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Morrisville Town Council Regular Meeting April 9, 2019, 6:00 pm

Town of Morrisville Mission Statement: - Connecting our diverse community to anenhanced quality of life through innovative programs and services.

1. Call to Order

2. Recognition of Sergeant at Arms - Officer Matthew Davis - Officer Davis has 6years of law enforcement experience, 3 of those years served with the Town of Morrisville. He is currently positioned with the K-9 Unit.

3. Invocation - Invocation by Town Attorney Frank Gray

4. Pledge of Allegiance

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

6. Consent Agenda6.a. Approval of February 12, 2019 Meeting Minutes (deferred from March 26 meeting) -

Erin L. Hudson, Town ClerkAction - April 920190212M.pdf

6.b. Approval of February 25, 2019 Work Session Minutes (deferred from March 26meeting) - Erin L. Hudson, Town ClerkAction - April 920190225M.pdf

6.c. Approval of February 26, 2019 Meeting Minutes (deferred from March 26 meeting) -Erin L. Hudson, Town ClerkAction - April 920190226M.pdf

7. Presentations

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7.a. Morrisville Youth Leadership Council Presentation - Jerry Allen, Parks, Recreationand Cultural Resources Director

8. 7:00 p.m. Public Address - Public Address Period will begin at 7:00 p.m. for no morethan 30 minutes.

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

9.a. Resolution Appointing a New 2019 Vice Chair of the Planning and Zoning Board Dueto Vacancy - Courtney Tanner, Planning DirectorBrief/Action - April 92019-074-0 Peak Supplement - PZB Chair Appointments2019-074-0 RES PZB Chair Appointments2019-074-0 ATTH 01 PZB Roster

9.b. Resolution Appointing Advisory Board and Committee Members - Erin L. Hudson,Strategic Performance ManagerBrief - March 12Action - March 26, April 92019-47-0 Brief Supplement Bd Cmte Appts.docx2019-47-0B RES Bd Cmte Appts 20190409.docx2019-47-0 ATTH01 Applications_20190409.pdf2019-47-0 ATTH02 Applicant Contact Info_20190409.pdf2019-47-0 ATTH03 Supplement Question Matrix_20190409B.pdf2019-47-0 ATTH04 Supplement Question Matrix_20190409B.xlsx2019-47-0 ATTH05 Bd Cmte Appts Runoff Ballot_20190409.docx

10. New Items10.a. Resolution Approving Amendments to Appointed Public Bodies Administrative

Policy - Erin L. Hudson, Strategic Performance ManagerBrief - April 9Action - April 232019-82-0 Peak Supp Apptd Pub Body Amend.docx2019-82-0 RES Apptd Pub Body Amend.docx2019-82-0 ATTH01 Apptd Pub Body Amend.pdf

11. Future Meetings, Events and Citizen Involvement Opportunities - For a full listingof events, please see the Town Calendar at www.townofmorrisville.org.

12. Council and Manager Comments

13. Administrative Reports13.a. Semi-Annual Records Audit - Erin L. Hudson, Strategic Performance Manager

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Semi-Annual Records Disposition _ 2019 Spring Consolidated.pdf

13.b. Morrisville Public Education Advisory Committee and Planning and Zoning BoardRecruitment Update - Erin L. Hudson, Strategic Performance ManagerRecruitment and Comm Memo.docx

13.c. Retreat Follow Up - Martha Paige, Town Manager, and Jeanne Hooks, Assistant tothe Town Manager/Budget ManagerRetreat Follow-Up.pdf

13.d. Fiscal Year 2020 Budget Preparation Update - Martha Paige/Town Manager andJeanne Hooks/Assistant to the Town Manager and Budget ManagerFY2020 Budget Update Memo.pdf

14. Work Sessions14.a. Capital Investment Plan (CIP) Update/Continued Bond Referendum Discussion

(deferred from March 26 meeting) - Martha Paige, Town Manager and JeanneHooks, Assistant to the Manager/Budget Manager2019-66-0 Presentation Project Updates.pdf2019-66-0 Presentation FY2020 CIP Bond Referendum Work Session 03262019.pdf2019-66-0 ATTH 01 - Comprehensive CIP Draft Handout.pdf

15. 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.

Town Council February 12, 2019 Meeting Minutes Page 1 of 9

Morrisville Town Council Regular Meeting February 12, 2019, 6:00 P.M.

1. Call to order

Mayor Cawley called the meeting to order at 6:00 p.m. Also present at the meeting were Mayor Pro Tem Scroggins-Johnson, Council Members Garimella, Johnson, Rao (out at 8:36 p.m.), Schlink, and Attorney Frank Gray. Present staff included Martha Paige/Town Manager, Todd Wright/Assistant Town Manager, Jeanne Hooks/Assistant to the Town Manager and Budget Manager, Scott Criddle/Fire Chief, Cathy Jarboe/Communications and Outreach Director, Courtney Tanner/Planning Director, Shandy Padgett/Inspections Director, Michele Stegall/Current Planning Manager, Ben Howell/Long Range Planning Manager, Kari Grace/Planner II, Stephanie Smith/PIO, and Erin L. Hudson/Town Clerk. Council Member Windle was absent.

2. Recognition of Sergeant at Arms Mayor Cawley recognized Officer Chad Penland.

3. Invocation by Mayor TJ Cawley Mayor Cawley provided the invocation.

4. Pledge of Allegiance

5. Adoption of Regular Agenda Call for any conflicts of interest in relation to the proposed agenda. No conflicts were noted. Mayor Pro Tem Scroggins-Johnson requested to defer the Closed Session to the February 26 meeting. MOTION: Mayor Pro Tem Scroggins-Johnson made a motion to approve the agenda as amended. The motion was seconded by Council Member Johnson and carried unanimously.

6. Presentation – Introduction of Chris Heagarty, Wake County Public School System

(WCPSS) District 7 Board Member Representative Heagarty began his term on the WCPSS School Board as the District 7 representative in December 2018. He noted that Morrisville is bridging new ground on community school needs, which is not typically a municipal function. More cooperation and collaboration are needed between municipal, county and board of education governments, as decisions made by each of these elected bodies impacts students. He addressed the issue of growth within Wake County, noting that the county population is aging and that the WCPSS growth can be sensationalized within the media, or families may be selecting non-public school options. Western Wake County continues to see school-aged growth and school infrastructure does not have the capacity to support these growing demands. A new high school will be opening in Apex, drawing some of the Western Wake students, and Parkside Elementary school will aid in bringing some of the overcrowded school populations back to more reasonable numbers. Representative Heagarty shared that he and WCPSS Board

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Members are working to address a variety of needs specific to the Morrisville community. He also addressed the legislative mandate to reduce class sizes for K-3. Even as new schools are being constructed, schools are losing seating due to minimum class size requirements. School repairs and capital improvements are a challenge, as well as local autonomy in calendar flexibility. The WCPSS School Board would like to see alignment of high school and community college calendars to allow for flexibility in class offerings for students.

7. Action Items

8.a. Action on Items Related to the Proposed Amendment of the Land Use Plan and Zoning Map for 1107, 1109 and 1113 Morrisville-Carpenter Road and 0 Davis Drive (LUP 18-02 and REZ 18-02):

Kari Grace, Planner II, shared that the applicant team has updated proposed condition 19: greenway on adjacent site, and condition 20 was added related to workforce housing provisions. Mayor Pro Tem Scroggins-Johnson asked staff to elaborate on the workforce housing component as defined within the proposal. Staff shared the definition as provided by the Department of Housing and Urban Development. Mayor Pro Tem Scroggins-Johnson provided an illustrative example of income levels and job classification examples of staff in Morrisville that would meet the criteria outlined in the condition, and expressed that it would be a positive addition for the Town. She requested additional information related to the design of the workforce housing component. Ms. Caitlin Shelby, Wood Partners Managing Partner, replied that the workforce housing units would not be designed differently from other units and would be offered at the discretion of the complex to allow for flexibility in leasing. Mayor Pro Tem Scroggins-Johnson asked how council would know that renters were taking advantage of this opportunity and Ms. Shelby shared that an annual certification process would provide a report to the Town, outlining market rate rent, and affordable housing rent. The reporting is transparent and important to recertify on an annual basis. Council Member Rao asked that the workforce housing units be offered to veterans, specifically, as well. Council Member Johnson requested to know the Town’s recourse if the developer was not in compliance with the workforce housing component. Staff responded that if approved, the workforce housing component would be a zoning condition and if in violation, the developer would be cited daily until brought into compliance. Council Member Johnson appreciated the condition as it is aligned with council’s desire to pursue workforce housing. Council Member Garimella requested to know the percentage of Town staff who would qualify for workforce housing by the current standards and staff responded that they had reviewed basic salary data, and estimated approximately one-quarter or more of staff would qualify. Staff noted that significant other populations, including teaching staff, and service sector employees would also likely qualify. Staff noted that rental rates can be adjusted, and renters can maintain residence if they renew a lease. The hope may be that renters could live in one of these units and save money, enabling them to transition to more permanent housing. Related to the timing of this project and the planned Morrisville-Carpenter Road improvements, staff and Ms. Shelby confirmed that the road improvements would likely be completed before the first resident would be in place. Staff shared how this project would further the Connect Morrisville Strategic Plan goals and objectives. Council Member Garimella also asked about the agreement with CVS. Ms. Shelby noted they would be paying for the cost of the access, and expected to be able to build the improvements. Council Member Schlink asked if the nearby neighborhoods were aware of the incorporated workforce housing condition and Ms. Shelby indicated that the meeting agendas have been posted publicly. She also responded to Council Member Schlink’s request for additional workforce housing stating that the condition provided was a substantial financial offer, given the other modified

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conditions as well. She shared that Wood Partners has previous experience managing affordable housing, and it is often integrated with market rate housing. In response to Council Member Schlink’s question regarding open space, Ms. Shelby stated that Wood Partners would own the open space and it would be declared as preserved open space, rather than be open to the general public. Related to the workforce housing, staff confirmed that Wake County has agreed to serve as a resource for staff verification of the annual information. Mayor Cawley indicated a preference to complete the Land Use Plan review prior to voting on this item. He thanked residents for their input on this process. Mayor Pro Tem Scroggins-Johnson requested a buffer description, including the type of plants for screening, which staff provided. Street-facing units will be more active, live/work, non-residential in nature. Ms. Shelby shared that related to the difference in building story, the drop within the property provides no difference in roofline due to site topography. Council Member Rao thanked the applicant for the proposed investment, the families whose properties are at stake, and the residents who will be most affected. He noted that the Town will receive a significant investment with approval of the project, along with pedestrian safety improvements, and road improvements. While he understands the citizen concerns that have been shared, he would vote for the maximum benefit for the most people involved. He appreciated the incorporation of workforce housing and entrepreneurial space. Council Member Schlink asked if the open space preservation would be included as a condition and Ms. Shelby confirmed it was included as a zoning condition. Council Member Schlink asked that council consider deferring the item two more weeks until Council Member Windle was in attendance and to allow for the public to share input. Council Member Garimella asked if the tree line provided was sufficient to the residents. Ms. Shelby indicated they have committed to a buffer width larger than required and they have identified building design/location and evergreens to aid in the buffering. During construction, screened fencing will be placed as a barrier for tree protection, but trees will not be planted until a time that they will be able to root and survive. Council Member Johnson thanked citizens, the applicant, fellow council and staff for the engagement in this process. She shared that it was important for development to adhere to adopted plans and three of four quadrants of the intersection are mixed use except for the proposed area for development. She appreciates the addition of 20 conditions to mitigate impacts to neighboring communities. Mayor Pro Tem Scroggins-Johnson felt that it was time to decide and she had spoken with Council Member Windle previously, and he had not expressed a desire for a deferral. MOTION: Mayor Pro Tem Scroggins-Johnson made a motion to approve Resolution 2019-246-0-A (Land Use Plan Amendment). Council Member Rao seconded the motion. Council Member Schlink felt it was unfair to vote on the item when new, significant information had been received, particularly when a council member who was directly affected was not present. Council Member Johnson noted that the new conditions have been available to the public and were not simply made available at the current meeting and felt confident that the public had access to the information.

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Council Member Rao asked if council would be agreeable to deferring the item back to Planning and Zoning Board (PZB) for additional review, as some members of PZB had expressed that they would now vote in support of the project, rather than in opposition. Recess- 7:32 p.m. Reconvene- 7:42 p.m. Council Member Schlink shared that additional negotiations could take place over the next two weeks and he would like to receive input from Council Member Windle. Town Council consensus was to move ahead with a vote. Council Member Schlink and Mayor Cawley voted in opposition. The motion carried 4 to 2. MOTION: As required by General Statute 160A-383, the Town Council finds that the requested Zoning Map Amendment is consistent with the Comprehensive Plan and is in the public interest: 1. The Future Land Use Map identifies the area along the Davis Drive and

Morrisville-Carpenter Road intersection and directly across from and adjacent to the subject properties as Neighborhood Activity Center and as suitable for residential and commercial uses. The recently amended Land Use Plan designates the subject parcels as Neighborhood Activity Center.

2. The Neighborhood Activity Center is designated in the Land Use Plan as a district that will provide moderate scale, walkable development compatible with the surrounding development. Designating the subject parcels as Neighborhood Activity Center will serve as an appropriate transition from the adjacent residential development to adjacent commercial uses.

As a result, the zoning map amendment is consistent with the Town of Morrisville’s adopted plans. In addition, the requested zoning map amendment is compatible with existing uses surrounding the subject property and will result in a logical and orderly development pattern. Therefore, the zoning map amendment is reasonable and in the public interest. Therefore, Mayor Pro Tem Scroggins-Johnson made a motion to adopt Resolution 2018-246-0B Pertaining to the Adoption of a Positive Plan Consistency Review Statement for a Proposed Zoning Map Amendment for Property Commonly Known as 1107, 1109, and 1113 Morrisville-Carpenter Rd. and Davis Dr. and Located at the Southwest Corner of Morrisville-Carpenter Rd. and Davis Dr. to the Conditional-Neighborhood Activity Center zoning district (REZ 18-02). Council Member Rao seconded and the motion. Council Member Schlink shared that additional negotiations could take place over the next two weeks and he would like to receive input from Council Member Windle. Council Member Schlink and Mayor Cawley voted in opposition. The motion carried 4 to 2. Attorney Gray clarified that the ordinance requires a supermajority (two-thirds) vote on its first vote to pass at this evening’s meeting. If it did not receive five votes in support, it would be moved to the next meeting and would pass with a simple majority.

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MOTION: Mayor Pro Tem Scroggins-Johnson made a motion to approve Ordinance 2019-246-0. Council Member Rao seconded the motion. Mayor Pro Tem Scroggins-Johnson asked for additional clarification related to the location of the vegetated buffer which Ms. Shelby provided. Within the tree save area, there is a portion of wetlands the developer does not wish to disturb, and efforts will be made to maintain those areas. Council Member Schlink shared that additional negotiations could take place over the next two weeks and he would like to receive input from Council Member Windle. The vote on the motion was 4-2. Council Member Schlink and Mayor Cawley voted in opposition. The motion did not receive the required five votes for approval, (a supermajority) and will require a second vote at the February 26 meeting.

8. 7:00 p.m. Public Address eComment:

Dennis & Denise St. Andrew, 110 Ivy Tree Place, Cary, NC 27519, expressed opposition to Resolutions 2018-246-0A, 2018-246-0B and Ordinance 2018-246-0, due to resident proximity to the proposed development. They have attended the PZB and Town Council meetings and contacted Council to express opposition, although they reside in Carpenter Village.

