SUMMARY MINUTES OF A PLANNING SESSION
OF THE CHAPEL HILL TOWN COUNCIL
FRIDAY, JANUARY 19, 2001 AT 8:20 A.M.
Mayor Rosemary Waldorf called the planning session to order at 8:20 a.m.
Council members present were Joyce Brown, Flicka Bateman, Pat Evans, Kevin Foy, Lee Pavăo, Bill Strom, Jim Ward (arrived at 9:10 a.m.), and Edith Wiggins.
Staff members present were Town Manager Cal Horton, Assistant Town Managers Sonna Loewenthal and Florentine Miller, Town Attorney Ralph Karpinos, Assistant to the Manager Bill Stockard, Finance Director Jim Baker, Planning Director Roger Waldon, Assistant to the Mayor Alice Joyce, Community Development Planner Loryn Barnes, and Town Clerk Joyce Smith.
Also present was Jess Fischer, facilitator for today’s planning session.
Ms. Fischer briefly reviewed the rules for group discussions.
Mr. Horton said he found it interesting while preparing research regarding this issue that the structure of the Manager’s Office had been the same for several decades. He noted there had been a number of organizational changes, such as establishing the Town Clerk’s Office into a separate entity, and the Attorney’s assistant being reassigned to the Legal Department.
Mr. Horton noted that an example of change in focus is land acquisition issues which we now spend our time on, and spend less time on solid waste management. He stated that this means we do not have as many night meetings and we are able to allocate our extra hours to other projects.
Mr. Horton noted that the last column of the chart prepared with the materials contained an error. He stated the column should have been labeled per capita rather than percent.
Council Member Strom asked about restructuring the Information Technology Group (ITG), and asked if they would be a separate department. Mr. Horton responded that they would be separated from the Finance Department and report directly to the Manager. He said the ITG’s purpose is to focus on technology issues, particularly the Town's website, as a portal for information. Mr. Horton said the Technology Committee has served the Town well and will report to the Council in February on key issues they have identified to assist the Town.
Council Member Strom said he believed that a key structural difference in many towns was that the financial division was located in the Manager’s office. He added that Mr. Horton had brought up the need for a financial analyst. Council Member Strom said he wanted to highlight that this might be one possibility for restructuring that would serve the Town well, to place that activity in the Manager’s office. And to that purpose, he added, perhaps be able to acquire the expertise to be able to perform a finance officer’s role.
Council Member Strom said the issue of real estate and construction are really very important and expressed concern that some level of expertise in those two areas would serve the Town well. For example, he stated, we are going to be involved in many construction projects and just looking at the Police Department renovation, there is a 7% management fee being paid, and if we had in-house expertise we could have saved that fee. Council Member Strom asked that this issue be considered.
Council Member Strom noted that a level of expertise in commercial real estate would be helpful for the Council when negotiating contracts. He remarked that we have made tremendous progress, but we still need to be able to identify opportunities. Council Member Strom said he recognized that this may cost money up front, but believed it would be worthwhile in the long run. Mr. Horton invited Ms. Loewenthal to comment on this issue.
Ms. Loewenthal said we have money budgeted for both major renovation and construction projects. Renovation projects, she noted, have not begun because we have no time to coordinate and hire design professionals and engineers. Ms. Loewenthal stated the projects are large and complicated, which will require daily oversight, hence the delay. She noted that several personnel in Public Works have been assigned some tasks, but personnel vacancies and the time required have delayed the projects. Even if there were no vacancies, she said, she believes there is insufficient time to coordinate and oversee the projects. Ms. Loewenthal noted we need an individual whose job it would be to do that kind of coordination and monitoring.
Council Member Brown asked where architects fit in, remarking she thought that was their job. Ms. Loewenthal replied that once they are hired, their fees include monitoring and oversight. We can hire them for more, she stated, but the fee goes up. She noted she would not recommend hiring architects to daily oversee a project, because of cost.
Mr. Horton added that we have spent a considerable amount of time obtaining expertise by staff to assist in these types of issues. We do not have anyone at the management level to provide the oversight needed, he concluded.
Council Member Strom said that type of individual could also produce design standards. He remarked that architects’ artistic desires may be disconnected from the Town’s budgetary desires. Council Member Strom said if we could have someone setting those criteria at the beginning, we would have more efficient projects.
Council Member Ward asked if this position would be part time or hired only when needed. Mr. Horton replied that he believed it would be a continuing year-round need. He added that we must protect existing Town buildings as well as plan and provide for new construction. Mr. Horton noted that the Town Hall is in good shape, but in ten years some major renovations or equipment replacements may be necessary.
Council Member Bateman asked Council Member Strom if this position would replace the need for consultants. Council Member Strom said it could lead to that and the Town would be well served by having enough expertise on staff to avoid hiring conceptual plan architects.
Council Member Brown noted that a park is very different from buildings, so needs would be different. Mr. Horton replied that we would not be building a large number of public facilities in the foreseeable future, and he would expect that at some point we would experience a slowdown. He added that new needs would arise, but it is hard to predict. Mr. Horton said that we may need to hire consultants in the future for particular projects.
Council Member Strom added that regarding the Police Station renovation, about $50,000 is for administrative oversight. He said he thought there could have been significant savings had we had on-staff expertise.
Council Member Foy said the architect is usually paid a percentage of the cost of the project, so there is some incentive to acquire such expertise. Mr. Horton stated that there is something to be gained by having this expertise on staff.
Council Member Strom said regarding the aquatics center, such expertise could have provided insight and ideas on how to proceed.
Mayor Waldorf said she understood Ms. Loewenthal to say that we do not have the staff to provide this type of service. She said she would be willing to support having the staff provide a draft proposal of how to proceed with acquiring such a staff position. Mr. Horton said he believed they would be able to provide such a proposal, and agreed it would be beneficial in the long run to have an individual who could provide these services.
Council Member Brown said she wanted the Council to be conscious that adding this position would have fiscal implications, and in light of the property revaluation we are facing, we should think about keeping our tax rate at the current level, and to look at ways to save money.
Council Member Evans said we must be realistic, that this position would be costly.
