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Home My Public Portal About01-25-21 Work SessionMinutes Board of Commissioners Remote work session 7 p.m. Jan. 25, 2021 Virtual meeting via YouTube Live Town of Hillsborough YouTube channel Present: Mayor Jenn Weaver and commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt Hughes, and Evelyn Lloyd Staff: Budget Director Emily Bradford, Assistant to the Town Manager/Deputy Budget Director Jen Della Valle, Assistant Town Manager/Planning Director Margaret Hauth, Town Attorney Bob Hornik, Interim Town Clerk/Human Resources Technician Sarah Kimrey, and Town Manager Eric Peterson 1.Opening of the work session Mayor Jenn Weaver called the meeting to order at 7 p.m. Interim Town Clerk and Human Resources Technician Sarah Kimrey called the roll and confirmed the presence of a quorum. 2.Agenda changes and approval Motion: Commissioner Evelyn Lloyd moved to approve the agenda as presented. Commissioner Kathleen Ferguson seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Commissioners Mark Bell, Robb English, Ferguson, Matt Hughes and Lloyd. Nays: None. 3.Items for decision ― consent agenda A.Miscellaneous budget amendments and transfers B.Proposed contract for year-end audit services in connection with the fiscal year ended June 30, 2021 Motion: Hughes moved to approve items on the consent agenda. Ferguson seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. 4.In-depth discussion and topics A.Fiscal Year 2022-24 budget check-in Assistant to the Town Manager and Deputy Budget Director Jen Della Valle addressed the board. She reviewed the board is moving away from a balanced score card and toward a strategic plan. The plan will enable the mayor and commissioners to define top goals to accomplish in the next three years and articulate how to make progress on those goals. Jan. 25, 2021 Board of Commissioners Work Session Approved: ____________________ Page 1 of 5 Feb. 8, 2021 She said the board identified five focus areas last year and asked for confirmation that the top goals have not changed. The top five focus areas are sustainability and resiliency, connected community, economic vitality, community safety and service excellence. After confirmation of the focus areas, the budget team will hold work groups to create strategic objectives, performance measures and initiatives. Ferguson wants activities, outreach, communications, and social interactions included in the goals. Weaver said she would be interested in hearing strategic objectives with a racial equity focus at the next meeting. Hughes said under economic vitality the language states “minimize cost of government.” He thinks doing more with less just means less and less efficiency because staff is taking on more and more. He wants to address safety and thoughtfully consider issues criminal justice reform and racial equity issues. He said a budget increase is required to attract the best and brightest. Bell said, considering the likely long-lasting economic impact of the pandemic, he would like staff to review this document with a lens of economic recovery. English would like to reduce some of the backlog of projects. Ferguson said sustainability and racial equity are lenses. Town Manager Eric Peterson said there is about 6 weeks to 2 months before the budget retreat. The work group meetings will shape the retreat. He asked for the board’s thoughts on having a facilitator for the retreat. Hughes said there should be a facilitator for the budget retreat. Ferguson agreed. Peterson said he would try to line up a facilitator the town has had before and will indicate that the board may or may not hire the facilitator for the retreat. It was agreed that budget retreat dates would be determined outside the meeting. 