9. New Items 9.a. Resolution Adopting Charter Establishing the Advisory Committee for

Morrisville's Public Education Needs Jeanne Hooks, Assistant to the Town Manager, shared a draft charter for Town Council consideration, noting its alignment to Connect Morrisville Strategic Plan initiative 6.d. Council had discussed and provided feedback on the charter at the Council Retreat. Council Member Garimella referenced membership criteria and asked if members could be required to hold specific defined community roles. Mayor Pro Tem Scroggins-Johnson asked that there be specific Morrisville representation, and elementary, middle and high school role-based representation. She recommended appointment of members soon prior to summer break, and consideration of whether the committee would meet in summer months. Council Member Johnson expressed a preference that members be Morrisville residents, and did not want requirements to be too restrictive. Staff shared that membership size was designed to allow for subcommittees to help best address the issues that face Morrisville residents. The Goal Team is currently developing supplemental questions to help screen and develop a balanced pool of applicants. Council Member Johnson asked to amend Item 3.b. to a maximum of 4 residents per district and felt that 20 members was excessive. Council Member Rao thanked Council Member Garimella for bringing the idea forward in a previous roundtable discussion. He asked that one of the community partners possess a technology background and help propel the town forward in potential uses for technology. Mayor Cawley felt 20 members was excessive and encouraged council to consider a group size of 12. He agreed with Council Member Johnson’s recommendation of a maximum of 4 per district and asked that staff allow council the flexibility to appoint from the applications received.

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Council discussed staff recommendations for collecting and filtering by geographic electoral districts for diversity in appointment. Council consensus was to appoint no more than 12 members. Council Member Schlink asked when the committee might provide an update to council on their activities and if the committee members would be held to the same rules and regulations as other advisory boards or committees which staff confirmed. Mayor Pro Tem Scroggins-Johnson asked about the length of initial appointment terms, which staff provided. She requested that identified contacts be established for the community partners. Staff summarized that council would like the following preferences included in the charter resolution: minimum of 2 residents per geographical electoral district, membership not to exceed 12 members, and remove representation of residents from “at-large” districts. MOTION: Mayor Pro Tem Scroggins- Johnson made a motion to approve Resolution 2019-26-0-A with changes as discussed. Council Member Garimella seconded and the motion carried unanimously. 9.b. Items Related to the Proposed Amendment of the Zoning Map for 0, 245,

249, 253, 257 and 259 Aviation Parkway and 310 and 324 Sunset Avenue (REZ 18-03):

Council Member Rao requested to be excused from the meeting, and requested the opportunity to make a comment before his departure. He congratulated the Sharma family on receiving the Order of the Longleaf Pine. He was pleased to travel with Mayor Cawley and an NC delegation in Calcutta, India, and thanked Senator Chaudhuri for facilitation of US/India relations. MOTION: Council Member Garimella made a motion to excuse Council Member Rao from the remainder of the meeting. Mayor Pro Tem Scroggins-Johnson seconded the motion which carried unanimously. Council Member Rao out at 8:36 p.m. Ms. Grace briefed council on the rezoning item, which proposes the creation of a zoning district and concept plan. She shared regulations of the proposed zoning district. Tony Tate, Landscape Architect of TNT, reviewed the project design and the proposed mixture of uses. Chris Rakowski shared comparable projects to the proposed development, including Grace Park and Park West Village. Ms. Grace clarified that the current residential transition zoning designation allows for up to 81 units, but the newly proposed zoning designation does not yet have a specified number of units. The total number of units allowed for acre at the proposed density is 14. Affordable housing has not been proposed for incorporation at this time. Mayor Pro Tem Scroggins-Johnson asked for clarification on parking and staff responded that on-street parking would be subject to state parking requirements and specifics for residential and retail parking would be determined during site plan review. She encouraged the developers to incorporate dedicated open space and workforce housing.

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Council Member Schlink asked that staff and the developer consider alley width related to garbage collection. Staff reviewed the proposed use table and shared that if the plan did not move forward as presented conceptually, the front buildings could not be converted to apartment homes. Staff also confirmed that Aviation Parkway construction likely will not begin until 2022. Council Member Schlink asked questions about pedestrian crossings and pedestrian safety, for access from the proposed development to the park across the street. If the rezoning is approved, the planned development agreement is tied to the rezoning, and the design would be tied to the planned development, as well as general layout proposed in the concept plan. Staff confirmed for Council Member Johnson that the concept design is the general layout and design standard for the plan. Council Member Johnson asked that stubs have signage designating future road connections. Staff shared the figures that were used to prepare a TIA and noted they could fluctuate but would not change significantly. Recess- 9:33 p.m. Reconvene- 9:46 p.m.

10. Future Meetings, Events and Citizen Involvement Opportunities Mayor Cawley shared upcoming events, meetings and opportunities.

11. Council and Manager Comments

Mayor Pro Tem Scroggins-Johnson shared that the April 6 Green Day would also be a shredding and electronic recycling event. She attended the Morrisville Chamber of Commerce’s Annual Meeting and noted there are many engaged businesses. Council Member Garimella thanked staff for coordinating a successful retreat. Council Member Schlink asked staff to follow up on items that were not able to be discussed at Retreat and asked for updated project timelines for MAFC and Morrisville-Carpenter Road Phase I. He asked if Fire Station 2 could have an entrance/exit on McCrimmon Parkway. Council Member Johnson thanked Fire Department staff for the annual awards event, and thanked staff for Retreat coordination. She attended the recent Heart and Art series and recommends viewing the impactful movie “The Hate You Give”. Mayor Cawley shared thanks with staff for Retreat coordination and continued implementation of the Strategic Plan. He thanked those who are assisting in efforts to move economic development efforts forward, particularly in conjunction with the recent visit to India.

12. Work Session 12.a. Continued Work Session to Discuss a Resolution to Adopt the

Comprehensive Transportation Plan Update Courtney Tanner, Planning Director, shared that between the current and following meeting, council should be able to complete discussion of the remaining topics and take action on the July 2018 draft plan as recommended by staff at the first meeting in March. This would allow the projects in place and moving forward to be addressed under the updated CTP, rather than the previous plan. Staff recommends an allowance of 6 to 8 weeks to incorporate the reviewed changes if council would like to review incorporated changes once more. The public comment portal will remain open until the Monday following final discussion.

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Council Member Schlink asked for clarification on how the final product would appear and how similar processes were handled in the past. Council discussed how to best handle the process and how to bring the plan back for final approval. Council consensus was to continue the review and discussion, prepare to vote at the first meeting in March with a resolution to include changes as outlined in ATTH 09, and have staff to provide a final version approximately eight weeks later to confirm changes have been incorporated. Chapter 4 Follow Up Topics Discuss adding a new emergency access connection between Morrisville-Carpenter Road and Crabtree Crossing Parkway Mayor Pro Tem Scroggins-Johnson felt a marked emergency access path would be adequate. Council Member Johnson saw a need for the access connection but did not advocate for immediate construction. Council Member Schlink felt there was a need to separate greenways and emergency access connections, and to assess them as part of the overall emergency access study, rather than as part of the CTP. Council discussed whether to include the emergency access connection in a fire study or the CTP, along with pros and cons of dedicating the right of way for future study and future use. Council consensus was to revisit this item at the February 26 meeting. Determine standard cross-section for emergency accessway Staff recommended including this item in the Engineering Design Construction Manual (EDCM). Staff shared that there was not yet a formalized process for determination. Council consensus was to include in the EDCM per staff recommendation. Consider performing cost-benefit analysis for emergency accessways Mayor Cawley felt there was not a need to complete an analysis in advance until a need for an accessway was determined. Council and staff discussed costs related to construction of emergency accessways and whether advances studies would be beneficial. Staff provided some examples of roads that could be studied for design to determine the financial impact of construction. Council consensus was to revisit this item at the February 26 meeting. Discuss including additional greenways on Figure 4-6 in the following areas: Kitts Creek, Providence Place, Shiloh Glenn Drive Mayor Pro Tem Scroggins-Johnson asked that staff reach out to Kitts Creek HOA to determine if they would be interested in a greenway located between NC540 and the neighborhood, along with connectors. Council Member Schlink shared that the greenway options could be added to the greenway plan and potentially routed along NC147 as an alternative. Staff indicated there is not a good location for a greenway along Shiloh Glenn Drive and that Providence Place has current north/south greenway access. Mayor Cawley indicated that council members not in attendance could share comments on this topic at the February 26 meeting.

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Appendix E: Question about whether PZB referred to this appendix during the discussion to include the proposed Crabtree Crossing Parkway Extension in the draft plan Staff answered that Appendix E was discussed by PZB, but not specifically referenced related to the Crabtree Crossing evaluation. Noted items will be revisited at the February 26 meeting.

13. Closed Session 15.a. Closed Session Pursuant to N.C.G.S. 143-318.11 (a)(6) to Discuss a

Personnel Matter - Town Manager Performance Evaluation, 2019 Goal Setting (continued from January 22, 2019)

This item was deferred to the February 26 meeting.

14. Adjournment MOTION: Council Member Garimella made a motion to adjourn. The motion was seconded by Mayor Pro Tem Scroggins-Johnson and carried unanimously. Mayor Cawley adjourned the meeting at 10:53 p.m.

Town Council February 25, 2019 Meeting Minutes Page 1 of 4

Morrisville Town Council Work Session February 25, 2019, 6:30 P.M.

1. Call to order

Mayor Cawley called the meeting to order at 6:30 p.m. Also present at the meeting were Mayor Pro Tem Scroggins-Johnson, Council Members Garimella, Johnson, Rao, Schlink, Windle and Attorney Frank Gray. Present staff included Martha Paige/Town Manager, Todd Wright/Assistant Town Manager, Jeanne Hooks/Assistant to the Town Manager and Budget Manager, Cathy Jarboe/Communications and Outreach Director, and Erin L. Hudson/Town Clerk.

2. Discussion Items 2.a. Town Council Roundtable Mayor Cawley shared that Council would dedicate 70 minutes total to this item. Town Manager Paige noted that the former “discussion list” items had been addressed or resolved in some form and council moved to a “roundtable” format several years ago. The roundtable concept is to allow for brief presentation of an item by council members or the Town Manager, in order to seek consensus from council whether to pursue an item, and/or request to move items forward for staff follow up. The current proposed process is to hold a roundtable work session once per month during scheduled work sessions, unless council chooses to schedule otherwise. Council Member Schlink expressed concern that the “roundtable” format may not be as fair a process as the formerly established “discussion list” process, where some items may still exist that have not yet been addressed. Town Manager Paige indicated she would provide an update/summary of old discussion list/roundtable items at the next roundtable. Staff Items Cathy Jarboe, Communications and Outreach Director, shared a document for council’s use as a guide for providing important talking points for strategic communications on major projects or initiatives. These documents will be maintained on the Town Council folder in the town’s technology network. Staff will assess the need for this specific communication tool based on very specific criteria, noting complex, long-term, projects are best suited for the tool. Ms. Jarboe reviewed the McCrimmon Parkway Extension talking points. Town Manager Paige reminded council that the TriCC Coffee Chat will take place at 8:00 a.m. in the morning in the Council Chambers for an informal conversation with representatives of the development community and reviewed some of the topics that may be discussed. She also shared that a Joint Cary/Morrisville Committee Meeting is tentatively scheduled for April 16 as both a social get together and opportunity for discussion about ways to collaborate on advancing progress on NC54 road improvements. Council Items Council Member Rao Council Member Rao asked that the Parks and Recreation Department seek more cultural event opportunities, and shared examples of the MLK holiday or Diwali.

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Mayor Pro Tem Scroggins-Johnson expanded on the idea to include historical events, particularly a speaker series at timed intervals, to showcase Morrisville’s history. Council provided consensus for this item to be further evaluated by staff. Mayor Cawley Mayor Cawley would like to investigate preliminary costs and figures for basic fitness and lease of space in or around Morrisville, while the renovations of MAFC are underway, to serve the needs of the community. Council Member Schlink asked if pursuit of temporary membership cost arrangement might be a better use in the short-term. Council Member Garimella questioned if council had heard of this additional need from the community. Council Member Johnson noted fitness programming opportunities in the parks are being added during the spring. Staff indicated lease options for space and partnerships with other fitness facilities were explored prior to the closure and were cost prohibitive. Al a carte fitness opportunities have been made available to interested members, who are only paying for those services. Council provided consensus for staff to explore opportunities as they become available to continue to provide additional fitness opportunities during the MAFC closure. Staff will work to minimize the length of the MAFC closure as much as possible. Council Member Schlink Council Member Schlink would like to pursue a second entrance at Fire Station 2 on McCrimmon Parkway at Phase I to provide additional emergency access. Mayor Pro Tem Scroggins-Johnson asked if a second access point was needed and wanted to know if it was logistically or financially feasible. Town Manager Paige indicated staff could bring further information for council to discuss. The total impact on Fire Station 2 from the NC54 widening project is unknown at this time and she would like to allow Chief Criddle to address the safety concerns expressed. Council provided consensus to request additional information from Chief Criddle for this item. Council Member Windle Council Member Windle proposed a community town hall/Q&A to provide transparency, clarification to citizens and more open communication, at timed intervals. Mayor Pro Tem Scroggins-Johnson expanded on the topic to allow for a web portal to submit online questions for those residents unable to attend, along with moderator during the meeting. Council Member Schlink expressed concern that if all council members attended the town hall, it would be a meeting, and would need to comply with open meetings law. He noted that the Town of Cary members have a forum whereby they will share responses to questions posed on the town’s YouTube channel. Attorney Gray indicated the meeting could be announced and would not violate open meeting laws. Some discussion took place over previously held town hall discussions that had focused discussion topics, versus an ad hoc open forum, whether staff would need to be on site to participate and

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soliciting questions beforehand versus posed questions. Council majority indicated they did not want a candidate forum format and should avoid scheduling a forum during campaign season Council provided consensus for staff to further explore this item. Council Member Garimella Council Member Garimella asked if the FY20 budget would address crossing guard placement at Parkside Valley Elementary and staff confirmed that discussion was taking place. Council Member Johnson Council Member Johnson referenced social media policies for both staff and council and a demonstrative webinar she participated in with the City of Durham related to social media policies. She shared some backup documentation and asked that staff provide the current Town social media policy to council for review. She also asked to include a section for elected and appointed boards within the Town of Morrisville. Council Member Windle supported a policy but without the perception of violating freedom of speech. Council provided consensus for staff to further explore this item. The next roundtable will be held at the March 25 meeting. Recess- 7:34 p.m. Reconvene- 7:41 p.m. 2.b. Town Center Core Demonstration Project Work Session Todd Wright, Assistant Town Manager, shared that this was a follow up discussion from the January Retreat. Eric Thomas, DFI, shared that council would review and discuss its larger vision for the Town Center, and guiding public interests. He posed several questions and topics to prompt council discussion, including density, amenities, project phasing, financial factors, and the public/private partnership component.

Council Member Windle would like to review area roadway corridors to determine what density can be supported. He would like to see two-story townhouses and single-story cottages to accommodate the population that could not traverse stairs, along with medium density development. He also encouraged alternative options for development, such as tax breaks, or land donation to jumpstart development, rather than a full project buildout. He further proposed the addition of a community theatre.

Mayor Pro Tem Scroggins-Johnson is mindful of the populations who would receive the highest utilization of the area, specifically related to transit. She reiterated that not all desired aspects have to be completed for the downtown development project to be successful. She questioned if exploration of financing programs for senior housing could serve as a developer resource. She supported the original design concept but would like to see a community center prioritized into Phase I and include community amenities in the first phase. Mayor Pro Tem Scroggins-Johnson would like to review the financial analysis of public investment components.

