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Home My Public Portal About10-25-21 Agenda Work Session 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 919-732-1270 | www.hillsboroughnc.gov | @HillsboroughGov BOARD OF COMMISSIONERS AGENDA | 1 of 1 Agenda BOARD OF COMMISSIONERS Work session 7 p.m. Oct. 25, 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. Opening of the work session 2. Agenda changes and approval 3. Items for decision ― consent agenda A. Miscellaneous budget amendments and transfers B. Tourism Board budget amendments C. 2022 Board of Commissioners meeting calendar D. Classification and pay amendment – reclassify utility billing specialist to billing and customer service supervisor 4. In-depth discussion and topics A. Discussion of Email Signatures B. Enforcement options for the Non-Discrimination Ordinance (NDO) C. Discussion of House America Initiative 5. Other business 6. Committee updates and reports 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. AGENDA ABSTRACT | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Oct. 25, 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: 3.A Consent agenda Regular agenda Closed session BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2021-2022 DATES: 10/25/2021 TO 10/25/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-10-4100-5300-041 ATTORNEY FEES 10/25/2021 125,000.00 390.00To cover legal services 24046 125,390.00EBRADFORD 10-10-4100-5300-570 MISCELLANEOUS 10/25/2021 5,000.00 -390.00To cover legal services 24047 4,610.00EBRADFORD 10-10-6300-5300-330 SUPPLIES - DEPARTMENTAL 10/25/2021 600.00 3,715.00To cover snow dog plow 24054 4,315.00EBRADFORD 10-60-6900-5300-167 MAINTENANCE - MUSEUM 10/25/2021 30,000.00 -3,715.00To cover snow dog plow 24053 26,285.00EBRADFORD 30-80-3900-3900-000 FUND BALANCE APPROPRIATED 10/25/2021 728,039.00 2,335.19To re-est FY21 PO not rolled forward 24077 1,006,574.19EBRADFORD 30-80-7200-5300-571 SAFETY AWARDS PROGRAM 10/25/2021 0.00 6,028.00To cover safety dividends 24048 6,028.00EBRADFORD 30-80-7200-5350-615 SERVICE CHARGE - SAFETY & RISK MGMT 10/25/2021 118,653.00 -6,028.00To cover safety dividends 24050 112,625.00EBRADFORD 30-80-8120-5300-443 C.S./GENERATOR LOAD TESTING 10/25/2021 18,520.00 2,335.19To re-est FY21 PO not rolled forward 24076 20,855.19EBRADFORD 35-30-5900-5300-571 SAFETY AWARDS PROGRAM 10/25/2021 0.00 656.00To cover safety dividends 24049 656.00EBRADFORD 35-30-5900-5350-615 SERVICE CHARGE - SAFETY & RISK MGMT 10/25/2021 4,746.00 -656.00To cover safety dividends 24051 4,090.00EBRADFORD 4,670.38 EBRADFORD 4:49:00PM10/18/2021 fl142r03 Page 1 of 1 Governing Body Governing Body Public Space Special Appropriations W&S Revenue Admin. of Enterprise Admin. of Enterprise WTP Stormwater Stormwater AGENDA ABSTRACT | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Oct. 25, 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 Tourism Board 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: Tourism budget amendments/transfers greater than or equal to $5,000 must be approved by the town board. 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: 3.B Consent agenda Regular agenda Closed session BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2021-2022 DATES: 10/25/2021 TO 10/25/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 74-00-3900-3900-000 FUND BALANCE APPROPRIATED 10/25/2021 42,364.00 3,377.00To cover Burwell School Interpretive Sign 24044 45,741.00EBRADFORD 74-51-6250-5300-731 SPECIAL PROJ/PARTNERSHIPS 10/25/2021 14,500.00 3,377.00To cover Burwell School Interpretive Sign 24045 17,877.00EBRADFORD 6,754.00 EBRADFORD 2:10:39PM10/05/2021 fl142r03 Page 1 of 1 Tourism Board Tourism Board AGENDA ABSTRACT | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Oct. 25, 2021 Department: Administration Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Town Clerk Sarah Kimrey ITEM TO BE CONSIDERED Subject: 2022 Board of Commissioners meeting calendar Attachments: Draft 2022 Board of Commissioners meeting calendar Brief summary: The 2022 Board of Commissioners meeting calendar includes dates for regular meetings, monthly work sessions, and quarterly joint public hearings with the Planning Board. Action requested: Adopt the 2022 Board of Commissioners meeting calendar. ISSUE OVERVIEW Background information and issue summary: N/A Financial impacts: None Staff recommendation and comments: All meetings are currently scheduled as remote and may be amended upon return to in-person meetings. For clerk’s use AGENDA ITEM: 3.C Consent agenda Regular agenda Closed session 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 | 919-732-1270 www.hillsboroughnc.gov | @HillsboroughGov Adopted Oct. 25, 2021 Meeting Schedule: 2022 BOARD OF COMMISSIONERS Meetings start at 7 p.m. in the Board Meeting Room of the Town Hall Annex, 105 E. Corbin St., unless otherwise noted. Times, dates and locations are subject to change. Due to public health concerns related to COVID-19, the board may conduct remote meetings utilizing Zoom. The public will be able to view and listen to the meeting via live streaming video on the town’s YouTube channel. Regular meetings Regular meetings typically occur the second Monday of the month. Jan. 10 Remote Feb. 14 Remote March 14 Remote April 11 Remote May 9 Remote June 13 Remote Aug. 8 Remote Sept. 12 Remote Oct. 10 Remote Nov. 14 Remote Dec. 12 Remote Work sessions Work sessions typically occur the fourth Monday of the month. Jan. 24 Remote Feb. 28 Remote March 28 Remote April 25 Remote May 23 Remote June 27 Remote (with budget adoption) Aug. 22 Remote Sept. 26 Remote Oct. 24 Remote Nov. 28 Remote Joint public hearings Joint public hearings with the Planning Board typically occur the third Thursday of a month. Jan. 20 Remote April 21 Remote July 21 Remote Oct. 20 Remote AGENDA ABSTRACT | 1 of 2 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Oct. 25, 2021 Department: Administrative Services/HR Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Haley Bizzell, Human Resources Manager ITEM TO BE CONSIDERED Subject: Classification and pay