Council Member Foy said the issue is land purchases and the type of assistance we might need on that. He added another issue, referring to the Technology Committee’s report, was the suggestion that the ITG be made a purchasing center for technology equipment. Mr. Horton said they operate very much in that way now. He stated that equipment repair costs are charged back to departments, noting that over a period of time it is ideal to distribute all such costs.
Council Member Foy said one of the things that seems to be an issue is that the ITG had no authority to say to a department that it must have uniform standards. Mr. Horton answered he did not believe that was true. For instance, he said, departments cannot purchase computer equipment or software unless the ITG staff sign off on it. Mr. Horton said he does not believe this is a significant issue.
Mr. Horton said that regarding the Geographic Information System (GIS) technology, it is logical for us to expand our GIS capabilities to other departments. In order to do that, he noted, we have to make sure that we are set up in a way that is accessible to other departments for daily use without contamination of the data. Mr. Horton said we do have to tackle that level for integration, which will be challenging and will take a considerable investment as well. He said this will require all departments using GIS to cooperate, and for GIS personnel to discover how to manage this and make it work.
Council Member Foy asked how the ITG would be handled. Mr. Horton responded that the idea now would be to remove the three positions currently budgeted in Finance, with a fourth planned, to be reassigned to the Manager’s Office. He added that this group would lead us to a different level of dependency, and that the management staff must oversee that group. Mr. Horton said that in February the Council would receive a follow-up report with recommendations on how to proceed, and also a report on options on how to address the need for a construction manager.
Council Member Strom asked that as we paint this picture of increased communication that we also describe the improvement in service and costs savings that might justify the additional positions. Mr. Horton agreed, saying they specifically wanted to avoid providing services that were not used. He said that underscored the importance of the Council demanding that we be able to show what the improvement would be and justify the cost.
Council Member Wiggins said she hoped when they got the proposals for new positions that we would attempt to use existing resources as much as possible.
Council Member Foy said one thing that prompted this discussion was that when solid waste activities moved out of the Manager’s Office, a tremendous amount of time was saved, and asked what took the place of that saved time. Mr. Horton answered that it reduced the amount of overtime hours.
Council Member Ward said that sidewalks and bike lanes are an important way to improve our community, and we have an opportunity to be in a better position to reallocate some time to this area. He said he believes the Council wants to advance efforts for connectivity of bike lanes and sidewalks, which may require more staff time to search for grants or other funding. Council Member Ward said this may require a reallocation of staff time. Mr. Waldon noted that he would be interested in pursuing this with the Bicycle and Pedestrian Advisory Board.
Mayor Waldorf said she would like to know specifically what those opportunities are. She said if we want to build more bikeways and sidewalks, which she believes we do, there is federal direct allocation money available if we are willing to provide a local match of 20 to 25 percent. Mr. Horton said to his knowledge that is the only money available.
Council Member Ward said he would like help in focusing on this issue, and added that the Bicycle and Pedestrian Advisory Board did provide a document that identified some specifics in terms of funding, such as Housing and Urban Development Community Development block grants. Mr. Horton noted that we have used those types of funds for housing.
Council Member Strom said as the Greenways liaison, he had talked with members on the Bicycle and Pedestrian Advisory Board and believes there is some overlap regarding desires to improve ways for people to move about Town. He said it might be logical to look at these overlaps and discuss them.
Council Member Evans added that the Transportation Board and the Planning Board overlaps many of these goals as well. Mayor Waldorf suggested that those boards jointly discuss these issues. Mr. Waldon agreed there is some overlap. He noted that the Bicycle and Pedestrian Advisory Board is under the Planning Department’s umbrella, but the Transportation Board works directly with the Transportation Department.
Council Member Evans said when the Council creates a new commission, it takes an amount of staff time to support it, so we cannot forget the time staff must devote to it.
Council Member Wiggins said there are a lot of issues and concerns that probably would land in development, so she would not want to express a preference on how resources were used, because some other issue may emerge that must be prioritized. She added she is not ready now to agree to devote additional staff time for this issue. Mr. Horton stated that there is a small number of very competent planners in our community who are available for part time assignments, and we are taking advantage of that. There may be more opportunities to use this type of resource, he said, and aim our dollars at other objectives rather than adding full time staff.
Council Member Ward asked staff to identify funding opportunities for bikeways and sidewalks, and if it could be done with current staff that would be ideal. Mr. Horton said they would report to the Council in February.
Northside Committee Report
Council Member Bateman said a petition was presented in the fall of 1999 and again in early 2000 proposing a single-family overlay zone. She said a committee was formed that included herself and Council Members Ward, Brown, and Foy. Council Member Bateman said the Council decided to more vigorously enforce present ordinances.
Council Member Bateman said the Committee is asking that the Council amend the Manager’s previous recommendation to call a public hearing for the proposed overlay zone in February and increase efforts to enforce the regulations limiting the number of unrelated people in rental units. Mr. Waldon noted that the proposal brought by the petitioners would treat different properties differently depending on who owned them, or how someone acquired the property, and so forth, which he believes it not legal. Mr. Karpinos stated because there was no clear definition of an overlay zone, he did not know of its legality. Council Member Bateman said the Committee was asked to consider the proposal as it was presented.
Council Member Foy said they had several discussions with the petitioners, and tried to come up with some proposal that the neighbors would be satisfied with. Mr. Karpinos said a single-family overlay district would mean a lot of different things, and that is his concern. He said he does not know exactly what the neighbors are really asking for, and until that is known, he cannot express an opinion. Mr. Horton said the main issue is the number of unrelated persons residing in a structure. The neighbors want only two, he stated, but the standard is four.
Council Member Evans said what makes this issue so difficult is that the neighbors know what they want but not what the legal boundaries are. She said the reality is we have inadequate housing and if we even talk about shifting the standards from four unrelated persons to two unrelated persons, what does that say about our desire for affordable housing? Council Member Evans said the issue is the enforcement of the regulations we already have.
Council Member Wiggins said the Committee had developed a list of options, and if they are doable, she had no problem with proceeding. She said it was important that the neighbors understand what is enforceable and legal, and what is not. Council Member Bateman said the Committee is suggesting a public forum to present the options to the public for comment.
