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Morrisville Town Council Regular Meeting December 12, 2017, 6:30 PM

1. Call to Order

2. Presentation of the Colors by the Morrisville Police and Fire Departments'Honor Guard

3. Pledge of Allegiance

4. Invocation - Invocation by Town Attorney Frank Gray

5. Adoption of Regular Agenda - Call for any conflicts of interest in relation to theproposed agenda.

6. Consent Agenda6.a. Resolution Authorizing the Police Chief to Award a Service Sidearm Upon Request

and in Conformance with N.C.G.S. § 20-187.2 - Patrice Andrews, Police Chief Action - December 122017-421-0_Brief_Supp_Award_Service_Sidearm.docx2017-421-0_RES_Award_Service_Sidearm(R).docx2017-421-0_ATTH01_Weapon_Retirement_Policy.doc2017-421-0_ATTH02_NCGS_Reference.docx

6.b. Approval of Minutes - November 14, 2017 - Erin L. Hudson, Town ClerkAction - December 1220171114M.pdf

6.c. Approval of Minutes - November 28, 2017 - Erin L. Hudson, Town ClerkAction - December 1220171128M.pdf

7. Presentations7.a. Staff Retirement Recognition: Robert Boening, Battalion Chief - M. Foy Jenkins, II,

Fire Chief

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8. Recognition of Elected Official Leaving Office: Mayor Mark Stohlman

9. Oath of Office Ceremony for Newly Elected Officials9.a. Jerry C. Windle - Council Member, Sworn in by Wake County Board of

Commissioners Chair Jessica Holmes

9.b. Vicki Scroggins-Johnson, Council Member, Sworn in by Representative Gale Adcock,North Carolina House of Representatives

9.c. Steve Rao, Council Member, Sworn in by Senator Jay Chaudhuri, North CarolinaSenate

9.d. TJ Cawley, Mayor, Sworn in by Representative Joe John, North Carolina House ofRepresentatives

10. Ceremony of Reception and Welcome - 30 minute recess

11. For the Good of the Order - Manager and Staff CommentsCouncil Comments

12. Public Address - Please approach the microphone and state your name, community roleand address. Please take a moment to review the Public Comment and Public HearingPolicy (available at www.townofmorrisville.org), which states that: "Speakers will notdiscuss matters that are the subject of Public Hearings, as those matters will have separatetimes scheduled for Public Comment."

13. Selection of Mayor Pro Tem

14. Action Items - To include any items removed from Consent Agenda

14.a. Resolution Approving 2018 Town Council Meeting Schedule - Martha Paige, TownManagerBrief/Action - December 122017-401-0 Town Council 2018 Meeting Schedule Briefing Supp Atth.docx2017-401 RES Town Council 2018 Meeting Schedule.docx2017-401-0 ATTH 01 Town Council 2018 Meeting Schedule.pdf

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14.b. Resolution Amending Town Council Meeting Rules of Procedure - Martha Paige,Town ManagerBrief/Action - December 122017-422-0 Supp TC Mtg Rules of Procedure.docx2017-422-0 RES TC Mtg Rules of Procedure.docx2017-422-0 ATTH 01 TC Mtg Rules of Proc Amend 102516.pdf2017-422-0 ATTH 02 TC Mtg Rules of Proc Amend 121217 edit.pdf

14.c. Resolution Appointing Town Council Members to Regional Committee Vacancies -Erin L. Hudson, Town ClerkBrief/Action - December 122017-391-0 Briefing Supp Appt TC Members to Reg Cmte Vacancies.docx2017-391-0 RES Appt TC Members to Reg Cmte Vacancies.docxATTH01 2017-391-0 Regional Committee Backgrounds.docx

15. Announcements - For a full listing of events, please see the Town Calendar atwww.townofmorrisville.org.

16. Adjournment - Thank you for attending this meeting of the Morrisville Town Council. Wehope you plan to join us again! Please feel free to email your Town Council members atTownCouncil@TownofMorrisville.org, or visit www.TownofMorrisville.org/Council foradditional contact information.

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Town Council Agenda Item Report

Agenda Item No. 2017-421-0Submitted by: Patrice AndrewsSubmitting Department Police Meeting Date: December 12, 2017

SUBJECTResolution Authorizing the Police Chief to Award a Service Sidearm Upon Request and in Conformance with N.C.G.S.§ 20-187.2 - Patrice Andrews, Police Chief Action - December 12

Recommendation: Approve as requested

Updates/History of Briefing:

Executive Summary and Background Information:Master Officer Mark Coyne retired from the Town of Morrisville’s Police Department effective November 30, 2017.He is the eighth police officer to retire from the Town, and has served Morrisville for 15 years. It has been customaryfor Morrisville to hold a formal presentation of recognition for retiring police officers. Officer Coyne was recognized atthe November 28 Town Council meeting.

Town policy also allows for the Chief of Police to award the retiring officer’s service weapon to them. To finalize theaward of a service sidearm an internal policy was established in December 2013, consistent with North CarolinaGeneral Statutes. The process provides a framework to complete the award and provide appropriate documentation.There are limited instances in which a sidearm may be awarded, including a Town law enforcement officer retiring fromthe agency or a Town law enforcement officer killed in the line of duty. In the second instance, the officer’s sidearm maybe awarded to the officer’s surviving spouse or to surviving children. The same requirements apply to either instance andany Town law enforcement officer or family member thereof awarded a service sidearm must, by N.C.G.S., pay a smallfee and secure a pistol permit according to state law. If such requirements are not met, the sidearm will be renderedincapable of firing prior to its award. The particular statute that applies in the case of Officer Coyne is N.C.G.S. §20-187.2. In accordance with this statute, Master Officer Coyne must have a pistol permit, submit a request to theContracts and Purchasing Manager for the sidearm to be awarded, and Council must approve a resolution whichauthorizes the Police Chief to award the service sidearm. Such a resolution is included in this briefing material along witha copy of the Weapon Retirement Policy (ATTH01). After completion of these steps, the Contracts and PurchasingManager retains all documentation and information related to the sidearm, including the associated serial number. Thesidearm is then declared surplus having followed proper policy and N.C.G.S. procedures. Applicable statute attachedfor reference (ATTH02).

Potential Options:- Approve award of service sidearm- Deny award of service sidearm

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Staff Recommendation:Approve as recommended

ATTACHMENTS 2017-421-0_Brief_Supp_Award_Service_Sidearm.docx 2017-421-0_RES_Award_Service_Sidearm(R).docx 2017-421-0_ATTH01_Weapon_Retirement_Policy.doc 2017-421-0_ATTH02_NCGS_Reference.docx

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Updated: November 30, 2017 1 of 2

Item Number & Subject: 2017-421-0 Resolution Awarding Service Sidearm

Lead Department: Police Action Officer: Patrice V. Andrews, Chief of Police

Subject:

RESOLUTION AUTHORIZING THE POLICE CHIEF TO AWARD A SERVICE SIDEARM UPON REQUEST AND IN ACCORDANCE WITH NORTH CAROLINA GENERAL STATUTE § 20-187.2

Briefing: 12/12/17 Public Hearing: None Action: 12/12/17

Item Schedule Select OneSchedule 1: Brief twice – vote once (six weeks) ☐

Schedule 2: Brief once – vote once (two weeks) ☐

Schedule 3: No briefing required (one week) ⊠

Link to Previous Briefings (if applicable): n/a

Charts/Graphs/Supplemental Graphics (referenced within Executive Summary of Agenda Item Summary Form in Peak):

n/a

Advisory Board/Committee Review: NONE

Advisory Board/Committee Meeting Date and Minutes: NOT APPLICABLE

Advisory Board/Committee Recommendation and/or vote: NOT APPLICABLE

Meeting Perspectives and Goals Adopted by the Council:

Perspectives Goals

Serve the Community ☐ Promote an Environmentally Sensitive & Livable Community☐ Provide a Safe Community☐ Deliver Quality Services☐ Foster a Healthy Community

Briefing Supplement

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Updated: November 30, 2017 2 of 2

Run the Operations ☐ Enhance Community Preparedness & Responsiveness☐ Maximize Partnership Opportunities☐ Provide Courteous & Responsive Customer Service☐ Model a Positive Town Image☐ Deliver Efficient Services☐ Cultivate Community Involvement & Access

Manage the Resources ☐ Maintain Fiscal Strength☐ Maximize Utilization & Resources☐ Invest in Infrastructure & Transportation

Develop Personnel ☐ Develop a Skilled & Diverse Workforce⊠ Create a Positive & Rewarding Work Culture

Resource Impact:

Staff time required if item is approved: Low

Other Potential Impacts: NONE APPLICABLE

Public Information Plan:

☐ Public Hearing (Required by GS) ☐ Public Hearing (Not Required by GS)

☐ Newspaper Notice (Required by GS) ☐ Newspaper Notice (Not Required by GS)

☐ Public Forum/Input Session ☐ Press Release

☐ Morrisville Connection ☐ E-News Distribution

☐ Social Media (Twitter, Facebook, etc.) ☐ Website Notice

☐ Special Mailing ☐ Banners Posted

☐ Flyers Posted ☐ Survey ☐ Automated Phone Call ⊠ None Required

Other:

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TOWN OF MORRISVILLE * 100 TOWN HALL DRIVE * MORRISVILLE, NC 27560

Page 1 of 2

RESOLUTION 2017-421-0 OF THE MORRISVILLE TOWN COUNCIL AUTHORIZING THE POLICE CHIEF TO AWARD A SERVICE SIDEARM UPON REQUEST AND IN ACCORDANCE

WITH NORTH CAROLINA GENERAL STATUTE § 20-187.2

WHEREAS, North Carolina General Statute § 20-187.2 allows the Town Council, upon request, to award the service sidearm to a Town law enforcement officer who is either retiring, or killed in the line of duty or while a member of the agency; and

WHEREAS, award of the service sidearm may be made to the retiring officer or, in the secondary situation, that officer’s surviving spouse, or in the absence of a surviving spouse, to his/her surviving children, upon payment of a price determined by the governing body of the Town and upon the eligible recipients securing of a pistol permit according to law, or without such permit if the sidearm is rendered incapable of being fired prior to its award; and

WHEREAS, the Police Chief recommends that the award of Master Officer Mark Coyne’sservice sidearm, pursuant to the criteria set forth above, be approved upon request and in conformance with North Carolina General Statute § 20-187.2 and this Resolution, as follows:

1. Fill out a surplus property form for the service sidearm and route it the Police Chief, Town Manager, and finally to the Finance Director for approval.

2. Approval of this resolution to request the sidearm be transferred to the recipient in accordance with the General Statutes and Town policy.

3. Submitting the “Service Side Arm Request Form” and determination of whom/where a $1.00 payment for the purchase of the service sidearm will come from as well as processing that payment via the Finance Department.

4. Submittal of the following forms to the Purchasing and Contracts Manager upon adoption of this resolution:

a. The Town Council Resolutionb. Service Side Arm Request Formc. Pistol Permit

Upon receipt of all forms and paperwork, the Purchasing and Contracts Manager will file and retain records, and the service sidearm will then be formally awarded to Master Officer Mark Coyne as a retired Town law enforcement officer.

NOW, THEREFORE, BE IT RESOLVED THAT THE MORRISVILLE TOWN COUNCIL authorizes the Chief of Police to award the service sidearm to Police Master Officer Mark Coyne having met the requirements of North Carolina General Statute § 20-187.2.

BE IT FURTHER RESOLVED that the Town of Morrisville Police Department shall include this award in an annual report to the Town Manager in January of each calendar year of all service sidearms awarded pursuant to law.

Adopted this the 12th day of December, 2017.8

______________________________Mark Stohlman, Mayor

ATTEST:

_____________________________Erin L. Hudson, Town Clerk

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STANDARD PROCEDUREDEPARTMENT: Purchasing & Contracts PAGE 1 of 4

SUBJECT: EFFECTIVE: December 09, 2013

SUPPERCEDES: All Others

Award Of Service Side Arms Of Retiring Or Deceased Police Officers

PREPARED BY:Stephen Lindsay, Purchasing &

Contracts ManagerAPPROVED BY:

Julia Ketchum, Senior Director of Business Management

PROCEDURE PURPOSE:

To create a policy that establishes procedures for awarding the service side arm of retiring or deceased police officers.

OVERVIEW:

A policy for awarding the service side arm of retiring or deceased police officers.

PROCEDURE:

Upon request, the Town may award a service side arm to a Town law enforcement officer who is either:

Retiring from the agency (per N.C.G.S.§ 20-187.2) – upon the retiring officer securing of a pistol permit according to law, or without such permit if the side arm is rendered incapable of being fired prior to its award.

Killed in the line of duty or dies while a member of the agency – the firearm may be then awarded to the officer’s surviving spouse, or in the absence of a surviving spouse, to his/her surviving children upon payment of a price determined by the Town Council and upon eligible recipients securing of a pistol permit according to law, or without such permit if the side arm is rendered incapable of being fired prior to its award.

Once it has been determined one of the two situations outlined above have or will take place the Town Police Chief will:

1. Fill out a surplus property form for the service side arm and route it the Police Chief, then the Senior Director for Community Services and finally to the Finance Director for approval.

2. Once the form has been fully processed, create a briefing sheet and resolution to request the fire arm be transferred to the recipient in accordance with the General Statutes and Town policy. Then fill out the “Service Side Arm Request Form” and determine from whom/where the $1.00 payment for the purchase of the service side arm will come from as well as processing that payment via the Finance Department.

3. Then send the following forms to the Purchasing and Contracts Manager after Town Council’s approval:

a. The Town Council Resolutionb. Service Side Arm Request Formc. Pistol Permit

Upon receipt of all forms & paperwork, the Purchasing and Contracts Manager will file and retain records, and the service side arm can then be presented to the retiree or survivee. 10

Referenced N.C.G.S.: § 20-187.2. Badges and service side arms of deceased or retiring members of State, city and county law-

enforcement agencies; weapons of active members.(a) Surviving spouses, or in the event such members die unsurvived by a spouse, surviving children of

members of North Carolina State, city and county law-enforcement agencies killed in the line of duty or who are members of such agencies at the time of their deaths, and retiring members of such agencies shall receive upon request and at no cost to them, the badge worn or carried by such deceased or retiring member. The governing body of a law-enforcement agency may, in its discretion, also award to a retiring member or surviving relatives as provided herein, upon request, the service side arm of such deceased or retiring members, at a price determined by such governing body, upon determining that the person receiving the weapon is not ineligible to own, possess, or receive a firearm under the provisions of State or federal law, or if the weapon has been rendered incapable of being fired. Governing body shall mean for county and local alcohol beverage control officers, the county or local board of alcoholic control; for all other law-enforcement officers with jurisdiction limited to a municipality or town, the city or town council; for all other law-enforcement officers with countywide jurisdiction, the board of county commissioners; for all State law-enforcement officers, the head of the department.

(b) Active members of North Carolina State law-enforcement agencies, upon change of type of weapons, may purchase the weapon worn or carried by such member at a price which shall be the average yield to the State from the sale of similar weapons during the preceding year. (1971, c. 669; 1973, c. 1424; 1975, c. 44; 1977, c. 548; 1979, c. 882; 1987, c. 122; 2013-369, s. 19.)

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Town Council Agenda Item Report

Agenda Item No. 2017-394-0Submitted by: Erin HudsonSubmitting Department Administration Meeting Date: December 12, 2017

SUBJECTApproval of Minutes - November 14, 2017 - Erin L. Hudson, Town ClerkAction - December 12

Recommendation:

Updates/History of Briefing:

Executive Summary and Background Information:n/a

Potential Options:- Approve- Approve with edits

Staff Recommendation:Approve

ATTACHMENTS 20171114M.pdf

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Town Council November 14, 2017 Meeting Minutes Page 1 of 7

Morrisville Town Council Regular Meeting November 14, 2017, 6:30 P.M.

1. Call to order

Mayor Stohlman called the meeting to order at 6:30 p.m. Also present at the meeting were Mayor Pro Tem Rao, Council Members Cawley, Garimella, Johnson, Schlink, Scroggins-Johnson, and Attorney Frank Gray. Present staff included Martha Paige/Town Manager, Todd Wright/Assistant Town Manager, Jeanne Hooks/Assistant to the Town Manager, Nancy Emslie/Finance Director, Shandy Padgett/Inspections Director, Blake Mills/Public Works Director, Courtney Tanner/Planning Director, Kent Jackson/Town Engineer, Michele Stegall/Current Planning Manager, Ben Howell/Long Range Planning Manager, Eliot Ward/Planner I, Sarah Baker/Community Relations Liaison, Stephanie Smith/Public Information Officer, and Erin L. Hudson/Town Clerk.

2. Invocation by Pastor Jerry Miller from Raleigh Christian Chinese Church Pastor Miller provided the invocation.

3. Pledge of Allegiance

4. Adoption of Regular Agenda

Call for any conflicts of interest in relation to the proposed agenda. No conflicts were noted. MOTION: Mayor Pro Tem Rao made a motion to adopt the agenda. The motion was seconded by Council Member Garimella and carried unanimously.

5. Consent Agenda 5.a. Resolution Authorizing Sale of Mobile Home Located at 133 Carolina Street

(2017-368-0) – Nancy Emslie, Finance Director Action – November 14 MOTION: Council Member Johnson made a motion to adopt the Consent Agenda. The motion was seconded by Council Member Cawley and carried unanimously.

6. Presentations 6.a. Annual MESC Poster Contest Presentation MESC members presented certificates to each recipient, along with a banner of the winning

poster, which will be displayed on Town Hall Drive. 6.b. MESC Annual Report

Michael Worden, MESC Chair, gave the report reviewing recycling, outreach and educational opportunities, as well as outlined future projects and goals. Mayor Pro Tem Rao recommended that the committee consider sustainability as it relates to smart cities initiatives, connected cities and environmental sustainability. Council Member Scroggins-Johnson expressed enthusiasm at the upward trend in recycling, would like to hear ideas from the committee on continuing to encourage recycling, and asked that council be updated at more frequent intervals. 13

Town Council November 14, 2017 Meeting Minutes Page 2 of 7

6.c. Morrisville Community Library Update John De Haro, Project Manager, Wake County, noted that Wake County contracted with

Little Diversified Architectural Consulting to maintain project consistency and continuity. Joel Dabrowski, Senior Project Designer, Little Diversified Architectural Consulting,

indicated that there would be an opportunity to create a community, rather than a regional library, to serve as a main civic building in the Town Center area. He provided a proposed library site plan, outlining pedestrian and traffic access. He also outlined the library floor plan, which has some configurability options to help mitigate sunlight issues on two sides of the building. He further identified future stakeholder meetings, including the Wake County Board of Commissioners and Library Commission, to be held in the next week.

Council Member Johnson asked Mr. Dabrowski to clarify how any timeline changes that

might need to be made prior to summer 2018 and he confirmed that would be desired prior to construction, only because changes would be more difficult to implement once construction was underway.

Related to sustainability and energy efficiency, Mr. Dabrowski noted that solar panels could

be used for more efficiency in the future and LED light sensors would be used and turned off when not in use to conserve energy.

Council Member Garimella asked for further explanation of louvers and Mr. Dabrowski

indicated those serve as a visor, diffusing light and preventing excess heat from entering the building. Council Member Garimella asked if the windows were high-wind resistant and Mr. Dabrowski indicated they would be built according to code.

6.d. New Employee Introduction: Dylan Brucchaus, Transportation Planner Ben Howell, Long Range Planning Manager, noted that Mr. Brucchaus attended graduate

school at Rutgers, interned in New York City for Walk NYC and has multi-modal government experience.

