SUMMARY MINUTES OF A PLANNING SESSION OF THE CHAPEL HILL

TOWN COUNCIL, SATURDAY, AUGUST 29, 1998 AT 8:30 A.M.

Mayor Rosemary Waldorf called the session to order at 8:35 a.m. Council Members present were Flicka Bateman, Joyce Brown, Joe Capowski, Pat Evans, Kevin Foy, Julie McClintock, Lee Pavão, and Edith Wiggins.

Staff present were Town Manager Cal Horton, Assistant Town Managers Sonna Loewenthal and Flo Miller, Town Attorney Ralph Karpinos, Assistant to the Manager Ruffin Hall, and Deputy Town Clerk Joyce Smith. Kurt Jenne of the Institute of Government acted as facilitator.

Mr. Jenne reviewed the agenda for the day. The Council agreed to include goals for the Manager for the coming year in the discussion.

A MOTION WAS MADE BY COUNCIL MEMBER FOY TO ENTER INTO CLOSED SESSION FOR DISCUSSION OF EVALUATIONS OF THE MANAGER AND ATTORNEY. THE MOTION WAS SECONDED BY COUNCIL MEMBER PAVÃO. THE MOTION WAS ADOPTED UNANIMOUSLY.

The closed session adjourned at 11:45 a.m.

After a lunch break, the Planning Session reconvened at 12:30 p.m. Staff members joining the session were Planning Director Roger Waldon, Chief of Police Ralph Pendergraph, and Solid Waste Administrator Gayle Wilson.

Town Manager Cal Horton gave a brief report on a small plane crash near Phillips Middle School which occurred at around 10:30 a.m.

Mayor Waldorf suggested Council identify goals for the Manager for 1998-99. The Council began evaluating the current list.

Council Member Capowski noted his general concern that we do not have sufficient staff to accomplish Internet/cable objectives. Mr. Horton responded that recommendations would be made by the Technology Committee, which will address this issue.

Regarding the budget process, Council Member Wiggins noted the Council should review the process with the Manager. Mr. Horton noted a special work session could be scheduled to accomplish this.

At the Mayor’s suggestion, the Council agreed by consensus not to continue with the current list because of time constraints.

The following goals were identified as proposed goals. Those goals outlined in bold lines were identified as requiring a staff report only. The Council voted on these goals by placing their initiials by their top priorities, which are noted in the first column.

PROPOSED GOALS 1998-99

	1.	Change Development Ordinance to provide grass in required parking areas until need is proven.
	2.	(scratched out)
	3.	Look into hiring energy officer in cooperation with other Orange County local governments – is there still interest? – energy reduction offset some costs.
JB, JM, JC, FB	4.	Development Ordinance: require that development regulations address specific traffic impacts better than now.
	5.	More emphasis of downtown as community/cultural center (discuss IFC kitchen and panhandling).
EW, RW, LP, PE	6.	Look at adding small vans/small buses to bus system to serve areas not served by regular routes (Boulder’s hop-skip-and-jump?)
RW, KF, FB, LP	7.	Open-space acquisition program – set out goals/policies/plans.
	8.	Evaluate progress in Parks and Recreation operations.
	9.	Manager to look at Parking sticker issuance – customer-friendly?
	10.	Devise way to report impact of dev. proprosal on aggregate dev., existing and proposed.
JB, KF	11.	Find ways to foster more public art activity – (e.g. exhibits in public parks? Use top level of parking deck?). Manager to contact the Town of Lenoir for information on the annual sculpture show.
	12.	Develop easy reference resource guide to policies for use by Council.
PE, KF, LP, RW, EW, FB	13.	Streetscape: Go further faster: improve lighting overall – more priority to lighting than in past? – Manager make downtown cleanup and safety a priority.
EW	14.	Demonstrate requested new services are needed – that use of existing resources/level is most efficient possible.

	15.	See if we need/can have rural buffer on south side of Town like we do on north. Give Council report of situation/options available.
JB, JC, JM, KF	16.	By July 1, 1999 pass adequate public facilities ordinance.
	17.	Council and staff put more emphasis/focus on long-range planning.
	18.	Consider joint purchasing agent with County and/or Carrboro. Combine purchasing operations – put emphasis on buying recycled materials.
JB, JC, RW, FB, LP, KF, JM	19.	Council to get complete analysis of pros and cons of development proposals and recommendation; include department recommendations – differences of opinion in department input.
PE	20.	Examine how we collect trash in downtown – look at Athens, GA.
EW, RW	21.	Get diverse representation of citizens in comp. plan preparation – help Council planning group do this.
	22.	What are our long-term plans for P.O. Building downtown? Staff give Council general background report.
	23.	Ask OWASA to get transferable easements for utilities where town has plans.
	24.	Adopt “egregious eyesore” ordinance.
FB,PE	25.	Make public housing more available to Hispanic population.
JB, JM, JC	26.	More environmental consideration in subdivision ordinance – staff consider and recommend.
	27.	Council adopt conflict of interest ordinance for advisory boards.
	28.	Consider restoration of vegetation along streamways to prevent erosion.

