is expected to be residential based on square footage of proposed structures. Developments may contain a single or variety of dwelling types and densities or may integrate a variety of supportive commercial, public and semi-public uses and open or public space. Small developments that provide only supportive non-residential land uses in an infill arrangement serving more than 50 dwelling units in a walkable manner may also be considered. Zoning Districts: R-10; R-15; R-20; Neighborhood Business; Multi-Family; Multi-family Special Use; Entranceway Special Use; Mixed Residential Special Use; Residential Special Use; Special Design Special Use Zoning Map excerpt: Tan = Orange County R-2 (2 units per acre) Light yellow = Orange County R-1 Deep red = High Intensity Commercial Royal blue = Office Institutional Bright blue = Entranceway Special Use Pink = Neighborhood Business Residential Special Use Intent & criteria: 4.4.4.1 Intent The purpose of the residential special use district is to create an open-ended use category for unique and diverse housing opportunities within existing residential districts as those districts age and redevelop. 4.4.4.2 Application Criteria Property is eligible to be rezoned to the RSU district only when the property proposed for such rezoning meets the following criteria: (a) The parcel contains at least 65,000 square feet and has direct vehicular access to a public street classified as local, collector, or arterial. (b) The parcel is served by public water and sewer or such services will be extended as part of the development. Public notice information: Newspaper ads were run in the News of Orange on October 7 and 14 consistent with state law. Notices were mailed on October 2, including site plans, to 59 unique property owners located within 500 feet of the property boundary, consistent with UDO requirements. A sign was placed on the properties on October 2, consistent with state law Requested waivers: The applicant has detailed 5 requested waivers. Staff has identified a few others. Please see the staff comments section for a more detailed discussion about public versus private streets. Waiver 5 – lighting The lighting plans do not show the lighting attached to the buildings or for the signs as those fixtures and details have not been finalized. The applicant commits to meeting ordinance requirements for these items. Staff comment: Staff has no concern about granting this waiver. Waivers 1-4 are all related to the roads and on-site parking The applicant has opted to propose the internal circulation as public roads for this project. This is, in part, in response to comments from staff during the technical review. Streets in townhome neighborhoods are often private. This is the reason why the town generally does not provide trash service via roll-out carts in townhome neighborhoods. It can also prevent school buses from circulating in these neighborhoods. This neighborhood is being proposed as affordable housing. Staff indicated a preference for public streets in hope of supporting full town services and school bus routing to this neighborhood. Applying the public street standards in Section 6 triggered a request for relief from the standard 60’ of street width (waiver 2) and some of the cross-section requirements of the street design standards for public roads (waiver 3- relevant standard attached following this report). Waiver 1 captures the fact that some of the planting islands are smaller than the required 300 sf, while the applicant states they are large enough to accommodate the intended plantings and meets the intent of the ordinance. Waiver 4 is a request to no install sidewalks on both sides of all streets (the main access drive in this case). Staff comment: Staff acknowledges that these waivers may be in large part due to their comment requesting a public street in the neighborhood. The board members may want to have an extended discussion with the applicant about pros, cons, and impacts of public versus private streets for this neighborhood and determine the best path forward. Treating the internal circulation as a parking lot and applying the parking standards may trigger other or different waiver requests or other unintended consequences. Staff identified waivers: Recreation space- The staff has some comments about the recreation space offered in the plan that may trigger additional waivers. The applicant has shown the recreational requirement as a land area, which is their option. They seem to be offering a combination of land, improvements and fees in lieu, but that is not completely clear. The calculation on the plan is strictly based on the acreage and doesn’t take credit for any facility points. A discussion point will be whether the shown facilities are planned to be installed or whether they are conceptual. Staff suggests clarifying this point and establishing deadlines tied to home completion for when the facilities must be completed, if the applicant will be building them. The ordinance requires that 5% of the recreation points must be for play equipment suited to children under 12. Since the applicant was focused on land area, we have to translate between the two methods. With 76 units or 3 and 4 bedrooms, there could be a significant number of children in this neighborhood, so this is important. The field is active recreation but may not be suited to children under 12. A two-bay swing set is mentioned, but the area is not specified so we cannot determine if this is adequate. It’s also unclear that this will be built or shown as a concept. The open land around the townhomes on Gill Court is being offered to help meet the recreation land area. This portion constitutes more than half of the offered area, but the land is not is very large piece to facilitate any active use. This is a policy decision for the boards on whether more than half of the recreation area should be geared to active or passive uses in this neighborhood. Tree removal- The tree inventory (shown on page L-2 of the plan set) indicates the site is presently 75% wooded and will be 26% wooden after construction and at tree maturity. Section 6.22 on Tree Protection is worded in a flexible way but does say that for sites with pre-development tree cover of more than 50% “some reduction of that percentage may be approved by the permit issuing authority.” Staff have rare called out tree removal for waivers, noting that urban scale development does not lend itself to tree preservation and the idea of compact development is a community value. Compact development and tree preservation are often in direct conflict. Add affordable housing and a townhome building style to the discussion and the balance becomes more challenging to make. Staff raises this issue for board discussion without a strong opinion in either direction. Other staff comments: This project is an annexation, zoning, and special use permit combined. While the property is within the urban services boundary, the town is not obligated or required to accept this request at this time. The choice of Residential Special Use zoning does give the applicant maximum flexibility for site development and likely limits the number of requested waivers than if they had requested Multi-family Special Use. The applicant has indicated an intent to partner with Habitat for Humanity of Orange County. New affordable homeownership opportunities are a priority and strong interest of the town board. That interest needs to be balanced with the impacts of this development proposal. Connectivity: The applicant owns the parcel immediately west in the Meadowlands and is proposing a sidewalk along that frontage. This connection is very important to this neighborhood. It provides a safe connection to a range of services and employment opportunities for residents in the Meadowlands. While the sidewalk network in Meadowlands is not complete, moving on foot in that area is reasonably safe. Establishing a deadline for this sidewalk to be installed is an important condition for this project. This site has very limited frontage on US 70 A, so a second point of access is not possible at this time. No stub-out location was identified as the surrounding lots are all developed. Habitat builds with sprinklers in their units, so that helps address the number of residents on one access point. Plans were shared with the fire marshal and no concern was noted during the technical review. Grading The grading plan submitted is difficult to interpret. However, it appears that there will be places on site where the pre and post elevation will change by more than 4 feet. The site does not have significant slopes, as evidences by the grading plan that has limited areas of color calling out the 15% and 25% existing slopes. There is a retaining wall proposed close to a stream buffer, we will verify that the wall can be constructed without encroaching in the buffer. On other projects, the board and public have occasionally been surprised by the amount of grading that happens. Staff highlights this simply to ensure a full understanding of the proposal. Grading and tree preservation are at odds with one another. Public versus private roads A discussion about public or private roads in townhome neighborhoods started during the Collins Ridge review. This site has different challenges. These townhomes will not have garages or driveways. The interior circulation looks more like an apartment parking lot – drive aisles with perpendicular parking, than driving through Elfin’s Pond or Waterstone Terraces. That’s not good or bad, it just is. Crescent Magnolia, the senior Habitat townhome project in Waterstone has a similar layout as proposed here. With only 24 units, the impact is not as obvious. That neighborhood also will not have school students as it is for seniors. Because there are not driveways to the individual townhomes and on-street parking there is nowhere for roll-out trash carts to locate. The provision of trash service was another driving force behind the staff interest in public streets, but it doesn’t work out with the parking configuration. The public right of way does not extend to the back of curb in front of the homes. This will create a long-term maintenance issue in that the town may have to resurface the street, but the residents will be responsible for the curbing. The concern about long term maintenance of the streets was another factor in staff recommending public rather than private – to keep the homeowners dues lower in an affordable housing community. While not a common occurrence, snow plowing will also be a concern with the parking being in the public right of way. The town can’t plow the parking & expect the residents to be at home at the same time. If the town only plows the drive aisle, some residents may not be able to get out of their spaces. Staff acknowledges that this is more commentary than we usually provide on projects. The COVID situation prevented some of the usual back and forth discussions with the applicant on this project as did the current extreme work volume in the Planning Department. This staff report has been shared with the applicant on the day it was written in hopes that in the week leading up to the hearing was can resolve or better discuss some of these issues at the hearing. Special Use Permit findings: 3.8.3 GENERAL STANDARDS/FINDINGS OF FACT The Town Board shall not approve a Special Use Permit application unless it makes each of the following findings concerning the proposed special use: (a) That the use or development is located, designed, and proposed to be operated so as to maintain the public health, safety, and general welfare. (b) That the use or development complies with all required regulations and standards of this Ordinance, including all applicable provisions of Articles 4, 5, and 6 and all applicable regulations; (c) That the use or development is located, designed, and proposed to be operated so as to maintain or enhance the value of contiguous property, or that the use or development is a public necessity; and (d) That the use or development conforms with the general plans for the physical development of the Town and is consistent with the Town’s Comprehensive Plan. Appendix J Application Packet for Annexations Page 2 of 3 PETITION FOR Annexation of Contiguous Property Planning Department 101 E. Orange Street / P.O. Box 429 Hillsborough, NC 27278 Phone: (919) 296-9471 Fax: (919) 644-2390 Website: www.hillsboroughnc.gov TO THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH: (1) The undersigned, being the owner(s) of all real property located within the area described in paragraph two below requests that such area be annexed to the Town of Hillsborough. (2) The area to be annexed is contiguous to the Town of Hillsborough and is located (3) A map of the foregoing property, showing its relationship to the existing corporate limits of the town, is attached hereto. (4) This petition is presented under the authority contained in G.S. 160A-31. Respectfully submitted this day of _, 20 Property Owner Witness Property Owner Witness Property Owner Witness Property Owner Witness Property Owner Witness Property Owner Witness Hart Griffith-Zill 1317 Highway 70A E Hillsborough NC 27278 18 May 20 Type text here Appendix I Application Packet for Annexations Page 2 of 3 APPLICATION FOR Zoning Map Amendment (Rezoning) Request Future Land Use Plan Amendment Request Planning Department 101 E. Orange Street / P.O. Box 429 Hillsborough, NC 27278 Phone: (919) 296-9471, Fax: (919) 644-2390 Website: www.hillsboroughnc.gov Amendment Type: Zoning Map Amendment Future Land Use Plan Amendment Property Address: PIN #: Applicant Name: Mailing Address: Phone: City, State, Zip: E-mail: Property Owner Name: Mailing Address: Phone: City, State, Zip: E-mail: Location/Streets Accessed: Current Zoning: Acreage: Proposed Zoning: Lot Dimensions: Water Service: Public Water Well Sewer Service: Public Sewer Septic Tank Existing Structures: Critical Areas: Flood Drainage / Stream Pond Sleep Slopes Cemetery Easements Historic See next page 9874816134 9874809603 9874818049 US 70A, LLC; c/o Summit Design and Engineering 320 Executive Court Hillsborough, NC 27278 919-732-3883 tim.smith@summitde.net 1) - Henrietta C. Auman Trust c/o Guido Demaere (PIN 9874816134 & 9874809603) 2) - Hart P. Griffith-Zill (PIN 9874818049) 1317 US 70-A EAST 10.89 total of all parcels 850' deep by 720' wide 1 (one) single family residence on PIN 9874818049 None 1) - 220 Huntington Dr., Chapel Hill, NC 27514-2418 2) - 1317 US HWY 70-A EAST, Hillsborough, NC 27278 Phone: 1) 919-929-3113 Phone: 2) 919-619-0159 E-mail: 1) gdmpa@mindspring.com E-mail: 2) hart@touchamerica.com R-1 (Orange County)RSU (Town Zoning) Revised: 6/22/2020 5/18/2020 Appendix I Application Packet for Annexations Page 3 of 3 Reasons for requesting the change Error: Changing Conditions: Other: I/We certify that all of the information presented by me/us in this application is accurate to the best of my/our knowledge, information, and belief. APPLICATIONS WILL NOT BE ACCEPTED WITHOUT SIGNATURE OF PROPERTY OWNER. Applicant’s signature date Property Owner’s signature date 5/18/2020 Appendix L Application Packet for Special Use Permits Page 3 of 5 APPLICATION FOR Special Use Permit Planning Department 101 E. Orange Street / P.O. Box 429 Hillsborough, NC 27278 Phone: (919) 296-9471, Fax: (919) 644-2390 Website: www.hillsboroughnc.gov Project Title: Address: PIN # Property Owner Name: Phone: Mailing Address: City, State, Zip: E-mail: Applicant Name: Phone: Mailing Address: City, State, Zip: E-mail: Surveyor/Engineer: Phone: Mailing Address: City, State, Zip: E-mail: Zoning: Acreage: Adjacent Zoning: Phases: Water Service: Public Water Well Sewer Service: Public Sewer Septic Tank Existing Structures: Proposed Structures: Critical Areas: Flood Drainage / Stream Pond Steep Slopes Cemetery Easements Historic East Village at Meadowlands 9874816134 9874809603 98748180491317 US 70-A East 1) - Henrietta C. Auman Trust c/o Guido Demaere (PIN 9874816134 & 9874809603) 2) - Hart P. Griffith-Zill (PIN 9874818049) US 70A, LLC; c/o Summit Design and Engineering 320 Executive Court Hillsborough, NC 27278 919-732-3883 james.parker@summitde.net tim.smith@summitde.net 919-644-3121 R-1 (Orange County Zoning Existing) RSU (Town Zoning Proposed) HIC (Town) R-1 and R-2 (Orange County) 10.89 total of all parcels One Phase 1 (one) single family residence on PIN 9874818049 76 Townhome Units Summit Design and Engineering 320 Executive Court Hillsborough, NC 27278 None 1) - 220 Huntington Dr., Chapel Hill, NC 27514 2) - 1317 US HWY 70A, Hillsborough, NC 27278-2418 Phone: 1) 919-929-3113 Phone: 2) 919-619-0159 E-mail: 1) gdmpa@mindspring.com E-mail: 2) hart@touchamerica.com Revised: 6/22/2020 172,569 SF 166 YES YES YES YES 5/18/2020 Appendix L Application Packet for Special Use Permits Page 4 of 5 Bldg A Bldg B Bldg C Bldg D Bldg E Complies Expected Uses Expected Employees Hours of Operation Phase Setbacks Impervious Surface Parking Spaces Number of Signs Height of Signs Building Height I/We certify that all of the information presented by me/us in this application is accurate to the best of my/our knowledge, information, and belief. APPLICATIONS WILL NOT BE ACCEPTED WITHOUT SIGNATURE OF PROPERTY OWNER. Applicant’s signature date Property Owner’s signature date 5/18/2020 Town of Hillsborough Planning August 11, 2020 101 E. Orange Street Hillsborough, NC 27278 Attn: Tom King, AICP, CZO Senior Planner Re: East Village at Meadowland Townhomes – Rezoning, Future Land Use Plan & Comprehensive Plan Amendment and Special Use Permit Applications Dear Tom: The attached application documents are provided to you in conjunction with the proposed Parton Woods Townhomes development project located on US 70A Highway. Project Description and Narrative: The East Village at Meadowlands Townhomes development project is located at 1317 US 70-A East, approximately 700-ft. east of Meadowlands Drive. The development comprises 3 parcels, with a total combined area of ±10.89 acres. The property is currently undeveloped except for the 2-acre parcel at 1317 US 70-A East. That parcel has an existing single-family residence on the property that will be removed. The property is currently mostly wooded with a mix of hardwoods and pines. The project site is bounded on the west by the Meadowlands Commercial properties, including the Orange County EMS facility and bounded on the south and east with single family lots. The site has access to public water located along US 70 -A East and public sewer will be extended to the site from Meadowlands Drive. For additional fire protection, all units will have residential sprinkler systems installed. The property is currently located in Orange County’s zoning jurisdiction, is zoned R-1 residential and located in the Lower Eno unprotected watershed. To obtain the required density for the Townhomes, we are requesting a rezoning to RSU (Residential Special Use) zoning. The parcel is larger than 65,000 sq. ft., has direct vehicular access to a public arterial street and is served by public water and sewer either directly or by extension. It therefore meets the application criteria for the RSU district. The intent of the RSU zoning district is to provide unique and diverse housing opportunities within existing residential areas. In this case, we are working with an exceptional opportunity to collaborate with Habitat for Humanity of Orange County for the development of the project. We have been working with Jennifer Player, the President and CEO for Habitat of Orange County, to assist with our design of the project to meet the needs and requirements of their program. We are excited about this relationship for the project and it provides a great opportunity to fill a void in the affordable housing market fo r the Town of 2 Hillsborough. We submitted our letter of annexation request to the Town Board of Commissioners back in February of this year and it was received with strong interest and approved at their meeting on March 9th. The Site Plan design has now been developed for a formal submittal in conjunction with the rezoning, SUP and annexation applications to be reviewed at a joint public hearing. The design includes 76 proposed Townhomes units with a mix of three and four bedroom floor plans. It also provides the design criteria per Sections 4, 5 and 6 of the UDO for buffers, parking, lighting, landscaping, stormwater management, access and utilities. Under the lighting plan, we currently show all the exterior lighting for the streets, parking lots and pedestrian areas and the photometrics meet the requirements of the UDO. However, the building units will also have wall mounted fixtures at the entrance doorways, but the specifications for those lights at not available at this time. During the Construction Drawing design for the project, we will provide this information and revise the site lighting plan accordingly to remain in compliance with the UDO. There are a few parts of Section 6 of the UDO that the project design does not meet and we are requesting waivers in those instances. The details of those waiver requests are provided in the attached exhibit. We look forward to walking through the presentation of the project at the public hearing in August, 2020. 1. Traffic Impact Statement: For the proposed development of Townhomes on the referenced parcels, a Trip Generation Summary was prepared along with left and right turn lane warrant calculations. This information was forwarded to the NCDOT District Engineer, Chuck Edwards, for his review and comment. Following his review, he indicated that the NCDOT turn lane warrants were not satisfied and that turn lanes would not be required as a condition of the driveway permit. However, he did recommend that dual egress lanes for exclusive left and right turns be provided for the exit drive connection to US 70-A East. (See attached documentation summary) 2. State Department of Cultural Resources: An Environmental Review request was sent to the North Carolina State Historic Preservation Office (Department of Cultural Resources) and a response was received on July 13, 2020. A copy of the response letter is attached with our submittal documents. The letter has indicated that no historic resources would be affected by the project. 3. Green Building Systems: As noted, these proposed Townhomes will be built by Habitat for Humanity. Habitat has been a member of the Green Builders of the Triangle (GBHT) since 2007 and follows the model guidelines of the National Association of Home Builders. This includes many green features and energy efficiency standards to lessen the impact of their houses on the environment. Please see the attached summary of their Energy Efficiency Program for further details. 4. Proposed Daily Water Usage: (26) 4-bedroom units x 120 gal/bdrm/day = 12,480 gpd 3 (50) 3-bedroom units x 120 gal/bdrm/day = 18,000 gpd Total Proposed Water Usage = 30,480 gpd This demand will be reduced 20%-30% with the use of low flow shower heads and dual flush toilets. 5. General Findings of Fact per UDO Section 3.8.3: (a) That the use or development is located, designed, and proposed to be operated so as to maintain the public health, safety, and general welfare. The proposed townhouse development is located in an area that is suitable for residential use. It is currently zoned for residential use (R-1) and is located adjacent to other residential areas to the south and east. It will serve as a transition zone from the commercial properties in the Meadowlands area, including the Orange County Sportsplex, to the single-family residential properties to the east. The design of the development will provide safe vehicular access and circulation throughout the community, including a connection to US 70-A East. The development will have access to connect to the public water and sewer utilities provided by the Town of Hillsborough and will therefore not have any environmental impacts from the construction of wells or septic fields. The addition of the units will be fully supported within the existing capacity of the Town of Hillsborough’s water supply and wastewater treatment facilities. The development of this neighborhood will be an asset to the community and will maintain and improve the public safety and general welfare of the area. (b) That the use or development complies with all required regulations and standards of this Ordinance, including all applicable provisions of Articles 4, 5, and 6 and all applicable regulations. The proposed development complies as fully as possible to the regulations set forth in Articles 4,5 and 6 of the Town of Hillsborough Unified Development Ordinance. This includes the standards for parking, lighting, landscaping, stormwater management and other design standards. The site design includes a 15-ft. buffer along the west property line and a 35-ft. buffer along the frontage of US 70-A East. These buffer areas will either maintain the existing vegetation or include additional landscaping plantings to meet the requirements of the ordinance. The design includes a regulatory compliant stormwater management plan that will control the runoff from the site and nutrient treatment for water quality. This will include the construction of two bioretention basins. One near the entrance of the site and one at the southeast corner of the property. The site layout includes the required parking for each townhome unit including handicap accessible parking at the appropriate ratio. There are also additional visitor parking spaces provided at various locations within the site. Site lighting will be provided to meet the ordinance requirements for safety but also meet the proper levels for adjoining properties to limit glare. These provisions and all other regulatory standards for 4 the project have been fully addressed during the design. The project meets all of the required design standards per the UDO, with the exception of five items as noted in the attached list of requested waivers. These include items for landscaping, lighting, sidewalk s and street standards. (See attached list of the requested waivers) (c) That the use or development is located, designed, and proposed to be operated so as to maintain or enhance the value of contiguous property, or that the use or development is a public necessity; and The proposed development is located between the existing commercial Meadowlands properties to the west and the existing Colonial Hills residential neighborhood to the east. Colonial Hills is an older single-family residential neighborhood with public water connections but no public sewer. The lots are all served by individual septic systems. The East Village at Meadowlands Townhomes development is designed to provide a transition between these two developed areas and will specifically enhance the value of the properties in the Colon ial Hills neighborhood. It will also provide an opportunity for future extension of the public sewer into Colonial Hills. The proposed development will be a positive benefit to this area of the Hillsborough community. (d) That the use or development conforms with the general plans for the physical development of the Town and is consistent with the Town’s Comprehensive Plan. The Town of Hillsborough’s Comprehensive and Strategic Growth Plans indicate that the location of this development is proposed for futur e services and annexation. We understand that the Town Board of Commissioners has recently reviewed proposed adjustments to the water and sewer service area boundary in this area, but that following our annexation request for this development agreed to keep this property within the boundary. The project falls under the category of Mixed Residential Neighborhood, with an average density of 7 units per acre. Its location near the Meadowlands commercial property and other multifamily properties like Forest Ridge, which has single family lots and Townhomes and Eno Haven Apartments fits in well with the proposed 10-year transition land use category of Orange County’s 2030 Comprehensive Plan. It is located adjacent to the existing corporate limits and the requested annexation would be a contiguous addition to this boundary. While this project conforms to the plans for the physical development of the Town, it also fits in well with the Town’s Vision 2030 Plan. Specifically, with a desire for the Town to provide diverse and affordable housing opportunities, this Habitat for Humanity neighborhood will fill a void for those options. Hillsborough has continued to grow and develop many single-family subdivision neighborhoods, but the housing options for low to medium income individuals and families are scarce. This development will help to meet that need. Respectfully submitted by: Timothy A. Smith, PLS, PE Habitat for Humanity of Orange County | 88 Vilcom Center Drive, Suite L110, Chapel Hill, NC 27514 tel (919) 932-7077 info@orangehabitat.org orangehabitat.org We build strength, stability, self-reliance and shelter. East Village at Meadowlands Townhomes: August 11, 2020 Waivers Required/Requested from Unified Development Ordinance Section 6 (Development Standards): 1. Section 6 (Development Standards), Subsection 6.10 (Landscaping (Parking Lot)), Paragraph 6.10.3 (Landscaping Requirements), Sub-paragraph 6.10.3.4 states “All planting medians or islands in parking lots shall be at least 10 feet X 10 feet measured from back of curb to back of curb (or pavement edge if the island is not curbed for stormwater purposes). When an island contains one or more shade trees, the island must have at least 300 square feet of unpaved space per shade tree.” Reason for need: The site design contains the required landscape islands for parking spacing and the minimum length and width, however, some of the islands are slightly under the required 300 square foot area. The design mitigated the need to meet the public street standards and the associated required widths and the result in some areas was a slightly smaller island. The islands are adequate for the required landscaping and meet the intent and spirit of the ordinance. 2. Section 6 (Development Standards), Subsection 6.21 (Streets), Paragraph 6.21.3 (Design Standards - Public Streets), Sub-paragraph 6.21.3.3: states “Minimum right of way widths by public street type: i. Arterial Streets shall provide 100 feet of right of way ii. Collector Streets shall provide 70 feet of public right of way iii. Local Street shall provide 60 feet of public right of way iv. Cul de sacs shall provide 50 feet of public right of way” Reason for need: The streets for this project are all proposed to be public streets, however due to the nature of the development and the site constraints, the right-of-ways for all of the streets are shown to be 50 feet in width. This allows for proper access to maintain the public streets, while also allowing the room needed for the Townhome Units. The streets are classified as either Local streets or a Cul de sac and do not connect to any other properties or neighborhoods. 3. Section 6 (Development Standards), Subsection 6.21 (Streets), Paragraph 6.21.3 (Design Standards - Public Streets), Sub-paragraph 6.21.3.1: states “New public streets in the city limits must meet the Town of Hillsborough's Standard Specifications for Street Construction and Acceptance Procedures in the Checklist and Approval Requirements for Utility Projects.” Section 2.1 of these standards are as follows: • Right-of-Way Width: 60 feet Reason for need: The constraints of the site for the proposed development only allow for the dedication of a 50 foot right of way. • Roadway Width (Face of Curb to Face of Curb): 26 feet (No waiver required) • Planting Strip Width (both sides of street): 6 feet Reason for need: The site constraints for the site will not allow for the required planting strip width. • Sidewalk Width (each side of street): 5 feet Reason for need: Site constraints for the site will only allow for a 5-foot sidewalk on one side of the street in certain areas. Overall, there will be adequate sidewalks provided for pedestrian access. • Curb Radius at Intersections: 5 feet recommended; 10 feet maximum (No waiver required) • Maintenance/Utilities Strip (both sides of street): 6 feet Reason for need: Site constraints for the site prohibit that standard 6-foot wide utility strip. Water and sewer utilities will be within the public right-of-way or separate easements. Other utilities will have adequate room for installation to serve the Townhome Units. • Street Trees: Every 40 feet (No waiver required) • Street Lighting: At all intersections and at least every 175 feet (No waiver required) 4. Section 6 (Development Standards), Subsection 6.17 (Sidewalks and Walkways), Paragraph 6.17.3 (General Provisions), Sub-paragraph 6.17.3.2 (New Public Streets) states “Sidewalks will be provided along both sides of all proposed and existing public streets within development.” Reason for need (Partial Waiver Request): Due to site constraints with space limitations and topography, it is not feasible to include a sidewalk along the west side of Hartland Circle from the entrance to the location of the mail kiosk. We have provided sidewalk along the east side of the street along this section and then on both sides of the street throughout the rest of the site. 5. UDO Section 6 (Development Standards), Subsection 6.11 (Lighting), Paragraph 6.11.3 (Lighting Requirements) states “Lighting plans shall include a layout of proposed fixture locations (including wall mounted lights, ground mounted lights, and illuminated signs), foot candle data that demonstrate conforming intensities and uniformities; and a description of the equipment (catalog cuts), glare control devices, lamps, mounting heights and means, hours of operation, and maintenance methods proposed. Illumination intensities (lighting contours) may be shown on an independent plan or integrated with other required plans.” Reason for need (Partial Waiver Request): We have provided a full site lighting plan for the streets and parking, however, we do not at this time have the lighting specifications for the building wall mounted fixtures, or the entrance monument sign. These specifications will be included with the construction drawings and sign application for the project and will comply with the required regulations per Section 6 of the UDO. 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Bartos, Administrator Governor Roy Cooper Office of Archives and History Secretary Susi H. Hamilton Deputy Secretary Kevin Cherry Location: 109 East Jones Street, Raleigh NC 27601 Mailing Address: 4617 Mail Service Center, Raleigh NC 27699-4617 Telephone/Fax: (919) 807-6570/807-6599 , July 13, 2020 Tim Smith Tim.smith@summitde.net Summit Design and Engineering 230 Executive Court Hillsborough, NC 27278 Re: Develop Parton Townhomes, 1317 US Highway 70A, Hillsborough, Orange County, ER 20-1182 Dear Tim Smith, PLS, PE: Thank you for your email of May 17, 2020, concerning the above project. We have conducted a review of the project and are aware of no historic resources which would be affected by the project. Therefore, we have no comment on the project as proposed. The above comments are made pursuant to Section 106 of the National Historic Preservation Act and the Advisory Council on Historic Preservation’s Regulations for Compliance with Section 106 codified at 36 CFR Part 800. Thank you for your cooperation and consideration. If you have questions concerning the above comment, contact Renee Gledhill-Earley, environmental review coordinator, at 919-814-6579 or environmental.review@ncdcr.gov. In all future communication concerning this project, please cite the above referenced tracking number. Sincerely, Ramona Bartos, Deputy State Historic Preservation Officer TAPP LOTHIAN BURSUC BAYLESS SHARPE SMITH BARTEE NADWORNY WAGNER KANDASAMY BROCKMAN 1419 1310 1327 1415 13281324 1403 1409 1833 1923 1841 1909 1913 US 70A KENNEDYTWIN OAKSADAMSWASHINGTON¯ 1 inch = 200 feet Signers of August 11 letter From:Melanie B To:Margaret Hauth Cc:Melanie Bartee Subject:Public Hearing August 20, 2020 Date:Wednesday, August 12, 2020 1:02:42 PM I am Melanie Bartee and live at 1841 Washington Dr, Hillsborough NC. I am emailing today as I will be unable to attend the virtual meeting 8/20/2020 @ 7 pm. I have to work during that time and appreciate you allowing me to voice my concerns through email. I wish to comment on the proposed annexation and special use permit for the 10.89 acres of land east of Meadowlands Office Park. I don't know the agenda number as the agenda has not been posted and is not listed on the letter I received from the town. I am opposed to the annexation and special use for this tract of land. It will adversely affect the creeks running through our property and turn my backyard into a storm pond cesspool. The proposed development will adversely affect the wildlife living on it including a nesting pair of Red-tailed hawks and a red-cockaded woodpecker, which I believe is on the endangered list for NC. If this project is to proceed it should be scaled down a bit to save these 2 nests. I also think it's kind of messed up when our septic failed, the city would not help us by running city sewer to our neighborhood. Many of us in this neighborhood had to have the state issue us special septic permits to install state of the art waste treatment systems. The proposed sewer line will intersect our property and our septic lines and will interfere with the system the state forced us to install and requires us to pay a usefee/ inspection fee each every 6 months. I have contacted our state inspector to see how the proposed sewer and land contour changes will affect our system as planned since there appears to be a sewer clean out on our property on top of our drain lines. Also if this project were to proceed as planned too much green space will be destroyed and Hillsborough will lose another hill. I think the planning board needs to reconsider all this new residential construction in our county/city all together. We will soon have no hills in Hillsborough. The projects behind Food lion on the hill, the proposed industrial park at Davis rd, this is all just too much and being fast tracked at a time when folks who are affected can't properly respond. Our neighborhood is filled with older folks who don't know how to zoom, or even have internet access. We moved to Hillsborough for the rural landscape and feel, for the green space and fresh air. The city is much to quickly filling every square inch with houses and asphalt with no consideration of the environment and no consideration of existing infrastructure. Please deny the annexation and development of the East Village at Meadowlands. Thank you for listening and I will pray this plan if not stopped, is greatly scaled down. Melanie Bartee 1841 Washington Dr Hillsborough NC 27278 919.643.2947 Sent from Yahoo Mail on Android From:Delores Bayless To:Margaret Hauth Subject:Notice of Public Hearing Date:Monday, August 10, 2020 2:55:16 PM This is in regards to the Notice of Public Hearing scheduled for Thursday, August 20, 2020 at 7:00 pm. My husband, Tony Bayless and I, have just received notification regarding this public hearing. We wanted someone to know that we are not happy with this type of housing situation being proposed directly behind our house and property. By what we can see there is a substantial number of town homes being proposed with a clientele that appears will possibly bring the price of our home down in value. The number alone of the homes is disturbing but it appears that the majority of the green space we so love and cherish here would be gone. Where will our precious deer and other wildlife have to go. Now we have deer that run through our backyard and lots of trees and other greenery. The look of what is proposed takes all that away. This only makes me want to move away, not want to stay. We are strongly opposed to this. Thank you for your time in this matter. Tony and Delores Bayless 1415 US Hwy 70AEast Hillsborough NC delores.bayless@gmail. com From:Tapp Tammy To:Margaret Hauth Subject:Public Hearing Thursday, August 20, 2020 7pm Comment-Written Date:Tuesday, August 18, 2020 6:55:39 PM Hi Ms Hauth, I am writing with deep concerns that my husband and I have concerning the legislative(annexation and Zoning) of property owned by Henrietta C. Auman Trust- c/o Guido DeMaere, Hart P. Griffith-Zill, US 70A, LLC. Our property, 1310 US Hwy 70A East is located just across the street. Our concerns are: 1.The traffic increase is our main concern on 70A, which is already unbearable at times. The entry/exit for the new development appears to be right across the street from us, which will make it even more difficult for trying to get out of our driveway. 2.The water pressure has become very weak since the Forest Ridge development directly behind us, so we can only imagine what it will be like with another 76 townhomes, each being 3 to 4 bedrooms. 3. Our property taxes going up, even higher than what they already are with the city being pushed out to our location. 4. We chose our resident due to the fact that it is still in the county. 5. We feel that the population that will increase in this area, will be more than 70A can handle. 6. My husband and I actually checked into having our property subdivided and another driveway to be put in to give land to our daughter and we were told another drive could not be put in due to the limitations of how many drives could lead out to Hwy 70A, but yet it is being considered for a enter/exit with 76 townhomes. If there were 2 vehicles per town home you would be considering another 152 vehicles on daily commutes. We thank you for all the consideration you may allow this to way in on your decision in this new proposal. Roger and Tamara Tapp We may be reached by this email, or phone Roger Tapp 919-730-6593 Tamara Tapp 919-730-9310 "Sometimes you are delayed where you are because GOD knows there is a storm where you are headed. Be Grateful" Thank you, Tammy Tapp fannytapp@aol.com Inge De Becker sent the message below via the Town of Hillsborough website Planning Board staff support contact form. To respond, reply to this email or contact indebecker@gmail.com. I am supportive of affordable housing in HB. I live less than one mile away from this East Village proposal. I am new at all this and don't always understand the language planners and builders and lawyers use... 1- Please detail accurately what is meant in this particular project by "affordable" I can’t speak for what the applicant means by affordable. That is a question they will likely be asked tonight. In general terms, “affordable housing” programs and funding from the federal level is usually targeted at households making 80% or less of the area median income. This amount is scaled to the household size. In Orange County, the AMI for 2020 is $90,900, so 80% of AMI = $50,900 for one person and $72,700 for a family of four. Habitat for Humanity generally targets their efforts on households making 30% of the area median income. They require clients to participate in the dwelling construction to earn credits. Habitat holds the mortgage (which I believe is zero interest) and has a repurchase clause. My understanding is that Habitat has very few foreclosure issues using their model. Habitat is not listed as the applicant, but the applicant appears to be in negotiations with Habitat so they will own and develop the project (before selling to clients). I expect members will ask about Habitat’s commitment to this project. The town cannot place a condition on the project that it may only be developed by Habitat, but they can condition the plan to be as presented and establish some affordability thresholds. 