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HomeMy Public PortalAbout08-09-21 Agenda Regular Meeting 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 919-732-1270 | www.hillsboroughnc.gov | @HillsboroughGov BOARD OF COMMISSIONERS AGENDA | 1 of 3 Agenda Board of Commissioners Remote regular meeting 7 p.m. Aug. 9, 2021 Virtual meeting via YouTube Live Town of Hillsborough YouTube channel Due to current public health concerns, this meeting will be conducted remotely using Zoom. Public comment instructions are available below the agenda. Please use the bookmark feature to navigate and view the item attachments. 1. Public charge The Hillsborough Board of Commissioners pledges to the community of Hillsborough its respect. The board asks community members to conduct themselves in a respectful, courteous manner with the board and with fellow community members. At any time should any member of the board or attendee 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. Appointments A. Tree Board — Appointment of Sharon Billings to fill vacancy for a term expiring July 30, 2024 B. Tree Board — Appointment of Linda Paynter to fill vacancy for a term expiring July 30, 2024 C. Board of Adjustment — Resolution to Orange County requesting the appointment of Richard Chapple to fill a vacancy for a term ending Sept. 30, 2023 5. Items for decision ― consent agenda A. Minutes 1. Budget work session June 7, 2021 2. Regular meeting June 14, 2021 3. Work session June 28, 2021 4. Closed session June 28, 2021 B. Miscellaneous budget amendments and transfers C. Special Event Permit Request – Carolina Tarwheels BikeFest 2021 D. Special Event Permit Request – Oeno on the Eno Wine Walk E. Donation by Walter Woodrow Burns Jr. and Catharine Burns of artwork, “A Gathering of Women” by Hillsborough artist Virginia Bullman F. Request for an oversized headstone in town cemetery G. Resolution exempting minor design work for the Fairview substation from the Mini-Brooks Act requirements for qualification-based selection H. Editorial updates to the Eno River Capacity Use Investigation Water Management Operations Plan BOARD OF COMMISSIONERS AGENDA | 2 of 3 6. Items for decision ― regular agenda A. Name the Police Substation Community Center to Dorothy N. Johnson Community Center B. Request for “Your Speed” sign on Cornelius Street C. Request from Waterstone Terraces and Crescent Magnolia to provide solid waste collection and accept streets as public D. Direction to staff regarding single pole flags, banners, and holiday decorations on Duke Energy light poles E. Lease agreement with Sentry Property Management for Hillsborough Police Department’s fitness center and training facility F. Determination on town code noise exemptions for permitted Special Events G. Board discussion on when to return to in-person meetings H. Hot topics for work session Aug. 23, 2021 7. Updates A. Board members B. Town manager C. Staff (written reports in agenda packet) 8. Adjournment Interpreter services or special sound equipment for compliance with the American with Disabilities Act is available on request. If you are disabled and need assistance with reasonable accommodations, call the Town Clerk’s Office at 919-296-9443 a minimum of one business day in advance of the meeting. Public Comment Instructions For public hearings, agenda items and items not on the agenda 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. When submitting the comment, include the following: • 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 by 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 BOARD OF COMMISSIONERS AGENDA | 3 of 3 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. For concerns prior to the meeting related to speaking, contact the town clerk at 919-296-9443. AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Public Space Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Public Space Manager Stephanie Trueblood ITEM TO BE CONSIDERED Subject: Tree Board – Appointment of Sharon Billings to fill vacancy for a term expiring July 30, 2024 Attachments: Volunteer application for Sharon Billings Brief summary: Sharon Billings has volunteered to serve a term of three years on the Hillsborough Tree Board. Action requested: Consider appointment of Sharon Billings as a member of Tree Board whose term will expire on July 30, 2024. ISSUE OVERVIEW Background information and issue summary: Sharon Billings has volunteered to serve a term of three years on the Hillsborough Tree Board. Sharon has extensive relevant experience and education including a degree in horticulture, is an Orange County Master Gardener, and a member of the Hillsborough Garden Club. Financial impacts: None Staff recommendation and comments: None For clerk’s use AGENDA ITEM: 4.A Consent agenda Regular agenda Closed session 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: Sharon Billings Home address: 555 N Nash St Home phone number: 9194951742 Email address: shaybill@embarqmail.com Birth date: Jan. 22, 1943 Gender: Female Ethnic origin: White Boards you would be willing to serve on: First choice — Tree Board Reasons for wanting to serve: I am very interested in the benefits of trees and goal of preserving them for my community 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: 1985 MS Degree in Horticulture from Rutgers University NJ Member Hillsborough Garden Club Trained garden guide of NC Bot. Gardens 2018 Orange Co. Master Gardener Volunteer St. Matthews Episcopal church, co-chair of churchyard committee How are you connected to Hillsborough (live, work, play, shop, own property)? own property Have you reviewed the Vision 2030 plan, and what are your thoughts about it? Yes. I would like to know more about how to implement all the goals. It is very nicely done. Have you reviewed other town documents (budget, strategy map, small area plans), and what are your thoughts about them? No, sorry. What challenges do you see the town facing that could be addressed by the board or boards on which you wish to serve? I would like to see more cleaning up of invasive plants such as privet along the Eno River walks. Also, there will be lots of pressure with new housing developments to clear cut trees. It would be nice to minimize this problem. How you heard about this opportunity: Current volunteer 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. AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Public Space Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Public Space Manager Stephanie Trueblood ITEM TO BE CONSIDERED Subject: Tree Board – Appointment of Linda Paynter to fill vacancy for a term expiring July 30, 2024 Attachments: Volunteer application for Linda Paynter Brief summary: Linda Paynter has volunteered to serve a term of three years on the Hillsborough Tree Board. Action requested: Consider appointment of Linda Paynter as a member of Tree Board whose term will expire on July 30, 2024. ISSUE OVERVIEW Background information and issue summary: Linda Paynter has volunteered to serve a term of three years on the Hillsborough Tree Board. Linda studied horticulture and has worked for not-for-profits. She is very interested in the benefits trees offer especially in regards to reducing carbon and the heat island effect. Financial impacts: None Staff recommendation and comments: None For clerk’s use AGENDA ITEM: 4.B Consent agenda Regular agenda Closed session 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: Linda Paynter Home address: 115 E Tryon St Home phone number: 2028122776 Email address: lindanotatwork@gmail.com Birth date: June 29, 1973 Gender: Female Ethnic origin: Other Boards you would be willing to serve on: First choice — Tree Board Reasons for wanting to serve: I just like trees a lot! In particular natives but open to all trees that can provide us with a good environment in town. I know from a former board member the kind of things that they did, but here are my special interests right now: I would love to see how we can offset the carbon from the increasing number of developments in town. And I see these fantastic sidewalks going up and am interested in getting some natural shade for them, for those who do not have an option but to walk in the summer heat, and for the rest of us who might walk more often if it were a better experience! 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: I have an incomplete Horticulture Associate Degree from NOVA community college. Prior to that I worked in not-for-profits, mainly International Development, mainly in monitoring, evaluation, risk and process assessment (that's a lot of jargon - sorry!). Some work with Federal Government grants from that perspective. Monitoring and evaluation included grassroots community work, community organization and empowerment, community-led decision-making, women's rights and empowerment. Not sure how these might fit with the Tree Board!! But I take these inclusive concepts wherever I go these days. How are you connected to Hillsborough (live, work, play, shop, own property)? I have lived here 8 years. I am in the downtown bubble and keen to break out of that. Have you reviewed the Vision 2030 plan, and what are your thoughts about it? Yes to making this a community. I think Hillsborough has some unique difficulties, and a tough history, but right now it is small enough that we could surely have a good shot at linking together. Learning to make genuine time to listen, finding ways to demonstrate that people's opinions matter, making space for criticism, these are things that, in my experience, can foster long term positive change. I am keen on finding ways to hear the busy people of Hillsborough regarding the green in their town. Have you reviewed other town documents (budget, strategy map, small area plans), and what are your thoughts about them? Not in enough detail to comment. What challenges do you see the town facing that could be addressed by the board or boards on which you wish to serve? I am concerned about developers. They appear to agree up-front to something and then slowly chip away at that commitment. I don't know if that is true or not. In particular the carbon effect of development seems like something that developers need to address. And I feel there needs to be a genuine commitment from them to be proactive on that, now and in the future, if we find out there are better ways to address the issue. (Right now, my interest is in tiny forests that seem to have a disproportionately high effect on carbon levels, and how they can be incorporated by developers. I think it is something worth exploring. ) How you heard about this opportunity: Current volunteer 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. AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Planning Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Margaret A. Hauth, Planning Director/Assistant Town Manager ITEM TO BE CONSIDERED Subject: Board of Adjustment — Resolution to Orange County requesting the appointment of Richard Chapple to fill a vacancy for a term ending Sept. 30, 2023 Attachments: 1. Resolution 2. Application Form Brief summary: Mr. Chapple has applied to fill a vacancy as an extraterritorial jurisdiction representative on the Board of Adjustment. We have been seeking an applicant for this seat since September 2020. Mr. Chapple has viewed recent meetings and discussed responsibilities with town staff. Action requested: Adopt the resolution requesting the Board of County Commissioners to appoint Richard Chapple to a three-year, out of town term on the Board of Adjustment. ISSUE OVERVIEW Background information and issue summary: N/A Financial impacts: N/A Staff recommendation and comments: N/A For clerk’s use AGENDA ITEM: 4.C Consent agenda Regular agenda Closed session RESOLUTION Resolution Requesting An Appointment To an Extraterritorial Jurisdiction Seat On the Hillsborough Planning Board WHEREAS, as a result of a vacancy, it is necessary to appoint a person to a seat reserved on the Hillsborough Board of Adjustment for persons residing within the town’s extraterritorial planning jurisdiction; and WHEREAS, if a resident of the ETJ cannot be identified to fill the position, the Orange County Board of Commissioners may appoint a resident of the county; and WHEREAS, by state statute and town ordinance, the Orange County Board of Commissioners initially has the authority and responsibility to appoint ETJ members to the town’s Board of Adjustment. NOW, THEREFORE, be it resolved by the Hillsborough Board of Commissioners: Section 1. The Orange County Board of Commissioners is respectfully requested to appoint the following individual to an ETJ seat on the Hillsborough Board of Adjustment, whose term would expire September 30, 2023: Mr. Richard Chapple 202 South English Hill Lane Hillsborough, NC 27278 Section 2. If the Orange County Board of Commissioners fails to appoint persons willing to serve in the capacity described above within 90 days of receiving this resolution, then the Hillsborough Board of Commissioners may make this appointment. Section 3. The town clerk shall send a copy of this resolution to the Orange County Manager. Section 4. This resolution shall become effective upon adoption. The foregoing resolution having been submitted to a vote, received the following vote and was duly adopted this 9th day of August 2021. Ayes: Noes: Absent/excused: I, Sarah E. Kimrey, Interim Town Clerk of the Town of Hillsborough, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by the Hillsborough Board of Commissioners on August 9, 2021. Sarah E. Kimrey Interim Town Clerk Submit Date: Jul 26, 2021 First Name Middle Initial Last Name Email Address Home Address Suite or Apt City State Postal Code Primary Phone Orange County, NC Boards & Commissions Application Form Profile What Township do you live in? Hillsborough Property Zone Hillsborough ETJ Community Involvement None presently Which Boards would you like to apply for? Hillsborough Board of Adjustment: Submitted Interests & Experiences Relevant Experience Board #1 Building Contractor Reasons Want to Serve Board #1 interested in volunteering within my community Diversity of Viewpoints Board #1 ? Richard F Chapple richardchapple333@gmail.com 202 S English Hill Lane Hillsborough NC 27278 Mobile: (919) 219-5962 Richard F Chapple Conflict of Interest Board #1 None Relevant Experience Board #2 Reasons Want to Serve Board #2 Diversity of Viewpoints Board #2 Conflict of Interest Board #2 Reasons Want to Serve Board #3 Relevant Experience Board #3 Diversity of Viewpoints Board #3 Conflict of Interest Board #3 Past Service Demographics We ask your help in assuring diversity of membership by answering the following questions: Age Range * 35-59 OC Ethnicity White Richard F Chapple OC Gender Identity Male Ethics Guidelines Ethics Guidelines for Orange County Advisory Boards and Commissions * I agree by my signature below that, if appointed, I pledge to comply with the following ethics guidelines for advisory boards and commissions as adopted by the Orange County Board of Commissioners. Conflict of Interest 1. During advisory board meetings, a member shall immediately disclose any potential conflict of interest and request to be excused from voting when he or she has a conflict of interest. 2. During appeal proceedings, the applicant has the right to question the interest of any voting member. The advisory board chair should consult with the County Attorney or staff attorney on any potential conflict of interest in appeal matters. 3. In determining from existing facts and circumstances whether a conflict of interest exists the determining party shall consider the facts and circumstances as would an ordinary and reasonable person exercising prudence, discretion, intelligence, and due care. Gifts 1. An advisory board member shall not directly or indirectly ask, accept, demand, exact, solicit, seek, assign, receive, or agree to receive any gift or honorarium for the advisory board member, or for another person, in return for being influenced in the discharge of the advisory board member’s official responsibilities. 2. This section shall not apply to gifts or awards authorized by Orange County Policies, Resolutions, or Ordinances. Code of Ethics 1. Advisory board members should act with integrity and with independence from improper influence as they exercise the functions of their offices. Characteristics and behaviors that are consistent with this standard are: 1. Adhering firmly to a code of sound values. 2. Behaving consistently and with respect towards everyone with whom they interact. 3. Exhibiting trustworthiness. 4. Living as if they are on duty as appointed officials regardless of where they are or what they are doing. 5. Using their best independent judgment to pursue the common good as they see it, presenting their opinions to all in a reasonable, forthright, consistent manner. 6. Remaining incorruptible, self-governing, and not subject to improper influence, while at the same time being able to consider the opinions and ideas of others. 7. Disclosing contacts and information about issues that they receive outside of public meetings, and refraining from seeking or receiving information about quasi-judicial matters outside of the quasi-judicial proceedings themselves. 8. Treating other advisory boards and advisory board members and the public with respect, and honoring the opinions of others even when they disagree. 9. Being careful not to reach conclusions on issues until all sides have been heard. 10. Showing respect for their appointed office and not behaving in ways that reflect badly on the office, the advisory board, Orange County, or the Orange County Board of Commissioners. 11. Recognizing that they are part of a larger group and acting accordingly. Richard F Chapple 12. Recognizing that individual board members are not generally allowed to act on behalf of the board, but may only do so if the board specifically so authorizes, and that the board must take official action as a body. 13. Being faithful in the performance of the duties of their offices. 14. Acting as especially responsible residents whom others can trust and respect. 15. Faithfully attending and preparing for meetings. 16. Carefully analyzing all credible information that is properly submitted to them, and when applicable, being mindful of the need not to engage in communications outside the meeting in quasi-judicial matters. 17. Being willing to bear their fair share of the board’s workload. 18. To the extent appropriate, they should be willing to put the board’s interests ahead of their own and shall avoid the appearance of a conflict of interest and shall, under no circumstances, use their position on any board for personal gain or profit. 2. Members of the Planning Board, Board of Adjustment, Economic Development Commission, and Board of Equalization and Review shall upon initial appointment, and prior to December 31 annually thereafter, disclose: 1. Any interest he or she or his or her spouse or domestic partner has in real property situated in whole or in part in Orange County and the general description of that property. 2. Any legal, equitable, beneficial or contractual interest he or she or his or her spouse or domestic partner has in any business, firm or corporation, which is currently doing business with Orange County pursuant to contracts awarded by Orange County, or which is attempting, or has attempted in the past calendar year, to secure the award of a bid from Orange County or the approval of any Board or Agency of Orange County. 3. Failure to file a disclosure statement setting out the above required information shall result in immediate removal of the member from the applicable board. I agree with the Above Statement By checking this box I certify that this serves as an electronic version of my signature, for the sole purposes of this form. I Agree Richard F Chapple AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Administration Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Interim Town Clerk/Human Resources Technician Sarah Kimrey ITEM TO BE CONSIDERED Subject: Minutes Attachments: 1. Budget work session June 7, 2021 2. Regular meeting June 14, 2021 3. Work session June 28, 2021 Brief summary: Provide brief summary here. Action requested: Approve minutes of the Board of Commissioners budget work session June 7, 2021, regular meeting June 14, 2021, work session June 28, 2021, and the Board of Commissioners closed session June 28, 2021. ISSUE OVERVIEW Background information and issue summary: None Financial impacts: None Staff recommendation and comments: Approve minutes as presented. For clerk’s use AGENDA ITEM: 5.A Consent agenda Regular agenda Closed session Minutes Board of Commissioners Remote budget work session 7 p.m. June 7, 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, Assistant to the Manager/Deputy Budget Director Jen Della Valle, Interim Town Clerk/Human Resources Technician Sarah Kimrey, Stormwater and Environmental Services Manager Terry Hackett, Police Chief Duane Hampton, Assistant Town Manager/Planning Director Margaret Hauth, Interim Public Works Director Dustin Hill, Town Attorney Bob Hornik, 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 7:01 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 Mark Bell moved to approve the agenda as presented. Commissioner Kathleen Ferguson seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Commissioners Bell, Robb English, Ferguson, Matt Hughes and Evelyn Lloyd. Nays: None. 3.Items for decision ― consent agenda Miscellaneous budget amendments and transfers Motion: Ferguson moved to approve all items on the consent agenda. Bell 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.FY2022 Budget Workshop The work session started with discussion on the Stormwater Fund, Item 4A-3. Discussion on the General Fund and Water and Sewer Fund then followed, respectively. 1.General fund June 7, 2021 Board of Commissioners Budget Work Session Approved: ____________________ Page 1 of 5 DRAFT Discussion on this fund followed discussion of the Stormwater Fund. The board asked for: • A revised funding allocation for a downtown parking study, with the town paying a greater share than currently allocated and with the Hillsborough Tourism Board and Hillsborough Tourism Development Authority paying smaller shares. Hughes suggested a split of 50% from the town and 25% each from the two appointed boards. Assistant Town Manager and Planning Director Margaret Hauth said the last parking study was conducted by staff prior to completion of the Orange County Justice Facility on Margaret Lane. A contracted study would determine whether the town has a parking problem, what areas could be redeveloped, and how much development is wanted in downtown. Considerations would include whether to adjust parking requirements to have developers provide parking or to have the town offer more parking. The town currently leases parking spaces for public parking in a lot off West King Street, paying below market value. Hauth also noted that the Town of Carrboro regularly conducts parking studies. There was discussion about the timing of the study and whether the study’s recommendations would be at odds with the Comprehensive Sustainability Plan, which is currently in the planning process. Hauth said the town can set the schedule for the study. The intent was to complete the study before properties become available in the downtown. She said Orange County’s new detention center is nearly complete. • Increased cleaning of park restrooms. Recreation facilities will return to pre-pandemic cleaning schedules. Hillsborough’s park restrooms were cleaned twice a week prior to the pandemic. Staff will review and plan an alternate schedule. • Additional information on cost of Office 365 licenses for employees. Bell noted the individual cost seemed high. The budget director said she would check with the information technology director for specifics. • Funding a proportional share of a veterans memorial in Orange County. Bell noted that all other jurisdictions in the county are providing funding and that he currently is the only elected official in the county to have served in the military. He suggested up to $7,500. Hughes suggested up to $10,000. Bell will check what the other jurisdictions are contributing. • Options for restoring raises for employees and recognizing work during the pandemic. No raises were given this fiscal year due to the pandemic. The manager initially proposed a 3.25% merit raise in Fiscal Year 2022. He suggested increasing that up to 4.25% following a review of what other jurisdictions are proposing. Discussed were a flat raise not tied to merit, a combination of a flat raise and merit raise, and a combination of a flat dollar amount and merit raise. Staff will return with options. • Adding funds in the Fiscal Year 2022 for the community event Fairview Live after it was determined the event would be in the planning process at least during the fiscal year. The board also discussed: • Future-year proposals for increasing the number of police officers to handle an expected increase in service needs due to the Collins Ridge development. The police chief said the department currently is staffed at a level that allows officers to have discretionary time to problem-solve issues or engage with the community. It is not making choices of what calls to respond to like other communities faced with police staffing shortages. • A cemetery located behind and accessed from town property belonging to the Nichols family. Joe Nichols, a carpenter, was a slave of noted local builder and architect John Berry and later worked as a free man for him. Bell initially requested the town provide maintenance of the cemetery and mulch a trail to it as area June 7, 2021 Board of Commissioners Budget Work Session Approved: ____________________ Page 2 of 5 DRAFT organizations would like to add it to tour schedules. It was determined that the town does not own the property, which is fenced. Bell withdrew the request and said the area organizations could use the next year to determine how to move forward. • Replacement of a deteriorating privacy fence at the Town Cemetery. The public space manager said landscaping as a barrier is not an option because of the amount of the invasive plant kudzu that is on neighboring property not owned by the town. • Finding a suitable place for a bench on Nash Street, which was discussed when constructing sidewalk along the street. • Community reinvestment funding requests from the Hillsborough Arts Council and Hillsborough Exchange Club. It was noted that arts and recreation funds are available through the federal reinvestment act but that small organizations might not have the capacity to seek and compete for those funds. The board will discuss final numbers at its June 14 meeting. The board recessed before discussing the next agenda item. 2. Water and sewer fund There was discussion about a proposal to restore use of inmates for water and sewer work and the payment for that work. It was noted that the program the town used had limits on the type of work inmates could do, provided inmates with a low skill set, and required town employees to provide constant supervision. The town manager said if the town had to pay inmates minimum wage or higher, it might be better to consider hiring someone. He suggested that a presentation be provided to the board on the differences in the various inmate work programs. The mayor suggested the board discuss the property tax rate and water and sewer rates at the June 14 budget work session once it has final proposed numbers due to the additional items requested during this work session. 3. Stormwater fund The mayor asked for an update on stormwater-related work due to increased rain events and more people having stormwater-related problems throughout town. Stormwater and Environmental Services Manager Terry Hackett noted staff recently updated plans because the state is planning to change processes. He noted the town has been using the Cornwallis Hills neighborhood as a model for identifying and performing immediate stormwater maintenance needs. The division plans to focus on one neighborhood or area each year, starting with older areas first. The area will be assessed for any immediate maintenance needs and staff will work with residents with concerns to identify any additional areas where engineering analysis may be needed. The division is working closely with public works employees and will work to identify potential water quality improvements to make sure the town is compliant with regulations regarding restoring and protecting the water quality at Falls Lake. There were no other questions. B. Flag management discussion The mayor said the board did not give clear instructions to staff regarding the display of flags in June. The purpose for discussion is for clarity to get through the first iteration of Pride Month flags. The planning director said staff heard interest in displaying U.S. and state flags between Flag Day, June 14, and Juneteenth, June 19, and she did not understand there was an interest in displaying all three flags. She said the suggestion to alternate flags takes more time and there is not a pattern for where flag brackets are installed, so alternating flags could lead to complaints about the look. She said staff displayed the state and U.S. flags over the Memorial Day holiday, replaced those flags early June 1 with Pride flags and intended to replace the Pride flags with state and U.S. flags on June 11 for Flag Day and Juneteenth, removing all flags on June 7, 2021 Board of Commissioners Budget Work Session Approved: ____________________ Page 3 of 5 DRAFT June 21 until flags are displayed again for Independence Day. She said she understands now of the interest to reinstall the Pride flags after Juneteenth and to display all three flags at once for Flag Day and Juneteenth. There was discussion on various ways to handle flag display in June. Hauth said staff has a dated adopted list of holidays for which the town displays flags. She said flags generally are installed on a Friday and removed the following Monday or Tuesday, depending on when the holiday falls. The state and U.S. flags are always displayed together. Staff no longer displays flags for Moon Landing Day, July 16, and Pearl Harbor Remembrance Day, Dec. 7, because of questions from the public about why the flags were being displayed then. Commissioners expressed desire to examine dates for flying flags and to update the list. There was discussion on the length of time flags are displayed. Hauth said they stay up for just three days due to complaints about the flags getting wrapped around poles. Hughes said he checked in with neighboring jurisdictions. Both the towns of Carrboro and Chapel Hill display Pride flags and have done them in various ways. Carrboro intersperses flags, Chapel Hill mostly does not intersperse them, leaving them up for all of June. He suggested leaving the Pride flags up for the whole month of June as is, partly because any change could be perceived as capitulation to complaints about flag display, many with a tinge of or blatant homophobia. There was continued discussion about figuring out a way to keep Pride flags displayed through June and displaying state and U.S. flags as traditionally done for Flag Day. Hauth said flags are not displayed on every pole because of requirements of utilities and the North Carolina Department of Transportation. She said new brackets for flags cannot be added wherever desired. The mayor noted the discussion is not about the merits of the flags or that the flags are in anyway in opposition to each other. She said all the flags celebrate the rights and privileges of what it means to be who we are and to live in this country; they should work in concert with each other. She agreed with Hughes that some of the feedback has been homophobic, overtly or covertly. She reminded commissioners that the direction they had tried to give staff when agreeing to buy and install Pride flags was to have state and U.S. flags displayed when they normally are with the Pride flags. She noted Juneteenth is a new holiday that they assumed some of the state and U.S. flags would be flown for. She suggested a plan for the remainder of the month: Replace Pride flags with state and U.S. flags for Flag Day and Juneteenth on one street. Reinstall Pride flags on that street after Juneteenth and keep them displayed for the remainder of June. Display state and U.S. flags again as they typically are for Independence Day. There was discussion on the proposal, and the mayor suggested Churton Street as the street for the flag changes as a requested Juneteenth march would cross Churton Street. There was discussion on when to remove Pride flags and install state and U.S. flags for Independence Day; on complaints and compliments regarding the Pride flags; and on having state and U.S. flags displayed for the same number of days as Pride flags. The mayor encouraged the board to steer clear of any perception that Pride flags and American flags are in competition with each other. She said Pride Month is celebrated for a month and Pride flags are displayed in municipalities across the country for a month. She said that is not the tradition for the other holidays discussed. There was continued discussion about the particulars of the proposal on flag management; when the Pride month flags would be taken down; and whether Hughes could support the revised plan. English suggested removing the Pride flags on July 1 and installing the state and U.S. flags at that time for Independence Day. June 7, 2021 Board of Commissioners Budget Work Session Approved: ____________________ Page 4 of 5 DRAFT Hughes was not supportive of any alternative to displaying Pride flags throughout town the entire month of June due to perceived capitulation to complaints the first time that Pride flags are displayed by the town. The mayor reiterated the discussion is to give staff clear direction on what the board had intended for display of the three flags when it unanimously voted on purchasing and displaying Pride flags for Pride Month. There was continued discussion about the flags, complaints and details for staff. It was decided that state and U.S. flags will be installed on Churton Street from June 11 through early June 21 for Flag Day and Juneteenth. On June 21, Pride flags will be reinstalled on Churton Street for display with Pride flags on other streets for the rest of June. On July 1, the Pride flags will be removed from all streets and state and U.S. flags would be installed for Independence Day, flying one extra day more than normal for efficiency purposes. There was reiteration that the vote for purchasing and installing Pride flags for the month of June was unanimous. 