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Home My Public Portal About02-14-22 Regular Meeting Minutes Board of Commissioners Remote regular meeting 7 p.m. Feb. 14, 2022 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: Assistant Town Manager and Community Services Director Margaret Hauth, Town Attorney Bob Hornik, Town Clerk and Human Resources Technician Sarah Kimrey, Finance Director Tiffany Long, Town Manager Eric Peterson, Utilities Director Marie Strandwitz and Public Space and Sustainability Manager Stephanie Trueblood Opening of the meeting Mayor Jenn Weaver called the meeting to order at 7 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 There was none. 3. Agenda changes and approval Motion: Commissioner Kathleen Ferguson moved to approve the agenda as presented. Commissioner Mark Bell seconded. Kimrey called the roll for voting. Vote: 4-0. Ayes: Commissioners Bell, Robb English, Ferguson and Evelyn Lloyd. Nays: None. Absent: Commissioner Matt Hughes. 4. Presentations Proclamation in Honor of Black History Month 2022 The mayor read the proclamation. 5. Appointments A. Tree Board — Appointment of Mixon Nelson to fill vacancy for a term expiring Feb. 28, 2025 B. Tree Board — Appointment of Bridget Booher to fill vacancy for a term expiring Feb. 28, 2025 Motion: Ferguson moved to approve both appointments. Bell seconded. Kimrey called the roll for voting. Vote: 4-0. Ayes: Bell, English, Ferguson and Lloyd. Nays: None. Absent: Hughes. Feb. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Page 1 of 12 March 14, 2022 6. Items for decision ― consent agenda A. Minutes 1. Regular meeting Jan. 10, 2022 2. Work session Jan. 24, 2022 B. Miscellaneous budget amendments and transfers Motion: Ferguson moved to approve all items on the consent agenda. English seconded. Kimrey called the roll for voting. Vote: 4-0. Ayes: Bell, English, Ferguson and Lloyd. Nays: None. Absent: Hughes. 7. Items for decision ― regular agenda A. Cessation of town-made water and sewer service connections (taps) with town forces Utilities Director Marie Strandwitz gave an overview of the request, which was also available in the agenda packet. The request was to allow licensed contractors to tap into water and sewer lines rather than using town staff to make these connections. The request also included the implementation of a $100 fee to apply for permission to create new taps. The change in practice is expected to free staff time to concentrate on the core functions of operating and maintaining the existing water and sewer system and reduce the backlog of requests for new taps. Motion: Ferguson moved to approve recommendations. Lloyd seconded. Kimrey called the roll for voting. Vote: 4-0. Ayes: Bell, English, Ferguson and Lloyd. Nays: None. Absent: Hughes. B. Water and Sewer Advisory Committee (WSAC) rate structure thoughts and request to meet routinely Hughes joined the meeting at 7:28 p.m. The board discussed the request with the committee’s chair, Arthur Sprinczeles, and vice chair, Jenn Sykes. Motion: Ferguson moved to approve quarterly joint meetings. Bell seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. C. Utility pole attachments and decorative banners proposal Public Space and Sustainability Manager Stephanie Trueblood reviewed that Duke Energy allows banners that affix at the top and bottom and does not regulate content. She proposed ordering “Welcome to Hillsborough” banners in three themes: town branding colors, United States flag and Pride flag. Feb. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Page 2 of 12 March 14, 2022 After discussion, it was decided that the board would like to give more input before banners are purchased. D. Discussion of updated information about design of future train station Trueblood and Community Services Director Margaret Hauth reviewed that the North Carolina Department of Transportation requires 3,500 square feet for a train station building. The town can expect to use some of that space until NCDOT needs all of it. However, if the town would like to build a larger board meeting room and offices in the train station building, then the design will cost more. Staff requested the board approve an additional $80,000 to fund the design of a larger building. Trueblood also explained that the design of a net zero sustainable building would cost more than the design of a building that is as sustainable as possible within budget. The board had previously approved a design contract with Clearscape for $800,000. Motion: Hughes moved to authorize town manager to sign contract for design not to exceed $880,000 and to remove net zero from the scope. Ferguson seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. E. Discussion of commissioner-requested topics The board shared topics they would like to discuss at future meetings. Some topics were submitted to be included in the agenda packet and others were given during the discussion. Hauth noted the topics and will bring them to the board for prioritization at a future meeting. F. Hot topics for work session Feb. 28, 2022 At the Feb. 28 work session, the board is expecting to: • Receive a report from the Mayor’s Task Force on Re-imagining Public Safety. • Discuss options for email signatures and individual pages on the town website for the mayor and board. • Review the budget retreat agenda. 