HomeMy Public PortalAbout04-26-21 Work SessionMinutes
Board of Commissioners
Remote work session
7 p.m. April 26, 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: Interim Human Resources Director Haley Bizzell, Budget Director Emily Bradford, Economic
Development Planner Shannan Campbell, Interim Finance Director Keri Carnes, Assistant to the
Manager/Deputy Budget Director Jen Della Valle, Police Chief Duane Hampton, Assistant Town
Manager/Planning Director Margaret Hauth, Town Attorney Bob Hornik, Interim Town
Clerk/Human Resources Technician Sarah Kimrey, Town Manager Eric Peterson, Utilities
Director Marie Strandwitz, Public Space Manager Stephanie Trueblood and Public Information
Officer Catherine Wright
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
Commissioner Matt Hughes requested the addition of Item 4B to the agenda regarding procurement of flags
for LGBTQ+ Pride Month in June.
Motion: Commissioner Kathleen Ferguson moved to approve the agenda as amended. Commissioner
Mark Bell seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Commissioners Bell, Robb English, Ferguson, Hughes and Evelyn Lloyd. Nays: None.
3.Items for decision ― consent agenda
A.Miscellaneous budget amendments and transfers
B.Tourism Development Authority budget amendments and transfers
C.Compliance documents required by the N.C. Department of Commerce as part of Hillsborough’s Community
Development Block Grant – Coronavirus (CDBG-CV) award
1.Equal Employment and Procurement Plan
2.Fair Housing Plan
3.Language Access Plan
4.Section 3 of North Carolina Local Jobs Initiative Plan
Motion: Ferguson moved to approve the consent agenda. Lloyd seconded.
Kimrey called the roll for voting.
April 26, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 1 of 8
May 10, 2021
Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None.
4. In-depth discussion and topics
A. Budget “Mini” Retreat
Assistant to the Town Manager and Deputy Budget Director Jen Della Valle opened the budget retreat and
noted Budget Director Emily Bradford was available for questions as well.
1. Strategic plan values
The mayor led discussion on revisions to the draft values for a strategic plan being developed. She noted that
she and English initially brought the definitions before the board in February. At that time, Bell had suggested
a change to the vibrancy definition to be more inclusive of all abilities. The revision adds the sentence, “The
community can find ways to participate and connect from both inside and outside their homes.” It also
deletes a phrase about activity being visible and frequent since the ways to be involved in a community might
not always be visible.
A second change adds a form of the word “sustainability” to the definition of “forward thinking,” which
English had suggested. The change notes decisions are made that can persist over generations for a
sustainable Hillsborough. Additionally, the phrase “climate change” was added to the definition, noting the
need to be resilient to climate change and unforeseen events.
Commissioners expressed approval of the changes. Hughes suggested a change to the equity and inclusion
definition: replacing the word “genders” with “gender identification” in the listing of people affected. He
noted that gender is usually viewed as being binary and that gender identification includes people who might
identify with no gender. The mayor noted language evolves over time and thanked Hughes for bringing up a
prime example of that. She said she would make the change.
2. Strategic plan discussion schedule
Della Valle reviewed a proposed annual schedule for the board and staff to discuss the strategic plan once it is
adopted. Check-ins would be twice a year for the multi-year plan. In fall, the board would receive an update of
the previous year’s accomplishments and results of any performance measures. The mayor and
commissioners also would have an opportunity to provide feedback and check in on any mid-year budget
requests if needed. In the spring, the board would discuss proposed additions to the plan for the upcoming
fiscal year and any adjustments resulting from the fall discussion.
The mayor and commissioners expressed approval for the schedule of reviews. Hughes asked for clarification
on when performance measures would be identified. Della Valle said the measures would be identified and
approved as part of the budget package in the spring. In the fall, the board would receive an update on the
performance measures and could add some if needed. She said even though the strategic plan will be a three-
year document outlining the town’s priorities, board and staff can revisit the plan and make needed changes.
3. Utility-related development fees
Utilities Director Marie Strandwitz opened the discussion on options for cost recovery of development-related
work associated with water and sewer service. She said she created a hypothetical project and looked up the
fees that other utility systems in the area would charge for development-related services. The analysis
showed Hillsborough fees are much lower, with no charge for many services. Strandwitz pointed out a color-
coded table in the agenda packet that shows development-related services the town provides which do not
directly benefit the entire customer base. The table includes the current fee charged if any and the resources
required to complete the task. The utilities director said staff highly recommend developing cost recovery for
the peach-colored tasks.
