HomeMy Public PortalAbout10-11-21 Agenda Regular Meeting
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BOARD OF COMMISSIONERS AGENDA | 1 of 2
Agenda
Board of Commissioners
Regular meeting
7 p.m. Oct. 11, 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. Items for decision ― consent agenda
A. Minutes
1. Regular meeting Sept. 13, 2021
2. Regular meeting closed session Sept. 13, 2021
3. Work session Sept. 27, 2021
B. Miscellaneous budget amendments and transfers
C. Brough Law Firm Contract for Fiscal Year 2022
D. Installation of a Remembrance sign on the historic courthouse grounds consistent with the National
Community Remembrance Project
E. Special Event Permit: 2021 Hillsborough Holiday Parade and Tree Lighting
F. Proclamation – Arbor Day 2021
G. Endorse updated historic district design standards
5. Items for decision ― regular agenda
A. Request from Elfin’s Pond Homeowners Association to accept neighborhood streets in an expedited
manner
B. Master Plan Modification – Collins Ridge to provide affordable housing land off-site and greenway
relocation
C. Continue board discussion on returning to in-person meetings
D. Hot topics for work session Oct. 25, 2021
6. Updates
BOARD OF COMMISSIONERS AGENDA | 2 of 2
A. Board members
B. Town manager
C. Staff (written reports in agenda packet)
7. 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
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: Oct. 11, 2021
Department: Administration
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Town Clerk/Human Resources Technician Sarah Kimrey
ITEM TO BE CONSIDERED
Subject: Minutes
Attachments:
1. Regular meeting Sept. 13, 2021
2. Regular meeting closed session Sept. 13, 2021
3. Work session Sept. 27, 2021
Brief summary:
Provide brief summary here.
Action requested:
Approve minutes of the Board of Commissioners regular meeting Sept. 13, 2021, regular meeting closed session
Sept. 13, 2021 and the Board of Commissioners work session Sept. 27, 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:
4.A
Consent
agenda
Regular
agenda
Closed
session
Minutes
Board of Commissioners
Remote regular meeting
7 p.m. Sept. 13, 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: Economic Development Planner Shannan Campbell, Assistant to the Manager/Deputy Budget
Director Jen Della Valle, Interim Town Clerk/Human Resources Technician Sarah Kimrey, Finance
Director Tiffany Long, Stormwater and Environmental Services Manager Terry Hackett, Police
Chief Duane Hampton, Assistant Town Manager/Planning Director Margaret Hauth, Town
Attorney Bob Hornik, Town Manager Eric Peterson, Utilities Director Marie Strandwitz and
Public Space Manager Stephanie Trueblood
Opening of the meeting
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.
1.Public charge
Weaver did not read the public charge.
2.Audience comments not related to the printed agenda
Colin Dodd, a Hillsborough resident, addressed the board. He expressed interest in the board putting terms on
its relationship with the Hillsborough/Orange County Chamber of Commerce.
3.Agenda changes and approval
Planning Director Margaret Hauth requested that Item 7B be pulled from the agenda and that Item 9.B, a
Closed Session item regarding land/easement acquisition, be added.
Motion: Commissioner Matt Hughes moved to approve the agenda as amended. Commissioner Mark
Bell seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Commissioners Bell, Robb English, Kathleen Ferguson, Hughes and Evelyn Lloyd. Nays:
None.
4.Presentations
A.Comprehensive Sustainability Plan: Community Visioning Survey Results
Public Space Manager Stephanie Trueblood introduced Candice Andre and Margaret Tartala from VHB
Consulting. Andre reviewed the slides with the board (in the agenda packet). She said there was a good
number of responses from a diverse group of mostly residents. More than half of respondents love the small-
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
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DRAFT
town feel of Hillsborough. Many respondents referenced the natural, scenic areas. Challenges included traffic
congestion, loss of land, and lack of sidewalk and greenway connections.
Andre said VHB Consulting will be meeting with boards and staff to work on the individual chapters of the
plan.
Hughes asked how the town can get more diverse input on the plan. He said about 60% of the town is white
and 83% of respondents are white. He also thinks the income level and ages of those who responded do not
reflect the town’s residents.
Andre said VHB Consulting has sometimes held events in parks or has attended festivals.
Public Space Manager Stephanie Trueblood said in the first month the survey was distributed electronically.
To get more diverse participation, the survey was kept open for several months and she attended nonprofit
events and met with organizations to raise awareness of the survey and to hand out paper copies of the
survey, which staff then keyed in. She noted Hillsborough PORCH allowed her to distribute and collect paper
surveys at several food distribution events.
Hughes asked staff and the board to mentally adjust for the source of the survey information.
Bell asked if there were any lessons to be learned before doing this again.
Andre said not yet.
B. Quarterly Tourism and Economic Development Report
Economic Development Planner Shannan Campbell said the prepared food and beverage tax revenue and
occupancy tax revenue indicate tourism had a strong summer. People continue to express interest in bringing
businesses to both undeveloped and developed parcels in Hillsborough. She noted the labor shortage is
ongoing.
5. Appointments
A. Historic District Commission
1. Appointment of Elizabeth Dicker to fill vacancy for a term expiring Oct. 31, 2024
2. Appointment of Will Senner to fill vacancy for a term expiring Oct. 31, 2024
B. Parks and Recreation Board — Appointment of Richard von Furstenberg for a term expiring Sept. 30, 2024
C. Planning Board — Appointment of Cassandra Chandler to fill vacancy for a term expiring Sept. 30, 2024
Motion: Bell moved to approve appointments as stated. Ferguson seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None.
6. Items for decision ― consent agenda
A. Minutes
1. Joint public hearing July 15, 2021
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 2 of 19
DRAFT
2. Regular meeting Aug. 9, 2021
3. Work session Aug. 23, 2021
B. Miscellaneous budget amendments and transfers
C. Award construction bid for Valley Forge Road culvert replacement to Chatham Civil Construction
D. Consistency statement and ordinance to amend Section 3.8.11 of the Unified Development Ordinance –
Evidentiary Hearings
E. Consistency statement and ordinance to amend Section 9.1.5.2 Unified Development Ordinance – Permissible
Encroachments into Required Setbacks
F. Classification and pay amendment – FY22 salary schedule
G. Resolutions accepting public streets in Forest Ridge phases 1, 2, 3, and 5 and 300 feet of Summit Trail Drive in
Harmony at Waterstone
H. Acceptance of Fiori Hills water and sewer system extensions
I. Acceptance of Orange County Northern Campus water and sewer system extensions
J. DRAFT Request for Qualifications (RFQ) for future train station design and engineering
Motion: Ferguson moved to approve all items on the consent agenda. English seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None.
7. Items for decision ― regular agenda
A. Special Use Permit modification – 2800 Old N.C. 86 Waterstone medical office building
Guests Jeremy Anderson and Torn Baccich were present.
Motion: Hughes moved to grant the waiver. Lloyd seconded.
Discussion: English said he wanted to avoid this situation in the future (where the project is first built and
then the builder requests a waiver for the part that doesn’t align with the Special Use Permit).
Planning Director Margaret Hauth said this applicant does not do a lot of work in Hillsborough
and is not likely to do this again.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None.
B. Master Plan modification – Collins Ridge to provide affordable housing land off-site
C. Resolution regarding Collection System Capacity and Growth – Interim Direction
Utilities Director Marie Strandwitz said this is a follow-up to the presentation given on Aug. 23.
Motion: Ferguson moved to approve. Bell seconded.
Discussion: Hughes said he likes the resolution except for the third bullet. His fear is the third bullet as
written means never the board will consider satellite annexations in the future. He feels like
there is a difference between out-of-town parcels within the Urban Services Boundary.
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 3 of 19
DRAFT
Strandwitz said he may be thinking of landowners along the route of existing infrastructure.
Hughes nodded. Strandwitz said the concern the bullet was addressing was new development.
She asked if a compromise could be to revisit the third bullet in March.
Motion: Ferguson amended the resolution to add “for six months.”
Hauth suggested moving the third bullet under the fourth bullet so that it would be clear that there is no
support for approving satellite annexations in the River Pumping Station Sewer Basin.
Town Attorney Bob Hornik suggested adding the words “very little support” or “no current support.”
Hughes said he would like the third bullet moved under the fourth bullet.
Bell said he was comfortable with Hornik’s suggested wording.
Hornik suggested stating in the third bullet that this issue will be reviewed again in March 2022. Hughes and
Ferguson agreed with that suggestion.
Motion: Ferguson amended motion to approve the resolution with the amendment of a statement in
the third bullet that the board will review this in March 2022. Bell’s second stands.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None.
D. Discussion with Duke Energy representatives about policies for banner permitting on poles
Guests included Indira Everett, Scott Freeburn, and James Cowling of Duke Energy.
Everett said Duke Energy staff monitors social media and saw complaints about the town flying Pride flags on
the Duke Energy poles. She reviewed public entities can enter into agreements with Duke Energy to hang
banners but not flags. The town has an agreement with Duke Energy to hang holiday decorations, which will
continue to be allowed. Banners cannot have political or religious references or discriminatory or hateful
speech. American flag banners are allowed as long as presented within guidelines of United States flag code.
The contact for pole agreements is Theresia Elliott.
Hughes asked for clarification that Pride banners are acceptable. He also noted that Public Works staff have
been installing banners and not a Duke Energy-approved contractor.
Everett said a rainbow banner, approved by the board, is fine. The board thanked Everett for attending and
she then left the meeting.
Hauth asked for direction from the board.
Hughes is interested in banners and noted the current Town of Hillsborough banners are faded.
Campbell said it would take staff two to three business days to install banners and updated hardware. She
agrees the 250th anniversary banners are wearing out. When asked, she said there are 50 to 60 poles where a
banner could be installed.
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 4 of 19
DRAFT
Trueblood said although the banner locations are spread out, the majority are on Churton Street, which is a
state road. Our crew installs before rush-hour traffic. A contractor might work during peak traffic times. The
town would probably have to pay staff to make sure the contractors are controlling traffic smoothly. Public
Works staff know what they are doing.
Ferguson expressed interest in creating some entrances with flagpoles with one location being near Capital
Ford.
Campbell said sign easements and special events banners may help accomplish what the board wants.
Bell suggested creating a task force to identify entranceways where the town would want monument signs.
He noted Capital Ford is not the entranceway for many parts of town.
Trueblood said the state specifies that banners have to be a certain height above the street and Duke Energy
needs them lower than a certain distance from the power lines, so it may not be possible to install banners on
some poles.
Hughes thinks there should be collaboration to install flags on county property and at the fire station.
Ferguson expressed interest in involving the community.
Weaver summarized there is interest in displaying American flags on the U.S. holidays and Pride flags for Pride
month. She feels the board is on the edge of creating a big project for staff. She summarized there is interest
in purchasing some new “Welcome to Hillsborough” banners. It does not sound feasible to change out
banners for different holidays. There is a general desire to use town property, but the Town Hall Campus
flagpole is not visible from the street.
Town Manager Eric Peterson suggested the board give staff a few weeks to come back with some options.
Campbell said the next step is to see if the current banners meet Duke Energy’s requirements.
Hauth said staff could bring a proposal to the budget discussions in December. Staff can determine where
current installations are permittable and then have a couple of options more fleshed out with costs for budget
discussion.
Ferguson suggested creating a schedule where banners are not switched out more than once a month.
E. Continued board discussion of when to return to in-person meetings
Mayor Weaver made recommendation to continue to meet remotely and check in again in October. The
board concurred.
F. Hot topics for work session Sept. 27, 2021
Weaver noted the board would review, discuss and prioritize transportation and connectivity projects.
8. Updates
A. Board members
B. Town manager
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 5 of 19
DRAFT
C. Staff (written reports in agenda packet)
Motion: Bell moved to enter closed session at 10:05 p.m. Ferguson seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None.
9. Closed session
A. Closed session as authorized by North Carolina General Statute Section 143-318.11 (a)(3) regarding legal
limitation and obligations for spending stormwater fees for system improvements
No action was taken.
B. Closed session as authorized by North Carolina General Statute Section 143-318.11 (a)(3) regarding
land/easement acquisition located at 410 Valley Forge Rd from property owners Doug and Kimberly Robbins
(Added item)
The board returned to Open Session at 10:42 p.m.
Motion: Lloyd moved to authorize staff to offer up to $500 and release greenway easement to acquire
easements necessary for the Valley Forge Road improvements. Hughes seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None.
