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Home My Public Portal About02-28-22 Work SessionMinutes BOARD OF COMMISSIONERS Remote work session 7 p.m. Feb. 28, 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: Human Resources Manager Haley Bizzell, Budget Director Emily Bradford, Administrative Services Director Jen Della Valle, Police Chief Duane Hampton, Assistant Town Manager and Community Services Director Margaret Hauth, Town Attorney Kevin Hornik, Town Clerk and Human Resources Technician Sarah Kimrey, Finance Director Tiffany Long, Town Manager Eric Peterson, Utilities Director Marie Strandwitz and Communications Manager Catherine Wright 1.Opening of the work session 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. 2.Agenda changes and approval Motion: Commissioner Kathleen Ferguson moved to approve agenda as presented. Commissioner Evelyn Lloyd seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Commissioners Mark Bell, Robb English, Ferguson, Matt Hughes and Lloyd. Nays: None. 3.Items for decision ― consent agenda A.Miscellaneous budget amendments and transfers B.Acceptance of water main and sewer laterals from Odie Street Habitat Project Motion: Ferguson moved to approve all items on the consent agenda. Lloyd seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. 4.In-depth discussion and topics A.Recommendations from Mayor’s Task Force on Re-imagining Public Safety The mayor thanked the task force members, police chief and former police management analyst/current human resources analyst on their work related to the task force and recommendations. She recapped the history behind the task force and introduced two principles to keep in mind during the discussion: to keep shared interests of a safe Hillsborough rather than individual positions at the forefront and to be deliberate in the process, taking as many meetings as needed to complete the review and plans for action on the recommendations. Weaver stated the task force members were asked to imagine what they would like to see in Hillsborough with no constraints, knowing that there could be legal or financial implications that would prevent implementation of the recommendations. She also noted that no public comment would be received Feb. 28, 2022 Board of Commissioners Work Session Approved: ____________________ Page 1 of 6 March 14, 2022 this evening as public comments are not taken during board work sessions, but the public would have an opportunity to comment at a future time and that community members also may contact the board at any time. Police Chief Duane Hampton thanked the task force for the work put in. He noted the complex issues before the board, the need to find the right fit for Hillsborough, and the need to determine what the issues are and what is being solved. He reminded the board that the town has a very good police department with strong structures and systems. He noted that generally all actions taken by Hillsborough officers are done to have a positive effect on lives but that policing is not a positive experience by nature, with few people happy to see law enforcement. He said policing requires very young men and women to balance a lot of responsibility. He said Hillsborough officers are innovative and have led the way in many areas and stated he is proud of what they have accomplished. He suggested determining priority areas for additional discussion. The town board started discussion on the task force’s recommendations for the Police Department and went through the first two sets of recommendations on mental health crisis response and traffic stops. Mental health crisis response recommendations Board members were supportive of the spirit of the mental health crisis response recommendations, realizing that people in mental health crisis do need help and that the system broadly does not meet their needs. It was noted that the town does not have the resources or capacity to address these issues on its own but is interested in working with others and thinking creatively about how to meet mental health crisis needs. Traffic stop recommendations Regarding Recommendation 1 to expand the current traffic stop reporting data set to include all significant citizen interactions, the board was supportive of the action items the Police Department is working on to address these, including a quarterly reporting system to be made available to the public. Given the opportunity, the board also will engage with task force members to find out exactly what information they want to