6.e. Wayfinding/Gateway Sign Update Stephanie Smith, PIO, noted that staff has been researching and reviewing options for

signage to ensure that Town needs are met during the process. The first phase of the plan is gateway signage to be placed at main entry points and secondary locations are still to be determined. Staff will consult with a design firm to develop options, which will be presented to Town Council in January for review and selection, consistent with the current brand. Phase two of the process would be wayfinding signage to assist the public in locating major destinations and municipal buildings. Spring and fall of 2018 will provide fabrication and installation of signs.

Mayor Stohlman asked if a mileage indicator could be included for reference to destination

points, as well as requesting staff be mindful of the style of signs. 6.f. Strategic Planning Presentation Todd Wright, Assistant Town Manager, provided historical data and recent survey

information that was collected. He thanked council for 100% participation in the survey and noted that all groups provided very consistent feedback, which allowed the strategic planning team to prepare some draft components for council to review and consider prior to the November 28 strategic planning work session.

Lou O’Boyle, Zelos Project Manager, outlined how some information was collected to date,

as well as future input opportunities. She clarified that Zelos staff coded comments and 14

Town Council November 14, 2017 Meeting Minutes Page 3 of 7

feedback from open-ended responses, which may have slightly skewed some of the ranked responses for council. She also provided a list of next steps, including upcoming meetings with council and community input meetings.

Council Member Cawley questioned the words “of choice” in the mission statement and Ms.

O’Boyle indicated if it isn’t clear, it may still need some work and further consideration. 7. For the Good of the Order

Manager and Staff Comments Town Manager Paige noted that the employee Thanksgiving Potluck luncheon was held today. During the event, a recap of a staff recognition program was provided.

Council Comments Council Member Johnson expressed thanks to all wearing purple for Pancreatic Cancer Awareness month. Council Member Schlink asked for an update on PZB at the next meeting from staff, which Town Manager Paige indicated would be provided during the Town Council Roundtable. He wished everyone safe travels for the holiday season. Council collectively wished a happy Thanksgiving to all and thanked staff for all their hard work. Mayor Pro Tem Rao congratulated all candidates on the recent election. He thanked the Fire Department for raising the flag at the Preston Pointe Veteran’s Day celebration. He thanked the creators of mConnect for developing an app related to Morrisville and looks forward to its growth. He also thanked Mayor Stohlman for his service and tenure.

Administrative Reports There were no reports.

8. Public Address Jerry Windle, 6100 Kit Creek Road, noted that he attended the Veteran’s Day ceremony at Preston Pointe and acknowledged the work and sacrifice of all veterans. He was moved by interactions with veterans and the experiences shared.

9. Items With no Update 9.a. Consideration of Items Related to Closure of Carolina Street and Sears Drive:

- 2017-311-0 RES A – Declaring Intent to Consider Permanently Closing Sears Drive and a Portion of Carolina Street

- 2017-311-0 RES B – Closing Sears Drive and a Portion of Carolina Street Recess- 7:56 pm Reconvene- 8:06 pm

10. New Items 10.a. Resolution Approving Advisory Board and Committee Appointments and

Reappointments (2017-312-0)

Sarah Baker, Community Relations Liaison, noted that there were 14 vacancies currently and this had been a successful recruitment cycle. An updated hard copy packet of applications had been provided to council. Council Member Schlink questioned if future recruitments may consider limiting appointment to only one committee to allow more citizens an opportunity to serve. 15

Town Council November 14, 2017 Meeting Minutes Page 4 of 7

10.b. Resolution Authorizing a Lease Agreement with Morrisville Community

Garden for the Existing Site Located at 219 Church Street and the New Education Garden Site at the Morrisville Healthy Food Hub (2017-326-0)

Mr. Howell noted that this item would allow the Town Manager to sign a lease for the Healthy Food Hub Education Garden and Community Garden, both running concurrently with the Farmers Market lease. The Community Garden lease would begin March 1, and the new lease will supersede the current lease. Council Member Scroggins-Johnson asked if staff had discussed lease terms with the Community Garden representative, which staff confirmed they had and there was no opposition. Council Member Schlink asked that the Community Garden be identified in the future as a “not for profit” entity.

10.c. Consideration of Items Related to the Annexation Petition for 0 Wilson Road (ANX 17-03) - Resolution 2017-329-0A of the Morrisville Town Council Pertaining to the Sufficiency of the Petition to Extend the Town of Morrisville Corporate Limits to Include a Tract of Property Commonly Known as 0 Wilson Road (and to be known as 1729 Fairbanks Road) and Located in the Vicinity of Fairbanks Road and Flip Trail; and - Resolution 2017-329-0B of the Morrisville Town Council Setting a Date for the Public Hearing on the Question of a Voluntary Annexation for a Tract of Property Commonly Known as 0 Wilson Road (and to be known as 1729 Fairbanks Road) and Located in the Vicinity of Fairbanks Road and Flip Trail Pursuant to G.S. 160A-31; and - Ordinance 2017-329-0 of the Morrisville Town Council Pertaining to the Extension of the Town of Morrisville Corporate Limits to Include a Tract of Property Commonly Known as 0 Wilson Road (and to be known as 1729 Fairbanks Road) and Located in the Vicinity of Fairbanks Road and Flip Trail (ANX 17-03)

Eliot Ward, Planner I, noted the applicant submitted a voluntary annexation petition for a parcel that is currently located within the Town of Cary’s ETJ, but is not contiguous to Cary’s corporate limits. Cary has provided written consent for the proposed annexation and if approved, Morrisville would provide utility access. Council Member Cawley requested to know the zoning of nearby properties and staff responded that LD and MD residential surrounded the area with single-family detached.

MOTION: Council Member Johnson made a motion to approve RES 2017-329-0A and RES 2017-329-0B. The motion was seconded by Council Member Cawley and carried unanimously.

10.d. Consideration of Amendments to the Future Land Use Plan and Zoning Map

for 0 Wilson Road (Wake County PIN 0754796300) Located in the Vicinity of Fairbanks Road and Flip Trail

- 2017-299-0A Resolution Amending Future Land Use Plan - 2017-299-0B Resolution Approving Consistency Review Statement - 2017-299-0 Ordinance Approving Zoning Map Amendment

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Town Council November 14, 2017 Meeting Minutes Page 5 of 7

Mr. Ward noted that the applicants of the previously reviewed proposed annexation have also requested a land use map amendment. The subject property is surrounded by single-family detached homes and the intended use will fit with the character of the surrounding area. PZB unanimously approved the request. Courtney Tanner, Planning Director, clarified that this was a single-family detached request for one home, not a multi-structure development. Mayor Stohlman questioned if additional road access was needed and staff confirmed road access to the property already existed. 10.e. Consideration of Items Related to the Morrisville Waste Transfer Station

(ANX 17-04): - Resolution 2017-327-0A of the Morrisville Town Council Pertaining to the

Sufficiency of the Petition to Extend the Town of Morrisville Corporate Limits to Include a Tract of Property Commonly Known as 230 International Drive and located East of Airport Boulevard and North of Southport Drive; and

- Resolution 2017-327-0B of the Morrisville Town Council Setting a Date for the Public Hearing on the Question of a Voluntary Annexation for a Tract of Property Commonly Known as 230 International Drive and Located East of Airport Boulevard and North of Southport Drive Pursuant to G.S. 160A-31

- Ordinance 2017-327-0 of the Morrisville Town Council Pertaining to the Extension of the Town of Morrisville Corporate Limits to Include a Tract of Property Commonly Known as 230 International Drive and Located East of Airport Boulevard and North of Southport Drive.

Mr. Ward noted that the property owner submitted the petition for annexation for a vacant site, which also holds right of way. The property is adjacent to the lot approved for the SUP previously approved for a Waste Transfer Station. Staff recommends approval. MOTION: Council Member Johnson made a motion to approve RES 2017-327-0A and RES 2017-327-0B. The motion was seconded by Council Member Cawley and carried unanimously.

10.f. Resolution Approving Re-Codification of the Town of Morrisville Code of Ordinances (2017-324-0)

Erin L. Hudson, Town Clerk, noted that there was some data determined to be missing from the Town Code of Ordinances and per North Carolina General Statute, the Town is required to have a complete and accurate Code. Staff completed an audit of approved Code amendments and verified each for inclusion. As Code amendments have been approved, they have been available for staff to access and enforce, as well as for citizen access. Enhancements have been made during this review, such as uniform and consistent layout of each chapter, formatting, indexing and page breaks. Supplemental documents will now contain references to both the Code section, as well as page. Staff recommends re-codifying on a quarterly basis to capture approved amendments, as well as publishing with Flipping Book for ease of use.

Recess-8:32 pm Reconvene- 8:40 pm

11. Work Sessions 11.a. Town Council Roundtable Town Council Meeting Schedule Options 17

Town Council November 14, 2017 Meeting Minutes Page 6 of 7

Town Manager Paige noted that supplemental items, such as project updates, work sessions, and roundtable discussions, while important topics, many times fall at the end of a meeting when Council and staff are tired, or not allow for adequate discussion time. To accommodate this work, she proposed some ideas to shorten meetings. She recommended that council consider discussing a work session meeting in between the two regularly scheduled meetings to address non-action items such as presentations and project updates. Meetings could be scheduled and work prepared, and conversely, if a meeting was not needed, it could be canceled. Council Member Scroggins-Johnson asked that if meeting frequency is increased that remote meeting participation frequency be increased. Town Manager Paige noted that no voting would be held at these proposed meetings and council may always change its policy for remote participation if it chooses. She further noted that additional budget meetings or other meeting types would only be scheduled as needed. Discussion ensued related to extending remote participation allowance above two meetings per year. Council Member Garimella requested a tally of council meetings for the 2017 calendar year. Council Member Schlink questioned if the additional meeting could be held every other month as a trial, if council consensus was to implement. Town Manager Paige will bring back a revised item for council consideration, using the feedback provided. Additional meetings in February, July and August will likely be excluded to account for Spring Retreat and vacation schedules. Transportation Plan Update Town Manager Paige noted that staff held discussion with the PZB at its previous meeting related to the goal of a PZB recommendation for the Transportation Plan to Town Council. Staff needs some time to gather, address and respond to input that has been received, rather than forcing a recommendation. That being the case, PZB would discontinue its public comment period, but allow the online comment portal to remain open. Mayor Stohlman asked if each question submitted in the portal was receiving a response and staff responded that it was a comment portal rather than a Q&A. Staff is seeking themes from the comments and ensuring those themes are addressed within information provided. Council Member Scroggins-Johnson noted that the FAQ is a necessary document, along with outlined themes, similar to the format used by WCPSS. She asked that the plan have a version number indicated so citizens can identify if they need to provide additional comments. She further questioned if staff could provide a highlight of changes that have occurred, particularly on maps, to compare and contrast. Council Member Schlink asked to know the current version available and the new version that will be provided to PZB. Staff directed council to the Transportation Plan website for the most current data. Council Member Garimella asked if the PZB meetings could be streamed on video and staff responded that topic was broached with the board and they do not wish to be video recorded at this time. Additional Topic- CAMPO MTP, NC147 Alignment Mayor Stohlman noted there was a meeting the following day with CAMPO and if council agreed, he would be happy to share council’s wishes with CAMPO for NC147 at that meeting.

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Town Council November 14, 2017 Meeting Minutes Page 7 of 7

Council consensus was to allow Mayor Stohlman to recommend the option to connect NC147 to Davis Drive rather than Town Hall Drive. Ms. Tanner noted that staff could add some information to the local plan in support of council’s comments. Mr. Howell noted that CAMPO will likely respond that Triangle Parkway is proposed to enter onto McCrimmon Parkway so the town will need to clearly state that connection would be different in the local plan. Parkside Valley Elementary Update Ms. Tanner noted the site plan has been submitted and it is being vetted for compliance. The project review timeline would likely be in spring 2018. Willingham Drive is moving forward without a greenway because no direction was provided by the HOA, but council can determine if they would like to make it a Town project and staff can make that request of Wake County. Council Member Johnson expressed disappointment that the project has moved forward and may not be able to accommodate a greenway at this point. Council Member Garimella provided some reference information related to the HOA decision. Staff noted that the county could not invest in the project without the HOA support, nor without a survey, and survey work has not been completed. Discussion ensued about the topography of the lot, a possible bridge and ownership of the property. Ms. Tanner noted that the HOA asked for an independent review of the TIA and the information has to be sent to NCDOT and Town staff was copied. Recent legislation only requires schools to build improvements in front of their site. All offside road improvements discussed are the responsibility of the jurisdiction or NCDOT. Ms. Tanner noted that Breckenridge HOA has requested an additional meeting with WCPSS with a clear agenda and bullet points, or if it is a specific set of questions, WCPSS is happy to respond to those directly. Council Member Scroggins Johnson recommended that Council Member Garimella work with Kathy Hartenstine, WCPSS School Board Member, to host an information session. Council Member Johnson noted that children outside of Breckenridge and outside of Morrisville will be attending Parkside Elementary and that the Wake County School Board should be involved in the conversations.

12. Announcements For a full listing of events, please see the Town Calendar at www.townofmorrisville.org.

13. Adjournment

MOTION: Mayor Pro Tem Rao made a motion to adjourn. The motion was seconded by Council Member Schlink and carried unanimously. Mayor Stohlman adjourned the meeting at 10:46 p.m.

19

Town Council Agenda Item Report

Agenda Item No. 2017-395-0Submitted by: Erin HudsonSubmitting Department Administration Meeting Date: December 12, 2017

SUBJECTApproval of Minutes - November 28, 2017 - Erin L. Hudson, Town ClerkAction - December 12

Recommendation:

Updates/History of Briefing:

Executive Summary and Background Information:n/a

Potential Options:- Approve- Approve with edits

Staff Recommendation:Approve

ATTACHMENTS 20171128M.pdf

20

Town Council November 28, 2017 Meeting Minutes Page 1 of 7

Morrisville Town Council Regular Meeting November 28, 2017, 6:30 P.M.

1. Call to order

Mayor Stohlman called the meeting to order at 6:30 p.m. Also present at the meeting were Mayor Pro Tem Rao, Council Members Cawley, Garimella, Johnson, Schlink, Scroggins-Johnson, and Attorney Frank Gray. Present staff included Martha Paige/Town Manager, Todd Wright/Assistant Town Manager, Patrice Andrews/Police Chief, Foy M. Jenkins, II/Fire Chief, Nancy Emslie/Finance Director, Shandy Padgett/Inspections Director, Blake Mills/Public Works Director, Jerry Allen/Parks, Recreation and Cultural Resources Director, Courtney Tanner/Planning Director, Kent Jackson/Town Engineer, Michele Stegall/Current Planning Manager, Ben Howell/Long Range Planning Manager, Eliot Ward/Planner I, Sarah Baker/Community Relations Liaison, Stephanie Smith/Public Information Officer, and Erin L. Hudson/Town Clerk.

2. Invocation by Council Member Michael Schlink Council Member Schlink provided the invocation.

3. Pledge of Allegiance

4. Adoption of Regular Agenda

Call for any conflicts of interest in relation to the proposed agenda. No conflicts were noted. MOTION: Mayor Pro Tem Rao made a motion to adopt the agenda. The motion was seconded by Council Member Garimella and carried unanimously.

5. Consent Agenda 5.a. Resolution Authorizing a Lease Agreement with Morrisville Community

Garden for the Existing Site Located at 219 Church Street and the New Education Garden Site at the Morrisville Healthy Food Hub (2017-326-0) - Ben Howell, Long Range Planning Manager

Brief – November 14 Action – November 28 5.b. Resolution Approving Re-Codification of the Town of Morrisville Code of

Ordinances (2017-324-0) - Erin L. Hudson, Town Clerk Brief – November 14 Action – November 28 5.c. Resolution Authorizing the Sale of Two BMW Police Motorcycles to

Cabarrus County Sheriff’s Department (2017-381-0) – Shannon Fonville, Purchasing and Contracts Manager

Action – November 28 5.d. Approval of Minutes – October 10, 2017 – Erin L. Hudson, Town Clerk Action – November 28 21

Town Council November 28, 2017 Meeting Minutes Page 2 of 7

5.e. Approval of Minutes – October 17, 2017 Work Session – Erin L. Hudson,

Town Clerk Action – November 28 5.f. Approval of Minutes – October 24, 2017 – Erin L. Hudson, Town Clerk Action – November 28 MOTION: Mayor Pro Tem Rao made a motion to adopt the Consent Agenda. The motion was seconded by Council Member Cawley and carried unanimously.

6. Presentations 6.a. Employee Retirement Recognition: Mark Coyne, Police Officer Patrice Andrews, Chief of Police, recognized Officer Coyne for 22 years of service, 15 with

the Town of Morrisville. He began his law enforcement career in November 1995, working with both State and regional police departments. He looks forward to completing a degree in Criminal Psychology at Campbell University. He was presented a commemorative plaque from the Town in recognition of his service.

6.b. Morrisville Parks, Recreation and Cultural Resources Advisory Committee

Report to Town Council Nicolle Tulve, PRCRAC Chair, shared a presentation on committee duties, recognized committee members, noted volunteer activities, support services provided, future plans and projects.

6.c. Morrisville Veterans Memorial Foundation Update to Town Council Ms. Tulve, MVMF Board of Directors Vice Chair, provided background on the creation of

the MVMF, an overview of the site, design options for the memorial, and major foundation milestones.

Mayor Pro Tem Rao asked if there was a proposed cost estimate for the memorial as

designed and Ms. Tulve responded the cost would be approximately $300,000-500,000. 6.d. Public Works Accreditation Process Blake Mills, Public Works Director, thanked staff for serving as accreditation managers and

facilitating the process so that work could continue within the department. He outlined the competencies that staff must demonstrate to receive a recommendation for accreditation.

Mayor Stohlman asked if any items had been discovered throughout the process and staff

responded that the biggest benefit was the ability to identify processes, document them and learn from them moving forward.

6.e. Quarterly Transportation Update Ben Howell, Long Range Planning Manager, provided status updates on various State and

Town projects, the Wake County Transit Plan, the CAMPO 2045 MTP, and transit and bicycle pedestrian projects. He further reviewed road projects located within the MTP, many of which are still high level in planning and unfunded at this time, so full details are unknown. He indicated that if council desired to make any changes to the MTP, this would be the time to make those recommendations to CAMPO.

Council Member Schlink asked if staff planned to attend the upcoming CAMPO meeting,

which staff confirmed they would, but would not provide comment at that time unless directed by council.

22

Town Council November 28, 2017 Meeting Minutes Page 3 of 7

Council Member Schlink asked staff to explain the Crabtree Crossing Extension greenway connection at Morrisville Carpenter Road. Staff responded that the original design included a connection on both east and west sides of Crabtree Crossing to Town Hall Drive, but property and easements were not owned at that time, so that portion of the project was removed. The project bid at that time included the main spine of the greenway and Crabtree Crossing to the dead-end connection. Staff is now securing pricing to connect to Morrisville Carpenter Road to incorporate as an alternate into the contract. The full connection was included in the original construction plan.

Council Member Scroggins-Johnson asked questions related to road projects, management,

alternates, detours and assistance to be made available to public. Staff responded that interruptions will be intermittent and staff will develop a detailed communication plan for detour routes. Council Member Scroggins-Johnson asked how Morrisville can encourage more local or residential bus service in upcoming transit plans and staff responded that many of the major route expansions are multi-year plans with prioritization methodologies to gauge the highest areas of service. Staff noted that several criteria considered were expected revenue hours, expected ridership, jobs served, density of housing and other related information. Council Member Scroggins-Johnson noted that she would like a better understanding of the scoring system and questioned if that could be a discussion topic for Retreat.

