SUMMARY MINUTES OF A PLANNING RETREAT
OF THE CHAPEL HILL TOWN COUNCIL
FRIDAY, JANUARY 18, 2002 AT 8:30 A.M.
Mayor Kevin Foy called the meeting to order at 8:30 a.m.
Council members present were Flicka Bateman (arrived at 9:34 a.m.), Pat Evans, Ed Harrison, Mark Kleinschmidt, Bill Strom, Dorothy Verkerk, Jim Ward, and Edith Wiggins.
Staff members present were Town Manager Cal Horton, Assistant Town Managers Sonna Loewenthal and Florentine Miller, Town Attorney Ralph Karpinos, Assistant to the Manager Bill Stockard, Finance Director Jim Baker, Planning Director Roger Waldon, Public Works Director Bruce Heflin, Police Chief Gregg Jarvies, Assistant to the Mayor Michelle Lewis, and Town Clerk Joyce Smith.
Mayor Foy announced that former Mayor Rosemary Waldorf’s father passed away two days ago, and a memorial service was planned for 3 p.m. this afternoon. Mayor Foy suggested that the meeting adjourn at 2 p.m. so that members of the Council could attend. Mayor Foy suggested compressing the agenda somewhat to accommodate an earlier adjournment. The Council made no objection.
Mayor Foy introduced Andy Sachs of the Dispute Settlement Center, who would act as facilitator for today’s planning session.
Mr. Sachs emphasized the two goals for today’s session: using time wisely and helping the Council work together as a group. With input from the Council, Mr. Sachs made some amendments to the agenda to accommodate the earlier adjournment. He noted that the ground rules would include
· one speaker at a time,
· stick to time and topic,
· respectfully disagree, and
· adjourn on time.
Council Member Harrison suggested that goal setting be controlled, that is, that not too much time spent on details.
Mr. Horton called the Council’s attention to the chart on Comparison of Projected Tax Rates from Financial Forecasts and Actual Tax Rates Adopted. He stated that the forecast is conservative and uncertain, since no guidelines have been issued by the Council as yet.
Budget Objectives for 2002-2003
Mr. Baker said the key issues are the current economic conditions and when the economy might recover, and the potential impact if the State takes actions that might adversely affect the Town’s budget.
Mr. Baker stated that the overall forecast is that if we continue services now in place, a tax increase will be necessary. Mr. Baker said for 2002-2003, 1 cent would equal $415,000 on the tax rate.
Mr. Baker said the Town uses fund balance each year to balance the budget, usually around $800,000 each year. He said that the preference would be not to use that, but to roll it over to next year. Mr. Baker said he would like to balance the budget by having revenues and expenditures equal. Mr. Baker said we estimate we will be about $575,000 under where we need to be for the coming fiscal year.
Mayor Foy asked about sales taxes. Mr. Baker said we estimate we will be about $48,000 under budget this year with the projected 1% tax, and with the ½ percent taxes, about $316,000 under budget.
Council Member Strom said that Council Member Ward had previously suggested changing the model of the budget to a 0% budget. Mr. Horton responded that a zero percent budget indicates that you start at zero, and build a budget from there. He said he did not believe that was practical. Another key element, Mr. Horton said, is that you re-examine every service except core services, to determine if there is a community need. Mr. Horton said we could do that if the Council desired it. Council Member Strom said he believed there is so much uncertainty, that he would like the staff to re-justify their budgets this year, adding he would like to see a zero percent presentation from the staff this year.
Council Member Ward agreed, adding he would like to see what would have to be left out if that were to occur. He said he wanted to see a budget with a zero percent increase. Mr. Horton said we could bring the Council a budget with no increase, but he would like to have other options prepared for the Council’s consideration.
Mayor Foy asked if in last year’s presentation, didn’t department heads come forth with specifics of what they would cut and what they would add under different scenarios? Mr. Horton said staff was told to bring him drafts with no percent increase, and with a 2 percent increase. When they make presentations to the Council, he said, they are encouraged to explain the impacts of those guidelines, and to identify to the Council any additions they would recommend. They also have responsibility to identify possible reductions to their budgets, he said.
Council Member Strom said he was asking for something different from that, that no tax increase be proposed up front. Mr. Horton said we had done that in the past, and he would appreciate some direction from the Council on this issue. Mayor Foy asked what the downside would be. Mr. Horton said it may scare some employees, because it could cut programs. He said the majority of the budget is personnel and debt service, and it is possible that one of the options put forward may be an elimination of some programs, which could change the duties of employees or result in personnel reductions by attrition or layoffs.