amendment – reclassify the utility billing specialist to billing and customer service supervisor Attachments: 1.Proposed billing and customer service supervisor position classification 2.Updated FY22 pay schedule Brief summary: It has been identified that Financial Services Department will run more efficiently by reclassifying the current utility billing specialist position to billing and customer service supervisor. The utility billing specialist position is currently in grade 3 with a salary range of $34,408 - $55,052. The reclassified billing and customer services supervisor will be in grade 8 with a salary range of $43,914 - $70,262. Action requested: Approve reclassification of the utility billing specialist to billing and customer service supervisor. Approve updated FY22 pay schedule. ISSUE OVERVIEW Background information and issue summary: The Financial Services Department has been operating without a billing and collections supervisor since late 2017. It was previously identified that the position was no longer needed for the department to run effectively. After recent changes and turnover in the department, a survey was sent to employees within the Financial Services Department and other staff stakeholders who work closely with Financial Services staff on a regular basis. The survey asked questions around what can be done to improve the Financial Services operations. The survey results demonstrated that having a supervisor over the billing and customer service representatives would help the department run more efficiently. Currently, Finance Director Tiffany Long has 9 positions reporting directly to her. Having a billing and customer service supervisor will reduce the Finance Director’s direct reports to 6, which will be more manageable and will help finance operations run efficiently and create a better structure for succession. Financial impacts: The increase in salary associated with this reclassification will not have a significant financial impact. For clerk’s use AGENDA ITEM: 3.D Consent agenda Regular agenda Closed session AGENDA ABSTRACT | 2 of 2 Staff recommendation and comments: None Class Title: Billing and Customer Service Supervisor 1.Job Purpose: The purpose of this classification is to perform responsible clerical and public contact work involving entering and verifying data into computer for establishment of utility service, generating monthly water and sewer bills, processing escalated customer inquiries and requests, and analyzing reports from the automated meter reading (AMI) system. This position supervises and leads the customer service representatives on a daily basis. Duties and Responsibilities: The following duties are representative of this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment of this classification. Other duties may be required and assigned. •Assists customers by providing information; maintains and updates records on utilities; advises customers on billing, service, and collections procedures; assists customers in establishing new accounts, transferring, and closing accounts; sets up customers bank draft; calculates final bills and refunds. •Loads and unloads meter reading devices; transfers information from devices to computer; interprets readings; critiques readings for accuracy; provides re-read report to meter technicians; receives and makes changes on re-read report. Generates monthly cut off list for meter technicians. •Receives inquiries, complaints and concerns by telephone or in person; provides information and quotes prices on water/sewer taps; coordinates contacts with customers, supervisors, and meter technicians. •Generates and analyzes water and sewer reports in order to proactively communicate with customers that have leaks or other abnormal usage as identified by the town's advanced meter reading system; calculates and applies water and sewer adjustments for leaks, pool, meter replacement, late fees and miscellaneous adjustments. Processes tampering fees and generates letters to inform businesses. •Issues service orders for turn-ons, shut-offs, and service requests; collects and analyzes water and sewer data. •Accesses and analyzes data from the customer information system, email, geographical information system, work order system, advanced meter reading system, meter data management system, customer service system for hourly meter reading data, and customer service online bill payment system. •Generates and approves monthly water bills for 6,000+ customers. •Generates payment reports, processes debt setoff payments, generates letters for unpaid debt and enters bad debt into the NC Debt Setoff Clearing House system. •Generates invoices, maintains and organizes new housing/business developments ; records and processes payments for all new construction invoices; adds late fees or delinquent fees, generates and mails late notices, and maintains payment arrangements for delinquent accounts; closes delinquent accounts; generates bank draft. Processes return checks and generates letters to customers. •Supervises, directs, and leads customer service representatives. Assists customer service representatives with questions and serves as backup. Balances cash drawers. •Conducts yearly performance evaluations for the customer service representatives. •Participates with interview process during selection of new hires for the department; provides and develops recommendations to the finance director on ways to improve customer interaction, increase efficiency, and provide consistent and appropriate service to customers; provides analysis and insight into the department's policies and procedures to assist the finance director with ensuring the consistency of implementing mission and goals. •Performs other related duties as needed. 2.Qualifications: Education and Experience: •Requires an associate degree and three years of experience or any equivalent combination of training and experience, which provides the required knowledge, skills, and abilities. 