Council Member Garimella noted that this information is helpful in discussions with the

community to explain how projects are developed and may take time. He expressed concern about a project on Davis Drive that seems to have ceased construction but maintains a lane closure.

Discussion ensued about whether or not council would make recommendations to the plan

at this time. Council Member Johnson asked how long after the December 7 meeting council would have

to see and review the plan and submit comments, and staff noted there would be a cushion of time. Council Member Johnson recommended that staff share the NCDOT public input information on social media.

Mayor Stohlman asked for an update on the sidewalk project on NC54 and Town Manager

Paige noted that final design approval is pending from NCDOT. 7. For the Good of the Order

Manager and Staff Comments There were no comments.

Council Comments Mayor Pro Tem Rao commented on a successful NLC conference. He thanked council for being present at the Wake County Commissioners meeting when the library design was approved. Council Member Garimella reflected on originally meeting Mayor Stohlman four years earlier and commended his service. He congratulated Mayor-elect Cawley and Council Member-elect Windle on their new positions, noting that he would be unable to attend the organizational meeting for their swearing in. Council Member Scroggins-Johnson visited the Crabtree Hatcher Creek Greenway over Thanksgiving and commended the addition to the Town.

Administrative Reports 23

Town Council November 28, 2017 Meeting Minutes Page 4 of 7

There were no reports.

8. Public Address Vivek Yadav, 309 Weston Estates Way, created the mConnect application and thanked staff for their support. He commended Mayor Pro Tem Rao and Sarah Gaskill, MCoC President, and other members in attendance for their support of the application. He looks forward to learning from the Town and to sharing knowledge and information with the Town. He sees cities becoming more engaged through open data.

9. Advisory Board and Committee Appointments and Reappointments Voting Council members voted by ballot. Recess- 7:56 pm Reconvene- 8:06 pm

10. Public Hearings

10.a. Public Hearing Related to Closure of Carolina Street and Sears Drive:

- 2017-311-0 RES B – Closing Sears Drive and a Portion of Carolina Street Eliot Ward, Planner I, indicated that the lot was approximately 0.695 acres, and related to the Town Center demonstration plan. Council asked for a different rendering of an image at the November 14 meeting and he provided a superimposed picture of the demonstration project over the proposed closure area. Assistant Town Manager Wright is working on additional recognition opportunities for the Sears family after the road is closed. No one was signed up to speak. MOTION: Council Member Johnson made a motion to close the public hearing. The motion was seconded by Council Member Scroggins-Johnson and carried unanimously. MOTION: Council Member Scroggins-Johnson made a motion to adopt Resolution 2017-311-0B. The motion was seconded by Council Member Cawley and carried unanimously. 10.b. Public Hearing Related to the Annexation Petition for 0 Wilson Road (ANX

17-03): - Ordinance 2017-329-0 of the Morrisville Town Council Pertaining to the Extension of the Town of Morrisville Corporate Limits to Include a Tract of Property Commonly Known as 0 Wilson Road (and to be known as 1729 Fairbanks Road) and Located in the Vicinity of Fairbanks Road and Flip Trail (ANX 17-03)

Mr. Ward noted there were no updates on this item. No one was signed up to speak. MOTION: Council Member Scroggins-Johnson made a motion to close the public hearing. The motion was seconded by Mayor Pro Tem Rao and carried unanimously. MOTION: Council Member Johnson made a motion to adopt Ordinance 2017-329-0. The motion was seconded by Council Member Scroggins-Johnson and carried unanimously. 24

Town Council November 28, 2017 Meeting Minutes Page 5 of 7

10.c. Public Hearing on Amendments to the Future Land Use Plan and Zoning

Map for 0 Wilson Road (Wake County PIN 0754796300) Located in the Vicinity of Fairbanks Road and Flip Trail

- 2017-299-0A Resolution Amending Future Land Use Plan - 2017-299-0B Resolution Approving Consistency Review Statement - 2017-299-0 Ordinance Approving Zoning Map Amendment Mr. Ward indicated there were no updates on this item. No one was signed up to speak. MOTION: Council Member Scroggins-Johnson made a motion to close the public hearing. The motion was seconded by Council Member Johnson and carried unanimously. MOTION: Council Member Johnson made a motion to adopt Resolution 2017-299-0A. The motion was seconded by Council Member Scroggins-Johnson and carried unanimously. MOTION: Council Member Johnson made a motion to adopt Resolution 2017-299-0B. The motion was seconded by Council Member Cawley and carried unanimously. MOTION: Council Member Johnson made a motion to adopt Ordinance 2017-299-0. The motion was seconded by Council Member Scroggins-Johnson and carried unanimously. 10.d. Public Hearing Related to the Morrisville Waste Transfer Station (ANX 17-

04): - Ordinance 2017-327-0 of the Morrisville Town Council Pertaining to the

Extension of the Town of Morrisville Corporate Limits to Include a Tract of Property Commonly Known as 230 International Drive and Located East of Airport Boulevard and North of Southport Drive.

Mr. Ward indicated there were no updates. MOTION: Council Member Scroggins-Johnson made a motion to close the public hearing. The motion was seconded by Council Member Garimella and carried unanimously. MOTION: Council Member Scroggins-Johnson made a motion to adopt Ordinance 2017-327-0. The motion was seconded by Mayor Pro Tem Rao. Council Member Schlink voted in opposition. The motion carried six to one.

11. Action Item 11.a. Resolution Approving Advisory Board and Committee Appointments and

Reappointments (2017-312-0)

The following residents were selected for appointment/reappointment by ballot vote earlier in the meeting: MESC- Alex Waters and Michelle Wright PRCRAC- Kristine Cuddy, Brian Foxx, Elise Johnson and Aastha Naik PMAC- Lauren Butler PSAC- VJ Bednarz 25

Town Council November 28, 2017 Meeting Minutes Page 6 of 7

SAC- Joyce Daye, Joe LoFaro, Linda Lyons, Nina Weiland, Gwendolyn Warren

MOTION: Council Member Scroggins-Johnson made a motion to adopt Resolution 2017-312-0. The motion was seconded by Council Member Garimella and carried unanimously. Recess- 8:17 pm Reconvene – 8:24 pm

12. Work Sessions 12.a. Website Redesign Site Tour Stephanie Smith, Public Information Officer, indicated the site tour would provide a preliminary overview of the website to date, noting that many pieces and pages are still under construction. She noted that a more polished, more complete site would be shared with council in the coming weeks and council would be provided an opportunity to explore the site. 12.b. Sign Code Update Michele Stegall, Current Planning Manager, reviewed the intent of the sign code review to ensure compliance with recent case law, and reviewed the process up to this point. Staff held internal and external stakeholder interviews and noted that much of the feedback received alluded to concerns related to temporary signage. These are currently categorized as “content-based” signs and new, more general, categories are being proposed. She also outlined that political signs currently may be a violation of the case law decision and the consultant has recommended that the Town follow the State ordinance for political signs. The consultant and staff have worked to outline a number of recommended changes, which were reviewed. Mayor Stohlman asked for clarification on the case law, which staff indicated that a sign cannot be message-related, or it could be considered a violation. He also requested that staff provide pictures and examples of the varying styles of signs and violations. Attorney Gray noted that the consultant has recommended that pole signs be prohibited, as they are inconsistent with the community aesthetic. Discussion ensued among council regarding enforcement, regulation of signs within assigned areas, and what changes would potentially be seen within Town. Ms. Stegall noted that staff met and discussed the various options and opportunities for consistent regulation and enforcement, as well as flexibility within a specific area. Courtney Tanner, Planning Director, indicated that sign regulation zones would allow for corridors, office parks, and shopping centers to be designated for signage. Council Member Scroggins-Johnson expressed support for Option 1: Regulation by Zoning District, as it would help preserve signage and design that is currently in place. Council Majority was to support Option 2: Creation of Sign Regulation Zones. Staff indicated that draft information will be available in the spring and will be shared with both council and the development community. Council Member Garimella asked if existing signs would be grandfathered, which staff responded they would, until the sign itself was modified. 12.c. Strategic Planning Work Session Lou O’Boyle, Zelos Project Manager, reviewed the goals for the evening’s work session. 26

Town Council November 28, 2017 Meeting Minutes Page 7 of 7

Mission Statement: Discussion ensued and several council members challenged inclusion of the word “growth”, relating “proactive” to “responsive” programs and services, inclusion of quality of life and leadership, inclusion of “connect/ed” or reference to brand identity, innovation, and a general feeling that that statement was too short. Council provided an edited statement for further review and consideration. Vision Statement: Discussion ensued and council felt the statement was incomplete, and shared additional adjectives for consideration. Council consensus was to allow the Strategic Planning Team to review the current Vision Statement and try to make the statement concise without losing the context. Values: O’Boyle described Values as mannerisms to be demonstrated by staff or to be expected by customers when interacting with staff. “Transparency” was recommended as an additional value. Goals: Council recommended the addition of “redevelopment” to the title of goal #2, or suggested that it be rewritten. It was also suggested that “redevelopment”, along with some of the descriptive words and phrases from the Mission Statement discussion could be used for Goal reference. Strategic Plan Identity: Council asked that the Strategic Planning Team review the three identities and explore additional options.

13. Announcements For a full listing of events, please see the Town Calendar at www.townofmorrisville.org.

14. Adjournment

MOTION: Mayor Pro Tem Rao made a motion to adjourn. The motion was seconded by Council Member Scroggins-Johnson and carried unanimously. Mayor Stohlman adjourned the meeting at 10:09 p.m.

27

Town Council Agenda Item Report

Agenda Item No. 2017-396-0Submitted by: Erin HudsonSubmitting Department Fire Meeting Date: December 12, 2017

SUBJECTStaff Retirement Recognition: Robert Boening, Battalion Chief - M. Foy Jenkins, II, Fire Chief

Recommendation:

Updates/History of Briefing:

Executive Summary and Background Information:

Potential Options:

Staff Recommendation:

ATTACHMENTS

28

Town Council Agenda Item Report

Agenda Item No. 2017-401-0Submitted by: Martha PaigeSubmitting Department Administration Meeting Date: December 12, 2017

SUBJECTResolution Approving 2018 Town Council Meeting Schedule - Martha Paige, Town ManagerBrief/Action - December 12

Recommendation:Approve the Proposed 2018 Town Council Meeting Schedule

Updates/History of Briefing:Not Applicable

Executive Summary and Background Information:Adoption of the 2018 Town Council Meeting Schedule will keep the public informed and provide a structured scheduleformat to plan around. This proposed schedule is based on the current schedule of holding regular Town Councilbusiness meetings the second and fourth Tuesday of each month. Public Input opportunity is available at all businessmeetings. There is only one meeting scheduled for December following the standard planned format of prior years. Holding one meeting in December allows for public involvement in consideration of the holiday season.

In addition to the regular Town Council business meetings, the annual Town Council Retreat and FY2019 budgetadoption work sessions have been identified and included in the proposed meeting schedule. The establishment ofscheduled, non-voting item work sessions on the third Tuesday of selected months is also noted in the proposedschedule. Reserving these dates in advance will allow for better coordination by both Town Council and staff toeffectively plan and prepare for additional periodic extra workload and budget preparation, and facilitate aligning themeeting schedule with other Town Council commitments. Work sessions, if not needed, may be cancelled orpostponed.

Council Meetings are scheduled and held in accordance with NC Open Meetings Law. Additional meetings may bescheduled during the year and will be duly advertised to the public. The proposed schedule is provided as ATTH 01.

Potential Options:- Approve the Town Council Meeting schedule as proposed- Modify the proposed Town Council Meeting schedule.

Staff Recommendation:- Approve the Town Council Meeting schedule as proposed.

ATTACHMENTS 2017-401-0 Town Council 2018 Meeting Schedule Briefing Supp Atth.docx 2017-401 RES Town Council 2018 Meeting Schedule.docx 29

2017-401-0 ATTH 01 Town Council 2018 Meeting Schedule.pdf

30

Updated: December 1, 2017 1 of 2

Item Number & Subject: 2017-401-0Town Council 2018 Meeting Schedule

Lead Department: Administration Action Officer: Martha Paige, Town Manager

Subject: Adoption of Town Council 2018 Meeting Schedule

Briefing: 12/12/17 Public Hearing: None Action: 12/12/17

Item Schedule Select OneSchedule 1: Brief twice – vote once (six weeks) ☐

Schedule 2: Brief once – vote once (two weeks) ☐

Schedule 3: No briefing required (one week) ⊠

Link to Previous Briefings (if applicable):

Charts/Graphs/Supplemental Graphics (referenced within Executive Summary of Agenda Item Summary Form in Peak):

Advisory Board/Committee Review:

None

Advisory Board/Committee Meeting Date and Minutes:

Not Applicable

Advisory Board/Committee Recommendation and/or vote:

Not Applicable

Meeting Perspectives and Goals Adopted by the Council:

Perspectives Goals

Serve the Community ☐ Promote an Environmentally Sensitive & Livable Community☐ Provide a Safe Community⊠ Deliver Quality Services☐ Foster a Healthy Community

Briefing Supplement

31

Updated: December 1, 2017 2 of 2

Run the Operations ☐ Enhance Community Preparedness & Responsiveness☐ Maximize Partnership Opportunities☐ Provide Courteous & Responsive Customer Service⊠ Model a Positive Town Image⊠ Deliver Efficient Services⊠ Cultivate Community Involvement & Access

Manage the Resources ☐ Maintain Fiscal Strength☐ Maximize Utilization & Resources☐ Invest in Infrastructure & Transportation

Develop Personnel ☐ Develop a Skilled & Diverse Workforce☐ Create a Positive & Rewarding Work Culture

Resource Impact:

Staff time required if item is approved: No Additional

Other Potential Impacts: None Applicable

Public Information Plan:

☐ Public Hearing (Required by GS) ☐ Public Hearing (Not Required by GS)

☐ Newspaper Notice (Required by GS) ☐ Newspaper Notice (Not Required by GS)

☐ Public Forum/Input Session ☐ Press Release

☐ Morrisville Connection ☐ E-News Distribution

☐ Social Media (Twitter, Facebook, etc.) ☐ Website Notice

☐ Special Mailing ☐ Banners Posted

☐ Flyers Posted ☐ Survey ☐ Automated Phone Call ⊠ None Required

Other:

32

TOWN OF MORRISVILLE * 100 TOWN HALL DRIVE * MORRISVILLE, NC 27560

Page 1 of 2

RESOLUTION 2017-401-0 OF THE MORRISVILLE TOWN COUNCIL APPROVING THE TOWN COUNCIL 2018 MEETING

SCHEDULE

WHEREAS, formal adoption of a regular meeting date calendar keeps citizens informed and provide a structured schedule format to plan around; and

WHEREAS, the Town Council has maintained an annual schedule where it holds business meetings on the second and fourth Tuesday of each month, including opportunities for public input; and

WHEREAS, there is only one meeting scheduled for December following the standard planned format of prior years, which allows for public involvement in consideration of the holiday season; and

WHEREAS, in addition to the regular Town Council business meetings, the annual Town Council Retreat and FY2019 budget adoption work sessions have been identified and included in the proposed meeting schedule; and

WHEREAS, the establishment of scheduled, non-voting item work sessions on the third Tuesday of selected months is also noted in the proposed schedule. Reserving these dates in advance will allow for better coordination by both Town Council and staff to effectively plan and prepare for additional periodic extra workload and budget preparation, and facilitate aligning the meeting schedule with other Town Council commitments. Work sessions, if not needed, may be cancelled or postponed; and

WHEREAS, additional meetings may be scheduled during the year and will be duly advertised to the public; and

WHEREAS, Council Meetings are scheduled and held in accordance with NC Open Meetings Law; and

WHEREAS, the Council reserves the right to make changes according to the Open Meetings Law notification procedures, including, but not limited to, changing the meeting time, location, date, or calling of special meetings:

NOW, THEREFORE, BE IT RESOLVED THAT THE MORRISVILLE TOWN COUNCIL hereby adopts the 2018 Town Council Regular Meeting Schedule as follows:

Business Meeting(2nd Tuesday)

Business Meeting(4th Tuesday)

Other Meetings/Work Sessions

January 9 January 23 January 16February 13March 13

February 27March 27

February 23-25 (Retreat)March 20

April 10 April 24 April 17May 8 May 22 May 15 (Budget)June 12 June 26 June 5 (Budget)

33

July 10 July 24August 14 August 28September 11 September 25 September 18October 9 October 23 October 16November 13 November 27 November 20December 11

Adopted this the 12th day of December, 2017.

______________________________TJ Cawley, Mayor

ATTEST:

_____________________________Erin L. Hudson, Town Clerk

34

Town Council Proposed 2018 Meeting ScheduleATTH 01

Business Meeting Work Session Business Meeting Other

Jan 9 Jan 16 Jan 23

Feb 13 Feb 27 Feb 23-25 TC Retreat

Mar 13 Mar 20 Mar 27

April 10 April 17 April 24

May 8 May 22 May 15 Budget Workshop

June 12 June 26 June 5 Budget Workshop

July 10 July 24

Aug 14 Aug 28

Sept 11 Sept 18 Sept 25

Oct 9 Oct 16 Oct 23

Nov 13 Nov 20 Nov 27

Dec 11

35

Town Council Agenda Item Report

Agenda Item No. 2017-422-0Submitted by: Martha PaigeSubmitting Department Administration Meeting Date: December 12, 2017

SUBJECTResolution Amending Town Council Meeting Rules of Procedure - Martha Paige, Town ManagerBrief/Action - December 12

Recommendation:

Updates/History of Briefing:Not Applicable

Executive Summary and Background Information:Town Council adopted a Morrisville Town Council Meetings Rule of Procedure in May 2008 to guide the efficientmanagement of Town Council operating policies and procedures and meeting protocol. This document is periodicallyreviewed and updated to reflect current practices and guidelines, most recently in October 2016 (Version 8). Thecurrent version of the Morrisville Town Council Meeting Rules of Procedure is provided as ATTH 01.

Town Council is considering the addition of work sessions on the third Tuesday of selected months, as noted in BriefingItem 2017-401-0, to manage the length of the time of meetings while still moving ahead with discussion and deliberationof work items not ready for a formal vote at a business meeting. The proposed work sessions will be utilized to allowTown Council to hear presentations, project updates and discuss items that maintain and accelerate progress on keyinitiatives, but are not ready for or require formal vote/action by Town Council.

The Morrisville Town Council Meeting Rules of Procedure have been updated to reflect the addition of these worksessions (Rule 4) and exempting work sessions from the Remote Participation policy of two (2) meetings per calendaryear (Rule 15). Clarifications to the public address process (Rule 5) have also been incorporated into this revision. Ared-lined copy of proposed amendments to the Morrisville Town Council Meeting Rules of Procedure is provide asATTH 02.

Potential Options:- Approve Proposed Amendments to Meeting Rules of Procedure- Propose Alternative Amendments to Meeting Rules of Procedures- Do Not Amend Meeting Rules of Procedures

Staff Recommendation:Staff recommends amending the Morrisville Town Council Meeting Rules of Procedure to reflect current operatingpolicies and practices.

