MINUTES OF A WORK SESSION HELD BY THE MAYOR AND COUNCIL OF THE TOWN OF CHAPEL HILL, TUESDAY, APRIL 23, 1991 AT 5:30 P.M.

Mayor Howes called the proceedings to order, noting that the Council was pleased to have the opportunity to meet with members of the Greenways and Parks and Recreation Commissions.

Council Members in attendance were Julie Andresen, Joyce Brown, Joe Herzenberg, Nancy Preston, Alan Rimer, Arthur Werner and Roosevelt Wilkerson. Council Member Wallace was absent excused. Also in attendance were Assistant to the Mayor Lisa Price, Town Manager Cal Horton, Assistant Town Managers Sonna Loewenthal and Florentine Miller, Finance Director James Baker and Parks and Recreation Director Mike Loveman.

Parks and Recreation Commission

Mayor Howes noted that this evening's session was the Council's first opportunity to meet with some of the newer members of the Parks and Recreation Commission. Eleanor Scandlin, Parks and Recreation Commission Chairperson, said that none of the Commission members favored the use of open space bond monies for the realignment of Dogwood Acres Drive in the Southern Community Park.

Noting the increasing need for playing fields, Ms. Scandlin stated that neither a park and ride lot or fire station could be located at the present intersection of U.S. 15-501 and Dogwood Acres Drive.

Ms. Scandlin also noted that a number of individuals were on waiting lists for recreational programs, due to the unavailability of playing fields and other recreational facilities. Commission Member Dick Baddour noted that members of the public frequently requested additional recreational facilities at commission meetings. Noting that it was difficult to catch-up following deferral of facility construction, Mr. Baddour requested that the Council place an emphasis on the Town's recreational facility needs.

Commission Member Bill Blue said it had been more than ten years since the Town had added any new recreational facilities. Mr. Blue said that a lot had changed in this same time period. He noted the difficulties of effectively implementing cooperative facility agreements with other entities such as the school district. Mr. Blue suggested the need for a more formal facility sharing agreement between the Town, Chapel Hill-Carrboro Schools and the Town of Carrboro. He also emphasized the need for the development of the Southern Community Park to meet future recreational needs of the Town. Mr. Blue said that overbooking of existing swimming facilities occurred on a frequent basis. Mr. Baddour suggested that the Council might propose the formation of a group to investigate the shared use of recreational facilities, including playing fields and gymnasiums.

Mayor Howes stated that the joint-use facility agreement with the school district had been made a number of years ago. He suggested that appropriate policy boards could renew discussions on this matter. Council Member Andresen inquired about the scope of a resolution recently adopted by the Council concerning shared use of school facilities. Mayor Howes said this resolution pertained to new facilities planning, rather than the existing shared-use agreement.

Mr. Baddour said there was no common understanding about the shared use of facilities. Mayor Howes inquired about the existing situation at the staff level. Parks and Recreation Director Mike Loveman said the main issue was scheduling. He added that there had been communication problems between agencies from time to time.

Mayor Howes inquired whether the Council wished to have a joint committee of Town and school district staff to explore the matter. Council Member Werner suggested that the Mayor might discuss the matter further with the Chairperson of the School Board. Council Member Andresen stated that school officials might have some practical constraints on the shared use of facilities. Council Member Werner suggested that the Mayor further explore the issue.

Mr. Blue said that school facilities belonged to all residents. He said the salient issue was a policy matter concerning what constitutes Town facilities.

Mayor Howes asked whether there was a need for another bond issue for parks facilities. Ms. Scandlin responded that existing property had yet to be developed for parkland purposes. She said that the greatest current need was to implement development of the Southern Community Park or Maddry property tracts. Mayor Howes noted that the Town had added significantly to its land inventory in recent years.

Council Member Preston asked whether any activities other than soccer and swimming lacked adequate facilities. Mr. Blue responded that the number of athletic fields in general were inadequate to meet current program demands. He also noted the need for new swimming and basketball facilities.

