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HomeMy Public PortalAbout11-08-21 Agenda Regula Meeting101 E. Orange St., PO Box 429, Hillsborough, NC 27278 919-732-1270 | www.hillsboroughnc.gov | @HillsboroughGov BOARD OF COMMISSIONERS AGENDA | 1 of 2 Agenda Board of Commissioners Regular meeting 7 p.m. Nov. 8, 2021 Virtual meeting via YouTube Live Town of Hillsborough YouTube channel Due to current public health concerns, this meeting will be conducted remotely using Zoom. Public comment instructions are available below the agenda. Please use the bookmark feature to navigate and view the item attachments. 1.Public charge The Hillsborough Board of Commissioners pledges to the community of Hillsborough its respect. The board asks community members to conduct themselves in a respectful, courteous manner with the board and with fellow community members. At any time should any member of the board or attendee fail to observe this public charge, the mayor or the mayor’s designee will ask the offending person to leave the meeting until that individual regains personal control. Should decorum fail to be restored, the mayor or the mayor’s designee will recess the meeting until such time that a genuine commitment to this public charge is observed. 2.Audience comments not related to the printed agenda 3.Agenda changes and approval 4.Appointments A.Planning Board — Resolution supporting appointment of Saru Salvi to fill a vacancy for a term expiring Nov. 30, 2024 B.Parks and Recreation Board — Reappointment of Jesse Mowels-Aring for a term expiring Nov. 30, 2024 5.Items for decision ― consent agenda A.Minutes 1.Regular meeting Oct. 11, 2021 2.Work session Oct. 25, 2021 B.Miscellaneous budget amendments and transfers C.NC-86 Facility Renovation Capital Project Ordinance and Budget Amendments D.Resolution exempting minor design work for the NC-86 Facility Renovation from the Mini-Brooks Act requirements for qualification-based selection E.Endorse updated dedication checklist in the Street Standards document F.Ordinance amending Town Code Section 7, Appendix A – Street Construction Standard Specifications G.Sidewalk Approval – West King Street H.Ordinance amending Town Code Section 5-11.a – Non-Discrimination Ordinance 6.Items for decision ― regular agenda A.Proposed Dates for FY23 Budget Retreat B.Continue board discussion on returning to in-person meetings C.Hot topics for work session Nov. 22, 2021 BOARD OF COMMISSIONERS AGENDA | 2 of 2 7. Updates A. Board members B. Town manager C. Staff (written reports in agenda packet) 8. Closed Session Closed session as authorized by North Carolina General Statute Section 143-318.11 (a)(6) regarding personnel matters (town manager’s evaluation) 9. 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: Planning Board ETJ Seat Appointment-Saru Salvi | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Nov. 8, 2021 Department: Planning Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Planning and Economic Development Manager Shannan Campbell ITEM TO BE CONSIDERED Subject: Planning Board — Resolution supporting appointment of Saru Salvi to fill a vacancy for a term expiring Nov. 30, 2024 Attachments: 1. Resolution 2. Volunteer application for Saru Salvi Brief summary: Saru Salvi has volunteered to serve a term of three years on the Hillsborough Planning Board in an ETJ seat. Action requested: Adopt the resolution requesting the Board of County Commissioners appoint Saru Salvi to a three-year term in an ETJ seat on the Hillsborough Planning Board. ISSUE OVERVIEW Background information and issue summary: None Financial impacts: None Staff recommendation and comments: None For clerk’s use AGENDA ITEM: 4.A Consent agenda Regular agenda Closed session RESOLUTION Resolution requesting an appointment to an Extraterritorial Jurisdiction seat on the Hillsborough Planning Board WHEREAS, as a result of a vacancy, it is necessary to appoint a person to a seat reserved on the Hillsborough Planning Board for persons residing within the town’s extraterritorial planning jurisdiction; and WHEREAS, if a resident of the ETJ cannot be identified to fill the position, the Orange County Board of Commissioners may appoint a resident of the county; and WHEREAS, by state statute and town ordinance, the Orange County Board of Commissioners initially has the authority and responsibility to appoint ETJ members to the Hillsborough Planning Board. NOW, THEREFORE, be it resolved by the Hillsborough Board of Commissioners: Section 1. The Orange County Board of Commissioners is respectfully requested to appoint the following individual to an ETJ seat on the Hillsborough Planning Board, whose term would expire November 30, 2024: Saru Salvi 506 Silver Fox Circle Hillsborough, NC 27278 Section 2. If the Orange County Board of Commissioners fails to appoint persons willing to serve in the capacity described above within 90 days of receiving this resolution, then the Hillsborough Board of Commissioners may make this appointment. Section 3. The Town Clerk shall send a copy of this resolution to the Orange County Manager. Section 4. This resolution shall become effective upon adoption. The foregoing resolution having been submitted to a vote, received the following vote and was duly adopted this 8th day of November 2021. Ayes: Noes: Absent/excused: I, Sarah E. Kimrey, Town Clerk to the Town of Hillsborough, do hereby certify that the foregoing is a true and correct copy of a resolution adopted by the Hillsborough Town Board of Commissioners on November 8, 2021. Sarah E. Kimrey Town Clerk Advisory Board Application If you are a Town of Hillsborough resident and willing to volunteer your time and expertise to your community, please complete this form. Volunteers for the Parks and Recreation Board must be at least 13 years old, and volunteers for all other boards must be at least 18 years old. Name: Saru Salvi Home address: 506 Silver Fox Cir Home phone number: 919-259-3323 Email address: sarusalvi@nc.rr.com Place of employment: Retired Birth date: Aug. 26, 1951 Gender: Female Ethnic origin: Black Boards you would be willing to serve on: First choice — Planning Board Second choice — Orange County Climate Council Reasons for wanting to serve: Now that I have retired, and enjoying my position on the Water and Sewer Advisory Committee, I would like to offer my business expertise. My husband and I have owned our own companies, which I feel lends to rounding out my experience. I understand not only the business concerns as well as the residential concerns. I would love to serve on the Planing Board, but am also very interested in climate control and education. Have you served or are you currently serving on a town board? If so, which ones and when? I currently am on the Water and Sewer Advisory Committee. Relevant work, volunteer or educational experience: I am a life member of the Black MBA association. I had developed an adopt a school program in an under served Durham grammar school. The program held monthly ceremonies where 2nd graders received certificates for the most improved, completed all homework and attendance. I worked with the teachers to assure that students were recognized for their achievements and we made sure that each month a new student would get the most improved for one reason or another. The 2nd graders were given a not only the certificate but were able to select a trinket along with the certificate. Parents express how successful the program was and there child would not go to bed until they finished their homework. I also served on the Board of the Carrboro Art Center, where I was asked to run brainstorming sessions. How are you connected to Hillsborough (live, work, play, shop, own property)? I hold an MBA and an MS in Regulatory Affairs (clinical Trials). I have also attended the Citizens Academy and the Orange County Sheriff's Office Citizen's Academy. Have you reviewed the Vision 2030 plan, and what are your thoughts about it? Yes, I have reviewed it. It is a very informative document. My WSAC experience ties directly to the Vision 2030 document, since town growth is controlled by the water/sewer limits. Have you reviewed other town documents (budget, strategy map, small area plans), and what are your thoughts about them? I have reviewed the budget and other town documents. They are well done. As a member of the WSAC they also require our review. What challenges do you see the town facing that could be addressed by the board or boards on which you wish to serve? Town growth is a big concern. I understand the desire for people to want to move here, but we need to balance tax revenue with our Small Town atmosphere. Another concern I have is affordability, which affects diversity. How you heard about this opportunity: Other Agreement: 3 I have been advised that I am committing to attend the volunteer board's regular meetings. Attendance at the regular meetings shall be considered a prerequisite for maintaining membership on the board. The Board of Commissioners may declare a vacancy on the board because of non-attendance. AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Nov. 8, 2021 Department: Public Space Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Public Space Manager Stephanie Trueblood ITEM TO BE CONSIDERED Subject: Parks and Recreation Board – Reappointment of Jesse Mowels-Aring for a term expiring Nov. 30, 2024 Attachments: Volunteer application for Jesse Mowles-Aring Brief summary: Jesse Mowles-Aring has volunteered to serve a second term of three years on the Hillsborough Parks and Recreation Board. Action requested: Consider reappointment of Jesse Mowles-Aring as a member of Parks and Recreation Board whose term will expire on Nov. 30, 2024. ISSUE OVERVIEW Background information and issue summary: Jesse Mowles-Aring has served one term on the Parks and Recreation Board and has volunteered to serve a second term of three years. Jesse Mowels-Aring serves as the Chair of the Parks and Recreation Board. He has an attendance record of 76%. He is available to attend meetings and willing to take on additional duties. Financial impacts: None Staff recommendation and comments: None For clerk’s use AGENDA ITEM: 4.B Consent agenda Regular agenda Closed session Advisory Board Application If you are a Town of Hillsborough resident, at least 18 years old and willing to volunteer your time and expertise to your community, please complete this form. Name: Jesse Mowles-Aring Home address: 116 N Nash St. Home phone number: 919-265-9309 Email address: jessemowles@gmail.com Place of employment: The Nature Conservancy Job title: IT Operations Manager for NC+SC Birth date: Dec. 29, 1979 Ethnic origin: Caucasian Boards you would be willing to serve on: First choice — Parks and Recreation Board Second choice — Tree Board Third choice — Tourism Board Reasons for wanting to serve: I have lived in, and have loved Hillsborough for nearly 10 years and plan to stay. I would love to learn more about local government and contribute to the town and our wonderful outdoor community areas. Relevant work, volunteer or educational experience: I don't have any local government experience, but working for The Nature Conservancy, I have had a lot of opportunities to spend time outside and have seen a variety of ways people and nature can enjoy each