April 26, 2021
Board of Commissioners Work Session
Approved: ____________________
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May 10, 2021
The mayor and commissioners were in agreement that staff should recover costs for development-related
tasks as recommended by staff. Hughes said consultation time with the town attorney should be taken into
account as the town must pay the attorney on an hourly basis. He also noted that annexation reviews ― color
coded gray for “could develop some type of cost recovery” ― might need a legal review.
The utilities director said she would work on developing a cost recovery plan that is justifiable and fair.
4. Reorganization proposal
Town Manager Eric Peterson noted the proposal to restructure the organization is still a work in progress,
with feedback still being sought and a more refined version to be provided next month. He said staff initially
were asked for their thoughts on reorganization in the fall when vacancies started occurring and about a
month ago. He and Assistant Manager and Planning Director Margaret Hauth also have spent a lot of time
thinking through a reorganization. He said one of the key parameters was to create a cost-neutral plan. He
noted a number of reasons have prompted the proposal, with the biggest being Hauth’s planned retirement
in about two years. When she retires, she will leave with more knowledge about the town than probably any
other employee, Peterson said.
Hauth said with the departure of a number of department heads, it’s important to start talking about
reorganization. She noted she did not have a mentor when she became planning director and does not want
to leave the person who succeeds her in that position. She noted the plan provides the town manager with
some relief by reducing the number of employees who report directly to him, provides an opportunity for
staff to learn the planning aspects of her job before she retires, and brings together under one person several
divisions that provide critical, quality-of-life services. Hauth said this will improve communication among the
divisions, provide more opportunities to work together, and allow staff to contribute in new ways, which will
help retain star employees.
Hauth noted the plan hinges on unfreezing an entry-level planning technician position, which has been frozen
for about 1½ years. She said that the Planning Department currently is issuing about 10 to 15 permits a day
and that Collins Ridge is the only neighborhood with much housing stock left. The Planning Department is now
receiving inquiries from people wanting services at small, odd lots that the town previously thought no one
would develop. She said fully responding to those inquiries takes a lot of time and resources. She noted
development at nonresidential sites also requires a lot more supervision.
Hauth added that affordable housing and transportation planning would remain within a planning division;
code enforcement would continue to be handled on a complaint-driven basis; and an added facilities
coordinator position would free supervisors from managing the maintenance of facilities and provide needed
support to the public space division, which would have sustainability planning added to its responsibilities.
The board expressed support for the plan, and Hauth answered questions from the board, including how the
reorganization helps with succession planning. She said she thinks the reorganization will spread the hiring of
two people for her current combined role over time and the two positions would be easier to fill than one
combined position.
There was discussion about whether the town has the number of employees it needs and discussion about
using adjunct staff or contractors for periods of time. Hauth said the town likely needs more positions but
can’t afford them. She added the town is in a high growth period now but is approaching buildout.
April 26, 2021
Board of Commissioners Work Session
Approved: ____________________
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May 10, 2021
Hughes supported the plan and the opportunity it gives for providing fresh viewpoints on departments and
policies, decreasing the manager’s workload, and providing the chance for more critical feedback and one-on-
one time for employees with a supervisor.
There was discussion about the proposed reclassification of the economic development planner position,
which is funded partially from tourism and Tourism Development Authority funds for tourism-related work.
Hauth said the marketing work might be a position to contract with tourism and Tourism Development
Authority funds.
There was discussion about compensation for employees who would undertake additional responsibilities.
Peterson said positions coded in green in the charts in the agenda packet would be authorized if the budget is
approved with the reorganization plan. The employees’ positions then would be reclassified, with the interim
human resources director determining where in the salary grade the position falls. He said he does not have
exact costs but staff believe the plan will be relatively expense neutral. Three vacant positions are proposed
for elimination (human resources director/town clerk, fire marshal, public works director).
There was discussion about the plan for restructuring the Administration Department. Under the plan, the
department would absorb the Fleet Maintenance Division to become an administrative services department.
The assistant to the town manager/deputy budget director, who works remotely, would serve as director.
Peterson said Della Valle started work with the town seven years ago for budget, human resources and public
information and, as director, would not be the first contact for any needs that arise. He said that once offices
reopen following the COVID-19 pandemic, Della Valle would be in town monthly if not more often. Della Valle
nodded in affirmation. Peterson also said that many people feel more connected meeting virtually and that
having as director someone in house with relationships already with others in the department is
advantageous. Hiring from outside would be more expensive and have more risks, he said.
The manager said Fleet Maintenance was placed under Administrative Services because it affects all
operations, with the Public Works Department being just one of many stakeholders. The division also has a lot
of interaction with budget staff and the safety and risk manager.
