AGENDA #5a

 

MEMORANDUM

 

TO:                  Mayor and Town Council

 

FROM:            W. Calvin Horton, Town Manager                     

 

SUBJECT:       Report on Council Goals

 

DATE:             August 26, 2002

 

 

BACKGROUND

 

On April 8, 2002, the Council adopted the goals listed below for 2002-03, following its planning sessions on January 18 and January 28.  The Council decided to retain certain goals from the previous year and to establish additional goals.  Altogether, 39 goals were selected for emphasis.

 

Section 1 lists goals previously adopted by the Council and marked for continuation.  Section 2 lists additional goals discussed by the Council, organized under the framework of goals from the Town’s Comprehensive Plan. 

 
SECTION 1
 
PREVIOUSLY ADOPTED GOALS

 

(1) Rewrite the Development Ordinance in a manner that:

 

a.      Promotes creation of housing in a range of prices through a system of incentives and requirements

b.      Fosters sustainable development

c.      Provides greater regulatory flexibility for the Council

d.      Focuses more attention on the impacts and effects of development proposals

 

August 26, 2002 Status:  A Third Draft of the proposed new Ordinance will be delivered early in the week of August 26 for distribution to Council and Advisory Boards.  Copies will be made available for public review.  A Public Hearing has been scheduled for September 18 to present the draft to the Council and to hear community comments.  The hearing will be held open until Council action occurs.

 

April 8, 2002 Status:  The Council and the staff have been working with consultant Mark White to prepare a revised draft of the Development Ordinance.  Next steps in the process include: Council work sessions at the April and May public hearing dates, followed by a public comment session at the June 3 public hearing.  The Council will provide advice to the Development Ordinance consultant on June 10; and will hold a public hearing on the third draft of the Ordinance on September 18.

           

(2) Modify the development application review process to make it less adversarial while encouraging earlier and more effective citizen involvement.

 

August 26, 2002 Status:  The Third Draft will propose a process for earlier Council review and input on major development applications.

 

April 8, 2002 Status:  This goal continues with the Development Ordinance work listed above in Goal #1.

 

(3) Explore the feasibility of constructing employer-employee housing through partnerships with Orange County and the Chapel Hill-Carrboro School System.  Complete the Downtown Design process and issue a request for proposals for development desired by the Council on Town property.

 

August 26, 2002 Status:  Council received a report on the Downtown Design Workshops on May 13, 2002.  Council held a work session on June 10, 2002, and developed basic principles for proceeding.  The Council decided to establish a Council Committee to further define principles and objectives for the project, and to consider possible implementation steps.  The Committee’s first meeting is scheduled for September 9, 2002.

 

On July 24, 2002, the Mayor sponsored an evening panel discussion of employer-employee housing, chaired by Andrew Foster.  Subsequently, offers have been made for the Duke University and University of North Carolina law clinics to research affordable housing topics, including inclusionary zoning.  The Town is also expanding its notices to Town employees about homebuyer education programs and affordable housing opportunities of local nonprofit organizations. 

 

April 8, 2002 Status:  The University has indicated that its properties in the downtown are not available for redevelopment as employer-employee housing.  Downtown Design Workshops were held in February and March.  The workshops offered participants an opportunity to shape a vision for developing selected publicly- and privately-owned downtown sites and to examine design guidelines.  Focus areas were West Rosemary Street sites and Town Parking Lots 2 and 5. The Council will receive a report from the workshops in May.

 

The Mayor has been authorized to explore with representatives of Orange County and the School System their potential interests in development of employer–employee housing.

 

(4) Continue efforts to preserve and enhance the Old Post Office Building.

 

August 26, 2002 Status:  In June, the Town Manager wrote the County Manager, informing him of the Council’s continued interest in the preservation and enhancement of the Old Post Office Building.  The County Manager reported that the County Commissioners appointed in May, 2001 to work with the Council’s Old Post Office Committee continued to be available; that funding for some court facilities has been delayed; and, that development of additional court projects would be contingent on the availability of future funding and priority for construction.   

 

We have notified the new Chapel Hill Postmaster that the Council is prepared to extend the Postal Service lease.

 

April 8, 2002 Status:  The Council Committee on the Old Post Office completed its work last year and a report on the Council’s desire for continued and expanded Court use was presented to the County Commissioners.  The US Postal Service, District Courts, Teen Center and Downtown Commission continue as tenants at the Old Post Office.  With plans for the Chapel Hill-Orange County Visitors Bureau to begin operation of a welcome center in store-front offices on West Franklin Street, there now is no need for development of a new welcome center for the Downtown Commission.  Major repairs to the exterior of the building have been deferred because of present financial constraints.  The Postal Service earlier expressed a desire to extend its lease and we will initiate discussions and bring a proposal for the Council’s consideration.  We will initiate a follow-up inquiry with Orange County to determine the status of their consideration of the future use of the court facilities.

 

(5) Make more effective use of Town funds allocated for purchase of open space.