other. I also spend a lot of time enjoying our wonderful parks and nature. How are you connected to Hillsborough (live, work, play, shop, own property)? I live in Hillsborough and spend most of my free time and weekends here; gardening at home or enjoying biking, playing and walking around town, the raceway, Gold Park, the Eno and the Riverwalk. Have you reviewed the Vision 2030 plan, and what are your thoughts about it? I have reviewed the Orange County 2030 overview, and I have also attended some of the States of the Town addresses. I am impressed at the Town's vision for our future. It seems we have a strong group of leaders who are open minded about growth and resources, realistic about the challenges we may face, and considerate of the history and surrounding nature that make the town what it is. Have you reviewed other town documents (budget, strategy map, small area plans), and what are your thoughts about them? I have reviewed the budget and the strategy map. I am very excited about the sidewalks and Riverwalk getting a significant amount of attention. I think the town is smart to continue to try and provide affordable housing. And I really appreciate the town placing funds towards the 2050 sustainability plan. I was really proud to hear we were the first town in NC to commit! What challenges do you see the town facing that could be addressed by the board or boards on which you wish to serve? Overall, I think the biggest challenge is probably rapid growth. Our town is beautiful and fun and there are more and more people interested in visiting, playing and living here. Who can blame them?! I feel confident that our town leaders are well aware and ahead of the curve on this, but that it will continue to be a challenge. Especially in balancing areas that can be developed with the beautiful history and nature that surrounds and runs through our town. How you heard about this opportunity: Other Agreement: ✓ I have been advised that I am committing to attend the volunteer board's regular meetings. Attendance at the regular meetings shall be considered a prerequisite for maintaining membership on the board. The Board of Commissioners may declare a vacancy on the board because of non-attendance. AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Nov. 08, 2021 Department: Administration Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Town Clerk Sarah Kimrey ITEM TO BE CONSIDERED Subject: Minutes Attachments: 1. Regular meeting Oct. 11, 2021 2. Work session Oct. 25, 2021 Brief summary: Provide brief summary here. Action requested: Approve minutes of the Board of Commissioners regular meeting Oct. 11, 2021 and the Board of Commissioners work session Oct. 25, 2021. ISSUE OVERVIEW Background information and issue summary: None Financial impacts: None Staff recommendation and comments: Approve minutes as presented. For clerk’s use AGENDA ITEM: 5.A Consent agenda Regular agenda Closed session Minutes Board of Commissioners Remote regular meeting 7 p.m. Oct. 11, 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: Planning and Economic Development Manager Shannan Campbell, Administrative Services Director Jen Della Valle, Assistant Town Manager and Community Services Director Margaret Hauth, Town Attorney Bob Hornik, Town Clerk and Human Resources Technician Sarah Kimrey, Town Manager Eric Peterson and Utilities Director Marie Strandwitz Opening of the meeting Mayor Jenn Weaver called the meeting to order at 7:01 p.m. 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 Resident Colin Dodd addressed the board to express concerns about Proud Boys activity in and near Hillsborough. 3.Agenda changes and approval Commissioner Matt Hughes joined the meeting at 7:09 p.m. Agenda changes included: •Addition of Indigenous Peoples’ Day Proclamation (Item 4), •Amendments to Sept. 27 draft minutes ― Item 4.B Budget amendment for Water Treatment Plant filters repair and rebuild: o Inclusion of the amount of money that is to be allocated o Inclusion of source of funds o Correction of when work could be finished by (fiscal year, rather than by the end of the calendar year) o Addition of a supportive comment made by Commissioner Evelyn Lloyd •Moving Item 5E from consent agenda to Item 6D for discussion •Moving Item 5G from consent agenda to Item 6E for discussion Motion: Commissioner Kathleen Ferguson moved to approve the amended agenda. Commissioner Mark Bell seconded. Kimrey called the roll for voting. Vote: 4-0. Ayes: Commissioners Bell, Robb English, Ferguson and Hughes. Nays: None. Absent: Lloyd. Oct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 1 of 17 DRAFT 4. Presentation Proclamation to recognize Oct. 11, 2021, as Indigenous Peoples’ Day Weaver read the proclamation. 5. 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 (amended) 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 Motion: Ferguson moved to approve all items on the consent agenda. Bell seconded. Kimrey called the roll for voting. Vote: 4-0. Ayes: Bell, English, Ferguson and Hughes. Nays: None. Absent: Lloyd Lloyd joined the meeting at 7:16 p.m. 6. Items for decision ― regular agenda A. Request from Elfin’s Pond Homeowners Association to accept neighborhood streets in an expedited manner Scott Little, an Elfin’s Pond resident representing the Elfin’s Pond Homeowners Association, joined the meeting. Community Services Director Margaret Hauth reviewed that the board recently had established a policy to address when communities with private streets want their streets to become public. Elfin’s Pond is interested in moving through this process quickly because the neighborhood is having trouble with private trash service. The policy requires that roads be tested and accepted before providing trash service. Elfin’s Pond is not only requesting that trash service start before the roads are made public but that the town pay for the core sampling of the streets. Little said he was sitting with the Homeowners Association board while speaking at this meeting. The neighborhood would like to have the town take over the streets expeditiously and start providing trash service. In response to questions from the board, Little said the developer turned the board over to the homeowners this year and the problems with trash service began in June. Oct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 2 of 17 DRAFT When asked how long it would take to test and accept the roads, Hauth said she could not estimate but that it could take several months. She advised it would be best to test and accept the streets before beginning trash service. Bell said he was for starting trash service first. Hughes, Lloyd and English said they did not want to start trash service until the core sampling is done. It was noted that other neighborhoods are paying for their core samples. Little reiterated the Elfin’s Pond Homeowners Association’s wishes for the town to cover the cost. Town Attorney Bob Hornik reminded the board that it recently established the policy for accepting private streets. He said it is not advisable to establish a policy and then ignore it. There is little sense in having a policy if exceptions are made each time. The town’s decision could be in legal jeopardy of being arbitrary and capricious if the board does not follow its policies. Bell clarified he is only for starting the trash service and not for the town paying for the core sampling. There was brief discussion about the meaning of a hold harmless agreement, which would hold the town harmless if the trash truck damaged the streets. Little said the town taxes the Elfin’s Pond residents have paid should be used to cover the costs of core sampling and registering the deed for the ownership transfer of the streets. He said every neighborhood has different circumstances. Perhaps the policy should be a living document that gets modified as each neighborhood comes online. When asked about core sampling, Hauth said the street core samples are taken at intersections and at dead ends. When asked if samples are taken near cracks in sidewalks, curbs and gutters, Hauth explained the core samples are for testing the asphalt. Town staff will conduct a walk-through to assess the cracks in the concrete. Little expressed interest in crediting Elfin’s Pond for the taxes residents have been paying to cover the street core sampling. Town Manager Eric Peterson said developments with private streets like Elfin’s Pond may not have been approved at all had it not been for the proposal of private streets and no town trash service. So, regarding the request for a refund on taxes, the board is under no legal obligation or legal threat to do so. This is a policy development choice. The town did not pull the rug out from anyone’s feet. He is supportive of changing the policy going forward and providing trash service and public roads; however, the town is not under obligation to provide the trash service now. He said it may be possible to provide trash service to all three neighborhoods with private roads (Elfin’s Pond, Harmony at Waterstone and Waterstone Terraces) before the roads are vetted. English said he is not opposed to starting trash service before road dedication. Oct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 3 of 17 DRAFT Ferguson said UNC’s Department of City and Regional Planning had calculated for every $1 in residential property taxes collected, the cost of providing residential services is $1.25 as opposed to $0.86 for providing commercial services. Her understanding is that it is more expensive for towns to deliver residential services than to receive the property tax income. She asked if staff had any newer data to take into consideration. Hauth said that study is about 10 years old but she is not aware of a newer study. She said the conventional wisdom is that property taxes for single-family dwellings do not pay what the town provides in services. Ferguson would like to provide trash service before the roads become public. Hughes said the franchise agreement means only one contractor is approved for providing trash service in town where the town does not provide trash service. Business owners are in the same boat as Elfin’s Pond. He thinks there could be liability for providing trash service to the neighborhoods before the town has accepted the roads. The way we ensure fairness and equity is law and policy, he said. He would rather see a revision of the policy than an exception to it. Weaver said there is consensus that the neighborhoods pay for the core samples and that happens before the town takes over the roads. There is some interest in providing trash service. Lloyd wants to stick to the policy. Ferguson said she was thinking aloud that starting trash service once a neighborhood has paid for core sampling might be the right path. She asked if Forest Ridge is receiving town trash service before the roads are accepted. Hauth said yes, but those roads have always been intended to be public. She added that the streets in Fiori Hills would never be public because they were not built to public street specifications. Little asked the board to consider that the trash service provider with the franchise agreement is not able to provide workers compensation insurance to its workers. Motion: Ferguson moved to provide trash service for Elfin’s