SOLID WASTE MANAGEMENT ISSUES

Mr. Horton noted that a staff report would be prepared for the September 28^th Council meeting.

Council Member Brown asked if the Council was still in agreement with the resolution passed on July 2^nd, which included that before any agreement on governance is made, that solid waste issues, including a C & D site, a MRF site, a transfer station site and future financing methods be resolved. She then went over the points she had made in her memorandum to the Council:

Some of the following issues were discussed, but not voted on by the Council.

1. County assumes solid waste management responsibility on October 1, 1999 to include current and future operations.

Mr. Horton suggested that July 1, the beginning of budget year, or January 1 would make more sense than an October 1 deadline. He noted the October 1 date would require a second audit be conducted. Mr. Horton added it would mean that the Town would oversee three months of the budget with the County overseeing the remaining nine months.

2. County will accept transfer of all Chapel Hill solid waste management positions that exists as of September 30, 1998.

Mayor Waldorf expressed concern that the word "positions" does not guarantee the actual employees would be transferred, just the positions themselves.

Council Member Foy stated that personnel should be transferred, not positions.

3. County will approve the 1999 -2000 solid waste management operation budget.

The Council agreed that clarification was needed indicating that the County will prepare the 1999-2000 budget and it will not be considered as part of the Town's budget next spring

4. As part of financing mechanism, all boards endorse implementation of a Chapel Hill-Carrboro-Orange County Solid Waste Availability Fee for all County residents.

Council Member Foy commented this could mean a new tax for County residents.

Mayor Waldorf stated that the Landfill Owners’ Group had engaged a consultant to study all aspects of these financing recommendations.

Mayor pro tem Capowski noted such a fee should be a County-wide fee, not a Chapel Hill-Carrboro-County fee.

5. Solid waste operations shall continue to operate as an enterprise fund to the extent possible after the County assume responsibility, but the County shall have the option of implementing other fees, and shall not be required to use general funds for solid waste management activities.

Mayor Waldorf noted her concern that the phrase implementing other fees does not mean additional tip fees placed on municipalities without the municipality’s permission. Mr. Horton noted that the fund should continue as an enterprise fund to assure that funds going into the system are used solely for the appropriate solid waste management, so the phrase "to the extent possible" should be deleted.

Council Member Brown stated she was concerned that the option of implementing fees would not mean that a new fee could be added, as well as an "availability fee".

Mayor Waldorf noted the Council needed clarification on what "other fees" entails.

6. All parties will sign the Interlocal Agreement after it has been revised to incorporate modifications.

(Council Member Edith Wiggins left at 2:50 p.m.)

7. Sixty acres of the Greene Tract shall be set aside for use by the County in future solid waste management activities.

Council Member Evans noted she had reservations regarding the need for sixty acres. She stated the value of this land is such that some could be sold and the money used to purchase land to build a construction and demolition facility and have funds left over. Mr. Wilson noted that about 14 acres would be necessary to build a MRF or a transfer station.

The following items of Orange County’s proposal were not discussed.

8. Local governments shall continue to work, through the LOG, to site a transfer station and work to develop options for materials recovery and construction and demolition disposal.

9. Until the County assumes responsibility the LOG shall continue to direct solid waste management, as in the past, including operating by consensus.

10. Each government shall appoint two representatives to a Solid Waste Management Advisory Commission, pursuant to the Interlocal Agreement, which shall succeed the LOG and begin meeting on July 1.

UPDATES

Mr. Waldon gave a brief update on Comprehensive Plan issues and indicated staff reports will be presented to the Council in September and October.

Mr. Waldon also gave a brief update on the Horace Williams Zoning district. He noted this is scheduled for discussion at the Public Hearing on September 14th.

Mayor Waldorf said Orange County Commissioners Chair Margaret Brown had proposed that a tour be organized to tour sites under construction to observe sedimentation and erosion control practices.

Mayor Waldorf noted that OWASA will be asking all constituent governments to attend a Water Summit regarding water quality in Jordan Lake.

Mayor Waldorf stated she had received a call from owner of Florenza, a small business located on East Franklin Street, noting he is building a new facility and wanted to request permission to put a trailer behind his facility during construction so that he could continue conducting business. The owner stated he had been unsuccessful in obtaining temporary retail space in Chapel Hill during the interim. Mr. Waldon responded that the Development Ordinance specifically forbids the placement of a trailer.

Council Members Pavão and McClintock indicated they would be willing to entertain a change in the ordinance in order to help a small business out. Mr. Horton indicated a draft ordinance would be prepared for the Council's consideration on September 28.

Council Member Pavão said the Chapel Hill Senior Center will soon be looking for a permanent site somewhere in the County, and they are currently looking for potential sites. He gave a brief overview of the issues, and asked if the Council were willing to give up public land, most likely around 10 to 12 acres, in order to build this facility.

Mayor Waldorf left at 3:25 p.m.

Mr. Horton noted that a staff report on this issue will be prepared for the Council on September 28.

The Planning Session was adjourned at 3:30 p.m.