SUMMARY OF A MEETING OF THE MAYOR AND COUNCIL OF THE TOWN

OF CHAPEL HILL, NORTH CAROLINA, FRIDAY, MARCH 14, 1997 AT 2:00 P.M.

 

Mayor Waldorf called the proceedings to order at 2:05 p.m.  Council Members in attendance were Julie Andresen, Joyce Brown, Joe Capowski, Mark Chilton, Pat Evans, Richard Franck, Lee Pavao and Edith Wiggins.  Mayor Waldorf noted that Council Member Mark Chilton was unable to attend today’s meeting.  Also in attendance were Town Manager Cal Horton, Assistant Town Managers Sonna Loewenthal and Florentine Miller, Planning Director Roger Waldon, Assistant to the Manager Greg Feller, Town Clerk Peter Richardson, Retreat Cofacilitators Peg Carlson and  Anne Davidson and Town Attorney Ralph Karpinos.

 

Mr. Horton noted that Ms. Faku, a Councilor with the Township of Grahamstown, South Africa, was in attendance today and had been touring Town facilities for the past two days.

 

Retreat Co-Facilitator Peg Carlson reviewed the proposed agenda and inquired whether any Council Members had proposed additions or deletions.  Council Member Brown said she wished to add some items which had not been discussed at the Council’s last retreat session in January.

 

Stating that development and process items had been at the end of the previous work session agenda, following budget items, Council Member Andresen suggested that the Council not spend as much time on budget matters today.  She suggested that the Council could possibly discuss the water and sewer policy item at a regular Council meeting. 

 

Council Member Evans suggested that the Council might discuss how to better operate by governing instead of managing.   She also inquired about the best time to raise possible changes in the Council’s work plan.  Council Member Franck noted that no changes in Council procedures were recommended by Council Members Evans and Pavao in their earlier report to the Council.

 

Council Member Franck also said he thought the Council did its work well enough without having to changes it procedures.  Council Member Evans expressed concern that the Council was having more meetings, asking staff to spend more time on matters and was getting bogged down in matters.  Council Member Andresen suggested that Council Member Evans bring these matters before the Council as an agenda item.  Mayor Waldorf said she was really open to ideas about how the Council could do its work more efficiently.  Council Member Evans said she was willing to work on some thoughts about this matter.  Council Member Pavao suggested that he would be willing to work with Council Member Evans on this item.  There was Council concurrence for Council Members Evan and Pavao to work on a future agenda item regarding Council procedures.

 

Council Member Brown suggested that a noise committee be reconstituted to address noise concerns relative to HVAC building systems and boomboxes.   She also requested that the staff’s memorandums on development projects list negative aspects of  developments as well as positive ones.   Council Member Brown also suggested that the Council evaluate its methods for making appointments to boards and commissions and give priority to traffic calming.   Council Member Andresen noted that she would have proposal on the March 24th agenda regarding board and commission appointments.  Council Member Andresen said she also had some suggestions about making Council meetings more efficient.

 

Council Member Pavao distributed copies of a paper written by Mayor Waldorf regarding the possible development of a gymnasium at the Southern Village school site in the future.  He suggested that the matter be discussed further at the Council’s March 24th meeting.

 

BUDGET ISSUE PAPERS

 

Raising Revenues

 

Council Member Capowski said he liked Council Member Evans’ concept of selling some Town-owned land parcels.  Council Member Evans suggested that staff come back with an assessment on the matter.  Mr. Horton said that staff could draft a resolution regarding the possible sale of a lot in Council Member Evans’ neighborhood.  Council Member Franck said he would be willing to have a short staff report on the cost of parking fines.  There was Council concurrence on these two matters.

 

Council Member Brown noted that the National League of Cities had a service which provided one page assessments of various local government programs, such as “pay as you throw” and other refuse collection methods.  She offered to provide copies of this information to Council Members.  Council Member Franck said he would like to have copies of this information.  Mayor Waldorf requested that staff redistribute and revise its memorandums regarding various refuse collection method options.  Council Members Andresen, Franck and Pavao requested that these materials be electronically mailed to their computers.  Council Member Franck noted that legislative authority was being requested to expand revenue sources for transit operations.

 

Expanded Use of Technology

 

Council Member Wiggins inquired about the status of this matter.  Mr. Horton said staff could bring a status report to the Council on technology matters.  Council Member Andresen suggested that she and Council Member Wiggins could brainstorm some ideas for a long-term Town technology plan.  Council Member Wiggins said she was sure that the Town was not alone in attempting to develop a technology plan.  She also requested an update on what the Town was doing in terms of technology and what else was in process in this regard.  Council Member Capowski said he hoped that the staff’s follow-up memorandum would contain information about funds from Time Warner cable relative to cable equipment.  Council Member Evans requested that the staff’s memorandum contain information about portable computers, electronic mail and computer training.

