ATTACHMENT 3
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Quarterly Update of Council Goals
DATE: January 15, 2004
At the Council Planning Session on January 17, 2003, the Council established its goals and priorities for the upcoming year. We provide an update below on these goals and priorities.
We note that the proposed implementation plan is for the calendar year 2003 and 2004. For example, a target timetable date of “First Quarter, 2003” refers to the period January-March, 2003.
HIGHEST Priority
1. Bicycle/Pedestrian Goals
Description: Two major short-term Comprehensive Plan actions are related to Bicycle and Pedestrian goals:
· Adopt Pedestrian/Bicycle Operating Performance Measures. Procedures would be developed for evaluating the operating performance of pedestrian and bicycle facilities. The new Mobility Report Card includes data that could be used to develop standards.
· Preparation of Bicycle/Pedestrian Improvement Action Plan. Currently, work on the annual sidewalk and bicycle plan proceeds with the involvement of the Bicycle and Pedestrian Advisory Board and the Transportation Advisory Board. Preparation of a long-range Action Plan is a potential activity of Bicycle and Pedestrian Advisory Board. Plan implementation could be incorporated in Capital Improvements Program process.
Products to Be Produced and Timetable
· Report to Council: Bicycle/Pedestrian Operating Performance Measures
o Project Start: Third Quarter, 2003
o Target Completion Date: Third Quarter, 2004
· Draft Pedestrian/Bicycle Improvement Action Plan for Council Consideration
o Work to begin Third Quarter, 2003
o Target Completion Date: First Quarter, 2004
May 12, 2003 Status: Implementation of annual sidewalk plan approved by Council November 25, 2002, is underway. A Bike Forum with the Transportation Board and Bicycle and Pedestrian Advisory Board is tentatively scheduled for May 20, 2003, on the issue of the Town's policy concerning wide outside lanes versus striped bike lanes. Work is set to begin next quarter on preparation of performance measures and an Action Plan.
August 25, 2003 Status: The Bike Forum with the Transportation Board and the Bicycle and Pedestrian Advisory Board was held on May 20, 2003 on the issue of the Town’s policy concerning wide outside lanes versus striped bike lanes. The Bicycle and Pedestrian Advisory Board subsequently voted on June 24, 2003 to recommend retaining the current Town policy. On June 23, 2003, the Transportation Chair petitioned the Town Council to act on the Transportation Board’s February 18, 2003 petition to modify the current Town policy. Council consideration is tentatively scheduled for September 8, 2003.
Work began this quarter on preparation of a proposed Scope of Work for a Pedestrian/Bicycle Action Plan. The Bicycle and Pedestrian Advisory Board is scheduled to discuss the proposal on August 26, 2003. Council consideration is tentatively scheduled for September 8, 2003.
November 10, 2003 Status: Council Members Jim Ward and Ed Harrison have been working with the Bicycle and Pedestrian Advisory Board and the Transportation Board to achieve consensus on a new recommended bicycle facilities policy for Council consideration (please see related items on tonight’s agenda).
The Council adopted a Scope of Work and a process for developing a Pedestrian/Bicycle Action Plan on September 8, 2003. On October 27, the Council invited other advisory boards to provide liaisons to the Bicycle and Pedestrian Advisory Board to assist in developing the Plan, in response to a petition from the Planning Board. An open house was held on October 9, 2003 to obtain citizen ideas on needed facilities. About 60 persons attended the open house. The Board has scheduled additional work sessions on November 4 and December 2 to develop the plan concept.
January 15, 2004 Status: On November 10, the Council adopted a new bicycle facilities policy.
The Bicycle and Pedestrian Advisory Board and liaisons from other interested Boards have been meeting to develop the Pedestrian/Bicycle Action Plan. A second community open house is scheduled for January 14, 2004 in the Chapel Hill Public Library from 5:30 p.m. to 8:30 p.m. to gain citizen input on the plan concept developed to date.
2. Discussions with Northside about Neighborhood Conservation District
Description: The new Land Use Management Ordinance includes provisions for creation of overlay zoning districts for older neighborhoods and several neighborhoods have expressed interest in pursuing such a designation. The action contemplated that a neighborhood conservation district could be prepared and adopted as part of a residential small area planning process. The first such neighborhood to come forward requesting use of this new tool has been the Northside neighborhood. A resolution is attached that would initiate the process of developing a neighborhood conservation district for this neighborhood.
Products to Be Produced and Timetable
· Overlay Zoning District to be included in Ordinance
o Council Consider Resolution Initiating Study, 2/24/03
o Project Start: First Quarter, 2003
o Target Completion Date: Fourth Quarter, 2003
May 12, 2003 Status: The Council adopted a resolution authorizing preparation of a conservation district proposal on February 24, 2003, and appointed an initial group of citizens to an advisory board on April 14, 2003. The first meeting of the advisory group is tentatively scheduled for May 15, 2003.
August 25, 2003 Status: The Northside Neighborhood Conservation District Advisory Committee began meeting May 15, 2003, and has had several meetings over the summer. In July, it began meeting twice a month, on the first and third Thursdays of the month. The Committee plans to make a status report to the Council on September 22, 2003.
November 10, 2003 Status: The Northside Neighborhood Conservation District Advisory Committee made a status report to the Council on September 22, 2003. The Planning Board and the Northside Committee have had two work sessions on developing a neighborhood conservation district, on September 16, 2003 and on October 30, 2003. The Northside Committee plans to bring a proposal to the Council with work completed to date on November 24, 2003, for consideration at a January 2004 public hearing. Also upcoming is a planned Committee meeting with interested property owners and residents on November 20.
