HomeMy Public PortalAbout04-11-22 Agenda Regular Meeting
101 E. Orange St., PO Box 429, Hillsborough, NC 27278
919-732-1270 | www.hillsboroughnc.gov | @HillsboroughGov
BOARD OF COMMISSIONERS AGENDA | 1 of 3
Agenda
Board of Commissioners
Regular meeting
7 p.m. April 11, 2022
Board Meeting Room of Town Hall Annex, 105 E. Corbin St.
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. Presentations
Proclamation in Recognition of Volunteer Appreciation Week
5. Appointments
A. Board of Adjustment — Appointment of Sean Kehoe to fill upcoming vacancy for a term expiring April 30,
2025
B. Board of Adjustment — Appointment of Jenn Sykes to fill upcoming vacancy for a term ending Aug. 20,
2022
C. Planning Board – Reappointment of Scott Taylor for a term expiring April 20, 2025
D. Historic District Commission – Appointment of Bruce Spencer to fill upcoming vacancy for a term expiring
April 30, 2025
E. Water and Sewer Advisory Committee – Appointment of Steed Robinson as an In-Town Member for a
term expiring April 30, 2026
6. Items for decision ― consent agenda
A. Minutes
1. Regular meeting March 14, 2022
2. Budget retreat March 21, 2022
3. Work session March 28, 2022 (canceled)
4. Budget retreat April 4, 2022 (canceled)
5. Budget work session June 7, 2021 (amended)
B. Miscellaneous budget amendments and transfers
C. Budget amendment – Leadership Chapel Hill-Carrboro 2022 registration fees
D. Fee schedule amendment — To establish fee for utility cuts on town streets
E. Resolution – Accepting dedication of Waterstone Terrace and Crescent Magnolia streets
BOARD OF COMMISSIONERS AGENDA | 2 of 3
F. Resolution — To endorse Countywide Manufactured Home Action Plan
G. 2022 Schools Adequate Public Facilities Ordinance Technical Advisory Committee Annual Report
H. Amendments to 2022 Board of Commissioners meeting schedule
I. Special Event Permit: OCIM Walk for Hunger Police Sponsorship
J. Proclamation designating April as Native Plant Month
K. Proclamation in Recognition of Afterschool Professionals Appreciation Week
7. Items for decision ― regular agenda
A. Ordinance Eliminating Criminal Penalties
B. Letter of Interest and Fiscal Analysis for contiguous annexation – N.C. 86, Waterstone area (Terry Parcel)
C. Request from Ezekiel Foundation for letters of support related to refinance and renovation of Gateway
Village Apartments
D. Decorative banners – location proposal
E. Decorative banners – design discussion
F. Board direction on when to resume in-person meetings for appointed boards
G. Amendments to Board of Commissioners Travel and Professional Development Policy
H. Report on board-identified topics from February meeting
I. Hot topics for work session April 25, 2022
8. Updates
A. Board members
B. Town manager
C. Staff (written reports in agenda packet)
9. Closed session
A. Closed session as authorized by North Carolina General Statute Section 143-318.11(a)(4) to discuss:
1. matters relating to the potential location of a new business
2. matters relating to an economic development project
10. 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
BOARD OF COMMISSIONERS AGENDA | 3 of 3
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)
For concerns prior to the meeting related to speaking, contact the town clerk at 919-296-9443.
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Governing Body
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Mayor Jenn Weaver
ITEM TO BE CONSIDERED
Subject: Proclamation in Recognition of Volunteer Appreciation Week
Attachments:
Proclamation
Brief summary:
Each year a special week is designated in our nation to recognize the impact of volunteer service and the power of
volunteers to tackle society’s greatest challenges, to build stronger communities and be a force that transforms the
world. We recognize the people and causes that inspire us to serve, recognizing and thanking volunteers who lend
their time, talent and voice to make a difference in their communities.
Action requested:
Adopt proclamation recognizing April 17-23, 2022, as Volunteer Appreciation Week in the Town of Hillsborough.
ISSUE OVERVIEW
Background information and issue summary:
None.
Financial impacts:
None.
Staff recommendation and comments:
None.
For clerk’s use
AGENDA ITEM:
4
Consent
agenda
Regular
agenda
Closed
session
PROCLAMATION
Recognizing Volunteer Appreciation Week
April 17-23, 2022
WHEREAS, National Volunteer Week is an opportunity to recognize and honor the countless individuals
who selflessly invest in the lives of others; and
WHEREAS, the theme for National Volunteer Week 2022 is “volunteers are empathy in action”; and
WHEREAS, volunteers are finding unique and innovative ways to spread joy and meet the emotional,
physical, and spiritual needs of others; and
WHEREAS, volunteering one’s time, talents and resources has been an integral part of our heritage since
the early days of our nation and it is essential that we continue this tradition of giving and sharing to preserve and
improve the quality of life for all members of our community; and
WHEREAS, experience teaches us that government by itself cannot solve all of our nation’s problems; and
the giving of oneself in service to another empowers the giver and the recipient; and
WHEREAS, our volunteers are a great treasure; and
WHEREAS, each year a special week is designated in our nation for the dual purpose of recognizing those
who give of themselves and of encouraging all to become involved in volunteer work; and it is fitting at this time
that we say, “THANK YOU!” to all individuals, groups, boards and committees, and businesses who have given time,
energy, and resources to the Town of Hillsborough through volunteer service;
NOW, THEREFORE, I, Jenn Weaver, mayor of the Town of Hillsborough, do hereby proclaim April 17-23,
2022 as Volunteer Appreciation Week in the Town of Hillsborough.
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 April in the year 2022.
Jenn Weaver, Mayor
Town of Hillsborough
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Planning & Economic
Development
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Senior Planner/Secretary to the BOA (Board of Adjustment), Tom King
Planning and Economic Development Manager, Shannan Campbell
ITEM TO BE CONSIDERED
Subject: Board of Adjustment — Appointment of Sean Kehoe to fill upcoming vacancy for a term expiring April 30,
2025
Attachments:
None.
Brief summary:
Board of Adjustment in-town regular member, Bill Harris’, first, three-year term expires April 30, 2022. Harris does
not wish to be reappointed to the board for a second, three-year term; thereby creating a vacant seat. Current in-
town alternate BOA member Sean Kehoe wants to be appointed to fill Harris’ second term.
Action requested:
Consider appointing Sean Kehoe as an in-town regular member to fill Bill Harris’ second three-year term. Kehoe’s
term would begin May 1, 2022, and end April 30, 2025.
ISSUE OVERVIEW
Background information and issue summary:
Sean Kehoe was appointed as an in-town alternate member to the BOA on Aug. 12, 2019, with that term ending
Aug. 31, 2022. Bill Harris was appointed as an in-town regular member to the BOA on March 11, 2019. Harris’ first
three-year term expires April 30, 2022. Harris has informed staff and the BOA that he doesn’t wish to be
reappointed for a second three-year term. The matter was discussed briefly at the BOA’s Jan. 9, 2022, meeting
with no members present taking issue with Kehoe being appointed a regular member.
Financial impacts:
None.
Staff recommendation and comments:
Appoint Sean Kehoe as an in-town regular BOA member effective May 1, 2022, with a term ending date of April 30,
2025.
For clerk’s use
AGENDA ITEM:
5.A
Consent
agenda
Regular
agenda
Closed
session
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Planning and
Economic
Development
Public hearing: No
Date of public hearing: NA
PRESENTER/INFORMATION CONTACT
Senior Planner/Secretary to the BOA (Board of Adjustment), Tom King
Planning and Economic Development Manager, Shannan Campbell
ITEM TO BE CONSIDERED
Subject: Board of Adjustment — Appointment of Jenn Sykes to fill upcoming vacancy for a term ending Aug. 20,
2022
Attachments:
Volunteer application for Jenn Sykes
Brief summary:
Jenn Sykes previously served on the Planning Board which annually elects a member to serve on the BOA. Sykes
was elected to serve as Planning Board representative on the BOA in 2019, 2020 and 2021 (two years collectively).
Sykes’ service on the Planning Board expired Dec. 31, 2021. Sykes desires to be appointed to the BOA to fill a
vacancy created by another BOA member’s potential transfer to in-town regular member status.
Action requested:
Consider appointment of Jenn Sykes as an in-town alternate member of the BOA. Sykes term would begin May 1,
2022, and end Aug. 31, 2022.
ISSUE OVERVIEW
Background information and issue summary:
Current in-town regular BOA member Bill Harris has announced he doesn’t want to serve a second three-year term
on the board. Current in-town alternate BOA member, Sean Kehoe, wants to be appointed to in-town regular
member status to fill the vacancy left by Harris. Jenn Sykes has applied to fill Kehoe’s unexpired term as in-town
alternate member.
Financial impacts:
None.
Staff recommendation and comments:
Appoint Jenn Sykes as an in-town alternate BOA member effective May 1, 2022, with a term ending Aug. 31, 2022.
For clerk’s use
AGENDA ITEM:
5.B
Consent
agenda
Regular
agenda
Closed
session
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:
Jenn Sykes
Home address:
210 Collins Ave
Email address:
sykes.jennifer@gmail.com
Birth date:
Oct. 8, 1985
Gender:
Female
Ethnic origin:
Hispanic or Latino
Boards you would be willing to serve on:
First choice — Board of Adjustment
Reasons for wanting to serve:
I have served on the Planning Board and a few years as the Planning representative to the Board of Adjustment. I work
from 9 to 5 in health care but studied policy in graduate school, so I enjoy volunteering on boards to stimulate that part
of my brain.
I also have memory of the developments that have come through town and the history of those plans.
Have you served or are you currently serving on a town board? If so, which ones and when?
Vice-Chair, Water and Sewer Advisory Board
Relevant work, volunteer or educational experience:
Planning Board (2015-2021)
Board of Adjustment Planning Board Representative (2019-2021)
MA, UNC Chapel Hill, Political Science with concentrations in American Policy and Statistics
How are you connected to Hillsborough (live, work, play, shop, own property)?
I live in Hillsborough and work with community members and business owners to encourage broader town
engagement.
Have you reviewed the Vision 2030 plan, and what are your thoughts about it?
I have, though I think this question needs to be updated to the Sustainability Plan. My thoughts on the Sustainability
Plan are that more public education needs to occur as some of the survey answers were contradictory to each other (we
want urban development but keep all the trees).
Have you reviewed other town documents (budget, strategy map, small area plans), and what are your thoughts
about them?
I am familiar with the UDO and various zoning maps.
What challenges do you see the town facing that could be addressed by the board or boards on which you wish
to serve?
The Board of Adjustment is moving into doing the SUPs and possibly having more public engagement with the BoA.
There are also changes to what developers are allowed to do through 160D and other UDO changes from the Town
such as waiver removal. A lot of what the BoA will do is thread the needle between what has been done and the new
vision for the Town thanks to the Sustainability Plan.
How you heard about this opportunity:
Internet
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 | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
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 - Reappointment of Scott Taylor for a term expiring April 20, 2025
Attachments:
Volunteer application for Scott Taylor
Brief summary:
Scott Taylor has volunteered to serve another term of three years on the Hillsborough Planning Board.
Action requested:
Consider reappointment of Scott Taylor as a member of the Planning Board whose term will expire on April 20,
2025.
ISSUE OVERVIEW
Background information and issue summary:
N/A
Financial impacts:
None.
Staff recommendation and comments:
None.
For clerk’s use
AGENDA ITEM:
5.C
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:
Scott Taylor
Home address:
118 North Occoneechee Street
Home phone number:
4436996238
Email address:
staylormd@gmail.com
Place of employment:
Superior Home Management
Job title:
President
Birth date:
Aug. 3, 1977
Ethnic origin:
Caucasian
Boards you would be willing to serve on:
First choice — Historic District Commission
Second choice — Planning Board
Third choice — Board of Adjustment
Reasons for wanting to serve:
Serving the town in which I live and work is part of giving back. Id like to help this town grow.
Relevant work, volunteer or educational experience:
Specifically speaking regarding the Historic District Commission...I have extensive experience with historical
renovations. My old business in Maryland and Washington DC was involved in many renovations including the White
House, several of the Embassy's, the Natural History Museum, Pentagon, and many more facilities. All of which had
very strict specifications on historical aspects. I believe I can bring hands on experience to this commission.
However, I am not limited to just the historical commission. I own and run three businesses, including one in Maryland.
How are you connected to Hillsborough (live, work, play, shop, own property)?
I live in historic Hillsborough, my office is across from the Sports Plex, I work on homes and businesses in
Hillsborough, I play at Golds Park and I shop here.
Have you reviewed the Vision 2030 plan, and what are your thoughts about it?
I have reviewed the Vision 2030 plan. I think its a very comprehensive plan. Well thought out and I'm excited to see
parts of it beginning to take place.
Have you reviewed other town documents (budget, strategy map, small area plans), and what are your thoughts
about them?
I have read the FY2018 budget. Well, parts of it, glanced over parts. Its an extensive plan and definitely not any light
reading.
What challenges do you see the town facing that could be addressed by the board or boards on which you wish
to serve?
Budget issues. Funding mostly.
How you heard about this opportunity:
Internet
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 | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
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: Historic District Commission – Appointment of Bruce Spencer to fill upcoming vacancy for a term expiring
April 30, 2025
Attachments:
Volunteer application – Bruce Spencer
Brief summary:
Mr. Spencer has expressed interest in serving on the Historic District Commission and has been interviewed by
staff. Based on his enthusiasm, his experience with designing and his desire to be involved in the growth of
Hillsborough, the recommendation is for Mr. Spencer to be appointed to fill the vacancy due to the departure of
Virginia Smith. Mr. Spencer’s term would expire April 30, 2025.
Action requested:
Appoint Bruce Spencer to fill an existing vacancy on the Historic District Commission.
ISSUE OVERVIEW
Background information and issue summary:
None.
Financial impacts:
None.
Staff recommendation and comments:
Approve appointment of Bruce Spencer to the HDC for a term expiring April 30, 2025.
For clerk’s use
AGENDA ITEM:
5.D
Consent
agenda
Regular
agenda
Closed
session
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Utilities
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Utilities Director K. Marie Strandwitz, PE
ITEM TO BE CONSIDERED
Subject: Water and Sewer Advisory Committee – Appointment of Steed Robinson as an In-Town Member for a
term expiring April 30, 2026
Attachments:
Volunteer application – Steed Robinson
Brief summary:
Steed Robinson has volunteered to serve on the Water and Sewer Advisory Committee for a four-year term ending
April 30, 2026.
Action requested:
Consider appointment of Steed Robinson as a member of the Water and Sewer Advisory Committee for its In-Town
member vacancy for a four-year term ending April 2026.
ISSUE OVERVIEW
Background information and issue summary:
Steed Robinson recently moved to Waterstone from Decatur, Georgia where he for many years was in the
Department of Community Affairs managing the Housing and Urban Development Community Development Block
Grant funding program. Through this program he helped fund countless water and sewer projects for smaller
communities. He has managed grants, knows of government procurement, and has interacted a lot with elected
officials and engineers. He has looked at rates as part of funding criteria and has used the UNC Environmental
Finance Center rates dashboard. He would like to utilize his knowledge to help translate rates for some and wants
to be a part of the community. The most significant problems he sees the town utilities facing is raising revenue
with a burdening populous, deferred maintenance and regulatory drivers.
Financial impacts:
None.
Staff recommendation and comments:
Mr. Robinson has pertinent qualifications to be a productive and beneficial member of the Water and Sewer
Advisory Committee.
For clerk’s use
AGENDA ITEM:
5.E
Consent
agenda
Regular
agenda
Closed
session
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:
Steed Robinson
Home address:
517 Waterstone Park Circle
Home phone number:
4043587025
Email address:
steedrobinson@comcast.net
Birth date:
Nov. 30, 1954
Gender:
Male
Ethnic origin:
White
Boards you would be willing to serve on:
First choice — Water and Sewer Advisory Committee
Second choice — Board of Adjustment
Third choice — Planning Board
Reasons for wanting to serve:
My wife and I have just moved to the area and we'd like to get involved in community activities.
Have you served or are you currently serving on a town board? If so, which ones and when?
No, not serving on a local board. Recently served as small group chair for citizen team looking at City of Decatur GA
10-year Master Plan.
Relevant work, volunteer or educational experience:
Worked for 30 years with GA Dept. of Community Affairs. Administered and oversaw federal grants for local
governments for infrastructure improvements as well as business incentive programs.
How are you connected to Hillsborough (live, work, play, shop, own property)?
New resident and live in Ardmore Creek apartments.
Have you reviewed the Vision 2030 plan, and what are your thoughts about it?
The document provided good, general information about the status of the Town at the time written. The goals included
have to be made concrete in follow-up documents.
Have you reviewed other town documents (budget, strategy map, small area plans), and what are your thoughts
about them?
I reviewed the budget workbook and was impressed with its detail. I also noted the planned water and sewer rate
increases over the next few years.
What challenges do you see the town facing that could be addressed by the board or boards on which you wish
to serve?
The balance between needed rate increases for capital improvements and citizen feedback is always a challenge. It
appears the Town is willing to risk some negative reactions in order to ensure needed maintenance and improvements.
How you heard about this opportunity:
Internet
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 | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date:
Department:
Public hearing:
April 11, 2022
Town Clerk
No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Town Clerk Sarah Kimrey
ITEM TO BE CONSIDERED
Subject: Minutes
Attachments:
1.Regular meeting March 14, 2022
2.Budget retreat March 21, 2022
3.Work Session March 28, 2022 (canceled)
4.Budget retreat April 4, 2022 (canceled)
5.Budget work session June 7, 2021 (amended)
Brief summary:
None.
Action requested:
Approve minutes of the Board of Commissioners regular March 14, 2022, budget retreat March 21, 2022, work
session March 28, 2022 (canceled), budget retreat April 4 (canceled) and work session June 7, 2021 (amended –
added approved budget amendments attachment).
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:
6.A
Consent
agenda
Regular
agenda
Closed
session
Minutes
Board of Commissioners
Remote regular meeting
7 p.m. March 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: Human Resources Manager 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 Utilities Director Marie Strandwitz
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
None.
3. Agenda changes and approval
Add to consent:
• The board received amended minutes for the Feb. 28 work session
• Reclassification and Salary Changes:
o Civil Engineer - reclassify to Civil Engineering Manager and move to salary grade 17
o Lead utilities inspector – reclassify to civil engineering technician and move to salary grade 13
• Budget Amendment to cover hotel accommodation costs for North Carolina League of Municipalities City
Vision Conference
Motion: Commissioner Kathleen Ferguson moved to approve the amended agenda. Commissioner Mark
Bell seconded.
Kimrey called the roll for voting.
Vote: 3-0. Ayes: Commissioners Bell, Robb English and Ferguson. Nays: None. Absent: Commissioners
Matt Hughes and Evelyn Lloyd
Hughes joined the meeting at 7:04 p.m.
Lloyd joined the meeting at 7:06 p.m.
4. Presentations
Proposed Crisis Diversion Facility
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 1 of 33
DRAFT
Orange County Criminal Justice Resource Director Cait Fenhagen and Tony Marimpietri, the Orange County
chair of the Behavioral Health Task Force Subcommittee on the Crisis Diversion Facility Planning, made a
presentation to the board. They said the facility would fill a critical gap in therapeutic crisis response and
increase diversions from the county’s detention center and local emergency rooms. The county is likely to
build the facility near the UNC Hospitals Hillsborough Campus. The county has contributed $250,000 to the
next phase of the planning process.
5. Appointments
A. Planning Board— Appointment of Sherra Lawrence for a term ending March 31, 2025
B. Historic District Commission — Appointment of Hannah Peele for a term ending March 31, 2025
C. Parks and Recreation Board — Appointment of Wendy Kuhn for a term ending March 31, 2025
Motion: Hughes moved to approve the appointments as presented. Ferguson seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None.
6. Items for decision ― consent agenda
A. Minutes
1. Joint Public Hearing Jan. 20, 2022
2. Regular meeting Feb. 14, 2022
3. Work session Feb. 28, 2022
B. Miscellaneous budget amendments and transfers
C. Consistency statement and ordinance amending Section 3.12 of the Unified Development Ordinance –
Adding 3.12.14 Emergency Administrative Certificates of Appropriateness
D. Consistency statement and ordinance amending Section 6.22 of the Unified Development Ordinance –
Tree Preservation
E. Consistency statement and ordinance amending Section 6.17 and Section 6.20 of the Unified
Development Ordinance – Sideways, Walkways, and Streets
F. Special event permit – Handmade Parade and Makers Market Road Closure and Trash Sponsorship
G. Special event permit – Last Fridays Art Walk Trash Sponsorship
H. Special event permit – Food Truck Rodeo Trash Sponsorship
I. Special event permit – Kevin Dendy Memorial 5K Park/Greenway use
J. 2021 Records Retention and Disposition Schedule Updates
K. Appoint Commissioner Kathleen Ferguson as the voting delegate for the North Carolina League of
Municipalities 2022-2023 Board of Directors Election
L. US 70 Multimodal Corridor Study beginning with Orange County and Mebane
M. Reclassification and Salary Changes - Civil Engineer to Civil Engineering Manager, move to salary grade 17
and Lead Utilities Inspector to Civil Engineering Technician, move to salary grade 13 (added item)
N. Budget Amendment to cover hotel accommodation costs for North Carolina League of Municipalities City
Vision Conference (added item)
Motion: Ferguson moved to approve all items on the amended consent agenda. Hughes seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None.
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 2 of 33
DRAFT
7. Items for decision ― regular agenda
A. Letter of interest for contiguous annexation — N.C. 86, Waterstone area
Planning and Economic Development Manager Shannan Campbell introduced the item. This would be a
contiguous annexation of about 30 acres adjacent to Harmony at Waterstone townhomes with some frontage
on N.C. 86. Water and sewer service is connected to the site. The future land use plan shows the parcel as
Mixed Residential Neighborhood. The developer proposed potentially building 150 townhomes on the
property. The board directed staff to conduct a fiscal impact analysis and receive details from the applicant on
the project including details about options for including affordable housing.
Bill Aucoin addressed the board. Aucoin, a Hillsborough resident and commercial real estate broker, said he
represents the owners of a 2.6-acre parcel in front of this parcel. He said KB Homes has not been interested in
buying the smaller parcel. He supports annexation of the larger parcel and asked the board to be sure that the
smaller parcel is not locked away from future sewer services.
The applicant, George Retechle, and a representative from KB Homes, Thurm Bowen, were also in attendance
for this item.
Ferguson asked if the applicant would consider commercial development because this parcel is located in an
economic development district.
Bowen said KB Homes is not a commercial developer and is considering building about 150 townhomes on
this property.
Bell asked if KB Homes would consider setting aside a percentage of homes as permanently affordable
housing, working with organizations such as Community Home Trust or CASA.
Bowen said KB Homes would be happy to work with Community Home Trust. They are doing a project
together in Carrboro. He could not commit to a percentage of homes at this meeting.
Lloyd said she thinks there are enough homes in Hillsborough and the only need is affordable homes.
Ferguson said affordable housing is the only type of housing she would be interested in seeing on this
property.
Motion: Hughes moved to direct staff to conduct a fiscal impact analysis and receive details from the
applicant on the project including methodologies for achieving permanent affordable
development. Bell seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None.
Motion: Ferguson moved to reconsider. Bell seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None.
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 3 of 33
DRAFT
Motion: Hughes moved to direct staff to conduct a fiscal impact analysis and receive details from the
applicant on the project including methodologies for achieving permanent affordable
development. Bell seconded.