 

August 26, 2002 Status:  On June 10, the Council adopted a resolution accepting a 1.9-acre donation of property from Duke Energy Company.  The donation will allow the Town to connect its properties along Morgan Creek to the Merritt Pasture, assuming that permission will be granted by NC DOT to cross under the Highway 15-501 bridge over Morgan Creek.  The purchase of 105 Dickerson Court has been completed and the residences on this site and on the adjoining three lots have been demolished.   Negotiations are ongoing with owners of land along two separate greenway corridors.  Survey and legal work regarding the 12.5 acre McCormick parcel on Morgan Creek has come close to clarifying issues that have delayed closing.

 

April 8, 2000 Status:  In January, the Council formally accepted a gift of land from the Cates family, located north of and adjacent to property owned by the Town where the Southern Railroad line intersects with Interstate 40 near Millhouse Road.  Also in January, the Council authorized the acquisition of 105 Dickerson Court in order to create contiguous Town-owned open space for future construction of the trail system off of Dickerson Court.

 

During 2000, the Council considered its priorities for use of the funds remaining in the 1996 Open Space bonds, and authorized the Manager to continue pursuit of land that would meet the Council’s goals for preserving:

     Non-automotive community connectivity

     Entranceway corridors

     Scenic vistas

     Environmentally sensitive areas

     Resource Conservation District land

     Community open space and neighborhood open space

 

The Council also directed the Manager to pursue acquisition of the parcels included on a map showing undeveloped and sparsely developed land, with a concentration on the parcels along Wilson Creek and Morgan Creek.

 

Land acquired since 2000 includes:

     Donation of the 8.48-acre Craige parcel at the corner of Bennett and Mt. Carmel Roads, November 2001

     Acquisition of the 34.57-acre Springcrest parcel at the corner of Erwin Road and I-40, using 1996 Open Space bonds, December 2001

     Acquisition of the 9.2-acre Gattis-Whitfield parcel at the junction of Bolin, Booker and Little Creeks, using primarily HUD Disaster Recover grant funds, January 2001

     Donation of 6.9 acres at the apex of Southern Railroad and Millhouse Road, December 2001

   Acquisition of 106, 107, and 108/9 on Dickerson Court, bordering on Bolin Creek, using primarily Flood Mitigation Assistance grant funds, December 2001

     

Land in the process of acquisition includes:

     Acquisition of 105 Dickerson Court, using primarily Open Space bonds; closing anticipated this spring, after delay caused by removal of underground tank and testing of soil around it

     Acquisition of the 12.5-acre McCormick parcel on south side of Morgan Creek, across the creek from Frank Porter Graham School: closing delayed when our survey and deed research showed clouded title; owner is working on acquiring clear title that he could convey; no estimate if closing will be possible or, if so, when.

 

Land under negotiation includes:

     Two or three parcels along Dry Creek, north of I-40, near Erwin Road, to be acquired with a Clean Water Management Trust Fund grant, whose deadline has been extended until December 31, 2002

     Deed gap along border of Cedar Falls Park, which could add a 40’ strip to a portion of the park; would come to Council for action if negotiations succeed

     Access easement over Duke Power land for pedestrian access to Merritt Pasture

 

Other efforts include:

Multiple contacts with owners of every parcel identified on our September 2000 map along Wilson Creek south of Mt. Carmel Road and along Morgan Creek between Smith Level Road and US 15-501 South.

 

The Town staff worked with a staff person of the Triangle Land Conservancy on the Dry Creek land negotiations.  In addition, an experienced former member of the Conservancy’s board has been active in following up with contacts of the owners of all the parcels along Wilson and Morgan Creeks. She is willing to continue this work for the Town.  Several Town staff members have worked together to identify additional areas which meet the Council’s guidelines, and will present them to the Council for your consideration for focusing acquisition efforts.

 

 

(6) Enact a Schools Adequate Public Facilities Ordinance.

 

August 26, 2002 Status:  The Chapel Hill Town Council approved the form of a Memorandum of Understanding.  Other parties to the Memorandum have taken action, with requests for adjustment to key sections and additional information about how the proposed ordinance would work.  The next step will be for the Schools and Land Use Council to recommend a revised version of the Memorandum of Understanding for common approval by all parties.  We expect that revised language to be ready to come before the Chapel Hill Town Council in October, 2002.

April 8, 2002 Status: In February, the Council held a public hearing on the Adequate Public Facilities Ordinance for Schools.  The Council received a Memorandum of Understanding which, if approved and executed by all the appropriate elected boards, would establish a framework for an ordinance.  The Council also received a model ordinance that would be adapted to fit into the zoning regulations of Chapel Hill, Carrboro, and Orange County.  The Council referred the documents and comments to the Planning Board for consideration and recommendation.  Consideration of this item is scheduled for tonight’s agenda.

 

(7)  Begin the process of developing a general adequate public facilities ordinance.

 

August 26, 2002 Status:  No change in status since last report.