3. Please detail clarify who is the contractor. Local? From away (get in - profit - get out!) The applicant LLC has James Parker listed as their registered agent on the Secretary of State’s website. Mr. Parker is local to Orange County and is the CEO of Summit Engineering (design team) and a number of other commercial LLCs in and around Hillsborough. 2- Solar power must be considered very seriously, both for the environment, and to make the housing less dependent on Big Power Companies. The town discusses green building standards with all residential projects seeking special use permits. Thank you, Inge De Becker Phone call comments from neighbors: Faye Smith – 1923 Kennedy Circle Will not be participating as she only has a phone. She does not think the development proposal is good for the neighborhood. She specifically mentioned stormwater run-off and lighting. She noted there are lots of other places to build these units. She said she understands that folks need a place to live, but this doesn’t seem to be a good match. She said she has lived in her home for 32 years Charles Bartee – 1841 Washington Dr – husband of Melanie who sent email Expressed significant concern about the remote format and opposed to using this format for this project in this neighborhood. Expressed some interest in a public viewing location but has family commitments out of town for this hearing. Echoed his wife’s written comments about impacts to wildlife on the existing property. He confirmed the hawk nest referenced by his wife is on the applicant property. Mickey Tapp – 1310 US 70 A Very opposed to the remote meeting format Alleged the applicant was pushing this through to keep his staff employed during a downturn in other activity and while people were distracted or unable to participate. Sandra Sharpe – 1403 US 70 A Longtime county resident who is sorry she has had to move out of Orange County. Expressed concern for the homeowners that will buy here – are they able to afford the taxes and fees related with home ownership in Orange County? Faith Swanson – 1903 Adams Place Asked if the extension of utilities would lead to sewer extension to her house 11/9/2020 1 EAST VILLAGE at MEADOWLANDS SPECIAL USE PERMIT APPLICATION SITE Future Land Use Plan 1 2 11/9/2020 2 Regional View HOME DEPOT SHEETZ SITE GIS Parcel View HOME DEPOT 3 4 11/9/2020 3 5 6 11/9/2020 4 Site View Building Elevations 7 8 11/9/2020 5 SITE INFORMATION 9 10 11/9/2020 6 11 12 11/9/2020 7 13 14 11/9/2020 8 WAIVER REQUEST #1: SECTION 6.10.3.4 Section 6 (Development Standards), Subsection 6.10 (Landscaping (Parking Lot)), Paragraph 6.10.3 (Landscaping Requirements), Sub‐ paragraph 6.10.3.4 states “All planting medians or islands in parking lots shall be at least 10 feet X 10 feet measured from back of curb to back of curb (or pavement edge if the island is not curbed for stormwater purposes). When an island contains one or more shade trees, the island must have at least 300 square feet of unpaved space per shade tree.” Reason for need: The site design contains the required landscape islands for parking spacing and the minimum length and width, however, some of the islands are slightly under the required 300 square foot area. The design mitigated the need to meet the public street standards and the associated required widths and the result in some areas was a slightly smaller island. The islands are adequate for the required landscaping and meet the intent and spirit of the ordinance. 15 16 11/9/2020 9 WAIVER REQUEST #2: SECTION 6.21.3.3 Section 6 (Development Standards), Subsection 6.21 (Streets), Paragraph 6.21.3 (Design Standards ‐Public Streets), Sub‐ paragraph 6.21.3.3: states “Minimum right of way widths by public street type: i. Arterial Streets shall provide 100 feet of right of way ii. Collector Streets shall provide 70 feet of public right of way iii. Local Street shall provide 60 feet of public right of way iv. Cul de sacs shall provide 50 feet of public right of way” Reason for need: The streets for this project are all proposed to be public streets, however due to the nature of the development and the site constraints, the right‐of‐ways for all the streets are shown to be 50 feet in width. This allows for proper access to maintain the public streets, while also allowing the room needed for the Townhome Units. The streets are classified as either Local streets or a Cul‐de‐sac and do not connect to any other properties or neighborhoods. WAIVER REQUEST #3: SECTION 6.21.3.1 Section 6 (Development Standards), Subsection 6.21 (Streets), Paragraph 6.21.3 (Design Standards ‐Public Streets), Sub‐paragraph 6.21.3.1: states “New public streets in the city limits must meet the Town of Hillsborough's Standard Specifications for Street Construction and Acceptance Procedures in the Checklist and Approval Requirements for Utility Projects.” Section 2.1 of these standards are as follows: •Right‐of‐Way Width: 60 feet Reason for need: The constraints of the site for the proposed development only allow for the dedication of a 50 foot right of way. •Roadway Width (Face of Curb to Face of Curb): 26 feet (No waiver required) • Planting Strip Width (both sides of street): 6 feet Reason for need: The site constraints for the site will not allow for the required planting strip width. •Sidewalk Width (each side of street): 5 feet Reason for need: Site constraints for the site will only allow for a 5‐foot sidewalk on one side of the street in certain areas. Overall, there will be adequate sidewalks provided for pedestrian access. •Curb Radius at Intersections: 5 feet recommended; 10 feet maximum (No waiver required) • Maintenance/Utilities Strip (both sides of street): 6 feet Reason for need: Site constraints for the site prohibit that standard 6‐ foot wide utility strip. Water and sewer utilities will be within the public right‐of‐way or separate easements. Other utilities will have adequate room for installation to serve the Townhome Units. • Street Trees: Every 40 feet (No waiver required) • Street Lighting: At all intersections and at least every 175 feet (No waiver required) 17 18 11/9/2020 10 WAIVER REQUEST #4: SECTION 6.17.3.2 Section 6 (Development Standards), Subsection 6.17 (Sidewalks and Walkways), Paragraph 6.17.3 (General Provisions), Sub‐ paragraph 6.17.3.2 (New Public Streets) states “Sidewalks will be provided along both sides of all proposed and existing public streets within development.” Reason for need (Partial Waiver Request): Due to site constraints with space limitations and topography, it is not feasible to include a sidewalk along the west side of Hartland Circle from the entrance to the location of the mail kiosk. We have provided sidewalk along the east side of the street along this section and then on both sides of the street throughout the rest of the site. WAIVER REQUEST #5: SECTION 6.11.3 UDO Section 6 (Development Standards), Subsection 6.11 (Lighting), Paragraph 6.11.3 (Lighting Requirements) states “Lighting plans shall include a layout of proposed fixture locations (including wall mounted lights, ground mounted lights, and illuminated signs), foot candle data that demonstrate conforming intensities and uniformities; and a description of the equipment (catalog cuts), glare control devices, lamps, mounting heights and means, hours of operation, and maintenance methods proposed. Illumination intensities (lighting contours) may be shown on an independent plan or integrated with other required plans.” Reason for need (Partial Waiver Request): We have provided a full site lighting plan for the streets and parking, however, we do not at this time have the lighting specifications for the building wall mounted fixtures, or the entrance monument sign. These specifications will be included with the construction drawings and sign application for the project and will comply with the required regulations per Section 6 of the UDO. 19 20 1 NORTH CAROLINA TOWN OF HILLSBOROUGH WATER/SEWER EXTENSION CONTRACT THIS CONTRACT is entered into this _____ day of , , by and between HIGHWAY 70A, LLC, 320 EXECUTIVE COURT, HILLSBOROUGH, NC 27278 (hereinafter the “Developer”) and the Town of Hillsborough, a North Carolina municipal corporation (hereinafter the “Town”): WHEREAS, the Developer proposes to extend the Town’s water and sewer system (hereinafter the “Work, or Improvements”) to serve East Village at Meadowlands (hereinafter the “Project”); and WHEREAS, Developer has agreed to pay certain costs associated with the proposed Work; and WHEREAS, at its meeting held December 14, 2020, the Town Board of Commissioners authorized the proposed extension subject to execution of this Contract and compliance with its terms. NOW, THEREFORE, the Developer and the Town, and the heirs, successors, and assigns of each of them agree: (1) Subject to Developer's compliance with the terms and conditions set forth herein, and subject to Developer obtaining any necessary approval from the State of North Carolina or any other agency or authority, the Town will permit the connection of Improvements constructed for the above-referenced Project to the Town’s water and sewer systems. a) The Town reserves the right to refuse to allow connection to or use of the Town water and/or sewer system (i) when such connection would cause the Town’s system or the operation thereof to be in violation of any applicable state or federal requirement; or (ii) for reasons not known or foreseen by the Town at the time this contract was executed that would create a clear and present danger to the public health or safety. Reasons for refusal to allow connection shall include, but not be limited to, lack of water supply or lack of capacity of one or more components of the water or sewer system. b) The Town's authorization to connect to the Town's water and sewer system, including any capacity reservations noted, under this Contract shall expire if (i) substantial (i.e. more than token) construction of the project has not begun within one year from the date upon which this contract was executed; (ii) after construction begins, construction ceases for a continuous period of at least one year (unless a result of an action by the Town); or (iii) the extension to be constructed pursuant to this contract has not been connected to the Town's system in accordance with the requirements set forth herein within two years from the date upon which this contract was executed, unless extended by writing before the expiration. 2 (2) Nothing in this Contract shall be construed as constituting express or implied approval of the Project by the Town under any applicable Town zoning, subdivision, or other land use ordinance. (3) The Developer agrees to comply with or satisfy the following terms and conditions as well as those set forth in Appendix A and acknowledges that the Town's authorization to connect the proposed extension to the Town's system is specifically contingent upon compliance with or satisfaction of the same. If these conditions are not met, this Contract will be rendered null and void and the Developer will need to re-negotiate a new Contract for extension of service from the Town. A. General Conditions: 1. Unless otherwise explicitly and specifically stated, Developer shall bear the costs and expenses of all obligations and duties created by this Contract, including without limitation, engineering and legal fees incurred by the Town in connection with the proposed extension. 2. The Town will permit the physical connection of the extension to the Town's water or sewer system only after all the conditions set forth in Sections B and C and any additional conditions appended hereto have been satisfied. 3. The Town shall own and maintain the Improvements constructed under this contract after they are accepted by the Town Board of Commissioners. However, the Developer shall warrant all materials and workmanship of the Improvements pursuant to the Post-Construction Conditions presented in Section D(11). Should defects in workmanship or materials be discovered in work done pursuant to this contract by or for the Developer during the warranty period, the Developer shall be responsible to see that all such defects are promptly corrected at the Developer’s expense and evidence of such be provided to the Town. 4. The Town may make or authorize extensions or connections to or from any of the Improvements constructed pursuant to this Contract without permission of the Developer. 5. Developer's construction of Improvements pursuant to this Contract shall not relieve Developer of the obligation to pay applicable fees under the Town's water and sewer ordinances and policies, except as amended by Appendix A. 6. Developer's construction of Improvements pursuant to this Contract does not affect the Town's policy with respect to the fees to be paid to the Town by property owners other than Developer for connection to the improvements constructed by Developer pursuant to this Contract. Nor shall Developer have any right to collect fees from persons connecting onto or extending the improvements constructed under this Contract. 3 7. Water and sewer service which meet minimum State and Town standards will be provided. The Town makes no other warranty as to any water quality, quantity or pressure to be provided. 8. All fees and charges to be paid pursuant to this Contract shall be calculated in accordance with the fee schedule in effect when the fees and charges are paid and not necessarily when and as invoiced. Fees typically are adopted each year for an effective date of July 1 and are subject to change if invoiced in the prior year and not paid promptly. 9. This Contract may be assigned by the Developer, but such successor or assignee shall obtain no rights hereunder until after it has provided the Town with a written acknowledgment of its obligations and responsibilities under this Contract. 10. This Contract is specific to the Project name above and described in Appendix A as approved by the Town Utilities Department and the Board of Commissioners. Any change or alteration in the approved intended use, i.e., residential and commercial development, or configuration of the approved Improvements of such Project by the Developer OR successor or assignee shall, absent the written consent of the Town, void this Contract. 11. The words “line” or “lines” shall include "main or "mains" unless the contract otherwise requires. "Sewer" means "sanitary sewer." 12. This Contract shall be deemed made in and shall be construed in accordance with the law of North Carolina. B. Pre-Construction Conditions 1. The Developer and its engineer shall discuss the capacity needs of the Project with the Town early in its conceptual phases. Determined water and sewer capacity allocated to the Project will be noted in Appendix A and any changes in Project scope requiring more than the allocated amount will require an amendment to this Contract. For large Projects, the Developer may be requested to conduct its own capacity analysis using a licensed North Carolina Professional Engineer utilizing information provided by the Town due to limited Town resources. The Town will assist as much as possible to keep the process moving in a timely fashion. a) If results of the capacity analysis determine off-site improvements are needed to the Town’s existing system (conveyance or treatment) to accommodate the Project and the Developer is proceeding with the Project, the Town will negotiate mitigation of such off-site improvements with the Developer, and the terms reached as a result of the negotiations will be included in Appendix A. 4 2. The Developer shall engage a licensed North Carolina Professional Engineer to prepare plans and specifications for the construction of water improvements and/or sanitary sewer improvements to serve the Project. The Project shall not rely solely on the Town’s Standard Utility Specifications as these do not cover all methods of construction or administrative matters (e.g., shoring, trenching, backfill, pipe laying, bypass pumping, temporary water service, general and special conditions, site security, payment and change processes, geotechnical or other investigations, etc.). 3. The Developer shall secure formal approval of the water and sewer construction plans and specifications by the following agencies or authorities at a minimum, to the extent applicable, and provide approvals of such to the Town: • Town Utilities Department • North Carolina Department of Environmental Quality (if the Project entails any site infrastructure that is considered private, the plans and permit applications shall clearly delineate such and two applications may be required) • North Carolina Department of Transportation 4. The Developer shall secure and record all required easements for the Work. The Town may provide a boilerplate easement document for utilization. 5. The Developer shall schedule a pre-construction meeting to include the Town, Contractor, and other pertinent stakeholders prior to commencement of the Work and provide the Town a list of contacts for the Project. 6. The Developer shall pay all fees for the Improvements due to the Town prior to construction of the Improvements. 7. The Town does not anticipate accepting new pumping stations. If the Town accepts a pumping station in the Project design, the Developer shall pay the Town’s Perpetual Maintenance Fees as required by the Town Code. 8. The Developer shall ensure that its contractor has the final approved permits, plans and specifications for the Project and is aware of the Town’s Utility Specifications, Standard Details and As-Built Digital Submittal Requirements prior to construction commencement. C. Construction Conditions: 1. Unless otherwise provided in this Contract, all construction shall be in accordance with Town and State policy, standards and specifications at the time of construction commencement. a) The Town shall approve the size and type of material for all water and sewer lines. 5 b) All Work shall be subject to inspection. No Work may be covered up until such inspection has taken place by the Town or another construction Inspector who reports to the Town. If any Work is covered up prior to inspection, the Town may require such line or facility to be uncovered or exposed to view at the Developer's expense to facilitate such inspection. c) The Town will require acceptance testing to determine whether the Work complies with State and Town standards and specifications. All such testing shall be at the Developer's expense. Tests shall be witnessed by the Town after advance notification by the Contractor to the Town of such testing by at least 48 hours. d) The Developer shall provide, at its sole cost and expense, for construction observation of the water and sewer Improvements by an independent, competent and experienced inspector (Inspector) to be approved by the Town. Such Inspector shall have at least five years’ experience in observing water and sewer main construction. The role of the Town’s inspection staff is not to oversee construction of the Project, but only to witness the installation more critical items of importance to the Town and periodically check on the Project’s progress. e) The Inspector hired by the Developer shall be onsite each day that meaningful work is performed and shall prepare daily logs to be submitted weekly to the Town. Daily logs shall include a general description of the work performed that day, weather conditions, equipment used, number of crew, any installation observations or concerns and who they were communicated to, and associated photos with a photo log. The Inspector shall routinely communicate with the Town on progress and issues that arise. i. Meaningful work means the installation of water or sewer infrastructure and appurtenances that will become part of the public system of the town, installation of water or sewer services, making taps to existing Town water or sewer mains, testing (including flushing and chlorinating of water mains) of water or sewer systems for acceptance, testing of soils for compaction around water and sewer systems, pouring thrust blocking constructing pumping stations, tanks or other water and sewer features. f) The Inspector shall consult with the Town and the Developer’s engineer on any significant field changes. The Developer’s engineer shall gain approval in writing from the Town’s Utilities Director or delegated staff prior to making such changes. Changes shall be reflected on the record drawings. 6 i. Significant change may include, but not be limited to: adding or deleting infrastructure; changing the alignment or grade of infrastructure; moving hydrants, manholes, valves or backflow prevention device locations; adding additional services; changing pipe sizes or materials; adding couplings; or making other changes that will affect the layout or operation of the system as designed and approved. g) The Developer shall require that all construction shall be performed by a contractor licensed to perform this type of Work in North Carolina. h) The Developer shall require that the Contractor have its field superintendent onsite during all construction of the Improvements. The field superintendent and a secondary field contact shall be identified at the preconstruction meeting. i) The Developer shall ensure that the Contractor maintains field records of the Work as it progresses and shall have a registered land surveyor collect and seal as accurate, the location and survey attributes for all water and sewer features as required by the Town according to its As-Built Digital Submittal Requirements. Any missing information to meet the requirements shall be collected at the Developer expense and prior to Town acceptance of the system. j) The Developer shall have final as-builts prepared of the Work from the Contractor’s field records which are sealed by a North Carolina registered Professional Engineer. 2. The Developer shall bear the total cost of all water and/or sewer construction within the Project and the total cost of all water and/or sewer construction required to extend service to the Project, unless negotiated otherwise and stated in this Contract. D. Post-Construction Conditions: Before the Town will permit use of the Town infrastructure to serve the Project, Developer shall: 1. Furnish the Town two printed copies (1 full size and 1 half size) and one electronic PDF copy of the record drawings, together with: a) the contractor's affidavit that the drawings accurately represent the as- built improvements, and b) a certificate of compliance executed by the Professional Engineer of record indicating that work has been performed in substantial compliance with the approved plans and specifications. 7 b) a Contractor's Affidavit and Release of Liens from all subcontractors and materialmen. 2. Provide digital data as required by the Town’s As-Built Digital Submittal Requirements. 3. Provide sewer smoke testing and televising reports as required by the Town specifications. 4. Convey to the Town and record or cause to have recorded in the Orange County Registry all deeds of easement and plats showing all water and/or sewer easements required to serve the Project. 5. Provide a certified Statement of Value per bid line item of the final cost of the water and sewer Improvements. 6. Provide copies of all acceptance testing performed on the Improvements, including any testing of backflow prevention devices; fats, oils and grease interceptors or separators; fire flow or apparatus testing (as it relates to affecting the public water system). 7. Have submitted all daily field reports and other pertinent Project records as requested such as submittals, Requests for Information, Field Work Orders and Change Orders. 8. Provide completed state Change of Ownership forms to transfer the state- permitted water and sewer Improvements that are to become public to the Town. 9. Formally dedicate to the Town by letter all physical Improvements constructed to serve the project that is the subject of this contract, which Improvements shall become part of the Town water and sewer system upon acceptance by the Town Board of Commissioners and will thereafter be owned and maintained by the Town, with exception of the warranty conditions. 10. Schedule a pre-acceptance walk-through with the Town and correct any deficiencies noted. 11. Warranty. A warranty shall be provided in the name of the Town of Hillsborough for a minimum period of two years from the date of Town Board of Commissioner acceptance of the construction for the Project or phase of Project. a) The method of securing the warranty shall be by Maintenance Bond or Letter of Credit from a viable surety with a rating of AA or above, or other form of security in a form acceptable to the Town. This amount will be 25% of the total cost of the Improvements as certified in the Statement of Value. 8 b) It shall be the Developer’s responsibility to request release of the warranty at a point not earlier than two years from the date of acceptance of the system by the Town. The warranty shall remain in effect until such time as all four of the following conditions are satisfied: i. Town staff have evaluated the system for the end-of-warranty release and provided documented comments of defects to be corrected; ii. Developer has performed end-of-warranty sewer smoke testing and televising (CCTV) and provided such to the Town for review in accordance with the Town’s specifications; iii. Developer has corrected any defects noted by the Town staff in its evaluation of the system and the Town has verified this; and, iv. The Town has returned or noted cancellation of the warranty security instrument. [SIGNATURE PAGE FOLLOWS] 9 IN TESTIMONY WHEREOF, the parties hereto have executed this Contract in duplicate originals, as of the day and year first above written. DEVELOPER HIGHWAY 70A, LLC 320 EXECUTIVE COURT HILLSBOROUGH, NC 27278 TOWN OF HILLSBOROUGH By: ___________________________ By: ___________________________ Signatory Title Eric J. Peterson Town Manager ATTEST: ATTEST: ______________________________ ______________________________ Interim Town Clerk Sarah Kimrey This Contract is approved to as form: __________________________ Town Attorney This instrument has been preaudited in the manner required by the Local Government Budget and Fiscal Control Act. __________________________ Daphna Schwartz, CPA, MBA, CGMA Finance Director List of Appendices: Appendix A 10 EAST VILLAGE AT MEADOWLANDS TOWN OF HILLSBOROUGH WATER/SEWER EXTENSION CONTRACT APPENDIX A Developer agrees to satisfy the following conditions in addition to those set forth in the WATER/SEWER EXTENSION CONTRACT before the Town will permit the connection of Improvements constructed for the above referenced Project to the Town water and sewer system: 1. The Project has reserved 30,480 gpd of water and wastewater capacity (50 – 3-bdr and 26 – 4-bdr) and another 960 gpd of sewer capacity for two outside lots, which is valid in accordance with the terms of this Contract. 2. All water meters for the project shall be purchased from the Town at the prevailing rate at the time meters are purchased. 3. Public water and sanitary sewer facilities for the project includes 8-inch sewer main (2,760 LF), 8-inch water main (2,330 LF) and 4” water main (150 LF) including necessary fire hydrants, valves and other appurtenances as designed by Summit Consulting and Engineering, PLLC. 4. The Project is approved for 76 water services and 78 sewer services. Two sewer taps are for adjoining neighbors outside the Project parcel. Private easements, a minimum of 10’ wide, shall be executed and recorded between the parcel owners for privately owned services crossing parcel lines. 5. Developer shall have Contractor coordinate with the Town on tie-in plans and water shutdowns at least one week in advance. Contractor shall be responsible to notification to customers of water disruptions in a manner approved by the Town. 6. Town shall operate any existing system features (i.e., valves, hydrants) to accommodate Work by Contractor. 7. Developer’s Contractor shall report any instances of sewer bypass or overflow, or any instance of water system issues, caused by the Work. 8. Developer shall ensure Contractor checks and confirms line and grade throughout installation of future public gravity sewers to ensure proper slope and alignment and it centered within the easement. 9. The public utility easement required to serve this project across the adjacent Tryon Place III parcel shall be executed and recorded prior to construction Commencement. Ordinance No. 20201214- Return to: Hillsborough Planning Department, P.O. Box 429, Hillsborough, NC 27278 The following ordinance was introduced by Commissioner , and duly seconded by Commissioner . AN ORDINANCE ANNEXING CERTAIN CONTIGUOUS PROPERTY WHEREAS, a petition was received requesting the annexation of; WHEREAS, the Parcel Identification Numbers (PIN) for the requesting properties are 9874-80-9603, 9874-81-6134, and 9874-81-8049; WHEREAS, the petition was signed by the owners of all the real property located within such area; and WHEREAS, a public hearing on the annexation was held on October 19, 2020 following notice of such hearing published in the News of Orange County on October 7 and 14, 2020. NOW, THEREFORE, THE BOARD OF COMMISSIONERS FOR THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. The Board of Commissioners finds that a petition requesting the annexation of the area described in Section 2 was properly signed by the owners of all the real property located within such area and that such area is contiguous to the boundaries of the town of Hillsborough, as the term "contiguous" is defined in G.S. 160A-31(f). Section 2. The following area is hereby annexed to and made a part of the Town of Hillsborough: Beginning at an existing iron pin in the existing town of Hillsborough corporate limits line (NC grid coordinates NAD 83/11 as derived from a survey performed by Brantley W. Wells, PLS, dated March 6, 2020, N. 841,316.02', E. 1,978,598.18') in the south right of way line of US 70-A east at the northeast corner of 640 Meadowlands Drive LLC (see plat book 83, page 74 and deed book 6020, page 543, Orange County Registry); thence leaving the existing town corporate limits line and proceeding with the new town corporate limits line along and with the south right of way line of US 70-A N.04°40'53”E. 18.82' to an existing iron pin at the northwest corner of Henrietta C. Auman Trust (see plat book 1, page 59 and deed book 114, page 124 Orange County Registry); thence continuing along and with the south right of way line of US 70- A and continuing with the new town of Hillsborough corporate limits line S.73°34’30”E. 171.05’ to an iron pin set on the southern right of way line of US 70-A in the western line of Hart P. Griffith-Zill (see plat book 97, page 71 and deed book 4724, page 116 Orange County Registry); thence continuing along and with the south right of way line of US 70-A and continuing with the new town of Hillsborough corporate limits line S.73°34’30”E. 274.02’ to an iron pin set on the southern right of way of line of US 70-A in the eastern line of Hart P. Griffith-Zill at the northwest corner of Henri C. Nadworny and Marie Nadworny (see plat book 1, page 59 and deed book 2064, page 381 Orange County Registry); thence leaving the south right of way line of US 70-A and continuing with the new town corporate limits line along and with the west line of Nadworny S.16°12’26”W. 327.01’ to an existing iron pin at the southeastern corner of Hart P. Griffith-Zill and a corner of Henrietta C. Auman Trust (see plat book 1, page 59 and deed book 133, page 419 Orange County Registry); thence continuing with the new town corporate limits along and with the west line of Nadworny S.16°12’26”W. 72.84’ to an existing iron pin at the southwestern corner of Henri C. Nadworny and Marie Nadworny (see plat book 1, page 59 and deed book 2064, page 381 Orange County Registry); thence continuing with the new town of Hillsborough corporate limits along and with the south lines of Nadworny and Sandra M. Sharpe (see plat book 1, page 59 lots 20,21,22,23 and deed book 6118, page 90 Orange County Registry) S.73°48’57”E. 199.78’ to an existing iron pin at the southwest corner of Gabriel and Alexandra Bursuc (see plat book 1, page 59 lots 24,25,26,27,28,29,30,31 and deed book 6082, page 53 Orange County Registry); thence continuing with the new town of Hillsborough corporate limits and the north line of Henrietta C. Auman Trust along and with the south line of Bursuc S.73°17’54”E. 200.17’ to an existing iron pin at the northwest corner of Paul E. and Janice Holder; thence continuing with the new town of Hillsborough corporate limits and the eastern line of Henrietta C. Auman Trust along and with the west lines of Holder (see plat book 14, page 54 lot 5, deed book 241, page 465 and plat book 14, page 54 lot 6, deed book 369, page 68 Orange County Registry) S.17°43’06”W. 258.53’ to an existing iron pin at the northwest corner of Charles A. and Melanie K. Bartee (see plat book 14, page 54 lot 7 and deed book 5914, page 262 Orange County Registry); thence continuing with the new town of Hillsborough corporate limits and the eastern line of Henrietta C. Auman Trust along and with the west lines of Bartee and Ernesto Ponce and Refugio M. Viramontes (see plat book 14, page 54 lot 8 and deed book 5983, page 135 Orange County Registry) S.17°43’06”W. 170.14’ to an iron pin set at the northeast corner of Lisa C. Wagoner Trustee (see plat book 15, page 120 lot 1 Orange County Registry); thence continuing with the new town of Hillsborough corporate limits and the southern line of Henrietta C. Auman Trust along and with the north line of Wagoner N.75°16’17”W. 99.60’ to an existing iron pin at the northeastern corner of Michael Brockman and Debra Brockman (see plat book 15, page 120 lot 2 and deed book 6642, page 2375 Orange County Registry); thence continuing with the new town of Hillsborough corporate limits and the southern line of Henrietta C. Auman Trust along and with the north line of Brockman N.75°16’17”W. 99.42’ to an existing iron pin at the northeastern corner of Marta Mares (see plat book 15, page 120 lots 3 and 4 and deed book 6641, page 1663 Orange County Registry); thence continuing with the new town of Hillsborough corporate limits and the southern line of Henrietta C. Auman Trust along and with the north line of Mares N.75°22’48”W. 198.60’ to an existing iron pin at the northeast corner of Lisa C. Wagoner Trustee (see plat book 15, page 120 lot 5 Orange County Registry); thence continuing with the new town of Hillsborough corporate limits and the southern line of Henrietta C. Auman Trust along and with the north lines of Wagoner and Faye T. Smith (see plat book 15, page 120 lot 6 and deed book 810, page 524 Orange County Registry) N.75°26’28”W. 263.64’ to an existing iron pin in the existing town of Hillsborough corporate limits, the southwestern corner of Henrietta C. Auman and the northeastern corner of 320 Executive Court (see plat book 121, page 43 and deed book 6640, page 1966 Orange County Registry) at the southeast corner of Barlow Meadowlands LLC (see plat book 75, page 146 and deed 6541, page 337 Orange County Registry); thence continuing with the existing town of Hillsborough corporate limits and the west line of Henrietta C. Auman Trust along and with the east line of Barlow Meadowlands LLC N.04°48’35”E. 200.20’ to an existing iron pin at the southeast corner of Orange County (see plat book 75, page 146 and deed book 4013, page 40 Orange County Registry); thence continuing with the existing town of Hillsborough corporate limits and the west line of Henrietta C. Auman Trust along and with the east line of Orange County N.04°48’06”E. 257.91’ to an existing iron pin at the southwest corner of Henrietta C. Auman Trust (see plat book 1, page 59 and deed book 114, page 124 Orange County Registry); thence continuing with the existing town of Hillsborough corporate limits and the west line of Henrietta C. Auman Trust along and with the east line of Orange County N.04°44’50”E. 71.94’ to an existing iron pin at the southeast corner of Burkeshire Properties LLC ( see plat book 83, page 74 and deed book 6647, page 96 Orange County Registry); thence continuing with the existing town of Hillsborough corporate limits and the west line of Henrietta C. Auman Trust and the east lines of Burkeshire Properties LLC along three (3) courses as follows: (1) N.04°49'54”E. 51.13' to an existing iron pin, (2) N.04°31'36”E. 40.75' to an existing iron pin and (3) N.04°30'41”E. 43.51' to an existing iron pin at the south eastern corner of 640 Meadowlands Drive LLC (see plat book 83, page 74 and deed book 6020, page 543 Orange County Registry); thence continuing with the existing town of Hillsborough corporate limits and the west line of Henrietta C. Auman Trust and along and with the eastern line of 640 Meadowlands Drive LLC N.04°34'23”E. 183.04' to the point and place of beginning, containing 10.895 acres more or less, and being the property of Henrietta C. Auman Trust (see plat book 1, page 59 lots 1,2,3,4 and deed book 114, page 124 and plat book 1, page 59 lots 5- 15 and 100-103 and deed book 133, page 419 Orange County Registry) and the property of Hart P. Griffith-Zill (see plat book 97, page 71 and deed book 4724, page 116 Orange County Registry). Description taken from an actual field survey by Brantley W. Wells, PLS, no. 4544 dated March 6, 2020. Description prepared December 2, 2020 by William H. McCarthy, Jr. PLS, Summit Design and Engineering Services project number 20-0044. Section 3. This Ordinance shall become effective on adoption. Section 4. The Town Clerk shall cause to be recorded in the Office of the Register of Deeds of Orange County and in the Office of the Secretary of State an accurate map of the annexed territory described in Sections 2 together with a duly certified copy of this ordinance. Such a map shall also be delivered to the Orange County Board of Elections as required by G.S. 163-288.1. The foregoing ordinance having been submitted to a vote, received the following vote and was duly adopted this 14th day of December 2020. Ayes: Noes: Absent or Excused: Town of Hillsborough Sarah E. Kimrey, Interim Town Clerk SEAL STATE OF NORTH CAROLINA COUNTY OF ORANGE I, , a Notary Public of the County and State aforesaid, certify that Sarah E. Kimrey personally appeared before me this day and acknowledged that she is the Interim Town Clerk for the Town of Hillsborough, a North Carolina municipal corporation, and that she, as Interim Town Clerk, being duly authorized to do so, executed the foregoing instrument to acknowledge that it is an Annexation Ordinance duly adopted by the Town of Hillsborough Board of Commissioners on the date indicated. Witness my hand and official seal, this the _____ day of ____________, ____. (Official Seal) _____________________________ Notary Public My commission expires. 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 _ Highway 70 A, LLC _ to amend the Town of Hillsborough Zoning Map as follows (insert general description of proposed amendment): to zone approximately 10.89 acres on US 70 A east of Meadowlands as Residential Special Use following annexation 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 request. The area is located within the town’s urban services boundary. • The vicinity is designated as Mixed Density Residential Neighborhood in the Future Land Use Plan. That designation establishes a density of 3-8 units per acre. The development plan submitted with this request has a density of approximately 7 units per acre. Adopted by the Town of Hillsborough Board of Commissioners this _14th day of _December_, 2020. Sarah E. Kimrey, Interim Town Clerk 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 10.89 acres on the south side of US 70 A as Residential Special use. This action impacts the following Parcel Identification Numbers: 9874-80-9603, 9874-81-6134, and 9874-81-8049 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 December, 2020. Ayes: Noes: Absent or Excused: Sarah E. Kimrey, Interim Town Clerk Assistant Town Manager/Planning Director Margaret Hauth 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 919-296-9471 | margaret.hauth@hillsboroughnc.gov www.hillsboroughnc.gov | @HillsboroughGov Planning Board Minutes | 1 of 4 Draft Minutes Planning Board Special Meeting (Remote) 7 p.m. Nov. 19, 2020 Town of Hillsborough YouTube channel Present: Chair Chris Johnston, Frank Casadonte, Lisa Frazier, Alyse Polly, Jeff Scott, Vice Chair Jenn Sykes, Scott Taylor and Toby Vandemark Staff: Planning Director Margaret Hauth and Town Attorney Bob Hornik Guests: Sean Dolle, Henri Nadworny, Kim Parton, Tim Smith, Jim Stumbo, Richard Turlington and Kim Woodward 1. Call to order and confirmation of quorum Chair Chris Johnston called the meeting to order at 7 p.m. Planning Director Margaret Hauth called the roll and confirmed the presence of a quorum. 2. Agenda changes and approval There were no changes. The agenda stood as presented. 