5. Other business Weaver asked for the board’s thoughts on commissioners contributing short segments to the next State of the Town Address video. Commissioners had mixed thoughts on providing individual video messages. Ferguson expressed preference for an interactive Q & A session after the State of the Town Address. Weaver reminded solicited questions from the community before the address and answered many of them after the address. Ferguson would like all commissioners to be available to answer questions after the address. Bell suggested board members could contribute top three things they want included in the address. Hughes suggested a mixture of approaches, noting many people are tired of virtual meetings and may not want to ask questions in a live virtual meeting. 6. Committee updates and reports Board members gave updates on the committees and boards on which they serve. 7. Adjournment Jan. 25, 2021 Board of Commissioners Work Session Approved: ____________________ Page 2 of 5 Feb. 8, 2021 Motion: Ferguson moved to adjourn at 8:12 p.m. Hughes seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Respectfully submitted, Sarah Kimrey Interim Town Clerk Staff support to the Board of Commissioners Jan. 25, 2021 Board of Commissioners Work Session Approved: ____________________ Page 3 of 5 Feb. 8, 2021 BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 01/25/2021 TO 01/25/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-00-3100-3101-216 2016 TAX LEVY 01/25/2021 0.00 776.00Adj to actual 20464 5,800.00EBRADFORD 10-00-3100-3101-217 2017 TAX LEVY 01/25/2021 0.00 2.00Adj to actual 20465 13,313.00EBRADFORD 10-00-3100-3101-218 2018 TAX LEVY 01/25/2021 0.00 461.00Adj to actual 20466 4,545.00EBRADFORD 10-00-3100-3101-219 2019 TAX LEVY 01/25/2021 35,000.00 4,340.00Adj to actual 20467 27,168.00EBRADFORD 10-00-3110-3110-008 SOLID WASTE FEES 01/25/2021 0.00 60.00Adj to actual 20469 170.00EBRADFORD 10-00-3110-3115-001 PRIOR MOTOR VEHICLE LIC.FEE 01/25/2021 100.00 10.00Adj to actual 20468 292.00EBRADFORD 10-00-3900-3900-000 FUND BALANCE APPROPRIATION 01/25/2021 551,313.00 -4,401.00Adj per revenue actuals 20470 796,070.89EBRADFORD 10-00-9990-5300-000 CONTINGENCY 01/25/2021 250,000.00 -1,700.00To cover longer covid ads 20435 116,485.00EBRADFORD 01/25/2021 250,000.00 -16,100.00To cover bridge monitoring & bid prep 20452 100,385.00EBRADFORD 01/25/2021 250,000.00 -3,000.00To cover new museum contract 20457 97,385.00EBRADFORD 01/25/2021 250,000.00 -31,400.00To cover FY21 interim audit work 20459 65,985.00EBRADFORD 10-10-4000-5300-335 SUPPLIES - DISASTER 01/25/2021 44,365.00 -1,152.00Move video conf to IT budget 20462 26,178.00EBRADFORD 10-10-4100-5300-040 AUDITOR FEES 01/25/2021 75,500.00 31,400.00To cover FY21 interim audit work 20458 107,400.00EBRADFORD 10-10-4900-5300-120 ADVERTISING 01/25/2021 1,500.00 2,500.00To cover longer covid ads 20433 5,500.00EBRADFORD 01/25/2021 1,500.00 35.00To cover covid advertising 20442 5,535.00EBRADFORD 10-10-4900-5300-530 DUES & SUBSCRIPTIONS 01/25/2021 2,260.00 -35.00To cover covid advertising 20443 2,225.00EBRADFORD 10-10-4900-5300-570 MISCELLANEOUS 01/25/2021 2,500.00 -800.00To cover longer covid ads 20434 31,700.00EBRADFORD 10-10-6300-5300-080 TRAVEL AND TRAINING 01/25/2021 0.00 200.00To cover training 20475 1,400.00EBRADFORD 10-10-6300-5300-165 MAINTENANCE - INFRASTRUCTURE 01/25/2021 12,000.00 -200.00To cover training 20476 11,800.00EBRADFORD 01/25/2021 12,000.00 -3,500.00To cover Bellevue const admin 20479 8,300.00EBRADFORD 10-10-6610-5300-113 