January 15, 2004 Status: The Northside Neighborhood Conservation District Advisory Committee held an informational meeting on November 20 for neighborhood residents. On November 24, the Northside Committee made its report with a proposal for consideration at the Council’s November 24, 2003 meeting. The Council called a public hearing for January 21, 2004 on a Zoning Atlas Amendment to consider creating an overlay Neighborhood Conservation District for Northside. A public information meeting was held on December 15, 2004, and Planning Board consideration occurred on December 16, 2004.
Plans are also underway to hold a community charrette on design guidelines, tentatively scheduled for Saturday, February 7, 2004 in Town Hall from 9:00 a.m. to 12:30 p.m.
3. Greenways and Open Space: Acquisition and Development
Description: Develop additional funding sources to carry out the long-term master plans for greenways and open space. Annual update of Capital Improvements Program could be an opportunity for including additional funding.
Products to Be Produced and Timetable
· Report to Council on Additional Funding Sources and Long-Term Schedule
o Project Start: Second Quarter, 2003
o Target Completion Date: Fourth Quarter, 2003
May 12, 2003 Status: The Greenways Commission has started its discussion of this item. We expect to have a report in the third quarter of calendar year 2003.
August 25, 2003 Status: The Greenways Commission deferred discussion pending the outcome of the Council’s discussions related to a possible Green Infrastructure Bond. The potential bond along with funds tentatively scheduled through the Transportation Advisory Committee for the metropolitan area could address the financial needs of the program for several years.
November 10, 2003 Status: With the approval of the bond referendum on November 4, the Commission will address this issue at its next meeting, on December 17.
January 15, 2004 Status: Approval of the bond referendum on November 4 provided significant funding over the next several years. The Greenways Commission sent a petition to the Council on December 17, 2003 urging the Council to begin deliberations concerning use of the 2003 Parks bond. The end result of those discussions will produce a schedule for development of about 50% of the Greenways Master Plan. In addition the Commission is working on an update of the existing Master Plan.
4. Clean Water
Description: Three major short-term Comprehensive Plan actions are related to goals related to Clean Water:
· Implement a dedicated funding source for stormwater management. The Council has directed Town staff to work with a consultant and an ad hoc policy committee to develop a stormwater utility that would collect fees to offset the cost of building and maintaining stormwater management infrastructure and monitoring and improving water quality. The work that remains includes completing consultant work and considering establishing a stormwater utility, and is estimated to take eighteen to twenty-four months.
· Adopt, implement improved erosion and sedimentation requirements.
· Develop a water quality performance review process. At the planning session, the Council also discussed possibilities for more aggressive Clean Water initiatives. The new Land Use Management Ordinance provisions and the creation of a stormwater utility are expected to begin improving water quality in Chapel Hill. The Comprehensive Plan envisioned establishing a comprehensive water quality performance review process that would set target goals, monitor water quality trends, screen potential problem areas, and evaluate the effectiveness of alternative best management practices for development.
Products to Be Produced and Timetable
· Council adoption of stormwater utility
o Target Completion Date: Second Quarter, 2004
· Council Report on Improved Erosion and Sedimentation Requirements
o Address in Land Use Management Ordinance evaluation, Third Quarter, 2003
· Council Report on a Water Quality/Clean Water Performance Review Process
o Work to begin in 2004
May 12, 2003 Status: The Committee has been established, and an initial meeting was held in April. The Committee, consultant, and Town staff have established a work plan and schedule that calls for completion of the utility development work by the end of calendar year 2003, for possible implementation in the first quarter of 2004.
The new Land Use Management Ordinance recently adopted by the Council includes a variety of means and measures intended to reduce and control land disturbing activities that often result in soil erosion and sedimentation problems. To supplement the Ordinance, Town staff is working on an updated Design Manual that will include standards and construction detail intended to improve the control and management of soil erosion and sedimentation resulting from development activities. Town staff is continuing work with the State Division of Water Quality to perform stream assessments intended to locate erosion and sedimentation problems occurring in local streams and drainageways, and to identify appropriate mitigation measures.
August 25, 2003 Status: The Council-appointed stormwater utility committee was established in the first quarter 2003, and began meeting thereafter on a monthly basis. A mission statement has been adopted and goals/objectives have been identified and prioritized by the Committee. The consultant has completed interviews with staff from all Town departments to determine the extent of existing resources and services being provided by the Town in support of stormwater management activities. The Committee, consultant, and Town staff are presently on schedule for implementation in the second quarter of 2004.
We are continuing to sample water quality in our local streams on a regular basis in order to establish baseline water quality data and to identify potential sources of pollution. In conjunction with the requirements of the National Pollutant Discharge Elimination System, we will be establishing comprehensive water quality protection measures starting in 2004. The water quality program area will include means and measures for performance review.
November 10, 2003 Status: The stormwater utility committee is considering policy recommendations and reviewing potential program elements with regard to level and extent of services to be provided by the Town. The consultant is analyzing impervious surface areas Town-wide as part of the rate study. A status report on progress to date will be presented to the Council at its November 24 regular meeting. We believe that the Council would be in a position to initiate utility operations by the end of the second quarter of 2004.