There was discussion about the placement of the mandated town clerk position under Human Resources,
which would be a division of Administrative Services. Peterson said staff under the proposed administrative
services umbrella will be having discussions about the proposal. He noted as a small organization, most
positions have dual roles even if not officially in the job titles. He said the interim town clerk also does work
integral to human resources due to a background in financial services. He noted there is also a lot of
interaction between the town clerk and the Public Information Office, with the Public Information Office
preparing most of the meeting minutes.
Peterson said the addition of a management analyst is expected to help with peak periods of work, but the
budget and human resources divisions may have the same peaks. He also noted that the Government Alliance
on Race and Equity recommends that organizations have a full-time equity officer, although that may be
intended for larger organizations. He said potentially equity and inclusion could be folded into an added
management analyst role.
The mayor said there have been discussions about the facilities coordinator and planning technician positions
for several years and hopes a way to fund those positions can be found. She asked that thought be given to
how sustainability ties in with transportation and to make sure the person succeeding the planning director
understands the transportation process, even though the town’s role in the funding pool for transportation
projects is small.
April 26, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 4 of 8
May 10, 2021
Hauth said she thinks the town’s representative on the metropolitan planning organization could be an
assistant manager in the long run as it might be more effective to have someone who understands
organization levels and funding in the transportation planning meetings.
B. Procurement of flags for Pride Month in June
Hughes introduced a proposal to purchase and display flags for Pride Month in June. He reviewed that in 2019
the board declared June as Pride Month for the first time in Hillsborough. At the time, he and the mayor
thought it would be a good idea to also put up pride flags in future years, but the idea was forgotten likely due
to the pandemic. Hughes said the flags would be a visible sign of inclusivity in Hillsborough. He noted that
Pride Month falls between two patriotic holidays, Memorial Day and Independence Day, and that he wants to
be cognizant of cost and staff time in installing and removing flags. He suggested interspersing pride flags,
such as making every third flag be a pride flag. He said he thinks about 30 flags would be needed, costing
about $1,600 with poles and taxes.
Hauth reminded the board that Juneteenth also was adopted as a town holiday last year and that Flag Day
also falls in June. She suggested displaying the American flag and flags for Juneteenth and Pride Month at the
same time and for a longer period to avoid disruptions to traffic with the bucket truck and to reduce staff time
in installing and removing flags.
There was discussion about wear and tear on the flags if displayed for a long period. Hauth noted the flags can
get tangled due to heavy trucks driving by. She suggested an alternative to displaying all the flags at one time
would be to immediately replace one flag with another vs. allowing some time to pass without any flags
displayed. She said she could talk with the interim public works director to determine an efficient way to
handle the display of the three flags. There was agreement among the commissioners in following what staff
viewed as pragmatic.
Motion: Ferguson moved to approve the expense. Bell seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None.
5. Other business
There was none.
6. Committee updates and reports
Board members gave updates on the committees and boards on which they serve. Ferguson noted she was
named first vice chair for the next two years of North Carolina Women in Municipal Government, an affiliate
group of the North Carolina League of Municipalities.
English said ideas for joint sustainability projects will be presented next month to the Orange County Climate
Council. He said the council is still working to fill at-large vacancies and is discussing changing the meeting
time to later in the day or evening to encourage student involvement. He noted there is movement with the
Hillsborough Parks and Recreation Board on a small multi-use trail for novice mountain biking at Cates Creek
Park.
Hughes said the Tourism Development Authority will be working this summer on its structure, processes and
goals.
April 26, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 5 of 8
May 10, 2021
Weaver said a current focus for Orange County in the metropolitan planning organization responsible for
transportation planning in the area is the U.S. 15-501 corridor between Chapel Hill and Durham, where light
rail was going to be. Bell said a consultant is working on a comprehensive plan that is still in development. A
draft may be ready in May. Hauth reminded the board that a jointly funded study of the U.S. 70 corridor will
kick off about this time next year, starting in Mebane. It will build a bit on a pedestrian study conducted in the
corridor a few years ago.