10. Adjournment
Motion: Hughes moved to adjourn at 10:45 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
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 6 of 19
DRAFT
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2021-2022
DATES: 09/13/2021 TO 09/13/2021
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-00-9990-5300-000 CONTINGENCY
09/13/2021 400,000.00 -23,000.00To cover PDHQ roof replacement 23994 273,300.00EBRADFORD
09/13/2021 400,000.00 -1,000.00To cover Substation fire alarm monitoring 23996 272,300.00EBRADFORD
09/13/2021 400,000.00 -16,000.00To cover roll out carts for townhomes 23999 256,300.00EBRADFORD
09/13/2021 400,000.00 -4,200.00To cover radar signs 24001 252,100.00EBRADFORD
10-10-4900-5300-570 MISCELLANEOUS
09/13/2021 89,000.00 4,200.00To cover radar signs 24000 93,200.00EBRADFORD
10-10-5000-5300-490 C.S./ALARM
09/13/2021 5,000.00 1,000.00To cover Substation fire alarm monitoring 23995 6,000.00EBRADFORD
10-20-5100-5700-735 CAPITAL - BUILDINGS & IMPROVEMENTS
09/13/2021 59,000.00 23,000.00To cover PDHQ roof replacement 23993 82,000.00EBRADFORD
10-30-5800-5300-410 C.S./ROLLOUT CONTAINER
09/13/2021 8,500.00 16,000.00To cover roll out carts for townhomes 23998 24,500.00EBRADFORD
0.00
EBRADFORD 3:36:25PM09/07/2021
fl142r03
Page 1 of 1
GF-
Contingency
Planning
Town Hall
Campus
Police
Solid
Waste
APPROVED: 5/0
DATE: 9/13/21
VERIFIED: ___________________________________
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 7 of 19
DRAFT
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2021-2022
DATES: 09/13/2021 TO 09/13/2021
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-00-3900-3900-000 FUND BALANCE APPROPRIATION
09/13/2021 280,311.00 382,817.00To cover Valley Forge construction 24007 663,128.00EBRADFORD
10-71-5600-5982-002 TRANSFER TO GEN CAP IMPROV FUND
09/13/2021 0.00 382,817.00To cover Valley Forge construction 24008 382,817.00EBRADFORD
60-11-3870-3870-404 TRANSFER FROM GF-VALLEY FORGE
09/13/2021 229,263.00 382,817.00Update budget to reflect proj bids 24003 612,080.00EBRADFORD
60-11-5600-5700-727 VALLEY FORGE RD INFRASTRUCTURE
09/13/2021 493,000.00 382,817.00Update budget to reflect proj bids 24009 875,817.00EBRADFORD
1,531,268.00
EBRADFORD 3:19:42PM09/08/2021
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Page 1 of 1
GF-
Revenue
Streets
Gen Cap
Improv Fund
Gen Cap
Improv Fund
APPROVED: 5/0
DATE: 9/13/21
VERIFIED: ___________________________________
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 8 of 19
DRAFT
TOWN OF HILLSBOROUGH
CAPITAL PROJECT ORDINANCE - AMENDMENT
VALLEY FORGE ROAD STREET & STORMWATER PROJECT
BE IT ORDAINED by the Town of Hillsborough Board of Commissioners that, pursuant to Section 13.2 of
Chapter 159 of the General Statutes of North Carolina, the following capital project ordinance is hereby
amended:
Section 1: Revenues anticipated to be available to the town to complete the project are hereby
amended as follows:
Current
Budget +/-
Amended
Budget
General Capital Improvement Fund
Valley Forge $555,000 $382,817 $937,817
Section 2: Amounts appropriated for the capital project are hereby amended as follows:
Current
Budget +/-
Amended
Budget
General Capital Improvement Fund
Valley Forge $555,000 $382,817 $937,817
Section 3: Copies of this ordinance should be furnished to the Clerk, Budget Officer and Finance
Officer to be kept on file by them for their direction in carrying out this project.
Adopted this 13th day of September, 2021.
Jenn Weaver, Mayor
Attest:
Sarah Kimrey, Interim Town Clerk
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 9 of 19
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):
Section 3.8.11 – Notice of Evidentiary Hearing to include mail, posting, and advertised notice as
required by NC 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 provide flexibility for existing dwellings that are nonconforming in regard to
setbacks and is more consistent with the current building practice.
Adopted by the Town of Hillsborough Board of Commissioners this _13th day of _September,
2021.
_____________ _________
Sarah E. Kimrey, Interim Town Clerk
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 10 of 19
DRAFT
ORDINANCE NUMBER: 20210913-6.D ORDINANCE
Amending the Unified Development Ordinance of the Town of
Hillsborough
The Hillsborough Board of Commissioners ordains:
Section 1. The Unified Development Ordinance Section 3.8.1 is hereby amended as follows, replacing the
second paragraph and adding a third:
Written notice shall be sent to the applicant, owner of the property subject to the request, and
the owners of all property lying within 500 feet of the property which is the subject of the
application as indicated on the then-current Orange County tax rolls. The notice must be
deposited in the mail at least ten (l0) days, but not more than twenty-five (25) days before the
hearing date. In computing such period, the day of publication is not to be included but the
day of the hearing shall be included.
A notice of the request shall be placed on the site that is subject to the hearing or on an
adjacent street or highway right-of-way at least ten (l0) days, but not more than twenty-five
(25) days before the hearing date.
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
13th day of September in 2021.
Ayes: 5
Noes: 0
Absent or excused: 0
Sarah E. Kimrey, Interim Town Clerk
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 11 of 19
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):
Section 9.1.5.2 - Permissible Encroachments into Required Setbacks to allow HVAC and auxiliary
power supplies for single-family residential to encroach.
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 provide flexibility for existing dwellings that are nonconforming in regard to
setbacks and is more consistent with the current building practice.
Adopted by the Town of Hillsborough Board of Commissioners this _13th day of _September,
2021.
_____________ _________
Sarah E. Kimrey, Interim Town Clerk
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 12 of 19
DRAFT
ORDINANCE NUMBER: 20210913-6.E ORDINANCE
Amending the Unified Development Ordinance of the Town of
Hillsborough
The Hillsborough Board of Commissioners ordains:
Section 1. The Unified Development Ordinance Section 9.1.5.2 is hereby amended as follows, replacing
subsection “e” to read:
Residential mechanical equipment, including but not limited to generators and HVAC units or
components, are not required to observe minimum setbacks. These installations for non-
residential and multi-family uses are required to observe minimum setbacks, regardless of
the zoning 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
13th day of September in 2021.
Ayes: 5
Noes: 0
Absent or excused: 0
Sarah E. Kimrey, Interim Town Clerk
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 13 of 19
DRAFT
RESOLUTION
Accepting Dedication of Roads for Public Ownership:
Forest Ridge Phases 1, 2, 3, and 5
WHEREAS, The Hillsborough Town Board approved a Special Use Permit authorizing the construction of
the neighborhood known as Forest Ridge on June 8, 2009; and
WHEREAS, The approved plans was requires the dedication of the new street network to the town; and
WHEREAS, The developer guaranteed the construction of the network through a series of performance
bonds; and
WHEREAS, The bonds were released in February, 2020 based on site inspections of the work being
guaranteed as adequate and consistent with approved plans; and
WHEREAS, The applicant has submitted adequate information to verify the construction quality and
construction value to allow these resources to be accepted by the town; and
NOW, THEREFORE, be it resolved the Hillsborough Board of Commissioners hereby accepts the dedication
of the following roads in Phases 1, 2, 3, and 5 of the approximate lengths shown:
Boxwood Trace Lane 150 feet (Phase 5)
Clarkson Ridge Lane 830 feet (Phase 1)
Dogwood Bloom Lane 685 feet (Phase 1)
Ellsworth Manor Drive 1,342 feet (Phase 2 and 3)
Maple Glen Drive 390 feet (Phase 1)
Quincy Cottage Road 2,250 feet (Phase 1, 2, and 3)
Spring Overlook Lane 750 feet (Phase 5)
Stanton Gable Lane 600 feet (Phase 5)
Talondale Court 440 feet (Phase 3)
BE IT FURTHER RESOLVED that no warranty period is required for these streets due to the
expiration of more than one year from the release of the bonds and formal acceptance by the town.
Approved this 13th day of September 2021.
Jenn Weaver, Mayor
Town of Hillsborough
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 14 of 19
DRAFT
RESOLUTION
Accepting Dedication of Road for Public Ownership:
Portion of Summit Trail Drive
WHEREAS, The Hillsborough Town Board approved a Special Use Permit authorizing the construction of the
neighborhood known as Harmony at Waterstone on September 12, 2016; and
WHEREAS, The approved plans require the dedication of the portion of Summit Trail Drive from Waterstone
Drive north for approximately 300 feet to facilitate a future road connection to an adjoining undeveloped parcel ; and
WHEREAS, The applicant has submitted adequate information to verify the construction quality and construction
value to allow these resources to be accepted by the town; and
WHEREAS, Town staff conducted a site inspection in April, 2021 to verify the construction status; and
NOW, THEREFORE, be it resolved the Hillsborough Board of Commissioners hereby accepts the dedication of
approximately 300 feet of Summit Trail Drive, beginning at Waterstone Drive and extending north into the Harmony
neighborhood.
BE IT FURTHER RESOLVED that the one-year warranty period begins with the approval of this
resolution.
Approved this 13th day of September 2021.
Jenn Weaver, Mayor
Town of Hillsborough
Resolution #20210913-6.G
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 15 of 19
DRAFT
RESOLUTION
GRANTING A SPECIAL USE PERMIT MODIFICATION
For Special Use Permit 2019-04
WHEREAS, the Town of Hillsborough Board of Commissioners has received an application from Flagship
Waterstone MOB, LLC to modify their Special Use Permit 2019-04 to operate a medical office at 2800 Old NC 86
on the parcel known as OC PIN 9873-04-8697; and
WHEREAS, the application was received prior to the adoption of the most recent Unified Development
Ordinance, so the Planning Board and Town Board are the appropriate reviewing authority under the previous
ordinance; and
WHEREAS, the Town of Hillsborough Planning Board and the Board of Commissioners conducted a joint
public hearing to consider the application on July 15, 2021 after giving notice thereof as required by law; and
WHEREAS, at the aforesaid public hearing, the Applicant and all others wishing to be heard in connection
with the Application were given an opportunity to do so; and
WHEREAS, the Town of Hillsborough Planning Board has made its recommendation to the Town of
Hillsborough Board of Commissioners regarding the Application; and
WHEREAS, the Town of Hillsborough Board of Commissioners has considered the recommendation of the
Planning Board and all the information and testimony presented to it at the public hearings.
NOW, THEREFORE, be it resolved the Hillsborough Board of Commissioners, on motion of Commissioner
Matt Hughes, seconded by Commissioner Evelyn Lloyd, this 13th day of September 2021 as follows:
1.The Board of Commissioners has considered all the information presented to it both in support of and in
opposition to the application at the July public hearing.
2.The Board of Commissioners finds that the requested permit is within its jurisdiction according to the Table
of Permissible Uses, that the application is complete, and that if the proposed development is completed as
proposed in the application, subject to the Special Conditions attached hereto, it will comply with the requirements
of the Unified Development Ordinance in effect at the date of application.
3.The Special Conditions attached hereto are intended to preserve and/or promote the health, safety and
welfare of the surrounding areas and the Town of Hillsborough in general, and to ensure that the provisions
established by Section 3.8 and 5.2.9.2 of the Unified Development Ordinance are met.
4.Upon adoption of this Resolution, the Town of Hillsborough shall issue a Special Use Permit modification
in the standard form with the Special Conditions attached and notice of this decision and issuance of the special
use permit shall be transmitted forthwith in accordance with Section 3.8.16 of the Unified Development Ordinance.
5.The Special Conditions applying to this Special Use Permit modification are:
Resolution #20210913-7.A
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 16 of 19
DRAFT
a.The conditions attached to the December 9, 2019 approval remain in effect.
b.An additional waiver is hereby granted as requested to Section 6.9.3.7, requiring parking spaces to be
separated from an exterior building wall by a five-foot landscaped area, to accommodate a required access ramp
as shown on the applicant drawings dated March 19, 2021.
Approved this 13th day of September, 2021.