3.Working Conditions and Physical Requirements: •Must be physically able to operate a variety of automated office machines. •Must be able to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. •Must possess the visual acuity to operate a computer and do extensive reading. •Sedentary work involves sitting most of the time but may involve walking or standing for periods of time. 4.Supervision, Independence, and Management: This position works independently under supervision of the finance director. 5.Knowledge, Skills, and Abilities: Knowledge: •Methods, policies, and procedures as they pertain to the performance of duties, including town code, employee handbook, required records, reports, documents, and related information, and departmental operations and activities. •Functions and interrelationships of the town and other governmental agencies. •Laws, ordinances, standards and regulations pertaining to the principles of finance, budgeting and accounting. •Plan, organize and direct support staff. •Administrative principles involved in developing, directing and supervising various programs and related activities. Skills: •Strong accounting/financial mathematic skills. •Cashiering; customer service skills. •Supervisory skills. •Use and maintain a variety of office equipment including calculator, computer, printer, copier, fax machine, hand-held meter reading device, postage machine, shredder, telephone, etc. •Use a variety of word processing, spreadsheet, database, or other system software, such as Microsoft Office, Smart Fusion, etc. Abilities: •Monitor expenditures and maintain accounts within budgetary limitations. •Produce quality work, which requires constant attention to detail. •Plan and develop daily, short- and long-term goals. •Prepare, evaluate, review, and/or approve an assortment of financial records, reports, documents and related information. •Ensure division compliance with all laws and regulations and control the division activities through effective supervision; maintain proper data and information as required. •Determine or interpret work procedures for subordinates in assigning duties to them, maintaining harmonious relations among them, and promoting efficiency; offer instruction and advice regarding departmental policies, methods and regulations; perform employee evaluations and to make recommendations based on results. •Train others in the use of word processing, spreadsheet, database, or other system software. •Monitor expenditures and maintain accounts within budgetary limitations. •Establish and maintain effective working relationships, and effectively communicate with other employees, elected officials, town management, business owners, vendors and the general public; provide assistance and advice to various agencies, departments, and individuals. •Perform duties and complete responsibilities under a degree of stress related to meeting tight deadlines. •Use independent judgment and discretion in supervising various programs including the handling of emergency situations, determining procedures, setting priorities, setting schedules, maintaining standards, planning for future needs and resolving problems. Safety sensitive: This position is not considered to be safety-sensitive. FLSA: This position is exempt under the Fair Labor Standards Act. DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice. Salary Grade Minimum Midpoint Maximum FLSA Status Class Code Classification 1 31,209 40,571 49,934 N 0100 CUSTOMER SERVICE REPRESENTATIVE 1 31,209 40,571 49,934 N 0101 METER SERVICES TECHNICIAN 1 31,209 40,571 49,934 N 0102 UTILITY MAINTENANCE TECHNICIAN I 2 32,769 42,600 52,431 N 0204 ACCOUNTS PAYABLE TECHNICIAN 2 32,769 42,600 52,431 N 0205 ADMINISTRATIVE SUPPORT SPECIALIST 2 32,769 42,600 52,431 N 0206 EQUIPMENT OPERATOR I 2 32,769 42,600 52,431 N 0207 UTILITY MAINTENANCE TECHNICIAN II 2 32,769 42,600 52,431 N 0208 LEAD CUSTOMER SERVICE REPRESENTATIVE 3 34,408 44,730 55,052 N 0304 EQUIPMENT OPERATOR II 3 34,408 44,730 55,052 N 0305 SENIOR ADMINISTRATIVE SUPPORT SPECIALIST 3 34,408 44,730 55,052 N 0306 UTILITY BILLING SPECIALIST 3 34,408 44,730 55,052 N 0307 UTILITY MAINTENANCE TECHNICIAN III 3 34,408 44,730 55,052 N 0308 WASTEWATER PLANT OPERATOR I 3 34,408 44,730 55,052 N 0309 WATER PLANT OPERATOR I 4 36,128 46,967 57,805 N 0403 CREW LEADER/EQUIPMENT OPERATOR III 4 36,128 46,967 57,805 N 0405 PLANNING TECHNICIAN 4 36,128 46,967 57,805 N 0406 UTILITY SYSTEMS MECHANIC I 4 36,128 46,967 57,805 N 0407 WASTEWATER PLANT OPERATOR II 4 36,128 46,967 57,805 N 0408 WATER PLANT OPERATOR II 4 36,128 46,967 57,805 N 0409 PLANT MAINTENANCE MECHANIC I 4 36,128 46,967 57,805 N 0410 PLANT MECHANIC 5 37,934 49,315 60,695 N 0507 ACCOUNTING TECHNICIAN 5 37,934 49,315 60,695 N 0509 UTILITY SYSTEMS MECHANIC II 5 37,934 49,315 60,695 N 0510 PLANT MAINTENANCE MECHANIC II 6 39,831 51,781 63,730 N 0608 LABORATORY TECHNICIAN/WATER PLANT OPERATOR III 6 39,831 51,781 63,730 N 0609 UTILITY SYSTEMS MECHANIC III 6 39,831 51,781 63,730 N 0610 WASTEWATER LABORATORY SUPERVISOR 6 39,831 51,781 63,730 N 0611 WASTEWATER PLANT OPERATOR III 6 39,831 51,781 63,730 N 0612 WATER PLANT OPERATOR III 6 39,831 51,781 63,730 N 0613 PLANT MAINTENANCE MECHANIC III 7 41,823 54,370 66,916 N 0708 BACKFLOW/FOG SPECIALIST 7 41,823 54,370 66,916 N 0711 FLEET MECHANIC 7 41,823 54,370 66,916 N 0712 OPERATOR IN RESPONSIBLE CHARGE 8 43,914 57,088 70,262 N 0804 METER SERVICES SUPERVISOR 8 43,914 57,088 70,262 N 0805 POLICE OFFICER/POLICE OFFICER FIRST CLASS 8 43,914 57,088 70,262 N 0806 PUBLIC INFORMATION SPECIALIST 8 43,914 57,088 70,262 N 0807 STORMWATER PROGRAM COORDINATOR 8 43,914 57,088 70,262 E 0808 BILLING & CUSTOMER SERVICE SUPERVISOR 9 46,110 59,942 73,775 N 0908 CHIEF WASTEWATER PLANT OPERATOR 9 46,110 59,942 73,775 E 0910 FINANCIAL ANALYST 9 46,110 59,942 73,775 E 0911 MANAGEMENT ANALYST 9 46,110 59,942 73,775 E 0912 PLANNER 9 46,110 59,942 73,775 N 0913 UTILITIES INSPECTOR 9 46,110 59,942 73,775 N 0914 SENIOR POLICE OFFICER 10 48,415 62,940 77,464 E 1013 HUMAN RESOURCES ANALYST 10 48,415 62,940 77,464 N 1014 POLICE CORPORAL 10 48,415 62,940 77,464 E 1016 WEB DEVELOPER/ASSISTANT PIO 10 