5. Other business There was none. 6. Committee updates and reports Board members gave updates on the committees and boards on which they serve. 7. Adjournment Motion: Bell moved to adjourn at 9:55 p.m. Lloyd 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 June 7, 2021 Board of Commissioners Budget Work Session Approved: ____________________ Page 5 of 5 DRAFT Minutes Board of Commissioners Remote regular meeting 7 p.m. June 14, 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, Assistant to the Manager/Deputy Budget Director Jen Della Valle, Inte m Town Clerk/Human Resources Technician Sarah Kimrey, Stormwater and Environmental Services Manager Terry Hackett, Police Chief Duane Hampton, Assistant Town Manager/P anning Director Margaret Hauth, Interim Public Works Director Dustin Hill, Town Attorney Bo Hornik, Town Manager Eric Peterson, Utilities Director Marie Strandwitz, Public Space Man ger Stephanie Trueblood and Public Information Officer Catherine Wrigh Opening of the meeting Mayor Jenn Weaver called the meeting to order 03 p.m. Int im Town Clerk and Human Resources Technician Sarah Kimrey called the roll and confirmed the sence of a quorum. 1. Public charge Weaver did not read the public char e. 2. Audience comments not related to the rinted agenda There was none. 3. Agenda changes and app val The mayor noted a change se t by th budget director by email prior to the meeting regarding the Community Development Block Gr nt project ordinance and an associated budget amendment. She also noted a change sent by the deputy budget director earlier regarding amending the miscellaneous budget amendments with two additional amendments regarding an aerator blower. Motion: Commissioner Kathleen Ferguson moved to approve the amended agenda. Commissioner Mark Bell seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Commissioners Bell, Robb English, Ferguson, Matt Hughes and Evelyn Lloyd. Nays: 0. 4. Public hearings A. Request to close unopened right of way named Cole Avenue The mayor opened the public hearing. Assistant Town Manager and Planning Director Margaret Hauth said Cole Avenue is an unopened lane that separates property between two neighbors, serves no purpose, is unimproved and has no utilities. The closure was requested by one of the neighbors. Both neighbors were in June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 1 of 35 DRAFT attendance at the meeting. The property owner who made the request, Mark Rhoades, said the closure would allow the two neighbors to have a cleaner property line and would remove questions of maintenance responsibilities along the boundary. Hauth said the other neighbor, Christina Perrella, had noted in an email that she was planning to observe rather than participate in the meeting. The mayor asked for confirmation that both parties are amenable to the request. Hauth said she had not heard otherwise. Motion: Ferguson moved to close the public hearing. Bell seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. B. FY2022 budget public hearing Mayor Weaver opened the public hearing. A water and sewer customer, William Johnson, provided a brief presentation against increasing utility rates. His presentation included a comparison of rates with surrounding communities and a look at specific aspects of the town’s water and sewer fund. There were no other speakers. The mayor said the board received public comments from th ee other people via email. She summarized them: • Will Lane, who attended the town’s academy on operations, said e was glad to see funding for future sessions, thanked staff for making the budget document easy to und rstand, and said he wants to see the property tax rate stay the same. • Lavone Tucker expressed concerns about out-of-t wn w ter and sewer rates. The mayor noted that the town manager had responded to the email. • Michelle Jenkins was curious about the l ca ion for the proposed installation of a bench on Nash Street and had some questions about the stalla n The mayor said the board also received a let r from airview Community Watch asking for signage to be changed to rename the community enter in he neigh orhood after Dorothy Johnson. Motion: Bell moved to close the p lic hearing. Ferguson seconded. Kimrey called the roll fo voting. Vote: 5-0. Ayes: Bell, nglish, Ferguson, Hughes and Lloyd. Nays: None. 5. Items for decision ― consent agenda A. Minutes 1. Joint Public Hearing April 15, 2021 2. Regular meeting May 10, 2021 3. Work session May 24, 2021 B. Miscellaneous budget amendments and transfers (revised item) C. Miscellaneous Tourism Board amendments and transfers D. Hillsborough Tourism Board FY2022 Budget Ordinance E. Proclamation Commemorating Juneteenth Independence Day F. Consistency statement and ordinance amending Unified Development Ordinance Sections 7.5 – limiting the requirement to combine nonconforming lots G. Consistency statement and ordinance amending Unified Development Ordinance Sections 5.1.6 and 5.1.7, Table of permissible uses H. Reclassification and pay amendment – utilities analyst position to civil engineer I. Deed restriction for all town parcels surrounding the West Fork Eno Reservoir June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 2 of 35 DRAFT J. Special event permit – road closure and sponsorship request for police service for Juneteenth March K. NC 86 Connector Study (Phase II) L. Community Development Block Grant (CDBG-CV) project ordinance and associated budget amendment (added item) Motion: Ferguson moved to approve all items on the amended consent agenda. Bell seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. 6. Items for decision ― regular agenda A. Consistency statement and ordinance amending Unified Development Ordinance Sections 5.2.9.2 and 6.3.1 – citizen request related to accessory dwelling units and setbacks Planning Director Margaret Hauth said she placed this request for text amendments on the regular agenda vs. the consent agenda because the Planning Board had a lot of discussio on it at the public hearing. She said the request is from a private property owner who would like to con tr ct an accessory dwelling on the property. The ordinance does not allow accessory dwellings on private ro ds. The owner also would like to change the setback requirements of the property, which is zoned agricultur residential and has setbacks of 50 feet on all sides. The structures on this property are bu t closer to the property line already. The owner is asking to conform with setbacks in a nearby neighborhoo with a 40-foot setback in front and 30-foot setbacks on the other sides. Hauth said staff does its best to d options that don’t involve changing the ordinance since it is a solution that impacts the e e town. Sh aid the Planning Board’s recommendation to allow accessory dwellings on private roads was ot un imous. She answered questions from the board Sh said th property is on Burnside Drive and is one of a few agricultural residential areas serviced by town water a d sewer. Most agricultural residential zoning is outside town limits, and the impact of the r quest w be very limited, especially for the setback issue. Hughes suggested separating the te on etbacks and accessory dwelling units. There was additional disc ssion. Hauth noted a change in the setback would affect all land zoned agricultural residential. She said that pro erties w h the designation include the mining area and some places in West Hillsborough and that mining is eg ated by the state. She said the only other tool that could be used to grant the request is a variance, but there is no hardship in this case to justify a variance. Hauth said reducing the setback gives property owners more ability to use their lot. She said individual houses that would be impacted likely are a dozen or fewer; a lot of the land in areas without water and sewer service are not developed; and the town has almost no way to oversee property used for agricultural purposes in its extraterritorial jurisdiction. Motion: Hughes moved to approve ordinance change and consistency statement regarding setbacks. Lloyd seconded. Kimrey called the roll for voting. Vote: 3-1. Ayes: Bell, Ferguson, and Lloyd. Nays: Hughes. English lost connection and was unable to vote. June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 3 of 35 DRAFT The board discussed the request to allow an accessory dwelling unit on a private road. The planning director said the applicant wants to build a garage with an apartment over it for a family member. She said the town greatly expanded the ability to have accessory dwelling units but the requirement to be on a public road has been in place for more than 30 years. Hauth said the Planning Board discussed whether a fixed distance could be set from a private road to allow accessory dwellings. The distance needed to allow the unit at this particular property is 300 feet, which would allow accessory dwellings on any private road in town. One of the Planning Board members was opposed to allowing the unit on a private road. Hauth answered questions from the board. She confirmed the private road is a gravel road. She said it is one of the oldest private roads in town and probably one of the more well-constructed ones, noting that garbage trucks do travel it. She said most of the new private roads built are to access deeper lots and most private roads in town are very short. Hauth said the Planning Board discussed looking at the standard of a private road and she was very hesitant to accept the option because town staff are not qualified to look at a road and determine whether it’s built to a certain standard and because the maintenance and standard for private roads is determined by the private owners. It was determined that a fair standard could not be implemented and the only option before the Planning Board was to allow accessory dwellings on private roads or don’t. In answering what the downside is to allowing accessory dwellings n rivate roads, Hauth said that not all private roads have been built in the last five years and some may not be ell maintained or have a maintenance agreement among all the owners. She said the more people w o live on a private road, the more pressure there will be also for the town to accept a oad that would be a challenge. Hauth said staff have had conversations that private roads are a problem the l ng run and perhaps they should not be allowed in town. The mayor noted that the town has already taken teps t make accessory dwelling units more accessible to people and that both parts of this request seem to o that. In this case, the dwelling would make it possible for an aging parent to live on site. For a oth perso renting out the unit could help produce funds to maintain the road. There was continued discussion about h assumption people have that private roads are public and subject to the same services as pub c roa and a out the treatment of this private road. Hauth said the long tradition of garbage and ecycling ser ce on his road and the possibility of the road becoming public should be discussed separately. Motion: Bell moved to ado t t e ordinance and consistency statement to allow accessory dwelling units on private roads. Lloyd seconded. Kimrey called the roll for voting. Vote: 3-2. Ayes: Bell, English and Lloyd. Nays: Ferguson, Hughes. B. Order closing unopened right of way named Cole Avenue Motion: Hughes moved to close unopened right of way named Cole Avenue. Ferguson seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 4 of 35 DRAFT C. Consistency statement and ordinance amending Unified Development Ordinance to be consistent with North Carolina General Statute 160D and assigned Special Use Permit review to the Board of Adjustment The planning director noted this item was discussed in April, at which time the board asked staff to check that the Board of Adjustment was comfortable with the new requirements. She said provisions that are more policy-based in the review of special use permits were discussed ― affordable housing, green building, water use and cultural resources. The Board of Adjustment members were willing to take those topics on when there are specific policies or plans that they can rely on when making related determinations. She said the draft language in this request does not include those topics but they could be addressed in the update to the Comprehensive Sustainability Plan and then be added to the Unified Development Ordinance. She said much of the changes are language and consistency changes, some clarification of administrative processes, and changes for consistency in formatting. She noted Section 6.20 of draft will be amended due to a typo. Town Attorney Bob Hornik said the most substantive change is moving special use permit review to the Board of Adjustment to review. All other changes really are to make processes and references match the North Carolina General Statute 160D, which is required by July 1. The mayor asked for clarification on the four items the Board of Ad us ment wanted clarification on and what the impact would be in the interim while the town works on the Compre ensive Sustainability Plan. The planning director said the requirements are to ask an applica t how much w ter they will use, ask what green building standards will be used, have the applicant check whether any documented cultural resources are on the site, and ask the applicant to talk to the board about a forda le housing. Hauth said to her recollection, there haven’t bee y meaning l conditions placed on special use permits for any of the topics except affordable housing. She s d the wn did require Forest Ridge and maybe Collins Ridge to do some green building certificates within 0 d ys of their certificate of occupancy, but more of those provisions and requirements are beco ing par of the state building code. She said the big gap in the interim would be with affordable hou ing as t is boar has requested affordable housing measures, such as donation of land or payment in lieu Those es only are triggered in projects with more than 20 dwellings. In the interim, there would be that mechanism to have a conversation with the board about affordable housing. Hauth said in discussions with the Plan ing Board it was noted another round of amendments would be coming in October that wou create some conditional zoning districts that address certain circumstances. She said conditional zoning wo d me to the board and the board would have the opportunity to have affordable housing discussions with applicants then. She noted that the town cannot automatically require that a project with X number of dwellings fall under conditional zoning. She said the board could give staff direction to find another mechanism to address affordable housing. There was discussion about whether special use permits should go to the Board of Adjustment or the town board. The planning director noted that it is not uncommon across the state for special use permits to go to the Board of Adjustment or Planning Board for approval. Bell reminded the board that Hughes had said in the initial discussion that the change in the special use permit process would make the commissioners pay more attention to how they make appointments to the Board of Adjustment. He suggested trying the proposed process for 6 months and then evaluating. He recalled that Hauth had said all the large tracts in the town’s jurisdiction are built out. June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 5 of 35 DRAFT Hughes noted there is a benefit in having appointed board members make quasi-judicial decisions at each meeting vs. mixing quasi-judicial and legislative decision-making as there is a possibility of melding the two in their minds. The planning director urged the board to adopt the proposed ordinance tonight to be compliant with state law. She said she thinks staff can have a solution by the end of the calendar year for ensuring that affordable housing gets discussed at the appropriate level. She said staff will propose some conditional zoning districts that include very large-scale residential developments and mixed-use developments. This will allow for affordable housing conversations as conditional zoning will always come to the town board because it’s a legislative decision. She suggested the town also needs to think through the information it needs from applicants to ask for less upfront but still make an informed decision. Motion: Bell moved to amend consistency statement and ordinance. Hughes seconded. Ferguson asked for clarification that the change in process could be revisited. The planning director suggested adding a discussion to the board’s annual budgetary planning retreat. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and L oyd. Nays: No D. Second workshop on the FY22 Budget Budget Director Emily Bradford opened the work session an oted the abstract in the agenda packet includes the items noted for further discussion fo wing the Jun 7 budget work session. Discussion started regarding a downtown parking study in which Hug es ha uggested the town fund a larger portion of the study. The draft budget proposed $18,000 as the town’s contribution and $16,000 each from the Tourism Board and Tourism Development Autho ty. he plan ing director offered an alternative source of funds. She said the town receives planning fund from th metro olitan planning organization and the parking study would be an eligible expense. The t wn wo d e to pay 20% of the cost. She said use of the funds would have no impact on traffic requests. Sh o said the town has about a $250,000 balance, so the project’s scope could be increased. T e $50,000 co for the study is a plug figure, she said, adding that a $75,000 project would require $1 ,000 as the own’s hare, which is less than the amount proposed in the draft budget. Board members were in agreem n to pursue use of Metropolitan Planning Organization funds for the study. Motion: Hughes moved to change the allocation of the parking study to 50% from the Planning Department, 25% from the Tourism Development Authority and 25% from the Tourism Board. English seconded. Kimrey called the roll for voting. Vote: 4-1. Ayes: Bell, English, Hughes and Lloyd. Nays: Ferguson. The budget director confirmed that the parking study estimate would be changed to $75,000 and the cost would be split. The board discussed other items brought forth during the June 7 work session. It directed staff to: • Increase cleaning of park restrooms to four times a week once daily pandemic cleanings end. Prior to the pandemic, they were cleaned twice a week. June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 6 of 35 DRAFT • Add $3,000 for cellular phone data analysis software for the Police Department. • Add $7,500 as an initial contribution from the town for a veterans memorial in Orange County. • Fund community reinvestment requests from the Exchange Club and Hillsborough Arts Council at the requested levels, $7,500 and $14,520 respectively. • Keep the proposed 3.25% merit raise for employees and add a $1,000 cost-of-living adjustment for the current fiscal year since no raises were given this fiscal year due to the pandemic. The board also discussed compensation for police officers to keep the town competitive amid significant increases to starting salaries in some area jurisdictions and a nationwide issue of early retirements, a shortage of candidates and an inability to fill vacancies. Town Manager Eric Peterson suggested increasing market rate adjustment funds to help cover potential adjustments for police officers and give time for staff to determine a proposal. He plans to provide a proposed amount for the increase at the June 28 meeting. The board also discussed the proposed property rates and fees. There was discussion on the need for funding for sustainability actions to meet the town’s clean energy goals, for taking care of employees, and for connectivity needs. The manager said he would bring some property tax ate options to the board’s next meeting. The utilities director said the Water and Sewer Advisory Committee’s wor on examining rates regarding affordability and the differential charged for out-of-town cus omers was pau ed due to the pandemic. The town manager noted additional time also is needed to ex mine ca ital utility projects that need to be funded but aren’t in the budget because budget adoption must o ur th s month. The board directed staff to remove from the fee ch dule the higher security deposit for water and sewer customers considered high risk for nonpayment. E. Hot topics for work session June 28, 20 1 The board will further discuss the budget pro osal and adopt a budget ordinance at the June 28 meeting. The planning director said she does no now if she can have a request to rename the community center in the Fairview neighborhood process d in t me for the June 28 meeting. She said there is a process specified in the Code of Ordinances egarding nam ng structures. 7. Updates A. Board members Board members gave updates on the committees and boards on which they serve. B. Town manager There was none. C. Staff (written reports in agenda packet) There was none. 8. Adjournment Motion: Ferguson moved to adjourn at 10:01 p.m. Lloyd seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 7 of 35 DRAFT Respectfully submitted, Sarah Kimrey Interim Town Clerk Staff support to the Board of Commissioners June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 8 of 35 DRAFT William Johnoson Presentation June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 9 of 35 DRAFT William Johnoson Presentation June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 11 of 35 DRAFT William Johnoson Presentation June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 14 of 35 DRAFT From:Town of Hillsborough To:Jenn Weaver; Robb English; Evelyn Lloyd; Kathleen Ferguson; Mark Bell; Matt Hughes; Sarah Kimrey; Eric Peterson; Margaret Hauth Subject:Contact form message: DRaft FY22 budget comments Date:Monday, June 14, 2021 12:24:43 PM William Lang sent the message below via the Town of Hillsborough website “Contact Mayor and Commissioners” form. To respond, reply to this email or contact Wanted to send my comments on the draft FY22 town budget. Great work by our town staff for making the documents easy to read and understand. The mantra of “take care of what we have” is more important than ever which makes moving out of the Eno flood plain to higher ground important. Amazed and pleased that tax rate might be able to remai at current level given the stressors of the past year and last year’s concerns regard ng holding the status quo. Fine with the increase in water and sewer as these are such important town services that I know we pay a lot of attention to regarding quality quanti and infrastructure maintenance. Excited to see included the line item for Hillsbor ugh University the catalyst for me sharing my budget thoughts with you! Thoughtful and thought provoking town budget that s ows us in good stead which I might say is supported by the future year budgetin (estimating) approach. Meets my test of: Where do we w nt to go? How will we know when we get there? and What will we measure alo g the way to make sure we are heading in the right direction? Thanks! Will June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 15 of 35 DRAFT From:Eric Peterson To: Jenn Weaver; Robb English; Evelyn Lloyd; Kathleen Ferguson; Mark Bell; Matt Hughes; Sarah Kimrey; Margaret Hauth Cc:Marie Strandwitz; Catherine Wright; Jen Della Valle; Emily Bradford Subject:RE: Contact form message: Water/Sewer Rate Increase, 6D on Agenda for June 14 Date:Monday, June 14, 2021 3:40:22 PM Dear Lavone Tucker, Thank you for taking the time to share you concerns and frustrations regarding water and sewer rates. You are correct that rates are unquestionably high for water and sewer service. You raise some excellent questions and points. The town has a frequently asked questions (FAQ) page that provides responses to some of the information you requested regarding minimum usage, justifications for higher out-of-town rates, and others: https://www.hillsboroughnc.gov/faqs/faq- water-and-sewer-rates/ Minimum Usage Water & sewer utilities charge either using a base rate or volumetric pproach. The base charge approach means customers get charged a flat amount each month for th se fixed costs that still must be paid for even if the customer doesn’t use any water or sewer. This ncludes costs for making the water and sewer service available, such as debt payments on the treatment plants or other system improvements. The calculations are complex and b yond my ability to explain. Utility billing consultants are usually brought in to calculate wh t those numbers should be. Thus, the customer is charged the base rate plus the actual water/sew r the u d This is approach the City of Durham uses. The volumetric approach is where a unit se a minimum usage instead of a base rate plus any usage beyond that amount. As you eferen ed, Hil borough’s minimum is 2,500 gallons per month. In North Carolina 54% of water sys m use the same approach as Hillsborough, the other 46% use Durham’s approach, so it’ split bout enly. Each approach has it’s pros and cons. Hillsborough’s minimum usage was 3 000 per mo h. A f ur year process recommended by the Town’s Water & Sewer Advisory Commi ee to lower t to 2,500 was completed in 2016. The most typical minimum monthly usage amounts by utility s stems are 2,000 and 3,000 per month, thus Hillsborough’s is in the middle. There’s more deta at the town’s website at this link: https://assets.hillsboroughnc.gov/media/documents/public/understanding-the-minimum-usage- charge.pdf The town will likely re-evaluate this practice again at some point in the future as it comes up for discussion and evaluation periodically. If a change occurred, it could be to either lower the minimum further as you suggested or to change to a base rate approach. Either way, it would require direction from the town board to re-evaluate the billing structure and hiring a consultant to generate these options. Higher Out-of-Town Rates As with many utility billing practices they can vary widely from jurisdiction to jurisdiction. Charging higher rates to out-of-town customers is a common practice across the country and North Carolina. Although, there are many places that don’t charge a different rate amount. Many others charge multipliers that are less or more than the double or 200% rate that’s common. For example, the City of Durham charges double or 200%. Some places charge as high as triple or 300%. Hillsborough’s multiplier is slightly less than Durham at 195%, but the overall charges are higher due to our rates. In June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 16 of 35 DRAFT North Carolina about 62% of water systems charge higher rates for out-of-town customers. The following link goes into more detail about this topic, such as rationales that have been cited in various places for charging higher out-of-town rates: https://assets.hillsboroughnc.gov/media/documents/public/understanding-in-town-and-out-of- town-rates.pdf One option to address this would be to see if your condominium development is interested in requesting annexation into the town limits. When this happens it’s a trade off of having water and sewer costs reduced almost in half compared to the additional costs of paying property taxes for town services like parks, streets, possibly solid waste collection if the streets are public, stormwater, and having the fire tax removed which saves the homeowners additional money. Some neighborhoods find after doing the calculations that it’s a savings to be annexed. Others find it’s less expensive to continue paying the higher rates and avoid paying taxes. Town staff can assist neighborhoods that are interested in annexation. Water & Sewer Advisory Committee (WSAC) The WSAC is a group of volunteer advisory board members that is com osed of both out-of-town and in-town members. They provide policy guidance on v rious aspects o operating the town’s system, often making recommendations to the town board on te, budget, operating, and other aspects of running the system. They meet periodically and w lcome inquiries and participation from customers. The following link provides more information ab ut this committee and how to get on one of their agendas: https://www.hillsboroug nc.g /govern ent/appointed-boards/water-and- sewer-advisory-committee/ Due to COVID they’ e be n me ting remotely since last March, so hopefully with things appearing to ge be er they may start meeting in person again later this summer, which may be more convenient t at inter cting on Zoom. I’ve copied the Town’s Utilities Director Marie Strandwitz in case ou w t on one of their future agendas. Thank you again for taki g the tim to s re thoughtful questions that touch on important concerns. I’m sure the town bo d will consid your comments as they regularly re-evaluate the impacts of rate structures and prac es on cus omers. Sincerely, Eric Eric Peterson Eric Peterson (he,him,his) Town Manager Town of Hillsborough P O Box 429 June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 17 of 35 DRAFT 101 E. Orange Street Hillsborough, NC 27278 ( 919-296-9421 7 919-732-3921 E-Mail: eric.peterson@hillsboroughnc.gov Web: www.hillsboroughnc.gov **In accordance with the North Carolina general statutes, chapter 132, this email address is subject to North Carolina public records law. As such, please note that all inbound and outbound messages are subject to requests for review and may be disclosed to third parties. From: Town of Hillsborough <no-reply@hillsboroughmail.org> Sent: Sunday, June 13, 2021 10:07 PM To: Jenn Weaver <Jenn.Weaver@hillsboroughnc.gov>; Robb English <Robb.English@hillsboroughnc.gov>; Evelyn Lloyd <Evely Lloyd@hillsbo ughnc.gov>; Kathleen Ferguson <Kathleen.Ferguson@hillsboroughnc.gov>; Mark Bell Mark.Bell@hillsboroughnc.gov>; Matt Hughes <matt.hughes@hillsboroughnc.gov>; Sarah Kim ey <Sarah.Kimrey@hillsboroughnc.gov>; Eric Peterson <Eric.P erson@hillsboroughnc.gov>; Margaret Hauth <Margaret.Hauth@hillsboroughnc.gov> Subject: Contact form message: Water/Sewer R te In eas 6D on Agenda for June 14 Lavone Tucker sent the me sage b low via the Town of Hillsborough website “Contact Mayor and Commissi ners” form. To respond, reply to this email or contact @gmail.com. I currently live in a condo on O ange Grove Rd, outside the city limits. I moved here in August 2019 and com g from Durham, I was shocked at the rates for water/sewer. What is particularly troub es me to me is how the Town can set a "minimum" water usage which results in some homes paying for gallons of water that are NOT used (and the sewage rate for those unused gallons). I have never heard of a utility charging customers for services that are, in fact, not provided. While some type of "minimum charge" would be acceptable to most, it should be far below 2,500 gal/mo. My usage varies from 1400 - 1800 gal/mo. To be "equitable", my suggestion is to charge per gallon (with a reasonable minimum) so that every household pays only for the gallons they use. Charging residents outside the City Limits double what residents pay in town is not equitable. I have heard the argument that in-town residents pay higher property taxes than those of us that live outside city limits. Yet, when one looks at the use of funds, no tax dollars are used for Water/Sewer costs, so this argument holds no water (pun intended). I would love a logical explanation for this discrimination. June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 18 of 35 DRAFT From: Town of Hillsborough <no-reply@hillsboroughmail.org> Sent: Friday, June 11, 2021 10:03 AM To: Emily Bradford <Emily.Bradford@hillsboroughnc.gov> Subject: Contact form message: Nash St. bench Michelle Jenkins sent the message below via th T wn of Hillsborough website “Contact Budget Office” form. To respond reply to his email or contact Re: Nash St. bench Hello. Has area/location been narrowed do n yet for bench placement? Purpose of bench? Consider midpoint of Nash or urther south. Addition of the bench an b ben ficial certainly. Expect placement will be use l, an also encourage moving along instead of loitering. From my experience ith the bus stop bench installed near my residence, I have witnessed the be efit for bus patrons, but also loitering and litter. For example, individuals who come wit b aring music to sit and just disrupt. Also, for idle gatherings. Hopefully, this bench will involve less of the latter. Please consider placement near midpoint of Nash, @ Alma, Hayes, or closer to S. Nash. Thank you. June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 19 of 35 DRAFT BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 06/14/2021 TO 06/14/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 74-00-3200-3800-350 MISCELLANEOUS 06/14/2021 0.00 689.00Adj to actual 20909 689.00EBRADFORD 74-00-3900-3900-000 FUND BALANCE APPROPRIATED 06/14/2021 49,646.00 5,311.00To cover potential yr-end overages 20910 60,107.00EBRADFORD 74-51-6250-5300-997 6% HOLDBACK 06/14/2021 18,000.00 6,000.00To cover potential yr-end overages 20911 24,000.00EBRADFORD 12,000.00 EBRADFORD 2:09:02PM06/07/2021 fl142r03 Page 1 of 1 APPROVED: 5/0 DATE: 6/14/21 VERIFIED: ___________________________________ June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 20 of 35 DRAFT 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 planning staff to amend the Town of Hillsborough Unified Development Ordinance as follows (insert general description of proposed amendment): Sections 7.5 – limiting the requirement to combine nonconforming lots 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): This amendment supports the town’s on-going smart growth principles of encouraging more development with the urban core and available to existing infrastructure, as well as supporting affordable housing efforts. Adopted by the Town of Hillsborough Board of Commissioners this 14th day of June, 2021. ______________________________ Sarah E. Kimrey, Interim Town Clerk June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 24 of 35 DRAFT AN ORDINANCE AMENDING THE UNIFIED DEVELOPMENT ORDINANCE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. The Unified Development Ordinance Section 7.5, Nonconforming Lots, is hereby amended to replace section 7.5.1 and 7.5.2 as follows: 7.5.1 COMBINATION OF CONTIGUOUS NONCONFORMING LOTS IN SINGLE OWNERSHIP Undeveloped nonconforming lots shall be combined to create less nonconforming lots when all of the following apply: a) the lots are held in single ownership at the time of permit application b) the lots have continuous street frontage c) one or more of the lots is less than 40 feet wide, when measured at the front setback line d) the lots are lots of record as defined by this ordinanc were created by a public taking action, or were created as a result of a court ord If the resultant lot is still nonconforming, it may be developed ubject to Section 7.5.3, Nonconforming Lot Setback Requirements, a if the l t was created prior to February 17, 1986. 