 

Town Funding for Outside Agencies

 

Mayor Waldorf said she was proposing that outside agencies should not expect any additional Town funding this year compared to the current year level.   Council Member Capowski

expressed concern that too many funding decisions were being made in a vacuum.  Council Member Capowski said he liked the proposed funding cap being suggested by Mayor Waldorf.

Mr. Horton noted that he was not recommending any increase in funding levels for outside agencies in his preliminary budget report to the Council.   Council Member Franck said he did not want to make a final decision on the matter at today’s session.   Council Member Capowski suggested that the staff could prepare a resolution for a future Council meeting regarding formalization of a policy that the Town’s funding of outside agencies would not be increased during the next fiscal year.

 

Council Member Andresen requested a written report from staff on street resurfacing.

 

Council Member Franck said he wanted to see a more formalized incentive program for Town employees.

 

Traffic Calming Matters

 

Council Member Brown said she would like the Council to review an earlier Council action regarding sidewalks, bicycle lanes and other traffic calming items.  Council Member Andresen expressed her concurrence with this request.  She also requested that staff place a higher priority

on pedestrian connections and traffic calming.   Noting that traffic calming was quite a large subject, Mayor Waldorf asked whether the coalescing of existing studies could be handled without too much difficulty by staff.  Council Member Brown stated that transit planning staff had developed a bicycle plan and goals and a preliminary report on traffic calming.   Mr. Horton suggested that staff could bring a report to the Council on where matters stood regarding traffic calming matters.  Council Member Pavao said this was a good suggestion.  He stated that the Council could then decide how the matter might possibly be rejuvenated.

 

Council Member Wiggins inquired how the sidewalk project list was maintained.  Mr. Horton said that Town staff kept a listing of such petitions presented to the Council.   Council Member Franck stated that it would be desirable to have more money in the Capital Improvements Program for traffic calming and sidewalk projects.  Council Member Capowski said the biggest bicycle path needs were on State roads, since most bicyclists used these routes.  Council Member Andresen suggested that the Council give guidance to staff to request more bicycle lanes on State roads.

 

Planning Department Resources and Staff

 

Council Member Franck said he was willing to consider possible additional staff in the Planning Department.  Council Member Evans noted that staff would be making a recommendation to the Council on zoning enforcement matters.

 

Maintaining/Improving Community Appearance

 

Council Member Evans said her proposal was intended to build good feeling and pride in the community.  Council Member Franck suggested that an emphasis be placed on leveraging public money as much as possible for beautification programs.  Mayor Waldorf said she thought that Council Member Franck’s idea was a good one.  Council Member Andresen said she would like to see the Appearance Commission take a lead role in the matter.

 

Number of Town Employees

 

Mayor Waldorf said she did not think that the Council needed to talk about this since the Manager knew of the Council’s wish to hold the number of employees down.   

 

Council Member Franck said he would be interested in having the Town adopt a living wage ordinance, including information on the fiscal impacts of such an ordinance.  Council Member Andresen inquired how much time would be involved with such an effort.  Mr. Horton said this work would be pretty mechanical and fairly straightforward if contractors were willing to provide information.

 

Transit Overlay District

 

Council Member Franck said the general premise of his proposal was to work in favor of transit, rather than against it relative to the Town’s Development Ordinance.  Council Member Franck also said he did not think that the proposed district would solve problems in getting people to use transit.

 

Stating that Council Member Franck had a lot of good ideas, Council Member Andresen said she would possibly favor proceeding with a pilot project, including possible changes to mixed-use zoning.   Council Member Franck said that the whole proposal was really a pilot project and did not require doing anything with existing mixed use zoning. 

 

Noting that implementation of the proposed overlay zone would necessitate having two lanes of roadways surfaced exclusively for mass transit, Council Member Brown said she wondered whether or not this was really how the Council wished to proceed.  She urged the Council to be very cautious in proceeding with this matter.

 

Council Member Evans said she thought that it would be a good idea to refer the matter to the Transportation Board, possibly examining an overlay zone relative to the U.S. 15-501 South corridor.  Mayor Waldorf inquired about the process proposed by Council Member Franck.  Council Member Franck said he was proposing researching and drafting of the matter prior to its referral to the Transportation Board.  Stating that the process was a little utopian, Council Member Capowski said he thought that the proposal had some promise, although more cars might be directed into existing neighborhoods.