Kimrey called the roll for voting.
Vote: 4-0. Ayes: Bell, English, Hughes and Lloyd. Nays: Ferguson.
B. Letter of interest for contiguous annexation — Cates Creek Parkway, Moren Tract
Campbell introduced this item regarding approximately 60 acres intersected by Cates Creek Parkway with
frontage also on Old N.C. 86. A portion of the parcel is within the town’s extraterritorial jurisdiction and is
zoned Economic Development District. The full parcel is shown as part of the future land use plan as Mixed
Use. Annexation would be contiguous, and water and sewer lines are on the site. The developer proposed 300
to 400 built-to-rent, single-family residences with neighborhood retail, office or medical office space. A fiscal
impact analysis was prepared per board direction.
John Reyna, the applicant, and Dan Doyle of Beach Company were present for this discussion.
Ferguson said she had the same comments for this parcel.
When asked, Reyna said they were envisioning a connector road between Old N.C. 86 and College Park Road.
Reyna also asked for a definition of affordable housing and said developers were not ready to offer a
percentage of affordable units. He advocated for the quality of life in a built-to-rent community.
Ferguson raised concerns about the long-term maintenance and affordability of built-to-rent communities.
The mayor summarized that the board expressed interest in commercial development and concern about the
housing component.
Motion: Hughes moved to proceed with the annexation request process and to authorize staff, in
conjunction with the town attorney, to come up with a development agreement that addresses
the board’s concerns. English seconded.
Kimrey called the roll for voting.
Vote: 4-0. Ayes: Bell, English, Hughes and Lloyd. Nays: Ferguson.
C. Recommendations from Mayor’s Task Force on Re-imagining Public Safety (continued)
The board continued discussing the recommendations of the Mayor’s Task Force on Re-imagining Public
Safety and the Hillsborough Police Department’s response to those recommendations. It was agreed to take
public comment and then hold a short break.
Tom Mullaney, a resident of Fiori Hill Drive South, addressed the board to give public comment. Mullaney
expressed concern that the board is discussing the Task Force’s recommendations and Police Department’s
responses without the Task Force members being at the table. He urged the board to direct the Police
Department to limit weapons they carry for routine calls.
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 4 of 33
DRAFT
Mayor Weaver called recess at 9:39 p.m.
Weaver reconvened meeting at 9:45 p.m.
At this meeting, the board covered the recommendations and responses related to use of force.
On the use of force response recommendations:
Recommendation 1 that an advisory board should hear community complaints and be able to promptly
respond to community members — The police chief noted this recommendation and some of its sub-parts are
connected to the task force’s overall recommendation of creating an advisory board. The Board of
Commissioners did not discuss it at this meeting.
Recommendation A.1. on keeping footage involving a complaint for as long as needed for an investigation —
The police chief explained the retention policy is to store body camera footage for 90 days for incidents that
do not end in arrest but any footage that is involved in a complaint or internal process is held until all internal
reviews are completed.
Recommendation A. 2. on putting a policy in place to allow an advisory board to see body camera footage —
Hampton said legislation allows disclosure, which means the person in the video can view it but cannot take a
copy of it. There is not leeway. Releasing the video can only be done with a court order. The town attorney
agreed that the legislation does not allow the police to release the video.
Recommendation 2 stating that the current use of force policy is vague and an advisory board must suggest or
create clearer use of force policies —The mayor suggested the discussion of the role an advisory board would
have with the use of force policy be saved for the overall discussion about the advisory board. The chief said
the Hillsborough Police Department thinks it has a solid policy. He added that policy cannot be crafted to
specifically address every scenario. Use of force is governed by policy, by case law and by training. He said the
policy is very clear but officers have to interpret policy, which is covered in training. The Police Department is
constantly watching and evolving the policy. He noted the use of force policy was put in place in Hillsborough
ahead of many other jurisdictions. There is a review every time an officer displays a weapon. Board members
asked if the policy was unclear to police officers or to the task force members. Hampton said there was no
follow-up discussion with him. He doesn’t understand in what ways the task force finds the policy vague, so
there needs to be further discussion with the task force.
Hampton said this topic is challenging because the department uses a broad definition of use of force that
involves anything beyond normal handcuffing of a compliant person. Tussling, carrying someone to the
magistrate’s office is considered use of force. The Hillsborough Police Department has 20 to 30 use of force
incidents a year by its broad definition. By the more common definition of use of force, there are
approximately one or two a month. He said most involve an officer grabbing someone who is turning to run.
Recommendation 3 on developing procedures where officers do not need to be in full tactical gear to respond
to non-criminal, or non-emergency calls — The chief said he disagrees with the portrayal of officers wearing
full tactical gear. Officers wear an external body armor carrier. This was previously approved by the board as a
healthier alternative to carrying equipment on belts, which can cause back injury. Hampton noted he has
heard this recommendation from only one person. It may need further discussion with the task force, he said.
The police chief added that officers cannot dress for a call because they do not necessarily know which call
could be dangerous. What they carry is determined by standard practice and the standard recommendations
to have backup equipment. Hampton shared photos of officers wearing their external body armor carrier
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 5 of 33
DRAFT
from the department’ Facebook page. He noted the load-bearing external carrier has pockets to hold the
many tools that officers carry.
It was not clear to the board and police chief whether the concern about the number and type of weapons
that are carried is widespread or limited. Some board members suggested that it would be good to
understand whether it is necessary for officers to carry all the equipment at once or any could be placed in
vehicles for use if necessary. The mayor said this would be added to the list of items to discuss with the task
force members.
The board expects to continue discussion of the task force recommendations and police department’s
response at a meeting in April.
D. Board discussion on returning to in person meetings
The board agreed to resume meeting in person starting with the March 21 budget retreat.
E. Hot topics for work session March 28, 2022
This meeting may be canceled. The mayor will be out of town.
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)
None.
9. Adjournment
Mayor Weaver adjourned the meeting at 11:02 p.m.
Respectfully submitted,
Sarah Kimrey
Town Clerk
Staff support to the Board of Commissioners
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 6 of 33
DRAFT
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2021-2022
DATES: 03/14/2022 TO 03/14/2022
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-00-9990-5300-000 CONTINGENCY
03/14/2022 400,000.00 -400.00To cover email signature license fee 24291 137,435.00EBRADFORD
03/14/2022 400,000.00 -3,451.00To cover legal expenses 24293 133,984.00EBRADFORD
10-10-4100-5300-041 ATTORNEY FEES
03/14/2022 125,000.00 3,451.00To cover legal expenses 24292 137,099.00EBRADFORD
10-10-5000-5300-110 TELEPHONE/INTERNET
03/14/2022 0.00 280.00To cover phone stipend 24289 280.00EBRADFORD
10-10-6300-5300-110 TELEPHONE/INTERNET
03/14/2022 1,512.00 140.00To cover phone stipend 24287 1,652.00EBRADFORD
10-10-6300-5300-570 MISCELLANEOUS
03/14/2022 7,000.00 -560.00To cover phone stipend 24288 2,725.00EBRADFORD
10-10-6610-5300-113 LICENSE FEES
03/14/2022 75,650.00 400.00To cover email signature license fee 24290 76,050.00EBRADFORD
10-30-5800-5300-110 TELEPHONE/INTERNET
03/14/2022 2,280.00 140.00To cover phone stipend 24285 2,420.00EBRADFORD
10-30-5800-5300-410 C.S./ROLLOUT CONTAINER
03/14/2022 8,500.00 550.00To cover rollout containers 24295 25,050.00EBRADFORD
10-30-5800-5300-414 C.S./COMM.DUMP.COLL.
03/14/2022 800.00 -550.00To cover rollout containers 24294 250.00EBRADFORD
0.00
EBRADFORD 1:45:22PM03/07/2022
fl142r03
Page 1 of 1
GF-
Contingency
Governing
Body
Town Hall
Campus
Public
Space
Public
Space
IT
Solid
Waste
Solid
Waste
Solid
Waste
APPROVED: 5/0
DATE: 3/14/22
VERIFIED: ___________________________________
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 7 of 33
DRAFT
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2021-2022
DATES: 03/15/2022 TO 03/15/2022
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-00-9990-5300-000 CONTINGENCY
03/15/2022 400,000.00 -5,800.00To cover Agenda Mgmt Software 24297 128,184.00EBRADFORD
10-10-4200-5300-458 DATA PROCESSING SERVICES
03/15/2022 40,171.00 5,800.00To cover Agenda Mgmt Software 24296 45,971.00EBRADFORD
10-10-6300-5300-110 TELEPHONE/INTERNET
03/15/2022 1,512.00 192.00To cover cell phone stipend 24298 1,844.00EBRADFORD
10-10-6300-5300-570 MISCELLANEOUS
03/15/2022 7,000.00 -480.00To cover cell phone stipend 24299 2,245.00EBRADFORD
10-30-5600-5300-110 TELEPHONE/INTERNET
03/15/2022 1,448.00 288.00To cover cell phone stipend 24301 1,946.00EBRADFORD
0.00
EBRADFORD 4:56:02PM03/08/2022
fl142r03
Page 1 of 1
GF-
Contingency
Admin.
Public
Space
Public
Space
Streets
APPROVED: 5/0
DATE: 3/14/22
VERIFIED: ___________________________________
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 8 of 33
DRAFT
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2021-2022
DATES: 03/16/2022 TO 03/16/2022
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-10-4100-5300-080 TRAINING/CONF./CONV.
03/16/2022 4,145.00 900.00To cover City Vision conf expenses 24306 7,140.00EBRADFORD
10-10-4100-5300-570 MISCELLANEOUS
03/16/2022 5,000.00 -900.00To cover City Vision conf expenses 24307 1,613.00EBRADFORD
0.00
EBRADFORD 11:52:46AM03/18/2022
fl142r03
Page 1 of 1
APPROVED: 5/0
DATE: 3/14/22
VERIFIED: ___________________________________
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 9 of 33
DRAFT
Town Board’s Statement per N.C. Gen. Stat. 160D-605
The Town of Hillsborough Town Board has received and reviewed the application of
Planning staff to amend the Town of Hillsborough Unified Development Ordinance as
follows:
Amend Section 3.12, Certificate of Appropriateness, to add an additional subsection 3.12.14
Emergency Administrative Certificates of Appropriateness.
The Hillsborough Town Board has determined that the proposed action is
consistent with the Town of Hillsborough’s comprehensive plan and the Town Board’s
proposed action on the amendment is reasonable and in the public interest for the
following reason(s):
There are limited options available for Staff to be able to issue Certificates of
Appropriateness during a state of emergency if the state of emergency prevents the
Historic District Commission from being able to meet, remotely or in person. Allowing for
limited scope COA’s to be able to be issued quickly strengthens the town’s ability to
respond to emergency situations. These amendments are consistent with Vision 2030 goal
of enhancing the responsive communication between citizens and government.
Adopted by the Town of Hillsborough Board of Commissioners this 14th day of March 2022.
_____________ _________
Sarah E. Kimrey, Town Clerk
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 10 of 33
DRAFT
ORDINANCE
Amending Section 3.12 of the Unified Development Ordinance
The Hillsborough Board of Commissioners ordains:
Section 1. The Unified Development Ordinance Section 3.12, Certificate of Appropriateness, is hereby
amended to add an additional subsection 3.12.14 Emergency Administrative Certificates of
Appropriateness:
3.12.14 Emergency Administrative Certificates of Appropriateness
When a State of Emergency applicable to the Town of Hillsborough is declared pursuant to G.S. Chapter 166A
Article 1A Part 4, the Planning Director (or their designee) is authorized to issue Emergency Administrative
Certificates of Appropriateness. Such authority shall begin upon said declaration and end upon the recission
of the State of Emergency by the declarant, subject to the provisions and limitations contained herein. The
intent of this emergency authority is to ensure that, to the extent practical, works necessitated by the effects
of a disaster are performed in a manner that is consistent with the spirit of this Ordinance and the Historic
District Design Standards.
3.12.14.1 The Planning Director’s authority to issue Emergency Certificates of Appropriateness shall be
subject to the following:
3.12.14.1.a The conditions that have caused the declaration of the State of Emergency are
preventing the Historic District Commission from meeting, either in-person or
remotely pursuant to G.S. 166A-19.24, to establish a quorum and conduct business,
and such conditions are anticipated to exist for at least 48 hours following the
declaration of the State of Emergency.
3.12.14.1.b During the period of the declared State of Emergency, all work except for those
specified below, shall be deemed Minor Works if it is needed to be done due to the
state of emergency, and shall be eligible for the issuance of an Administrative
Emergency Certificate of Appropriateness.
(A)The demolition of a contributing structure, or any portion of a contributing
structure, unless the Building Inspector, Fire Marshal, or other qualified person
determines that the demolition is necessary to ensure public safety.
(B)The relocation of a contributing structure unless such relocation is undertaken to
preserve the structure’s integrity by removing from a hazardous situation. Any
authorized relocation shall be subject to recission, and the structure shall be
returned to its previous location upon a finding by the Historic District
Commission that the hazardous condition no longer exists, and the relocation is
feasible.
ORDINANCE #20220314-6.C
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 11 of 33
DRAFT
(C) The permanent expansion, enlargement, or other modification of a contributing
structure that increases its height or floor area, or which materially alters its
layout or massing for a purpose other than ensuring the safety, stability, and/or
integrity of the structure.
(D) The permanent removal or alteration of any distinctive architectural feature or
ornamentation from a contributing structure, unless deemed to be a hazard to
the public or to the integrity of the structure.
(E) The removal of any tree that is otherwise subject to regulation by this Ordinance
unless the removal of said tree is necessary to ensure public safety.
(F) The grading, filling, or excavation of a lot, except where such work is necessary to
preserve life or property due to damage incurred during the event that caused the
declaration of the State of Emergency.
3.12.14.1.c The Planning Director shall approve or deny all Emergency Certificates of
Appropriateness in writing and shall have the authority to hold any application for
future consideration by the Historic District Commission if the work in question
cannot be adequately demonstrated to be emergency in nature, provided that such
applications may not be held for more than 180 days, as specified in G.S. 160D-947(d).
3.12.14.2 During the period when Emergency Administrative Certificates of Appropriateness are authorized,
applicants shall continue to comply, to the maximum extent practical, with the standards for the
submission of applications for Certificates of Appropriateness. When circumstances do not allow
for the submission of all required materials, the Planning Director is authorized to deem any
application complete, provided that, at a minimum, an attempt is made to visually document the
current condition of the structure, the proposed work is described in sufficient detail to determine
its nature and extent, and the finished work is inspected following its completion for compliance
with the authorization granted by the Emergency Certificate of Appropriateness.
3.12.14.3 The Planning Director’s authority granted under this Section shall be immediately extinguished
upon notice from the Chair of the Historic Commission that a Special Meeting has been called and
the attendance of a quorum of the members of the Commission are expected to gather, either in-
person or remotely pursuant to G.S. 166A-19.24.
3.12.14.4 At the first regular meeting of the Historic District Commission following the end of the State of
Emergency, the Planning Director shall provide the members of the Commission with a summary
report and copy of all applications and Certificates of Appropriateness issued under the temporary
emergency authority.
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
14th day of March in 2022.
ORDINANCE #20220314-6.C
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 12 of 33
DRAFT
Ayes: 5
Noes: 0
Absent or excused: 0
Sarah E. Kimrey, Town Clerk
ORDINANCE #20220314-6.C
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 13 of 33
DRAFT
Town Board’s Statement per N.C. Gen. Stat. 160D-605
The Town of Hillsborough Town Board has received and reviewed the application of
Planning staff to amend the Town of Hillsborough Unified Development Ordinance as
follows:
Amend Section 6.22 to modify tree preservation language to allow for more flexibility and
require tree replanting for the needed removal of canopy trees.
The Hillsborough Town Board has determined that the proposed action is
consistent with the Town of Hillsborough’s comprehensive plan and the Town Board’s
proposed action on the amendment is reasonable and in the public interest for the
following reason(s):
Tree preservation is an important part of maintaining a healthy urban forest environment
and sense of place, but that comes with balancing the needs of developing available
parcels. These amendments aim to balance those two needs. These amendments are
consistent with Vision 2030 goals of conserving natural and environmental resources and
ensuring that future development is compatible with the special character of Hillsborough
by aligning the development regulations.
Adopted by the Town of Hillsborough Board of Commissioners this 14th day of March 2022.
_________________________________________
Sarah E. Kimrey, Town Clerk
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 14 of 33
DRAFT
ORDINANCE
Amending Section 6.22 of the Unified Development Ordinance
The Hillsborough Board of Commissioners ordains:
Section 1. The Unified Development Ordinance Section 6.22, Tree Preservation is hereby amended to delete
the following text shown as red strikethrough, add the following text in red italics, and renumber
the following text in blue:
ORDINANCE #20220314-6.D
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 15 of 33
DRAFT
ORDINANCE #20220314-6.D
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 16 of 33
DRAFT
Section 2. All provisions of any town ordinance in conflict with this ordinance are repealed.
Section 3. This ordinance shall become effective upon adoption.
ORDINANCE #20220314-6.D
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 17 of 33
DRAFT
The foregoing ordinance having been submitted to a vote, received the following vote and was duly adopted this
14th day of March in 2022.
Ayes: 5
Noes: 0
Absent or excused: 0
Sarah E. Kimrey, Town Clerk
ORDINANCE #20220314-6.D
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 18 of 33
DRAFT
Town Board’s Statement per N.C. Gen. Stat. 160D-605
The Town of Hillsborough Town Board has received and reviewed the application of
Planning staff to amend the Town of Hillsborough Unified Development Ordinance as
follows:
Amend Section 6.20 Streets and Section 6.17 Sidewalks and Walkways to be clearer about
the Town’s expectations for the construction of public and private streets and sidewalks for
new developments to create better connectivity.
The Hillsborough Town Board has determined that the proposed action is
consistent with the Town of Hillsborough’s comprehensive plan and the Town Board’s
proposed action on the amendment is reasonable and in the public interest for the
following reason(s):
These amendments are consistent with Vision 2030 goal of improving community
connectivity and connectedness by aligning the development regulations with the
community’s goals so future development is compatible.
Adopted by the Town of Hillsborough Board of Commissioners this 14th day of March 2022.
_________________________________________
Sarah E. Kimrey, Town Clerk
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 19 of 33
DRAFT
ORDINANCE
Amending Section 6.17 and Section 6.20 of the
Unified Development Ordinance
The Hillsborough Board of Commissioners ordains:
Section 1. The Unified Development Ordinance Section 6.17, Sidewalks and Walkways, is hereby amended
to delete the following strikethrough text from Section 6.17.3.1 Development Sites, paragraph 2:
The permit issuing authority shall establish the amount of the payment, which shall not exceed the
estimated cost of the construction of the sidewalk or section thereof.
Section 2. Section 6.17.3.2 New Public Streets, is hereby amended to read as follows, with italicized text
added and the word ‘road’ deleted and replaced with ‘street’:
6.17.3.2 New Public Streets
Sidewalks will be provided along both sides of all proposed and existing public streets within
development.
Sidewalks will be provided along both sides of all proposed and existing private streets
within multi-family and retail developments that provide important pedestrian connectivity.
Sidewalks may be required along drive aisles or through parking areas that provide
important pedestrian connectivity.
Sidewalks will be provided along any existing public or commercial private street road
directly accessed by the proposed development as follows:
6.17.3.2.a The sidewalk will extend the length of the property adjacent to the roadway on
the same side as the proposed development.
6.17.3.2.b The developer will provide any necessary additional right‐of‐way needed for the
sidewalk to either the Town of NCDOT, as appropriate.
6.17.3.2.c Sidewalks shall provide a direct connection to the primary building entry from
the street sidewalk system.
6.17.3.2.d The provisions of 6.5.11 shall govern if the site is subject to that buffer.
Section 3. The Unified Development Ordinance Section 6.20, Streets, is hereby amended to delete the
following strikethrough text and add the italicized text from Section 6.21.2 Applicability:
6.21.2 APPLICABILITY
New streets will generally be dedicated to the town or NC Department of Transportation. Private
streets are generally only permitted in minor subdivisions and some developments where land
ownership is not defined by the vehicle circulation system (apartment complexes, shopping
centers or office parks). or within attached dwelling developments and Allowable private streets
are also regulated by this section.
ORDINANCE #20220314-6.E
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 20 of 33
DRAFT
Section 4. The Unified Development Ordinance Section 6.21.4, Design Standards, is hereby amended to
delete the following strikethrough text and add the italicized text, which includes strikethrough
and replacement of the word ‘road’ with ‘street’ throughout the section (6.21.4):
6.21.4 DESIGN STANDARDS ‐ PRIVATE STREETS ROADS
6.21.4.1 Any private street within an attached dwelling a non-residential or multi‐family
development must meet the design standards for town public streets.
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
14th day of March in 2022.
Ayes: 5
Noes: 0
Absent or excused: 0
Sarah E. Kimrey, Town Clerk
ORDINANCE #20220314-6.E
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 21 of 33
DRAFT
2021 General Records Schedule:
Local Government Agencies
The records retention and disposition schedules and retention periods governing the records series listed herein
are hereby approved. This approval extends to and includes the following standards in the 2021 General Records
Schedule: Local Government Agencies:
1. Administration and Management Records
2. Budget, Fiscal, and Payroll Records
3. Geographic Information System Records
4. Human Resources Records
5. Information Technology Records
6. Legal Records
7. Public Relations Records
8. Risk Management Records
9. Workforce Development Records
In accordance with the provisions of Chapters 121 and 132 of the General Statutes of North Carolina, it is agreed
that the records do not and will not have further use or value for official business, research, or reference purposes
after the respective retention periods specified herein and are authorized to be destroyed or otherwise disposed
of by the agency or official having custody of them without further reference to or approval of either party to this
agreement.
Destructions
G.S. § 121-5 authorizes the Department of Natural and Cultural Resources to regulate the destruction of public
records. Furthermore, the local government agency agrees to comply with 07 NCAC 04M .0510 when deciding on a
method of destruction. The North Carolina Administrative Code states:
“(a) Paper records which have met their required retention requirements and are not subject to legal or other
audit holds should be destroyed in one of the following ways:
1. burned, unless prohibited by local ordinance;
2. shredded, or torn up so as to destroy the record content of the documents or
material concerned;
3. placed in acid vats so as to reduce the paper to pulp and to terminate the existence of the
documents or materials concerned; or
4. sold as waste paper, provided that the purchaser agrees in writing that the documents or
materials concerned will not be resold without pulverizing or shredding the documents so that
the information contained within cannot be practicably read or reconstructed.
(b) When used in an approved records retention and disposition schedule, the provision that electronic records are
to be destroyed means that the data and metadata are to be overwritten, deleted, and unlinked so the data and
metadata may not be practicably reconstructed.
(c) When used in an approved records retention and disposition schedule, the provision that confidential records
of any format are to be destroyed means the data, metadata, and physical media are to be destroyed in such a
manner that the information cannot be read or reconstructed under any means.”
All local government agencies should maintain logs of their destructions either in the minutes of their governing
board or in their Records Management file. Confidential records will be destroyed in such a manner that the
records cannot be practicably read or reconstructed.
Public records, including electronic records, not listed in this schedule are not authorized to be destroyed.
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 22 of 33
DRAFT
ii 2021 General Records Schedule: Local Government Agencies
Audits and Litigation Actions
Records subject to audit or those legally required for ongoing official proceedings must be retained until released
from such audits or official proceedings, notwithstanding the instructions of this schedule.