36

ATTACHMENTS 2017-422-0 Supp TC Mtg Rules of Procedure.docx 2017-422-0 RES TC Mtg Rules of Procedure.docx 2017-422-0 ATTH 01 TC Mtg Rules of Proc Amend 102516.pdf 2017-422-0 ATTH 02 TC Mtg Rules of Proc Amend 121217 edit.pdf

37

Updated: December 6, 2017 1 of 2

Item Number & Subject: 2017-422-0Town Council Meeting Rules of Procedure Amendment

Lead Department: Administration Action Officer: Martha Paige, Town Manager

Subject: Town Council Meeting Rules of Procedure Amendment (Version 9)

Briefing: 12/12/17 Public Hearing: None Action: 12/12/17

Item Schedule Select OneSchedule 1: Brief twice – vote once (six weeks) ☐

Schedule 2: Brief once – vote once (two weeks) ☐

Schedule 3: No briefing required (one week) ⊠

Link to Previous Briefings (if applicable):

Charts/Graphs/Supplemental Graphics (referenced within Executive Summary of Agenda Item Summary Form in Peak):

None

Advisory Board/Committee Review:

None

Advisory Board/Committee Meeting Date and Minutes:

Not Applicable

Advisory Board/Committee Recommendation and/or vote:

Not Applicable

Meeting Perspectives and Goals Adopted by the Council:

Perspectives Goals

Serve the Community ☐ Promote an Environmentally Sensitive & Livable Community☐ Provide a Safe Community☐ Deliver Quality Services☐ Foster a Healthy Community

Briefing Supplement

38

Updated: December 6, 2017 2 of 2

Run the Operations ☐ Enhance Community Preparedness & Responsiveness☐ Maximize Partnership Opportunities☐ Provide Courteous & Responsive Customer Service☐ Model a Positive Town Image⊠ Deliver Efficient Services☐ Cultivate Community Involvement & Access

Manage the Resources ☐ Maintain Fiscal Strength☐ Maximize Utilization & Resources☐ Invest in Infrastructure & Transportation

Develop Personnel ☐ Develop a Skilled & Diverse Workforce☐ Create a Positive & Rewarding Work Culture

Resource Impact:

Staff time required if item is approved: Low

Other Potential Impacts: None Applicable

Public Information Plan:

☐ Public Hearing (Required by GS) ☐ Public Hearing (Not Required by GS)

☐ Newspaper Notice (Required by GS) ☐ Newspaper Notice (Not Required by GS)

☐ Public Forum/Input Session ☐ Press Release

☐ Morrisville Connection ☐ E-News Distribution

☐ Social Media (Twitter, Facebook, etc.) ☐ Website Notice

☐ Special Mailing ☐ Banners Posted

☐ Flyers Posted ☐ Survey ☐ Automated Phone Call ⊠ None Required

Other:

39

TOWN OF MORRISVILLE * 100 TOWN HALL DRIVE * MORRISVILLE, NC 27560

Page 1 of 1

RESOLUTION 2017-422-0 OF THE MORRISVILLE TOWN COUNCIL AMENDING THE MORRISIVLLE TOWN COUNCIL

MEETING RULES OF PROCEDURE (VERSION 9)

WHEREAS, Town Council adopted a Morrisville Town Council Meeting Rules of Procedure in May 2008 to guide the efficient management of Town Council operating policies and procedures and meeting protocol; and

WHEREAS, this document is periodically reviewed and updated to reflect current practices and guidelines, most recently in October 2016 (Version 8); and

WHEREAS, Town Council is considering the addition of work sessions on the third Tuesday of selected months to manage the length of the time of meetings while still moving ahead with discussion and deliberation of work items not ready for a formal vote at a business meeting. The proposed work sessions will be utilized to allow Town Council to hear presentations, project updates and discuss items that maintain and accelerate progress on key initiatives, but are not ready for or require formal vote/action by Town Council; and

WHEREAS, the Morrisville Town Council Meeting Rules of Procedure have been updated to reflect the addition of these work sessions (Rule 4), and exempting work sessions from the Remote Participation policy of two (2) meetings per calendar year (Rule 15). Clarifications to the public address process (Rule 5) have also been incorporated into this revision.

NOW, THEREFORE, BE IT RESOLVED THAT THE MORRISVILLE TOWN COUNCIL hereby amends the Morrisville Town Council Meeting Rules of Procedure to reflect the addition of meetings on the third Tuesday of selected months as incorporated into the annual Town Council meeting calendar and clarify the exemption of these meetings from the Remote Participation Policy.

BE IT FURTHER RESOLVED, the Morrisville Town Council hereby updates and clarifies the process for signing up for public speaking opportunities at Town Council business meetings.

Adopted this the 12th day of December, 2017.

______________________________TJ Cawley, Mayor

ATTEST:

_____________________________Erin L. Hudson, Town Clerk

40

Morrisville Town Council Meeting Rules of Procedure

1

Based on the book, Suggested Rules of Procedure for a City Council

Third Edition By:

A. Fleming Bell, II

And

A Model Code of Ethics for North Carolina Local Elected Official By:

A. Fleming Bell, II

Institute of Government The University of North Carolina at Chapel Hill

2000

Adopted: May 27, 2008 (Res 2008-049)

Updates: Version 2 – October 28, 2008 (Res 2008-099)

Version 3 – August 25, 2009 (Res 2009-050) Version 4 – May 24, 2010 (Res 2010-024)

Version 5 – December 14, 2010 (Res 2010-076) Version 6 – November 26, 2012 (Res 2012-111)

Version 7 – July 23, 2013 (Res 2013-065) Version 8 – October 25, 2016 (Res 2016-69)

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Rule 1. Regular Meetings The Town Council (TC) shall hold regular meetings on the second and fourth Tuesday of each month, except that if a regular meeting day is a legal holiday, the meeting shall be held on the next business day. The meetings shall be held at the Town Hall Council Chambers and shall begin at 6:30 p.m. A copy of the TC’s current meeting schedule shall be filed with the town clerk. No other meetings shall be set outside of Rule 2. Rule 2. Special, Emergency, Recessed [or Adjourned], Rescheduled or Postponed Meetings

(a) Special Meetings. The mayor, the mayor pro tempore, or any two members of the TC may at any time call a special TC meeting by signing a written notice stating the time and place of the meeting and the subjects to be considered. At least forty-eight hours before a special meeting called in this manner, written notice of the meeting stating its time and place and the subjects to be considered shall be (1) delivered to the mayor and each council member via email to the email addresses on file with the town clerk. Should notice of receipt not be received, then a printed notice shall be left at his or her usual dwelling place; (2) posted at the door of the TC’s usual meeting room; and (3) mailed or delivered to each newspaper, wire service, radio station, television station, and person who has filed a written request for notice with the town clerk.

A special meeting may also be called or scheduled by vote of the TC in open session during another duly called meeting. The motion or resolution calling or scheduling the special meeting shall specify its time, place, and purpose. At least forty-eight hours before a special meeting called in this manner, notice of the time, place, and purpose of the meeting shall be (1) posted at the door of the TC’s usual meeting room; and (2) mailed or delivered to each newspaper, wire service, radio station, television station, and person who has filed a written request for notice with the town clerk.

Such notice shall also be emailed or delivered at least forty-eight hours before the meeting to each council member not present at the meeting at which the special meeting was called or scheduled and to the mayor if he or she was not present at that meeting.

Only those items of business specified in the notice may be discussed or transacted at a special meeting called in this manner, unless all members are present and agree or those not present have signed a written waiver of notice, and the TC determines in good faith at the meeting that it is essential to discuss or act on the item immediately.

(b) Emergency Meetings. Emergency meetings of the TC may be called only because of generally unexpected circumstances that require immediate consideration by the TC. Only business connected with the emergency may be considered at an emergency meeting. One of the following two procedures must be followed to call an emergency meeting of the TC.

(1) The mayor, the mayor pro tempore, or any two Council Members may at any time call an emergency TC meeting by signing a written notice stating the time and place of the meeting and the subjects to be considered. The notice shall be delivered to the mayor and each council member or left at his or her usual dwelling place at least six hours before the meeting.

(2) An emergency meeting may be held at any time when the mayor and all members of the TC are present and consent thereto, or when those not present have signed a written waiver of notice, but only in either case if the TC complies with the notice provisions of the next paragraph.

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Notice of an emergency meeting under (1) or (2) shall be given to each local newspaper, local wire service, local radio station, and local television station that has filed a written emergency meeting notice request, which includes the newspaper’s, wire services, or station’s telephone number, with the town clerk. This notice shall be given either by telephone or by the same method used to notify the mayor and the council members and shall be given at the expense of the party notified.

(c) Recessed Meetings. A properly called regular, special, or emergency meeting may be recessed to a time and place certain by a procedural motion made and adopted as provided in Rule 18, Motion 2, in open session during the regular, special, or emergency meeting. No further notice need be given of a recessed [or adjourned] session of a properly called regular, special, or emergency meeting.

(d) Rescheduled or Postponed Meetings. During the period between regularly scheduled meetings, the Council may reschedule or postpone a regular meeting by submitting a written notice or email to the Town Clerk and Town Manager stating the time, place and reason for the rescheduled meeting. Such action may be initiated by the mayor, mayor pro tem, or any council member, but a majority of the Council must submit a confirming notice or email to the Clerk and Manager in order for the action to be effective. Such action must be taken at least 72 hours prior to the originally scheduled meeting time.

Upon receipt of such notice by a majority of the Council, the Town Manager and Town Clerk shall take the necessary steps to (1) notify each Council member of the rescheduled meeting, (2) post a notice of the rescheduled meeting on the Town’s website and on the door of the Council’s usual meeting room, and (3) notify each person, newspaper, television or radio station who has filed a written request with the Town Clerk for notice of Town meetings. Such notices shall be posted or mailed at least 48 hours prior to the rescheduled meeting time. To the extent practical, the Manager and Clerk shall also notify by phone or email those persons having business on the agenda that the meeting has been rescheduled.

Rule 3. Organizational Meeting On the date and at the time of the first regular meeting in December following a general election in which TC members are elected, or at an earlier date, if any, set by the incumbent TC, the newly elected members shall take and subscribe the oath of office as the first order of new business. As the second order of new business the TC shall elect a mayor pro tempore. This organizational meeting shall not be held before the municipal election results are officially determined, certified, and published in accordance with Subchapter IX of Chapter 163 of the North Carolina General Statutes. Rule 4. Agenda

(a) Proposed Agenda. The town manager shall prepare a proposed agenda for each meeting. An agenda package shall be prepared that includes, for each item of business placed on the proposed agenda, as much background information on the subject as is available and feasible to reproduce. Each council member shall receive a copy of the proposed agenda and the agenda package and they shall be available for public inspection and distribution or copying when they are distributed to the council members.

(b) Adoption of the Agenda. As its first order of business at each meeting, the Council shall, as specified in Rule 6, discuss and revise the proposed agenda and adopt an agenda for the meeting (motions to add items to the agenda do not require a second). If items are proposed to be added to the agenda of a meeting, the council may, by majority vote, require that written copies of particular documents connected with the items be made available at the meeting to all council members.

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The Council may by majority vote add items to or subtract items from the proposed agenda, except that (a) the council may not subtract items from the proposed agenda stated in the notice of a special meeting called by the mayor, mayor pro tempore, or two council members, unless those calling the meeting consent to the deletion; (b) the council may not add items to the proposed agenda stated in the notice of a special meeting called by the mayor, mayor pro tempore, or two council members, unless all members are present, or those who are absent sign a written waiver of notice; and (c) only business connected with the emergency may be considered at an emergency meeting. The Council may add items to the proposed agenda of a special meeting only if it determines in good faith at the meeting that it is essential to discuss or act on the item immediately.

The Council may designate certain agenda items “for discussion and possible action.” Such designation means that the Council intends to discuss the general subject area of that agenda item before making any motion concerning that item. Council members may, by vote or consensus, request or direct staff to include an item(s) on future agenda during an official meeting. Individual requests from Town Council members are considered monthly through Town Council Roundtable submissions as outlined in Rule 4(e) Monthly Roundtable.

(c) Consent Agenda. The Council may designate a part of the agenda as the “Consent Agenda.” Items shall be placed on the Consent Agenda by those preparing the proposed agenda if they are judged to be noncontroversial, routine, or do not require deliberation/discussion. Any member may remove an item from the Consent Agenda and place it on the regular agenda while the consent agenda is being discussed and revised prior to its adoption. All items on the Consent Agenda shall be voted on and adopted by a single motion, with the minutes reflecting the motion and vote on each item. (d) Work Sessions. Work Sessions provide an opportunity to Town Council to receive major project or work item updates, discuss policy issues not ready for a vote, and/or provide guidance to staff on next steps on the related topic. Discussion is geared toward consensus rather than formal action, i.e. directing staff to develop a Briefing Item to formalize information or provide direction for official action. Work Sessions will be included on the agenda after other work is completed and may be formal/informal. Any materials prepared for a Work Session will be made available to TC and the public before or during the meeting and linked to the agenda as soon as possible. Work Sessions are flexible in length, at the discretion of Council, and may be continued or deferred to accommodate time constraints, or other agenda management workload as needed. Work Sessions will be limited to no more than one per meeting unless there are time-sensitive topics. Special Work Sessions may be scheduled outside of the normal meeting schedule as needed. (e) Monthly Roundtable. Town Council will set aside time during the first Meeting each month to discuss individual items of interest. Council members will provide suggested discussion topics to the Town Manager for distribution to all members prior to the Meeting to make other members aware of the topics to be covered. Council members may, but are not required to, provide items each month. Support materials are optional, but staff work should not be required. Discussion outcomes could include: Council support for continued review/discussion, request for staff support and/or additional information, referral to staff for action/follow up, or deferral of action/discontinued action. Consensus of five or more Council members is required to move an item forward for briefing, official work session or presentation. Items referred to staff will be coordinated and scheduled into the work program by the Town Manager.

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(f) Briefing Schedule. Beginning in 2003, Town Council established a schedule to review briefing items brought forward. The standard schedule is for planning and code of ordinance items to be briefed twice before voting on them six weeks after initially presented. Occasionally, items will need to be expedited and briefed only once before being considered for a vote at the next business meeting, two weeks after the initial briefing. Council may adjust the voting schedule for any item at their discretion if all discussion is complete or by majority vote. Some matters requiring review and approval are routine and do not require considerable time for deliberation and may be considered for a vote at the next or same meeting the briefing item is introduced. The three schedules are outlined below:

1. Schedule 1: Brief twice – vote once (six weeks)

a. Policy setting or amendment b. Major Budget matters c. Project approvals d. Studies e. Items not otherwise listed for Schedule 2 or 3

2. Schedule 2: Brief once – vote once (two weeks)

a. Committee appointments b. Committee Charter amendments c. Minor Budget amendments (especially when related to earmarked revenues such as

grants) d. Formal contracts related to approved projects e. Any development application approved by Town Council not requiring a public hearing

per the UDO or Administrative Manual f. Street lighting requests (if compliant with Town Street Lighting Policy and meets all

ordinance requirements) g. Other regular business

3. Schedule 3: No Briefing required (one week)

a. Wake County Tax Reports b. Street Acceptances c. Routine Budget Amendments d. Staff appointments e. Consent Agenda f. Non-controversial, administrative or routine items

(Reference Res 2007-099, adopted 8/27/07) Rule 5. Public Address to the Council The Council believes in a fair process for individuals that are interested in presenting suggestions, comments or other thoughts. Public comment is vital to the function of Town governance and the Town encourages a wide variety of input for fair representation during decision making, which enables educated leadership and a better decision making process.

Definitions:

Public Address refers to specific time during Council Meetings during which general public comment may be submitted to the Council Items that already have a public input session or public hearing scheduled on the current agenda will not be discussed during the public address.

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Public Hearing refers to specific time during Council Meetings during which public comment may be submitted on specific items and is legally required by State Statutes.

Public Input Session is similar to a public hearing and refers to specific time during Council Meetings during which public comment may be solicited for specific items; however, a Public Input Session is not required by State Statutes.

Procedure:

Speakers must first sign into the eComment software and fill in all required information. The registry period will end prior to the first public hearing or public address session. The eComment software will be available at 5:00 p.m. the day of each meeting. At the appropriate time, the mayor will acknowledge those who have signed up to speak and they will be called upon in the order registered. Speakers will address the Council as a whole, from the podium at the front of the room and begin their remarks by stating their name and address.

Time Allotment:

The Public Address will be limited to a maximum of 30 minutes for the entire comment period, unless an exception is granted by the Mayor or Council consensus. If the time period runs out before all persons who have signed up to speak have an opportunity, those names will be carried over to the next Public Address Period.

Public Hearing and Public Input Session comments will be limited to 20 minutes for those in favor and 20 minutes for those in opposition at each meeting, unless an exception is granted by the Mayor or Council consensus. Note that one public hearing/input session may be continued through several meetings and speakers may present only once unless authorized by Town Council. Additional options for input to any item are available and encouraged.

Only one speaker will be acknowledged at a time. Individual comments are limited to three minutes unless otherwise stated by the Mayor.

The spokesperson for a group may be permitted to speak up to six minutes at the discretion of TC.

A delegate may be selected from a group of individuals supporting/opposing positions when a number of people wishing to attend a public hearing exceeds the capacity of the Council Chambers. Advance arrangements must be made to accommodate those not able to listen to the hearing from within the Council Chambers.

Speakers offering comments may ask questions. The Council will not generally answer questions during the comment period, but may refer questions to staff for response or follow-up.

Speakers should be courteous in their language and presentation.

Speakers who have prepared written remarks and supporting documents for presentation are required to leave a copy of any documents presented with the Town Clerk.

Those who do not wish to speak, but would like to submit comments are encouraged to do so. These comments will not be read aloud. However, the Council will be given a copy of the comments submitted. These documents will become a public record.

Speakers requesting audio visual display of any information must request the ability to do so in advance of the meeting from the Town Clerk. Town Council has the ability to grant or deny a request at their discretion.

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Public comments are not the only opportunity to address the Council. Input is strongly encouraged. Speakers are encouraged to directly contact Council Members and/or staff with any questions or comments. Town Council may be contacted as a group by e-mailing TownCouncil@TownofMorrisville.org. Rule 6. Order of Business Items shall be placed on the agenda according to the order of business. The order of business for each meeting shall generally be as follows: Call to Order Invocation Pledge of Allegiance Adoption of Agenda Consent Agenda (to include minutes and other non-controversial agenda items) Presentations For the Good of the Order Manager and Staff Comments

Administrative Reports Council Comment Public Address Public Hearings Regular Agenda (to include any items removed from Consent Agenda for individual consideration by Town Council) Action Items Old Business (to include previously briefed items with or without update)

New Business (to include first introduction of items not previously briefed) Other Business (to include Work Sessions) Announcements Closed Session Adjournment By general consent of the council, items may be considered out of order or added to the agenda. Rule 7. Office of Mayor The mayor shall review all draft meeting agendas and return same with comments and amendments prior to the Town Clerk publishing and posting the proposed agenda. The mayor shall preside over all meetings of the Council and shall have the right to vote on all matters. The mayor or other presiding officer shall have the following powers:

(a) To rule motions in or out of order, including any motion patently offered for obstructive or dilatory purposes; (b) To determine whether a speaker has gone beyond reasonable standards of courtesy in his or her remarks and to entertain and rule on objections from other members on this ground; (c) To entertain and answer questions of parliamentary law or procedure; (d) To call a brief recess at any time; (e) To adjourn in an emergency.