Sarah E. Kimrey, Town Clerk
Town of Hillsborough
Resolution #20210913-7.A Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 17 of 19
DRAFT
RESOLUTION
Regarding Collection System Capacity and Growth
Interim Direction
WHEREAS, hydraulic modeling of the collection system with committed and potential growth shows
necessary improvements are needed to accommodate growth; and
WHEREAS, the Board of Commissioners received a presentation and recommendations for a path forward
on the modeling results and its impacts to the town’s budget and planning initiatives for growth at its August 23,
2021 Workshop; and
WHEREAS, at said Workshop, it was suggested to formalize the recommended direction to provide a
consistent message to the development community from staff and avoid any confusion on the planned path
forward to address extraneous flow in the collection system generally on the north side of the Eno River and
monitor planned growth on the south side of the Eno River;
NOW, THEREFORE, be it resolved the Hillsborough Board of Commissioners the following:
•The Board of Commissioners and town staff reaffirm the desire to welcome and accommodate growth
in an orderly and sustainable manner in accordance with suitable recommendations from or arising
out of planning and utilities studies; however, time is needed to gather more resources for the next
steps.
•The existing Urban Services Boundary (the water and sewer area established by intergovernmental
agreement by multiple jurisdictions) shall not be expanded for the sole purpose of additional
development.
•Until at least March 2022, there is little support to approve satellite annexations (developments on out-
of-town parcels but within the Urban Services Boundary not contiguous to the current jurisdiction).
•Given the significant wet weather concerns in the River pumping station sewer basin (the area
generally to the north of the Eno River and certain areas along South Churton Street), authorize the
Utilities Director to indicate there is no available new sewer capacity in this basin until at least March
2022, when the next recommendations are provided to the Board of Commissioners. This will allow:
o time to initiate a pilot project in one of the leakiest sewer basins discharging into the River
pumping station sewer basin to determine the issues and develop a solution to correct them,
with potential extraneous wet weather flow elimination estimations.
o further evaluation of any interim solutions to accommodate new development in this basin.
o more progress to occur on the currently underway Comprehensive Sustainability Plan that will
determine what kind and where growth will be in the best interests of the town and its existing
residents.
o assessment of funding mechanisms for the recommended collection system improvements,
including the relocation of the River Pumping Station out of the floodplain, upsizing key sewer
Resolution #20210913-7.C
Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 18 of 19
DRAFT
interceptors in the River pumping station basin and ways to reduce extraneous flows in the
entire sewer system.
Staff is proposing to submit a Letter of Intent under the 2021 Building Resilient
Infrastructure and Communities Program for the River Pumping Station relocation as
well as a water project to build a booster pumping station to receive water from Orange
Water and Sewer Authority.
o some redevelopment projects and individual construction on single vacant lots not part of a
subdivision or multiple home/building plan within the River Pumping Station sewer basin to
still occur as determined by staff.
o continued monitoring of development flow in the Elizabeth Brady pumping station basin with
future examination about necessary improvements.
o the Board of Commissioners to ponder and prepare to identify priority development areas and
discuss various topics such as type and amount of growth, other utilities capital needs, capacity
allocation and reservation, upgrades versus rehabilitation to reduce extraneous flows, and
funding resources.
o staff to collect and prepare more information and discussion related to the above topics.
Approved this 13th day of September 2021.
Jenn Weaver, Mayor
Town of Hillsborough
Resolution #20210913-7.C Sept. 13, 2021
Board of Commissioners Regular Meeting
Approved: ____________________
Page 19 of 19
DRAFT
Minutes
BOARD OF COMMISSIONERS
Remote work session
7 p.m. Sept. 27, 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: Human Resources Director Haley Bizzell, Planning and Economic Development Manager
Shannan Campbell, Administrative Services Director Jen Della Valle, Police Chief Duane
Hampton, Assistant Town Manager and Community Services Director Margaret Hauth, Town
Attorney Bob Hornik, Town Clerk and Human Resources Technician Sarah Kimrey, Finance
Director Tiffany Long, Town Manager Eric Peterson, Utilities Director Marie Strandwitz and
Public Space and Sustainability Manager Stephanie Trueblood
1.Opening of the work session
Mayor Jenn Weaver called the meeting to order at 7:02 p.m. Town Clerk and Human Resources Technician
Sarah Kimrey called the roll and confirmed the presence of a quorum.
2.Agenda changes and approval
Addition to consent agenda ― capital project ordinance amendment related to connectivity.
Motion: Commissioner Kathleen Ferguson moved to approve the amended agenda. Commissioner
Evelyn Lloyd seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Commissioners Mark Bell, Robb English, Ferguson, Matt Hughes and Lloyd. Nays:
None.
3.Items for decision ― consent agenda
A.Miscellaneous budget amendments and transfers
B.Proclamation – 2021 Diaper Need Awareness Week
C.Capital project ordinance amendment – connectivity (added item)
Motion: Ferguson moved to approve all items on the consent agenda. Lloyd 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.Review and discuss transportation priorities
Sept. 27, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 1 of 13
DRAFT
Public Space and Sustainability Manager Stephanie Trueblood reviewed that the goals for the work session
were for the board to:
• Choose a preferred alternative for the N.C. 86 Connector Project.
• Prioritize the feasibility studies.
• Review and prioritize other roadway and bike/ped projects.
Trueblood summarized the studies, discussions and opportunities for input that have taken place thus far. She
reviewed the N.C. 86 Connector Study, which was completed in July 2021. See the agenda packet for the full
report.
Regarding the N.C. 86 Connector Study, Trueblood said the alternatives provide an opportunity to build a
greenway but do not change the road’s capacity much because the congestion at South Churton Street and
U.S. 70A is determined by what happens north of Hillsborough, downtown and along South Churton Street. At
peak travel times, traffic is congested near the bridge over the river downtown. The timing of the traffic lights
along Churton Street benefits the north-south movements and causes congestion on east-west routes.
She noted there is space for a roundabout at South Churton and U.S. 70A but the flow of a roundabout may
not work with the traffic signal at Nash and Kollock Street. The roundabout would require further study.
Alternatives 1A and 1B, which would be a new connector road from Orange Grove Road Extension to Valley
Forge Road, would have two 11-foot travel lanes, a 10-foot bikeway on one side and a 5-foot sidewalk on the
other side. Both alternatives include a roundabout at U.S. 70A but do not depend on it. Alternative 1A would
have a traditional traffic signal at N.C. 86 and Alternative 1B would have a roundabout. At some point, a
section of U.S. 70A would be removed. Most residents approve this except DR Horton, which is the developer
building in the Collins Ridge community. This alternative does have impact to existing commercial properties.
The estimated cost for either of these alternatives is $16.6 million to $17.6 million.
Alternative 2 involves improving U.S. 70A with 11-foot travel lanes, landscaping and a 5-foot sidewalk on the
north side of the road. There would be no bike lanes on the road and no separate greenways. There would be
impacts to adjacent properties. There would be jurisdictional and engineering challenges. There is a narrow
right of way and topographic constraints. Residents on this road see a pedestrian benefit of having a sidewalk.
Commercial property owners favor this option because it has less impact. The estimated cost for this
alternative is $4 million.
Trueblood noted there is the option of doing nothing.
She said in focus groups, everyone recognizes the benefit of an east-west connector and traffic congestion at
South Churton Street and U.S. 70A causes concern at peak times. Many people stated a clear need for traffic
capacity through town that this project does not address. Some Tuscarora Drive residents supported building
a new road and others did not because they worry that adding a new road will bring about more new
development.
Staff recommends moving forward with a new connector. Staff is not asking the board to choose between
Alternative 1A and 1B at this meeting.
Hughes asked if there are other ways besides widening South Churton Street to improve north – south traffic
flow.
Sept. 27, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 2 of 13
DRAFT
Trueblood said this board decided years ago against a bypass. There may be options for other road
connections but those connections are mostly outside the town’s jurisdiction, so it is important to coordinate
with Orange County when the county works on improving the commute of those who live in northern Orange
County.
Ferguson wondered if it is possible for the future pedestrian bridge over I-85 to include lanes for vehicles.
Trueblood said it could but the town prefers a pedestrian-oriented bridge. Adding vehicles to that bridge
would not eliminate downtown traffic.
Weaver checked whether it is truly possible to get approval for a bridge and bike/ped greenway over the
railroad.
Trueblood said N.C. Railroad has been involved in the feasibility study but has not granted final approvals. It’s
important that this bridge is considered as the railroad is realigned. She added that the right people
communicated with one another for the feasibility study.
Weaver asked if removing the section of U.S. 70A where it currently joins South Churton Street would be far
in the future. Trueblood said it would be and added that it is a possible future improvement if things become
so critical that it is necessary to do so from a public safety standpoint. It cannot be done without significant
impacts. She sees that as a future discussion.
Bell asked how a connector would be paid for.
Assistant Town Manager and Community Services Director Margaret Hauth said the town would submit the
project as a state road project and the state usually covers the building of state roads 100%. The town may
need to participate for bike/ped costs.
Hughes said he was glad that N.C. Railroad participated in the focus groups, and he asked if Norfolk-Southern
would mind.
Trueblood said N.C. Railroad shared how Norfolk-Southern would be involved. Norfolk-Southern would not
want a building project to slow down the operations of freight trains. N.C. Railroad manages the three-party
encroachment agreements. Norfolk-Southern wouldn’t be involved unless there is a question of operations
and insurance and liability.
Ferguson asked if this project would score well. Hauth said there is no way to know at this preliminary stage.
She added the state is not releasing funds for Strategic Transportation Prioritization (SPOT) projects for the
next two years.
English expressed support for Alternatives 1A or 1B and thinks Collins Ridge residents would appreciate having
another way to reach their neighborhood. He thinks it’s important to encourage bike/ped use.
Planning and Economic Development Manager Shannan Campbell shared her thoughts. She had been asked
to share earlier in the discussion but connection difficulties had prevented her from responding. She said it
would be great to provide Collins Ridge another egress. Also, Alternatives 1A and 1B would increase the
visibility of the planned train station and would encourage transit-oriented development around the train
station. The roundabout closer to Elizabeth Brady Road would take away some very developable property.
Regarding the traffic bottleneck downtown, this won’t solve it but having more ways to move around town
Sept. 27, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 3 of 13
DRAFT
would help. She would want to work on informing the public of alternate routes. She thinks there is an
education component.
Trueblood reviewed staff recommendations:
• Delay the planned parking study.
• Conduct a greenway feasibility study in Fiscal Year 2023.
• Conduct a Churton Street Feasibility Study in fiscal years 2023 and 2024.
Trueblood suggested that a feasibility study of South Churton Street led by the town would likely result in a
project the town likes better than the project the state proposed.
Ferguson supports not doing the parking study and said she is happy that staff is looking at greenway options.
She asked how other pedestrian bridges over the Durham Freeway and I-40 have been funded. Hauth said
those are part of the American Tobacco Trail, which is a regional greenway and as such competes for state
funding. This one is only in Hillsborough so it will not compete for that kind of funding. Ferguson supports
staff recommendations.
English, Bell and Hughes expressed support for staff recommendations.
Trueblood shared the roadway projects chart and went through it project by project.
She noted the upcoming wastewater treatment system expenses shared with the board in the last work
session would need to be taken into consideration when considering roadway projects.
In a brief discussion of other projects, English added that he would like a traffic light at Old N.C. 86 and
Lafayette Drive and Cates Creek Parkway to be part of the eventual South Churton Street widening. This
would allow residents in the Cornwallis Hills neighborhood to safely walk or ride a bike to Cates Creek Park.
Weaver suggested using a racial equity toolkit to look at other projects.
Hughes said sidewalks to both high schools was still something he would like to see built. He recognizes that
both high schools are outside town limits.
Trueblood noted the areas of focus of the board seem to align with areas of focus of staff.
Staff did not request formal action.
B. Budget amendment for Water Treatment Plant filters repair and rebuild
Utilities Director Marie Strandwitz reported that one filter definitely needed a complete rebuild and two other
filters may need a complete rebuild, too. The wait for vendors and parts is long. She’s confident that Filter 1
can be repaired and rebuilt and filters 2 and 3 can be assessed and fixed by the end of the year.
Motion: Hughes moved to approve the grant project ordinance and budget amendment. Lloyd
seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None.
Sept. 27, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 4 of 13
DRAFT
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: Lloyd moved to adjourn at 9:42 p.m. English seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None.