Pond and Waterstone Terraces within 60 days with the following provisions: • A hold harmless agreement is in place before trash service begins. • The neighborhood is responsible for the cost of core samples. • The board has the option of stopping trash service if the core samples show that the roads are substandard. Bell seconded. Discussion: Bell said the motion is reasonable because these roads are likely to have been built to the standards of public roads. He thinks there are circumstances that lead him to agree with starting trash service before the core sampling results are in because there could be delays in getting the core sampling done. When asked about Harmony at Waterstone, Hauth explained that neighborhood has not yet requested for the streets to be made public and for the town to provide trash service. When asked if there are any capacity issues with providing trash service, Hauth said no. When asked if the trash carts currently used in Elfin’s Pond could be used for the town trash service, Hauth said the carts are too flimsy for the town’s truck with the mechanical arm. Carts have been ordered. Oct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 4 of 17 DRAFT Ferguson would like for the board to reconsider its franchise agreement for commercial trash service in town. Peterson said the franchise agreement is in place for three years. The chamber and others have liked the franchise agreement. Kimrey called the roll for voting. Vote: 3-2. Ayes: Bell, English and Ferguson. Nays: Hughes and Lloyd. B. Master Plan Modification ― Collins Ridge to provide affordable housing land off-site and greenway relocation Guest Speakers: Rachel Eberhard with CASA and Chip Pickard with Criterion Development. Bobby Stewart with DR Horton and architect Dan Jewel were available. Ferguson asked if CASA is fully on board with this plan. Also, instead of additional homes, she would like to see green space. She wants no more units than what was originally approved. Eberhard, CASA’s real estate developer, said CASA wants to make sure connectivity with the larger development is maintained. There is a proposed connection to Freeland Memorial Drive. She said CASA is happy and satisfied with this site. Hornik said the sketch in the agenda packet does not show a connection to Freeland Memorial Drive. Pickard said it would be a future connection point and in the interim, there would at least be a gravel access at that location for emergency vehicles. Hauth said the map is meant to attach to the resolution, so there is no need to add words to the resolution. Bell said he is mindful of the original discussion where the board went to great lengths to articulate it wanted affordable housing units fully embraced in the community. The proposed site has two or three sides of the building facing commercial development. Bell asked if the CASA development has to be placed where it is now proposed. Pickard said this is the option that is most consistent with the criteria. Criterion wasn’t part to the discussion with the original developer. English wishes the site could be fully integrated. He noted the proposal removes 3 acres of commercial space. Pickard reminded the board that CASA missed some criteria that eliminated the first proposed location for the building. Motion: Ferguson moved to approve with amendments to the resolution including that the number of units is capped at the current level, that the location of the affordable housing is fully acceptable to CASA and that there are truly no other options for the location of the affordable housing in the Collins Ridge community. Bell seconded. Discussion: Before the motion was seconded, Weaver checked with Ferguson that she was satisfied that CASA was satisfied with the location because CASA and the developer jointly requested the resolution. Ferguson said yes. Oct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 5 of 17 DRAFT Hauth said if we had the affordable housing program’s requirements two years ago, she would not be supporting the off-site location for this project. But by the time the program requirements were made known to the developer and the town, the ship had sailed. Some houses were already built. She asked how to incorporate Ferguson’s conditions into the resolution. Ferguson suggested adding a “whereas” indicating that CASA has vetted the site and is fully satisfied. Hauth reiterated the amendment would be a “whereas” CASA is satisfied with the location and a “whereas” clause indicating the unit cap is still in place. Hornik suggested adding to the seventh “whereas” clause: “[comma] which 3.5 acre site meets CASA’s approval.” Ferguson requested and Hauth suggested adding a “whereas the dwelling cap is not affected by this modification.” Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. C. Continue board discussion on returning to in-person meetings The board informally agreed to continue meeting remotely. D. Special Event Permit: 2021 Hillsborough Holiday Parade and Tree Lighting Planning and Economic Development Manager Shannan Campbell was asked if there could be a mechanism to cancel the parade if there were too many COVID-19 cases in the area at the time. Campbell said it is not practical to plan to cancel the parade. People pay a registration fee to be in the parade. She thinks people will maintain some physical distance. She said the parade participants will be asked to follow federal, state and local COVID-19 safety protocols. She added that Mebane is planning its annual holiday parade and encouraging people to follow protocols. She added that there is mounting evidence that COVID-19 transmission outdoors is low. Commissioners expressed support for holding the parade. Motion: Ferguson moved to approve the special event permit for the parade and tree lighting. English seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. E. Endorse updated historic district design standards The board expressed appreciation for the work of the Historic District Commission on updating the standards. Weaver made comments encouraging the commission to take an active role in addressing the climate change Oct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 6 of 17 DRAFT crisis by being more flexible on the addition of solar panels and to contribute to socioeconomic diversity by thinking of ways to make new construction or renovations less costly. Motion: Bell moved to endorse the updated design standards and encourage the Historic District Commission to continue to consider the town’s clean energy goals and the Department of Interior’s standards for incorporating energy producing and energy saving technologies in a designated local historic district. Hughes seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. F. Hot topics for work session Oct. 25, 2021 Topics for the work session are anticipated to be: • Enforcement options for the non-discrimination ordinance adopted in January 2021 • House American Initiative • Town Board e-mail signatures 7. Updates A. Board members Board members gave updates on committees on which they serve. B. Town manager There was no oral report. C. Staff (written reports in agenda packet) Hauth reported that: • The town is keeping options open for a road over I-85 in addition to bike/ped lanes. It preserves the town’s flexibility but does not lock the town into having a road instead of bike/ped greenway only. • A contractor is getting started on building the new fire department building in Waterstone. • A house that Ferguson wished to keep affordable has been purchased. 8. Adjournment Motion: Ferguson moved to adjourn at 9:38 p.m. Bell 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 Oct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 7 of 17 DRAFT PROCLAMATION Indigenous Peoples Day Oct. 11, 2021 WHEREAS, Indigenous people have lived and thrived in North America from time immemorial; and WHEREAS, on this Indigenous Peoples Day the Town of Hillsborough celebrates and recognizes the contributions and resilience of Indigenous Peoples, including the Occaneechi Band of the Saponi Nation; and WHEREAS, Hillsborough was founded on land stolen from the Occaneechi Band of the Saponi Nation who had inhabited lands along the Eno River long before European settlement; and WHEREAS, Indigenous people in the Americas have long suffered persecution and removal from their homelands through the colonization, settlement, and forming of America; and WHEREAS, our community and society as a whole must commit itself to living out the principles of equality, opportunity, and racial justice in a way that uplifts Indigenous Peoples and their lived experiences by making our government and its agencies more accessible through policy, practices, and law; and WHEREAS, Indigenous people are resilient and have continued to thrive and prosper to the present day having contributed greatly to the fabric of our nation through labor, technology, philosophy, arts, culture, and the Armed Forces; and WHEREAS, in 1977, the International Conference on the Discrimination Against Indigenous People in the Americas first proposed the idea of Indigenous Peoples Day as a way to re-imagine Columbus Day; and WHEREAS, in 2015, the Hillsborough Board of Commissioners adopted a resolution resolving recognition of Indigenous Peoples Day on the second Monday of October; and WHEREAS, we must never forget the centuries-long campaign of violence, displacement, assimilation, and terror wrought upon Native communities and Tribal Nations throughout our country; NOW, THEREFORE, I, Jenn Weaver, mayor of the Town of Hillsborough, do hereby recognize Oct. 11, 2021 as INDIGENOUS PEOPLES DAY in the Town of Hillsborough, and I call this observance to the attention of all residents in the town as a day of reflection upon the struggles of Indigenous Peoples and a day of celebrating the thriving cultures and values of Indigenous Peoples. IN WITNESS WHEREOF, I have hereunto set my hand and caused this seal of the Town of Hillsborough to be affixed this 11th day of October in the year 2021. Jenn Weaver, Mayor Town of Hillsborough Proclamation #20211011-4 Oct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 8 of 17 DRAFT 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 APPROVED: 4/0 DATE: 10/11/21 VERIFIED: ___________________________________ Oct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 9 of 17 DRAFT ORANGE COUNTY COMMUNITY REMEMBRANCE COALITION MEMORANDUM OF UNDERSTANDING The Orange County Community Remembrance Coalition (OCCRC) formed organically in the summer of 2018, in response to the opening of the National Memorial for Peace and Justice. A group of friends and colleagues convened a meeting to talk about the pressing need to recognize the sufferings and sacrifices of our foremothers and forefathers in ways that would respect them and their descendants, as well as the affected communities, past and present. We agreed to establish a coalition with at least five community-based organizations that have civil rights, equity and justice as part of their mission or vision. OCCRC, in coordination with the Equal Justice Initiative (EJI) of Montgomery, Alabama, is carrying out a multi-year project to recognize the victims and survivors of racial terror lynching in Orange County, NC, from 1865 to 1950. This MOU