7.5.2 USE OF NONCONFORMING LOTS 7.5.2.1 Any single nonconforming lot of recor may e developed, used, and occupied for the purposes defined by its zoning classifica i n if combination with adjoining lots is not required under 7.5.1, Comb natio of Contiguous Nonconforming Lots in Single Ownership. 7.5.2.2 The setbacks for these lots sh ll be defined in Section 7.5.3, Nonconforming Lot Setback Requirements, as i the ot wa created prior to February 17, 1986. Section 2. All provisio s of any t wn 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 this 14th day of June, 2021. Ayes: 5 Noes: 0 Absent: 0 Sarah E. Kimrey, Interim Town Clerk June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 25 of 35 DRAFT 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 planning staff to amend the Town of Hillsborough Unified Development Ordinance as follows (insert general description of proposed amendment): Sections 5.1.6 and 5.1.7 – permitted use tables 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): This amendment brings the ordinance into compliance with NCGS 160D requirements to no longer have conditional use permits. Other modernization am nd ents to processes and where uses are allowed were also included. Adopted by the Town of Hillsbor ugh Board of Commissioners this 14 th day of June, 2021. _____________ _________ Sarah E. Kimrey, Interim Town Clerk June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 26 of 35 DRAFT AN ORDINANCE AMENDING THE UNIFIED DEVELOPMENT ORDINANCE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. The Unified Development Ordinance Section 5.1.6, Use Table for Residential districts and 5.1.7., Use Table for Non-residential districts are hereby replaced wits the attached tables. Section 2. Amend Section 9.2, definitions, to modify the definition for Building/Trade Contractor’s Office to read as follows: An establishment that serves as the base of operations for building contractors, plumbers, electricians, mechanical systems technicians, and the like. This use also includes other service type businesses dispatching to a work site including but not limited to exterminators, carpet cleaners, or mobile vehicle servi e with no on-site garage. This use may include office, on-site and off-site repair, and s of related supplies and equipment. Outside storage of supplies, equipment, or vehicles th t meet the definition of storage rather than parking is only permitted if the utdoor stor e meets the requirements in Section 5.2 45. Section 3. All provisions of any town ordinance in con li with this ordinance are repealed. Section 4. This ordinance shall become effe tive pon adop ion. The foregoing ordinance having b en subm t ed to a vote, received the following vote and was duly adopted this 14th day of June, 20 1. Ayes: 5 Noes: Absent or Excused: Sarah E. Kimrey, Interim Town Clerk 5 0 0 June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 27 of 35 DRAFT 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 Samantha Johnson to amend the Town of Hillsborough Unified Development Ordinance as follows (insert general description of proposed amendment): Section 6.3.1 – to reduce setbacks in the Agricultural residential district 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 requested amendments do not conflict with town goals and llow more dense development within the area served with public water and sewer. Adopted by the Town of Hillsbo ough Board of C mmissioners this 14th day of June, 2021. ______________________________ Sarah E. Kimrey, Interim Town Clerk June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 30 of 35 DRAFT AN ORDINANCE AMENDING THE UNIFIED DEVELOPMENT ORDINANCE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. The Unified Development Ordinance Section 6.3.1, Dimensional Requirements – Residential, is amended to establish side setbacks of thirty feet, rear setback of thirty feet, and front setback of forty feet for the Agricultural Residential District. 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 this 14th day of June, 2021. Ayes: 3 Noes: 1 Absent or Excused: 0 Sa ah E. Kimrey, Interim Town Clerk June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 31 of 35 DRAFT 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 Samantha Johnson to amend the Town of Hillsborough Unified Development Ordinance as follows (insert general description of proposed amendment): Section 5.2.9.2 – allow accessory dwellings on private roads 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 requested amendments do not conflict with town goals and llow more dense development within the area served with public water and sewer. Adopted by the Town of Hillsbo ough Board of C mmissioners this 14th day of June, 2021. ______________________________ Sarah E. Kimrey, Interim Town Clerk June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 32 of 35 DRAFT AN ORDINANCE AMENDING THE UNIFIED DEVELOPMENT ORDINANCE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. The Unified Development Ordinance Section 5.2.9.2, Accessory dwelling within a principal single-family dwelling, is hereby amended to deleted provision “b” which requires the lot to have direct access to a public road. The section is renumbered to accommodate this deletion. 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, re eived the following vote and was duly adopted this 14th day of June, 2021. Ayes: 3 Noes: 2 Absent or Excused: 0 Sarah E Kimrey, Interim Town Clerk June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 33 of 35 DRAFT 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 planning staff to amend the Town of Hillsborough Unified Development Ordinance as follows (insert general description of proposed amendment): Entire ordinance rewrite to comply with North Carolina General Statutes 160D 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): This amendment brings the ordinance into compliance with NCGS 160D requirements Adopted by the Town of Hillsbo ough Board of C mmissioners this 14th day of June, 2021. _____________ _________ Sarah E. Kimrey, Interim Town Clerk June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 34 of 35 DRAFT AN ORDINANCE REPEALING THE TOWN OF HILLSBOROUGH 2011 UNIFIED DEVELOPMENT ORDINANCE (as amended) AND ADOPTING A UNIFIED DEVELOPMENT ORDINANCE CONSISTENT WITH NCGS 106-D. THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. The Unified Development Ordinance, originally adopted February 28, 2011 and subsequently amended, is hereby repealed. Section 2. The attached Unified Development Ordinance consisting of 9 sections, is hereby adopted to be consistent with new planning legislation in North Carolina General Statutes 160D. Section 4. All provisions of any town ordinance in conflict w th this ordinance are repealed. Section 5. This ordinance shall become effective upon adoptio The foregoing ordinance having been subm tted to a vote, received the following vote and was duly adopted this 14th day of June, 2021. Ayes: 5 Noes: 0 Absent or Excused: 0 _____________________________ Sarah E. Kimrey, Interim Town Clerk June 14, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 35 of 35 DRAFT Minutes Board of Commissioners Remote work session (with budget adoption) 7 p.m. June 28, 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, Assistant to the Manager/Deputy Budget Director Jen Della Valle, Interim Town Clerk/Human Resources Technician Sarah Kimrey, Police Chief Duane Hampton, Assistant Town Manager/Planning Director Margaret Hauth, Town Attorney Kevin Hornik, Finance Director Tiffany Long, Town Manager Eric Peterson, Utilities Director Marie Strandwitz 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 with four commissioners present. 2. Agenda changes and approval The board received an additional budget amendment report for Item 3A, Revised Purchase Orders and money roll forward list for Item 3B, and revised budget ordinance and financial summaries for the revenue neutral and the 2-cent tax rate increase options for Item 4C. Motion: Commissioner Kathleen Ferguson moved to approve the amended agenda. Commissioner Mark Bell seconded. Kimrey called the roll for voting. Vote: 4-0. Ayes: Commissioners Bell, Robb English, Ferguson and Evelyn Lloyd. Nays: None. Absent: Commissioner Matt Hughes Weaver noted one of the items on the consent agenda was to appoint Tiffany Long as the new finance director. She invited Town Manager Eric Peterson to introduce her. Peterson introduced Long, and Long greeted the board. Hughes joined the meeting at 7:04 p.m. 3. Items for decision ― consent agenda A. Miscellaneous budget amendments and transfers B. Budget and purchase order transfers from FY2021 to FY2022 C. Contract transferring ownership of land with Orange Rural Fire Department D. Orange County Long-Term Recovery and Transformation Plan update June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 1 of 29 DRAFT E. Authorization of public hearing for Unified Development Ordinance amendment to correct hearing notice requirements F. Consistency statement and ordinance amending Section 9.2 of the Unified Development Ordinance to update stormwater definitions G. Hillsborough Tourism Development Authority FY2022 Budget Ordinance H. Valley Forge Road Capital Project Ordinance Amendment I. Resolution to appoint Tiffany Long as finance officer J. Resolution accepting Hillsborough’s Allocation of American Rescue Plan Act funds Motion: Bell moved to approve all items on the consent agenda. Hughes 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. East Queen and Cameron Streets stormwater request follow-up Town Attorney Kevin Hornik reviewed this request for stormwater work came before the board a few months ago. He said his office had written a memo identifying the legal issues involved if the town conducted work that solely benefitted a private owner. He said he was reluctant to discuss the issue in detail in an open session and suggested the matter be discussed in a closed session. He said the town is authorized to benefit these properties as part of a larger stormwater improvement project but not to benefit an individual property owner. He added that the town is not ready to commit to a larger stormwater project at this time. Bell asked Hornik how it came to be that there is a situation that looks like town-owned drainpipes are dumping stormwater on that property. If the town installed drains on that property, then the board would not be doing something to potentially improve the property; rather, the board would be rectifying something the town did 30 to 40 years ago. Hornik noted Stormwater and Environmental Services Manager Terry Hackett could not attend this board meeting. He added he thinks Hackett’s conclusions were the stormwater system here is part of naturally occurring channels. Hornik added there doesn’t seem to be enough complaints in the greater area to merit a significant expenditure to study the stormwater flow in this area or to engage in designing an engineered stormwater system. Bell said he has seen town staff surveying that area or following stormwater in that area. He recently saw stormwater work at the nearby law office. He asked if that is a separate issue. Hornik could not say for sure. From talking with Hackett, he thinks those are separate and unrelated stormwater drainage complaints. There may be culverts that get blocked that cause downstream flooding like in front of the law office. Eric Hallman, who is one of the owners who requested the stormwater be addressed, said his issue with this is most of this argument is predicated on the idea that this is an ephemeral stream. He challenges whether north of this point there is any indication of an ephemeral stream. There is no ephemeral stream north of this, he said. There may have been one in the past. He added the town is losing potential revenue from this property, which could be more than $9,000 annually for those two properties. The return investment is June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 2 of 29 DRAFT significant over the years. Hallman also added that the requested stormwater work would not be an improvement only to his property. He said a lot of sediment is going to the Eno River. The stormwater also erodes the road bed, negatively affecting properties downstream. There was brief discussion of what is next. The mayor noted next steps were listed in the agenda packet. Hughes said he wants to study the request in a way that gets the board to a “yes.” B. One Orange Racial Equity Plan: A Framework for Moving Forward – update Interim Human Resources Director Haley Bizzell gave a brief presentation. The first draft of the plan was included in the agenda packet. The board expressed support for the work. C. FY2021-22 Annual Budget and Financial Plan Budget Director Emily Bradford noted there were two options in the agenda packet, which were a revenue- neutral tax rate and adding two cents to the revenue-neutral rate to support sustainability efforts. Ferguson spoke in support of sustainability and also assisting with affordable housing. Weaver expressed support for setting aside money for sustainability planning. Bell asked if any of the American Rescue Plan Act funds could be allocated for affordable housing. Peterson said staff would make a presentation in August about the major areas for which the American Rescue Plan Act funds can be used. Lloyd said she is not in favor of any increase in taxes. Hughes is in favor of the two-cent increase above revenue neutral because he wants to follow through on the sustainability plan. English supports a two-cent increase for sustainability and environmental emergency. Climate action is here. Climate emergency is here. The time for action is now, he said. Lloyd expressed concern about affordability regarding increasing the tax rate and water and sewer rates. Weaver thanked everyone for their comments. She said if the town does its planning right, it will positively impact affordability. Sustainability and affordability are often intertwined. Weaver thinks the two-cent increase for sustainability implementation is also consistent with stated values included in taking care of what we’ve got. Bradford said she heard consensus about the two-cent tax increase and asked if the board wanted to discuss affordable housing more tonight. Ferguson would like a brief conversation. June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 3 of 29 DRAFT English asked if Ferguson was proposing using part of the tax increase for affordable housing. Ferguson thinks the town needs more than $70,000 a year to keep people in their homes and to make homelessness as brief as possible. She wants one cent or a half cent added specifically for affordable housing. Weaver appreciates Ferguson’s thoughts but feels like it is the eleventh hour and this idea would need to be fleshed out with discussions about bridging the gap with the Orange County Partnership to End Homelessness or by creating more permanent relationship with the county. Ferguson persisted. Hughes said the Town of Pittsboro has an affordable housing ordinance. If the Town of Hillsborough plans to set aside funds for affordable housing, then he thinks it would be helpful for the board to craft a similar sort of ordinance in the future. The board decided to discuss other aspects of the budget. Assistant to the Manager/Deputy Budget Director Jen Della Valle noted some positions were added. She noted the board had passed a resolution on the consent agenda to accept Hillsborough’s allocation of the American Rescue Plan Act funds and will discuss in August how to use the funds. Those funds are not included in this budget at this time. She said an ordinance would be crafted once that has been determined. She noted the merit raises and cost of living allowance for employees had been added to the budget. She invited questions or comments. Weaver asked whether this was the time to talk about water and sewer rates. Weaver noted the town manager provided detailed information about why water and sewer rates are what they are, the thought process behind it, and how we got where we are. She opened up conversation to the board. She said the board had received quite a few emails from folks talking about water rates and the burden of those rates, particularly out-of-town rates. She said the Water and Sewer Advisory Committee is still studying this and is expected to bring recommendations to the board. Hughes said he thinks the Water and Sewer Advisory Committee needs to be a group that is codified in the ordinance with legal authority. He suggested reducing the minimum amount of water usage charged to 2,400 gallons a month and reduce the out-of-town rate increase. Ferguson thinks customers should pay for what they use. She is open to a lower increase for out-of-town customers but wants to reward those who choose to be resident citizens in Hillsborough, who choose to purchase and live in town. She does not want to shift the financial burden to in-town water customers. Peterson said if the board dropped the minimum water usage, the amount would be made up with fund balance or savings. If the board chose to only increase the out-of-town rate by half, that would be a larger sum of funds. The board would have to make a budget amendment during this fiscal year to use fund balance. Bell asked what a 1% decrease would be. June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 4 of 29 DRAFT English said he is supportive of reducing the minimum usage to encourage people to conserve water, and it could be done in stages over years, but five years seems like a long time to drop the minimum usage by 500 gallons. He added that he would like more information about a base rate for residents and users. Peterson said the minimum usage could be dropped by 500 gallons in three years. Lloyd expressed concern about changing the budget at this point. Peterson advised against paying a consultant to establish a base rate because it would have to be recalculated every three to five years at great expense. Large places can afford to pay a consultant to calculate a base rate. Small places have to use an estimate like 2,000 gallons. That’s the most commonly used threshold for minimal usage. Bradford said there are two ordinances in the agenda packet. One is for a revenue neutral budget and the other for a budget with a two-cent tax increase. Bradford checked that the board wished to amend the fee schedule by adjusting the rate down by 125 gallons. Motion: Hughes moved to adopt the budget inclusive of setting the property tax rate at 58.7 cents with 2 cents earmarked for climate, sustainability and comprehensive plan implementation; adopt water and sewer budget setting minimum usage reduced by 125 gallons per month; and approve all project ordinances as presented. Bell seconded. Kimrey called the roll for voting. Vote: 4-1. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: Lloyd. 5. Other business 6. Committee updates and reports 7. Closed session Closed session as authorized by North Carolina General Statute Section 143-318.11 (a)(6) regarding a Personnel Matter Motion: Ferguson moved to enter closed session at 10:04 p.m. Bell seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. 8. Adjournment Motion: Bell moved to adjourn at 10:14 p.m. Hughes seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Respectfully submitted, June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 5 of 29 DRAFT Sarah Kimrey Interim Town Clerk Staff support to the Board of Commissioners June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 6 of 29 DRAFT BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 06/28/2021 TO 06/28/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-00-3900-3900-000 FUND BALANCE APPROPRIATION 06/28/2021 551,313.00 -20,000.00Historic Preservation Grant 20929 1,071,509.89EBRADFORD 06/28/2021 551,313.00 4,500.00To cover yr-end overages 20935 1,076,009.89EBRADFORD 06/28/2021 551,313.00 -18,852.00Yr-end adjustment 20959 1,057,157.89EBRADFORD 06/28/2021 551,313.00 -17,444.00Yr-end adjustment 20964 1,039,713.89EBRADFORD 06/28/2021 551,313.00 -79,211.00Yr-end adjustment 20969 960,502.89EBRADFORD 06/28/2021 551,313.00 5,000.00Yr-end adjustment 20982 965,502.89EBRADFORD 06/28/2021 551,313.00 48,259.00To cover Downtown Access Improv 20999 1,013,761.89EBRADFORD 10-10-3300-3310-005 GRANT - HISTORIC PRESERVATION 06/28/2021 0.00 20,000.00Historic Preservation Grant 20928 20,000.00EBRADFORD 10-10-4100-5100-031 SALARIES - MAYOR 06/28/2021 8,400.00 50.00To cover yr-end overages 20953 8,450.00EBRADFORD 10-10-4100-5110-010 SALARIES - COMMISSIONERS 06/28/2021 36,000.00 200.00To cover yr-end overages 20954 36,200.00EBRADFORD 10-10-4100-5125-061 LIFE INSURANCE 06/28/2021 274.00 5.00To cover yr-end overages 20955 279.00EBRADFORD 10-10-4100-5300-040 AUDIT FEES 06/28/2021 75,500.00 -255.00To cover yr-end overages 20956 107,145.00EBRADFORD 10-10-4100-5500-970 SERVICE CHARGE - W&S FUND 06/28/2021 -138,952.00 -18,127.00Adj to actual 20957 -157,079.00EBRADFORD 10-10-4100-5500-980 SERVICE CHARGE - STORMWATER FUND 06/28/2021 -5,558.00 -725.00Adj to actual 20958 -6,283.00EBRADFORD 10-10-4200-5100-010 OVERTIME COMPENSATION 06/28/2021 1,000.00 110.00Yr-end adjustment 20960 2,110.00EBRADFORD 10-10-4200-5100-020 SALARIES 06/28/2021 753,180.00 -110.00Yr-end adjustment 20961 747,340.00EBRADFORD 10-10-4200-5500-970 SERVICE CHARGE - W&S FUND 06/28/2021 -794,099.00 -16,773.00Yr-end adjustment 20962 -810,872.00EBRADFORD 10-10-4200-5500-980 SERVICE CHARGE - STORMWATER FUND 06/28/2021 -31,764.00 -671.00Yr-end adjustment 20963 -32,435.00EBRADFORD 10-10-4400-5125-060 HOSPITALIZATION 06/28/2021 50,392.00 -3,000.00Yr-end adjustment 20965 47,392.00EBRADFORD 10-10-4400-5300-487 TAX COLLECTION 06/28/2021 39,000.00 3,000.00Yr-end adjustment 20966 42,000.00EBRADFORD 10-10-4400-5500-970 SERVICE CHARGE - W&S FUND 06/28/2021 -271,260.00 -76,164.00Yr-end adjustment 20967 -347,424.00EBRADFORD 10-10-4400-5500-980 SERVICE CHARGE - STORMWATER FUND 06/28/2021 -10,850.00 -3,047.00Yr-end adjustment 20968 -13,897.00EBRADFORD 10-10-6300-5300-154 MAINTENANCE - GROUNDS 06/28/2021 209,184.00 -2,000.00To cover tree removal 20991 204,184.00EBRADFORD 10-10-6300-5300-156 MAINTENANCE - TREES 06/28/2021 16,200.00 2,000.00To cover tree removal 20992 30,200.00EBRADFORD 10-10-6610-5300-338 SUPPLIES - DATA PROCESSING EBRADFORD 11:14:03PM06/24/2021 fl142r03 Page 1 of 3 GF- Revenue GF- Revenue Governing Body Governing Body Governing Body Governing Body Governing Body Governing Body Admin. 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Accounting Accounting Accounting Accounting Public Space Public Space IT June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 7 of 29 DRAFT BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 06/28/2021 TO 06/28/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 06/28/2021 23,500.00 7,000.00To cover yr-end overages 20952 30,500.00EBRADFORD 10-10-6610-5700-742 CAPITAL - DATA PROCESSING 06/28/2021 7,000.00 -7,000.00To cover yr-end overages 20951 0.00EBRADFORD 10-30-5600-5300-165 MAINTENANCE - INFRASTRUCTURE 06/28/2021 0.00 48,259.00To cover Downtown Access Improv 20998 61,759.00EBRADFORD 10-60-6900-5300-130 UTILITIES 06/28/2021 4,840.00 2,000.00To cover yr-end overages 20933 6,840.00EBRADFORD 10-60-6900-5300-475 C.S./UTILITY ANALYSIS 06/28/2021 0.00 2,500.00To cover yr-end overages 20934 10,122.00EBRADFORD 06/28/2021 0.00 5,000.00Yr-end adjustment 20981 15,122.00EBRADFORD 30-00-3850-3850-000 INTEREST EARNED 06/28/2021 10,000.00 -9,639.00Adj to actual 21000 361.00JDELLAVALL 30-80-3500-3528-000 ENGINEERING REVIEW FEES 06/28/2021 1,000.00 9,639.00Adj to actual 21001 10,639.00JDELLAVALL 30-80-3900-3900-000 FUND BALANCE APPROPRIATED 06/28/2021 547,312.00 5,000.00Yr-end adjustment 20980 824,537.87EBRADFORD 30-80-7200-5300-475 C.S./UTILITY ANALYSIS 06/28/2021 20,000.00 5,000.00Yr-end adjustment 20979 29,095.41EBRADFORD 30-80-7220-5100-020 SALARIES 06/28/2021 305,578.00 20,000.00To cover yr-end overages 20972 322,578.00JDELLAVALL 30-80-7220-5300-570 MISCELLANEOUS 06/28/2021 600.00 14,000.00To cover miscellaneous yr-end overages 20978 14,600.00JDELLAVALL 30-80-7240-5300-570 MISCELLANEOUS 06/28/2021 1,000.00 25,000.00To cover miscellaneous yr-end overages 20974 26,044.00JDELLAVALL 30-80-8130-5300-570 MISCELLANOUS 06/28/2021 2,600.00 5,000.00To cover miscellaneous yr-end overages 20976 7,600.00JDELLAVALL 30-80-8140-5100-020 SALARIES 06/28/2021 314,813.00 -10,000.00To cover yr-end overages 20970 357,813.00JDELLAVALL 30-80-8200-5100-020 SALARIES 06/28/2021 314,813.00 -10,000.00To cover yr-end overages 20971 329,813.00JDELLAVALL 30-80-9990-5300-000 CONTINGENCY 06/28/2021 300,000.00 -25,000.00To cover miscellaneous yr-end overages 20973 19,688.00JDELLAVALL 06/28/2021 300,000.00 -5,000.00To cover miscellaneous yr-end overages 20975 14,688.00JDELLAVALL 06/28/2021 300,000.00 -14,000.00To cover miscellaneous yr-end overages 20977 688.00JDELLAVALL 35-30-5900-5100-020 SALARIES 06/28/2021 190,366.00 2,000.00To cover yr-end overages 20984 192,366.00JDELLAVALL 35-30-5900-5125-060 HOSPITALIZATION 06/28/2021 30,235.00 1,000.00To cover yr-end overages 20986 31,235.00JDELLAVALL 35-30-5900-5125-061 LIFE/DISABILITY/VISION 06/28/2021 1,309.00 50.00To cover yr-end overages 20987 1,359.00JDELLAVALL 35-30-5900-5127-071 401(K) RETIREMENT SUPPLEMENT 06/28/2021 9,593.00 500.00To cover yr-end overages 20988 10,093.00JDELLAVALL 35-30-5900-5300-080 TRAINING/CONF./CONV. EBRADFORD 11:14:03PM06/24/2021 fl142r03 Page 2 of 3 IT Streets Special Approp. Special Approp. W&S Revenue W&S Revenue W&S Revenue Admin of Enterprise Utilities Admin. Utilities Admin. Billing & Coll. WFER Water Distribution WW Collection W&S Contingency Stormwater Stormwater Stormwater Stormwater June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 8 of 29 DRAFT BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 06/28/2021 TO 06/28/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 06/28/2021 2,500.00 -1,550.00To cover yr-end overages 20985 950.00JDELLAVALL 35-30-5900-5300-154 MAINTENANCE - GROUNDS 06/28/2021 16,384.00 -2,000.00To cover yr-end overages 20983 14,384.00JDELLAVALL 35-30-5900-5300-570 MISCELLANEOUS 06/28/2021 2,000.00 15,000.00To cover miscellaneous yr-end overages 20990 16,053.00JDELLAVALL 35-80-3500-3500-000 STORMWATER PLAN REVIEW FEE 06/28/2021 1,000.00 -750.00Adj to actual 20993 250.00JDELLAVALL 35-80-3500-3505-103 STORMWATER CHARGES 2019 06/28/2021 6,500.00 -2,279.00Adj to actual 20994 4,221.00JDELLAVALL 35-80-3500-3505-104 STORMWATER CHARGES 2020 06/28/2021 610,000.00 3,029.00Adj to actual 20995 660,857.00JDELLAVALL 06/28/2021 610,000.00 30,597.00Adj to actual 20997 691,454.00JDELLAVALL 35-80-3900-3900-000 FUND BALANCE APPROPRIATED 06/28/2021 40,798.00 15,000.00To cover miscellaneous yr-end overages 20989 55,798.00JDELLAVALL 06/28/2021 40,798.00 -30,597.00Adj to actual 20996 25,201.00JDELLAVALL 70-71-6900-5970-920 TRANSFER TO WATER & SEWER FUND 06/28/2021 7,863,219.00 3,760.57To cover Water Tank debt service 20949 3,760.57EBRADFORD 70-80-6900-5700-732 CAPITAL IMPROV. - WATER TOWER 06/28/2021 3,760.57 -3,760.57To cover Water Tank debt service 20950 0.00EBRADFORD 72-00-5100-3301-027 RESTRCITED REV-CHRISTMAS TOY DRIVE 06/28/2021 359.00 80.00Adj to actual 20943 2,299.00EBRADFORD 72-00-5100-3301-052 RESTRICTED REV-ABC BOARD GRANT 06/28/2021 20,000.00 5,250.00Adj to actual 20947 13,657.85EBRADFORD 72-00-5110-3301-003 RESTRICTED REV- K-9 DONATION 06/28/2021 5,787.58 250.00Adj to actual 20946 3,100.85EBRADFORD 72-20-5100-5300-052 ABC BOARD EXPENDITURES 06/28/2021 6,330.00 5,250.00Adj to actual 20948 13,657.85EBRADFORD 72-20-5100-5300-357 CHRISTMAS TOY DRIVE EXPENDITURES 06/28/2021 359.00 80.00Adj to actual 20944 2,299.00EBRADFORD 72-20-5110-5300-328 K-9 DONATION SUPPLIES 06/28/2021 5,787.58 250.00Adj to actual 20945 3,100.85EBRADFORD -64,336.00 EBRADFORD 11:14:03PM06/24/2021 fl142r03 Page 3 of 3 Stormwater Stormwater Stormwater Stormwater Revenue Stormwater Revenue Stormwater Revenue Stormwater Revenue W&S CRF W&S CRF Gen. Rest. Revenue Gen. Rest. Revenue Gen. Rest. Revenue Gen. Rest. Revenue Gen. Rest. Revenue Gen. Rest. Revenue APPROVED: 5/0 DATE: 6/28/21 VERIFIED: ___________________________________ June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 9 of 29 DRAFT BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 06/29/2021 TO 06/29/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-00-3200-3100-000 OCCUPANCY TAX 06/29/2021 27,000.00 -22,000.00Yr-end adjustment 21046 60,000.00EBRADFORD 10-00-3900-3900-000 FUND BALANCE APPROPRIATION 06/29/2021 551,313.00 20,000.00To cover yr-end overages 21011 1,033,761.89EBRADFORD 06/29/2021 551,313.00 5,000.00To cover yr-end overages 21013 1,038,761.89EBRADFORD 06/29/2021 551,313.00 -2,730.00To cover yr-end overages 21016 1,036,031.89EBRADFORD 06/29/2021 551,313.00 5,000.00To cover yr-end overages 21018 1,041,031.89EBRADFORD 06/29/2021 551,313.00 -10,189.00To cover yr-end overages 21021 1,030,842.89EBRADFORD 06/29/2021 551,313.00 -9,886.00To cover yr-end overages 21024 1,020,956.89EBRADFORD 06/29/2021 551,313.00 10,000.00To cover yr-end overages 21026 1,030,956.89EBRADFORD 06/29/2021 551,313.00 20,000.00To cover yr-end overages 21028 1,050,956.89EBRADFORD 06/29/2021 551,313.00 10,000.00To cover yr-end overages 21030 1,060,956.89EBRADFORD 06/29/2021 551,313.00 -210,000.00To reverse duplicate amendment 21032 850,956.89EBRADFORD 06/29/2021 551,313.00 17,004.00To cover yr-end overages 21040 867,960.89EBRADFORD 06/29/2021 551,313.00 168,000.00To cover yr-end overages 21043 1,035,960.89EBRADFORD 06/29/2021 551,313.00 10,000.00To cover yr-end overages 21045 1,045,960.89EBRADFORD 06/29/2021 551,313.00 22,000.00Yr-end adjustment 21047 1,067,960.89EBRADFORD 06/29/2021 551,313.00 10,000.00To cover yr-end overages 21049 1,077,960.89EBRADFORD 10-10-4900-5100-020 SALARIES 06/29/2021 259,697.00 20,000.00To cover yr-end overages 21010 287,000.00EBRADFORD 10-10-5000-5300-130 UTILITIES 06/29/2021 20,020.00 5,000.00To cover yr-end overages 21012 25,020.00EBRADFORD 10-10-5000-5500-970 SERVICE CHARGE - W&S FUND 06/29/2021 -59,508.00 -1,716.00To cover yr-end overages 21014 -61,224.00EBRADFORD 10-10-5000-5500-980 SERVICE CHARGE - STORMWATER FUND 06/29/2021 -35,164.00 -1,014.00To cover yr-end overages 21015 -36,178.00EBRADFORD 10-10-6300-5300-110 TELEPHONE/INTERNET 06/29/2021 1,320.00 5,000.00To cover yr-end overages 21017 6,706.00EBRADFORD 10-10-6600-5500-970 SERVICE CHARGE - W&S FUND 06/29/2021 -93,090.00 -9,798.00To cover yr-end overages 21019 -102,888.00EBRADFORD 10-10-6600-5500-980 SERVICE CHARGE - STORMWATER FUND 06/29/2021 -3,724.00 -391.00To cover yr-end overages 21020 -4,115.00EBRADFORD 10-10-6610-5500-970 SERVICE CHARGE - W&S FUND 06/29/2021 -271,256.00 -9,506.00To cover yr-end overages 21022 -280,762.00EBRADFORD 10-10-6610-5500-980 SERVICE CHARGE - STORMWATER FUND 06/29/2021 -10,850.00 -380.00To cover yr-end overages 21023 -11,230.00EBRADFORD 10-20-5100-5100-020 SALARIES 06/29/2021 362,138.00 10,000.00To cover yr-end overages 21025 397,138.00EBRADFORD 10-20-5110-5100-020 SALARIES 06/29/2021 1,081,188.00 20,000.00To cover yr-end overages 21027 1,125,502.00EBRADFORD 06/29/2021 1,081,188.00 10,000.00To cover yr-end overages 21029 1,135,502.00EBRADFORD 10-20-5350-5300-570 MISCELLANEOUS 06/29/2021 0.00 -210,000.00To reverse duplicate amendment 21031 0.00EBRADFORD 10-30-5600-5300-154 MAINTENANCE - GROUNDS EBRADFORD 5:15:25PM06/28/2021 fl142r03 Page 1 of 3 GF- Revenue GF- Revenue Planning Town Hall Campus Town Hall Campus Town Hall Campus Public Space Safety & Risk Mgmt Safety & Risk Mgmt IT IT Police- Admin. Police- Patrol Fire Protection Streets June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 10 of 29 DRAFT BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 06/29/2021 TO 06/29/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 06/29/2021 0.00 -4,100.00To cover