8. Updates A. Board members Board members gave updates on the committees and boards on which they serve. B. Town manager There was none. C. Staff (written reports in agenda packet) Hauth reported the Town of Hillsborough had joined the Solarize the Triangle initiative, which is expected to result in bulk pricing for solar panels. More information will be available at a future meeting. 9. Adjournment Weaver adjourned the meeting at 10 p.m. Respectfully submitted, Feb. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Page 3 of 12 March 14, 2022 Sarah Kimrey Town Clerk Staff support to the Board of Commissioners Feb. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Page 4 of 12 March 14, 2022 PROCLAMATION In Honor of Black History Month 2022 WHEREAS, the Hillsborough Board of Commissioners takes pride in recognizing February 2022 as Black History Month, celebrating the many notable contributions that people of African descent have made to our community, state, and country; and WHEREAS, we recognize this year’s Black History Month theme of “Black Health and Wellness”; and WHEREAS, we acknowledge systemic racism has led to African Americans being more likely to die at an early age from all causes, more commonly misdiagnosed, and impacted by health inequities throughout the health care system that have traumatized the Black community; and WHEREAS, we now celebrate Black health and wellness, including the legacy of Black scholars, midwives, nurses, doctors, and practitioners of not only Western medicine, but all the other indigenous ways of promoting health and healing throughout the Black diaspora; and WHEREAS, our community has numerous contributors to this legacy, from the midwife Peggy Long Faribault who birthed the babies of Hillsborough for many years, to Dr. Kizzmekia Corbett, who was instrumental in developing the Moderna mNRA vaccine for the novel coronavirus, and many others; and WHEREAS, we uplift our community leaders, Black business owners, professionals and others who promote wellbeing and knowledge throughout the many facets of the Black community as part of our whole inclusive community; and WHEREAS, each Black individual has a unique mind, body, and soul, which deserves to be healthy, well, and treated with respect and empathy; and WHEREAS, today, we celebrate and affirm the importance of Black Health and Wellness to our community, throughout our state and the nation; and WHEREAS, The Town of Hillsborough is deeply committed to diversity, equity, and inclusion. This stance includes the cultural and racial affirmation of our community members who identify as Black or African American; and WHEREAS, The Town of Hillsborough strives to close the equity and outcome gaps for African Americans through policies and practices that reflect the experiences of African Americans, ensure greater access and opportunity and honor history, heritage, and contributions; NOW, THEREFORE, I, Jenn Weaver, mayor of the Town of Hillsborough, do hereby proclaim February 2022 as Black History Month in the Town of Hillsborough. Proclamation #20220214-4.A Feb. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Page 5 of 12 March 14, 2022 IN WITNESS WHEREOF, I have hereunto set my hand and caused this seal of the Town of Hillsborough to be affixed this 14th day of February in the year 2022. Jenn Weaver, Mayor Town of Hillsborough Proclamation #20220214-4.A Feb. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Page 6 of 12 March 14, 2022 BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2021-2022 DATES: 02/14/2022 TO 02/14/2022 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-00-9990-5300-000 CONTINGENCY 02/14/2022 400,000.00 -4,000.00To cover legal overage 24242 165,590.00EBRADFORD 02/14/2022 400,000.00 -1,859.00To cover tire balancer wheel lift 24243 163,731.00EBRADFORD 10-10-4100-5300-041 ATTORNEY FEES 02/14/2022 125,000.00 4,000.00To cover yr-end overage 24241 133,648.00EBRADFORD 10-20-5100-5300-145 MAINTENANCE - BUILDINGS 02/14/2022 38,163.00 9,600.00To move repair from Capital-Building & I 24233 47,763.00EBRADFORD 10-20-5100-5700-735 CAPITAL - BUILDINGS & IMPROVEMENTS 02/14/2022 59,000.00 -9,600.00To move repair to Maint-Building acct 24232 72,400.00EBRADFORD 10-30-5550-5300-080 TRAINING/CONF./CONV. 02/14/2022 2,000.00 -2,000.00To cover yr-end overage 24239 0.00EBRADFORD 10-30-5550-5300-310 GASOLINE 02/14/2022 1,980.00 2,590.00To cover yr-end overage 24238 4,570.00EBRADFORD 10-30-5550-5300-570 MISCELLANEOUS 02/14/2022 1,000.00 -590.00To cover yr-end overage 24240 0.00EBRADFORD 