serves as a brief statement of our goals, and the expectations of members who wish to be part of the OCCRC as we plan, host, and promote events. The work of the Coalition is to disrupt and overcome the detrimental systems and mindsets that have plagued America for generations and to help usher forth a future of humanity, equity and justice for all of us. OCCRC will recognize Manly McCauley and other victims of racial terror lynching in Orange County, NC. To accomplish that goal, the Coalition envisions a collaborative effort and process with many individuals and organizations over the next few years. The key undertakings that OCCRC intends to accomplish in partnership with EJI a soil collection event pertaining to the site of the lynchings of McCauley and four other individuals; an essay contest for high school students with scholarship prizes; installation of historical markers, in collaboration with EJI, about each person who was lynched and about the history of lynching in Orange County; and lastly, installation of the EJI duplicate monument in Orange County. OCCRC must also show EJI a dedicated effort to involve the community at large, with the aim to educate the broader public on the issue of racial terror lynching and how it touches social justice and equity issues today. Please note that OCCRC aims to go beyond the minimum required by EJI. Since January 2019, we have held a number of public events, in-person and online. Organizations or individuals who join OCCRC formally must realize that there are expectations of participation and representation. •Participate in as many as possible of the regularly scheduled Coalition meetings (no set minimum stated) •Engage in roles or committees related to Coalition programs or to Coalition operations to the extent their obligations permit •Make financial contributions to the Coalition to the extent their means permit •Promote Coalition activities within their organizations and networks, by word of mouth, announcements, social media posts, newsletters, and so on •Attend Coalition events periodically •Promote the welfare and good standing of the Coalition and the Equal Justice Initiative in their public statements and activities •Encourage other organizations and individuals to join and support the Coalition Please note that members of the Coalition may not represent themselves or their organizations as being affiliated with the Equal Justice Initiative. OCCRC currently is comprised of several local community organizations, and we look forward to working with many more. If you or your organization wants to join in this endeavor as active members, please complete the form below and return it to any of the four co-chairs, listed in the sidebar. Thank you for your interest in this important effort to bring truth to Orange County. Co-Chairs James E. Williams, Jr. attwill9@gmail.com 919-819-0364 Renee A. Price reneeprice2012@gmail.com 919-593-1904 Dr. Freddie Parker Fparker70@gmail.com Prinny Anderson prinny@prinnyanderson.com Oct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 10 of 17 DRAFT ORANGE COUNTY COMMUNITY REMEMBRANCE COALITION MEMORANDUM OF UNDERSTANDING We/I _______________________________________________________________ Name of organization or individual hereby acknowledge receipt of the Memorandum of Understanding from the Orange County Community Remembrance Coalition, accept the mission of OCCRC, and will adhere to the expectations of participation as a Member of OCCRC. ________________________________________ ________________ Signature Date ____________________________________________ Signer’s email ____________________________________________ Other member of the organization – Name, email ____________________________________________ Name, email ____________________________________________ Name, email Oct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 11 of 17 DRAFT Proclamation #20211011-5.F Oct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 12 of 17 DRAFT 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; 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 to Collins Ridge (as shown on the sketch plan attached to this Resolution; the sketch is intended only to show the location of the 3.5 acre tract and proposed road connections, but not actual site design) meet the affordable housing commitment of the developer. This 3.5 acres sites meets CASA’s approval; 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 sketch plan proposing an alternative trail location that is acceptable in concept to the town as the trail has not been designed; and WHEREAS, The Master Plan approved in 2015 authorized 950 market-rate dwellings in Collins Ridge. This modification does not change the market-rate unit authorization. NOW, THEREFORE, be it resolved the Hillsborough Board of Commissioners amends Condition Three of the Collins Ridge Master Plan to read as follows: Resolution #20211011-6.B Oct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 13 of 17 DRAFT 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 different location (as generally depicted on the attached sketch plan) 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. Resolution #20211011-6.B Oct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 14 of 17 DRAFT 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. BE IT FURTHER RESOLVED, the original Master Plan limit of 950 market rate dwelling units remains in effect for the Collins Ridge property. 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 Resolution #20211011-6.B Oct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 15 of 17 DRAFT 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 DEVELOPERResolution #20211011-6.BOct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 16 of 17DRAFT 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 PATHEXHIBIT2FWREHUResolution #20211011-6.BOct. 11, 2021 Board of Commissioners Regular Meeting Approved: ____________________ Page 17 of 17DRAFT Minutes BOARD OF COMMISSIONERS Remote work session 7 p.m. Oct. 25, 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 and Public Information Officer Catherine Wright 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 The mayor reviewed several changes to the agenda: •A revised pay schedule for Item 3D was sent to the board that removes a previous Grade 10 billing and collections supervisor position which has been unfunded for several years and includes the addition of a Grade 8 billing and customer service supervisor position. •Item 3B on Tourism Board budget amendments would be removed from the consent agenda and added for discussion as Item 4A. •Item 4D, discussion of the House America Initiative, would be removed from the agenda and added at a later date following a housing collaborative meeting. Commissioner Matt Hughes joined the meeting at 7:04 p.m. Motion: Commissioner Kathleen Ferguson moved to approve the agenda as amended. Commissioner Mark Bell seconded. Kimrey called the roll for voting. Vote: 4-0. Ayes: Commissioners Bell, Robb English, Ferguson and Hughes. Nays: 0. Absent: Commissioner Evelyn Lloyd 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 Oct. 25, 2021 Board of Commissioners Work Session Approved: ____________________ Page 1 of 9 DRAFT Motion: Ferguson moved to approve items as amended on the consent agenda. Bell seconded. Kimrey called the roll for voting. Vote: 4-0. Ayes: Bell, English, Ferguson and Hughes. Nays: None. Absent: Lloyd. 4. In-depth discussion and topics A. Tourism Board budget amendments This item was pulled from the consent agenda for discussion. Planning and Economic Development Manager Shannan Campbell said the transfer of $3,377 for sponsorship of the holiday parade was being brought before the board for transparency as the total monies in the unallocated special projects and partnerships funds would be $13,377. The board must approve tourism budget amendments and transfers greater than or equal to $5,000. Campbell clarified that the Tourism Board during its last meeting approved from the special projects and partnerships funds $9,561 for the holiday parade and $3,816 for an interpretive sign at the Burwell School, totaling $13,377. Currently, $10,000 is budgeted in the special projects and partnerships line item. Lloyd joined the meeting at 7:09 p.m. Town Manager Eric Peterson clarified that the $42,000 listed in the budget changes report is the fund balance appropriated where the revenue is coming from for the interpretative signage and is not the cost of the signage. The mayor asked Campbell to explain to the board what is different about the request this year regarding the holiday parade. Campbell said the Tourism Board has not historically funded the holiday parade. In 2019, the Hillsborough/Orange County Chamber of Commerce board identified a desire to move away from hosting the parade and tried to find another organization to host it but was unable to. The chamber board will hold the parade but does not want to do it fully at the chamber’s expense. Some years the chamber is able to get corporate sponsorship but is unable to do so now due to COVID-19. The chamber likely will request a contract with the Tourism Board for regular funding for the parade. Motion: Bell moved to approve budget amendments. Ferguson seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. B. Discussion of Email Signatures Public Information Officer Catherine Wright opened discussion of email signatures for the board. There was discussion about the listing of committee assignments and other representation that the community would be interested in on the email signatures. The use of separate web pages for each board member on the websites for the towns of Carrboro and Chapel Hill was noted. There was discussion about adding committee assignments to such a page and allowing board members to write a biography that includes other work not directly related to the town. A link to the page could be provided from the email signature. There was discussion about linking from the email signatures to the personal social media sites that elected leaders use to communicate with the community. Wright and Town Attorney Bob Hornik provided the reasons for not doing this: Blurring the lines between official and personal social media accounts could create issues with: Oct. 25, 2021 Board of Commissioners Work Session Approved: ____________________ Page 2 of 9 DRAFT • Town assets being used to further personal political campaigning that may occur on the personal social media sites. • The need for the town to have access to the sites for public records requests. • First Amendment issues and the ability for board members to have personal control over their sites, including the removal of content. There was discussion about the use of contact forms vs. email addresses on the town website. It was noted that attachments cannot be sent through the contact forms. Wright said the contact forms were added due to issues with spam and was initiated by former Commissioner Mike Gering. She said she would talk to the town’s web developer about whether the contact forms could be made to accept attachments and to the information technology manager about her thoughts on reverting to email addresses on the website. The board discussed position titles on the email signatures. The