yr-end overages 21036 5,900.00EBRADFORD 10-30-5600-5500-980 SERVICE CHARGE - STORMWATER FUND 06/29/2021 0.00 100,000.00Expense moved to Stormwater CPF 21033 0.00EBRADFORD 10-30-5600-5700-729 CAPITAL - INFRASTRUCTURE 06/29/2021 166,263.00 4,100.00To cover yr-end overages 21035 24,136.00EBRADFORD 10-30-5800-5100-020 SALARIES 06/29/2021 151,945.00 15,000.00To cover yr-end overages 21037 188,945.00EBRADFORD 06/29/2021 151,945.00 10,000.00To cover yr-end overages 21048 198,945.00EBRADFORD 10-30-5800-5125-062 DENTAL INSURANCE 06/29/2021 935.00 4.00To cover yr-end overages 21038 939.00EBRADFORD 10-30-5800-5300-130 UTILITIES 06/29/2021 2,860.00 2,000.00To cover yr-end overages 21039 4,860.00EBRADFORD 10-50-6250-5300-001 PAYMENTS - TOURISM BOARD 06/29/2021 300,000.00 100,000.00To cover yr-end overages 21041 400,000.00EBRADFORD 10-50-6250-5300-002 PAYMENTS - TDA 06/29/2021 27,000.00 68,000.00To cover yr-end overages 21042 150,000.00EBRADFORD 10-60-6900-5300-570 MISCELLANEOUS 06/29/2021 85,000.00 10,000.00To cover yr-end overages 21044 180,849.00EBRADFORD 10-71-5600-5982-002 TRANSFER TO GEN CAP IMPROV FUND 06/29/2021 0.00 -100,000.00Expense moved to Stormwater CPF 21034 149,263.00EBRADFORD 30-71-5972-5972-002 TRANSFER TO WATER SDF RESERVE FUND 06/29/2021 0.00 246,264.00Yr-end adjustment 21060 500,000.00EBRADFORD 30-71-5972-5972-003 TRANSFER TO SEWER SDF RESERVE FUND 06/29/2021 0.00 300,015.00Yr-end adjustment 21061 500,000.00EBRADFORD 30-80-3500-3523-002 WATER SYSTEM DEVELOPMENT FEES 06/29/2021 0.00 246,264.00Yr-end adjustment 21058 500,000.00EBRADFORD 30-80-3500-3525-002 SEWER SYSTEM DEVELOPMENT FEES 06/29/2021 0.00 300,015.00Yr-end adjustment 21059 500,000.00EBRADFORD 30-80-3900-3900-000 FUND BALANCE APPROPRIATED 06/29/2021 547,312.00 132,084.00Yr-end adjustment 21057 956,621.87EBRADFORD 30-80-7200-5350-610 SERVICE CHARGE - GOVERNING BODY 06/29/2021 138,952.00 20,127.00Yr-end adjustment 21050 157,079.00EBRADFORD 30-80-7200-5350-611 SERVICE CHARGE - ADMINISTRATION 06/29/2021 794,099.00 27,773.00Yr-end adjustment 21051 810,872.00EBRADFORD 30-80-7200-5350-612 SERVICE CHARGE - ACCOUNTING 06/29/2021 271,260.00 80,164.00Yr-end adjustment 21052 347,424.00EBRADFORD 30-80-7200-5350-613 SERVICE CHARGE - FLEET MAINTENANCE 06/29/2021 205,609.00 -2,000.00Yr-end adjustment 21054 205,609.00EBRADFORD 30-80-7200-5350-614 SERVICE CHARGE - TOWN HALL CAMPUS 06/29/2021 59,508.00 1,716.00Yr-end adjustment 21053 61,224.00EBRADFORD 30-80-7200-5350-615 SERVICE CHARGE - SAFETY & RISK MGMT 06/29/2021 93,090.00 5,798.00Yr-end adjustment 21055 102,888.00EBRADFORD 30-80-7200-5350-616 SERVICE CHARGE-INFORMATION SERVICES EBRADFORD 5:15:25PM06/28/2021 fl142r03 Page 2 of 3 Streets Streets Solid Waste Solid Waste Solid Waste Economic Development Economic Development Special Appropriations Streets Admin. of Enterprise Admin. of Enterprise WSF- Revnue WSF- Revenue WSF- Revenue Admin of Enterprise Admin of Enterprise Admin of Enterprise Admin of Enterprise Admin of Enterprise Admin of Enterprise Admin of Enterprise June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 11 of 29 DRAFT BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 06/29/2021 TO 06/29/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 06/29/2021 271,256.00 -1,494.00Yr-end adjustment 21056 280,762.00EBRADFORD 35-30-5900-5350-610 SERVICE CHARGE - GOVERNING BODY 06/29/2021 5,558.00 725.00Yr-end adjustment 21062 6,283.00EBRADFORD 35-30-5900-5350-611 SERVICE CHARGE - ADMINISTRATION 06/29/2021 31,764.00 671.00Yr-end adjustment 21063 32,435.00EBRADFORD 35-30-5900-5350-612 SERVICE CHARGE - ACCOUNTING 06/29/2021 10,850.00 3,047.00Yr-end adjustment 21064 13,897.00EBRADFORD 35-30-5900-5350-614 SERVICE CHARGE - TOWN HALL CAMPUS 06/29/2021 35,164.00 1,014.00Yr-end adjustment 21065 36,178.00EBRADFORD 35-30-5900-5350-615 SERVICE CHARGE - SAFETY & RISK MGMT 06/29/2021 3,724.00 391.00Yr-end adjustment 21066 4,115.00EBRADFORD 35-30-5900-5350-616 SERVICE CHARGE-INFORMATION SERVICES 06/29/2021 10,850.00 380.00Yr-end adjustment 21067 11,230.00EBRADFORD 35-30-5900-5350-617 SERVICE CHARGE - STREETS 06/29/2021 0.00 -100,000.00Move stormwater work to Stormwater CP 21071 0.00EBRADFORD 35-71-5900-3592-010 TRANSFER TO STORMWATER CPF 06/29/2021 0.00 100,000.00Move stormwater work to Stormwater CP 21070 100,000.00EBRADFORD 35-80-3900-3900-000 FUND BALANCE APPROPRIATED 06/29/2021 40,798.00 6,228.00Yr-end adjustment 21068 31,429.00EBRADFORD 45-30-5600-5700-045 DESIGN 06/29/2021 3,172.50 -3,172.50Close out project fund 21073 0.00EBRADFORD 45-30-5600-5700-719 CONSTRUCTION ADMINISTRATION 06/29/2021 111,093.16 -111,093.16Close out project fund 21074 0.00EBRADFORD 45-30-5600-5700-720 CONSTRUCTION 06/29/2021 900,285.34 -900,285.34Close out project fund 21075 0.00EBRADFORD 45-70-3700-3700-400 GRANT REVENUE-STATE-NCDOT 06/29/2021 245,000.00 -245,000.00Close out project fund 21076 0.00EBRADFORD 45-70-3700-3700-401 GRANT REVENUE-FEDERAL-STP-BG-20%MAT 06/29/2021 366,000.00 -366,000.00Close out project fund 21077 0.00EBRADFORD 45-70-3700-3700-410 STATE CONTINGENCY 06/29/2021 120,000.00 -120,000.00Close out project fund 21078 0.00EBRADFORD 45-71-3870-3870-100 TRANSFER FROM GENERAL FUND 06/29/2021 283,551.00 -283,551.00Close out project fund 21079 0.00EBRADFORD 66-00-3850-3850-000 INTEREST EARNED 06/29/2021 210,731.01 3,062.25Adj to actual 21080 213,793.26EBRADFORD 66-80-8130-5700-570 MISCELLANEOUS 06/29/2021 398,670.58 3,062.25Adj to actual 21081 401,732.83EBRADFORD -569,397.50 EBRADFORD 5:15:25PM06/28/2021 fl142r03 Page 3 of 3 Stormwater Stormwater Stormwater Stormwater Stormwater Stormwater Stormwater Stormwater Stormwater Downtwn Access Improv Downtown Access Improv Downtown Access Improv Downtwn Access Improv Downtwn Access Improv Downtwn Access Improv Downtwn Access Improv WFER- PH II WFER- PH II APPROVED: 5/0 DATE: 6/28/21 VERIFIED: ___________________________________ June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 12 of 29 DRAFT BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 06/30/2021 TO 06/30/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 75-71-3870-3870-156 TRAN FR W/S US BUS 70 WTR PHASE I 06/30/2021 299,741.50 -175,000.00To fund WFER Ph II debt pymts 21084 429,997.50EBRADFORD 75-71-3870-3870-157 TRAN FR W/S - WFER PH II DEBT PYMTS 06/30/2021 0.00 175,000.00To fund WFER Ph II debt pymts 21085 175,000.00EBRADFORD 75-71-6900-5970-928 TRAN TO UTL CAP IMP-US 70 PHASE I 06/30/2021 299,741.50 -175,000.00To fund WFER Ph II debt pymts 21086 429,997.50EBRADFORD 75-71-6900-5970-950 TRAN TO WSF - WFER PH II DEBT PYMTS 06/30/2021 0.00 175,000.00To fund WFER Ph II debt pymts 21087 175,000.00EBRADFORD 0.00 EBRADFORD 6:08:46PM06/28/2021 fl142r03 Page 1 of 1 Water SDFs Water SDFs Water SDFs Water SDFs APPROVED: 5/0 DATE: 6/28/21 VERIFIED: ___________________________________ June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 13 of 29 DRAFT 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 planning staff to amend the Town of Hillsborough Unified Development Ordinance as follows (insert general description of proposed amendment): amend Section 9.2 of the Unified Development Ordinance to update language related to stormwater management to be consistent with state requirements 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): These amendments are processed to have the Unified Development Ordinance in compliance with updates and terminology changes required by the state. Adopted by the Town of Hillsborough Board of Commissioners this 28th day of June, 2021. _____________ _________ Sarah E. Kimrey, Interim Town Clerk June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 14 of 29 DRAFT AN ORDINANCE AMENDING THE UNIFIED DEVELOPMENT ORDINANCE OF THE TOWN OF HILLSBOROUGH THE BOARD OF COMMISSIONERS OF THE TOWN OF HILLSBOROUGH ORDAINS: Section 1. The Unified Development Ordinance Section 9.2, Definitions, is hereby amended to delete the following terms and definitions: Development Engineered Stormwater Control High Density Project Low Density Project Section 2. The definition of BMP is here by amended to read as follows: Best Management Practice, was commonly used in stormwater management, but now the preferred term is SCM which stands for stormwater control measure. Section 3. The definition of Built-upon Area is here by amended to add the following as items that do not meet the definition: a surface of number 57 stone, as designated by the American Society for Testing and Materials, laid at least four inches thick over a geotextile fabric; a trail as defined in G.S. 113A-85 that is either unpaved or paved as long as the pavement is porous with a hydraulic conductivity greater than 0.001 centimeters per second (1.41 inches per hour); or landscaping material, including, but not limited to, gravel, mulch, sand, and vegetation, placed on areas that receive pedestrian or bicycle traffic or on portions of driveways and parking areas that will not be compacted by the weight of a vehicle, such as the area between sections of pavement that support the weight of a vehicle. Section 4. The term Stormwater Control Measure is hereby added with the following definition: Stormwater Control Measure A physical device designed to trap, settle out, or filter pollutants from stormwater runoff; to alter or reduce stormwater runoff velocity, amount, timing, or other characteristics; to approximate the pre- development hydrology on a developed site; or to achieve any combination of these goals. Stormwater control measures includes physical practices such as constructed wetlands, vegetative practices, filter strips, grassed swales, and other methods installed or created on real property. “Engineered stormwater control” is synonymous with “structural practice,” “stormwater control facility,” “stormwater control practice,” “stormwater treatment practice,” stormwater management practice,” “stormwater control measures,” “structural stormwater treatment systems,” and similar terms used in this ordinance. It is a broad term that may include practices that do not require design by a professionally licensed engineer. Section 5. The definition of Stormwater Design Manuel is amended to correct the state regulatory department to be the Department of Environmental Quality. June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 15 of 29 DRAFT Section 6. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 7. This ordinance shall become effective upon adoption. The foregoing ordinance having been submitted to a vote, received the following vote and was duly adopted this 28th day of June, 2021. Ayes: 5 Noes: 0 Absent or Excused: 0 Sarah E. Kimrey, Interim Town Clerk June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 16 of 29 DRAFT Ordinance #20210628-3.G June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 17 of 29 DRAFT June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 18 of 29 DRAFT BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2020-2021 DATES: 06/28/2021 TO 06/28/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 60-11-3870-3870-404 TRANSFER FROM GF-VALLEY FORGE 06/28/2021 80,000.00 -100,000.00To transf budget to SW Cap Improv Fund 21004 229,263.00EBRADFORD 60-11-5600-5700-727 VALLEY FORGE RD INFRASTRUCTURE 06/28/2021 80,000.00 -100,000.00To transf budget to SW Cap Improv Fund 21005 493,000.00EBRADFORD 61-11-3870-3870-601 TRANSFER FROM SWF - VALLEY FORGE RD 06/28/2021 0.00 100,000.00To transf budget from Gen Cap Improv Fu 21002 100,000.00EBRADFORD 61-11-5900-5700-727 VALLEY FORGE RD INFRASTRUCTURE 06/28/2021 0.00 100,000.00To transf budget from Gen Cap Improv Fu 21003 100,000.00EBRADFORD 0.00 EBRADFORD 10:54:01PM06/24/2021 fl142r03 Page 1 of 1 Gen Cap Improv Fund Gen Cap Improv Fund Stormwater Cap Improv Fund Stormwater Cap Improv Fund APPROVED: 5/0 DATE: 6/28/21 VERIFIED: ___________________________________ June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 19 of 29 DRAFT Resolution #20210628-3.I June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 20 of 29 DRAFT Resolution #20210628-3.J June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 21 of 29 DRAFT Resolution #20210628-3.J June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 22 of 29 DRAFT BUDGET ORDINANCE FISCAL VEAR 2021-22 BUDGET ORDINANCE TOWN OF HILLSBOROUGH Be it ordained by the Board of Commissioners of the Town of Hillsborough, North Carolina: SECTION I. GENERAL FUND: It is estimated that the following revenues will be available in the General Fund for the fiscal year beginning July 1, 2021 and ending June 30, 2022: Current & Prior Year Property Taxes Local Option Sales Tax Licenses, Permits and Fees Intergovernmental Revenue Other Investment Earnings Transfers Debt Issuance Proceeds Fund Balance Appropriation $8,733,000 1,774,500 110,600 1,342,000 64,920 2,000 60,000 974,000 280,311 $ 13,341,331 The following amounts are hereby appropriated in the General Fund for the operation of the Town Government and its activities for the fiscal year beginning July 1, 2021 and ending June 30, 2022 in accordance with the Chart of Accounts heretofore established for the Town of Hillsborough: Governing Body Administration Accounting Planning Town Hall Campus Public Space Safety & Risk Management Information Services Police Fire Protection Fleet Maintenance Streets Solid Waste Cemetery Economic Development Special Appropriations Contingency SECTION II. WATER & SEWER FUND: $ 143,533 804,129 291,216 567,410 196,216 1,168,707 113,906 473,179 3,628,533 1,561,275 367,100 1,302,382 1,271,307 11,100 512,168 529,170 400,000 $13,341,331 It is estimated that the following revenues will be available in the Water and Sewer Fund for the fiscal year beginning July 1, 2021 and ending June 30, 2022: Licenses, Permits, and Fees $10,522,500 Other Investment Earnings Transfers Retained Earnings Appropriated 10,000 520 230,000 728,039 $11,491,059 The following amounts are hereby appropriated in the Water and Sewer Fund for the operation of the water and sewer utilities for the fiscal year beginning July 1, 2021, and ending June 30, 2022 in accordance, with the Chart of Accounts heretofore established for the Town of Hillsborough: Administration of Enterprise Utilities Administration Billing & Collections Water Treatment Plant West Fork Eno Reservoir Water Distribution Wastewater Collection Wastewater Treatment Plant Contingency SECTION Ill.ST0RMWATER FUND: $ 2,373,125 568,492 773,450 1,223,249 898,629 1,231,191 1,794,697 2,228,226 400,000 $11;491'.059 It is estimated that the following revenues will be available in the Stormwater Fund for the fiscal year beginning July 1, 2021 and ending June 30, 2022: Licenses, Permits, and Fees $ 696;500 $ 696,500 The following amounts are her,eby appropriated in the Stormwater Fund for the operation of the stormwater utilities for the fiscal year beginning July 1, 2021, and ending June 30, 2022 in accordance with the Chart of Accounts heretofore estabUshed for the Town of Hillsborough: Storm water S 696,500 $ 696,500 SECTION IV. SPECIAL ASSESSMENT DISTRICT: Revenues totaling $607,025 are hereby approved for the following line-items: Special Assessment Taxes Collected i 607,025 $ 607,025 A total of $607,025 is hereby authorized to be expended from Special Assessment District: Payments -Regions Bank $ 607,025 $ 607,025 Ordinance #20210628-4.C June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 23 of 29 DRAFT Ordinance #20210628-4.C June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 24 of 29 DRAFT Ordinance #20210628-4.C June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 25 of 29 DRAFT Ordinance #20210628-4.C June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 26 of 29 DRAFT Ordinance #20210628-4.C June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 27 of 29 DRAFT Ordinance #20210628-4.C June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 28 of 29 DRAFT Ordinance #20210628-4.C June 28, 2021 Board of Commissioners Work Session Approved: ____________________ Page 29 of 29 DRAFT AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Administration Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Emily Bradford, Budget Director ITEM TO BE CONSIDERED Subject: Miscellaneous budget amendments and transfers Attachments: Budget Changes Detail Report 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 and issue summary: N/A Financial impacts: As indicated by each budget amendment. Staff recommendation and comments: To approve the attached list of budget amendments. For clerk’s use AGENDA ITEM: 5.B Consent agenda Regular agenda Closed session BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2021-2022 DATES: 08/09/2021 TO 08/09/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-00-9990-5300-000 CONTINGENCY 08/09/2021 400,000.00 -8,000.00To cover cost of TJCOG grant program as 23958 392,000.00JDELLAVALL 08/09/2021 400,000.00 -4,000.00To cover increased truck costs 23966 388,000.00EBRADFORD 08/09/2021 400,000.00 -5,700.00To repair boom mower 23978 382,300.00EBRADFORD 08/09/2021 400,000.00 -6,000.00To cover generator rental at NC86 23980 376,300.00EBRADFORD 08/09/2021 400,000.00 -27,000.00To cover PD facility rental 23982 349,300.00EBRADFORD 08/09/2021 400,000.00 27,000.00Reverse amendment 23983 376,300.00EBRADFORD 10-10-4200-5300-570 MISCELLANEOUS 08/09/2021 40,448.00 8,000.00To cover cost of TJCOG grant program as 23959 48,448.00JDELLAVALL 10-20-5100-5300-572 RENTAL - BUILDING 08/09/2021 0.00 27,000.00To cover PD facility rental 23981 27,000.00EBRADFORD 08/09/2021 0.00 -27,000.00Reverse amendment 23984 0.00EBRADFORD 10-30-5550-5300-170 VEHICLE REPAIR - STREETS 08/09/2021 24,000.00 5,700.00To repair boom mower 23977 29,700.00EBRADFORD 10-30-5550-5300-351 RENTAL - EQUIPMENT 08/09/2021 0.00 6,000.00To cover generator rental at NC86 23979 6,000.00EBRADFORD 10-30-5600-5700-740 CAPITAL - VEHICLES 08/09/2021 181,000.00 2,000.00To cover increased truck costs 23964 183,000.00EBRADFORD 10-30-5800-5700-740 CAPITAL - VEHICLES 08/09/2021 720,000.00 2,000.00To cover increased truck costs 23965 722,000.00EBRADFORD 30-80-8140-5300-351 RENTAL - EQUIPMENT 08/09/2021 8,000.00 -4,497.00To cover rock hammer attachment 23960 3,503.00EBRADFORD 30-80-8140-5700-741 CAPITAL - EQUIPMENT 08/09/2021 0.00 4,497.00To cover rock hammer attachment 23961 4,497.00EBRADFORD 30-80-8200-5300-351 RENTAL - EQUIPMENT 08/09/2021 9,200.00 -4,497.00To cover rock hammer attachment 23963 4,703.00EBRADFORD 30-80-8200-5700-741 CAPITAL - EQUIPMENT 08/09/2021 0.00 4,497.00To cover rock hammer attachment 23962 4,497.00EBRADFORD 0.00 EBRADFORD 1:33:57PM08/04/2021 fl142r03 Page 1 of 1 GF- Contingency Administration Police Fleet Maintenance Fleet Maintenance Streets Solid Waste Water Distribution Water Distribution WW Collection WW Collection AGENDA ABSTRACT: Carolina Tarwheels Special Event Permit 2021 | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Planning Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Shannan Campbell, Planning and Economic Development Manager ITEM TO BE CONSIDERED Subject: Special Event Permit Request – Carolina Tarwheels BikeFest 2021 Attachments: Special Event Permit Application and Materials Brief summary: The Carolina Tarwheels is planning on holding its annual BikeFest this year after canceling in 2020 due to COVID-19 challenges. The event is outdoors, and participants will be spaced according to current public health guidelines in place at the time of the event. Action requested: Approve, approve with conditions, or deny permit application including road closure on Margaret Lane and HPD assistance at the beginning of the race to get event goers riding out of town. ISSUE OVERVIEW Background information and issue summary: None Financial impacts: Minimal Staff recommendation and comments: Staff recommends approval. The event has always been successful with minimal impacts to residents or public services. For clerk’s use AGENDA ITEM: 5.C Consent agenda Regular agenda Closed session x x x x x No comments received. Some clarifying questions from HPD asked on how to get cyclists out of town. Town Board 8/9 Hillsborough PIO for news release SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 06/30/2021 American Specialty Insurance & Risk Services, Inc. 7609 W. Jefferson Blvd., Suite 100 Fort Wayne IN 46804 League of American Wheelmen dba League of American Bicyclists 1612 K Street NW, Suite 1102 Washington DC 20006 Arch Insurance Company 11150 1001878506 A CLUB Y SBCGL0054504 02/01/2021 02/01/2022 1,000,000 1,000,000 Excluded 1,000,000 5,000,000 5,000,000 - Coverage applies to CAROLINA TARWHEELS, 213 GREENWAY LNDG, CHAPEL HILL, NC 27516. Linda Charles for Carolina Tarwheels Third Party: Town of Hillsborough 101 East Orange Street Hillsborough NC 27278 - The Certificate Holder shall be an Additional Insured, but only with respect to the operations of the Named Insured, and subject to the provisions and limitations of Form CG 2026 Additional Insured - Designated Person or Organization, but only with respect to BIKEFEST 2021 on October 23, 2021. AGENDA ABSTRACT: Oeno on the Eno Wine Walk Special Event Permit 2021 | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Planning Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Shannan Campbell, Planning and Economic Development Manager ITEM TO BE CONSIDERED Subject: Special Event Permit Request – Oeno on the Eno Wine Walk (alcohol event) Attachments: Special Event Permit Application and Materials Brief summary: The applicant would like to pre-sell tickets to an event to be held on Rivewalk and Gold Park. Applicant plans to sell tickets, event goers will check-in, ID will be checked, wrist band given, and then will be able to stroll the Riverwalk while they sample small wine pours available at various stations along the route. Alcohol control measures plan is attached in the permit application. Action requested: Approve, approve with conditions, or deny permit application including allowing alcohol in a public park and greenway for this special event as specified. ISSUE OVERVIEW Background information and issue summary: None Financial impacts: Minimal Staff recommendation and comments: No staff opinion submitted. Comments on the permit included a condition from Public Space that the greenway not be painted on. Only chalk and temporary signage is permitted to outline the route and station locations. For clerk’s use AGENDA ITEM: 5.D Consent agenda Regular agenda Closed session Town of Hillsborough- Need Town Board approval Notes: This permit will have to go to Town Board for approval of alcohol in the park/on the greenway per the Town Code. Applicant is not proposing to close the greenway for the event. Event is pre-ticketed. 7/29/2021 x Lt. White and Lt.Wynn, also Chief Hampton re; alcohol in the park x S. Trueblood, L. Rhew x FYI. comment: no paint/permanent marking on greenway. Chalk or temp signs only. no comment provided Town Board 8/9 Alcohol Control Measures for Hillsborough Wine Walk Event (10/2/2021) The following measures will be put in place to ensure only adults above 21 are consuming alcohol at the event: -ID Checks will be performed at the check-in/registration table -Wrist-bands will be distributed -Alcohol will not be permitted beyond the designated event trail; wine stations will be manned and placed strategically along the trail to inhibit participants from leaving the designated area with drinks -Chalk paint/signs will be placed along the wine walk path to keep participants oriented to the approved space AGENDA ABSTRACT: Item to be considered | 1 of 2 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Public Space Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Public Space Manager Stephanie Trueblood ITEM TO BE CONSIDERED Subject: Donation by Walter Woodrow Burns Jr. and Catharine Burns of artwork, “A Gathering of Women” by Hillsborough artist Virginia Bullman Attachments: 1. Donation letter from Walter Woodrow Burns Jr. 2. Photographs of sculpture and proposed site in Turnip Patch Park Brief summary: Chapel Hill residents Walter Woodrow Burns Jr. and Catharine Burns are offering to donate an artwork titled “A Gathering of Women” by Hillsborough artist Virginia Bullman. They are moving to a new home and would like the sculptures to be made available to the broader public for enjoyment. Staff met with members of the Hillsborough Arts Council, Orange County Arts Commission and Alliance for Historic Hillsborough to evaluate potential sites in town for the piece. The group decided Turnip Patch Park would be an ideal site because it is accessible and an appropriate garden setting for the artwork. There is a level site adjacent to the butterfly garden that provides a stable and protected area to site the art. Members of the public can easily visit the site to view the work, but it is not a high traffic area. The native plants and flowering trees of Turnip Patch Park provide a beautiful setting for the sculpture. Action requested: Accept donation of Virginia Bullman’s “A Gathering of Women” to be sited at Turnip Patch Park ISSUE OVERVIEW Background information and issue summary: In June 2021, Hillsborough resident Cathleen Turner approached town staff with a donation offer from the sculpture’s owners. Staff worked with Cathleen, Hillsborough Arts Council and Orange County Arts Commission representatives to develop the proposal and evaluate potential sites. The group discussed a dozen potential sites around town but settled on Turnip Patch Park as the best option due to the proximity to the butterfly garden, the low traffic nature of the site and the fact that it is accessible to the public and walkable from downtown. The Turnip Patch Park Master Plan recommends that public art to be added to the site. The artwork was created by Hillsborough artist Virginia Bullman and Lanelle Davis of eastern North Carolina. The three figures are made of cement-on-rebar and are decorated with mosaic tile and are named Pearl, Hattie and Emma. They are “composites” of women Lanelle and Virginia knew. The owners are offering to donate the For clerk’s use AGENDA ITEM: 5.E Consent agenda Regular agenda Closed session AGENDA ABSTRACT: Item to be considered | 2 of 2 sculpture to the town and fund repairs to the feet of the sculptures once sited at the park. The town will need to move the sculpture to the site. Public Works has the capacity and capability to move the piece using town equipment. There may be a small rental fee for moving blankets and straps to secure the piece in transit. Concrete pads will be installed for the sculpture so that it can be made stable. Staff is getting estimates for the concrete work. There is a tight turnaround time on this donation offer. The sculpture needs to be moved very soon as the owners are selling their property in Chapel Hill at the end of August. Staff will work with the Arts Council and Arts Commission to develop a plan to move and site the sculpture and seek any necessary permits and insurance for the artwork. Staff will prepare the site at Turnip Patch to receive the artwork. Financial impacts: Costs are estimated to be $2500-$3000 for moving and installation. The Public Space FY21 budget can absorb the costs without additional funding. Staff recommendation and comments: N/A “A Gathering of Women” by Virginia Bullman Pearl, Hattie and Emma Area identified for scuplture in Turnip Patch Park AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Public Works Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Interim Public Works Director Dustin Hill ITEM TO BE CONSIDERED Subject: Request for an oversized headstone in town cemetery Attachments: 1. Drawing of oversized stone, with measurements 2. Jan. 11, 2010 minutes from previously approved stone at Mrs. Hamilton’s request Brief summary: Hillsborough resident Mrs. Hamilton is requesting permission to have a headstone placed at the town cemetery that exceeds the town code size limitations, which is currently 28”x16”. She had previously approached the town board and gained approval for a 32” headstone in 2010. Action requested: Approve request for oversized headstone to be placed at the town cemetery. ISSUE OVERVIEW Background information and issue summary: Mrs. Hamilton brought a request for an oversized headstone for a family member before the town board in 2010. The request was approved for 32” wide headstone. Financial impacts: N/A Staff recommendation and comments: As Mrs. Hamilton has previously received approval from the board for a headstone of this size, the interim public works director recommends a one time approval for this stone that is not to exceed 32”. For clerk’s use AGENDA ITEM: 5.F Consent agenda Regular agenda Closed session January 11, 2010 Regular Meeting Approved: February 8, 2010 Page 8 of 24 Ms. Hauth stated that she would need the Board to authorize the expenditures, or, they could wait until next month when they saw the documents. Mr. Peterson said either was fine, noting they would need to bring a budget amendment forward for consideration at the February meeting. 7:59:41 PM Ms. Hauth said that the Preserve America Program that had been discussed previously had been reauthorized and refunded, so they were working diligently to get a grant application in for Wayfinding Signage. She said the maximum grant was $250,000, and they were asking for $110,000 to fund Wayfinding signage that was of an historical nature, because Preserve America was about historic preservation. Ms. Hauth said they should know the outcome of that grant application prior to adoption of the new budget. Ms. Hauth said she had successfully scheduled a meeting with the people from Forest Ridge to speak to the two adjoining property owners about access. She said if the meeting went well, or if it went poorly, she would like to bring Mr. Lockwood’s rezoning request to the January Workshop rather than have him wait until mid-February. Ms. Hauth said Mr. Lockwood was anxious to move forward, noting he had been in process for six months. 8:02:48 PM Police Chief Clarence Birkhead stated they had conducted a quick analysis of their 2009 numbers, and had seen another decline in Part 1 and Part II crimes. He said they achieved another 12% decrease in Part 1 crimes for 2009 over 2008, and an incredible 18% reduction in Part II crimes. Chief Birkhead said that was due not only to good police work but community involvement and their use of technology. He said a more comprehensive analysis would be coming soon. 8:04:28 PM Ms. Ard said that coming up at a future Board meeting would be a discussion regarding the request for street lights for Kenion Grove. Commissioner Hallman asked for the Water Sewer Advisory Board schedule of meetings. Mayor Stevens indicated he would ask the Town Clerk to provide that. Mr. Siler said that the Water Sewer Advisory Board had reviewed at its last meeting the concerns from citizens about the late penalties. He said the Water Sewer Advisory Board had voted to support a recommendation to the Town Board that the fee be lowered by $25, from $75 to $50. Mr. Siler said that would be brought before the Town Board for consideration in February. 10. ITEMS FOR DECISION - CONSENT AGENDA 8:07:09 PM Upon a motion by Commissioner Dancy, seconded by Commissioner Lloyd, the Board moved to adopt the Consent Agenda by a vote of 4-0. The motion was declared passed. 11. ITEMS FOR DECISION - REGULAR AGENDA C. Consideration of Citizen Request for Installation of an Over-sized Monument in the Town Cemetery January 11, 2010 Regular Meeting Approved: February 8, 2010 Page 9 of 24 8:07:32 PM Ms. Ard said the Town had received a request from the family of Hazel Evans to consider a larger marker and stone for her gravesite. She said a depiction of the proposed marker and footstone, a copy of the section of the Town Code relating to markers and monuments, and photos indicating the size of the proposed marker had been provided. Ms. Ard said the Code allowed a single marker of 28” x 16”, and the proposed marker was 32” x 48” including the base. She said unfortunately the height was larger than the area gravestones and 4” larger than what was allowed by Code in terms of base. Ms. Ard asked for direction from the Town Board, noting this was a matter of importance in terms of adhering to the Code as well as to the family and trying to find a balance for that. She said several members of Ms. Evans’ family was present, and noted that staff had no issues in terms of maintenance. Ms. Ard said the only concern was continuity with area stones. 8:10:12 PM Mayor Stevens offered the Board’s condolences to the family, noting that the Board recognized that this was a difficult issue for them to deal with. He said it was his understanding that the Code said 28” x 16” for a single marker, with no reference to height. Ms. Ard said that was correct, that the Code dealt with the base and not with the height. She said she had talked with Public Works Supervisor Ken Hines today and the cemetery brochure actually made a reference to height, so there was a practice in place but not one regulated by the Code. Ms. Ard said the Code allowed for a marker 52” x 18” for a double marker, but this was a request for just one. Commissioner Lowen said he had asked this Board some time ago to take these requests on a case-by-case basis, noting he had learned that some families took these situations very seriously. He said if allowing a larger marker would not cause any maintenance issues then he was ready to make a motion now to approve the request. Commissioner Lowen said he did not believe the Board needed to spend a lot of time on this, and if that was what the family desired and it would cause the Town no problems, then they should allow it. 8:12:45 PM Commissioner Lloyd asked where the stone would be in relation to where the person in the photo was standing. Ms. Ard said it was very near. Commissioner Lloyd said she was concerned about how it might impact the surrounding monuments, and asked had anyone complained about a stone that size being placed in the cemetery. Ms. Ard responded no. Mr. Peterson said the Code did not control the height although the practice had been to adhere to the cemetery brochure, and asked what that was. Ms. Ard said the brochure mentioned 36” as the height, but the Code did not support that. Town Attorney Bob Hornik said the Code needed to address that so that this situation did not happen again. Ms. Ard said they had had in the past a case where a marker was placed without advanced approval, and the Evans family had made the effort to do so. She said better communication with funeral homes and families so that they knew what to expect would be helpful in avoiding future situations. January 11, 2010 Regular Meeting Approved: February 8, 2010 Page 10 of 24 8:16:31 PM Commissioner Gering said the ordinance did not deal with height, and did not know if that was deliberate or not, but the only issue was the size of the base which was proposed at 4” larger than what was allowed by Code. He said that was not a huge difference and it did not cause him concern. Mr. Peterson said it appeared that the dimensions of the surface area were less than what was allowed by Code. Mr. Hornik said what was proposed was 32” wide and 6” deep, and the Code allowed 28” by 16”, so the square inches of surface area was half of what was allowed. 