3. Minutes review and approval Minutes from Aug. 20, Aug. 27, Sept. 17, Oct. 15 and Oct. 19 meetings and hearings Motion: Member Toby Vandemark moved to approve all the minutes. Member Jenn Sykes seconded. Vote: 8-0. Ayes: Members Johnston, Frank Casadonte, Lisa Frazier, Alyse Polly, Jeff Scott, Sykes, Scott Taylor and Vandemark. Nays: None. Johnston indicated that he would like to be excused from Item 4A due to a conflict of interest. Motion: Sykes moved to allow Johnston to excuse himself from Item 4A. Vandemark seconded. Vote: 7-0. Ayes: Casadonte, Frazier, Polly, Scott, Sykes, Taylor and Vandemark. Nays: None. 4. Recommendations to the Board of Commissioners regarding public hearing items A. Annexation, zoning request, and Special Use Permit application from US 70A LLC and the current owners involving 10.89 acres immediately east of the Meadowlands Office Park at 1317 U.S. 70A. The applicant is seeking annexation into Hillsborough, requesting the property be zoned Residential Special Use and applying for a Special Use Permit to develop the property with 76 townhomes. The application includes waiver requests. Frazier asked if there would be a maximum occupancy for the townhomes, considering they would be three- and four-bedroom units. Hauth said there is not a good way to manage that. Planning Board Minutes | 2 of 4 In response to a board question, Hauth confirmed that the Planning Board is not required by the ordinance or by the state to give a recommendation to the Hillsborough Board of Commissioners about annexation rather only the zoning request. However, the Board of Commissioners is happy to receive the Planning Board’s recommendation on annexation. Polly said the proposal would be a lot going on in a small space. Maybe there is too much proposed for too little space. She would love to hear thoughts on the reason for building 76 townhomes. Casadonte agreed with Polly. Sykes said the Planning Board could recommend a lower number of units. Hauth confirmed that is true. She suggested that Tim Smith of Summit Design and Engineering and Richard Turlington of Orange County Habitat for Humanity could speak to what is possible. Smith said the team worked with the developer and Orange County Habitat for Humanity and concluded 76 units would be appropriate. As an engineer and designer, he feels it would not be extremely intensified development. He said the team would prefer not to lose units because they are trying to provide affordable housing. He is not saying that they cannot or would not reduce numbers. He said if the reason for the reduction is related to noise, he would not know what level of reduction would change those issues or concerns. Turlington said he would have to crunch numbers to determine how many units they could lose and still have a viable project. He added that he thought the board was interested in an affordable housing project that would be bigger than what Habitat has been able to build in Hillsborough so far. Polly asked if there is an answer yet to the question of whether a school bus could turn around in the development. Smith said a school bus could navigate through the site. He had checked the turn radius. He added that they had already known that the streets would accommodate the town trash trucks. Hauth added that there is not really a place for the rollout carts to be placed because of the configuration of the homes. The townhomes would be served with a dumpster. Town Attorney Bob Hornik asked if the maneuverability takes into account when the parking spaces are full. Smith confirmed that buses and trucks can maneuver even when the parking spaces are occupied. Smith shared that he had met with the Bursucs after the public hearing. The 8-foot fence would now be extended behind the Bursucs’ property. Also, the developers would provide a sewer stub-out for the Bursucs. Sykes asked whether the developers had considered addressing any of the lighting concerns. Smith said the lighting plan meets the minimum requirements of the unified development ordinance, so the lighting cannot be reduced. Polly said she is trying to find a balance between making sure the affordable housing project is a success and making sure the neighbors feel comfortable as well. Planning Board Minutes | 3 of 4 Henri Nadworny, a resident neighbor to the proposed project, asked if there is any housing in the area that is this dense. Hauth said in the immediate vicinity – Forest Ridge or Fiori Hills – lower density. Eno Haven Apartments are probably higher density. There are other townhome and apartment projects in town that are at a much higher density including the two condo projects downtown. Taylor said the applicant has worked with the neighbors and he is not concerned with the density. Vandemark agreed with Taylor. She added that the town is trying to create more dense areas. The townhomes in Hillsborough now are so expensive and many cannot afford them. She thinks the building of 76 Habitat townhomes would be helpful. Frazier said she realizes the town needs affordable housing, but she thinks this could be too dense, considering there could be many children and cars. Casadonte said he hasn’t heard any price points or what the town considers to be affordable housing. Hauth said when boards hear from an applicant that something is affordable, she cautions boards to make sure it meets the Housing and Urban Development definition of affordable, which is affordable to someone who makes 80% of the county’s median income. Someone shouldn’t spend more than 30% of income on housing and utilities. So, in Orange County, an affordable home is in the range of $150,000. She added that Habitat routinely reaches people who are making 30% of median income. If this is developed by Habitat, then she is confident it will meet the definition of affordability. Turlington confirmed that Habitat accepts homeowner applicants with income between 30% and 80% of median income. He added that the price of the home is customized to accommodate the income of the household that is applying to own a Habitat home. Polly said she is trying to find the balance between more affordable housing and respecting the neighbor’s concerns. Overall, she is leaning toward the affordable housing. When asked, Scott, Taylor and Vandemark said they were comfortable with the density of the project as submitted. The board had no comment about the streets. Polly asked if there would be any play equipment for recreation. Smith said the plan shows open green space in the middle. The developers are flexible about the amenities they would provide. Amenities include a tot lot or playground area. Nothing is definite. Sykes said with the Elfin Pond’s neighborhood, a tot lot was planned and built and then the neighborhood realized there were few toddlers to use the area, so the tot lot was changed to a different kind of recreation space. It might be a smarter strategy to not nail down whether it would be a tot lot or dog park just yet. Hauth said the board recommend that the Board of Commissioners add a condition that the recreation meets the ordinance through a combination of land, improvements and fees at the construction drawing stage. Planning Board Minutes | 4 of 4 Regarding trees, Smith confirmed that trees mentioned at the public hearing would be preserved. He added that a 15-foot buffer would remain. Regarding sidewalks, Hauth said this site would be connected via sidewalk to Meadowlands Drive. The board did not offer comments on the proposal to not have sidewalks on both sides. The board did not offer comments on site grading. Motion: Polly moved to recommend approval of all components of Item 4A including tonight’s modifications and requested waivers, with the condition that the recreation meets the ordinance through a combination of land, improvements, and fees at construction drawing stage as discussed. Casadonte seconded. Vote: 7-0. Ayes: Casadonte, Frazier, Polly, Scott, Sykes, Taylor and Vandemark. Nays: None. TOWN OF HILLSBOROUGH BOARD OF COMMISSIONERS RESOLUTION GRANTING A SPECIAL USE PERMIT SUBJECT TO SPECIAL CONDITIONS AFFECTING 10.89 acres on US 70A east of Meadowlands (OC PINs 9874-80-9603, 9874-81-6134, and 9874-81-8049) WHEREAS, the Town of Hillsborough Board of Commissioners has received an application from Hwy 70 A, LLC for a Special Use Permit to allow the development of approximately 10.89 acres of land on the south side of US 70 A, immediately east of Meadowlands as a townhome community with 76 units and related parking and amenities; and WHEREAS, the Town of Hillsborough Planning Board and the Board of Commissioners conducted joint public hearings to consider the application on October 19, 2020 after giving notice thereof as required by law; and WHEREAS, at the aforesaid public hearings, the Applicant and all others wishing to be heard in connection with the Application were given an opportunity to do so; and WHEREAS, the Town of Hillsborough Planning Board has made its recommendation to the Town of Hillsborough Board of Commissioners regarding the Application; WHEREAS, the Town of Hillsborough Board of Commissioners has considered the recommendation of the Planning Board and all the information and testimony presented to it at the public hearings. NOW, THEREFORE, BE IT RESOLVED by the Town of Hillsborough Board of Commissioners, on motion of _____________________________, seconded by _____________, this 14th day of December, 2020 as follows; 1. The Board of Commissioners has considered all the information presented to it both in support of and in opposition to the application at the October public hearing; 2. The Board of Commissioners finds that the requested permit is within its jurisdiction according to the Table of Permissible Uses, that the application is complete, and that if the proposed development is completed as proposed in the application, subject to the Special Conditions attached hereto, it will comply with the requirements of the Unified Development Ordinance. 3. The Special Conditions attached hereto are intended to preserve and/or promote the health, safety and welfare of the surrounding areas and the Town of Hillsborough in general, and to insure that the provisions established by Section 3.8 and 5.2.9.2 of the Unified Development Ordinance are met. 4. Upon adoption of this Resolution, the Town of Hillsborough shall issue a Special Use Permit in the standard form with the Special Conditions attached and notice of this decision and issuance of the special use permit shall be transmitted forthwith in accordance with Section 3.8.16 of the Unified Development Ordinance. 5. The Special Conditions applying to this Special Use Permit are: a. The application materials including but not limited to the site plan, building elevations, and narrative presented at the October 19, 2020 public hearing, plus the revised site plan sheets discussed at the November 19, 2020 Planning Board meeting are those approved with this permit. b. The five waivers requested in the application are granted. c. The construction drawings submitted for the project will comply to the ordinance requirements related to recreation requirements for attached dwellings in terms of both points and age appropriate options. The applicant may meet these requirements with a combination of land, improvements, and fees in lieu. d. Certificate of Adequate Public Schools issued by School Superintendent must be provided to the town prior to the approval of a final plat for the development or each phase within the development. The foregoing Resolution was put to a vote of the Town of Hillsborough Board of Commissioners, the results of which vote are as follows: Ayes: Noes: Absent or Excused: Dated: _________________ ____________________________________ Sarah E. Kimrey, Interim Town Clerk Board of Commissioners Agenda Abstract Form Meeting Date: Dec. 14, 2040 Department: Planning Public Hearing: Yes No Date of Public Hearing: Oct. 15, 2020 For Clerk’s Use Only AGENDA ITEM # 8.C Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Margaret A. Hauth, Planning Director/Assistant Town Manager ITEM TO BE CONSIDERED Subject: Resolution granting a Special Use Permit for Waterstone Fire and EMS station Attachment(s): 1. Staff report 2. Application materials 3. Draft November planning board minutes 4. Draft resolution approving the Special Use Permit 5. Plan set (in separate file following East Village pages) Brief Summary: This application was discussed at the October public hearing, with the applicant seeking 9 waivers. There were no public comments. The Planning Board discussed the application at their November meeting and unanimously recommended approval, including all waivers. Action Requested: Approve the resolution to authorize the Special Use Permit. ISSUE OVERVIEW Background Information & Issue Summary: Financial Impacts: Staff Recommendations/Comments: The town is the current property owner but will be arranging an exchange of land and funds with the Orange Rural Fire Department Board of Directors so the department owns the parcel. October 2020 Joint Public Hearing Item Cover Sheet/Staff Report Agenda Item #: 4 ATTACHMENTS: 1 –application & narrative 2 – waiver analysis 3 – Plan set (as separate file) GENERAL INFORMATION: Project Title: Waterstone Fire and EMS Station Purpose: Special Use Permit to develop 2 acres at 350 College Park Road as shared fire/EMS station for Orange Rural Fire Department and Orange County EMS Background: When Waterstone was reviewed in 2003/2004, the applicants dedicated a 2-acre site to the town for civic use. The intention was to build a fire and/or police station on the site. In 2020, the need for a new fire station is more significant and Orange County has expressed significant interest in collocating emergency service staff in the building as well. Zoning Map Blue – Entranceway Special Use Purple – Economic Development District Yellow – Residential 15 Waterstone Master Plan Conditions by Parcel from the Waterstone Master Plan: • That the developer shall convey this 1.5 net acre Parcel to the Town prior to the commencement of improvements on any Parcel within Phase II of the Waterstone Master Plan. • That the uses allowed on this Parcel shall be limited to, a Fire Station, Emergency Medical Service Facility and/or a Police Substation only. Other proposed municipal uses on this Parcel shall be approved in writing by the Waterstone Master Association. • That the floor area permitted on this Parcel shall be determined and approved by the Town at the time that a Special Use Permit application is approved for its use. • That the impervious surface on this Parcel shall be determined as part of the Special Use Permit process for this Parcel Attached following the application and narrative is a statement of all the waivers requested, with staff comments added. Special Use Permits require a quasi-judicial process. As of the date of the agenda packet, no one had contacted the town requesting standing or objecting to the remote process. The newspaper ads, site signage and mailed notices were all done on or near October 2. Special Use Permit findings: 3.8.3 GENERAL STANDARDS/FINDINGS OF FACT The Town Board shall not approve a Special Use Permit application unless it makes each of the following findings concerning the proposed special use: (a) That the use or development is located, designed, and proposed to be operated so as to maintain the public health, safety, and general welfare. (b) That the use or development complies with all required regulations and standards of this Ordinance, including all applicable provisions of Articles 4, 5, and 6 and all applicable regulations; (c) That the use or development is located, designed, and proposed to be operated so as to maintain or enhance the value of contiguous property, or that the use or development is a public necessity; and (d) That the use or development conforms with the general plans for the physical development of the Town and is consistent with the Town’s Comprehensive Plan. NARRATIVE The subject site is currently undeveloped and consists primarily of wooded area. The proposed project includes the clearing of areas need to construct the proposed building, parking, and site infrastructure improvements. UDO REQUIREMENTS FOR SPECIAL USE PERMITS: Evidence that the applicant has consulted with the State Department of Cultural Resources to determine if there are known archeological resources in the vicinity of the site. If resources are expected based on the known database, the applicant shall complete a Phase 1 analysis as part of their Special Use Permit submittal. RESPONSE: Based on the information provided by the NC Office of State Archaeology Natural and Cultural Resources website there are no active Archeological sites located in Orange County. We have contacted the State Office of Archaeology to confirm this information on their website is the most current information. Staff note: The known historic roadbed in Waterstone bypasses tis site to the north. A statement as to the applicant’s preferred green building or sustainable building rating system for the project indicating the performance level intended to be met for the development site or structures in the application materials. RESPONSE: The project will not be LEED certified but will incorporate LEED type materials. A statement as to the applicant’s expected water use for the daily operations of the site upon completion. Projects will be required to demonstrate water saving or reuse measures that will be employed (show baseline & their use). RESPONSE: The project is currently in the Design Development Phase, this information will be finalized during the Construction Document phase. A statement as to how the proposal satisfies the findings found in Section 3.8.3 (General Standards/Findings of Fact). RESPONSE: The project has been designed to meet the requirements of the Section 3.8.3 of the town’s Unified Development Ordinances. (a) That the use or development is located, designed, and proposed to be operated so as to maintain the public health, safety, and general welfare. The development of the subject parcel as a Fire and EMS station is intended to absolutely maintain public health, safety and general welfare by providing community emergency services. (b) That the use or development complies with all required regulations and standards of this Ordinance, including all applicable provisions of Articles 4, 5, and 6 and all applicable regulations; The proposed development has been designed to comply with applicable regulations and standards of the Town Ordinance, including all applicable provisions of Articles 4, 5, and 6 and all applicable regulations. (c) That the use or development is located, designed, and proposed to be operated so as to maintain or enhance the value of contiguous property, or that the use or development is a public necessity; and As a fire and EMS Station, the proposed development is a public necessity that will provide emergency services to the community. (d) That the use or development conforms with the general plans for the physical development of the Town and is consistent with the Town’s Comprehensive Plan. The subject site has been previously designated for the proposed use and is consistent with the Town’s Comprehensive Plan. WAIVER 1 - Subsection 6.13 (parking, loading, and circulation), paragraph 6.13.3 (off-street parking provisions), table 6.13.3.5 (minimum number of parking spaces required), the minimum parking standard for a public safety use is 1 parking space per 250 sf of gfa. Reason for need: based on the town standard, the required minimum number of parking spaces for the proposed building would be 52. This building is unique in that the emergency vehicles parking inside the building. The apparatus parking bays account for approximately 3,650 sf of the total building area. Additionally, this building is not expected to receive many visitors from the public and will primarily be used by employees only. As such, the proposed 29 parking spaces is expected to more than sufficient for this specific use. Staff response: Not opposed to this waiver. During plan development, the two departments discussed parking need and provided feedback to the designers based on their current operations and considering growth an expansion. This request is similar to others approved by the town when the intended users of the building have experience with operations that imply a need for fewer spaces. WAIVER 2 - Subsection 6.10 (landscaping - parking lot), paragraph 6.10.3 (landscape requirements), subparagraph 6.10.3.1, parking lots shall contain at least 1 shade tree for every seven parking spaces required for the site. These trees shall be located a sufficient distance from existing overhead utility lines to ensure the health of and growth of the tree. Reason for need: based on the town standard, the required number of trees is based on the required number of parking spaces which as described in waiver request #1 is 52 parking spaces. With only 29 proposed parking spaces, providing eight (8) trees is not realistic. We propose providing l shade tree for every seven parking spaces provided on site, which would be five (5) trees. Staff response: Not opposed to this waiver. It goes hand in hand with the request above. The ordinance language is tied to the required number of spaces, rather than the provided number of spaces, hence triggering the second waiver request. WAIVER 3 - Subsection 6.13 (parking, loading, and circulation), paragraph 6.13.8 (off-street parking geometric requirements), table 6.13.8 (off-street standard parking geometric requirements), the minimum required aisle width for two-way traffic is 25'. Reason for need: the proposed site design provides an aisle width of 24'. The subject site is constrained to the north by a stream buffer and has approximately 30' of fall across the site. We believe the reduction of the drive aisle is needed to allow for the construction of the proposed site improvements required for the public safety building while also minimizing impacts to the stream buffer. Given the proposed use and the limited number of daily vehicular trips for the site, we believe the proposed drive aisle width is sufficient for the subject site. Staff response: Not opposed to this waiver. The north drive aisle is a driveway and not bounded by parking. The south drive aisle has parking on only one side. The aisle between the parking spaces is 25 feet. WAIVER 4 - Subsection 4.5 (other zoning districts), paragraph 4.5.3 {requirements for watershed protection districts), subparagraph 4.5.3.8 (riparian buffers). Subparagraph 4.5.3.8.a (definition), riparian buffer is an area of land adjacent to perennial and intermittent streams, ponds, lakes, and reservoirs which, expect as stated below, must remain undisturbed in its natural state. Reason for need: the proposed grading work inside the stream buffer is only proposed in zone 2 {the outer 20'). The proposed grading is needed to allow for a reduction in the height of the proposed site wall in an effort to provide a safer condition for both vehicles and pedestrians on site. Staff response: This waiver is not needed. This language only applies within the watershed zoning districts on the west side of town. WAIVER 5 - Subsection 6.22 (tree protection standards), paragraph 6.22.4 (standards), subparagraph 6.22.4.2b, for sites with existing, pre-development tree coverage area that covers more than 25% but less than 50% of the site, maintenance of the tree coverage area is required. Reason for need: the existing site constraints including the stream buffer, narrow lot width, and topographic challenges will not allow for the required tree coverage to be preserved. Staff response: Not opposed to this waiver. The applicant is maintaining tree coverage on north and west portions of the site, where development transitions to lower intensity uses and currently undeveloped property. This site is expected to be the northern edge of more intense development within Waterstone. WAIVER 6 - Subsection 6.10 (landscaping, parking lot), paragraph 6.10.3 (landscaping requirements), subparagraph 6.10.3.4, all planting medians or islands in parking lots shall be at least 10 feet x 10 feet measured from back of curb to back of curb (or pavement edge if the island is not curbed for stormwater purposes). When an island contains one or more shade trees, the island must have at least 300 square feet of unpaved space per shade tree. Reason for need: in an effort to provide a physical separation between the parking spaces and the pathway of the emergency vehicles, a 5-foot wide landscape island has been provided at the head of the proposed parking spaces. The island is not being utilized to meet the shade tree requirement for the site and will only be landscaped with shrubs. Expanding the referenced landscape island to 10 feet in width would impede the travel pathway of the emergency vehicles as they return to the bays. Staff response: Not opposed to this waiver. It is unusual for a site to have an island that doesn’t need to have landscaping in it. The dimension is to provide a better growing environment. WAIVER 7 - Subsection 6. (development standards), paragraph 6.7.8 (fenestration), subparagraph 6.7.8.7, larger scale design features such as garage doors shall be placed at the side or rear of the facility. Reason for need: the overhead bay doors are required to face the street to allow emergency vehicles direct access to the street when responding to fire and ems calls. This access allows for faster response time to calls rather than locating the existing bay doors on the side of the building. Most of the site's space at the front of the building is utilized for vehicle access to the street as well as providing a vehicle return driveway for the trucks to pull around to the rear of the building to return to the bays. Staff response: Not opposed to this waiver. The purpose and function of this building relies on forward facing doors. WAIVER 8 - Subsection 6. (development standards), paragraph 6.7.10 (orientation/entrance location), subparagraph 6.7.10, l, all new primary buildings shall have entrances oriented toward, and accessible from the nearest public street. Reason for need: due to the nature of the building's function. The priority at the front of the building given to the overhead bay doors and driveway to allow for immediate access for emergency vehicles to get to the street. Most of the site's space at the front of the building is utilized for vehicle access to the street as well as providing a vehicle return driveway for the trucks to pull around to the rear of the building to return to the bays. This prevents the emergency vehicles from having to back into the bays at the front apron off of the street. The space on the site is narrow and only allows for the site parking lot to be at the rear of the building. The building entrance naturally lends itself to be at the rear of the building as a majority of the staff and visitors will be driving to the site and accessing the building from the parking lot. Although the building entrance is at the rear of the building, we have provided a building facade that presents itself to the building users as a proper entry elevation and not an uninspired back entrance to the building. Staff response: Not opposed to this waiver. The function of this building does not lead to much public interaction. Additionally, the bay doors are often open during daily operations, providing access for walk-up public. The “safe haven” entrance is on the rear of the building. WAIVER 9 - Subsection 6. (development standards), paragraph 6.18.12 (total sign surface for wall mounted signs). Subparagraph 6.18.12.3, unless otherwise limited by the provisions of the section, the wall sign surface area permitted on any building facade shall be determined as follows: a) 0.5 square feet of wall sign surface per linear foot of building facade or b) thirty-two {32) square feet of wall sign surface area per building facade, whichever is greater Reason for need: because the building's entrance is at the rear of the building, the design intent for the front elevation is to provide a presence at the front of the building that identifies each department represented in the building as well as provide a unified building sign. The main sign over the overhead bay doors provides the unified building sign that speaks to both of the departments residing in the building. The two individual department signs identify each department in the building. All three signs are necessary to provide important identification to the building and its departments as well as providing decorative elements to break up the mass of the architectural CMU walls. The linear footage of the front facade of the building is 166 linear feet. The square footage for each sign is as follows: 1. Waterstone Fire and EMS Station is 59 square feet 2. The fire department logo is 57 square feet 3. The EMS logo is 62 square feet The total for the signage at the front of the building is 178 square feet. The town signage requirement is 166 x 0.5 sf= 83 square feet. Staff response: Not opposed to this waiver. The building will be a focal point in the community. Due to site constraints a traditional freestanding sign is not proposed, although a town wayfinding sign will likely be added to the site. Assistant Town Manager/Planning Director Margaret Hauth 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 919-296-9471 | margaret.hauth@hillsboroughnc.gov www.hillsboroughnc.gov | @HillsboroughGov Planning Board Minutes | 1 of 2 Draft Minutes Planning Board Special Meeting (Remote) 7 p.m. Nov. 19, 2020 Town of Hillsborough YouTube channel Present: Chair Chris Johnston, Frank Casadonte, Lisa Frazier, Alyse Polly, Jeff Scott, Vice Chair Jenn Sykes, Scott Taylor and Toby Vandemark Staff: Planning Director Margaret Hauth and Town Attorney Bob Hornik Guests: Sean Dolle, Henri Nadworny, Kim Parton, Tim Smith, Jim Stumbo, Richard Turlington and Kim Woodward A. Special Use Permit request from Orange Rural Fire Department to develop 2 acres at 350 College Park Road as a public safety station occupied by Orange Rural Fire Department and Orange County Emergency Services. Johnston rejoined the board. Scott said the waivers make sense and are reasonable accommodations that need to be made. The only one he questions a bit is the signage. It looks like what is proposed is more than twice what is allowed by the unified development ordinance, and the building is small for so much signage. Sykes agreed and she said the building is not so far from the street to justify the signs being that large. Parton said she has photos of similar signs on other buildings to help the board visualize the proposal. Parton showed a photo of a station in Apex that is 80 feet from the road with a similar sign that is 54 inches tall. She said at 54 by 54 inches, the details of the emblem cannot be seen from the road. From the road, you just see the mass of it. She noted that at the proposed station the fire badge emblem would be 90 inches tall. She explained that the emblem could not be seen if it was not large. Parton showed a photo of a building with a sign similar in size, maybe 8 inches larger, and 100 feet from the road. It was noted that the proposed station would be 70 feet from the road. Scott asked why a monumental sign – or freestanding sign – could not located on the site. Sykes thinks that question came up at the hearing and it would affect the flow of traffic and it was noted that there would be other town directional signs at the street. Parton said the emblems are intended to add a presence to the front of the building. If the emblems were not permitted on the white facades, then something else would need to be placed there. She added that a monumental sign would have both department’s logos and so would need to be large. Hauth said the town is likely to install a wayfinding sign at the street that says “Waterstone Fire and Safety Station.” She added that Parton makes a point by trying to use the design elements to avoid blank walls. Jim Stumbo, part of the development team, said the emblems are more a part of the wall design than signage. Taylor asked if some walk-in visitors are expected at this facility, maybe dropping off toys for Toys for Tots or something. Hauth said the fire station did not want a lobby for the public. Orange County EMS Operations Manager Kim Woodward said occasionally the safety station has walk-ins who are requesting service. From to time, members of the public stop by. People sometimes come in for a blood pressure check, for severe allergic reactions and for cardiac arrests. It does not happen all that often. With the Planning Board Minutes | 2 of 2 new location’s proximity to the hospital down the street, it’s hard to say whether there would no longer be those emergency walk-ins. Vandemark said emblems are fine and the white facades would look huge without them. To her, the emblems serve a decorative purpose rather than as signage. Polly agreed with Vandemark. She noted the board has talked about not having large blank walls and has asked applicants to construct fake columns or in some way break up plain walls. She thinks the emblems look nice. Frazier had no objection. Casadonte had no objection. Johnston asked Parton if there would be some other way to break up the walls if the emblems were not allowed. Parton said that would take some consideration. There are no columns on the buildings, so movement or articulation of those cubes would probably not work. Sykes raised caution that if these emblems were approved then other applicants might try to get around sign regulations by claiming that some signs are not signs. Scott said he thinks the signs will be nice but the boards should keep in mind that it is possible that six months from now a car dealership asks for bigger signs. He is OK with recommending approval of these emblems. Polly said it may be helpful to talk about why this time it is OK. To her, the proposed emblems look like the same color as the wall behind them. Also, the emblems break up walls that would otherwise be plain. Hauth said she’s heard the board say the fact that they are monochrome, centered, break up a flat wall, and are more pictorial with fewer words allow them to be considered architectural features rather than signage. That would differentiate this request from another signage request. Hornik agreed with Hauth with regards to justifying the decision. Taylor said he had asked about walk-ins to justify the large sign. Sykes said using the public safety justification probably better protects against car dealerships getting large signs, too. Motion: Vandemark moved to recommend approval of the Special Use Permit and all waivers. Taylor seconded. Vote: 8-0. Ayes: Casadonte, Frazier, Johnston, Polly, Scott, Sykes, Taylor and Vandemark. Nays: None. TOWN OF HILLSBOROUGH BOARD OF COMMISSIONERS RESOLUTION GRANTING A SPECIAL USE PERMIT SUBJECT TO SPECIAL CONDITIONS AFFECTING 2 acres at 350 College Park Road (OC PIN 9873-24-1850) WHEREAS, the Town of Hillsborough Board of Commissioners has received an application from Orange Rural Fire Department for a Special Use Permit to allow the development of approximately 2 acres of land at 350 College Park Road to develop a public safety station for the department and Orange County Emergency Services; and WHEREAS, the Town of Hillsborough Planning Board and the Board of Commissioners conducted joint public hearings to consider the application on October 15, 2020 after giving notice thereof as required by law; and WHEREAS, at the aforesaid public hearings, the Applicant and all others wishing to be heard in connection with the Application were given an opportunity to do so; and WHEREAS, the Town of Hillsborough Planning Board has made its recommendation to the Town of Hillsborough Board of Commissioners regarding the Application; WHEREAS, the Town of Hillsborough Board of Commissioners has considered the recommendation of the Planning Board and all the information and testimony presented to it at the public hearings. NOW, THEREFORE, BE IT RESOLVED by the Town of Hillsborough Board of Commissioners, on motion of _____________________________, seconded by _____________, this 14h day of December, 2020 as follows; 1. The Board of Commissioners has considered all the information presented to it both in support of and in opposition to the application at the October public hearing; 2. The Board of Commissioners finds that the requested permit is within its jurisdiction according to the Table of Permissible Uses, that the application is complete, and that if the proposed development is completed as proposed in the application, subject to the Special Conditions attached hereto, it will comply with the requirements of the Unified Development Ordinance. 3. The Special Conditions attached hereto are intended to preserve and/or promote the health, safety and welfare of the surrounding areas and the Town of Hillsborough in general, and to insure that the provisions established by Section 3.8 and 5.2.9.2 of the Unified Development Ordinance are met. 4. Upon adoption of this Resolution, the Town of Hillsborough shall issue a Special Use Permit in the standard form with the Special Conditions attached and notice of this decision and issuance of the special use permit shall be transmitted forthwith in accordance with Section 3.8.16 of the Unified Development Ordinance. 5. The Special Conditions applying to this Special Use Permit are: a. The application materials including but not limited to the site plan, building elevations, and narrative presented at the October 15, 2020 public hearing. b. The nine waivers requested by the applicant are granted. The foregoing Resolution was put to a vote of the Town of Hillsborough Board of Commissioners, the results of which vote are as follows: Ayes: Noes: Absent or Excused: Dated: _________________ ____________________________________ Sarah E. Kimrey, Interim Town Clerk Board of Commissioners Agenda Abstract Form Meeting Date: Dec. 14, 2020 Department: Planning Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 8.D Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Margaret A. Hauth, Planning Director/Assistant Town Manager ITEM TO BE CONSIDERED Subject: Informational update regarding Efland Station project under review by Orange County Attachment(s): 1. Applicant slide presentation to Orange County 2. Road network map from traffic study Brief Summary: Efland Station is a sizable (104 +/- acres) development under review by Orange County. This development is not within the town’s urban service boundary and is not subject to our courtesy review process with Orange County. The applicants are requesting conditional zoning, under the county ordinance, which is a legislative decision not quasi- judicial. Since this project is not able to be served by town utilities, the town would have no future opportunity to discuss this project. The broader community is actively discussing the project and it is located very close to Hillsborough. Staff is providing this information, so the board has accurate information about the proposal. The town has the opportunity to comment on December 15, if the board desires. Action Requested: Direction if the board would like to offer formal comments during the county hearing on December 15. ISSUE OVERVIEW Background Information & Issue Summary: Road Network Changes The road network is NCDOT’s jurisdiction. The plans submitted so far have been reviewed by the state as acceptable, but many things can change when plans move from concept to engineering that may impact the proposed changes. It does appear that the state staff prefers these changes than previous options submitted by the applicant, but these should not be considered final. Also, there will be limited opportunity for public comment on these changes as things move forward. Interstate exit changes: The project is located between Exit 160 and 161 with access to the US 70 connector west of Hillsborough. The applicant is proposing to manage traffic by petitioning NCDOT to close the off-ramp for westbound Exit 160 (Efland) that braids with the westbound Exit 161 on-ramp in this location (see attached map). Exit 161 would remain full service, although the Efland Station site would have driveway connections as part of the westbound on-ramp. Westbound Exit 160 traffic could still use Exit 161 and continue to Mt. Willing Road but would still braid with travelers getting on at exit 161 but is proposed to be a lower speed road, not an off ramp and would include project driveways. Ben Johnston Road changes: The primary impact to Hillsborough area residents is the change at Ben Johnston Road. A median is to be installed which prevents left turns from Ben Johnston onto the 70 conector to access the interstate. This removes Ben Johnston as a backdoor or shortcut from southern Hillsborough to I-85. Traffic exiting the interstate could still turn right onto Ben Johnston Road or continue along the connector to US 70. It appears this change happens in the second Phase of the project. However, increased traffic volumes in the area during Phase 1 will make it increasingly difficult and dangerous to make the left turn from Ben Johnston toward the interstate. Staff does not have an opinion as to whether these changes are a net positive or negative to the town. The impacts will vary with your perspective. It is also difficult to project changes in human behavior. From the applicant’s slides (attached), it appears this request is not overtly inconsistent with the county land use plan. The more intense development has been a long time coming compared to when it was first designated as an activity node in county plans. Maintaining low-speed connections to Old NC 10 and Mt. Willing Road have been long standing concerns to ensure portions of the larger community aren’t isolated and retain travel choices. These network changes may put additional pressure on two other network challenges – the inability of east bound US 70 traffic to access the US 70 connector to get to I-85 and the safety of both the rail crossing of Mt. Willing Road and the connection to Efland Cedar Grove Road. Stormwater and Water Quality (Terry Hackett) The proposed Efland Station project drains to several tributaries that flow into Seven Mile Creek which flows into the Eno River near the town’s raw water intake. For these reasons, town staff reviewed the proposed project master plan to understand potential impacts. As proposed, the project will have about 38% open space. Most of this occurs in riparian buffers along streams and ponds existing on the property. Orange County’s riparian buffers are more restrictive than the town’s which will help treat/manage stormwater runoff. Additionally, 7 stormwater control measures are proposed. The project will have to meet the county’s stormwater management requirements, including the Falls Lake Rules. The county’s stormwater requirements are essentially equal to the town’s. The developer will also be required to meet state/federal regulations for fuel handling and storage which includes active monitoring and double walled, fiberglass tanks encased in concrete. Based on this review, staff does not expect significant impacts to Seven Mile Creek and the town’s raw water supply. Tax Base/Tourism Opportunity (Tourism Board through Shannan Campbell) The Tourism Board is considering sending comments to the Board of County Commissioners to note this as an opportunity for tourism communication and attract those wishing to stay longer to visit Hillsborough. Financial Impacts: As retail sales tax is distributed based on population, a larger “pie” (more retail sales in the county) cut into the same number of pieces would yield a larger slice to each jurisdiction and the county. Staff Recommendations/Comments: Efland Station Existing Base Zoning: O/RM Proposed Base Zoning: MPD-CZ Two Parcels Totaling 104.55± Acres 2 North of 40/85; West of 70/85 Connector; South of Railroad 3 Existing Zoning •Office/Research Manufacturing (O/RM) with the following overlays: Upper Eno Protected Watershed Protection Overlay District; Major Transportation Corridor Overlay; Efland Interstate Overlay District •Master Plan Development Conditional Zoning (MPD- CZ) retaining all overlays 4 Comprehensive Plan – Future Land Use Map Commercial-Industrial Transition Activity