majority preferred using “Commissioner” on the signature for board member positions. Ferguson wanted to allow flexibility. The board was in agreement on using the current signatures through the end of the calendar year. Staff will return with options for the email signatures and individual board member pages. C. Enforcement options for the Non-Discrimination Ordinance (NDO) Ferguson opened discussion, noting that the organization Equality North Carolina suggested that the town decriminalize its non-discrimination ordinance, which the board adopted in January. She said amending the ordinance to cite civil vs. criminal penalties fits with Hughes’ request in this item for developing a system and process for enforcement of the ordinance. Hughes noted that since the town passed its ordinance, 15 other communities have passed such ordinances, with some working out details of the enforcement process before approval. He said Raleigh has an intergovernmental arrangement with Wake County in which Wake does the investigatory work when a complaint is filed in Raleigh. The town attorney said he has talked with Orange County’s attorney about this issue and an intergovernmental agreement with the Orange County Human Relations Commission serving in the investigatory role for Hillsborough may be possible. He said he could talk further with county officials about the process they have in place already if the board desires. There was a question about whether Carrboro and Chapel Hill also plan to pursue an intergovernmental agreement with the county. Hornik said both towns are undecided and have their own enforcement mechanisms but nothing set in stone. The board was in agreement that the town attorney should continue discussions with the county. Hornik suggested tabling amendments to the ordinance until after those discussions. D. Discussion of House America Initiative 5. Other business There was none. 6. Committee updates and reports Board members gave updates on the committees and boards on which they serve. Assistant Town Manager and Community Services Director Margaret Hauth noted that a listing of Metropolitan Planning Organization projects lists a proposed connector across Interstate 85 as a road project. She said this provides the town flexibility as studies need to be reviewed before the town can fully commit to only a pedestrian crossing. In Oct. 25, 2021 Board of Commissioners Work Session Approved: ____________________ Page 3 of 9 DRAFT addition, she noted that a pre-construction meeting was held that day on a public safety facility that Orange Rural Fire Department and Orange County Emergency Services are building at the Waterstone development. Work may be starting this week. 7. Adjournment Motion: Hughes moved to adjourn at 8:35 p.m. Ferguson seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Respectfully submitted, Sarah Kimrey Town Clerk Staff support to the Board of Commissioners Oct. 25, 2021 Board of Commissioners Work Session Approved: ____________________ Page 4 of 9 DRAFT 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 APPROVED: 4/0 DATE: 10/25/21 VERIFIED: ___________________________________ Oct. 25, 2021 Board of Commissioners Work Session Approved: ____________________ Page 5 of 9 DRAFT 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 APPROVED: 5/0 DATE: 10/25/21 VERIFIED: ___________________________________ Oct. 25, 2021 Board of Commissioners Work Session Approved: ____________________ Page 6 of 9 DRAFT 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 Oct. 25, 2021 Board of Commissioners Work Session Approved: ____________________ Page 7 of 9 DRAFT 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 1012 BILLING & COLLECTION SUPERVISOR 10 48,415      62,940      77,464      E 1013 HUMAN RESOURCES ANALYST 10 48,415      62,940      77,464      N 1014 POLICE CORPORAL Oct. 25, 2021 Board of Commissioners Work Session Approved: ____________________ Page 8 of 9 DRAFT 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 Oct. 25, 2021 Board of Commissioners Work Session Approved: ____________________ Page 9 of 9 DRAFT AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Nov. 8, 2021 Department: Administration Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Emily Bradford, Budget Director ITEM TO BE CONSIDERED Subject: Miscellaneous budget amendments and transfers Attachments: Budget Changes Detail Report Brief summary: To adjust budgeted revenues and expenditures, where needed, due to changes that have occurred since budget adoption. Action requested: Consider approving budget amendments and transfers. ISSUE OVERVIEW Background information and issue summary: N/A Financial impacts: As indicated by each budget amendment. Staff recommendation and comments: To approve the attached list of budget amendments. For clerk’s use AGENDA ITEM: 5.B Consent agenda Regular agenda Closed session BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2021-2022 DATES: 11/08/2021 TO 11/08/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-00-3900-3900-000 FUND BALANCE APPROPRIATION 11/08/2021 280,311.00 8,636.02To re-est FY21 PO 24096 905,561.96EBRADFORD 11/08/2021 280,311.00 866.00To re-est FY21 not carried forward 24099 906,427.96EBRADFORD 10-10-4200-5300-454 C.S.-CATV/ASCAP-BMI/COD/TRANS/PAY S 11/08/2021 80,424.00 8,636.02To re-est FY21 PO 24097 89,060.02EBRADFORD 10-10-4200-5300-570 MISCELLANEOUS 11/08/2021 40,448.00 11,000.00To cover branding expenses 24107 59,393.00EBRADFORD 10-10-4200-5300-580 CUSTOMER SERVICE & INNOVATION AWARD 11/08/2021 20,000.00 -11,000.00To cover branding expenses 24106 9,000.00EBRADFORD 10-10-6300-5300-320 SUPPLIES - OFFICE 11/08/2021 1,000.00 1,965.00To cover office furniture 24108 2,965.00EBRADFORD 10-10-6300-5300-570 MISCELLANEOUS 11/08/2021 7,000.00 -1,965.00To cover office furniture 24109 5,035.00EBRADFORD 10-10-6610-5300-338 SUPPLIES - DATA PROCESSING 11/08/2021 112,000.00 866.00To re-est FY21 not carried forward 24098 115,279.84EBRADFORD 30-80-8140-5300-330 SUPPLIES - DEPARTMENTAL 11/08/2021 100,000.00 -750.00To cover jackets/insulated bibs for adverse 24102 99,736.00EBRADFORD 30-80-8140-5300-350 UNIFORMS 11/08/2021 4,100.00 750.00To cover jackets/insulated bibs for adverse 24103 4,850.00EBRADFORD 30-80-8200-5300-330 SUPPLIES - DEPARTMENTAL 11/08/2021 60,000.00 -750.00To cover jackets/insulated bibs for adverse 24104 59,250.00EBRADFORD 30-80-8200-5300-350 UNIFORMS 11/08/2021 4,100.00 750.00To cover jackets/insulated bibs for adverse 24105 4,850.00EBRADFORD 19,004.04 EBRADFORD 2:21:31PM11/02/2021 fl142r03 Page 1 of 1 GF- Revenue Admin. Admin. Admin. Public Space Public Space Information Services Water Distribution Water Distribution Wastewater Collection Wastewater Collection AGENDA ABSTRACT | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Nov. 8, 2021 Department: Administration Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Emily Bradford, Budget Director ITEM TO BE CONSIDERED Subject: NC-86 Facility Renovation Capital Project Ordinance and Budget Amendments Attachments: 1. NC-86 Facility Renovation Capital Project Ordinance Amendment 2. Budget Changes Detail Report Brief summary: Amend the NC-86 Facility Renovation capital project ordinance to reflect the $2,000,000 budgeted in the FY22 budget. Funds were for construction to be offset by debt issuance proceeds. Action requested: Approve the NC-86 Facility Renovation Capital Project Ordinance Amendment. Approve the NC-86 Facility Renovation budget amendments. ISSUE OVERVIEW Background information and issue summary: N/A Financial impacts: As indicated by each budget amendment. First debt payment not anticipated until FY23, with a half year payment. First full payment anticipated in FY24. Staff recommendation and comments: Approve NC-86 Facility Renovation project ordinance amendment and associated budget amendments. For clerk’s use AGENDA ITEM: 5.C Consent agenda Regular agenda Closed session ORDINANCE NUMBER: XXXXXXXX-X.X ORDINANCE Capital Project Amendment NC-86 Facility Renovation 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 NC-86 Facility Renovation $225,982 $2,000,000 $2,225,982 Section 2. Amounts appropriated for the capital project are hereby amended as follows. Current Budget +/- Amended Budget NC-86 Facility Renovation $225,982 $2,000,000 $2,225,982 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 _________ day of __________ in 20 __________. Ayes: Noes: Absent or excused: Sarah E. Kimrey, Town Clerk BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2021-2022 DATES: 11/08/2021 TO 11/08/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 48-30-5600-5700-720 CONSTRUCTION 11/08/2021 0.00 2,000,000.00To adj project per FY22 budget 24100 2,000,000.00EBRADFORD 48-70-3980-3980-300 DEBT ISSUANCE PROCEEDS 11/08/2021 0.00 2,000,000.00To adj project per FY22 budget 24101 2,000,000.00EBRADFORD 4,000,000.00 EBRADFORD 10:38:15AM10/20/2021 fl142r03 Page 1 of 1 NC-86 Reno NC-86 Reno AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Nov. 8, 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: Resolution Exempting minor design work for the NC-86 Facility Renovation from the Mini-Brooks Act requirements for qualification-based selection Attachments: 1. Phase 2 scope description 2. Resolution Brief summary: This study qualifies as “design services” under North Carolina General Statutes. Staff would like to move into Phase 2 to update the scope and ballpark estimates based on the current thinking of what the renovation project is. The scope is attached with a fee not to exceed $10,000. This clearly meets the $50,000 exemption threshold. Action requested: Adopt resolution exempting design consultation work for the NC 86 facility renovation from NCGS 143-64.31. ISSUE OVERVIEW Background information and issue summary: This study will update the scope and rough cost estimates for the project as it is currently envisioned. The new scope renovates the existing fleet building to accommodate public works staff, eliminates a separate office building, and includes storage for equipment and supplies. The removal of the building shifts where storage can locate and may impact the extent of stormwater management. These components need updated cost estimates. The study can be completed prior to budget review to inform the project cost and schedule. Financial impacts: The funds for this study can be taken from the existing design funds in the FY22 budget for this building. Staff recommendation and comments: Approve the exemption. For clerk’s use AGENDA ITEM: 5.D Consent agenda Regular agenda Closed session MHAworks Planning, Architecture, Interiors 501 Washington Street, Suite G Durham, NC 27701 Phone: 919.682.2870 Fax: 919.682.5369 1 Ms. Stephanie Trueblood Public Space and Sustainability Manager Town of Hillsborough 101 E. Orange St. Hillsborough, NC 27278 October 26th, 2021 Re: Town of Hillsborough - Proposed Hwy 86 Renovation – Phase 2 – Reassessment of former Public Works Facility Project. MHAworks - Fee Proposal Dear Ms. Trueblood: We are pleased to have the opportunity to provide you this proposal for the proposed Hwy 86 Renovation at the existing Fleet Maintenance site located at 890 N.C. Hwy. 86 N. in Hillsborough. This Phase 2 proposal will update the work performed during our initial Phase 1 Preliminary Design work performed in 2017. We understand that some space management needs have changed since the original Phase 1 preliminary design work took place. Space in the Fleet Maintenance Building has since freed up and part of our Phase 2 work will be to document existing layout and provide possible space management solutions to the current needs of the Public Works Department. Exterior areas will be revised and updated in the Phase 2 preliminary site layout aligning with the current and future needs of the users. We will team with Coulter Jewell Thames – Civil Engineering as our site consultant to assist in completing the “Phase 2: Reassessment Design” tasks. I. BASIC SCOPE OF SERVICES MHAworks’ scope of work will provide architectural and civil engineering design for the project as follows:  Code research relative to any changes in code or ordinance conditions since 2017.  