8:17:44 PM Commissioner Hallman said it was unfortunate that the family had gotten caught in this situation. He asked if the Board approved this request would any notice need to be sent to adjoining plot owners. Ms. Ard replied no. Mayor Stevens asked if any of the family members wish to speak, noting he believed the Board was in agreement on how to proceed. Carolyn Hamilton, the daughter of Hazel Evans, thanked the Board on behalf of her family for its consideration. Ms. Hamilton added that the graves nearby were all family members. 8:20:35 PM Upon a motion by Commissioner Lowen, seconded by Commissioner Gering, the Board moved to approve the request from the Hazel Evans family for the installation of an oversized monument in the Town Cemetery by a vote of 4-0. The motion was declared passed. A. An Ordinance Amending Chapter 7 of the Town Code to replace the existing Street Event Provisions with the Park and Event Provisions 8:21:25 PM Ms. Hauth stated that the draft ordinance provided in the packet integrated the park use and event management policy discussed in the fall of 2009 into the Code by replacing most of the existing provisions for Street Events. She said the existing sections regarding notification of street closings and first amendment activities were carried forward with the new language. Ms. Hauth said that Commissioner Gering had contacted her today with a couple of corrections. She said in Section 7-18.a., the second sentence reads, “These events would not require permitting or review unless the expected attendance exceeds the parking capacity of the site or 500 people, whichever is less.” Ms. Hauth said the proposed new language was more positive, which was proposed to read, “These events would require permitting or review when the expected attendance exceeds the parking capacity of the site or 500 people.” 8:22:53 PM Mr. Hornik said his concern had been that it had originally read “whichever is more” and he believed that would be too permissive. He said “whichever is less” could be eliminated from the sentence altogether. AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Planning Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Margaret A. Hauth, Planning Director/Assistant Town Manager ITEM TO BE CONSIDERED Subject: Resolution exempting minor design work for the Fairview substation from the Mini-Brooks Act requirements for qualification-based selection Attachments: Resolution Brief summary: In discussing the community’s interests to use the community center, consultation with an architect is needed to establish the building capacity, any work needed to convert the use from an office to community center and determine feasible and reasonable modifications. These studies all qualify as “design services” under North Carolina General Statutes. The firm who designed the building is available to provide assistance on a “fee not to exceed” basis of about $4,400. This clearly meets the $50,000 exemption threshold. Action requested: Adopt resolution exempting design consultation work for the community center from NCGS 143-64.31. ISSUE OVERVIEW Background information and issue summary: The building was constructed as a “business” occupancy, which limits the activities and number of people who can be in the building. The community has many desired activities that require a structural change to the building. This study will establish occupancy numbers and provide preliminary feasibility around some of the community’s interests. The design team will meet with both town staff and community members and provide a written report. We believe this study can be completed by the end of the calendar year. Financial impacts: The funds for this study can be taken from the $10,000 provided in the FY22 budget for this building. Staff recommendation and comments: Approve the exemption. For clerk’s use AGENDA ITEM: 5.G Consent agenda Regular agenda Closed session RESOLUTION Resolution Exempting Design Consultation for the Community Center at 501 Rainey Avenue from NCGS 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; and WHEREAS, the town proposes to enter into one contract for design services to inform possible renovations at the Community Center; 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 $10,000. NOW, THEREFORE, the Hillsborough Board of Commissioners resolves that: 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. Approved this 9th day of August 2021. Jenn Weaver, Mayor Town of Hillsborough ATTEST: Sarah E. Kimrey, Interim Town Clerk Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Utilities Public hearing: No Date of public hearing: N/A For clerk’s use AGENDA ITEM: 5.H Consent agenda Regular agenda Closed session PRESENTER/INFORMATION CONTACT K. Marie Strandwitz, Utilities Director ITEM TO BE CONSIDERED Subject: Editorial Updates to Eno River Capacity Use Investigation Water Management Operations Plan Attachments: Draft Updated Plan Brief summary: There have been cosmetic updates to the Plan at the initiation of Orange County with the consent and input of all the key partners. The updates involved putting the late 80's document into electronic format, providing a table of contents, adding an introduction, making grammar and editorial updates along with providing a better explanation of the allowable withdrawal table. It also updates the names of the state agencies to be current. The Environmental Management Commission will NOT need to review these changes as they are not material to the terms of the agreement. State Water Resources Division staff has made all the requested edits. Any material changes to the agreement, which are not planned, will be presented to the partner government leaders for approval as well as the Environmental Management Commission. Action requested: Information only. ISSUE OVERVIEW Background information and issue summary: The original Plan, which is voluntary, has been in place since the late 1980’s. It outlines reservoir releases and allowable withdrawals from the Eno River with the purpose of supporting stream flow and thus, aquatic life. Its format was not user-friendly. The partners agreed it was time to update its format and provide more background and explanation of the terms. Financial impacts: None Staff recommendation and comments: Information only. AGENDA ABSTRACT: Editorial Updates to Eno River Capacity Use Investigation Water Management Operations Plan (Plan)| 1 of 1 2 Department of Environmental Quality (formerly, Department of Natural Resources and Community Development) Division of Water Resources ENO RIVER CAPACITY USE INVESTIGATION WATER MANAGEMENT OPERATIONS PLAN August 19, 1988 Endorsed by Environmental Management Commission September 8, 1988 Modified or Revised: March 1989, July 1990, March 2000, and July 2021 3 Table of Contents INTRODUCTION ................................................................................................................. 4 Background ................................................................................................................................ 4 Hillsborough Water System ........................................................................................................ 6 Orange-Alamance Water System ................................................................................................ 6 Resco Products (formerly, Piedmont Minerals) ........................................................................... 6 City of Durham Water System ..................................................................................................... 6 West Point Grist Mill ................................................................................................................... 6 Irrigators with Average Use Exceeding 100,000 Gallons/Day ....................................................... 6 Users Withdrawing in Excess of 100,000 Gallons Per Day ............................................................ 6 FLOW AND STORAGE REQUIREMENTS ............................................................................... 7 Instream Flow ............................................................................................................................. 7 Additional Storage ...................................................................................................................... 7 Outside Sources .......................................................................................................................... 7 PLAN ADMINISTRATION .................................................................................................... 7 Periodic Review and Changes ...................................................................................................... 7 Plan Support ............................................................................................................................... 7 Reporting .................................................................................................................................... 8 Addendum 1 –Hillsborough Water Purchases (June 1991) .................................................. 9 Table 1 – Eno River Water Management and Operations Conditions (revised October 2020) ........................................................................................................................................ 10 Appendix A: EMC Resolution ............................................................................................ 12 Appendix B: Original Table 1 (July 1990) .......................................................................... 14 4 INTRODUCTION The Water Management Operations Plan (WMOP) was the result of a Capacity Use Investigation (CUI) by the Department of Environmental Quality (DEQ) (formerly, Department of Natural Resources and Community Development) – Division of Water Resources (DWR) and a subsequent cooperative effort by the DWR and primary water users at the time to avoid a formal Capacity Use designation and regulations. The WMOP, instead, established voluntary water use restrictions that provide for equitable use of the water resources, while providing for minimum flows in the Eno River. The requirements in the WMOP are managed and administered by the water users and Orange County, with oversight and coordination by DWR. The DWR is responsible for production of the quarterly and annual reports based on available information and organization of an annual meeting of the water users group. Based upon the EMC Resolution (attached), the intent of the WMOP is to institute a “voluntary water management plan [that] includes the essential elements of a declared capacity use area with the exception of the provisions for enforcement, … [to] satisfactorily address the capacity use-related problems in the Eno River area.” The specific changes or additions made for each of the previous modifications or revisions listed on the cover page (March 1989, July 1990, March 2000) are not entirely known. However, the changes made in July 1990 and March 2000 included revisions to Table 1. Both versions of Table 1 are included in this current version of the WMOP. The March 2000 revision of Table 1 was specifically concerned with integrating the minimum release requirements for the newly constructed West Fork Eno River Reservoir (WFER). These minimum release requirements were from federal and state permits (Clean Water Act - Sections 401/404, and NCDEMLR Dam Safety Permit) for the dam construction and established outside of requirements by the EMC related to the Eno River WMOP. This revision is limited to editorial changes for clarifications, background information, intent statement based on the EMC Resolution, and to create a modern digital version. This revision in no way implies any management or operational changes to the WMOP. Background Issues with using the Eno River as a dependable water supply had been documented for many years, dating back to the 1950’s, especially during times of drought. As a result, the Orange County Board of Commissioners formed a water resource task force in the early 1980’s to study potential options available to improve the situation, who issued a report of their findings in May 1981. According to the Capacity Use Investigation (CUI), issued December 1988, by the DEQ, “The [task force] report discussed possible designation of the Upper Neuse Basin as a Capacity Use Area; concerns over maintaining instream flow needs; water supply limitations; water conservation; potential reservoir sites; and other related items. The County has worked closely with the State in attempting to achieve their water resource objectives.” The CUI continues describing the findings from the task force report, “The State has worked closely with the local governments in the Eno River Area in attempting to provide for adequate water supplies and minimum instream flow needs. The State has assisted local water supply interests in determining storage volumes available in the three reservoirs [i.e, 5 Lake Ben Johnson, Corporation Lake and Lake Orange], developing and improving system operating rules, and assisting the County in preparing a draft water conservation ordinance.” Several years later, as documented in the CUI, “at the request of the [Orange] County Manager, a simulation was conducted reflecting water demands for Hillsborough and Orange- Alamance as they existed in June of 1986.” The results of this modeling concluded that “with the projected water demands in the early 1990’s the Eno River would cease to flow at the water intakes ten times and the systems would be in crisis mandatory rationing thirty-two times (a total of 1,830 days). The CUI goes on to say, that “even under existing water supply demands, the potential for a water supply disaster is imminent.” Orange County is not one of the six water users, listed below, directly affected by controls under the WMOP, because Orange County does not withdrawal water from the Eno River, as it does not operate a water system or other water withdrawal purpose. However, as the owner of Lake Orange, the County is responsible for the management and operations of Lake Orange to meet specified flow targets in the Eno River through the release of water from Lake Orange. This WMOP establishes the three existing reservoirs as the means by which required minimum flows in the Eno River are controlled; however, with Lake Orange the largest and most upstream, at the time of the issuance of the WMOP, it serves as the primary controlled water source (i.e., reservoir) to meet flow targets in the Eno River downstream during low flows. All water users in the Eno River Basin who withdraw more than 100,000 gallons of water per day from surface water or groundwater sources are subject to the management controls of this plan. Both water withdrawals and reservoir releases are subject to controls. Water users affected by controls under the plan are listed below. 1. Town of Hillsborough -- Lake Ben Johnston and West Fork Eno River Reservoir withdrawal and reservoir releases. 2. Orange-Alamance -- Corporation Lake withdrawal and reservoir releases. 3. Resco Products (formerly, Piedmont Minerals) -- Eno River withdrawal. 4. City of Durham -- Eno River withdrawal. 5. West Point Grist Mill -- Eno River. 6. Irrigators whose monthly average withdrawal exceeds 100,000 gallons per day. The limited capacity of the basin requires these users to be subject to the following controls. 6 Hillsborough Water System The Hillsborough Water System will be allowed to withdraw a maximum of 1,510,000 gallons of water per day from their intake at Lake Ben Johnston. Maximum allowable withdrawals will change as the lake levels at Lake Orange change. Table 1 indicates the maximum allowable withdrawal at successive storage levels. Orange-Alamance Water System The Orange-Alamance Water System will be allowed to withdraw a maximum of 820,000 gallons of water per day from its intake at Corporation Lake. Allowed withdrawals will be reduced as storage at Lake Orange is reduced. Table 1 indicates the maximum allowable withdrawal for given storage levels at Lake Orange. Resco Products (formerly, Piedmont Minerals) Resco Products will be allowed to withdraw a maximum of 900,000 gallons of water per day from their intake in the Eno River below Lake Ben Johnston when flows at the Eno gage are 14 cfs and above. This will be reduced to 430,000 gallons per day when flows are between 14 cfs and 4 cfs. Below 4 cfs, the maximum allowable withdrawal will depend on the storage and lake levels in Lake Orange, as shown in Table 1. City of Durham Water System The City of Durham Water System will be allowed to withdraw water from the Eno River below the U.S. 501 Bridge in amounts up to 5,000,000 gallons of water per day when the flows, as measured at the USGS Eno River gage at Durham, are above 30 cfs from March through May and 10 cfs during other times of the year. Withdrawals will cease when flows fall below these levels. West Point Grist Mill The West Point Grist Mill is a run-of-river operation. The Mill will be permitted to use water from the Eno for mill power and return it to the river immediately downstream. Irrigators with Average Use Exceeding 100,000 Gallons/Day Irrigators will be allowed to withdraw up to their maximum monthly use, based on water use figures collected by the Division of Water Resources in 1987 for the severe drought year of 1986. Current (1986) water use would not be restricted, but increases in existing water use and large new users may be restricted. The short-range objective is to limit the expansion of irrigation acreage and facilities until downstream water supply sources can be improved. Users Withdrawing in Excess of 100,000 Gallons Per Day Any users, not previously mentioned, which withdraw more than 100,000 gallons per day from either ground or surface water sources in the Eno River Basin, upstream of the confluence with the Little River, will be required to agree to limits, but are not now included in this plan. 7 FLOW AND STORAGE REQUIREMENTS Instream Flow In addition to maximum withdrawal limits set for offstream uses in the Eno River Basin, minimum instream flow requirements are established at the Hillsborough streamflow gage (USGS Streamflow Gage #02085000). A minimum of 1.7 cfs (1,100,000 gallons per day) is to be maintained at the gage when Lake Orange is greater than 80 percent total storage. This value is reduced as the storage level decreases at Lake Orange. Table 1 lists the minimum instream flow requirements. Orange County will be responsible for coordinating releases to maintain minimum flows at the gage. The three major withdrawers will provide withdrawal schedules to the County at least one week in advance and will notify the County immediately regarding emergencies and other necessary changes in the withdrawal schedule. Additional Storage The withdrawal allocation can be revised whenever additional storage facilities are completed in the capacity use area or when additional water supplies are made available from sources outside the area. New storage facilities will be reviewed to ensure that there are no adverse effects upon the permit holders or on streamflow as measured at the Hillsborough gage. Outside Sources Water obtained from sources outside of the area designated as capacity use will not be limited under the Eno Capacity Use regulations. During periods of higher flows (over 10 cfs or 6.452 MGD), public water supply systems may take additional water from the Eno, provided that they have long-term contracts for obtaining an equal amount of water from outside the basin when the flow in the Eno drops. This type of adjustment will be evaluated on a case-by-case basis by the N.C. Division of Water Resources. PLAN ADMINISTRATION Orange County will be responsible for notifying affected water users of levels at Lake Orange and the West Fork Eno Reservoir and of the reductions of water withdrawals as required by the Plan. Periodic Review and Changes Withdrawal allowances will be subject to review when changes have been made to current systems, storage, or supply sources. Plan Support Technical support, plan clarification, and approval of minor interim adjustments and modifications will be provided by the N.C. Division of Water Resources. 8 Reporting Average daily withdrawal in million gallons per day (MGD) for Orange-Alamance, Hillsborough, and Piedmont Minerals will be reported monthly to the Division of Water Resources. Average daily withdrawals in MGD for agricultural users will be reported annually in March. Additional detailed information regarding the management of water releases and withdrawals, including contact information for membership of the water users group is available at, http://www.ncwater.org/Eno_River_Management/ 9 Addendum 1 –Hillsborough Water Purchases (June 1991) To the Eno River Voluntary Water Use Agreement When Lake Orange is above 100 percent full and is spilling, Hillsborough will be allowed partial credit for water purchased from an outside source and discharged into the Eno River west of county road 1009 during the monitoring week that the discharge occurs, at a credit rate of 60 percent of the total discharge, when the discharge is made over a 24-hour period or greater. The credit volume will be divided by 7 days and added to the withdrawal limit listed in Table 1, to determine the allowed average daily withdrawal for that week. In the event that the flushing discharge straddles two monitoring weeks, the credit volume will be applied equally between the two weeks. The Orange County Engineer, or DWR staff in his absence, must be notified of the volume and the duration upon completion of the flushing. A written report of the flushing, detailing exact dates, times, and volumes, shall be included in the monthly report to DWR. If notification is not received with that month's water use report, no credit will be granted, and any excess water use will be labeled as a violation of this agreement. The Division of Water retains the right to revoke permission for Hillsborough to receive credit for flushed flows if at any time, in the opinion of the Division, the ability of Ben Johnston Dam to meet downstream flows may be compromised. Said revocation will be in effect until there is notice by DWR that the problem has been corrected to its satisfaction. If Lake Orange is not spilling, no credit will be allowed. - In the event that flow at the Eno River at Hillsborough streamflow gage is over 10 cfs, Corporation Lake and Lake Ben Johnston are both spilling water over the dams, purchases of water are being made from outside of the Eno River Basin, and the low flow period has not yet ended, users may cease their outside purchase of water and withdraw the amount of water allowed in the absence of a low flow period, as long as the ability to resume purchase of water for immediate customer delivery remains. This time period has been determined to be three days for the OWASA line. Water purchases will be made as often as necessary to flush the lines and keep them from stagnating. If flows drop below 10 cfs before the low flow period is over, Eno River withdrawals must immediately be reduced to Table 1 levels. - Transfer of water allocation between users is permissible under the following conditions: 1) Lake Orange is greater than 80 percent full; 2) notification of the duration and specific volume of the transfer will be given by the surrendering party to the Orange County Engineer, or the DWR in his absence, a minimum of one day before the transfer is to take place; 3) the total allocation will be adjusted if necessary by the averaging period of the surrendering party, and 4) written notification of the duration and volume of the transfer will be provided by both involved parties in their monthly water use reports to DWR. If prior notification is not received, DWR will not recognize the allocation transfer. 10 Eno River Water Management Plan Table 1 – Eno River Water Management and Operations Conditions (revised October 2020) Stage Triggers Allowable Surface Water Withdrawal Minimum Releases Instantaneous Instream Flow Requirement at Hillsborough Gage (mgd [cfs]) Percent of Storage Remaining in Lake Orange Drawdown in Lake Orange from top of flashboard (ft) Town of Hillsborough (mgd [cfs]) Orange- Alamance (mgd [cfs]) Resco Products (mgd [cfs]) Lake Orange (mgd [cfs]) West Fork Eno Reservoir (WFER) (mgd [cfs]) no stage >100 spilling * * 0.9 [1.4] 1.1 [1.7] 0.65 [1.01] Stage 1 100-80 0 1.51 [2.34] 0.82 [1.27] 0.43 [0.67] 1.1 [1.7] 0.65 [1.01] 1.75 [2.71] Stage 2 80-60 2.0 1.36 [2.10] 0.74 [1.15] 0.38 [0.59] 0.65 [1.01] 0.65 [1.01] 1.3 [2.01] Stage 3 60-50 4.3 1.28 [1.98] 0.7 [1.08] 0.36 [0.56] 0.45 [0.7] 0.65 [1.01] 1.1 [1.7] Stage 4 50-40 5.8 1.28 [1.98] 0.7 [1.08] 0.32 [0.5] 0.45 [0.7] 0.65 [1.01] 1.1 [1.7] Stage 5 40-30 7.4 1.13 [1.75] 0.62 [0.96] 0.19 [0.29] 0 0.65 [1.01] 0.65 [1.01] Stage 6 <30 9.3 0.68 [1.05] 0.19 [0.29] 0 0 0.65 [1.01] 0.65 [1.01] million gallons per day (mgd); cubic feet per second (cfs); feet (ft) * When flows are greater than 10 cfs as measured at the HIllsborough gage, additional withdraws beyond those allowed in Table 1 can commence at rates less than or equal to that of contracts held by the Town of Hillsborough & Orange-Alamance for water supply sources outside the basin. Low Flow Stage Conditions: -A low flow period will begin at the end of the 7th consecutive day when the average daily flow at the Hillsborough gage has been below 10 cfs. At the end of the 4th day, the Orange County Engineer will request that affected parties prepare for a low flow period. -When flows are between 10 cfs and 3 cfs at the Hillsborough gage during a low flow period, withdrawals from the Eno River shall be limited to the Stage 1 amount shown above (100-80 percent of storage remaining), regardless of water level in Lake Orange. -When flows are below 3 cfs at the Hillsborough gage during a low flow period, withdrawals shall be limited to amounts shown above for percent of storage remaining at Lake Orange. -A low flow period will be terminated when average daily flow at the Hillsborough gage registers 10 cfs or greater for a period of 7 consecutive days. The Orange County Engineer will notify affected parties when the low flow period is terminated. 11 -The Orange County Engineer will notify the affected parties when moving between Low Flow Stages. Conditions for All Water Users: -Allowable withdrawal values are based on natural flow estimates and releases from Lake Orange. -Excess withdrawals from the Eno River based on an outside source agreement may be made when flows at the Hillsborough gage are 10 cfs and above, regardless of water level in Lake Orange. Maximum withdrawals shall be limited to the total of the contract amount and the allocated amount. Conditions for the Town of Hillsborough: -Allowable withdrawals for the Town of Hillsborough shown above do not include withdrawals of water supply releases from the WFER. -Minimum releases from the WFER are based on Army Corps of Engineers Permit Condition, not the Eno River Water Management and Operations Plan. -Releases from Lake Orange and/or the WFER may need to exceed the minimum releases shown in Table 1 to meet the minimum instream flow requirements as shown in Table 1 due to natural conditions. Conditions for Orange County: -Releases from Lake Orange and/or the WFER may need to exceed the minimum releases shown in Table 1 to meet the minimum instream flow requirements as shown in Table 1 due to natural conditions. Conditions for Resco Products: When flows at the Hillsborough gage are 14 cfs and above, withdrawals from the Eno River will be limited to 0.9 mgd. Between 14 cfs and 4 cfs, withdrawals will be limited to 0.43 mgd, regardless of water level in Lake Orange. Below 4 cfs, withdrawals will be limited to amounts shown above for percent of storage remaining. 12 Appendix A: EMC Resolution RESOLUTION NO. 88-13 ENVIRONMENTAL MANAGEMENT COMMISSION WHEREAS, at the direction of the Environmental Management Commission (EMC), the Department of Natural Resources and Community Development has completed a capacity use investigation of the Eno River portion of the Neuse River Basin, pursuant to the provisions of the N.C. Water Use Act of 1967 (G.S. 143-215.11 et. seq.}. WHEREAS, the Department found that: 1. The aggregate use of surface water from the Eno River has grown to the point where coordination is required to prevent conflicts and to protect the interests and rights of riparian owners. 2. During low flow periods the demand for water exceeds the amount of water available from the Eno River. 3. Limited regulation of water users appears to be an equitable short-term alternative until new water supply sources are developed. 4. A means is needed to encourage cooperation and conservation among all water users in order that greater efficiencies in water use are promptly implemented. 5. The rapid present and projected growth of water use in the Eno Basin requires action soon to avoid the risk of even more severe water supply problems. WHEREAS, the Department recommended that the estimated 150 square miles of the Eno River watershed area upstream from the confluence with the Little River be designated as a capacity use area. WHEREAS, the Department developed a proposed water management plan for the Eno Basin to illustrate the types of regulations and permits that would be proposed under the capacity use designation. WHEREAS, the water users in the Eno Basin have committed themselves to follow the proposed water management plan. WHEREAS, the voluntary water management plan includes the essential elements of a declared capacity use area with the exception of the provisions for enforcement. 