Electronic Records
All local government agencies and the Department of Natural and Cultural Resources concur that the long-term
and/or permanent preservation of electronic records requires additional commitment and active management by
the agency. Agencies agree to comply with all policies, standards, and best practices published by the Department
of Natural and Cultural Resources regarding the creation and management of electronic records.
Local government agencies should consider retention requirements and disposition authorities when designing
and implementing electronic records management systems. Any type of electronically-created or electronically-
stored information falls under the North Carolina General Assembly’s definition of public records cited above. For
example, e-mail, text messages, blog posts, voicemails, websites, word processing documents, spreadsheets,
databases, and PDFs all fall within this definition of public records. In addition, G.S. § 132-6.1(a) specifies:
“Databases purchased, leased, created, or otherwise acquired by every public agency containing public
records shall be designed and maintained in a manner that does not impair or impede the public agency's
ability to permit the public inspection and examination of public records and provides a means of
obtaining copies of such records. Nothing in this subsection shall be construed to require the retention by
the public agency of obsolete hardware or software.”
Local government agencies may scan any paper record and retain it electronically for ease of retrieval. If an
agency wishes to destroy the original paper records before their assigned retention periods have been met, the
agency must establish an electronic records policy, including putting into place procedures for quality assurance
and documentation of authorization for records destructions approved by the Government Records Section. This
electronic records policy and releases for destruction of records must be approved by the Government Records
Section. Agencies should be aware that for the purpose of any audit, litigation, or public records request, they are
considered the records custodian obligated to produce requested records, even if said records are being
maintained electronically by an outside vendor. Therefore, contracts regarding electronically stored information
should be carefully negotiated to specify how records can be exported in case a vendor goes out of business or the
agency decides to award the contract to a different vendor.
Reference Copies
All local government agencies and the Department of Natural and Cultural Resources agree that certain records
series possess only brief administrative, fiscal, legal, research, and reference value. These records series have been
designated by retention periods that allow these records to be destroyed when “reference value ends.” All local
government agencies hereby agree that they will establish and enforce internal policies setting minimum retention
periods for the records that Natural and Cultural Resources has scheduled with the disposition instruction “destroy
when reference value ends.” If a local government agency does not establish internal policies and retention
periods, the local government agency is not complying with the provisions of this retention schedule and is not
authorized by the Department of Natural and Cultural Resources to destroy the records with the disposition
instruction “destroy when reference value ends.”
Record Copy
A record copy is defined as “The single copy of a document, often the original, that is designated as the official
copy for reference and preservation.”1 The record copy is the one whose retention and disposition is mandated by
this schedule; all additional copies are considered reference or access copies and can be destroyed when their
usefulness expires. In some cases, postings to social media may be unofficial copies of information that is captured
elsewhere as a record copy (e.g., a press release about an upcoming agency event that is copied to various social
media platforms). Appropriately retaining record copies and disposing of reference copies requires agencies to
1 Society of American Archivists, Dictionary of Archives Terminology.
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 23 of 33
DRAFT
iii
2021 General Records Schedule: Local Government Agencies
designate clearly what position or office is required to maintain an official record for the duration of its
designated retention period.
Transitory Records
Transitory records are defined as “record[s] that [have] little or no documentary or evidential value and that need
not be set aside for future use.”2
North Carolina has a broad definition of public records. However, the Department of Natural and Cultural
Resources recognizes that some records may have little or no long-term documentary or evidential value to the
creating agency. These records are often called transitory records. They may be disposed of according to the
guidance below. However, all public employees should be familiar with their appropriate retention schedule and
any other applicable guidelines for their office. If there is a required retention period for these records, that
requirement must be followed. When in doubt about whether a record is transitory or whether it has special
significance or importance, retain the record in question and seek guidance from a DNCR records analyst.
Routing slips and transmittal sheets adding no information to that contained in the transmitted material have
minimal value after the material has been successfully transmitted. These records may be destroyed or otherwise
disposed of after receipt of the material has been confirmed. Similarly, “while you were out” slips, memory aids,
and other records requesting follow-up actions (including voicemails and calendar invites) have minimal value once
the official action these records are supporting has been completed and documented. These records may be
destroyed or otherwise disposed of once the action has been resolved.
Drafts and working papers, including notes and calculations, are materials gathered or created to assist in the
creation of another record. All drafts and working papers are public records subject to all provisions of Chapter
132 of the General Statutes, but many of them have minimal value after the final version of the record has been
approved, and may be destroyed after final approval, if they are no longer necessary to support the analysis or
conclusions of the official record. Drafts and working documents that may be destroyed after final approval
include:
• Drafts and working papers for internal and external policies
• Drafts and working papers for internal administrative reports, such as daily and monthly
activity reports;
• Drafts and working papers for internal, non-policy-level documents, such as informal workflows and
manuals; and
• Drafts and working papers for presentations, workshops, and other explanations of agency policy that is
already formally documented.
Forms used solely to create, update, or modify records in an electronic medium may be destroyed in office after
completion of data entry and after all verification and quality control procedures, so long as these records are not
required for audit or legal purposes. However, if the forms contain any analog components that are necessary to
validate the information contained on them (e.g., a signature or notary’s seal), they must be retained according to
the disposition instructions for the records series encompassing the forms’ function.
2 Ibid.
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 24 of 33
DRAFT
Town Clerk
Mayor
Hillsborough
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 25 of 33
DRAFT
2021 Program Records Schedule: Local Government Agencies i
Program Records Schedule:
Local Government Agencies
The records retention and disposition schedules and retention periods governing the records series listed herein are
hereby approved. This approval extends to and includes the following standards in the 2021 Program Records
Schedule: Local Government Agencies:
10. Airport Authority Records
11. Animal Services Records
12. Code Enforcement and Inspection Records
13. Emergency Medical Services and Fire Department Records
14. Parks and Recreation Records
15. Planning and Regulation of Development Records
16. Public Housing Authorities, Redevelopment Commissions, and Entitlement Communities Records
17. Public Transportation Systems Records
18. Public Utilities and Environmental/Waste Management Records
19. Street Maintenance, Public Works, and Engineering Records
20. Law Enforcement Records (excluding Sheriff’s Offices)
21. Tax Records (for municipalities)
In accordance with the provisions of Chapters 121 and 132 of the General Statutes of North Carolina, it is agreed
that the records do not and will not have further use or value for official business, research, or reference purposes
after the respective retention periods specified herein and are authorized to be destroyed or otherwise disposed of
by the agency or official having custody of them without further reference to or approval of either party to this
agreement.
Destructions
N.C. Gen. Stat. § 121-5 authorizes the Department of Natural and Cultural Resources to regulate the destruction of
public records. Furthermore, the local government agency agrees to comply with 07 NCAC 04M .0510 when deciding
on a method of destruction. The North Carolina Administrative Code states:
“(a) Paper records which have met their required retention requirements and are not subject to legal or other audit
holds should be destroyed in one of the following ways:
1. burned, unless prohibited by local ordinance;
2. shredded, or torn up so as to destroy the record content of the documents or
material concerned;
3. placed in acid vats so as to reduce the paper to pulp and to terminate the existence of the
documents or materials concerned; or
4. sold as waste paper, provided that the purchaser agrees in writing that the documents or materials
concerned will not be resold without pulverizing or shredding the documents so that the
information contained within cannot be practicably read or reconstructed.
(b) When used in an approved records retention and disposition schedule, the provision that electronic records are
to be destroyed means that the data and metadata are to be overwritten, deleted, and unlinked so the data and
metadata may not be practicably reconstructed.
(c) When used in an approved records retention and disposition schedule, the provision that confidential records of
any format are to be destroyed means the data, metadata, and physical media are to be destroyed in such a manner
that the information cannot be read or reconstructed under any means.”
All local government agencies should maintain logs of their destructions either in the minutes of their governing
board or in their Records Management file. Confidential records will be destroyed in such a manner that the records
cannot be practicably read or reconstructed.
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 26 of 33
DRAFT
2021 Program Records Schedule: Local Government Agencies ii
Public records, including electronic records, not listed in this schedule are not authorized to be destroyed.
Audits and Litigation Actions
Records subject to audit or those legally required for ongoing official proceedings must be retained until released
from such audits or official proceedings, notwithstanding the instructions of this schedule.
Electronic Records
All local government agencies and the Department of Natural and Cultural Resources concur that the long-term
and/or permanent preservation of electronic records requires additional commitment and active management by
the agency. Agencies agree to comply with all policies, standards, and best practices published by the Department
of Natural and Cultural Resources regarding the creation and management of electronic records.
Local government agencies should consider retention requirements and disposition authorities when designing and
implementing electronic records management systems. Any type of electronically-created or electronically-stored
information falls under the North Carolina General Assembly’s definition of public records cited above. For example,
e-mail, text messages, blog posts, voicemails, websites, word processing documents, spreadsheets, databases, and
PDFs all fall within this definition of public records. In addition, N.C. Gen. Stat. § 132-6.1(a) specifies:
“Databases purchased, leased, created, or otherwise acquired by every public agency containing public
records shall be designed and maintained in a manner that does not impair or impede the public agency's
ability to permit the public inspection and examination of public records and provides a means of obtaining
copies of such records. Nothing in this subsection shall be construed to require the retention by the public
agency of obsolete hardware or software.”
Local government agencies may scan any paper record and retain it electronically for ease of retrieval. If an agency
wishes to destroy the original paper records before their assigned retention periods have been met, the agency must
establish an electronic records policy, including putting into place procedures for quality assurance and
documentation of authorization for records destructions approved by the Government Records Section. This
electronic records policy and releases for destruction of records must be approved by the Government Records
Section. Agencies should be aware that for the purpose of any audit, litigation, or public records request, they are
considered the records custodian obligated to produce requested records, even if said records are being maintained
electronically by an outside vendor. Therefore, contracts regarding electronically stored information should be
carefully negotiated to specify how records can be exported in case a vendor goes out of business or the agency
decides to award the contract to a different vendor.
Reference Copies
All local government agencies and the Department of Natural and Cultural Resources agree that certain records
series possess only brief administrative, fiscal, legal, research, and reference value. These records series have been
designated by retention periods that allow these records to be destroyed when “reference value ends.” All local
government agencies hereby agree that they will establish and enforce internal policies setting minimum retention
periods for the records that Natural and Cultural Resources has scheduled with the disposition instruction “destroy
when reference value ends.” If a local government agency does not establish internal policies and retention periods,
the local government agency is not complying with the provisions of this retention schedule and is not authorized
by the Department of Natural and Cultural Resources to destroy the records with the disposition instruction “destroy
when reference value ends.”
Record Copy
A record copy is defined as “The single copy of a document, often the original, that is designated as the official copy
for reference and preservation.”1 The record copy is the one whose retention and disposition is mandated by these
schedules; all additional copies are considered reference or access copies and can be destroyed when their
usefulness expires. In some cases, postings to social media may be unofficial copies of information that is captured
elsewhere as a record copy (e.g., a press release about an upcoming agency event that is copied to various social
1 Society of American Archivists, Dictionary of Archives Terminology.
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 27 of 33
DRAFT
2021 Program Records Schedule: Local Government Agencies iii
media platforms). Appropriately retaining record copies and disposing of reference copies requires agencies to
designate clearly what position or office is required to maintain an official record for the duration of its
designated retention period.
Transitory Records
Transitory records are defined as “record[s] that [have] little or no documentary or evidential value and that need
not be set aside for future use.”2
North Carolina has a broad definition of public records. However, the Department of Natural and Cultural Resources
recognizes that some records may have little or no long-term documentary or evidential value to the creating
agency. These records are often called transitory records. They may be disposed of according to the guidance
below. However, all public employees should be familiar with their appropriate retention schedule and any other
applicable guidelines for their office. If there is a required retention period for these records, that requirement must
be followed. When in doubt about whether a record is transitory or whether it has special significance or
importance, retain the record in question and seek guidance from a DNCR records analyst.
Routing slips and transmittal sheets adding no information to that contained in the transmitted material have
minimal value after the material has been successfully transmitted. These records may be destroyed or otherwise
disposed of after receipt of the material has been confirmed. Similarly, “while you were out” slips, memory aids,
and other records requesting follow-up actions (including voicemails and calendar invites) have minimal value once
the official action these records are supporting has been completed and documented. These records may be
destroyed or otherwise disposed of once the action has been resolved.
Drafts and working papers, including notes and calculations, are materials gathered or created to assist in the
creation of another record. All drafts and working papers are public records subject to all provisions of Chapter 132
of the General Statutes, but many of them have minimal value after the final version of the record has been
approved, and may be destroyed after final approval, if they are no longer necessary to support the analysis or
conclusions of the official record. Drafts and working documents that may be destroyed after final approval include:
• Drafts and working papers for internal and external policies
• Drafts and working papers for internal administrative reports, such as daily and monthly activity reports;
• Drafts and working papers for internal, non-policy-level documents, such as informal workflows and
manuals; and
• Drafts and working papers for presentations, workshops, and other explanations of agency policy that is
already formally documented.
Forms used solely to create, update, or modify records in an electronic medium may be destroyed in office after
completion of data entry and after all verification and quality control procedures, so long as these records are not
required for audit or legal purposes. However, if the forms contain any analog components that are necessary to
validate the information contained on them (e.g., a signature or notary’s seal), they must be retained according to
the disposition instructions for the records series encompassing the forms’ function.
It is further agreed that these records may not be destroyed prior to the time periods stated; however, for sufficient
reason they may be retained for longer periods. These schedules supersede previous versions of these schedules
and any localized amendments; they are to remain in effect from the date of approval until they are reviewed and
updated.
2 Ibid.
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 28 of 33
DRAFT
Town Clerk
Mayor
Hillsborough
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 29 of 33
DRAFT
Salary
Grade Minimum Midpoint Maximum
FLSA
Status
Class
Code Classification
1 33,209 42,571 51,934 N 0100 CUSTOMER SERVICE REPRESENTATIVE
1 33,209 42,571 51,934 N 0101 METER SERVICES TECHNICIAN
1 33,209 42,571 51,934 N 0102 UTILITY MAINTENANCE TECHNICIAN I
2 34,769 44,600 54,431 N 0204 ACCOUNTS PAYABLE TECHNICIAN
2 34,769 44,600 54,431 N 0205 ADMINISTRATIVE SUPPORT SPECIALIST
2 34,769 44,600 54,431 N 0206 EQUIPMENT OPERATOR I
2 34,769 44,600 54,431 N 0207 UTILITY MAINTENANCE TECHNICIAN II
2 34,769 44,600 54,431 N 0208 LEAD CUSTOMER SERVICE REPRESENTATIVE
3 36,408 46,730 57,052 N 0304 EQUIPMENT OPERATOR II
3 36,408 46,730 57,052 N 0305 SENIOR ADMINISTRATIVE SUPPORT SPECIALIST
3 36,408 46,730 57,052 N 0307 UTILITY MAINTENANCE TECHNICIAN III
3 36,408 46,730 57,052 N 0308 WASTEWATER PLANT OPERATOR I
3 36,408 46,730 57,052 N 0309 WATER PLANT OPERATOR I
4 38,128 48,967 59,805 N 0403 CREW LEADER/EQUIPMENT OPERATOR III
4 38,128 48,967 59,805 N 0405 PLANNING TECHNICIAN
4 38,128 48,967 59,805 N 0406 UTILITY SYSTEMS MECHANIC I
4 38,128 48,967 59,805 N 0407 WASTEWATER PLANT OPERATOR II
4 38,128 48,967 59,805 N 0408 WATER PLANT OPERATOR II
4 38,128 48,967 59,805 N 0409 PLANT MAINTENANCE MECHANIC I
4 38,128 48,967 59,805 N 0410 PLANT MECHANIC
5 39,934 51,315 62,695 N 0507 ACCOUNTING TECHNICIAN
5 39,934 51,315 62,695 N 0509 UTILITY SYSTEMS MECHANIC II
5 39,934 51,315 62,695 N 0510 PLANT MAINTENANCE MECHANIC II
6 41,831 53,781 65,730 N 0608 LABORATORY TECHNICIAN/WATER PLANT OPERATOR III
6 41,831 53,781 65,730 N 0609 UTILITY SYSTEMS MECHANIC III
6 41,831 53,781 65,730 N 0610 WASTEWATER LABORATORY SUPERVISOR
6 41,831 53,781 65,730 N 0611 WASTEWATER PLANT OPERATOR III
6 41,831 53,781 65,730 N 0612 WATER PLANT OPERATOR III
6 41,831 53,781 65,730 N 0613 PLANT MAINTENANCE MECHANIC III
7 43,823 56,370 68,916 N 0708 BACKFLOW/FOG SPECIALIST
7 43,823 56,370 68,916 N 0711 FLEET MECHANIC
7 43,823 56,370 68,916 N 0712 OPERATOR IN RESPONSIBLE CHARGE
8 45,914 59,088 72,262 N 0804 METER SERVICES SUPERVISOR
8 45,914 59,088 72,262 N 0806 COMMUNICATIONS SPECIALIST
8 45,914 59,088 72,262 N 0807 STORMWATER PROGRAM COORDINATOR
8 45,914 59,088 72,262 E 0808 BILLING & CUSTOMER SERVICE SUPERVISOR
9 48,110 61,942 75,775 N 0908 CHIEF WASTEWATER PLANT OPERATOR
9 48,110 61,942 75,775 E 0910 FINANCIAL ANALYST
9 48,110 61,942 75,775 E 0911 MANAGEMENT ANALYST
9 48,110 61,942 75,775 E 0912 PLANNER
9 48,110 61,942 75,775 N 0913 UTILITIES INSPECTOR
10 50,415 64,940 79,464 E 1013 HUMAN RESOURCES ANALYST
10 50,415 64,940 79,464 E 1016 WEB DEVELOPER/ASSISTANT COMMUNICATIONS MANAGER
10 50,415 64,940 79,464 N 1017 LEAD UTILITIES INSPECTOR
10 50,415 64,940 79,464 N 1020 FACILITIES COORDINATOR
11 52,836 68,087 83,337 E 1107 UTILITY MAINTENANCE SUPERVISOR
11 52,836 68,087 83,337 E 1108 UTILITY SYSTEM SUPERVISOR
Regular (Non‐Law Enforcement) Positions
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 30 of 33
DRAFT
11 52,836 68,087 83,337 E 1109 BUDGET & MANAGEMENT ANALYST
12 55,378 71,391 87,404 E 1211 FLEET MAINTENANCE SUPERVISOR
12 55,378 71,391 87,404 E 1213 SENIOR PLANNER
13 58,047 74,860 91,674 E 1301 TOWN CLERK/HR TECH
13 58,047 74,860 91,674 N 1302 CIVIL ENGINEERING TECHNICAN
14 60,849 78,504 96,158 E 1407 SAFETY & RISK MANAGER
14 60,849 78,504 96,158 E 1409 CIVIL ENGINEER
15 63,791 82,329 100,866 E 1507 UTILITY SYSTEM SUPERINTENDENT
15 63,791 82,329 100,866 E 1508 WASTEWATER PLANT SUPERINTENDENT
15 63,791 82,329 100,866 E 1509 WATER PLANT SUPERINTENDENT
16 66,881 86,345 105,809
17 70,125 90,562 111,000 E 1701 COMMUNICATIONS MANAGER
17 70,125 90,562 111,000 E 1702 PUBLIC SPACES & SUSTAINABILITY MANAGER
17 70,125 90,562 111,000 E 1703 PUBLIC WORKS MANAGER
17 70,125 90,562 111,000 E 1704 HR MANAGER
17 70,125 90,562 111,000 E 1705 STORMWATER & ENVIRONMENTAL SERVICES MANAGER
17 70,125 90,562 111,000 E 1706 IT MANAGER
17 70,125 90,562 111,000 E 1707 ENGINEERING MANAGER
18 73,531 94,990 116,450 E 1801 PLANNING & ECONOMIC DEVELOPMENT MANAGER
19 77,108 99,640 122,172
20 80,863 104,522 128,181 E 2002 BUDGET DIRECTOR
21 84,806 109,648 134,490
22 88,947 115,031 141,114 E 2201 ADMINISTRATIVE SERVICES DIRECTOR
23 93,294 120,682 148,070 E 2301 FINANCE DIRECTOR
23 93,294 120,682 148,070 E 2302 UTILITIES DIRECTOR
24 97,859 126,616 155,374 E 2400 ASSISTANT TOWN MANAGER/COMMUNITY SERVICES DIRECTOR
Salary
Grade Minimum Midpoint Maximum
FLSA
Status
Class
Code Classification
P1 48,000 61,174 74,348 N P101 POLICE OFFICER/POLICE OFFICER FIRST CLASS
P2 50,196 64,028 77,861 N P201 SENIOR POLICE OFFICER
P3 52,501 67,026 81,550 N P301 POLICE CORPORAL
P3 52,501 67,026 81,550 N P302 MASTER POLICE OFFICER
P4 57,464 73,477 89,490 N P401 POLICE SERGEANT
P5 62,935 80,590 98,244 E P501 POLICE LIEUTENANT
P6 95,380 122,768 150,156 E P601 CHIEF OF POLICE
Sworn Law Enforcement Officer Positions
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 31 of 33
DRAFT
From:Town of Hillsborough
To:Sarah Kimrey; Jen Della Valle
Subject:Contact form message: Mayor"s Task Force Rethinking Public Safety Comment on item 7C
Date:Monday, March 14, 2022 4:41:20 PM
Hooper Schultz sent the message below via the Town of Hillsborough website
“Contact Town Clerk Division” form. To respond, reply to this email or contact
hschult1@gmail.com.