Develop a program based on owner / designer meeting(s).  Field verification of existing Fleet Maintenance building, documenting existing conditions and develop preliminary floor plans of how the existing office area within the Fleet Maintenance Building could be modified to suit the current needs of Public Works. (approx. 8 employees).  Update the preliminary site layout configurations from Phase 1to suit the current needs of the intended users in Phase 2.  Update the conceptual site plan including access, use areas, vehicle circulation, stormwater management location(s), utilities, and materials to reflect current needs.  Preliminary site impact including limits of disturbance, impervious surfaces, and stormwater calculations.  Update preliminary project cost estimate including hard costs and design & development fees. II. LUMP SUM FEE PROPOSAL We propose to provide you this study for a lump sum fee $10,000.00. 2 III. PROPOSED PROJECT SCHEDULE We are ready to begin work based on this proposal upon your authorization to proceed. Please do not hesitate to contact me with any questions or for additional information. Sincerely, MHAworks, PA William McCaffrey Project Manager Proposal Accepted by: Name/Title Date RESOLUTION Resolution Exempting Design Consultation for the NC 86 North Facility from NCGS 143-64.31 WHEREAS, N.C.G.S. 143-64.31 requires the initial solicitation and evaluation of firms to perform architectural, engineering, surveying, construction management-at-risk services, and design-build services (collectively “design services”) to be based on qualifications and without regard to fee; and WHEREAS, the town selected MHA Works through a qualifications-based process in 2017 to initiate design of a new public works facility and other improvements at the NC 86 Facility property; and WHEREAS, proposes to enter into a contract for design services to update the modified scope for this renovation to inform budget planning and a future solicitation for full design of the facility; and WHEREAS, G.S. 143-64.32 authorizes units of local government to exempt contracts for design services from the qualifications-based selection requirements of G.S. 143-64.31 if the estimated fee is less than $50,000; and WHEREAS, the estimated fee for design services for the above-described project is not to exceed $10,000. NOW, THEREFORE, be it resolved the Hillsborough Board of Commissioners: Section 1. The above-described project is hereby made exempt from the provisions of G.S. 143-64.31. Section 2. This resolution shall be effective upon adoption. Approved this 8th day of November 2021. Jenn Weaver, Mayor Town of Hillsborough ATTEST: Sarah E. Kimrey, Town Clerk AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Nov. 8, 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 dedication checklist in the Street Standards document Attachments: Updated checklist Brief summary: Staff have updated the dedication checklist to address process changes and improvements. This document is maintained in the free-standing street standards document (not the construction standards in the town code appendix). This document has previously been endorsed by the board to add weight to its use. Action requested: Endorse updated checklist. ISSUE OVERVIEW Background information and issue summary: Staff continue to improve and add to the street standards document. Further amendments are planned during the fiscal year. The changes to the checklist are the most pressing to put into practice. Having the board endorse the document provides additional weight and enforceability with applicants. Financial impacts: None Staff recommendation and comments: Recommend updates. For clerk’s use AGENDA ITEM: 5.E Consent agenda Regular agenda Closed session Revised 11/8/2021 Public Street or Sidewalk Construction Acceptance Checklist 1. Prior to Construction Before construction of a public street or sidewalk begins: ☐ Utilities plans must be approved and all agencies signed off ☐ Lighting plans must be approved and all agencies signed off ☐ Pavement marking plans must be approved and all agencies signed off ☐ Signage plans must be approved and all agencies signed off ☐ All permits and approvals must be granted ☐ A pre-construction meeting has been held Before construction of structures begins in a development with new street construction: ☐ Street name signs shall be installed. Names and speed limits shall be adopted into the town code. ☐ Stop signs shall be installed. Stop sign locations shall be adopted into the town code. - Both must be maintained throughout construction for emergency service provision. - ☐ Addresses for individual parcels or proposed buildings shall be assigned by the planning department and entered in the county database (properly associated with the Parcel Identification Number and Street segment) prior to permitting for vertical construction. Projects using performance bonds shall provide detailed, sealed engineer’s estimates to determine the bond amount and allow the town at least five full working days to review and agree with the estimates prior to presenting the bonds. Estimates must clearly indicate the bonded components without overlap as follows: street (including curb and gutter), in-street drainage, sidewalk, street lighting, pavement marking and signage, landscaping and street trees, utilities (water and sewer), stormwater control mechanisms, and greenways. Requirements for utilities and stormwater control mechanisms are specified by these departments, not this document. Phased projects may request a reduction in bond amounts over the life of the project if the detailed, sealed engineer’s estimates provide values for each phase. 2. During Construction 2a. Regular Progress meetings & submittal of documentation The developer/contractor must maintain regular communication with the town’s public works division throughout the construction process to facilitate the dedication of infrastructure at the appropriate time. This may include regular progress meetings on a weekly or monthly basis, as determined by the town and developer/contractor based on the scale and scope of the development. During progress meetings, the developer/contractor shall provide the town with testing, asphalt quality documentation, delivery ticket, and change order information as detailed below. Revised 11/8/2021 Testing: The developer is required to perform, at a minimum, the tests listed in the chart below. All tests shall be performed by certified inspection personnel and results submitted to the Town of Hillsborough on a monthly basis. Project Type of test Frequency/Timing Requirements for Passing ☐ Embankment Sample 1 sample per material source, per project Standard proctor ASTM D689, gradation ASTM D4042, particle size ASTM 422, moisture content ASTM D2216, and Ataberg ASTM D4318 ☐ Embankment Density Test 1 test per 3000 sf for every 12” lift – Provide test reports to town prior to placing ABC stone base ≥ 95% compaction ☐ Subgrade Sample 1 sample per material source, per project Standard proctor ASTM D689, gradation ASTM D4042, particle size ASTM 422, moisture content ASTM D2216, and Ataberg ASTM D4318 ☐ Subgrade Density Test 1 test per 2000 sf within 0” to 12” of subgrade – Provide test reports to town prior to placing ABC stone base ≥ 95% compaction ☐ Subgrade Proof-roll Proof-rolling shall be repeated until there is no evidence of "pumping" or displacement No observable “pumping” or displacement. ☐ Subgrade (ABC) Sample 1 sample per 5,000 sf or a minimum of 1 sample per project Standard proctor ASTM D689, gradation ASTM D4042 ☐ Subgrade (ABC) Density Test 1 test per 250 LF or a minimum of 1 test on the final lift 100% compaction under streets and parking ≥ 90% under general non-structure areas ☐ Subgrade (ABC) Proof-roll Proof-rolling shall be repeated until there is no evidence of "pumping" or displacement No observable “pumping” or displacement ☐ Pipe/Utility Backfill Density Test 1 test per utility or drainage pipe within edge of pavements or curb and gutters. 1 test performed on any other utility over 200 LF ≥ 95% compaction Revised 11/8/2021 Asphalt quality documentation for the construction of public streets paved with asphalt (refer to NCDOT Standard Specifications): ☐ Proof of Asphalt Lab Certification. ☐ Approved Job Mix Formulas. ☐ Field verification test results with Gyratory Compactor printout for each asphalt mix design utilized. ☐ QC-11 Form for each production day. ☐ QA/QC—One form with binder content for each mixture sample tested. ☐ M&T 605 Form for each production day. ☐ QC-5 Form for each day when core samples are obtained. ☐ Most recent nuclear gauge calibration (if applicable). ☐ M&T 514 QA/QC Form for each nuclear strip. ☐ M&T 516 QC Form for each day nuclear density testing is performed. Delivery Tickets for all of the following materials and certify that the material has been used in the construction of the project on a monthly basis: ☐ Aggregate base course (ABC) ☐ Binder course asphalt ☐ Surface course asphalt Change Orders must be received by the town prior to starting the change order work. 2b. Inspections During construction the developer/contractor is required to have third-party construction inspections performed at specified intervals. The town does not provide construction inspection services. The design engineer or other qualified inspector shall schedule the following inspections prior to proceeding to the next phase of construction. The town will be invited to participate in or observe each inspection session. The developer/contractor is required to provide 48 hours’ notice to the town in advance of each inspection. The following are the stages of construction that shall require inspection: ☐ Preconstruction ☐ BMP (erosion control) construction ☐ Rough Grading ☐ Concrete (Class A 4000 PSI) Sample: Slump test and air entrainment Minimum set of 4 cylinders per 50 cubic yards or one set per day of placement Slump test: 3 - 5 inches Air entrainment: 1.5 - 6% ☐ Concrete (Class A 4000 PSI) Strength Test Minimum set of 4 cylinders per 50 cubic yards or one set per day of placement -1 cylinder at 7-days Strength ≥ 2,800 psi -2 cylinders at 28-days Strength ≥ 4,000 psi. -1 cylinder HOLD Revised 11/8/2021 ☐ Major Drainage Structures (36-inch RCP or greater) ☐ Sub-grade (to include pavement, curbing and sidewalks) ☐ Sub-base ☐ Seeding & Mulching ☐ Final Pavements ☐ Final inspection 3. Final Inspection ☐ The