13 WHEREAS, the General Statute directs the Department to present "actions which might preclude the need for additional regulation." WHEREAS, the voluntary plan, if adhered to by those involved, satisfactorily addresses the capacity use-related problems in the Eno River area. NOW THEREFORE, BE IT RESOLVED that the EMC accepts the Eno River Capacity Use Investigation Hearing Officer's Report and endorses the voluntary Water Management Operations Plan and directs the staff of the Division of Water Resources to monitor compliance with the plan and make periodic reports to the EMC. BE IT FURTHER RESOLVED, that should the plan not be adhered to by those involved, that the EMC intends to proceed with a designation of capacity use for the Eno River area, as outlined in the Department's report. This the 8th day of September 1988. Charles L. Baker Chairman, Environmental Management Commission 14 Appendix B: Original Table 1 (July 1990) AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Planning Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Margaret A. Hauth, Planning Director/Assistant Town Manager ITEM TO BE CONSIDERED Subject: Request to rename Police Substation Community Center to Dorothy N. Johnson Community Center Attachments: 1. Formal request 2. Resolution Brief summary: During the budget deliberations, the Fairview Community Watch submitted a request to rename the town’s building at 501 Rainey Ave. in light of the pending lease to the community. Action requested: Adopt resolution renaming the building. ISSUE OVERVIEW Background information and issue summary: The board formally received this request during the budget process, so the concept has been discussed at two public meetings. The wayfinding signs are fabricated by a specialized sign company and are intended to last 20 or more years. A resolution is provided for board consideration as better documentation of this change and provide an artifact for the community and family to display, if desired. Financial impacts: Funding of $5,000 was included in the FY22 budget to cover this expense. Once the name is approved, staff will coordinate with the neighborhood to order and install the sign. Staff expects a small event to unveil the sign will be desired by the community. Staff recommendation and comments: Staff wants to note that since the lease of the building to the community is an experiment and no one knows what the long-term agreement might be, keeping the current sign might be reasonable in case it becomes useful in the future. The community may desire a different sort of sign if they were to own the building in the future. For clerk’s use AGENDA ITEM: 6.A Consent agenda Regular agenda Closed session RESOLUTION Naming the Dorothy N. Johnson Community Center WHEREAS, Dorothy Lee Nichols Johnson lived in the Fairview Community of Hillsborough for many years; and in 1987 began a diligent effort to have the neighborhood recognized by the residents, Hillsborough government, and the broader community as a unique community worthy of recognition and worth fighting for; and WHEREAS, Dorothy was the 2007 recipient of the Pauli Murray Award for her accomplishment in fighting racism, discrimination, and sexism; and WHEREAS, Dorothy was recognized at the Free Spirit Freedom Women of Color Making History in 2014; and WHEREAS, Dorothy N. Johnson was named a Community Treasure by the Chapel Hill Historical Society in 2019. NOW, THEREFORE, be it resolved the Hillsborough Board of Commissioners hereby name the Police Substation Community Center building at 501 Rainey Avenue as Dorothy N. Johnson Community Center in honor of Mrs. Johnson’s tireless work for her community and the town. Approved this 9th day of August 2021. Jenn Weaver, Mayor Town of Hillsborough AGENDA ABSTRACT: Item to be considered | 1 of 2 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Planning Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Margaret A. Hauth, Planning Director/Assistant Town Manager ITEM TO BE CONSIDERED Subject: Request for “Your Speed” sign on Cornelius Street Attachments: 1. Request 2. Sign detail sheet from 2015 police department research Brief summary: Staff have received a request for a “your speed” radar sign on the north side of Cornelius Street between NC 86 and Lawndale Avenue to address traffic noise and speeding. Action requested: Direction to staff – authorize installation of a “your speed” signal, further study, or directed enforcement. ISSUE OVERVIEW Background information and issue summary: A resident (Jeff Martin) contacted the police department about speeding, racing, and noise from traffic on Cornelius Street near the NC 86 intersection, specifically westbound traffic. Mr. Martin has lived near this intersection for some time. The police department deployed the traffic counters for 14 days in February and early March 2021. The area has a 45 miles per hour speed limit. The proximity of the traffic light should limit speeding in the immediate vicinity. The study of the westbound trips documented lower volumes than previous years as would be expected during COVID with remote schooling. Additionally, speeding in excess of 10 miles per hour over the limit was also limited – less than 0.1% of all trips (48 of 55,259 trips over 14 days), although nearly 10% of all trips were above the posted speed. However, the noise from acceleration would be expected near a traffic signal, especially that generated by after- market or modified muffler systems. The signal timing likely prioritizes north-south travel over east-west travel. A shorter east-west green period could be assumed to create psychological pressure for drivers to accelerate through the intersection to not have to wait a second cycle. Staff believes the “your speed” sign on Churton Street near Orange Street has impacted speeding on this downhill segment approaching downtown. In the requested location, such a sign could impact the acceleration of vehicles as they approach the speed limit and therefore impact noise. There is a speed limit sign between the convenience store driveway and the signal and another at the Rainey Street intersection, roughly 1,700 feet between them. For clerk’s use AGENDA ITEM: 6.B Consent agenda Regular agenda Closed session AGENDA ABSTRACT: Item to be considered | 2 of 2 Placing the “your speed” sign near the Lawndale intersection would be roughly midway between the two signs. The town would have to locate it as directed by the NCDOT, as a permit is needed. Cornelius Street is a US Highway. Traffic calming or lower speed limits are unlikely to be acceptable to NCDOT who maintains this road segment. A lower speed limit would make the future signalization of intersections along the corridor more challenging under the signal warrant system. Financial impacts: The sign cost approximately $5,000, along with some permitting through NCDOT and staff time to install it. The sign has not required regular maintenance or repair and have been in place for six years. This is an unbudgeted expense. Staff recommendation and comments: Noise, especially noise from mobile sources, is incredibly difficult to impact or enforce any limitation on. To enforce noise limits, the enforcement officers have to be present and agree that the noise is disruptive to the point of requiring a citation. The town has had similar complaints raised about loud music, motorcycles, and similar mobile noise sources over the last 3 decades. The primary source of noise in this case is modified equipment on vehicles. The rules that apply to these systems are enforced by the Department of Motor Vehicles through inspections. If that division and the inspection stations find the systems compliant, there is little room for the town to be successful in enforcing additional noise limitations. Directed enforcement of existing town code provisions about noise from motor vehicles is an option but is not recommended by staff. The cost would be more significant than the sign installation and the results would be short lived. If the traffic study is accurate, citations would be for noise only, not speeding. 1 Margaret Hauth From:1jgmon@gmail.com Sent:Tuesday, July 13, 2021 11:50 AM To:Margaret Hauth Subject:Cornelius Street   Hi Margaret,    As you know, traffic through our town has increased significantly in the last few years making it difficult to maintain the  small town atmosphere.  DOT recommends  the “Your Speed” automated radar signs as being the most cost effective  way to achieve “traffic calming” and maintain public order.  As you know, the “Your speed” sign on Churton Street has  been highly effective at protecting the town environment for both residences and businesses alike. Therefore I am  requesting that the town also install a “Your speed” sign on Cornelius Street to protect the present and future  residences and businesses along the other highway that runs through our town.      Thank you,    Jeff Martin   662 McAdams Road  919‐995‐4467    www.radarsign.com 6845 Shiloh Road East, Suite D11 Alpharetta, GA 30005 Telephone: 678-520-5152 or 678-965-4814 E-Mail: info@radarsign.com TC-500 Radar Speed Sign Specifications Standard Programming  On/Off Timer Options: 4 timers per day, also by day of week. Settings allow lower speed limits for school zones.  Display On/Off: Allows traffic data collection to continue even when display is off.  Display Brightness Control: Auto adjusts to light conditions, up to 100 levels.  Setup Functions: Easy to follow menu- software managed, no mechanical switches to operate.  Maximum Speed Cutoff: Prevents unwanted high speed displays, up to 99 mph; discourages excessive speeds to 'test' sign. Choice of flashing matrix, or LED display cutoff.  Date/Time Control: Battery backed real-time clock / calendar Speeding Alert  2 speeds of flashing LEDS to notify drivers that are exceeding the speed limit Power Options:  TC-500S (Solar): Dual 12-volt ,18 amp/hour AGM batteries with solar panel  TC-500A (AC): Hard wire to 100V-240V power supply  TC-500B (Battery): Dual 12-volt ,18 amp/hour AGM batteries; includes AC adapter/charger  Power Consumption: < 2.5 amps (24w) in active mode; Idle mode < 1 watt; Circuit Breaker: Multi- circuit, 5 amp fuses YOUR SPEED Faceplate  Full size 24"w x 21"h YOUR SPEED faceplate with 3" lettering  MUTCD compliant colors and reflectiveness  Oversized 24"w x 26"h faceplate optional with 4” lettering  Ideal for 10 MPH to 40 MPH speed limit roads  Available in white, fluorescent yellow or safety orange Operating Temperatures  -40⁰ F to +138⁰ F. Bluetooth™ Communication  Allows secure wireless operation of radar sign and data collection directly from laptop from the comfort of a nearby vehicle. Housing  Dimensions: 15.8" H x 22.2"W x 5.25"D  Thickness: 1875" to .25" aircraft aluminum with white powder coat finish  Provides maximum protection from elements & vandalism  NEMA 4R level compliant  Non-sealed and ventilated  Humidity Maximum: 100% BASHPLATE™ with LED cones  Internal .375" aluminum shield to protect components from abuse or vandalism  Beveled design protects LEDs and internal components by dissipating any force inflicted on the sign  Conical holes for each LED focus and reflect light toward the road, providing the highest quality viewable display with minimum energy usage. Radar  Type: K Band, single direction Doppler radar, FCC part 15 compliant  Sensor Range: Sensor range up to 1000'  Beam Width: 12 degrees, +/- 2 degrees  Operating Frequency: 24.125 GHz, +/- 50 MHz  Accuracy: +/- 1.5 mph  Speed Detection Range: 5 - 127 mph GE Lexan™ Display Cover  .25" thick protective cover  Abrasion resistant  Graffiti resistant  UV resistant  Shatter resistant LEDs  2 digits, 12" high super bright amber LEDs (life up to 100,000 hours) with directional beam technology  Automatic intensity adjustment to ambient light conditions for maximum visibility  Provides directed viewing of display to oncoming traffic 12v5 TC-500 Radar Speed Sign Specifications www.radarsign.com 6845 Shiloh Road East, Suite D11 Alpharetta, GA 30005 Telephone: 678-520-5152 or 678-965-4814 E-Mail: info@radarsign.com Mini-SD Memory Card  System Storage Capacity: stores data on up to 5 million vehicles Weight  TC-500A (AC): 32 lbs.  TC-500B (Battery): 56 lbs. (includes 2 batteries)  TC-500S (Solar): 56 lbs. (includes 2 batteries) Warranty  Two year warranty on parts and labor, including batteries  Exceptions: Does not cover malicious abuse, theft, or damage due to unauthorized modification.  Optional third year warranty extension available. Optional Features  StreetSmart: Traffic statistics software to report, organize and analyze speed and traffic data  EZ Comm: Cellular based remote sign management system with 365 day calendar  External Device Trigger Option: System that activates external devices from the radar speed sign based on time and/or speed, or temperature. Solar Power  Solar Panel Output: 40 watt Voltage at Pmax = 16.9V Current at Pmax = 2.34 Amps  Optional Upgrade: Solar Panel: 65 watt Voltage at Pmax = 17.4V Current at Pmax = 3.75 Amps  Batteries: Two 12-volt,18 amp/hour AGM batteries (UL recognized). Designed to slide into housing slots without any danger of movement.  Battery Controller: Manages the flow of solar energy input (up to 85w) from solar panel to battery.  Pole Mount: Side pole mount with 45° angle bracket for effective solar charging.  Software Control: SmartCharge® software prevents overcharging and intelligent shutdown when battery falls below acceptable voltage; auto restart when sufficiently recharged.  Battery Status: Via Bluetooth™, can check battery charge levels and solar amperage. AGENDA ABSTRACT: Item to be considered | 1 of 3 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Public Works/Planning Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Margaret A. Hauth, Planning Director/Assistant Town Manager Cornelis Verkerk, Analyst Intern Dustin Hill, Interim Public Works Director ITEM TO BE CONSIDERED Subject: Request from Waterstone Terraces and Crescent Magnolia to provide solid waste collection and accept streets as public Attachments: 1. Request from Homeowners Association 2. Slides Brief summary: The Homeowners Association for Waterstone Terraces and Crescent Magnolia have formally requested the town accept dedication of their streets and provide solid waste collection services. As this request came in during budget session, staff took the liberty of investigating the implications of the request so the results could be reviewed alongside the request. Action requested: Discuss and provide direction. ISSUE OVERVIEW Background information and issue summary: Townhome communities in Hillsborough are allowed to develop on private streets under the development code. Streets are required to be constructed to NCDOT standards. Generally, the advantage of private streets is the reduction in right of way width, which is why developers pursue this option. The town does not provide any street or sanitation services to residents of private streets, unless the street is short enough that residents are willing to bring their roll-out carts to the adjacent public street for trash service. The town does not accept the risk of driving on private streets. Since the town covers sanitation and street services with property tax revenue, the residents are noting that they do not receive the same services for their tax dollar as other residents. Townhomes are a common development type now and this difference was noted during the review of Collins Ridge. That community will have public streets throughout. In addition to the Waterstone Terraces and Crescent Magnolia (138), the townhomes in Elfin’s Pond (95 units) and Harmony at Waterstone (200 units) do not receive service. The townhomes in Forest Ridge front on a public street. The streets in Corbinton Commons are also planned to be public, so all dwellings there are also served. For clerk’s use AGENDA ITEM: 6.C Consent agenda Regular agenda Closed session AGENDA ABSTRACT: Item to be considered | 2 of 3 The attached slides detail the analysis prepared by staff to study the potential impact of granting this request and addressing all townhomes. There are a number of potential impacts. Staff looked at the following: Trash service: The town collects residential solid waste 5 days a week and can collect between 500 and 700 households without going to the Durham transfer station. Basically, the town dumps the truck four times a week since the Wednesday route isn’t at full capacity yet. Providing trash collection to all townhome communities would add 433 dwellings to the routes and approximately $65,000 in additional landfill fees to our operating budget. The Interim Public Works Director is confident that current staff and equipment can absorb this service. It may accelerate the need to hire the equipment operator requested in FY24. That position was requested to address build out of Collins Ridge. Street width: The right of way on streets within the townhome communities is narrower than the 60 feet required for new subdivisions. However, these neighborhoods all receive curbside recycling service from Orange County’s contractor. The automated truck used for recycling is similar to the town garbage truck. Circulation within the communities would not be a problem. Town staff have confirmed this with town equipment. Street construction quality: The approved plans for each community include notes that clearly indicate the streets are to be constructed to NCDOT standards for base, pavement thickness, and the like. While the construction verification information is not available for these neighborhoods, the town could require core tests at intervals to verify compliance with those standards. When a community petitions NCDOT to accept streets, the state requires 3 core samples for each 2,000- foot road section, or roughly 1 every 600 feet. Many of these streets are not 600 feet long. Staff suggests that any neighborhood asking to dedicate private streets that cannot provide the construction documentation be required to provide a core test for each street segment, defining a “segment” as the run of street between two intersecting streets. Additionally, any dead-end segment longer than 400 feet should be required to have its own core test. Staff suggests that the neighborhood be required to provide this information at no cost to the town. If the results do not show substantial compliance with the construction standards, the community would have the option to improve the streets, or the town could refuse to accept dedication. Street maintenance: The streets in the communities have all be constructed in the last 7 years, assuming proper construction, resurfacing and repairs would not be expected for the next 10 plus years under the town’s current repair/resurface schedule of roughly every 20 years. Sidewalk maintenance was not studied separately. These neighborhoods have more robust sidewalk networks than other neighborhoods, so the town could expect to invest more in these neighborhoods than others. There is a limited amount of on-street parking for visitors in townhome communities. A decision to accept the streets should specifically include whether the on-street parking is included or excluded from acceptance, maintenance, and services. There is no parallel on-street parking. The three communities combined have less than 2.5 miles of street to add to the town’s system of more than 33 miles. This would be less than a ten percent change in our inventory. Powell Bill revenues rely on a combination of population and street length, with street length only accounting for 25% of the calculation. It is unlikely this additional street length would impact the revenues the town receives from this source. Bulk, brush, and loose-leaf collection: These services would also be provided to the communities. Staff estimates the impact to be minimal as there is not as much room in these communities for sizable landscaping and most employ landscaping services. Clarity about whether the town would collect debris generated by the contractors would be needed. As a practice, the town does not collect debris generated by service contractors from private residences. AGENDA ABSTRACT: Item to be considered | 3 of 3 Street lights: There is a mix of decorative and standard street lighting across the three communities. The town’s standard practice is to pay the electric portion of the expense after three years with the community retaining the expense for the decorative pole. Staff recommends continuing this practice as it may apply in each community. Street and traffic control signs: The town’s standard practice is to maintain traffic control signs and street identification signs if the community uses the standard sign. Some neighborhoods have more decorative installations which they fully maintain. Installations must meet standards for location, spacing, height, construction, and reflectivity. Speed limits signs may be needed and a town code amendment to include these limits. Staff recommends continuing this practice as it may apply in each community. Management of On-street parking: The town could designate the streets as no parking areas however, this brings a requirement to either install signage or paint the curbing yellow to provide the needed notice for enforcement. Generally, police do not provide active enforcement of no parking areas in neighborhoods. The Homeowners Associations could prohibit and enforce no on-street parking at their preference and expense, as they may now. If communities desire no on-street parking, staff recommend they handle that through their Homeowners Associations. Financial impacts: It appears the town could provide its standard services to all existing townhome communities without negatively impacting current services. Expansion will accelerate when additional staff and resources are needed in the future. The town is currently receiving tax revenues from these communities, which totals over $600,000 annually at the FY22 tax values and tax rate (excluding vehicles values and taxes and assuming 97% collection). Approximately 9.7% of total General Fund Revenues (all sources) are spent on street maintenance while approximately 9.5% of total General Fund Revenues (all sources) are spent on solid waste services. If the two division budgets are compared to property tax revenues only, the percentages increase to nearly 15% and 14.5%, respectively. If the same percentages are applied to the property tax revenues the town receives from the communities, the communities are collectively contributing between $120,000 and $180,000 to the town for services they do not receive. These revenues appear to cover the bulk of the estimated costs that would be incurred by providing service (refer to slide 8). The cost estimates are not exhaustive as some are difficult to estimate on a per dwelling basis. Additionally, it may be some years before street maintenance is needed in these communities. Staff recommendation and comments: The town appears to have the capacity to provide these services, assuming each neighborhood is interested and able to provide information about the construction quality of their streets. These additional services are more able to be absorbed over the next calendar or fiscal year than they may be in the future. Conditioned development of single-family houses will impact the capacity of existing staff and drive the need for additional equipment. The town keeps a stock of roll-out carts on hand to respond to new service requests. The town provides a new cart to each new dwelling at no cost. We would need time to acquire enough carts for each neighborhood. The neighborhoods may also need time to end their current solid waste collection contracts. If the board is willing to provide these services, we suggest that staff be authorized to reach out to the other two neighborhoods and develop an implementation plan to phase in these services. If only solid waste services are offered or desired by a community, hold harmless agreements to allow town trucks to travel the private streets may be advisable. Waterstone Terraces Homeowners Association c/o Charleston Management Corp. PO Box 97243 Raleigh, NC 27624 June 17, 2021 Hillsborough NC Board of Commissioners 101 E. Orange Street Hillsborough, NC 27278 Dear Members of the Board, When the Waterstone Estates and Terraces HOA was turned over to the residents in 2018 we were told that it was customary for townhome neighborhood roads to remain private, while single family home neighborhoods have their streets made public. The fact that streets are private limits the Town’s responsibilities for trash collection, snow removal, and street and sidewalk maintenance. We assumed that meant that we were not paying the same taxes; we were surprised to discover recently that this was a faulty assumption. So we in Waterstone Terraces Townhomes, and since 2020 the residents of Crescent Magnolia, have been paying taxes for services we do not receive, and then paying privately to have our trash collected and building reserves for street and sidewalk maintenance. Some of our neighbors have been here for more than six years at this point. A group of us asked our HOA Board to take up this matter with the town. Margaret Hauth has provided guidance on how we might make this request. The HOA Board has appointed an ad hoc committee to manage this process with the Town, as well as with Charleston Management, our management company. If the Town agrees to take over the streets we will also need to Amend the Covenants for the Neighborhood. We are writing to request that the streets in Waterstone Terraces be taken over by the Town so that we can enjoy the same level of service that our neighbors receive, including, but not necessarily limited to (as we do not know all of the services the Town provides to other neighborhoods): • Weekly garbage collection, monthly bulk trash collection, Christmas tree removal. • Snow plowing of streets, when needed. • Street and sidewalk maintenance and repair. • Street lights. Waterstone Terraces and Crescent Magnolia have all the same utilities and stormwater management as the rest of the Waterstone development, including Waterstone Estates. The streetlights in Waterstone Terraces are the same as in Waterstone Estates; the streetlights in Crescent Magnolia are slightly different, but this may be due to changes in Duke Energy equipment over time. As in Waterstone Estates, we have no posted speed limit signs. We have the standard green-and-white street signs and standard stop signs. We have landscaping services for the Terraces and Crescent Magnolia paid for entirely by dues; there are no trees between the sidewalks and the streets. (Photos are attached at the end of this letter.) Orange County provides recycling services to all parts of our neighborhood, using the same standard trucks they use all over the County. The private company we currently use for garbage collection uses the same size trucks for collection in Waterstone Terraces and Crescent Magnolia as the Town uses for Waterstone Estates. In Magnolia Crescent, the residents of Horton Road bring their containers to Monarda Way so the trucks do not need to navigate the dead-end street; in Skip Rook Road the trucks do enter the street. Since the HOA has been under resident control we have implemented a rule prohibiting on-street parking in the Terraces, with towing enforcement as necessary. We would like to retain the “no street parking” rule after the Town takes over the streets. Given the density of housing and the very short driveways, our experience was that our streets became clogged with cars parking on both sides of the streets, making two-way travel difficult for cars, and potentially impossible for emergency vehicles and garbage and recycling trucks. We have, since the founding of the neighborhood, been paying monthly dues to cover trash collection, snow removal, and reserves for future street and sidewalk maintenance. Our Management Company will be conducting a reserve study to quantify the financial impact, but we are certain that this represents a significant impact on the budgets of 142 households. We appreciate your review of this matter and hope that we will hear affirmatively that the Town will assume responsibility for our streets and provide the services for which we have been taxed but have not received. Please let us know if you have questions or need additional information. Sincerely, Liz Becker Laura Eastwood Sarah Kittrell Theresa Link Ad hoc committee on streets, Waterstone Terraces Waterstone Terraces Photos Aronia Drive & College Park Road entrance Aronia Drive & Monarda Way Rubrum Drive & College Park Road Entrance Monarda Way & Rubrum Drive Rubrum Drive & Aronia Drive Rubrum Drive near the pool Crescent Magnolia Photos Entrance to Horton Road from Monarda Way Horton Road Horton Road from terminus Entrance to Skip Rook Road from College Park Road Skip Rook Road to terminus 8/3/2021 1 Public Works   Impact Analysis Expanding Solid Waste  Services and  Street Maintenance to Townhome  Developments in Hillsborough Background •Three townhome developments within Hillsborough  town limits maintain private streets •Residents of these neighborhoods do not receive  certain town services including solid waste collection,  street and sidewalk repair and maintenance, and snow  removal – but are paying taxes for  these services 1 2 8/3/2021 2 Townhome Developments Not Served by TOH   Public Works Waterstone Terraces  and Magnolia Crescent – 138 households and 0.604 miles of streets Harmony at Waterstone – 200 households and 1.23 miles of streets Elfin Pond –95 households and 0.484 miles of streets Waterstone Terraces  and Magnolia Crescent •Waterstone Terraces Homeowners Association has  formally requested that the Town  of Hillsborough take  over the streets in Waterstone Terraces and Magnolia  Crescent and provide the following services: •Weekly garbage collection, monthly bulk trash collection, Christmas  tree removal •Snow plowing •Street and sidewalk maintenance and repair •Streetlights 3 4 8/3/2021 3 2020 Operations and Costs – Municipal Solid Waste Households Served 2714 Tons  Collected 1757 Annual Tons  per Household 0.64738 Tons  Collected per Day 6.76 Collection Cost $326,470.31  Collection Cost per Ton $185.81  Disposal Costs $83,434.36  Total  Cost $409,904.67  Total  Cost per Ton $233.30  2020 Maintenance and Costs ‐Streets •Responsible for  maintenance of 33.52 miles of streets •2 miles of streets resurfaced in 2020 •2020 Budget (Powell Bill funds and actual street  maintenance costs): $805,329 •Street maintenance cost per mile ‐$24,025.33 5 6 8/3/2021 4 Estimated Impact ‐Waterstone Terraces  and  Magnolia Crescent Add Households 138 Add Tons  per Year 89.34 Add Collection Costs $16,599.98 Total  add Costs $20,842.65 Add tonnage/day 0.344 •0.604 street miles •$14,515.41 in  additional yearly  maintenance costs Solid Waste Streets *Yearly  maintenance costs are based on  average street maintenance cost per mile  and do not account for the condition of  the streets that would be accepted as  public Estimated Impact from all Townhome Developments Add Households 433 Add Tons  per Year 280.32 Add Collection Costs $52,085.43  Total  Add Costs $65,398.66  Add Tonnage per Day 1.08 •2.32 additional miles  of streets to maintain  •$55,738.76 in  additional yearly  maintenance costs  Solid Waste Streets 7 8 8/3/2021 5 Estimated Impact –Percent Change Current Current including all 3  Developments Percent Change Households 2714 3147 16% Tons 1757 2,037.32 16% Collection Costs $326,470 $378,556 16% Total  Costs $409,905 $475,303 16% Tonnage/Day 6.76 7.84 16% Miles of Streets 33.52 35.84 7% Street Maintenance Costs $805,239 $860,978 7% Issues to Consider •Inconsistency – Other townhome developments within  Hillsborough town limits have public streets and receive  solid waste services. •Newer streets –The streets in question have been built  recently and should not require significant maintenance  for 10 –15 years.  •Capacity – The Town  has the capacity to absorb all three  subdivisions within the next two years.  9 10 8/3/2021 6 Taking  Over Private Streets •Townhome private streets were designed to NCDOT standards. •Because the streets are private, road construction was not regulated  according to Town  Street Standards subsection [7‐]01‐12 Quality  Control/Quality Assurance Minimum Testing. •Technical certifications and documents from construction, required  for  public acceptance, are unlikely to be available because of the  amount of time that has passed since project completion. •After consulting with NCDOT, town staff recommends that the HOA  provide an inspection by a qualified engineer including core samples.  Street Inspection •NCDOT recommends a minimum of 3 samples per lot (lot = individual street);  however, the streets are short in these developments, and NCDOT usually  considers a test section (a subsection of a lot) 2000 linear feet.  •Staff recommends a core sample from each section of street and each dead‐ end street measuring at least 400 linear feet.  •Staff also recommends a visual inspection by a qualified engineer to inspect for  indications of pavement distresses.  •Number of core samples from each development: o Waterstone  Terraces  and Magnolia Crescent: 9 o Harmony at Waterstone: 10 o Elfin Pond: 5 **If an HOA can submit proper documentation detailing construction, it shall not be required to  provide an inspection and core samples by a qualified engineer. 11 12 8/3/2021 7 Powell  Bill Funding The public acceptance of private roads in Waterstone Terraces,  Magnolia Crescent, Harmony at Waterstone, and Elfin’s Pond  would not have a significant impact on eligibility for Powell Bill  funding. Only 25% of funds are determined by number of locally  maintained street miles. The addition of 2.32 miles, which is 7%  of the miles of streets currently maintained, would not  meaningfully increase eligibility for Powell Bill funding.  Street Lighting “The Town  will only take on operating costs of lights that  use standard cobra flat lens design provided by the  electric utility; operating costs of any other style of street  lighting (including the Traditional or Sanibel designs) will  be the ongoing responsibility of the developer, property  owner, or homeowners’ association.” ‐Town  of Hillsborough Street Standards 13 14 8/3/2021 8 Street Lighting by Development Waterstone Terraces  –Cobra Flat Lens Harmony at Waterstone  –Roadway LED Elfin Pond  –Open Traditional, Classic Mini, Shoebox  Other Questions to Consider •Will the town’s garbage trucks be able to service the developments? •Orange County provides recycling services, and Waterstone Terraces  HOA claims that the private  company currently providing garbage collection uses the same size trucks as the town. Public  Works  should confirm that their trucks would be able to service the neighborhoods.  •Should the town retain the “no street parking” rule in Waterstone  Terraces? •Waterstone Terraces  HOA has requested to keep the rule. Due to the density of the neighborhood,  parking on the street makes it difficult for two‐way travel, emergency vehicles, and garbage trucks.   •What should the speed limit be? •There are currently no speed limit signs in the Waterstone Terraces. Due to the density of housing,  a lower speed limit is recommended.  