March 14, 2022 Dear Town Commissioners: As members of the Mayor’s Task Force
on Reimaging Public Safety, we wanted to provide a response to the discussion of
the first part of the recommendations that occurred during the last Hillsborough Town
Commissioner meeting on February 28. We sincerely appreciate the time and thought
you put into consideration of the first portion of the recommendations. As Mayor
Weaver stated in her letter that introduced the recommendation, the task force and
recommendations were created in light of racial disparities in our community, where
black people are disproportionately impacted by interactions with law enforcement. As
Chief Hampton pointed out, these racial disparities are present in all systems in our
society, and we must work to address them at each level, if we are truly interested in
an equitable and just society. We are pleased that you are interested in collaborating
with other local jurisdictions to improve our crisis response system. Law enforcement
continue to be the primary first responders to behavioral health crises and many are
working to address this. Alliance Behavioral Healthcare (our new LME/MCO) has
convened a Crisis Response Collaborative in Orange County; the first meeting
occurred on February 22 and Chief Hampton was in attendance. The UNC Center for
Excellence in Community Mental Health does not have a mobile response unit, but
Freedom House does; however, it is underutilized. Related to this item is the
recommendation to add a social worker to the Town. Our impression from your
conversation is that Hillsborough is not large enough to justify a full-time position,
particularly given the fact that crisis calls occur at any time of day or night so one
position would therefore be inadequate. We urge ongoing conversation on this
recommendation. Although there may only be a small number of calls designated as
mental health responses, we believe that there are many more opportunities for social
work engagement in this area that would justify a full-time position. For example, to
quote a paragraph from Chief Hampton’s presentation to the Task Force on
“Demographics of Police Interactions of Data Details,” “There were 266 incidents
reported as involving some kind of domestic violence in 2019-2020. These reports
included a total of 520 involved parties - 206 listed victims, 205 listed offenders, and
109 people listed as “other involved” when victim/offenders status could not be
determined.” From the same report, “there were a total of 251 larcenies reported at
Walmart during 2019 -2020. 300 offenders were listed in those reports.” Issues of
poverty and addiction typically underlie larceny issues and multiple social factors
contribute to domestic violence. A social worker could do more than simply respond
to a call: they could provide follow-up support and assist with referrals to other
community resources, which may serve a secondary benefit of preventing further
crime. The Chapel Hill Police Crisis Unit has five full-time clinical social workers, and
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 32 of 33
DRAFT
they are adding a full-time peer support specialist. A conversation with a member of
their team could be beneficial. Another conversation was around the question of the
feasibility of data collection as well as lack of understanding of the type of data and
the purpose of such data collection. As with the other recommendations, this
recommendation is linked to the disproportionate impact of law enforcement
interactions on people of color. Traffic stop data is being collected which has provided
“proof” that people of color are stopped, searched, and arrested at higher rates than
white people. This is true in other areas of criminal investigation: for example, in the
presentation mentioned above, of the total number of people arrested for
misdemeanor larceny at Walmart in Hillsborough, 53% were white and 45% were
black. As a reminder, Hillsborough’s population is 64% white, 21% black, and 11%
Hispanic. We welcome additional conversation around this recommendation. Finally,
we urge you to avoid saying phrases such as “bad people doing bad things.” This
perpetuates stereotypes that distance “us” from “them.” While there are most certainly
terrible things happening that might warrant this wording (e.g. in cases of human
trafficking), the vast majority of people who are arrested for illegal activities are
human beings who are members of our own community, who are facing struggles of
many different kinds in their lives. We are not suggesting that they not be held
accountable, we are suggesting that we can offer responses that reduce racial
discrepancies and honor people’s humanity. We, members of the Task Force on
Reimagining Public Safety, are a diverse group of members of the Hillsborough
community. More specifically, our group includes people of color who have direct
experience of encounters with law enforcement. We have put a great deal of time and
thought into our recommendations, and we look forward to engaging in deeper
conversation with you on these topics. Sincerely, Members of the Mayor’s Task Force
on Reimagining Public Safety — Chloe Johnson, Sujata Bijou, Allison Zirkel, Judit
Alvarado, Patricia Harrison, and Hooper Schultz
March 14, 2022
Board of Commissioners Regular Meeting
Approved: ____________________
Page 33 of 33
DRAFT
Minutes
BOARD OF COMMISSIONERS
Budget Retreat
7 p.m. March 21, 2022
Board Meeting Room of Town Hall Annex, 105 E. Corbin St.
Present: Mayor Jenn Weaver and commissioners Mark Bell, Robb
English, Kathleen Ferguson, Matt Hughes, and Evelyn Lloyd
Staff: Budget Director Emily Bradford, Administrative Services
Director Jen Della Valle, Budget and Management Analyst Josh Fernandez, Stormwater and
Environmental Services Manager Terry Hackett, Police Chief Duane Hampton, Assistant Town
Manager and Community Services Director Margaret Hauth, 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
1.Opening of the budget retreat
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 as presented. Commissioner Mark Bell
seconded.
Vote: 3-0.
3.Community survey results
Administrative Services Director Jen Della Valle presented results of the biennial survey. She noted there was
good geographic representation throughout the town in responses, with respondents also reflecting the
population of the town in race, ethnicity, age and gender.
Commissioner Evelyn Lloyd joined the meeting at 7:07 p.m.
Overall, the results show residents have a very positive perception of Hillsborough, with 95% of respondents
rating Hillsborough as an excellent or good place to live and 88% stating they are satisfied with the quality of
services provided by the town. A look at trends over the past years show satisfaction ratings are similar to
previous years despite the pandemic.
Commissioner Matt Hughes joined the meeting at 7:11 p.m.
Della Valle noted a significant change in ratings of at least 5 percentage points up in 8 areas and down in 10
areas, with significant increases in several water and sewer services. The significant changes are denoted by
green circles around up or down arrows in the presentation. Satisfaction with town services is much higher
than other cities when compared regionally and nationally. The percentages provided in parentheses on the
comparisons slide in the presentation show the ratings advantage Hillsborough has. In three survey questions
denoted as key, Hillsborough was significantly higher than its counterparts, including more than 23
percentage points of greater satisfaction in the value received for local taxes and fees.
March 21, 2022
Board of Commissioners Budget Retreat
Approved: ____________________
Page 1 of 3
DRAFT
Della Valle said staff will examine responses for key questions across demographics and areas of town. She
said she interpreted the question about satisfaction with the appearance of Hillsborough to regard its physical
appearance, but interpretation of the question is subjective. She noted survey questions could be clarified or
changed; but for responses to be benchmarked against other communities, the questions have to be worded
similarly.
The survey shows 34% of respondents are willing to pay an increase in taxes to enhance services, with the top
services desired by those respondents for enhancement being trails and greenways; new sidewalks; and
affordable housing. Alternatively, 45% did not way to pay higher taxes.
Overall, across the survey, respondents indicated the top priorities for the town’s focus are maintenance of
town streets; quality of water and sewer services; and condition of sidewalks in neighborhoods.
4. Staff financial forecast/overview
Budget Director Emily Bradford provided an overview of the financial forecast at this time, highlighting that
property tax revenue projections are on target for this fiscal year despite Orange County’s revaluation last
year and that sales tax collections are at unprecedented high levels. She cautioned there is concern about
inflation and the possibility for a recession. Gas tax revenues have increased by 38% over the last fiscal year.
Bradford noted the town is still awaiting final financial audit figures and said the town’s fund balance is a key
indicator of financial health.
Continuing current operations without any expansion requests shows deficits in each of the next three fiscal
years for the General Fund, the budget director said. In the Water and Sewer Fund, the cost of providing the
same level of service is increasing due to inflation and drastically higher prices for the chemicals used to treat
drinking water and wastewater. Water and sewer rate increases are projected for each of the next three fiscal
years. American Rescue Plan Act funds are expected to be used for several needed water and sewer projects,
with additional Building Resilient Infrastructure and Communities funds being sought from the Federal
Emergency Management Agency. No increase in stormwater fees is projected.
5. Requests
The mayor and commissioners discussed budget requests, both those currently planned for funding and those
that are not. There were no questions regarding stormwater requests.
Regarding the General Fund, there was some discussion on Police Department requests for replacement
vehicles, a radio software update, handheld radio replacements and in-vehicle cameras. Discussion largely
was spent on a proposed skate park for Cates Creek Park.
Public Space and Sustainability Manager Stephanie Trueblood noted that Cates Creek Park was the second
highest scoring location when the Hillsborough Parks and Recreation Board initially ranked sites for a
potential skate park. Exchange Club Park narrowly emerged as the top location due to its central location in
town, but development would be more costly due to the privately owned park’s current restroom, parking
and utility and stormwater issues. The Parks and Recreation Board determined it would be best to install a
smaller-scale skate park at Cates Creek Park, which is a well-used park in the southern portion of town, with a
bus line in use and additional homes expected nearby. The appointed board plans to continue to look at other
places around town for skate parks or safe places for adolescents and teens to hang out, Trueblood said.
Ferguson expressed interest in a competition-scale skate park. Trueblood noted the Parks and Recreation
Board’s intent is for the park to serve the community vs. serving as a tourist destination.
March 21, 2022
Board of Commissioners Budget Retreat
Approved: ____________________
Page 2 of 3
DRAFT
Regarding the Water and Sewer Fund, there was discussion regarding contracting services of a public
outreach specialist, including whether it would be better to build capacity over time in the Communications
Division. The contracted service is not currently planned for funding. There also was discussion about a utility
mechanic I position and whether it should be recommended for funding before Fiscal Year 2025. It was noted
that staffing levels for line crews likely have not changed in the last decade, yet several miles of sewer pipes
have been added.
6. Discussion topics
A. Assistant finance director
The board also discussed a request to restore the assistant finance director position before the end of this
fiscal year. Town Manager Eric Peterson and Finance Director Tiffany Long both noted the increased workload
and complexity expected due to financing utility infrastructure needs and complying with grant and bond
requirements. The position also could lead contract management for the town, assist with procurement
needs, and help with implementation of an enterprise resource planning system and an overhaul of the
procurement policy to improve processes. The board was supportive of restoring the position.
B. Affordable housing
Assistant Town Manager and Community Services Director Margaret Hauth led a discussion about affordable
housing and two related funding requests:
• Orange County Affordable Housing Coalition requests financial support from each jurisdiction in the
county for new housing development, preservation of existing units, owner-occupied repair
programs, rental vouchers, and other housing creation and preservation programs.
• Inter-Faith Council requests an interlocal agreement with financial support from each jurisdiction in
the county for its sheltering programs.
Hauth said the board has continually identified affordable housing as a priority since at least 2016, the town
has accomplished a lot in this area, and it commits about $20,000 annually to housing security. She noted she
was using the term “housing security” because the assistance the town provides is for more than affordable
housing. She noted a desire for clear direction from the board regarding the amount of effort and ongoing
funding to put into housing security and a need to develop related requirements for builders.
The board discussed additional staffing or a dedication of a percentage of current staff time, a desire for
short- and long-term goals, the addition of related requirements in the Unified Development Ordinance, and a
dedicated funding stream. There was support for trying to increase the amount spent annually on housing
security. It was noted that the Comprehensive Sustainability Plan, which is currently being developed, will
address some affordable housing issues.
7. Adjournment
The Administrative Services director that as budget issues arise, staff will add items for discussion at a future
work session. Otherwise, staff will return to the board in May with refined budget projections.
The mayor adjourned the budget retreat at 10:04 p.m.
Respectfully submitted,
Sarah Kimrey
Town Clerk
Staff support to the Board of Commissioners
March 21, 2022
Board of Commissioners Budget Retreat
Approved: ____________________
Page 3 of 3
DRAFT
101 E. Orange St., PO Box 429, Hillsborough, NC 27278
919-732-1270 | www.hillsboroughnc.gov | @HillsboroughGov
BOARD OF COMMISSIONERS MINUTES | 1 of 1
Minutes
BOARD OF COMMISSIONERS
Work session - canceled
7 p.m. March 28, 2022
Board Meeting Room of Town Hall Annex, 105 E. Corbin St.
Present: None
Staff: None
Absent (excused): Mayor Jenn Weaver and Commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt
Hughes and Evelyn Lloyd
The Board of Commissioners work session originally scheduled at 7 p.m. March 28, 2022 was canceled March 22,
2022 due to a lack of agenda items.
Respectfully submitted,
Sarah Kimrey
Town Clerk
Staff support to the Board of Commissioners
March 28, 2022
Board of Commissioners Work Session - canceled
Approved: ____________________
Page 1 of 1
DRAFT
101 E. Orange St., PO Box 429, Hillsborough, NC 27278
919-732-1270 | www.hillsboroughnc.gov | @HillsboroughGov
BOARD OF COMMISSIONERS MINUTES | 1 of 1
Minutes
BOARD OF COMMISSIONERS
Budget retreat - canceled
7 p.m. April 4, 2022
Board Meeting Room of Town Hall Annex, 105 E. Corbin St.
Present: None
Staff: None
Absent (excused): Mayor Jenn Weaver and Commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt
Hughes and Evelyn Lloyd
The Board of Commissioners additional budget retreat originally scheduled at 7 p.m. April 4, 2022, was canceled
March 25, 2022 due to the lack of need for an additional retreat.
Respectfully submitted,
Sarah Kimrey
Town Clerk
Staff support to the Board of Commissioners
April 4, 2022
Board of Commissioners Budget Retreat - canceled
Approved: ____________________
Page 1 of 1
DRAFT
Minutes
Board of Commissioners
Remote budget work session
7 p.m. June 7, 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: Interim Human Resources Director Haley Bizzell, Budget Director Emily Bradford, Economic
Development Planner Shannan Campbell, Assistant to the Manager/Deputy Budget Director Jen
Della Valle, Interim Town Clerk/Human Resources Technician Sarah Kimrey, Stormwater and
Environmental Services Manager Terry Hackett, Police Chief Duane Hampton, Assistant Town
Manager/Planning Director Margaret Hauth, Interim Public Works Director Dustin Hill, Town
Attorney Bob Hornik, Town Manager Eric Peterson, Utilities Director Marie Strandwitz, Public
Space Manager Stephanie Trueblood and Public Information Officer Catherine Wright
1. Opening of the work session
Mayor Jenn Weaver called the meeting to order at 7:01 p.m. Interim Town Clerk and Human Resources
Technician Sarah Kimrey called the roll and confirmed the presence of a quorum.
2. Agenda changes and approval
Start minutes text here.
Motion: Commissioner Mark Bell moved to approve the agenda as presented. Commissioner Kathleen
Ferguson seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt Hughes and Evelyn
Lloyd. Nays: None.
3. Items for decision ― consent agenda
Miscellaneous budget amendments and transfers
Motion: Ferguson moved to approve all items on the consent agenda. Bell seconded.
Kimrey called the roll for voting.
Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None.
June 7, 2021
Board of Commissioners Budget Work Session
Amended: ____________________
Page 1 of 3
DRAFT
4. In-depth discussion and topics
A. FY2022 Budget Workshop
1. General fund
2. Water and sewer fund
3. Stormwater fund
Start minutes text here; skip line if title is long. Use underlining if subheads are needed within a section.
B. Flag management discussion
Start minutes text here; skip line if title is long. Use underlining if subheads are needed within a section.
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
Motion: Bell moved to adjourn at 9:55 p.m. Lloyd 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
June 7, 2021
Board of Commissioners Budget Work Session
Amended: ____________________
Page 2 of 3
DRAFT
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2020-2021
DATES: 06/07/2021 TO 06/07/2021
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-00-3900-3900-000 FUND BALANCE APPROPRIATION
06/07/2021 551,313.00 65,000.00To cover interim finance director 20896 1,079,809.89EBRADFORD
10-10-4400-5300-459 C.S./ACCOUNTING ASSISTANCE
06/07/2021 1,000.00 65,000.00To cover interim finance director 20895 152,000.00EBRADFORD
10-20-5100-5300-112 POSTAGE
06/07/2021 400.00 100.00To cover yr-end overage 20897 500.00EBRADFORD
10-20-5100-5300-113 LICENSE FEES
06/07/2021 14,449.00 -100.00To cover yr-end overage 20898 14,349.00EBRADFORD
10-20-5120-5300-080 TRAINING/CONF./CONV.
06/07/2021 3,450.00 -55.00To cover yr-end overage 20900 2,595.00EBRADFORD
10-20-5120-5300-113 LICENSE FEES
06/07/2021 3,000.00 55.00To cover yr-end overage 20899 3,055.00EBRADFORD
30-80-8120-5300-158 MAINTENANCE - EQUIPMENT
06/07/2021 79,300.00 44,500.00To cover mobile generator & gen removal 20902 209,900.00JDELLAVALL
30-80-9990-5300-000 CONTINGENCY
06/07/2021 300,000.00 -44,500.00To cover mobile generator & gen removal 20901 180,938.00JDELLAVALL
130,000.00
JDELLAVALLE 11:16:34AM06/03/2021
fl142r03
Page 1 of 1
GF-
Revenue
Accounting
Police-
Admin.
Police-
Admin.
Police-
Patrol
Police-
Patrol
WSF-
Contingency
Water
Treatment
Plant
APPROVED: 5/0
DATE: 6/7/21
VERIFIED: ___________________________________
June 7, 2021
Board of Commissioners Budget Work Session
Amended: ____________________
Page 3 of 3
DRAFT
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Administrative
Services
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:
6.B
Consent
agenda
Regular
agenda
Closed
session
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2021-2022
DATES: 04/11/2022 TO 04/11/2022
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-10-4200-5300-451 C.S./PRINTING
04/11/2022 5,256.00 850.0024322 6,106.00JFernandez
10-10-4200-5300-570 MISCELLANEOUS
04/11/2022 40,448.00 -850.00To cover additional bill inserts. 24321 59,684.00JFernandez
10-10-6300-5300-145 MAINTENANCE - BUILDINGS
04/11/2022 34,392.00 -15,000.00To cover rotting boards 24319 19,392.00EBRADFORD
10-10-6300-5300-155 MAINTENANCE - PARKS
04/11/2022 39,500.00 15,000.00To cover rotting boards 24320 54,500.00EBRADFORD
10-20-5100-5100-010 OVERTIME COMPENSATION
04/11/2022 40,000.00 -15,000.00To cover increased fuel costs 24327 25,000.00EBRADFORD
10-20-5100-5300-310 GASOLINE
04/11/2022 45,000.00 15,000.00To cover increased fuel costs 24328 60,000.00EBRADFORD
10-20-5100-5300-490 C.S./ALARM SERVICE
04/11/2022 350.00 20.00To cover alarm 24308 370.00EBRADFORD
10-20-5100-5300-570 MISCELLANEOUS
04/11/2022 3,500.00 -20.00To cover alarm 24231 3,215.00EBRADFORD
10-30-5600-5300-310 GASOLINE
04/11/2022 10,406.00 1,000.00To cover increased fuel costs 24330 11,406.00EBRADFORD
10-30-5600-5300-330 SUPPLIES - DEPARTMENTAL
04/11/2022 31,800.00 -7,730.00To cover truck service body 24309 23,070.00EBRADFORD
04/11/2022 31,800.00 -1,000.00To cover increased fuel costs 24329 22,070.00EBRADFORD
10-30-5600-5300-363 RENTAL - BUILDING
04/11/2022 5,828.00 -102.00To cover Duke repair 24314 5,726.00EBRADFORD
10-30-5600-5300-570 MISCELLANEOUS
04/11/2022 1,000.00 102.00To cover Duke repair 24313 892.00EBRADFORD
10-30-5600-5700-740 CAPITAL - VEHICLES
04/11/2022 181,000.00 7,730.00To cover truck service body 24310 190,730.00EBRADFORD
04/11/2022 181,000.00 5,500.00To cover dump truck cost increase & tax/t 24311 196,230.00EBRADFORD
10-30-5600-5700-741 CAPITAL - EQUIPMENT
04/11/2022 199,000.00 18,000.00To cover increased hot box price 24333 217,000.00EBRADFORD
10-70-3980-3980-001 DEBT ISSUANCE PROCEEDS
04/11/2022 974,000.00 5,500.00To cover dump truck cost increase & tax/t 24312 1,276,888.00EBRADFORD
04/11/2022 974,000.00 18,000.00To cover increased hot box price 24334 1,294,888.00EBRADFORD
30-80-7240-5300-110 TELEPHONE/INTERNET
04/11/2022 6,500.00 -1,700.00To cover increased fuel costs 24332 4,800.00EBRADFORD
30-80-7240-5300-310 GASOLINE
04/11/2022 4,038.00 1,700.00To cover increase fuel costs 24331 5,738.00EBRADFORD
30-80-8140-5300-165 MAINTENANCE - INFRASTRUCTURE
04/11/2022 57,000.00 -10,250.00To cover expected gasoline costs 24315 48,707.00JFernandez
30-80-8140-5300-310 GASOLINE
04/11/2022 16,000.00 10,250.00To cover expected gasoline costs 24316 26,250.00JFernandez
30-80-8200-5300-310 GASOLINE
04/11/2022 15,806.00 10,250.00To cover expected gasoline costs 24318 26,056.00JFernandez
EBRADFORD 12:06:45AM04/05/2022
fl142r03
Page 1 of 2
Admin.
Admin.
Public
Space
Public
Space
Police
Police
Police
Police
Streets
Streets
Streets
Streets
Streets
Streets
GF-
Revenue
Billing &
Collections
Billing &
Collections
Water
Distribution
Water
Distribution
WW
Collection
To cover additional bill inserts.
To cover additional bill inserts.
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2021-2022
DATES: 04/11/2022 TO 04/11/2022
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
30-80-8200-5300-330 SUPPLIES - DEPARTMENTAL
04/11/2022 60,000.00 -10,250.00To cover expected gasoline costs 24317 48,696.00JFernandez
47,000.00
EBRADFORD 12:06:45AM04/05/2022
fl142r03
Page 2 of 2
WW
Collection
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Governing Body
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Commissioner Mark Bell
ITEM TO BE CONSIDERED
Subject: Budget amendment – Leadership Chapel Hill-Carrboro 2022 registration fees
Attachments:
1. Course details
2. Budget changes report
Brief summary:
Leadership Chapel Hill-Carrboro (Leadership) is an extensive program designed to inform, develop, connect, and
engage committed and emerging leaders in Greater Chapel Hill-Carrboro. Leadership participants broaden their
understanding of issues and opportunities facing the region, refine their leadership skills, develop lasting
relationships, and deepen their influence through ongoing networking and service opportunities. Registration for
the 2022 Leadership Program is open with priority consideration for applications submitted by Friday, April 15,
2022. Registration will close on Thursday, April 21, 2022.
Action requested:
Approve budget amendment to cover registration fees for Commissioner Bell to attend the 2022 Leadership
Program.
ISSUE OVERVIEW
Background information and issue summary:
Per the Board of Commissioners Travel & Professional Development Policy, development opportunities that arise
during the fiscal year and exceed $300, require board approval at an official meeting.
Financial impacts:
Move $1,750 from contingency to governing body training budget.
Staff recommendation and comments:
The town manager has stated that this training program would be highly relevant for a town board member,
provide a great deal of local and region-specific content/contacts, and be beneficial for many years.
For clerk’s use
AGENDA ITEM:
6.C
Consent
agenda
Regular
agenda
Closed
session
BUDGET CHANGES REPORT
TOWN OF HILLSBOROUGH
FY 2021-2022
DATES: 04/12/2022 TO 04/12/2022
REFERENCE NUMBER DATE BUDGET CHANGE BUDGET
ORIGINAL BUDGET AMENDEDCHANGE
USER
10-00-9990-5300-000 CONTINGENCY
04/12/2022 400,000.00 -1,750.00To cover Leadership 2022 conference 24335 126,434.00EBRADFORD
10-10-4100-5300-080 TRAINING/CONF./CONV.
04/12/2022 4,145.00 1,750.00To cover Leadership 2022 conference 24336 8,890.00EBRADFORD
0.00
EBRADFORD 11:14:49AM04/05/2022
fl142r03
Page 1 of 1
GF-
Contingency
Governing
Body
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Community Services
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Margaret A. Hauth, Assistant Town Manager
Dustin Hill, Public Works Manager
ITEM TO BE CONSIDERED
Subject: Fee schedule amendment — To establish fee for utility cuts on town streets
Attachments:
Amending ordinance
Brief summary:
The town code includes reference to a permit for excavation within the public right of way. With the shift to most
cuts being repaired by contractors rather than town forces, staff have instituted a utility cut permit process. Staff is
asking that a routine permit fee and penalties be established. Creating the penalties in the fee schedule for when
work is not completed correctly or timely allows for prompt collection.
Action requested:
Adopt ordinance to amend the fee schedule.
ISSUE OVERVIEW
Background information and issue summary:
As stated above.
Financial impacts:
Unless directed otherwise, all fee collected will go into miscellaneous revenues rather than establishing a dedicate
revenue line.
Staff recommendation and comments:
None.
For clerk’s use
AGENDA ITEM:
6.D
Consent
agenda
Regular
agenda
Closed
session
ORDINANCE NUMBER: XXXXXXXX-X.X
ORDINANCE
Amending FY22 Fee Schedule for Utility Cuts
The Hillsborough Board of Commissioners ordains:
Section 1. Town Code Section 7-12, Excavations, requires a written permit for anyone wishing to excavate
within a town right of way. To fully implement this requirement, the Fees, Rates, and Charges
Schedule for FY22 is hereby amended to add the following fees in the “Streets” section:
Utility Cut Permit application $50
Failure to repair initial cut within 30 calendar days $150
Failure to make warranty repair within 14 calendar days $150
Failure to obtain a permit prior to making a non-emergency cut $150
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
11th day of April in 2022.