Council Member Harrison asked if scaring employees would result in employees leaving local government to work for private industry. Mr. Horton said we have not had a lot of experience with that, and would not know.
Mayor pro tem Evans said some of the Town’s corporate limits were within Durham County, and asked if we received some revenue from them. Mr. Baker said yes. Mayor pro tem Evans asked if there were options regarding debt service costs that might give the Council some options to reduce the debt. Mr. Baker said there were some options that could be explored.
Council Member Verkerk asked what was the difference between what Mr. Horton was proposing and what Council Members Strom and Harrison were proposing. Mr. Horton said that his interpretation was to bring forward a budget that proposed no tax increase. He said the suggestion was to propose no tax increase, and then to propose what could be considered beyond that.
Mr. Sachs asked for a show of hands among the Council that agreed with that assessment. The Council agreed unanimously.
Council Member Wiggins asked if that meant that the Manager would bring that forward, but that the Council could consider other options. She stated she did not want to do anything that would make it impossible to compensate staff.
Council Member Kleinschmidt asked if that meant that the Council was not committing to a no tax increase. Mayor Foy said that was correct.
Mayor pro tem Evans said she believed that employees are the Town’s most valuable asset, and hoped that this does not send a message that would appear to threaten them. She stated that she believes the Council should consider about a 1 percent increase. Mr. Horton asked if the Council agreed that it was appropriate to prepare options. The Council agreed by consensus.
Council Member Harrison asked if there was a past year when revenues increased dramatically. Mr. Baker said it was the year that the State began reimbursing the Town at the current rate for fire protection.
Council Member Ward, referring to the Tax Rate Equivalent column of the chart on page 10, asked for an explanation of costs as opposed to the tax rate. Mr. Baker acknowledged that there were some errors in that chart, and they would be corrected. Council Member Ward said that as the Town’s budget grows, the $800,000 fund balance is worth less and less. He suggested that a percentage be used rather than a dollar figure.
Mayor Foy said the Council needed to make a decision about the $800,000 fund balance roll over figure suggested. Mr. Baker said the total fund balance of $4.25 million should not be touched, since that was needed to meet cash flow and emergency needs. He said that the $800,000 roll over figure is what we want to have available at the end of each year to help balance the budget. Mr. Horton added that his preference was not to rely on roll over funds, but the disadvantage is that it builds a false picture of expected revenues and expenditures. But, he said, it is a small enough figure that it is not unreasonable. Mr. Horton said he would not suggest trying to increase that figure.
Council Member Ward said he would be interested in trying to make that figure smaller over time, maybe making it a goal to reduce it each year. Mr. Horton agreed that would be wise.
Diversity in the Work Place and the Community
Mr. Sachs introduced Henry McKoy, the consultant who had conducted diversity training for Town employees.
Mr. McKoy said he had enjoyed his time spent with Town employees, adding that they were a very diverse group and the Council should be proud of them.
He stated that his assignment was to help put together a diversity approach and strategy for the Town. He said that included training all employees, as well as a survey that would ask employees about their perceptions of the fairness of the Town. Mr. McKoy said he was in the process of finalizing that data, and it should be ready in the next few years. He said the survey results should be able to tell the Council and Town management where employees are and how they see things. From that, Mr. McKoy said, he will make interpretations and recommendations.
Mr. McKoy said the first thing employees were asked to do was to look at how the region and community was changing. He said they acknowledged the influx of Hispanics, as well as an influx of people from other parts of the world, bringing with them new expectations and cultures. Mr. McKoy said the next question was what does that mean to the employees, in other words, what should they be thinking. Mr. McKoy said the roles of women have changed, jobs exist now that did not exist then, and the employees had to figure out how to get along with all of those changes and the different groups.
Mr. McKoy said the employees went through an exercise that asked them to imagine that they had to help a person who was new to the United States. He said they were asked to explain different customs such as shaking hands, relationships such as marriage, families, and the workplace, the connection between government and religion, and racial issues. Mr. McKoy said they realized that they judge people who they believe do not meet the norm.
Mr. McKoy said they were introduced to the idea that diversity is far broader and sophisticated than they thought. He stated they were asked to value the diversity of ideas and approaches, different languages and nationalities, different ways to solve problems, different work styles and traditions, personality styles, and ways to interpret things. Mr. McKoy said the purpose of workshop was to get them to think about those types of things.