January 15, 2004 Status: At its November 24 regular meeting, the Council received a status report on the development of a Town Stormwater Utility intended to provide a consistent source of revenue for improved management of stormwater runoff quality and quantity. Town staff from several departments are continuing work with the consultant and the stormwater utility advisory committee to develop policy recommendations and to identify program elements including level and extent of services to be provided by the Town if a utility is established.
The Council has scheduled a workshop on January 26 to discuss development and implementation of the stormwater utility.
5. Affordable Housing Funding Source/Housing Incentives
Description: The Comprehensive Plan calls for developing additional affordable housing funding sources. A funding source currently available is the Revolving Acquisition Fund, adopted by Council in January 2002. In November 2001 a County bond for affordable housing was approved by voters.
Products to Be Produced and Timetable
· Report to Council on Additional Affordable Housing Sources
o Begin Project: Second Quarter, 2003
o Target Completion Date: Fourth Quarter, 2003
· Report to Council on Housing Incentives
o Work to begin in 2004
May 12, 2003 Status: No action to date.
August 25, 2003 Status: No action to date.
November 10, 2003 Status: No action to date. The issue of housing resources is scheduled to be a topic of discussion at the upcoming affordable housing work session (see Item #24 below).
January 15, 2004 Status: A work session on affordable housing, including available resources, was held on November 20, 2003 (see Item #24 below). A report to elected officials is contemplated as a follow-up to this work session.
6. Parking Study
Description: The Council has asked the Manager to prepare a study of current parking practices and policies, and propose a set of new requirements during 2003. The study will include local parking patterns, supply, and demand. We will recommend a budget for such a study.
Products to Be Produced and Timetable
· Study by Consultant, New Rules Proposed
o Begin Project: Second Quarter, 2003
o Possible Hearing Date: October, 2003
o Target Completion Date: Fourth Quarter, 2003
May 12, 2003 Status: The Manager’s budget proposal reserves funds to pay for the parking study. We expect to engage a consultant prior to the end of this fiscal year.
August 25, 2003 Status: On June 23, 2003, the Council authorized the Manager to enter into a contract for $45,000 with Ray Moe of LSA Associates to undertake the parking study. Data collection is to begin this fall. We anticipate having the report results by December, 2003, for inclusion in a January, 2004 public hearing on possible changes to the Land Use Management Ordinance. We are behind schedule in pursuing this project, due to reallocation of staff resources required to implement the new Land Use Management Ordinance.
November 10, 2003 Status: Work is underway, and data are being gathered and compiled on parking patterns for existing residential, office, and commercial uses at multiple sites throughout Town. A report will be ready in December, and recommendations on adjusted parking regulations will be presented at the January 21 Public Hearing.
January 15, 2004 Status: Progress was delayed due to workload demands on other projects. The report now is scheduled to be completed in February 2004, with a spring public hearing.
7. Duplex Study
Description: On October 21, 2002, the Council took a temporary action to prohibit new duplexes in certain zones, with a sunset date for the prohibition of August 25, 2003, unless the Council took action to amend or extend the provisions. The Council asked the Manager to study the duplex issue further and propose changes prior to June 2003.
Products to Be Produced and Timetable
· Report with Options, Amend Ordinance
o Begin Project: First Quarter, 2003
o Public Hearing Date: May 19, 2003
o Target Completion Date: By end of Second Quarter, 2003
May 12, 2003 Status: The Council will hold a public hearing on a proposal on May 19, 2003, with Planning Board review scheduled for May 6, 2003. The Northside Conservation District Committee will also review the proposal at its initial meeting tentatively scheduled for May 15, 2003.
August 25, 2003 Status: After holding the public hearing on May 19, 2003, the Council on June 9 extended the sunset provisions on duplex restrictions until February 28, 2004, to allow additional time for consideration of issues relating to duplexes in the Northside Neighborhood Conservation District Advisory Committee (see Item #2 in this Status Report). We are behind schedule in pursuing this project, due to reallocation of staff resources required to implement the new Land Use Management Ordinance.
November 10, 2003 Status: The Northside Neighborhood Conservation District Committee has recommended that the prohibition on new duplexes be made permanent for the Northside neighborhood. This recommendation, along with an accompanying recommendation regarding how to regulate duplex construction in the rest of Town, will be presented at the January 21 Public Hearing.
January 15, 2004 Status: Staff recommendations will be presented at the January 21, 2004 Public Hearing.
8. Monitor/Evaluate Land Use Management Ordinance
Description: The new Land Use Management Ordinance will be monitored and evaluated as it is applied over time. The Council, citizens, and community groups have indicated an interested in setting up a system for monitoring how the new development regulations are working.
Products to Be Produced and Timetable
· Report to Council
o Begin Project: First Quarter, 2003
o Report to Council: Second Quarter of 2003 on comments
o Report to Council: Third Quarter of 2003 on proposed changes
o Possible Public Hearing Date: January, 2004
o Target Completion Date: Second Quarter, 2004
May 12, 2003 Status: The Planning Department is keeping a file of comments received to date and is maintaining a list of areas for possible adjustment.
August 25, 2003 Status: The Planning Department continues to keep a file of comments received and maintain a list of areas for possible adjustments. We were not able to produce an interim report in June 2003, due to work on implementing the new Ordinance and work on a proposed modification of UNC’s Development Plan.