48,415 62,940 77,464 N 1017 LEAD UTILITIES INSPECTOR 10 48,415 62,940 77,464 N 1019 MASTER POLICE OFFICER 10 48,415 62,940 77,464 N 1020 FACILITIES COORDINATOR 11 50,836 66,087 81,337 E 1107 UTILITY MAINTENANCE SUPERVISOR 11 50,836 66,087 81,337 E 1108 UTILITY SYSTEM SUPERVISOR 11 50,836 66,087 81,337 E 1109 BUDGET & MANAGEMENT ANALYST 12 53,378 69,391 85,404 E 1211 FLEET MAINTENANCE SUPERVISOR 12 53,378 69,391 85,404 N 1212 POLICE SERGEANT 12 53,378 69,391 85,404 E 1213 SENIOR PLANNER 13 56,047 72,860 89,674 E 1301 TOWN CLERK/HR TECH 14 58,849 76,504 94,158 E 1405 POLICE LIEUTENANT 14 58,849 76,504 94,158 E 1407 SAFETY & RISK MANAGER 14 58,849 76,504 94,158 E 1409 CIVIL ENGINEER 15 61,791 80,329 98,866 E 1507 UTILITY SYSTEM SUPERINTENDENT 15 61,791 80,329 98,866 E 1508 WASTEWATER PLANT SUPERINTENDENT 15 61,791 80,329 98,866 E 1509 WATER PLANT SUPERINTENDENT 16 64,881 84,345 103,809 17 68,125 88,562 109,000 E 1701 PUBLIC INFORMATION OFFICER 17 68,125 88,562 109,000 E 1702 PUBLIC SPACES & SUSTAINABILITY MANAGER 17 68,125 88,562 109,000 E 1703 PUBLIC WORKS MANAGER 17 68,125 88,562 109,000 E 1704 HR MANAGER 17 68,125 88,562 109,000 E 1705 STORMWATER & ENVIRONMENTAL SERVICES MANAGER 17 68,125 88,562 109,000 E 1706 IT MANAGER 18 71,531 92,990 114,450 E 1801 PLANNING & ECONOMIC DEVELOPMENT MANAGER 19 75,108 97,640 120,172 20 78,863 102,522 126,181 E 2002 BUDGET DIRECTOR 21 82,806 107,648 132,490 22 86,947 113,031 139,114 E 2201 ADMINISTRATIVE SERVICES DIRECTOR 23 91,294 118,682 146,070 E 2300 CHIEF OF POLICE 23 91,294 118,682 146,070 E 2301 FINANCE DIRECTOR 23 91,294 118,682 146,070 E 2302 UTILITIES DIRECTOR 24 95,859 124,616 153,374 E 2400 ASSISTANT TOWN MANAGER/COMMUNITY SERVICES DIRECTOR AGENDA ABSTRACT | 1 of 2 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Oct. 25, 2021 Division: Public Information Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Public Information Officer Catherine Wright ITEM TO BE CONSIDERED Subject: Discussion of Email Signatures Attachments: 1.Email Signatures Presentation 2.Email Signatures-Town Attorney Guidance 3.Committee Assignments Brief summary: The town now has a standard email signature for town employees and elected officials. The desktop and phone templates provided to most town employees are also the ones provided to elected officials. It has been brought to staff’s attention that there is a desire among elected officials to include to the signatures: •Social media accounts of elected officials. •Listing of committee assignments and areas of focus of elected officials. •Town mailing address. The item is to provide the board with information behind the template’s design and to discuss possible options. Action requested: Decide on standard position title use for commissioners for the signatures. Options include: •Commissioner (this is the one envisioned for use by the branding committee) •Member, Board of Commissioner •Town Board Member Decide one of the following: •Use the standard signature as designed. •Use the standard signature as designed through the end of the calendar year and revisit this item in January to determine whether any changes are needed. •Provide direction on desired changes and have staff return with template options at a future meeting. ISSUE OVERVIEW Background information and issue summary: For clerk’s use AGENDA ITEM: 4.A Consent agenda Regular agenda Closed session AGENDA ABSTRACT | 2 of 2 Elected officials were provided the same signature template as most town employees because the town is using all 10 signature templates provided in its online platform subscription. (Police, stormwater, tourism and utilities- related employees have different signatures due to individual logos and/or town-maintained social media at the department or division level.) The branding committee and Public Information Office determined that it was best for elected officials not to include their personal social media on their signatures as these personal sites are not owned, maintained, regulated, or archived by the town. Linking the personal accounts could suggest the accounts are endorsed by or related to the town, which raises the potential for First Amendment issues and opens elected officials and the town to liability. Financial impacts: Adding desktop and phone signature templates specific to the board would require an additional $200 per year to upgrade the current online platform plan (up to 10 signature templates) to a pro plan (up to 25 templates). If town-owned social media accounts were to be created for elected officials, these sites must be archived. This could require an additional $2,400 per year to upgrade the current standard plan ($5,988 annually) to a premium plan ($8,388 annually). The plans have a threshold for the number of records archived monthly. In addition, the town would need to hire additional help to monitor social media. Staff recommendation and comments: Staff recommends using “Commissioner” as the position title for board members. This is what was envisioned for use by the branding committee. Should any changes be made to the signature block for elected officials, staff recommends that the changes not affect the signature block for employees. Staff recommends use of the current signature block by employees through the end of the calendar year and a determination in January regarding any needed changes. This will: •Allow time for employees to try out and better determine whether key information is missing in the signatures. •Give employees more time before needing to reinstall signatures. (The Microsoft 365 migration to the Government Cloud has caused some employees to need to reinstall signatures, and the installation process has not been easy for a number of employees. Some still need to add signatures or make changes.) Email Signatures Discussion and Background on Templates for Elected Officials Goals of Hillsborough Email Signatures 1. Standardize Hillsborough signatures •Convey professionalism and unity •Create brand alignment 2. Quickly share other pertinent contact information •Phone and office location 