HomeMy Public PortalAbout11-08-21 Agenda Regula Meeting101 E. Orange St., PO Box 429, Hillsborough, NC 27278
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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
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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
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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
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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