A decision by the presiding officer under (a), (b), or (c) may be appealed to the council upon motion of any member, pursuant to Rule 18(b), Motion 1. Such a motion is in order immediately after a decision under

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(a), (b), or (c) is announced and at no other time. The member making the motion need not be recognized by the presiding officer, and the motion if timely made may not be ruled out of order. Rule 8. Office of Mayor Pro Tempore At the organizational meeting, the Council shall elect from among its members a mayor pro tempore to serve at the Council’s pleasure. A council member who serves as mayor pro tempore shall be entitled to vote on all matters and shall be considered a council member for all purposes, including the determination of whether a quorum is present. In the mayor’s absence, the Council may confer on the mayor pro tempore any of the powers and duties of the mayor. If the mayor should become physically or mentally incapable of performing the duties of his or her office, the Council may by unanimous vote declare that he or she is incapacitated and confer any of his or her powers and duties on the mayor pro tempore. When a mayor declares that he or she is no longer incapacitated, and a majority of the Council concurs, the mayor shall resume the exercise of his or her powers and duties. If both the mayor and mayor pro tempore are absent from a meeting, the Council may elect from among its members a temporary chairman to preside in such absence. Rule 9. When the Presiding Officer Is in Active Debate Not used. Rule 10. Action by the Council The Council shall proceed by motion, except as otherwise provided for in Rule 4 and in Rule 31. Any member may make a motion. Rule 11. Second Not Required Motions require a second. Rule 12. One Motion at a Time A member may make only one motion at a time. Rule 13. Adoption by Majority Vote A motion shall be adopted by a majority of the votes cast, a quorum as defined in Rule 27 being present, unless otherwise required by these rules or the laws of North Carolina. See Rule 23 concerning the number of votes necessary to adopt an ordinance or approve a contract. Other extraordinary voting requirements imposed by particular statutes are not specified in these rules. The town attorney should be consulted as questions arise. Rule 14. Voting by Written Ballot The council may choose by majority vote to use written ballots in voting on a motion. Such ballots shall be signed, and the minutes of the meeting shall show the vote of each member voting. The ballots shall be available for public inspection in the office of the town clerk immediately following the meeting at which the vote took place and until the minutes of that meeting are approved, at which time the ballots may be destroyed. Rule 15. Remote Participation

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Members of Town Council may remotely participate in meetings in limited circumstances. Council members must provide notice to the Town Clerk of the need for remote participation at least 48 hours prior to the start of the meeting, unless advance notice is impractical.

1. Council members can remotely participate in up to two meetings within one calendar year, and further remote participation shall only be allowed upon a majority vote by the Town Council. A council member must assert at least one of the following reasons for being physically unable to attend the meeting:

a. Personal illness/injury/disability b. Employment obligations c. Family/other emergency d. Out of town travel e. Military obligations *Remote participation will not be allowed solely for the convenience of a council member or merely to avoid attending one or more particular meetings.

2. At the start of the meeting, the Mayor shall announce that a council member is participating in discussion/deliberation remotely. The council member will identify himself/herself and state the location from which he/she is participating remotely for the record.

3. The Town Clerk shall list the council member as participating remotely via stated means. The council member participating remotely may participate in discussion on any agenda item but may NOT make motions, nor participate in voting during the meeting. The council member’s remote participation shall not count toward the quorum requirement. Absent a quorum of physical council members participating, remote participation will NOT be allowed.

4. Remote participation will be allowed ONLY during Open Session. Remote participation shall NOT be allowed during quasi-judicial hearings and Closed Sessions.

5. A council member remotely participating shall notify the Mayor if leaving the meeting before it is adjourned or if rejoining the meeting after a period of absence.

6. The council member participating remotely must ensure they can be fully and clearly heard by other members of the council and those in attendance of the official meeting. Use of telephone, internet, or satellite-enabled audio/video conferencing, or any other technology enabling the remote participant and those present at the meeting to clearly communicate with one another is required. If clear audio is not available, a majority of the members present may vote to end the participation. *Text messaging, instant messaging, email and web chat without audio are NOT acceptable means of remote participation.

Rule 16. Debate The mayor, or other presiding officer, may state the motion and then open the floor to debate on it. The mayor shall preside over the debate according to the following general principles:

(a) The maker of the motion is entitled to speak first; (b) A member who has not spoken on the issue shall be recognized before one who has already spoken; (c) To the extent possible, the debate shall alternate between proponents and opponents of the measure.

Rule 17. Ratifications of Actions To the extent permitted by law, the council may ratify actions taken on its behalf but without its prior approval. A motion to ratify is a substantive motion. Rule 18. Procedural Motions

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(a) Certain Motions Allowed. In addition to substantive proposals, only the following procedural motions, and no others, are in order. Unless otherwise noted, each motion is debatable, may be amended, and requires a majority of the votes cast, a quorum being present, for adoption. Procedural motions are in order while a substantive motion is pending and at other times, except as otherwise noted.

The procedural motions are summarized in table form in the appendix. Note that the appended table is intended only to provide a quick reference guide to the motions; this rule and its comments should be consulted for a discussion of how each procedural motion is used.

(b) Order of Priority of Motions. In order of priority (if applicable), the procedural motions are:

Motion 1. To Appeal a Procedural Ruling of the Presiding Officer. A decision of the presiding officer ruling a motion in or out of order, determining whether a speaker has gone beyond reasonable standards of courtesy in his or her remarks, or entertaining and answering a question of parliamentary law or procedure may be appealed to the council, as specified in Rule 7. This appeal is in order immediately after such a decision is announced and at no other time. The member making the motion need not be recognized by the presiding officer and the motion, if timely made, may not be ruled out of order.

Motion 2. To Adjourn. This motion may be made only at the conclusion of council consideration of a pending substantive matter; it may not interrupt deliberation of a pending matter. A motion to recess to a time and place certain shall also comply with the requirements of Rule 2(c).

Motion 3. To Take a Brief Recess. Any council member can request a recess and the presiding officer can recess the meeting at will.

Motion 4. Call to Follow the Agenda. The motion must be made at the first reasonable opportunity, or the right to make it is waived for the out-of-order item in question.

Motion 5. To Suspend the Rules. The council may not suspend provisions of the rules that state requirements imposed by law on the council. For adoption, the motion requires a vote equal to two-thirds of the actual membership of the council, excluding the mayor, unless he or she may vote in all cases, and vacant seats.

Motion 6. To Go into Closed Session. The council may go into closed session only for one or more of the permissible purposes listed in G.S. 143-318.11(a). The motion to go into closed session shall cite one or more of these purposes and shall be adopted during an open meeting. If the motion is based on G.S. 143-318.11(a)(1) (closes session to prevent the disclosure of privileged or confidential information or information that is not considered a public record), it must also state the name or citation of the law that renders the information to be discussed privileged or confidential. If the motion is based on G.S. 143-318.11(a)(3) (consultation with attorney; handling or settlement of claims, judicial actions, or administrative procedures), it must identify the parties in any existing lawsuits concerning which the public body expects to receive advice during the closed session. The motion to go into closed session must be approved by a vote of a majority of those present and voting. The council shall terminate the closed session by a majority vote.

Motion 7. To Leave Closed Session.

Motion 8. To Divide a Complex Motion and Consider It by Paragraph.

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Motion 9. To Postpone Consideration. The council may postpone a substantive motion for later consideration at an unspecified time. A substantive motion, the consideration of which has been deferred, expires 100 days thereafter unless a motion to revive consideration is adopted. If consideration of a motion has been deferred, a new motion with the same effect cannot be introduced while the deferred motion remains pending (has not expired). A member who wishes to revisit the matter during that time must take action to revive consideration of the original motion or else move to suspend the rules [Rule 18(b), Motion 5].

Motion 10. Motion for the Previous Question. The motion is not in order until there have been at least 20 minutes of debate, and every member has had an opportunity to speak once.

Motion 11. To postpone to a Certain Time or Day.

Motion 12. To Amend. An amendment to a motion must be pertinent to the subject matter. An amendment is improper if adoption of the motion with that amendment added would have the same effect as rejection of the original motion. During discussion of a motion, should the Town Council, by consensus, determine that a friendly amendment is in order, the presiding officer shall ask the members who made and seconded the motion to agree to the friendly amendment and upon agreement the Town Council shall continue debate considering the amended motion.

Motion 13. To Reconsider. The council may vote to reconsider its action on a matter. The motion to do so must be made by a member who voted with the prevailing side (the majority side except in the case of a tie; in that case the “nays” prevail) and at the meeting during which the original vote was taken, including any continuation of that meeting through recess to a time and place certain. The motion cannot interrupt deliberation on a pending matter, but is in order at any time before final adjournment of the meeting.

Rule 19. Not Used Rule 20. Withdrawal of Motion A motion may be withdrawn by the introducer at any time before it is amended or before the presiding officer puts the motion to a vote, whichever occurs first. Rule 21. Duty to Vote Every member must vote unless excused by the remaining members according to law. A member who wishes to be excused from voting shall so inform the presiding officer, who shall take a vote of the remaining members. No member shall be excused from voting except upon matters involving the consideration of his or her own financial interest or official conduct. In all other cases, a failure to vote by a member who is physically present in the council chamber, or who has withdrawn without being excused by a majority vote of the remaining members present, shall be recorded as an affirmative vote. Rule 22. Introduction of Ordinances A proposed ordinance shall be deemed to be introduced on the date the subject matter is first voted on by the council. Rule 23. Adoption of Ordinances and Approval of Contracts

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Generally, an affirmative vote equal to a majority of all the members of the council not excused from voting on the question in issue (including the mayor’s vote in case of an equal division) shall be required to adopt an ordinance, to take any action that has the effect of an ordinance, or to make, ratify, or authorize any contract on behalf of the city. In addition, no ordinance or action that has the effect of an ordinance may be finally adopted on the date on which it is introduced except by an affirmative vote equal to or greater than two-thirds of all the actual membership of the council, excluding vacant seats, and not including the mayor unless he or she has the right to vote on all questions before the council. No ordinance shall be adopted unless it has been reduced to writing before a vote on adoption is taken. Rule 24. Adoption of the Budget Ordinance

(1) Any action with respect to the adoption or amendment of the budget ordinance may be taken at any regular meeting of the council by a simple majority of those present and voting, a quorum being present;

(2) No action taken with respect to the adoption or amendment of the budget ordinance need be published or is subject to any other procedural requirement governing the adoption of ordinances or resolution by the council; and

(3) The adoption and amendment of the budget ordinance and the levy of taxes in the budget ordinance are not subject to the provisions of any town charter or local act concerning initiative or referendum.

During the period beginning with the submission of the budget to the council and ending with the adoption of the budget ordinance, the council may hold special meetings that may be necessary to complete its work on the budget ordinance. Except for the notice requirements of the open meetings law, which continue to apply, no provision of law concerning the call of special meetings applies during that period so long as (a) each member of the Town Council has actual notice of each special meeting called for the purpose of considering the budget, and (b) no business other than consideration of the budget is taken up. This rule does not allow, and may not be construed to allow, the holding of closed meetings or executive sessions by the council if it is otherwise prohibited by law from holding such a meeting or session.

Rule 25. Request for Ceremonial Documents

1. Proclamations A proclamation is ceremonial in nature, strictly honorary, in no way legally binding, and provided at the discretion of the Mayor. Proclamation issuance does not constitute endorsement by the Town of Morrisville government. Any request for a proclamation should be made in accordance with the guidelines provided, and may be superseded by the Mayor or Town Council as a governing body. The Town Clerk’s Office will facilitate the receipt of proclamation requests and forward to the Mayor and Town Council for review/consideration. All requests will be reviewed on a case-by-case basis and only those requests that are compliant with guidelines will be met. a. Proclamation requests MUST be received no less than 30 days prior to the requested meeting

date for presentation. b. Proclamations may be presented, rather than read aloud, at the discretion of the Mayor. c. Proclamations may be requested for presentation outside of a regularly scheduled meeting if

a request is made in advance to the Town Clerk’s Office. Outside meeting presentation requests will be made at the Mayor’s discretion.

d. Proclamations will only be issued for Town of Morrisville residents or events. e. Proclamation requests from Town Advisory Boards/Committees or affiliated members must

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f. Annual or other repeat requests must be submitted in writing for each occasion with in accordance with established guidelines. There is no guarantee that proclamations will automatically be renewed.

g. Proclamations will not be issued for commercial purposes, such as a new business opening, a new service, a new product, a new professional service or other commercial endorsement.

h. Only one proclamation per year may be issued per organization. Requests may not be duplicated.

i. The Town of Morrisville reserves the right to accept, modify or decline any request regardless of whether it was previously accommodated.

j. Proclamations will not be issued taking sides in political matters, addressing personal convictions, campaigns or events.

k. Proclamations will not be backdated and must be requested for a prospective event or acknowledgement.

l. Proclamations issued individually by the Mayor will be provided to the Town Clerk and kept on file.

*For proclamation requests that do not meet specified guidelines, the Town Council may choose to provide a letter of recognition/congratulations in lieu of. Letters are issued by the Mayor and Town Council and are within the discretion of the governing body.

2. Resolutions of Support Resolutions are non-binding, unenforceable statements made by Town Council. Resolutions may or may not be adopted and/or signed by the governing body. Resolutions serve the intent of persuading or encouraging other legislative bodies to adopt legislation that is of importance to the Town of Morrisville. Resolution adoption does not guarantee support or endorsement by any legislative body, other than the Town of Morrisville. Any request for a resolution of support should be made in accordance with the guidelines provided and may be superseded by the Mayor or Town Council as a governing body. a. Resolutions will only be considered for issues relevant to the Town of Morrisville’s major

service areas, including, but not limited to public safety, public works, economic development, transportation, planning and development services, parks and recreation, community services, and technology.

b. Resolutions should NOT conflict with the Town of Morrisville’s previously adopted positions in any of these service areas.

c. Resolutions will be vetted during the Town Council Roundtable discussion occurring at council meeting. Any proposed resolution must receive majority support of the council to move forward and be considered for a vote at the following meeting.

d. The Town Clerk will circulate the draft resolution after the Roundtable discussion to finalize verbiage and the resolution will be included as an Action Item on the Meeting agenda.

e. Resolutions that are time-sensitive, i.e. related to State Legislative matters or similarly supported items, can be considered outside of this process as needed.

f. Town Council reserves the right to modify or postpone consideration of any resolution request.

*For resolution requests that do not meet specified guidelines, Town Council may choose to provide a letter of support in lieu of. Letters are issued by the Mayor and Town Council and are within the discretion of the governing body.

Rule 26. Closed Sessions

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The council may hold closed sessions as provided by law. Council may go into a closed session for one or more of the permissible purposes listed in G.S. 143.318.11(a) with a motion made and adopted during open session. Specific motion information outlined in Rule 18(b), Motion 6. Only those actions authorized by statute may be taken in closed session. A motion to adjourn or recess shall not be in order during a closed session. Rule 27. Quorum A majority of the actual membership of the council plus the mayor, excluding vacant seats, shall constitute a quorum. A majority is more than half. A member who has withdrawn from a meeting without being excused by majority vote of the remaining members present shall be counted as present for purposes of determining whether or not a quorum is present. Rule 28. Public Hearings Rules governing public hearings required by law or deemed advisable shall be organized by the town staff and announced by the mayor. The rules shall set forth the subject, date, place, and time of the hearing as well as any rules regarding the length of time allotted for each speaker, and other pertinent matters. Town guidelines for public hearings are outlined in Rule 5 “Public Address to Town Council.”. All notice and other requirements of the open meetings law applicable to council meetings shall also apply to public hearings at which a majority of the council is present; such a hearing is considered to be part of a regular or special meeting of the council. A public hearing for which any notices required by the open meetings law or other provisions of law have been given may be continued to a time and place certain without further advertisement. The requirements of Rule 2(c) “Recessed Meetings,” shall be followed in continuing a hearing at which a majority of the council is present. At the time appointed for the hearing, the mayor or his or her designee shall call the hearing to order and then preside over it. When the allotted time expires or when no one wishes to speak who has not done so, the presiding officer shall entertain or make a motion to end the hearing. Rule 29. Quorum at Public Hearings A quorum of the council shall be required at all public hearings required by state law. If quorum is not present at such a hearing, the hearing shall be continued until the next regular council meeting without further advertisement. Rule 30. Minutes Full and accurate minutes of the council proceedings, including closed sessions, shall be kept. Minutes are not intended to be verbatim, but to capture the essence of discussion and decision by Town Council. The Town Council shall also keep a general account of any closed session so that a person not in attendance would have a reasonable understanding of what transpired. Minutes and general accounts of regular meetings shall be open to inspection of the public. Minutes and general accounts of closed sessions are sealed and not open to public inspection, but may be unsealed by action of the council when public inspection will not frustrate the purpose of the closed session. Rule 31. Appointments

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The council may consider and make appointments to other bodies, including its own committees, if any, only in open session. The council may not consider or fill a vacancy among its own membership except in open session. The Mayor shall vote on appointments that come before the council. Rather than proceeding by motion, the council shall use the following procedure to make appointments to advisory boards/committees (other appointment methods may be used for appointment to other offices as deemed necessary by council): All applicants eligible for appointment will be presented to Town Council for inspection two weeks prior to the scheduled vote, via briefing item. At the appropriate time, the names of all eligible appointees will be provided by a ballot outlining the number of seats available for appointment to each advisory board/committee. Council Members will cast votes for the number of seats available, and the ballots will be tallied by the Town Clerk and recorded in the minutes. Rule 32. Committees and Boards

(a) Establishment and Appointment. The council or the mayor, if the mayor is delegated that power by the council, may establish and appoint members for such temporary and standing town committees and boards as are needed to help carry on the work of town government. Any specific provisions of law relating to particular committees and boards shall be followed.

(b) Open Meetings Law. The requirements of the open meetings law shall apply to all elected and appointed authorities, boards, commissions, councils, or other bodies of the town that are composed of two or more members and that exercise or are authorized to exercise legislative, policy-making, quasi-judicial, administrative, or advisory functions. However, the law’s requirements shall not apply to a meeting solely among the town’s professional staff.

Rule 33. Amendment of the Rules These rules may be amended at any regular meeting or at any properly called special meeting that includes amendments of the rules as one of the stated purposes of the meeting, so long as the amendment is consistent with the town charter, general law, and generally accepted principles of parliamentary procedure. Rule 34. Reference to Robert’s Rules of Order Newly Revised To the extent not provided for in these rules, and to the extent it does not conflict with North Carolina law or with the spirit of these rules, the council shall refer to Robert’s Rules of Order Newly Revised, to answer unresolved procedural questions.

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Motion

Vote Required

Special Requirements

1 To Appeal a Procedural Ruling of the Presiding Officer

Majority

Is in order immediately after the presiding officer announces a procedural ruling, as specified in Rule 7, and at no other time. The member making the motion need not be recognized by the presiding officer, and the motion if timely made may not be ruled out of order.

2 To Adjourn Majority

May not interrupt deliberation of pending substantive matter. Motion to [recess] [adjourn] to a time and place certain must also comply with Rule 2(c).

3 To Take a Brief Recess Majority None

4 Call to Follow the Agenda Majority Must be made at first reasonable opportunity, or the right to make it is waived for the out-of-order item in question.

5 To Suspend the Rules Two-Thirds The council may not suspend provisions of the rules that state requirements imposed by law on the council.

6 To Go into Closed Session Majority

Motion must cite one or more of the permissible purposes for closed sessions listed in G.S. 143-318.11(a) and must be adopted at an open meeting. A motion based on G.S. 143-318.11(a)(1) must also state the name or citation of the law that renders the information to be discussed privileged or confidential. A motion based on G.S. 143-318.11(a)(3) must identify the parties in each existing lawsuit concerning which the council expects to receive advice during eh closed session, if in fact such advice is be received.

7 To Leave Closed Session Majority None

8 To Divide a Complex Motion and Consider it by Paragraph

Majority None

9 To Postpone Consideration Majority

A substantive motion the consideration of which has been deferred expires [100] days thereafter unless a motion to revive consideration (Motion 14) is adopted. While a postponed motion remains pending, a new motion with the same effect cannot be introduced. CAUTION: Do not confuse with Motion 11.

10 Motion for the Previous Question Majority Not in order until there have been at least [20] minutes of debate, and every member has had an opportunity to speak once.