Node: Land near major transportation routes that could be provided with public water and wastewater services and is appropriate for retail and other commercial uses; manufacturing and other industrial uses; office and limited (not to exceed 25% of any Node) higher density residential uses.” 5 Commercial-Industrial Transition Activity Nodes •Few Commercial-Industrial Transition Activity Nodes in Orange County •Location of this property appropriate for intense uses: o North of the combined Highways 40/85 125,000 cars drive by this site every day Travel Center (not a truck stop) will attract cars that are already driving by o West of the 70/85 Collector o South of the railroad •Water and sewer are available to the property 6 Community Meetings and Interactions •Neighborhood Information Meeting o September 15, 2020 •Created website (www.EflandStation.com) to disseminate information about the proposal, including a FAQ page answering community questions and a link to the Planning Department information on the filing •Planning Staff Update Meeting o October 28, 2020 •United Voices of Efland-Sponsored Meeting o October 29, 2020 7 Changes Made in Response to Community and Staff Feedback •Renamed the project Efland Station, formerly Beaver Crossing •Reduced the height and size of sign along highway from 100’ to 80’ •Increased landscape plantings and added a fence inside the buffer along the northern property line •Modified transportation improvements to address comments from NCDOT •Altered permitted uses to more closely follow UDO-defined uses •Limited total square footage to 500,000 square feet of building area as opposed to the more than 2,000,000 square feet permitted under the current zoning •Committed that at least 40 acres or 38% of site would be open space as defined in the Master Plan. 8 Master Plan 9 Mixed Use Project - Retail, Services, Hotel, Dining, Office Flex Space/Light Industrial •A maximum of 500,000 square feet of building o Significantly less than 2,000,000 square feet permitted under existing zoning •Phase I - Buc-ee’s Travel Center (Red Area on Master Plan): o Located adjacent to highway and in the interior of the site o 60 fueling stations; 120 handles Commitment to at least 10 EV charging stations o Car wash o Retail store Plentiful and famously clean bathrooms Family-friendly Unique shopping experience including local, North Carolina goods No tractor-trailers allowed Homemade fresh food 10 11 12 13 Mixed Use Project - Retail, Services, Hotel, Dining, Office Flex Space/Light Industrial Phase II: •Neighborhood service and retail shops; •Full service, sit-down restaurants; •Hotel with no more than 120 rooms; •Offices and financial services; •Medical uses; •Select light manufacturing uses •Utilities and telecommunications uses 14 Mixed Use Project - Retail, Services, Hotel, Dining, Office Flex Space/Light Industrial •Development area adjacent to railroad for transit facility/amenity (Development Parcel 6 - purple area) •Open space area- 23± acres surrounding environmentally sensitive areas (green areas) •Provision of an area for utility infrastructure including a likely water tower (light blue area) o Opportunity for broadband/telecommunication equipment to be co-located on water tower to improve service in community 15 Master Plan 16 Economic Development Benefits • 175+ good jobs o Buc-ee’s pays a living wage plus benefits o Low barrier to entry o Hard work is required o Office, medical, manufacturing, hospitality jobs also available •Ad valorem and sales taxes o Phase I - in excess of $1,000,000 o At full build out, in excess of $2,000,000 •Hotel, retail and more restaurants choices for visitors to the nearby soccer facility who currently have to stay in Alamance County 17 Landscaping and Open Space 18 Open Space •A minimum of 40 acres of open space, 38% of the site as compared to a requirement of 30% of the site •23± acres clustered around environmentally sensitive areas o Stormwater devices will be located on 2.1± o Walking paths are also proposed (gray lines) 19 Landscape Buffers - North •40-foot-wide planted buffer with a fence on the Efland Station side of the buffer •Open space, stormwater device and protected environmentally sensitive areas provides additional separation at certain locations 20 Landscape Buffers – Highway – South •Buffering of varying widths consistent with Major Transportation Corridor (MTC) requirements o Red area is 100’, yellow area is 40’, orange is 200’ •Existing NCDOT light poles in this area 90’, 100’, 107’ and 120’ 21 Proposed vs. Existing Zoning •Under existing O/RM, office, light industrial, limited retail use are permitted with an administrative review process (without further community input) •Master Plan process allows more detailed commitments on: o Permitted land uses o Open space o Shared stormwater o Comprehensive traffic management o Maximum building area o Minimizes overall land disturbance 22 Development Under Existing Zoning O/RM-Zoned Mattress Manufacturing Facility 23 Development Under Existing Zoning O/RM-Zoned ABB Facility 24 Transportation Improvements 25 Conservative Assumptions Trip generation based on data from actual Buc-ee’s sites Plus 10% Peak hour factor (plus 11%) Longer queuing assumptions Clarifications 120 fueling positions, not pumps Trips – not cars Majority of trips already on the network Impact of trips when assigned to the network 26 27 28 29 30 Why Close Exit 160? Ramp configuration is a substandard design Insufficient distance for merging/weaving traffic Compounded by speed of traffic interactions As volumes increase, capacity and safety problems will worsen Limited gaps and high speeds Not just due to Buc-ee’s o Other less intense developments o Ambient background growth 31 32 33 Benefits of Closing Westbound Exit 160 Eliminates high-speed conflicts Meters traffic flow to create gaps Moves high-speed conflicts to a low-speed, low-risk environment We have examined other suggested options, but this is the only one that addresses NCDOT concerns. Addresses the issue before safety problems arise The proposed improvements not only mitigate site traffic impact, but provide for a longer term capacity and safety solution for the area residents and commuters. Improvement made at the developer’s expense 34 Public Benefits •Development in accordance with Comprehensive Plan in an area served by utilities with direct access to busy highways and rail lines •Updates to outmoded highway interchange paid for by developer rather than taxpayers •Reservation of an area for a transit amenity plus provision for bus stops within the active project area •More open space and less building area than existing zoning •175+ good jobs in Efland (Phase I alone) •Merchandizing opportunity for local artists, craftsmen and entrepreneurs •Ad valorem and sales tax revenue to county in excess of $2,000,000 at build out 35 Thank you. Any questions? Beth Trahos beth.trahos@nelsonmullins.com GLENLAKE ONE | SUITE 200 4140 PARKLAKE AVENUE | RALEIGH, NC 27612 T 919.329.3884 F 919.329.3799 36 Board of Commissioners Agenda Abstract Form Meeting Date: Dec. 14, 2020 Department: Administration Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 8.E Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Jen Della Valle, Assistant to the Town Manager/Deputy Budget Director ITEM TO BE CONSIDERED Subject: Update on Participatory Budgeting Attachment(s): None Brief Summary: There was interest from the town board at the October board meeting to explore participatory budgeting. Staff will present an update on what has been learned so far on this engagement method. Staff will take any feedback from the board and come back at a future meeting with options and recommendations. Action Requested: Receive update and provide any feedback. ISSUE OVERVIEW Background Information & Issue Summary: N/A Financial Impacts: None currently. Staff Recommendations/Comments: N/A Board of Commissioners Agenda Abstract Form Meeting Date: Dec. 14, 2020 Department: Public Space Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 8.F Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Stephanie Trueblood, Public Space Manager ITEM TO BE CONSIDERED Subject: Update on Comprehensive Sustainability Plan Consultant Selection and Schedule Attachment(s): 1. Comprehensive Sustainability Plan RFP 2. Selection Ratings 3. VHB Proposal Brief Summary: In response to an RFP for consulting services, the town received six responses from firms across the state and country. A team comprised of town staff reviewed and rated the proposals, selecting VHB of Raleigh, NC as the preferred choice. Project kickoff will occur in January 2021 and the anticipated timeline is 18 months to completion. Sufficient funds are budgeted for the project, but additional funds may become necessary if the scope is expanded or additional tasks become warranted. Action Requested: Receive update. ISSUE OVERVIEW Background Information & Issue Summary: In October, the town released an RFP for consulting services to lead the Comprehensive Sustainability Plan efforts. The goal of this project is to review, update and compile existing Town of Hillsborough comprehensive plans with sustainability as the filter through which amendments and new goals and objectives are set and conflicts are reconciled. Climate action and resiliency will be incorporated as new components of the comprehensive plan. An active engagement process will be utilized to inform the plan. This plan will be broad and far reaching as every town department will be included and impacted. Participation from town officials and staff as well as community members will be essential. Innovative techniques for soliciting staff and public input during the COVID-19 pandemic will be necessary. The town received six responses to the RFP from qualified firms. A selection team comprised of staff from Public Space, Economic Development and Environmental Services rated the proposals based on the following criteria: • Qualifications of the Professional Personnel to be Assigned to the Project • Demonstrated Understanding of the Scope of Work as evidenced by the proposal • Proposed Project Approach and Schedule • Related Experience with Comprehensive Planning • Related Experience with Climate Action and Sustainability Planning • Innovative Techniques for Public Participation and Outreach • Collaboration and Communication Methods Once all ratings were compiled, the proposal from VHB, a firm from Raleigh, was the leader, having received the greatest points from each of the selection team members and the greatest points overall. The VHB proposal is attached. The selection ratings are also attached. VHB is listed as Proposal 6 in the ratings spreadsheet. The VHB proposal includes a schedule and budget that are in line with the town’s needs. The schedule shows an 18- month timeline for completion of the plan and a cost of just under $75,000, which is the current budget for the project. The proposal also includes optional tasks which can be requested at additional cost, depending on the needs of the town. The proposal details the following phases in the project approach: • Project Launch and Visioning • Policy Framework • Update and Incorporate Existing Plans • Actions, Strategies, Implementation • Review and Adoption Stakeholder engagement and public participation will occur at multiple points throughout the plan development through a variety of methods. A comprehensive public engagement process plan will be developed with special attention on gathering input from previously underrepresented communities and individuals. The contractor will manage and facilitate an inclusive, equitable, and diverse public engagement process from start to finish, including utilization of both traditional and innovative outreach methods and working with existing community organizations and resources. The contractor will analyze and evaluate existing plans, develop goals and objectives, set criteria for establishing priorities, and create benchmarking, tracking and reporting databases for each of the plan elements. The plan will establish a framework for achieving the community’s vision for growth and development and provision of services while establishing feasible steps to meet the town’s renewable energy goals. Financial Impacts: None Staff Recommendations/Comments: N/A 1 NOTICE OF REQUEST FOR PROPOSALS FOR COMPREHENSIVE SUSTAINABILITY PLAN CONSULTING SERVICES FOR TOWN OF HILLSBOROUGH, NORTH CAROLINA TO: All Prospective Bidders FROM: Stephanie Trueblood, Public Space Manager and Shannan Campbell, Economic Development and Tourism Planner for the Town of Hillsborough SUBJECT: Request for Proposals for Comprehensive Sustainability Plan Consulting Services PUBLISHED: Town of Hillsborough Website: https://www.hillsboroughnc.gov/ DATE: Monday, October 5, 2020 The Town of Hillsborough is seeking proposals from qualified firms to serve as a consultant to the Town of Hillsborough in the development of a town-wide Comprehensive Sustainability Plan including but not limited to land use, transportation and climate action components. Proposals shall include recommendations to address racial equity and inclusivity in the development of the plan, in the plan recommendations and outcomes and in benchmarking measures. Firms must have extensive experience in the development of comprehensive plans with varied and significant public engagement practices and successes. A detailed description of the services solicited in this Request for Proposals (RFP) is outlined in the Scope of Services. The role of the selected firm will be to work with the Hillsborough community, Town officials, advisory board members, and staff to guide the development of a new Comprehensive Sustainability Plan that includes a 10‐year vision for growth that focuses on reduction of greenhouse gases (GHGs) and environmental sustainability. Specifically, the contractor(s) will manage and facilitate an inclusive, equitable, and diverse public engagement process from start to finish, including utilization of both traditional and innovative outreach methods and working with existing community organizations and resources. The contractor(s) will analyze and evaluate existing plans, develop goals and objectives, set criteria for establishing priorities, and create benchmarking, tracking and reporting databases for each of the plan elements. The Town of Hillsborough reserves the right to reject any and all proposals. Proposals are due by 3:00 P.M. on Wednesday, October 28, 2020. 2 I. Project Overview Background Hillsborough, North Carolina is the county seat of Orange County with a population of 7,400. It is centrally located between the Triangle (Durham/Raleigh/Chapel Hill) and the Triad (Greensboro/Winston Salem/High Point) with exits on I-40 and I-85. Hillsborough is a vibrant community with an engaged electorate. The town features many locally owned and unique shops, restaurants, and bars. The town has a diverse workforce and strong, multifaceted local economy that includes a thriving arts and cultural scene. Residents and tourists visit Hillsborough for outdoor recreation, shopping, dining and special events. Downtown Hillsborough is home to a national register district which has over 100 structures from the 18th and 19th centuries. The Riverwalk, a 2.1-mile accessible urban greenway, winds along the Eno River providing many outdoor recreation opportunities. Hillsborough has enjoyed rapid economic growth and accolades. The past ten years have seen Hillsborough earn a reputation for being a desirable destination thanks to publications deeming it: • America’s Little Literacy Town • One of the Coolest Small Towns in America, ranked third • One of the Best Small Towns in the Americas You’ve Never Heard of (But Should) • The Best Half Marathon in the Triangle These factors and others have led Hillsborough to numerous growth pressures. In the past 10 years the population has expanded from 6599 to 7161, or 8.5% growth. Orange County has experienced a 12% growth rate over the same time period. In the next 10 years, the town expects to see additional growth in population. In the past 5 years more than 1300 houses have been built in Hillsborough and 1200 more are expected under approved developments. The real estate market has remained strong despite the economic downtown of 2007 and more recent COVID-19 impacts. Annexation pressures are also increasing, as real estate speculators find land adjacent to town limits that is ripe for new residential and commercial development. In the past, Hillsborough’s economic development strategy was two-fold: promoting heritage-based tourism and managing growth for economic diversity. Today, Hillsborough has diversified its tourism strategy by focusing on outdoor recreation, the arts and live music, and the emerging food and beverage scene in addition to the already established and strong heritage-based tourism. Additionally, Hillsborough has added a third dimension: attracting, retaining and expanding businesses. The town has a Comprehensive Plan comprised of plans and documents adopted at various times and designed to guide future growth and development in town. Several Comprehensive Plan elements including the Vision 2030 Plan need updating. Project Purpose The goal of this project is to review, update and compile existing Town of Hillsborough comprehensive plans with sustainability as the filter through which amendments and new goals and objectives are set and conflicts are reconciled. Climate action and resiliency will be incorporated as new components of the comprehensive plan. An active engagement process will be utilized to inform the plan. This plan will be broad and far reaching as every town department will be included and impacted. Participation from town officials and staff as well as community members will be essential. Innovative techniques for soliciting staff and public input during the COVID-19 pandemic will be necessary. 3 The plan will establish a framework for achieving the community’s vision for growth and development and provision of services while establishing feasible steps to meet the town’s renewable energy goals. Community visioning will be a necessary component of early planning. The consultant(s) will facilitate and manage an inclusive, equitable, and diverse public engagement process from start to finish, including utilization of both traditional and innovative outreach methods and working with existing community organizations and resources. Benchmarking, targets and tracking measures will be developed as part of the implementation strategy. The final product will be a Comprehensive Sustainability Plan that sets equitable, livable, and viable goals with measurable strategies to guide future development and government operational decisions in Hillsborough. Geographic Scope The geographic scope of the plan includes the Town Limits and Extra Territorial Jurisdiction (ETJ). The Urban Service Boundary will be considered in relation to future growth and development. Clean Energy Goal In September 2017, the Town of Hillsborough adopted a resolution supporting the goal of 100% Clean Energy by 2050 for the Town of Hillsborough, and the Fostering of a Resilient and Sustainable Community. The resolution states that the Town of Hillsborough shall establish a transition from fossil fuel-powered operations to 100% clean/renewable energy by December 31, 2050 or sooner and 80% clean/renewable energy by 2030. The Clean Energy Goal pertains specifically to town operations but for a greater impact on local emissions the Comprehensive Sustainability Plan will include climate action recommendations for the larger community as well. Specific emission reductions target for benchmarking and tracking will be developed for both town government operations and community climate initiatives. Climate action objectives and strategies will be prioritized in the plan. Ranking criteria will be developed to prioritize these recommendations based on the following factors: • Environmental impacts, benefits, and considerations • GHG Emissions Reduction • Economic impacts, benefits, and considerations • Cost of Implementation • Feasibility of Implementation • Social impacts, benefits, considerations related to equity/climate justice • Impacts, benefits, considerations related to public health Public Outreach While there are many people in Hillsborough who are actively engaged, there are individuals and groups that are underrepresented in the public forum. An outreach and engagement strategy must be developed to reach underrepresented and marginalized individuals and groups. Proposals shall include strategies for broad public outreach and input gathering. Care and thought must be given to identify public outreach strategies that will result in strong participation during the COVID-19 pandemic, when traditional public meetings and forums may not be possible or advisable. 4 Project Participants The following list represents groups that will be involved in developing the plan: • Project Team: Plan managers, local government officials, advisory boards, town staff • Stakeholders: Residents, local business owners, employers, developers, neighborhood associations, community groups • Partners: State/regional agencies, neighboring governments, emergency services, utility providers, transit providers, environmental groups, arts/cultural associations, non-profits Values The following values are identified in the Town of Hillsborough Strategy Map and shall be incorporated into the Plan. The Town of Hillsborough is committed to maintaining a community that is: • Vibrant • Affordable • Forward Thinking • Equitable • Ethical • Safe Strategic Goals The town’s following strategic goals shall also be incorporated into the Plan: • Sustainability and Resiliency • Connected Community • Economic Vitality • Community Safety • Service Excellence Compensation and Budget The budget for this project is $75,000. However, the Town will consider all proposals and negotiate to adjust budget and scope based on skills and methods proposed. Evaluation Criteria Proposals will be reviewed and ranked according to the following criteria: 1. Qualifications of the Professional Personnel to be Assigned to the Project 2. Demonstrated Understanding of the Scope of Work as evidenced by the proposal 3. Proposed Project Approach and Schedule 4. Related Experience with Comprehensive Planning 5. Related Experience with Climate Action and Sustainability Planning 6. Innovative Techniques for Public Participation and Outreach 7. Collaboration and Communication Methods II. Scope of Services Document Review The following list includes existing Town of Hillsborough Comprehensive Plan documents that will be reviewed, updated and incorporated into the Comprehensive Sustainability Plan: • Vision 2030 Plan • Strategic Growth Plan • Future Land Use Plan/Map • Parks and Recreation Master Plan • Community Connectivity Plan • Churton Street Corridor Strategic Plan • U.S. 70/Cornelius Street Corridor Plan 5 The following regulatory documents will be reviewed and opportunities to correlate to the Comprehensive Sustainability Plan will be identified in the implementation section of the Plan. • Unified Development Ordinance • Zoning Map Plan Components The Comprehensive Sustainability Plan will follow a new format, deviating from the multiple plans model of the past. Below is an example of the anticipated plan outline: • Purpose/Scope/Methodology • Vision Statement • Overview of Town Services and Operations • Built Environment (Land Use, Transportation, Housing, Public Space, Placemaking) • Climate and Energy (Baselines/Carbon Footprint, GHG Emissions Reductions Targets for Town Operations and Community, Energy, Renewables, Green Building) • Natural Systems (Natural Resources, Ecology, Habitat, Green Infrastructure) • Economy, Tourism and Jobs (Business Sector Overview, Economic Development, Opportunity) • Social and Cultural Resources (Diversity, Racial Equity, Inclusivity, Aging, Arts) • Public Services (Policing/Public Safety, Public Information) • Infrastructure (Potable Water Supply, Wastewater Treatment, Water Quality and Conservation, Streets and Stormwater) • Waste Reduction/Recycling • Preparedness (Resiliency, Hazard Mitigation, Risk Assessment, Emergency Operations) • Implementation Plan (Ranking Criteria, Priorities, Benchmarking Measures, Tracking and Reporting) • Methodology for evaluating and updating the plan on a reoccurring basis. Project Phasing and Schedule Currently, the Project Team anticipates a two-year, five-phased project. Each phase will include public outreach and the proposal shall specify what types of approaches may be used for each phase. Proposals shall also include a tentative schedule. • Phase 1: Project Launch and Visioning, which includes educating the community and creating awareness of the Comprehensive Sustainability Plan effort and conducting listening and visioning sessions to establish an actionable vision statement, values and guiding principles that will guide policy development. • Phase 2: Policy Framework, which includes working with the leadership team and community to translate the vision into a broad set of policy priorities and goals, related to the Built Environment, Climate and Energy, Natural Systems, Economy and Jobs, Cultural Resources, Public Services, Infrastructure, Waste Reduction, Preparedness and more. • Phase 3: Update and Incorporate Existing Plans, which includes review of existing comprehensive plan documents, local regulations and policy documents to update recommendations under the integrated theme of sustainability in coordination with the plan vision, values, and guiding policies. • Phase 4: Actions, Strategies, Implementation, which includes working with leadership team and community to develop and review specific polices, strategies and actions intended to implement 6 the vision and policy framework, weighing costs and benefits and evaluating tradeoffs, and more. Benchmarking and reporting structures will also be developed. • Phase 5: Review and Adoption, which includes significant public engagement, public comment, editing and finalization of the draft for recommendation by the Planning Board and action by the Board of Commissioners. III. Details of Proposal Submission Deadlines Proposals will be accepted until 3:00 P.M. on Wednesday, October 28, 2020. Questions concerning this RFP must be submitted in writing no later than 3:00 P.M. on Monday, October 12, 2020 to Stephanie Trueblood at stephanie.trueblood@hillsboroughnc.gov. All responses to submitted questions will be published in the form of an addendum on the Town’s website at www.hillsboroughnc.gov no later than Thursday, October 15, 2020 at 3 P.M. Proposals with a file size less than 20 MB shall be submitted as a pdf file attached to an email message and sent to stephanie.trueblood@hillsboroughnc.gov with the following inserted in the “subject” line of the email: “Proposal-Comprehensive Sustainability Plan Consulting Services RFP” For proposals that are larger than 20 MB, please contact Stephanie Trueblood at stephanie.trueblood@hillsboroughnc.gov for file sharing options. Do not submit paper copies. Presentations All proposals should be complete and reflect the most favorable terms available from the consulting firm. During evaluation, the selection team may, at its discretion, request any one or all prospective consulting firms to make oral presentations (via Zoom) for the purpose of clarification or to amplify materials presented in any part of the proposal. Not all bidders may be asked to make such oral presentations. General Requirements for Proposals In order to be eligible for consideration, submitted proposals shall include all of the following: 1. Brief cover letter stating intentions of proposal 2. Table of Contents 3. List of available services 4. Capability to perform each item of work as outlined in the “Scope of Services” of this RFP 5. A detailed project approach including proposed public outreach methods 6. Options for town staff to participate or carry aspects of the planning process for overall cost savings 7. Cost and fee proposal including disclosure of all fees and verification that all services provided therein are included in the proposal cost. 7 Invoicing and Payments The Town’s payment terms are net 30. Vendors are required to accept ACH payments. Invoices are submitted within 10 days of the end of month. Vendors must provide a W9 and ACH authorization upon execution of the agreement. Invoices will be submitted to: finance@hillsboroughnc.gov or Town of Hillsborough P.O. Box 429 Hillsborough, NC 27278 Subcontracting The consultant may use subcontractors to perform work as outlined in this proposal subject to their meeting the required experience or professional qualifications. Qualifications and experience of subcontractors proposed shall be submitted as a part of the proposal. The proposal shall clearly note the type of work they will be performing and the approximate percentage of the total work. Discretion of the Town The Town reserves the right to reject any or all proposals. NOTWITHSTANDING anything to the contrary in this document or in any addendums to this document, unless the provision refers specifically to this provision, the Town reserves the right (i) to negotiate changes of any nature with any firm proposing to do the work with respect to any term, condition, or provision in this document and/or in any proposals, whether or not something is stated to be mandatory and whether or not it is said that a proposal will be rejected if certain information or documentation is not submitted with it, and (ii) to enter into an agreement for the work with one or more firms that do not submit proposals. Team Member 1 Points Team Member 2 Points Team Member 3 Points Total Proposal 1 32 50 45 95 Proposal 2 61 51 58 109 Proposal 3 50 47 54 101 Proposal 4 39 38 36 74 Proposal 5 53 36 51 87 Proposal 6 65 60 60 120 Firms Qualifications of the Professional Personnel to be Assigned to the Project Demonstrated Understanding of the Scope of Work Proposed Project Approach and Schedule Related Experience with Comprehensive Planning Related Experience with Climate Action and Sustainability Planning Innovative Techniques for Public Participation and Outreach Collaboration and Communication Methods TOTAL Proposal 1 3 3 5 3 7 5 6 32 Proposal 2 9 8 9 9 9 8 9 61 Proposal 3 7 6 8 8 7 7 7 50 Proposal 4 5 5 6 5 9 2 7 39 Proposal 5 8 8 8 8 7 6 8 53 Proposal 6 10 9 9 10 9 8 10 65 Evaluation Criteria (Score 1-10, 10 is highest) Total: 70 Firms Qualifications of the Professional Personnel to be Assigned to the Project Demonstrated Understanding of the Scope of Work Proposed Project Approach and Schedule Related Experience with Comprehensive Planning Related Experience with Climate Action and Sustainability Planning Innovative Techniques for Public Participation and Outreach Collaboration and Communication Methods SGT rank Proposal 1 6 7 8 5 8 8 8 50 Proposal 2 8 8 5 8 8 6 8 51 Proposal 3 7 7 7 8 4 7 7 47 Proposal 4 6 4 6 3 8 6 5 38 Proposal 5 5 4 4 7 2 8 6 36 Proposal 6 9 9 9 8 8 8 9 60 Evaluation Criteria (Score 1-10, 10 is highest) Firms Qualifications of the Professional Personnel to be Assigned to the Project Demonstrated Understanding of the Scope of Work Proposed Project Approach and Schedule Related Experience with Comprehensive Planning Related Experience with Climate Action and Sustainability Planning Innovative Techniques for Public Participation and Outreach Collaboration and Communication Methods Total Proposal 1 5 8 7 3 6 8 8 45 Proposal 2 8 8 8 8 10 8 8 58 Proposal 3 7 8 8 10 7 7 7 54 Proposal 4 4 7 6 1 6 5 7 36 Proposal 5 6 8 8 9 7 7 6 51 Proposal 6 9 9 8 10 8 8 8 60 Evaluation Criteria (Score 1-10, 10 is highest) Comprehensive Sustainability Plan Consulting Services October 28, 2020 | Proposal TOWN OF HILLSBOROUGH, NORTH CAROLINA In association with: Economic Leadership, LLC Green Heron Planning, LLC Nealon Planning, PLLC Comprehensive Sustainability Plan Consulting Services TOWN OF HILLSBOROUGH, NORTH CAROLINA Cover Letter 1 2 3 4 5 6 7 www.vhb.comOctober 28, 2020 Stephanie Trueblood, Project Manager Town of Hillsborough, NC Re: Comprehensive Sustainability Plan Consulting Services Dear Ms. Trueblood and Members of the Selection Committee: With Hillsborough’s central location and fast access to Triad and Triangle cities, the Town is attractive to residents and businesses alike. To help shape the Town’s future while preserving the attributes that are loved and valued, Hillsborough is embarking on a planning initiative that will set community priorities and guide actions carrying out these priorities over years to come. To support the Comprehensive Sustainability Plan, the Town is seeking a consultant to act as a partner to the community—to take a leading role, use a holistic mindset, and engage with stakeholders in a dynamic way. The VHB Engineering NC, P.C. team is ready to use our local knowledge, expansive planning background, and creativity to give the Town an implementable plan to achieve its vision. Our team offers: The Right Skills. Comprehensive planning requires a team of technical professionals that come with a range of skill sets to cover the Plan elements (e.g., land use, transportation, and climate action components, etc.). Our team brings these skills along with the ability to integrate them through a systems thinking perspective—all with a regional focus. Focused Implementation. For a plan to be truly functional, it needs to set forth concrete action items and identify responsible parties and metrics for measuring success. VHB creates plans that produce results. For example, elements of the Southern Gateway plan developed by members of the VHB team are already being implemented by the City of Raleigh and guiding redevelopment decisions. A Strong Track Record. VHB’s expanding planning and urban design practice has completed multiple comprehensive plans, many of which have received recognition from the American Planning Association (APA) and its associated local chapters. Combined with our working relationship providing assistance to the Town in the development of the Eno Mountain Road and NC 86 Connector Study, our creative and meaningful approach to public outreach, emphasis on sustainability and resiliency, and wide range of integrated capabilities, our record of accomplishment will lead us to a thoughtful and achievable plan for the community. As a resident of the Town and Principal-in-Charge, I will leverage my local knowledge and experience, direct the allocation of staff and technical resources, and support quality assurance and overall contract delivery. Candice Andre, AICP, will serve as Project Manager and will work with the Town to coordinate with team members and deliver this Plan in a timely and efficient manner. She manages the NC Planning Group and regularly builds and leads strong interdisciplinary teams for municipal planning projects throughout NC and the East Coast. She is currently leading a resiliency project at the Cape Hatteras National Seashore and a solid waste facility project for the Town of Brookhaven, NY. While her 17 years of environmental planning experience has always included a focus on sustainability, she is also well- known for bringing partners and communities to the table. VHB is excited to help the Town of Hillsborough shape its future, maintaining a focus on the community, resiliency and the qualities that make already make Hillsborough unique. Should you need further information or have any questions, please contact Candice at 919.741.5346 or candre@vhb.com. Sincerely, VHB Don Bryson, PE | Principal-in-Charge dbryson@vhb.com Engineers | Scientists | Planners | Designers VHB will work with the Town of Hillsborough to create a town that thrives for future generations by balancing social, economic, and environmental solutions. These solutions will minimize negative impacts to the shared environment, and foster a shared prosperity in a healthy and inclusive community. Venture I 940 Main Campus Drive, Suite 500 Raleigh, North Carolina 27606 P 919.829.0328 F 919.833.0034 Comprehensive Sustainability Plan Consulting Services TOWN OF HILLSBOROUGH, NORTH CAROLINA Table of Contents 1 2 3 4 5 6 7 Comprehensive Sustainability Plan Consulting Services Contents 1 Cover Letter 2 Table of Contents 3 List of Available Services .................................................2 4 Capability to Perform Work ............................................6 5 Detailed Project Approach ............................................33 6 Options for Town Staff Participation ..........................47 7 Cost and Fee ...................................................................48 Comprehensive Sustainability Plan Consulting Services TOWN OF HILLSBOROUGH, NORTH CAROLINA List of Available Services 1 2 3 4 5 6 7 Comprehensive Sustainability Plan Consulting Services 3 List of Available Services Making a positive impact on North Carolina’s cities and towns is a priority for VHB professionals. For more than 40 years, we have worked to improve mobility, enhance communities and economic vitality, and balance development and infrastructure needs with environmental stewardship. Together, our team of engineers, scientists, planners, and designers have helped revitalize downtown areas; construct safer streets for motorists, pedestrians, and bicyclists; and restore and protect our natural resources. As locals—people who live and work here, volunteer time to local causes, and participate in municipal boards or commissions—we understand that no two communities are the same and neither are their project needs and goals. We will bring this mindset to the Town of Hillsborough. VHB has a formalized sustainability program to provide a structure and hold us accountable. 45+ AICP-accredited planners 1,500+ professionals 130+ LEED-accredited or Envision™ Sustainability Professionals 15 NCICS-certified meeting facilitators VHB at a Glance 2 VHB | List of Available Services It also provides a framework for providing enhanced transparency to our people internally, as well as to our clients and communities. The program’s vision reflects a comprehensive view of sustainability that focuses on our people, our projects, our operations, and our communities. Our purpose is to deliver value to our clients and help shape our communities in a meaningful way. We do this by motivating our people to take positive action in their project work and daily lives to improve health and well-being, contribute to economic vitality, and promote environmental stewardship. Sustainability and Resiliency VHB understands that community planning should be rooted in sustainability principles and approaches that promote a built environment with a high quality of life that exists in balance with natural ecosystems. As a result, our sustainability planners often play a large role in any comprehensive planning project we undertake—just as they will in the Hillsborough Comprehensive Sustainability Plan. VHB is a leader in incorporating innovative and cost-effective sustainable design practices into community planning, transportation, land development, and environmental engineering projects. We offer a wide range of sustainability consulting services, including municipal energy planning, project design support, and certification with respect to green rating systems and programs including Leadership in Energy and Environmental Design (LEED®) and the Envision (ENV SP®) sustainable infrastructure rating system. Within the last few years alone, VHB professionals have worked with clients to develop more than a dozen climate action and sustainability plans, 10 greenhouse gas (GHG) emission inventories or energy baseline assessments, and numerous LEED®-certified and Envision®-certified projects with a data-driven approach. The VHB team has demonstrated experience in educating the public on climate and sustainability measures and has proven our ability to design and execute effective climate and sustainability planning processes, including activities such as goal setting, strategy identification and prioritization, and community engagement. We effectively communicate these concepts to general audiences through presentations, reports, and graphic materials as shown below. VHB has been a national leader in developing data-driven, and actionable sustainability and resiliency plans for municipalities and public organizations. Planning and Urban Design VHB’s planning and urban design practice has worked with municipal and regional planning entities throughout our footprint. Our strong reputation for systems thinking, results-oriented planning, and sustainable/healthy community design has been recognized through numerous presentations at local and national conferences and the receipt of several awards from the American Planning Association (APA) and its affiliated organizations. Healthy Communities Today our clients face major challenges related to climate change, shifting economies, and the need to build resilient, healthy communities. VHB works with stakeholders to design communities that connect health and the built environment. Click here for a handout on Redefining the Built Environment: Transportation's Role in Building Healthy Communities. VHB’s success in community planning is directly attributable to our small core of experienced professionals, whose individual areas of passion cover all aspects of a comprehensive plan. Our team has in depth experience in preparing comprehensive plans, open space and recreation plans, design guidelines, transit-oriented development (TOD) master plans, and downtown plans. 