Council Member Johnson favors medium density, along with the flexibility of density and sees incorporation of affordable housing as a bonus. She would like to move forward with finding the right private developer, to continue to move the project forward in some capacity. She expressed support of the original Town Center Core design and proposed amenities, with the understanding that amenity locations could be adjusted.

Town Council February 25, 2019 Meeting Minutes Page 4 of 4

Mayor Cawley supported density that allows the Town Center to be a destination. He shared that the future of downtown may be on a smaller scale, and still allow for a vibrant destination. He asked for more information related to traffic counts to generate retail development. He desires a vibrant, walkable downtown, with a small-town feel, and would like to know what the town’s investment would need to be to develop a look and feel of the Farmer’s Market, on a much larger scale. Mayor Cawley sought examples of similar developments that visitors would see as a destination, given the traffic constraints of the area.

Council Member Rao expressed concern that Morrisville will not receive the private development needed to support the development it desires. The lack of infrastructure creates a unique challenge. He favors a phased approach utilizing the ten acres owned by the Town at this time and moving forward with construction as there may be limited opportunities in the future. Council Member Rao feels a lack of high-density development will be detrimental to the downtown area.

Council Member Schlink expressed an interest in a “lessons learned” opportunity with DFI, and questioned if the process should be paused, allowing road improvements to catch up. He expressed concern with the nearby grade separation and how it might affect the desired appearance of the Town Center. Council Member Schlink noted there was no public support for a community center during the last bond referendum and based on the funds needed, would like to prioritize spending where it is needed most.

Council Member Garimella questioned if the RFP should be expanded to a bigger base, or if fewer amenities should be allowed in such a small location. He shared that there may be a challenge to move forward with a vibrant, walkable downtown, without density.

Mr. Thomas synthesized council comments, noting that Armada Hoffler may not have met all of council’s desired needs in the initial RFP. Traffic, increased construction costs, and a lack of developable land are some of the many challenges faced in this unique project. He noted that council could go back to the RFP but the mix of public and private investment could be very different.

Council provided consensus for staff to discontinue negotiations with Armada Hoffler as the preferred developer at this time. Staff will synthesize comments and bring back for further council discussion.

3. Adjournment MOTION: Council Member Rao made a motion to adjourn. The motion was seconded by Council Member Schlink and carried unanimously. Mayor Cawley adjourned the meeting at 9:37 p.m.

Town Council February 26, 2019 Meeting Minutes Page 1 of 6

Morrisville Town Council Regular Meeting February 26, 2019, 6:00 P.M.

1. Call to order

Mayor Cawley called the meeting to order at 6:00 p.m. Also present at the meeting were Mayor Pro Tem Scroggins-Johnson, Council Members Garimella, Johnson, Rao, Schlink, Windle and Attorney Frank Gray. Present staff included Martha Paige/Town Manager, Todd Wright/Assistant Town Manager, Jeanne Hooks/Assistant to the Town Manager and Budget Manager, Cathy Jarboe/Communications and Outreach Director, Courtney Tanner/Planning Director, Scott Criddle/Fire Chief, Patrice Andrews/Police Chief, Michele Stegall/Current Planning Manager, Kent Jackson/Town Engineer, Benjamin Howell/Long Term Planning Manager, Kari Grace/Planner II, Stephanie Smith/PIO, and Erin L. Hudson/Town Clerk.

2. Recognition of Sergeant at Arms Mayor Cawley recognized Officer Powell.

3. Invocation Council Member Rao provided the invocation.

4. Pledge of Allegiance

5. Adoption of the Regular Agenda Mayor Pro Tem Scroggins-Johnson, and Council Members Johnson and Rao made statements that they had no conflicts of interest with items listed on the agenda, no items listed on the agenda would have any financial impact on them, nor did they have any family members who would benefit directly from any of the decisions made during the current meeting. Council Member Windle shared that some of the language used in his recent Facebook post may have been misinterpreted. He did not intend to suggest that any member of council would have a conflict of interest or gain financially from the items under consideration during this meeting. Attorney Gray shared the state statute related to conflicts of interest. Attorney Gray requested Town Council add an item to the agenda to correct a previously adopted annexation ordinance that required correction of an effective date. Mayor Cawley requested to add a presentation of proclamation recognizing Black History Month. Mayor Pro Tem Scroggins-Johnson requested to reorder the agenda to have Action Items follow Presentations then followed by Public Hearings and Public Address. MOTION: Mayor Pro Tem Scroggins-Johnson made a motion to adopt the agenda as amended including the changes noted above. Council Member Johnson seconded the motion which carried unanimously.

6. Consent Agenda

Town Council February 26, 2019 Meeting Minutes Page 2 of 6

6.a. Approval of January 8, 2019 Meeting Minutes - Erin L. Hudson, Town Clerk Action - February 26 6.b. Approval of January 22, 2019 Meeting Minutes - Erin L. Hudson, Town Clerk Action - February 26 MOTION: Council Member Johnson made a motion to approve the Consent Agenda. Council Member Windle seconded the motion which carried unanimously.

7. Presentations 7.a. Recognition of Retirement of Senior Administrative Assistant Maggie Lister Chief Andrews shared that Ms. Lister served the Town of Morrisville in the Morrisville Police Department for 22 years, serving in her current role and as the recording secretary for the Public Safety Advisory Committee. Council Members shared memories of Ms. Lister and presented her with a commemorative plaque. Additional Item – Proclamation Recognizing Black History Month Mayor Cawley read the proclamation.

10. Action Items 10.a. Second Reading on Ordinance 2018-246-0 Approving a Zoning Map

Amendment for Property Commonly Known as 1107, 1109 and 1113 Morrisville-Carpenter Road and 0 Davis Drive, Located at the Southwest Corner of Morrisville-Carpenter Road and Davis Drive, to the Conditional-Neighborhood Activity Center District (REZ 18-02)

Kari Grace, Planner II, indicated there were no staff updates. Town Attorney Gray confirmed that if the ordinance did not receive majority support, the rezoning request for development would not move forward, however, the Land Use Plan Map Amendment had been approved and would change the use of the parcels. MOTION: Mayor Pro Tem Scroggins-Johnson made a motion to adopt Ordinance 2018-246-0 with 20 specified conditions. The motion was seconded by Council Member Rao. Council Member Rao shared comments about his vote of support for the item, including its alignment with the Town’s strategic plan, additional infrastructure improvements and benefit to the maximum number of citizens involved. Council Member Windle noted that density was not his concern of the project, but rather the infrastructure and traffic impacts. He requested some of the stipulations shared to be provided in writing, such as the percentage or number of affordable housing units, and the minimum period before the product can be built out. He shared that his vote in opposition was due to the lack of infrastructure that would support a development of this size. Mayor Pro Tem Scroggins-Johnson shared that the project has seen a great deal of change from original submission, thanks in part to both council feedback, and an immense amount of citizen engagement and input. With continued development in Morrisville and nearby municipalities, traffic will continue to worsen. The workforce housing concept proposed is innovative and proposed for 20 of the total units. High density development could offer the opportunity to consider a public transit stop nearby. She proposed a council commitment of 25% of the tax revenue of this project to the Morrisville transit fund for the next 10 years.

Town Council February 26, 2019 Meeting Minutes Page 3 of 6

Council Member Johnson expressed appreciation for the level of citizen engagement with this project. She sees value and benefit to Morrisville in this project and sees a better project currently than was originally presented. She would like council to discuss and consider any allocation of tax revenue from the project if it moves forward. Council Member Garimella shared that he was in support of the project because of the positive amenities it would bring to the Town, including infrastructure improvements and workforce housing, project alignment with the Town’s strategic plan, and he outlined examples of completed infrastructure projects and funding from the last several years. Council Member Schlink felt that public input should have been sought at the beginning of the process, although he appreciates the mitigation offered by the applicant. Consistent with his stance of opposition to additional high-density development, he indicated that he would vote in opposition to this project. Mayor Cawley shared that he would be voting in opposition because he does not feel that this project is the best product for the specified location, at this time. He also would have preferred more citizen engagement at the start of the project. Council Member Windle shared that council should be more proactive and strategic when reviewing these items, considering the long-term impacts of development. Council Member Garimella asked that staff prepare a consolidated report illustrating town-wide infrastructure improvement s for the public to view. The motion to approve carried four to three. Council Members Garimella, Rao, Johnson and Mayor Pro Tem Scroggins-Johnson voted in favor. Mayor Cawley, Council Member Schlink and Windle voted in opposition.

8. 7:00 p.m. Public Address No one was signed up to speak.

9. Public Hearings 9.a. Public Hearing Related to the Proposed Amendment of the Zoning Map for

0, 245, 249, 253, 257 and 259 Aviation Parkway and 310 and 324 Sunset Avenue (REZ 18-03)

Ms. Grace indicated there were no updates at this time. Staff clarified that there is a recommendation to bury any overhead utility lines, which the applicant has not formally offered as a condition. The applicant is hoping to gain comprehensive feedback from both council and citizens at the public hearing prior to including any formal conditions. Steve Lauderdale, 2104 Glade Valley Lane, Morrisville, expressed concern about the development and the lack of affordable housing. He noted that affordable housing may provide economic diversity to Morrisville’s student population. MOTION: Mayor Pro Tem Scroggins-Johnson made a motion to close the public hearing. Council Member Johnson seconded the motion which carried unanimously. Mayor Pro Tem Scroggins-Johnson asked that the applicant consider incorporating workforce or affordable housing, similarly to the development approved earlier in the evening. Tony Tate, Landscape Architect, TMTLA Associates, 5011 Southpark Drive, Suite 200, Durham, shared that he was trying to obtain more information and determine how affordable housing may be incorporated within the project proposal. Multi-family use is not a major component of the

Town Council February 26, 2019 Meeting Minutes Page 4 of 6

proposed project. The developer has had conversations with staff to formulate conditions to address amenity items that were previously shared. Joe Mitchell, developer with Keller Williams Elite Realty, 1436 Shelton Oaks Place, Raleigh, indicated the unit count is a great deal smaller than the previous project, and there is a need to understand more about the potential project impact to determine if incorporating affordable housing would be financially feasible within the project scope. Council Member Rao offered the option of a business incubator or co-workspace within the project. Council Member Schlink asked for clarification of utility line burial. Mr. Mitchell indicated the burial of the utility lines would be the equivalent of $250,000 and the project does not have the volume of units necessary to make the burial beneficial. Staff clarified that utility lines within Cotten Place and the parcel directly behind the proposed development were not buried. In preliminary conversations with Duke Energy, the linear footage does not meet the minimum requirement and therefore, staff had requested the payment in lieu fee. Council Member Garimella asked clarifying questions about traffic counts, traffic patterns, and trip generation, noting that trip generation dictates the number of residential units for a proposed development. He also asked questions about the proposed median along Aviation Parkway to Interstate 40, and how the traffic pattern will be affected. Mr. Baohong Wan, VHB Engineering, 940 Main Campus Drive, Raleigh, shared that there is a calculation model considering all pieces of a mixed-use development, specifically capturing travel distance from residential to work, or residential to shop, for example. The Aviation Parkway traffic should flow smoothly as NCDOT will expand the thoroughfare with additional lanes on either side of a proposed median, with full movement turn lanes. There was discussion of Town- versus NCDOT-owned roads and the potential for turn lane policies. Council Member Windle asked that council consider the pass-through cost of buried utility lines to the developer for this project, given the amount of lineal feet available for burial. There was discussion of a potential condition to require burial of overhead utility lines or payment in lieu. Staff clarified that the item was legislative in nature, and staff recommended approval, consistent with recommendations of similar items and projects. Should an applicant choose not to follow staff’s recommendations, staff’s recommendation to council could change. Discussion continued related to the Town’s ability to supplement lineal feet to meet the minimum lineal feet requirement by Duke Energy for utility line burial. Staff shared that there are some nearby projects to be considered that could help meet the minimum, prior to addition of other development projects. Recess 8:13 p.m. Reconvene 8:27 p.m.

11. Future Meetings, Events and Citizen Engagement Opportunities

12. Council and Manager Comments Council Member Rao welcomed new CIO, Rick Ralph. He shared recent community events he had attended and noted that he will share a recap of the India trip he recently took. Council Member Garimella asked that staff compile a report on infrastructure improvements throughout the town for council and citizens to refer to.

Town Council February 26, 2019 Meeting Minutes Page 5 of 6

Council Member Johnson further expanded Council Member Garimella’s request and asked that a timeline of events be provided as well as NCDOT project delays. Cary VFW Post 7383 recognized public safety officials and recognized Morrisville Fire Sergeant Jason Miller for his service. Council Member Windle requested a corresponding timeline of development and road projects to determine the growth of infrastructure in comparison to development, along with a 3D model of the town to help visualize growth and development. Additional Item – Ordinance Correction Attorney Gray shared the clerical error in the effective date noted within Ordinance 2017-150-0 and noted there was a deadline to provide corrected information to the Secretary of State. MOTION: Council Member Rao made a motion to approve Ordinance 2017-150-0 as amended. Council Member Schlink seconded the motion which carried unanimously.

13. Work Sessions 13.a. Comprehensive Transportation Plan Continued Discussion Chapter 4 Follow Up Discussion Topics Discuss adding a new emergency access connection between Morrisville-Carpenter Road and Crabtree Crossing Parkway Council discussed various options, including alternative approaches, gates, additional studies to identify needs, potential public safety implications, and whether to include the road in the current plan for future consideration. By show of hands, Council Members Johnson and Windle and Mayor Pro Tem Scroggins-Johnson expressed support to add the emergency access. Without majority support, the item will not be added. Consider performing a cost-benefit analysis for emergency accessways Staff shared that this item could be a policy statement in Chapter 5 indicating analysis of potential emergency access points, Town-wide. Council asked clarifying questions and staff clarified that the policy would begin as a budget-funded study request, where council would have input and engagement. Council provided consensus to support this item as a policy statement for a future cost-benefit analysis when requested and supported by a budget appropriation. Discuss including additional greenways on Fig. 4-6 in the following areas: Kitts Creek, Providence Place, Shiloh Glenn Drive Staff had provided information to HOA representatives and have received no comments. Council shared that inclusion on a map does not predicate buildout but does share an intention. Council provided consensus to include. Council discussed options for voting on the plan and determined to hold its vote until March 12. Council reviewed the resolution and provided input for incorporation. Council should provide any further input to staff prior to the March 12 meeting. 13.b. FY20 Pre-Budget Workshop Town Manager Paige provided preliminary information that staff is evaluating as a part of the FY2020 budget development and that could be brought forward to council for future discussion,

Town Council February 26, 2019 Meeting Minutes Page 6 of 6

noting that departments have not submitted individual budgets at this time. She provided a high-level overview of the presentation materials shared, including personnel items, recruitment/retention/pay information, benefits information, future revenue options, new/upcoming policy implications, and a preview of some request items that may be seen in department FY20 budget submissions. Council Member Windle expressed concern about employee turnover and the overall cost to the town. He looks forward to the market analysis, review and discussion to determine the best ways to recruit/retain good employees.

14. Closed Session

14.a. Closed Session Pursuant to N.C.G.S. 143-318.11 (a)(6) to Discuss a Personnel Matter - Town Manager Performance Evaluation, 2019 Goal Setting (continued from February 12, 2019) MOTION: Council Member Rao made a motion to end Open Session and enter Closed Session. The motion was seconded by Mayor Pro Tem Scroggins-Johnson and carried unanimously. Council entered Closed Session at 10:05 p.m.

MOTION: Council Member Rao made a motion to end Closed Session and resume Open Session. The motion was seconded by Council Member Windle and carried unanimously. Council resumed Open Session at 11:19 p.m.