Council Member Brown inquired about the viability of a simple roadway, rather than a realignment for entry to the proposed playing fields at the Southern Community Park. Ms. Anscher responded that poor sight distances and the overall safety of facility users were significant concerns. Council Member Brown said she was proposing a simple means of entry and access to the fields. Council Member Werner noted that the Parks and Recreation Commission had no role in the design of the roadway alignment. Mayor Howes noted that the roadway alignment issue was a major policy matter. Mr. Horton said that the matter would likely return for the Council's consideration in the fall. Ms. Scandlin said the Commission's major concern was that bond monies not be used to finance the roadway alignment. Noting that there was a good plan for the Southern Community Park, Council Member Andresen stated that all roadway options had not been examined. She said that interim steps for alternative facilities could be taken until economic conditions improved. Mayor Howes said that the Glen Lennox facilities were an attractive potential option. He noted that Town staff were working with University officials on a possible lease arrangement for these fields.

Commission Member Herschel Slater stressed the need to investigate the proper means to get the Glen Lennox fields in good shape, in the event that an agreement were reached with University officials. He noted that all joint-use facility agreements should be signed and in writing.

Council Member Brown requested additional information about the involvement of the University Playing Fields Committee concerning the possible use of the Glen Lennox facilities. Mr. Horton said that Vice-Chancellor Ben Tuchi had stated that the Committee was involved in considering options for the use of the property. He noted that the Committee might take several months to make its final report. Council Member Brown asked whether the report might preclude Town use of the facilities. Mr. Horton said this was possible, adding that there appeared to be general agreement about shared use of the facilities. Council Member Werner stressed the need to focus on finding new facilities in the short-term and finding intermediate solutions to overcome facility bottlenecks.

Mayor Howes said that the Capital Improvements Program attempted to address some of these facility needs. Council Member Herzenberg expressed appreciation for the Commission's impressions of demands of recreational system users.

A Commission Member (?) requested that the Council move forward the construction of a restroom facility at Umstead Park, rather than wait five to six years as proposed in the Capital Improvements Program. Mr. Loveman noted that there were currently portable restrooms at the park. Council Member Andresen expressed her support for moving up the project in the Capital Improvements Program.

Mr. Baddour requested a clarification of the status of the shared use agreement. Mayor Howes said he would meet with the School Board Chairperson and representatives of the Town and School staffs, and a member of the Commission in the near future to discuss the matter further. Ms. Scandlin read a letter from the Ridgewood Garden Club supporting the Little Creek Park as an ecology area.

Greenways Commission

Greenways Commission Chairperson Andy Sachs said he personally used the Town's greenways as a means of relaxation and a way to commute to work. Mr. Sachs stated that there were numerous ways to measure the success of a greenways program, including total trail mileage. He noted that the Commission's objective was to establish thirty miles of greenways around the Town. Mr. Sachs said this compared with one and a half miles of trails at present.

Commission Member Glenn Mitchell said it appeared unlikely that budget pressures would lessen significantly in the near term. He suggested the need to establish dedicated revenue sources for greenways programs. Mr. Mitchell said that other area communities, such as Cary and Raleigh, had more advanced greenways programs.

Council Member Werner inquired about what would be a realistic and reasonable amount of greenways funding annually. Mr. Mitchell responded that the Commission had not identified a specific target amount. Council Member Andresen inquired about specific dedicated revenue sources. Mr. Mitchell said that funds should be earmarked in the budget, along with future allocations from new funding sources, such as a portion of automobile registration fees. Mayor Howes noted that the Cities of Charlotte, Raleigh and Cary had been quite successful in acquiring greenways in conjunction with development in newer parts of their communities. Parks and Recreation Administrative Officer noted that the City of Raleigh greenways program was fairly successful in extending its greenways system on an incremental basis.

Commission Member Maggie Scarborough said that the Town currently had no maintenance staff to maintain the Town's greenways trails. She noted that a significant portion of the program's success was tied to keeping trails hazard free. She noted that natural trails were beyond the scope of current maintenance capabilities. Ms. Scarborough stated that additional planning staff was needed for public education programs and researching of land records. Council Member Preston inquired whether it was possible for planning staff to assist with land record searchs and related activities. Mr. Sachs said that this could possibly be explored. Mr. Webster said that he worked closely with the Planning and Engineering staffs in

the greenways program. He noted that the greatest need for assistance was in research matters. Commission Member Kathy Harris noted the need for greenways maintenance staff. Counicl Member Andresen said the Council was not in a position to add staff at the present. She noted that the Council could consider adding dedicated revenue sources for greenways. Mayor Howes said this might be a useful tool for long-range planning.