Council Member Foy said it was clearly up to the Council to decide what is practical and legal. In response to the development pressures on the Northside area, he noted, a local developer had said that the Northside area was the best place in Town to be developed because the housing is so inexpensive. He said he thinks what the neighbors were trying to convey was their sense of desperation that their neighborhood be protected.
Council Member Wiggins said she would like to add for consideration the issue that the Rental Licensing Work Group possibly institute a policy of background checks for potential renters.
Mayor Waldorf said she was concerned about holding a public hearing on something that may be illegal. She asked what happened to the idea of having a revolving loan fund to help neighborhoods buy up property when it becomes available. Council Member Bateman said that was one of the options being considered. Other communities have started projects such as this and were successful, she said, and the neighbors want the Council to seriously consider their suggestions.
Council Member Strom said in the Rental Licensing Work Group meetings many good ideas had been discussed, but they must adhere to State law, adding that we cannot require that landlords do certain things that are illegal. Council Member Strom suggested the Council committee and the neighbors meet with the Town Attorney so that they could understand exactly what can legally be accomplished.
Council Member Brown agreed that this was a necessary step.
Council Member Bateman suggested having a representative from the Rental Licensing Work Group participate, as well.
Council Member Brown said she believed that Mr. Waldon and Ms. Barnes should also be involved in that meeting.
Council Member Evans said she would like to know how a buy-up program works, as mentioned by Council Member Bateman.
Council Member Foy asked what the process would be. Mr. Horton said the Committee could present recommendations and the Council could decide if a public meeting was needed.
Council Member Ward said he believed it was important to act in some way.
Council Member Evans asked if the neighbors believed that the better enforcement had helped. Council Member Ward responded that he did not believe that enforcement was the issue in the neighbors’ minds.
Mayor Waldorf stated that she understands that the Council’s consensus was that we proceed with whatever legally defensible options there may be, and that those issues were to be identified and discussed with the Attorney and staff, and then presented to the Council. Mr. Karpinos noted there would be some elements of risk, and that there may not be a definite line that could be drawn between legal and illegal options.
Council Member Strom said the issue of enforcement of existing rules continues to come up, and believes that one recommendation could be that the Council consider expanding the front yard parking rules from historic districts to all over town, adding that he believed that would be a worthwhile way to go.
Council Member Brown asked when would the new recommendations for the Noise Ordinance be presented. Mr. Horton answered that it was scheduled for the Council’s next meeting.
Council Member Wiggins asked Ms. Barnes that if she saw other areas of overlap that might involve different groups, to please alert the Council to that. Ms. Barnes agreed.
Council Member Ward asked for a report on what progress had been made with the increased enforcement over the last three months. Mr. Horton said real progress had been made in parking enforcement, but our chief enforcement officer had resigned to take another position.
Development Opportunity Areas
Mr. Waldon said there are three pockets of development opportunities: Chapel Ridge, vacant land on Airport Road, and land on both sides of NC 86. Referring to the materials and the map, he stated that these are areas that because of their locations may be suitable for more intense use.
Council Member Strom said he supported the first paragraph quoted on page 2 of the materials, but noted we do not have a mixed use ordinance that would accommodate that at this time. He said his feeling about these areas is that they should not be single resident apartments such as Chapel Ridge.
Council Member Evans said she did not believe that vertically integrated apartments would be accepted by the community.
Council Member Foy asked what Council Member Strom would have preferred on the Chapel Ridge site. He said there were some advantages to the Chapel Ridge site, adding that when you look at that site it would be difficult for retail, so could it have been an office building with apartments on top? Council Member Strom said he believed it was clear that a site like that could have supported clinic space, office space, and housing opportunities that could have helped us achieve our housing goals to create opportunities for low-income families. It is on a transit corridor, he said, and it could have been possible to live and work in the same development. He believes we should consider these innovative approaches for future sites.
Mayor Waldorf suggested that several Council members volunteer to meet with Mr. Waldon and report back to the Council on how to approach these areas.
Council Member Foy suggested looking at each developable piece of property individually and then make suggestions on how they should be developed.
Council Member Brown said it was not necessarily what the Council wanted, but what the community wanted as well as the neighbors in each particular area. She said she also wanted information on whether mixed use had accomplished what it was meant to accomplish, and to look at density. Council Member Brown added that we must move ahead on facts and not on assumptions.
Council Member Wiggins said she had supported increasingly extending the rural buffer to preserve developable land.
Council Member Bateman said she would be willing to work with a group to look at mixed use for development areas and to hammer out some guidelines.
Council Member Evans asked Mr. Waldon about the Northwest Area Plan and what it addressed. Mr. Waldon noted that the Plan was never adopted. He added that the Development Ordinance consultant would address zoning issues.
Council Member Ward said he feels that there are spots of development opportunities that are not identified on the map because of their size, and he would like the committee to address what is meant by a development opportunity, to provide a clear picture to the Council and the community.
Council Member Evans suggested that the Planning Board do this rather than a Council committee, adding they could address it in their long range planning meeting and provide suggested options to the Council.
Council Member Ward suggested giving them a specific charge.
Council Member Strom said he believed it was a Council responsibility, and he volunteered to serve on a Council committee along with Council Member Bateman. Council Members Evans, Ward and Wiggins also agreed to serve.
Council Member Strom said that there was a possibility that we could consider using a portion of this land to achieve some of our diverse housing goals. He said he had been serving on the Orange County Commissioners’ Task Force on Housing and serving with Robert Dowling of the Orange Community Housing Corporation on a finance committee. Council Member Strom reported that Mr. Dowling had said that the tax credits used to make Dobbins Hills apartments work was still available, and the financing for this type of program is very sound. Council Member Strom said the missing element is finding five or six acres of land that is available.
Council Member Strom said he had taken Mr. Dowling to visit the Springcrest site to see if a Dobbins Hills type development might work, and Mr. Dowling said he believed it would. Council Member Strom asked that the staff report on what the options would be to acquire the funds to take this portion of Springcrest out of the open space reserve, and have Mr. Dowling propose how the property might be developed if it is found to be feasible.