3. Promote the town’s information methods •Town website and social media Best practices for email signatures Keep it short and don’t throw in the kitchen sink. •Use no more than 3 to 4 lines of text. •Give 1 or 2 of the best and quickest ways to reach you. •Prioritize what is helpful and valuable. •Don’t include your email address already on the email. Advice from the online platform we use: The signature is not a website; it is merely an introduction. Main signature Most Employees and Elected Officials Why is there no mailing address? Staff opted to use physical location vs. mailing address. •Physical location is key information. Town facilities are spread throughout town. There is confusion among the public between town and county facilities. •Best practices suggest providing physical location. Most people emailing probably don’t need to send staff postal mail. •Best practices suggest keeping signatures to 3 to 4 lines. There was concern over the number of lines when viewed from a phone. Why is there a disclaimer? All non-confidential written correspondence between and among elected officials and staff for the transaction of public business is, by law, a matter of public record. The disclaimer: •Is a best practice advised by our town attorneys. •Makes the public aware that emails to and from public officials are a matter of public record and generally may be inspected by anyone. Why is there no option for social media of elected officials? The town does not own, maintain, regulate or archive social media accounts of elected officials. •Including links to personal social media accounts in a manner that suggests the accounts are endorsed by or related to the elected official’s public office raises the potential for First Amendment issues. •Best practice advised by town attorneys is to keep personal and official social media accounts separate, including keeping personal accounts out of official correspondence and signature blocks. What are the First Amendment issues? Legal arguments could be made that the elected official’s personal social media account is a public forum if the personal accounts seem to be endorsed by or related to the elected official’s public office. If the personal account is deemed a public forum: •The elected official will no longer have the right to block users or delete comments and may be liable for any regulation of content. •Any regulation of content on the personal account may be attributed to the town, creating potential liability for the town. What are options for committee assignments? Because signatures are meant to be brief, staff recommends adding a referral line that links to committee assignments on the town website. Committee Assignments A document has been created for the public that lists each elected official and the official’s assignments. •The internal schedule will be moved to a site for the mayor and board. Why are unassigned committees and boards not on the listing? The Town Clerk and Public Information divisions have determined that only town-assigned committees and boards should be listed on the town website. This removes the potential for listings that may create issues for the town. •Best practice advised by town attorneys is for elected officials to clearly distinguish between the committees and boards they serve on in their official and personal capacities. Confusion about this could create legal and public relations issues for the town. What should be the position title for board members? To ensure consistency of signatures for the board, the same position title should be used for members. These are options currently in use: •Commissioner •Member, Board of Commissioners •Town Board Member 101 E. Orange St., Hillsborough, North Carolina 919-732-1270 | www.hillsboroughnc.gov | @HillsboroughGov Memorandum To: Mayor Jenn Weaver Board of Commissioners From: Public Information Officer Catherine Wright Date: Oct. 21, 2021 Subject: Guidance from Town Attorney on Email Signatures Staff understands there is a desire among elected leaders for some changes to the standard email signature for the mayor and board. Below is guidance provided by Town Attorney Kevin Hornik regarding including links to personal social media accounts, removing the public records disclaimer, and listing committee and boards that are not assigned by the town. Including Links to Personal Social Media Accounts Including links to personal social media accounts in a manner that suggests that those accounts are endorsed by or even related to the individual commissioner’s public office raises the potential for First Amendment issues. Without doing a deep dive into constitutional law, whenever the government establishes a “public forum” to invite free speech, certain constitutional protections kick in. While the town certainly is not opening commissioners’ personal social media accounts for public discourse, if a commissioner includes links to their own personal accounts within their official email signatures, they may open up legal arguments that could be made to assert that the commissioner’s personal social media account is actually a public forum. This may create liability for both the individual commissioner and for the town. If that legal argument is successfully made, then the commissioner will no longer have the right to block users or delete comments off of their own personal page. In essence, their personal page would become public forum and could not be regulated in the same way that a private social media account can be. If the commissioner’s individual account is considered a public forum, then any regulation of content on the private social media account may be attributed to the town, which creates potential liability for the town. While there is not a whole lot of case law out there testing some of these issues, the best practice is probably to keep personal accounts and “official” accounts totally separate from one another. That would include keeping personal social media accounts out of official correspondence and signature blocks. Removal of Public Records Disclaimer