LICENSE FEES 01/25/2021 48,500.00 2,400.00To move video conf from Covid budget 20463 50,900.00EBRADFORD 10-30-5600-5300-360 UNIFORM RENTAL 01/25/2021 2,000.00 -383.00Adj to actual 20451 1,617.00EBRADFORD 10-30-5600-5300-455 C.S./ENGINEERING 01/25/2021 14,000.00 -2,067.00To cover overage 20437 24,784.25EBRADFORD 01/25/2021 14,000.00 16,100.00To cover bridge monitoring & bid prep 20453 40,884.25EBRADFORD 10-30-5600-5700-730 CAPITAL - INFRASTRUCTURE EBRADFORD 4:40:12PM01/19/2021 fl142r03 Page 1 of 2 GF- Revenue GF- Revenue GF- Revenue GF- Revenue GF- Revenue GF- Revenue GF- Revenue GF- Contingency Disaster Relief Governing Body Planning Planning Planning Public Space Public Space Info Services Streets Streets Streets Jan. 25, 2021 Board of Commissioners Work Session Approved: ____________________ Page 4 of 5 Feb. 8, 2021 BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 01/25/2021 TO 01/25/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 01/25/2021 166,263.00 2,067.00To cover overage 20436 19,067.00EBRADFORD 01/25/2021 166,263.00 6,500.00To cover Kings St. pavement markings 20445 25,567.00EBRADFORD 01/25/2021 166,263.00 -5,531.00Adj to actual 20454 20,036.00EBRADFORD 10-30-5800-5300-320 SUPPLIES - OFFICE 01/25/2021 400.00 -61.00Adj to actual 20449 820.00EBRADFORD 10-30-5800-5300-330 DEPARTMENTAL SUPPLIES 01/25/2021 700.00 -32.00Adj to actual 20450 668.00EBRADFORD 10-30-5800-5300-360 UNIFORM RENTAL 01/25/2021 1,500.00 93.00Adj to actual 20448 1,593.00EBRADFORD 10-30-5800-5300-454 C.S./ROLLOUT CONTAINER 01/25/2021 9,300.00 -1,486.00Adj to actual 20455 7,814.00EBRADFORD 10-30-5800-5700-740 CAPITAL - VEHICLES 01/25/2021 310,000.00 -6,500.00To cover Kings St. pavement markings 20444 302,600.00EBRADFORD 01/25/2021 310,000.00 -5,212.00Adj to actual 20446 297,388.00EBRADFORD 10-60-6900-5300-150 MUSEUM MAINTENANCE 01/25/2021 10,000.00 3,000.00To cover new museum contract 20456 13,200.00EBRADFORD 10-70-3980-3980-001 DEBT ISSUANCE PROCEEDS 01/25/2021 310,000.00 -12,612.00Adj to actual 20447 297,388.00EBRADFORD 10-71-6300-5982-000 TRANSFER TO GEN CAP IMPROV FUND 01/25/2021 0.00 3,500.00To cover Bellevue const admin 20480 3,500.00EBRADFORD 30-80-7240-5300-338 SUPPLIES - DATA PROCESSING 01/25/2021 0.00 7.00To cover monitor 20461 252.00EBRADFORD 30-80-7240-5300-570 MISCELLANEOUS 01/25/2021 1,000.00 -7.00To cover monitor 20460 1,044.00EBRADFORD 30-80-8140-5300-330 SUPPLIES - DEPARTMENTAL 01/25/2021 100,000.00 -1,427.00To cover utility signs & stands 20438 98,573.00JDELLAVALL 30-80-8140-5300-331 SUPPLIES - SAFETY 01/25/2021 1,500.00 1,427.00To cover utility signs & stands 20439 2,927.00JDELLAVALL 30-80-8200-5300-330 SUPPLIES - DEPARTMENTAL 01/25/2021 60,000.00 -1,727.00To cover utility signs & stands 20440 58,253.00JDELLAVALL 30-80-8200-5300-331 SUPPLIES - SAFETY 01/25/2021 1,200.00 1,727.00To cover utility signs & stands 20441 2,927.00JDELLAVALL 60-03-3870-3870-000 TRANSFER FROM GF-CONNECTIVITY 01/25/2021 40,000.00 3,500.00To cover Bellevue const admin 20477 43,500.00EBRADFORD 60-03-6300-5700-730 CONNECTIVITY INFRASTRUCTURE 01/25/2021 40,000.00 3,500.00To cover Bellevue const admin 20478 43,500.00EBRADFORD -15,728.00 EBRADFORD 4:40:12PM01/19/2021 fl142r03 Page 2 of 2 Solid Waste Solid Waste Solid Waste Solid Waste Solid Waste Special Approp. GF- Revenue Public Space Billing & Collections Billing & Collections Water Distribution Water Distribution WW Collection WW Collection GF Capital Improv Fund GF Capital Improv Fund APPROVED: 5/0 DATE: 1/25/21 VERIFIED: ___________________________________ Jan. 25, 2021 Board of Commissioners Work Session Approved: ____________________ Page 5 of 5 Feb. 8, 2021