Mayor Waldorf said she believed that some additional transportation improvements were scheduled long term for that area.
Council Member Ward asked if Mr. Dowling could include in the proposal that environmental issues for that land be addressed, such as how it could be sited to have the least environmental impact on the property so that it would not significantly impact the quality of green space.
Mayor Waldorf supported Council Members Ward and Strom’s proposal, as did Council Member Wiggins.
Council Member Wiggins asked how much would Mr. Dowling’s organization have to invest in preparing an environmental report. Mr. Horton said it would be general in nature and should be possible. He said the staff knows enough about the site to be able to help steer Mr. Dowling in the right direction.
Mayor pro tem Pavăo said they were interested in how Monrovia had financed their plan to bring businesses into town, and how they had financed the purchase of land without using tax dollars. He noted he would be happy to pursue this and provide the Council with additional information.
Mayor Waldorf said she wanted to propose extending Mike Curzan’s contract to include three things: 1) quantifying the demand for more office space downtown, 2) the University wanted more in-depth work on whether there was a market for employer/employee housing and if it was justified, and 3) to bring the Council an analysis of how we could proceed on our own if the University chooses not to participate.
Mayor Waldorf suggested to the Council that we adhere to our goal as expressed in the Comprehensive Plan and the Downtown Small Area Plan, and to stay on course in developing urban areas. She asked the Council to agree that when the study is finished, and if the results continue to suggest that residential office, commercial, and parking development in the downtown will intensify, that even if the University decides not to participate that we continue with our plans and hire Mr. Curzan to move forward.
Council Member Bateman asked if his analysis of how the Town could proceed on its own would include a financial forecast.
Council Member Brown asked exactly what was the Mayor asking for the Council to commit to. Mayor Waldorf replied she is asking the Council to move forward when Mr. Curzan presents his report and not put it on a shelf.
Council Member Strom said he was supportive of this and would be willing to proceed with or without the University’s participation.
Council Member Foy stated that how we proceed would be determined by whether or not the University participates. He remarked that we would still have Parking Lot #5 to consider for development.
Council Member Evans said that Parking Lot #5 was ideal for retail development and possibly office space. She said she did not feel that there was a great deal of support for a residential complex on that lot.
Council Member Strom said he was comfortable with the process as presented by the Mayor. Mayor Waldorf noted this was only a feasibility study.
Council Member Bateman asked if there was a reason why the Council needed to decide this now. Mayor Waldorf said the findings are coming fairly soon, and that this has a place in the Town/Gown considerations. She said she wanted the Council to decide if they would move forward regardless of whether or not the University agreed to participate.
Mayor pro tem Pavăo supported the Mayor’s proposal.
Council Member Ward asked if this was sending a message to the Town/Gown committee that the Town would proceed regardless. Mayor Waldorf responded yes.
Council Member Brown said she believed that was part of the study in any case.
Ms. Fischer, in her role as facilitator, emphasized that the Mayor needed the freedom to say to the Town/Gown committee that the Council would proceed regardless of the University’s involvement. The Council agreed by consensus.
Financial Review
Mr. Baker presented a brief update on the current year budget and a preliminary financial forecast:
Regarding the General Fund, Mr. Baker presented the following:
Current year:
2001-2002:
Transportation Fund:
Combined Potential Tax Rate for 2001-2002
|
Calculation of Effective Tax Rate Increase |
|||
General Fund |
Transportation Fund |
Total |
|
|
Potential Rate for 2001-2002 |
49.1 cents |
3.6 cents |
52.7 cents |
|
Equalization Rate |
44.6 cents |
3.6 cents |
48.2 cents |
|
Effective Potential Rate Increase |
4.5 cents |
0 cents |
4.5 cents |
Mr. Baker then offered assumptions on basic costs and estimated additions for 2001-2002:
Costs |
Tax Rate Equivalents |
Item/Description |
|
$200,000 |
.5 |
Additional funding needed to provide for the full year (12 month) cost of compensation adjustments funded for only 9 months in the current year. |
|
$200,000 |
.5 |
Additional funding for the full year cost of six firefighter positions funded for three months of the current year. |
|
$825,000 |
2.3 |
Continuing the compensation plan approved by the Council in the past two years. |
|
$200,000 |
.5 |
Allowance for 3% increase in continuing operating costs. |
|
$150,000 |
.4 |
Increased funding needed to continue implementation of the vehicle replacement program and computer replacement program approved by the Council in prior years. |
|
$300,000 |
.8 |
Funding for technology improvements recommended by the Town’s Technology Committee. |
|
$150,000 |
.4 |
Provide increased funding for limited capital maintenance of existing Town facilities. |
|
$100,000 |
.3 |
Additional General Fund costs for the projected increase in Landfill charges in 2000-2001. |
Mr. Baker commented that two additional items have been added to previous forecasts: the $300,000 to begin funding technology improvements recommended by the Technology Committee, and the $150,000 in additional funding to expand the capital maintenance program initiated last year for existing Town facilities. He stated that more information will be provided on these proposals as the budget process continues.
Council Member Evans asked for the difference between the first $200,000 and the $825,000 listed for the Compensation Plan. Mr. Baker answered that the $825,000 was for only 9 months, which means only three-fourth’s of the cost was budgeted last year. Now, he said, we must budget for the entire year.
Council Member Bateman asked how much the departments were asked to reduce their budgets last year. Mr. Baker answered it was lowered by 2%. Council Member Bateman asked if this was to recoup that reduction. Mr. Baker noted it was simply a 3% increase over the approved level of the previous budget. Mr. Horton added that 3% was the margin of increase he had told the departments he would tolerate, and anything over that would have to have detailed justification.
Council Member Bateman asked about the additional funds that had been received by the Parks and Recreation Department in fees. Mr. Horton said the Department is more careful and consistent with its fee waiver policy and some higher level of revenues had been achieved because of increased programs. Mr. Horton added that even with the increased revenues, the Department does not generate at a level to be self-sufficient.