 

April 8, 2002 Status:  The Council has deferred work on a general Adequate Public Facilities Ordinance until work on a Schools Adequate Public Facilities Ordinance is completed.

 

(8) Enforce speeding laws in neighborhoods to increase pedestrian safety.

 

August 26, 2002 Status:  During this quarter, officers focused efforts in residential neighborhoods.  High visibility patrols were provided during the summer and the hours before and after school.  Residential patrols included the neighborhoods of Glen Lennox, Chandler’s Green, and Southern Village.  During the year, Traffic Enforcement and Education Officers provided community education seminars concerning traffic, bicycle, and pedestrian safety, as well as child safety seats installation clinics.  In Fiscal Year 2001-2002, there were 24 collisions involving pedestrians, two of which occurred in residential neighborhoods.

 

April 8, 2002 Status:  This goal will continue as directed by the Council.   During the third quarter, patrol officers focused efforts on residential traffic enforcement.  The following neighborhoods were targeted as evidenced by the number of citations issued:  Seawell School Road, Weaver Dairy Road, Southern Village, and Mason Farm.  Officers attended a Southern Village community meeting to gather information about residents’ traffic concerns.  Traffic enforcement officers met with Scroggs Elementary School students at the crosswalks to teach pedestrian safety.  We will provide reports in each quarter on measures taken to address this goal.

 

(9) Take follow-up actions recommended in the report by consultant Henry McKoy on Town work environment.

 

August 26, 2002 Status:  On June 10, the Council received a follow-up report on the McKoy study on equal opportunity and work environment for Town employees.  Consistent with the June report, work is in process to form an employee advisory committee to schedule and lead meetings as necessary in each department to discuss survey results and affirm Town commitments, and carry out other training and communications efforts.  A more detailed progress report will be presented in the next quarter.  Survey results already have been distributed and posted in all departments, as well as on the Town’s website.

 

April 8, 2002 Status:  The Town Council and 96% of the Town’s employees participated in diversity training provided by consultant Henry McKoy.  Mr. McKoy’s work also included conducting a confidential survey of employees regarding Town work environment.  On February 25, the Council received a report from Mr.  McKoy, an Assessment of Employee Input for Improving Equal Opportunity.  The report explained the comprehensive assessment of employee perceptions regarding fairness and equal opportunity which he conducted at the Council’s request during the summer and fall of 2001.  We will return to the Council in May with a report proposing follow-up actions on the recommendations of the report. 

 

(10)  Study timing of signals at intersections at peak hours.

 

August 26, 2002 Status:  LSA Associates (a consulting firm hired by the Council to develop a Mobility Report Card for the Town) completed its work in late spring 2002.  We are using traffic data presented in the Mobility Report Card document, in addition to data collected by Town consultants as part of Traffic Impact Analyses for new developments, to model traffic conditions at intersections and along roadway corridors throughout the community.  Using the model and associated software, we are able to develop revised traffic signal timing plans intended to improve efficiency and reduce congestion at intersections and to improve progression to the extent possible along travel corridors.

 

We have developed and are presently in the process of implementing new timing plans on segments of the US15-501 Bypass (Fordham Boulevard), NC 86, and Columbia Street corridors.  We intend to develop and implement in the next six months traffic signal timing plan revisions for additional segments of the US15-501 Bypass (Fordham Boulevard) corridor, segments of East and West Franklin Street, the South Columbia/US15-501/NC 54 interchange area, and US15-501 South.

 

Some of the timing plan designs are being done by Town traffic engineering staff, and some are being done by consultants using funds collected from developments having impacts on certain intersections.  Traffic signal timing plans system-wide are reviewed regularly and revisions are implemented on a continuing basis.

 

April 8, 2002 Status:  We continue to work with LSA Associates (a consulting firm hired by the Council to develop a Mobility Report Card for the Town) to model traffic conditions at intersections and along roadway corridors throughout the community at different times of day.  We will develop revised timing plans to improve efficiency and reduce congestion at intersections, and to improve progression along identified travel corridors to the extent possible.

Some of the timing plan designs will be done by Town traffic engineering staff, and some will be done by consultants using funds collected from developments having impacts on certain intersections.  We expect to have new timing plans in place at most intersections by late spring 2002.  A report from LSA Associates will be presented in May.

 

(11) Establish better design criteria for parking lots, to improve pedestrian safety.

 

August 26, 2002 Status:  No change in status since last report.

 

April 8, 2002 Status:  The Development Ordinance Revision project is one mechanism for addressing this goal and will be considered as the 3rd Draft is prepared.  This goal may be better addressed in the Town’s Design Manual, with specific and detailed requirements.  We expect that the Chapel Hill Design Manual will need to be updated once the Development Ordinance has been revised.

 

(12)  Review minimum parking requirements specified in the Development Ordinance for reasonableness and consistency with Council goals.

 

August 26, 2002 Status:  Discussion Paper on this topic will accompany the Third Draft of the proposed new Development Ordinance.

