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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: ____________________ Page 2 of 8 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: ____________________ Page 3 of 8 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 fl142r03 Page 1 of 1 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 fl142r03 Page 1 of 1 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