3 VHB | List of Available Services Transportation Planning Mobility is essential to maintaining and enhancing any community’s economic prosperity, social connectivity, health, and overall quality of life. VHB’s transportation professionals provide transportation planning services for a wide variety of private- and public-sector clients in both urban and suburban areas. Past projects have included alternative mode analyses; multimodal access; congestion analyses; corridor studies; vehicular/ pedestrian conflict studies; transportation impact assessments; and downtown/ village parking, circulation, and access studies. VHB offers the ability to develop and combine technical modeling procedures with pragmatic transportation planning and traffic operations applications. Environmental Resources VHB has dedicated staff members from various environmental disciplines including water resources/green infrastructure, air quality, noise, hazardous waste and materials, historic preservation, and environmental permitting. Their wide- ranging knowledge and experience in integrating their respective services enable them to support the identification and evaluation of natural, cultural, and historic resources, which are invaluable and often irreplaceable, within the context of community needs and interests. VHB is adept at evaluating these resources with respect to potential threats to their preservation and protection from existing and future development or other land use changes (e.g., resulting from climate change) and concerning their intrinsic value and potential to support the sustainability of the community, including the health and well-being of its residents. Public Engagement Each interaction with the public is an opportunity to enhance Hillsborough’s reputation as a great place to live, work, and play. VHB has built a record of success by working with our clients to develop custom community outreach plans that apply creative approaches and effective communication tools to achieve meaningful public engagement. We have done so by considering the diversity of each community and the range of needs that come with that—from individuals that routinely engage with the Town and its management to those that are often left out of the process for one reason or another, possibly related to socioeconomic factors such as minority status, income, age, disability, or limited English proficiency. We believe that grasping this diversity and range of needs, as well as understanding how residents routinely interact, are first steps in identifying the opportunities to maximize public engagement. Interactive project websites, innovative outreach events, virtual meetings rooms, a range of survey applications, and direct mail campaigns are just a few of the creative communication strategies we have used to deliver information to stakeholders and keep them engaged in an exciting planning process. Graphic Design and 3D Visualizations Increasingly, graphics play an integral role in how VHB approaches the comprehensive planning process. They can be used in public outreach efforts, reports, and studies to generate excitement for a project through branding and marketing, effectively communicate ideas and information, and illustrate the potential the future holds. VHB’s internal graphic design professionals enrich our projects using a range of techniques that translate complex concepts into compelling and helpful visuals that include mapping, charts/ graphs, and infographics. In addition to software programs like ArcGIS, Adobe Photoshop, and Abobe Illustrator, tools like SketchUp, InfraWorks, LumenRT, and AutoDesk Revit enable us to quickly and efficiently create 3D and 4D simulations to help educate and inform stakeholders. 4 VHB | List of Available Services Applied Technology VHB’s Applied Technology team proactively works to design and implement innovative solutions to improve the way we carry out our projects and efficiently and effectively meet the needs of our clients. These professionals use tools like ArcGIS to obtain real-time access to data collected in the field or to live-edit data in project meetings, as examples, which save status, income, age, disability, or limited English proficiency. We believe that grasping this diversity and range of needs, as well as understanding how residents routinely interact, are first steps in identifying the opportunities to maximize public engagement. Interactive project websites, innovative outreach events, virtual meetings rooms, a range of survey applications, and direct mail campaigns are just a few of the creative communication strategies we have used to deliver information to stakeholders and keep them engaged in an exciting planning process. Graphic Design and 3D Visualizations Increasingly, graphics play an integral role in how VHB approaches the comprehensive planning process. They can be used in public outreach efforts, reports, and studies to generate excitement for a project through branding and marketing, effectively communicate ideas and information, and illustrate the potential the future holds. VHB’s internal graphic design professionals enrich our projects using a range of techniques that translate complex concepts into compelling and helpful visuals that include mapping, charts/ graphs, and infographics. In addition to software programs like ArcGIS, Adobe Photoshop, and Abobe Illustrator, tools like SketchUp, InfraWorks, LumenRT, and AutoDesk Revit enable us to quickly and efficiently create 3D and 4D simulations to help educate and inform stakeholders. time while keeping project participants informed and on the same page. The Applied Technology team has also created interactive, web-based dashboards and databases to help municipalities manage their data and their assets, as well as to offer transparency of its operations to its stakeholders and the public. Additionally, they also routinely use unmanned aerial vehicle (UAV) technology to obtain visual information about the environment and infrastructure. Sustainability and Resiliency Plans led by VHB The US Green Building Council (USGBC) selected VHB/Vanasse Hangen Brustlin, Inc. to research and produce the Roadmap to a Green Campus, in support of its Green Campus Campaign mission: green colleges and universities for all within a generation. For the guide, VHB revised the existing Roadmap to Sustainable Government Buildings to address the higher education sector and add new, forward- thinking content. VHB applied our extensive higher education experience and sustainability planning qualifications to this project, with the goal of infusing the Roadmap with the integrated design process that forms the basis of holistic planning for sustainable facilities and operations. Application of various Leadership in Energy and Environmental Design (LEED®) rating systems and related strategies for carbon management were central to the effort. As part of this project, VHB identified existing resources, conducted interviews with campus champions, and captured institutional success stories to include as resources. We also collaborated with a higher education working group that included the Association for the Advancement of Sustainability in Higher Education (AASHE) in order to integrate recommendations from the group into the Roadmap. USGBC Roadmap to a Green Campus Nationwide Client US Green Building Council (USGBC) Status Completed 2010 Highlights Assisted USGBC in developing sustainability guidelines for higher education Facilitated a panel of higher education experts 31038WASHINGTON, DCseptember 2010 prepared by Vanasse Hangen brustlin, Inc. Environmental Sustainability Plan StEwart intErnational airPort NEWBURGH, NYAirport Sustainability Practices Copyright National Academy of Sciences. All rights reserved.WASHINGTON, DCSan Francisco International Airport 2007 Environmental Sustainability Report REPORT – FINAL VERSION RSW Sustainability Plan – Phase 1 Sustainability Mission Statement, Goals, Objectives, and Performance Metrics PREPARED FOR Alicia Dixon, Director of Planning and Environmental Compliance Lee County Port Authority 11000 Terminal Access Road Fort Myers, FL 33913 239.590.4618 PREPARED BY 501 East Kennedy Blvd. Suite 1010 Tampa, FL 33602 813.327.5425 9/20/2019 Climate Change Resilience Plan CITY OF ROCHESTER, NEW YORK NOVEMBER 2019 © City of Rochester DRAFT Integrated Sustainability Action Plan HIGHLIGHTS APRIL 2019 1 October 2019 MAYOR MARTIN J. WALSH CITY OF BOSTONCLIMATE ACTION PLAN 2019 UPDATEFT. MYERS, FLROCHESTER, NYST. PETERSBURG, FLBOSTON, MAORLANDO, FLSBROADWAYPIERMONTAVHILLSIDE A VSOUTHBLVDDEPEW AV SFRANKLINSTN EWYORK ST ATE TH RU WAY 87/287 CLINTO N A V CEDAR HIL L A V MAINST BURD ST SHIGHLAN DAVTE RR AC EDR N TW EED BLVD ELYSIAN AV UPLANDDR DEPOT PLSHADYSIDE AVSMITH AVBERACHAHAVWHITE AV BROOKSIDE AVWASHINGTONST ROUTE 9WSUMMIT STSTATEPARKRD CHASE AVDICKINSON A V JACKSON AV ANNA STS MILL STROSS AV WASHIN G T O N A VPROSPECT STGESNER A V VOORHIS AVCOO PE R DR FER RIS L NMAPLE STS MIDLAND AVCOLLEGE A V PRALL P L TOWNSE N D A VWIL LOW C T GLEN BYRON AVSALISBURYPL DIVISION AV FERN AV ARTOPEEWAY SPEAR S T MANSFIEL D A VSPRING STREMSEN ST LOW LA N D DR CEDAR STWELLES LNLONGVIEWCT CHURCH ST CORNELIS O N A V GURNEE A V GEDNEY STHUDSON AVJEWETTPL ELIZABET H P L SA LIS BU RY PTCROSBY STLIBERTY STOA KWOOD DRHAMILTO N P L NYACKPLZ EDGEWATER LNVOORHIS PT RIVERRDRIVERVIEW AVBRADLEYPKWY TIDEWATER LNLIVINGSTO N P L TAPPAN ZEE TERRFLORENCE STBURD ST HUDSON A V N EWY OR KSTA TE TH RU WA Y8 7/2 87 NYACK PLZ logos Economic Sustainability Initiative Feasibility Study Village of South Nyack, NY FIGURE 3-2 i 0 500 1000250Feet \\vhb\proj\WhitePlains\29605.00 South Nyack\GIS\Project\South Nyack Land Use.mxdLegend Building Outline One-Family Residential Two/Three-Family Residential Multi-Family Residential Mixed Use (Residential/Commercial) Commercial Institutional/Quasi-Public Light Industrial/Warehouse Park/Open Space Utilities Vacant Land Use Source: Rockland County GIS; ESRI Sustainability Management Plan Sustainability Management Plan Update Metropolitan Nashville Airport Authority Final PREPARED FOR One Terminal Drive Suite 501 Nashville, TN PREPARED BY 501 East Kennedy Boulevard Suite 1010 Tampa, Florida 33602 August 17, 2017 Baldwin Downtown and Commerical Corridor Resiliency Study Hamlet of Baldwin, Town of HempsteadCounty of Nassau EXISTING CONDITIONS SURVEY AND ANALYSIS October 2016 PREPARED FOR New York State Governor’s Office of Storm Recovery (NYSGOSR) Nassau County Department of Public Works PREPARED BY VHB WITH SUPPORT FROM Kevin Dwarka Land Use & Economic ConsultingFitzgerald & Halliday, Inc. (FHI) Vision Long IslandLiRo Engineers, Inc. Traffic Databank A project funded by and conceived through the NY Rising Community Reconstruction Program of the Governor’s Office of Storm Recovery CommunityAction Plan LOS ANGELES, CASOUTH NYACK, NYNASHVILLE, TNBALDWIN, MAORLANDO, FL\\vhb\proj\Wat-EV\12706.00 MSP-SMP\tech\Task 3 Airport Sustainability Benchmarking Adapted from the Fuji-Xerox Benchmarking Model 2014 Sustainability Management Plan Highlights DANE COUNTY REGIONAL AIRPORT DCRA has demonstrated its commitment to improving and preserving the Airport’s EcoMentality© through continuously enhancing sustainability efforts. CITY OF ALBANY Issued January 2015 San Francisco International Airport 2014 Sustainability Report Sustainability Management Plan PREPARED FOR: Salt Lake City Department of Airports PREPARED BY: VHB in association with: Brendle Group C&S Companies Gensler To be a leader in the community and airport industry by preserving and enhancing Salt Lake City Department of Airports’ financial, human, natural, and energy resources. HIGHLIGHTS Salt Lake City Internationa l Airport - Sustainability Management Plan Highlights l 2015MINNEAPOLIS, MNSALT LAKE CITY, UTMADISON, WISAN FRANCISCO, CAALBANY, NYA Roadmap to Sustainability 2013 Community ACtion PlAn Northeast Florida Regional Airport at Saint Augustine Sustainability Management Plan APRIL 2011 Northeast Florida Regional Airportat Saint AugustineFly Smart! Fly Smart!Northeast Florida Regional Airport at Saint AugustineSustainability Management PlanNortheast Florida Regional Airportat Saint Augustine Fly Smart! Contact Information: Sam Mehta, Environmental Services Manager San Francisco International Airport 710 N. McDonnell Road P. O. Box 8097 San Francisco, CA 94128 650.821.7841 l FAX 650.821.5383 email: Sam.Mehta@flysfo.com San Francisco International Airport 2011 Environmental Sustainability ReportSan Francisco International Airport Environmental Sustainability Report l 2011© Nic Lehoux Photography and Gensler SAN FRANCISCO, CANASHVILLE, TNRICHMOND, VAST. AUGUSTINE, FLORLANDO, FLSAN FRANCISCO, CA5 Comprehensive Sustainability Plan Consulting Services TOWN OF HILLSBOROUGH, NORTH CAROLINA Capability to Perform Each Item of Work 1 2 3 4 5 6 7 Comprehensive Sustainability Plan Consulting Services 4 Capability to Perform Work VHB has worked with clients in a wide range of settings, and each project is based on meaningfully involving the public and local stakeholders to develop solutions that work in their community. We assist clients in understanding the linkages between transportation and land use decisions, analyzing the impacts of alternative scenarios, and developing progressive, sustainable, and cost-effective solutions. We are particularly proud of the breadth of our wide range of sustainability consulting services, including sustainability management/master plans, climate action and resilience plans, project design support, and certification with respect to green rating systems and programs such as Leadership in Energy and Environmental Design (LEED®) and the Envision sustainable infrastructure rating system. VHB’s innovative thinking leads to creative, practical solutions for our clients. We bring collective knowledge, technical excellence, and a wide network of trusted relationships across our footprint to deliver value. The VHB team is comprised of individuals equipped with the right experience and technical expertise to take on this project. Together, the VHB team offers: »A strong understanding of the community that will inform our approach to this project »The capacity and resources needed to lead the planning process, minimizing the managerial burden for Town staff »The ability to engage with diverse stakeholders in a creative and dynamic way »The comprehensive approach needed to devise realistic, implementable solutions that will benefit the Town for decades to come »The ability to design and execute effective climate and sustainability planning processes, including activities such as goal setting, strategy identification and prioritization, and community engagement 6 VHB | Project Experience 7 Eno Mountain Road/NC 86 Connection Hillsborough, North Carolina VHB is assisting the Town of Hillsborough in the development of the Eno Mountain Road and NC 86 Connector Study to identify feasible alternatives for connectivity in the area south of the Town, generally bounded by Eno Mountain Road, NC 86, and I-85. VHB reviewed existing plans, conducted rail crossing analysis, identified constraints and opportunities for implentation of a new connection, developed feasible and constructable alternatives for a proposed connection, provided planning level cost estimates, and provided a corridor study report, including risk analysis, for project implementation. Client(s) Town of Hillsborough VHB Schedule Started: Apr. 2020 Completed: June 2020 Project Experience VHB’s expanding planning and urban design practice has worked with numerous municipal and regional planning entities throughout the Mid-Atlantic to frame land use and transportation planning challenges and to develop implementable solutions to achieve a shared vision. The key to this is our in-depth understanding and experience in the public process. We will tap into our previous municipal planning experiences highlighted on the following pages to deliver a strong Comprehensive Sustainability Plan to the Town of Hillsborough. VHB | Project Experience 8 City of Richmond Sustainability Plan Richmond, Virginia VHB assisted the City of Richmond with development of a Sustainability Plan that defines and clearly represents the community’s sustainability goals; that serves as a mechanism to link the City’s existing and developing sustainability initiatives, strategies, and plans with the community’s goals; and that establishes a cohesive set of sustainability strategies, implementation plans, and metrics for reducing Greenhouse Gas Emissions (GHG) in the City. The Sustainability Plan includes the following major tasks: Conduct sustainability baseline assessment Develop planning process and strategies for initiatives Design and facilitate community engagement process Lead design and implementation of communications campaign VHB worked closely with the Sustainability Advisory Committee and the City of Richmond to help the City organize existing sustainability efforts and continue to expand on them, in the context of community-wide goals. VHB developed and evaluated sustainability initiatives through a two-step process. First, we developed a list of potential strategies that could contribute to achieving Richmond’s sustainability goals and targets, while being logistically, politically, and financially feasible. Second, we provided a more detailed evaluation of these initiatives based on financial assessments, environmental/social contribution (e.g. potential quantity of greenhouse gas reductions), as well as operational feasibility. The completed plan establishes a cohesive set of sustainability strategies, implementation plans, and metrics for achieving the Mayor’s triple bottom line goals for sustainability. Client City of Richmond VHB Schedule Started: Jan. 2011 Completed: Oct. 2013 1st Place, Large City Category, 2016 Mayors' Climate Protection Awards. Richmond Green Infrastructure Assessment Produced by the Green Infrastructure Center and E2 Inc. for the City of Richmond, Virginia December 2010 VHB | Project Experience 9 Integrated Sustainability Action Plan St. Petersburg, Florida St. Petersburg is the first city in Florida and the 20th in the United States to commit to becoming completely reliant on sustainable energy sources. It’s also one of 57 U.S. cities to sign the Chicago Charter, a commitment to further reduce greenhouse gas emissions. The city has also pledged to become more resilient to the effects of climate change, such as sea level rise and extreme weather. As a means towards those ambitious goals, the City of St. Petersburg retained VHB to develop their Integrated Sustainability Action Plan as a blueprint for advancing the city’s sustainability and resiliency goals. As the lead consultant, VHB is completing a local government and community scale GHG inventory and identifying strategies for reducing greenhouse gas emissions, addressing the effects of climate change, and developing a 100 percent clean energy plan, as well as recommending measurable performance targets. VHB is also leading an extensive outreach and engagement process with the community stakeholders to inform the goals and strategies for the city’s sustainability and resiliency plan. Client City of St. Petersburg VHB Schedule Started: Jul. 2017 Ongoing VHB | Project Experience 10 Chatham County Comprehensive Plan Chatham County, North Carolina As a subconsultant, VHB led the transportation element of this Comprehensive Plan which supported and promoted the goals and objectives of the community as expressed through the Plan. VHB coordinated with staff and officials from the Triangle Area RPO, the Durham- Chapel Hill-Carrboro MPO, Chatham Transit Network (CTN), Chapel Hill Transit (CHT), North Carolina Department of Transportation (NCDOT) (Division 8, Transportation Planning Branch, Public Transportation, Rail, Bicycle & Pedestrian Divisions, and Mobility & Safety), and other transportation agencies and stakeholders. The transportation element described existing and anticipated future conditions for vehicular traffic, bicycles, pedestrians, transit, freight, and rail giving special focus to Chatham Park and the 15/501 corridor. VHB also participated in substantial public listening and outreach activities executed for the Plan. Chatham County had a diverse set of transportation issues, in part due to its location on the border of the rapidly growing Triangle region and more rural central North Carolina. Ultimately, a set of prioritized transportation recommendations that addressed this diversity of needs were developed and summarized in matrix and map formats. These recommendations were intended to supplement and inform subsequent updates of the Transportation Improvement Program (TIP), Comprehensive Transportation Plan (CTP), Metropolitan Transportation Plan (MTP), and other plans. Recommendations were categorized by mode and prioritized into “short-” “medium-” and “long-range” time horizons. The complete Chatham County Comprehensive Plan was adopted November 20, 2017. This long-range document establishes policy that sets goals and feasible implementation steps for the next 25 years. The Comprehensive Plan has been broadly embraced by the County, other governmental agencies, the private sector, citizen groups, and the general public. Client(s) Chatham County VHB Schedule Started: Mar. 2016 Completed: Aug. 2017 VHB | Project Experience 11 Dorothea Dix Park Master Plan Raleigh, North Carolina As a subconsultant, VHB provided transportation engineering services for the 308-acre Dorothea Dix Park located in the heart of the City of Raleigh. The project involved working with a multi-disciplinary team and diverse local communities to provide multimodal access and parking elements of Master Plan for one of the largest/premiere new urban parks in the country. The Master Plan was striving for “universal access”—safe, convenient, affordable access options for members of all communities, regardless of age, ability, and socio-economic background, and transportation to and within the Park (by car, bus bicycle, or on foot) was developed as a balanced system that preserves and enhances cultural and environmental features while providing recreational opportunities. Effective phased implementation coordinated with other major transportation and development projects was a critical aspect of the planning process. Client(s) City of Raleigh, NC VHB Schedule Started: Jun. 2017 Completed: Feb. 2019 VHB | Project Experience 12 Midtown-St. Albans Area Plan Raleigh, North Carolina Midtown Raleigh is a rapidly emerging district, serving as an example of a suburban place retrofitted and redeveloped as a walkable urban center. The Midtown-St. Albans Area Plan aims to create a vision and identify specific improvements and policies to guide future investment and development in an area that has seen rapid and significant change over the past decade. To support this effort, VHB led the three-phase corridor planning study focusing on transportation, land use, redevelopment, and urban design analysis and recommendations, as well as public participation and outreach efforts. The Discovery Phase included discovery of facts, maps, plans and studies, and interviews with stakeholders. In the Options Phase, VHB explored options and began working on a set of conceptual land use and transportation solutions for the corridor. The Implementation Phase refined and prioritized the preferred transportation and traffic improvements, and developed a supporting package of integrated land use and urban design strategies and policies intended to balance economic vitality with community stability and enhancement. The final report summarized study assumptions, methodologies, findings, and recommendations. Client City of Raleigh VHB Schedule Started: May 2018 Completed: May 2020 1 2 3 4 In-Street Infiltration & Traffic Calming Commercial Green Street Stormwater Bump-outs Green Streets contain specially designed infrastructure that reduces the speed and severity of runoff from storms that contributes towards flooding of homes, businesses, and parks. These features typically include areas where water can infiltrate into the ground, typically through planted curb strips, street tree root systems, and swales (grassy ditch or depression). Green Street design elements can be implemented along an entire corridor or in combinations to meet roadway constraints and the transportation needs of pedestrians, bicyclists, and motorists. Green Street elements also have the added benefits of improving the comfort of an area through the addition of shade and decorative plants. Also, Green Streets are designed to accommodate pedestrians and bicyclists while slowing down vehicles to safer speeds. For example, a Green Street along Quail Hollow Dr would dramatically improve North-South pedestrian and bicyclist connectivity. During the first round of public outreach, residents expressed preference for more greenway connections, improvements that reduce flooding, and reduce vehicle speeds through neighborhoods. Green Street Concepts Midtown-St. Albans Area PlanMSA 5 3 1 4 3 2 2 5 Local Green Street with On-Street Parking and Shared-Use Path Local Green Street with On-Street Parking and Separated Bike Lanes Reduced Flooding More Bike & Pedestrian Options Traffic Calming Improved Comfort May Reduce On-Street ParkingPLANNING PRINCIPLESMidtown moves ✓ Midtown living Midtown works Aesthetics ✓ Natural systems ✓ PROS CONS 2 4 4 3 1 2 4 2 1 2 3 4 Greenway Extension Green Street Elements I-440 Crossing A robust and connected non-motorized network provides options for people to reach destinations, commute, or run errands without relying on a car. Improvements to the non-motorized network can include greenways, on-street separated bicycle facilities, sidewalks, and pedestrian-accessible bridges. During the last round of public meetings, recommendations included expanding the greenway system and creating both new bicycle and pedestrian facilities and enhancing existing facilities. PLANNING PRINCIPLESMidtown moves ✓ Midtown living Midtown works Aesthetics ✓ Natural systems ✓ During the public engagement phase, community members expressed support for increasing options for walking and bicycling. Greenway and Pedestrian Network Concepts Midtown-St. Albans Area PlanMSA Improved On- Street Bicycle FacilitiesPROS Shorter Connections More Biking & Walking Options May Reduce On-Street Parking Greenway Susceptible to Flooding CONS 4 2 1 1 3 1 1 2 3 Pedestrian Refuge Islands Crosswalk & Visibility Enhancements I-440 Crossing Pedestrian Improvements are intended to improve safety and mobility through implementation of crash countermeasures and new network connections. The Midtown–St. Albans Area has some sidewalk connections between its major destinations, within its residential neighborhoods, and marked crosswalk across intersections. Pedestrian safety improvements like refuge islands and crosswalk visibility enhancements (such as lighting and signage) can increase pedestrian safety when crossing the street. The location of new pedestrian friendly routes like an I-440 bridge/tunnel and Green Streets with multi-use-paths can expand connections to parks, businesses, schools, and other parts of the City and reduce the need to cross high traffic roads. These improvements may also help with traffic calming and reducing turning conflicts between pedestrians and cars.PLANNING PRINCIPLESMidtown moves ✓ Midtown living Midtown works Aesthetics Natural systems ✓ Pedestrian Improvement Concepts Midtown-St. Albans Area PlanMSA PROS During the first round of public outreach, commenters indicated pedestrian discomfort and safety concerns at major intersections and the lack of pedestrian connectivity across major roadways such as Six Forks Rd., I-440, and Wake Forest Rd. Shorter Connections More Bike & Pedestrian Options May Reduce On-Street Parking May Reduce Driveway Access CONS 4 Improved Pedestrian Route Alternatives Traffic Calming Improved Comfort Increased Safety VHB | Project Experience 13 Cape Hatteras National Seashore Sediment Management Guidelines Cape Hatteras, North Carolina VHB was selected by the National Park Service (NPS) to lead the preliminary project planning and environmental review process in compliance with the National Environmental Policy Act (NEPA) for a park-wide sediment management framework at Cape Hatteras National Seashore (the Seashore). This project aims to ensure the sustainable use and development of this delicate resource into the future. The Seashore encompasses two counties, a multimillion-dollar tourist economy, eight villages throughout, 70 miles of beaches and sound-side areas, a 70-mile-long state highway located directly behind the beach dunes, dredged inlets, and imperiled wildlife habitat. Dare County, USACE, Nags Head, and NCDOT, and NPS have discussed potential sediment management actions in order to protect beaches, highway infrastructure, ferry terminals, neighborhoods, and maintain the navigability of waterways. VHB is leading the preparation of a comprehensive document to guide sediment management decisions at the Seashore and evaluate the potential impacts. Tasks include environmental planning services, civic engagement and information collection, preparation of an environmental review document for public review, preparation of a decision document, and compilation of the decision file for the project. Client National Park Service VHB Schedule Started: Sept. 2018 Ongoing VHB | Project Experience 14 Shaping Our Shores James City County, Virginia VHB developed a Master Plan for “signature parks” in James City County (JCC) with three major components: Chickahominy Riverfront Park, Jamestown Beach Campground, and Jamestown Yacht Basin. The plan addresses the long-range physical development, use, and stewardship of these three sites over the next 20 years with the intention of creating a sense of place and recreation for residents of the County, in addition to creating a destination within the Historic Triangle. For each of the sites, VHB provided JCC with existing conditions analysis, programming, alternatives development, and master planning concepts. Combined with information gathered through public meetings, work sessions, and a planning charrette, VHB presented a vision for the physical environment that promotes and supports the values and goals of James City County citizens. Client James City County VHB Schedule Started: Dec. 2007 Completed: Jun. 2009 VHB | Project Experience The VHB Team To deliver this Plan for the Town of Hillsborough, we have enlisted three trusted teaming partners with whom we have longstanding working relationships. Economic Leadership Economic Leadership has created state and local economic competitiveness and economic development strategies, workforce assessments and plans and rural strategies for many state governments and state Chambers of Commerce. In the past 12 months, Economic Leadership has produced a new state workforce strategy for the Arkansas State Chamber, an education and workforce assessment for the state of Alabama, a state infrastructure strategy for the Missouri Chamber, a manufacturing competitiveness assessment for Virginia, a workforce safety strategy for the Florida Chamber, and a rural strategy for Wisconsin Commerce and Industry. In North Carolina, in the past 12 months, Economic Leadership has partnered with economic development organizations in Johnston, Nash, Davie, Wilson, Chatham, Gaston, and Alamance Counties as well as regional groups in the Piedmont Triad, Research Triangle and North Carolina’s Southeast. For private clients, the firm does strategic and scenario planning, location evaluation, economic impact modeling and group leadership enhancement. Green Heron Planning Green Heron Planning was founded to help local governments, non-profits, and other organizations use the power of planning to realize their community visions. Green Heron specializes in three areas: Planning for emerging issues; Drafting innovative plans and codes; and Catalyzing effective project implementation Ben Hitchings, FAICP, CZO, is the award-winning principal of Green Heron. A Past President of the NC Chapter of the American Planning Association (APA-NC), Ben has more than 25 years of experience developing policies and plans and implementing recommendations to solve community planning issues. He is an adjunct faculty member at the UNC School of Government, providing guidance and training to NC planners on how to comply with the requirements of Chapter 160D. He is the former Planning Director for the Town of Chapel Hill and the Town of Morrisville, and former Land Use Program Manager for the Triangle J Council of Governments. Nealon Planning Nealon Planning is a woman-owned consultancy assisting clients who seek creative ideas to strategically manage change. Established by Meg Nealon, AICP, PLA, an experienced community planner and landscape architect, Nealon Planning approaches each project with the intent of defining a realistic vision for the future. Nealon Planning specializes in developing public policy and design solutions, considering how the natural and cultural heritage of each location can be leveraged to achieve economic stability. By balancing the desires of the community with the complexities of economic and environmental conditions, plans are created that are both aspirational and implementable. Services include Community planning, Land use planning, Public realm master planning, Open space planning, Urban design, and Landscape architecture. 15 VHB | Project Experience Organizational Chart This chart shows the organizational structure of personnel on the VHB team. The remainder of this section provides qualifications of our team members. TOWN OF HILLSBOROUGH, NORTH CAROLINA QA/QC & STRATEGIC ADVISORS Diane Linderman, pe, pwlf, env sp Ryan Prime PRINCIPAL-IN-CHARGE Don Bryson, pe PROJECT MANAGER Candice Andre, aicp, leed ga EL Economic Leadership, LLC GHP Green Heron Planning, LLC NP Nealon Planning, PLLC FIRM NAME Chris DeWitt, aicp Don Brown, aicp Sabrina Meadows Connor Klassen Lane Sauls, lss Heather Smith, lss Frank Fleming, pe Lauren Triebert, pe Andrew Topp, pe, ptoe Wes Mize, pe Brandon Barham, pe, cfm Ted Abernathy (el) HEALTHY COMMUNITIES– Kara Peach Lauren Blackburn, aicp Margaret Tartala, aicp GIS–Sabrina Meadows Don Bryson, pe Candice Andre, aicp, leed ga Ryan Prime Nat Grier, pe, env sp Donny Goris-Kolb, aicp, leed ap o+m, env sp Miranda Salzler, pe, cfm Don Bryson, pe Candice Andre, aicp, leed ga SPOT TOOL–Ryan Prime Meg Nealon (np) Ben Hitchings (ghp) Candice Andre, aicp, leed ga Sherri Dawson Meg Nealon (np) Ryan Noyes Alan Belniak, pe Taruna Tayal, pmp Hillsborough's Comprehensive Sustainability Plan & RES I L I E N C Y CLIMAT E A C T I O N I MP L E M E N TATION P O LICY & C O M M U N I T Y R E S O U R C E S NATURALSYSTEMS T R A N S P O R T A T I ONI NFRASTRUCTUREECONOMICSPLACEMAKINGLAND USE &STAKEHOLDER &PUBLIC ENGAGEMENT& SERVICESKey Personnel is shown in bold. 16 VHB | Project Experience Don Bryson, PE Principal-in-Charge Don has been involved for many years in transportation planning and engineering, primarily with long-range and project planning at the state and municipal level. As a consultant, he combines his NCDOT and Greensboro DOT experience with knowledge and skills gained in working in other jurisdictions to help resolve conflicts that inevitably arise in complex, multimodal transportation studies, whether rural or urban in nature. He has played critical roles in recent corridor studies, providing project management, technical analysis, and public involvement support, and has been especially focused on developing and documenting effective recommendation packages and implementation strategies. 36 years of professional experience Town of Hillsborough, NC 86 Connector Study, Hillsborough, NC Don served as Principal-in-Charge for the Town of Hillsborough in the development of the Eno Mountain Road and NC 86 Connector Study to identify feasible alternatives for connectivity in the area south of the Town, generally bounded by Eno Mountain Road, NC 86, and I-85. VHB reviewed existing plans, conducted rail crossing analysis, identified constraints and opportunities for implentation of a new connection, developed feasible and constructable alternatives for a proposed connection, provided planning level cost estimates, and provided a corridor study report, including risk analysis, for project implementation. Chatham County, Chatham County Comprehensive Plan, Chatham, NC Don led the transportation component of a comprehensive plan for the second-fastest growing county in North Carolina. Key issues included access management and preservation of roadway capacity; safety (Vision Zero); pedestrian and bicycle connectivity; transit; and freight and goods movement. VHB recommended context-appropriate designs (based on Complete Streets principles). City of Raleigh, Midtown-St. Albans Area Plan, Raleigh, NC Don was Project Manager for this corridor/area planning study focusing on transportation, land use, redevelopment, and urban design analysis and recommendations, as well as public participation and outreach efforts. Midtown Raleigh is a rapidly emerging district, serving as an example of a suburban place retrofitted and redeveloped as a walkable urban center. The project is being conducted over three phases: Discovery, Options, and Implementation. VHB’s analysis of StreetLight Insight data has proved valuable in understanding, illustrating, and addressing several critical challenges. Since completing the Discovery Phase, VHB has been working on a set of conceptual land use and transportation solutions for the corridor. Following the Options Phase, VHB began the Implementation Phase, refining and prioritizing the preferred transportation improvements, along with a supporting package of integrated land use and urban design strategies and policies intended to balance economic vitality with community stability and enhancement. The final report summarized study assumptions, methodologies, findings, and recommendations, and is suitable for online viewing. Education MS, Civil Engineering, North Carolina State University, 1985 BS, Civil Engineering, Youngstown State University, 1981 Registrations/ Certifications Professional Engineer (Civil), NC, 2020 Professional Engineer (Civil), KY, 2021 Professional Engineer (Civil), MS, 2020 Professional Engineer (Civil), AL, 2021 Professional Engineer (Civil), AR, 2019 Professional Engineer (Civil), TX, 2020 Affiliations/Memberships Institute of Transportation Engineers 17 VHB | Project Experience 18 Education MS, Urban and Regional Planning, Michigan State University, 2007 BS, Zoology, North Carolina State University, 2002 Registrations/ Certifications American Institute of Certified Planners, 2020 Affiliations/Memberships Urban Land Institute, Triangle Candice recently authored a guidance document for Public Involvement during the CTP Process, with a focus on Title VI compliance for NCDOT's Transportation Planning Division. Candice served on the USGBC - Triangle Branch Leadership, where she had the opportunity to represent USGBC and incorporate sustainability components in to the NCSU Master Plan Update 2015. Candice A. Andre, AICP, LEED GA Project Manager Candice is a Senior Project Planner with more than a decade of land use and environmental planning experience. She specializes in the preparation of environmental review documentation in compliance with the National Environmental Policy Act (NEPA) and State Environmental Policy Act (SEPA). Her experience includes resiliency and adaption work, community studies analyses, indirect and cumulative effects assessments, feasibility studies, land use analyses, and public involvement. Her projects have provided her the opportunity to work with diverse communities in gaining meaningful input and engaging underserved populations, most notably her recent experience leading the regional public engagement for the Wake County Transit Plan. 17 years of professional experience NPS, Sediment Management Plan for the Cape Hatteras National Seashore, Dare County, NC Candice is currently leading a resiliency project for the National Park Service (NPS) at Cape Hatteras National Seashore. The project includes creating a streamlined 20-year sediment management plan including the methods, locations, and frequency for permitting sediment management actions within the Seashore boundaries. At the Seashore, human activities and structures have contributed to the alteration of natural shoreline processes. These activities and structures include dredging of navigation channels, hardened structures such as groins, dune building, overwash scraping, and relative sea-level rise resulting from the warming temperatures caused by human-driven emissions. Candice is the primary point of contact for NPS and responsible for evaluating proposed actions based on NPS policy, generating feasible alternatives, and preparing the environmental review documentation. She is involved in all stakeholder and public engagement, and has had the opportunity to build strong relationships with the applicable resource agencies. Town of Brookhaven, Proposed Regional Recovery and Recycling Residue Facility, Brookhaven, NY Candice is currently leading a waste and recycling management project for the Town of Brookhaven. Currently, there is a 270±-acre existing landfill that accepts ash residue from local Waste-to-Energy (WTE) plants, as well as Construction & Demolition (C&D) debris and governmentally-generated materials such as navigational dredge material and street sweepings from across Long Island. This landfill is expected to reach capacity in 2024 and the project team is assisting the Town with sustainable alternative solutions to solid waste disposal. Candice is leading the environmental review and compliance services for the project, which is evaluating the construction of a Regional Recovery and Recycling Residue Facility (RRRF) and documenting the Town’s progressive history in the promotion of the State’s hierarchy of solid waste management, including initiatives to encourage recycling and re-use of materials, and reduce the amount of materials that are sent to plants for processing into clean, renewable energy. The proposed project site is situated adjacent to an identified Environmental Justice (EJ) community and Candice is preparing the enhanced Public Participation Plan to engage the community and address concerns. VHB | Project Experience 19 Education BS, Civil Engineering, Lehigh University, 1979 Registrations/ Certifications Professional Engineer (Civil), VA, 2021 Envision™ Sustainability Professional Public Works Leadership Fellow (Public Works) OSHA 10-Hour Construction Safety and Health Certificate Affiliations/Memberships American Public Works Association, National Chapter, 1992 American Public Works Association, Mid-Atlantic Chapter, 1992 American Society of Civil Engineers, Virginia Section, Richmond Branch, 1984 Parking Association of the Virginias Richmond Real Estate Group VCU Real Estate Circle of Excellence Diane M. Linderman, PE, PWLF, ENV SP QA/QC & Strategic Advisor Diane’s career has focused on urban planning with a major emphasis in developing solutions in transportation that encompass bike/ped, corridor improvements, transit, traffic operations, traffic engineering, traffic impact, municipal/state funding for transportation, and policy. She provided leadership in municipal public works for 14 years as City Engineer and Director of Public Works for the City of Richmond, Virginia. Diane served as President of the American Public Works Association in 2011-2012. 