 

April 8, 2002 Status:  This goal will be addressed by the Council as the Development Ordinance is revised.

 

(13) Expedite renovations at the Hargraves Community Center and A.D. Clark Bath House and Swimming Pool.

 

August 26, 2002 Status:  Construction began on this project during April 2002 and has generally proceeded on schedule with a few exceptions.  The original HVAC contractor went out of business unexpectedly and there was a delay of several weeks associated with finding another contractor for the HVAC work.  Other work on the center, the bath house and the pool house has been proceeding.  There have also been some delays on the work at the A.D. Clark Pool.  This situation is complicated by the ongoing drought and associated water use restrictions.  Under Phase II water restrictions, we will not be able to fill the swimming pool with OWASA water.  The curing process for the material used to line the interior of the pool requires that the pool be filled with water.  This portion of the work will be delayed until water restrictions are lifted or until an alternate source of water can be identified.  We expect that work on the community center building and the pool bathhouse will remain on schedule with the projected completion date during January 2003.     

 

April 8, 2002 Status:  The Council at its meeting on March 25, 2002 awarded a bid for the construction of improvements at the Hargraves Community Center and A.D. Clark Bath House and Swimming Pool.

 

SECTION 2

 

ADDITIONAL COUNCIL GOALS:

 

We believe that the Comprehensive Plan provides a useful structure for organizing the list of goals that the Council indicated at its planning sessions that it wishes to address in the coming year; and we include excerpts from it in the following sections.  Subsequent Council goals are presented in the general order in which the Council conducted its discussion.

 

Goals already listed above are not repeated here. We also have kept the general issues framework that the Council identified in its sessions:

 

 

Transportation Issues

**

Comprehensive Plan Goal:  Develop a balanced, multi-modal transportation system that will enhance mobility for all citizens, reduce automobile dependence, and preserve/enhance the character of Chapel Hill.

Comprehensive Plan General Objective:  Minimize roadway improvements that increase automobile capacity.  Proposed automobile capacity improvements should not negatively impact the level of service of any alternative mode of travel.

Comprehensive Plan Multi-Modal Streets and Highway System Objective:  Develop and maintain a comprehensive network of streets and highways that support safe automobile, transit, bicycle, and pedestrian mobility within Town.

 

(14) Reconsider the proposed configuration of Weaver Dairy Road improvements.

 

August 26, 2002 Status:  The Council will receive a report from the Mayor’s Committee on Weaver Dairy Road Improvements at tonight’s meeting, including a proposed three-lane concept plan for consideration and a resolution scheduling a Public Forum on the concept plan during the September 9 regular Council meeting.

   

April 8, 2002 Status:  The Council has scheduled a work session at tonight’s meeting to discuss the configuration of Weaver Dairy Road improvements.  The Council will hold a public forum on this subject at its regular meeting of April 22.

 

(15) Reconsider the proposed configuration of Estes Drive and Homestead Road improvements.

 

August 26, 2002 Status:  Town and State staff met over the summer to discuss the proposed improvement projects for Homestead Road and Estes Drive.  The State has agreed to evaluate several options for each project and to present those options at Public Information meetings later this year to receive comments.  Consistent with our understanding of the Council’s objectives, Town staff is currently pursuing three-lane facilities with bike lanes, curb-and-gutter, and sidewalks for both the Homestead Road and Estes Drive improvement projects.  Both projects are moving slowly through the State Development process, and we will keep the Council advised of progress as it occurs.

 

April 8, 2002 Status:   At its February 11 meeting, the Council adopted a resolution providing comments to the Durham-Chapel Hill-Carrboro Transportation Advisory Committee on the Draft 2004-2010 Regional Transportation Priority List.  As part of that resolution, the Council also requested that the Manager study: (1) the status of the Homestead Road configuration; (2) the status of the Estes Drive configuration; and (3) the impact of Homestead Road on Town parks and Carrboro parks.  We expect to report on these issues during the fourth quarter of this year.

 

**

Comprehensive Plan General Objective:  Emphasize transit and pedestrian/bicycle mobility in the vicinity of the downtown and the University campus.

Comprehensive Plan General Objective:  Integrate all transportation modes within existing and future developments with appropriate land uses, design standards, and infrastructure.  A priority should be to connect residential areas to nearby commercial centers, schools, parks, and other neighborhoods with sidewalks and bike lanes and/or paths. 

Comprehensive Plan General Objective:  Develop strategic transportation linkages between neighborhoods, transit stops, and activity areas.

Comprehensive Plan Pedestrians Objective:  Develop and maintain a pedestrian circulation system, including sidewalks and greenway trails, which provides direct, continuous, and safe movement within and between districts of Town.  Link neighborhoods to activity centers, transit stops, schools, parks, and other neighborhoods.

Comprehensive Plan Bikeways Objective:  Develop and maintain a system of safe and efficient bikeways…designed to contribute to Town-wide mobility, connecting neighborhoods with activity centers, schools, parks, and other neighborhoods. 