11 To Postpone to a Certain Time and Day (See Motion 9)

Majority None

12 To Amend Majority

(a) Amendments must be pertinent to the subject matter of the motion being amended. An amendment is improper if adoption of the motion with that amendment added has the

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same effect as rejection of the original motion. A proposal to substitute a different motion shall be treated as a motion to amend. (b) A motion may be amended, and that amendment may be amended, but no further amendments may be made until the last-offered amendment is disposed of by a vote. (c) Any amendment to a proposed ordinance must be reduced to writing before the vote on the amendment.

13 To Reconsider Majority

Must be made by a member who voted with the prevailing side (the majority side except in the case of a tie; in that case the “noes” prevail). May only be made at the meeting at which the original vote was taken, including any continuation of that meeting through [recess] [adjournment] to a time and place certain. Cannot interrupt deliberation on a pending matter, but is in order at any time before final adjournment of the meeting.

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Code of Ethics

Purpose: The purpose of this policy is to establish guidelines for an ethical standard of conduct for the

duly elected Mayor and Council of the Town of Morrisville, and to help those elected officials determine

what conduct is appropriate in particular cases.

Section 1. Council Members should obey all laws applicable to their official actions as members of the

Council. Council Members should be guided by the spirit as well as the letter of the law in what they do.

At the same time, Council Members should feel free to assert policy positions and opinions without fear

of reprisal from fellow Council Members or citizens. To declare that a Council Member is behaving

unethically because one disagrees with that Council Member on a question of policy (and not because of

the Council Member's behavior) is unfair, dishonest, irresponsible, and itself unethical.

Section 2. Council Members should act with integrity and independence as they exercise the duties of their offices. Characteristics and behaviors consistent with this standard include the following:

Behaving consistently and with respect toward everyone with whom they interact;

Exhibiting trustworthiness;

Using their best independent judgment to pursue the common good as they see it, and presenting their opinions in a reasonable, forthright, consistent manner;

Remaining incorruptible and unaffected by improper influence while at the same time being able to consider the opinions and ideas of others;

Treating other Council members and the public with respect and honoring the opinions of others even when the Council Member disagrees with those opinions;

Not reaching conclusions on issues until all sides have been heard;

Recognizing that they are part of a larger group and acting accordingly; and

Recognizing that individual Council Members are not generally allowed to act on behalf of the Council but may only do so if the Council specifically authorizes it, and that the Council must take official action as a body.

Section 3. Council Members should avoid impropriety in the exercise of their official duties. Their official actions should be above reproach. If a Council Member believes that his or her actions, while legal and ethical, may be misunderstood, the member should seek the advice of the Town's Attorney and should consider publicly disclosing the facts of the situation and the steps taken to resolve it (such as consulting with the attorney). Section 4. Council Members should faithfully perform the duties of their offices. They should act as responsible citizens whom others can trust and respect. They should set a good example for others in the community, keeping in mind that trust and respect must continually be earned. Council Members should faithfully attend and prepare for meetings. Council Members should endeavor to keep up to date, through the Town Attorney and other sources, about new or ongoing legal or ethical issues they may face in their official positions. They should carefully analyze all credible information properly submitted to them, mindful of the need not to engage in communications outside the meeting in quasi-judicial matters. They should demand full accountability from those over whom the Council has authority. Council Members should be willing to bear their fair share of the Council's workload. To the extent appropriate, they should be willing to put the Council's interests ahead of their own.

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Section 5. Council Members should conduct the affairs of the Council in an open and public manner. They should comply with applicable laws governing open meetings and public records, recognizing that doing so is an important way to be worthy of the public's trust. They should remember when they meet that they are conducting the public's business. In order to ensure strict compliance with the laws concerning openness, Council Members should endeavor to create an environment of transparency and candor at all times in the governmental unit. They should direct staff to cooperate in responding to public records requests. They should take steps to make certain that closed sessions held by the Council are lawfully conducted and that such sessions do not stray from the purposes for which they are called.

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Based on the book, Suggested Rules of Procedure for a City Council

Third Edition By:

A. Fleming Bell, II

And

A Model Code of Ethics for North Carolina Local Elected Official By:

A. Fleming Bell, II

Institute of Government The University of North Carolina at Chapel Hill

2000

Adopted: May 27, 2008 (Res 2008-049)

Updates: Version 2 – October 28, 2008 (Res 2008-099)

Version 3 – August 25, 2009 (Res 2009-050) Version 4 – May 24, 2010 (Res 2010-024)

Version 5 – December 14, 2010 (Res 2010-076) Version 6 – November 26, 2012 (Res 2012-111)

Version 7 – July 23, 2013 (Res 2013-065) Version 8 – October 25, 2016 (Res 2016-69)

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Rule 1. Regular Meetings The Town Council (TC) shall hold regular meetings on the second and fourth Tuesday of each month, except that if a regular meeting day is a legal holiday, the meeting shall be held on the next business day. The meetings shall be held at the Town Hall Council Chambers and shall begin at 6:30 p.m. A copy of the TC’s current meeting schedule shall be filed with the town clerk. No other meetings shall be set outside of Rule 2. Rule 2. Special, Emergency, Recessed [or Adjourned], Rescheduled or Postponed Meetings

(a) Special Meetings. The mayor, the mayor pro tempore, or any two members of the TC may at any time call a special TC meeting by signing a written notice stating the time and place of the meeting and the subjects to be considered. At least forty-eight hours before a special meeting called in this manner, written notice of the meeting stating its time and place and the subjects to be considered shall be (1) delivered to the mayor and each council member via email to the email addresses on file with the town clerk. Should notice of receipt not be received, then a printed notice shall be left at his or her usual dwelling place; (2) posted at the door of the TC’s usual meeting room; and (3) mailed or delivered to each newspaper, wire service, radio station, television station, and person who has filed a written request for notice with the town clerk.

A special meeting may also be called or scheduled by vote of the TC in open session during another duly called meeting. The motion or resolution calling or scheduling the special meeting shall specify its time, place, and purpose. At least forty-eight hours before a special meeting called in this manner, notice of the time, place, and purpose of the meeting shall be (1) posted at the door of the TC’s usual meeting room; and (2) mailed or delivered to each newspaper, wire service, radio station, television station, and person who has filed a written request for notice with the town clerk.

Such notice shall also be emailed or delivered at least forty-eight hours before the meeting to each council member not present at the meeting at which the special meeting was called or scheduled and to the mayor if he or she was not present at that meeting.

Only those items of business specified in the notice may be discussed or transacted at a special meeting called in this manner, unless all members are present and agree or those not present have signed a written waiver of notice, and the TC determines in good faith at the meeting that it is essential to discuss or act on the item immediately.

(b) Emergency Meetings. Emergency meetings of the TC may be called only because of generally unexpected circumstances that require immediate consideration by the TC. Only business connected with the emergency may be considered at an emergency meeting. One of the following two procedures must be followed to call an emergency meeting of the TC.

(1) The mayor, the mayor pro tempore, or any two Council Members may at any time call an emergency TC meeting by signing a written notice stating the time and place of the meeting and the subjects to be considered. The notice shall be delivered to the mayor and each council member or left at his or her usual dwelling place at least six hours before the meeting.

(2) An emergency meeting may be held at any time when the mayor and all members of the TC are present and consent thereto, or when those not present have signed a written waiver of notice, but only in either case if the TC complies with the notice provisions of the next paragraph.

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Notice of an emergency meeting under (1) or (2) shall be given to each local newspaper, local wire service, local radio station, and local television station that has filed a written emergency meeting notice request, which includes the newspaper’s, wire services, or station’s telephone number, with the town clerk. This notice shall be given either by telephone or by the same method used to notify the mayor and the council members and shall be given at the expense of the party notified.

(c) Recessed Meetings. A properly called regular, special, or emergency meeting may be recessed to a time and place certain by a procedural motion made and adopted as provided in Rule 18, Motion 2, in open session during the regular, special, or emergency meeting. No further notice need be given of a recessed [or adjourned] session of a properly called regular, special, or emergency meeting.

(d) Rescheduled or Postponed Meetings. During the period between regularly scheduled meetings, the Council may reschedule or postpone a regular meeting by submitting a written notice or email to the Town Clerk and Town Manager stating the time, place and reason for the rescheduled meeting. Such action may be initiated by the mayor, mayor pro tem, or any council member, but a majority of the Council must submit a confirming notice or email to the Clerk and Manager in order for the action to be effective. Such action must be taken at least 72 hours prior to the originally scheduled meeting time.

Upon receipt of such notice by a majority of the Council, the Town Manager and Town Clerk shall take the necessary steps to (1) notify each Council member of the rescheduled meeting, (2) post a notice of the rescheduled meeting on the Town’s website and on the door of the Council’s usual meeting room, and (3) notify each person, newspaper, television or radio station who has filed a written request with the Town Clerk for notice of Town meetings. Such notices shall be posted or mailed at least 48 hours prior to the rescheduled meeting time. To the extent practical, the Manager and Clerk shall also notify by phone or email those persons having business on the agenda that the meeting has been rescheduled.

Rule 3. Organizational Meeting On the date and at the time of the first regular meeting in December following a general election in which TC members are elected, or at an earlier date, if any, set by the incumbent TC, the newly elected members shall take and subscribe the oath of office as the first order of new business. As the second order of new business the TC shall elect a mayor pro tempore. This organizational meeting shall not be held before the municipal election results are officially determined, certified, and published in accordance with Subchapter IX of Chapter 163 of the North Carolina General Statutes. Rule 4. Agenda

(a) Proposed Agenda. The town manager shall prepare a proposed agenda for each meeting. An agenda package shall be prepared that includes, for each item of business placed on the proposed agenda, as much background information on the subject as is available and feasible to reproduce. Each council member shall receive a copy of the proposed agenda and the agenda package and they shall be available for public inspection and distribution or copying when they are distributed to the council members.

(b) Adoption of the Agenda. As its first order of business at each meeting, the Council shall, as specified in Rule 6, discuss and revise the proposed agenda and adopt an agenda for the meeting (motions to add items to the agenda do not require a second). If items are proposed to be added to the agenda of a meeting, the council may, by majority vote, require that written copies of particular documents connected with the items be made available at the meeting to all council members.

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The Council may by majority vote add items to or subtract items from the proposed agenda, except that (a) the council may not subtract items from the proposed agenda stated in the notice of a special meeting called by the mayor, mayor pro tempore, or two council members, unless those calling the meeting consent to the deletion; (b) the council may not add items to the proposed agenda stated in the notice of a special meeting called by the mayor, mayor pro tempore, or two council members, unless all members are present, or those who are absent sign a written waiver of notice; and (c) only business connected with the emergency may be considered at an emergency meeting. The Council may add items to the proposed agenda of a special meeting only if it determines in good faith at the meeting that it is essential to discuss or act on the item immediately.

The Council may designate certain agenda items “for discussion and possible action.” Such designation means that the Council intends to discuss the general subject area of that agenda item before making any motion concerning that item. Council members may, by vote or consensus, request or direct staff to include an item(s) on future agenda during an official meeting. Individual requests from Town Council members are considered monthly through Town Council Roundtable submissions as outlined in Rule 4(e) Monthly Roundtable.

(c) Consent Agenda. The Council may designate a part of the agenda as the “Consent Agenda.” Items shall be placed on the Consent Agenda by those preparing the proposed agenda if they are judged to be noncontroversial, routine, or do not require deliberation/discussion. Any member may remove an item from the Consent Agenda and place it on the regular agenda while the consent agenda is being discussed and revised prior to its adoption. All items on the Consent Agenda shall be voted on and adopted by a single motion, with the minutes reflecting the motion and vote on each item. (d) Work Sessions. Selected Wwork sessions will be scheduled on the third Tuesday of the month as approved in the Town Council Meeting calendar. Work Sessions provide an opportunity to Town Council to receive major project or work item updates, discuss policy issues not ready for a vote, and/or provide guidance to staff on next steps on the related topic. Work sessions are non-voting meetings and items requiring a vote will not be scheduled during a work session. Discussion is geared toward consensus rather than formal action, i.e. directing staff to develop a Briefing Item to formalize information or provide direction for official action. Work session topics may include, but are not limited to, work initiative presentations and progress reports, major projects and initiatives, comprehensive updates, strategic planning, capital investment planning, and budget/financial planning topics. In-meeting wWork sSessions maywill be included on the agenda after other work is completed and may be formal/informal only if very short in duration or time sensitive to address immediate needs . Any materials prepared for a Work Session will be made available to TC and the public before or during the meeting and linked to the agenda as soon as possible. Work Sessions are flexible in length, at the discretion of Council, and may be continued or deferred to accommodate time constraints, or other agenda management workload as needed. Work Sessions will be limited to no more than one per meeting unless there are time-sensitive topics. Additional or other sSpecial wWork sSessions may be scheduled during the year outside of the adopted normal meeting schedule as needed.

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(e) Monthly Roundtable. Town Council will set aside time during the first Meeting each month to discuss individual items of interest. Council members will provide suggested discussion topics to the Town Manager for distribution to all members prior to the Meeting to make other members aware of the topics to be covered. Council members may, but are not required to, provide items each month. Support materials are optional, but staff work should not be required. Discussion outcomes could include: Council support for continued review/discussion, request for staff support and/or additional information, referral to staff for action/follow up, or deferral of action/discontinued action. Consensus of five or more Council members is required to move an item forward for briefing, official work session or presentation. Items referred to staff will be coordinated and scheduled into the work program by the Town Manager.

(f) Briefing Schedule. Beginning in 2003, Town Council established a schedule to review briefing items brought forward. The standard schedule is for planning and code of ordinance items to be briefed twice before voting on them six weeks after initially presented. Occasionally, items will need to be expedited and briefed only once before being considered for a vote at the next business meeting, two weeks after the initial briefing. Council may adjust the voting schedule for any item at their discretion if all discussion is complete or by majority vote. Some matters requiring review and approval are routine and do not require considerable time for deliberation and may be considered for a vote at the next or same meeting the briefing item is introduced. The three schedules are outlined below:

1. Schedule 1: Brief twice – vote once (six weeks)

a. Policy setting or amendment b. Major Budget matters c. Project approvals d. Studies e. Items not otherwise listed for Schedule 2 or 3

2. Schedule 2: Brief once – vote once (two weeks)

a. Committee appointments b. Committee Charter amendments c. Minor Budget amendments (especially when related to earmarked revenues such as

grants) d. Formal contracts related to approved projects e. Any development application approved by Town Council not requiring a public hearing

per the UDO or Administrative Manual f. Street lighting requests (if compliant with Town Street Lighting Policy and meets all

ordinance requirements) g. Other regular business

3. Schedule 3: No Briefing required (one week)

a. Wake County Tax Reports b. Street Acceptances c. Routine Budget Amendments d. Staff appointments e. Consent Agenda f. Non-controversial, administrative or routine items

(Reference Res 2007-099, adopted 8/27/07) Rule 5. Public Address to the Council

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The Council believes in a fair process for individuals that are interested in presenting suggestions, comments or other thoughts. Public comment is vital to the function of Town governance and the Town encourages a wide variety of input for fair representation during decision making, which enables educated leadership and a better decision making process.

Definitions:

Public Address refers to specific time during Council Meetings during which general public comment may be submitted to the Council Items that already have a public input session or public hearing scheduled on the current agenda will not be discussed during the public address.

Public Hearing refers to specific time during Council Meetings during which public comment may be submitted on specific items and is legally required by State Statutes.

Public Input Session is similar to a public hearing and refers to specific time during Council Meetings during which public comment may be solicited for specific items; however, a Public Input Session is not required by State Statutes.

Procedure:

Persons wishing to speak during public address and at public hearings are asked to Speakers must first sign up prior to the meetingin and provide to the eComment software and fill in all required information. The registry period will end prior to the first public hearing or public address session. The eComment softwareThe public address sign-up period will begin will be available at 5:00 p.m. the day of each meeting. At the appropriate time, the mayor will acknowledge those who have signed up to speak and they will be called upon in the order registered. Speakers will address the Council as a whole, from the podium at the front of the room and begin their remarks by stating their name and address.

Time Allotment:

The Public Address will be limited to a maximum of 30 minutes for the entire comment period, unless an exception is granted by the Mayor or Council consensus. If the time period runs out before all persons who have signed up to speak have an opportunity, those names will be carried over to the next Public Address Period.

Public Hearing and Public Input Session comments will be limited to 20 minutes for those in favor and 20 minutes for those in opposition at each meeting, unless an exception is granted by the Mayor or Council consensus. Note that one public hearing/input session may be continued through several meetings and speakers may present only once unless authorized by Town Council. Additional options for input to any item are available and encouraged.

Only one speaker will be acknowledged at a time. Individual comments are limited to three minutes unless otherwise stated by the Mayor.

The spokesperson for a group may be permitted to speak up to six minutes at the discretion of TC.

A delegate may be selected from a group of individuals supporting/opposing positions when a number of people wishing to attend a public hearing exceeds the capacity of the Council Chambers. Advance arrangements must be made to accommodate those not able to listen to the hearing from within the Council Chambers.

Speakers offering comments may ask questions. The Council will not generally answer questions during the comment period, but may refer questions to staff for response or follow-up.

Speakers should be courteous in their language and presentation.

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Speakers who have prepared written remarks and supporting documents for presentation are required to leave a copy of any documents presented with the Town Clerk.

Those who do not wish to speak, but would like to submit comments are encouraged to do so. These comments will not be read aloud. However, the Council will be given a copy of the comments submitted. These documents will become a public record.

Speakers requesting audio visual display of any information must request the ability to do so no later than 5:00 p.m. prior to the start of in advance of the meeting from the Town Clerk. Town Council has the ability to grant or deny a request at their discretion.

Public comments are not the only opportunity to address the Council. Input is strongly encouraged. Speakers are encouraged to directly contact Council Members and/or staff with any questions or comments. Town Council may be contacted as a group by e-mailing TownCouncil@TownofMorrisville.org. Rule 6. Order of Business Items shall be placed on the agenda according to the order of business. The order of business for each meeting shall generally be as follows: Call to Order Invocation Pledge of Allegiance Adoption of Agenda Consent Agenda (to include minutes and other non-controversial agenda items) Presentations For the Good of the Order Manager and Staff Comments

Administrative Reports Council Comment Public Address Public Hearings Regular Agenda (to include any items removed from Consent Agenda for individual consideration by Town Council) Action Items Old Business (to include previously briefed items with or without update)

New Business (to include first introduction of items not previously briefed) Town Council Roundtable (first meeting of month) Other Business (to include Work Sessions ) Announcements Closed Session Adjournment By general consent of the council, items may be considered out of order or added to the agenda. Rule 7. Office of Mayor The mayor shall review all draft meeting agendas and return same with comments and amendments prior to the Town Clerk publishing and posting the proposed agenda. The mayor shall preside over all meetings of the Council and shall have the right to vote on all matters. The mayor or other presiding officer shall have the following powers:

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(a) To rule motions in or out of order, including any motion patently offered for obstructive or dilatory purposes; (b) To determine whether a speaker has gone beyond reasonable standards of courtesy in his or her remarks and to entertain and rule on objections from other members on this ground; (c) To entertain and answer questions of parliamentary law or procedure; (d) To call a brief recess at any time; (e) To adjourn in an emergency.