November 10, 2003 Status: A report is being submitted to the Council at tonight’s regular business meeting, summarizing the topics and issues that have been identified for discussion and possible change. Full discussion of these topics will be presented to the Council at the January 21 Public Hearing.
January 15, 2004 Status: Staff recommendations will be presented at the January 21, 2004 Public Hearing.
9. Update Design Manual
Description: The revision of the Design Manual is the next step in implementing the new Land Use Management Ordinance.
Products to Be Produced and Timetable
· Updated Design Manual
o Begin Project: First Quarter, 2003
o Target Completion Date: Fourth Quarter, 2003
May 12, 2003 Status: A staff work group is presently meeting every two weeks to discuss draft revisions to the Design Manual. We anticipate that the revised Manual will have 11-12 sections, of which three have been revised into final draft form to date.
August 25, 2003 Status: A staff work group continues to meet every two weeks to discuss draft revisions to the Design Manual. We anticipate that the revised Manual will have 11-12 sections, of which seven have been revised into final draft form to date. Work is beginning on revising the Standard Details and preparation of illustrations for the Design Manual document. We expect to complete revisions in the Design Manual for presentation to the Council in December 2003.
November 10, 2003 Status: The draft Design Manual and Standard Detail revisions are complete and undergoing final review by the staff work group. We expect to present the revised documents to the Council in January 2004.
January 15, 2004 Status: The draft revisions to the Design Manual and Standard Details are complete and have been reviewed by the staff work group responsible for developing the necessary revisions. The revised documents will be presented to the Council at its January 26 regular meeting.
SECOND Priority
10. Development of Parking Lots 2 and 5
Description: The Council has expressed intent to explore the development of Town-owned downtown surface parking lots. A report to Council on process options is under consideration on tonight’s agenda.
Products to Be Produced and Timetable
· To be determined by the Council.
o Begin Project: First Quarter, 2003
o Target Completion Date: Undetermined
May 12, 2003 Status: On February 24, 2003, the Council adopted Principles and Priorities for developing the lots, and authorized the preparation of a Request for Proposals for economic development consulting services to advise the Council and the Manager in developing a proposal. The Council authorized the Manager to issue a Request for Qualifications, followed by a Request for Proposals, on April 28, 2003. The Request for Qualifications was mailed on Friday, May 2, 2003; proposals are due by May 30, 2003.
August 25, 2003 Status: Twelve proposals in response to the Request for Qualifications were received. The Council Committee on Parking Lots 2 and 5 reviewed the proposals and selected four firms on June 23, 2003 to invite to submit a full Request for Proposals. The Request for Proposals was mailed on Monday, June 30, 2003. On July 30, 2003, the Town received four proposals in response. The Council Committee on Parking Lots 2 and 5 interviewed the four firms on August 13 and 14, 2003. On August 18, the Council Committee met and voted to continue conversations with one of the firms and have the Manager bring back a revised proposal to the Committee for consideration.
November 10, 2003 Status: On October 8, the Council held a work session on downtown issues, including a proposal to hire an economic development consultant for the development of Parking Lots 2 and 5. On October 27, the Council authorized a contract with Stainback Public/Private Real Estate. Planning is underway for a work session with the economic development consultant and public partners on November 20, from 7 p.m. to 9 p.m. at the Courthouse/Post Office Facility on Franklin Street. The Council Committee on Parking Lot 2 and 5 will also meet on November 21 to review a proposed Market Demand Study.
January 15, 2004 Status: A work session with economic development consultant John Stainbeck was held on November 20, 2003. The Council Committee on Parking Lots 2 and 5 met with the consultant on November 21, 2003, to review a proposed Market Demand Study. On November 24, 2003, the Council added $20,000 to the project budget for additional market study components. On December 16, 2003, the Council Committee met with Economic Research Associates to review the components of the market study. Currently, Economic Research Associates is conducting the study.
11. Joint Planning with Durham
Description: This new effort results from adoption by Durham and Chapel Hill of a new Joint Planning Agreement, calling for mutual courtesy review of projects. The project would develop a process for implementing the new joint planning agreement.
Products to Be Produced and Timetable
· Process for sharing information with Durham and Town Council
o Begin Project: Second Quarter, 2003
o Target Completion Date: Third Quarter, 2003
May 12, 2003 Status: The Joint Planning Agreement has been signed by the parties (Durham County, City of Durham, and Town of Chapel Hill). On April 25, 2003, staff from the jurisdictions met to develop coordination procedures.
August 25, 2003 Status: On June 11, 2003, the Durham-Chapel Hill Work Group received a comparison of regulatory/development review processes in the jurisdictions.
November 10, 2003 Status: On September 10, 2003, the Work Group reviewed planned projects in the joint area of jurisdiction.
January 15, 2004 Status: On December 10, 2003, the Work Group held its quarterly meeting.
12. Downtown Small Area Plan Implementation
Description: Develop an implementation schedule and begin implementing the Downtown Small Area Plan. The Town has completed some of the initiatives in the Plan since its adoption in 2000, but in a piecemeal fashion. This project would spell out specific projects and a timetable for completing them.
Products to Be Produced and Timetable
· Report to Council proposing projects and schedule
o Work to begin in first quarter of 2004
May 12, 2003 Status: Work to begin in 2004.
August 25, 2003 Status: Work to begin in 2004.
November 10, 2003 Status: Work to begin this quarter.