Mr. McKoy noted that he learned that many employees could not live in Chapel Hill because they could not afford to do so.
Mr. McKoy said the cornerstone of the training was the Diversity Profile, a profile that asked questions in the area of knowledge, understanding, acceptance, and behavior. It was a self-assessment, he said, to determine where the employee fits in and how they may draw from stereotypes. Mr. McKoy said the profile showed to what extent they were aware of others and if they had empathy for others. He said it also identified what level of tolerance or respect they possessed.
Council Member Bateman arrived at 9:34 a.m.
Mr. McKoy asked the Council if, when they completed the same survey, were they surprised at the results. He encouraged the Council to complete the survey as their own self-assessment.
Mr. McKoy said there were suggestions in the handout on page 13 that might help Council members. He said the survey was designed to help employees think about these issues and be aware of their environment.
Mr. McKoy conducted an exercise with the Council, entitled “First Thoughts”. He paired Council members with a partner for the exercise. He gave the Council a card with a particular group described on it. The first person read the card, and the second person said the first thought that came to mind, then discussed the results. Mr. McKoy said it was important when trying to find solutions to problems, to first understand what the problem really is, adding that was real progress. He said you must be sure that you understand and are aware of others wants and needs.
Mr. McKoy discussed conceptions about men and women, Southerners and Northerners, and Blacks and Whites. He discussed how difficult it is for these groups to interact, and how to create some sensitivity to those differences.
Mr. McKoy said part of the challenge of the Council was to set the tone of the community. He said the Council should explore what kinds of considerations must be taken so that the majority of the community is treated fairly and needs are met.
Council Member Wiggins asked if, when Mr. McKoy brought back results of the employee training and surveys, would any of them have budget implications. Mr. McKoy said yes, for example, some employees noted wanting to receive training in another language, or to attend seminars.
Mr. Horton thanked Mr. McKoy, adding that a real result of the training was that employees were now more aware of others’ differences, and acknowledged the need for sensitivity.
Goals of previous Council (2001-2002)
Mr. Horton briefly reviewed the goals of the previous Council.
Regarding the workshops planned on the Development Ordinance, Mr. Waldon noted that they were scheduled for February 16 and March 23, tentatively planned to begin at 9 a.m. He noted both workshops would be held in Town Hall.
Mr. Horton continued with the goals of the previous Council:
Council Member Ward noted he would like attention paid to the educational aspect of goal 8, and ensure that we are doing all that we can do to make employees and citizens comfortable with technology. Mr. Horton said that, using the Library as an example, that citizens now have access to the Internet.
Mayor pro tem Evans noted that the goal is stated as if it was going to take place, and it should be noted that it was under consideration. Council Member Bateman said she had placed that goal on the list, and specifically meant that the Council would enact such an ordinance. Mayor pro tem Evans said it should be noted that the Council could explore the options for such an ordinance.
Mr. Waldon said a general adequate public facilities ordinance was problematic, and the consultant was addressing different issues regarding that.
Mayor Foy said regarding roads, was it possible to define them as adequate facilities rather than public roads. Mr. Waldon said maybe, but his experience was that roads were addressed as providing adequate transportation services. He said that the Town could say it would not provide further service in a particular area until a road was widened or a park provided, for instance.
Council Member Strom said it was important to leave this issue on the goals list and continue to explore options.
Council Member Ward asked about impact fees. Mr. Waldon said impact fees were not a Development Ordinance issue. Council Member Ward said he believed we would be more successful if impact fees were addressed and requested that the staff look into the issue and provide some guidance.
Council Member Harrison said he believed there are data available in Durham County, particularly regarding traffic, which could be utilized.
Council Member Bateman, referring to goal 12, increase diversity on Council, asked if that referred to the recent diversity training? Council Member Strom said he believed one of the purposes behind that was to make it possible for a larger number of citizens to serve by offering health insurance to Council members, as well as adequate compensation.
Council Member Strom said he had put goal 4 regarding neighborhood traffic on the list He said we need to better define what it meant by pedestrian safety.
Mr. Horton said it would be helpful if the Council would indicate which goals could be dropped, and which ones should continue on the list.
Council Member Verkerk, referring to goal 9, suggested eliminating minimum parking requirements.