15. Adjournment MOTION: Council Member Rao made a motion to adjourn. The motion was seconded by Council Member Schlink and carried unanimously. Mayor Cawley adjourned the meeting at 11:20 p.m.

Town Council Agenda Item Report

Agenda Item No. 2019-81-0Submitted by: Jerry AllenSubmitting Department Parks, Recreation and CulturalResources Meeting Date: April 9, 2019

SUBJECTMorrisville Youth Leadership Council Presentation - Jerry Allen, Parks, Recreation and Cultural Resources Director

Recommendation:Staff recommends Council receive a presentation from the MYLC Chairman to review the group's activities from thepast year.

Updates/History of Briefing:Not applicable

Executive Summary and Background Information:The Morrisville Youth Leadership Council membership year runs from May 1 to April 30 each year. The MYLC alsoholds their election of officers in April. The outgoing Chairman would like to make a presentation to the Town Councilfor a review of MYLC activities for the past year.

Presentation materials to be provided separately.

Potential Options:Council may choose to allow the presentation at the April 9 meeting, delay the presentation to a later meeting or notreceive the information.

Staff Recommendation:Staff recommends the Council receive the presentation at the April 9 meeting.

ATTACHMENTS

Town Council Agenda Item Report

Agenda Item No. 2019-74-0Submitted by: Courtney TannerSubmitting Department Planning Meeting Date: April 9, 2019

SUBJECTResolution Appointing a New 2019 Vice Chair of the Planning and Zoning Board Due to Vacancy - Courtney Tanner,Planning DirectorBrief/Action - April 9

Recommendation:Appoint a Vice Chair for Planning and Zoning Board.

Updates/History of Briefing:Not Applicable

Executive Summary and Background Information:The Morrisville Unified Development Ordinance requires that the Chair and Vice-Chair of the Planning and ZoningBoard (PZB) be appointed on an annual basis, and that a two-step process be used. First, the PZB makes arecommendation of which members should serve these functions, and then the Town Council reviews thisrecommendation and makes a final decision.

Section 2.2.3.E.1 of the Unified Development Ordinance reads: “The Planning and Zoning Board shall recommend oneof its members to serve as its Chair and another as its Vice Chair. The Town Council shall consider theserecommendations and appoint the board’s Chair and Vice Chair, each to serve a one-year term.”

Due to a recent vacancy, a new Vice Chair appointment is necessary for the remainder of 2019. The PZB nominatedand recommended that Lee Langston be appointed as Vice Chair for 2019.

Potential Options:1. Appoint the recommended nominee.2. Appoint one of the following eligible members as Vice Chair: Rob Taylor or Tim Toterhi

Staff Recommendation:Staff recommends appointing board members that 1) understand the role of the Planning and Zoning Board, 2) are ableto conduct a meeting in accordance with Robert's Rules of Order, and 3) have the ability to forward a recommendationof approval on administrative decisions that comply with Code even if they personally do not like a project.

ATTACHMENTS 2019-074-0 Peak Supplement - PZB Chair Appointments

2019-074-0 RES PZB Chair Appointments 2019-074-0 ATTH 01 PZB Roster

Updated: March 29, 2019 1 of 1

2019-074-0 New 2019 Vice Chair of the Planning and

Zoning Board Due to Vacancy

Goals Objectives

Improved transportation mobility – Enhance transportation options through improved accessibility, connectivity and collaboration

☐ Obj. 1.1 Manage traffic congestion at targeted locations and

targeted times of day

☐ Obj. 1.2 Leverage resources through partnerships with other

government entities and private sector

☐ Obj. 1.3 Improve mobility options for non-drivers

Thriving, livable neighborhoods – Enrich the quality of life through the preservation of natural resources, well-planned development and strengthened neighborhood vitality

☐ Obj. 2.1 Provide a mix of housing options that meet the current

and future needs of the community

☐ Obj. 2.2 Create a sense of place through insightful development that balances commercial and residential growth

☐ Obj. 2.3 Be responsible stewards of the natural environment

☐ Obj. 2.4 Establish a planned approach for redevelopment and revitalization

☐ Obj. 2.5 Plan and provide for current and future infrastructure

Engaged, inclusive community – Enrich the quality of life through programs, events, amenities and services valued by the community

☐ Obj. 3.1 Offer events and programs that meet the needs and interests of the community

☐ Obj. 3.2 Increase awareness of activities and opportunities for

engagement

☐ Obj. 3.3 Effectively maintain assets and make the most of

existing resources

☒ Obj. 3.4 Provide opportunities for meaningful public

engagement and collaboration

Public safety readiness – Provide a safe and secure community through prevention, education, readiness and response

☐ Obj. 4.1 Provide educational opportunities and encourage

preparedness

☐ Obj. 4.2 Be operationally ready

☐ Obj. 4.3 React responsively to the public safety needs of the

community

☐ Obj. 4.4 Meet Demands for service

Operational excellence – Deliver exceptional service with an engaged workforce that effectively manages public assets and promotes transparency

☐ Obj. 5.1 Promote financial integrity through effectively and

efficiently managing public assets

☐ Obj. 5.2 Deliver customer-focused service

☐ Obj. 5.3 Require the highest of professional standards

☐ Obj. 5.4 Attract, develop and retain a diverse, high performing

workforce

☐ Obj. 5.5 Align priorities with resources

☐ Obj. 5.6 Leverage the use of technology to maximize results

Economic prosperity – Promote a business-friendly environment to diversify the economic base and create job opportunities for an educated, ready workforce

☐ Obj. 6.1 Attract and retain businesses that provide a diverse tax base

☐ Obj. 6.2 Support new and existing businesses by streamlining

processes and minimizing complexities

☐ Obj. 6.3 Understand business needs in order to supply a ready

workforce

☐ Obj. 6.4 Maximize partnership opportunities with the Morrisville

Chamber of Commerce, regional and educational partners

☐ Obj. 6.5 Develop an advocacy plan to address public education needs

“Connect Morrisville” Strategic Plan Alignment

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

Page 1 of 1

RESOLUTION 2019-074-0 OF THE MORRISVILLE TOWN COUNCIL APPOINTING THE 2019 VICE CHAIR FOR THE

PLANNING AND ZONING BOARD

WHEREAS, the Town of Morrisville maintains a Planning and Zoning Board, consistent with North Carolina state statutes; and WHEREAS, the Morrisville Unified Development Ordinance requires that “The Planning and Zoning Board shall recommend one of its members to serve as its Chair and another as its Vice-Chair. The Town Council shall consider those recommendations and appoint the board’s Chair and Vice-Chair, each to serve a one-year term. Members may be appointed to successive terms without limitation”; and WHEREAS, the current 2019 Vice Chair seat was vacated on March 14, 2019; and WHEREAS, the Morrisville Planning and Zoning Board forwarded a recommendation on March 14, 2019 that Lee Langston be appointed as the Vice Chair of the Planning and Zoning Board: NOW, THEREFORE, BE IT RESOLVED THAT THE MORRISVILLE TOWN COUNCIL hereby appoints ____________ as Vice Chair of the Morrisville Planning and Zoning Board until December 31, 2019. Adopted this the 9th day of April, 2019. ______________________________ TJ Cawley, Mayor ATTEST: _____________________________ Eric W. Smith, Town Clerk

5th Term

Email: mcwillis@cisco.com Home: (919) 386-0533 Address: 207 Governors House DriveMorrisville, NC 27560

CATHERINE WILLISAug 31, 2017 - Aug 31, 2019

Position Alternate

1st Term

Email: timtoterhi@yahoo.com Home: (914) 755-6032 Home: (919) 998-3886 Address: 129 Vista Brooke DriveMorrisville, NC 27560

TIM TOTERHISep 21, 2017 - Dec 31, 2019

Position ETJ Representative

1st Term

Email: robtaylor@gmail.com Home: (919) 349-7027 Address: 101 Holly Creek RdMorrisville, NC 27560

ROB TAYLORSep 01, 2017 - Dec 31, 2019

1st Term

Email: sjacharya@gmail.com Home: (919) 380-0353 Mobile: (919) 389-9756 Address: 208 Valley Glen DrMorrisville, NC 27560

SANJAY ACHARYAOct 04, 2017 - Aug 31, 2020

Position Alternate

1st Term

Email: leewlangston@gmail.com Home: (919) 606-2187 Address: 125 Factors Walk LaneMorrisville, NC 27560

LEE LANGSTONSep 01, 2016 - Aug 31, 2020

5th Term

Email: prichardp@hpw.com Home: (919) 467-0555 Address: 119 Holly Creek Road (Mail: PO Box 534)Morrisville, NC 27560

PETER PRICHARDSep 01, 2017 - Aug 31, 2020

Position Chair

VACANCY

Morrisville, North Carolina

PLANNING AND ZONING BOARD

BOARD ROSTER

Planning and Zoning Board Page 1 of 1

Town Council Agenda Item Report

Agenda Item No. 2019-47-0Submitted by: Erin HudsonSubmitting Department Administration Meeting Date: April 9, 2019

SUBJECTResolution Appointing Advisory Board and Committee Members - Erin L. Hudson, Strategic Performance ManagerBrief - March 12Action - March 26, April 9

Recommendation:Vote on candidates remaining in "runoff" vote from March 26 meeting.

Updates/History of Briefing:April 9:Council voted on appointment recommendations at the March 26 meeting. There were three vote ties, and due to theeven number of council members present, the runoff votes resulted in additional ties. These three appointments will bebrought back before council at the April 9 meeting, when the full council is expected to be present for voting.

Town Council appointed one member to the Senior Advisory Committee (SAC) at the March 26 meeting, who hasself-disclosed that they did not meet the minimum age requirement of 55. A previously appointed member hasself-disclosed the same. This information was not captured on the application, due to the priority order in which theyselected the SAC as a preference for appointment. Those who select SAC as the first board/committee forappointment are prompted to answer the following question:- Applicants for Senior Advisory Committee must be 55 years of age or older. Do you meet this requirement? Yes orNoApplicants who do not select SAC as the first priority for service, are not prompted to this question. Staff has modifiedthe application form in an effort to prevent this issue from occurring further.

This has resulted in two vacancies on the SAC. There are no remaining applicants on file from the last year who haveexpressed an interest in serving on the SAC at this time. Staff will continue to recruit and collect applications for SACuntil qualified candidates are found to bring forward for consideration.

March 26:Council was briefed on information at the March 12 meeting. Council requested the approved charter of the MorrisvillePublic Education Advisory Committee to aid in discussion prior to official recruitment, which staff has provided.

One additional application was received March 11 and is included for Council consideration (Kim Knox). ATTH01-05updated to reflect additional applicant.

Executive Summary and Background Information:Official recruitment for Spring appointments was held February 1 – February 22, 2019 and included a variety ofoutreach mechanisms (recruitment plan noted below). A total of ten new applications were received. There were six

remaining applications on file from the last year (ATTH01). Previous applicants were contacted to determine if theywere still interested in appointment. Those who were not were removed from consideration and those who did notrespond remain for consideration. Residency for each applicant has been verified and all reside within the Town limits ofMorrisville. As has been staff’s practice, supplemental questions answered in the application are provided in excel(ATTH04) as an extra tool/resource to facilitate movement and evaluation of information during Town Council's reviewwork. A PDF version of the document (ATTH03) is provided for your convenience as well.

Staff gave special focus to recruitment of the Alternate Board of Adjustment (BOA) seat during this period, withknowledge that seats on this board, particularly the ETJ seat, have historically been more difficult to fill. Specializedrecruitment messaging was designed to showcase the work of the BOA, the meeting schedule (meets as needed), andthe scope of work. Two applications have been received expressing interest in the BOA.

Council recently approved a new Morrisville Public Education Advisory Committee at its February 12, 2019 meeting. The application process for that committee is in development. Staff will be meeting in the coming weeks to determinequestions for inclusion in the application to screen the best-suited candidates and the engagement, outreach andrecruitment period for that committee will follow.

As of March 15, there will be a vacancy for a Regular seat on the Planning and Zoning Board (PZB). Due to theimportant technical nature of the work of PZB, and the resident interest, staff will begin recruitment efforts and bringforward recommendations for PZB appointment along with recommendations for appointment to the Morrisville PublicEducation Advisory Committee

Spring Recruitment Information: Timeline- Formal Recruitment Fri. Feb. 1 – Fri. Feb.22 Application Deadline Fri. Feb. 22 at midnight Briefing to Council Tues., Mar. 12 – Initial Brief, Tues., Mar. 26 – Ballot Vote and Action Communication Tools- Email: Town support staff, current board/committee membership, Council Current Listserv, recent applicants (within last 365 days), HOA contacts, Town Council Hard copy: Posters/Fliers displayed at various Town locations Social Media: NextDoor, Facebook, Twitter Other Electronic Media: message board at Cedar Fork CC, NWIM weekly messages during recruitment period,website feature throughout recruitment period Community Partners: communication tools provided to Morrisville Chamber of Commerce

For Council's Information: Applicant Contact Information - ATTH02 Voting Ballot - ATTH05Current Board/Committee rosters are available online:https://www.townofmorrisville.org/government/citizen-advisory-committees

Potential Options:Approve candidates as selected by ballot vote.

Consider further recruitment for candidates.

Staff Recommendation:

Approve candidates as selected by ballot vote and approve resolution (2019-47-0 B) authorizing appointments at April9 meeting.

ATTACHMENTS 2019-47-0 Brief Supplement Bd Cmte Appts.docx 2019-47-0B RES Bd Cmte Appts 20190409.docx 2019-47-0 ATTH01 Applications_20190409.pdf 2019-47-0 ATTH02 Applicant Contact Info_20190409.pdf 2019-47-0 ATTH03 Supplement Question Matrix_20190409B.pdf 2019-47-0 ATTH04 Supplement Question Matrix_20190409B.xlsx 2019-47-0 ATTH05 Bd Cmte Appts Runoff Ballot_20190409.docx

Updated: March 27, 2019 1 of 1

Resolution Approving Board and Committee Appointments: (2019-47-0)

Goals Objectives

Improved transportation mobility – Enhance transportation options through improved accessibility, connectivity and collaboration

☐ Obj. 1.1 Manage traffic congestion at targeted locations and targeted times of day

☐ Obj. 1.2 Leverage resources through partnerships with other government entities and private sector

☐ Obj. 1.3 Improve mobility options for non-driversThriving, livable neighborhoods – Enrich the quality of life through the preservation of natural resources, well-planned development and strengthened neighborhood vitality

☐ Obj. 2.1 Provide a mix of housing options that meet the current and future needs of the community

☐ Obj. 2.2 Create a sense of place through insightful development that balances commercial and residential growth

☐ Obj. 2.3 Be responsible stewards of the natural environment☐ Obj. 2.4 Establish a planned approach for redevelopment and

revitalization☐ Obj. 2.5 Plan and provide for current and future infrastructure

Engaged, inclusive community – Enrich the quality of life through programs, events, amenities and services valued by the community

☐ Obj. 3.1 Offer events and programs that meet the needs and interests of the community

☐ Obj. 3.2 Increase awareness of activities and opportunities for engagement

☐ Obj. 3.3 Effectively maintain assets and make the most of existing resources

⊠ Obj. 3.4 Provide opportunities for meaningful public engagement and collaboration

Public safety readiness –Provide a safe and secure community through prevention, education, readiness and response

☐ Obj. 4.1 Provide educational opportunities and encourage preparedness

☐ Obj. 4.2 Be operationally ready☐ Obj. 4.3 React responsively to the public safety needs of the

community☐ Obj. 4.4 Meet Demands for service

Operational excellence –Deliver exceptional service with an engaged workforce that effectively manages public assets and promotes transparency

☐ Obj. 5.1 Promote financial integrity through effectively and efficiently managing public assets