15 16 8/3/2021 9 Options for  the Board of Commissioners Provide Solid Waste  Services Accept streets as public Neither  Both Investigate fee  for  trash services (not recommended by  town staff) 17 AGENDA ABSTRACT: Item to be considered | 1 of 2 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: August 9, 2021 Department: Planning Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Margaret A. Hauth, Planning Director/Assistant Town Manager Shannan Campbell, Economic Development Planner Dustin Hill, Interim Public Works Director Stephanie Trueblood, Public Space Manager ITEM TO BE CONSIDERED Subject: Direction to staff regarding single pole flags, banners, and holiday decorations on Duke Energy light poles Attachments: Flag holiday list dating from 1999 Brief summary: The town has been notified by Duke Energy that single pole flags cannot be displayed on their light and distribution poles due to safety concerns. Communities can secure approval for banners which are secured with brackets at the top and bottom and allow wind to pass through. This information followed social media posting about the Pride flags, however, in meetings with Duke staff, they indicated that no single pole flag could be permitted due to safety concerns. There are a wide range of alternatives the town could pursue, but staff is seeking intermediate direction from the board to limit the time devoted to options that are not in the board’s interest. Action requested: Provide direction to staff on four intermediate options. ISSUE OVERVIEW Background information and issue summary: To ensure we are using common definitions: • A single pole flag would cover any cloth-type banner that is hung from a single pole where the bottom is allowed to fly free in the air – a traditional flag. • A banner is also of cloth, but it is fixed between two brackets (top and bottom) to limit the flapping or wind; vents are cut to limit the wind load that is transferred to the support pole. Both Duke Energy and NCDOT have regulations about the location, size and spacing of banners in their rights of way. NCDOT has requirements for clearance from the road and Duke Energy has requirements for spacing from the services on the pole. These requirements taken together may limit the locations banners can be installed. • Holiday decorations are fixed and semi-rigid. They generally involve lights and electric use. The town’s holiday decorations have the proper agreement, dating from 2004. A quick check of the minutes during the discussions of the holiday decorations permit found no mention of flag or banner permits or discussion of the For clerk’s use AGENDA ITEM: 6.D Consent agenda Regular agenda Closed session AGENDA ABSTRACT: Item to be considered | 2 of 2 town’s long-standing practice of hanging flags for holidays. There was also no discussion of permitting when the town’s first banners were installed during the town’s 250th birth celebration, also in 2004. As Labor Day is rapidly approaching and that flags appear to be unacceptable to Duke Energy, staff is looking for guidance to narrow the field of options returned to the board for discussion at a later date. Staff had envisioned this to be a discussion about when flags were displayed, but the topic has shifted to if flags are displayed. The attached list is from 1999 and indicates the holidays when flags are flown. The tradition is to put the flags up on Friday and remove them on Monday. Admittedly, current staff did not realize this was a board directive and in recent years both the Moon Landing Day and Pearl Harbor Day displays have been eliminated. Duke Energy further reserves the right to manage or approve the message on any approved banner. While they have not produced written guidance on this topic, the detail drawing with the permit application indicates “any messaging or images must be approved as part of this agreement.” According to the most recent conversations, Duke staff consider the Pride flags to be political or social in nature and not allowable. In the various comments the town received with the Pride flag display, we also have requests for at least 3 additional commemorative flag types. Staff did a quick check on the number of commemorative months and weeks that have been noted. There are a significant number just in the various ethic/national origin and orientation categories, before branching into awareness for various conditions. Staff have identified four options we are seeking direction on rather than fully pursuing a wide variety of options and costing them all out: 1) Keep doing what we are doing – fly the single pole flags as designated holidays, banners at other times, and holiday decorations from mid-November to January. There does not seem to be a clear penalty to not securing approval from Duke. 2) Stop flying single pole flags on designated holidays and work with Duke Energy to identify banner alternatives and secure permits. This would require identifying fixed messages for each banner and securing Duke’s acceptance of that “message.” Staff does not support this alternative. Changing out the banners takes more time than installing holiday decorations (15 person-hours). Holiday decorations are up for roughly 2 months – not 3-5 days. 3) Investigate alternative options within public right of way to replace the single pole flags. Staff does not support this alternative. It is the most time intensive, least likely to generate a sustainable alternative, and always requires the town to get permission from one or more other entities. Our public spaces have many purposes, are trying to serve many functions, and are highly constrained by the policies of others who share this space. 4) Investigate alternatives outside the public right of way to replace the single pole flags, potentially on town property. This would be a more costly alternative (in one-time costs) but may provide a less time intensive solution that would not require a bucket-truck long term and provide the town maximum flexibility to determine what it wants to celebrate. Financial impacts: Pursuing any one of the various options will have financial considerations. Staff recommendation and comments: Please provide clear direction. AGENDA ABSTRACT: Item to be considered | 1 of 2 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Police Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Police Lieutenant Andy Simmons ITEM TO BE CONSIDERED Subject: Lease agreement with Sentry Property Management for Hillsborough Police Department’s fitness center and training facility Attachments: 1. Proposal 2. Photos 3. Budget amendment Brief summary: Staff has located a commercial space to relocate the department’s two training facilities and overall training program. This will consolidate all operations from the Fairview Community Center, Old Furniture Building and Police headquarters all into one newly constructed space. With the substation building no longer available at the end of 2021 and lack of additional space at headquarters and the police annex, leasing space seemed the better option. Action requested: Authorize manager to enter a three-year lease agreement with Sentry Property Management for space to house the department’s Fitness Center and Training Facility. Costs for the first year will not exceed $37,800 in rent and $8,412 in TICAM, a total of $3,851 monthly. Subsequent years costs will not exceed a 3% increase. If approved, a budget amendment will be required to transfer $27,000 from contingency for 7 months. ISSUE OVERVIEW Background information and issue summary: With the pending lease to the community watch for the substation, the group has indicated a strong preference to occupy the entire building but is willing to wait until the end of 2021 for full occupancy. The former furniture building would require significant renovation to create safely usable space. Expense for that purpose seems unwise since the building will be demolished in the mid-term. With the loss of these two buildings, all areas for training are eliminated. The new facility provides an avenue to conduct all training. This space also provides an area for relocating the fitness equipment. For clerk’s use AGENDA ITEM: 6.E Consent agenda Regular agenda Closed session AGENDA ABSTRACT: Item to be considered | 2 of 2 Financial impacts: There are not existing funds in the current budget to cover this expense, so funding would have to come from contingency. The building would likely not be available until December, so for FY22, the approximate cost would be $26,957. Staff recommendation and comments: Please refer to attached proposal. Training Facility Proposal In an effort for the department to improve the training it can provide for its officers; staff has located a commercial space in town limits that will replace two training facilities that the department has been using. This will consolidate all training operations from the Fairview Community Center and old furniture building all into one newly constructed space. The police department will no longer have any use of the Fairview Community Center as of December 2021, based on the stated desire of the neighborhood to occupy the entire building. The Community Center is where the department's fitness center is located. The classroom of this building was the ideal location for the recently purchased Use of Force and De-escalation Simulator. With the loss of the classroom and fitness area, a new space needed to be located. The secondary training space for the department is the old furniture building. Although this space has been a great asset, this building does not have climate control or reliable, well- functioning plumbing. The simulator requires climate control to function properly and maintain the warranty. The building is slated for demolished in the middle-term so the new fire station can be built, so significant expenditures for system repairs would not yield long-term solutions. Additionally, officers currently conduct and train for the Police Officers Physical Ability Test in the furniture building. Activity is limited during summer months as the building reaches dangerous temperatures for any physical training during the summer months. Planning department staff estimated renovations to the furniture building would exceed this lease estimate to address the most pressing issues. While no firm estimate has been developed, staff recommended investigating leased commercial space prior to developing a renovation budget. Concerns with the building include converting to a new use which requires modernization of systems, heating/air, and merging new and existing construction methods were factored at a high cost. Spending money on the space and then tearing it down a few years later was another significant factor making it not a viable alternative. Both Planning and police department staff made some inquiries about a variety of existing commercial sites around town. We quickly found that there was a lack of inventory. Any identified spaces were contingent or purchased before any action could be taken; even these opportunities were very few and far between. Andy contacted Summit Design and Engineering Services to see if he knew any available spaces. They indicated that they had a new construction project that would probably suit our needs. The available space is new construction and approximately 2000 square feet. The space will be built to our specifications to meet the needs of current and future training. As the space is not yet completed, we have requested a very basic completion without elaborate finishes. The building will be climate controlled, have a bathroom with a shower (ADA compliant) and a closet for storage. All the department’s training needs can be met at this location to include: • 30’ x 30’ area for the Use of Force De-escalation Simulator • 30’ x 30’ area for a fitness center • Open area for a classroom for regular and in-service training • Climate controlled area for annual fitness testing (POPAT) • Garage/Bay door entry to incorporate vehicles into training • Recruit testing – Physical and written After locating the space and receiving pricing, Andy spoke with planning and public space staff (Stephanie and Shannan) to see current competitive pricing for new commercial space. Stephanie relayed that $19 a square foot is fair pricing in this market for new construction commercial space. This space allows the department to consolidate its training operations in a modern facility that provides safe conditions for staff year-round. The price is competitive, does not commit the town for the long-term, and is likely more affordable than renovating space that will not be available in the long-term. Town Attorney Bob Hornik has approved the lease from a legality perspective. Town Manager Eric Peterson concurs that the space is necessary, and Chief Hampton agrees that the training space will help us move forward as an agency and a town. BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2021-2022 DATES: 08/10/2021 TO 08/10/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-00-9990-5300-000 CONTINGENCY 08/10/2021 400,000.00 -27,000.00To cover PD facility rental 23985 349,300.00EBRADFORD 10-20-5100-5300-572 RENTAL - BUILDING 08/10/2021 0.00 27,000.00To cover PD facility rental 23986 27,000.00EBRADFORD 0.00 EBRADFORD 1:52:49PM08/04/2021 fl142r03 Page 1 of 1 GF- Contingency Police AGENDA ABSTRACT: Town Code Noise Ordinance Exemption Determination | 1 of 2 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Planning Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Shannan Campbell, Planning and Economic Development Manager Andy Simmons, Hillsborough Police Department Lieutenant ITEM TO BE CONSIDERED Subject: Determination on town code noise exemptions for permitted Special Events Attachments: Town Code Noise Ordinance, Article 1, Section 5 Brief summary: The Town Code Article I, Section 5-3 Exempted Noise lists out various noises that are not prohibited under the noise ordinance. One such item indicates that one of these exemptions is, “(5) Noises associated with parades, fairs, circuses and other similar public entertainment events sponsored or authorized by the town.” There are varying opinions among staff as to whether or not this exemption applies to permitted Special Events held both on public and private property, or only on public property. Examples include: Last Fridays- entertainment venues include the courthouse (public), visitors center (public), River Park (public), and also at private business such as the lawn at Margaret Lane Gallery (private), Lawn at Colonial Inn (private), and there is planning in the works for an arts vendor market on a vacant lot in West Hillsborough adjacent to the businesses that may have entertainment (private). Does the issuance of a Special Event permit exempt the activities at the public and private locations for the hours of the event? Hillsborough Holiday Parade- entertainment venues include Churton St parade (public), courthouse lawn tree lighting (public), and entertainment at the Chamber parkinglot (private) and sometimes other private locations accessible to the public. Does issuing a Special Event permit exempt the activities at the public and private locations for the hours of the event? Hillsborough Holiday Home Tour- entertainment venues include courthouse lawn (public), private residences and lawns/gardens (private), and Burwell School (public/private?). Does the Special Event Permit exempt the private residences from the noise ordinance or just the public entertainment venues? Burwell School- Burwell hosts events that sometimes require special event permits such as concerts, fundraisers, and garden parties. Does issuing a Special Event Permit for these events exempt them from the noise ordinance during the hours of that permitted Special Event when it’s open to the public? For clerk’s use AGENDA ITEM: 6.F Consent agenda Regular agenda Closed session AGENDA ABSTRACT: Town Code Noise Ordinance Exemption Determination | 2 of 2 Hog Day- Public event held on public properties (River park, Visitors Center, Board of education) does the exempted noise clause above exempt the event activities on public property? Action requested: Determination from town board on whether or not a Special Event Permit issued by the Town of Hillsborough staff and/or town board (depending on threshold for review) exempts permitted Special Event activities from the noise ordinance only on public property or on both public and private property for the hours of the permitted event. Depending on the determination of the board, staff will then amend the town code language to be clearer in this regard and bring that amendment back to the board. ISSUE OVERVIEW Background information and issue summary: None Financial impacts: None Staff recommendation and comments: No staff opinion submitted. PART II - CODE OF ORDINANCES Chapter 5 - GENERAL OFFENSES ARTICLE I. NOISE Hillsborough, North Carolina, Code of Ordinances Created: 2021-06-29 08:43:40 [EST] (Supp. No. 42) Page 1 of 5 ARTICLE I. NOISE Sec. 5-1. Loud, raucous and disturbing noise. (a) [Prohibited.] No person may authorize or cause to be emitted from any property or source under his control any loud, raucous and disturbing noise. (b) [Defined.] For the purposes of this article, loud, raucous and disturbing noise is defined to be any sound which because of its volume level, duration or character, annoys, disturbs, injures or endangers the comfort, health, peace or safety of reasonable persons of ordinary sensibilities within the limits of the Town of Hillsborough. The term loud, raucous and disturbing noise shall be limited to noises heard upon the public streets, in any public park, in any school or public building or upon the grounds thereof while in use, in any church or hospital or upon the grounds thereof while in use, upon any parking lot open to members of the public as invitees or licensees, or in any occupied residential unit which is not the source of the noise or upon the grounds thereof. (Prior Code, § 5-1; Ord. No. 2007.04.09-9.D, §§ 1, 2, 4-9-2007) Sec. 5-2. Prohibited noise. The following are declared to be illustrations of noises prohibited under this article, and are hereby declared to be unlawful, but this list shall not be exclusive: (1) The blowing of a horn on any motor vehicle except when the horn is used as a warning device. (2) The operation of any motor vehicle without a muffler or with a muffler that is so defective, designed, altered or maintained in such disrepair that the vehicle emits an unreasonably loud noise. (3) The operation of a motor vehicle so as to create unreasonably loud noise through the screeching of tires or racing of engines, or the operation of a motor vehicle that is so out of repair, so loaded, or in such a manner as to create loud grating, grinding, rattling or other noise. (4) The operation of a motor vehicle off the boundaries of a public street between the hours of 8:00 p.m. and 7:00 a.m. for racing or other sporting purposes that creates unreasonably loud noise. (5) The operation or authorization to use or operate any musical instrument, radio receiving set, television, phonograph, tape recorder or similar electronic device for the production or reproduction of sound so as to disturb the comfort, quiet or repose of persons in any place of residence or so as to create unreasonably loud noise disturbing to persons located on public property. (6) The creation of unreasonably loud noise so as to interfere substantially with the operation of any church, school, theater, library or other similar place of assembly, or the creation of unreasonably loud noise on Sundays on any street or highway adjacent to any church. (7) The use of any drum, loudspeaker, or other instrument or device for the purpose of attracting attention by the creation of noise of any performance, show, sale, display, advertisement of merchandise, or other commercial venture. (8) The keeping, harboring or authorization to keep or harbor on any premises, whether owned, leased or otherwise occupied or controlled, of any animal which by habitual or frequent howling, yelping, Created: 2021-06-29 08:43:40 [EST] (Supp. No. 42) Page 2 of 5 barking, squawking, meowing, crying or other noise which unreasonably disturbs the quiet, comfort or repose of any person. (9) The operation of any commercial grade noise-creating blower, power fan, internal combustion engine or other machinery, the operation of which causes unreasonably loud noise, unless all steps reasonably practicable are taken to muffle or deaden the noise emitted therefrom so that the same shall not unreasonably disturb the rest and quiet of persons on adjacent premises or within the vicinity thereof. (10) The use of any bell, siren, or whistle upon any vehicle other than police, fire, or other emergency vehicle. (11) The playing or operation of any radio, cassette tape player, compact disk player, or any other sound- producing instrument, device, or apparatus installed and located in a motor vehicle when the speaker volume is elevated to such an extent that the sound is clearly audible more than 50 feet from the vehicle. The provisions of this subsection shall apply regardless of whether the vehicle is traveling upon the streets or highways or public vehicular areas of the city, parked on public or private property, or stopped in traffic. That a person is the operator or possessor of a motor vehicle shall make them the responsible party for the purposes of this subsection. (Prior Code, § 5-2; Ord. of 4-10-2000; Ord. No. 2007.04.09-9.D, §§ 3, 4, 4-9-2007) Sec. 5-3. Exempted noises. The following noises are not prohibited under this article: (1) Construction operations from 7:00 a.m. to 8:00 p.m. on weekdays, 8:00 a.m. to 7:00 p.m. on Saturdays and holidays, and 12:00 noon to 6:00 p.m. on Sundays, for which building permits have been issued; or construction operations not requiring permits, provided that all equipment is operated in accordance with the manufacturer's specifications and with all standard equipment manufacturer's mufflers and noise-reducing equipment in use and in properly operating condition. Notwithstanding the foregoing, a developer, builder, or contractor performing work to install, improve, maintain, or remove public infrastructure or performing work that is otherwise in the public interest shall be permitted to perform work outside of the hours of operation established in this subsection, provided that the developer, builder, or contractor delivers 14 days' written notice to the town manager prior to commencement of work, and receives written approval from the town manager prior to commencement of work. Such approval shall not be unreasonably withheld. (2) Emergency warning devices of safety signals. (3) Noises resulting from lawn care equipment and agricultural field equipment used between 7:00 a.m. and 8:00 p.m. (4) Noises resulting from any authorized emergency vehicle when responding to any emergency call or acting in time of emergency. (5) Noises associated with parades, fairs, circuses and other similar public entertainment events sponsored or authorized by the town. (6) Noise from trains and associated rolling stock, when operated in proper repair and manner. (7) Emergency work necessary to protect life or property. (8) Church bells, and bells from the courthouse clock. (9) Noise resulting from parades, exhibitions, lawful picketing, or other public demonstrations protected by the United States Constitution or federal law, or for which a local permit has been granted by the town. Created: 2021-06-29 08:43:40 [EST] (Supp. No. 42) Page 3 of 5 (Prior Code, § 5-3; Ord. of 4-10-2000; Ord. of 4-12-2004; Ord. No. 2007.04.09-9.D, § 5, 4-9-2007; Ord. No. 20180611-10.E, § 1, 6-11-2018) Sec. 5-4. Special provisions for amplified sound. (a) Terminology. (1) Amplified sound. Any sound or noise, including the human voice, which is increased in volume or intensity by means of electrical power. Examples of amplified sound include bands and entertainment, radios and stereo equipment, loudspeakers, etc. (2) A-weighted sound level. Sound level in decibels determined by the "A" weighting scale. A-Weighting is a frequency response adjustment of a sound level meter that conditions the output signal to approximate human response. (3) Decibel (dB). Unit for measuring the relative loudness of sounds equal approximately to the smallest degree of difference of loudness ordinarily detectable by the human ear whose range include approximately 130 decibels on a scale beginning with one as the faintest audible sound. (4) Measurement period. A five-minute period in which sound measurements are taken ten seconds. (5) Sound level. The weighted sound pressure level (measured in decibels) obtained by the use of a sound level meter and frequency weighted network. (6) Sound level meter. An instrument for measuring sound levels that includes an omnidirectional microphone, an amplifier, an output meter and frequency weighting networks for the measurement of sound. Sound level meters must be certified to meet or exceed the current standards of the American National Standards Institute (ANSI). (b) Limits. It shall be unlawful for any person to cause or allow the emission of sound from any source or sources which, when measured in accordance with section (d) below exceeds 65 db(A) for more than 20 percent of any measurement period during the following times: (1) Sunday—Thursday 7:00 a.m. to 11:00 p.m. (2) Friday—Saturday 7:00 a.m. to midnight. (c) Amplified sound cutoff. Outside of the times listed in section (b), it shall be unlawful for any person to cause or allow the emission of amplified sound from any source or sources which results in a complaint and can be heard at any occupied residential property or from the property of a complaining business outside of the sound source. (d) Measurement guidelines. A sound measurement shall be taken and sound levels determined using the following procedures: (1) The sound meter must be serviced, calibrated and operated as recommended by the manufacturer and in accordance with procedure maintained by the police department. Persons using the sound level meter shall be trained in sound level measurement and the operation of the sound meter being used. (2) Sound readings will be taken using the "A-weighting" scale in slow response. (3) The sound readings shall be taken from the nearest property line of the occupied residential property situated closest to the source of the sound being measured, or, if the complaining party is a business, from the business location. (4) When possible, the sound level meter should be positioned at least ten feet from any walls or structures, and approximately four feet above the ground. Created: 2021-06-29 08:43:40 [EST] (Supp. No. 42) Page 4 of 5 (5) No person, other than the operator and a recorder shall be within ten feet for the sound level meter while a reading is being taken. (6) Sound level measurements will be taken for an entire measurement period recording one reading at ten-second intervals for a period of five minutes. (7) Any readings that are impacted by obvious external sounds not emanating from the source location being measured, such as loud vehicular traffic, will be disregarded. (e) It shall be unlawful for any person to interfere, through the use of sound or otherwise, with the taking of sound measurements. (f) Special events permitting exception for amplified sound events. Locations may seek a special events permit that will allow for extended hours for the dB(A) limits described in item (b) above. Special events permits will be subject to the following provisions: (1) A location may only be granted four nights of exemption per calendar year. (2) The special events permit exemption may allow amplified sound at the 65 dB(A) level until 1:00 a.m. (3) Locations that are issued a special events exemption will be required to notify residents residing within a 500-foot radius from their location, in writing no more than ten days and no fewer than five days in advance of the special event, that a permit has been issued. (4) Locations that violate the provisions of a special events permit, or have violated the general provisions of this section will not be issued a special events permit for a six-month period. (g) Civil penalty. Any violation of this section shall be a civil penalty as follows: (1) First violation during 12-month period—Warning. (2) Second violation during 12-month period—$50.00. (3) Third violation during 12-month period—$100.00. (4) Fourth and subsequent violations during 12-month period—$250.00. (5) Any violation that continues after a person has been notified that such violation exists and that he is subject to the penalties specified in this section shall constitute a separate offense. (6) If the source of the amplified sound is a business, then the person in control or the owner of the business may be issued the civil penalty. (7) This section may also be enforced by any appropriate equitable action, including injunctions or orders of abatement. (8) The town may enforce this chapter by any one or any combination of the foregoing remedies. (h) Appeal. Any person who is assessed a civil penalty may appeal directly to the chief of police in writing within ten days. They may appeal the decision of the chief of police directly to the Town Board. ( Ord. No. 20150427-9 , § 1, 4-27-2015; Ord. No. 20210412-7.E, § 1, 4-12-2021) Sec. 5-5. Burden of persuasion for noise exemptions. In any proceeding pursuant to this article I, if an exemption stated in section 5-3 would limit or eliminate a liability, the person who would benefit from the application of the exemption shall have the burden of persuasion that the exemption applies and that the terms of the exemption have been met. (Prior Code, § 5-5) Created: 2021-06-29 08:43:40 [EST] (Supp. No. 42) Page 5 of 5 AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Board Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Mayor Jenn Weaver ITEM TO BE CONSIDERED Subject: Board discussion of when to return to in-person meetings Attachments: None Brief summary: The board had been primed to return to in-person meetings in August, after the July break. However, due to the delta variant requiring renewed caution, the timing did not seem right. This discussion is to hear from staff about the considerations they are discussing, assess board comfort levels, and have everyone on the same page of understanding for when the board may return to in-person meetings. Action requested: Discussion only, give staff direction if necessary. ISSUE OVERVIEW Background information and issue summary: See above Financial impacts: None Staff recommendation and comments: For clerk’s use AGENDA ITEM: 6.G Consent agenda Regular agenda Closed session AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: Administration Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Town Manager Eric Peterson ITEM TO BE CONSIDERED Subject: Hot Topics for work session Aug. 23, 2021 Attachments: None Brief summary: Possible topics include: • Wastewater system Updates: o Presentation on Phase 2 Collection System Modeling Report o Impacts of wastewater system on capacity and growth o Potential paths forward to address system priorities Action requested: Discuss and provide direction. ISSUE OVERVIEW Background information and issue summary: None Financial impacts: N/A Staff recommendation and comments: N/A For clerk’s use AGENDA ITEM: 6.H Consent agenda Regular agenda Closed session AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Aug. 9, 2021 Department: All Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Department Heads ITEM TO BE CONSIDERED Subject: Departmental Reports Attachments: Monthly departmental reports Brief summary: N/A Action requested: Accept reports ISSUE OVERVIEW Background information and issue summary: N/A Financial impacts: N/A Staff recommendation and comments: N/A For clerk’s use AGENDA ITEM: 7.C Consent agenda Regular agenda Closed session ADMINISTRATION DEPARTMENTAL REPORT Human Resources/Town Clerk Report: June 2021 Meetings and events • Board of Commissioners budget work session (remote) (6/7/21) • Board of Commissioners regular meeting with budget public hearing & work session (remote) (6/14/21) • NCHIP Board meeting (6/16/21) • Monthly management team meeting • Safety committee meeting (6/22/21) • Star safety meeting (6/24/21) • Board of Commissioners work session with budget adoption (remote) (6/28/21) • New hire meeting (6/28/21) • Weekly human resources team meeting • Weekly budget software implementation meetings • Weekly GARE Countywide Racial Equity Plan Co-Leads meeting • Monthly Triangle J Council of Government HR Roundtable conference calls Employee Events and Training • None Recruitment and Selection (* = filled) • Police Officer o Recruitment opened (2/19/20) o Continuous recruitment (184 applicants to date) o Start date: 01/04/2021 • Finance Director o Recruitment open (2/12/2021) o Recruitment closed (3/30/21) (27 applicants) o Initial phone interviews completed. o First virtual assessment center completed. o Start date: 6/28/2021 • Accounting/Payroll Technician o Recruitment open (4/19/21) (14 applicants) o Recruitment closed (4/30/21) o Readvertised (6/10/21) o Recruitment closed (7/5/21) (48 applicants) • Utility Maintenance Technician I, II or III o Recruitment open (4/28/21) o Recruitment closed (5/23/21) (14 applicants) o Readvertised (6/30/21) o Recruitment closed (7/18/21) (22 total applicants) • Financial Analyst o Recruitment open (5/6/21) o Continuous recruitment (71 applicants to date) • Meter Services Technician o Recruitment open (5/6/21) o Recruitment closed (5/23/21) (11 applicants) o Start date: 6/28/21 • Police Officer Trainee o Recruitment open (5/12/21) o Recruitment closed (6/3/21) (14 applicants) o Start date: 7/26/21 • Water Plant Operator I, II or III (night shift) o Recruitment opened (5/14/21) o Recruitment closed (5/30/21) o Readvertised (6/23/21) o Recruitment closed (7/12/21) (15 total applicants) • Lead Utilities Inspector o Recruitment open (5/10/21) o Recruitment closed (5/27/21) (2 applicants) o Readvertised (6/23/21) o Recruitment closed (7/12/21) (3 total applicants) • Utility Systems Mechanic o Recruitment Open (6/22/21) o Recruitment closed (7/12/21) (8 applicants) • Civil Engineer • Recruitment opened (6/23/21) • Recruitment closed (7/12/21) (6 total applicants) • Planning Technician o Recruitment opened (6/23/21) o Recruitment closed (7/12/21) (26 applicants) Pay and Benefits • Biweekly payroll (2) • Completion of benefits open enrollment (5/3/21-5/14/21) • FMLA – 6 Notice of Eligibility and Rights & Responsibilities sent (2021) Wellness • Weekly onsite nutrition counseling (offered remotely) • Wellness mini-grant program Performance Evaluation • Maintained NEOGOV PE system Human Resources/Town Clerk Report: July 2021 Meetings and events • NCHIP Board meeting (7/21/21) • New hire meetings (7/6/21, 7/21/21, 7/23/21) • GARE Regional Managers Office Hours (7/30/21) • Weekly human resources team meeting • Weekly budget software implementation meetings • Weekly GARE Countywide Racial Equity Plan Co-Leads meeting • Monthly Triangle J Council of Government HR Roundtable conference calls • Monthly management team meeting Employee Events and Training Recruitment and Selection (* = filled) • Police Officer o Recruitment opened (2/19/20) o Continuous recruitment (204 applicants to date) o Start date: 01/04/2021 o