Respectfully submitted,
Sarah Kimrey
Town Clerk
Staff support to the Board of Commissioners
Sept. 27, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 5 of 13
DRAFT
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2021-2022
DATES: 09/27/2021 TO 09/27/2021
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-00-9990-5300-000 CONTINGENCY
09/27/2021 400,000.00 -16,200.00To cover vaccine bonus 24015 235,900.00EBRADFORD
10-10-4200-5300-581 RECOGNITION PAY
09/27/2021 0.00 16,200.00To cover vaccine bonus 24014 16,200.00EBRADFORD
10-30-5600-5300-110 TELEPHONE/INTERNET
09/27/2021 1,448.00 140.00To cover overage 24010 1,588.00EBRADFORD
10-30-5600-5300-455 C.S./ENGINEERING
09/27/2021 35,038.00 38,000.00To move Engeering exp to correct acct 24012 73,038.00EBRADFORD
10-30-5600-5300-570 MISCELLANEOUS
09/27/2021 1,000.00 -140.00To cover overage 24011 860.00EBRADFORD
10-30-5600-5700-729 CAPITAL - INFRASTRUCTURE
09/27/2021 205,000.00 -38,000.00To move Engeering exp to correct acct 24013 167,000.00EBRADFORD
30-80-7220-5300-581 RECOGNITION PAY
09/27/2021 0.00 5,700.00To cover vaccine bonus 24016 5,700.00EBRADFORD
30-80-9990-5300-000 CONTINGENCY
09/27/2021 400,000.00 -5,700.00To cover vaccine bonus 24018 358,434.00EBRADFORD
35-30-5900-5300-570 MISCELLANEOUS
09/27/2021 11,187.00 -900.00To cover vaccine bonus 24019 10,287.00EBRADFORD
35-30-5900-5300-581 RECOGNITION PAY
09/27/2021 0.00 900.00To cover vaccine bonus 24017 900.00EBRADFORD
0.00
EBRADFORD 2:11:08PM09/21/2021
fl142r03
Page 1 of 1
GF -
Contingency
Administration
Streets
Streets
Streets
Streets
Utilities
Administration
W&S
Contingency
Stormwater
Stormwater
APPROVED: 5/0
DATE: 9/27/21
VERIFIED: ___________________________________
Sept. 27, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 6 of 13
DRAFT
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2021-2022
DATES: 09/28/2021 TO 09/28/2021
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
30-80-7220-5300-455 C.S./ENGINEERING
09/28/2021 27,500.00 85,000.00To cover BRIC funding consultant 24022 129,500.00EBRADFORD
30-80-9990-5300-000 CONTINGENCY
09/28/2021 400,000.00 -85,000.00To cover BRIC funding consultant 24023 273,434.00EBRADFORD
0.00
EBRADFORD 1:48:38PM09/22/2021
fl142r03
Page 1 of 1
Utilities
Admin.
W&S
Contingency
Sept. 27, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 7 of 13
DRAFT
Sept. 27, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 8 of 13
DRAFT
Sept. 27, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 9 of 13
DRAFT
ORDINANCE
Capital Project Amendment
Connectivity
The Hillsborough Board of Commissioners ordains that, pursuant to Section 13.2 of Chapter 159 of the General
Statutes of North Carolina, the following capital project ordinance is hereby amended:
Section 1. Revenues anticipated to be available to the town to complete the project are hereby amended as
follows.
Current Budget +/- Amended Budget
Connectivity $52,500 $20,000 $72,500
Section 2. Amounts appropriated for the capital project are hereby amended as follows.
Current Budget +/- Amended Budget
Connectivity $52,500 $20,000 $72,500
Section 3. Copies of this ordinance should be furnished to the clerk, budget officer and finance officer to be
kept on file by them for their direction in carrying out this project.
The foregoing ordinance having been submitted to a vote, received the following vote and was duly adopted this
27th day of September in 2021.
Ayes:
Noes:
Absent or excused:
__________________________________________________________
Jenn Weaver, Mayor
Attest:
Sarah E. Kimrey, Town Clerk
5
0
0
Ordinance #20210927-3.C
Sept. 27, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 10 of 13
DRAFT
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2021-2022
DATES: 09/27/2021 TO 09/27/2021
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
60-03-3870-3870-402 TRANSFER FROM GF-CONNECTIVITY
09/27/2021 44,500.00 20,000.00To adj proj budget per FY22 budget 24030 64,500.00EBRADFORD
60-03-6300-5700-728 CONNECTIVITY INFRASTRUCTURE
09/27/2021 52,500.00 20,000.00To adj proj budget per FY22 budget 24031 72,500.00EBRADFORD
40,000.00
EBRADFORD 11:08:01AM09/27/2021
fl142r03
Page 1 of 1
APPROVED: 5/0
DATE: 9/27/21
VERIFIED: ___________________________________
Sept. 27, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 11 of 13
DRAFT
TOWN OF HILLSBOROUGH
GRANT PROJECT ORDINANCE
AMERICAN RESCUE PLAN – WATER TREATMENT PLANT FILTERS REPAIR/REBUILD
BE IT ORDAINED by the Board of Commissioners of the Town of Hillsborough, North Carolina, that,
pursuant to N.C.G.S. 159-13.2, the following grant project ordinance is hereby adopted:
Section 1: The project authorized by this ordinance is to repair and/or rebuild the water treatment
plant filters.
Section 2: The officers of this governmental unit are hereby directed to proceed with this grant
project within the guidelines set by the budget contained herein.
Section 3: The following revenues are anticipated to be available to complete this project:
American Rescue Plan $556,500
TOTAL $556,500
Section 4: The following amounts are available for expenditure for the project:
Water Treatment Filter Repair/Rebuild $556,500
TOTAL $556,500
Section 5: This ordinance shall be amended in any manner so long as it continues to fulfill the
requirements of G.S. 159-13.2 and other applicable laws.
Section 6: Copies of this ordinance should be furnished to the Clerk, Budget Officer and Finance
Officer to be kept on file by them for their direction in carrying out this project.
Adopted this 27th day of September, 2021.
_____________________________
Jenn Weaver, Mayor
Attest:
______________________________
Sarah Kimrey, Town Clerk
Ordinance #20210927-4.B
Sept. 27, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 12 of 13
DRAFT
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2021-2022
DATES: 09/27/2021 TO 09/27/2021
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
77-25-3001-3310-007 GRANT - ARPA - WTP FILTERS REPAIR
09/27/2021 0.00 556,500.00To establish project 24026 556,500.00EBRADFORD
77-25-3001-5700-771 ARPA - WTP FILTERS - MAINT. - EQUIP
09/27/2021 0.00 556,500.00To establish project 24027 556,500.00EBRADFORD
1,113,000.00
EBRADFORD 2:14:25PM09/22/2021
fl142r03
Page 1 of 1
ARPA Fund
ARPA Fund
APPROVED: 5/0
DATE: 9/27/21
VERIFIED: ___________________________________
Sept. 27, 2021
Board of Commissioners Work Session
Approved: ____________________
Page 13 of 13
DRAFT
AGENDA ABSTRACT: Item to be considered | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: Oct. 11, 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:
4.B
Consent
agenda
Regular
agenda
Closed
session
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2021-2022
DATES: 10/11/2021 TO 10/11/2021
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-00-9990-5300-000 CONTINGENCY
10/11/2021 400,000.00 -2,000.00To fund FY21 PO not rolled 24021 233,900.00EBRADFORD
10-10-4200-5300-113 LICENSE FEES
10/11/2021 16,038.00 55.00To cover NeoGov fees 24040 16,093.00EBRADFORD
10-10-4200-5300-570 MISCELLANEOUS
10/11/2021 40,448.00 -55.00To cover NeoGov fees 24041 48,393.00EBRADFORD
10-10-6610-5300-338 SUPPLIES - DATA PROCESSING
10/11/2021 112,000.00 2,000.00To fund FY21 PO not rolled 24020 114,000.00EBRADFORD
10-20-5100-5300-080 TRAINING/CONF./CONV.
10/11/2021 19,400.00 -500.00To consolidate driver training funds 24038 18,900.00EBRADFORD
10-20-5100-5300-460 C.S./DRIVER SAFTEY TRAINING
10/11/2021 3,500.00 500.00To consolidate driver training funds 24039 4,000.00EBRADFORD
10-30-5600-5300-080 TRAINING/CONF./CONV.
10/11/2021 2,000.00 1,000.00To move Streets training to Street budget 24035 3,000.00EBRADFORD
10-30-5600-5300-110 TELEPHONE/INTERNET
10/11/2021 1,448.00 70.00To cover anticipated yr-end overage 24042 1,658.00EBRADFORD
10-30-5600-5300-570 MISCELLANEOUS
10/11/2021 1,000.00 -70.00To cover anticipated yr-end overage 24043 790.00EBRADFORD
10-30-5800-5300-080 TRAINING/CONF./CONV.
10/11/2021 3,000.00 -1,000.00To move Streets training to Street budget 24034 2,000.00EBRADFORD
10-30-5800-5300-330 SUPPLIES - DEPARTMENTAL
10/11/2021 1,000.00 5.00To cover overage 24033 1,005.00EBRADFORD
10-30-5800-5300-570 MISCELLANEOUS
10/11/2021 1,000.00 -5.00To cover overage 24032 995.00EBRADFORD
30-80-8120-5300-158 MAINTENANCE - EQUIPMENT
10/11/2021 120,240.00 37,001.00Generator repair and mobile generator ren 24029 157,241.00JDELLAVALL
30-80-9990-5300-000 CONTINGENCY
10/11/2021 400,000.00 -37,001.00Generator repair and mobile generator ren 24028 236,433.00JDELLAVALL
72-00-5100-3301-052 RESTRICTED REV-ABC BOARD GRANT
10/11/2021 6,101.60 2,750.00To reccord ABC funds 24036 8,851.60EBRADFORD
72-20-5100-5300-052 ABC BOARD EXPENDITURES
10/11/2021 6,101.60 2,750.00To reccord ABC funds 24037 8,851.60EBRADFORD
5,500.00
EBRADFORD 11:22:27AM10/04/2021
fl142r03
Page 1 of 1
GF-
Contingency
Admin.
Admin.
IT
Police
Police
Streets
Streets
Streets
Solid
Waste
Solid
Waste
Solid
Waste
WTP
W&S
Contingency
Restricted
Revenue
Restricted
Revenue
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: Oct. 11, 2021
Department: Administration
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Town Manager Eric Peterson
ITEM TO BE CONSIDERED
Subject: Brough Law Firm Contract for Fiscal Year 2022
Attachments:
Memorandum of Understanding
Brief summary:
The Brough Law Firm serves as the Hillsborough town attorney. Currently, the top hourly rate is $190 per hour for
Town Attorney Bob Hornik, and $160 hourly rate for the junior associate. Rates will increase to $200 per hour for
all attorneys for FY22.
Action requested:
Consider approval of the proposed memorandum of understanding for services/rates.
ISSUE OVERVIEW
Background information and issue summary:
None
Financial impacts:
The budget line items will not change for this service as the demand/hours worked is a greater factor in annual
costs. Thus, this will not affect the FY22 budget estimates.
Staff recommendation and comments:
The town manager recommends approval.
For clerk’s use
AGENDA ITEM:
4.C
Consent
agenda
Regular
agenda
Closed
session
NORTH CAROLINA
ORANGE COUNTY
MEMORANDUM OF UNDERSTANDING
1. Parties. The parties to this memorandum of understanding (“memo”) are the Town
of Hillsborough (the “Town”) and The Brough Law Firm, PLLC (“Law Firm”).
2. Purpose. The purpose of this memo is to set forth the understanding between the
parties concerning the nature of the relationship under which the Law Firm shall serve as the Town
Attorney. The Town and the Law Firm recognize and understand that at all times during the
performance of services pursuant to this Memorandum of Understanding the Law Firm shall be
acting as an independent contractor and that nothing herein shall be deemed as establishing an
employer/employee relationship between the parties.
3. Scope of Service. In consideration of the compensation set forth below, Law Firm
shall continue to perform for the Town all of the legal services required by the Town as set forth
herein. Such services shall include, without limitation, consultation with the Board of
Commissioners and town staff, attendance upon request at the Board of Commissioners’ meetings,
and the meetings of other boards, drafting and/or review of ordinances and other documents, and
representation of the Town in litigation. Not included within the scope of covered services are
services customarily performed by outside bond counsel.
4. Services Performed Principally by Robert E. Hornik, Jr. The parties acknowledge
and agree that the services covered under this memorandum shall generally be performed by Robert
E. Hornik. Jr. However, the full resources of the Law Firm shall be available to the Town, and other
members of the firm may assist the Town when requested to do so by the Town or when Mr. Hornik
is unavailable. In addition, the Law Firm may subcontract with other firms or individuals to have
certain services performed for the Town, such as title searches and real estate closings, but the Law
Firm shall remain responsible to the Town for the quality and timeliness of these services. Payment
for these subcontracted services shall be made by the Law Firm and shall be charged to the Town on
the Law Firm's monthly invoice.