Comprehensive Plan Strategy:  Develop a comprehensive pedestrian and bicycle network.

 

 (16) Improve the process for setting priorities for funding sidewalk and bicycle system improvement projects by taking into account  connectivity, links to bus stops, probability of increasing bicycle commuting, benefit to downtown improvement objectives, and benefit of collaboration with neighboring jurisdictions.

 

August 26, 2002 Status:  The Bicycle and Pedestrian Advisory Board is scheduled to consider this Council request on August 27, 2002, in preparation for developing the annual sidewalk/bicycle plan.  We will provide the Council a status report on anticipated sidewalk funding available for 2002-03 and propose a schedule for the annual sidewalk plan on September 9, 2002.

 

April 8, 2002 Status:  We recommend that this goal statement be referred to the Bicycle and Pedestrian Advisory Board and the Manager for consideration in revising the project priority ranking system.

 

 (17) Increase funding for sidewalk and bicycle system improvements.

 

August 26, 2002 Status:  We believe that this goal is not likely to be satisfied until improvement of fiscal conditions.  We expect to report on September 9th that a balance of funds is potentially available from the implementation of the current year’s projects; in addition, federal Direct Allocation funds will be available regionally for the first time from the Durham-Chapel Hill Transportation Advisory Committee.  The Town would need to apply for the Direct Allocation funds and provide a 20% local match.

 

April 8, 2002 Status:  Present financial constraints make it unlikely that this goal can be immediately achieved.   However, the goal will provide guidance for the Council and the staff as the budget is developed and opportunities arise in the coming year.

 

 (18) Consider sidewalk needs in the Northside and Sykes Street neighborhoods.

 

August 26, 2002 Status:  Sidewalks in Northside listed in a recent Sykes Street Strategy Area report have been placed on the list of sidewalk projects for annual consideration.  In addition, the Town’s Community Development plan for FY 2002-03 calls for additional analysis of these potential sidewalks to determine feasibility.  Funding from the Town’s Community Development Neighborhood Revitalization activity is a possibility.  The Sykes Street Committee is also discussing this issue, and an intern assisting the Committee is scheduled to do field work to gather additional information by August 30th.

 

April 8,2002 Status:  We recommend that this goal be referred to the Bicycle and Pedestrian Advisory Board, the Housing and Community Development Board, the Sykes Street Committee, and the Manager for consideration and a report to the Council.

 

 (19) Eliminate minimum parking requirements in the Development Ordinance.

 

August 26, 2002 Status:  Discussion Paper on this topic will accompany the Third Draft of the proposed new Development Ordinance. 

 

April 8, 2002 Status:  This goal will be addressed by the Council in the process of revising the Development Ordinance.

**

Comprehensive Plan General Objective:  Increase emphasis on transit, bicycle, and pedestrian mobility townwide.  Achieve an increase in the percentage of total trips within Chapel Hill by alternative transportation modes and a corresponding reduction in the percentage of trips by automobiles.

Comprehensive Plan Public Transportation Objective:  Maintain a public transportation system that enhances the mobility and safety of Town residents, employees, and students.  Increase per capita readership with provision of increased service to an expanded park-ride lot system that complements regional transit.

Comprehensive Plan Transportation Demand Management Objective:  Develop and implement programs that reduce the percentage of trips made by single occupancy vehicles, and encourage transportation by alternate modes.

 

 (20) Conduct a policy discussion on the I-40 Congestion Management Study and the NC54/I40 Transit Corridor Study.

 

August 26, 2002 Status:  The I-40 Study completion has been deferred until October, to enable the State to study an additional alternative of “decking” I-40.  The NC54/40 committee has begun meeting, with the first phase expected to be completed by December.  Chapel Hill is represented by Mayor Kevin Foy; Council member Bill Strom also serves as a Triangle Transit Authority Board representative.  Opportunity for comment is anticipated at the conclusion of the first phase of work.

 

 

April 8, 2002 Status:  The Council considered the I-40 Congestion Management Study at its January 14 and February 25, 2002 meetings.  The Council provided comments to the I-40 Congestion Management Study consultant at the February 25 meeting.  The consultant expects to submit a final draft in May.

 

The Council received a report and discussed the NC54/I40 Transit Corridor Study at its February 11, 2002 meeting and adopted a resolution offering comments to the Transportation Advisory Committee.

Planning Issues

**

Comprehensive Plan Goal:  Provide an environment where the Town of Chapel Hill, UNC, and the UNC Health Care System can collaborate to maximize mutual benefits.

Comprehensive Plan University-Hospital-Town Coordination Objective:  Enhance on-going joint planning processes between the Town, UNC, and UNC Health Care to address issues of mutual concern.

Comprehensive Plan Neighborhood Impacts:  Address the effects of UNC and UNC Health Care activities on Chapel Hill’s neighborhoods as part of joint planning with those entities.