Kathy Harris noted that Mr. Webster was in the process of putting together a 1990-91 report on greenways, emphasizing the need for a greenways corridor along all perennial streams. She noted that the proposed network could possibly include up to forty trails, including the Bolin Creek and New Hope corridors. Ms. Harris said that the trails could possibly be connected to the proposed wetlands facility at Little Creek. Mayor Howes noted the important role of trails adjacent to creeks throughout the Town. Council Member Preston inquired whether any thought had been given to zig-zagging the trail up the hill on Elizabeth Street to make climbing easier. Mr. Webster said that the purchase of the Danziger property had been recommended for possible inclusion in phase two of the Bolin Creek greenway project. He noted that other possible alternative strategies were also being investigated. Council Member Preston asked whether there was sufficient trail clearance under the Bolin Creek bridge. Mr. Webster said yes. Mr. Mitchell noted that funding for phase one of the Bolin Creek trail was in place, while phase two funding was undetermined.

Mayor Howes noted that the City of Boulder, Colorado had a variety of dedicated revenue sources for various purposes, including greenways. He expressed his support for dedicated revenue sources for the purpose of funding greenways projects. Mayor Howes noted that this option had not been explored recently due to taxation implications. Ms. Harris said she had walked the greenways trails in Boulder and found them to be very relaxing and pleasant. Mr. Mitchell inquired about the Council's long-range thinking on dedicated revenue sources. Council Member Werner noted that the Council had requested authorization for a number of new revenue sources from the State Legislature. Mayor Howes added that the Council had supported the North Carolina League of Municipalities proposed legislative program. Council Member Andresen suggested that the Council consider a County-wide tax for greenways. Council Member Herzenberg said it appeared likely that the automobile tag fee would be increased from five to ten dollars. Mr. Horton said that this increase could raise additional revenues of up to $90,000.

Council Member Wilkerson stated that Boulder, Colorado was becoming an increasingly exclusive community. He said that he did not want the Town to follow in these footsteps. Council Member Wilkerson expressed his support for continued funding of $50,000 per year for greenways, supplemented by other dedicated revenue sources.

Council Member Andresen said that limited fiscal resources constrained the opportunity to purchase more open space. Council Member Rimer noted that the City of Boulder had different types of taxes than the Town. He said that the prospect of taxing automobiles for funding greenways was an attractive alternative. Mr. Sachs invited the Council to attend a work day in the fall to resurface the Battle Branch trail for purposes of erosion control.

Council Member Brown inquired about Commission's community outreach programs. Mr. Sachs said that such programs could always be expanded with new volunteers.

Mayor Howes inquired whether the Council would be receiving copies of the most recent greenways system report. Mr. Webster said that the report would be forwarded to the Council upon completion. Mayor Howes expressed the Council's appreciation for the opportunity to meet with members of the Greenways Commission.

Mayor Howes inquired about the Council's wishes for the balance of the evening and the two remaining budget work sessions. Council Member Andresen suggested that the Council develop priorities and goals related to the budget. Council Member Rimer expressed concurrence about the need for goal setting and consensus building.

He suggested that the Council could possibly explore budget strategies such as reducing the proposed level of merit increases. Council Member Preston suggested that Council Members prioritize their goals and give them to the Manager, who could synthesize the nine individual lists into one. Mayor Howes said it was a good idea to get the specific budget concerns of individual Council Members in writing. Council Member Preston said her top priority was to continue current programs and add eight public safety officers without a property tax increase. Mayor Howes noted that consensus building might involve split votes on some matters. Council Member Werner stressed the need for fiscal impact analysis of any new concepts on the Council's lists of concerns. Mayor Howes said that most items would not likely present analytical problems.