All non-confidential written correspondence between and among the commissioners for the transaction of public business is, by law, a matter of public record. There is no legal requirement that emails and other written correspondence include a disclaimer to that effect. However, I think it is best practice to include a disclaimer. One example that I came across relatively recently deals with sensitive health information. A member of the public sought to notify a municipal official of certain conditions that impacted a diagnosed health condition which the individual suffers from. The individual was not aware that email correspondence to public officials and employees automatically become a matter of public record. Because there is no law Town of Hillsborough | 2 of 2 that protects sensitive health information disclosed by the individual, that individual’s sensitive health information is now a matter of public record within the jurisdiction. This is a very specific example, but I think it’s illustrative of the many types of sensitive communications that become a matter of public record. I think it’s best for all email signature blocks to include this disclosure so that we can put the public on notice that emails to and from public officials are a matter of public record and may generally be inspected by anyone. Noting Unassigned Committees/Boards I don’t necessarily see a problem with this, although I would suggest that the commissioner make clear which committees/boards she serves on in her official capacity and which she serves on in her personal capacity. I think it’s important that commissioners not create confusion about which committees/boards they represent the town on and which they are on in their personal capacity. This has the potential to create legal issues for the town and, short of that, certainly may create public relations issues. Cc: Town Attorney Kevin Hornik Town Attorney Bob Hornik 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 919-732-1270 | www.hillsboroughnc.gov | @HillsboroughGov Committee Appointments | 1 of 1 Committee Appointments BOARD OF COMMISSIONERS Calendar Years 2020-2021 Commissioner Mark Bell Community Home Trust Durham-Chapel Hill-Carrboro Metropolitan Planning Organization Board (alternate) Hillsborough Water and Sewer Advisory Committee (rotation) Intergovernmental Collaboration Work Group Orange County Food Council Orange County Transit Plan Policy Steering Committee Orange County Visitors Bureau Commissioner Robb English Hillsborough Parks and Recreation Board Hillsborough Water and Sewer Advisory Committee (rotation) Orange County Climate Committee Orange County Intergovernmental Parks Work Group Solid Waste Advisory Group (SWAG) Commissioner Kathleen Ferguson Hillsborough Water and Sewer Advisory Group (rotation) Orange County Housing Collaborative Orange County Partnership to End Homelessness (OCPEH) Triangle J Council of Governments (TJCOG) Board of Delegates Commissioner Matt Hughes Family Success Alliance Advisory Council Hillsborough Tourism Board Hillsborough Tourism Development Authority (TDA) Hillsborough Water and Sewer Advisory Committee (rotation) Solid Waste Advisory Group (SWAG) Triangle J Council of Governments (TJCOG) Board of Delegates (alternate) Commissioner Evelyn Lloyd Fire Department Relief Fund Hillsborough Water and Sewer Advisory Committee (rotation) Orange Rural Fire Department Mayor Jenn Weaver Durham-Chapel Hill-Carrboro Metropolitan Planning Organization Board Hillsborough Water and Sewer Advisory Committee (rotation) Upper Neuse River Basin Association (UNRBA) AGENDA ABSTRACT | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Oct. 25, 2021 Department: Governing Board Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Town Manager Eric Peterson ITEM TO BE CONSIDERED Subject: Enforcement options for the Non-Discrimination Ordinance (NDO) Attachments: 1.Hillsborough Non-Discrimination Ordinance, adopted January 2021 2.Hillsborough Non-Discrimination Ordinance, amended February 2021 Brief summary: The town does not have an existing department or system to manage enforcement of the NDO (attached) adopted by the town board in January. A system and process must be developed, such as an interlocal agreement with Orange County’s Human Rights Department or other approach. Currently, a complaint would be routed to the town attorney for processing and/or guidance. Town Attorney Bob Hornik has spoken in general terms with Orange County Attorney John Roberts, about the possibility of having the county’s Human Rights Office be responsible for enforcement. Roberts seemed amenable to the concept. It may require an amendment to the town’s ordinance but would be relatively easy. Commissioner Hughes requested this item be placed on the agenda. Action requested: Discuss options, interests, concerns, and ultimately provide direction to the town attorney and/or town manager on a preferred course of action for addressing this need. ISSUE OVERVIEW Background information and issue summary: N/A Financial impacts: N/A Staff recommendation and comments: The town attorney can share additional information and options during the meeting. For clerk’s use AGENDA ITEM: 4.B Consent agenda Regular agenda Closed session Ordinance #20210111-7.E ORDINANCE New Town Code Section 5-11.a Prohibiting Discrimination within Hillsborough Town Limits It is hereby ordained by the Hillsborough Board of Commissioners as follows: Section 1. The following Section 5-11.a shall be added to the Code of Ordinances. 5-11.a Prohibition on discrimination in places of public accommodation and in employment. 