10-30-5550-5700-741 CAPITAL - EQUIPMENT 02/14/2022 6,000.00 1,859.00To cover tire balancer wheel lift 24244 16,280.00EBRADFORD 30-80-8120-5300-130 UTILITIES 02/14/2022 76,397.00 -10,000.00To cover increased chemical costs 24226 66,397.00EBRADFORD 30-80-8120-5300-145 MAINTENANCE - BUILDINGS 02/14/2022 6,000.00 9,600.00To replace HVAC 24230 34,466.00EBRADFORD 30-80-8120-5300-158 MAINTENANCE - EQUIPMENT 02/14/2022 120,240.00 -40,000.00To cover increased chemical costs 24227 234,467.38EBRADFORD 02/14/2022 120,240.00 -9,600.00To replace HVAC 24229 224,867.38EBRADFORD 30-80-8120-5300-323 SUPPLIES - CHEMICALS 02/14/2022 165,170.00 50,000.00To cover increased chemical costs 24228 215,170.00EBRADFORD 30-80-8220-5300-130 UTILITIES 02/14/2022 151,218.00 -11,200.00To cover equipment repairs 24235 136,518.00EBRADFORD 02/14/2022 151,218.00 -100.00To cover yr-end overage 24245 136,418.00EBRADFORD 30-80-8220-5300-164 MAINTENANCE - INSTRUMENTATION 02/14/2022 18,350.00 11,200.00To cover equipment repairs 24234 29,550.00EBRADFORD 30-80-8220-5300-458 DATA PROCESSING SERVICES 02/14/2022 740.00 100.00To cover yr-end overage 24246 840.00EBRADFORD 35-30-5900-5300-154 MAINTENANCE - GROUNDS 02/14/2022 18,384.00 6,800.00To complete biodock proj and compost bla 24237 25,184.00JDELLAVALL 35-30-5900-5300-165 MAINTENANCE - INFRASTRUCTURE 02/14/2022 165,262.00 -6,800.00To complete biodock proj and compost bla 24236 158,462.00JDELLAVALL 0.00 EBRADFORD 8:08:27AM02/08/2022 fl142r03 Page 1 of 1 GF- Contingency Governing Body Police Police Fleet Maintenance Fleet Maintenance Fleet Maintenance Fleet Maintenance WTP WTP WTP WTP WWTP WWTP WWTP Stormwater Stormwater Feb. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Page 7 of 12 March 14, 2022 BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2021-2022 DATES: 02/15/2022 TO 02/15/2022 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-00-9990-5300-000 CONTINGENCY 02/15/2022 400,000.00 -14,521.00To cover patrol vehicles 24251 149,210.00EBRADFORD 10-20-5100-5700-740 CAPITAL - VEHICLES 02/15/2022 70,000.00 14,521.00To cover patrol vehicles 24250 106,521.00EBRADFORD 0.00 EBRADFORD 3:27:13PM02/08/2022 fl142r03 Page 1 of 1 GF- Contingency Police APPROVED: 4/0 DATE: 2/14/22 VERIFIED: ___________________________________ Feb. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Page 8 of 12 March 14, 2022 BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2021-2022 DATES: 02/16/2022 TO 02/16/2022 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 30-80-8140-5700-740 CAPITAL - VEHICLES 02/16/2022 65,000.00 7,500.00To cover Coll/Dist Trucks 24252 91,441.67EBRADFORD 30-80-8200-5700-740 CAPITAL - VEHICLES 02/16/2022 65,000.00 7,500.00To cover Coll/Dist Trucks 24253 91,441.67EBRADFORD 30-80-9990-5300-000 CONTINGENCY 02/16/2022 400,000.00 -15,000.00To cover Coll/Dist Trucks 24254 104,933.00EBRADFORD 0.00 EBRADFORD 4:50:19PM02/09/2022 fl142r03 Page 1 of 1 Water Distribution WW Collection Contingency APPROVED: 4/0 DATE: 2/14/22 VERIFIED: ___________________________________ Feb. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Page 9 of 12 March 14, 2022 ORDINANCE Amending Town Code Section 14-48, Appendix A-1, and the adopted FY2022 Fees and Charges Schedule The Hillsborough Board of Commissioners ordains: Section 1. Section 14-48 (a)(1) is hereby struck in its entirety and replaced with the following: (a)Water connections. (1)When an approval has been issued by the town for a connection to an existing water line and the fees have been paid, the customer shall hire a licensed utility contractor will make the water connection (tap) to the public water main in accordance with all town, state and plumbing regulation, code, and standards. (i)The water tapping shall be scheduled in advance of the work so that the town can observe the tapping in accordance with Section 14-52. No part of the work shall be covered up until the town or its designee approves the tap, which shall be made to current town standards and specifications. (ii)The town shall retain the right to require exposure of any part of the work that was covered before observation and will become part of the town’s responsibility at no cost to the town. (iii)Restoration of the site disturbances to make the connection shall be responsibility of the customer, including roadways, sidewalks, curbs, and earth. Roadways, sidewalks, curbs, and other features within right of way or easement areas shall be restored in accordance with the specifications of the owner of such features. (iv)Under special sanitary circumstances, such as a failed potable water well, within the town’s service area where public water is available to a parcel per Sec. 14-44 and where no repair or replacement alternative of the existing system exists as confirmed by the local health department, the town will assist with tapping the main and the applicant or owner will be charged for actual costs (labor, equipment, materials) for the work. (v)Should