☐ Obj. 5.2 Deliver customer-focused service☐ Obj. 5.3 Require the highest of professional standards☐ Obj. 5.4 Attract, develop and retain a diverse, high performing

workforce☐ Obj. 5.5 Align priorities with resources☐ Obj. 5.6 Leverage the use of technology to maximize results

Economic prosperity –Promote a business-friendly environment to diversify the economic base and create job opportunities for an educated, ready workforce

☐ Obj. 6.1 Attract and retain businesses that provide a diverse tax base☐ Obj. 6.2 Support new and existing businesses by streamlining

processes and minimizing complexities☐ Obj. 6.3 Understand business needs in order to supply a ready

workforce☐ Obj. 6.4 Maximize partnership opportunities with the Morrisville

Chamber of Commerce, regional and educational partners☐ Obj. 6.5 Develop and advocacy plan to address public education

needs

“Connect Morrisville” Strategic Plan Alignment

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

Page 1 of 1

RESOLUTION 2019-47-0B OF THE MORRISVILLE TOWN COUNCIL CONSIDERING APPOINTMENTS OF ADVISORY

BOARD AND COMMITTEE MEMBERS

WHEREAS, recruitment for vacancies on advisory boards and committees took place duringmonth of February; and

WHEREAS, there were an even number of members present at the March 26, 2019 meeting and three advisory committees received vote casts resulting in ties. During runoff votes, ballots cast resulted in tie votes once more, and the determination was made to wait until there were an odd number of council members present to cast votes, so as not to result in a tie vote; and

WHEREAS, initial appointments from the applicant pool are considered by the Council:

NOW, THEREFORE, BE IT RESOLVED THAT THE MORRISVILLE TOWN COUNCIL hereby notes that the following applicants are eligible for appointment, as indicated by ballot vote:Members selected by ballot vote will be entered upon approval

Morrisville Environment and Stormwater Committee (MESC)April 1, 2019 – March 31, 2021

Parks, Recreation and Cultural Resources Advisory Committee (PRCRAC)April 1, 2019 – March 31, 2021

Public Safety Advisory Committee (PSAC)April 1, 2019 – March 31, 2021

Adopted this the 9th day of April, 2019. ATTEST:

______________________________ _____________________________TJ Cawley, Mayor Eric Smith, Town Clerk

Submit Date: Sep 14, 2018

First Name Last Name

Email Address

Home Address Suite or Apt

City State Postal Code

Primary Phone Alternate Phone

How long have you been a resident of Morrisville?

Why do you want to serve on the board/committee(s)you have specified?

Town of Morrisville Boards & Committees

Application Form

Profile

*All Advisory Board/Committee appointees must reside within the Town of Morrisville limits or itsExtraterritorial Jurisdiction (ETJ). Residency of each applicant will be verified.

Are you 18 years or older?

Yes No

Interests & Experiences

Which Boards would you like to apply for?

Morrisville Environment and Stormwater Committee: Eligible Parks, Recreation and Cultural Resources Advisory Committee: Eligible

Which Board or Committee is your FIRST choice to serve on? *

Morrisville Environment and Stormwater Committee

Which Board or Committee is your SECOND choice to serve on? *

Parks and Recreation Advisory Committee

Karsten Baumann

kabau@earthlink.net

113 Bigbee Trail

Morrisville NC 27560

Mobile: (919) 599-5789 Home: (919) 460-7823

13

the Town and create publicappreciation of our environmentalresources

Karsten Baumann Page 1 of 3

What do you see as the primary responsibilities of theboard/committee(s)? What do you hope to accomplishas a member of the board/committee(s)? If none, pleaseindicate N/A.

Have you served on other Town boards/committees? Ifno, please indicate N/A.

Have you attended any previous board/committeemeetings? Please share your experience. If no, pleaseindicate N/A.

Please attach any information you would like to haveconsidered with your application.

If yes, please list their name and the AdvisoryBoard/Committee to which they are appointed:

Do you have any personal or business interests thatcould create a conflict of interest (real or perceived), ifyou are selected for appointment to your preferredboard/committee? (If no, indicate N/A. If yes, pleaseexplain.)

Please describe your community involvement/participation experience. If none, pleaseindicate N/A.

I have been a member of MERC since 2007 and am the co-founder of the Morrisville Community Garden,which serves to educate families of growing their own nutritional food (in light of looming economicalburden from epidemic childhood obesity) and reducing amount of trash on landfills by engaging families inthe practice of composting or donating spare foods.

Have you completed Morrisville 101?

Yes No

Referrals

How did you hear about this advisory board/committee?

Referred by Staff

Conflict Declarations

Are you an immediate family member of a current Town of Morrisville AdvisoryBoard/Committee appointee?

Yes No

Acknowledgement

natural resources and increase ourstandard of living at the same time.

MERC

due to a professional researchsabbatical in Germany from Sep2017 to March 2018.

N/A

Karsten Baumann Page 2 of 3

I understand this application is a public record, subject to public inspection at any time, andthat appointments are made at the discretion of Town Council.

It is the Town's goal to have a balanced, diverse representation of citizens serving on itsAdvisory Boards/Committees based on race/gender/age and District residency. I understandthat current employees and their spouses, elected officials and their spouses, are ineligiblefor appointment. Immediate family members of current appointees may not serve on thesame board/committee as a current appointee. I have read and agree to adhere to theAppointed Public Bodies Administrative Policy, established as guidance forboards/committees. I understand that regular attendance to any board/committee isimportant and I further understand that if my attendance is less than the standardsestablished for any such body within the Appointed Public Bodies Administrative Policy,that it may be cause for removal. I understand that conduct standards for board/committeeappointees is outlined in the Appointed Public Bodies Administrative Policy and violation ofthose standards may be cause for removal. I certify that the facts contained in thisapplication are true and correct to the best of my knowledge.

I Agree

Karsten Baumann Page 3 of 3

100 Town Hall Drive | Morrisville, NC 27560 | P: 919.463.6200 | F: 919.481.2907 | to wnofmorrisville.org

July 30, 2017 Karsten Baumann 113 Bigbee Trail Morrisville, NC 27560 Dear Karsten, You have been selected for appointment to the Morrisville Environment and Stormwater Committee (MESC), by Town Council at its July 25, 2017 meeting. Town Council approved by resolution for current MERC members to serve out remaining terms. Your current term will expire December 31, 2018. Attached you will find a copy of the Appointed Public Bodies Administrative Policy, along with an acknowledgment form for you to complete and return at your first meeting, or within 30 days (via mail or email). Within that policy, you will note specific rules for attendance and meeting quorum:

Attendance (If a member’s absences exceed the numbers below, he or she will be dismissed) For Public Bodies with more than 11 meetings on their annual meeting schedule: Members will be allowed four absences within a calendar year.

For Public Bodies with 11 or fewer meetings on their annual schedule: Members will be allowed the number of absences totaling one-third (rounded up to the nearest whole number) of the total number of meetings in that period, within a calendar year. Quorum A majority (at least 50%) of the appointed members, (to include the chair OR vice chair), will constitute a quorum. Board/Committee vacancies may affect quorum numbers.

A code of conduct acknowledgement form is also attached and should be signed and returned at your first meeting or within 30 days (via mail or email). The staff support member assigned to MESC is Dawn Raab. Feel free to contact her at 919-463-7072, or draab@townofmorrisville.org. She will be in contact with you regarding further details about the committee, meeting times/locations, etc. Feel free to contact me should you have any questions regarding the enclosed documentation, 919-463-6151 or ehudson@townofmorrisville.org.

Sincerely,

Erin L. Hudson Town Clerk Attachments: Appointed Public Bodies Administrative Policy

Appointed Public Bodies Administrative Policy Acknowledgement Form Conduct Policy Acknowledgement Form

cc: Dawn Raab, Operations Administrator, Public Works

Submit Date: Feb 22, 2019

First Name Last Name

Email Address

Home Address Suite or Apt

City State Postal Code

Primary Phone Alternate Phone

How long have you been a resident of Morrisville?

Why do you want to serve on the board/committee(s)you have specified?

Town of Morrisville Boards & Committees

Application Form

Profile

*All Advisory Board/Committee appointees must reside within the Town of Morrisville limits or itsExtraterritorial Jurisdiction (ETJ). Residency of each applicant will be verified.

Are you 18 years or older?

Yes No

Interests & Experiences

Which Boards would you like to apply for?

Parks, Recreation and Cultural Resources Advisory Committee: Eligible

Which Board or Committee is your FIRST choice to serve on? *

Parks and Recreation Advisory Committee

Which Board or Committee is your SECOND choice to serve on? *

Performance Measures Advisory Committee

Michelle Collins

mccollins14@icloud.com

212 Hammond Wood Place

Morrisville NC 27560

Mobile: (336) 255-5041 Business: (919) 962-6145

9

for ways to be more active in mycommunity and give back to thetown that I love to live in.

Michelle Collins Page 1 of 3

What do you see as the primary responsibilities of theboard/committee(s)? What do you hope to accomplishas a member of the board/committee(s)? If none, pleaseindicate N/A.

Have you served on other Town boards/committees? Ifno, please indicate N/A.

Have you attended any previous board/committeemeetings? Please share your experience. If no, pleaseindicate N/A.

Please attach any information you would like to haveconsidered with your application.

If yes, please list their name and the AdvisoryBoard/Committee to which they are appointed:

Do you have any personal or business interests thatcould create a conflict of interest (real or perceived), ifyou are selected for appointment to your preferredboard/committee? (If no, indicate N/A. If yes, pleaseexplain.)

Please describe your community involvement/participation experience. If none, pleaseindicate N/A.

North Carolina Commission on Volunteerism and Community Service, Raleigh NC Commissioner 2/2006 -12/2009 • Provided assistance in reviewing AmeriCorps applications and making funding decisions forAmeriCorps programs. • Assisted in designing and co-leading a training program for the MLK day ofservice in 2009. Other Affiliations: • Alumni, Leadership North Carolina Class XI, 2003-2004.

Have you completed Morrisville 101?

Yes No

Referrals

How did you hear about this advisory board/committee?

None Selected

Conflict Declarations

Are you an immediate family member of a current Town of Morrisville AdvisoryBoard/Committee appointee?

Yes No

Acknowledgement

and giving my time and talents inorder to make the board and/orcommission successful.

N/A

N/A

Resume_for_Michelle_Collins_Feb_2019.pdf

N/A

N/A

Michelle Collins Page 2 of 3

I understand this application is a public record, subject to public inspection at any time, andthat appointments are made at the discretion of Town Council.

It is the Town's goal to have a balanced, diverse representation of citizens serving on itsAdvisory Boards/Committees based on race/gender/age and District residency. I understandthat current employees and their spouses, elected officials and their spouses, are ineligiblefor appointment. Immediate family members of current appointees may not serve on thesame board/committee as a current appointee. I have read and agree to adhere to theAppointed Public Bodies Administrative Policy, established as guidance forboards/committees. I understand that regular attendance to any board/committee isimportant and I further understand that if my attendance is less than the standardsestablished for any such body within the Appointed Public Bodies Administrative Policy,that it may be cause for removal. I understand that conduct standards for board/committeeappointees is outlined in the Appointed Public Bodies Administrative Policy and violation ofthose standards may be cause for removal. I certify that the facts contained in thisapplication are true and correct to the best of my knowledge.

I Agree

Michelle Collins Page 3 of 3

M I C H E L L E C . C O L L I N S , M P A , C P R A • 212 Hammond Wood Place • Morrisville, NC 27560 •

• Phone (336) 255-5041 • • E-mail: mccollins14@icloud.com •

EDUCATION

The University of North Carolina at Greensboro Greensboro, NC • Master of Public Administration, Concentration in Nonprofit Management, 2003. • Bachelor of Science, Human Development and Family Studies, Minor in Political Science, 2001.

SKILLS & CERTIFICATIONS

• Certified Pre-Award Research Administrator (CPRA), Research Administrators Certification Council. • 10 years of experience managing the day-to-day operations of a multi-million dollar, multi-investigator,

NIH-funded research center. • 1.5 years of research administration experience for an academic department in the UNC School of

Medicine. • 5 years of fundraising and grant management experience in the non-profit sector. • 6 months of managing NIH training programs at a large university-based research center. • Level I Certification: Tar Heel Certificate Program in Research Administration. • Experience with UNC’s Connect Carolina, InfoPorte, WordPress, RAMSeS, Cayuse424, eRA Commons

(RPPR, xTrain, xTRACT), NIH RePORTER, Proposal Central, PubMed, SPIN Funding Database, and the NIH Manuscript System.

• Member, Society of Research Administrators International.

EXPERIENCE

University of North Carolina at Chapel Hill Chapel Hill, NC Training Manager, Carolina Population Center 8/2018 - Present The UNC Carolina Population Center is a community of scholars and professionals collaborating on interdisciplinary research, methods, and training that advance understanding of population issues.

Responsibilities: • Responsible for the daily administration of the Center’s training programs. • Overseeing mentorship for predoctoral trainees and postdoctoral scholars. • Manage the onboarding processes, including managing documentation, organizing CPC orientation, and

coordinating other trainings for new and retuning trainees/scholars. • Maintain and update the training program section for the Center’s website. • Create the weekly newsletter for the training program, which includes program announcements,

professional development opportunities, job listings, and other useful information. • Occasionally oversee class instruction for the weekly workshop series. • Assist with managing, preparing and writing annual progress reports and other reports as needed.

Major Accomplishments: • Created a jobs board for trainees on the Center’s intranet which includes current faculty positions,

training opportunities, and internships. • Implemented new systems to track trainee requirements, program reports, and applications. • Redesigned the overall look and content of the weekly training program newsletter. • Created and organized the training program’s first annual Hackathon. This event brings trainees together

to develop a research design for a population focused issue or problem.

University of North Carolina at Chapel Hill Chapel Hill, NC Research Administrator, Department of Surgery 2/2017 - 8/2018

The UNC Department of Surgery is an internationally-recognized leader in surgical care and research and provides the full complement of surgical sub specialties, from nine clinical divisions, to patients.

Responsibilities: • Provided support to faculty members, residents, and post-doctoral research associates in all aspects of

research administration. • Oversaw, prepared and compiled all components of grant submissions ensuring proposals and

subcontracts were formatted, assembled, and submitted in compliance with UNC and granting agency requirements.

• Researched and informed investigators of funding opportunities through email announcements. • Prepared grant budgets, work timelines, and checklists for each grant submitted through the department. • Assisted in the maintenance and editing of biosketches, other support, departmental resources, and other

grant template documents. • Responsible for corresponding with funding agencies and the Sponsored Programs Office for just-in-time

requests and securing additional information from investigators. • Worked with the finance team to ensure proper setup of initial budgets and addressed cost share issues

for new awards. • Planned and organized the department’s annual Research Day for residents and alumni. • Maintained the research section for the Department of Surgery website. • Served as the Department representative for the UNC Healthcare System’s Heart &Vascular Research

Committee

Major Accomplishments: • Instrumental in the development of the first quarterly department newsletter, including editing and

writing content. • Implemented a new system to track and report on research productivity, including grant submissions,

IRB approvals, funding interests and other administrative tasks.

University of North Carolina at Chapel Hill Chapel Hill, NC Pre-Award Grant Assistant, UNC Center for Health Promotion and Disease Prevention 7/2015 - 12/2015 The UNC Center for Health Promotion and Disease Prevention addresses pressing health problems by collaborating with communities to conduct research, provide training, and translate research findings into policy and practice.

Responsibilities: • Provided assistance with proposal development, coordination of documents, routing, and proposal

submission. This was a temporary-part time position.