A decision by the presiding officer under (a), (b), or (c) may be appealed to the council upon motion of any member, pursuant to Rule 18(b), Motion 1. Such a motion is in order immediately after a decision under (a), (b), or (c) is announced and at no other time. The member making the motion need not be recognized by the presiding officer, and the motion if timely made may not be ruled out of order. Rule 8. Office of Mayor Pro Tempore At the organizational meeting, the Council shall elect from among its members a mayor pro tempore to serve at the Council’s pleasure. A council member who serves as mayor pro tempore shall be entitled to vote on all matters and shall be considered a council member for all purposes, including the determination of whether a quorum is present. In the mayor’s absence, the Council may confer on the mayor pro tempore any of the powers and duties of the mayor. If the mayor should become physically or mentally incapable of performing the duties of his or her office, the Council may by unanimous vote declare that he or she is incapacitated and confer any of his or her powers and duties on the mayor pro tempore. When a mayor declares that he or she is no longer incapacitated, and a majority of the Council concurs, the mayor shall resume the exercise of his or her powers and duties. If both the mayor and mayor pro tempore are absent from a meeting, the Council may elect from among its members a temporary chairman to preside in such absence. Rule 9. When the Presiding Officer Is in Active Debate Not used. Rule 10. Action by the Council The Council shall proceed by motion, except as otherwise provided for in Rule 4 and in Rule 31. Any member may make a motion. Rule 11. Second Not Required Motions require a second. Rule 12. One Motion at a Time A member may make only one motion at a time. Rule 13. Adoption by Majority Vote A motion shall be adopted by a majority of the votes cast, a quorum as defined in Rule 27 being present, unless otherwise required by these rules or the laws of North Carolina. See Rule 23 concerning the number of votes necessary to adopt an ordinance or approve a contract. Other extraordinary voting requirements imposed by particular statutes are not specified in these rules. The town attorney should be consulted as questions arise.

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Rule 14. Voting by Written Ballot The council may choose by majority vote to use written ballots in voting on a motion. Such ballots shall be signed, and the minutes of the meeting shall show the vote of each member voting. The ballots shall be available for public inspection in the office of the town clerk immediately following the meeting at which the vote took place and until the minutes of that meeting are approved, at which time the ballots may be destroyed. Rule 15. Remote Participation Members of Town Council may remotely participate in meetings in limited circumstances. Council members must provide written notice to the Town Clerk Clerk and Mayor (e-mail acceptable) of the need for remote participation at least 48 hours prior to the start of the meeting, unless advance notice is impractical.

1. Council members can remotely participate in up to two business meetings within one calendar year, and further remote participation shall only be allowed upon a majority vote by the Town Council. A council member must assert at least one of the following reasons for being physically unable to attend the meeting:

a. Personal illness/injury/disability b. Employment obligations c. Family/other emergency d. Out of town travel e. Military obligations *Remote participation will not be allowed solely for the convenience of a council member or merely to avoid attending one or more particular meetings.

2. Council members may also participate remotely in work sessions for the same reasons noted in Section 1 above in accordance with remote participation guidelines. Remote participation in work sessions will not be counted against the two meeting limitation.

2.3. At the start of the meeting, the Mayor shall announce that a council member is participating in discussion/deliberation remotely. The council member will identify himself/herself and state the location from which he/she is participating remotely for the record.

3.4. The Town Clerk shall list the council member as participating remotely via stated means. The council member participating remotely may participate in discussion on any agenda item but may NOT make motions, nor participate in voting during the meeting. The council member’s remote participation shall not count toward the quorum requirement. Absent a quorum of physical council members participating, remote participation will NOT be allowed.

4.5. Remote participation will be allowed ONLY during Open Session. Remote participation shall NOT be allowed during quasi-judicial hearings and Closed Sessions.

5.6. A council member remotely participating shall notify the Mayor if leaving the meeting before it is adjourned or if rejoining the meeting after a period of absence.

6.7. The council member participating remotely must ensure they can be fully and clearly heard by other members of the council and those in attendance of the official meeting. Use of telephone, internet, or satellite-enabled audio/video conferencing, or any other technology enabling the remote participant and those present at the meeting to clearly communicate with one another is required. If clear audio is not available, a majority of the members present may vote to end the participation. *Text messaging, instant messaging, email and web chat without audio are NOT acceptable means of remote participation.

Rule 16. Debate

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The mayor, or other presiding officer, may state the motion and then open the floor to debate on it. The mayor shall preside over the debate according to the following general principles:

(a) The maker of the motion is entitled to speak first; (b) A member who has not spoken on the issue shall be recognized before one who has already spoken; (c) To the extent possible, the debate shall alternate between proponents and opponents of the measure.

Rule 17. Ratifications of Actions To the extent permitted by law, the council may ratify actions taken on its behalf but without its prior approval. A motion to ratify is a substantive motion. Rule 18. Procedural Motions

(a) Certain Motions Allowed. In addition to substantive proposals, only the following procedural motions, and no others, are in order. Unless otherwise noted, each motion is debatable, may be amended, and requires a majority of the votes cast, a quorum being present, for adoption. Procedural motions are in order while a substantive motion is pending and at other times, except as otherwise noted.

The procedural motions are summarized in table form in the appendix. Note that the appended table is intended only to provide a quick reference guide to the motions; this rule and its comments should be consulted for a discussion of how each procedural motion is used.

(b) Order of Priority of Motions. In order of priority (if applicable), the procedural motions are:

Motion 1. To Appeal a Procedural Ruling of the Presiding Officer. A decision of the presiding officer ruling a motion in or out of order, determining whether a speaker has gone beyond reasonable standards of courtesy in his or her remarks, or entertaining and answering a question of parliamentary law or procedure may be appealed to the council, as specified in Rule 7. This appeal is in order immediately after such a decision is announced and at no other time. The member making the motion need not be recognized by the presiding officer and the motion, if timely made, may not be ruled out of order.

Motion 2. To Adjourn. This motion may be made only at the conclusion of council consideration of a pending substantive matter; it may not interrupt deliberation of a pending matter. A motion to recess to a time and place certain shall also comply with the requirements of Rule 2(c).

Motion 3. To Take a Brief Recess. Any council member can request a recess and the presiding officer can recess the meeting at will.

Motion 4. Call to Follow the Agenda. The motion must be made at the first reasonable opportunity, or the right to make it is waived for the out-of-order item in question.

Motion 5. To Suspend the Rules. The council may not suspend provisions of the rules that state requirements imposed by law on the council. For adoption, the motion requires a vote equal to two-thirds of the actual membership of the council, excluding the mayor, unless he or she may vote in all cases, and vacant seats.

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Motion 6. To Go into Closed Session. The council may go into closed session only for one or more of the permissible purposes listed in G.S. 143-318.11(a). The motion to go into closed session shall cite one or more of these purposes and shall be adopted during an open meeting. If the motion is based on G.S. 143-318.11(a)(1) (closes session to prevent the disclosure of privileged or confidential information or information that is not considered a public record), it must also state the name or citation of the law that renders the information to be discussed privileged or confidential. If the motion is based on G.S. 143-318.11(a)(3) (consultation with attorney; handling or settlement of claims, judicial actions, or administrative procedures), it must identify the parties in any existing lawsuits concerning which the public body expects to receive advice during the closed session. The motion to go into closed session must be approved by a vote of a majority of those present and voting. The council shall terminate the closed session by a majority vote.

Motion 7. To Leave Closed Session.

Motion 8. To Divide a Complex Motion and Consider It by Paragraph.

Motion 9. To Postpone Consideration. The council may postpone a substantive motion for later consideration at an unspecified time. A substantive motion, the consideration of which has been deferred, expires 100 days thereafter unless a motion to revive consideration is adopted. If consideration of a motion has been deferred, a new motion with the same effect cannot be introduced while the deferred motion remains pending (has not expired). A member who wishes to revisit the matter during that time must take action to revive consideration of the original motion or else move to suspend the rules [Rule 18(b), Motion 5].

Motion 10. Motion for the Previous Question. The motion is not in order until there have been at least 20 minutes of debate, and every member has had an opportunity to speak once.

Motion 11. To postpone to a Certain Time or Day.

Motion 12. To Amend. An amendment to a motion must be pertinent to the subject matter. An amendment is improper if adoption of the motion with that amendment added would have the same effect as rejection of the original motion. During discussion of a motion, should the Town Council, by consensus, determine that a friendly amendment is in order, the presiding officer shall ask the members who made and seconded the motion to agree to the friendly amendment and upon agreement the Town Council shall continue debate considering the amended motion.

Motion 13. To Reconsider. The council may vote to reconsider its action on a matter. The motion to do so must be made by a member who voted with the prevailing side (the majority side except in the case of a tie; in that case the “nays” prevail) and at the meeting during which the original vote was taken, including any continuation of that meeting through recess to a time and place certain. The motion cannot interrupt deliberation on a pending matter, but is in order at any time before final adjournment of the meeting.

Rule 19. Not Used Rule 20. Withdrawal of Motion A motion may be withdrawn by the introducer at any time before it is amended or before the presiding officer puts the motion to a vote, whichever occurs first.

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Rule 21. Duty to Vote Every member must vote unless excused by the remaining members according to law. A member who wishes to be excused from voting shall so inform the presiding officer, who shall take a vote of the remaining members. No member shall be excused from voting except upon matters involving the consideration of his or her own financial interest or official conduct. In all other cases, a failure to vote by a member who is physically present in the council chamber, or who has withdrawn without being excused by a majority vote of the remaining members present, shall be recorded as an affirmative vote. Rule 22. Introduction of Ordinances A proposed ordinance shall be deemed to be introduced on the date the subject matter is first voted on by the council. Rule 23. Adoption of Ordinances and Approval of Contracts Generally, an affirmative vote equal to a majority of all the members of the council not excused from voting on the question in issue (including the mayor’s vote in case of an equal division) shall be required to adopt an ordinance, to take any action that has the effect of an ordinance, or to make, ratify, or authorize any contract on behalf of the city. In addition, no ordinance or action that has the effect of an ordinance may be finally adopted on the date on which it is introduced except by an affirmative vote equal to or greater than two-thirds of all the actual membership of the council, excluding vacant seats, and not including the mayor unless he or she has the right to vote on all questions before the council. No ordinance shall be adopted unless it has been reduced to writing before a vote on adoption is taken. Rule 24. Adoption of the Budget Ordinance

(1) Any action with respect to the adoption or amendment of the budget ordinance may be taken at any regular meeting of the council by a simple majority of those present and voting, a quorum being present;

(2) No action taken with respect to the adoption or amendment of the budget ordinance need be published or is subject to any other procedural requirement governing the adoption of ordinances or resolution by the council; and

(3) The adoption and amendment of the budget ordinance and the levy of taxes in the budget ordinance are not subject to the provisions of any town charter or local act concerning initiative or referendum.

During the period beginning with the submission of the budget to the council and ending with the adoption of the budget ordinance, the council may hold special meetings that may be necessary to complete its work on the budget ordinance. Except for the notice requirements of the open meetings law, which continue to apply, no provision of law concerning the call of special meetings applies during that period so long as (a) each member of the Town Council has actual notice of each special meeting called for the purpose of considering the budget, and (b) no business other than consideration of the budget is taken up. This rule does not allow, and may not be construed to allow, the holding of closed meetings or executive sessions by the council if it is otherwise prohibited by law from holding such a meeting or session.

Rule 25. Request for Ceremonial Documents

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A proclamation is ceremonial in nature, strictly honorary, in no way legally binding, and provided at the discretion of the Mayor. Proclamation issuance does not constitute endorsement by the Town of Morrisville government. Any request for a proclamation should be made in accordance with the guidelines provided, and may be superseded by the Mayor or Town Council as a governing body. The Town Clerk’s Office will facilitate the receipt of proclamation requests and forward to the Mayor and Town Council for review/consideration. All requests will be reviewed on a case-by-case basis and only those requests that are compliant with guidelines will be met. a. Proclamation requests MUST be received no less than 30 days prior to the requested meeting

date for presentation. b. Proclamations may be presented, rather than read aloud, at the discretion of the Mayor. c. Proclamations may be requested for presentation outside of a regularly scheduled meeting if

a request is made in advance to the Town Clerk’s Office. Outside meeting presentation requests will be made at the Mayor’s discretion.

d. Proclamations will only be issued for Town of Morrisville residents or events. e. Proclamation requests from Town Advisory Boards/Committees or affiliated members must

be submitted in accordance with established guidelines. f. Annual or other repeat requests must be submitted in writing for each occasion with in

accordance with established guidelines. There is no guarantee that proclamations will automatically be renewed.

g. Proclamations will not be issued for commercial purposes, such as a new business opening, a new service, a new product, a new professional service or other commercial endorsement.

h. Only one proclamation per year may be issued per organization. Requests may not be duplicated.

i. The Town of Morrisville reserves the right to accept, modify or decline any request regardless of whether it was previously accommodated.

j. Proclamations will not be issued taking sides in political matters, addressing personal convictions, campaigns or events.

k. Proclamations will not be backdated and must be requested for a prospective event or acknowledgement.

l. Proclamations issued individually by the Mayor will be provided to the Town Clerk and kept on file.

*For proclamation requests that do not meet specified guidelines, the Town Council may choose to provide a letter of recognition/congratulations in lieu of. Letters are issued by the Mayor and Town Council and are within the discretion of the governing body.

2. Resolutions of Support Resolutions are non-binding, unenforceable statements made by Town Council. Resolutions may or may not be adopted and/or signed by the governing body. Resolutions serve the intent of persuading or encouraging other legislative bodies to adopt legislation that is of importance to the Town of Morrisville. Resolution adoption does not guarantee support or endorsement by any legislative body, other than the Town of Morrisville. Any request for a resolution of support should be made in accordance with the guidelines provided and may be superseded by the Mayor or Town Council as a governing body. a. Resolutions will only be considered for issues relevant to the Town of Morrisville’s major

service areas, including, but not limited to public safety, public works, economic development, transportation, planning and development services, parks and recreation, community services, and technology.

b. Resolutions should NOT conflict with the Town of Morrisville’s previously adopted positions in any of these service areas.

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c. Resolutions will be vetted during the Town Council Roundtable discussion occurring at council meeting. Any proposed resolution must receive majority support of the council to move forward and be considered for a vote at the following meeting.

d. The Town Clerk will circulate the draft resolution after the Roundtable discussion to finalize verbiage and the resolution will be included as an Action Item on the Meeting agenda.

e. Resolutions that are time-sensitive, i.e. related to State Legislative matters or similarly supported items, can be considered outside of this process as needed.

f. Town Council reserves the right to modify or postpone consideration of any resolution request.

*For resolution requests that do not meet specified guidelines, Town Council may choose to provide a letter of support in lieu of. Letters are issued by the Mayor and Town Council and are within the discretion of the governing body.

Rule 26. Closed Sessions The council may hold closed sessions as provided by law. Council may go into a closed session for one or more of the permissible purposes listed in G.S. 143.318.11(a) with a motion made and adopted during open session. Specific motion information outlined in Rule 18(b), Motion 6. Only those actions authorized by statute may be taken in closed session. A motion to adjourn or recess shall not be in order during a closed session. Rule 27. Quorum A majority of the actual membership of the council plus the mayor, excluding vacant seats, shall constitute a quorum. A majority is more than half. A member who has withdrawn from a meeting without being excused by majority vote of the remaining members present shall be counted as present for purposes of determining whether or not a quorum is present. Rule 28. Public Hearings Rules governing public hearings required by law or deemed advisable shall be organized by the town staff and announced by the mayor. The rules shall set forth the subject, date, place, and time of the hearing as well as any rules regarding the length of time allotted for each speaker, and other pertinent matters. Town guidelines for public hearings are outlined in Rule 5 “Public Address to Town Council.”. All notice and other requirements of the open meetings law applicable to council meetings shall also apply to public hearings at which a majority of the council is present; such a hearing is considered to be part of a regular or special meeting of the council. A public hearing for which any notices required by the open meetings law or other provisions of law have been given may be continued to a time and place certain without further advertisement. The requirements of Rule 2(c) “Recessed Meetings,” shall be followed in continuing a hearing at which a majority of the council is present. At the time appointed for the hearing, the mayor or his or her designee shall call the hearing to order and then preside over it. When the allotted time expires or when no one wishes to speak who has not done so, the presiding officer shall entertain or make a motion to end the hearing. Rule 29. Quorum at Public Hearings A quorum of the council shall be required at all public hearings required by state law. If quorum is not present at such a hearing, the hearing shall be continued until the next regular council meeting without further advertisement.

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Rule 30. Minutes Full and accurate minutes of the council proceedings, including closed sessions, shall be kept. Minutes are not intended to be verbatim, but to capture the essence of discussion and decision by Town Council. The Town Council shall also keep a general account of any closed session so that a person not in attendance would have a reasonable understanding of what transpired. Minutes and general accounts of regular meetings shall be open to inspection of the public. Minutes and general accounts of closed sessions are sealed and not open to public inspection, but may be unsealed by action of the council when public inspection will not frustrate the purpose of the closed session. Rule 31. Appointments The council may consider and make appointments to other bodies, including its own committees, if any, only in open session. The council may not consider or fill a vacancy among its own membership except in open session. The Mayor shall vote on appointments that come before the council. Rather than proceeding by motion, the council shall use the following procedure to make appointments to advisory boards/committees (other appointment methods may be used for appointment to other offices as deemed necessary by council): All applicants eligible for appointment will be presented to Town Council for inspection two weeks prior to the scheduled vote, via briefing item. At the appropriate time, the names of all eligible appointees will be provided by a ballot outlining the number of seats available for appointment to each advisory board/committee. Council Members will cast votes for the number of seats available, and the ballots will be tallied by the Town Clerk and recorded in the minutes. Rule 32. Committees and Boards

(a) Establishment and Appointment. The council or the mayor, if the mayor is delegated that power by the council, may establish and appoint members for such temporary and standing town committees and boards as are needed to help carry on the work of town government. Any specific provisions of law relating to particular committees and boards shall be followed.

(b) Open Meetings Law. The requirements of the open meetings law shall apply to all elected and appointed authorities, boards, commissions, councils, or other bodies of the town that are composed of two or more members and that exercise or are authorized to exercise legislative, policy-making, quasi-judicial, administrative, or advisory functions. However, the law’s requirements shall not apply to a meeting solely among the town’s professional staff.

Rule 33. Amendment of the Rules These rules may be amended at any regular meeting or at any properly called special meeting that includes amendments of the rules as one of the stated purposes of the meeting, so long as the amendment is consistent with the town charter, general law, and generally accepted principles of parliamentary procedure. Rule 34. Reference to Robert’s Rules of Order Newly Revised To the extent not provided for in these rules, and to the extent it does not conflict with North Carolina law or with the spirit of these rules, the council shall refer to Robert’s Rules of Order Newly Revised, to answer unresolved procedural questions.

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Motion

Vote Required

Special Requirements

1 To Appeal a Procedural Ruling of the Presiding Officer

Majority

Is in order immediately after the presiding officer announces a procedural ruling, as specified in Rule 7, and at no other time. The member making the motion need not be recognized by the presiding officer, and the motion if timely made may not be ruled out of order.

2 To Adjourn Majority

May not interrupt deliberation of pending substantive matter. Motion to [recess] [adjourn] to a time and place certain must also comply with Rule 2(c).

3 To Take a Brief Recess Majority None

4 Call to Follow the Agenda Majority Must be made at first reasonable opportunity, or the right to make it is waived for the out-of-order item in question.

5 To Suspend the Rules Two-Thirds The council may not suspend provisions of the rules that state requirements imposed by law on the council.

6 To Go into Closed Session Majority

Motion must cite one or more of the permissible purposes for closed sessions listed in G.S. 143-318.11(a) and must be adopted at an open meeting. A motion based on G.S. 143-318.11(a)(1) must also state the name or citation of the law that renders the information to be discussed privileged or confidential. A motion based on G.S. 143-318.11(a)(3) must identify the parties in each existing lawsuit concerning which the council expects to receive advice during eh closed session, if in fact such advice is be received.