Comprehensive Plan Regional Context Goal:  Establish effective regional cooperation that promotes sustainable growth patterns, recognizing that economic development, land use, transportation, environmental, natural area linkages, and other planning issues transcend the boundaries of Chapel Hill.

Comprehensive Plan Regional Planning Objective:  Support multi-jurisdictional planning initiatives to address regional issues.

Comprehensive Plan Recommended Action:  Continue the Town’s involvement in planning for the future development of the Horace Williams property.

 

 (21) Prepare for discussions with the University about their forthcoming proposals to develop the Horace Williams tract.  Include public forums conducted by the Council in any process for considering the University’s Horace Williams development proposals.

 

August 26, 2002 Status:  The Council appointed Council Members Verkerk, Ward, and Wiggins as a committee to prepare a recommended charge, composition, and schedule of work for a Horace Williams Development Citizen Committee.  The Council Committee has begun work.

 

April 8, 2002 Status:  The Council has named two Council Members to serve on the Chancellor’s Horace Williams Planning Advisory Committee and will consider tonight the appointment of two citizens to the Committee.  In its planning session discussions, the Council indicated a desire to have a committee, similar to the Mayor’s Committee on Town-University Discussions, begin work to prepare for discussions with the University about any proposed development on the Horace Williams tract.  We believe that the work of the previous committee was of substantial value to the Council and the community and recommend that the Mayor appoint a similar committee for the Horace Williams discussions.  As discussed by the Council, the first task of the Committee would be gathering background information.

 

 (22)  Re-Issue the collection of previous reports on impact fees and impact taxes as background information for future discussions

 

August 26, 2002 Status:  These reports have been re-issued.

 

April 8, 2002 Status:  If this goal is adopted, we will re-issue these reports as directed by the Council.

 

 (23)  Appoint an Energy, Environment and Sustainability Committee.

 

August 26, 2002 Status:  The Council appointed a committee of the Council to discuss the charge for an Energy, Environment, and Sustainability Committee.  The Committee consists of Council Members Strom, Verkerk, and Ward.

 

April 8, 2002 Status:  We recommend that the Council appoint a committee of the Council to discuss a charge for such an Energy, Environment and Sustainability Committee and to bring forward a proposal for consideration by the Council.  If this goal is adopted, we would schedule appointment of the Council committee for consideration at a future Council meeting.

 

**

Comprehensive Plan Strategy:  Seek opportunities for formal and informal communication with other Triangle Area jurisdictions on regional planning issues.

 

 (24)  Establish joint planning procedures with Durham County and Chatham County.

 

August 26, 2002 Status:  At the request of the Town Council, the Durham-Chapel Hill Work Group has proposed a joint planning process for consideration by the Town of Chapel Hill, Durham County, and the City of Durham.  This consideration is scheduled for August 26, 2002.   There has been no action to date in regard to Chatham County.  A joint Chatham-Orange committee has met in the past, and could be reconvened, at Council’s request to Chatham County.

 

April 8, 2002 Status:  After reviewing the minutes of the planning session and staff notes, we are unclear as to what the Council desired in regard to this topic and would appreciation receiving further guidance from the Council.  We will schedule a short discussion of this matter at a future Council meeting.

 

*(25)  Review the design manual to make it consistent with the revised Development Ordinance.

 

August 26, 2002 Status:  Work on this will begin immediately after a revised Development Ordinance has been adopted by the Council.   We believe this project will require about six months of work.

 

April 8, 2002 Status:  We recommend that work on this goal be deferred until such time as a revised Development Ordinance has been adopted by the Council.

 

**

Comprehensive Plan Strategy:  Maintain coordination with Shaping Orange County’s Future Task Force to ensure coordination of planning and community building strategies.

 

* (26)  React to the Shaping Orange County’s Future Report.

 

August 26, 2002 Status:  This goal is accomplished. 

 

April 8, 2002 Status:  The Council adopted a Resolution on February 25, 2002 authorizing the Manager to transmit “Comments on Recommendations from the Shaping Orange County’s Future Task Force Report” to the County manager.  We have done so.

 

**

Comprehensive Plan Community Character Goal:  Conserve and enhance those elements that define Chapel Hill’s special community character and the heritage of Chapel Hill’s historic neighborhoods.

Comprehensive Plan Neighborhoods Objective:  Protect the physical and social fabric of Chapel Hill’s neighborhoods.

 

* (27)  Continue work to halt the transition of the Northside neighborhood into a student/rental enclave.

 

August 26, 2002 Status:  The Council established a Revolving Acquisition Fund that can be used to purchase houses and provide for their repurchase for owner occupancy as a supplement to other resources (Community Development/Housing Loan Trust Fund).  Currently, the Town is assisting EmPOWERment, Inc. in acquiring and renovating three homes in the Sykes Street Strategy Area with Community Development funds.  In addition, on April 8, 2002, the Council established a Rental Licensing Program for implementation in FY 2002-03.  This program will assist in increased staff efforts to improve enforcement of occupancy limits, sanitation, parking, noise, and property maintenance.  In addition, the main focus of our community oriented policing program is in the Sykes Street and Northside neighborhoods.  Each of these actions is recommended in the Comprehensive Plan as part of the strategy to preserve and protect the Northside neighborhood, as well as others.  The Comprehensive Plan also calls for initiating at least one residential area plan no later than December 31, 2004.  After work on the Development Ordinance is completed, the Council could consider designating Northside as the neighborhood asked to join with the Council in developing the first residential area planning process.