5. Compensation. The Town shall pay to Law Firm for legal services rendered during
fiscal year 2021-2022 on a monthly basis according to the services performed during each month.
Monthly invoices shall indicate the number of hours worked and the fees shall be calculated at the
rate of $200 per hour.
Ordinary office expenses shall continue to be charged in accordance with the attached statement.
6. Duration, Termination. This memorandum shall govern the relationship between
the parties for the period July 1, 2020 through June 30, 2022. The relationship established under this
memorandum may be terminated upon ten (10) days written notice by either party. Payment shall
be made for services rendered through the date of termination.
This memorandum of understanding is executed by the parties this ______ day of October,
2021.
TOWN OF HILLSBOROUGH THE BROUGH LAW FIRM, PLLC
BY: ____________________________ BY: _______________________________
Eric Peterson, Manager Robert E. Hornik, Jr.
ATTEST:
____________________________
Sarah E. Kimrey, Town Clerk
Provision for payment has been made by an appropriation duly made or bonds or notes duly
authorized, pursuant to the Local Government Budget and Fiscal Control Act.
_____________________________________
Finance Officer
COMPENSATION FOR SERVICES
Statements for services rendered by The Brough Law Firm, PLLC will be prepared at the end of
each calendar month for the work performed during the previous month.
Your monthly statement will consist of two parts: an itemized breakdown of professional services
and a list of expenses and costs advanced.
The professional services portion of your statement will be based upon the hourly rate of $200 for
the attorneys who work on your case:
Your statement will indicate the services performed and the date, the attorney performing the
services, the hourly rate, and the total. It will also include an itemized list of additional expenses and costs
advanced. These include:
• Photocopy charges for non-routine copying done for the client outside the office.
• Private express mail carriers such as Federal Express.
• Paralegal services at a rate of $100.00 per hour.
• Mileage and travel expenses outside Chatham, Cumberland, Durham, Granville, Orange, Moore,
Person, Richmond and Wake counties.
• Filing, service of process, and other fees associated with litigation.
• Fees for recording deeds and other instruments.
Statements will be mailed by the 10th of each month and are overdue if payment is not received by
the end of that month. Interest at the rate of 1½% per month shall accumulate on balances not paid within
thirty days after the date such balances become overdue.
Any retainer received from you will be deposited in our trust account and used to pay your monthly
statements. To the extent our statements exceed the retainer amount, payment will be expected as indicated
above. If payment in full is not received by the 15th of the month following the month in which a statement
is issued, no additional services will be performed in your behalf and thereafter services will be performed
only if and to the extent that additional funds are deposited in our trust account to ensure payment of our
statements as they become due.
AGENDA ABSTRACT: Item to be considered | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: Oct. 11, 2021
Department: Community Services
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Margaret A. Hauth, Assistant Town Manager
ITEM TO BE CONSIDERED
Subject: Installation of a Remembrance sign on the historic courthouse grounds consistent with the National
Community Remembrance Project
Attachments:
Background on Community Remembrance Project
Brief summary:
Free Spirit Freedom has filed a zoning permit to install a commemorative sign on the grounds of the historic
courthouse. The attached flyer provides some background on the national effort to commemorate acts of racial
terrorism. For this sign to meet local development regulations, the town must be considered the installer. Staff will
accept board action on this item as documentation of the town’s participation in this request.
Action requested:
Authorize Mayor Weaver to represent the town on the Orange County Remembrance Coalition.
Partner with the Orange County Remembrance Coalition to install an informational sign on the historic courthouse
grounds consistent with the National Community Remembrance Project.
ISSUE OVERVIEW
Background information and issue summary:
This sign serves an informational purpose and could be exempted from the town’s unified development ordinance
and therefore be reviewed as “zoning compliant” by the Historic District Commission if the town is directly
involved in the sign’s installation. This exemption is desirable because it is unclear that the sign meets the height
limitation of seven feet in the development ordinance. It is also unclear that the sign construction materials meet
the limited exclusions in the design standards, so review by the Historic District Commission is the better path
forward. Orange County is required to sign the permit application as the property owner.
Financial impacts:
None
Staff recommendation and comments:
This is the most efficient way to allow this sign to be installed.
For clerk’s use
AGENDA ITEM:
4.D
Consent
agenda
Regular
agenda
Closed
session
O N E
Lowndes County, AL - December 2019
Photo Credit: EJI Staff
N e e d t o s h a r e d e s i g n i n f o r m a t i o n b e y o n d t h e c o a l i t i o n ?
O N E
C o a l i t i o n p a r t n e r s a r e a s k e d t o c o v e r t h e i n s t a l l a t i o n c o s t s o f t h e
m a r k e r .
s i t e a s s e s s m e n t f e e s
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: Oct. 11, 2021
Department: Planning/Economic
Development
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Planning & Economic Development Manager, Shannan Campbell
ITEM TO BE CONSIDERED
Subject: Special Event Permit: 2021 Hillsborough Holiday Parade and Tree Lighting
Attachments:
Special Event Permit Application and Materials
Brief summary:
The Hillsborough Chamber of Commerce would like to transact the annual Hillsborough Holiday Parade and Tree
Lighting in downtown Hillsborough in December.
Action requested:
Approve, approve with conditions, or deny the road closures, police and trash sponsorship, and general special
event permit.
ISSUE OVERVIEW
Background information and issue summary:
The Hillsborough holiday parade was cancelled for 2020 due to COVID-19. The Hillsborough Chamber thinks they
can safely hold a parade this year by implementing public safety protocols at the time that the event takes place.
This may include, but is not limited to, encouraging masks, staying 6 ft apart, frequent handwashing, and
encouraging anyone with symptoms to stay home if they feel sick. Parade on-lookers will be encouraged to space
themselves along the route to view the parade.
Financial impacts:
Low. Staff time for police road closures and public works staff is needed for sponsorship.
Staff recommendation and comments:
Staff recommends approval with proper public safety protocols in place at the time of the event.
For clerk’s use
AGENDA ITEM:
4.E
Consent
agenda
Regular
agenda
Closed
session
Town Board 10/11 for sponsorship/road closures
approved via email
no comment
no comment
no comments
no comments
coordinate end of parade clean up with this year's point person
AGENDA ABSTRACT: Item to be considered | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: Oct. 11, 2021
Department: Public Space &
Sustainability
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Stephanie Trueblood, Public Space & Sustainability Manager
ITEM TO BE CONSIDERED
Subject: Proclamation – Arbor Day 2021
Attachments:
Arbor Day 2021 Proclamation
Brief summary:
Each year the Town of Hillsborough and Hillsborough Tree Board celebrate Arbor Day by planting a tree and
reading aloud the Arbor Day Proclamation. This year Arbor Day will be celebrated on Wednesday, Nov. 17, 2021
with a tree planting at Gold Park.
Action requested:
1. Schedule Arbor Day for Wednesday, November 17, 2021
2. Approve Arbor Day Proclamation to be read by Mayor Jenn Weaver at Arbor Day celebration
ISSUE OVERVIEW
Background information and issue summary:
None
Financial impacts:
None
Staff recommendation and comments:
None
For clerk’s use
AGENDA ITEM:
4.F
Consent
agenda
Regular
agenda
Closed
session
PROCLAMATION
Arbor Day 2021
WHEREAS, in 1872, J. Sterling Morton, who would become Secretary of Agriculture under President Grover
Cleveland, proposed to the Nebraska Board of Agriculture that a special day be set aside for planting trees; and
WHEREAS, the resulting holiday – Arbor Day – was first observed in that State with the planting of more
than one million trees and is now observed throughout the nation and the world; and
WHEREAS, trees are renewable resources that yield fruit and nuts for food and profit, wood for
construction, fuel for warmth, paper products and a variety of other goods and materials; and
WHEREAS, trees intercept storm water, reduce runoff and erosion, clean air and water, produce oxygen,
slow climate change by absorbing carbon dioxide, provide habitat for wildlife, and moderate air temperature; and
WHEREAS, when properly selected and tended appropriately, trees increase property values, enhance
economic vitality and business districts, provide buffers from traffic and are a source of joy and spiritual renewal;
and
WHEREAS, the Town of Hillsborough achieved Tree City USA status in 1983 and has received the
Outstanding Tree Board Urban Forestry Award by the N.C. Urban Forest Council while continuing to maintain and
improve our urban forest by the planting of additional trees to enhance our community; and
WHEREAS, Arbor Day reminds us of the timeless observation by its founder, J. Sterling Morton, that “Each
generation takes the Earth as trustees”;
NOW, THEREFORE, I, Jenn Weaver, mayor of the Town of Hillsborough, do hereby proclaim Nov.17, 2021
as Arbor Day in the Town of Hillsborough and urge all to support efforts to protect our trees and woodlands. I
encourage all to plant trees to promote the well-being of this and future generations because a healthy urban
forest can bring a sense of vibrancy or respite, adventure or calm and escape or contentment, amidst asphalt and
concrete.
IN WITNESS WHEREOF, I have hereunto set my hand and caused this seal of the Town of Hillsborough to
be affixed this _________ day of __________ in the year __________.
Jenn Weaver, Mayor
Town of Hillsborough
AGENDA ABSTRACT: Item to be considered | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: Oct. 11, 2021
Department: Community Services
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Margaret A. Hauth, Assistant Town Manager
ITEM TO BE CONSIDERED
Subject: Endorse updated historic district design standards
Attachments:
Resolution
https://assets.hillsboroughnc.gov/media/documents/public/historic-district-design-standards.pdf
Brief summary:
The Historic District Commission has completed its work on the updated design standards document with Hill
Studio. The link above takes you to the final document, effective Sept. 3, 2021. This is provided instead of including
a 160-page document in the agenda packet. Final style and editorial changes are still on-going with the public
information officer.
Action requested:
Adopt resolution endorsing these standards.
ISSUE OVERVIEW
Background information and issue summary:
The board funded the Historic District Commission’s grant request to update the design standards originally
written in 2000. The original guidelines have been updated to reflect many changes in 20 years and are written to
function as design standards, which is required by the state’s planning legislation (commonly referred to as Section
160d). The standards are referred to in the Unified Development Ordinance. State law requires that they be
formally adopted by the commission. The Historic District Commission adopted the standards on Sept. 1 to be
effective Sept. 3. Staff is asking the board to also endorse their use, although this is not required by law.
Financial impacts:
The town budgeted the 1/3 local match in the FY20 budget and has filed the necessary reimbursement requests
with the Department of Cultural Resources.
Staff recommendation and comments:
For clerk’s use
AGENDA ITEM:
4.G
Consent
agenda
Regular
agenda
Closed
session
RESOLUTION
Endorsing the Hillsborough Historic District Design Standards
to apply to the local overlay district and locally designated
landmarks
WHEREAS, The Hillsborough Historic District Commission, as a Certified Local Government through the
North Carolina Department of Cultural Resources applied for and received a grant to update the design guidelines
to become design standards in 2020; and
WHEREAS, The town contracted with Hill Studio, a firm from Roanoke, Virginia meeting the Department of
Cultural Resources standards, to complete the project; and
WHEREAS, The consultant and a subcommittee of the Commission undertook significant community
outreach to inform the study, including an on-line survey, public information session, and a public hearing on Aug.
4, 2021; and
WHEREAS, Section 160d-947(c) of the North Carolina General Statutes requires that local preservation
commissions adopt design standards and requires that the standards be formally adopted by the commission;
and
WHEREAS, The Hillsborough Historic District Commission unanimously adopted the standards Sept. 1,
2021 to be effective on Sept. 3, 2021; and
NOW, THEREFORE, be it resolved the Hillsborough Board of Commissioners hereby endorses the use of
these standards consistent with North Carolina General Statute 160d.
Approved this 11th day of October 2021.
Jenn Weaver, Mayor
Town of Hillsborough
Attestation:
Sarah Kimrey, Town Clerk
AGENDA ABSTRACT: Item to be considered | 1 of 2
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: Oct. 11, 2021
Department: Community Services
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Margaret A. Hauth, Assistant Town Manager
ITEM TO BE CONSIDERED
Subject: Request from Elfin’s Pond Homeowners Association to accept neighborhood streets in an expedited
manner
Attachments:
1. Community request
2. Street conversion handout
Brief summary:
In August the board established a policy to guide the conversion of private streets to public streets if property
owners wished. The residents of Elfin’s Pond are asking for expedited conversion.