Council Member Strom, referring to goal, 2, asked if the Town ever goes back and conducts traffic counts to verify what has happened at a particular location to see if the projections were correct. Mr. Horton said we have not done so in the past, but the Mobility Report Card was structured to address the issue of periodic review of conditions. He said we have not examined specifics because of intervening variables that make it almost impossible to see if what we expected to happen actually happened. Mr. Waldon added that staff periodically evaluates levels of service at intersections, but it was virtually impossible to generate data of exactly how much traffic is experienced at a particular intersection. He agreed with the Manager that level of service could be designated, but not exact figures. Council Member Strom said when the Council is given specific information about what a development project will generate, we should be verifying that information.
Council Member Ward agreed we should be checking our assumptions to see how accurate our estimates were. Mr. Horton said we could make general determinations.
Council Member Kleinschmidt said he believed that verifying these numbers could give us a more accurate norm for Chapel Hill, rather than comparing the Town against national standards. Mr. Horton said he believed that was correct, in part, but did not know whether or not it would be true for all types of uses, for instance a Lowe’s store compared to a restaurant. Mr. Horton said he would appreciate some direction on additional work the Council might want the staff to do on this issue. He suggested that the staff could provide information about how traffic projections are made.
Mayor Foy, regarding goal 5, post office preservation, said he wanted preservation and enhancement and expansion of the Old Post Office Building to remain as a goal.
Council Member Wiggins said regarding goal 1, the Development Ordinance, we should cluster all issues regarding that under one heading.
Council Member Strom said that goal 6, open space, should continue.
Council Member Ward said regarding goal 4, he wanted to continue the process regarding downtown.
Council Member Wiggins, regarding goal 5, said the next step would be to evaluate recommendations for continued work on diversity/environment issues in the Town workforce.
Council Member Strom, regarding on-street and off-street parking strategies, stated he wanted to look at ways to manage Town lots and on-street parking, particularly the future of Lot 5.
Mayor pro tem Evans asked about the parking issues. Mr. Horton said the University had agreed to a request that we have staff discussion about regulation of on-street parking near the University. He said by law, the Town could take over the parking regulations on certain streets rather than allowing the University to regulate them.
Mr. Sachs noted that these are previous goals that are being moved forward to current year.
Mr. Horton said that many of the current goals will remain as staff priorities because they are built into the normal work schedule.
Council Member Ward, regarding goal 3, said he continued to hear concerns about speeding in neighborhoods. He said he believed the issue is chronic and needs more attention.
Mayor pro tem Evans asked if goal 11 would continue. Mr. Horton said that the staff understands the value of that goal and will continue it.
Council Member Strom, regarding parking and parking lots, stated that fare free transit gives us an opportunity to re-evaluate downtown parking: how spaces should be leased; what is the policy on time limits; and, what is our commitment to turnover in the downtown. He said the Council needs a comprehensive way to address downtown parking strategies. Council Member Harrison asked if we anticipated a future work session on this issue. Mr. Horton said he did not believe we were at that point as yet, that the design workshop would be a beginning.
Council Member Bateman, regarding goal 5, suggested increasing minorities in supervisory positions.
A. Transportation Issues:
i. Prioritizing
ii. Funding
i. NC 54/I-40 MIS Study
ii. 15-501 corridor Phase 2 vs. airport connection.
4. Bicycle System
i. Access/commuting possibilities to UNC
Mayor Foy said he was interested in the Council’s direction regarding Weaver Dairy Road. Specifically, he said, he was not in favor of proceeding with the Council’s decision to widen Weaver Dairy Road, and would like the Council to revisit that issue.
Council Member Harrison said the Weaver Dairy Road Citizens’ Committee had suggested having a hearing before the DOT held its meeting this spring, to discuss this issue and see how the Town wanted to proceed. Mayor Foy said he believed the Council had made a hasty decision, and in this instance the decision was too quick and did not accurately reflect the Council’s policies.
Mayor pro tem Evans said that decision was made by a previous Council. She asked if there was a way to determine how many times issues were reconsidered that had been decided by previous Councils? Mayor pro tem Evans said she believed it would bring more stability to the community if the Council were to reconsider issues more systematically. She said she disagreed with Mayor Foy that the decision was made in haste, and noted the many discussions that had taken place before a decision was made. Mayor pro tem Evans stated that unless new information were available, that reconsideration may not be appropriate. She said she believed the Council should define when and how it would be appropriate to conduct such reconsiderations.
Council Member Strom asked Mayor Foy to give a clearer picture of what he was proposing. Mayor Foy said that this Council was not bound by a previous Council’s decisions, and it was in its purview to reconsider the decision.