January 15, 2004 Status: Work to begin in 2004. See also Attachment 3 for a status report on the implementation measures in the Downtown Small Area Plan.
13. Use Patterns
Description: An initial draft of the new Land Use Management Ordinance contained a series of Use Patterns: descriptions of particular types of development that would represent desirable forms of development. The Council determined that a placeholder be left in the new ordinance and that work be taken up one-by-one by the Planning Board and Staff.
Products to Be Produced and Timetable
· Amendments to Land Use Management Ordinance to include Use Patterns
o Begin Project: First Quarter, 2004
o Report to Planning Board and Council on Potential Process: Second Quarter, 2004
May 12, 2003 Status: Work to begin in 2004.
August 25, 2003 Status: Work to begin in 2004.
November 10, 2003 Status: Work to begin in 2004.
January 15, 2004 Status: Work to begin this quarter.
14. Implement Parks and Recreation Master Plan
Description: A schedule for funding and implementing the 2002 Parks and Recreation Master Plan. (Note: Open Space and Greenways implementation is covered under goal number 3.)
Products to Be Produced and Timetable
· Report to Council proposing long-term funding schedule for implementing Parks and Recreation Master Plan.
o Work to begin in 2004
May 12, 2003 Status: Work is to be completed by the fourth quarter of FY 2003-04.
August 25, 2003 Status: Work is to be completed by the fourth quarter of FY 2003-04.
November 10, 2003 Status: Special Use Permit process work is proceeding on the Southern Community Park and Homestead Park Aquatic Facility projects. We continue work with the Siena Hotel regarding the Pritchard Park plan. Work is to be completed by the fourth quarter of FY 2003-04.
January 15, 2004 Status: We continue to work on the Special Use Permits for the Southern Community Park and Homestead Park Aquatic Facility projects. We are waiting for information from the Siena Hotel regarding the Pritchard Park plan.
15. Develop Process to Address Neighborhood Traffic Impacts
Description: Consider neighborhood requests for traffic calming devices and other measures.
Products to Be Produced and Timetable
· Report to Council, Third Quarter, 2003
May 12, 2003 Status: Traffic calming measures authorized by the Council have been implemented in several neighborhoods to date. Town staff are currently working with four neighborhoods to develop traffic calming proposals for the Council’s future consideration.
August 25, 2003 Status: Traffic calming measures authorized by the Council have been implemented in seven neighborhoods to date, and several additional traffic calming petitions are on file awaiting further consideration and funding. We will poll the Council in August to establish a date for a work session on traffic calming policy recommendations for the Council’s consideration.
November 10, 2003 Status: A Council work session to discuss traffic calming policy and procedural matters is scheduled for November 24, 2003. At the work session, the Council will receive for its consideration staff proposals and recommendations for establishing a fair and equitable community-wide traffic calming program.
January 15, 2004 Status: The Council considered a draft proposal for traffic calming policy and procedures at a workshop on November 24, 2003. The proposal was referred to the Transportation Board for review and comment. We expect to return to the Council in March 2004 with a revised proposal for Town traffic calming policy and procedures.
16. Entranceway Corridors
Description: Revision of Town’s 1988 Master Plan for Entranceway Corridors.
Products to Be Produced and Timetable
· Revised Entranceway Corridors Master Plan.
o Work to begin in 2004
May 12, 2003 Status: Work to begin in 2004.
August 25, 2003 Status: Work to begin in 2004.
November 10, 2003 Status: Work to begin in 2004.
January 15, 2004 Status: Work to begin in 2004.
17. Additional Small Area Planning Process
Description: The Council discussed conducting an additional small area plan, potentially the Purefoy Road area, per the recent Council action on the Greene Tract Work Group recommendations.
Products to Be Produced and Timetable
· Report to Council on Potential Process
o Work to begin in 2004
May 12, 2003 Status: Work to begin in 2004.
August 25, 2003 Status: Work to begin in 2004.
November 10, 2003 Status: Work to begin in 2004.
January 15, 2004 Status: Work to begin in 2004.
THIRD Priority
18. Transportation Demand Management Plan
Description: Develop revised Transportation Demand Management Program. The Manager will prepare a report to the Council, to include: a survey of programs in other communities, an evaluation of the Town’s program, and proposals for revising the Transportation Demand Management Program by the third quarter, 2003. The Transportation Advisory Board and the Planning Board have petitioned the Council to evaluate and revise the Town’s Transportation Demand Management Program.
Products to Be Produced and Timetable
· Report to Council evaluating system of requiring Transportation Management Plans
· Transportation Management Program
o Report to Council evaluating system, Third Quarter, 2003
o Begin work on new Transportation Demand Management Program in 2005
May 12, 2003 Status: No action to date.
August 25, 2003 Status: No action to date.
November 10, 2003 Status: A report to Council evaluating the Transportation Management Plans is scheduled for the November 24, 2003 Council meeting.
January 15, 2004 Status: Report scheduled for November was delayed due to necessary work on regional Transit Consolidation Study. Work will be completed in the second quarter of 2004.
19. Adequate Public Facilities Ordinance
Description: The Council deferred work on a general Adequate Public Facilities Ordinance until completion of work on a Schools Adequate Public Facilities Ordinance. The Council adopted the Schools Adequate Public Facilities Ordinance on February 10, 2003. The ordinance will go into effect following adoption by Carrboro, Orange County and Chapel Hill-Carrboro School Board.