Council Member Strom asked if fund balance played a significant part. Mr. Horton said no. Council Member Strom asked if we would be under pressure to fund the projected $800,000 rollover. Mr. Horton said the departments are very careful to stay within budget guidelines, which would assure that the rollover would be available. Council Member Strom asked if we were on track to achieve that rollover. Mr. Baker said he would not know for sure until he was able to study the proposed department budgets as they came in, but had no reason to believe that it would not be achievable.
Council Member Strom asked if the $100,000 for landfill charges was expected or unexpected. Mr. Baker said that figure came from previous projections and conversations with the Solid Waste Director. Mr. Horton encouraged the Council to request that the County Commissioners be aware of the significant impact increased landfill charges could have on Chapel Hill.
Council Member Strom asked if this was a political matter. Mr. Horton said he believed the Council should send a clear message that this issue was of some importance to the Town and that the Commissioners give early advice on what they might be considering. He said the Council could have the Manager make an administrative request, but the Council should do so as well.
Council Member Brown said she would like to have the Interlocal Agreement looked at again for possible revision regarding this issue.
Council Member Foy said he believed we would have to keep the projected increases in tip fees in mind as we proceed with our budget preparations.
Mayor Waldorf said she wanted to bring up the possibility that we change our commercial trash collection policy so that commercial businesses pay for their own collection, which could save about $800,000 per year. Mr. Horton said they were exploring the costs and the options. He noted the Public Works Director had expressed some concern about the Interlocal Agreement requirements. Mr. Horton said he did not believe the problems were insurmountable and he would continue to pursue solutions.
Council Member Strom said the vehicle replacement program was put in place before he came on the Council, and asked if the Manager was satisfied with the program and its costs. He said he would like to understand the program more, and would like the Manager to bring a possible alternative to the Council to slow the growth in this area and how to extend the service length of the vehicles. Mr. Horton said there was a planned series of increases to bring us to a certain level, and we are almost at that plateau. He noted that once we reach that plateau the costs should level out somewhat. He said he would be glad to report to the Council potential options regarding the vehicle replacement program.
Council Member Strom said he would like to see different options, such as increasing the life expectancy by not surrendering the leases quite so soon. Mr. Horton agreed to present options to the Council. Mr. Baker noted that 2005-2006 was the scheduled point where we would reach the plateau in the program, at $1.25 million.
Council Member Bateman expressed her belief that particular items should be placed at the top of the priority list, such as renovations of the Community Center and some improvements to the Hargraves Center. Mr. Horton said we would be able to address a fair number of critical issues at the Community Center, but to remember that it is still an older facility. Council Member Bateman asked that the materials published for the upcoming public forum include these issues so that the public would be aware of the Council’s priorities.
Council Member Ward said he would like some feedback from the community on what they believed the priorities should be.
Council Member Wiggins asked if the Community Center and Hargraves renovations would benefit by the proposed addition of design staff. Mr. Horton said yes, but they intended to proceed as quickly as possible even if it meant hiring part time temporary staff to lend assistance. He noted there were other buildings that fell into that category, including the IFC building and the fire station.
Council Member Foy said he wanted to make sure that the Town’s operations benefited from the $300,000 earmarked for technology improvements. He said he did not believe that paying bills over the web site was as important as providing adequate technology equipment and service.
Council Member Foy asked about the increase in fees the previous year. Mr. Horton noted the most dramatic increase was in development fees. Mr. Baker said he believed the fee projections were going to be on target. Mr. Horton said the key is that we have no way to predict whether fee rates would affect developments, and he did not believe it would. He said the purpose was to recover costs of providing development services. Mr. Karpinos noted that the Council should keep in mind the proposed public facilities ordinance. Mr. Horton said the schools were very close to capacity.
Mr. Waldon, who is a member of the Chapel Hill/Carrboro School Board, offered to speak as school board member.
Mr. Waldon said the schools in Chapel Hill and Carrboro are over capacity at the elementary level now. He said that when they had begun looking at a public facilities ordinance several years ago, they were not at capacity. Mr. Waldon said there had been an unexpected rise in elementary school children, adding that at the moment if an adequate public facilities ordinance were put in place, the environment is such that that would probably stop development.
Council Member Evans stated there was some pressure to reduce class size, and asked if the size had been reduced over the past several years. Mr. Waldon said there had been some reduction in the 9th grade level, which had not affected capacity. When Scroggs Elementary was opened, he said, there was some effort to reduce the class size from 24 to 20, but now the classes are filled at the 24 student capacity.
Council Member Wiggins asked if State or federally mandated programs for special students impacted the capacity level. Mr. Waldon said yes, to some small degree, meaning that some classrooms had to be dedicated to special students. But, he added, it had not had a critical effect.
Council Member Strom asked about the cable franchise fee, and if it was due to the new roadrunner services. Mr. Horton said he believed it was due to the roadrunner services.
Council Member Foy said that regarding fees, we should monitor it closely since we see our base costs increasing yearly. He said the fees should be adjusted on a regular basis to include moderate increases to reflect actual costs of providing services.
Council Member Evans said that regarding the recycling of computers, there are more and more programs where this can be done, and she would like that issue addressed as a new program during the budget process. Mayor Waldorf asked if she wanted to know if there was a possible revenue source here. Council Member Evans responded yes, adding she did have some preliminary information regarding the recycling of computers.
Council Member Ward said he wanted the goal of getting as close to a no tax increase as possible to be a priority for the Council. He added he was not under the delusion that we would get to a zero increase, but he wanted to work towards the lowest possible increase.
Council Member Ward said he was concerned about a supposed promise that the projected salary increase for employees was expected, and did not want to get in a position where employees would become disgruntled because of expected pay increases that may have to be adjusted.
Council Member Strom said he wanted the Council to look closely at the current fees that are being charged, particularly metered parking. He specifically noted the metered parking on campus, and said he wanted to be sure that the Town is receiving revenue that it is due.
Council Member Bateman asked if the employee compensation package we developed would preclude looking at what other area employers are considering. Mr. Horton noted we survey area employers every year to determine those levels. Council Member Bateman commented that the State would be a likely place to start. Mr. Horton noted that the State was only one of many, adding that the Council had adopted a policy last year to compete at the third quartile of the labor market, but the Council could revise that policy.