Start date: 7/5/21 • Accounting/Payroll Technician o Recruitment open (4/19/21) (14 applicants) o Recruitment closed (4/30/21) o Readvertised (6/10/21) o Recruitment closed (7/5/21) (48 applicants) • Utility Maintenance Technician I, II or III o Recruitment open (4/28/21) o Recruitment closed (5/23/21) (14 applicants) o Readvertised (6/30/21) o Recruitment closed (7/18/21) (22 total applicants) • Financial Analyst o Recruitment open (5/6/21) o Continuous recruitment (71 applicants to date) • Police Officer Trainee o Recruitment open (5/12/21) o Recruitment closed (6/3/21) (14 applicants) o Start date: 7/26/21 • Water Plant Operator I, II or III (night shift) o Recruitment opened (5/14/21) o Recruitment closed (5/30/21) o Readvertised (6/23/21) o Recruitment closed (7/12/21) (15 total applicants) • Lead Utilities Inspector o Recruitment open (5/10/21) o Recruitment closed (5/27/21) (2 applicants) o Readvertised (6/23/21) o Recruitment closed (7/12/21) (3 total applicants) • Utility Systems Mechanic o Recruitment Open (6/22/21) o Recruitment closed (7/12/21) (8 applicants) • Civil Engineer o Recruitment opened (6/23/21) o Recruitment closed (7/12/21) (6 total applicants) • Planning Technician o Recruitment opened (6/23/21) o Recruitment closed (7/12/21) (26 applicants) Pay and Benefits • Biweekly payroll (2) • Cost of Living Adjustment • Merit increases • FMLA – 8 Notice of Eligibility and Rights & Responsibilities sent (2021) Wellness • Weekly onsite nutrition counseling (offered remotely) • Wellness mini-grant program Performance Evaluation • Maintained NEOGOV PE system Professional Development • GARE RaceForward: A Reckoning In Boston Film and discussion (7/9/21) (Haley) Miscellaneous • NCDOT – 2021 Certified Statement, street listing, and certified Powell Bill map update Public Information Office Report: June 2021 News Releases/Minutes • Issued 18 news releases and 1 bid posting. • Completed minutes for 1 town board and 4 appointed board meetings. EMAIL SUBSCRIPTIONS (as of June 30) List Subscribers Change Total 1,415 Same News releases 1,125 ↓ 4 Meeting notices 696 ↓ 4 Bid postings 592 ↓ 5 Community newsletter 1,281 ↑ 3 TOP 10 MOST-VIEWED NEWS RELEASES: WEBSITE Headline Views Board of Commissioners Meeting Summary (June 28 meeting) 149 Hillsborough Selects Finance Director (May release) 110 Volunteers Needed to Serve on Appointed Boards 109 Solid Waste Collection Delayed due to Juneteenth Observance 104 Paving on Portions of U.S. 70, Churton Street to begin June 21 93 Board of Commissioners Meeting Summary (May 24 meeting) 79 Board Receives Draft Budget, to Hear from Public June 14 76 Police Department’s 2020 Report Now Available 72 Photograph, Report Potential Water Theft 63 Preservation Award Recognizes Colonial Inn Renovation 62 TOP 10 MOST-VIEWED NEWS RELEASES: EMAILS Headline Views Photograph, Report Potential Water Theft 521 Expect Road Closures Sunday for Juneteenth Event 488 Paving on Portions of U.S. 70, Churton Street to begin June 21 484 Police Department’s 2020 Report Now Available 482 Boxwoods Declining, Town to Remove Several at Old Town Cemetery 461 Join a Book Discussion with Hillsborough’s Mayor 458 Preservation Award Recognizes Colonial Inn Renovation 455 Board of Commissioners Meeting Summary (June 14 meeting) 427 Solid Waste Collection Delayed due to Juneteenth Observance 418 Tell Us What’s Important to You by Taking the Survey 418 Social Media FACEBOOK STATISTICS (as of June 30) Videos • Worked on videos on Fiscal Year 2021-22 budget highlights and water and sewer rate increases. YOUTUBE STATISTICS (as of June 30) Subscribers Change 2,893 ↑ 8 NEW VIDEOS Video YouTube Views Facebook Reach Posted Tourism Board Meeting 16 N/A June 7 Board of Commissioners Budget Work Session 47 June 7 Tourism Development Authority 23 June 9 Board of Adjustment 26 June 9 Board of Commissioners Regular Meeting 66 June 14 39 posts 2 responses to comments Follows Change 4,353 likes ↑ 17 4,525 follows ↑ 19 TOP 5 POSTS Post People reached Link clicks Police Department’s 2020 Report Now Available 1,751 42 Town hiring for 3 positions (June 16 post) 1,148 36 Town hiring for 8 positions (June 25 post) 1,131 31 Share of county survey on county commission elections 1,102 53 Pride Month flags (photo) 1,083 5 TWITTER STATISTICS (as of June 30) 37 tweets 0 responses to tweets Follows Change 2,624 ↑ 16 TOP 5 TWEETS Tweet Impressions Link clicks Community Visioning survey reminder 1,876 7 IRS Child Tax Credit and public computer access information 1,164 0 Hillsborough Selects Finance Director 1,099 10 Volunteers Needed to Serve on Appointed Boards 963 8 Pride Month flags (photo) 880 2 NEXTDOOR STATISTICS (as of June 30) 3 Posts 0 direct message Members Change 6,197 ↑ 192 48% of 8,143 households ↑ 8 households TOP POSTS Post Impressions 2020 Water Quality Report Now Available 820 IRS Child Tax Credit and public computer access information 684 Community Visioning survey reminder 568 Parks and recreation Board 25 June 15 Tree Board 11 June 16 Mayor’s Task Force for Re-imagining Public Safety Meeting 44 June 24 Board of Commissioners Work Session 65 June 28 TOP 5 VIDEOS Video Current Views Overall Views Posted Position Your Solid Waste and Recycling Properly 2,328 2,135,942 Oct. 2015 Do Not Tamper with Water Meters 133 5,127 July 2015 Hillsborough, NC: Among America’s Coolest Small Towns 125 10,563 Jan. 2015 Board of Commissioners Regular Meeting: June 14, 2021 66 66 June 2021 Board of Commissioners Work Session 64 64 June 2021 Website/Employee Section • Worked on system for sending email digests of news releases and upcoming meetings. • Updated COVID-19 and various other pages. • Created Fire Marshal Transition FAQs page. JUNE WEBSITE STATISTICS Unique visitors 9,276 Number of visits 12,795 Page views 25,405 Visits per visitor 1.38 Pages viewed per visit 1.99 TOP 10 MOST-VIEWED PAGES Page title Views Home 5,022 Water and Sewer Billing and Collections 1,394 Riverwalk 920 Employment Opportunities 865 Comprehensive Sustainability Plan 658 Police 655 Garbage Collection 583 Board of Commissioners 514 Planning 377 Utilities 369 Other Work • Completed work related to the Comprehensive Sustainability Plan, including several social media promotions, creating new postcard, providing survey materials to consultant and staff, updating survey to clarify submission of survey responses. • Continued work on branding rollout, including setup of shared folder to house templates and style guide materials, limited access folder for branding art, use of seal on official documents and videos, plan for email signatures, update of branding on water/sewer rates-related documents, share of meeting templates to staff supporting boards, creation of templates for various documents. • Continued work on updating water and sewer FAQs, related documents and budget materials. • Completed work on annual Water Quality Report, including Spanish translation. • Created June e-newsletter and July print newsletter for insertion in utility bills in English and Spanish. • Added video clips of presentations and documents to public safety task force page. • Added a photo to the beecityusa.org site and updated link to the town’s page. • Reviewed various town materials, including proclamation, annual police report, employee policy materials, FAQs on fire marshal services transitioning to contracted county services. • Responded to community and media inquiries. Meetings/Events/Training MEETINGS, EVENTS and TRAINING Officer June 2 and 29 Management team meetings June 7, 14 and 28 Town board budget meetings Specialist June Town board and appointed board meetings via YouTube Staff June 3 and 17 COVID-19 communicators meeting June 7 Joint Information Center planning meeting (officer and asst. officer) June 8 Staff meeting June 23 Meeting with support staff to boards regarding change to meeting notices Public Information Office Report: July 2021 News Releases/Minutes • Made changes to reduce number of emails subscribers receive: o Discontinued electronic community newsletter. o Merged news releases and community newsletter subscriber lists o Moved to weekly digests of news releases and key reminders vs. sending individual news releases. o Moved to monthly digest of upcoming meetings vs. individual meeting notices. • Issued 15 news releases, 3 weekly digests and 1 bid posting. • Completed minutes for 3 town board and 4 appointed board meetings. EMAIL SUBSCRIPTIONS (as of July 31) List Subscribers Change Total 1,406 ↓ 9 News 1,318 N/A Meeting notices 707 ↑ 11 Bid postings 585 ↓ 7 TOP 10 MOST-VIEWED NEWS RELEASES (WEBSITE) Headline Views Police Asking for Information Related to Hit-and-Run Collision 635 Police Locate Suspect in Hit-and-Run Collision 451 U.S. 70A Fully Reopened, Boil Water Advisory in Effect for Repair Area 423 Silver Alert Issued for Sheridan Larson 364 Paving on Portions of U.S. 70, Churton Street to begin June 21 (June release) 326 Town Reviewing Notification Process for Boil Water Advisories and Notices 112 Board Approves Budget for Fiscal Year 2021-22 111 Water and Sewer Line Insurance Information Is Not from the Town 78 Boil Water Advisory No Longer in Effect 58 Last Fridays Art Walk Continues in 2021 55 Social Media Videos • Completed videos on Fiscal Year 2021-22 budget highlights and water and sewer rate increases. YOUTUBE STATISTICS (as of July 31) FACEBOOK STATISTICS (as of July 31) 20 posts 8 responses to comments Follows Change 4,377 likes ↑ 24 4,550 follows ↑ 25 TOP 5 POSTS Post People reached Link clicks Police Asking for Information Related to Hit-and-Run Collision 2,823 208 State Urges Employers to adopt Vaccine Verification, Issues New Guidance 1,875 14 Update: Paving on Portions of U.S. 70, Churton Street to begin June 21 1,345 60 Police Locate Suspect in Hit-and-Run Collision 1,209 178 U.S. 70A Fully Reopened, Boil Water Advisory in Effect for Repair Area 1,193 91 TWITTER STATISTICS (as of July 31) 25 tweets 3 responses to tweets Follows Change 2,640 ↑ 16 TOP 5 TWEETS Tweet Impressions Link clicks Update: Paving on Portions of U.S. 70, Churton Street to begin June 21 4,480 15 Silver Alert Issued for Sheridan Larson 3,322 8 Missing person has been located 1,741 No link Last Fridays Art Walk Continues in 2021 1,541 5 Weather advisory: wind and heavy rain 1,108 No link NEXTDOOR STATISTICS (as of July 31) 9 posts 0 direct message Members Change 6,334 ↑ 137 49% of 8,153 households ↑ 1% / 10 added homes TOP POSTS Post Impressions Silver Alert Issued for Sheridan Larson 2,777 State Urges Employers to adopt Vaccine Verification, Issues New Guidance 1,106 U.S. 70A Fully Reopened, Boil Water Advisory in Effect for Repair Area 748 Board Approves Budget for Fiscal Year 2021-22 604 Water Line Insurance Information Is not from the Town 600 Subscribers Change 2,897 ↑ 4 NEW VIDEOS Video YouTube Views Facebook Reach Posted Budget Highlights: Fiscal Year 2021-2022 41 N/A July 1 Fiscal Year 2022 Water and Sewer Rates 36 July 1 Historic District Commission 36 July 7 Board of Adjustment 15 July 14 Joint Public Hearing 31 July 15 TOP 5 VIDEOS Video Current Views Overall Views Posted Position Your Solid Waste and Recycling Properly 2,475 2,138,526 Oct. 2015 Do Not Tamper with Water Meters 134 5,269 July 2015 Hillsborough, NC: Among America’s Coolest Small Towns 92 10,664 Jan. 2015 English Ivy Removal 63 1,104 Feb. 2021 Budget Highlights: Fiscal Year 2021-2022 39 41 June 2021 Website/Employee Section • Updated all third-party software used by the town website for security and stability. • Updated COVID-19 and various other pages. JULY WEBSITE STATISTICS Unique visitors 11,413 Number of visits 14,819 Page views 26,490 Visits per visitor 1.30 Pages viewed per visit 1.79 TOP 10 MOST-VIEWED PAGES Page title Views Home 6,442 Water and Sewer Billing and Collections 1,456 Riverwalk 950 Employment Opportunities 871 Police 779 Garbage Collection 635 News release: Police Asking for Information Related to Hit-and-Run Collision 635 News release: U.S. 70A Fully Reopened, Boil Water Advisory in Effect for Repair Area 454 News release: Police Locate Suspect in Hit-and-Run Collision 451 Planning 383 Other Work • Completed work related to the Comprehensive Sustainability Plan, including social media promotions; creating and delivering new promotions to businesses; providing survey materials to consultant and staff; and changing survey to not require answers. • Continued work on branding rollout, including addition of clock logo in blue branding color for use by Utilities Department and Stormwater and Environmental Services Division; setup of email signatures templates on online platform; finetuning business card templates. • Completed updating water and sewer FAQs, related documents and budget materials. • Drafted boil water templates for news releases and OC Alerts and reviewed alert map function. • Created August print newsletter for insertion in utility bills in English and Spanish. • Reviewed and worked on various town materials, including postcard for fireworks removal, annual wastewater quality report, possible town services map. • Responded to community and media inquiries. Meetings/Events/Training MEETINGS, EVENTS and TRAINING Officer July 8 OpenGov meeting on community engagement platform July 13 OC Alerts training for utilities director July 15 Meeting with planning director and vendor on potential services map July 30 Meeting on fireworks cleanup Specialist July Town board and appointed board meetings via YouTube Staff July 13 Staff meeting Safety and Risk Manager Report: June 2021 Meetings Attended/Conducted • Departmental meetings X 2 • HR Team meetings X 4 • Safety committee meeting • Utilities meeting – training portal Site Inspections • NC 86 Facility • Gold Park • Turnip Patch Park X 3 • Murray Street Park • Hillsborough Heights Park • Cates Creek Park Miscellaneous • Completed 2nd quarter random FMCA drug screens • Pre-hire drug screens x 4 • DOT breathalyzer test with Safe-T-Works • Worked on employee training schedule • Working on workers comp. claims • Working on completion of incident reviews (safety committee) • Stocked/distributed/ordered safety gear • Working on inspection requirements with safety committee members • Distributed updated safety wear • General duties concerning new facility at NC Hwy 86 North • Forwarded safety inspection results to departments • Collecting fire extinguisher monthly check sheets • Forwarded recommendations (work orders) generated from park and facility inspections Safety and Risk Manager Report: July 2021 Meetings Attended/Conducted • Departmental meetings X 2 • HR Team meetings X 4 • Fire extinguisher training – Utilities • NCDOL/Star safety meeting X 3 Site Inspections • Gold Park • Turnip Patch Park • Murray Street Park • Hillsborough Heights Park • Cates Creek Park Miscellaneous • On target for 3rd quarter random FMCA drug screens • Pre-hire drug screens x 4 • DOT breathalyzer test with Safe-T-Works • Worked on employee training schedule • Working on workers comp. claims • Working on completion of incident reviews (safety committee) • Stocked/distributed/ordered safety gear • Working on inspection requirements with safety committee members • Distributed updated safety wear • General duties concerning new facility at NC Hwy 86 North • Forwarded safety inspection results to departments • Collecting fire extinguisher monthly check sheets • Forwarded recommendations (work orders) generated from park and facility inspections Planning Department Report June & July 2021 Revenues Collected June 2021 FY21 Development Review fees $ 150.00 $ 5,150.00 Zoning Permits & HDC reviews $ 2,112.03 $66,911.41 Planning Total $ 2,262.03 $72,061.41 July revenues will be rolled into the August report. There are some delays in reporting in the finance system. Affordable housing payment in lieu - $ 0 Data is through July 31, 2021 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 (Phase 1A-1) sfd 59 54 37 22 5 17 Collins Ridge (Phase 1A-2) townhome 89 87 0 89 2 87 Collins Ridge (Phase 1A-3) sfd 36 36 0 36 0 36 Fiori Hill 46 46 41 5 0 5 Forest Ridge 235 234 220 15 1 14 Total 1529 1520 1361 168 9 159 Misc. infill lots na 144 102 na 42 Grand Total 1664 1463 Approved & Under Construction Hillsborough Police Department Monthly Report June 2021 REPORTED OFFENSES - UCR Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2021 2020 2019 Part I Offenses Homicide 0 0 0 1 0 0 0 0 0 Rape 0 0 0 0 0 0 0 2 2 Robbery 0 0 1 1 1 0 3 6 5 Aggravated Assault 1 1 0 1 1 3 7 17 14 Burglary 2 4 4 4 3 1 18 20 26 Larceny/Theft 27 13 21 19 21 30 131 326 297 Motor Vehicle Theft 0 0 0 0 0 3 3 18 12 Total Part I 30 18 26 26 26 37 0 0 0 0 0 0 163 389 361 Other Offenses 2021 2020 2019 Simple Assault 7 3 10 8 10 10 48 109 77 Fraud/Forgery 4 0 2 2 5 3 16 24 21 Stolen Property 2 0 0 0 0 0 2 19 7 Damage to Property 10 10 8 16 12 10 66 97 59 Weapons Violations 2 4 2 2 1 2 13 26 5 Sex Offences 0 0 1 1 0 0 2 2 3 Drug Violations 11 11 12 7 7 6 54 125 85 Driving While Impaired 4 2 3 1 1 5 16 40 34 Liquor Law Violations 1 0 2 0 0 0 3 11 13 Trespassing 1 2 4 2 2 3 14 31 20 Domestic Related 7 7 15 8 12 12 61 133 119 Missing Persons 0 0 1 1 1 0 3 6 1 Summary of Select Offenses: On 06/06/2021, an Aggravated Assault was reported in the 100-block of Hampton Pointe Blvd. Officers responded to a disturbance. Upon arrival they found a female with an injury and were advised that nothing happened and people that were causing a scene had left the area. Officers left to go to another call and were dispatched back to an assault and damage to property. The victims were located nearby at Sheetz. One victim advised that she had been assaulted with a bat and she had minor injuries. The suspects also damaged her vehicle in several areas including shattering the windshield. The victims obtained warrants on the following individuals- Jada Ahija Barbie, (b/f, 20, of Durham) with 2 counts of Simple Assault, and 1 count each Communicating Threats, and Injury to Personal Property; Tamesha “Mesha” Alston, (b/f, 33, of Hampton Pointe Blvd.) one count each Injury to Personal Property and Simple Assault; Sarannah Alston, (b/f, 21+, of Chapel Hill) with 2 counts Simple Assault and 1 count Injury to Personal Property. On 06/07/2021, a Larceny of a Motor Vehicle was reported at 110 Daniel Boone St., Criteria Construction advised one of their trucks was taken, valued at $20,300.00 with toolbox and supplies. The vehicle was later recovered in Granville County. On 06/09/2021, a Larceny of a Motor Vehicle was reported in the 200-block of Rubrum Dr. The victim advised that one vehicle was left unlocked and unknown suspect(s) entered the vehicle and found the key to another vehicle they then took. The vehicle was valued at $15,000.00 and was later recovered by Durham Police. Hillsborough Police Department Monthly Report June 2021 On 06/11/2021, an Assault and Domestic were reported in the 100-block of Bonaparte Dr. Upon arrival officers were advised that during a domestic, the male party took out a gun and pointed it at the female. The male then pulled the triggers several times, but the gun did not fire. The during a tussle with the gun, the party’s children assisted to get the weapon from the father, they then retreated to a neighbor’s house to call police. Officers charged Travis Jerone Alston, (b/m, 45, of Bypass Ln.) with Attempted First-Degree Murder, Assault with a Deadly Weapon with Intent to Kill, Assault by Strangulation, and Assault Inflicting Serious Bodily Injury. He was given a $75,000.00 secured bond and the weapons were turned over Officers. On 06/19/2021, an Aggravated Assault and Kidnapping were reported in the 100-block of Daphine Dr. The victim and witnesses advised that the male subject had assaulted the female with his hands and a beer bottle and refused to allow her to call 911. A neighbor heard cries for help and assisted the victim and saw her being dragged back into the house by a male with his arm around her neck. The female had to hit the male over the head with a bottle to get away. Officers charged Rodney Burnette, (b/m, 54, of Daphine Dr.) with Kidnapping, Assault by Strangulation, Assault with Deadly Weapon, Communicating Threats, Interfering with Emergency Communication, and a misdemeanor Failure to Appear warrant was served. He was given a $500.00 secured bond for the warrant and held with no bond for the other charges. On 06/27/2021, a Larceny of a Motor Vehicle was reported at 700 Lakeside Dr. The victim advised that they left acquaintances inside the vehicle with the keys in the ignition, when they came back the vehicle had left. It was later located with $200.00 in cash missing, and the owner refused to press charges. On 06/30/2021, a Breaking and Entering and Domestic were reported in the 100-block of W. Orange St. Officers were advised that a female had disappeared after being seen with an ex-partner that is known to be violent and had entered the residence unwelcome. Officers later located the female, she refused to prosecute and appeared unharmed. On 06/30/2021, an Aggravated Assault was reported at 200 Lakeside Dr. The victim and witness advised that a female party became irate during a domestic with her partner. The female took a nearby child’s hoverboard, valued at $299.00, and threw it on the ground, breaking it. The female then took a knife from a male and scratched his face, held him at knifepoint and eventually the knife was knocked out of her hand. The female had left the scene but was later found driving while under the influence. Officers charged Sharon Renee Clayton, (b/f, 49, of Lakeside Dr.) with Misdemeanor Assault with a Deadly Weapon, DWLR, and DWI, she was given a $2,500.00 secured bond and given a domestic hold on the Assault charge. 30 Larcenies were reported at various locations including: • 9 larcenies were shoplifting related incidents at Hampton Pointe- Walmart. • 5 larcenies from business were reported–1 at 501 Valley Forge Dr., Green Enterprises Inc., where checks were taken from a mailbox and later attempted to cash them. 1 at 326 Prestwood Dr., Fielding Homes construction site, where $1,500.00 in lumber was taken. 1 at 619 Hampton Pointe Blvd, Dollar Tree, where $14.00 in cards and a mirror were taken and recovered. 1 at 261 S. Churton St., NAPA Auto Parts, where a $202.99 inverter was taken. 1 at 106 Rebecca Dr., Food Lion, where $141.91 in meat was taken and recovered. Hillsborough Police Department Monthly Report June 2021 • 3 Larcenies from Unlocked Motor Vehicles were reported –1 at 431 US 70A, where two backpack blowers valued at $1,200.00 were taken from an open bed of a truck. 1 at 600 S. Churton St. where $50.00 in change was taken. 1 at 500 S. Churton St., Circle K, where a cellphone valued at $475.00 was taken through an open window while the owner got a beverage inside. • 2 Larcenies from Locked Motor Vehicles were reported–2 at 600 S. Churton; where a window was broken out causing $200.00 in damages, and a $30.00 bookbag containing a credit card and $12.00 hand warming device were taken, and 1 where a window was busted one, valued at $250.00. and a pink wallet valued at $10.00 was taken and recovered. Narcotics/weapons related incidents: • During the month of June, Officers recovered small amounts of marijuana, paraphernalia, cocaine, fentanyl, heroin, amphetamines, ecstasy, and one handgun. Hillsborough Police Department Monthly Report July 2021 REPORTED OFFENSES - UCR Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2021 2020 2019 Part I Offenses Homicide 0 0 0 1 0 0 0 1 0 0 Rape 0 0 0 0 0 0 0 0 2 2 Robbery 0 0 1 1 1 0 0 3 6 5 Aggravated Assault 1 1 0 1 1 3 2 9 17 14 Burglary 2 4 4 4 3 1 2 20 20 26 Larceny/Theft 27 13 21 19 21 30 28 159 326 297 Motor Vehicle Theft 0 0 0 0 0 3 0 3 18 12 Total Part I 30 18 26 26 26 37 32 0 0 0 0 0 195 389 361 Other Offenses 2021 2020 2019 Simple Assault 7 3 10 8 10 10 16 64 109 77 Fraud/Forgery 4 0 2 2 5 3 1 17 24 21 Stolen Property 2 0 0 0 0 0 2 4 19 7 Damage to Property 10 10 8 16 12 10 11 77 97 59 Weapons Violations 2 4 2 2 1 2 0 13 26 5 Sex Offences 0 0 1 1 0 0 1 3 2 3 Drug Violations 11 11 12 7 7 6 8 62 125 85 Driving While Impaired 4 2 3 1 1 5 4 20 40 34 Liquor Law Violations 1 0 2 0 0 0 0 3 11 13 Trespassing 1 2 4 2 2 3 4 18 31 20 Domestic Related 7 7 15 8 12 12 15 76 133 119 Missing Persons 0 0 1 1 1 0 1 4 6 1 Summary of Select Offenses: On 07/02/2021, an Aggravated Assault was reported in the 500-block of Forrest St. Officers arrived and spoke with the parties on scene. They reported a male was demanding rent money returned, when they refused, the male reportedly pulled a knife out and was swinging it. One party kicked at the knife and received minor injuries. The male with the knife also reportedly was hit in the face with a fist and received minor injuries. On 07/03/2021, a Breaking and Entering and Injury to Property were reported to an unoccupied residence in the 400-block of W. King St. The reporting party advised that someone had broken glass out of a window causing $50.00 in damages. It appeared that the suspect(s) only slept in the residence and did not take anything of value. On 07/17/2021, a Fleeing to Elude Arrest began at 167 Mayo St. Officers were on scene for an unrelated call when a male subject on a motorcycle did a burnout near the officer’s cars, proceeded to speed off and give obscene gestures to the officers. Due to the high rate of speed and dangerous driving conditions of the male on the motorcycle, officers did not follow the subject. On 7/31/2021, after an investigation, the male subject was located. Officers charged William Alexander Massey, (w/m, 18, of Mebane) with Felony Speed to Elude Arrest with a Motor Vehicle, Fail to Stop at Stop Sign, No Motorcycle Endorsement, and No Vehicle Registration. He was given a Written Promise to Appear. Hillsborough Police Department Monthly Report July 2021 On 07/19/2021, an Assault was reported at 128 N. Churton St. Officers arrived and found a male victim with injuries to his head. The victim advised that he was assaulted with a baseball bat, which was left on scene, and one subject had a screwdriver, after a possible road rage incident on the interstate. The two male suspects followed the victim to work and proceeded to assault him and damage his vehicle with the bat. Warrants were obtained for Dylen Tavares (h/m/21) and Darrick Santiago (w/m/19) who both live in Massachusetts. On 07/28/2021, a Breaking and Entering and Larceny to an unoccupied residence were reported in the 100- block of W. Union St. Officers responded and found subjects working at the residence and removing items, without permission from the homeowner. The subjects took $1160.00 worth of electronics and various items. $60.00 worth of items were recovered. Officers charged Troy Winston Jones, (w/m, 45, of Webb St.) with Felony Breaking and Entering, Felony Larceny, and Burglary, he was given a written promise to appear. Officers also charged Ashley M. Oswald, (w/f, 39, of High Loop) with Felony Breaking and Entering and Felony Larceny. She was given a $2,500.00 secured bond. 30 Larcenies were reported at various locations including: • 14 larcenies were shoplifting related incidents at Hampton Pointe- Walmart. • 5 larcenies from business were reported–1 in the 1400-block of Overlook Ln. where $141.60 in lumber was taken and recovered from a house under construction. 1 in the 300-block of Prestwood Dr. where $2,000.00 in lumber was taken. 1 at 250 S. Churton St., Gro-Smart where 3 trees valued at $315.00 each were taken. • 4 Larcenies from Unlocked Motor Vehicles were reported –1 Court St., where a $200.00 cell phone was taken from an unlocked vehicle with open windows. 1 in the 400-block of Patriots Pointe Dr. where a $2,500.00 “tamp” was taken from an unlocked truck bed. 1 at 501 Hampton Pointe Blvd., Walmart, where an employee had their license plate stolen which later was found on a vehicle in Myrtle Beach, SC. 1 at 101 Meadowlands Dr., Sportsplex, where two catalytic converters were taken from company vehicles. Total loss is $2,000.00. Narcotics/weapons related incidents: • During the month of July, Officers recovered small amounts of marijuana, paraphernalia, liquid marijuana, and “bath salts.” Hillsborough Public Works June 2021 Monthly Report Work Orders: 20 completed within two days Public Spaces: 22.5 staff hours Stormwater Maintenance: 108 staff hours, 140 linear ft Cemetery: 1 graves marked Asphalt Repairs: 6 Utility cuts, 1 Pothole Memorial Day Flag, Pride Flag, and Flag day removal and installation: 12 staff hours Training: 1 staff attended Roadside Drainage class through ITRE Hillsborough Public Works July 2021 Monthly Report Work Orders: 44 completed within two days Public Spaces: 29 staff hours Stormwater Maintenance: 8 staff hours, 40 linear ft Cemetery: 3 graves marked Asphalt Repairs: 7 Utility cuts Independence Day Flag removal: 6 staff hours August 2021 BOC Meeting TOWN OF HILLSBOROUGH UTILITIES STATUS REPORT FOR JUNE/JULY 2021 Prepared by Marie Strandwitz 8/4/21 Page 1 Staffing The Utilities Department is in need of quality operators, technician, and a mechanic, a lead inspector and an engineer. The water plant has the most needs as we are down two of seven positions and one other is out on medical leave. Some interviews are underway. The engineering position will be reposted. The August meeting will also have a request for consideration to eliminate the WTP Chief Operator position and change it to a mechanic position. Water and Sewer Advisory Committee (WSAC) Activities WSAC in-person meetings have been cancelled during the COVID-19 pandemic. The next meeting is (was) August 5. We will discuss filling the vacant committee position, budget updates, the rate structure analysis, development activity, the collection system modeling report and othe miscellaneous items. Development Activity Collins Ridge received their first set of certificates of occupancy under a partial certification for their Phase 1 plat. They are still working to complete other sections of the sewer system and install services to be able to prepare as-built drawings and certifi the remaining areas for occupancy and town acceptance. There are people waiting to close on some of these homes and we have been flexible in most all of the deficient item repairs where we can. We understand there is a contractor switch underway. Ownership has changed as well which renders the Water and Sewer Extension Agreement outdated and void. We are working on a new agreement draft. The Orange County Northern Campus has also received its certificate of occupancy for their agricultural center. The jail is still outstanding. The Board should see the offsite extensions for acceptance at the August workshop. We are also working to complete acceptance for Forest Ridge, Habitat for Humanity Odie Street, Harmony at Waterstone, Collins Ridge, Fiori Hills, and the rest of the county campus site. Some of these developments never requested town acceptance or submitted the required documentation. We are completing end of warranty for Crescent Magnolia and have completed all phases of Elfin Pond recently. Water Restrictions There were no water withdraw restrictions in June or July. However, as of August 3, we are on a Stage 1 water withdraw restriction due to low flow in the Eno River. This means we need to release a little bit more from the reservoir to make up any difference over 1.510 mgd withdrawal. There have been cosmetic updates to the Eno River water management plan which are on the consent agenda as information. The updates involved putting the late 80's document into electronic format, providing a table of contents, introduction, grammar and editorial updates along with better explaining the allowable withdrawal table and updating the names of the state agencies to be current. The Environmental Managment Commission will NOT need to review these changes as they are not material to the terms of the agreement. "Unaccounted-for" Water and Water Use We had two water main breaks in July, none in June. There were 11 service leaks repaired in June (7 on town side) and 12 in July (3 on town side). We are addressing water theft from hydrants or direct connections to water services without meters by construction contractors. Hydrant locks have been purchased and will be placed on remote hydrants. The fire department will be notified and provided a key. We also received a ruling that we can charge tampering fees. PROJECT STATUS West Fork of the Eno Reservoir The reservoir is around 5 feet below Phase 1 normal pool, at 37.9 feet. The releases met or exceeded the minimum required release. Both Lake Orange and Lake Ben Johnson are spilling. WFER Phase 2 Construction Project The project is essentially complete. The Carr Store Bridge was opened in June. A walkthrough with NCDOT has occurred and the contractor is finishing the punch list and finishing touches. One remaining item will be to transfer the easements obtained for the road project to NCDOT. WTP The 2020 water quality report was published at the end of June. It explained the outside lab error for our 2020 inorganics sampling that resulted in a state violation and penalty. We have also aken the opportunity to add several other informative sections to this report about our water system and rates. Fees Fees as proposed in a past BOC meeting are being developed. Other priorities have gotten in the way of this focus yet it is still on the forefront. Collection System Modeling The Phase 2 modeling report was finalized. There is a wet weather is a problem in the River pumping station basin (basically north of the river) that will require upsizing of interceptors before too much additional growth in that basin and study and reduction of inflow and infiltration. Growth will require capacity upgrades on the south side for contributions to the Elizabeth Brady pumping station basin. Sewer capacity and improvements will need to be a discussion item within the next few months. An update of the report and initial discussion is planned for the August 23 workshop.