41 years of professional experience City of Richmond, RVA Green – A Roadmap to Sustainability, Richmond, VA As Project Principal, Diane was involved in the development of the City of Richmond’s Sustainability Plan, RVA Green. VHB assisted the City in developing a plan that defines and clearly represents the community’s current sustainability challenges; serves as a mechanism to link the City’s existing and developing sustainability initiatives, strategies, and plans with the community’s goals; and that establishes a cohesive set of sustainability strategies, implementation plans, and metrics for improving sustainability in the City. Working closely with the Sustainability Advisory Committee and City of Richmond staff, VHB conducted a sustainability baseline assessment; developed and executed the sustainability planning process and plan; designed and facilitated the community engagement process; and led the design and implementation of communications campaign requirements. Diane participated in the facilitation of the community stakeholders and advisory groups. City of Richmond, Shockoe Bottom Revitalization Study, Richmond, VA Diane was Civil Engineering Project Principal for a directive to craft a comprehensive, best- practices-centered, and economically feasible development revitalization master plan for the historic Shockoe Bottom community. The study consisted of recommended, market- driven strategic and related actions, addressing the unique physical characteristics and other factors that may affect development in Shockoe Bottom. The strategy provided public and private stakeholders in the area with specific guidance toward effectively implementing the vision. Specifically, Diane was responsible for overseeing the transportation and infrastructure assessments components of the study. Virginia Commonwealth University, Institute for Contemporary Arts, Richmond, VA As part of an architectural-led team including Steven Holl Architects and BCWH, Diane was VHB’s Project Principal for the design and construction of a three-story art facility totaling approximately 38,000 square feet at Virginia Commonwealth University (VCU). The facility will provide state-of-the-art exhibition areas and performance halls overlooking a sculpture garden and a reflecting pool. The project serves as an example of sustainable civil design by utilizing geothermal energy sources, capturing all roof drainage to serve as a water source for the reflecting pool, and by the addition of a green roof. VHB participated in the preliminary LEED analysis and final design accommodation in an effort to achieve LEED Platinum Certification. VHB | Project Experience 20 Education ME, Ocean Engineering, Stevens Institute of Technology, 2006 BS, Environmental Geoscience, Boston College, 2002 Registrations/ Certifications Envision™ Sustainability Professional LEED Accredited Professional OSHA 30-Hour General Industry Certification Ryan Prime, LEED AP, WELL AP, ENV SP QA/QC & Strategic Advisor; Climate Action & Resiliency; Policy & Implementation; Innovation & Technology Ryan is VHB’s Sustainability Practice Leader. He works to integrate sustainability throughout our operations, business practices, and client deliverables. He is helping inform VHB’s 2025 strategic planning process and developing VHB’s sustainability narrative. 14 years of professional experience Skanska USA Civil, Queens, NY Prior to joining VHB, Ryan was Director of Strategic Performance. In this role, he was responsible for sustainability performance reporting, including collecting, reviewing, and submitting sustainability metrics for the USA business unit to Skanska HQ for inclusion in the annual report. In this role, Ryan served as the subject matter expert for sustainability and risk management, fielding all inquiries from internal and external stakeholders and participating in knowledge sharing globally through leadership committees. He also:. • Managed annual assurance process for reported sustainability data according to CDP. • Developed and implemented enterprise Sustainability Plan for USA business unit to meet science-based global carbon emissions reduction target of 50% by 2030 and net zero by 2045. • Improved sustainability reporting frameworks and helped develop dashboards, reports and new ways of collecting data leveraging technology in order to improve data accuracy and recommend business processes to enhance efficiency of operations. • Frequently spoke at industry events presenting project specific sustainability metrics as well as broad industry trends relating to sustainable performance. • Served as lecturer for Columbia University, Department of Civil Engineering and Engineering Mechanics • Served as certified instructor for Envision Sustainable Professional (ENV SP) credential, where he instructed up to 25 employees in a two-day training workshop according to the curriculum provided by the Institute for Sustainable Infrastructure for ENV SP credential. VHB | Project Experience 21 Education MS, Transportation, Massachusetts Institute of Technology, 2002 BS, Civil Engineering, Massachusetts Institute of Technology, 2000 Registrations/Certifications Professional Engineer, DC, 2020 Professional Engineer, VA, 2021 Professional Engineer, NC, 2020 Professional Engineer, MD, 2022 Professional Engineer, PA, 2021 Professional Engineer, DE, 2020 Professional Engineer, IL, 2021 Professional Engineer, OH, 2021 Professional Engineer, MO, 2021 Professional Engineer, IN, 2022 Professional Engineer, WV, 2020 Envision™ Sustainability Professional, 2020 Affiliations/Memberships Society for College and University Planning, Mid-Atlantic Region Transportation Research Board, TDM Committee Nathaniel Grier, PE, ENV SP Climate Action & Resiliency Nat is the National Practice Leader for VHB’s transportation planning practice. He specializes in campus transportation planning and has worked on campuses across the country. In addition to transit, bike, and pedestrian planning, his multimodal work includes transit-oriented development (TOD), scenario analysis, and small area planning. Nat has a strong background in the development of TDM plans as well as parking analysis and financial planning. In addition to campus planning, Nat has experience with a wide array of public sector transportation planning projects including transit studies, comprehensive transportation plans (CTPs), long-range transportation plan (LRTP) development and traffic forecasting, as well as air quality modeling and emissions estimates. 18 years of professional experience UNC-Chapel Hill, Climate Action Plan, Chapel Hill, NC Nat served as Project Manager for the transportation component of a climate action plan for the University. As an American College and University President’s Climate Committee signatory, the University of North Carolina at Chapel Hill has committed to long-term carbon neutrality and has a long-history of sustainability. This effort will identify implementable next steps that will provide substantial greenhouse gas reductions in the next 15 to 20 years. North Carolina State University, Climate Action Plan, Raleigh, NC Nat was Project Manager for the transportation component of a climate action plan for the University. As an American College and University (ACUPCC) President’s Climate Committee signatory, North Carolina State University has committed to long-term carbon neutrality. As the University had already identified many short-term actions, the project focused on assisting the University in developing a long-term vision for its transportation-related initiatives. Cornell University, Climate Action Plan, Ithaca, NY Nat was Project Manager for the development of the transportation component of a climate action plan for the University. As part of the American College & University President’s Climate Commitment (ACUPCC), Cornell has committed to climate neutrality. The plan examined ways of reducing greenhouse gases related to commuter emissions through expansion and improvement of TDM programs as well as other initiatives (such as live/work). Additionally, it included recommendations to reduce GHGs associated with fleet operations and University- related air travel. Ithaca College, Climate Action Plan, Ithaca, NY Nat was Project Manager for the transportation component of the climate action plan for the college. As an American College and University President’s Climate Committee signatory, Ithaca College has committed to long-term carbon neutrality but working within the more constrained resources of a smaller school. The plan focuses on implementable first steps and identify achievable long-term targets. VHB | Project Experience Donny Goris-Kolb, AICP, LEED AP O+M, ENV SP Climate Action & Resiliency Donny is a certified planner, LEED Accredited Professional, and Envision Specialist with experience in environmental consulting, sustainable development, and urban and regional planning. He has worked on a broad spectrum of projects serving public- and private-sector clients. Areas of significant experience include community and airport master planning, green building, greenhouse gas accounting, climate mitigation and adaptation, waste management, social equity and environmental justice, and general environmental compliance and permitting. 13 years of professional experience St. Petersburg Integrated Sustainability Action Plan, St. Petersburg, FL For the City of St. Petersburg, VHB developed a Sustainability Action Plan. Donny was responsible for preparing the community-scale greenhouse gas inventory in accordance with the Global Protocol for Community-Scale Greenhouse Gas Emission Inventories. Donny also guided the City’s signing of the Global Covenant of Mayors for Climate & Energy and the use of ICLEI’s ClearPath tool for CDP reporting. Town of Westborough Master Plan, Westborough, MA Donny is a Project Manager, working with the Town of Westborough on its Master Plan that will serve as a basis for decision-making around land use; housing; economic development; open space and recreation; natural, cultural, and historic resources; public facilities/services; transportation; sustainability and climate; and public health. Albany Energy Master Plan, Albany, NY Donny was a Project Planner for the development of an Energy Master Plan for the City of Albany, a project supported through the New York Power Authority. Donny supported the baseline assessment; developed goals, objectives, and targets; identified and evaluated strategies; and developed a plan for implementing actions in the areas of energy planning and coordination, energy delivery infrastructure, transportation energy efficiency, and building energy efficiency. Climate Smart Communities, Mid-Hudson Valley and Capital Region, New York The VHB Team assisted local climate and sustainability programs through the provision of direct services to more than 70 Climate Smart Communities members related to completing GHG emissions inventories, climate action and sustainability plans, implementation of GHG reduction, identification of funding opportunities, and reporting and tracking of sustainability metrics. Donny supported these efforts, as well as developed the Climate Smart Communities Certification Workbook, assisted communities with Climate Smart Communities certification, and guided the preparation of a white paper on integrating sustainability into comprehensive plans. Education Sustainable Development, Harvard University Extension School, 2017 Ct, Sustainable Development, Harvard University Extension School, 2017 MUP, Urban and Regional Planning, University of Buffalo, 2007 MURP, Urban and Regional Planning, University of Buffalo, 2007 BA, Sociology, Binghamton University, 2004 Registrations/ Certifications American Institute of Certified Planners, 2019 LEED Accredited Professional for Existing Buildings Operation & Maintenance, 2020 Envision™ Sustainability Professional, 2020 Affiliations/Memberships United States Green Building Council, Massachusetts, 2013 22 VHB | Project Experience 23 Education BS, Natural Resources, North Carolina State University, 1994 Registrations/ Certifications Stormwater Inspection and Maintenance Professional, NC Residential Rain Garden Certification, NC Affiliations/Memberships North Carolina Wildlife Resources Commission North Carolina Wildlife Resources Commission Society of American Military Engineers, Fort Bragg Post Lane Sauls Natural Resources Manager Lane is a Natural Resources Manager in VHB’s Raleigh, North Carolina, office. His professional experience includes covering stream and wetland restoration/ mitigation, natural resources, permitting and ecology. As Senior Scientist and Program Manager with other firms, he managed large-scale projects, provided mentoring for younger staff, and coordinated with clients. He prepared project scopes, developed man-day estimates, and oversaw all aspects of project design and implementation as well as permitting and erosion control. Lane specializes in natural resources, environmental compliance, and stream, wetland, and buffer mitigation. 26 years of professional experience Town of Knightdale, Mingo Creek Greenway Natural Resources Assessment, Knightdale, NC This project for the Town of Knightdale required the assessment of natural resources along a 2.5-mile corridor for the proposed Mingo Creek greenway trail in eastern Wake County. Lane’s responsibilities included inventory of natural resources, stream and wetland delineation, and mapping of 10,000 linear feet of stream; 20 acres of wetlands, and 15 acres of Neuse River riparian buffers; regulatory agency coordination; and environmental permitting (404, 401) on behalf of the client. Town of Morrisville, Crabtree/Hatcher Creek Greenway Natural Resources Assessment, Morrisville, NC The project for the Town of Morrisville required the assessment of natural resources along a 2.6-mile corridor for the proposed Crabtree/Hatcher Creek greenway trail in western Wake County. Lane provided an inventory of natural resources, stream and wetland delineation and mapping of 10,000 linear feet of stream, 20 acres of wetlands, and 15 acres of Neuse River riparian buffers, regulatory agency coordination, and development of Natural Resources Technical Report to NCDOT standards. Town of Cary, Lower Williams Creek Greenway and Stream Stabilization, Cary, NC The project required the assessment of natural resources along a 2.5-mile corridor for the proposed multi-use trail along Lower Williams Creek from Lake Pine through MacGregor Office Park to US 1 in Cary, NC. Responsibilities included inventory of natural resources, stream and wetland delineation, Neuse River riparian buffer delineation, threatened and endangered species investigations, Natural Resources Technical Report, and environmental permitting (Sections 404/ 401 Clean Water Act). Town of Cary, Mills Park and Panther Creek Greenway, Cary, NC Lane served as the Environmental Task Manager for the assessment of natural resources along a 2-mile corridor for the proposed multi-use trail along Panther Creek and the adjoining Mills Park in Cary, NC. His responsibilities included inventory of natural resources, a stream and wetland delineation, Neuse River riparian buffer delineation, regulatory agency coordination, threatened and endangered species investigations, Natural Resources reporting for PCE, and environmental permitting (Section 401/404) on behalf of the Town. VHB | Project Experience 24 Education BS, Civil Engineering, North Carolina State University, 2006 Registrations/ Certifications Professional Engineer, NC, 2020 Affiliations/Memberships American Council of Engineering Companies, North Carolina, 2018 Institute of Transportation Engineers, North Carolina Section (NCSITE), 2008 Lauren Triebert, PE Transportation A Professional Engineer registered in North Carolina, Lauren has worked on a diverse range of transportation and environmental planning projects, providing environmental screening and technical analyses for corridor feasibility studies and National Environmental Policy Act (NEPA) environmental documentation, including traffic analysis, noise modeling, and air quality assessments. She has extensive public involvement experience relating to transportation projects and studies, and has performed capacity analysis for arterials, freeways, rural roads, signal systems, and isolated intersections. 14 years of professional experience Town of Hillsborough, NC 86 Connector Study, Hillsborough, NC Lauren served as Project Manager for the Town of Hillsborough in the development of the Eno Mountain Road and NC 86 Connector Study to identify feasible alternatives for connectivity in the area south of the Town, generally bounded by Eno Mountain Road, NC 86, and I-85. VHB reviewed existing plans, conducted rail crossing analysis, identified constraints and opportunities for implentation of a new connection, developed feasible and constructable alternatives for a proposed connection, provided planning level cost estimates, and provided a corridor study report, including risk analysis, for project implementation. Lauren is currently initiating a second phase of this project, ensuring a full scale review of alternatives for the proposed connector. Town of Cary, Cary Parkway and High House Road Intersection Improvements, Cary, NC Lauren was Assistant Traffic Engineer, aiding in the development of seven unique intersection alternatives, such as traditional widening, quadrant roadways, bowtie, and roundabouts. The second phase of the project included a detailed study of the three options preferred by Town Council. Conceptual design drawings, construction costs estimates, and detailed operational analyses, including VISSIM animations, were developed for these three options. Town of Apex, NC 55 Improvements and Laura Duncan Multi-Use Path, Apex, NC Lauren was Assistant Project Engineer, completing Programmatic Categorical Exclusions (PCEs) for two projects for the Town of Apex. The PCEs evaluated project impacts to the surrounding environment including natural systems, the human environment, and other resources. Town of Apex, Apex Peakway Southwest Connector Study, Apex, NC Lauren was responsible for the environmental review and documentation process for this project which will complete one of the final sections of a loop road around the Town of Apex. Through a feasibility study and the completion of a NEPA Categorical Exclusion, VHB evaluated several alternatives to incorporate an existing at-grade intersection with South Salem Street into a proposed grade-separated railroad crossing, including overpass and underpass options. The services provided included traffic forecasting, capacity analysis, natural resources technical report, traffic noise and air quality analyses, Opinion of Probable Cost, public engagement, and NEPA environmental documentation. VHB | Project Experience 25 Education MS, Civil Engineering, Virginia Polytechnic Institute and State University, 2012 BS, Civil Engineering, Virginia Polytechnic Institute and State University, 2011 Registrations/ Certifications Professional Engineer, NC, 2020 Professional Engineer, SC, 2022 Professional Engineer, MA, 2022 Affiliations/Memberships Urban Land Institute, Triangle Chapter, 2018 Wesley Mize, PE Infrastructure Wes is a Project Manager/Senior Project Engineer specializing in site layout, grading, utility, and drainage design for land development projects, as well as site feasibility assessments, construction monitoring, and field inspections. Project experience includes site/civil engineering design for corporate, residential, and mixed-use developments. 9 years of professional experience Adigun Medical Office, Chapel Hill, NC Wes is the Project Manager responsible for leading VHB’s integrated survey, traffic, site/civil and landscape architecture team for this 18,000 SF medical office building north of Briar Chapel in Chatham County. The project team developed a site design that met the goals of the County’s Comprehensive Plan, Watershed Protection Ordinance, and the programming requirements of Dr. Adigun’s growing medical practice. A significant amount of open space is being preserved on the property with a large buffer being provided to a residential neighborhood to the west. Through public meetings and community outreach efforts, the project received support from neighbors, the Appearance Commission, Planning Board, and Board of Commissioners ending in a unanimous rezoning approval vote from the County. Centurion Drive Industrial Building, Raleigh, NC Wes is the Project Manager responsible for leading the design team for this site development project. In order to meet the Neuse River watershed and City of Raleigh nutrient water quality standards, VHB developed an alternative layout that reduced impervious area while still meeting truck routing and user requirements saving the client long-term operation and maintenance costs while meeting local and state regulations. Carrboro Retail, Shops at Lloyd Farm, Carrboro, NC The Shops at Lloyd farm is a 40-acre master-planned, mixed-use development. The first phase of the project is anchored by a grocery tenant with additional restaurant/retail, gas station, and outdoor amenity space. Wes was responsible for managing the first phase site/civil design and coordinating with review agencies to secure a Conditional Use Permit for the project. Watkins Real Estate Group, Porter’s Landing, Rock Hill, SC Wes is the Project Manager for Porter’s Landing, a mixed-use (multi-family/restaurant/retail) development located on approximately 25 acres along the Catawba River. Site constraints include a jurisdictional wetland and stream, floodplain/floodway, 70 feet of topography change, existing city utility easements, site contamination, and rock close to surface. VHB, working in close collaboration with the project team, developed a site plan that responded appropriately to the site topography in a way that will preserve natural resource buffers and maximize open space opportunities. VHB | Project Experience 26 Education MA, Psychology of Sport and Physical Activity, University of Iowa, 2008 BS, Psychology, Indiana University, 2006 Affiliations/Memberships Institute of Transportation Engineers, North Carolina Section (NCSITE), 2014 Kara Peach Healthy Communities Kara is a Transportation Planner who has experience in a variety of transportation planning projects including master plans, long- and short-range transportation plans, and Title VI analyses. For these projects, she has provided data collection and technical analysis, technical writing, and extensive public engagement. With a background in public health, Kara specializes in integrating transportation and health. 12 years of professional experience FHWA, Every Day Counts Data-Driven Safety Analysis For this Federal Highway Administration (FHWA) project, VHB is providing a wide range of technical support and assistance with the overarching goal to facilitate the deployment of predictive and systemic safety analysis approaches being promoted under the Every Day Counts (EDC-3) Data-Drive Safety Analysis (DDSA) initiative. Specifically, Kara supported the planning efforts for a 150+ person Peer Exchange. Her duties included confirming all speakers, facilitating planning team and speaker planning calls, developing internal and external agendas, facilitating sessions, taking notes, and preparing a 60-page summary of the event proceedings. Greensboro DOT, Vision Zero Plan, Greensboro, NC VHB worked with the City of Greensboro to prepare a Vision Zero plan for the city to adopt. This data-driven plan included strategies representing the 4 E’s to help the City of Greensboro reduce fatalities and serious injuries resulting from crashes. As Project Manager, Kara was responsible for leading the team in emphasis area development based on crash data analysis, establishing and organizing emphasis area Working Groups, facilitating small and large group meetings, and synthesizing the discussions into an Action Plan. FHWA/APA, Transportation and Health Tool Prior to joining VHB, Kara worked on the project to develop a web-based tool to strengthen the connection between transportation and public health sectors. The target audience of the tool is transportation decision-makers at the state and regional levels. As Health and Transportation Planner, her responsibilities included the facilitation of an expert panel in the selection of evaluation criteria for selecting indicators and conducted and wrote a literature review of the 14 selected indicators for inclusion of the first iteration of the tool. UNC-CH, NCHRP 20-112 Health in Transportation Research Roadmap For this National Cooperative Highway Research Program (NCHRP) project, VHB focused on the connections between health and transportation. The goal of this project was to develop a strategic research roadmap that identified critical research needed to improve the ability of transportation agencies to incorporate health considerations and lead to better health outcomes. Kara supported the development through community-engaged research that will document key relationships between transportation and health outcomes, provide background on the effectiveness of existing tools, and identify areas in need of data, new tools, or guidance on best practices. VHB | Project Experience 27 Education MURP, Urban and Regional Planning, University of Illinois at Urbana- Champaign, 2002 BLA, Landscape Architecture, University of Arkansas at Fayetteville, 2000 Registrations/ Certifications American Institute of Certified Planners (Planning), 12/2020 Affiliations/Memberships American Planning Association, North Carolina Chapter, 2008 Transportation Research Board, 2016 Lauren Blackburn, AICP Healthy Communities Lauren is a Senior Project Manager based in VHB’s Raleigh office who supports a variety of transportation, planning, and research projects. Her key areas of interest are in bicycle and pedestrian transportation, comprehensive planning, roadway safety, and community health. Prior to joining VHB, Lauren worked for the North Carolina Department of Transportation (NCDOT) as the director of the Division of Bicycle and Pedestrian Transportation. Previously, she was the planning manager for the Town of Davidson, North Carolina, where she helped create the town’s land development plans and policies in coordination with Davidson College and other community partners. 17 years of professional experience MVAA, Dorothea Dix Park Master Plan, Raleigh, NC Lauren served as a Transportation Planner on an interdisciplinary team of landscape architects, urban designers, park planners, and traffic engineers who developed the Dorothea Dix Park Master Plan in 2018. “Dix Park” will be a national example for activating open spaces, leveraging public-private partnerships, and inviting the public as stakeholder in the design process. Lauren focused on multimodal elements of the park plan. Davidson College Transportation Plan, Davidson, NC Lauren was the Project Manager on this project to develop a multimodal transportation plan for the Davidson College campus. The College plan considered how staff, faculty, students, and visitors can travel to and from the campus using sustainable transportation options. The plan also developed strategies for how the College should support regional transit initiatives. Kannapolis Comprehensive Plan, Kannapolis, NC Lauren served as VHB’s Task Leader for the transportation elements of Move Kannapolis Forward (the City’s Comprehensive Plan). VHB evaluated future trends for traffic volumes and identified strategies for the City to develop a more multimodal transportation network. VHB also assisted with leading public outreach efforts. VDOT, Safe Active and Healthy Non-Motorized Transportation Tools and Resources, Statewide, VA Lauren is the project manager, working with stakeholders from multiple agencies including the Virginia Department of Transportation (VDOT) and the Virginia Department of Health (VDH), to develop tools for evaluating local and state plans and policies for integration of walkability and health equity. This project will support the work of the VDH Walkability Action Institute. VHB | Project Experience Taruna Tayal, PMP Innovation and Technology Taruna has extensive experience in transportation planning and GIS, both as project manager and technical analyst. Her primary areas of interest are in travel demand analysis and traffic forecasting, development of comprehensive transportation plans, long range transportation plans, transit service plan, environmental analysis, plan level ICE analysis and application of GIS and innovative technologies for solving transportation issues. She is proficient in the use of TransCAD, TransModeler, ArcGIS, Microsoft Project, and comparable programs. She has been directly involved in VHB’s applied technology projects providing transportation technology solutions to the clients for streamlining the workflow, automating the processes, developing reliability measures using HERE data and providing project management. 25 years of professional experience Community Connectivity Plans, Multiple Locations, NC As Project Manager, Taruna has worked on Community Connectivity Plan (CCP) (formerly known as Community Transportation Service Plan) for Wake Access, Durham Access and Inter County Public Transportation Agency (ICPTA) in Elizabeth City. The goal of this CCP is to develop a short-term operational framework for the agency to meet its goals and objectives, and to continue to provide quality transit services to County residents for on-demand service. Town of Cary, Cary Community Plan, Cary, NC Taruna was the Task Leader for preparing the Transportation Element of the Cary Community Plan. Her responsibilities included performing TRM runs for base and future year conditions to identify the existing conditions and future deficiencies. She also assisted in preparing material and attending the Transportation Advisory Group meeting to generate the vision plan and goals for the community. Based on the identified goals and vision plan, land use and transportation scenarios were incorporated in the future year model to perform Build condition model runs. Greensboro DOT, Vision Zero Plan, Greensboro, NC As Project Manager, Taruna assisted the Greensboro Metropolitan Planning Organization (MPO) in the development of their first Vision Zero (VZ) Plan. The MPO adopted the VZ resolution in early 2018. As part of this project, VHB facilitated the early steps of a VZ plan for the City to provide a comprehensive framework to eliminate highway fatalities and serious injuries within a prescribed timeframe. Taruna aided with the identification of current safety trends, the engagement of local stakeholders in the VZ process, and the establishment of focus area working groups. Education MS, Transportation Planning, Arizona State University, 2001 MURP, Urban and Regional Planning, National Institute of Technology (India), 1998 B Arch, Architecture, National Institute of Technology (India), 1993 Registrations/ Certifications Project Management Professional, NC, 2023 28 VHB | Project Experience Chris DeWitt, AICP Community Resources Chris is a Senior Planner with VHB. His diverse work experience ranges from planning and design of bicycle and pedestrian facilities to public involvement and grant funding. He has worked with a variety of regional, state, and federal agencies, including the U.S. Army Corps of Engineers, the U.S. Environmental Protection Agency, and the Virginia Department of Transportation. His local government experience adds a unique dimension to the VHB Team. He is a member of the American Institute of Certified Planners and the American Planning Association. 29 years of professional experience Friends of James River Park, James River Park System Master Plan, Richmond, VA Chris served as Project Manager to develop a Master Plan for the James River Park System, located in the heart of downtown Richmond. The Park attracts nearly 2 million visitors per year and offers a sustaining natural counterpoint to urban life. In addition to outdoor adventure recreation, the Park provides essential conservation of natural resources. As part of the Master Plan process, Chris helped administer a civic engagement program that included 11 public meetings along with an online survey that generated close to 2,500 responses. The input was used to establish actions and priorities in the Master Plan. Currituck County, Maple Park Master Plan, Currituck County, NC Chris was Project Manager for an effort to provide conceptual design for relocation and expansion of Maple Park. The project involved coordination of the planning process with existing adjacent facilities as well as ongoing adjacent engineering projects. Chris facilitated a public charrette meeting to help reach consensus on a preferred alternative, which included multiple sports fields as well as a skate park, dog park, playground, trails, and parking. James City County, Parks and Recreation Master Plan, James City County, VA Chris assisted with the development of a Master Plan for “signature parks” in James City County (JCC) with three major components: Chickahominy Riverfront Park, Jamestown Beach Campground, and Jamestown Yacht Basin. He facilitated the public involvement process and contributed to concept planning throughout the duration of this project. Education BS, City Planning, University of Virginia, 1991 Registrations/ Certifications American Institute of Certified Planners Affiliations/Memberships American Institute of Certified Planners American Planning Association, Virginia Chapter Association of Pedestrian and Bicycle Professionals League of American Bicyclists Rails-to-Trails Conservancy 29 VHB | Project Experience 30 Ted Abernathy (EL) Economics Ted is the Managing Partner of Economic Leadership LLC. Economic Leadership is a North Carolina based company focused on place-based competitiveness, anticipating future trends, and devising strategies for growth. Prior to founding Economic Leadership, from 2008 to 2013, Ted was the Executive Director of the Southern Growth Policies Board, a 42-year-old public policy think tank that provided economic development research, strategy, and marketing advice to states and communities across the South. During the past seven years, Ted and the team has worked on more than 120 projects in 20+ states and internationally, including designing an innovation ecosystem for a new science city in Kenya, producing an annual Home of Future Thinking conference, and creating a new company that assesses and improves group leadership. Ted is the principal author of the dozens of reports on future trends, workforce, and technology and speaks on the economy almost every week. He currently serves as the economic advisor to the Council of State Chambers. 40 years of professional experience North Carolina’s Southeast, 18 County Economic Strategy, Elizabethtown, NC Economic Leadership prepared the Economic Strategy for the 18-county region. The project included conducting a business sector analysis and recommendations for business sectors with opportunities for growth for the whole region and for specific subregions identified by the Client; economic and workforce base growth analysis; Future Trend Analysis; and Career Pathways research to identify opportunities for people to receive training and living wage employment in key sectors. Pittsylvania County Virginia, Regional Economic Development Strategic Plan, Danville, VA As a subconsultant, Economic Leadership was responsible for building a broader trend analysis of business investment decision criteria including workforce, infrastructure, business climate, demographics and assessing the local entrepreneurial ecosystem and capacity to enable growth, as well as the review of local, regional and influencing cluster and/or sector growth for potential targeting including Advanced Manufacturing, Food and Beverage Processing, Plastics, and Agriculture sectors. The Kansas Chamber, The Challenge to Compete - Kansas Workforce 2020, Topeka, KS Economic Leadership supported this statewide workforce study, which included extensive public outreach and research to evaluate the current competitiveness of major workforce and education data for Kansas and to identify occupational and industry growth expectations. The report included current successful national and statewide “best practice” programs that have the potential for statewide scalability and recommendations to improve workforce skills, and system and effectiveness. Education BA, Political Science, University of North Carolina at Chapel Hill, 1980 MAS, Administrative Science, Johns Hopkins University, 1985 Registrations University of Oklahoma, Economic Development Institute, CeCD, 1990 Eisenhower Fellow for Global Economics 2001 Affiliations/ Memberships International Economic Development Council Southern Economic Development Council North Carolina Economic Development Association VHB | Project Experience 31 Ben Hitchings, FAICP, CZO (GHP) Policy & Implementation Ben is an award-winning planner who founded Green Heron Planning to help local governments use the power of planning to realize their community visions. A Past President of the NC Chapter of the American Planning Association (APA-NC), Ben is an adjunct faculty member at the UNC School of Government, providing guidance and training to NC planners on how to comply with the requirements of Chapter 160D. He is the former Planning Director for the Towns of Chapel Hill and Morrisville, NC, and has managed and developed award-winning plans at the local and regional level. Ben serves on the APA National Board of Directors. In 2016, APA-NC recognized him with its highest honor, the Philip P. Green Distinguished Service Award. In 2018, he was inducted into the College of Fellows of the American Institute of Certified Planners. 28 years of professional experience UNC School of Government, 160D Training/Technical Assistance, Chapel Hill, NC Ben is an adjunct faculty member at the UNC School of Government providing training and technical assistance to planners across North Carolina to help them comply with the requirements of Chapter 160D. Town of Carthage, Ordinance Update Guidance/Development Negotiation, Carthage, NC Ben led the Town’s negotiation on mitigation measures for the Chapman Townhome Project that won the support of the developer and the Board of Commissioners. He also helped the Town update its multi-family development standards. Town of Chapel Hill, Blue Hill Walkability Standards/Design Guidelines, Chapel Hill, NC The Town updated the district’s form-based code to promote more walkable blocks, and drafted new design guidelines to create more attractive streets to improve walkability in an aging suburban commercial district. As Planning Director for the Town of Chapel Hill, Ben led the staff who managed this project. Town of Morrisville, Land Use & Transportation Plans, Morrisville, NC The Town prepared Land and Transportation Plans to help protect small-town character and promote sustainability while adding significant economic opportunities. As Planning Director for the Town, Ben led the staff who managed this project. The resulting plans won an Outstanding Planning Award from the N.C. Chapter of the American Planning Association. Town of Morrisville, Town Center Plan, Morrisville, NC The Town drafted a Town Center Plan and implemented it over more than a decade to help create a vibrant center of community and bring together an increasingly diverse community population. Ben led this project as Planning Director for the Town of Morrisville. The plan won an Outstanding Planning Award from APA-NC. The implementation projects won an Outstanding Planning Award from APA-NC and two Historic Preservation Awards from Capital Area Preservation. Education Masters in City and Regional Planning, University of North Carolina at Chapel Hill, 1997 Bachelor of Arts, History and French, Amherst College, 1990 Registrations Fellow, American Institute of Certified Planners N.C. Certified Zoning Official Affiliations/ Memberships Member, Board of Directors, American Planning Association (APA) Chair, Vice Chair, APA Chapter Presidents Council President, Past President, President-Elect, N.C. Chapter of the American Planning Association Member, APA National Legislative & Policy Committee Chair, Member, Leadership Triangle VHB | Project Experience 32 Meg Nealon, AICP, PLA (NP) Policy & Implementation Meg is a community planner and landscape architect. She has been assisting clients in the public and private sectors with complex planning and design efforts for 25 years. As the founder of Nealon Planning, she combines her analytical capabilities, knowledge, and experience derived from a wide range of projects, which include plans that define sound public policies, establish regulatory frameworks, convey direction through scenario planning and conceptual design plans, initiate change with effective implementation strategies, and are based on inclusive public engagement programs. She is focused on assisting communities to manage change while respecting the natural and cultural assets upon which their identities and economic opportunities are based 25 years of professional experience Relevant Project Experience • Envision Elon 2040 (Comprehensive Plan), Elon, NC • Re:Vision Holly Springs (Land Use Plan), Holly Springs, NC • Knightdale Next (Comprehensive Plan), Knightdale, NC • Fuquay-Varina Comprehensive Plan, Fuquay-Varina, NC • Move McAlester Forward (Comprehensive Plan), McAlester, OK • Plan Chatham (Comprehensive Plan), Chatham, County, NC • Garner Downtown Concept, Garner, NC • Envision Moore (Comprehensive Plan), Moore, OK • Harrisburg Area Land Use Plan + Update, Harrisburg, NC • Franklin Next (Comprehensive Plan), Franklin County, NC • Apex Comprehensive Plan + Update, Apex, NC • Fort Mill Comprehensive Plan + Update, Fort Mill, SC • Hickory Inspiring Spaces Master Plan, Hickory, NC Education Master of City and Regional Planning, University of North Carolina at Chapel Hill, 1998 BLA, Landscape Architecture, University of Georgia, 1991 Registrations American Institute of Certified Planners Landscape Architect, NC Affiliations/ Memberships NC Board of Landscape Architects Charlotte-Mecklenburg Planning Commission City of Charlotte Historic District Commission City of Hickory Appearance Commission) Foothills Conservancy Board of Directors American Society of Landscape Architects American Planning Association Comprehensive Sustainability Plan Consulting Services TOWN OF HILLSBOROUGH, NORTH CAROLINA A Detailed Project Approach Including Proposed Public Outreach Methods 1 2 3 4 5 6 7 Comprehensive Sustainability Plan Consulting Services 5 Detailed Project Approach Philosophy Preparing a Comprehensive Sustainability Plan for the Town of Hillsborough will require a team that can provide a full range of planning services and the capacity to integrate such services effectively and efficiently. VHB has significant experience in preparing town-wide comprehensive plans. Through this experience, we have learned that the Plan must fully leverage existing resources and assets into implementable solutions focused on the key elements of (and the interconnections between) Land Use, Housing, Economic Development, Natural and Cultural Resources, Open Space and Recreation, Public Services and Facilities, Circulation/Transportation, and Sustainability. Additionally, implementation should occur over a set period of time with identified responsibilities, yet must be flexible enough to anticipate and accommodate changes in population, market demand, technology, resource availability, environmental quality, leadership, and available funding. It is critical that the project team, in concert with the Town and the public, determine the most important short-, medium-, and long-term goals and recommendations/actions, and do so in a manner that provides the most significant initial impact, while providing support for a variety of future initiatives. This can be accomplished only if the project team identifies and effectively communicates the benefits and trade-offs that accompany each particular recommendation in relation to other recommendations in the Plan. Today, growing communities like Hillsborough must plan and build wisely. VHB is guided by an ethic to plan with a keen eye toward sustainability. Beyond smart growth principles and reducing urban sprawl, today’s sustainability issues require us to think more holistically to better understand how a community can respond to influences such as climate change. Prudent planning means we consider how Hillsborough can link its decision-making and actions to larger regional, and even global, concerns. 