Action requested:
Consider and vote on the request for expedited service.
ISSUE OVERVIEW
Background information and issue summary:
The owners of the 95 townhomes in Elfin’s Pond are asking for expedited street turnover and starting of trash
service. The neighborhood is currently month-to-month with their current provider and is unwilling to renew the
contract. They do have roll-out carts that work with our truck, but staff has found the construction too flimsy to
use reliably with our truck. Staff recommends converting to town carts as soon as possible.
Town trucks can maneuver in the neighborhood. The street signs and street lighting are both decorative. The
homeowners association will have to retain responsibility for these items. Staff observed on intersection that has a
stop bar without a stop sign. The neighborhood will have to correct this.
The owners are asking to have “no additional costs,” which indicates an unwillingness to pay for the core sample
testing and document recording. Recording fees are generally less than $100. Waterstone Terraces have shared 2
testing estimates that were between $3,000 and $5,000. Staff see this as a small cost to the applicants to ensure
the town is not taking on substandard streets that will require significant reconstruction.
The policy was adopted so that services would not begin until the dedication had been finalized. While that can
take some time, it eliminates the uncertainty of how to handle core samples that show substandard construction
For clerk’s use
AGENDA ITEM:
5.A
Consent
agenda
Regular
agenda
Closed
session
AGENDA ABSTRACT: Item to be considered | 2 of 2
or some delay with the recording process. The owners are aware they are asking for special consideration and will
have representatives available to discuss options if the board is willing to entertain the request.
Staff observed cracking in the curbing and sidewalks while test-driving the solid waste truck. They also observed
one section of curb is holding water. These were casual observations, not a comprehensive walk-through
inspection. Staff recommends that core samples be taken and tested and a formal walk-thorough inspection to
identify other quality concerns before the town accepts the streets. Once a list is identified, the board can decide if
the town would accept any of the deficiencies or expect the neighborhood to make all of the repairs.
Financial impacts:
Previously reviewed and deemed acceptable.
Staff recommendation and comments:
The owners are asking to bypass the requirement to provide core samples to verify the quality of road
construction. Staff does not support skipping that step as it places the town at risk to repair streets that may not
have been built to our minimum standard.
Staff can support trash collection service in advance of the street dedication if the board is willing and provides
clear guidance about how delayed dedication or substandard test results will be handled.
Items to consider:
1) Will the town provide service in advance of dedication?
2) If so, does the town want a hold-harmless agreement prior to dedication?
3) Is there a date by which the dedication must be filed, or the town stops service?
4) Will core samples be required?
5) If the samples are not required, by what date must the neighborhood provide the dedication document?
6) If samples are required and are substandard, how much time will the town give the owners to make the
repairs before declining the dedication or stopping trash service?
7) If samples are required and are substandard and the owners are unwilling to fund repairs, what happens?
Elfin’s Pond Homeowner Association
c/o Community Association Management (CAS) Group
5915 Farrington Rd.
Suite 104
Chapel Hill, NC 27517
September 29, 2021
Members of the Board
Hillsborough NC Board of Commissioners
101 E. Orange Street
Hillsborough, NC 27278
Dear Members of the Board:
The residents and Homeowners Association of Elfin’s Pond, in accordance with CAS, respectfully
request that the town take over the management of the private roads in the Elfin’s Pond community:
Red Admiral Court, Spicebush Circle, and Elfin’s Blvd as soon as possible with an immediate
priority given to trash pickup.
Braddock Park Associates, LLC (the developer) has recently completed the construction of the final
phase of our community and turned the HOA over to the residents of our community. However, the
first residents took property ownership in late 2015 and have been paying Town of Hillsborough
taxes while not receiving full services. Upon the recent completion of our community, the residents
want to have the Town assume ownership of our roads and provide the same services as other
residents paying Town of Hillsborough taxes receive. Currently, our residents are paying a private
company for trash removal and do not have services in the winter months to keep the streets clear and
safe. We are currently receiving recycling services by Orange County and their trucks have no
problems navigating our streets. Additionally, we have observed that the current trash removal
vendor collects the entire neighbor’s trash in less than 30 minutes. Our current contact with this
vendor is due to renew soon and due to some issues with their policies for employees, we cannot
renew that contact. Therefore, we are requesting for weekly trash collection, monthly bulk trash
collection, including Christmas tree removal begin as soon as permissible within the next few weeks.
After the trash removal, we request the following by priority.
• Snow plowing /winterizing as needed
• Management of street lights
• Street and sidewalk maintenance and repair
job field
Page 2
We are aware that other communities have made this request before us; however, we believe that our
residents have been paying for services not received for just as long if not longer. We were not able
to make this request sooner as we were told the development had to be fully completed first. The fact
that the developer dragged his feet and took over seven years to complete a 94 home neighborhood
was not the fault of the residents and they should not be penalized further. Most of our residents are
senior citizens and single parents and the burden of paying double for services is a lot for them.
We appreciate your review of this matter. We hope that HOA Board members will be able to
communicate to our residents that the town will assume responsibility for our streets and provide
services in alignment with the property taxes that we have been paying for many years without any
further costs to the residents such as soil or boring samples.
Please let us know if you have any questions or require additional information to fulfill this request.
Sincerely,
Scott W. Little
Joelle Miller
Heidi Hackett
Davia Nickelsen
Kerrie Hanley
Elfin’s Pond Homeowner Association
c/o Community Association Management (CAS) Group
101 E. Orange St., Hillsborough, NC 27278
919-732-1270 | www.hillsboroughnc.gov | @HillsboroughGov
Converting Private Streets to Public Streets
Steps and requirements
1) Town receives a written request from HOA indicating the HOA board’s desire to have solid waste
services and streets accepted by the town. The request must detail which of the following are
desired:
a. All solid waste collection (household, household yard waste, loose leaf, and household bulk.
b. Street pavement and sidewalk pavement maintenance, including basic pavement markings
c. In-street stormwater system
d. Street signs – speed limit, names, and stop signs – town only provides standard green signs
& galvanized posts. Town residential speed limit is 20 MPH.
e. Streetlights – town only provides Duke roadway fixtures
2) The request must include reference to (and preferably a copy of the relevant excerpt(s) of)
restrictive covenants giving the HOA board the authority to convey the right of way to the town (not
the whole document, but recorded reference & page/section).
3) Any construction documentation available confirming that road construction is to NCDOT standards.
If construction documentation is not available, a core sample report prepared by an AASHTO
accredited lab indicating compliance with adopted pavement/base specifications in lieu of
construction information will be acceptable with the following requirements:
a. Report must be from and based on samples at least 10 inches deep.
b. One sample for each street section (between two cross streets) and
c. One sample for any dead-end street not otherwise being sampled and any segment longer
than 400 feet, if otherwise sampled.
4) The HOA must provide the date the neighborhood wants to initiate town solid waste services (may
be based on current contract expiration, willingness to cancel or other date selected by the
neighborhood).
5) The HOA must be prepared to EITHER record new plat dedicating right of way or provide standard
dedication document referring to existing plats with language approved by town (sample attached).
6) Site visit by public works manager to:
a. Visibly inspect street, sidewalk, and stormwater infrastructure for items in need of
immediate repair. Anything significant will be detailed for the HOA to address prior to
acceptance.
b. Verify accessibility for solid waste collection vehicles and identify any special location needs
for roll-out carts.
Town of Hillsborough | 2
c. Verify street signs and streetlights are town standards. Only standard types will be accepted.
A neighborhood may agree to transition to town standard signs as they are replaced, if
desired and communicated in writing.
7) When construction documentation/core sample report and date of solid waste service start have
been received, staff will schedule formal acceptance of the street dedication with town board. Staff
will have up to two weeks to review the information prior to scheduling the acceptance but will not
unduly delay the request.
8) The HOA is responsible for recording all dedication documentation with the Orange County Register
of Deeds, with documents to be returned to the town after recording.
9) Upon receipt of the recorded documents from Register of Deeds, the town will initiate services. In
the case of unforeseen delays outside the neighborhood’s control, the receipt for recording can be
accepted to initiate services, especially if the private collection contract is due to expire.
10) If the core sample report indicates non-compliance with adopted pavement/base specifications, the
HOA has the option to:
a. Repair the deficiencies prior to acceptance
b. Enter a hold harmless agreement with the town and opt for solid waste services only.
Under the hold harmless option, the HOA would retain all responsibility and ownership
of items 1b-1e above.
c. Appeal to the town board for acceptance. This appeal will generally not be
recommended by staff.
AGENDA ABSTRACT: Item to be considered | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: Oct. 11, 2021
Department: Community Services
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Margaret A. Hauth, Assistant Town Manager
ITEM TO BE CONSIDERED
Subject: Master Plan Modification – Collins Ridge to provide affordable housing land off-site and greenway
relocation
Attachments:
1. Resolution
2. Map of revised greenway location
3. Map of revised affordable housing location
Brief summary:
This item follows-up the update from April with a resolution to allow the board to approve the two needed
amendments. The attached resolution documents the details and includes maps for specificity.
Action requested:
Adopt the attached resolution to formally amend the approval conditions for Collins Ridge related to affordable
housing and the greenway.
ISSUE OVERVIEW
Background information and issue summary:
In April, the Collins Ridge development team updated the board about the affordable housing and greenway
conditions, noting modifications would be necessary. The developer has been working closely with CASA to find an
off-site location. They have agreed to approximately 3.5 acres adjacent to Collins Ridge that will have access to
both Collins Ridge and the Daniel Boone street network, once that site is redeveloped.
In April, the developer also informed the town that Duke Energy had declined to allow the greenway within their
transmission line easement. The attached map details the substitute location. The location has not been designed
yet, so minor modifications may be necessary to ensure compliance with town requirements.
Financial impacts:
None
Staff recommendation and comments:
Staff recommends approval of these amendments. Approval will allow Collins Ridge to continue development.
For clerk’s use
AGENDA ITEM:
5.B
Consent
agenda
Regular
agenda
Closed
session
RESOLUTION
Amending the Collins Ridge Master Plan
Affordable Housing & Greenway Conditions
WHEREAS, The Hillsborough Town Board approved the Master Plan authorizing the development
of the neighborhood named Collins Ridge on September 28, 2015; and
WHEREAS, Condition Three of the approval resolution detailed the developer’s offer to provide for
affordable housing within the community to be built by CASA on land donated by the developer; and
WHEREAS, The North Carolina Housing Finance Agency’s highly competitive Low-Income Housing Tax
Credit program is the primary funding source CASA pursues for new construction projects; and
WHEREAS, The Program has specific requirements for applicant parcels including distances from interstate
highways, railroads, and overhead transmission lines; and
WHEREAS, The developer and CASA worked together to identify a workable three-acre tract within the
neighborhood that is well-qualified to receive Low-Income Housing Tax Credits, but that site has been determined
to be unsuitable to qualify for the Low-Income Housing Tax Credit program; and
WHEREAS, The developer and CASA have identified a substitute tract that meets the Program’s spacing
requirements, is adjacent to Collins Ridge, and can be designed and integrated into the Collins Ridge
neighborhood; and
WHEREAS, The developer and CASA have jointly requested the Town Board to amend Condition Three of
the Collins Ridge Master Plan to allow the approximate 3.5 acre tract adjacent site meet the affordable housing
commitment of the developer;
WHEREAS, Condition Six (f) of the approval resolution detailed the developer’s offer to provide walking
and biking trails in the neighborhood. A portion of that trail was proposed to be located within the Duke Energy
transmission line that bisects the project. Duke Energy has declined to allow this improvement within their right
of way;
WHEREAS, The Developer has provided the attached map proposing an alternative trail location that is
acceptable in concept to the town as the trail has not been designed;
NOW, THEREFORE, be it resolved the Hillsborough Board of Commissioners amends Condition Three of
the Collins Ridge Master Plan to read as follows:
3. Affordable Housing.
The Collins Ridge Master Plan provides for a range of housing types at varying price points. The availability of
single-family homes, townhomes and multi-family units is naturally conducive to affordable housing as these
varying home types and sizes will appeal to residents with a range of incomes and housing needs.