 

Council Member Andresen suggested that the Transportation Board could investigate the possibility of a transit overlay zoning district along NC 54, possibly putting this in place prior to the proposed  Meadowmont development applications.  Council Member Brown suggested that the Council needed to think about which areas such as U.S. 15-501 might lend themselves to this type of district.  Noting that when the Council approved the Southern Village development application, approximately 2500 acres had been downzoned, Council Member Capowski noted that there were no surrounding neighborhoods along the U.S. 15-501 corridor.  Council Member Franck said his proposal did not contemplate upzoning of properties.  Council Member Brown suggested that staff prepare a memorandum for discussion of the matter at a future Council meeting.  Council Member Andresen suggested that the Council take a straw vote on whether or not someone should be devoted to performing four weeks of full-time research on the matter.

 

Stating that Council Member Franck’s plan was visionary and futuristic, Council Member Wiggins said she nonetheless did not favor having staff take time away from other projects, especially near budget preparation time.   Council Member Franck said he was proposing that a summertime intern be hired to undertake the project.  Mr. Horton stated that alternatively a Town staff member might be able to handle the project during the summertime.   Council Member Brown said it was very important for the Council to maintain as much flexibility and as many options in this matter as possible.

 

Council Member Brown requested that the Transportation Board receive a copy of today’s Council discussion on this matter.  Council Member Evans suggested that the Transportation Board possibly examine major corridors into the Town.

 

Ms. Davidson inquired whether there was general agreement that the matter would go to the Transportation Board and then be reviewed by the Council by mid-May, prior to the initiation of any possible research by Town staff.  There was Council concurrence on this proposed course of action.

 

Mayor Waldorf suggested that the matter of payments-in-lieu for parkland be referred to the Parks and Recreation Commission.  There was Council concurrence on this suggestion.

 

Mixed-Use Zoning Criteria

 

Mayor Waldorf suggested that the Planning Board be asked for recommendations on this item.

Council Member Evans suggested that the Planning Board be asked to define some terms and clarify other items in the Development Ordinance.  Noting that he had not seen any instances where definitions in the Development Ordinance had been misunderstood, Council Member Franck said he did not favor the Planning Board undertaking such a review.

 

There was agreement by the Council that Council Member Evans’ list would be forwarded to the Planning Board for review and recommendations.

 

Mayor Waldorf noted that the School and Land Use Council was in the process of discussing the location and construction of future schools.

 

Evaluation Process for Manager and Attorney

 

Noting the importance of the evaluation processes for the Manager and Attorney, Council Member Andresen requested that the Council permit Council Member Pavao and herself to continue their work on drafting of  such a form.  Council Member Pavao noted that the Manager and Attorney had expressed their willingness to move forward with a revised evaluation process.

 

Stating that the work to date on this matter was very good, Council Member Franck said it was important for the evaluation forms to be finalized by early May.  He also inquired whether or not any consideration had been given to having evaluations of the Manager and Attorney on a calendar year, rather than a fiscal year, basis.  Stating that new Council Members would generally need about six months to evaluate the overall picture relative to the performance of the Manager and Attorney, Council Member Pavao said it was recommended that the evaluation process be tied to fiscal years.

 

Mayor Waldorf  said she thought it was a good idea to seek professional assistance relative to drafting of the proposed form.  Council Member Pavao said this could be done an annual basis. 

Council Members Andresen and Pavao noted that the effort was a collaborative one with the Manager and Attorney.

 

Sewer Funding Policy Options

 

Mr. Horton said he was recommending that the Council consider rescinding the Town’s current

policy for funding the extension of sewer service.  He noted that  adoption of Resolution A would revise the existing policy.  Council Member Andresen inquired whether or not there were any currently unsewered neighborhoods which would potentially be impacted by such a change in policy.   Mr. Horton stated that the Orange Water and Sewer Authority had initiated a study on this matter.  Council Member Capowski asked whether or not the absence of sewer service would hold up the annexation of some areas into the Town.  Mr. Horton said this might be a possible outcome. 

 

Council Member Capowski asked whether or not the Town was fiscally responsible for the cost of major sewer lines to areas proposed for annexation.   Noting that this was tied to a number of factors, Mr. Horton said that generally such costs would be borne by OWASA ratepayers. 

 

Noting that a number of citizens in the Town were very interested in this matter, Council Member Capowski inquired whether or not the Council was being asked to vote on Resolution A today.