1. Definitions. The following definitions apply to this ordinance: (a) “Discrimination” means any difference in treatment based on race, creed, color, sex, sexual orientation, gender identity or expression, national origin or ancestry, marital or familial status, pregnancy, veteran status, religious belief, age, or disability. (b) "Employer" includes any person employing one or more persons within the Town of Hillsborough and any person acting in the interest of an employer, directly or indirectly. (c) “Gender identity or expression” means having or being perceived as having gender- related identity, expression, appearance, or behavior, whether or not that identity, expression, appearance, or behavior is different from that traditionally associated with the sex assigned to that individual at birth. (d) “Person” includes one or more individuals, partnerships, associations, organizations, corporations, legal representatives, unincorporated organizations, fiduciaries, and other organized groups of persons. (e) “Place of public accommodation” includes, but is not limited to, any place, facility, store, other establishment, hotel, or motel that supplies goods or services on the premises to the public or which solicits or accepts the patronage or trade of any person. 2. Discrimination in places of public accommodations prohibited. It shall be unlawful for any proprietor or his/her employer, keeper, or manager in a place of public accommodation to deny any person, except for reasons applicable alike to all persons, regardless of race, creed, color, sex, sexual orientation, gender identity or Ordinance | 2 of 2 expression, national origin or ancestry, marital or familial status, pregnancy, veteran status, religious belief, age, or disability the full enjoyment of the accommodations, advantages, facilities or privileges thereof. 3. Discrimination in employment prohibited. It shall be unlawful for any employer, because of the race, creed, color, sex, sexual orientation, gender identity or expression, national origin or ancestry, marital or familial status, pregnancy, veteran status, religious belief, age or disability or of any person to refuse to hire or otherwise discriminate against him/her with respect to hire, tenure, conditions, or privileges of employment, or any matter directly or indirectly related to employment. 4. Penalties and Enforcement. (a) Any person, firm, or corporation violating any provisions of this ordinance shall, under G.S. 14-4(a), be guilty of a Class 3 misdemeanor and shall be fined five hundred dollars ($500.00). Each and every day during which such discrimination continues shall be deemed a separate offense. (b) In addition to, or in lieu of the remedy provided in subsection (a), any person, firm, or corporation violating any provisions of this ordinance may be subject to an enforcement action brought by the Town under G.S. 160A-175(d) and (e) for an appropriate equitable remedy, including for a mandatory or prohibitory injunction commanding the defendant to correct the discrimination prohibited under this ordinance. Section 2. Any provision contained in the Code of Ordinances that is inconsistent with Section 5-11.a is 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 11th day of January, 2021. Ayes: 5 Noes: 0 Absent or Excused: 0 ___________________________________ Sarah E. Kimrey, Interim Town Clerk ORDINANCE Amending Town Code Section 5-11.a It is hereby ordained by the Hillsborough Board of Commissioners as follows: Section 1. The following of Section 5-11.a of the Code of Ordinances shall be amended. The phrase “natural hair or natural hairstyles” shall be inserted between the words “race” and “creed” in subparagraphs 1(a), (2) and (3) of Section 5.11a to add them as protected classes. 1.Definitions (a)“Discrimination” means any difference in treatment based on race, natural hair or natural hairstyles, creed, color, sex, sexual orientation, gender identity or expression, national origin or ancestry, marital or familial status, pregnancy, veteran status, religious belief, age, or disability. 2.Discrimination in places of public accommodations prohibited. It shall be unlawful for any proprietor or his/her employer, keeper, or manager in a place of public accommodation to deny any person, except for reasons applicable alike to all persons, regardless of race, natural hair or hairstyles, creed, color, sex, sexual orientation, gender identity or expression, national origin or ancestry, marital or familial status, pregnancy, veteran status, religious belief, age, or disability the full enjoyment of the accommodations, advantages, facilities or privileges thereof. 3.Discrimination in employment prohibited. It shall be unlawful for any employer, because of the race, natural hair or hairstyles, creed, color, sex, sexual orientation, gender identity or expression, national origin or ancestry, marital or familial status, pregnancy, veteran status, religious belief, age or disability or of any person to refuse to hire or otherwise discriminate against him/her with respect to hire, tenure, conditions, or privileges of employment, or any matter directly or indirectly related to employment. Section 2. Any provision contained in the Code of Ordinances that is inconsistent with Section 5-11.a is repealed. Section 3. This ordinance shall become effective upon adoption. Ordinance #20210222-5.A The foregoing ordinance, having been submitted to a vote, received the following vote and was duly adopted this 22nd day of February, 2021. Ayes: 5 Noes: 0 Absent or Excused: 0 ___________________________________ Sarah E. Kimrey, Interim Town Clerk Ordinance #20210222-5.A AGENDA ABSTRACT | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Oct. 25, 2021 Department: Governing Board Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Commissioner Kathleen Ferguson ITEM TO BE CONSIDERED Subject: Discussion of House America Initiative Attachments: 1.House America: Overview & Frequently Asked Questions from Department of U.S. Housing and Urban Development 2.Additional information may be provided before and/or during the meeting Brief summary: The House America Initiative 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. Action requested: Recognizing that there are a lot of unknowns, I recommend approaching this in two parts: 1) making the pledge now, and 2) as the town enters the budget process in early 2022, boldly agreeing to targets achieved through our support of housing non-profits and direct action. ISSUE OVERVIEW Background information