Council Member Evans asked if it would be possible to go back and look at what a penny on the tax rate meant five or ten years ago, and what the tax base was, and compare them with current data. She said a picture of the past might help us look at the future. Mr. Baker agreed to do so.
Council Member Ward said any comparisons regarding trends that could be prepared would be helpful. He said he did not believe the current trends were sustainable.
At this time the Council took a short lunch break.
Mayor Waldorf said that she wanted the Council to identify what it wanted the County Commissioners to include in that bond.
Council Member Strom said Chapel Hill’s specific interests in this bond have been well represented and it would mean about $20 million for Chapel Hill. He noted that funds would be used to develop pedestrian infrastructure, acquisition of open space, attempting to preserve some contiguous areas for open space, and to build an aquatics facility and community center. Council Member Strom said it was important that our parks serve the needs of the entire community, adding he had served on the Recreation and Parks Work Group.
Council Member Foy said they had developed the list of needs and dollar figures independent of the County Commissioners in an effort to stress the needs of Chapel Hill citizens. He said this was a good opportunity to obtain funding County-wide and have more integrated park amenities throughout the County. Council Member Foy said it seems that the Commissioners are having a lot of demands placed on available funds, but since Chapel Hill produces about 60 cents on every dollar the County receives, we should be adamant about our needs.
Mayor Waldorf suggested as a first step she would rather strongly petition the Commissioners to include on the parks and recreation bond issue that the Town receive the funds necessary for Chapel Hill and southern Orange County, especially the funds for the aquatics/community center on Homestead Road and the Southern Community Park. Council Member Foy agreed, adding that we need to be prepared to push when we are told what the Commissioners limits might be.
Council Member Strom said he was very supportive of the proposal to have the County act as a land banking agent to purchase land when it becomes available, to be released when needs are identified. But, he added, we have specific sites that we own, we have a footprint for a pool and community center, and we should say clearly that this is our priority and we are going to push for the bond. Council Member Strom said he is willing to support land banking if Chapel Hill’s needs are given a priority.
Council Member Brown said apart from the needs, which are clear, she believes we are going to have to reconcile our own desire to keep the tax rate down, and decide if this is going to be an Orange County or a Chapel Hill bond. She said she believes that the last few years we have had tax increases because of previous bonds.
Council Member Evans asked do we put all of our needs on a bond now, or do we project future needs onto future bonds. She asked what other bonds might be put forward. Council Member Foy said he believed a school bond was possible and possibly an affordable housing bond. He said the schools were the major source of need.
Council Member Strom said we were behind on recreation and infrastructure, and we have to find a way to create the amenities that the community wants.
Council Member Bateman said she agreed, adding that with a bond the community can say that the amenities are worth the increase in taxes, or not.
Council Member Strom said it was important to let the voters have their say in these issues.
Mayor pro tem Pavăo said he was afraid that if we did not include our needs in the County’s bond, that we may lose out on having our needs met. He said he believed it was important that the County know that we have needs and want to have them addressed.
Council Member Ward said whatever needs are put on the list should be put on a four or five year cycle so that we do not run into funding issues towards the end of the project. The amount of funds we ask for now, he noted, should be sufficient to fund the entire project in a five-year time frame. Council Member Foy said he did not disagree, but if the bonds were passed this year, it would be impossible for them to be issued next year, and most likely would be issued four or five years out. He said he was not sure that we can wait until four or five years from now and then begin to fund the Southern Community Park. Council Member Foy said we were in the same situation with the swimming pool.
Council Member Strom said that the community does recognize the need for parks and green space. He said they are popular and desirable, and are a major factor in the quality of life in this community. Council Member Strom said he believed we should push for a County bond, and if it did not go through then we consider a city bond.
Mayor Waldorf said soon the Council needs to clarify what it wants the County Commissioners to include in a County bond, and asked the staff to come back with a proposal that would list options for use of $20 million in bonds, and how that might be communicated to the County Commissioners.
Council Member Evans said any bond proposed by the County should have 60% earmarked for the Chapel Hill township, since 60% of the revenue would be provided by this community.
Council Member Bateman said she would prefer to have a report on the list of needs and how much they might cost, rather than having a list of options based on a particular dollar figure.
Mayor Waldorf asked that the staff prioritize the needs and place dollar figures with them as well as options.
Council Member Brown asked for the report to include what the possible County tax increase would be. Mr. Horton said it would be difficult and speculative to do that, because it would depend on information that he had no access to. Mr. Baker stated that 1 cent on the County tax rate is now equivalent to about $750,000.
Council Member Ward said we need to make sure that all of Chapel Hill township was included, which would include Carrboro as well.
Council Member Brown asked how much of the township was unincorporated. She said we needed to include citizens in all areas. Mr. Horton said his report would focus on what Chapel Hill needed, adding that whatever we build would be used by citizens in this part of the County.
Mayor Waldorf agreed with the Manager, but said we should not forget that our facilities are heavily used by citizens from all over the County, so the County should be made aware of what our needs are.
Mr. Horton asked when the Council would like a report. The Mayor responded that it should be given the highest priority.
Council Member Bateman asked that the Manager inquire about the status of the Bond Needs Task Force being formed by the County. The Manager agreed.
Council Member Foy said that the Public Arts Commission formed a subcommittee to look into how an arts program could be funded for Chapel Hill. He said that the proposal tries to define what a 1% for the arts actually means. For instance, he noted, if you have a project for $8,000, you would get $80. Council Member Foy asked would the $80 have to be spent at that development, or could it be banked and included with other dollars. Council Member Foy said the conclusion of the Committee was that the money could be accumulated and not spent at the site of the particular project.
Council Member Evans asked if this was for all development. Council Member Foy answered just Town development. Council Member Evans asked if that meant the development would have to be funded at a higher rate in order to cover the cost for art. Council Member Foy said that was one way of looking at it. Council Member Evans said the State bases its allocation on the amount of State funds that are used. Council Member Foy said that was not how they had written their proposal. He said the Committee needed to know how the Council wants to proceed on this issue.