Mr. Horton said staff was seeking Council guidance on the matter at today’s session.  Council Member Brown inquired whether or not it was correct that the General Assembly was considering sewer funding matters.  Mr. Horton said this matter pertained to funding which would assist operators of water and sewer treatment facilities.

 

Council Member Andresen inquired how best to proceed if Town staff discovered that a neighborhood needed funding for sewer service.  Mr. Horton said he did not believe that there were any such instances, since neighborhoods filed petitions with the Town to request such service.   Council Member Franck suggested that alternative resolutions on this  be placed on the Council’s March 24th agenda.  Council Member Capowski inquired whether or not it would be possible to get more complete and less confusing information on this matter by March 24th.   Mr. Horton said although this would be desirable, it would not be possible. 

Council Member Brown said she strongly urged the Council to reconstitute a noise committee to examine noise concerns in neighborhoods around the University and regulations relative to boom boxes and other matters.  Council Member Andresen said she was interested in this proposal.  Council Member Evans suggested that the staff bring back a report to the Council, rather than reconstituting a committee on noise concerns.    Council Member Brown said she was suggesting reconstituting a committee on noise matters, including involvement by the citizens having noise-related concerns.

 

Mayor Waldorf stated that this committee would likely need some technical assistance with some matters.  Council Member Franck said he would be agreeable to having a noise committee for a short period of time.  Council Member Andresen asked whether or not the proposed committee would require any staff assistance.  Council Member Brown said that the committee would need some staff assistance and some technical assistance.

 

Noting that she would be interested in having staff follow-up on noise-related complaints, Council Member Wiggins said it would be important to have a clear charge for the noise committee being proposed by Council Member Brown.  Council Member Brown said she would work on a resolution on her proposal, with the main focus being on HVAC systems and boombox noise concerns.

 

Funding of Proposed Facility at Southern Village

 

Stating that a severe time constraint was involved, Council Member Capowski suggested that the Council spend a few minutes discussing whether or not to support the Orange County Commissioners request for $800,000 to fund a gymnasium facility at Southern Village.  Council Member Brown noted that Town residents were also Orange County residents and would ultimately pay a portion of the cost of the gymnasium, if constructed.  Council Member Pavao said that the Parks and Recreation Commission was suggesting a community gymnasium, rather than the multipurpose facility currently proposed at the school site.  Mayor Waldorf said due to construction timeframe limitations, it would not be possible to accommodate a community gymnasium facility in the proposed school building.

 

Council Member Capowski inquired whether or not an estimate of Orange County’s projected property tax increase was available.  Mr. Horton said no such estimate was available at this time.

Council Member Capowski said it was important to know what the County’s projected tax increase was going to be.  Noting that this involved a difficult fiscal decision for the County Commissioners, Mayor Waldorf noted that the Parks and Recreation Commission/Chapel Hill-Carrboro  School Board proposal might not be successful.  She expressed hope that the Council would be interested in looking at a concept plan for the proposed gymnasium facility.

 

COUNCIL MEMBER PAVAO STATED THAT THE ESSENCE OF THE STRAW VOTE WAS  TO REQUEST FUNDING FROM ORANGE COUNTY TO INCLUDE A GYMNASIUM FACILILTY, RATHER THAN A MULTIPURPOSE ROOM, AT THE PROPOSED SOUTHERN VILLAGE SCHOOL SITE.   THE STRAW VOTE RESULT WAS SEVEN YEAS AND ONE NAY (COUNCIL MEMBER CAPOWSKI).

 

Self Critique of Planning Session

 

Council Member Franck suggested that the Council spend less time talking about the proposed agenda.  Council Member Evans concurred.  Council Member Andresen said it would be very helpful for a draft agenda to be circulated prior to future Council planning meetings.

 

Council Member Capowski said the Library Meeting Room was a little claustrophobic, in the absence of windows.  Council Member Evans suggested that the Council might wish to consider meeting in the Library Board room in the future.  Council Member Wiggins said that the meeting facilitators had done an excellent job of trying to facilitate the Council’s discussions. 

 

Mayor Waldorf stated that in putting together today’s agenda, she had attempted to include all items which had not been handled at the Council’s January planning session and nothing else.

 

Council Member Franck said the Council had done a good job of moving through budget items today.  Council Member Brown stated that votes needed to take place in a public arena, rather than at the Council’s retreat sessions.  Council Member Pavao noted that the Council had deferred action on the gymnasium matter on two previous occasions.  He added that once the Council agreed on the proposed agenda, it moved through the items fairly quickly.

 

The meeting concluded at 5:02 p.m.