Ayes:
Noes:
Absent or excused:
Sarah E. Kimrey, Town Clerk
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
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 – Accepting dedication of Waterstone Terrace and Crescent Magnolia streets
Attachments:
1. Offer of Dedication – Waterstone Terraces
2. Offer of Dedication – Crescent Magnolia
3. Resolution accepting dedication
Brief summary:
In May 2021, Waterstone Terraces and Crescent Magnolia residents approached the town to accept dedication of
their private neighborhood streets and provide town services. The town subsequently developed a process to
review such requests. The neighborhood provided the required pavement testing results and the attached offers of
dedication.
Action requested:
Adopt resolution accepting the dedication of these streets
ISSUE OVERVIEW
Background information and issue summary:
As stated above.
Financial impacts:
Staff recommendation and comments:
If the streets are accepted, the town will deliver roll-out carts on April 20 or 21 with service to begin on April 26.
The town received a hold harmless agreement from Elfin’s Pond. We began solid waste collection service there in
February. The neighborhood is still pursuing testing and street dedication.
Harmony at Waterstone is the only remaining townhome neighborhood with private streets. The community is still
transitioning to a resident-controlled HOA (from the developer). Unless we are contacted sooner, staff will wait for
that transfer to complete before reaching out about street conversion or solid waste service.
For clerk’s use
AGENDA ITEM:
6.E
Consent
agenda
Regular
agenda
Closed
session
RESOLUTION
Accepting Dedication of Roads for Public Ownership
Waterstone Terraces and Crescent Magnolia
WHEREAS, The Hillsborough Board of Commissioners approved Special Use Permits authorizing the
construction of the neighborhoods known as Waterstone Terraces and Crescent Magnolia in 2006 and 2017,
respectively; and
WHEREAS, The approved plans proposed private streets through these townhome neighborhoods; and
WHEREAS, The neighborhoods approach the town to accept the streets as public and provide all town
services within the communities in 2021; and
WHEREAS, The town developed a policy to consider accepting private streets in 2021; and
WHEREAS, The neighborhoods have submitted adequate information to verify the construction quality to
allow these resources to be accepted by the town; and
NOW, THEREFORE, be it resolved the Hillsborough Board of Commissioners hereby accepts the dedication
of the following streets in the approximate lengths shown:
Allium Lane 261.19 feet
Aronia Drive 220.07 feet
Horton Road 157.89 feet
Monarda Way 890.79 feet
Skip Rook Road 328.61 feet
Rubrum Drive 1,823.41 feet
BE IT FURTHER RESOLVED that no warranty period is required for these streets due to the
expiration of more than one year from final construction and the testing results provided.
Approved this 11th day of April of 2022.
Jenn Weaver, Mayor
Town of Hillsborough
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
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 endorsing County-wide Manufactured Home Action Plan
Attachments:
1. Draft Plan
2. Draft resolution
Brief summary:
Manufactured home park redevelopment became a central topic in 2016 and the jurisdictions worked together to
develop a response that could be implemented in each jurisdiction. Hillsborough had almost no involvement in this
plan development due to staff constraints at the time and limited perceived pressure on parks in Hillsborough.
Action requested:
Adopt resolution adopting the action plan.
ISSUE OVERVIEW
Background information and issue summary:
There are approximately 100 manufactured home communities in Orange County where the land ownership is
undivided. In some cases, residents own the manufactured home. In others, the residents rent both space and the
home. Hillsborough created a zoning district for these parks when the original zoning ordinance was adopted in the
1980s. Each park is zoned MHP, and the community is the only permitted use in that district. This limits the
redevelopment attractiveness as a rezoning would be necessary to pursue any different use.
The plan provides a concise and useful discussion of options that can be pursued if a park is targeted for
redevelopment and there is an interest to preserve the park.
Financial impacts:
Staff recommendation and comments:
For clerk’s use
AGENDA ITEM:
6.F
Consent
agenda
Regular
agenda
Closed
session
Developed by the Manufactured Home Staff Working Group
Updated Draft February 2022
County-Wide Manufactured Homes Action Plan
Orange County, North Carolina
Jointly Developed by the Manufactured Home Staff Working Group of the Towns of Carrboro,
Chapel Hill, and Hillsborough and Orange County
Introduction
The Manufactured Homes Strategy Action Plan is designed to provide a plan to address the
redevelopment threats facing manufactured home communities in Orange County. The Plan is
a collaborative effort between the Towns of Chapel Hill, Carrboro, Hillsborough, and Orange
County that outlines specific objectives, strategies, action steps, partners and resource needs to
address the redevelopment threat facing manufactured home communities. If we are
successful in implementing this action plan, we will:
1.Preserve manufactured home communities.
2.Minimize resident displacement due to redevelopment
3.Create a Relocation Assistance Package to provide meaningful relocation assistance
options for residents facing displacement.
Housing and Community staff from the local governments will be playing a leading role in
implementing the strategies and action steps listed in the plan, while also collaborating with
many Town and County departments and community partners.
This plan recognizes manufactured housing is an important source of naturally occurring
affordable housing serving diverse populations, including vulnerable community members.
It uses resident engagement as the foundation for the strategies proposed.
Guiding Principles
1.Use engagement findings as foundation for strategy selection and implementation.
2.Include a variety of strategies to fully address the different issues. There is no silver bullet.
3.Manufactured housing is an important source of naturally occurring affordable housing serving
diverse populations, including vulnerable community members.
4.The Plan is a living document and open to input and change.
The Challenge
Several manufactured home communities in the county are under threat of redevelopment and
resident displacement. Many homes are also in need of repair and rehab assistance. There are
unique challenges faced by manufactured home residents, most of whom own the homes they
live in but not the land it sits on. This plan provides a framework and strategies to address
these challenges while considering the limited authority and resources local governments and
community partners have.
County-wide Manufactured Homes Action Plan
2
Developed by the Manufactured Home Staff Working Group – Town of Chapel Hill, Town of Carrboro, Town of
Hillsborough, and Orange County
Draft - February 2022
Background
For many years, there has been interest in addressing the vulnerability of residents living in
manufactured home communities in Orange County. In 2016-2017, the County, Towns, and
local housing partners formed a manufactured homes work group to begin to d iscuss and
evaluate opportunities and obstacles to addressing the needs of manufactured home
community residents. This work group created an inventory of MHCs and a survey to inform
any strategies developed. You can find a copy of the inventory and surve y results as
attachments to this action plan.
Resident engagement has been the foundation for strategies that have been developed by
partners to address the needs of the MHCs and continues to be with this Action Plan. Resident
engagement has included in person meetings, focus groups, and surveys to understand the
housing needs and preferences of manufactured home residents in the county.
There are many things we have learned from resident engagement and the inventory of MHCs.
There are 100 manufactured home communities in Orange County housing over 2,000
households. According to the 2017 Orange County Mobile Home Park Survey, there is a 10%
vacancy rate in the parks, with many parks having no vacancy at all.
Many of the homes need repairs or renovations. About half of manufactured homes need
minor repairs and about 28% need major repairs, with only a small percentage, 3.2%,
economically infeasible to repair. Most residents are of low-income, making it difficult to fund
needed repairs.
We also know many of the MHCs are under threat to be redeveloped, in particular the MHCs
closer to town centers where market demand is high. The research and engagement show
there are many challenges for manufactured home residents finding new housing if
displacement were to occur. Few vacancies exist in MHCs in Orange County, most households
own their homes, are low income, and do not have many options for finding affordable housing
that meets the needs of their family. The human and financial costs to implement a relocation
package are significant and will vary depending on the MHC and severity of displacement.
Key Terms
Strategic Objective: The longer-term, wider change needed.
Strategy: The planned actions that will help achieve the strategic objective.
Action Step: The benefit expected to occur.
Partners: Town departments, community organizations, and institutions that will assist
with strategy implementation.
Resources: The goods and/or services needed. The figures provided in this document are
preliminary estimates and subject to change as we implement the Action Plan.
County-wide Manufactured Homes Action Plan
3
Developed by the Manufactured Home Staff Working Group – Town of Chapel Hill, Town of Carrboro, Town of
Hillsborough, and Orange County
Draft - February 2022
Manufactured Home: Factory-built housing, constructed on or after June 15, 1976 and
subject to construction standards established by the Department of Housing and Urban
Development (HUD).
Mobile Home: Built prior to June 15, 1976, most, but not all, adhere to American
National Standards Institute (ANSI) standards.
Manufactured Home Community (MHC): Though laws often refer to “mobile home
parks”, the term “manufactured home community” is a common industry term. We use it
in this Plan to reduce stigma and set aside the idea that mobility is a key feature of the
housing, recognize that houses are homes to the individuals who live in them, and these
purpose-built places are communities of people.
To find a list of partner agencies, see page 10
County-wide Manufactured Homes Action Plan
4
Developed by the Manufactured Home Staff Working Group – Town of Chapel Hill, Town of Carrboro, Town of Hillsborough, and Orange County
Draft - February 2022
Strategy Action Steps Lead Entity and Potential Partners Resources
1a
Support efforts to create resident-owned
communities (ROCs)
Assist ROC USA and CCE in exploring opportunities
to form ROCs
Provide funding assistance for acquisition
Support resident engagement efforts
Lead: County and Towns
ROC USA
Carolina Common Enterprise
MHC Owners
MHC Residents
Nonprofit Providers
1b
Pursue acquisition opportunities of
manufactured home communities
Explore opportunities to preserve MHPs through
acquisition
Use available funding sources for acquisition
Lead: County and Towns
MHC Owners
Nonprofit Providers
1c Explore land use policies that support
manufactured home communities
Conduct study of effective land use policies to
support preservation
Consult with policy experts to determine policy
recommendations
Lead: Towns
Consultants
UNC School of Government
Planning Departments
1d Work with manufactured homeowners to
improve park quality
Engage MHP owners in need of infrastructure
improvements
Provide infrastructure improvement loans to
improve quality of MHPs
Implement the County’s land banking program
Lead: County
MHC Owners
MHC Residents
1e Rehab and repair homes in MHPs Coordinate with the OC Preservation Coalition to
facilitate the completion of home repairs
Explore aligning rehab programs and policies
between jurisdictions to increase homes repaired
Lead: Partners
OC Home Preservation
Coalition
MHC Residents
1f Create an early warning system to identify
MHPs at highest risk of redevelopment
Identify key indicators to include in early warning
system
Lead: Towns
GIS and Planning Departments
MHC Owners
* indicates $1 million or more
= policy or funding decision required by elected body
= level of financial resources needed collectively
= level of staff resources needed collectively
Strategic Objective 1: Preserve manufactured home communities.
County-wide Manufactured Homes Action Plan
5
Developed by the Manufactured Home Staff Working Group – Town of Chapel Hill, Town of Carrboro, Town of Hillsborough, and Orange County
Draft - February 2022
Strategy Action Steps Partners Resources
2a
Pursue onsite and off-site home
construction as part of redevelopment
Work with developer applicants to explore
relocation options within or outside of a
proposed redevelopment
Lead: County and Towns
Developers
-
2b
Explore land use and regulatory policies that
can be applied to redevelopment of MHPs
Conduct study of effective land use policies to
minimize displacement
Consult with policy experts to determine policy
recommendations
Lead: County and Towns
Consultants
UNC School of Government
Planning Departments
2c
Implement master planning processes to
proactively create development plans that
minimize displacement
Explore sites that would be good candidates for
master planning
Engage stakeholders to gauge master planning
interest
Lead: County and Towns
MHC Owners
Planning Departments
Consultants
= policy or funding decision required by elected body
= level of financial resources needed collectively
= level of staff resources needed collectively
Strategic Objective 2: Minimize resident displacement due to redevelopment.
County-wide Manufactured Homes Action Plan
6
Developed by the Manufactured Home Staff Working Group – Town of Chapel Hill, Town of Carrboro, Town of Hillsborough, and Orange County
Draft - February 2022
Strategy Action Steps Partners Resources
3a Proactive engagement to connect MH
residents with resources
Establish partnership with nonprofit providers to
structure program
Provide funding to create a sustainable program
Lead: County and Towns
Nonprofit providers
3b
Use publicly owned land to create
relocation opportunities
Explore the use of publicly owned land to develop
affordable housing as an indirect site for relocation
Explore publicly owned land for creation of new
MHCs
Lead: County and Towns
Engineering and design
consultants
Affordable housing developers
MHC owners and experts
3c Provide housing search assistance Provide one-on-one housing location assistance Lead: Partners
Nonprofit providers
OCPEH
3d Identify manufactured home
communities with open lots
Engage MHP owners to determine sites with
vacancies
Create MHP vacancy database
Lead: County and Towns
MHC owners
OC Housing Helpline
Nonprofit providers
3e
Provide financial assistance to relocate
homes
Determine funding needed to relocate homes Lead: Partners
Developers
MHC owners and experts
Nonprofit providers
3f
Provide financial assistance for
residents to secure new housing
Determine type of assistance needed
o EHA
o Rental Assistance (security/utility deposits, rent)
o Down payment assistance
Lead: Partners
Developers
MHC owners and experts
Nonprofit providers
*A Relocation Assistance Package would include some combination of the strategies included above.
= policy or funding decision required by elected body
= level of financial resources needed collectively
= level of staff resources needed collectively
Strategic Objective 3: Create a Relocation Assistance Package* to provide meaningful relocation assistance options for
residents facing displacement.
County-wide Manufactured Homes Action Plan
7
Developed by the Manufactured Home Staff Working Group – Town of Chapel Hill, Town of Carrboro, Town of Hillsborough, and Orange County
Draft - February 2022
Dedicated Resources:
Affordable Housing Land Banking (Orange County Capital Investment Plan)
The land banking fund was established during the FY2015‐16 budget process to enable acquisition of manufactured home parks and other property
for future affordable housing development. The fund has approximately $1 million currently available.
Displacement Mitigation Assistance Program (Orange County)
The Displacement Mitigation Assistance Program (D-MAP) provides direct assistance to low- and- moderate-income manufactured housing
residents facing displacement caused by manufactured home park closure, redevelopment or natural disaster. EmPOWERment, Inc. works with
Orange County to coordinate relocation services for D-MAP. Currently, the D-MAP budget has approximately $53,000 available.
Potential Resources:
Carrboro
AFFORDABLE HOUSING SPECIAL REVENUE FUND
The goal of the Affordable Housing Special Revenue Fund is to advance the Town’s goal of increasing and improving the stock of affordable
housing within Carrboro and its planning jurisdiction. Special Revenue Funds may be used for land banking, construction, acquisition, pre-
development costs, repair, rehabilitation, and other home preservation activities. The Town Council has approved a penny and a half property tax
allocation, approximately $337,500, which is a dedicated annual revenue source for affordable housing.
Chapel Hill
AFFORDABLE HOUSING FUND (AHF)
In 2002, the Town Council established the AHF to preserve owner-occupied housing in Chapel Hill for affordable housing purposes.
Eligible Uses: The AHF has a variety of eligible uses, including:
1. Preservation of owner-occupied housing
County-wide Manufactured Homes Action Plan
8
Developed by the Manufactured Home Staff Working Group – Town of Chapel Hill, Town of Carrboro, Town of Hillsborough, and Orange County
Draft - February 2022
2. Land acquisition
3. Renovation
4. Affordable housing construction
5. Rental and utility assistance
For more information on the Affordable Housing Fund, visit the Town’s website.
AFFORDABLE HOUSING DEVELOPMENT RESERVE (AHDR)
In fiscal year 2014-15, the Town Council allocated over $688,000 for affordable housing and approved an allocation strategy for this funding,
establishing an Affordable Housing Development Reserve (AHDR).
Eligible Uses: The AHDR is dedicated exclusively to the development and preservation of affordable housing. Priority project areas are:
1. Land bank and land acquisition
2. Rental subsidy and development
3. Homeownership development and assistance
4. Future development planning.
For more information on the Affordable Housing Development Reserve, visit the Town’s website.
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG)
The CDBG Program was created by the U.S. Congress in 1974 and is administered by the Department of Housing and Urban Developm ent (HUD).
The primary objective of the program is to develop viable urban commu nities by providing decent housing and a suitable living environment and
expanding economic opportunities for low- and moderate-income peoples.
Eligible Uses: CDBG eligible activities include, but are not limited to:
1. Acquisition of Real Property
2. Relocation and Demolition
3. Rehabilitation
4. Public Facilities and Improvements, and Public Services.
For more information about the CDBG program, visit the Federal CDBG website and the Town website.
County-wide Manufactured Homes Action Plan
9
Developed by the Manufactured Home Staff Working Group – Town of Chapel Hill, Town of Carrboro, Town of Hillsborough, and Orange County
Draft - February 2022
Orange County
Urgent Repair Program
Orange County administers the Urgent Repair Program (URP) to finance emergency and critical repairs and accessibility modific ations for low-
income homeowners. Up to 20% of the total housing units repaired or modified may be manufactured housing units that are owned and occupied
by eligible homeowners on rented lots. The North Carolina Housing Finance Agency awarded Orange County $100,000 in program funds and the
County committed $40,000 in local funds for the 2021 program cycle. Funds for the 2020 cycle have all been expended.
HOME Investment Partnerships Program
The HOME Investment Partnerships Program is the largest federal block grant pro gram dedicated to increasing the availability of affordable
housing for low-income households. HOME provides flexible financing to states and localities (called “participating jurisdictions”) to use fo r
affordable housing activities that fall into four main categories: rehabilitation of owner-occupied housing; assistance to homebuyers; acquisition,
rehabilitation or construction of rental housing; and tenant-based rental assistance. HOME funds may be used to purchase and/or rehabilitate
manufactured homes, provided that the owner is low-income and owns the land beneath the manufactured home. The U.S. Department of
Housing and Urban Development (HUD) awarded Orange County about $379,000 in HOME for 2021. In addition, the Towns and the Cou nty
collectively contribute local matching funds to the program, in an amount equal to 25% of HOME funds to be used for affordable housing activities.
County-wide Manufactured Homes Action Plan
10
Developed by the Manufactured Home Staff Working Group – Town of Chapel Hill, Town of Carrboro, Town of Hillsborough, and Orange County
Draft - February 2022
Eligible Funding Sources Overview:
Strategy Orange County Chapel Hill Carrboro
CIP Displacement
Mitigation
Urgent
Repair HOME AHF AHDR CDBG BOND AHSRF
1a Support efforts to create resident-
owned communities (ROCs)
1b Pursue acquisition opportunities of
manufactured home communities
1d Work with manufactured home
owners to improve park quality
1e Rehab and repair homes in MHPs
2a Pursue onsite and off-site home
construction as part of redevelopment
3b Use publicly owned land to create
relocation opportunities
3e Provide financial assistance to
relocate homes
3f Provide financial assistance for
residents to secure new housing
Partners: Community Organizations
The MHP Implementation Team will partner with these community organizations to carry out the Action Plan. We anticipate that additional partners will be
identified as we implement the Action Plan.
Banks & Lending Institutions: There are several local, statewide, and national banks in Chapel Hill. Several partners include: BB&T, State Employees Credit
Union, Latino Credit Union and more.
Carolina Common Enterprise (CCE): CCE is a nonprofit focusing on co-ops that address unemployment, poverty and other issues struggling small, rural and
urban communities face across the Southeast, including manufactured homes. CCE is an affiliate of ROC USA.
County-wide Manufactured Homes Action Plan
11
Developed by the Manufactured Home Staff Working Group – Town of Chapel Hill, Town of Carrboro, Town of Hillsborough, and Orange County
Draft - February 2022
Chapel Hill Carrboro City Schools (CHCCS): The local school system. CHCCS has several initiatives related to immigrant and refugees, including the CHCCS
Newcomer Program and the Social Justice Academy at East Chapel Hill High School.
CHICLE Language Institute: CHICLE offers translation and interpreting services in many languages. They also offer language classes.
Community Home Trust: A local nonprofit organization that strengthens the Chapel Hill community with permanently affordable housing opportunities.
El Centro Hispano: A regional nonprofit organization that works to strengthen the community, build bridges and advocate for equity and inclusion for
Hispanics/Latinos in the Triangle Area of North Carolina.
El Pueblo, Inc.: A local nonprofit organization that supports the Latinx community.
EmPOWERment, Inc.: A local nonprofit with work focusing on affordable living options, education, home ownership, community building, and grassroots
economic development.
Faith Communities: There are several churches in the Chapel Hill community that serve immigrant and refugee residents. BIC has worked closely and will
continue partnering with St. Thomas More Catholic Church, which serves many Latinx residents.
Family Success Alliance (FSA): A collective impact initiative, FSA partners with low-income families to ensure families have the skills and tools needed for their
children to feel successful and be successful.
Habitat for Humanity: A national and international nonprofit organization, with an affiliate in Orange County, NC, that helps families in need build and own
quality affordable homes.
Legal Aid of North Carolina: A statewide, nonprofit law firm that provides free legal services in civil matters to low-income people in order to ensure equal
access to justice and to remove legal barriers to economic opportunity.
Orange County Affordable Housing Coalition (OCAHC): A coalition of individuals and organizations working together to provide housing opportunities for all in
Orange County, NC. Members include: CASA, Community Empowerment Fund, Community Home Trust, DHIC, EmPOWERment, Inc., Habitat for Humanity of
Orange County, Inter-Faith Council for Social Service, Justice United, Marian Cheek Jackson Center for Saving and Making History, Self-Help Credit Union, UNC
Partnerships in Aging Program, Weaver Community Housing Association, Family Success Alliance, Triangle J Council of Governments, Orange County Partnership
to End Homelessness, and representatives from the Towns of Carrboro, Hillsborough, Chapel Hill and the Orange County government.
County-wide Manufactured Homes Action Plan
12
Developed by the Manufactured Home Staff Working Group – Town of Chapel Hill, Town of Carrboro, Town of Hillsborough, and Orange County
Draft - February 2022
Orange County Home Preservation Coalition: A collaborative of organizations that provide home repairs and modifications to Orange County residents. The
Preservation Coalition seeks to increase communication and collaboration among organizations to decrease burden on clients and service seekers, many of
whom are older adults.
Prosperity Now: For over 15 years, Prosperity Now has been the central partner in the work to promote manufactured housing as a safe, stable, and affordable
path to homeownership and wealth creation for low- and moderate-income residents
Refugee Community Partnership (RCP): A local nonprofit, community-driven organization that aims to build unique, holistic, and comprehensive support
infrastructure for relocated families.
ROC USA: ROC USA is a nonprofit social venture whose mission is to make quality resident ownership viable nationwide and to expand economic opportunities
for homeowners in manufactured home communities.
tilde: A local language justice cooperative, tilde creates a sustainable livelihood for language workers, and advances language justice by providing high-quality
interpreting, translation, training, and consulting in the North Carolina Triangle region and beyond.
University of North Carolina School of Government: As the largest university-based local government training, advisory, and research organization in the United
States, the School of Government serves more than 12,000 public officials each year.
Partners: Local Government Departments
Many departments will be involved in the implementation of the Action Plan. The departments listed below are expected to be key partners in the Action Plan.
Housing and Community Departments: The Orange County Housing and Community Development, Town of Chapel Hill Housing and Community, Town of
Carrboro Housing and Community Services departments, and the Hillsborough Planning and Economic Development division are anticipated to play a primary
role in implementing the Action Plan.
Planning Departments: Planning Departments will assist with land use and zoning related matters.