Council Member Bateman asked if this policy had already been funded. Mr. Horton said that the only project so far was the construction of the new fire station, of which 1% of the cost was banked for arts. But, he added, because the construction was funded with bond money, the funds were limited as to how they could be spent.
Council Member Bateman said it was more reasonable that the art should be placed at the site of the development that provided the funds.
Council Member Waldorf said she was supportive of moving ahead and putting policies in place, but she questioned the assumption that this should be applied to all capital projects. She said she is comfortable with the idea in general, but does not believe that all capital projects should be included. Mayor Waldorf said she did not agree with a sidewalk budget being cut because 1% of the funds had to be reserved for art. She said she felt that overall it would be an asset to the community.
Council Member Brown said she believed the art should be placed in areas where the greatest number of persons could enjoy it. She said that should be part of the discussions.
Council Member Ward agreed that the location of the art should be as flexible as possible, and not necessarily at the location of the construction that generated the dollars. He said that the cost ramifications of preserving the art should be considered as well.
Council Member Evans said that the draft ordinance appears to state that public art should be located at public buildings and spaces, and if a public project generated dollars for art, then the art should be located at that project. Mr. Horton said the staff could bring forward a preliminary report which discussed options, then the Council could discuss this issue in more detail.
Council Member Ward said it would be helpful to look at significant capital improvements made over the past few years, and look at how this policy would have affected those projects.
Council Member Wiggins said she supported the interest of art in public places, because it is important that citizens know that the Council is concerned with the quality of life in Chapel Hill.
Council Member Foy said that the University has immediate needs for transit service, which translates into dollars. He said the student body president had agreed to put on the student ballot a small fee increase to be dedicated to a fare free system. Council Member Foy said the University stated they want such a system and are willing to support it. He added that such a system would allow the University to compensate for the loss of parking spaces due to future construction projects on campus. Council Member Foy said he is not asking the Council to endorse a fare free system, but is asking if the Council is willing to endorse the concept of the students raising fees to fund such a system.
Council Member Evans asked if this was fare free for all, or just the University. Council Member Foy said it would be fare free for all riders. Council Member Evans said she supported such a system and believed it would be good for the entire community.
Mayor Waldorf said rather than saying we would support this, we needed to wait until we had the wording of the student ballot and their proposal. Council Member Foy said the student body president would prefer knowing they had the Council’s support before they put it on the ballot.
Mayor Waldorf said she supported a fare free system for the entire Town. Mr. Horton said a key part of the proposal put forth last year was that the University agree to pick up a larger portion of the cost, and he would hope that that same kind of concept would be a major part of any proposal.
Council Member Strom said he wanted this to come back to the Council in this budget cycle, that the opportunity to restructure how costs are shared and to offer a significant benefit to the community should be pursued. He added that this is a real dollar savings to students and families who depend on transit service.
Council Member Ward said he was apprehensive about losing a revenue source, that it would make it more difficult to expand the service in the future.
Council Member Foy said this would be a long-term commitment from the University, and that they would have a long-term economic incentive. He said that we as a community must decide if we want our transit system to become more useable. Council Member Foy said that we must identify ways to increase ridership. Mr. Horton said that in theory, the University will become even more dependent on transit service so should be paying more and more over time.
Council Member Brown asked what the proposed student increase might generate. Council Member Foy said about a half million additional dollars.
Mr. Horton noted the following goals:
1. Rewrite of the Development Ordinance, with the consultant scheduled to report to the Council at its next meeting.
2. Traffic impact, with a report due in the spring.
3. Make the development review process less adversarial. This is on schedule.
4. Adopt the Downtown Small Area Plan. Scheduled for adoption on March 27.
5. Employer/Employee housing. Mayor provided update to the Council today.
6. Preservation of the Old Post Office Building. The Council received a report on December 11, 2000, and approved a resolution regarding the preservation and future use of the post office.
7. Increase the pace of the Downtown Streetscape reconstruction. The Council on December 11, 2000, authorized development of detailed drawings for Streetscape improvements to the east side of North Columbia Street, between Franklin and Rosemary Streets, and the north side of East Franklin Street, from McAlister’s Deli to Henderson Street. The Council also authorized the installation of custom street and pedestrian lighting for a section of the 100 block of East Franklin Street.
8. Report on the city of Monrovia, California. A report was presented today.
9. Develop a 15-year CIP. Work is in progress.
10. Proposed recreation and parks master plan. Report scheduled for March 27.
11. Make more effective use of Town funds allocated for purchase of open space. Various initiatives undertaken: acquired 9.2 acres adjacent to Little Creek as a Stormwater Management Conservation Area; Council approved on September 11, 2000, the purchase of up to four lots on Dickerson Court (awaiting final approval from the Federal Emergency Management Agenda regarding federal funding); the Council on December 11, 2000, authorized the purchase of 34.572 acres west of Erwin Road and South of I-40, with the goal of open space preservation; on September 25, 2000, the Town received the gift from Ernest and Hazel Craig of 8.48 acres located at the intersection of Mount Carmel Church and Bennett Roads.
Also on September 25, 2000, the Council authorized the Manager to identify and analyze lots zoned residential that were platted before 1982 and may be so non-conforming as to be potential threats to orderly development of the surrounding neighborhoods. Of the 43 lots identified, 15 were identified as potential threats and will be evaluated by an appraiser, and a report with recommendations for potential acquisition will be prepared.
12. Ensure the Town staffing and organizational structure is appropriate to meet changing digital-age technology and citizen expectations regarding communications and services. Report from the Technology Committee scheduled for February. Report on staffing in the Manager’s Office presented today.
Council Member Evans said regarding the Old Post Office, we should move sooner rather than later, since the County is moving forward with its new court facility. She noted that we should thank the Ernest and Hazel Craig for their donation of land to the Town, since we did not have to expend funds. Council Member Evans noted she wanted the traffic signal timing to be studied, particularly at the major thoroughfares.
Council Member Brown asked if there was any interest in expanding goal #2 to include an analysis of exiting traffic conditions. Mr. Horton offered to come back with a cost analysis for such a proposal.
Council Member Strom expressed his interest in this as well.