the town otherwise agree to make a water connection, it shall be at full cost (labor, equipment, and materials) including site restoration. Section 2. Section 14-48 (b)(1) is hereby struck in its entirety and replaced with the following: (b)Sewer connections. (1)When an approval has been issued by the town for a connection to an existing sewer line, and the fees have been paid, a licensed utility contractor will make the sewer connection (tap) to the public sewer main in accordance with applicable town, state and plumbing regulation, code, and standards. (i)The sewer tapping shall be scheduled in advance of the work so that the town can observe the tapping pursuant to Section 14-52. No part of the work shall be Ordinance #20220214-7.A Feb. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Page 10 of 12 March 14, 2022 covered up until the town or its designee approves the tap, which shall be made to current town standards and specifications. (ii) The town shall retain the right to require exposure of any part of the work that was covered before observation and will become part of the town’s responsibility at no cost to the town. (iii) Restoration of the site disturbances to make the connection shall be responsibility of the customer, including roadways, sidewalks, curbs, and earth. Roadways, sidewalks, curbs, and other features within right of way or easement areas shall be restored in accordance with the specifications of the owner of such features. (iv) Under special sanitary circumstances, such as a failed onsite waste disposal system, within the town’s service area where public sewer is available to a parcel per Sec. 14-44 and where no repair or replacement alternative of the existing system exists as confirmed by the local health department, the town will assist with tapping the main and the customer will be charged for actual costs (labor, equipment, materials) for the work. (v) Should the town otherwise agree to make a sewer connection, it shall be at full cost (labor, equipment, and materials) including site restoration. (vi) A cleanout shall be installed on the customer's property at the property line or edge of easement boundary to delineate service responsibility between the customer and town. Failure to install a cleanout will result in the customer being responsible for the sewer service all the way to the public main, including the wye or tee fitting. Section 3. Table A-1 Item 3 is hereby struck in its entirety and replaced with the following: 3. Water Service (Tap) This includes connecting a water lateral to the water main, extending the lateral to the property line, and placing the meter box. It also includes any necessary boring under the street pavement or, alternatively, cutting any curbs, sidewalks or pavement and restoring it afterwards. The town will make water taps only under extenuating sanitary situations or otherwise as agreed upon as resources permit. These will be performed under full cost recovery and the town may require a deposit prior to performing the work. Section 4. Table A-1 Item 7 is hereby struck in its entirety and replaced with the following: 7. Sewer Lateral (Tap) This includes connecting a sewer lateral to the sewer main, extending the lateral to the property line, and placing a cleanout. It may include any necessary boring under the street pavement or, alternatively, cutting any curbs, sidewalks or pavement and restoring it afterwards. The town will make sewer taps only under extenuating sanitary situations or otherwise as agreed upon as resources permit. These will be performed under full cost recovery and the town may require a deposit prior to performing the work. Section 5. The currently adopted Fees and Charges Schedule for FY 2022 Operating and Capital Budget pertaining to water and sewer lateral fees is hereby amended to read as follows under both water and sewer connection charge sections: Ordinance #20220214-7.A Feb. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Page 11 of 12 March 14, 2022 Lateral Fee: Licensed utilities contractors shall make all connections to the public main under town approval, observation and specification unless otherwise agreed upon to be made with town forces. In which case, the fee will be the actual cost of making the physical connection and restoring disturbed area. An approval fee of $100 will be charged which includes observation of the work. A deposit may be required prior to performing any work. Section 6. All provisions of any town ordinance in conflict with this ordinance are repealed. Section 7. This ordinance shall become effective upon adoption. The foregoing ordinance having been submitted to a vote, received the following vote and was duly adopted this 14th day of February in 2022. Ayes: 4 Noes: 0 Absent or excused: 1 Sarah E. Kimrey, Town Clerk Ordinance #20220214-7.A Feb. 14, 2022 Board of Commissioners Regular Meeting Approved: ____________________ Page 12 of 12 March 14, 2022