University of North Carolina at Chapel Hill Chapel Hill, NC Managing Director, UNC Nutrition Obesity Research Center 4/2007 - 2/2017 The UNC Nutrition Obesity Research Center is one of twelve research centers in the country funded by the National Institutes of Health that is specifically designed to support nutritional sciences and obesity related research.

Responsibilities: • Responsible for managing the day-to-day operations of the UNC Nutrition Obesity Research Center. • Responsible for monitoring core usage and preparing center budgets (grant and recharge) monthly. • Responsible for posting payments in Connect Carolina for all core invoices.

Assists in managing the Center’s Pilot & Feasibility (P&F) grant program. • Served as the liaison between the Center and its members, provided support to the core directors and core

managers, and coordinated internal and external advisory committee activities and meetings. • Responsible for preparing, writing, and editing the annual progress reports and the competitive renewal

grant applications. • Responsible for maintaining the center’s web site and social media pages, overseeing the seminar series,

creating marketing materials, and generating quarterly e-newsletters.

• Accountable for being the primary liaison between the UNC Nutrition Obesity Research Center and the UNC Nutrition Research Institute (Kannapolis Research Campus).

Major Accomplishments: • Played a key role in writing and editing the Center’s $5 million, five-year competitive renewal grants in

2010 and 2015. In 2010, the grant received a priority score of 12 (on a 10 (best) to 90 (worst) scale). This is the highest score the Center has received for a renewal application and the best score of all of the other competing applications that year.

• Instrumental in writing and managing a $300,000 American Recovery and Reinvestment Act (ARRA) grant for the NORC to purchase new equipment and expand its Pilot & Feasibility grant program.

• Responsible for writing a short proposal to NIH for the creation of the NORC Central web site. This is a collaborative web site for all NIH-funded NORC research centers.

• Responsible the implementation, design, and updates for the NORC Central website. • Responsible for the implementation, design, and maintenance of the Center’s service request system.

This database offered our research cores the ability to store service requests, track usage, and create invoices.

• Instrumental in overseeing the development of the NORC Mobile Metabolic Unit. This mobile unit was created to conduct body composition assessments in community based studies across the state of North Carolina.

United Way of Greater Greensboro Greensboro, NC Independent Contractor 4/2007 - 6/2007 The United Way of Greater Greensboro is a non-profit agency that works with community partners to meet emerging needs in the city of Greensboro, NC.

Responsibilities: • Provided assistance with preparing for the annual combined federal government campaign. • Responsible for training and providing assistance to my replacement.

United Way of Greater Greensboro Greensboro, NC Resource Development Manager 4/2004 - 4/2007

Responsibilities: • Responsible for managing all of the medical and federal government accounts. • Assisted in identifying strategies for overall campaign growth, responsible for working with volunteers

to design solicitation strategies. • Responsible for designing and implementing the annual employee campaign manager training program.

Major Accomplishments: • In 2005, the Piedmont Triad Federal campaign raised over $738,000 for local, national, and international

charities surpassing 2004’s campaign totals by $78,500. • In 2004, the federal campaign raised over $660,500. This was the largest increase of any managed

campaign in 2004 for the Greensboro United Way and the largest increase for the federal campaign locally since its inception.

• The federal campaign had the 2nd highest percent increase in contributions in 2004 for middle-sized campaigns nationally. The local campaign was recognized for its achievements at the national level by the Office of Personnel Management at a ceremony at the White House in Washington, DC.

• Assisted in turning several non-giving medical and federal government accounts into giving accounts in 2004 and 2005.

• Implemented a new employee campaign manager training program and designed new training program materials.

Junior Achievement of Central North Carolina Greensboro, NC Independent Contractor 4/2004 - 12/2005

Junior Achievement of Central North Carolina is a youth organization that was created to assist young people in the transition from school to work.

Responsibilities: • Responsible for researching and identifying viable grant opportunities. • Responsible for preparing and submitting grant proposals and progress reports to funders.

Junior Achievement of Central North Carolina Greensboro, NC Operations/Grants Manager 9/2002 - 4/2004

Responsibilities: • Responsible for preparing grant proposals and progress reports, assisted in managing the gift

acknowledgement process. • Assisted in the planning of special events and the annual funding campaign. • Responsible for researching and identifying viable grant opportunities.

Major Accomplishments: • This position started as a part-time appointment and turned into a full-time position after I received my

Master’s degree. • Secured funding from the JC Penney’s After School grant program to develop the company’s first after

school alliance with the Boys & Girls Club in Greensboro. • Secured grant funding for a new elementary expansion project.

The Volunteer Center of Greensboro Greensboro, NC Assistant Program Manager (Temporary Contract Position) 1/2003 - 6/2003 The Volunteer Center of Greensboro is a non-profit agency that promotes volunteerism, supports non-profit groups, and builds community partnerships.

Responsibilities: • Assisted in securing grant funding from the Points of Light Foundation for a special volunteer initiative

honoring September 11th victims. • Assisted in recruiting and securing over 50 local volunteer groups to complete projects honoring victims. • Accountable for evaluating and reporting projects to the Points of Light Foundation.

The University of North Carolina at Greensboro Greensboro, NC Graduate Assistant 8/2001 - 5/2002 The University of North Carolina at Greensboro is a public university located in Greensboro, North Carolina. This graduate assistantship was funded by a fellowship grant by the Cemala Foundation.

Responsibilities: • Responsible for writing press releases and newsletter articles for the graduate program. • Provided updates for the department website and conducted research for faculty members. • Assisted in graduate student recruitment activities and promoted the nonprofit management certificate

program to prospective students.

AWARDS & RECOGNITIONS

• UNC Employee Forum Professional Development Grant Recipient, 2017. • UNC Gillings School of Global Public Health, Department of Nutrition, Staff Excellence Award, 2011. • UNC Gillings School of Global Public Health, Department of Nutrition, Star Heel Award, 2009.

LEADERSHIP & PROFESSIONAL AFFILIATIONS

The Beehive Collective Raleigh, NC Member 7/2008 - 1/2012

The Beehive Collective is a group of young professionals who pool their collective talents and resources together to organize fun and educational projects that raise money for the causes they care about.

• Provided assistance in soliciting grant applications from local community groups and organizations. • Assisted in reviewing grant proposals and selecting projects for funding. North Carolina Commission on Volunteerism and Community Service Raleigh, NC Commissioner 2/2006 - 12/2009 The North Carolina Commission on Volunteerism and Community Service is a statewide commission that is responsible for encouraging community service and volunteerism among North Carolinians.

• Provided assistance in reviewing AmeriCorps applications and making funding decisions for AmeriCorps programs.

• Assisted in designing and co-leading a training program for the MLK day of service in 2009. Other Affiliations: • Alumni, Leadership North Carolina Class XI, 2003-2004.

Submit Date: Mar 06, 2019

First Name Last Name

Email Address

Home Address Suite or Apt

City State Postal Code

Primary Phone Alternate Phone

How long have you been a resident of Morrisville?

Why do you want to serve on the board/committee(s)you have specified?

Town of Morrisville Boards & Committees

Application Form

Profile

*All Advisory Board/Committee appointees must reside within the Town of Morrisville limits or itsExtraterritorial Jurisdiction (ETJ). Residency of each applicant will be verified.

Are you 18 years or older?

Yes No

Interests & Experiences

Which Boards would you like to apply for?

Parks, Recreation and Cultural Resources Advisory Committee: Submitted Planning and Zoning Board: Submitted

Which Board or Committee is your FIRST choice to serve on? *

Parks and Recreation Advisory Committee

Which Board or Committee is your SECOND choice to serve on? *

Parks and Recreation Advisory Committee

Archana Gopal

archanagmba@gmail.com

1045 benay road

Morrisville NC 27530

Mobile: (919) 633-2196 Home: (919) 633-2196

4

I can give some good ideas andcontribute something amazing.

Archana Gopal Page 1 of 3

What do you see as the primary responsibilities of theboard/committee(s)? What do you hope to accomplishas a member of the board/committee(s)? If none, pleaseindicate N/A.

Have you served on other Town boards/committees? Ifno, please indicate N/A.

Have you attended any previous board/committeemeetings? Please share your experience. If no, pleaseindicate N/A.

Please attach any information you would like to haveconsidered with your application.

If yes, please list their name and the AdvisoryBoard/Committee to which they are appointed:

Do you have any personal or business interests thatcould create a conflict of interest (real or perceived), ifyou are selected for appointment to your preferredboard/committee? (If no, indicate N/A. If yes, pleaseexplain.)

Please describe your community involvement/participation experience. If none, pleaseindicate N/A.

My husband is a member of the planning board, and I get to know details about it from himand give someideas too.

Have you completed Morrisville 101?

Yes No

Referrals

How did you hear about this advisory board/committee?

Town Website Facebook

Conflict Declarations

Are you an immediate family member of a current Town of Morrisville AdvisoryBoard/Committee appointee?

Yes No

Acknowledgement

Working for the welfare andfullfillment of Morrisville citizens

N/A

N/A

Maharajan Shunmugam, planningand zoning

N/A

Archana Gopal Page 2 of 3

I understand this application is a public record, subject to public inspection at any time, andthat appointments are made at the discretion of Town Council.

It is the Town's goal to have a balanced, diverse representation of citizens serving on itsAdvisory Boards/Committees based on race/gender/age and District residency. I understandthat current employees and their spouses, elected officials and their spouses, are ineligiblefor appointment. Immediate family members of current appointees may not serve on thesame board/committee as a current appointee. I have read and agree to adhere to theAppointed Public Bodies Administrative Policy, established as guidance forboards/committees. I understand that regular attendance to any board/committee isimportant and I further understand that if my attendance is less than the standardsestablished for any such body within the Appointed Public Bodies Administrative Policy,that it may be cause for removal. I understand that conduct standards for board/committeeappointees is outlined in the Appointed Public Bodies Administrative Policy and violation ofthose standards may be cause for removal. I certify that the facts contained in thisapplication are true and correct to the best of my knowledge.

I Agree

Archana Gopal Page 3 of 3

Submit Date: Jul 30, 2018

First Name Last Name

Email Address

Home Address Suite or Apt

City State Postal Code

Primary Phone Alternate Phone

How long have you been a resident of Morrisville?

Why do you want to serve on the board/committee(s)you have specified?

Town of Morrisville Boards & Committees

Application Form

Profile

*All Advisory Board/Committee appointees must reside within the Town of Morrisville limits or itsExtraterritorial Jurisdiction (ETJ). Residency of each applicant will be verified.

Are you 18 years or older?

Yes No

Interests & Experiences

Which Boards would you like to apply for?

Parks, Recreation and Cultural Resources Advisory Committee: Eligible Public Safety Advisory Committee: Eligible

Which Board or Committee is your FIRST choice to serve on? *

Parks and Recreation Advisory Committee

Which Board or Committee is your SECOND choice to serve on? *

Public Safety Advisory Committee

Syam Kandanulu

kandanulu.sr@gmail.com

221 JOYCLIFF DR 221 joycliff dr

morrisville NC 27560

Home: (952) 564-9646 Home:

5 Years

Morrisville Parks committee .....Iwould make it different than currentone, by including public driven

Syam Kandanulu Page 1 of 3

What do you see as the primary responsibilities of theboard/committee(s)? What do you hope to accomplishas a member of the board/committee(s)? If none, pleaseindicate N/A.

Have you served on other Town boards/committees? Ifno, please indicate N/A.

Have you attended any previous board/committeemeetings? Please share your experience. If no, pleaseindicate N/A.

Please attach any information you would like to haveconsidered with your application.

If yes, please list their name and the AdvisoryBoard/Committee to which they are appointed:

Do you have any personal or business interests thatcould create a conflict of interest (real or perceived), ifyou are selected for appointment to your preferredboard/committee? (If no, indicate N/A. If yes, pleaseexplain.)

Please describe your community involvement/participation experience. If none, pleaseindicate N/A.

NA

Have you completed Morrisville 101?

Yes No

Referrals

How did you hear about this advisory board/committee?

None Selected

Conflict Declarations

Are you an immediate family member of a current Town of Morrisville AdvisoryBoard/Committee appointee?

Yes No

Acknowledgement

expand more facilities to public,like any rental facilities etc

NA

Attended couple, did not rememberthe dates

NA

Syam Kandanulu Page 2 of 3

I understand this application is a public record, subject to public inspection at any time, andthat appointments are made at the discretion of Town Council.

It is the Town's goal to have a balanced, diverse representation of citizens serving on itsAdvisory Boards/Committees based on race/gender/age and District residency. I understandthat current employees and their spouses, elected officials and their spouses, are ineligiblefor appointment. Immediate family members of current appointees may not serve on thesame board/committee as a current appointee. I have read and agree to adhere to theAppointed Public Bodies Administrative Policy, established as guidance forboards/committees. I understand that regular attendance to any board/committee isimportant and I further understand that if my attendance is less than the standardsestablished for any such body within the Appointed Public Bodies Administrative Policy,that it may be cause for removal. I understand that conduct standards for board/committeeappointees is outlined in the Appointed Public Bodies Administrative Policy and violation ofthose standards may be cause for removal. I certify that the facts contained in thisapplication are true and correct to the best of my knowledge.

I Agree

Syam Kandanulu Page 3 of 3

Submit Date: Nov 12, 2018

First Name Last Name

Email Address

Home Address Suite or Apt

City State Postal Code

Primary Phone Alternate Phone

How long have you been a resident of Morrisville?

Why do you want to serve on the board/committee(s)you have specified?

Town of Morrisville Boards & Committees

Application Form

Profile

*All Advisory Board/Committee appointees must reside within the Town of Morrisville limits or itsExtraterritorial Jurisdiction (ETJ). Residency of each applicant will be verified.

Are you 18 years or older?

Yes No

Interests & Experiences

Which Boards would you like to apply for?

Public Safety Advisory Committee: Eligible

Which Board or Committee is your FIRST choice to serve on? *

Public Safety Advisory Committee

Which Board or Committee is your SECOND choice to serve on? *

Performance Measures Advisory Committee

Jill Karr

jskarr62@gmail.com

600 Kirkeenan Circle

Morrisville NC 27560

Home: (919) 451-9327 Home:

12

Morrisville and love the town. Iwould like to give back to thecommunity.

Jill Karr Page 1 of 3

What do you see as the primary responsibilities of theboard/committee(s)? What do you hope to accomplishas a member of the board/committee(s)? If none, pleaseindicate N/A.

Have you served on other Town boards/committees? Ifno, please indicate N/A.

Have you attended any previous board/committeemeetings? Please share your experience. If no, pleaseindicate N/A.

Please attach any information you would like to haveconsidered with your application.

If yes, please list their name and the AdvisoryBoard/Committee to which they are appointed:

Do you have any personal or business interests thatcould create a conflict of interest (real or perceived), ifyou are selected for appointment to your preferredboard/committee? (If no, indicate N/A. If yes, pleaseexplain.)

Please describe your community involvement/participation experience. If none, pleaseindicate N/A.

I did participate in Morrisville 101 a few years back. Made every class, but was not able to attend therecognition at Town Hall. I live in Kelton II and have served on my HOA Board. I was elected one of thefirst three board members after our developer turned over our community. I was on the board when weworked with the town to have our street - Kirkeenan Circle - made a public street.

Have you completed Morrisville 101?

Yes No

Referrals

How did you hear about this advisory board/committee?

Facebook

Conflict Declarations

Are you an immediate family member of a current Town of Morrisville AdvisoryBoard/Committee appointee?

Yes No

Acknowledgement

improving the lives of ourcommunity through health, safetyand welfare initiatives.

N/A

Yes as member of HOA. Wesucessfully worked with town tomake our street public.