 

On June 24, 2002, Council received a report on a petition presented at the May 13, 2002 Town Council meeting regarding construction of large structures in the Northside neighborhood.  At that time, Council authorized initiating discussions with a property owner of 308 McMasters Street concerning acquisition.  The adoption of a new Development Ordinance might also result in new tools available, such as the application of a residential Neighborhood Conservation District, additional restrictions on duplex development and floor area limits for residential lots.

 

April 8, 2002 Status:  The Council has established a Revolving Acquisition Fund that can be used to purchase houses and provide for their repurchase for owner occupancy.  At tonight’s meeting, the Council is considering establishment of a Rental Licensing program.  The main focus of our community oriented policing program is in the Sykes Street and Northside neighborhoods.   As the Council has directed, we are coordinating staff efforts to improve enforcement of occupancy limits, sanitation, parking, noise, and property maintenance ordinances.  Each of these actions is recommended in the Comprehensive Plan as part of the strategy to preserve and protect the Northside neighborhood, as well as others.   The Comprehensive plan also calls for initiating at least one residential area plan no later than December 31, 2004.   After work on the Development Ordinance is completed, the Council could consider designating Northside as the neighborhood asked to join with the Council in developing the first residential area planning process.

 

Town Organization

 

Comprehensive Plan Goal:  Town government that maximizes citizen participation, is representative of and responsive to the population, and that serves and governs the population in an honest, efficient, and equitable manner.

 

* (28)  Improve construction management.

August 26, 2002 Status:  We have taken the following actions, consistent with our report to the Council:

During July 2002 we hired a new employee to fill the Buildings Program Mechanic Supervisor position.  This new position will take over many of the routine administrative duties of the Buildings Program Supervisor and allow him to spend more time on project management issues such as the Hargraves/A.D. Clark Pool Renovation, the Museum Roof Replacement, and capital repairs to the IFC Shelter.

 

During May 2002 we advertised a Request For Statement Of Qualifications for general engineering services to be provided by indefinite delivery engineering services contract.  We received several responses to this solicitation.  We expect to complete our evaluation of the candidate firms and award a contract for general engineering services during September 2002. 

 

April 8, 2002 Status:  As discussed with  the Council, we propose to use an existing position to lead work and supervise building mechanics, freeing the Buildings Program Supervisor and Internal Services Superintendent to spend more time on construction management.  We also will seek proposals from construction management and value engineering 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.  The Council will receive a further report on this topic on April 22.

 

* (29)  Improve the efficiency and timeliness of communications with the Council and citizens by making greater use of electronic media.

 

August 26, 2002 Status:  We have increased the use of the Town’s electronic database to distribute information to citizens.  We now request e-mail addresses on the Council meeting sign-up sheets, and those addresses are transferred to the database under the subject heading that the citizen has signed up to speak about.  When the item returns for further Council discussion, the citizen is automatically e-mailed a copy of the follow-up report along with the meeting agenda.

 

April 8, 2002 Status:  In accordance with the Council’s request, we have instituted a number of changes to increase the use of e-mail and the Internet in Town communications, including:

 

We have asked department heads and other employees to seek to minimize the use of paper documents in communications with citizens and the Council and find new means of contributing to this goal.

 

* (30)  Improve the marketing of Town Services.

 

August 26, 2002 Status:  The half-time marketing position was approved with the adoption of the 2002-03 budget.  We are in the process of writing the job description and job duties and soon will begin recruitment to fill the position.    

 

April 8, 2002 Status:  The proposed Transportation Fund budget includes an allocation for establishing a half-time marketing position to begin this work.  We also will attempt to improve marketing of general Town services and have started to explore development of a marketing plan.

 

* (31)  Provide the Council with a background report and briefing on the Town’s Community Policing Program.

 

August 26, 2002 Status:  No change in status since last report.

 

April 8, 2002 Status:  Given the Council’s heavy workload this spring, we will schedule this work for the second quarter of fiscal 2002-2003.

 

* (32)  Increase the number of minorities in supervisory position.

 

August 26, 2002 Status:  As noted in April, we will present a report on this process in the fall.

 

April 8, 2002 Status:  We will prepare a report for the Council about the make-up of the Town’s workforce over the past several years, including information about the number of minority employees occupying supervisory positions, as the beginning point for addressing this goal.  We will provide this report in the second quarter of fiscal 2002-2003.

 

* (33)  Improve communications with applicants for advisory boards regarding their interests, notice of nomination, notice of appointments, and related matters.