Mayor Foy asked if the Council wanted to reconsider this issue, and if so, what process should be used. Council Member Strom said he did not believe that it should be discussed as a goal, and asked if Mayor Foy was requesting a decision today. Mayor Foy answered no, adding he was asking for guidance on how the Council might want to proceed on this. Council Member Strom said that the goal, then, would be to consider Council policy on road widenings.
Council Member Kleinschmidt asked for a more specific explanation. Mayor Foy said the Council needed to decide if it wanted to revisit this issue, and if so, when. He said it was an important community issue, and he was asking for feedback from the Council.
Council Member Verkerk said she would like to revisit this, because there were questions that were not asked at the time the decision was made. She said she wants more information about stormwater runoff, automobile emissions, and the like. Council Member Verkerk said the Council should think about the larger issues.
Council Member Wiggins asked Mayor Foy if he would be more specific in the reconsideration. She said she did not mind reconsidering the project, but in the end she wanted to get turn lanes, sidewalks, and pedestrian and bike safety. Council Member Wiggins said if those issues remain as the most important, she would be open to reconsidering the decision.
Council Member Bateman agreed with Council Member Wiggins, adding she did not support leaving Weaver Dairy Road as it is.
Mayor Foy said that if the Council decided to reconsider this issue, then the first step would be to stop the DOT design process. He stated he believes it is important because it is not fair to have DOT proceed with the process and continue to put money into it, if the Council might change its mind.
Council Member Harrison said one detail that came out of the Weaver Dairy Road Citizens’ Committee was that they wanted a compromise to the 4-lane widening. He said the location of that widening is the most controversial issue.
Mayor pro tem Evans said that if the Council were going to ask DOT to stop the process, she believed we should ask them if the work they are doing now could be used if another configuration were adopted. She said that DOT has so many demands on its resources, that they may place their efforts elsewhere, leaving Chapel Hill with no improvements on Weaver Dairy Road. Mayor pro tem Evans stated that she was uncomfortable with asking DOT to stop the process.
Council Member Ward said that he believed the process went significantly towards approaching DOT and finding what alternatives there were to their design, and what the Council heard was four or five lanes, or leaving it as it is. He said unless there are other alternatives, he sees no reason to revisit the decision. Council Member Ward stated he believes the Council chose the lesser of the evils that were proposed.
Council Member Wiggins noted a conversation she recently had with Council Member Harrison, where he said he had experience with negotiating with DOT and was successful at getting them to approve an alternative where improvements were made to a roadway. She said that he had said that four lanes would be a possibility if we could get DOT to narrow the lanes, for less impervious surface and reduced speed. Council Member Harrison said that happened during the design process, which is what the Mayor has suggested be stopped. He said we need to be breaking the mold with DOT, and this was an excellent project to start with.
Mayor Foy said he wanted the Council to be aware of issues surrounding the TIP, and that our vision was consistent with the Comprehensive Plan.
Council Member Verkerk said, in terms of priority, she wanted to hear a sound resonate voice from the Council that sidewalks are a priority. Also, she added, she wants the staff to think about providing sidewalks and crosswalks which would encourage pedestrian use, rather than assuming that there was not enough pedestrian movement to justify a crosswalk or sidewalk. Mr. Horton noted that it is usually a DOT opinion, not a staff opinion.
Council Member Harrison said the Council has a priority to look at connectivity, that pedestrian routes in general are studied before sidewalks are put in place. He said the Council needs to think about sidewalks and thoroughfare systems.
Mayor pro tem Evans said, regarding fare free and the University’s removal of parking on campus, that she believes that the Council should prioritize downtown pedestrian movement.
Council Member Ward said he wanted to prioritize links to bus stops, and to continue to push staff to be creative in identifying additional funds for sidewalks.
Council Member Wiggins requested a copy of the road system in Chapel Hill, with State roads and Town roads defined. Mr. Horton said that a map would be provided.
Mayor pro tem Evans noted that the sidewalks in the Sykes Street and Northside area should be evaluated.
Council Member Strom said that it would be helpful to have a policy discussion on the NC 54/ I-40 MIS Study, and the 15-501 Corridor Phase 2 vs. airport connection, since these are both TTA issues and he is the new Town representative on that Authority.
Council Member Harrison said he wanted a policy discussion on the multi-jurisdictional travel demand board and if the Council wanted to have representation on that board.