In order to provide additional opportunities for housing for Low-Income Households (“Affordable Housing”),
as defined by the North Carolina Housing Coalition below, the developer shall offer to donate and convey
without charge at least three (3) acres of land available to support eighty-eight (88) multi-family dwellings to
CASA or its assignee at a mutually agreeable location with a deed restriction ensuring the property will be used
for Affordable Housing for Low-Income Households (“Affordable Housing Property”). Specifically, the deed
into CASA for the Affordable Housing Property shall require each of the following: (i) the parcel be used for a
minimum of sixty (60) and a maximum of eighty-eight (88) Affordable Housing units, including but not limited
to Veterans with Disabilities; (ii) CASA, or its assignee, shall accept all types of rental subsidies; (iii) CASA, or
its assignee, will apply for federal and/or state funding for construction within two (2) years of receipt by CASA
of fee title to the property; (iv) that CASA will use its best efforts to obtain funding for construction of rental
units as described above; and (v) if CASA has not received at least one building, grading or other related
construction permit on the fifth (5th) anniversary of the date CASA takes owner ship of the Affordable Housing
Property, ownership of the parcel shall, at the Town of Hillsborough’s formal written request and at no cost to
the town of Hillsborough, be transferred to the Town of Hillsborough. The Developer shall provide the Town
with a copy of the recorded deed of the property conveyed to CASA within thirty (30) of recordation on the
deed.
The developer and CASA may agree to a location for the Affordable Housing Property outside the boundary of
Collins Ridge as shown on the current Collins Ridge Master Plan if such location better meets the criteria of the
Low-Income Housing Tax Credit program. In that event, the declaration of restrictions and covenants for Collins
Ridge must specifically and irrevocably include the substitute location so residents of the Affordable Housing
Property have full rights as if they were residents within the Collins Ridge. Deed restrictions shall also be applied
to the substitute parcel to ensure the conditions listed in paragraph 2 above, the commitment of CASA or its
assignee to pay a fair share of the assessments and dues to the association, and the commitment of CASA or its
assignee to participate and maintain membership in the association.
The developer of Collins Ridge, and its successors or assigns, shall ensure that the Affordable Housing Property,
whether on-site or off-site, has vehicular and pedestrian access to public streets and on-site access to all public
utilities that are available to the remainder of the Collins Ridge Community. The design and location of such
vehicular and pedestrian access must be approved by the Town under the specified review process at the time of
review. CASA or its assigns commits that the design of amenities and landscape features on the Affordable
Housing Property shall be consistent with and of quality and quantity equal to all other parcels in Collins Ridge.
The Affordable Housing Property shall be conveyed to CASA at no cost by December 31, 2021.
The developer of Collins Ridge shall ensure that the Affordable Housing Property to be conveyed to CASA (or
its assignee), or to the Town of Hillsborough in the even that CASA has not received its first construction permit
by the fifth anniversary date of the date CASA takes ownership of the Affordable Housing Property, shall be
fully integrated into the Collins Ridge Community so that residents of Affordable Housing units shall have
access to all amenities in Collins Ridge on the same basis and to the same extent as all other residents of Collins
Ridge.
CASA, or its assignees, shall be responsible for constructing, managing and maintaining the dwelling units,
including submitting and obtaining development approval for development of the site.
The definition of the term “Low-Income Households” is derived from the North Carolina Housing Coalition and
set out in its entirety below.
Low-Income Household(s) – Household(s) whose income does not exceed Eighty Percent (80%) of the median
income for the area as determined by HUD.
NOW, THEREFORE, be it further resolved the Hillsborough Board of Commissioners amends Condition Six(f) of
the Collins Ridge Master Plan to read as follows:
f. Walking/Biking Trails. The developer shall construct at least 6,000 linear feet (1.1± miles) of
walking/biking trails, in addition to sidewalks. Walking/biking trails shall be constructed generally as shown
on the "Collins Ridge Multi-Use Path Map", dated October 1, 2021 and part of the October 11, 2021
amendment to the master plan. The final path alignment shall be shown on construction drawings reviewed
and approved by the Town of Hillsborough prior to trail development. The developer and the Town may agree
to minor trail location modifications that provide a superior product for the town prior to development.
Walking/biking trails shall be at least ten feet (10') wide and constructed of asphalt in accordance with Town
of Hillsborough greenway standards, including the Access Board Guidelines. Walking/biking trails located
within the perimeter buffer of Collins Ridge shall be dedicated to the Town of Hillsborough and accepted by
the Town of Hillsborough for maintenance. This trail shall be constructed and ready for dedication prior
December 31, 2027.
Approved this 11th day of October 2021.
Jenn Weaver, Mayor
Town of Hillsborough
Attestation:
Sarah Kimrey, Town Clerk
STORM PONDBY DEVELOPER IFNEEDE
D
CASA AT COLLINS RIDGEPROPERTY EXHIBIT 10.4.2021NSTORM POND BYDEVELOPER IF NECESSARYAREA FOR CASA +/- 3.5 ACRESFUTURE CONNECTIONTO FREELAND MEMORIAL DR.DRIVEWAY CONNECTIONTO LIGHTFOOT LN4 APT BUILDINGS@ 22 UNITS EACHFILL AND RETAINING WALLSTO CREATE BUILDABLE PADBY DEVELOPER
1460 LF
705 LF1617 LF2,417 LFTRAIL ROUTES PREVIOUSLYAPPROVEDPROPOSEDNEW TRAIL ROUTETOTAL LENGTH OF TRAIL ASSHOWN - 6,199 LFDANIEL BOONES. CHURTON ST.ORANGE GROVE RD.COLLINS RIDGEMULTI-USE PATHEXHIBIT2FWREHU
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: Oct. 11, 2021
Department: Governing Board
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Mayor Jenn Weaver
ITEM TO BE CONSIDERED
Subject: Continue board discussion on returning to in-person meetings
Attachments:
None
Brief summary:
At the August regular meeting, the board shared thoughts and comfort levels for returning to in-person meetings.
The board agreed to continue remote meetings while allowed under the governor’s state of emergency and
reassess monthly.
Action requested:
Brief check in 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:
5.C
Consent
agenda
Regular
agenda
Closed
session
AGENDA ABSTRACT | 1 of 2
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: Oct. 11, 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 Oct. 25, 2021
Attachments:
None
Brief summary:
The following three items are requested for inclusion at the October Workshop:
• Enforcement options for the Non-Discrimination Ordinance (NDO) adopted in January. Since the town does not
have an existing department or system to manage this aspect of the NDO, a solution needs to be developed,
such as an interlocal agreement with Orange County’s Human Rights Department or other approach.
Commissioner Hughes raised the topic, options, and requested this item be considered.
• House America Initiative. This program asks local officials nationwide to pledge to reduce homelessness and
provide targets for housing people and building units. In exchange, the federal government is promising
guidance and financial support to help local governments achieve these targets. Commissioner Ferguson
requested this item be considered. She shared the following: “Recognizing that there are a lot of unknowns, I
also support approaching this in two parts, first in making the pledge now and second, as we get into budget
planning, boldly agreeing to targets achieved thru our support of our housing nonprofits and direct action.”
She will be able to provide additional information and updates as the next Housing Collaborative Meeting is
just prior to the workshop.
• Town Board E-mail signatures. Staff will provide information on the rationale for the recommended format of
email signatures that is taking place as part of the re-branding effort. Some questions, concerns, and requests
have been shared by the town board regarding the formatting, so this item provides an opportunity for sharing
information, discussion, and determining how to proceed with this matter.
Action requested:
Provide direction on agenda items for the October 25 workshop.
ISSUE OVERVIEW
Background information and issue summary:
Please see above descriptions.
For clerk’s use
AGENDA ITEM:
5.D
Consent
agenda
Regular
agenda
Closed
session
AGENDA ABSTRACT | 2 of 2
Financial impacts:
N/A
Staff recommendation and comments:
N/A
AGENDA ABSTRACT: Item to be considered | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: Oct. 11, 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:
6.C
Consent
agenda
Regular
agenda
Closed
session
ADMINISTRATION DEPARTMENTAL REPORT
Human Resources/Town Clerk Report: September 2021
Meetings and events
• NCHIP Board meeting (9/15/21)
• NCHIP/Benefits Strategy meeting with Gallagher (9/28/21)
• Weekly human resources team meeting
• Weekly GARE Countywide Racial Equity Plan Co-Leads meeting
• Monthly Triangle J Council of Government HR Roundtable conference calls
• Monthly management team meeting
• Monthly Racial Equity Core Team Meeting
• Board of Commissioners regular meeting (9/13/21)
• Board of Commissioners work session (9/27/21)
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)
o Start date: 9/7/21
• Financial Analyst
o Recruitment open (5/6/21)
o Continuous recruitment (71 applicants to date)
o Start date: 9/24/21
• 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)
o Start date: 9/7/21
• 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)
• Civil Engineer
o Recruitment opened (6/23/21)
o Recruitment closed (7/12/21) (6 total applicants)
o Readvertised (9/24/21)
o Recruitment open until filled
• Planning Technician
o Recruitment opened (6/23/21)
o Recruitment closed (7/12/21) (26 applicants)
o Start date: 9/20/21
• Utility Maintenance Technician I, II, III
o Recruitment opened (9/10/21)
o Recruitment open until filled
Pay and Benefits
• Biweekly payroll (2)
• Merit increases
• FMLA – 9 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
Miscellaneous
• NCDOT – 2021 Certified Statement, street listing, and certified Powell Bill map update
Public Information Office Report: September 2021
News Releases/Minutes
• Issued 6 news releases, 4 weekly digests and 1 bid posting.
• Completed minutes for 2 town board and 4 appointed board meetings.
EMAIL SUBSCRIPTIONS (as of Sept. 30)
List Subscribers Change
Total 1,412 Same
News 1,317 Same
Meeting notices 712 ↑ 1
Bid postings 593 ↑ 2
TOP 10 MOST-VIEWED NEWS RELEASES (WEBSITE)
Headline Views
Churton Street Traffic to be Detoured for Tree Removal 743
Traffic Shift Expected Sept. 21 for Utility Project 149
Board of Commissioners Meeting Summary (Sept. 13 meeting) 117
One Orange Countywide Racial Equity Plan Invites Input 111
Police Seek Painted Rocks for Pollinator Garden 92
Volunteers Remove English Ivy, Urge Others to Do Likewise 76
Police Seeking Information in Robbery at Convenience Store (August release) 73
Orange County Offering Third Dose of COVID-19 Vaccine for People with
Weakened Immune Systems (August release)
68
Indoor Mask Mandate Reinstated for Orange County, Effective 5 p.m. Aug. 11
(August release)
61
StoryWalk Available in Gold Park (August release) 38
Social Media
FACEBOOK STATISTICS (as of Sept. 30)
Facebook has changed its offerings and
insights. Likes tracking has been removed.
Jump in follows data seems too high.
17 posts 1 response to comments
Follows Change
4,918 follows ↑ 326
TOP 5 POSTS
Post People reached Link clicks
Churton Street Traffic to be Detoured for Tree Removal 4,203 298
Notice of special event at Gold Park 3,934 No link
Now hiring post with six positions listed 2,379 66
Police Seek Painted Rocks for Pollinator Garden 2,322 13
Traffic Shift Expected Sept. 21 for Utility Project 1,580 66
TWITTER STATISTICS (as of Sept. 30)
Change in follows seems too low. Twitter lists
14 new follows for September, but total
follows is lower (up 6 from August)
17 tweets 0 responses to tweets
Follows Change
2,676 ↑ 6
TOP 5 TWEETS
Tweet Impressions Link clicks
Reminder: One Orange Countywide Racial Equity Plan Invites Input 621 3
Videos
YOUTUBE STATISTICS (as of Sept. 30)
Subscribers Change
2,905 ↑ 9
NEW VIDEOS
Video YouTube
Views
Facebook
Reach
Posted
Historic District Commission 40 N/A Sept. 1
Water Sewer Advisory Committee 31 Sept. 2
Mayor’s Task Force on Reimagining Public Safety 35 Sept. 9
Board of Commissioners Regular Meeting 349 Sept. 13
Tree Board 20 Sept. 15
Planning Board 31 Sept. 16
Parks and Recreation Board 17 Sept. 21
Tourism Development Authority 29 Sept. 22
Board of Commissioners Work Session 39 Sept. 27
TOP 5 VIDEOS
Video Current
Views
Overall Views Posted
Position Your Solid Waste and Recycling Properly 2,602 2,143,393 Oct. 2015
Board of Commissioners Regular Meeting (Remote) 337 349 Sept. 2021
English Ivy Removal 140 1,309 Feb. 2021
Hillsborough, NC: Among America’s Coolest Small Towns 113 10,847 Jan. 2015
Do Not Tamper with Water Meters 86 5,477 July 2015
Website/Employee Section
• Added Community Services Department page and reworked multiple other department and division
pages due to reorganization.