 

August 26, 2002 Status:  As noted in April, we will present a report on this process in the fall.

 

April 8, 2002 Status:  We will prepare a process description that outlines the steps in communications with applicants from inquiry about the application process through appointment or expiration of application and seek feedback from the Council.  This work will be presented to the Council in the fall.  In the meantime, we have used specific feedback from Council Members to address particular problems.

 

* (34)  Consider alternate methods of managing the Halloween event that occurs each year in downtown Chapel Hill.

 

August 26, 2002 Status:  The Council received a report on March 25, 2002 on options for managing the Halloween event.  A public forum was held on April 22, 2002.  The Council opted for Halloween to be managed as it was in 2000, with the possible addition of shuttle buses to the venue.  Planning for the 2002 event is underway.

 

April 8, 2002 Status:  The Council received a report on options for managing the Halloween event at its meeting on March 25, 2002 and will conduct a public forum on this issue on April 22. 

 

* (35)  Consider combining the Transportation Board and the Bicycle and Pedestrian Advisory Board, or modifying the charges of these boards (and perhaps the Greenways Commission) so that there is less overlap in their assigned duties.

 

August 26, 2002 Status:  On June 24, the Council appointed Council Members Harrison, Strom, and Ward to represent the Council on this committee.   The Council also requested that the Transportation Board, Bicycle and Pedestrian Advisory Board, and Greenways Commission appoint two members each to serve with the Council members on the committee.    

 

April 8, 2002 Status:  We recommend that the Council appoint a committee composed of two Council Members and two members from each of the respective boards to develop a proposal for revised charges for each of these boards.  If the Council adopts this goal, we will schedule consideration of appointing such a committee at a future Council meeting.

 

Downtown

**

Comprehensive Plan Community Character Goal:  Conserve and enhance those elements that define Chapel Hill’s special community character and the heritage of Chapel Hill’s historic neighborhoods.

Comprehensive Plan Downtown Objective:  Implement and fund policies and programs to maintain and enhance the downtown’s role as the center of the Chapel Hill community, with a pedestrian orientation and human scale.

Comprehensive Plan Parking Objective:  Develop a parking system within downtown that recognizes the need for adequate short-term parking while encouraging policies and practices that minimize the long-term parking supply.

 

* (36)  Focus on improving downtown Chapel Hill.

 

August 26, 2002 Status:  On June 10, the Council began identifying principles for developing  parking lots #2 and #5 and appointed a Council Committee to discuss options and develop specific goals for any proposed development of the properties.

 

In April, the Council authorized construction of another Streetscape segment, between Porthole Alley and The Gap on East Franklin Street.

 

April 8, 2002 Status:  The central goal of the Downtown Small Area Plan is to “maintain and enhance the existing downtown as the social, cultural, and spiritual center of Chapel Hill.”  To achieve this goal, the plan recommends a series of implementation strategies that are designed specifically to preserve and enhance the downtown’s special character and vitality, including:

 

We believe a key next step in continuing to focus on the downtown will come with consideration by the Council of requesting proposals from developers for development of Parking Lots #5 and #2.

 

* (37)   Carry out a rodent control program in the downtown.

 

August 26, 2002 Status:  The Manager’s Office has researched a potential rodent control program.  We have worked with the Downtown Commission to identify areas of reported infestation, including areas around the compactors and alleys.  We believe that there are methods available that may help curb the problems, such as preventing stagnant water to collect due to poor drainage.   We have also researched methods and strategies used by other municipalities in dealing with rodent infestation.  We have contacted area health departments and await additional information from the N.C. Assistant Chief of Entomology and Pest Control. 

 

April 8, 2002 Status:  We will seek advice and assistance from the County Health Department and will work with the Downtown Commission, property owners, and merchants to develop a rodent control program and will report to the Council quarterly.

 

* (38)  Consider the arts as a downtown “engine.”

 

August 26, 2002 Status:  The University’s Arts Commons Committee, which includes Council Members, has been working on the development in and adjacent to downtown.  Public meetings are planned for the first quarter of 2002-03.  The Council approved public art in the budget for the streetscape segment being implemented this summer.  The work between the Porthole Alley and the Gap will include four art benches to be installed in the fall.  Public art was also included in the Capital Improvements Program, adopted July 26, 2002, with the renovation of the IFC Community House renovation.

      

 

April 8, 2002 Status:  The Council has appointed representatives to the University’s Arts Commons Committee which will be working on development in and abutting the downtown.  The Council recently adopted a Percent for Art program that will result in opportunities for art in the downtown.  The Public Arts Commission continues to work on events in the downtown, such as the sculpture show in connection with Apple Chill.  The Council will consider a streetscape project this evening which includes a provision for public art as a part of the project.

 

Other

 

* (39)  Provide opportunities for Internet communications and research training at sites other than the Chapel Hill Public Library.

 

August 26, 2002 Status:  No change in status since last report.

 

April 8, 2002 Status:  We will investigate possibilities and will report to the Council in the fall of 2002.