Council Member Ward asked that the Council consider establishing a traffic calming fund, and noted that the Council was receiving more requests from neighborhoods for traffic calming.
Council Member Harrison said he wanted to increase the number of bicycle commuters to the campus.
Mayor pro tem Evans noted that Carrboro had recently been recognized as the most bicycle friendly town in North Carolina, and it may be helpful to talk with them to see what they are doing in this regard.
Council Member Ward said he wanted to look at the educational component of non-motorized transportation.
Mayor Foy noted that this issue was coming forward to the Council in the near future. Mr. Horton said a process was in place, and that goal would move forward.
Council Member Strom said it seems that the Horace Williams tract and the future potential of that tract should remain as a priority. He suggested that the Mayor appoint a Committee to collect information to help the Town’s negotiations.
Mayor pro tem Evans said we should specify exactly what information was to be collected, because there may be cost implications. Council Member Strom said the Committee could work to define what information would be useful, and then the Council would have to agree that it was an effective use of resources.
Council Member Ward said he wanted public forums as part of the Horace Williams process.
Council Member Wiggins said we might request copies of the most recent reports on the old landfill and toxic waste areas of the Horace Williams tract, and to what extent contamination has occurred.
Mayor Foy said there is some value in focusing on issues that are specific to the Town as opposed to the University, for instance the impact on the road system and transportation in general, impact on the water and sewer system, and any impact on our public works facility.
Mayor pro tem Evans said the University is holding public forums in neighborhoods now, so is Council Member Ward suggesting that we hold additional public forums? Council Member Ward answered he believes that if we hold public forums it would enhance rather than duplicate the University’s efforts.
Council Member Kleinschmidt said he believes it would be more effective for citizens if the Town hosted its own public forums.
3. Energy, Environment and Sustainability Committee
Council Member Wiggins suggested we consider bio-diesel fuel possibilities.
Council Member Harrison said we need to have future discussions on this, including appointments to such a committee.
Council Member Ward said we need to react to Shaping Orange County’s Future report.
Council Member Strom said we need to use this committee in the same way the Technology Committee is used, that is that professionals be appointed that could advise the Council.
4. Joint Planning with Durham/Chatham.
Council Member Harrison suggested a joint planning work group with Durham and Chatham Counties. He said such a work group could raise Council awareness of the issues. Mayor Foy said that joint planning with Chapel Hill and Durham, and Chapel Hill and Chatham, were separate. He said the Council must take an aggressive posture regarding joint planning.
Council Member Ward suggested more communication with the County Commissioners on these issues.
i. Neighborhood traffic
ii. Pedestrian safety
iii. Community policing
Mr. Horton said that the staff has been asked to do several things:
· improve maintenance of Town properties;
· improve construction contract management;
· improve capital improvement planning and project management; and,
· improve construction management.
Mr. Horton said we are allocating more funding to property maintenance and small improvements. Mr. Horton noted the following:
· construction bid documents and contract documents are being rewritten;
· contract negotiations and contract management is now centralized;
· contract dispute settlement is centralized;
· a fifteen year, comprehensive, fiscally constrained capital improvements program has been developed;
· a comprehensive buildings assessment has been conducted;
· the Comprehensive Plan was adopted;
· the Greenways Master Plan was completed;
· the Parks and Recreation Master Plan is near completion; and
· the Library Master Plan is in progress.
Mr. Horton said the next steps would be:
1. Transfer a position from equipment maintenance to building maintenance, and use the position to lead work and supervise building mechanics. He said this would enable the Buildings Program Supervisor and the Internal Services Superintendent to spend more time on construction management. Mr. Horton said staff would prepare an action item for the Council’s consideration.
2. Seek approval from value engineering and construction management firms for services such as: development of construction standards and specifications; phase scheduling; value engineering; cost control and cost estimating; bid evaluation; construction administration; and construction inspection. He said staff would prepare a proposal for the Council’s consideration.
3. Conduct further research on newly authorized “Construction Manager at Risk” option and prepare report with recommendations for the Council’s consideration.
Council Member Strom said he believed that, under Next Steps, No. 2, this is a priority. He said it is an essential step that must be taken, and recommended that the Council move in that direction.
Council Member Harrison asked for a clarification of value engineering. Mr. Horton said a value engineer could work to achieve the same priorities for a lesser cost.