33 VHB | Detailed Project Approach We view our role as facilitators of the planning process and as collaborators in making decisions. Our role will fluctuate between furnishing technical and planning expertise— responding directly to tasks or issues identified by the Town—to serving as provocateurs, encouraging people to expand their thinking or goals. We will work closely with the Town to report regularly and present our findings for review and feedback. We look forward to working with the Town as a partner, bringing to this project informed direction, focused enthusiasm, high ambition for quality, clearheaded reflection, and a rational and timely process for decision-making. Project Understanding/ Community Context Generations of Native Americans recognized the advantages of the location where the Great Trading Path crossed the Eno River long before the founding of Hillsborough in 1754. Those advantages persist today—with this Plan, the people of Hillsborough continue taking critical steps to preserve and enhance the special attributers of their community. The Town of Hillsborough is primed for both near-term and sustained growth due to its ideal geographical location between the Triangle and Triad as well as its reputation as a forward-thinking, culture-rich community. The Eno River continues to be at the heart of the community, although now as a recreational—rather than industrial—resource for the entire region. The Great Trading path has evolved into an extensive transportation network incorporating I-40, I-85, US 70, and the NCRR, bringing visitors to Hillsborough, and providing residents with access to a wide range of employment options in the Triad and Triangle. Hillsborough remains the center of government for Orange County, with health care/social assistance, educational services, and retail trade being the most common industries. Hillsborough has unusually high share of residents working in scientific/technical, health care, and social service occupations, due in part to access to RTP and major medical centers at Duke and UNC. Hillsborough’s population more than doubled between 1980 and 2010. Since then, population has grown by more than 13%. A striking trend during the last decade has been a dramatic increase in owner-occupied housing, from less than 57% in 2013 to nearly 68% in 2018. This trend appears likely to persist, along with rising housing costs and relatively high tax rates. Pre-COVID, unemployment had been relatively low, but renters and lower-income households face increasing challenges being able to afford living in Hillsborough. The pressure for new residential development threatens natural and cultural resources, as well as burdening municipal/county services and finances. However, beyond the pending Collins Ridge and Daniel Boone developments, there is not a substantial volume of housing stock in the pipeline to meet the growing demand. Although the need for a diversified economic (and tax) base is recognized, suitable sites are limited, and proposals for new commercial or industrial development (which should also provide more opportunities for higher-wage jobs) often face opposition. For example, the proposed Research Triangle Logistics Park (located immediately south of I-40 and west of Old NC 86) is in Hillsborough’s Economic Development District (EDD), identified for economic development purposes in the 1981 Orange County Land Use Plan and reinforced in the 2030 Comprehensive Plan (adopted in 2008). Nevertheless, it faces significant organized opposition by residents. On the other hand, UNC Hospitals and Durham Technical Community College have successfully completed major facilities in the same vicinity, facilities have become significant community assets. 1980 2010 2020 >100%+13% 34 VHB | Detailed Project Approach Hillsborough has a proven track record of implementing innovative, forward-looking, cost-effective projects to deal with growth while promoting sustainability and resilience. The Town initiated a project to expand capacity of the West Fork Eno Reservoir in April 2018. By raising the reservoir height 10 feet and incorporating an innovative piano-key weir in the spillway, the reservoir’s capacity will be doubled, providing 4 mgd even during exceptional drought conditions. While COVID-19 impacts have delayed completion until 2021, this investment successfully addresses both anticipated growth and the uncertain risks of climate change. The Town also has a long history of partnering with Orange County, the State, and others to implement services for its citizens and those of the surrounding area. An example is the adoption in September 2017 of an Interlocal Agreement between Orange County and the Town of Hillsborough for construction and operation of water and sewer facilities in the Hillsborough EDD. Another is transit service, which in combination with the Town’s ongoing efforts to increase walkability, can provide a viable alternative to driving. The Hillsborough Circulator provides bus service to sites in Hillsborough and a connection to GoTriangle's Route 420 which serves downtown Hillsborough, the Durham Tech Orange County Campus, and downtown Chapel Hill and UNC Hospitals, among other destinations. Two park-and- ride areas are provided. GoTriangle provides express service between Hillsborough and Durham, and connects with PART service in Mebane/Efland. Funding is a combination of Orange County, Chapel Hill Transit, GoTriangle, and Town match for an NCDOT grant. Orange County provides elderly and disabled transportation. Planning with NCDOT’s Rail Division is also underway for a train station that could be served by the Piedmont/Carolinian and future regional rail. Approach A comprehensive and integrated sustainability program must address Hillsborough's contributions and vulnerabilities to climate change because a sustainable community is also a resilient community. In addition, it must address these issues while also seeking ways to alleviate poverty, provide equitable access to resources, and balance development of housing and infrastructure with environmental stewardship. The VHB team will be led by Project Manager Candice Andre, who has a proven track record of successfully completing innovative plans and complex environmental planning/permitting projects with sustainability as a core focus. She has 17 years of professional experience and has a demonstrated understanding of the value that sustainability planning provides in the operation and development of municipal infrastructure. Candice combines her passion for sustainability (both personally and professionally) with an active project management approach to keep projects on budget and on schedule. Standard approaches employed by Candice will include: »Kick-off meeting with the Town and project team »Weekly or bi-weekly project update calls »Use of Microsoft Teams to track progress on data collection and project tasks »Development of simple “Action Items” list to share with the Town’s Project Manager on a weekly basis »Regular budget tracking, invoicing and monthly internal VHB project reviews with management Another important tool to ensure that our Team understands proper project procedures, including the QA/QC program, is an easy-to-use, easy-to-adapt, practical Project Management Plan (PMP). The PMP is a concise guidance document that VHB will prepare for the kick-off meeting so the consultant team and the Town are on the same page from the very start of the project. The PMP clearly identifies the Town’s objectives, scope of work, roles and responsibilities, budgets, and schedules. In addition to a hardcopy version, the PMP will be available on VHB’s SharePoint secure project website—accessible with any internet connection or via a smartphone app. In addition to being an efficient and useful project control document, the PMP is a key ingredient to our VHB team’s overall quality assurance program by defining 35 VHB | Detailed Project Approach the “who/what/when” of the project. The contents of the PMP generally include documentation and communication protocols, file management, QA/QC procedures, invoicing schedules, document styles and writing style guidelines. VHB’s approach focuses on involving a diverse range of stakeholders at all stages of the planning process in an innovative and interactive manner. This engagement will be built around a variety of communication and feedback channels that include, but may not be limited to, a series of stakeholder interviews, focused work sessions, public meetings, and public surveys with interactive elements (e.g., map-based questions, image uploads to convey baseline data, and continuous project messaging). Our intent is to work closely with the Town to provide an open and inclusive process. Through this engagement process, as well as by leveraging existing studies and readily available data, we will seek to develop a comprehensive understanding of the Town as it is defined by key aspects such as its population and housing, land and building use, and economics. The framing of this understanding within a historical context and the interrelatedness of the Plan Elements (e.g., Land Use, Natural and Cultural Resources, etc.) will be important to identify and communicate issues and opportunities. It will also be essential in preparing a fully integrated and implementable Plan that matches goals and recommendations of the community’s overall vision, considering pros and cons and related trade-offs. Phase 1: Project Launch and Visioning The visioning process is a crucial step in engaging the community, setting the stage for full Plan development and providing direction to decision- and policy-making organizations within the community. VHB will work to develop a deep understanding of the Town by both the project team and community members that will be used to identify current and projected issues and opportunities. This would be achieved through the collection of early input from both groups, a review of existing reports and studies and analysis of quantitative data. VHB will conduct a “Community Immersion Day,” which would include a tour of key facilities and neighborhoods and a series of one-on-one and group interviews with key Town officials, interest groups, residents, property owners, business leaders, and others who live or work in Hillsborough to gather input on important issues, or perception of issues, and opportunities facing the Town. The project team would also kick-off an awareness campaign to educate the community on the concept of sustainability. This initial engagement will be organized as an interactive public workshop or charrette, virutally or in-person, to engage residents in a lively discussion on the vision for the future of Hillsborough. VHB is well equipped to provide engagement on multiple platforms, including virtual meetings, that not only encourages participants to get involved, but also excites them about the optimistic future of their community and the process. Specific engagement techniques are discussed later in this approach. This phase would result in an actionable vision statement, supported by community-driven values and informed guiding principles. The vision and goals/policy framework crafted through this process must be the result of widespread community involvement that garners the support and buy-in of Hillsborough leaders and residents so that they become advocates for the planning process and its implementation. Phase 2: Policy Framework Building upon Phase 1, this phase will set the overall community vision and goals/policy framework and, in the process, identify the high-level community priorities for the future. These priorities will focus on the Built Environment, Climate and Energy, Natural Systems, Economy and Jobs, Cultural Resources, Public Services, Infrastructure, Waste Reduction, Preparedness, and more. Phase 3: Update and Incorporate Existing Plans It is important to build on the efforts the Town has taken to date to plan for the future, regulate growth, and preserve valued resources. The VHB team will review existing comprehensive plan documents, local regulations and policy documents to ensure a consistent message and 36 VHB | Detailed Project Approach direction forward. Suggestions for threading sustainability components through the Plan's vision, values, and guiding policies will be presented. Review of existing plans and regulations will include, but not be limited to: »Vision 2030 Plan »Strategic Growth Plan »Future Land Use Plan/Map »Parks and Recreation Master Plan »Community Connectivity Plan »Churton Street Corridor Strategic Plan »US 70/Cornelius Street Corridor Plan »Hillsborough Rail Station Small Area Plan »Hillsborough-Orange County Strategic Growth Plan Unified Development Ordinance »Zoning Map »Hillsborough Economic Development District »Proposed Town of Hillsborough/Orange County Central Orange Coordinated Area (COCA) Land Use Plan »Natural Areas and Wildlife Habitats for Orange County, North Carolina (updated in 2004) Phase 4: Actions, Strategies, Implementation Sustainability will be an underlying theme across all Plan Elements, as we believe it is important to integrate sustainable principles and practices to encourage holistic systems thinking and promote livable, healthy communities. This will be evident in the integration of indicators, where appropriate, measuring existing and potential performance across Elements. VHB will recommend opportunities for improved sustainability performance such as reducing the Town’s carbon footprint (e.g., by conducting a greenhouse gas emissions inventory, promoting alternatively fueled vehicles), encouraging water conservation (e.g., by establishing a water faucet/fixture retrofit program, promoting the use of rain barrels), reducing waste generation and increase waste diversion, and more. Where applicable, such recommendations will leverage the Town’s completed work and ongoing initiatives, as well as be aligned with the organization’s goals. VHB will also identify existing community-based and regional sustainability initiatives, which the Town may be able to leverage for exponential effect and to support the implementation of specific recommendations of the Plan. The VHB team will use: »American Planning Association’s PAS Report 578: Sustaining Places: Best Practices for Comprehensive Plans »VHB’s own published guidance on integrating sustainability into comprehensive planning documents —a white paper prepared as part of the Climate Smart Communities program for the Mid-Hudson Valley and Capital Region, NY This phase will require coordination with the Town's leadership team and community to develop and review specific policies, strategies and actions. We will need the community’s help in weighing costs and benefits and evaluating tradeoffs. The Plan will be comprised of several elements, as listed below. A. Land Use The Land Use Element will evaluate the current balance between growth and preservation and highlight changing development trends. It will also outline existing development regulations (e.g., the Town’s Unified Development Ordinance and zoning map). Recommendations will balance preservation and growth both through regulatory and non-regulatory measures. Sustainability and resiliency will be a central theme, informed by best practices and helpful case studies from other communities. Examples of sustainable land use practices include enacting land use policies that reduce carbon footprints such as enhancing forest preservation and promoting dense mixed-use development where appropriate, and discouraging development in hazard areas. B. Natural and Cultural Resources Relevant natural and cultural resources (inclusive of historic resources) in Hillsborough will be summarized, and in the process, identify the entities (e.g., the Historic District Commission) and policies that support/promote these 37 VHB | Detailed Project Approach resources along with the factors that threaten their integrity. In addition, VHB will refer to hazard mitigation plans relevant to the Town to summarize existing and projected natural hazards, including those associated with climate change. Protection and management strategies will be identified and evaluated to ensure that future land use decision-making incorporates related concerns, such as the protection of significant wildlife resources and the implications of climate change. VHB will reach out to local experts/agencies to seek input on how best to preserve these resources for the benefit of both residents and tourists. The Town’s natural and cultural resources also provide opportunities for economic development that should be recognized, though in a manner that does not compromise their long-term viability and integrity. C. Housing The project team will evaluate the Town’s current and future housing challenges with respect to demographic patterns, including population and household projections, as well as the needs of an aging population; housing stock inventory and conditions; affordability; and neighborhood preservation and enhancement. VHB will explore options for helping to meet housing needs, especially in the domain of regulatory tools. Provisions that present barriers to wider choice will be identified. D. Economic Development Subconsultant Economic Leadership will look for ways to strengthen Hillsborough’s economic base, considering the structure and composition of the local economy and its relationship to the regional economy. This component will be built primarily from a series of interviews with local officials and business leaders and existing reports and studies. To help understand and address economic development challenges and opportunities, the team will review data on employment, population, households, building permits, business establishments, and other key variables for the Town and its region. Collectively, these efforts will allow for a comprehensive baseline of where the Town is today and how it compares with the surrounding market areas in which it competes. Approaches will be identified to move the Town toward achieving its economic development goals for expansion of the local economic base and employment opportunities with sustainability in mind (e.g., promoting green businesses and jobs). These strategies will be discussed and refined at a focus group meeting on growth/economic development with participation from a variety of key stakeholders identified by the Town. E. Open Space and Recreation Open space and recreation resources are important to both residents and visitors. This Element will focus on meeting the needs of both. VHB will build upon the Town’s Parks and Recreation Master Plan, adding additional opportunities to enhance physical activity and healthy lifestyles. Recommendations from the Parks and Recreation Master Plan will be reviewed for consistency with the overall Plan, including as they relate to local regulations. The Town Public Space Department and the Parks and Recreation Board will be consulted. F. Public Facilities and Services VHB will analyze data from existing documentation that includes, but is not limited to, the Town’s current Capital Improvement Plan. The team will interview applicable department heads and collect existing infrastructure and facility information to ascertain significant department needs. The Town facilities and public services will include education, public safety, water and sewer, energy, and other utilities. VHB will make recommendations to assist the Town with prioritizing future public facility and service needs resulting from new development. By examining current and future needs forecasts based on build-out scenarios and projections, the Town will be better positioned to develop and implement capital improvement planning initiatives. Moreover, it is important to have a thorough understanding of how and where public services and facilities are provided so that future growth can be distributed in the most efficient manner possible. A number of options can be considered and since many of them require significant up-front investments, it is important to understand what can be achieved in the short- and long-term. In developing the recommendations, VHB will identify opportunities for enhanced efficiencies within municipal operations and cost savings. G. Transportation and Circulation The ability to move people and goods is essential to the economic vitality and quality of life in any region. VHB will provide a qualitative multimodal review and assessment 38 VHB | Detailed Project Approach of the existing and planned transportation system in Hillsborough. It will include a comprehensive review of all modes of transportation, including the potential for improved pedestrian and bicycle facilities, transit services, and roadway corridors of concern, and assemble key reports and readily available traffic data to identify issues and opportunities. H. Climate & Energy In 2017, the Town adopted a resolution supporting the goal of 100% Clean Energy by 2050, stating that the Town “shall establish a transition from fossil fuel-powered operations to 100% clean/renewable energy by December 31, 2050, or sooner and 80% clean/renewable energy by 2030.” Energy and its cost, availability and security are closely tied to the prosperity of the Town. The Town is taking steps to increase energy resilience by reducing overall energy consumption through conservation and increased efficiency and increasing the use of renewable energy. The VHB team will determine if specific objectives and initiatives (e.g., government operations, energy consumption of buildings, and alternative energy sources) can be implemented to reach this goal. Recommended methods will aim to engage the broader community, leverage economic competitive advantage, and respect social equity. VHB will review any existing climate action recommendations and initiatives of the Town. The VHB team has prepared several climate action plans, which include ways to benchmark and track initiatives. The following factors will be used to prioritize recommendations in the Plan: »Environmental impacts, benefits, and considerations »GHG emissions reduction »Economic impacts, benefits, and considerations »Cost of implementation »Feasibility of implementation »Social impacts, benefits, considerations related to equity/ climate justice »Impacts, benefits, considerations related to public health Clean Energy Roadmap Created by VHB for St. Pete, FL I. Waste Reduction & Recycling The Town recognizes the importance of sustaining and enhancing its surrounding environment through resource protection and conservation, minimizing waste, and protecting the quality of its air and water. The VHB team will evaluate existing practices and policies to determine the next steps for waste reduction and recycling. Some examples of initiatives VHB has recommended for other municipalities to improve the solid waste system, include: »Expanding recycling service to commercial and multi- family sectors »Adopting a material reduction procurement policy »Implementing a Pay-As-You-Throw program J. Preparedness The Town of Hillsborough has recent experience with small- scale flooding damaging local roads and cutting off access (Valley Forge Road, for example), leading to significant unplanned disruption and expenditures. Crashes on I-85 can occasionally close the interstate, affecting access to Hillsborough. US 70 is the primary alternate route in such situations, creating substantial congestion and delay at critical locations. Weather events have lea to power outages resulting from tree damage. The VHB team will review existing plans including the Orange County Hazard 39 VHB | Detailed Project Approach Mitigation Plan Update and 2020 Eno-Haw Regional Multi- Jurisdictional Hazard Mitigation Plan (which includes an update to the 2015 Eno-Haw Regional Mitigation Plan). Implementation VHB will work with Town to produce an actionable implementation plan in matrix format that is designed to help the Town meet its planning goals and objectives. The implementation plan is one of the most important components of the Plan, as its clarity, level of accountability, and ability to be tracked for evaluating progress will determine the success of the Plan. General components of the Plan’s implementation program will include: »A phased action plan to execute the recommended actions based primarily on the established community priorities. These actions will be cross-referenced for consistency across the Plan for potential synergies/ opportunities to realize implementation efficiencies. »Prepare a schedule and timeline of recommended actions with potential revenue/funding sources and opportunities for technical assistance. The schedule will include a series of action items that can be easily implemented in the short- term with minimal resources to generate momentum. »Identify entities (including those outside of Town government if applicable) responsible for the implementation of specific recommendations of the Plan and discuss with them a process for determining coordination of implementation. »Develop suggestions to support a process for the regular review, updating, and reporting of the implementation plan. This will allow continuous improvement of the Plan under changing social, economic, and environmental conditions in the future, as well as support public transparency. Such a process could include the potential to form a Plan Implementation and Oversight Committee that reports regularly to the Planning Board and prepares an annual status report for presentation to the Town. Phase 5: Review and Adoption The VHB team will prepare a draft plan appropriate for distributing for public review and comments. This phase will include presentations of the plan components and recommendations to the community, summarizing the history of engagement and path to the draft plan. Once public comments are addressed, the Plan will be finalized for recommendation by the Planning Board and action by the Board of Commissioners. Creative & Comprehensive Engagement VHB believes in integrating stakeholder and public engagement throughout the entire process, rather than treating it as a standalone task. All team members understand the importance of considering stakeholder and community input as fundamental in creating a vision, defining needs, analyzing outcomes, and recommending next steps. Consideration of how issues and findings will be communicated to stakeholders is built into VHB’s technical work, not as a separate or final step in the process. The VHB team is experienced in using innovative tools and techniques designed to reach a broad spectrum of community members and ensure that all voices within the community are included. Each community is different and requires a unique set of tools and exercises to engage the public. VHB will work with the Town to develop a comprehensive public engagement process intended to reach all segments of the population and keep them informed and engaged throughout the planning process. Innovative techniques that we have successfully used on similar projects include: »Engage school children—Involving children is fun and a wonderful way to inform and engage their parents. We would suggest working with the School Department to find ways to involve the students by building the Plan into their curriculum or by leveraging school activities/events. »Use innovative outreach tools—Our TurningPoint electronic polling software (and other polling options) allows participants at a meeting to vote on issues and priorities. This can be a highly effective way of giving all meeting attendees an anonymous, but equal vote. Virtual platforms provide similar polling opportunities. 40 VHB | Detailed Project Approach »Continue the dialog online—We plan to use online survey and feedback platforms such as MetroQuest, PublicInput.com, Microsoft Forms, Esri’s Survey 123, or an equivalent to supplement our public meetings and provide another means to solicit public input during the planning process. »Develop a project website—A project website, possibly housed on the Town's website, will be used during the study, where we will post key materials and information related to the planning process on at least a monthly basis. This website would go beyond the typical, as it will summarize the master planning process and related information in an easily understandable and visually engaging format that includes short narratives, related quotes from Town representatives and the larger community, and a series of online maps that will tell the “Story of Hillsborough.” »Distribute materials in-person and online, and share with surrounding jurisdictions. »Coordinate with other Town initiatives to ensure consistent messaging and mitigate potential public engagement burnout. »Events will be important to engage the community where they already gather. VHB will identify potential existing community events to attend to discuss and solicit input on the Plan. The VHB team will remain flexible with regard to the engagement strategy so as to not be “locked in” to specific approaches that may not be successful. As we listen to stakeholder and public input, we will incorporate that input into each task of the planning process, return to them for further feedback and guidance, and engage new or different stakeholders as necessary to ensure the Town’s Plan is not just a Town government initiative, but a roadmap for achieving a common vision—a plan that the community wants to take ownership of and help implement. The details of the engagement process will be determined with Town staff at the kick-off meeting. It will be important that the planning process demonstrate transparency (how the Plan is being prepared/how decisions are being made) and confirm that it is truly community driven. Our team is agile and adjusts to unexpected challenges and scheduling constraints. During the recent COVID-19 stay-at-home order. The VHB team was able to pivot and hold successful virtual public engagement events online in lieu of in-person public meetings. »Wake County (NC) Transit Plan Update »Southeastern Public Service Authority (VA) Landfill EIS »City of Oviedo (FL) Comprehensive Plan Update »Kelley Square (MA) Most recently, VHB has taken our extensive engagement background experience and specifically developed a virtual meeting room format that allows participants to “enter” a public meeting room, navigate around the room, and click on graphic displays posted on the walls of the room. These spaces (example links below) also allow for comment sheets and other project information, including pre-recorded power point presentations. VHB suggests that for this Plan, that Hillsborough and VHB explore a multiplatform engagement strategy, that provides a constant project presence for the community. Our team understands the importance of engaging all populations, connecting with underserved communities and eliminating language as a barrier. With changing residential demographics, there is a need to reach individuals who speak languages other than English. We will work with the Town to understand the outreach communities and best methods for gaining meaningful input. Over the past 5 years, VHB has completed more than 90 Community Studies reports for NCDOT, documenting the presence of Limited English Proficiency (LEP) communities and making NCDOT aware of potential impacts to these communities. Many of these communities are also Environmental Justice (EJ) communities under 1994 Executive Order 12898. Our Mid-Atlantic offices include Spanish, Chinese, Hindi, and Vietnamese translation resources, and VHB has 10 additional language capabilities firmwide. Based on review of demographic data (ACS) and local knowledge, our team will incorporate tools in the engagement plan to reach minority and low-income communities. There is also evidence of LEP populations that will need Spanish translations. Other tools to reach a variety of age groups will be discussed, as there are several areas within the community where 65+ makes up over 15% of the population. 41 VHB | Detailed Project Approach We blend creativity and cutting-edge graphic design with technical knowledge to effectively communicate project concepts to stakeholders and the general public through in-person and virtual presentations, reports, and graphical design. We understand the importance of branding a project with the right message from the outset. Our inclusive stakeholder and public outreach process will help connect to the local opinions within the Hillsborough community. Subconsultants We have assembled a team specifically designed to help craft a plan that emphasizes implementation, and clearly enumerates trade-offs among alternatives courses of action. Our goal is to help Hillsborough make rational, strategic decisions with respect to the sustainability of its immediate and long-term plans and programs. Our subconsultants have specific roles designed to help them provide the greatest value in the planning process by focusing on implementation and the effective communication of the magnitude and distribution of benefits and costs (not only in financial terms) associated with all critical decisions. This reinforces our philosophy of striving to “front-load” the plan with benefits and certainty rather than costs and risk, an approach that is realized through a rigorous prioritization process. Meg Nealon of Nealon Planning will evaluate proposed plan changes in response to the GHG/climate change/ sustainability ideas. She will help determine what’s feasible, what the trade-offs are, and what does/does not have negative consequences like discouraging desired private investment. Meg will also support the land use assessment and concepts, and write high-level recommendations to implement the community’s vision. Ben Hitchings of Green Heron brings a deep familiarity with Orange County and North Carolina to this project, along with an understanding of how to get things done. He will review regulatory documents to ensure recommendations are compliant, and to identify specific opportunities to align with the Town’s sustainability planning. Ben will use cutting-edge techniques and information—potentially including an Implementation Feasibility Assessment--to help craft and evaluate potential implementation projects that address emerging issues and move effectively from planning to implementation. The staff at Economic Leadership will analyze and convert complex data and future trend analysis into policy decisions and strategy choices, communicating complex data to public and private audiences in an understandable way. They apply national and regional best practice research in economic development and funding to identify new and existing activities and policies to move the Town towards its goals for sustainable expansion of local economic base and employment opportunities. QA/QC At VHB, providing quality assurance and quality control (QA/QC) is mandatory on every project, and we have strict QA/QC rules, procedures, and processes in place. For the Hillsborough Comprehensive Sustainability Plan, Diane Linderman and Ryan Prime are the designated Quality Assurance leaders. As Project Manager, Candice Andre will be directly responsible for implementing the QA/QC plan with Diane and Ryan. The overall process used by Candice, Diane, Ryan, and team members to meet the quality objectives (client, team, financial performance) will be based on a well- defined work plan, budget control, document reviews, and proactive team and client communication. In addition to the team’s use of the PMP, Candice will validate deliverable and performance satisfaction through feedback from the Town’s Project Manager to specifically address our overall performance to understand what we are doing well (so that we can continue it!) and identify and focus on areas for improvement. 42 VHB | Detailed Project Approach Optional Tasks The VHB team has experience with a wide variety of municipal plans, and several of these processes have been enhanced with the use of some innovative tools. These optional tools are listed below, and can be discussed in further detail. UrbanFootprint UrbanFootprint is a software platform designed to measure and analyze existing conditions and future scenario impacts across a range of metrics. Analysis modules include emissions, land consumption (i.e., the impact of development on natural lands), risk and resilience, household costs, and conservation (i.e., impacts on water quality, habitat, agriculture, and carbon sequestration), among others. We see UrbanFootprint as an opportunity, to augment the baseline analysis of Hillsborough’s Comprehensive Plan with metrics that would not be otherwise available for inclusion, but also to support the build-out analysis, and the identification of trade- offs between individual or a group of recommendations. UrbanFootprint would enable the VHB team to easily build and communicate development scenarios and measure the impact of these scenarios with respect to potential population and employment changes. SPOT Tool The VHB team has worked on building project prioritization tools to aid in informed decision-making for several clients, in an Excel and cloud-based platform option. VHB recently completed a project for Massport (Excel format) and Orlando Greenworks (cloud-based platform) in which our Applied Technology Group worked closely with our Sustainability Group to build a Sustainability Planning Optimization Tool (SPOT) for just this purpose. SPOT helps clients prioritize the investments they are making on projects to achieve the highest return on investment and achieve the goals of their overall sustainability programs. SPOT assists in the development, management, implementation, and reporting of existing and future sustainability initiatives. VHB recommends that the Town consider using at least Version 1.0 of SPOT’s program suite (Excel-based format), which includes four tools designed to assist in advancing sustainability programs including: »The Selector module, which is used to determine applicability, feasibility, costs, and benefits of identified sustainability initiatives. »The Tracker module, which provides the framework to monitor the progress of the sustainability program by initiative. »The Implementer module, which provides context and guidance for efficient initiative implementation through the development and distribution of Initiative Implementation Sheets. 43 VHB | Detailed Project Approach »The Reporter module, which provides a structured format for the Sustainability Project Manager to report on the performance metrics and key performance indicators (KPIs). We are currently working on a project with the City of Orlando to build an enhanced version of the tool, SPOT 2.0, which will replace the Excel spreadsheets with a centralized database and a web-based application delivered to the City as a Software-as-a-Service (SAAS) model. All functionality found in the original SPOT tool is being migrated to the more robust, intuitive, multi-user environment that will include the security and data validation of a centralized database and the ease of use and functionality found in the spreadsheet- based version. In addition, SPOT 2.0 is positioned for enhancements with options for creating new modules, reports, and mobile applications with more enhanced business intelligence. This platform is a configurable platform in which the end-users can easily edit the categories that are being evaluated, modify the parameters that are being measured, and analyze the performance metrics, projects, planned expenditures, and initiatives of various types. The VHB team can leverage this platform to provide Hillsborough with a platform to evaluate and compare projects, processes, and initiatives and prioritize the efforts in a more systematic way. Aspects of the program can then be shared through a website to inform citizens about the choices they have and the benefits of what is being planned and implemented. Web-based Storytelling The VHB team has experience creating Esri Story Maps to tell your story through a combination of powerful maps, narrative text, and images. Rather than sending people to a static report, Story Maps create a simple and effective way for people to scroll through maps and associated text for the best user experience. The maps are easy to read and the platform is simple to navigate, connecting with the audience. Branding & Logos The VHB team includes individuals with creative talent for developing consistent branding and logos for sustainability programs that draw stakeholders in to engage in sustainability activities. In addition to the final report, our team can provide concise, informative, and visually engaging supporting materials for both print and the web in order to educate and engage the community in ongoing sustainability efforts. Climate action for an equitable, healthy, prosperous and resilient Richmond Presentation Info Date of Presentation Integrated Sustainability Action Plan HIGHLIGHTS APRIL 2019 44 VHB | Detailed Project Approach Schedule VHB strives to deliver on promises and exceed expectations for project deliverables. To do so, we use careful planning and anticipate issues to maintain an outstanding record of schedule control on our work. We develop realistic schedules, measure our progress against key milestones, and adjust as needed to achieve the desired project schedule. Our team is committed to meeting the Town’s schedule expectations and feels, based on preliminary review, that the proposed scope of work can be complete in approximately 18 months or less, as illustrated below. 