Geographic and Information Systems (GIS): GIS departments will assist in data visualization and mapping.
Partners: State Organizations
County-wide Manufactured Homes Action Plan
13
Developed by the Manufactured Home Staff Working Group – Town of Chapel Hill, Town of Carrboro, Town of Hillsborough, and Orange County
Draft - February 2022
North Carolina Housing Finance Agency: NCHFA’s Mission is to create affordable housing opportunities for North Carolinians whose needs are not met by the
market.
North Carolina Affordable Housing Coalition: The North Carolina Affordable Housing Coalition has been leading a movement to ensure that every North
Carolinian has a home in which to live with dignity and opportunity.
RESOLUTION
Endorsing the County-Wide
Manufactured Housing Action Plan
WHEREAS, Orange County and the towns of Carrboro, Chapel Hill, and Hillsborough have a long history of
collaboration on housing topics; and
WHEREAS, manufactured housing is an important source of naturally occurring affordable housing serving
diverse populations and vulnerable community members; and
WHEREAS, in 2016, a number of manufactured home communities in our County were identified for
redevelopment by property owners triggering the potential displacement of current residents; and
WHEREAS, the towns and county formed a work group with local housing partners to understand the risks,
and potential remedies associated with this redevelopment issue, and strategies for improving and maintaining
the quality of the manufactured home communities; and
WHEREAS, the work group generated a report on their findings and an inventory of manufactured housing
communities in the county; and
WHEREAS, the environment for redevelopment has not abated and remains a constant threat for
manufactured home parks in our community; and
WHEREAS, there is continued need and opportunity to build on the work since 2016 and develop a county-
wide strategy to preserve manufactured home communities, minimize resident displacement due to
redevelopment, and provide meaningful relocation assistance options to be in place moving forward; and
WHEREAS, the Manufactured Home Staff Working Group with staff from the Town of Chapel Hill, Town of
Carrboro, Town of Hillsborough, and Orange County came together to develop this coordinated plan; and
WHEREAS, engagement with residents in communities at risk was conducted to understand their concerns
and preferences to guide the creation of the strategies included in the plan; and
WHEREAS, service providers, advocates, residents, and other stakeholders were consulted on
development of the plan and staff incorporated feedback from the Orange County Local Government Affordable
Housing Collaborative, the Carrboro Affordable Housing Commission, the Chapel Hill Housing Advisory Board, the
Orange County Affordable Housing Advisory Board, the Orange County Affordable Housing Coalition, the
Manufactured Homes Committee of the Orange County Affordable Housing Coalition.
NOW, THEREFORE, be it resolved the Hillsborough Board of Commissioners endorses the Manufactured
Homes Action Plan and commits to working cooperatively with Orange County, Carrboro, and Chapel Hill to
implement the strategies noted in the plan; and
BE IT FURTHER RESOLVED that the board authorizes the town manager to make adjustments to the
County-Wide Manufactured Homes Action Plan, as described in the April 11, 2022 meeting materials and as
needed as the towns move into implementation.
Approved this 11th day of April 2022.
Jenn Weaver, Mayor
Town of Hillsborough
Attestation:
Sarah Kimrey, Town Clerk
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Planning
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Shannan Campbell, Planning & Economic Development Manager
ITEM TO BE CONSIDERED
Subject: 2022 Schools Adequate Public Facilities Ordinance Technical Advisory Committee Annual Report
Attachments:
1. Executive summary
2. Orange County Schools projection sheet
Brief summary:
Annually the staff members of the parties to the Schools Adequate Public Facilities ordinance get together and
update the projections and data. This report is circulated among the members for comment before the BOCC
endorses it. No schools are projected to be needed in the planning horizon for the Orange County system.
The report has begun tracking pre-K students as requested previously by the school districts.
The entire report is available on the documents section of the Orange County Planning Department’s website.
Please follow this link and scroll down to the 6th heading.
Action requested:
Receive report and offer any comments.
ISSUE OVERVIEW
Background information and issue summary:
Financial impacts:
Staff recommendation and comments:
For clerk’s use
AGENDA ITEM:
6.G
Consent
agenda
Regular
agenda
Closed
session
Z s/^ ϭϮͬϯϬͬϮϬϮϬ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
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Town Clerk
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Town Clerk Sarah Kimrey
ITEM TO BE CONSIDERED
Subject: Amendments to 2022 Board of Commissioners meeting schedule
Attachments:
2022 Board of Commissioners meeting calendar
Brief summary:
The 2022 Board of Commissioners meeting calendar amendment, includes the following changes:
• Location of meetings for the remainder of 2022 have been moved to in-person.
• Cancellation of March 28 work session.
• Cancellation of April 4 budget retreat.
• May 9 regular meeting will include budget presentation.
• May 23 work session will include budget workshop and public hearing.
• Addition of budget workshop (if needed) May 31.
• June 13 regular meeting will include tentative budget adoption.
• Addition of joint meetings with the Water and Sewer Advisory Committee on May 5 and Nov. 3.
Action requested:
Approve as presented.
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:
6.H
Consent
agenda
Regular
agenda
Closed
session
101 E. Orange St., PO Box 429, Hillsborough, NC 27278 | 919-732-1270
www.hillsboroughnc.gov | @HillsboroughGov
Last Amended: April 11, 2022
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 Aug. 8
Feb. 14 Remote Sept. 12
March 14 Remote Oct. 10
April 11 Nov. 14
May 9 With budget presentation Dec. 12
June 13 Tentative budget adoption
Work sessions
Work sessions typically occur the fourth Monday of the month. The board generally does not make decisions or
receive public comment at work sessions.
Jan. 24 Remote May 31 Budget workshop, if needed
Feb. 28 Remote June 27 Budget adoption, if needed
March 21 Budget retreat Aug. 22
March 28 Canceled Sept. 26
April 4 Budget retreat, canceled Oct. 24
April 25 Nov. 28
May 23 Budget workshop, public hearing
Joint public hearings
Joint public hearings with the Planning Board typically occur the third Thursday of a month.
Jan. 20 Remote July 21
April 21 Oct. 20
Joint meetings
Meetings with the Water and Sewer Advisory Committee are planned quarterly. The Orange County Assembly of
Governments typically meets in January.
Jan. 25 Remote, Assembly of Governments Nov. 3 Water and Sewer Advisory Committee
May 5 Water and Sewer Advisory Committee
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Planning
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Evan Punch, Planning Tech
Shannan Campbell, Planning and Economic Development Manager
ITEM TO BE CONSIDERED
Subject: Special Event Permit: OCIM Walk for Hunger Police Sponsorship
Attachments:
1.Special Event Permit Application: OCIM
2.Parade Route from First Baptist to Gold Park via Riverwalk
3.Insurance information
Brief summary:
“A walk for hunger to support the feeding ministries of Orange Congregations in Mission.”
Action requested:
Approve, approve with conditions, or deny permit sponsoring Riverwalk usage and road closure of Queen and
Wake Streets.
ISSUE OVERVIEW
Background information and issue summary:
None.
Financial impacts:
Low; however, sponsorship is being requested for town services so there are department-level costs associated for
HPD.
Staff recommendation and comments:
None.
For clerk’s use
AGENDA ITEM:
6.I
Consent
agenda
Regular
agenda
Closed
session
YES
From:noreply@municipalonlinepayments.com
To:Evan Punch
Subject:Payment Notification - Pay a routine planning fee (plan reviews, zoning and sign permits, including historic)
Date:Friday, March 18, 2022 3:01:20 PM
Town of Hillsborough
This is your payment receipt.
Confirmation Number
R7PKNMTL4R
Payer Contact Info
ocim300mill@mindspring.com
Payment Method
************1887
Pay a routine planning fee (plan reviews, zoning and sign
permits, including historic)
Please tell us what you are
paying for (provide name
or address of project,
permit number, or type of
review):
Orange Congregations In Mission's A Walk
For Hunger SKM_C45822031613420 Walk
from First Baptist Church (route submitted)
through town and back to Riverwalk/Gold
Park.
Base Price $55.00
Total $55.00
Municipal Online Services Login
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Public Space
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Public Space and Sustainability Manager Stephanie Trueblood
ITEM TO BE CONSIDERED
Subject: Proclamation recognizing April 2022 as Native Plant Month
Attachments:
Proclamation
Brief summary:
Native Plant Month focuses attention on the vital role of native plants in overall ecosystem health and
sustainability.
Action requested:
Adopt proclamation recognizing April 2022 as Native Plant Month in the Town of Hillsborough.
ISSUE OVERVIEW
Background information and issue summary:
With more than 3,900 native plant species, North Carolina is one of the most diverse states in the Southeast for
flora. Native plants provide essential food and shelter for wildlife. Native Plant Month focuses attention on the
vital role of native plants in overall ecosystem health and sustainability.
Financial impacts:
None.
Staff recommendation and comments:
None.
For clerk’s use
AGENDA ITEM:
6.J
Consent
agenda
Regular
agenda
Closed
session
PROCLAMATION
Native Plant Month
April 2022
WHEREAS, native plants are indigenous species that have evolved and occur naturally in a particular
region, ecosystem, and habitat; and
WHEREAS, native plants are vital for maintaining and restoring the healthy ecosystem needed to sustain
our environment, including seed dispersal; pollination of crops and natural vegetation; prevention of flooding,
drought, and erosion; regulation of disease-carrying organisms; and moderation of weather extremes; and
WHEREAS, North Carolina is home to more than 3,900 native plant species, including trees, shrubs, vines,
grasses, and wildflowers, making it one of the most diverse states for native plants in the Southeast; and
WHEREAS, native plants provide shelter as well as nectar, pollen, and seeds that serve as food for native
butterflies, insects, birds, amphibians and other wildlife in ways that non-native plants cannot; and
WHEREAS, 969 of the native plant species in North Carolina have been designated as significantly rare
and/or in decline and may be in danger of extinction; and
WHEREAS, 94 of those 969 imperiled plants have been found in Orange County;
NOW, THEREFORE, I, Jenn Weaver, mayor of the Town of Hillsborough, do hereby proclaim April 2022 as
Native Plant Month to recognize the many benefits of native plants to the environment and economy of the Town
of Hillsborough.
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 April in the year 2022.
Jenn Weaver, Mayor
Town of Hillsborough
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Governing Body
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Mayor Jenn Weaver
ITEM TO BE CONSIDERED
Subject: Proclamation in Recognition of Afterschool Professionals Appreciation Week
Attachments:
Proclamation
Brief summary:
Afterschool Professionals Appreciation Week aims to recognize those who work with youth during out-of-school
hours. The week is marked by celebrations to encourage people to thank afterschool professionals who make a
difference in the lives of young people in their communities.
Action requested:
Adopt proclamation recognizing April 25-29, 2022, as Afterschool Professionals Appreciation Week in the Town
of Hillsborough.
ISSUE OVERVIEW
Background information and issue summary:
None.
Financial impacts:
None.
Staff recommendation and comments:
None.
For clerk’s use
AGENDA ITEM:
6.K
Consent
agenda
Regular
agenda
Closed
session
PROCLAMATION
Recognizing Afterschool Professionals Appreciation Week
April 25-29, 2022
WHEREAS, the Town of Hillsborough fully recognizes that afterschool professionals (those who work with
children and youth in a wide variety of program settings to provide extended learning opportunities during out-
of-school hours) have a positive effect on our children, families, community, and businesses; and
WHEREAS, afterschool professionals are a decisive element in children’s’ access high-quality relationships
and expanded opportunities beyond what they have access to at school and home, which they need to reach their
full potential; and
WHEREAS, afterschool professionals deserve appreciation for all that they do to for children to enhance
their education, promote physical and emotional health, provide a safe environment and expose them to new
experiences; and
WHEREAS, the Town of Hillsborough is committed to supporting the professionals who provide expanded
learning opportunities that will help close the achievement gap, nurture the next generation of engaged
community members, and prepare young people to compete in the global economy;
NOW, THEREFORE, I, Jenn Weaver, mayor of the Town of Hillsborough, do hereby proclaim April 25-29,
2022, as Afterschool Professionals Appreciation Week in the Town of Hillsborough.
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 April in the year 2022.
Jenn Weaver, Mayor
Town of Hillsborough
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Town Attorney
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Town Attorney Bob Hornik
ITEM TO BE CONSIDERED
Subject: Ordinance Eliminating Criminal Penalties
Attachments:
1.Memo from The Brough Law Firm, PLLC
2.Amending ordinance
Brief summary:
Senate Bill 300 (S.L. 2021-138), effective Sept. 2, 2021, amends various general statute provisions. The most
significant of which is the decriminalization of numerous local government ordinance violations. Though the town
rarely, if ever, must press criminal charges for violations of local ordinances, the State Legislature has eliminated
that option in most cases. The town attorney conducted a thorough review of the town code to determine what
changes should be made to eliminate criminal penalties in most cases. Amendments will also be needed to remove
criminal penalties related to the Unified Development Ordinance, which is a different process and will be handled
at a future date.
Action requested:
Adopt ordinance amending various chapters and sections of the town code to eliminate criminal penalties.
ISSUE OVERVIEW
Background information and issue summary:
As stated above.
Financial impacts:
None.
Staff recommendation and comments:
None.
For clerk’s use
AGENDA ITEM:
7.A
Consent
agenda
Regular
agenda
Closed
session
ORDINANCE NUMBER: XXXXXXXX-X.X
ORDINANCE
ELIMINATING CRIMINAL PENALTIES
Established by Various Chapters and Sections of the
Town of Hillsborough Code of Ordinances
WHEREAS, the Town of Hillsborough, a North Carolina municipal corporation, (“the town”) has a duly
adopted Town of Hillsborough Code of Ordinances (“town code”); and
WHEREAS, pursuant to SB 300, enacted into law by Section 13(b) of Session Law 2021-138, effective
September 2, 2021, N.C. Gen. Stat. 160A-175 was amended by, inter alia, adding a new subparagraph (b1) which
prohibits ordinances imposing criminal penalties in many circumstances; and
WHEREAS, the town intends by the adoption of this ordinance to amend the town code to be consistent
with N.C. Gen. Stat. 160A-175 and to decriminalize violations of certain other town code provisions as set forth in
this ordinance; and
WHEREAS, the Hillsborough Board of Commissioners (“town board”) has caused a study to be done of
the entire town code to review those provisions, the violation of which may result in criminal penalties or
misdemeanor charges to be brought for the alleged violation of such provisions; and
WHEREAS, as a result of said study and after considering the recommendations of the various town
departments, including (but not limited to) the Hillsborough Police Department, the town board has determined
that several provisions of the town code should be “decriminalized” so that alleged violations of such provisions
may be punishable by civil penalties and civil enforcement measures but NOT by criminal penalties.
The Hillsborough Board of Commissioners ordains:
Section 1. Violations of the following sections or chapters of the Town of Hillsborough Code of Ordinances
shall no longer be subject to criminal penalties:
a. Town Code Section 5.7 Operation of a public enterprises without franchise prohibited;
b. Town Code Section 5.8(a) Private use of public space – allowance for outdoor seating on public
sidewalks upon issuance of an outdoor seating permit;
c. Town Code Section 5.8(b) Allowance of service, possession, and consumption of malt beverages and
unfortified wine within the town right-of-way or on town property during public events upon the
issuance of an alcohol permit;
d. Town Code Section 5-11(c);
e. Town Code Section 5-13(a);
f. Town Code Chapter 6 Motor Vehicle and Traffic (all sections);
g. Town Code Chapter 7 Streets and Sidewalks (all sections);
h. Town Code Chapter 8 Trades and Businesses (all sections);
i. Town Code Chapter 10 Regulation and Control of Animals (all sections);
j. Town Code Chapter 11 Solid Waste and Environmental Regulations (all sections);
k. Town Code Section 13-7 Cemetery Hours of Operation; and
l. Town Code Chapter 14 Utilities (all sections EXCEPT section 14-16 Prohibited activities)
Section 2. All provisions of any town code 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
11th day of April in 2022.
Ayes:
Noes:
Absent or excused:
Sarah E. Kimrey, Town Clerk
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Planning & Econ Dev.
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Shannan Campbell, Planning & Economic Development Manager
ITEM TO BE CONSIDERED
Subject: Letter of Interest and Fiscal Analysis for contiguous annexation – N.C. 86, Waterstone Area (Terry Parcel)
Attachments:
1. Fiscal Analysis
2. Letter
3. Parcel Map
Brief summary:
The town board heard this annexation interest request at their meeting March 14, 2022 and advised the applicant
to explore options for including affordable housing as part of the project and directed staff to prepare a more in
depth fiscal analysis of the project.
The parcel in question is approximately 30.98 acres abutting Harmony at Waterstone townhomes, with some
frontage/access on N.C. 86. The full parcel is shown as part of the future land use plan as Mixed Residential
Neighborhood. Annexation would be contiguous.
Action requested:
Direction to staff is needed as to whether or not the board would like to see this annexation move forward or not
move forward at this time.
ISSUE OVERVIEW
Background information and issue summary:
None.
Financial impacts:
None.
Staff recommendation and comments:
None.
For clerk’s use
AGENDA ITEM:
7.B
Consent
agenda
Regular
agenda
Closed
session
101 E. Orange St., Hillsborough, NC 27278
919-732-1270 | www.hillsboroughnc.gov | @HillsboroughGov
MEMORANDUM
To: Mayor Weaver and Hillsborough Town Board members
From: Operations Team
Date: 4/11/2022
RE: Fiscal and Service Impact analysis for Waterstone Area Parcel (Terry) annexation interest PIN#
9873437743
Anticipated services costs by department/division:
Administration
This covers town clerk, information technology, human resources, budget, and communications. No
specific impact is expected aside from reaching out to 149 additional households with public
information and engagement.
Financial Services
No specific impact is expected to accounts receivable, accounts payable, general finance or payroll. The
initial proposed development is for 149 townhome units which would be presumably on individual
meters.
Eng/Utilities
The impacts will be consistent with the development review and inspection of a 30 acre residential
project. System development fees will be set by the extension agreement.
Planning
The impacts will be consistent with the development review and inspection of a 30-acre residential site.
Fees will be one-time at the time of development.
Police
The impacts will be consistent with service delivery for other neighborhoods of comparable size.
Public Space
The impacts will be consistent with the development review and inspection of a 30-acre residential site.
No dedication of recreation or public space is noted at this time. Sidewalks and sidewalk connections to
adjacent parcels will need to be installed per UDO and Street Design Standards to provide connectivity.
Public Works
Approximately 3,600 linear feet of new public streets is anticipated to be installed and dedicated to the
town including approximately 15 streetlights.
Town of Hillsborough | 2
Stormwater
The impacts will be consistent with the development review and inspection of a 30-acre residential site.
Fees will be one-time at the time of development. Recurring stormwater fees will be assessed per lot on
an annual basis.
Anticipated revenues by fund:
General Fund
Only major recurring revenues in the general fund were estimated for this project. Those include real
estate/property taxes, motor vehicle property taxes, motor vehicle registration fees, sales tax, and the
portion of Powell Bill that accrues based on population.
General Fund
Source Projected Value Projected Revenue
Current land value - 31.01 acres $565,911 $3,189
Residential development value (projected) $52,150,000 $293,876
Non-residential development value (projected) $0 $0
Projected Real Estate tax revenue $52,715,911 $297,065
Population increase (149 DU with 2.46 persons per) 366.54
Projected number of vehicles 223.5 $6,437
Projected vehicle value $2,049,495 $11,549
Sales tax $68,176
Powell Bill $7,536
Projected GF recurring revenue at buildout $390,763
Water Fund
Estimate - applicant Estimate - town
Residential (149 units) 53,640 34,270
Usage projection 53,640 34,270
Revenue projection (23.64/1000 gal) $462,838 $295,702
Percent daily water capacity (1,165,000 gallons) 4.60% 2.94%
Percent daily wastewater capacity (939,000 gal) 5.71% 3.65%
Stormwater Fund
Residential - 149 units + amenity $11,250
Total $11,250
Terry Tract
Marc h 3 , 20 22
0 0.0 8 0.1 60.04 mi
0 0.1 0.20.05 km
1:4,80 0
987 34 377 43PIN:TERRY MARYOWNER 1 :
W/S N C 8 6LEGAL DESC :
DEED R EF:
1
BL DG _VALU E:
LAND VALU E:
USE VAL UE: TO TAL VAL UE:
31.22 ASIZE:BU I LD IN G C OU NT:
OWN E R 2 :
AD D RESS 1:
AD D RESS 2:
290 9 NC 86 S
CI TY:HILL SBO RO UG H
STAT E, ZI P:NC 272 78
RATEC OD E:00
DATE SOLD :11/7/2 011
BL DG SQ FT:199 0
YEAR BU ILT:194 7
This ma p cont ain s parc els p repare d f or th e in ve ntor y of re al p roperty w it hin Orang e Coun ty, a nd is c omp iled fro m reco rded deed , plats , and ot her public rec ords a nd data . U sers o f th is m ap are hereb y not ifi ed that the aforem en tion edpublic p rim ary inf orm at ion sourc es s hould be cons ulted for verif ic atio n o f th e in form at ion cont ained on t his m ap. T he cou nty and its ma pping com panies as sum e no lega l re spo nsi bility fo r the informati on on t his ma p.
AGENDA ABSTRACT | 1 of 2
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
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: Request from Ezekiel Foundation for letters and support related to refinance and renovation of Gateway
Village Apartments
Attachments:
Request email
Brief summary:
The owner of the Gateway Village Apartments is asking the town to provide letters and support for their efforts to
both refinance their ownership of Gateway Village and make needed repairs to this older community that provides
housing to 63 households earning less than 30% of area median income.
Action requested:
Discuss and direction.
ISSUE OVERVIEW
Background information and issue summary:
In 2017, the board supported the request from the Ezekiel Foundation and Winterwood to pursue funding
assistance through the state of Wisconsin. Based on the attached request, it appears the full plan was not
implemented and there have been significant staff and consultant changes at the Ezekiel Foundation. While the
plan envisioned in 2017 may have been workable at the time, the “grace window” on the debt is closing and the
payment is significantly increasing.
The Foundation find themselves in a difficult position due to the decision made during acquisition. The Foundation
remains committed to owning and maintaining Gateway Village as a community for people with incomes below
30% of median income – some of our most vulnerable residents.
The Foundation applied for HOME funds to address these needs more directly. That request was more than double
the annual funding the entire county receives, was not sufficient to undertake the repairs needed to address water
and mold concerns and could not be divided into phases or spread over multiple years due to program limitations.
The Foundation has developed a relationship with Self-Help Credit Union and developed this proposal that would
allow the refinancing of the debt on the project and access additional resources to complete necessary repairs
For clerk’s use
AGENDA ITEM:
7.C
Consent
agenda
Regular
agenda
Closed
session
AGENDA ABSTRACT | 2 of 2
(both relating to water and mold and other aging building issues). Rather than ask the town for direct funding, the
Foundation and Self-Help have identified other methods to allow this project to access more funds.
1) The letter to HUD would hopefully trigger additional HUD funding to the project in the form of additional
rent subsidy to each resident. By increasing the rental contract, the rents to residents remain unchanged
(and tied to their ability to pay), but then trigger HUD providing more subsidy per unit. Self-Help is then
able to see the additional subsidy as income. Further, Self-Help can look at the renovated value of the
community to determine loan amounts. There is no requirement for HUD to grant this request, but the
subsidy will not change without a concerted effort to persuade HUD to grant the request. This effort may
involve multiple requests and soliciting support from our state and federal legislators to be successful.