7 To Leave Closed Session Majority None

8 To Divide a Complex Motion and Consider it by Paragraph

Majority None

9 To Postpone Consideration Majority

A substantive motion the consideration of which has been deferred expires [100] days thereafter unless a motion to revive consideration (Motion 14) is adopted. While a postponed motion remains pending, a new motion with the same effect cannot be introduced. CAUTION: Do not confuse with Motion 11.

10 Motion for the Previous Question Majority Not in order until there have been at least [20] minutes of debate, and every member has had an opportunity to speak once.

11 To Postpone to a Certain Time and Day (See Motion 9)

Majority None

12 To Amend Majority

(a) Amendments must be pertinent to the subject matter of the motion being amended. An amendment is improper if adoption of the motion with that amendment added has the

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same effect as rejection of the original motion. A proposal to substitute a different motion shall be treated as a motion to amend. (b) A motion may be amended, and that amendment may be amended, but no further amendments may be made until the last-offered amendment is disposed of by a vote. (c) Any amendment to a proposed ordinance must be reduced to writing before the vote on the amendment.

13 To Reconsider Majority

Must be made by a member who voted with the prevailing side (the majority side except in the case of a tie; in that case the “noes” prevail). May only be made at the meeting at which the original vote was taken, including any continuation of that meeting through [recess] [adjournment] to a time and place certain. Cannot interrupt deliberation on a pending matter, but is in order at any time before final adjournment of the meeting.

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Code of Ethics

Purpose: The purpose of this policy is to establish guidelines for an ethical standard of conduct for the

duly elected Mayor and Council of the Town of Morrisville, and to help those elected officials determine

what conduct is appropriate in particular cases.

Section 1. Council Members should obey all laws applicable to their official actions as members of the

Council. Council Members should be guided by the spirit as well as the letter of the law in what they do.

At the same time, Council Members should feel free to assert policy positions and opinions without fear

of reprisal from fellow Council Members or citizens. To declare that a Council Member is behaving

unethically because one disagrees with that Council Member on a question of policy (and not because of

the Council Member's behavior) is unfair, dishonest, irresponsible, and itself unethical.

Section 2. Council Members should act with integrity and independence as they exercise the duties of their offices. Characteristics and behaviors consistent with this standard include the following:

Behaving consistently and with respect toward everyone with whom they interact;

Exhibiting trustworthiness;

Using their best independent judgment to pursue the common good as they see it, and presenting their opinions in a reasonable, forthright, consistent manner;

Remaining incorruptible and unaffected by improper influence while at the same time being able to consider the opinions and ideas of others;

Treating other Council members and the public with respect and honoring the opinions of others even when the Council Member disagrees with those opinions;

Not reaching conclusions on issues until all sides have been heard;

Recognizing that they are part of a larger group and acting accordingly; and

Recognizing that individual Council Members are not generally allowed to act on behalf of the Council but may only do so if the Council specifically authorizes it, and that the Council must take official action as a body.

Section 3. Council Members should avoid impropriety in the exercise of their official duties. Their official actions should be above reproach. If a Council Member believes that his or her actions, while legal and ethical, may be misunderstood, the member should seek the advice of the Town's Attorney and should consider publicly disclosing the facts of the situation and the steps taken to resolve it (such as consulting with the attorney). Section 4. Council Members should faithfully perform the duties of their offices. They should act as responsible citizens whom others can trust and respect. They should set a good example for others in the community, keeping in mind that trust and respect must continually be earned. Council Members should faithfully attend and prepare for meetings. Council Members should endeavor to keep up to date, through the Town Attorney and other sources, about new or ongoing legal or ethical issues they may face in their official positions. They should carefully analyze all credible information properly submitted to them, mindful of the need not to engage in communications outside the meeting in quasi-judicial matters. They should demand full accountability from those over whom the Council has authority. Council Members should be willing to bear their fair share of the Council's workload. To the extent appropriate, they should be willing to put the Council's interests ahead of their own.

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Section 5. Council Members should conduct the affairs of the Council in an open and public manner. They should comply with applicable laws governing open meetings and public records, recognizing that doing so is an important way to be worthy of the public's trust. They should remember when they meet that they are conducting the public's business. In order to ensure strict compliance with the laws concerning openness, Council Members should endeavor to create an environment of transparency and candor at all times in the governmental unit. They should direct staff to cooperate in responding to public records requests. They should take steps to make certain that closed sessions held by the Council are lawfully conducted and that such sessions do not stray from the purposes for which they are called.

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Town Council Agenda Item Report

Agenda Item No. 2017-391-0Submitted by: Erin HudsonSubmitting Department Administration Meeting Date: December 12, 2017

SUBJECTResolution Appointing Town Council Members to Regional Committee Vacancies - Erin L. Hudson, Town ClerkBrief/Action - December 12

Recommendation:

Updates/History of Briefing:

Executive Summary and Background Information:Town Council members have an active role on several local regional Committees and Boards. Town of Morrisvillerepresentation is essential to partnership with other agencies, elected officials and other representatives. With newlyelected officials coming into office, there will be two vacancies for Town Council Members to fill on local regionalcommittees. Current appointments for existing Council members are provided as well. Council may elect to reconsiderall positions or continue to allow currently serving members to retain their positions and fill any remaining vacancies. Descriptions and additional information for each committee is included in ATTH01.

- Capital Area Metropolitan Planning Organization (CAMPO) Transportation Advisory Committee (TAC) (oneappointee/bylaws recommend Mayor, one alternate)Current: Mark Stohlman (appointee), Liz Johnson (alternate), Ben Howell, Long Range Planning Manager (StaffLiaison)- Triangle J Council of Governments (COG) Board of Delegates (one delegate, one alternate)Current: Vicki Scroggins-Johnson (appointee), Satish Garimella (alternate)- Triangle J Center of the Region Enterprise (CORE) (appoint up to 2)Current: Vicki Scroggins-Johnson (appointee), Steve Rao (alternate), Courtney Tanner, Planning Director (StaffLiaison).- Triangle J Council of Governments Smart Growth Collaborative (one appointee)Current: Steve Rao (Co-Chair), TJ Cawley (appointee)- Western Wake Partners Policy Advisory Committee (PAC) (Mayor Appointed)Current: Mark Stohlman (appointee), Martha Paige, Town Manager (Staff)

Potential Options:- Recommend appointees for vacant positions and allow current members to continue serving- Reconsider all appointments

Staff Recommendation:Council may choose to proceed at their discretion 80

ATTACHMENTS 2017-391-0 Briefing Supp Appt TC Members to Reg Cmte Vacancies.docx 2017-391-0 RES Appt TC Members to Reg Cmte Vacancies.docx ATTH01 2017-391-0 Regional Committee Backgrounds.docx

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Updated: December 3, 2017 1 of 2

Item Number & Subject: 2017-391-0 Town Council Appointments to Regional Committee Vacancies

Lead Department: Admin Action Officer: Erin L. Hudson, Town Clerk

Subject: Resolution Appointing Town Council Members to Regional Committee Vacancies

Briefing: 12/12/17 Public Hearing: None Action: 12/12/17

Item Schedule Select OneSchedule 1: Brief twice – vote once (six weeks) ☐

Schedule 2: Brief once – vote once (two weeks) ☐

Schedule 3: No briefing required (one week) ⊠

Link to Previous Briefings (if applicable): n/a

Charts/Graphs/Supplemental Graphics (referenced within Executive Summary of Agenda Item Summary Form in Peak):

n/a

Advisory Board/Committee Review: None

Advisory Board/Committee Meeting Date and Minutes: n/a

Advisory Board/Committee Recommendation and/or vote: n/a

Meeting Perspectives and Goals Adopted by the Council:

Perspectives Goals

Serve the Community ☐ Promote an Environmentally Sensitive & Livable Community☐ Provide a Safe Community⊠ Deliver Quality Services☐ Foster a Healthy Community

Briefing Supplement

82

Updated: December 3, 2017 2 of 2

Run the Operations ☐ Enhance Community Preparedness & Responsiveness⊠ Maximize Partnership Opportunities☐ Provide Courteous & Responsive Customer Service☐ Model a Positive Town Image☐ Deliver Efficient Services☐ Cultivate Community Involvement & Access

Manage the Resources ☐ Maintain Fiscal Strength☐ Maximize Utilization & Resources☐ Invest in Infrastructure & Transportation

Develop Personnel ☐ Develop a Skilled & Diverse Workforce☐ Create a Positive & Rewarding Work Culture

Resource Impact:

Staff time required if item is approved: No Additional

Other Potential Impacts: n/a

Public Information Plan:

☐ Public Hearing (Required by GS) ☐ Public Hearing (Not Required by GS)

☐ Newspaper Notice (Required by GS) ☐ Newspaper Notice (Not Required by GS)

☐ Public Forum/Input Session ☐ Press Release

☐ Morrisville Connection ☐ E-News Distribution

☐ Social Media (Twitter, Facebook, etc.) ☐ Website Notice

☐ Special Mailing ☐ Banners Posted

☐ Flyers Posted ☐ Survey ☐ Automated Phone Call ⊠ None Required

Other:

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TOWN OF MORRISVILLE * 100 TOWN HALL DRIVE * MORRISVILLE, NC 27560

Page 1 of 1

RESOLUTION 2017-391-0 OF THE MORRISVILLE TOWN COUNCIL APPOINTING TOWN COUNCIL MEMBERS TO

REGIONAL COMMITTEE VACANCIES

WHEREAS, one of the Town Council adopted Goals and Initiatives is to maximize partnership opportunities; and

WHEREAS, with a new Council Member and Mayor coming into office, there are vacant positions on regional Committees in which the Town participates, all of which should be filled:

NOW, THEREFORE, BE IT RESOLVED THAT THE MORRISVILLE TOWN COUNCIL hereby maintains and makes additional appointments of Town Council Members as follows:

Capital Area Metropolitan Planning Organization (CAMPO) Transportation Advisory Committee (TAC)

- ________ (Appointee)- ________ (Alternate)- Ben Howell, Long Range Planning Manager (Staff)

Triangle J Council of Governments (COG) Board of Delegates- ________ (Appointee)- ________ (Alternate)

Triangle J Center of the Region Enterprise (CORE)- ________ (Appointee)- ________ (Appointee)- Courtney Tanner, Planning Manager (Staff)

Triangle J Council of Governments Smart Growth Collaborative - Steve Rao (Co-Chair)- ________ (Appointee)

Western Wake Partners Policy Advisory Committee (PAC)- ________ (Appointee)- Martha Paige, Town Manager (Staff)

Adopted this the 12th day of December, 2017.

ATTEST:

______________________________ _____________________________TJ Cawley, Mayor Erin L. Hudson, Town Clerk

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Regional Committee Backgrounds

Capital Area Metropolitan Planning Organization (CAMPO) Executive CommitteePurpose: The Capital Area Metropolitan Planning Organization (CAMPO) plans for the regional transportation needs (roads, public [rail, transit, other], pedestrian, and “enhancement” [beautification, safety, etc.]) of the greater Triangle area; good transportation planning, in turn, directly affects issues of mobility and air quality.

Description: The purpose of Morrisville’s participation in CAMPO is to assure that the Town’s transportation needs are advocated and considered in the prioritization for funding among the many transportation projects requested by the various jurisdictions in the Triangle.

Membership: CAMPO is comprised of one elected member from each member jurisdiction within the CAMPO planning area (Wake County and portions of Franklin, Granville, Johnston, and Harnett Counties). CAMPO is the official Transportation Advisory Committee (TAC) (a term used in North Carolina) as well as the official Metropolitan Planning Organization (MPO) (the planning body for transportation issues as required under federal law) for the Triangle region. As the “political” planning body, CAMPO coordinates with a number of agencies, including the Federal Highway Agency (major source of federal transportation funding), the North Carolina Department of Transportation (NCDOT - implementing staff for transportation projects), the North Carolina Board of Transportation (decision-makers appointed by the Governor responsible for allocation of federal and State transportation funds), and the Transportation Technical Committee (TCC - staff representatives from each member jurisdiction). A 13-person CAMPO staff headed by Mr. Chris Lukasina provides direct staff support for the CAMPO members. For more information please visit www.campo-nc.us.

Meeting Times: CAMPO meets regularly once a month, plus an annual retreat and one meeting per year with the neighboring MPO for Durham, Chapel Hill, and Carrboro. The regular meetings are usually the third Wednesdays of the month from 4:00 PM to 6:00 PM at the CAMPO offices in Downtown Raleigh.

Workload: Approximately seven days prior to each meeting, a meeting notice and agenda packet consisting of roughly ten to 50 pages is sent to all members for review. The material can be fairly technical; the acronyms and vocabulary (particularly dealing with transportation and air quality issues and legislation) require some study to fully understand the issues.

Current Appointees: Mark Stohlman (Appointee), Liz Johnson (Alternate), Ben Howell, Long Range Planning Manager (Staff Liaison).

Triangle J Council of Governments (COG) Board of DelegatesPurpose: The Triangle J Council of Governments (TJCOG) provides a forum and services to local governments in the Triangle to help them address issues of mutual concern and sustain and improve the quality of life for residents in the region.

Description: The Triangle J Council of Governments (TJCOG) is a voluntary association of municipal and county governments in North Carolina's Region J (Chatham, Durham, Johnston, Lee, Moore, Orange, and Wake counties). One of 16 regional councils established in 1972 by the N.C. General Assembly, TJCOG works with local governments to help them address issues of mutual concern and provide assistance in a range of program areas. These include land use planning, transportation, air quality, water resources, commuting options, clean fuels, and aging services. The staff also provides a number of additional services to its member governments,

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including mapping and geographic information services, web page design and maintenance, drug and alcohol testing, and cable television regulation and franchising assistance. For more information about TJCOG, visit http://www.tjcog.org. To view a copy of TJCOG’s annual report and recent newsletters, visit http://www.tjcog.org/publications-financial-reports.aspx.

Membership: The TJCOG Board of Delegates consists of one delegate and one alternate from each member government.

Meeting Times: The full Board meets the fourth Wednesday of the month (January, March, April, May, August, October, and November), and the Executive Committee of the Board meets on the fourth Wednesday (February, June, September, and December). November and December meetings are held the third Wednesday of the month due to holiday schedules. Informal discussion and dinner begin at 5:30pm, with the business meeting beginning at 6:15 PM.

Meeting Location: TJCOG Large Conference Room, 4307 Emperor Boulevard (located in Yorkshire Place in the Imperial Center). For a map and directions, visit http://www.tjcog.org/map-directions.aspx.

Workload: Seven meetings per year. Prior to each meeting, an agenda and supporting information are sent out to all Board members via email and available on the website (normally consisting of five to 20 pages).

Current Appointees: Vicki Scroggins-Johnson (Appointee); Satish Garimella (Alternate).

Triangle J Center of the Region Enterprise (CORE)Purpose: The Center of the Region Enterprise (CORE) promotes dialogue and understanding of the needs and goals of the communities centrally located in the Research Triangle, as well as coordinate development-related activities. Sound land use planning, integrated transportation planning, protection of the environment, and maintenance of a healthy economic environment are intended outcomes of the CORE effort.

An example of CORE work items over the past year include a regional Pedestrian-Bicycle-Green Space Plan which was eventually adopted as a template by all the member jurisdictions (including Morrisville); its purpose is to coordinate construction of such facilities in the region to promote viable transportation alternatives. It serves as an the basis for the Town’s own Greenway Plan adopted earlier in 2005 as well as an important policy document when reviewing site plans for development. Another example of work includes reporting on major development activity which may have an effect on surrounding jurisdictions. For more information, please visit www.tjcog.dst.nc.us/regplan/core.

Description: The Triangle J Council of Governments coordinated the establishment of CORE in 2003 in response to the perceived need to address issues of the COG-member communities located in the geographic center of the Triangle region. The Town of Morrisville joined CORE in September 2003 with its inception.

Membership: consists of two Board members each from the City of Durham, Durham County, Wake County, City of Raleigh, Town of Cary, and Town of Morrisville. The Planning Director also typically attends the monthly CORE meetings.

Meeting Times: The group meets quarterly usually on the fourth Friday of the month from 12 noon to 2:00 PM; lunch is provided. All meetings are at the Triangle J Council of Government

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offices in the Imperial Business Center. In addition, at least one of the elected Board members is expected to attend a quarterly meeting of the Triangle J Council of Governments; the Planning Director is also expected to attend.

Workload: Prior to each meeting, an agenda with supporting material is sent to all Board and staff members (normally consisting of from five to 30 pages).

Current Appointees: Vicki Scroggins-Johnson (Appointee); Steve Rao (Alternate); Satish Garimella (Alternate); Courtney Tanner, Planning Director (Staff Liaison).

Triangle J Council of Governments Smart Growth CollaborativePurpose: The Triangle J Council of Governments Smart Growth Committee studies land use and development issues within the region, and provide an information exchange on these topics.

Description: Over the past four years, the Committee has held over 20 meetings on a diversity of smart growth topics ranging from urban design to regional development trends to stormwater management to senior-friendly communities. Please visit http://www.tjcog.org/smart-growth-collaborative.aspx for more information.

Membership: The Committee is structured similarly to other TJCOG committees with a chairperson designated by the Board of Delegates and voting representatives designated by member local governments. Member governments are asked to designate one appointee, while other officials are welcome to attend. In addition, they are asked to identify a staff person to serve on the technical advisory team, which is called upon on as needed to help with specific initiatives. The Committee is staffed by TJCOG employees and meetings are open to all interested persons.

Meeting Times: The Committee typically meets on the third Wednesday of odd numbered months in the morning or at lunchtime. Meetings are held at the Imperial Center, Yorkshire Place, 4307 Emperor Boulevard, Suite 110.

Workload: Five to six meetings a year.

Current Appointees: Steve Rao (Co-Chair); TJ Cawley (Appointee).

Western Wake Partners Policy Advisory Committee (PAC)Purpose: The Western Wake Partners Policy Advisory Committee was established for partners to meet as needed to discuss and make decisions on selected policy issues, advising Cary as the lead agency.

Description: The PAC consists of the mayors and town managers of Apex, Cary and Morrisville, or their designees, and considers policy matters that relate to the raw wastewater pumping and conveyance facilities, the water reclamation facility and treated effluent pumping and conveyance facilities.

From October 2005 until present, the partners have discussed and implemented plans for the design and construction of the Western Wake Regional Water Reclamation Facility. They continue to address wastewater matters in the Western Wake Region. More information is available at http://www.townofcary.org/Town_Council/Special_Committees/Western_Wake_Partners_Policy_Advisory_Committee__PAC_.htm

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Meeting Times: The PAC meets at least annually, and may meet more often as necessary or upon the request of the partners.

Workload: Ranges depending on needs, the current workload is light involving attendance atmeetings.

Current Appointee: Mark Stohlman

Cary/Morrisville Joint Issues SubcommitteePurpose: At a joint work session of both the Morrisville and Cary Town Councils on August 23, 2010, both groups agreed to develop a committee comprised of Morrisville and Cary Town Council Members to discuss topics of mutual interest. Previous agendas and minutes, as well as operating procedures, can be found at http://www.townofcary.org/mayor-council/boards-commissions-committees/council-committees/cary-and-morrisville-joint-issues-committee.

At its meeting on July 24, 2017, members of both governing boards opted to change the meeting structure to a more informal discussion based dinner meeting, held twice per year, with full membership of both boards invited and encouraged to participate.

Membership: All members of each governing board.

Meeting Times: Committee meets twice per year, alternating locations between Morrisville and Cary, for a business dinner.

Workload: Two meetings per year. Meetings are discussion based with staff presentations and no town council preparation.

Current Appointees: No appointments necessary.

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