2021 2022 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN Notice to Proceed PHASE 1 Project Launch & Visioning PHASE 2 Policy Framework PHASE 3 Update & Incorporate Existing Plans PHASE 4 Actions, Strategies, Implementation PHASE 5 Review & Adoption Kick-off Meeting Stakeholders Meeting Public Outreach Final Presentation Community Immersion Day 45 Comprehensive Sustainability Plan Consulting Services TOWN OF HILLSBOROUGH, NORTH CAROLINA Options for Town Staff Participation 1 2 3 4 5 6 7 Comprehensive Sustainability Plan Consulting Services 6 Options for Town Staff Participation The VHB team has truly enjoyed building our relationship with the Town through past work and are excited about this opportunity to continue growing this relationship. We believe the best product is created when we work as an extension of the Town, all working together focused on the defined goals. Town staff will be integral in all phases of preparing the Town’s Comprehensive Sustainability Plan, and we will work with the Town to clearly define responsibilities at the beginning of the project. Based on preliminary review of the anticipated services, the list below provides examples, although not exhaustive, of tasks that could be handled by Town staff. »Assist with scheduling, contact information, publicity and logistics for public (Partner) outreach and meetings, and coordinating interactions with elected officials and other stakeholders (Contributors). »Provide relevant data, reports, plans, forecasts, budgets, mapping and other information for baseline analysis. »Print and distribute of reports and public-facing materials. »Host the project website, including uploading project materials. 46 Comprehensive Sustainability Plan Consulting Services TOWN OF HILLSBOROUGH, NORTH CAROLINA Cost and Fee Proposal 1 2 3 4 5 6 7 Comprehensive Sustainability Plan Consulting Services 7 Cost and Fee VHB is pleased to present the following fee estimate to accompany our proposal to work with the Town of Hillsborough on the Comprehensive Sustainability Plan. It should be noted that there are a number of unknowns related to plans such as these, including specific details or areas of special interest that the Town may want to evaluate at an in-depth level. Should VHB be selected for this exciting project, we expect to work with the Town to define the scope of work such that both parties are in agreement with the expectation on deliverables for the negotiated fee. 47 VHB | Cost and Fee Staff Rate PICSR. ADVISORPMTECHNICAL IVTECHNICAL IIITECHNICAL IITECHNICAL IEXPENSESTOTAL$325 $300 $175 $215 $195 $155 $115 Hours Fee PHASE 1 Project Launch & Visioning Stakeholder & Community Engagement (Community Immersion Day)4 10 4 8 $300 26 $4,890 Data Collection 2 8 8 18 $2,510 Review Existing Resources 2 6 6 14 $2,450 Prepare Vision Statement, Values, & Guiding Principles 1 2 6 4 4 17 $3,055 HOURS 5 2 20 0 6 22 20 75 $12,905 FEE $1,625 $600 $3,500 $0 $1,170 $3,410 $2,300 $300 PHASE 2 Policy Framework Stakeholder & Community Engagement 8 8 4 $250 20 $3,830 Document Goals 1 4 4 4 4 17 $2,885 Create Policy Framework 1 4 4 8 4 21 $3,505 Establish Priorities 1 2 4 4 4 15 $3,025 HOURS 3 2 20 0 20 20 8 73 $13,245 FEE $975 $600 $3,500 $0 $3,900 $3,100 $920 $250 PHASE 3 Update & Incorporate Existing Plans Review Existing Plans, Regulations, & Policy Documents 4 10 10 24 $3,400 Recommendations for Sustainability Components 1 2 8 2 2 15 $2,865 HOURS 1 2 12 0 0 12 12 39 $6,265 FEE $325 $600 $2,100 $0 $0 $1,860 $1,380 $0 PHASE 4 Actions, Strategies, Implementation Stakeholder & Community Engagement 8 6 8 8 $250 30 $4,980 Present Baseline Analysis 2 4 4 12 18 10 50 $8,440 Identify Issues & Opportunities 2 6 4 4 4 8 28 $4,830 Provide Recommendations for Achieving Goals 2 2 6 4 4 4 4 26 $5,020 Implementation Plan/Matrix 2 4 6 2 4 2 4 24 $4,880 HOURS 4 10 30 14 30 36 34 158 $28,150 FEE $1,300 $3,000 $5,250 $3,010 $5,850 $5,580 $3,910 $250 PHASE 5 Review & Adoption Stakeholder & Community Engagement 4 4 2 2 $250 12 $2,270 Draft Comprehensive Sustainability Plan 2 4 8 12 6 $50 32 $5,850 Compile Public Comments 4 2 6 12 $1,700 Finalize Comprehensive Sustainability Plan 2 2 8 4 6 $50 22 $4,490 HOURS 4 6 24 4 4 22 14 78 $14,310 FEE $1,300 $1,800 $4,200 $860 $780 $3,410 $1,610 $350 TOTAL $5,525 $6,600 $18,550 $3,870 $11,700 $17,360 $10,120 $1,150 423 $74,875 Expenses include mileage and minimal printing. 48 www.vhb.com Board of Commissioners Agenda Abstract Form Meeting Date: Dec. 14, 2020 Department: Administration Public Hearing: Yes No Date of Public Hearing: ________________ For Clerk’s Use Only AGENDA ITEM # 8.G Consent Agenda Regular Agenda Closed Session PRESENTER/INFORMATION CONTACT: Daphna Schwartz, Finance Director and Eric Peterson, Town Manager ITEM TO BE CONSIDERED Subject: Consideration of Travel & Professional Development Policy for the Board of Commissioners Attachment(s): 1. Draft Commissioners Travel & Professional Development Policy 2. Employee Travel Policy Brief Summary: A draft policy and guidelines for town board of commissioners related expenses is attached for consideration. For years a combination of the manager, mayor, and clerk have monitored and/or approved board travel and other expenses. Since there has been no board-specific policy the employee-policy has been applied where it makes sense, but the applications don’t always align. Commissioner Ferguson requested several years ago a policy be developed so there was a clear process, standards, and expectations to assist board members, as well as provide consistency. Former Mayor Stevens later followed up on the same request after approval of board expenses was transferred from the town manager to mayor. Mayor Weaver currently reviews and approves board expenses. The mayor pro tem approves board expenses. As an internal control mechanism, the finance department reviews all town expenses. Any unusual expenses are reported to the finance director and/or town manager. About a year ago, Commissioner Hughes drafted a policy, based on a version he received from an elected official in a nearby municipality, for the manager and staff to refine and bring back to the board for consideration. More information is in the Background Information & Summary box below. Action Requested: Discuss the draft policy, request additional information, research, options, and refinements from staff if deemed appropriate. The board could choose to adopt the policy tonight if only minor changes are made. Adoption can also be tabled if further information and discussion is required. ISSUE OVERVIEW Background Information & Issue Summary: The finance director, former HR director, and town manager all worked on the draft for a few months between other tasks. The finance director synthesized all the information and developed a flow chart to show the process. She sent the draft to the manager in March. Due to COVID, work was delayed on the policy until a few weeks ago. Further updates were made that included input from the interim town clerk, interim HR director, assistant manager, and town manager. The employee travel policy is attached as a reference since the board policy also refers to some parts of this policy. The town manager approves the employee handbook, so the board needs to adopt its own travel policies. If adopted it would be helpful, but not required, for each commissioner to be issued a purchase card. Some board members may prefer to keep their P-cards in case they are needed. Others may prefer to have staff keep them locked up but provide them when needed. The finance director and town manager proposed card limits of $250 since this would handle most local travel expenses. When board members get ready to travel, the finance director can increase the limit to cover their expenses. They will need to go through the town clerk to coordinate getting purchase orders so there will be time to increase the limit. Then the limit would go back down to $250 after the travel is completed. Financial Impacts: N/A Staff Recommendations/Comments: N/A Board of Commissioners Travel & Professional Development Policy EXPENSES FOR CONFERENCES, CONVENTIONS, AND OTHER BOARD DEVELOPMENT ACTIVITIES Subject to budgetary limitations, the town will defray reasonable out-of-pocket expenses incurred by board members for professional and board development. Funds for board member participation in development activities will be budgeted annually. The town clerk will request purchase orders for board travel, therefore, it is important for board members to contact the town clerk prior to making any arrangements. This includes mileage and meal advances. The mayor, in coordination with the town clerk, will monitor expenditures to ensure that they do not exceed the amount of funds allocated in the budget. The town clerk’s office will maintain an itemized list of all professional and board development expenditures. This list will reside on an electronic platform accessible to all board members. 1. Authorization to Attend Professional and Board Development a) All professional and board development expenses to be paid with town funds must support the town’s mission and objectives and be reasonable in cost. b) Professional and board development activities must be listed by name and be approved in the annual budget. c) If development opportunities arise during the fiscal year, the board must approve the addition of this activity to the budget at an official board meeting if the activity is over $300. If development opportunities under $300 arise, the activity must be reported to the board at an official board meeting. d) Board members shall only be permitted to attend conferences, conventions, or other professional development activities provided by government agencies, educational entities, or non-profits. Events associated with partisan activity is expressly forbidden. 2. Reimbursable Expenses The board intends that its members exercise good judgment in incurring travel expenses when pursuing professional and board development opportunities. Members are expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Town funds are not to be used to pay excess costs or additional expenses that are for the convenience or personal preference of a board member or to pay for expenses incurred by family members or other guests of a board member. Town funds may be used to pay the following expenses incurred by a board member for attendance at an approved conference, convention, or other professional development activity: Conference registration fees, lodging expenses, air travel and car rental must be paid using a town issued procurement card. No personal credit cards should be used. a) Conference registration fees. Board members must use their town issued procurement card to pay registration fees for approved conferences and other events. b) Lodging expense. Board members must schedule their own hotel reservations and use their town issued procurement card for payment. The allowance for lodging will be limited to reasonable actual and necessary expenses. A board member sharing a room with a family member or guest will be limited to the single occupancy rate. Tips for room service, valet, and other hotel services are not reimbursable. Personal services available at the hotel, such as spa services, laundry, childcare, and other personal services, are not reimbursable. c) Meals. The total daily allowance for meals while traveling overnight on official town business will be limited to the current town per diem allowances. If traveling to a high cost metropolitan area, itemized meal receipts may be submitted in lieu of the per diem if approved by the board. No reimbursement will be provided for meals for family members or other guests of the board member. Alcoholic beverages are not reimbursable. Procurement cards must not be used to purchase meals. d) Travel by private vehicle. Mileage for approved travel will be reimbursed at the current town rate, using either the board member’s home or town hall as the origination point, whichever is shorter. Procurement cards cannot be used to purchase gasoline. Parking fees and tolls, if practicable, should be paid with a town issued procurement card. e) Air travel. If air travel is necessary, board members should schedule their airline reservations and use their town issued procurement card for payment. Reservations will be for coach fare only. Should a board member desire an upgrade from coach to business or first class, the board member will be responsible for making the upgrade and the cost of the upgrade. Board members should use their town issued procurement cards to pay for a taxi or other reasonable and necessary transportation fees for travel to and from airports. f) Rental car. If a rental car is necessary, board members may use their town issued procurement card for payment. 3. Personal Expenses All other travel and related expenses not covered in these guidelines, including, but not limited to, expenses for laundry, entertainment, between meal snacks, pet boarding, and toiletries or other personal items, are considered personal expenses and are not reimbursable. 4. Cancelled Trips and Missed Events If a board member cancels a trip or otherwise fails to attend an event for which the town has prepaid or incurred other expense, the board member is responsible for reimbursing the town for all funds advanced or expended on the member's behalf, including any cancellation fees. A board member will not be required to reimburse the town for expenses paid on the member's behalf if the member is not able to travel because of a medical emergency or death in the immediate family or an emergency work situation; however, the board member must reimburse the town any funds advanced for the travel. 5. Reimbursable Mileage for Local Travel a) Travel to destinations within Orange County is not reimbursable. b) Travel for official committee assignments or events assigned by the board is reimbursable, unless otherwise being reimbursed by another organization (e.g. Triangle J Council of Governments, Upper Neuse River Basin Association, selected Board representative for Town Hall Day in Raleigh). c) Trips for ceremonial or celebratory events are not reimbursable unless approved by the board. PROCESS FOR REIMBURSEMENTS, TRAVEL ADVANCES AND SUBMISSION OF PROCUREMENT CARD STATEMENTS 1. Reimbursements a) Board members will be reimbursed for personal vehicle mileage. All reimbursements are contingent upon funds available. b) Board members should submit requests for reimbursement, along with supporting documentation of the expenses, by the15th calendar day of the month following the month in which the expense was actually incurred. c) All claims for reimbursement of expenses must (1) be submitted on the Town’s Travel Reimbursement Form with original detailed receipts, except that no receipt is required for meals that will be reimbursed at the town-approved per diem rates; (2) document the official town purpose for which the expenses were incurred; (3) be signed by the board member; and (4) be approved by the mayor (or mayor pro tem for requests submitted by the Mayor). Claims for reimbursement of expenses that required prior approval must also include a copy of the prior written approval. Claims related to attendance at a conference, convention, or other board development activity must also include a copy of the event agenda. 2. Travel Advances Board members may request an advance of meal per diems. Such advances must (1) be submitted on the Town’s Travel Reimbursement Form; (2) document the official town purpose for which the per diems are being claimed; (3) include an agenda or other document demonstrating the meals claimed are not included in the registration fee; (4) include registration confirmation (5) be signed by the board member; and (6) be approved by the mayor (or mayor pro tem for requests submitted by the mayor). 3. Procurement Card Statements Monthly procurement card statements must be signed and turned in to the town clerk by the 5th of every month with itemized receipts for all purchases. Charges related to attendance at a conference, convention or other board development activity must also include a copy of the event agenda. The mayor will need to sign the statements by the 8th of the month. The mayor pro tem will need to sign the mayor’s statement. The town clerk will allocate and upload receipts in the Works program. Attending Professional and Board Development Activities Flow Chart Was the event approved in the budget for the current year? Yes Notify the Town Clerk and follow this policy. Be prepared to provide a report or email summary of the event to fellow board members. No Is the total cost of the event, including meals and travel, under $300.00? Yes Notify the Town Clerk and follow this policy. Be prepared to provide a report or email summary of the event to fellow board members. The Town Clerk’s office will report this travel event at an official board meeting. No You must obtain approval to attend the event at an official board meeting. If the travel is approved, contact the Town Clerk and follow this policy. Be prepared to provide a report or email summary of the event to fellow board members. Board of Commissioners Agenda Abstract Form Meeting Date: Dec. 14, 2020 Department: All Public Hearing: Yes No Date of Public Hearing: For Clerk’s Use Only AGENDA ITEM # 9.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: November 2020 Meetings and events • Board of Commissioners regular meeting (remote) (11/09/20) • Budget Software demonstrations (11/10/20; 11/13/20; 11/17/20) • NCHIP Board meeting (11/18/20) • 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 meeting Employee Events and Training • None 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 o Start date: 10/12/20 o Start date: 11/09/2020 • 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) o Recruitment extended closes (11/3/20) (291 applicants) o Recruitment canceled (11/10/2020) • Equipment Operator Trainee/Equipment Operator I o Recruitment opened (9/3/20) o Recruitment closed (9/17/20) (23 total applicants) o Interviews scheduled (10/8/20) o Recruitment extended closed (10/26/20) (59 total applicants) o Start date: 12/07/2020 • Utility Maintenance Technician I, II or III* o Recruitment opened (9/11/20) o Recruitment closed (9/27/20) o Start date (11/2/20) • Customer Service Representative o Recruitment open (11/17/2020) o Recruitment closes (12/03/2020) (243 applicants to date) • Hiring freeze in place due to COVID-19 Pay and Benefits • Biweekly payroll (2) • FMLA – 8 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 GARE-Advancing Racial Equity: The Role of Government (11/18/20) Miscellaneous • Published bimonthly employee newsletter Public Information Office Report: November 2020 News Releases/Minutes • Issued 21 news releases and 1 bid postings. • Completed minutes for 1 town board and 8 advisory board meetings. EMAIL SUBSCRIPTIONS (as of Nov. 30) List Subscribers Change Total 1,403 ↑ 1 News releases 1,139 ↓ 1 Meeting notices 711 ↑ 3 Bid postings 586 Same Citizens newsletter 1,284 Same TOP 10 MOST-VIEWED NEWS RELEASES: WEBSITE Headline Views People Should Avoid Disturbing Snakes 470 Riverwalk, Gold Park Closed Due to Heavy Rains 144 North Carolina Tightens Existing Mask Requirements and Enforcement 117 Daily Weekday COVID-19 Testing to Be Offered in Hillsborough (October release) 108 Businesses Offering Specials for Shop Small Saturday 95 Town Thanks Longtime Volunteers for Service 87 Hillsborough Public Works Director to Retire 78 Help Select Top Strategies for COVID-19 Recovery 73 Events Offer Safe Ways to Celebrate the Holidays 65 Gold Park Open, Riverwalk to Open after Cleaning 64 TOP 10 MOST-VIEWED NEWS RELEASES: EMAILS Headline Views People Should Avoid Disturbing Snakes 600 Police Seeking Information in Vandalism at Park 579 Indoor Gatherings Limit Reduced to 10; Precautions Need to Be Taken Now for Thanksgiving 517 North Carolina Tightens Existing Mask Requirements and Enforcement 510 Orange County Health Department Offers Guidance on Safer Holiday Breaks 491 Elections Director Urges Voters to Make a Plan Before Heading to the Polls 489 Businesses Offering Specials for Shop Small Saturday 472 Public Safety Task Force Formed, Teen Member Needed 433 Solid Waste Collection Rescheduled due to Thanksgiving 414 Board of Commissioners Meeting Summary (Nov. 9 meeting) 413 Social Media FACEBOOK STATISTICS (as of Nov. 30) 67psts 1 response to comments Follows Change 4,230 likes ↑ 16 4,389 follows ↑ 14 TOP 5 POSTS Post People reached Link clicks Hillsborough Public Works Director to Retire 3,274 52 Riverwalk, Gold Park Closed Due to Heavy Rains 1,925 46 Thanks to public works for putting up holiday tree (photos) 1,862 2 Congratulations to Responsible Alcohol Sellers of the Year (photos) 1,115 No link North Carolina Tightens Existing Mask Requirements and Enforcement 1,036 12 TWITTER STATISTICS (as of Nov. 30) 66 tweets 0 responses to tweets Follows Change 2,555 ↑ 17 TOP 5 TWEETS Tweet Impressions Link clicks Alliance for Historic Hillsborough sponsors holiday wreath stroll 2,411 17 All of Riverwalk should be open following cleanup (photo and Occoneechee Mountain link) 2,348 14 Orange County offers free COVID-19 testing in Mebane 1,485 10 Videos • Filmed town manager’s November message to employees. • Helped plan town manager’s 12 Days of Thank You videos and created title slides for the videos. YOUTUBE STATISTICS (as of Nov. 30) Subscribers Change 2,841 ↑ 1 NEW VIDEOS Video YouTube Views Facebook Reach Posted Tourism Board 40 N/A Nov. 2 Historic District Commission Meeting 32 N/A Nov. 4 Board of Commissioners Regular Meeting 89 N/A Nov. 10 Tree Board 17 N/A Nov. 18 Tourism Development Authority 12 N/A Nov. 18 Planning Board 47 N/A Nov. 19 TOP 5 VIDEOS Video Current Views Overall Views Posted Position Your Solid Waste and Recycling Properly 1,551 2,118,829 Oct. 2015 Board of Commissioners Regular Meeting: Nov. 9 89 89 Nov. 2020 Do Not Tamper with Water Meters 90 4,323 July 2015 Hillsborough, NC: Among America’s Coolest Small Towns 75 9,759 Jan. 2015 Loose Leaf Collection 69 489 Dec. 2019 Website/Employee Section • Updated COVID-19 pages and various pages for town website. • Reinstated online application system for the Mayor's Task Force on Re-Imagining Public Safety as part of search for a teen representative. NOVEMBER WEBSITE STATISTICS Unique visitors 7,680 Number of visits 10,298 Page views 19,870 Visits per visitor 1.34 Pages viewed per visit 1.93 TOP 10 MOST-VIEWED PAGES Page title Views Home 3,421 Water and Sewer Billing and Collections 1,402 Employment Opportunities 906 Riverwalk 817 Indoor Gatherings Limit Reduced to 10; Precautions Need to Be Taken Now for Thanksgiving 1,312 4 Police collecting donations for OCIM Thanksgiving food drive (photo) 1,296 No link Police 536 Garbage Collection 525 News release: People Should Avoid Disturbing Snakes 470 Development Projects 361 COVID-19 (Coronavirus) 298 Board of Commissioners 279 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 providing guidance on upcoming holidays, raising awareness of governor’s Phase 3 changes, and promoting the recovery prioritization strategies survey. ◦ Review of town policy updates. ◦ Communication with community liaisons and contacts for help in sharing information. ◦ Social media posts, shares and monitoring. • Created November e-community newsletter and two-page December newsletter in English for insertion in utility bills. • Created instructions for dispatchers on launching an OC Alerts notification, worked with information technology manager to set up unstaffed phone line for Hillsborough emergency notifications, provided updates to the county for the FAQs and Overview pages on the OC Alerts website. • Reviewed task force appointment and applicant letters, created letter template for mayor, and contacted local high school leaders for help in recruiting a teen for the public safety task force. • Updated Fire Marshal’s Office applications and continued updating templates for agendas, minutes and fact sheets. • Edited 2021 collections calendar for website. • Worked on finalizing minutes preparer description and qualifications sought. Meetings/Events/Training MEETINGS, EVENTS and TRAINING Officer Nov. 2 Emergency operations meeting Nov. 3 COVID-19 policy group meeting Nov. 5 Meeting with planning director, town clerk and human resources director regarding contract minutes preparer recruiting Nov. 9 Meeting with information technology manager regarding setting up unstaffed emergency notifications phone line. Nov. 19 3CMA webinar: Using Technology to Save Time and Energy Specialist November Town board and advisory board meetings via YouTube Risk Reduction Committee meeting Nov. 18 Filming town manager for video message to employees Staff November Joint Information Center planning meetings on Mondays COVID-19 communicators conference calls on Thursdays COVID-19 staff meeting on Tuesdays Safety and Risk Manager Report: November 2020 Meetings Attended/Conducted • Departmental Meetings X 4 • HR Team Meetings X 2 Site Inspections • Wastewater Treatment Plant • Water Treatment Plant X 3 • Public works inspection X 2 • Annex • Town Hall Campus • Latimer Street excavation • 86 Facility/Fleet • Gold Park • Turnip Patch Park • Murray Street Park X 2 • Hillsborough Heights Park • Cates Creek Park Miscellaneous • On target 4th quarter DOT random drug screens • Completed town wide fire extinguisher audit • Prepared for NCDOL/OSHA audit • Worked on employee training schedule • Working on P&L claims • Stocked/distributed safety gear • Worked 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 NOVEMBER 2020 SUMMARY OF ACTIVITIES: Daily Collections 1,132,072.16$ Tax & Vehicle License 1,158,782.66$ Stormwater Fees:92,066.54$ Solid Waste Disposal Tax 1,416.11$ Beer & Wine Receipt -$ Franchise Tax -$ Powell Bill -$ Sales & Use Tax 165,277.27$ 2,549,614.74$ Expenditures: General Fund/Water Fund 1,787,561.49$ FINANCE: •Compiled and submitted all monthly reports. •Issued 67 purchase orders. •Processed 294 vendor invoices, issued 146 accounts payable checks. •Collected and processed 65 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 3 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 166 meter readings, responded to 3 call backs. •Installed 6 new meters, changed 3 old meters, performed no pressure tests. •Identified no hydrant tamperings and no meter tamperings. •Changed 16 meter registers. BILLING & COLLECTION: •Corrected 45 bills that were rechecked before the 12-01-20 billing. •Bills adjusted after 11-01-20: 11 leaks; 15 late fees; no pools; . •Prepared 6,558 water bills; processed . •Disconnected 106 services for non-payment, reconnected 48. •Prepared 6,558 water bills; processed . •Processed 906 utility bank drafts. •Processed 0 debt set-off letters. •Processed on-line bill pays. FINANCE DIRECTOR •Annual Governmental Generally Accepted Accounting Principles Update Nov. 5 •Budget Software Demonstrations Nov. 10, 13 & 17 •NC Pro Updates Nov 17 •NCHIP Board Meeting Nov 18 FINANCIAL BUDGET TO ACTUAL REPORT - OCTOBER 31, 2020Budget UnitOriginal Budget Current BudgetPeriod ActivityYear to Date ActivityEncumbrances Variance % RemainingCurrent & Prior Year Property Taxes 6,849,000.00 6,849,000.00 1,713,610.41 2,922,513.37 - 3,926,486.63 57.33%Local Option Sales Tax1,448,000.00 1,448,000.00 166,049.59 166,049.59 - 1,281,950.41 88.53%Licenses, Permits and Fees112,900.00 112,900.00 7,493.45 29,854.25 - 83,045.75 73.56%Unrestricted Intergovernmental Revenue 862,000.00 862,000.00 33,552.50 102,933.40 - 759,066.60 88.06%Restricted Intergovernmental Revenue151,000.00 237,449.00 - 185,429.50 - 52,019.50 21.91%Other25,500.00 25,500.00 417.42 14,493.09 - 11,006.91 43.16%Investment Earnings24,000.00 24,000.00 163.89 2,098.81 - 21,901.19 91.25%Transfers- - - - - - 0.00%Debt Issuance Proceeds310,000.00 310,000.00 - - - 310,000.00 - Fund Balance Appropriation749,550.00 1,003,270.89 - - - 1,003,270.89 100.00%Total Revenue10,531,950.00 10,872,119.89 1,921,287.26 3,423,372.01 - 7,448,747.88 68.51%Budget UnitOriginal Budget Current BudgetPeriod ActivityYear to Date ActivityEncumbrances Variance % RemainingGoverning Body 133,393.00 140,348.00 21,262.87 47,026.25 157,247.00 (63,925.25) (0.46) Administration 762,335.00 765,308.00 46,382.74 345,607.48 148,469.05 271,231.47 35.44%Accounting 260,409.00 274,137.80 23,839.96 82,029.53 59,957.55 132,150.72 48.21%Planning 437,673.00 469,173.00 40,201.81 113,430.57 29,266.06 326,476.37 69.59%Town Hall Campus 175,819.00 178,620.00 2,192.49 10,684.16 30,759.55 137,176.29 76.80%Public Space 728,207.00 738,593.00 47,437.52 269,039.90 161,025.80 308,527.30 41.77%Safety & Risk Management 89,365.00 89,672.00 9,024.88 32,602.15 33,101.10 23,968.75 26.73%Information Services 260,406.00 277,018.73 24,096.35 85,735.29 185,785.08 5,498.36 1.98%Police 3,212,429.00 3,221,221.16 378,962.40 1,011,849.99 113,921.70 2,095,449.47 65.05%Fire Marshal & Emergency Management 183,765.00 184,151.00 17,840.22 55,381.16 7,197.19 121,572.65 66.02%Fire Protection 1,270,488.00 1,480,488.00 836.38 354,376.55 904,728.75 221,382.70 14.95%Fleet Maintenance 350,202.00 350,509.00 20,772.06 105,644.69 126,759.67 118,104.64 33.70%Streets/Powell Bill 996,879.00 1,023,710.20 42,878.88 148,510.32 58,781.46 816,418.42 79.75%Solid Waste 736,002.00 736,002.00 38,324.73 123,366.67 412,772.17 199,863.16 27.16%Cemetery7,350.00 7,350.00 42.76 1,201.34 - 6,148.66 83.66%Economic Development370,879.00 370,879.00 45,688.50 64,833.38 470.00 305,575.62 82.39%Special Appropriations258,474.00 350,645.00 2,027.87 159,901.67 7,326.57 183,416.76 52.31%Disaster Relief47,875.00 30,840.00 515.56 15,196.90 9,914.73 5,728.37 - Contingency250,000.00 183,454.00 - - - 183,454.00 0.00%Total Expenditures10,531,950.00 10,872,119.89 762,327.98 3,026,417.99 2,447,483.43 5,398,218.47 49.65%GENERAL FUND EXPENDITURESGENERAL FUND REVENUE FINANCIAL BUDGET TO ACTUAL REPORT - OCTOBER 31, 2020Budget UnitOriginal Budget Current BudgetPeriod ActivityYear to Date ActivityEncumbrances Variance % RemainingLicenses, Permits and Fees 9,432,502.00 9,432,502.00 1,091,713.76 3,358,031.54 - 6,074,470.46 64.40%Other15,000.00 27,000.00 3,523.61 14,631.43 - 12,368.57 45.81%Investment Earnings10,300.00 10,300.00 26.45 334.00 - 9,966.00 96.76%Transfers1,099,404.00 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 Revenue11,104,518.00 11,388,743.87 1,095,263.82 3,372,996.97 - 8,015,746.90 70.38%Budget UnitOriginal Budget Current BudgetPeriod ActivityYear to Date ActivityEncumbrances Variance % RemainingAdministration of Enterprise 1,888,142.00 1,901,335.41 198,115.33 536,371.78 34,278.99 1,330,684.64 69.99%Utilities Administration 598,867.00 651,418.75 77,322.43 174,885.57 102,716.09 373,817.09 57.39%Billing & Collections 765,923.00 767,230.00 72,975.48 184,348.49 240,731.78 342,149.73 44.60%Water Treatment Plant 1,098,734.00 1,239,677.38 101,207.12 312,981.43 277,251.03 649,444.92 52.39%West Fork Eno Reservoir 882,985.00 882,985.00 20,904.07 316,444.18 12,100.06 554,440.76 62.79%Water Distribution 1,637,243.00 1,661,853.50 69,468.33 198,191.65 173,579.45 1,290,082.40 77.63%Wastewater Collection 1,600,740.00 1,665,111.83 65,892.89 240,070.68 124,542.70 1,300,498.45 78.10%Wastewater Treatment Plant 2,299,975.00 2,353,600.00 232,338.81 406,297.63 173,890.64 1,773,411.73 75.35%Disaster Relief 31,909.00 22,744.00 257.38 5,217.22 8,579.04 8,947.74 0.39 Contingency 300,000.00 242,788.00 - - - 242,788.00 100.00%Total Expenditures 11,104,518.00 11,388,743.87 838,481.84 2,374,808.63 1,147,669.78 7,866,265.46 69.07%WATER & SEWER FUND REVENUEWATER & SEWER FUND EXPENDITURES FINANCIAL BUDGET TO ACTUAL REPORT - OCTOBER 31, 2020Budget UnitOriginal Budget Current BudgetPeriod ActivityYear to Date ActivityEncumbrances Variance % RemainingLicenses, Permits and Fees 617,500.00 617,500.00 88,049.58 228,828.89 - 388,671.11 62.94%Retained Earnings Appropriated 40,798.00 40,798.00- - - 40,798.00100.00%Total Revenue 658,298.00 658,298.00 88,049.58 228,828.89 - 429,469.11 65.24%Budget Unit Original Budget Current BudgetPeriod ActivityYear to Date ActivityEncumbrances Variance % RemainingDisaster Relief 1,755.00 1,158.00 10.46 205.64 343.17 609.19 52.61%Stormwater 656,543.00 657,140.00 42,001.98 143,545.11 99,174.36 414,420.53 63.06%Total Expenditures658,298.00 658,298.00 42,012.44 143,750.75 99,517.53 415,029.7263.05%STORMWATER FUND REVENUESTORMWATER FUND EXPENDITURES 10,872,120 11,388,744 658,298 3,423,372 3,372,997 228,829 3,026,418 2,374,809 143,545 ‐ 2,000,000 4,000,000 6,000,000 8,000,000 10,000,000 12,000,000General Fund Water & Sewer Fund Stormwater FundTown of Hillsborough Fiscal YTD Revenues & ExpendituresAs of October 31, 2020BudgetRevenueExpenditures FINANCIAL BUDGET TO ACTUAL REPORT - NOVEMBER 30, 2020Budget UnitOriginal Budget Current BudgetPeriod ActivityYear to Date ActivityEncumbrances Variance % RemainingCurrent & Prior Year Property Taxes 6,849,000.00 6,849,000.00 1,158,062.77 4,080,576.14 - 2,768,423.86 40.42%Local Option Sales Tax1,448,000.00 1,448,000.00 165,277.27 331,326.86 - 1,116,673.14 77.12%Licenses, Permits and Fees112,900.00 112,900.00 8,039.59 37,893.84 - 75,006.16 66.44%Unrestricted Intergovernmental Revenue 862,000.00 862,000.00 36,611.49 139,544.89 - 722,455.11 83.81%Restricted Intergovernmental Revenue151,000.00 237,449.00 - 185,429.50 - 52,019.50 21.91%Other25,500.00 25,500.00 78,745.11 93,238.20 - (67,738.20) -265.64%Investment Earnings24,000.00 24,000.00 142.29 2,241.10 - 21,758.90 90.66%Transfers- - - - - - 0.00%Debt Issuance Proceeds310,000.00 310,000.00 - - - 310,000.00 - Fund Balance Appropriation749,550.00 1,003,270.89 - - - 1,003,270.89 100.00%Total Revenue10,531,950.00 10,872,119.89 1,446,878.52 4,870,250.53 - 6,001,869.36 55.20%Budget UnitOriginal Budget Current BudgetPeriod ActivityYear to Date ActivityEncumbrances Variance % RemainingGoverning Body 133,393.00 140,348.00 16,197.04 63,223.29 48,690.00 28,434.71 0.20 Administration 762,335.00 765,308.00 70,595.94 416,203.42 147,702.19 201,402.39 26.32%Accounting 260,409.00 274,137.80 29,314.65 111,344.18 60,259.17 102,534.45 37.40%Planning 437,673.00 469,173.00 28,571.48 142,002.05 55,285.86 271,885.09 57.95%Town Hall Campus 175,819.00 178,620.00 3,885.11 14,569.27 28,025.59 136,025.14 76.15%Public Space 728,207.00 738,593.00 31,541.21 300,581.11 153,598.16 284,413.73 38.51%Safety & Risk Management 89,365.00 89,672.00 9,710.54 42,312.69 32,190.74 15,168.57 16.92%Information Services 260,406.00 277,018.73 37,818.60 123,553.89 164,751.89 (11,287.05) -4.07%Police 3,212,429.00 3,221,221.16 201,348.00 1,213,197.99 108,894.05 1,899,129.12 58.96%Fire Marshal & Emergency Management 183,765.00 184,151.00 3,978.66 59,359.82 6,973.50 117,817.68 63.98%Fire Protection 1,270,488.00 1,480,488.00 302,047.54 656,424.09 603,152.50 220,911.41 14.92%Fleet Maintenance 350,202.00 350,509.00 32,751.76 138,396.45 124,945.95 87,166.60 24.87%Streets/Powell Bill 996,879.00 1,023,710.20 34,014.49 182,524.81 62,961.59 778,223.80 76.02%Solid Waste 736,002.00 736,002.00 28,309.41 151,676.08 402,646.49 181,679.43 24.68%Cemetery7,350.00 7,350.00 42.87 1,244.21 - 6,105.79 83.07%Economic Development370,879.00 370,879.00 39,867.13 104,700.51 1,060.00 265,118.49 71.48%Special Appropriations258,474.00 350,645.00 1,005.90 160,907.57 6,697.41 183,040.02 52.20%Disaster Relief47,875.00 30,840.00 - 15,196.90 9,914.73 5,728.37 - Contingency250,000.00 183,454.00 - - - 183,454.00 0.00%Total Expenditures10,531,950.00 10,872,119.89 871,000.33 3,897,418.32 2,017,749.82 4,956,951.75 45.59%GENERAL FUND EXPENDITURESGENERAL FUND REVENUE FINANCIAL BUDGET TO ACTUAL REPORT - NOVEMBER 30, 2020Budget UnitOriginal Budget Current BudgetPeriod ActivityYear to Date ActivityEncumbrances Variance % RemainingLicenses, Permits and Fees 9,432,502.00 9,432,502.00 902,121.54 4,260,153.08 - 5,172,348.92 54.84%Other 15,000.00 27,000.00 (160.10) 14,471.33 - 12,528.67 46.40%Investment Earnings 10,300.00 10,300.00 10.25 344.25 - 9,955.75 96.66%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 Revenue11,104,518.00 11,388,743.87 901,971.69 4,274,968.66 - 7,113,775.21 62.46%Budget UnitOriginal Budget Current BudgetPeriod ActivityYear to Date ActivityEncumbrances Variance % RemainingAdministration of Enterprise 1,888,142.00 1,901,335.41 238,741.99 775,113.77 30,068.00 1,096,153.64 57.65%Utilities Administration 598,867.00 651,418.75 27,018.76 201,904.33 102,637.80 346,876.62 53.25%Billing & Collections 765,923.00 767,230.00 33,174.93 217,523.42 236,578.10 313,128.48 40.81%Water Treatment Plant 1,098,734.00 1,239,677.38 100,221.02 413,202.45 241,808.40 584,666.53 47.16%West Fork Eno Reservoir 882,985.00 882,985.00 2,896.53 319,340.71 12,100.06 551,544.23 62.46%Water Distribution 1,637,243.00 1,661,853.50 55,593.11 253,784.76 168,800.18 1,239,268.56 74.57%Wastewater Collection 1,600,740.00 1,665,111.83 46,404.63 286,475.31 119,052.01 1,259,584.51 75.65%Wastewater Treatment Plant 2,299,975.00 2,353,600.00 114,949.79 521,247.42 117,220.15 1,715,132.43 72.87%Disaster Relief 31,909.00 22,744.00 - 5,217.22 8,579.04 8,947.74 0.39 Contingency 300,000.00 242,788.00 - - - 242,788.00 100.00%Total Expenditures 11,104,518.00 11,388,743.87 619,000.76 2,993,809.39 1,036,843.74 7,358,090.74 64.61%WATER & SEWER FUND REVENUEWATER & SEWER FUND EXPENDITURES FINANCIAL BUDGET TO ACTUAL REPORT - NOVEMBER 30, 2020Budget UnitOriginal Budget Current BudgetPeriod ActivityYear to Date ActivityEncumbrances Variance % RemainingLicenses, Permits and Fees 617,500.00 617,500.00 91,016.54 319,845.43 - 297,654.57 48.20%Retained Earnings Appropriated 40,798.00 40,798.00- - - 40,798.00100.00%Total Revenue 658,298.00 658,298.00 91,016.54 319,845.43 - 338,452.57 51.41%Budget Unit Original Budget Current BudgetPeriod ActivityYear to Date ActivityEncumbrances Variance % RemainingDisaster Relief 1,755.00 1,158.00 0.00 205.64 343.17 609.19 52.61%Stormwater 656,543.00 657,140.00 20,379.99 163,925.10 99,359.38 393,855.52 59.93%Total Expenditures658,298.00 658,298.00 20,379.99 164,130.74 99,702.55 394,464.7159.92%STORMWATER FUND REVENUESTORMWATER FUND EXPENDITURES 10,872,120 11,388,744 658,298 4,870,251 4,274,969 319,845 3,897,418 2,993,809 163,925 ‐ 2,000,000 4,000,000 6,000,000 8,000,000 10,000,000 12,000,000General Fund Water & Sewer Fund Stormwater FundTown of Hillsborough Fiscal YTD Revenues & ExpendituresAs of November 30, 2020BudgetRevenueExpenditures Planning Department Report November 2020 Revenues Collected November 2020 FY Year to Date Development Review fees $ 800.00 $ 1,750.00 Zoning Permits & HDC reviews $ 5,099.70 $25,946.10 Planning Total $ 5,899.70 $27,696.10 - 55% of budget projection ($50,000) Affordable housing payment in lieu $ 2,000 Data is through November 30, 2020 for both permits and Certificates of Occupancy. Data for completed developments has been removed but totals still reflect all previous activity. Project name Approved units Permitted Completed Approved but not complete permits remaining Under construction Collins Ridge (1st plat)59 36 0 59 23 36 Crescent Magnolia (Habitat Waterston 24 24 22 2 0 2 Fiori Hill 46 39 30 16 7 9 Forest Ridge 235 219 193 42 16 26 Total 1404 1357 1284 120 47 73 Misc. infill lots na 120 85 na 35 Grand Total 1477 1369 Approved & Under Construction Hillsborough Police Department Monthly Report November 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 0 0 Ra pe 0 0 0 0 1 0 1 0 0 0 0 2 2 2 Robbery 1 0 0 0 0 0 2 0 3 0 0 6 10 5 Aggravated Assault 3 0 1 3 3 3 2 1 0 1 0 17 14 19 Burglary 3 0 4 0 3 1 2 1 1 4 0 19 26 40 Larceny/Theft 25 23 27 29 35 28 18 12 37 36 22 292 297 264 Motor Vehicle Theft 2 0 1 1 0 3 4 0 3 1 0 15 12 12 Total Part I 34 23 33 33 42 35 29 14 44 42 22 351 361 342 Other Offenses 2020 2019 2018 Simple Assault 12 7 5 10 11 12 4 8 12 10 7 98 77 83 Fraud/Forgery 0 0 2 0 2 1 1 5 6 2 4 23 21 20 Stolen Property 1 3 1 0 1 0 4 3 4 0 1 18 7 8 Damage to Property 5 5 8 12 9 7 15 5 7 11 5 89 59 96 Weapons Violations 4 3 3 1 1 1 2 1 2 3 5 26 5 16 Sex Offences 0 0 0 0 0 1 0 1 0 0 0 2 3 2 Drug Violations 8 21 9 5 11 5 12 11 15 11 10 118 85 125 Driving While Impaired 5 6 1 2 2 1 3 6 6 2 3 37 34 37 Liquor Law Violations 0 1 0 0 1 0 0 0 3 5 1 11 13 6 Trespassing 3 1 3 3 2 0 6 2 6 4 1 31 20 23 Domestic Related 13 8 12 20 13 17 7 11 14 7 4 126 119 146 Missing Persons 0 1 1 0 1 2 0 1 0 0 0 6 1 1 Summary of Select Offenses: Nothing at this time 22 Larcenies were reported at various locations including: • 6 larcenies were shoplifting related incidents at Hampton Pointe- Walmart. • 8 larcenies from a business–4 at 1990 NC 86 S., Sheetz, where $300.00 was taken from a coin machine, $190.89 in cigarettes taken, $19.67 in beer was taken, and $153.34 in beer was taken. 1 at 960 Corporate Dr., Alhamd Auto Trade, where a $400.00 catalytic converter was taken. 1 at 381 S. Churton St, Daniel Boone Shell where $15.77 in gas was taken. 1 at 620 Hampton Pointe Blvd, Eagles, where $104.96 in cigarettes were taken. 1 at 228 S. Churton St., Weaver Street Market, where $235.25 in goods were taken and recovered. 1 at 1701 NC 86, Tractor Supply, where $398.00 in tools were taken. • 1 Larceny from unlocked motor vehicle– 1 at 100 Waterstone Park Cir, where a $300.00 chainsaw was taken from the open bed of a truck. Narcotics/weapons related incidents: • During the month of November, Officers recovered small amounts of marijuana, prescription medication, paraphernalia, and 6 handguns. Hillsborough Public Works November 2020 Monthly Report Work Orders: 13 completed within two days Public Spaces: 55 staff hours Leaf Collection: 71 Loads of leaves Stormwater Maintenance: 22 staff hours, 300 linear ft. Installation of Christmas Decorations: 26 staff hours Veterans Day Flags: 9 staff hours December 2020 TOWN OF HILLSBOROUGH UTILITIES STATUS REPORT Prepared by Marie Strandwitz 12/8/20 Page 1 PROJECT STATUS WTP Compliance Disinfection byproduct samples were taken in November but results have not yet been received. West Fork of the Eno Reservoir The reservoir is nearly 3 feet below Phase 1 normal pool, at 40.4 feet. The November releases met or exceeded the minimum release of 1.6 cubic feet per second (cfs). Both Lake Orange and Lake Ben Johnson are spilling. December minimum release is 2.6 cfs. WFER Phase 2 Construction Project Carr Store Road is now closed after most all work was completed on Mill Creek. The contractor is on schedule and should be substantially complete, weather permitting, around March. For their work, we are lowering the reservoir to 37 feet. With recent rain events, this has been a challenge. NCDOT and the town are pleased with the work thus far. Water Restrictions There are currently no water withdraw restrictions.Our monthly water production average is currently 1.89 MGD. "Unaccounted-for" Water We had 1 water main break in November. There were approximately 7 water service leaks repaired. Miscellaneous repairs have been proceeding as needed. Miscellaneous Town projects are proceeding. Lots of development inquiries. Discussion is occuring with City of Durham to provide temporary water next year for a sustained period. Our mutial aid agreement was just renewed in October. Sewer Rehabilitation & Repairs at Orange Grove St. and S. Churton St. The project is finalized. Collection System Modeling Nothing new to report. Staffing All staff are continuing essential operations and following protective guidelines. No COVID cases reported in Utilities. We are fully staffed now except for one frozen position for the pump station group. Howard Hobson has announced his retirement at the end of January after 32 years with the town. Water and Sewer Advisory Committee (WSAC) Activities WSAC meetings have been cancelled during the COVID-19 pandemic. The next meeting will be held in January 2021. At this meeting we will discuss replacing Dan Barker's position. Dan left the committee in November due to moving out of the service area.