7. Adjournment
Motion: Lloyd moved to adjourn at 8:47 p.m. Ferguson 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
April 26, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 6 of 8
May 10, 2021
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2020-2021
DATES: 04/26/2021 TO 04/26/2021
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-00-3100-3101-214 2014 TAX LEVY
04/26/2021 0.00 114.00Adj to actual 20671 114.00EBRADFORD
10-00-3100-3101-215 2015 TAX LEVY
04/26/2021 0.00 1,111.00Adj to actual 20672 1,111.00EBRADFORD
10-00-3100-3101-216 2016 TAX LEVY
04/26/2021 0.00 111.00Adj to actual 20673 7,916.00EBRADFORD
10-00-3100-3101-218 2018 TAX LEVY
04/26/2021 0.00 841.00Adj to actual 20674 8,809.00EBRADFORD
10-00-3100-3101-219 2019 TAX LEVY
04/26/2021 35,000.00 1,053.00Adj to actual 20675 32,675.00EBRADFORD
10-00-3100-3101-220 2020 TAX LEVY
04/26/2021 6,196,000.00 6,770.00Adj to actual 20676 6,225,770.00EBRADFORD
10-10-4200-5300-474 RECRUITMENT
04/26/2021 2,500.00 400.00To cover recruitment advertising 20679 3,215.00EBRADFORD
10-10-4200-5300-530 DUES & SUBSCRIPTIONS
04/26/2021 6,713.00 720.00To cover CAI/Catapult membership overa 20678 7,633.00JDELLAVALL
10-10-4200-5300-577 WELLNESS PROGRAM ACTIVITIES
04/26/2021 8,000.00 -720.00To cover CAI/Catapult membership overa 20677 5,465.00JDELLAVALL
10-10-4200-5300-603 CONTINUING EDUCATION & TUITION REIM
04/26/2021 15,000.00 -400.00To cover recruitment advertising 20680 14,600.00EBRADFORD
10-20-5100-5300-110 TELEPHONE/INTERNET
04/26/2021 1,680.00 840.00Move portion of cell phone expense to Po 20669 2,906.00JDELLAVALL
10-20-5110-5300-110 TELEPHONE/INTERNET
04/26/2021 5,040.00 -840.00Move portion of cell phone expense to Po 20668 4,200.00JDELLAVALL
10-30-5600-5300-154 MAINTENANCE - GROUNDS
04/26/2021 0.00 10,000.00To cover contracted mowing 20670 10,000.00EBRADFORD
75-71-3870-3870-156 TRAN FR W/S US BUS 70 WTR PHASE I
04/26/2021 299,741.50 12,880.00To record Water SDFs 20681 597,269.50EBRADFORD
04/26/2021 299,741.50 7,728.00To record Water SDFs 20685 604,997.50EBRADFORD
75-71-6900-5970-928 TRAN TO UTL CAP IMP-US 70 PHASE I
04/26/2021 299,741.50 12,880.00To record Water SDFs 20682 597,269.50EBRADFORD
04/26/2021 299,741.50 7,728.00To record Water SDFs 20686 604,997.50EBRADFORD
76-71-3870-3870-155 TRAN FR W/S - COLLECT SYS REHAB
04/26/2021 1,008,106.50 10,810.00To record Sewer SDFs 20683 1,242,683.50EBRADFORD
04/26/2021 1,008,106.50 6,486.00To record Sewer SDFs 20687 1,249,169.50EBRADFORD
76-71-6900-5970-927 TRAN TO UTIL CAP IMP FD - COLL SYS
04/26/2021 1,008,106.50 10,810.00To record Sewer SDFs 20684 1,242,683.50EBRADFORD
04/26/2021 1,008,106.50 6,486.00To record Sewer SDFs 20688 1,249,169.50EBRADFORD
95,808.00
EBRADFORD 3:33:47PM04/19/2021
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GF -
Revenue
GF -
Revenue
GF -
Revenue
GF -
Revenue
GF -
Revenue
GF -
Revenue
Admin.
Admin.
Admin.
Admin.
Police -
Admin.
Police -
Patrol
Streets
Water
SDFs
Water
SDFs
Sewer
SDFs
Sewer
SDFs
APPROVED: 5/0
DATE: 4/26/21
VERIFIED: ___________________________________
April 26, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 7 of 8
May 10, 2021
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2020-2021
DATES: 04/27/2021 TO 04/27/2021
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
73-00-3200-3100-000 OCCUPANCY TAX
04/27/2021 27,000.00 27,000.00Est. yr-end actual 20662 82,000.00EBRADFORD
04/27/2021 27,000.00 -40,000.00Yr-end conservative adjustment 20666 42,000.00EBRADFORD
73-00-3900-3900-000 FUND BALANCE APPROPRIATED
04/27/2021 67,572.00 -23,345.00Est. yr-end actual 20664 64,227.00EBRADFORD
04/27/2021 67,572.00 -26,190.00Est. yr-end actual 20665 38,037.00EBRADFORD
04/27/2021 67,572.00 40,000.00Yr-end conservative adjustment 20667 78,037.00EBRADFORD
73-51-6250-5300-998 3% HOLDBACK OCCUPANCY TAX
04/27/2021 810.00 810.00To cover est. yr-end actual 20663 3,185.00EBRADFORD
-21,725.00
EBRADFORD 8:35:53PM04/19/2021
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TDA
TDA
TDA
APPROVED: 5/0
DATE: 4/26/21
VERIFIED: ___________________________________
April 26, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 8 of 8
May 10, 2021