Council Member Wiggins said timeliness of information provided to the community needs to be addressed. She suggested creating a database of homeowners associations and routinely notifying them of issues before the Council. Council Member Wiggins asked that when the Council receives agenda items, could there be some indication if the item is related to the Comprehensive Plan? She wondered if there was a way that information such as letters of commendation to the staff, newsletters, and the like could be on the web so that they could be accessed, but no hard copies be provided daily to the Council. Council Member Wiggins said she receives multiple copies of the same documents time after time. And, she said, she also receives copies of meeting notes from staff, and then receives it again in various reports. Council Member Wiggins said she wanted to be more efficient in how we share information, and suggested a little more thought in how this information gets distributed to the Council and to the public.
Council Member Ward said that last year he had asked staff to begin providing feedback to boards and commissions on how the Council decides on issues. Mr. Horton said the system is not fully in place and is still being worked on. Council Member Ward said he wanted a work session on how the Council could improve discussion on Town issues among themselves, with a goal of being more effective in its deliberations and with each other.
Council Member Bateman, regarding advisory boards, said that feedback should be provided to applicants if they are not selected. And, she said, staff should check to see if they are still interested before their application goes forward.
Council Member Ward said he wanted to explore and incorporate technology into Council-staff communications.
After some discussion regarding time limits on today’s topics, Mr. Horton suggested setting a work session at 5:30 p.m. on January 28, just prior to the Council’s scheduled public hearing, to complete this discussion. The Council agreed by consensus. (See pages 17 and 18 for later discussion.)
Public Safety
Council Member Strom said the size and scope of public safety is huge, and he would like to better understand the policies and the professional decisions that go into making those policies. He said he would like to review all policies and the process regarding the Halloween event. Council Member Strom said he wanted more aggressive traffic enforcement in neighborhoods to enhance pedestrian safety. He asked if the Council should consider a shift in public safety resources?
Council Member Verkerk said she wanted more focus on the rights of pedestrians and bicyclists.
Council Member Wiggins said she wanted to discuss combining the Transportation Board and the Bicycle and Pedestrian Advisory Board. She said the two boards’ recommendations appear to mirror each other many times. Council Member Ward suggested removing the overlap in their mission, rather than combining them.
Council Member Harrison said he believed the charges for these boards, as well as the Greenways Commission, should be studied.
Mayor Foy said, regarding community policing, we need to be in close touch with the problems on Sykes Street, adding this is not just a police issue. He said the Council needs to have a firm grip on what’s going on in that neighborhood.
Council Member Ward said he wanted to push for activated signals for buses. He added he also wanted to look at how snow removal is done and improve that service to bicyclists and walkers.
D. Solid Waste Management
1. Pay as You Throw
2. Recycling Carts
Council Member Strom said the Council has received a report on the obstacles to Pay as You Throw. He said it was a significant issue that should be pursued. Council Member Strom said that this issue, as well as the issue of recycling carts, needs to be discussed with the County. He suggested the Council study both issues and communicate with the County.
Other
1. Events Tax
Council Member Strom said there was some discussion with the University about an events tax, and wanted the find out the pros and cons of such a tax and how to proceed with discussions with the University.
2. Downtown Playground
Council Member Verkerk said this issue is related to the ultimate use of Lot 5. She said she would like to have a satellite children’s library in the downtown.
Mayor pro tem Evans said she wanted the entire downtown to be a goal. She said other communities are spending a great deal of time and money on improving their downtowns, partly to address the economic downturn that the country is experiencing. Mayor pro tem Evans stated that she has noticed a change in the atmosphere of the downtown, and would like to reverse that trend. She said many businesses are struggling, and the opening of the Streets at Southpoint Mall in Durham will have an effect on business in our downtown. Mayor pro tem Evans said the Council needs to recognize the importance of the downtown.
Mayor pro tem Evans said she wanted an increased police presence in the downtown and nearby neighborhoods. She said that Streetscape needs to continue to make the downtown a more attractive and viable area. Mayor pro tem Evans added that tree replacement needs to continue. She said we have a homeless population that needs to be better served, and we need to better identify their needs. Parking needs to serve the community, she added, especially parking for downtown visitors. She said we need to enhance the bicycle and pedestrian infrastructure. Mayor pro tem Evans said we need more community events to enhance perception of the downtown. She said we need more residential areas in the downtown, and should encourage redevelopment in the downtown.
Council Member Bateman said she wanted to establish a policy with the County for parks and recreation facilities construction and operation, to provide more funding. She stated she also wanted to halt the transition of Northside into a student/rental enclave.