Council Member Evans said there are a lot of new ideas that should be looked at.
The Council then reviewed the goals to note what was finished and what was not: goals 1, 2, 3, 4, 5, 6, 7, 8, 11, and 12 are still in progress. Goal 9 will continue as the budget process proceeds, and goal 10 has been placed in the hands of the Intergovernmental Parks Work Group.
Regarding the procedure to establish goals for 2001-2002, Ms. Fischer explained past practices, and offered the Council the opportunity to share their goals:
Council Member Foy – passed.
Mayor pro tem Pavăo – passed.
1. Council Member Bateman: Enact an adequate public facilities ordinance for schools.
2. Council Member Brown: Enact an adequate public facilities ordinance.
3. Council Member Ward: Identify and track about six sustainability indicators.
4. Council Member Strom: Address the problem of speeding in neighborhoods with the goal of increasing pedestrian safety in Chapel Hill.
5. Council Member Wiggins: Develop a process by which we can get feedback from employees on work climate, giving attention to salaries.
6, Council Member Evans: Study the timing of signals at intersections, especially at peak hours.
Mayor Waldorf – passed. Mayor Waldorf asked if the Council is curious enough about fiber optic cables for the Mayor or others to visit the utility to gather information.
7. Council Member Foy: Need to study the number of parking spaces and establish better criteria for safety of pedestrians in parking areas, specifically better design.
Mayor pro tem Pavăo – passed.
8. Council Member Bateman: Attention to renovation of the Hargraves Center.
Council Member Brown – asked Council Member Ward to modify his goal (#3) to ask that the Council review what had been done in the past, identify the most significant environmental indicators, and include them in the Development Ordinance. Council Member Ward said we already have a number of indicators, and he would agree to Council Member Brown’s proposal. Council Member Evans asked to add economic indicators. Council Member Brown added social indicators as well. Council Member Ward accepted these modifications. Council Members Ward and Brown agreed to work on this issue.
9. Council Member Ward: Use of auxiliary personnel in the Police Department, to help us extend our services more economically and effectively.
10. Council Member Strom: Establish a committee to examine the possibilities of public finance of elections in Chapel Hill with the goal of increasing diversity on the Town Council. Council Member Wiggins asked if that could include identifying other issues. Council Member Strom agreed to add “and other issues” to his statement. Council Member Bateman suggested adding ways to increase diversity on the Town Council. Council Member Ward agreed.
11. Council Member Wiggins: Add to number 5 – to create an impartial citizens’ group to evaluate work climate to include a process for confidentiality of employees.
12. Council Member Evans: Add to number 7 – parking requirements and review of minimum number of parking spaces.
13. Council Member Foy: Amend number 11 to include creating a committee to examine how to achieve that.
Mayor pro tem Pavăo – passed.
14. Council Member Bateman: Create a dog park.
Council Member Brown – passed.
No other Council members offered additional goals.
Ms. Fischer then read the 12 goals as identified by the Council. Mayor Waldorf asked to add to number 6 the feasibility of using transponders on buses so that our buses could receive preferential treatment at intersections. Mayor Waldorf expressed interest in a report on fiber optic opportunities.
Council Member Bateman asked for clarification on number 8. Council Member Foy said he meant that there are a lot of different ways that parking lots could be more user friendly. He noted that every car has passengers who become pedestrians in a parking lot. Council Member Foy said that more attention should be paid to safety, shading, and the like.
Council Member Bateman said she would prefer to separate out those two issues. The Council agreed by consensus. Council Member Foy said that number 8 would then be better design criteria.
Mayor Waldorf asked about number 2, saying we had been around this many times, and since we were most likely going to enact an adequate public facilities for schools, what was the purpose of an adequate public facilities ordinance for Chapel Hill. Council Member Brown answered that we do not provide schools, but we do provide parks and recreation and other services. She said she believed we should have such an ordinance for all public facilities. Mayor Waldorf asked if Council Member Brown was suggesting a fee structure. Council Member Brown said that it should be looked at.
Council Member Wiggins said any public facilities ordinance would have a tremendous impact on our Planning Department. She said if we accept this goal, we should begin now since it would take several years to get started.
Council Member Strom said this was a part of growth management protocol, and he believed that goals 2 and 3 were similar.
Mayor Waldorf asked Mr. Waldon if the Comprehensive Plan Work Group worked on the idea of a public facilities ordinance and if they had concluded that it was not appropriate for Chapel Hill the way it was proposed. Mr. Waldon said that was correct, and that the recommendation in the Comprehensive Plan was that the Council adopt a growth management protocol and each spring receive a growth management report.
Council Member Strom said that a growth management protocol model was good, but personally felt that it was not broad enough or serious enough in detailing the impacts. He said he was satisfied that this protocol should take the place of a public facilities ordinance. Council Member Brown agreed.
Ms. Fischer said there seemed to be some division on goal #2. She asked if it should be modified. Council Member Brown said she would be willing to modify it to include Council Member Wiggins’ remarks regarding starting now and phasing the plan over the next several years.
After some modifications to wording and order, the following goals were agreed to by consensus:
1. Begin an Adequate Public Facilities Ordinance for schools.
2. Begin the process of developing an Adequate Public Facilities Ordinance.
3. Identify and track sustainability indicators. Review and identify environmental, economic, and social indicators.
4. Enforcement of speeding laws in neighborhoods to increase pedestrian safety.
5. Feedback from employees on work environment. Create impartial citizens group for this purpose – ensure confidentiality for employees.
6. Timing of signals in intersections (peak hours). Transportation on buses (feasibility).
7. Report on fiber optic opportunities.
8. Better design criteria for pedestrian use of parking lots.
9. Parking requirements; minimum number.
10. Renovations at Hargraves Center.
11. Expand effectiveness of police force through security and auxiliary personnel.
12. Examine ways to increase diversity on the Council. Create committee to examine this.
13. Dog park.
MAYOR PRO TEM PAVĂO MOVED TO ADJOURN. COUNCIL MEMBER WARD SECONDED. THE MOTION WAS ADOPTED UNANIMOUSLY.
The planning session was adjourned at 2:41 p.m.