N/A

Jill Karr Page 2 of 3

I understand this application is a public record, subject to public inspection at any time, andthat appointments are made at the discretion of Town Council.

It is the Town's goal to have a balanced, diverse representation of citizens serving on itsAdvisory Boards/Committees based on race/gender/age and District residency. I understandthat current employees and their spouses, elected officials and their spouses, are ineligiblefor appointment. Immediate family members of current appointees may not serve on thesame board/committee as a current appointee. I have read and agree to adhere to theAppointed Public Bodies Administrative Policy, established as guidance forboards/committees. I understand that regular attendance to any board/committee isimportant and I further understand that if my attendance is less than the standardsestablished for any such body within the Appointed Public Bodies Administrative Policy,that it may be cause for removal. I understand that conduct standards for board/committeeappointees is outlined in the Appointed Public Bodies Administrative Policy and violation ofthose standards may be cause for removal. I certify that the facts contained in thisapplication are true and correct to the best of my knowledge.

I Agree

Jill Karr Page 3 of 3

Submit Date: Feb 14, 2019

First Name Last Name

Email Address

Home Address Suite or Apt

City State Postal Code

Primary Phone Alternate Phone

How long have you been a resident of Morrisville?

Why do you want to serve on the board/committee(s)you have specified?

Town of Morrisville Boards & Committees

Application Form

Profile

*All Advisory Board/Committee appointees must reside within the Town of Morrisville limits or itsExtraterritorial Jurisdiction (ETJ). Residency of each applicant will be verified.

Are you 18 years or older?

Yes No

Interests & Experiences

Which Boards would you like to apply for?

Parks, Recreation and Cultural Resources Advisory Committee: Eligible

Which Board or Committee is your FIRST choice to serve on? *

Morrisville Environment and Stormwater Committee

Which Board or Committee is your SECOND choice to serve on? *

Parks and Recreation Advisory Committee

Yuguo Zhang

yuguozhamg@yahoo.com

1628 Legendary Ln

Morrisville NC 27560

Mobile: (919) 455-0966 Home:

two and half

i have a great interest inenviroment improvement

Yuguo Zhang Page 1 of 3

What do you see as the primary responsibilities of theboard/committee(s)? What do you hope to accomplishas a member of the board/committee(s)? If none, pleaseindicate N/A.

Have you served on other Town boards/committees? Ifno, please indicate N/A.

Have you attended any previous board/committeemeetings? Please share your experience. If no, pleaseindicate N/A.

Please attach any information you would like to haveconsidered with your application.

If yes, please list their name and the AdvisoryBoard/Committee to which they are appointed:

Do you have any personal or business interests thatcould create a conflict of interest (real or perceived), ifyou are selected for appointment to your preferredboard/committee? (If no, indicate N/A. If yes, pleaseexplain.)

Please describe your community involvement/participation experience. If none, pleaseindicate N/A.

Volunteering to Landscape Commitee

Have you completed Morrisville 101?

Yes No

Referrals

How did you hear about this advisory board/committee?

Next Week In Morrisville (Town e-Newsletter)

Conflict Declarations

Are you an immediate family member of a current Town of Morrisville AdvisoryBoard/Committee appointee?

Yes No

Acknowledgement

reporting problems; providingsuggestions

N/A

N/a

N/A

Yuguo Zhang Page 2 of 3

I understand this application is a public record, subject to public inspection at any time, andthat appointments are made at the discretion of Town Council.

It is the Town's goal to have a balanced, diverse representation of citizens serving on itsAdvisory Boards/Committees based on race/gender/age and District residency. I understandthat current employees and their spouses, elected officials and their spouses, are ineligiblefor appointment. Immediate family members of current appointees may not serve on thesame board/committee as a current appointee. I have read and agree to adhere to theAppointed Public Bodies Administrative Policy, established as guidance forboards/committees. I understand that regular attendance to any board/committee isimportant and I further understand that if my attendance is less than the standardsestablished for any such body within the Appointed Public Bodies Administrative Policy,that it may be cause for removal. I understand that conduct standards for board/committeeappointees is outlined in the Appointed Public Bodies Administrative Policy and violation ofthose standards may be cause for removal. I certify that the facts contained in thisapplication are true and correct to the best of my knowledge.

I Agree

Yuguo Zhang Page 3 of 3

ADVISORY BOARD/COMMITTEE APPLICANTS SPRING 2019

First Name Last Name Email Address Primary PhoneCurrent

Appointment(s)Board Applying For

Attachment

Included

Karsten Baumann kabau@earthlink.net

Mobile: (919) 599-5789,

Home: 919-460-7823 MESC, PRCRAC YES

Michelle Collins mccollins14@icloud.com

Mobile: 336-255-5041,

Business: 919-962-6145 PRCRAC, PMAC YES

Archana Gopal archanagmba@gmail.com (919) 633-2196 PRCRAC, PZB

Syam Kandanulu kandanulu.sr@gmail.com Home: (952) 564-9646 PRCRAC, PSAC

Jill Karr jskarr62@gmail.com 919-451-9327 PSAC, PMAC

Yuguo Zhang yuguozhamg@yahoo.com 919-455-0966 PRCRAC, MESC

Applicant Info Table for Council Spring 2019 1 of 1

Supplemental Question Matrix

*Opportunity for applicants to rank Board/Committee preference was added 9/1/17 and is not required.

Candidate appointed to PRCRAC Dec. 2017 and declined position

Applicant: Karsten Baumann Michelle Collins Archana Gopal Syam Kandanulu Jill Karr Yuguo Zhang

Boards Applying For PRCRAC, MESC PRCRAC PRCRAC, PZB PRCRAC PSAC PRCRAC

*First Choice: MESC PRCRAC PRCRAC PRCRAC PSAC MESC

*Second Choice: PRCRAC PMAC PRCRAC PSAC PMAC PRCRACHow long have you

been a resident of

Morrisville? 13 9 4 5 12 2.5

Why do you want to

serve on the

board/committee(s)

you have specified?

Help in sustainable

development of the

Town and create

public appreciation

of our environmental

resources

I have lived in Morrisville

from nearly 10 years and I

am looking for ways to be

more active in my

community and give back to

the town that I love to live

in.

I can give some

good ideas and

contribute

something

amazing.

I dont see any

uniqueness in

Morrisville

Parks

committee .....I

would make it

different than

current one, by

including public

driven

I have really enjoyed

living in Morrisville and

love the town. I would like

to give back to the

community.

i have a great

interest in

enviroment

improvement

What do you see as the

primary

responsibilities of the

board/committee(s)?

What do you hope to

accomplish as a

member of the

board/committee(s)?

If none, please indicate

N/A.

Advise the Town

Council members in

selection of options

for sustainable

growth. Hope to

facilitate

implementation of

measures that help

conserve our natural

resources and

increase our

standard of living at

the same time.

My goal as a board or

committee member is to

support the initiatives of

the board, making sure that

all voices in the community

are heard, and giving my

time and talents in order to

make the board and/or

commission successful.

Working for the

welfare and

fullfillment of

Morrisville citizens

I see that board

should be able

to expand

more facilities

to public, like

any rental

facilities etc

As the purpose of the

committee states, I would

like to be a part of

improving the lives of our

community through

health, safety and welfare

initiatives.

reporting

problems;

providing

suggestions

Please describe your

community

involvement/participati

on experience. If

none, please indicate

N/A.

I have been a

member of MERC

since 2007 and am

the co-founder of the

Morrisville

Community Garden,

which serves to

educate families of

growing their own

nutritional food (in

light of looming

economical burden

from epidemic

childhood obesity)

and reducing amount

of trash on landfills

by engaging families

in the practice of

North Carolina Commission

on Volunteerism and

Community Service, Raleigh

NC Commissioner 2/2006 -

12/2009: Provided

assistance in reviewing

AmeriCorps applications

and making funding

decisions for AmeriCorps

programs, assisted in

designing and co-leading a

training program for the

MLK day of service in 2009.

Other affiliations: Alumni,

Leadership NC Class XI,

2003-2004.

My husband is a

member of the

planning board,

and I get to know

details about it

from himand give

some ideas too. N/A

I did participate in

Morrisville 101 a few

years back. Made every

class, but was not able to

attend the recognition at

Town Hall. I live in Kelton

II and have served on my

HOA Board. I was elected

one of the first three

board members after our

developer turned over

our community. I was on

the board when we

worked with the town to

have our street -

Kirkeenan Circle - made a

public street.

Volunteering

to Landscape

Commitee

Have you served on

other Town

boards/committees? If

no, please indicate N/A. MERC N/A N/A N/A N/A N/A

Have you attended any

previous

board/committee

meetings? Please

share your experience.

If no, please indicate

N/A.

Yes but have missed

too many due to a

professional research

sabbatical in

Germany from Sep

2017 to March 2018. N/A N/A

Attended

couple, did not

remember the

dates

Yes as member of HOA.

We sucessfully worked

with town to make our

street public. N/AHave you completed

Morrisville 101? Yes Yes No NO YES NODo you have any

personal or business

interests that could

create a conflict of

interest (real or

perceived), if you are

selected for

appointment to your

preferred

board/committee? (If

no, indicate N/A. If

yes, please explain.) N/A N/A N/A N/A N/A N/A

Supplemental Question Matrix*Opportunity for applicants to rank Board/Committee preference was added 9/1/17 and is not required.Candidate appointed to PRCRAC Dec. 2017 and declined position

Applicant: Karsten Baumann Michelle Collins Archana Gopal Syam Kandanulu Jill Karr Yuguo Zhang

Boards Applying For PRCRAC, MESC PRCRAC PRCRAC, PZB PRCRAC PSAC PRCRAC*First Choice: MESC PRCRAC PRCRAC PRCRAC PSAC MESC*Second Choice: PRCRAC PMAC PRCRAC PSAC PMAC PRCRACHow long have you been a resident of Morrisville? 13 9 4 5 12 2.5

Why do you want to serve on the board/committee(s) you have specified?

Help in sustainable development of the Town and create public appreciation of our environmental resources

I have lived in Morrisville from nearly 10 years and I am looking for ways to be more active in my community and give back to the town that I love to live in.

I can give some good ideas and contribute something amazing.

I dont see any uniqueness in Morrisville Parks committee .....I would make it different than current one, by including public driven

I have really enjoyed living in Morrisville and love the town. I would like to give back to the community.

i have a great interest in enviroment improvement

What do you see as the primary responsibilities of the board/committee(s)? What do you hope to accomplish as a member of the board/committee(s)? If none, please indicate N/A.

Advise the Town Council members in selection of options for sustainable growth. Hope to facilitate implementation of measures that help conserve our natural resources and increase our standard of living at the same time.

My goal as a board or committee member is to support the initiatives of the board, making sure that all voices in the community are heard, and giving my time and talents in order to make the board and/or commission successful.

Working for the welfare and fullfillment of Morrisville citizens

I see that board should be able to expand more facilities to public, like any rental facilities etc

As the purpose of the committee states, I would like to be a part of improving the lives of our community through health, safety and welfare initiatives.

reporting problems; providing suggestions

Please describe your community involvement/participation experience. If none, please indicate N/A.

I have been a member of MERC since 2007 and am the co-founder of the Morrisville Community Garden, which serves to educate families of growing their own nutritional food (in light of looming economical burden from epidemic childhood obesity) and reducing amount of trash on landfills by engaging families in the practice of

North Carolina Commission on Volunteerism and Community Service, Raleigh NC Commissioner 2/2006 - 12/2009: Provided assistance in reviewing AmeriCorps applications and making funding decisions for AmeriCorps programs, assisted in designing and co-leading a training program for the MLK day of service in 2009. Other affiliations: Alumni, Leadership NC Class XI, 2003-2004.

My husband is a member of the planning board, and I get to know details about it from himand give some ideas too. N/A

I did participate in Morrisville 101 a few years back. Made every class, but was not able to attend the recognition at Town Hall. I live in Kelton II and have served on my HOA Board. I was elected one of the first three board members after our developer turned over our community. I was on the board when we worked with the town to have our street - Kirkeenan Circle - made a public street.

Volunteering to Landscape Commitee

Have you served on other Town boards/committees? If no, please indicate N/A. MERC N/A N/A N/A N/A N/A

Have you attended any previous board/committee meetings? Please share your experience. If no, please indicate N/A.

Yes but have missed too many due to a professional research sabbatical in Germany from Sep 2017 to March 2018. N/A N/A

Attended couple, did not remember the dates

Yes as member of HOA. We sucessfully worked with town to make our street public. N/A

Have you completed Morrisville 101? Yes Yes No NO YES NODo you have any personal or business interests that could create a conflict of interest (real or perceived), if you are selected for appointment to your preferred board/committee? (If no, indicate N/A. If yes, please explain.) N/A N/A N/A N/A N/A N/A

1

BALLOT FOR ADVISORY BOARDS/COMMITTEE APPOINTMENT: SPRING 2019

RUNOFF BALLOTAPRIL 9, 2019

Place an "x" next to any applicant's name you wish to be appointed/reappointed. Please print and sign your name at the bottom of the page.

Parks, Recreation and Cultural Resources Advisory Committee (PRCRAC)1 Seat Available (two-year terms)

Seeking Appointment

_____ Michelle Collins also applying for PMAC_____ Archana Gopal also applying for PZB

Printed Name: _________________________________________________

Signature: _____________________________________________________

2

BALLOT FOR ADVISORY BOARDS/COMMITTEE APPOINTMENT: SPRING 2019

RUNOFF BALLOTAPRIL 9, 2019

Place an "x" next to any applicant's name you wish to be appointed/reappointed. Please print and sign your name at the bottom of the page.

Morrisville Environment and Stormwater Committee (MESC)1 Seat Available (two-year terms)

Seeking Appointment

_____ Karsten Bauman also applying for PRCRAC_____ Yuguo Zhang also applying for PRCRAC

Printed Name: _________________________________________________

Signature: _____________________________________________________

*Karsten Bauman applied for and was appointed to PRCRAC Dec. 2017 and declined position. Mr. Bauman has applied for MESC as well.

3

BALLOT FOR ADVISORY BOARDS/COMMITTEE APPOINTMENT: SPRING 2019

RUNOFF BALLOTAPRIL 9, 2019

Place an "x" next to any applicant's name you wish to be appointed/reappointed. Please print and sign your name at the bottom of the page.

Public Safety Advisory Committee (PSAC)1 Seat Available (two-year terms)

Seeking Appointment_____ Syam Kandanulu also applying for PMAC_____ Jill Karr also applying for PMAC

Printed Name: _________________________________________________

Signature: _____________________________________________________

Town Council Agenda Item Report

Agenda Item No. 2019-82-0Submitted by: Erin HudsonSubmitting Department Administration Meeting Date: April 9, 2019

SUBJECTResolution Approving Amendments to Appointed Public Bodies Administrative Policy - Erin L. Hudson, StrategicPerformance ManagerBrief - April 9Action - April 23

Recommendation:Review recommended amendments to policy at April 9 meeting

Updates/History of Briefing:

Executive Summary and Background Information:At its February 12, 2019 meeting, Town Council approved the charter establishing the Morrisville Public EducationAdvisory Committee (Res 2019-26-0). Council established some specific criteria for committee membership, outsideof the standard Appointed Public Bodies Policy criteria for advisory board/committee membership, and those itemshave been outlined for incorporation within the policy, reflected in Section 2. Membership, Subsection a. (ATTH01).

Council established the following specific criteria for the committee:- it shall consist of not more than 12 members (membership is capped at 11 for other advisory boards/committees)- members shall reside in one of four geographical electoral districts (residency to the corporate limits or ETJ is verifyfor all other advisory board/committee members)

Specific information related to a recruitment and communications plan will be provided separately.