developer/contractor may request a preliminary inspection by the town when at least 75% of houses/structures have Certificate of Occupancy. ☐ The developer/contractor must request a final inspection by the town prior to submitting the request for dedication. ☐ The developer/contractor must offer infrastructure to the town within 30 days of the final certificate of occupancy being issued. For phased projects, this can occur within 30 days of the final certificate of occupancy being issued within that phase. The town may not accept infrastructure still subject to construction damage and may defer any offer until construction is complete. ☐ The inspection is required to review streets, sidewalks, stormwater infrastructure, and accessibility requirements. ☐ Town staff will inspect trees and landscaping, signage, and pavement markings for plan compliance 4. Before Final Acceptance of a Public Street or Sidewalk: ☐ Developer must provide certification of plan compliance (Engineer must sign and seal document) ☐ Developer must provide certification of ADA compliance (Engineer must sign and seal document) ☐ Developer must provide certification that all roads are constructed to NCDOT and Town of Hillsborough standards (Engineer must sign and seal document) ☐ All change orders must be documented and reported to town ☐ Scaled as-built drawings must be provided to the town showing all utilities and total linear footage of streets and sidewalks (hard copy and electronic copies) ☐ As-built stormwater infrastructure information must be submitted electronically in accordance with the current version of The Town of Hillsborough As-Built Submittal Requirements document. ☐ Substantial completion certificate must be provided to town ☐ Inspection reports must be provided to town ☐ Schedule of values for road and sidewalk construction costs must be provided to town ☐ Maintenance agreements must be in place (landscaping, custom signage etc.) ☐ Compliance with checklists must be established ☐ Easements and plats must be recorded ☐ A written offer of dedication (notarized) from the property owner is submitted. Once all required documentation is received, staff will place the request on the next town board agenda as a consent agenda item with a resolution documenting acceptance. Only after town board action is the infrastructure accepted by the town. Staff has no authority to accept dedications. 5. Warranty Period: ☐ One-year warranty period begins once the Town Board accepts streets ☐ A street infrastructure warranty inspection will occur ten months after street acceptance. A punch list of items to be repaired will be provided to the developer/owner. AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Nov. 8, 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: Ordinance amending Town Code Section 7, Appendix A – Street Construction Standard Specifications Attachments: Draft ordinance Brief summary: Staff have identified six areas that need to be detailed in the construction specifications for ease of use. Action requested: Adopt ordinance. ISSUE OVERVIEW Background information and issue summary: Primarily, the town refers to NCDOT standards for how streets and related improvements are to be constructed. Staff identified a few areas where it is better to include our requirement in the document to avoid conflicts and having to review the full NCDOT document: concrete depth for driveways and sidewalks, sealing and truncated dome color for sidewalks, street name sign specifications, and a requirement to use thermoplastic markings. Financial impacts: None Staff recommendation and comments: Recommend approval. For clerk’s use AGENDA ITEM: 5.F Consent agenda Regular agenda Closed session ORDINANCE NUMBER: XXXXXXXX-X.X ORDINANCE Amending Chapter 7 Appendix A, Street Construction Standard Specifications, of the Town Code The Hillsborough Board of Commissioners ordains: Section 1. The concrete driveway entrances paragraph of Section [7-]01-7, Incidental Drainage and Concrete Items, is hereby amended by adding the sentence “All driveway concrete located within the town right of way shall be 6 inches thick unless additional thickness is needed based on anticipated vehicle weight.” Section 2. Section [7-]01-7, Incidental Drainage and Concrete Items, is hereby amended by adding a “sidewalks” paragraph after “concrete driveway entrances” as follows: Sidewalks. Sidewalks shall be constructed of concrete 5 inches thick. All expansion joints within sidewalks within the right of way or public access easements shall be filled with an NCDOT approved sealant. Truncated domes within ramps shall be tinted black in all locations to provide visual differentiation from the base concrete. Section 3. Section [7-]01-8, Signing, is hereby amended by adding the following paragraph: Street name signs maintained by the town shall be 9” or 6” extruded aluminum substrate and have high intensity prismatic reflectivity. The copy shall be green translucent film that is reverse weeded to produce white copy on a green background. This process provides the high intensity prismatic reflectivity for the background and copy. Signs shall not have a white outline or frame. Section 4. Section [7-]01-10, Pavement markings is hereby amended by adding “Pavement markings shall be of thermoplastic unless a different treatment is specifically required by the town or NCDOT” as a third paragraph. Section 5. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 6. 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 8th day of November in 2021. Ayes: Noes: Absent or excused: Sarah E. Kimrey, Town Clerk AGENDA ABSTRACT | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Nov. 8, 2021 Department: Public Works Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Dustin Hill, Public Works Manager ITEM TO BE CONSIDERED Subject: Sidewalk Approval – West King Street Attachments: 1. Easement Plat Map 2. Concrete Receipts 3. Construction Certification Brief summary: Staff are requesting approval to assume ownership of a 281 linear foot long concrete sidewalk on West King Street near the Holt Street intersection. Action requested: Requesting consent to assume ownership. ISSUE OVERVIEW Background information and issue summary: None Financial impacts: The town will assume ownership of sidewalk and responsibility for future maintenance and repairs. Staff recommendation and comments: Public Works Manager Dustin Hill is recommending assuming ownership of the sidewalk. For clerk’s use AGENDA ITEM: 5.G Consent agenda Regular agenda Closed session AGENDA ABSTRACT | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Nov. 8, 2021 Department: Governing Board Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Commissioner Kathleen Ferguson ITEM TO BE CONSIDERED Amendment to Section 5-11.a – Non-Discrimination Ordinance Attachments: Draft amendment Brief summary: Equality North Carolina has suggested the town decriminalize its non-discrimination ordinance, which the board adopted in January. Language has been added to 4(a) to cite civil vs. criminal penalties. Action requested: Approve amendment to town code Section 5-11.a of the Non-Discrimination Ordinance. ISSUE OVERVIEW Background information and issue summary: None Financial impacts: None Staff recommendation and comments: For clerk’s use AGENDA ITEM: 5.H Consent agenda Regular agenda Closed session ORDINANCE NUMBER: XXXXXXXX-X.X ORDINANCE Amending Town Code Section 5-11.a The Hillsborough Board of Commissioners ordains: Section 1. The following of Section 5-11.a of the Code of Ordinances shall be amended. 4. Penalties and Enforcement. (a) Any person, firm, or corporation violating any provisions of this ordinance shall, be issued a citation setting forth a civil penalty of five hundred dollars ($500.00). Each and every day during which such discrimination continues shall be deemed a separate offense. Violation of this ordinance shall not constitute a misdemeanor pursuant to G.S. 14-4(a). 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 _________ day of __________ in 20 __________. Ayes: Noes: Absent or excused: Sarah E. Kimrey, Town Clerk AGENDA ABSTRACT | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Nov. 8, 2021 Department: Administrative Services Public hearing: No Date of public hearing: N/A. PRESENTER/INFORMATION CONTACT Budget Director Emily Bradford ITEM TO BE CONSIDERED Subject: Proposed Dates for FY23 Budget Retreat Attachments: None Brief summary: The budget team would like to go ahead and reserve dates for our FY23 budget retreat. We’ve held the retreat on a weeknight rather than a Saturday the last couple of years and that seems to have worked well. We request that the board reserve the following dates on your calendars: - Monday, March 21 - Monday, March 28 (regularly scheduled work session) - Monday, April 4 We’re not sure if the March 28th and April 4th dates will be needed for the budget retreat or any related follow up discussions. We ask that these dates be reserved in case they are needed. Please let us know if any of these dates do not work for your schedule. Action requested: Confirm schedule availability and reserve dates. ISSUE OVERVIEW Background information and issue summary: No additional information. Financial impacts: No financial impacts. Staff recommendation and comments: Reserve dates listed above. For clerk’s use AGENDA ITEM: 6.A Consent agenda Regular agenda Closed session AGENDA ABSTRACT | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Nov. 8, 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: Provide staff direction regarding the Dec. 13 organizational meeting. ISSUE OVERVIEW Background information and issue summary: See above. Financial impacts: None Staff recommendation and comments: For clerk’s use AGENDA ITEM: 6.B Consent agenda Regular agenda Closed session AGENDA ABSTRACT | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Nov. 8, 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 Nov. 22, 2021 Attachments: None Brief summary: Staff had originally planned to provide an update and have the board consider adoption of the Orange County Racial Equity Plan at the November Workshop. The countywide group would like more time to get additional community input, test out some of the framework tools and finalize the plan. Staff hopes to come back to the board in January with the updated framework for board consideration. There are no additional items scheduled for the November workshop at this time. The board may choose to cancel this workshop, which has been done fairly often for this meeting as this tends to be a quieter time of the year. Action requested: Provide direction on the November 22 workshop. ISSUE OVERVIEW Background information and issue summary: Please see above descriptions. Financial impacts: N/A Staff recommendation and comments: N/A For clerk’s use AGENDA ITEM: 6.C Consent agenda Regular agenda Closed session AGENDA ABSTRACT: Item to be considered | 1 of 1 Agenda Abstract BOARD OF COMMISSIONERS Meeting date: Nov. 8, 2021 Department: All Public hearing: No Date of public hearing: N/A PRESENTER/INFORMATION CONTACT Department Heads ITEM TO BE CONSIDERED Subject: Departmental Reports Attachments: Monthly departmental reports Brief summary: N/A Action requested: Accept reports ISSUE OVERVIEW Background information and issue