2) The letter to ATAX-Greystone to forego the bond premium payment potentially saves the Foundation
making what amounts to a pre-payment penalty on the loan. By paying off these bonds early, the
Foundation is able to save significant interest and better structure the debt. There is no requirement for
ATAX-Greystone to grant this request. From the Foundation’s perspective, this payment is unearned profit
to ATAX-Greystone and some pressure should be applied to encourage them to forego this unearned
benefit.
3) Including the City of Durham strengthens these requests because the financing is bundled with a similar
neighborhood in Durham named Lynnhaven. I have spoken to two staff in Durham about participating.
They are currently looking into the request and may be back in touch with me prior to the April 11
meeting.
Financial impacts:
None for the town operations.
Staff recommendation and comments:
A representative of the Ezekiel Foundation will attend the meeting, either in person or virtually.
Staff recommends trying the path requested by the property owner. Maintaining Gateway Village as a livable
community for our most vulnerable residents is a priority and the proposed path, if successful, will allow the owner
to make needed improvements and maintain this property as a viable community. The refinancing will allow access
to a reasonable debt structure and provide much needed renovations to the property which will, in turn improve
the quality of life for residents.
Alternative strategies require significant funds (the HOME application was for over $700,000) and do not align with
known grant funding opportunities.
In an unrelated effort, Orange County Health Department and Department of Social Services have been
cooperating to actively engage with Gateway residents to understand their needs and interests and see what
resources can be put to their benefit. Both Community Services and police staff are participating in these regular
meetings. Preliminary feedback seems positive from the residents about the new management Ezekiel has put in
place.
From:Scott Merusi
To:Margaret Hauth
Cc:John Froehlich
Subject:Gateway Village
Date:Saturday, March 12, 2022 2:32:18 PM
Attachments:NCHFA Records 9% LIHTC and 4% TE Bonds 2019-2020 All Applications.pdf
Winterwood Resignation Letters Lynnhaven Apartments and Gateway Village.pdf
Margaret:
I really appreciate your follow-up email from 3-10-22 and willing to meet. I am copying JJ
Froehlich of Self-Help Credit Union on this email as well. Gateway Village in Orange County
and Lynnhaven Apartments located in the City of Durham, represent a total of 139 units of
affordable rental housing units owned by The Ezekiel Foundation. The two (2)
apartment communities are building based Section 8 and are both rented to Extremely Low
Income households (<30% of the Area Median Income). The average annual household
income at both Gateway Village and Lynnhaven Apartments is less than $10,000 per year.
When these two (2) properties were acquired by a qualified non-profit (The Ezekiel
Foundation) in 2019, the previous property manager (Winterwood, Inc.), along with
David Garcia (the financial consultant), and the lender ATAX-Greystone had planned to
renovate the properties using the 9% Low Income Housing Tax Credits or 4% Tax Exempt
Bonds, Based on information obtained from the North Carolina State Housing Finance
Agency no applications were ver submitted (see attached all LIHTC/4% bonds 2019-2020).
The reason financing applications were not submitted is still unclear. The aftermath of the
financing structure has left The Ezekiel Foundation with very limited refinance options.
As part of the LIHTC or 4% tax exempt bond finance strategy, I am speculating that David
Garcia/Winterwood, Inc. convinced The Ezekiel Foundation to go with OCAF rental rate
increases from HUD instead of a comparable market rate rental increases. Presumably, this
was done to position these properties with the lowest rents possible ($200 per unit less than
HOME low rental rates), allowing the properties to score the highest number of points on a
LIHTC application/allocation--rental rate structure. When the applications were not
submitted, The Ezekiel Foundation was saddled with below market rents and HUD OCAF
election--that only allows for cost of living rental increases. The loan with ATAX-Greystone
was probably tied to a LIHTC allocation because in 2022, the loan is set to convert from
interest only to principal and interest.
When the loan change occurs, The Ezekiel Foundation cannot adjust rents upward because of
the HUD-OCAF limitations. In addition, if the loan with ATAX-Greystone is "paid-off",
there is a clause in the contract that calls for a bond premium payment (prepayment penalty).
This adds another $305,000 to the loan pay-off. The loan with ATAX-Greystone needs to be
paid-off. The Ezekiel Foundation is working closely with Self-Help Credit Union to facilitate
that.
If the elected members of the committee & staff are committed to trying to find more options--
this would be our ask:
1. Orange County writes a letter to the HUD-Greensboro office and requests that if The
Ezekiel Foundation pays off the current mortgage to ATAX-Greystone, HUD would allow
rental rates for the properties to be increased to HOME low rents.
2. Orange County works with The Ezekiel Foundation and drafts a letter, requesting that
ATAX-Greystone waive its "bond premium payment" and allow The Ezekiel Foundation to
pay the mortgage off at par.
3. Orange County officials reach-out to the City of Durham and ask them to participate in
signing of the letter to HUD and to ATAX-Greystone.
What would this accomplish?
4. Self-Help Credit Union would use the higher rental rates and cost savings from the non-
payment of the "bond-premium" to underwrite a higher loan amount for the properties. The
loan proceeds would pay-off the current notes on the both properties, and to have
sufficient funds to renovate the properties (Gateway Village and Lynnhaven Apartments) to
the standard outlined in the Capital Needs Assessment (CNA). This would create better
housing opportunities for Extremely Low Income residents living at these two (2) properties.
I need to disclose the fact that I was not involved in any of the financing related to the
acquisition of Gateway Village and Lynnhaven Apartments by The Ezekiel Foundation. I
began working on the repositioning of these properties on October 14, 2020. This is when
Winterwood, Inc. gave notice that it was not going to manage these properties for The Ezekiel
Foundation effective January 31, 2021 (see attached). I am currently working closely with
Multifamily Select, Inc. (property manager), and receiving monthly management reports as it
relates to improving the occupancy at both properties. We are working closely with Orange
County (Melvyn Blackwell and Ann Marie Tosco) to resolve the Civil Rights Action
(Shannon Blue). The Ezekiel Foundation is committed to working closely and collaboratively
to ensure that Gateway Village serves as safe and decent affordable housing for the Extremely
Low Income households that reside in Orange County, North Carolina.
Scott Merusi
513-515-5876 (c)
AGENDA ABSTRACT | 1 of 2
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Public Space
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Public Space and Sustainability Manager Stephanie Trueblood
ITEM TO BE CONSIDERED
Subject: Decorative banners – location proposal
Attachments:
1. Maps of proposed banner locations
2. Renderings of proposed banner locations
Brief summary:
Single-pole flags are no longer permitted as attachments to power poles owned by Duke Energy. Staff
recommends utilizing forty-two (42) two-arm banner locations to decorate for holidays in the downtown and
South Nash Street areas. Banner attachment agreement must be reviewed and approved by Duke Energy. To be
ready for observances in June, action by the town board is needed now so Banner Attachment Agreements can be
submitted to Duke Energy.
Action requested:
Approve forty-two (42) proposed banner locations for inclusion in the banner agreement with Duke Energy.
ISSUE OVERVIEW
Background information and issue summary:
In the past, the town has flown U.S. and Pride Flags from power poles in the downtown area. Last summer the
town learned that single-pole flags were no longer permitted on Duke Energy power poles. However, Duke Energy
permits decorative banners to be attached to power poles with two pole banner arms. The town has used two-arm
banners with a “Welcome to Hillsborough” message for years. These banners are scheduled for replacement and
will incorporate the new town logo.
In February, the town board directed staff to investigate potential locations for banners. Staff has found forty-two
(42) suitable poles in the downtown area; thirty-nine (39) are in the commercial areas along Churton and King
streets and Margaret Lane; three (3) are on South Nash Street (see attached maps). These locations are suitable for
the same size banner (30” x 60”) and bracket as is currently used in town.
Churton, King, and Nash streets are state roads. Duke Energy and NCDOT have overlapping spacing requirements
for banners. For instance, banners must be placed at least 12” from service lines and have at least 11’ clearance
over sidewalks. Banners may not protrude into travel lanes. Spacing requirements must be met for public safety.
To meet all of the requirements, some of the banners will be placed on the back side of the power pole. Banners
For clerk’s use
AGENDA ITEM:
7.D
Consent
agenda
Regular
agenda
Closed
session
AGENDA ABSTRACT | 2 of 2
on the east side of Churton Street in the downtown area and on the south side of West King Street and along on
East King Street will be hung on the back side of the pole over the sidewalk. This is necessary to have adequate
clearance on the roadway side. (See attached maps- red dots are road-side banners and blue dots are back-side
banners).
The town board expressed interest in hanging banners in commercial locations outside of the downtown, such as
along 70 and South Churton Street. The power poles in these locations are spaced much further back from the
roadway. Larger brackets and banners will be needed for an appropriate scale. For this reason, staff recommends
that these locations be explored as a second phase to the project.
Once locations are approved, staff can submit the Banner Agreement to Duke Energy for review. New banner
permits may take several months to issue, according to Duke Energy representatives.
Costs are based on the overall number of banners and any hardware ordered. A budget amendment may be
necessary once costs are known.
Financial impacts:
TBD
Staff recommendation and comments:
N/A
!
!
!
!!
!
!
!
!
!
!
!
!
!
!
!
!
!
!
!
!
!!!
!!!!!
!!!
!
!!!
!!!!
GRIST
MILL
Pole Location Code
!Road Side
!Back Side
¯
106 East Margaret Lane
228 S Churton Street
200 N Churton Street
Town of Hillsborough, NC
!
!
!
Pole Location Code
!Road Side
!Back Side
¯
250 S Nash Street
Town of Hillsborough, NC
4/1/2022
1
Proposed Banner Location
(Illustrative only)
The following slides display renderings of several of the proposed banner locations.
Renderings are not precisely to scale and do not show all proposed locations.
See maps for complete display of all proposed locations.
1
2
4/1/2022
2
3
4
4/1/2022
3
5
6
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Division: Communications
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Communications Specialist Cheryl Sadgrove
ITEM TO BE CONSIDERED
Subject: Decorative banners – design discussion
Attachments:
1. Banner Designs-Flags
2. Banner Designs-Hillsborough
Brief summary:
Staff and a vendor have provided options for street banners with the American, state and pride flags as well as
designs for updating the town banner. The designs are for banners that are 30 inches wide and 60 inches tall.
Action requested:
Provide feedback on the designs most desired and the changes wanted. If no design is desired, provide clear
feedback on what is desired.
ISSUE OVERVIEW
Background information and issue summary:
The town no longer can display flags on Duke Energy utility poles. Street banners must be used instead, with the
banners attached to the poles with hardware in two locations. The town has updated its branding, and some of the
current town banners are faded from years of use. The banner size in the design options is the same as the size
currently in use because the town already has the hardware needed for banners of this size. Designs with
scrollwork from the wayfinding signage is incorporated in some of the design options. The updated branding is
complementary to the signage and includes a tapered line design found in the signage but not the signage’s
scrollwork.
Financial impacts:
Banners will cost $137.99 each for an order of 24 to 49 banners. A $40 design cost will be added to the total order
for providing some of the options in this agenda item.
Staff recommendation and comments:
For cost-efficiency and due to limited time, staff recommends continued use of 30-inch-by-60-inch banners.
For clerk’s use
AGENDA ITEM:
7.E
Consent
agenda
Regular
agenda
Closed
session
Banner Designs —Flags
Please note: The concepts on this page are not scaled to the correct proportion. They are
longer than the 30-inch-by-60-inch banner the town now uses.
Banner Designs —Hillsborough
Current Design
Please note: The concepts on this page are not scaled to the correct proportion. They are
longer than the 30-inch-by-60-inch banner the town now uses.
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
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: Board direction on when to resume in-person meetings for appointed boards
Attachments:
None.
Brief summary:
Town offices are re-opening to walk-in traffic on April 18. The town board has returned to meeting in-person. The
Governor’s State of Emergency Order remains in place, authorizing remote meetings. Staff that support appointed
board are seeking clarification on when appointed boards are to return to in-person meetings.
Action requested:
Direct appointed boards return to in-person meetings beginning May 1.
ISSUE OVERVIEW
Background information and issue summary:
It has been two years since meetings shifted to electronic platforms. It is debatable whether the electronic
platforms make government processes more or less accessible to the general public – there are pros and cons to
each method. For consistency and transparency, the staff is seeking some directive from the town board to avoid
any appearance of differential treatment if different boards would have different preferences.
Staff ask that appointed boards return to in-person meetings beginning May 1. Critical and time-sensitive
exceptions are acceptable. All remote meetings will have to cease when the State of Emergency is lifted unless
other state authorization is granted.
The April public hearing was designated as in-person after consultation with the mayor, mayor pro tem and chair
and vice-chair of the planning board due to the advertisement deadlines for the hearing.
Financial impacts:
Staff recommendation and comments:
For clerk’s use
AGENDA ITEM:
7.F
Consent
agenda
Regular
agenda
Closed
session
AGENDA ABSTRACT | 1 of 2
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
Department: Town Clerk
Public hearing: No
Date of public hearing: N/A
PRESENTER/INFORMATION CONTACT
Town Clerk Sarah Kimrey
ITEM TO BE CONSIDERED
Subject: Amendments to Board of Commissioners Travel and Professional Development Policy
Attachments:
Suggested amendments to policy
Brief summary:
The board adopted a travel and professional development policy in December 2020 to provide a clear process,
standards, and expectations to assist board members, as well as provide consistency. Attached are minor
amendments to help streamline the procurement process further for professional development related expenses.
Action requested:
Discuss the draft amendments, request additional information, research, options, and refinements from staff if
deemed appropriate. The board could choose to approve the amendments tonight if only minor changes are made.
Approval can be tabled if further information and discussion is required.
ISSUE OVERVIEW
Background information and issue summary:
For years a combination of the manager, mayor, and clerk have monitored and/or approved board travel and other
expenses. Since there was no board-specific policy the employee-policy had been applied where it made sense, but
the applications did not always align. Commissioner Ferguson requested several years ago a policy be developed.
Former Mayor Stevens later followed up on the same request after approval of board expenses was transferred
from the town manager to mayor. Commissioner Hughes drafted a policy, based on a version he received from an
elected official in a nearby municipality, that the town manager and staff refined and presented to the board for
consideration in December 2020. Attached are suggested amendments to this policy to provide more flexibility in
the procurement process.
Financial impacts:
N/A
Staff recommendation and comments:
Mayor Weaver has suggested adding childcare allowance to the list of town approved expenses to promote the
notion of being “family friendly” and to avoid missed training opportunities due to childcare needs. If the board is
For clerk’s use
AGENDA ITEM:
7.G
Consent
agenda
Regular
agenda
Closed
session
AGENDA ABSTRACT | 2 of 2
in favor of this recommendation, staff could be tasked with updating the employee travel policy to provide the
same allowance for all employees.
Board of Commissioners Travel & Professional Development Policy
EXPENSES FOR CONFERENCES, CONVENTIONS, AND OTHER BOARD DEVELOPMENT ACTIVITIES
Subject to budgetary limitations, the town will defray reasonable out-of-pocket expenses
incurred by board members for professional and board development. Funds for board member
participation in development activities will be budgeted annually.
The town clerk will request purchase orders for board travel, therefore, it is important for
board members to contact the town clerk prior to making any arrangements. This includes
mileage and meal advances.
The mayor, in coordination with the town clerk, will monitor expenditures to ensure that they
do not exceed the amount of funds allocated in the budget. The town clerk’s office will provide
the board with a quarterly report maintain an itemized list of all professional and board
development expenditures. This list will reside on an electronic platform accessible to all board
members.
1. Authorization to Attend Professional and Board Development
a) All professional and board development expenses to be paid with town funds must
support the town’s mission and objectives and be reasonable in cost.
b) Professional and board development activities must be listed by name and be approved
in the annual budget.
c) If development opportunities arise during the fiscal year, the board must approve the
addition of this activity to the budget at an official board meeting if the activity is over
$5300. If development opportunities under $500 $300 arise, the activity must be
reported to the board at an official board meeting.
d) Board members shall only be permitted to attend conferences, conventions, or other
professional development activities provided by government agencies, educational
entities, or non-profits. Events associated with partisan activity is expressly forbidden.
2. Reimbursable Expenses
The board intends that its members exercise good judgment in incurring travel expenses
when pursuing professional and board development opportunities. Members are expected
to exercise the same care in incurring expenses that a prudent person would exercise if
traveling on personal business and expending personal funds. Town funds are not to be
used to pay excess costs or additional expenses that are for the convenience or personal
preference of a board member or to pay for expenses incurred by family members or other
guests of a board member.
Formatted: Space Before: 5 pt, After: 5 pt
Town funds may be used to pay the following expenses incurred by a board member for
attendance at an approved conference, convention, or other professional development
activity: Conference registration fees, lodging expenses, air travel and car rental must be
paid using a town issued procurement card. No personal credit cards should be used.
a) Conference registration fees. Board members must use their town issued procurement
card to pay registration fees for approved conferences and other events.
b) Lodging expense. Board members must schedule their own hotel reservations and use
their town issued procurement card for payment. The allowance for lodging will be
limited to reasonable actual and necessary expenses. A board member sharing a room
with a family member or guest will be limited to the single occupancy rate. Tips for
room service, valet, and other hotel services are not reimbursable. Personal services
available at the hotel, such as spa services, laundry, childcare, and other personal
services, are not reimbursable.
c) Meals. The total daily allowance for meals while traveling overnight on official town
business will be limited to the current town per diem allowances. If traveling to a high
cost metropolitan area, itemized meal receipts may be submitted in lieu of the per diem
if approved by the board. No reimbursement will be provided for meals for family
members or other guests of the board member. Alcoholic beverages are not
reimbursable. Procurement cards must not be used to purchase meals.
d) Travel by private vehicle. Mileage for approved travel will be reimbursed at the current
town rate, using either the board member’s home or town hall as the origination point,
whichever is shorter. Procurement cards cannot be used to purchase gasoline. Parking
fees and tolls, if practicable, should be paid with a town issued procurement card.
e) Air travel. If air travel is necessary, board members should schedule their airline
reservations and use their town issued procurement card for payment. Reservations will
be for coach fare only. Should a board member desire an upgrade from coach to
business or first class, the board member will be responsible for making the upgrade
and the cost of the upgrade. Board members should use their town issued procurement
cards to pay for a taxi or other reasonable and necessary transportation fees for travel
to and from airports.
f) Rental car. If a rental car is necessary, board members may use their town issued
procurement card for payment.
3. Personal Expenses
All other travel and related expenses not covered in these guidelines, including, but not
limited to, expenses for laundry, entertainment, between meal snacks, pet boarding, and
toiletries or other personal items, are considered personal expenses and are not
reimbursable.
4. Cancelled Trips and Missed Events
If a board member cancels a trip or otherwise fails to attend an event for which the town has
prepaid or incurred other expense, the board member is responsible for reimbursing the
town for all funds advanced or expended on the member's behalf, including any cancellation
fees. A board member will not be required to reimburse the town for expenses paid on the
member's behalf if the member is not able to travel because of a medical emergency or
death in the immediate family or an emergency work situation; however, the board member
must reimburse the town any funds advanced for the travel.
5. Reimbursable Mileage for Local Travel
a) Travel to destinations within Orange County is not reimbursable.
b) Travel for official committee assignments or events assigned by the board is
reimbursable, unless otherwise being reimbursed by another organization (e.g. Triangle J
Council of Governments, Upper Neuse River Basin Association, selected Board
representative for Town Hall Day in Raleigh).
c) Trips for ceremonial or celebratory events are not reimbursable unless approved by the
board.
6. Exceptions
a) The town manager with approval from the mayor (or mayor pro tem if the mayor is
unavailable) shall have the authority to grant exceptions from any part of this policy
when deemed in the best interest of the town.
b) All exceptions must be stated in writing and attached to the purchase order request.
PROCESS FOR REIMBURSEMENTS, TRAVEL ADVANCES AND SUBMISSION OF PROCUREMENT
CARD STATEMENTS
1. Reimbursements
a) Board members will be reimbursed for personal vehicle mileage. All reimbursements are
contingent upon funds available.
b) Board members should submit requests for reimbursement, along with supporting
documentation of the expenses, by the15th calendar day of the month following the
month in which the expense was actually incurred.
Formatted: Indent: Left: 0"
c) All claims for reimbursement of expenses must (1) be submitted on the Town’s Travel
Reimbursement Form with original detailed receipts, except that no receipt is required
for meals that will be reimbursed at the town-approved per diem rates; (2) document
the official town purpose for which the expenses were incurred; (3) be signed by the
board member; and (4) be approved by the mayor (or mayor pro tem for requests
submitted by the Mayor). Claims for reimbursement of expenses that required prior
approval must also include a copy of the prior written approval. Claims related to
attendance at a conference, convention, or other board development activity must also
include a copy of the event agenda.
2. Travel Advances
Board members may request an advance of meal per diems. Such advances must (1) be
submitted on the Town’s Travel Reimbursement Form; (2) document the official town
purpose for which the per diems are being claimed; (3) include an agenda or other
document demonstrating the meals claimed are not included in the registration fee; (4)
include registration confirmation (5) be signed by the board member; and (6) be approved
by the mayor (or mayor pro tem for requests submitted by the mayor).
3. Procurement Card Statements
Monthly procurement card statements must be signed and turned in to the town clerk by
the 5th of every month with itemized receipts for all purchases. Charges related to
attendance at a conference, convention or other board development activity must also
include a copy of the event agenda. The mayor will need to sign the statements by the 8th of
the month. The mayor pro tem will need to sign the mayor’s statement. The town clerk will
allocate and upload receipts in the Works program.
Attending Professional and Board Development Activities Flow Chart
Was the event approved in the budget
for the current year? Yes
Notify the Town Clerk and follow this
policy.
Be prepared to provide a report or
email summary of the event to fellow
board members.
No
Is the total cost of the event, including
meals and travel, under $5300.00? Yes
Notify the Town Clerk and follow this
policy.
Be prepared to provide a report or
email summary of the event to fellow
board members.
The Town Clerk’s office will report
this travel event at an official board
meeting.
No
You must obtain approval to attend the
event at an official board meeting.
AGENDA ABSTRACT: Item to be considered | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
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: Report on board-identified topics from February meeting
Attachments:
Memo responding to requests
Brief summary:
During the February regular meeting, board members identified 23 topics or projects for staff to work into
department workplan. The attached memo details staff response, dividing the projects into 4 groups: already in
process, needing clarification, longer term response, and items not recommended for further pursuit. The board
can direct staff as the board prefers.
Action requested:
Receive and discuss.
ISSUE OVERVIEW
Background information and issue summary:
Financial impacts:
Staff recommendation and comments:
Staff suggests these topics be revisited in the fall for a status check and further direction or clarification.
For clerk’s use
AGENDA ITEM:
7.H
Consent
agenda
Regular
agenda
Closed
session
101 E. Orange St., Hillsborough, NC 27278
919-732-1270 | www.hillsboroughnc.gov | @HillsboroughGov
Memorandum
To: Mayor Weaver
Town Board members
From: Operations team members
Date: March 30, 2022
Subject: Responses to projects identified at February 2022 meeting
During the February regular meeting, board members identified topics or projects they wanted staff to work on
with no specific schedule or priority assigned.
Staff found the items fell into 4 categories:
• things we were already working on
• projects that needed more specificity
• larger projects
• projects not recommended for further action
This classification is based on staff understanding of the complexity of the topic and required effort to implement
reviewed in light of other responsibilities and priorities. Without question, the board can prioritize these actions
as they wish and direct staff to pursue any and all tasks.
Under the headings, the items are listed in approximate order of completion, based on workload and complexity.