see. The mayor had noted that many task force members were not aware of the reporting that the Police Department already does, such as community summits and monthly reports in the meeting packets for the town board. Part of the solution is to think more about how to effectively communicate the information, she said. Regarding Recommendation 2 on not making traffic stops as a pretext for suspect criminal behavior and on limiting investigation to the reason for the stop, the police chief noted it is hard to tell an officer to not look any further in a traffic stop because an officer’s job is to look for clues. The board was supportive of the department continuing to monitor and review officer performance internally and to review any complaints received regarding inappropriate use of authority. The board began discussing Recommendation 4 before starting Recommendation 3. Regarding Recommendation 4 on implementing the use of a written consent card for searches, there was support for allowing verbal consent to continue to be captured by officers’ body worn cameras with the addition of standardized language for officers to use as well as written rights to be provided to those being asked for consent. Regarding Recommendation 3 on ceasing low level, regulatory traffic stops, there was support for the five action items listed in the police chief’s response. These include putting emphasis on enforcement of safety- related and moving violations over non-moving violations and monitoring trends and resulting data across the country. Feb. 28, 2022 Board of Commissioners Work Session Approved: ____________________ Page 2 of 6 March 14, 2022 Regarding Recommendation 5 on helping provide assistance for fixing minor vehicle maintenance issues and for paying registration and insurance renewals, including through support of the Orange County Criminal Justice Debt Program, it was noted that the debt program provides support for court costs and not the items listed in the recommendation. There was discussion about adding a proposal for support of the debt program to the upcoming budget process and seeking a legal answer on what type of assistance the town could provide. The board expressed interest in the possibility of partnering with local repair shops to fix minor vehicle issues for Hillsborough residents. Considering alternative options that may help a greater number of people was suggested due to the amount of time and potential resources that might be involved. The board intends to return to this topic. Regarding Recommendation 6 on ceasing regulatory checkpoints, there was support for allowing the Police Department to continue to have the option to use checkpoints sparingly. The mayor noted much was accomplished and the determined action items reflect the spirit of the recommendations. She said a date for continuing the discussion would be determined with staff. B. Discussion of Email Signatures and Individual Webpages for Mayor and Commissioners Communications Manager Catherine Wright led discussion of this item. The board opted for email signatures that include a referral link to individual webpages on the town website, with the link provided before the signature’s disclaimer statement. The board also opted for individual webpages that include a biography written in the third person as well as a bulleted listing of areas of personal focus. C. Review of Fiscal Years 2023-25 Budget Retreat Agenda Budget Director Emily Bradford walked the board through the draft agenda for the retreat to take place March 21, which is planned to be virtual and limited to 2.5 hours. She noted April 4 is reserved for an additional retreat if needed. Bradford said Community Survey results are expected to be provided prior to the retreat to help inform budget discussions. The budget director said the overview of the financial picture will include fund balance projections and the expected impact over fiscal years 2023-2025. Assumptions on property tax and water and sewer rates will be included. For the discussion of budget requests, the board will receive a page of the notable budget requests with a brief description of each and whether they have been included in bottom line budget numbers. Discussion topics will include a request for adding an assistant finance director position, with the position possibly filled before July 1, as well as affordable housing. Bradford noted staff will want direction on a request for funding related to affordable housing. Board members were supportive of the agenda. 