Products to Be Produced and Timetable
· Other jurisdictions to adopt Schools Adequate Public Facilities Ordinance
o By Second Quarter of 2003
· Begin implementation of Schools Adequate Public Facilities Ordinance
o By Second Quarter of 2003
· Report to Council on process for developing general Adequate Public Facilities Ordinance
o Begin work in 2004
May 12, 2003 Status: A presentation of the status of the project was offered at an April 29, 2003 Assembly of Governments meeting. The Town of Carrboro currently has the proposed ordinance under consideration. Earliest possible implementation would be July 1, 2003.
August 25, 2003 Status: The Council held a public hearing on June 23 and adopted a resolution adopting a revised Schools Adequate Public Facilities Ordinance Memorandum of Understanding, and an addendum to that Memorandum of Understanding.
The Carrboro Board of Aldermen adopted the Memorandum of Understanding on June 24, 2003, and the Orange County Board of Commissioners adopted the Memorandum of Understanding on June 26, 2003.
November 10, 2003 Status: New housing applications after July 14, 2003 are now subject to the Schools Adequate Public Facilities Ordinance. Work is underway to develop staff procedures to implement the ordinance provisions. Work on a general Adequate Public Facilities Ordinance will begin in 2004.
January 15, 2004 Status: Work continues on staff procedures to implement the ordinance provisions. Work on a general Adequate Public Facilities Ordinance will begin in 2004.
20. Library Master Plan
Description: The Library Master Plan is comprised of three parts. On February 11, 2002, the Council adopted measures to implement the Five Year Services Plan (2001-2006) and Long Term Facilities Needs Through 2020. On January 27, 2003 the Council received the Recommended Library Building Program, which revised the 1991 building program. On January 27, 2003, the Council also received the Information Technology Plan. Both documents have been referred to the Manager for a recommendation. Capital Improvements Program and General Obligation Bonds could be used to implement the Plan.
Products to Be Produced and Timetable
· Adopt the Library Master Plan
o Second Quarter, 2003
May 12, 2003 Status: On January 27, the Council received reports on the Library Building Program and Information Technology Plan from consultants. The reports were components of the overall Library Master Plan.
The Library Building Program identifies space and equipment needs through 2025, based on services identified in the Library’s Five-Year Services Plan. On April 14, the Council adopted the recommended Library Building Program as a third and final component of the Library Master Plan, and directed the Manager to explore phasing and funding options for the proposed Library expansion.
The Library Information Technology Plan presents recommendations regarding electronic resources, services, and development of the library’s technology infrastructure. On April 28, the Council adopted the Information Technology Plan 2003-07 as the final component of the Library Master Plan, and directed the Manager to consider resources needed to support projects identified in the plan as budget proposals for 2003-04 and future years are developed.
August 25, 2003 Status: On June 9, 2003, the Council adopted a Capital Improvements Plan 2003-2018 that includes a $558,000 library technology project budget to implement services recommended in the Library Master Plan.
On June 23, 2003, the Council adopted a schedule and a process to call a November 4, 2003 bond referendum. Projects under consideration include the library expansion project proposed in the Library Master Plan.
November 10, 2003 Status: On September 8, the Council held a public hearing on projects proposed for a November bond referendum. The Council also adopted a resolution calling for a special bond referendum on November 4, 2003, to include a library expansion bond and four Parks and Recreations bonds.
In September, staff revised the library floorplan to accommodate an expanded public computer lab in the Reference area and relocated computers in the Children’s Room. Contractors completed the rewiring project identified in the Technology Plan. Staff attended presentations by major vendors of radio frequency identification systems. In October, staff met with vendors of computer management software and computer furniture.
On November 4, 2003 citizens approved a $16.26 million library expansion bond.
January 15, 2004 Status: In December, Brannan Business Systems was selected to equip and install the computer lab by the end of February 2004. The Millennium software upgrade to the library’s automation system was successfully installed. Software implementation will occur in January after staff has been trained to use the new system features.
21. Revise Non-Residential Development Design Standards
Description: This strategy calls for a multi-faceted approach to attract and retain desirable forms of non-residential development. The Town would develop and implement a proactive strategy to encourage and retain non-residential development, including small businesses.
Products to Be Produced and Timetable
· Report to Council on potential strategies
o Work to begin in 2005
May 12, 2003 Status: Work to begin in 2005.
August 25, 2003 Status: Work to begin in 2005.
November 10, 2003 Status: Work to begin in 2005.
January 15, 2004 Status: Work to begin in 2005.
22. Evaluate the Feasibility of a Downtown Transit Transfer Center
Description: An initiative in the Downtown Small Area Plan is the development of a downtown transit transfer center. The Council Committee on Lots 2 and 5 recommended studying the feasibility of a center on sites other than Parking Lot 5. The Council is discussing process options for soliciting development proposals for Lots 2 and 5.
Products to Be Produced and Timetable
· Feasibility analysis of a downtown transit transfer center
o Work to begin in 2004
May 12, 2003 Status: Work to begin in 2004.
August 25, 2003 Status: Work to begin in 2004.
November 10, 2003 Status: Work to begin in 2004.
January 15, 2004 Status: Work to begin in 2004.
ADDITIONAL COUNCIL GOALS
23. Procedure for Naming Opportunities
Description: The Council decided to consider a procedure for naming opportunities.
Follow-up Action: The Friends of Parks and Recreation will make a proposal to the Council in the first quarter of 2003.