The responsible division is listed in parentheses with the item.
Already working on
A few of the requested topics were very easy to address or already being worked on by staff. Those items are
detailed below.
1) Determining option to continue broadcasting at least Town Board meetings after we resume in-person
meetings (Clerk/Communications/IT).
□ Response: Staff intends to continue broadcasting town board meetings using the Meeting Owl until
directed otherwise.
• If the board wants other options investigated, please advise.
• There is no plan to broadcast volunteer board meetings at this time. If that is a board interest, please
advise.
• Expansion beyond the Meeting Owl for town board meetings would be challenging before FY24 due
to workload and complexity.
2) De-criminalizing of penalties currently listed as criminal per the list we sent to the North Carolina General
Assembly and determining which to move to civil penalty (Legal).
□ Response: This is an item on the April regular meeting agenda for action.
Town of Hillsborough | 2 of 5
3) Posting bios of Mayor and Commissioners on the web (Communications).
□ Response: As of March 28, all but two biographies were ready for posting to the new section of the
website. Once those are received from the members, the pages will go live.
4) Report on amplified sound provisions – is it working? (Police).
□ Response: email update being prepared & will be sent in the next couple of weeks
• Discussion can be scheduled, if desired.
5) Review of advisory board composition, appointment processes, training, etc. to help build competency and
alignment with Board priorities (Clerk).
□ Response: Clerk and Assistant Manager began working on this with Commissioner Bell. A wide variety of
interests were identified, some simply requiring research, other require board direction.
• We expect to report existing information and remaining questions/interests to the entire board
before the end of the fiscal year to get clarity on whether additional work is desired, what the level of
effort might be, and schedule.
6) Establish an on-going funding stream for bicycle and pedestrian improvements (Budget).
□ Response: Board action and available funding are all that is needed.
• The board can designate funding as part of the budget process for this purpose. Funds could
accumulate over time and then be used to take advantage of opportunities as they arise or for
identified projects. The town has a similar process for funding small connectivity projects and climate
change initiatives.
Clarification or direction needed to fully respond
The following topics need some additional specificity about priority or the type of information the board is
seeking for staff to respond. Direction on April 11 or scheduling for future meetings is needed.
1) Town-funded solutions to promote affordable housing in Hillsborough (Community Services).
□ Response: Topic of discussion at the budget retreat.
• Staff is pursuing the direction of gathering the recommended data, creating guidelines for local fund
use, if designated, and developing a plan to support this interest in the longer term. The
Comprehensive Sustainability Plan will also provide some guidance on this topic.
2) Accessory Dwelling unit status & update (Planning).
□ Response: staff is preparing a mappable dataset of all accessory dwellings and lots with multiple
dwellings.
• Question: What is the board’s objective? Is the location and number of units the interest? Is it how
has ordinance changes impacted development of accessory units? Is it how to encourage more or
different types?
3) Revisiting Code of Ethics ordinance from earlier in the year (Legal).
□ Response: This is pending project for the legal team.
• Direction as to relative urgency/priority of this project is requested.
4) Revising our firearm regulation with something similar to what Apex has in their Code (Legal).
□ Response: This is a pending project for the legal team.
• Direction as to relative urgency/priority of this project is requested.
Town of Hillsborough | 3 of 5
Items with a longer response time
Some items require deep research or are tied to other processes. These are detailed below. No specific schedule
has been proposed for response. Any guidance about relative priority from the board is helpful.
1)Creating a searchable online depository of town contracts (Clerk/IT).
□Response: Clerk and IT have been looking into this. We are waiting on some technology shifts coming from
the selected vendor.
•Some direction is needed to indicate whether this is every contract or only those that meet a certain
threshold. This will also need to involve Finance staff as they receive every contract.
2)Apex is implementing Dark Sky provisions – learn from and piggyback on their activities/actions (Planning).
□Response: Planning staff have met with Apex staff. They are still in the formulation stage. Nothing has
been adopted or implemented. They are very willing to share, and staff will continue to monitor this
project.
3)Assess bicycle/pedestrian friendliness of community and develop plan to address problem areas (Public
Space/Planning).
□Response: Staff expect this will be addressed in the Comprehensive Sustainability Plan in some form or
fashion. Additional work can be scheduled if the plan response is lacking.
4)Investigate options to meet the community where they are – alternatives to traditional engagement
(Communications).
□Response: This is a current project for Communications. Options under discussion include community
message boards, rotating the location of the citizens academy to different spaces around town, as well as
offering transportation and perhaps childcare. Prior to the pandemic, Communications staff had discussed
trying to visit neighborhood meetings to be able to answer questions about the town and to encourage
residents to sign up for communication methods and OC Alerts. It’s unclear if neighborhood meetings have
resumed and staff are still recovering from pandemic workload impacts.
•Question: What does the board wish to accomplish?
5)Investigate options to provide public Wi-Fi in town parks and Fairview Park (in partnership with Orange
County) (IT).
□Response: This is a current project for IT. The infrastructure does not exist in the parks to implement this.
Additionally, there would be the on-going expense for internet service at each location and the need to
develop policies about internet use that would need to be posted in all locations.
6)Investigating social districts (Planning/Police).
□Response: Staff have reached out to other jurisdictions to learn from their experience. We have a fair
understanding of the level of effort and how to go about this if further effort is desired. Hillsborough is
rather different that other communities who have implemented these districts. We contacted
Greensboro and Hickory. This will require significant staff effort and community cooperation to
implement. The issues we have identified so far include:
•We have a limited number of establishments. Will they all participate? Will they all comply? Is this
something they want?
•We have residents who live very close to the area likely designated as a district. What is the
impact to them?
•We have heavily traveled roads through the area likely to be a district. The risk of injury is much
higher.
Town of Hillsborough | 4 of 5
•This recalls the issues we observed with increased trash throughout the downtown with previous
businesses who did not monitor outside beverage service without food.
•How will this impact alcohol service in adjacent public spaces (courthouse square & Riverwalk)
and at events?
□If a presentation about how districts work in other locations is needed to help the board members
envision positives and negatives, staff can schedule this for a future workshop.
□Clarity about board support for pursuing this and its relative priority is needed.
Not recommended for further pursuit (alternatives suggested)
These topics take significant effort and staff are concerned that the real benefit to the community will not exceed
that effort. For each item, staff need information about what the board wants to accomplish with the project.
We ask that in hopes of identifying alternatives to reach the desired outcome. As stated previously, if the board
wants these projects pursued, staff stand ready to try.
1)Investigate options to take commissioner meetings to neighborhoods on some sort of basis
(Clerk/Communications).
□Response: Some basic research indicates implementing this project would take a significant amount of
effort to accomplish. Most neighborhoods do not have public buildings where meetings could be held.
Locations would have to be handicap accessible, have reliable internet if meetings are to be broadcast,
and may have rental costs. The readily identified locations include Durham Tech, Orange County Library,
Dorothy Johnson Community Center. Each location has its own challenges for set up and broadcast.
Changing locations then requires transport, set up, and break down of seating, tables, recording and
broadcast equipment. By changing locations, the public will be confused as to where the meetings will be
held. We ran into this when meetings were shifted to the Whitted Building and later to the annex.
•Question: What does the board wish to accomplish? Are there other alternatives that meet the same
objective?
2)Investigate establishing a youth council to engage our younger residents (Public Space).
□Response: The Parks and Recreation Board looked into this concept when its membership was expanded
to have age-specific members. That option was pursued rather than the separate Youth Council model.
There is not staff capacity to establish another volunteer board at this time. Further, GARE training is
indicating standing boards are not the best method of engagement.
•Alternative suggestions: Staff is willing to look into this further but suggests youth summit or youth
survey as options that might be more attainable in the short term.
3)Noise ordinance related to nuisance noises & reducing noise pollution (Legal).
□Response: Noise enforcement is a time intensive enterprise and highly subjective. Short of designating
specific staff to focus on this as an on-going responsibility, ordinance work is unlikely to be effective.
Further, complaints about lack of enforcement will accompany anything less than robust and routine
enforcement.
•Question: What does the board wish to accomplish? Are there other alternatives that meet the same
objective?
4)Creating a searchable database of emails that are sent inbound to all Commissioners via our website (IT).
□Response: This initial concern is that inbound messages may contain information that is confidential. This
practice is not immediately recommended by State Archives staff, so additional discussion and refinement
Town of Hillsborough | 5 of 5
is needed. This could lead to the need for emails to be redacted which could be very time consuming. IT
continues to research the mechanics involved while the policy is also discussed.
• Question: What does the board wish to accomplish? Can it be accomplished in another way?
5) Investigate participatory budgeting (Budget).
□ Response: Budget staff provided a report on participatory budgeting during the board’s December 2020
meeting. This method is very staff intensive, and the town has very limited flexibility in funding from year
to year. The budget staff has very limited capacity to take on this program.
• The town board initially expressed an interest in exploring participatory budgeting in October 2020.
Budget staff researched participatory budgeting and met with staff who manage these efforts in other
jurisdictions and then presented these key findings:
(1) Staff Investment – Regardless of whether your organization is investing $25,000 or $2.5 million, a
successful program requires significant staff investment. For instance, the City of Durham has 2
full-time employees dedicated to their participatory budgeting efforts. Budget staff are involved
throughout the entire process, from initial marketing to project implementation and process
evaluation.
(2) Funds – Organizations vary in terms of how much funding is provided to participatory budgeting.
Funds are needed not just in terms of the participatory budgeting funds to be allocated, but also
the cost to administer the program. Some jurisdictions choose to include additional expenses,
with the City of Durham including funds to provide childcare for their events, need-based stipends
for their volunteers, and for parking and bus passes.
(3) Engagement – Engagement needs to happen throughout the process and it’s important to meet
the community where they are. For example, during the voting phase, the City of Durham had
voting sites at bus stations, health & human services facilities, and public schools.
• One of the biggest challenges we face in the budget division is related to staff capacity. A couple
examples that illustrate our limited capacity include being delayed on completing a budget document
and struggling to find time to work on the strategic plan. We’ve also been continuing to learn the new
budget software system. Part of the challenge is our work has gotten more complex and varied over
the years, with more budget involvement in capital financings, audit prep, ARPA funding, enterprise-
wide projects, etc. While we have added a budget analyst position this fiscal year, the Administrative
Services Director is currently responsible for both her former budget duties as well as the new duties
that have come with the reorganization. Once the budget analyst is fully onboarded, the
administrative services director will be less involved in some of the day-to-day aspects of budget and
will transition fully to the director role. Thus, there hasn’t been much added in terms of budget
capacity.
• Given our limited capacity, staff strongly recommends that the town not pursue participatory
budgeting. We are a small organization and unfortunately, it’s not possible to scale down
participatory budgeting to match our size. Pursuing this effort would further stretch current staff and
severely hamper our ability to meet our current workload unless additional staffing is added.
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: March 14, 2022
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 April 25, 2022
Attachments:
None.
Brief summary:
The following are five possible items for the April 25 workshop, but it’s not likely all will be ready:
• Annual audit presentation
• Mayor’s Task Force on Re-imagining Public Safety (continued discussion)
• Approval of grant/loan applications for water and sewer projects, as well as related requirements
• Comprehensive Sustainability Plan updates
• Train Station Project updates
Action requested:
Provide direction to staff.
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.I
Consent
agenda
Regular
agenda
Closed
session
AGENDA ABSTRACT | 1 of 1
Agenda Abstract
BOARD OF COMMISSIONERS
Meeting date: April 11, 2022
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:
8.C
Consent
agenda
Regular
agenda
Closed
session
Administrative Services Report
March 2022
Budget
• FY23 Budget Retreat was held March 21.
• Upcoming FY23 Budget Dates:
o 5/9 FY23 budget presentation for Board
o 5/23 Budget workshop and public hearing
o 5/31 Second budget workshop (if needed)
o 6/13 Consider adoption of FY23 Budget & Financial Plan
Communications
• Branding rollout ― Delivered swag items; checked proofs; created or assisted with new templates;
updated documents, including cemetery brochures and documents related to yard work (stormwater,
sustainability, Bee City USA and Tree Board documents).
• Town materials ― Worked on April print newsletter and translation of Financial Services documents.
• Website ― Replaced calendar with new design based on the most current technology. Updated pages,
including FAQ: Water Advisories and Notices. Added individual mayor and commissioner pages with
system for Human Resources staff to update them. The individual board pages will go live once
information has been received for all pages.
• News releases ― Issued information on lifting of the mask mandate, compost blanket installation,
contraband charges, key yard and garden reminders, Creek Week activities, state park plans, Mayor’s Task
Force discussions, smoke testing, Cpl. Tereasa Matthews’ retirement, budget retreat, River Park Arch
installation and Community Survey results.
• Social media ― Created posts on all news releases and on chlorine cleanout and flushing program, call for
bee hotel stewards, Fix a Leak Week, street closure/stormwater pipe repairs, Tourism Board grant
application deadline, Stories with HPD program, assistant finance director recruitment, call before digging
reminder, Hillsborough reservoir levels and April newsletter.
• Utilities outreach ― Worked on utilities communications, including updated hydrant flushing video and
updated bill insert on what can and can’t be flushed.
• Other ― Worked on street banner project.
Fleet Maintenance
• Fleet Supervisor attended an electric vehicle update and ride-drive through the N.C. Clean Energy
Technology Center. Attendance was to stay current with the technology as it advances. There were no
new notable advancements or changes.
Human Resources/Town Clerk
• Biweekly payrolls
RECRUITMENT AND SELECTION
Position Status
Assistant Finance Director Open until filled.
Customer Service Representative Position filled; start date 4/11/2022
Police Officer Continuous recruitment.
Utilities Inspector Position filled; start date 4/11/2022
Administrative Services Report | 2
Information Technology
• No updates.
Safety and Risk Management
• Inspections ― Completed inspections at Cates Creek, Gold, Hillsborough Heights, Murray Street and
Turnip Patch parks and forwarded recommendations (work orders). Forwarded safety inspection results
to departments.
• Meetings ― HR Team, Division, ADA Compliance and renovation at N.C. 86 Facility.
• Random drug screens ― Completed 1st quarter random FMCA drug screens and pre-hire drug screens
• Safety Committee ― Worked on completion of incident reviews and on inspection requirements with
Safety Committee members.
• Safety equipment ― Stocked/distributed/ordered safety gear, distributed updated safety wear.
• Other ― Worked on budget preparations, employee training schedule, workers compensation claims, and
general duties concerning N.C. 86 building renovation. Collected fire extinguisher monthly check sheets.
Utility Maintenance Mechanic Open until filled.
Utility Maintenance Technician Open until filled.
Planning and Economic Development Division Report
March 2022
FY 22 Revenues Collected
Planning & Review Fees $46,193.51 (92% of budget)
Data is through March 31, 2022 for both permits and Certificates of Occupancy. Data for completed
developments has been removed but totals still reflect all previous activity.
Hillsborough Police Department Monthly Report March 2022
REPORTED OFFENSES - UCR
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2022 2021 2020
Part I Offenses
Homicide 0 0 0 0 1 0
Rape 1 0 0 1 1 2
Robbery 0 1 0 1 10 6
Aggravated Assault 1 1 1 3 37 17
Burglary 2 5 1 8 54 20
Larceny/Theft 34 50 37 121 491 326
Motor Vehicle Theft 2 1 2 5 14 18
Total Part I 40 58 41 0 0 0 0 0 0 0 0 0 139 608 389
Other Offenses 2021 2021 2020
Simple Assault 7 8 4 19 197 109
Fraud/Forgery 4 4 3 11 46 24
Stolen Property 1 0 1 2 14 19
Damage to Property 7 13 6 26 266 97
Weapons Violations 2 2 1 5 30 26
Sex Offences 1 0 0 1 8 2
Drug Violations 9 4 11 24 157 125
Driving While Impaired 2 1 1 4 78 40
Liquor Law Violations 0 0 2 2 17 11
Trespassing 0 0 2 2 57 31
Domestic Related 9 12 10 31 249 133
Missing Persons 0 0 0 14 6
Summary of Select Offenses:
On 03/05/2022, a Larceny of a Motor Vehicle was reported in the 800-block of W. King St. The victim advised a
broken-down van valued at $500 was taken and sold to a recycling center. The vehicle was recovered. Officers
charged Lacey Henry Keeter, (w/m, 43, of Blair Dr.) with Felony Larceny of a Motor Vehicle and Felony
Conspiracy.
On 03/09/2022, an Aggravated Assault was reported in the 300-block of Lakeshore Dr. A witness called 911 after
observing a female victim bleeding heavily from an unknown wound and screaming for help. Upon arrival
officers located a female shot during a domestic incident. The female was transported to the hospital and is
recovering. Officers charged Tremaine Makel Halton, (b/m, 49, of Lakeshore Dr.) with Felony Assault with a
Deadly Weapon Intent to Kill Inflicting Serious Injury. He was held without bond.
On 03/10/2022, a Larceny of a trailer occurred in the 300-block of Executive Ct. The victim advised a trailer
valued at $5,000.00 was taken.
On 03/19/2022, an Attempted Breaking and Entering, Larceny, and Injury to Property were reported in the 500-
block of W. King St. The victim advised that motorcycle parts valued at $3,430.00 were taken. There was also
$280.00 in damages to windows and screens where someone attempted to make entry to the residence.
Hillsborough Police Department Monthly Report March 2022
On 03/20/2022, a Larceny of a Motor Vehicle was reported at 400 Lakeside Dr. The victim advised that a male
suspect took her car keys, $45.00 from her purse, and her vehicle valued at $3,000.00. The vehicle was later
located by Durham Police and returned to the owner. Officers obtained warrants on Keyshawn Marrow (b/m,
22, homeless) for Felony Larceny of a Motor Vehicle and Misdemeanor Larceny.
37 Larcenies were reported at various locations including:
• 15 larcenies were shoplifting related incidents at Hampton Pointe- Walmart.
• 11 larcenies from business were reported– 1 at 909 W. King St., Country Markets Tobacco, where a
subject took $1,080.00 and the business later declined charges. 2 at 500 S. Churton St., Circle K 1 where
4 packs of water valued at $23.96 were taken. 1 where $11.95 in alcohol was taken. 3 at 1990 S Nc 86,
Sheetz, 1 where a carton of cigarettes and a drink valued at $79.98 were taken. 1 where $23.07 in
alcohol was taken and recovered. 1 where snacks valued at $20.42 were taken. 5 at 1701 S. NC 86,
Tractor Supply; 1 where kennels valued at $929.94 were taken and a $100.00 lock was damaged. 1
where a $419.99 kennel was taken, and a $150.00 lock was damaged. 1 where $100.00 in general
merchandise was taken. 1 where $100.00 in hand tools were taken. 1 where $189.98 in merchandise
was taken.
• 5 Larcenies from Unlocked Vehicles were reported– 1 at 320 Elizabeth Brady Rd., Occoneechee
Speedway, where $80.00 cash was taken. 2 in the 500-block of Terrell Rd. where the vehicle was rifled
through, and nothing taken and another where $1.00 in change was taken. 1 at 570-A Cornelius St., Red
and White Mart, where a debit card was taken by an acquaintance and used in Town for $167.00. 1 in
the 900-block of Patriots Pointe Dr. where a vehicle was rifled through, and nothing was taken.
• 3 Catalytic Converters were taken/attempted– 2 at 231 S Churton St., U-Haul, where a $400.00 catalytic
converter was taken, and another was attempted. 1 in the 400-block of Calvin St. where a $1,000.00
catalytic converter was taken.
Narcotics/weapons related incidents:
• During the month of March, Officers recovered small amounts of marijuana, crack cocaine,
methamphetamine, THC gummies, paraphernalia, and one handgun.
Public Works Report: March 2022
Work Orders
17 completed within two days
Public Spaces
61 staff hours
Cemetery
1 monument marked
Stormwater Maintenance
122 staff hours, 534 linear ft
Training
1 staff attended Erosion Control ITRE training
Special Events:
Last Friday’s – 3 staff hours
Asphalt Repairs:
101 E. Orange St., Hillsborough, NC 27278
919-732-1270 | www.hillsboroughnc.gov | @HillsboroughGov
Utilities Department Status Report for March 2022 (covering previous month)
PROJECT/CATEGORY STATUS
WTP The vendor has completed repairs of filter 2 and is starting filter 3. So far, the findings
are only broken caps and sand infiltration. This should be less cost than expected to
repair.
Hydrant flushing is finishing 4/4 which will take some pressure off the WTP for extra
production.
West Fork of the Eno
Reservoir
The reservoir is at 43.8 feet. We are back to Phase 1 normal pool! The new Phase 2
normal pool elevation is 53 feet. The releases met or exceeded the minimum required
release. Lake Orange has been lowered for dam work. Lake Ben Johnson is spilling.
Vendors are being asked to quote to mulch the regrowth around the reservoir
previously cleared for the new Phase 2 pool elevation. Due to a delay in starting the
project due to the pandemic, the area will need additional clearing to prevent sediment
from accumulating in the reservoir when it is filled.
A PO has been obtained to replace the 20-year-old level sensing equipment. The flow
sensor will be in FY23.
Signs need to be made and posted regarding the property being in restrictive deed.
WFER Phase 2
Construction Project
Outstanding is one final pay app for the road project just to release retainage. Need to
transfer easements and right of way to NCDOT.
Water Restrictions None.
WWTP/Collections
The WWTP failed its Whole Effluent Toxicity testing for the quarter. Staff is investigating why and
has already begun the failed test protocol, which is more testing. A Notice of Violation will be
issued. A 2" force main serving the Strouds Creek pumping station broke and caused a sanitary sewer overflow. An automatic Notice of Violation will be issued.
Funding Opportunities
The town had submitted letters of interest for the River pumping station and OWASA
booster station to the Hazard Mitigation Grant Program as backup to the BRIC
applications we are awaiting word about. The state has not acted on the letters yet. If
invited to submit a full application, we will do so.
The town is also working with TJCOG on available grant funding opportunities. Routine
meetings are scheduled and TJCOG will send us grant opportunities that potentially
match our capital project needs.
May 2 is the spring deadline for SRF and ARPA applications. We will be working with a
consultant to submit several applications for preliminary planning for water projects,
sewer rehab projects and sewer expansion projects. This will require some significant
effort from several folks from finance to the Utilities Director and the board to approve
some resolutions and 10 year CIP to be able to apply by then.
Town of Hillsborough | 2
The town is participating in the Low Income Household Water Assistance Program
(LIHWAP).
Staffing The Utilities Department has modified the civil engineer position to be an Engineering
Manager position and changed the Lead Inspector position to an Engineering
Technician position. We need to advertise for the Engineering Manager position as a
candidate ponders the Engineering Technician position. Pleased to announce Lucas
Cates is starting as our inspector on April 11. Lucas has a utilities installation
background, having been a foreman at his family business which does civil site
construction work. He dealt with inspectors from the other side but now he will be on
that side. Lucas will be able to jump in right away!
Water and Sewer
Advisory Committee
(WSAC) Activities
WSAC in-person meetings have been cancelled during the COVID-19 pandemic. Steed
Robinson will be presented for appointment to WSAC on 4/11 as an in-town member.
His term will expire April 30, 2025. The first joint meeting with the BOC will be May 4 at
WSAC’s normal May meeting. Agenda to be solidified.
Engineering and
Finance Policy
Director is working on code and specification revisions to Chapters 14 and 15. Director
still working on formal rollout protocol and handling each request case by case until
then. Director is working with public works on making sure street cuts are covered
when contractors make taps. Also working on encroachment standards.