5. Other business There was none. 6. Committee updates and reports Board members gave updates on the committees and boards on which they serve. 7. Adjournment Mayor Weaver adjourned the work session at 10:47 p.m. Respectfully submitted, Feb. 28, 2022 Board of Commissioners Work Session Approved: ____________________ Page 3 of 6 March 14, 2022 Sarah Kimrey Town Clerk Staff support to the Board of Commissioners Feb. 28, 2022 Board of Commissioners Work Session Approved: ____________________ Page 4 of 6 March 14, 2022 BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2021-2022 DATES: 02/28/2022 TO 02/28/2022 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-00-9990-5300-000 CONTINGENCY 02/28/2022 400,000.00 -11,375.00To cover Audit overage 24273 137,835.00EBRADFORD 10-10-4100-5300-040 AUDIT FEES 02/28/2022 85,500.00 11,375.00To cover account overage 24272 96,875.00EBRADFORD 10-10-4200-5100-010 OVERTIME COMPENSATION 02/28/2022 1,000.00 1,000.00To cover account overage 24274 2,000.00EBRADFORD 10-10-4200-5300-570 MISCELLANEOUS 02/28/2022 40,448.00 -1,359.00To cover account overage 24277 60,534.00EBRADFORD 10-10-4200-5300-581 RECOGNITION PAY 02/28/2022 0.00 359.00To cover account overage 24276 16,559.00EBRADFORD 10-10-4400-5100-010 OVERTIME COMPENSATION 02/28/2022 700.00 5,000.00To cover account overage 24278 5,700.00EBRADFORD 10-10-4400-5300-458 DATA PROCESSING SERVICES 02/28/2022 103,498.00 -5,000.00To cover account overage 24279 104,348.00EBRADFORD 10-10-6300-5100-010 OVERTIME COMPENSATION 02/28/2022 250.00 250.00To cover account overage 24280 500.00EBRADFORD 10-10-6300-5300-570 MISCELLANEOUS 02/28/2022 7,000.00 -250.00To cover account overage 24281 3,285.00EBRADFORD 10-20-5100-5300-113 LICENSE FEES 02/28/2022 21,282.00 150.00To cover overage 24267 21,432.00EBRADFORD 10-20-5100-5300-320 SUPPLIES - OFFICE 02/28/2022 5,000.00 -150.00To cover overage 24268 4,850.00EBRADFORD 10-30-5600-5100-010 OVERTIME COMPENSATION 02/28/2022 1,000.00 1,000.00To cover account overage 24282 2,000.00EBRADFORD 10-30-5600-5300-330 SUPPLIES - DEPARTMENTAL 02/28/2022 31,800.00 -1,000.00To cover account overage 24052 30,800.00EBRADFORD 10-30-5800-5100-010 OVERTIME COMPENSATION 02/28/2022 2,000.00 6,675.00To cover account overage 24284 8,675.00EBRADFORD 10-30-5800-5400-910 DEBT SERVICE 02/28/2022 81,659.00 -6,675.00To cover account overage 24283 74,984.00EBRADFORD 30-80-8140-5300-145 MAINTENANCE - BUILDINGS 02/28/2022 6,000.00 1,220.00To cover keyless entry 24270 7,220.00EBRADFORD 30-80-8140-5300-330 SUPPLIES - DEPARTMENTAL 02/28/2022 100,000.00 -47.00To cover overages 24257 99,207.00EBRADFORD 02/28/2022 100,000.00 -257.00To cover overages 24261 98,950.00EBRADFORD 02/28/2022 100,000.00 -99.00To cover overage 24266 98,851.00EBRADFORD 30-80-8140-5300-331 SUPPLIES - SAFETY 02/28/2022 1,500.00 47.00To cover overages 24258 1,547.00EBRADFORD 02/28/2022 1,500.00 99.00To cover overage 24265 1,646.00EBRADFORD 30-80-8140-5300-350 UNIFORMS 02/28/2022 4,100.00 257.00To cover overages 24262 5,107.00EBRADFORD 30-80-8140-5300-490 C.S./ALARM 02/28/2022 1,600.00 -1,220.00To cover keyless entry 24269 380.00EBRADFORD EBRADFORD 3:43:49PM02/21/2022 fl142r03 Page 1 of 2 GF- Contingency Governing Body Admin. Admin. Admin. Accounting Accounting Public Space Public Space Police Police Streets Streets Solid Waste Solid Waste Water Distribution Water Distribution Water Distribution Water Distribution Water Distribution Feb. 28, 2022 Board of Commissioners Work Session Approved: ____________________ Page 5 of 6 March 14, 2022 BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2021-2022 DATES: 02/28/2022 TO 02/28/2022 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 30-80-8200-5300-330 SUPPLIES - DEPARTMENTAL 02/28/2022 60,000.00 -47.00To cover overages 24259 59,203.00EBRADFORD 02/28/2022 60,000.00 -257.00To cover overages 24263 58,946.00EBRADFORD 30-80-8200-5300-331 SUPPLIES - SAFETY 02/28/2022 1,200.00 47.00To cover overages 24260 1,247.00EBRADFORD 30-80-8200-5300-350 UNIFORMS 02/28/2022 4,100.00 257.00To cover overages 24264 5,107.00EBRADFORD 30-80-8220-5300-130 UTILITIES 02/28/2022 151,218.00 -100.00To cover overages 24255 136,318.00EBRADFORD 30-80-8220-5300-458 DATA PROCESSING SERVICES 02/28/2022 740.00 100.00To cover overages 24256 940.00EBRADFORD 0.00 EBRADFORD 3:43:49PM02/21/2022 fl142r03 Page 2 of 2 WW Collection WW Collection WW Collection WWTP WWTP APPROVED: 5/0 DATE: 2/28/22 VERIFIED: ___________________________________ Feb. 28, 2022 Board of Commissioners Work Session Approved: ____________________ Page 6 of 6 March 14, 2022