and issue summary: N/A Financial impacts: N/A Staff recommendation and comments: N/A For clerk’s use AGENDA ITEM: 4.C Consent agenda Regular agenda Closed session House America: Overview & Frequently Asked Questions House America: An All-Hands-on-Deck Effort to Address the Nation’s Homelessness Crisis is a federal initiative in which the U.S. Department of Housing and Urban Development (HUD) and the U.S. Interagency Council on Homelessness (USICH) are inviting mayors, city and county leaders, tribal nation leaders, and governors into a national partnership. House America will utilize the historic investments provided through the American Rescue Plan to address the crisis of homelessness through a Housing First approach. Through the American Rescue Plan, communities now have historic housing resources - 70,000 emergency housing vouchers, $5 billion in HOME grants, and significant investments to preserve and protect housing on tribal lands - to help more Americans obtain the safety of a stable home. The American Rescue Plan also provides $350 billion in State and Local Fiscal Recovery Funds through the Department of the Treasury to support the many needs communities face, including homelessness and housing instability, as they respond to the pandemic and its negative economic impacts. Communities also have resources through the CARES Act, the Consolidated Appropriations Act of 2021, and other state, tribal, and local resources to re-house people experiencing homelessness and create additional dedicated housing units to address homelessness. House America provides communities with the focus, resolve, and technical know-how needed to deploy these resources to maximize impact. House America | HUD.gov / U.S. Department of Housing and Urban Development (HUD) What is House America? • House America is a federal initiative in which the U.S. Department of Housing and Urban Development (HUD) and the U.S. Interagency Council on Homelessness (USICH) are inviting mayors, city and county leaders, tribal nation leaders, and governors into a national partnership to utilize the historic investments provided through the American Rescue Plan to address the crisis of homelessness. • House America calls on state, tribal, and local leaders to partner with HUD and USICH to use American Rescue Plan resources, alongside other federal, tribal, state, and local resources to set and achieve ambitious goals to re-house households experiencing homelessness through a Housing First approach, and to add new units of affordable housing into the development pipeline by December 31, 2022. Why is House America needed? • After steady decreases from 2010 to 2016, homelessness in the United States increased even prior to COVID-19. According to HUD’s 2020 Annual Homeless Assessment Report Part 1 to Congress, more than 580,000 people experienced homelessness in the U.S. on a single night in 2020. • The pandemic only made homelessness worse, and created additional urgency to address the crisis, given the heightened risks faced by people experiencing homelessness. At the same time, COVID-19 slowed re- housing activities due to capacity issues and impacts on rental market vacancies. • No one should have to experience homelessness, let alone suffer a global pandemic without the safety of a home. How will House America make a difference in addressing homelessness? • We know what works to address homelessness: the investments to provide housing and support services through a Housing First approach, together with focused leadership that sets goals and monitors progress. • The American Rescue Plan provided historic investments in housing resources to address homelessness. House America is a vehicle for the focus, drive, and leadership, with the recognition that it will take government working at all levels and local collaboration to address this crisis. How does House America relate to the American Rescue Plan? • Through the American Rescue Plan, communities now have historic housing resources – 70,000 emergency housing vouchers, $5 billion in HOME grants, and significant investments to preserve and protect housing on tribal lands – to help more Americans obtain the safety of a stable home. The American Rescue Plan also provides $350 billion in State and Local Fiscal Recovery Funds through the Department of the Treasury to support the many needs communities face, including homelessness and housing instability, as they respond to the pandemic and its negative economic impacts. Are there specific goals for House America? • House America calls on state, tribal, and local leaders to partner with HUD to use American Rescue Plan resources, alongside other federal, tribal, state, and local resources to set and achieve ambitious goals to re-house households experiencing homelessness through a Housing First approach, and to add new units of affordable housing into the development pipeline by December 31, 2022. • Within those national goals, communities will set and achieve local re-housing and unit creation goals. Is House America trying to end homelessness? •We know that homelessness is solvable through an evidence-based Housing First approach that incorporates necessary support services like health care and employment and education assistance. •House America will bring us closer to ending homelessness by ensuring that communities use the historic housing resources provided by the American Rescue Plan to execute a Housing First approach. Will House America create more work for communities? •A goal of House America is for HUD to assist communities in deploying American Rescue Plan resources, alongside other federal, state, and local resources, in meeting their re-housing and unit creation goals. •In addition to the program-specific technical assistance from HUD Program Offices, HUD, USICH, and other federal agencies will also provide direct technical assistance to participating communities. This includes, but is not limited to, routine calls with state and local leaders and staff, webinars on key topics and practices, and peer-to-peer assistance.