summary: N/A Financial impacts: N/A Staff recommendation and comments: N/A For clerk’s use AGENDA ITEM: 7.C Consent agenda Regular agenda Closed session ADMINISTRATION DEPARTMENTAL REPORT Human Resources/Town Clerk Report: October 2021 Meetings and events • Bi-weekly human resources team meeting • Weekly GARE Countywide Racial Equity Plan Co-Leads meeting • Monthly NCHIP board meeting • Monthly Triangle J Council of Government HR Roundtable conference calls • EACP Quarterly meeting (10/28/21) • Municode Meetings agenda software demo (10/13/21) • Monthly operations team meeting (10/27/21) • Monthly administrative services meeting (10/27/21) • Safety Committee meeting (10/27/21) • Monthly Diversity Equity & Inclusion Core Team Meeting • Board of Commissioners regular meeting (10/11/21) • Board of Commissioners work session (10/25/21) 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 o Start date: 10/15/21 o Start date: 11/1/2021 • Accounting/Payroll Technician o Recruitment open (4/19/21) (14 applicants) o Recruitment closed (4/30/21) o Readvertised (6/10/21) o Recruitment closed (7/5/21) (48 applicants) • 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 (4 applicants to date) • Utility Maintenance Technician I, II, III o Recruitment opened (9/10/21) o Recruitment open until filled • Planner o Recruitment opened (9/03/21) o Recruitment closed (9/19/21) (8 total applicants) o Start date: 11/1/21 • Facilities Coordinator o Recruitment opened (10/4/21) o Recruitment closes (11/3/21) (26 applicants to date) • Equipment Operator/Equipment Operator Trainee o Recruitment opened (10/20/21) o Recruitment closes (11/17/21) (1 applicant to date) • Budget & Management Analyst o Recruitment opened (10/20/21) o Recruitment closes (11/17/21) (7 applicants to date) • Human Resources Analyst o Recruitment opened (10/29/21) o Recruitment closes (11/28/21) (7 applicants to date) Pay and Benefits • Biweekly payroll (2) • Merit increases • Safety dividends • 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 • Electronic Records Day Webinar (Sarah) (10/11/21) • IMPA-HR Virtual Panel Discussion: Supporting Today’s Diversity, Equity & Inclusion Programs-A Public Sector HR Approach (Haley) (10/28/21) Miscellaneous • NCDOT – 2021 Certified Statement, street listing, and certified Powell Bill map update Public Information Office Report: October 2021 Subscriptions EMAIL (as of Oct. 31) List Subscribers Change Total 1,415 ↑ 3 News 1,315 ↓ 2 Meeting notices 712 Same Bid postings 593 Same SOCIAL MEDIA (as of Oct. 31) List Subscribers Change Facebook 4,928 ↑ 10 Twitter 2,682 ↑ 6 Nextdoor 6,560 members ↑ 40 4,112 households ↑ 19 YouTube 2,911 ↑ 5 Work • Added Community Services Department webpage and reworked multiple other department and division pages due to reorganization. • Streamlined Contact Us webpage. • Assisted Tree Board with Leave the Leaves video. Posted Oct. 22 and has 173 views. • Continued work on branding rollout, including: ◦ Assisting with branding and email signature questions and installation of signatures and business cards. ◦ Troubleshooting signature issues. ◦ Providing logo files and colors for specific uses and checking proofs. ◦ Creating or assisting with new templates. • Created November print newsletter for insertion in utility bills. • Worked on various town materials, including Historic District Design Standards, community survey, recruiting materials, newcomers guide, Tree Board invasive plants removal sign, ice house interpretative sign, Q&A document for train station request for qualifications. • Attended OpenGov budgeting platform training. Safety and Risk Manager Report: October 2021 Meetings Attended/Conducted • Departmental meetings • HR Team meetings X 3 • Safety Committee meeting • Playground safety training 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 • On target with 4th quarter random FMCA drug screens • “Slower is Faster” Drivers’ training event • 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 Hillsborough Police Department Monthly Report October 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 0 Rape 0 0 0 0 0 0 0 0 0 0 0 2 2 Robbery 0 0 1 1 1 0 0 2 0 0 5 6 5 Aggravated Assault 1 1 0 1 1 3 2 2 4 3 18 17 14 Burglary 2 4 4 4 3 1 2 2 3 2 27 20 26 Larceny/Theft 27 13 21 19 21 30 28 20 9 31 219 326 297 Motor Vehicle Theft 0 0 0 0 0 3 0 2 1 0 6 18 12 Total Part I 30 18 26 26 26 37 32 28 17 36 0 0 276 389 361 Other Offenses 2021 2020 2019 Simple Assault 7 3 10 8 10 10 16 15 9 6 94 109 77 Fraud/Forgery 4 0 2 2 5 3 1 2 3 0 22 24 21 Stolen Property 2 0 0 0 0 0 2 0 1 1 6 19 7 Damage to Property 10 10 8 16 12 10 11 15 21 16 129 97 59 Weapons Violations 2 4 2 2 1 2 0 0 0 2 15 26 5 Sex Offences 0 0 1 1 0 0 1 0 0 0 3 2 3 Drug Violations 11 11 12 7 7 6 8 6 5 10 83 125 85 Driving While Impaired 4 2 3 1 1 5 4 3 6 7 36 40 34 Liquor Law Violations 1 0 2 0 0 0 0 2 1 2 8 11 13 Trespassing 1 2 4 2 2 3 4 5 1 4 28 31 20 Domestic Related 7 7 15 8 12 12 15 15 12 13 116 133 119 Missing Persons 0 0 1 1 1 0 1 0 0 0 4 6 1 *Report generated November 1st and numbers may not be complete as some October reports may still be pending approval. Summary of Select Offenses: On 10/03/2021, an Aggravated Assault was reported at 115 Holiday Park Rd. Officers responded to a bystander that heard a female calling for help. Upon arrival, they could hear a female screaming and a male ran out the back of the apartment. Officers located a female inside the home, she had minor injuries after the male took her phone, refused to let her leave the residence, physically assaulted her, and choked her until she lost consciousness, slamming her head into the wall multiple times. Officers took out warrants on Anthony Taquan Brooks, (b/m, 20, of Forrest St.) with Felony Assault by Strangulation Inflicting Physical Injury, Misdemeanor Assault on Female, False Imprisonment, Larceny, and Damage to Property. He was later served and received $13,000.00 secured bond and a domestic hold. On 10/06/2021, a Breaking and Entering and Larceny were reported to a screened in porch in the 500- block of Riddle Ave. $50.00 in damage to the screen and a $7,000.00 dirt bike was taken. On 10/08/2021, an attempted Aggravated Assault was reported in the 600-block of Cornelius St. A male advised that a female ex-partner tried to run him over with her vehicle. After speaking to both parties and conflicting stories the male did not want to press charges. Hillsborough Police Department Monthly Report October 2021 On 10/08/2021, an Aggravated Assault on a child was reported in the 600-block of Harper Rd. Upon arrival, officers located two males in a physical altercation in the front yard. A 13-year-old was in a fight with a family member. The younger male punched the older male during an altercation with an elderly family member. The older male then picked up the younger by his neck and body slammed him on the ground and held him in a chokehold causing bruising to the teenager’s neck. Officers charged Maurico Eugene Long, (b/m, 38, of Harper Rd.) with Felony Child Abuse-Aggravated Assault, and Misdemeanor Communicating Threats. He was given $1,500.00 secured bond. On 10/11/2021, a Breaking and Entering, Larceny, and Injury to Property were reported to a locked garage at 100 Patriots Pointe Dr., Patriots Pointe Apartments. The door was pried open causing $150.00 in damages, and $975.00 in power tools were taken. 31 Larcenies were reported at various locations including: • 1 larceny was a shoplifting related incident at Hampton Pointe- Walmart. • 7 larcenies from business were reported– 6 at 1990 NC 86S., Sheetz. 1 where $90.60 in beer was taken. 1 where $59.97 in charging cables were taken. 1 where $55.56 in beer was taken. 1 where $30.98 in beer was taken. 1 where $99.62 in beer was taken. 1 where $90.60 in beer was taken. 1 where $81.36 in beer was taken. Narcotics/weapons related incidents: • During the month of October, Officers recovered small amounts of marijuana, cocaine, amphetamine, paraphernalia, and two handguns. Public Works Report: October 2021 Work Orders 6 completed within two days Public Spaces 15 staff hours Stormwater Maintenance 60 staff hours, 227 linear ft Cemetery 1 grave marked Asphalt Repairs 2 potholes Training 2 staff attended 1 online training course through ITRE Special Event 4 staff hours (Bike event) November 2021 BOC Meeting TOWN OF HILLSBOROUGH UTILITIES STATUS REPORT FOR OCTOBER 2021 Water Restrictions Water withdraw restrictions are still in effect. 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. 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 Nothing of note except the water treatment plant alum ponds are scheduled for cleaning this month as is the water treatment plant filter 1 rebuild. Fees Fees related to development are being placed in individual Water and Sewer Extension Contracts. The Board has not yet approved one of these as they are under review. Distribution and Collection System We were selected to submit full applications for Building Resilient Infrastructure and Communities funding! The projects submitted were the OWASA Booster Pumping Station and the River Pumping Station relocation. We have retained funding consultant ICF to assist in this completitive application process. If funding is awarded, the project(s) will be 70% reimbursable. The interconnection project along S. Churton has been plagued by challenges every step of the way which has resulted in increased costs. However, the final interconnect is being made this week and the project should complete in the next two weeks. The scope for design of the River Pumping Station relocation has been received and it is over the budgeted amount. The scope will need to encompass all the things that would be needed if federal funding was received so we are working with the funding consultant on that scope. Staffing Have not addressed the Lead Inspector position. We have two openings 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 has been filled by someone from Public Works. Water and Sewer Advisory Committee (WSAC) Activities WSAC in-person meetings have been cancelled during the COVID-19 pandemic yet monthly meetings have resumed. 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 has been advertised with expected discussion early next year. An Outreach Subcommittee was formed to develop a plan of informational materials and delivery to help customers better understand what makes up their rate. The subcommittee consists of Members Salvi, Sykes and Sprinczeles. I'm sure there is something we can call these S's, like the Triple S Outreach Team or something. Development Activity Collins Ridge has had the sewer certified for their 2nd plat of Phase 1A. They have plans almost complete for Phase 1B (85 more lots) and for a water connector to S. Churton Street. This is the largest project although we continue to receive inquiries about vacant parcels almost every day. General We are seeing a shortage of supplies and materials, available labor (internal and external) and great cost increases and delays and are planning ahead for material needs. Costs for projects are nowhere near the engineer's estimate (they are double or more) and we are looking at ways to defer projects and what other services can be modified to address the situation. Prepared by Marie Strandwitz 11/1/2021 Page 1