May 12, 2003 Status: The Council approved a $10,000 appropriation from the Council contingency fund for the Friends. This money will be used as seed funding to hire a staff person for the Friends and begin marketing and solicitation of sponsors for Parks and Recreation facilities, equipment, and programs.
August 25, 2003 Status: The Council-approved $10,000 appropriation has been used as seed funding to hire a staff person for the Friends and begin marketing and solicitation of sponsors for Parks and Recreation facilities, equipment, and programs. The Council Naming Committee is working to update its procedures for Council consideration in the fall of 2003.
November 10, 2003 Status: The Friends and its staff are finalizing a draft policy and procedures for naming opportunities. The draft is scheduled to be finalized at the Friends November 19 meeting and submitted to the Council Facilities Naming Committee before December 1.
January 15, 2004 Status: The Friends of the Parks, Recreation and Greenways has completed research for Naming Rights Procedures pertaining to municipal properties and facilities. The Friends have reviewed a draft naming rights policy with a liaison for the Council Facilities Naming Committee. The Friends Board will review the draft in its entirety during a retreat on January 15, 2004, in preparation for a later presentation to the Council.
24. Work Session to Discuss Affordable Housing
Description: The Council decided to schedule a work session to discuss affordable housing, including use of HOME and Community Development funds, how to improve the capacity of nonprofit organizations, and how to build the most housing for the money available.
Follow-up Action: Schedule a work session in the second quarter of 2003.
May 12, 2003 Status: At the Council’s budget work session of April 30, 2003, the Council decided to ask Orange County to hold a work session on this topic covering both the HOME and Community Development Program, and authorized the Mayor to send a letter to Orange County making the request.
August 25, 2003 Status: The Mayor has requested the work session. At this time, it appears a fall work session is a possibility.
November 10, 2003 Status: This work session is being organized by Orange County and is scheduled for Thursday, November 20th from 9 a.m. to 12:00 noon at the Southern Human Services Center.
January 15, 2004 Status: The Work Session was held on November 20, 2003. Topics included an overview of current housing resources and a brainstorming session on fund allocation, expenditure rates, service delivery options, and potential housing resources. A subcommittee is formed to put the information into a final form for distribution. A suggestion was made to have an annual meeting and report to elected officials.
25. Work Session with the Land Trust
Description: The Council decided to invite the Orange Community Housing and Land Trust Board of Directors to a Council budget work session.
Follow-up Action: Work session time scheduled for March 5, 2003 at 6:30 p.m.
May 12, 2003 Status: The Work Session was held on March 5, 2003.
August 25, 2003 Status: The Work Session was held on March 5, 2003. Work on this item has now been completed.
November 10, 2003 Status: Completed.
January 15, 2004 Status: Completed.
26. Follow-up Report on Minority Supervisors
Description: The Council received information at the Planning Session on the extent of minority supervisors in the Town work force.
Follow-up Action: The Manager will report annually on minority supervisors, including the proportion of minority supervisors. The next report will be in January, 2004.
May 12, 2003 Status: A follow-up report on this item is scheduled for the May 28 Council meeting.
August 25, 2003 Status: A follow-up report was presented to the Council on June 23. Initial work on this item has now been completed; there will be regular follow-up reports in the future.
November 10, 2003 Status: Initial work completed. The next follow-up report will be presented in January 2004.
January 15, 2004 Status: Follow-up report presented to the Council on January 12, 2004.
27. Equal Employment Opportunity Officer
Description: The Council discussed the idea of considering the creation of an equal employment opportunity officer to address issues of sexual harassment and asked for information on what an EEO Officer does and the costs involved.
Follow-up Action: The Manager will provide the Council a report on this request as part of the Manager’s recommendation on the Town Budget in the spring of 2003.
May 12, 2003 Status: The Human Resources Director presented a report on the proposed reorganization of the Department during budget presentations to the Council. Part of the reorganization designates the Assistant Human Resources Director as Equal Employment Opportunity Officer and primary contact for employees on all related matters.
August 25, 2003 Status: Completed.
November 10, 2003 Status: Completed.
January 15, 2004 Status: Completed.
28. List of Priorities for $300,000 in Capital Improvements Program Funding
Description: The Council reviewed a proposal to amend the 2002-2016 Capital Improvements Program to add $300,000 in renovation/improvements projects.
Follow-up Action: The Council adopted an amendment to the 2002-2016 Capital Improvements Program to add $300,000 to the 2002-2003 fiscal year on January 27, 2003.
May 12, 2003 Status: This goal is considered as part of the Council’s budget deliberations.
August 25, 2003 Status: This goal was considered as part of the Council’s budget deliberations. Work on this item has now been completed.
November 10, 2003 Status: Completed.
January 15, 2004 Status: Completed.
29. Council Communications
Description: The Council discussed ways to articulate the Council’s accomplishments.
Follow-up Action: A Mayor’s Committee was appointed, consisting of Mayor Foy and Council Members Edith Wiggins and Dorothy Verkerk to review ideas.
May 12, 2003 Status: The Manager’s Recommended 2003-04 Budget includes reclassification of the Assistant to the Manager position to Public Information Officer, to provide a more extensive public information program.
August 25, 2003 Status: The adopted 2003-04 Budget includes reclassification of the Assistant to the Manager position to Town Information Officer. Recruitment for this position is currently underway and is expected to be completed this fall.