• Updated COVID-19 and various other pages.
Garden workday at Gold Park pollinator garden 531 2
Share of Clean Water Education Partnership interview with stormwater
manager
507 0
Share of Talk of the Town community newsletter 464 5
COVID-19 testing site in Hillsborough closed due to weather 420 0
NEXTDOOR STATISTICS (as of Sept. 30)
3 posts 0 direct message
Members Change
6,520 ↑ 64
4,093 households ↑33
47 neighborhoods Same
TOP POSTS
Post Impressions
Reminder: One Orange Countywide Racial Equity Plan Invites Input 793
One Orange Countywide Racial Equity Plan Invites Input 763
Police Seek Painted Rocks for Pollinator Garden 375
SEPTEMBER WEBSITE STATISTICS
Unique visitors 9,462
Number of visits 12,688
Page views 24,896
Visits per visitor 1.34
Pages viewed per visit 1.96
TOP 10 MOST-VIEWED PAGES
Page title Views
Home 5,186
Water and Sewer Billing and Collections 1,206
Riverwalk 1,074
News release: Churton Street Traffic to be Detoured for Tree Removal 743
Employment Opportunities 736
Police 666
Garbage Collection 487
Planning and Economic Development 448
Board of Commissioners 437
COVID-19 (Coronavirus) 405
Other Work
• Completed work related to the Comprehensive Sustainability Plan, including communications plan for
the next several months.
• Continued work on branding rollout, including:
◦ Assisting with branding and email signature questions and correct installation of signatures and
business cards.
◦ Troubleshooting signature issues.
◦ Working with graphics artist on remaining issues and remaining art.
◦ Providing logo files and colors for specific uses.
◦ Updating templates due to reorganization and continuing to create or assist with new ones.
◦ Assisting with appearance of seal on the employment site
• Created October print newsletter for insertion in utility bills in English.
• Worked on various town materials, including Historic District Design Standards, community survey,
analyst job descriptions and questions, recruiting materials, FY22 budget highlights, newcomers
guide, organization chart, internal organization charts, Tree Board invasive plants removal sign.
• Provided editing help to Orange County Health Department on Halloween guidance.
• Helped Police Department in contacting schools and art teachers regarding pollinator garden rocks
project.
• Responded to community and media inquiries.
Meetings/Events/Training
MEETINGS, EVENTS and TRAINING
Officer September Weekly meeting with supervisor on Thursdays (except Sept. 30)
Sept. 1 and 29 Management Team meeting
Sept. 1 Administrative Services Team meeting
Sept. 16 Racial equity team meeting
Specialist September Town board and appointed board meetings via YouTube
Sept. 20 Community Survey meeting
Staff September Weekly staff meeting on Tuesdays
Sept. 2, 16 and 30 Communicators Work Group meetings
Sept. 14 Comprehensive Sustainability Plan meeting
Sept. 16 Everbridge Virtual Customer Service User Group
Safety and Risk Manager Report: September 2021
Meetings Attended/Conducted
• Departmental meetings X 2
• HR Team meetings X 2
• Annual safety shoe event
• NCDOL/STAR – Ergonomics meeting
Site Inspections
• Public Works Facility
• Utilities Facility
• Water Treatment Plant
• Gold Park
• Turnip Patch Park
• Murray Street Park
• Hillsborough Heights Park
• Cates Creek Park
Miscellaneous
• Completed 3rd quarter random FMCA drug screens
• 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
September 2021
Revenues Collected FY22
Development Review fees $ 2.450.00
Zoning Permits & HDC reviews $15,897.80
Planning Total $18,347.80 (37% of budget)
These figures are through August 30 only due to delays in finance entering September receipts into the system.
Affordable housing payment in lieu - $6,000 – this is the final payment. No further revenues are expected.
Data is through September 30, 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 45 40 6 1 5
Forest Ridge 235 235 221 14 0 14
Total 1529 1520 1361 168 9 159
Misc. infill lots na 154 99 na 55
Grand Total 1674 1460
Approved & Under Construction
Hillsborough Police Department Monthly Report September 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 0 0 0
Rape 0 0 0 0 0 0 0 0 0 0 2 2
Robbery 0 0 1 1 1 0 0 2 0 5 6 5
Aggravated Assault 1 1 0 1 1 3 2 2 4 15 17 14
Burglary 2 4 4 4 3 1 2 2 3 25 20 26
Larceny/Theft 27 13 21 19 21 30 28 20 9 188 326 297
Motor Vehicle Theft 0 0 0 0 0 3 0 2 1 6 18 12
Total Part I 30 18 26 26 26 37 32 28 17 0 0 0 240 389 361
Other Offenses 2021 2020 2019
Simple Assault 7 3 10 8 10 10 16 15 9 88 109 77
Fraud/Forgery 4 0 2 2 5 3 1 2 3 22 24 21
Stolen Property 2 0 0 0 0 0 2 0 1 5 19 7
Damage to Property 10 10 8 16 12 10 11 15 21 113 97 59
Weapons Violations 2 4 2 2 1 2 0 0 0 13 26 5
Sex Offences 0 0 1 1 0 0 1 0 0 3 2 3
Drug Violations 11 11 12 7 7 6 8 6 5 73 125 85
Driving While Impaired 4 2 3 1 1 5 4 3 6 29 40 34
Liquor Law Violations 1 0 2 0 0 0 0 2 1 6 11 13
Trespassing 1 2 4 2 2 3 4 5 1 24 31 20
Domestic Related 7 7 15 8 12 12 15 15 12 103 133 119
Missing Persons 0 0 1 1 1 0 1 0 0 4 6 1
Summary of Select Offenses:
On 09/02/2021, a Breaking and Entering and Larceny occurred to an occupied residence in the 600-block of
Botan Way. The resident advised that they woke to a door shutting in their residence. It was found that a
suspect(s) used a garage door opener left in an unlocked vehicle to make entry to the residence while the
residents were sleeping. A purse, wallet, and tablet valued at $300.00 were taken. This incident is under
investigation.
On 09/10/2021, a Breaking and Entering to an unoccupied residence was reported in the 500-block of Cornelius
St. The home, which is unlivable, had damage where a suspect(s) entered. Damages are approximately $80.00.
On 09/10/2021, a Larceny of a Motor Vehicle was reported at 375 S. Churton St., Wendy’s. An employee advised
that their vehicle had been taken from the parking lot, and that they were not behind in payments. The vehicle
is valued at $2,000.00. This incident is under investigation.
On 09/18/2021, an Aggravated Assault was reported in the 600-block of Hampton Pointe Blvd. Officers arrived
and found a female that had been badly beaten and needed to be transported to the hospital. During the
investigation, officers were told that two family members argued over $50.00 and the argument turned physical.
Officers charged Misty Dawn McFarling, (w/f, 29, of Chandler Dale St.) with Felony Assault Inflicting Serious
Injury, she was given a Written Promise to Appear.
Hillsborough Police Department Monthly Report September 2021
On 09/20/2021, an Aggravated Assault was reported in the 300-block of W. Union St. A domestic argument
turned physical with the victim being transported to the hospital with non-life-threatening injuries. Officers
charged Mikayla Helene Thompson, (w/f, 22, of W. Union St.) with Misdemeanor Aggravated Assault. She was
given a domestic hold.
On 09/22/2021, a Breaking and Entering to an unoccupied apartment was reported at 500 Lakeside Dr. The
victim advised they were not currently living there due to a maintenance issue and had left a window open to air
out the apartment. Unknown suspect(s) entered and tore up belongings and left the refrigerator door open.
Damages are at approximately $520.00. Officers have taken out petitions on the 3 juveniles for Breaking and
Entering.
On 09/25/2021, an Aggravated Assault was reported at 200 Cheshire Dr. The victim advised there was a knock
on the door and when the victim opened the door slightly a male acquaintance pushed their way inside the
apartment. An argument later ensued, and the victim was choked by the suspect, and the suspect then took the
victims cell phone during an attempted 911 call and threw it. The victim sustained minor injuries. Officers
charged Gregory Allen Barnhart, (b/m, 51, of Cheshire Dr.) with Misdemeanor Interfere with Emergency
Communication, and Felony Assault by Strangulation Inflicting Injury. He was given a $1,000.00 secured bond.
On 09/28/2021, an Aggravated Assault was reported in the 100-block of Lakeshore Dr. Officers were dispatched
to a motor vehicle versus a pedestrian accident and the vehicle fled the scene. The incident began with a verbal
argument over domestic issues and the suspect reportedly drove at a high rate of speed and intentionally hit the
victim causing serious injuries. Officers charged Travis Scarlett, (w/m, 56, of Rex Dr.) with Felony Assault
Inflicting Serious Injury, Felony Hit and Run Inflicting Serious Injury, Misdemeanor Driving While Impaired,
Misdemeanor Possession of Controlled Substance, Reckless Driving to Endanger, and Failure to Heed to Blue
Lights and Sirens. He was given a $150,000.00 secured bond.
9 Larcenies were reported at various locations including:
• 1 larceny was a shoplifting related incident at Hampton Pointe- Walmart.
• 4 larcenies from business were reported–2 at 110 N NC 86, Lloyd’s II– 1 where $2,327.00 in cash was
taken and 1 where $2,1890.00 was taken. 1 at 620 Cornerstone Ct. where a saw valued at $1,300.00 was
taken from a jobsite. 1 at 625 Hampton Pointe Blvd, Home Depot, where $585.00 in tools were taken
and recovered.
• 1 Larceny from an Unlocked Motor Vehicle was reported – 1 in the 500-block of N. Nash St. The victim
advised that power tools valued at $529.00 were taken.
• 1 Larceny from Locked a Motor Vehicle was reported–1 at 600 S. Churton St. where the victim advised
the vehicle was locked but no signs of entry were found. The vehicle was rummaged through and no
items were taken.
Narcotics/weapons related incidents:
• During the month of September, Officers recovered small amounts of marijuana, paraphernalia, and
cocaine.
Public Works Report: September 2021
Work Orders
6 completed within two days
Public Spaces
62.5 staff hours
Stormwater Maintenance
21 staff hours, 252 linear ft
Cemetery
1 grave marked and 1 monument
Asphalt Repairs
3 utility cuts, 3 potholes
Training
5 staff attended 3 online training courses
October 2021 BOC Meeting TOWN OF HILLSBOROUGH UTILITIES STATUS REPORT
FOR SEPTEMBER 2021
Staffing Have not working on the Lead Inspector position. We just closed advertising for a Utility Maintenance Technician. There have not been solid applications for the Civil Engineer position, which
will remain open until filled. The Plant Mechanic position had two applicants who will be interviewed shortly.
Water and Sewer Advisory Committee (WSAC) Activities WSAC in-person meetings have been cancelled during the COVID-19 pandemic. The committee has voted to resume monthly instead of quarterly meetings. They are discussing the rate
structure and will develop proposals to bring to the board for consensus in the near future. The one in-town vacancy will be advertised soon with expected discussion early next year. Also a
communications strategy will be discussed to improve rate payer understanding of rates.
Development Activity Collins Ridge is picking back up on Phase 1A home closings. They have plans almost complete for Phase 1B (85 more lots) and for a water connector to S. Churton Street.
Water Restrictions 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.
"Unaccounted-for" Water and Water Use There were 8 service leaks on the town owned water services. There was lots of flushing of hydrants for our interconnection project along South Churton Street.
PROJECT STATUS
West Fork of the Eno Reservoir The reservoir is still lower than normal pool. The releases met or exceeded the minimum required release. Both Lake Orange and Lake Ben Johnson are spilling.
WTP/WWTP Filter 1 at the WTP is scheduled for repair/rebuild this month. Funds to pay for the project were allocated from the direct receipt of American Rescue Plan Act fund. All is well at the WWTP.
Fees No overall development due to workload. Have put fees in individual Water and Sewer Extension Contracts when developed.
Distribution and Collection System
The Letters of Intent for a FEMA grant program, Building Resilient Infrastructure and Communities were submitted and will be presented to the state review panel on October 15. If selected, a
full application will be developed with assistance from a funding consultant. The projects submitted were the OWASA Booster Pumping Station and the River Pumping Station relocation.
Prepared by Marie Strandwitz 10/4/2021 Page 1