Mayor Foy said he wanted to encourage the Downtown Commission and the Visitors Bureau to become part of the Council’s budget discussions regarding the Downtown. He said he did not want this to necessarily be a goal, but was asking the Council to allow that process.
Council Member Ward said he wanted the parking deck plaza to be made a part of Mayor pro tem Evans’ list of issues. He also asked to include Council Member Verkerk’s downtown playground to that list. Mayor Foy said the post office should also be added to that list.
Mayor pro tem Evans said she has seen an increased rodent population downtown, and believes the Town needs to be aggressive in ridding the downtown of these pests.
Council Member Strom said, regarding the location of a downtown playground, that the Council should consider not leasing the 35 parking spaces that FGI recently gave up, but instead to use it as a temporary playground.
Council Member Verkerk said she would like the Council to discuss what Chapel Hill could provide that others cannot, such as arts in the downtown. She asked if this could be a marketing strategy to increase visitors to the downtown.
Council Member Ward said he wanted to address a rewrite of the Design Guidelines.
Council Member Strom said he wanted to address the regulation of leaf blowers in the context of the Noise Ordinance.
Council Member Kleinschmidt said that in the spirit of the Council’s commitment to diversity, he asked that the Council reconsider its decision to begin the January 28 work session at 5:00 p.m. He noted that because he works a full-time job, he would prefer to work a full day rather than having to leave early to attend at 5 p.m. work session.
Council Member Bateman said she would appreciate some attention be paid to the length of time of meetings. For instance, she said, if the Council has a work session before a regularly scheduled Council meeting, then the regularly scheduled meeting should not be as long as it normally would.
The Council agreed by consensus to change the beginning time of the January 28 work session to 5:30 p.m.
Mayor Foy said the Council needed to discuss what the length of time of a normal meeting should be. Mr. Horton reported that past policy has been not to take up new business after 10:30 p.m. Mayor Foy said that the Council’s goal should be to end meetings by 10:30 p.m. The Council agreed by consensus.
Council Member Kleinschmidt said it was a hardship for him to attend meetings earlier than 5:30 p.m. Mayor Foy said that maybe the Council should address the budget work sessions that begin earlier than that, since it would not be convenient for all Council members.
The meeting was adjourned at 1:55 p.m.
Attachment: Flip Charts from 1-18-02 Planning Retreat
Flip Charts from Council’s January 18, 2002 Planning Retreat
POSSIBLE COUNCIL GOALS 2002-2003
SIDEWALKS
· Crosswalks in advance of pedestrian traffic.
· Pedestrian bicycle routes in general: prioritize connectivity.
· Think about sidewalks and thoroughfare system: prioritize down subdivisions.
· Prioritize downtown for pedestrian movements.
· Prioritize links to bus stops re: pedestrians.
· Additional funding for sidewalks.
· Evaluate sidewalk needs in Northside and Sykes Streets.
· Policy discussion Transit ((current year #1 and #2).
· Policy discussion on multi-jurisdictional travel demand – fill the seats?
· Consider establishment for traffic calming funds.
· Raise numbers of bicycle commuters to UNC. Work across jurisdictions, e.g. Carrboro.
· Educational component of non-motorized transportation.
MARKETING
· Collect legal/State information re old landfill/toxics? (Mayor’s Committee) regarding
Horace Williams issues. Town-specific issues.
· Embed public forums in the Horace Williams process. Compliment UNC forums.
· Bio-diesel fuel possibilities.
· Future discussion on energy, environment and sustainable frame? Appointments.
· React to shaping Orange County’s Future report.
ADVISORY/TECHNICAL
CONSTRUCTION MANAGEMENT
COMMUNITY POLICY
DOWNTOWN AS A GOAL
· Reverse trends (martini bars) (closings)
· Recognize its importance (hotel occupancy down)
· Police presence.
· Streetscape
· Tree Replacement
· Better serve homeless population (also on thoroughfares)
· Parking
· Market what’s available
· Infrastructure of bicycles and pedestrians
· Downtown playground.
· Encourage residential development
· Encourage redevelopment – Post Office?
· Parking Deck Plaza “Spray Park”.
· Establish policy with County on parks and recreation facilities that rely on joint funding.
· Halt transition of Northside into student/rental enclave.
· Rats: rid aggressively.
· Don’t lease 35 parking spaces and consider temporary playground there.
· Consider the arts as a downtown engine.
· Address design guidelines.
· Address regulation of leaf blowers.