November 10, 2003 Status: Recruitment for this position is currently underway and is expected to be completed this fall.
January 15, 2004 Status: A job offer was made and declined in late fall. A new recruitment process is underway and is expected to be completed in the first quarter of 2004.
30. Transportation Language Policy
Description: The Mayor provided information on language other communities have adopted concerning transportation “improvements.”
Follow-up Action: The Mayor agreed to circulate the report to the Council for consideration at a later date.
May 12, 2003 Status: No further action to report at this time.
August 25, 2003 Status: No further action to report at this time.
November 10, 2003 Status: No further action to report at this time.
January 15, 2004 Status: No further action to report at this time.
31. Horace Williams Citizens Advisory Committee
Description: The Council discussed completing appointees to the Horace Williams Citizen’s Advisory Committee.
Follow-up Action: On January 27, 2003, the Council finished its appointments to the Committee. Council Members Pat Evans, Mark Kleinschmidt, and Bill Strom will serve on this committee, along with citizen appointments, and representatives from the University, and other jurisdictions. The Committee is expected to begin its work in March, 2003.
May 12, 2003 Status: The Citizens Advisory Committee began meeting on March 4, 2003. Its first report is expected to be made to the Council in June 2003.
August 25, 2003 Status: The Horace Williams Citizens Advisory Committee made its first report to Council on June 9, 2003. On June 23, the Chair of the Committee petitioned the Council to seek additional time with the University so that the Committee could complete its work and enable the Town to have input into the University’s process. The Committee expects to have an initial draft report for Council consideration on August 25, 2003, followed by an additional report on September 22, 2003.
November 10, 2003 Status: The Horace Williams Citizens Advisory Committee provided Council a report on goals and principles on August 25, 2003, followed by its complete report on October 8, 2003. The Council held a public forum on October 27, 2003, and is scheduled to hold a work session on November 17, 2003 at 5:30 p.m.
January 15, 2004 Status: The Council held work sessions on November 17 and 24, 2003. On November 24, the Council requested the Horace Williams Citizens Committee review Council’s deliberations and provide additional input to the Council. The Committee met December 18, 2003 and is scheduled to meet again January 15, 2004 to complete its review as requested by the Council.
32. National Issues
Description: The Council discussed Council’s policy regarding national issues.
Follow-up Action: On February 10, 2003, the Council adopted a resolution introduced by the Mayor concerning war with Iraq.
May 12, 2003 Status: On February 10, 2003, the Council adopted a resolution introduced by the Mayor concerning war with Iraq.
August 25, 2003 Status: Completed.
November 10, 2003 Status: Completed.
January 15, 2004 Status: Completed.
33. Summary of Boards and Commissions
Description: A Council member asked for information on how many boards and commissions the Town has.
Follow-up Action: Prepare information on how many committees the Town has, with their “sunset” dates. The Manager submitted a report to the Council on February 24, 2003.
May 12, 2003 Status: Completed.
August 25, 2003 Status: Completed.
November 10, 2003 Status: Completed.
January 15, 2004 Status: Completed.
34. Tree Planting
Description: A Council member noted that additional work could be done for tree plantings on entranceways and along streams for stream restoration.
Follow-up Action: The Manager will provide a report to the Council on this request in the second quarter, 2003.
May 12, 2003 Status: The entranceway along NC 86 has been replanted by the N.C. Department of Transportation. This replanting replaced trees that had been planted and died due to drought and winter storms. Town staff is still working to clear tree storm debris from the December 2002 ice storm. The Town does not have a formal policy or program to proactively plant native vegetation along streams, although this type of activity will likely be part of the stormwater utility water quality program. We will present a more detailed report in the second quarter, 2003.
August 25, 2003 Status: The entranceway along NC 86 has been replanted by the N.C. Department of Transportation. This replanting replaced trees that had been planted and died due to drought and winter storms.
The median of NC 54 from Greenwood Road to Burning Tree Drive was improved with curb and gutter as part of an OWASA waterline installation project and $12,000 from that project has been set aside for landscaping. A planting plan is being developed and will be submitted to NCDOT shortly for an encroachment agreement, and plan to install the trees this fall.
November 10, 2003 Status: Town staff is currently negotiating an encroachment agreement with the North Carolina Department of Transportation to permit the installation of plantings in the NC 54 median from Burning Tree Drive to Greenwood Road. This planting will include 7 shade trees where the median is wide enough to accommodate them and 75 flowering trees elsewhere. We anticipate installation to be completed by the end of the third quarter, 2003. Town staff will continue to evaluate other entranceway locations for similar landscaping improvements.
January 15, 2004 Status: The North Carolina Department of Transportation approved plantings in the NC 54 median from Burning Tree Drive to Greenwood Road and all of these trees have been installed. This tree planting project is now complete.
35. Council Service
Description: The Council discussed the idea of having ways to encourage citizens to run for office and explain public service.
Follow-up Action: The Mayor’s Office will plan and sponsor such a session for citizens.
May 12, 2003 Status: No further action to report at this time.
August 25, 2003 Status: On June 25, the Council approved a resolution that provides candidates for Mayor and Town Council with free access to the government cable channel through submittal of videocassette tapes.
November 10, 2003 Status: Seven candidates for Town Council submitted videocassette tapes promoting their candidacy. Tapes began playing on the government access channel (Channel 18) on October 13. Work on this item has now been completed.
January 15, 2004 Status: Completed.