Council Member Preston suggested that Council Members could individually meet with the Manager to outline their ideas and concerns. Council Member Brown inquired when Council Members should contact the Manager. Mr. Horton suggested that it would be helpful for Council Members to contact him during the current week, to prepare for the Council's May 8th budget work session. Noting that she would be unable to attend the Council's work session on May 15th, Council Member Preston said she would appreciate as broad as possible discussions on May 8th. Mayor Howes said that Council Members would be well served by contacting the Manager as soon as possible to outline their budget priorities and concerns. Mr. Horton said he would work with individual Council Members according to their scheduling needs.

General Topics

Council Member Wilkerson inquired how $60,000 had been expended for the Town Hall telephone system without Council approval. Ms. Loewenthal responded that these funds had been approved by the Council in connection with the Town Hall Expansion Project. Council Member Wilkerson said he had previously received information that the expenditure did not require Council approval in accordance with state purchasing requirements. He expressed concern that the system was not the most cost-effective and efficient one available.

Council Member Werner suggested that the Town withdraw its membership from the Chapel Hill-Carrboro Chamber of Commerce, in light of the Chamber's proposal for formation of a political action committee. Mayor Howes noted that if the Council chose to withdraw from the Chamber, it would not preclude Council Member or staff contact with activities of the Chamber. Council Member Rimer inquired about the Town's membership status in the event that the political action committee proposal were withdrawn. Council Member Werner suggested that the Town withdraw its membership for the next fiscal year, leaving open the possibility for rejoining the Chamber of Commerce in future years. Mayor Howes said he was uncertain whether the Chamber of Commerce was interested in withdrawing its proposal for the formation of such a committee. Council Member Andresen said it was essential not to pay membership dues in the event that the Chamber chose to proceed with forming a political action committee.

Council Member Andresen inquired about the Town's annual membership dues to the Public-Private Partnership. Council Member Werner said approximately $1,200. Mayor Howes stated that the Public-Private Partnership was an organization composed of community leaders, serving as a forum for discussion of ideas of mutual interest. Council Member Werner expressed concern that it was not a Council-wide decision to join the Public-Private Partnership. Mayor Howes said that specific information on memberships was outlined in budget detail information. Council Member Andresen suggested that Council Members provide reports on the out-of-town public official trips in the future. Council Member Herzenberg noted that a full report had been made on the PPP's trip to Boulder, Colorado. Council Member Andresen said that decisions concerning memberships such as the PPP should be made in a more open manner. Mayor Howes said that if the PPP took any future trips, the Council might wish to consider a resolution on funding and related matters.

Council Member Preston noted that current budget practice was to solicit information from individual members of the Council concerning their travel priorities.

Council Member Werner stated that all the comments he received on the PPP were largely negative in scope. Mayor Howes said the basic proposition of the PPP was to address the need for leaders in the Town to have a neutral and open forum for discussion of matters of mutual interest. Council Member Werner said it was possible to have such a forum with an organization such as the PPP. Mayor Howes noted that a variety of community organizations were represented in the PPP on common and equal terms.

Council Member Rimer stressed the need for community leaders to have the proper setting for long-range planning. Council Member Werner said that most objections to the PPP were based on perceptions of elitism. Council Member Andresen stated that similar communities changed their membership on boards such as the PPP on annual basis. Mayor Howes noted that PPP membership was tied to specific organizational positions which were subject to turnover based on individual organization's leadership needs.

Council Member Brown expressed concern that the PPP was not necessarily an open organization, particularly when meetings were held elsewhere. She stressed the need to seriously consider the organization's largely negative perception in the community.

Noting that the PPP's Boulder follow-up briefing had been very poorly attended, Council Member Herzenberg said he thought criticism of the PPP was unfair. Mayor Howes encouraged Council Members to be involved in the PPP's planning of a local trip throughout the Chapel Hill and Carrboro areas.

Council Member Brown suggested that the Town consider withdrawing its PPP membership. Council Member Werner expressed concern that there was no Council discussion of which organizations the Council joined. Council Member Rimer suggested that the Council discuss organizational philosophies and budget priorities throughout the course of the year.

The session concluded at 7:39 p.m.