Potential Options:- Approve amendments as reflected and discussed in adopted charter (Res 2019-26-0)- Discuss additional recommended amendments

Staff Recommendation:Approve amendments as reflected and discussed in adopted charter

ATTACHMENTS 2019-82-0 Peak Supp Apptd Pub Body Amend.docx 2019-82-0 RES Apptd Pub Body Amend.docx 2019-82-0 ATTH01 Apptd Pub Body Amend.pdf

Updated: March 29, 2019 1 of 1

2019-82-0 Resolution Approving Amendments to Appointed Public Bodies Administrative Policy

Goals Objectives

Improved transportation mobility – Enhance transportation options through improved accessibility, connectivity and collaboration

☐ Obj. 1.1 Manage traffic congestion at targeted locations and targeted times of day

☐ Obj. 1.2 Leverage resources through partnerships with other government entities and private sector

☐ Obj. 1.3 Improve mobility options for non-driversThriving, livable neighborhoods – Enrich the quality of life through the preservation of natural resources, well-planned development and strengthened neighborhood vitality

☐ Obj. 2.1 Provide a mix of housing options that meet the current and future needs of the community

☐ Obj. 2.2 Create a sense of place through insightful development that balances commercial and residential growth

☐ Obj. 2.3 Be responsible stewards of the natural environment☐ Obj. 2.4 Establish a planned approach for redevelopment and

revitalization☐ Obj. 2.5 Plan and provide for current and future infrastructure

Engaged, inclusive community – Enrich the quality of life through programs, events, amenities and services valued by the community

⊠ Obj. 3.1 Offer events and programs that meet the needs and interests of the community

⊠ Obj. 3.2 Increase awareness of activities and opportunities for engagement

☐ Obj. 3.3 Effectively maintain assets and make the most of existing resources

⊠ Obj. 3.4 Provide opportunities for meaningful public engagement and collaboration

Public safety readiness –Provide a safe and secure community through prevention, education, readiness and response

☐ Obj. 4.1 Provide educational opportunities and encourage preparedness

☐ Obj. 4.2 Be operationally ready☐ Obj. 4.3 React responsively to the public safety needs of the

community☐ Obj. 4.4 Meet Demands for service

Operational excellence –Deliver exceptional service with an engaged workforce that effectively manages public assets and promotes transparency

☐ Obj. 5.1 Promote financial integrity through effectively and efficiently managing public assets

☐ Obj. 5.2 Deliver customer-focused service☐ Obj. 5.3 Require the highest of professional standards☐ Obj. 5.4 Attract, develop and retain a diverse, high performing

workforce☐ Obj. 5.5 Align priorities with resources☐ Obj. 5.6 Leverage the use of technology to maximize results

Economic prosperity –Promote a business-friendly environment to diversify the economic base and create job opportunities for an educated, ready workforce

☐ Obj. 6.1 Attract and retain businesses that provide a diverse tax base☐ Obj. 6.2 Support new and existing businesses by streamlining

processes and minimizing complexities☐ Obj. 6.3 Understand business needs in order to supply a ready

workforce☐ Obj. 6.4 Maximize partnership opportunities with the Morrisville

Chamber of Commerce, regional and educational partners⊠ Obj. 6.5 Develop an advocacy plan to address public education

needs

“Connect Morrisville” Strategic Plan Alignment

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

Page 1 of 1

RESOLUTION 2019-82-0 OF THE MORRISVILLE TOWN COUNCIL APPROVING AMENDMENTS TO THE APPOINTED

PUBLIC BODIES ADMINISTRATIVE POLICY

WHEREAS, In accordance with the “Connect Morrisville” Strategic Plan, staff committed to ensuring success of Town Council-identified priority initiatives; and

WHEREAS, Initiative 6D specifies that the Town will “work collaboratively with Wake County Public School System to ensure Morrisville’s public school needs are met”; and

WHEREAS, Town Council approved a charter establishing the Morrisville Public Education Advisory Committee at its February 12, 2019 meeting; and

WHEREAS, Council established some specific criteria for committee membership, outside of the standard Appointed Public Bodies Policy criteria for advisory board/committee membership, and those items have been incorporated within the policy, reflected in Section 2. Membership, Subsection a. (see ATTH01); and

WHEREAS, the following specific criteria were established:- it shall consist of not more than 12 members (membership is capped at 11 for other advisory boards/committees)- members shall reside in one of four geographical electoral districts (residency to the corporate limits or ETJ is verified for all advisory board/committee members):

NOW, THEREFORE, BE IT RESOLVED THAT THE MORRISVILLE TOWN COUNCIL hereby approves the amendments as specified above to be incorporated into the Appointed Public Bodies Administrative Policy.

Adopted this the 23rd day of April, 2019.

______________________________TJ Cawley, Mayor

ATTEST:

_____________________________Eric W. Smith II, Town Clerk

1 of 10

POLICY

Administration Approved: April 23, 2019

Appointed Public Bodies Administrative Policy

Supersedes: May 8, 2018

Prepared By: Erin L. Hudson, Strategic

Performance Manager and Eric Smith, Town Clerk

Approved By: Martha Paige, Town Manager

Town Council

I. Purpose To establish administrative procedures for Advisory Public Bodies appointed by the Town Council. II. Scope This policy addresses general administrative matters regarding Advisory Boards and Committees. It should be noted that this does not include specific areas of regulation of Advisory Boards where addressed within the Unified Development Ordinance [Board of Adjustment (BOA) and Planning and Zoning Board (PZB)] and noted herein. III. Definitions

• Advising/Supporting Department – sometimes referred to as “Lead Department” or “Support Staff,” identified Town of Morrisville department designated to support a specific board/committee(s). Responsibilities outlined in Section 9.b.

• Appointment/appointed – any resident selected to serve on a board/committee is appointed to that seat for a specified term.

• Board/Committee – used interchangeably, also “Advisory Board/Committee” and “Public Body”. Residents of the Town of Morrisville appointed by Town Council to serve in an advisory capacity to Town Council.

• Board/Committee Chair – elected by board/committee membership to serve as head of assigned board/committee. Responsibilities of the Chair include but are not limited to facilitation and management of meetings, ensuring members behave in a manner consistent with the Conduct Guidelines provided in Section 5, and providing agenda topics for consideration.

• Department Head – Head of department assigned to support a given board/committee. Responsibilities include but are not limited to advising the board/committee, providing input/feedback on agenda topics, and assisting with development of annual work plan.

IV. Policy All appointed members shall be responsible for understanding the policy and abiding by its instruction so long as they serve in an appointed capacity with the Town of Morrisville. V. Standard Procedures

1. NORTH CAROLINA OPEN MEETINGS and PUBLIC RECORDS LAWS

2

All Public Bodies of the Town of Morrisville will adhere to State Law for Open Meetings as defined by North Carolina General Statute Article 33C Meetings of Public Bodies. The Town Clerk will provide training to appropriate Town support staff regarding Open Meetings Law to ensure they are followed. Public Records provisions are outlined in North Carolina General Statute Chapter 132. a. Notice of Meetings:

The regular schedule of meetings shall be posted to the Town Website when approved by the board/committee annually, no less than 48 hours prior to the time of the meeting. Meetings are open to all attendees and the public. Notice shall include the date, time and location of the meeting to be shared with the full board/committee, posted to the Town’s website, and posted at the meeting location (or new location if changed) at least 48 hours prior to the time of the meeting. (See Section 6.a. MEETING SCHEDULE)

Any radio or television station is entitled to broadcast all or any part of an open meeting. Any person may photograph, file, tape-record or otherwise reproduce any part of an open meeting.

b. Public Records:

i. “All documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data-processing records, artifacts, or other documentary material, regardless of physical form or characteristics, made or received pursuant to law or ordinance in connection with the transaction of public business by any agency of North Carolina government or its subdivisions.”

ii. Exceptions: confidential information as defined in NCGS 132-1.2 iii. Destruction of records regulated: outlined in NCGS 132-3 iv. Disposition of records at end of term and custody: outlined in NCGS 132-

4 and 5 v. Inspection of public records: outlined in NCGS 132-6

c. Emails:

Advisory Boards and Committees should not conduct business outside of regularly scheduled or properly called special meetings. E-mail correspondence (questions/comments/suggestions) outside of a public meeting should be directed to the lead department designated staff person only and not include other board/committee members in the e-mail. The lead department will respond to the entire board/committee. To avoid conflict with open meetings law, individual members should not “reply all” to staff emails that include the entire board/committee but should respond directly to the staff person.

d. Contact Information:

Appointed Public Body Members should keep their support department updated on their current email address, phone number and mailing address. Any changes should be reported as soon as the change occurs or at the next meeting attended, to ensure town staff meeting notifications and correspondence are received.

2. MEMBERSHIP

3

*This portion of the policy does not apply to the BOA or the PZB which are addressed in the Unified Development Ordinance.

a. Advisory Boards/Committees in General:

i. Council may establish a charter or adjust a charter at any time. ii. Shall not consist of more than 11 members at any given time, each serving

without compensation. There shall be no alternate members. 1. Morrisville Public Education Advisory Committee shall consist of not

more than 12 members at any given time. iii. Applicants must be 18 years or older to be eligible for appointment. iv. Eligible persons must reside within the corporate limits of Morrisville.

1. Morrisville Public Education Advisory Committee members shall reside within one of four Morrisville electoral districts.

v. Board/Committee members that move outside the corporate limits of Morrisville will become ineligible for membership.

vi. Where possible, special training and/or experience in the field applicable to the committee/board is desired.

vii. Prior participation in Morrisville 101 is preferred. viii. Board/Committee members may be removed by the Town Council for any

reason (See Section 5. CONDUCT).

b. Terms i. Eligible persons wishing to serve shall submit an application to the Town

Clerk requesting appointment to a term by the Town Council. All terms shall be for two years.

ii. Citizens may serve on one Advisory Board/Committee at one time – Effective with appointments beginning July 1, 2018. – Those members appointed to two committees may serve the remainder

of both appointments – Members are eligible for reappointment to ONLY ONE board/committee

- Members may choose to resign from one of the board/committee appointments (but are not required to do so)

– If a member chose to resign from one of two board/committee appointments, he/she would be able to continue to serve the remaining term appointed

– If terms do not expire at the same time, member will NOT be eligible for reappointment to initial expiring term, if they have a second appointment. Example: o Term A expires 12/31/18 and Term B expires 8/31/19 o Member will not be eligible for reappointment to Term A as there

is extra time remaining in appointment with Term B iii. Qualified Extra-Territorial Jurisdiction applicants may be appointed

without limitation.

c. Term Limits (Chair and Vice Chair positions): i. Any member appointed to the position of chair OR vice chair shall hold

that seat for no more than two consecutive terms (one year per term, two years total). Any member appointed to the position of chair and/or vice chair consecutively, may only serve a maximum two terms per

4

appointed office (two years each as chair or vice chair, for a maximum total of four years). If elected to two consecutive terms per office appointment (four years), after that time, the member will be ineligible to hold either the chair OR vice-chair seat for a one-term (one year) period. Overall board/committee membership eligibility is otherwise unaffected.

d. Senior Advisory Committee Only:

i. Applicants to the Senior Advisory Committee must be 55 years or older to be considered for appointment.

ii. Existing members as of adoption of these policies not living in the Town are grandfathered and eligible for reappointment at the discretion of Town Council.

e. Membership Exclusions:

i. Town of Morrisville employees, an elected official, or a spouse of an elected official/Town of Morrisville employee are not eligible for appointment.

ii. Citizens may not be appointed to a subcommittee without having been appointed to the committee by Town Council.

iii. Immediate family members (including parents, spouses, siblings, and children) may not serve on the same board/committee as a current appointee. There is no exclusion for appointment to separate boards/committees.

3. OTHER APPOINTED BODIES Town Council may establish ad-hoc committees to address a specific need or purpose. Appointment of members and charter provisions will be adopted by Town Council resolution. Ad Hoc Committees may, based on the purpose of the committee and at Town Council discretion, include specific expertise designations and/or non-residents. Subcommittees of members of appointed public bodies are authorized but may not include members not appointed by Town Council.

4. ESTABLISHMENT OF NEW STANDING ADVISORY BOARDS OR COMMITTEES

Council may establish a new Advisory Board/Committee by majority vote of Town Council. A charter to establish the name, type, and purpose of the committee and meeting frequency will be developed and adopted by Town Council. A lead support department and support functions will be included in the charter.

Fifty percent (50%) of the initial appointments to an Advisory Board/Committee shall be for three-year terms and the remaining initial members appointed shall be for two year terms. Terms shall be determined by ballot. If there are no staggered terms after the initial two years, Council may adjust terms of reappointment or appointment to establish staggered terms.

At the first meeting with a quorum the following shall occur:

5

a. A meeting schedule shall be established. b. A Chair and Vice Chair shall be selected by a majority number of the present

members.

5. CONDUCT When participating in a meeting or conducting Town business (whether in person, via e-mail or other communication method), members shall conduct themselves in an ethical and professional manner. All members are representing the interests of the Town and should not advocate for personal interests or personal agendas. Meeting discussion and comments should be focused on the agenda topics and business before the advisory board/committee for that meeting. Any member who engages in inflammatory, hostile or threatening language or behavior towards others, including but not limited to, elected officials, staff or another board/committee member, will be removed from the meeting. Examples of offending behavior include but are not limited to cursing or use of explicit language, screaming, name calling, use of derogatory terms, destruction of property, and or causing harm to others or oneself. Any member who engages in the aforementioned behavior is also subject to dismissal from the advisory board/committee.

a. Conduct Issues:

If a member demonstrates any of the behaviors noted above, any member of the Board/Committee should report the offending behavior to the Board/Committee Chair to address and seek resolution, as well as report to the Town Clerk/Town Manager. If the Board/Committee Chair engages in inappropriate conduct, another member of the board/committee should report the offending behavior to the Town Clerk/Town Manager to seek resolution. If unresolved, the Board/Committee Chair will be referred to the Town Clerk/Town Manager who may consult Town Council at his/her discretion.

Town Clerk/Town Manager will provide notice (as needed) of offending behavior to Town Council. Notice will be handled discreetly.

b. Notice: The Board/Committee Chair is responsible for notifying the Board/Committee member of conduct unbecoming (in writing), as well as time allowed to resolve/remedy the issue (within two regularly scheduled meetings)

c. Removal:

Any Board/Committee member may be removed from service by a majority vote of Town Council for neglect of duty, non-participation, violation of Conduct policy, or other just cause. If removed for conduct unbecoming, Council may, at its discretion, prohibit that member from serving in the future on boards/committees for a specified period of time.

6. MEETINGS a. Meeting Schedule

6

i. Each Public Body shall establish its own regular meeting schedule in accordance with approved charter guidelines.

ii. The Board/Committee’s regular schedule of meetings shall be adopted at the last meeting of an annual year, or as soon thereafter that a quorum is established. This meeting schedule shall be posted to the Town website in accordance with Open Meetings Law (see Section V.1.a NOTICE OF MEETINGS).

iii. If a meeting is to be canceled, e-mail notice should be provided as early as possible to all board/committee members, the Town Clerk, posted to the Town website and posted at the front door of the meeting location.

b. Quorum *This policy item does not apply to the BOA or the PZB which are addressed in the Unified Development Ordinance.

i. A majority (at least 50%) of the appointed members, (to include the chair OR vice chair), will constitute a quorum. Board/Committee vacancies may affect quorum numbers.

ii. If the chair OR vice chair is not present, regardless the number of members present, a quorum cannot be met. Absent a quorum, any business conducted is void. Absent a quorum, the regularly called meeting will not be held, and the minutes should state that “There was no quorum, so no official meeting was held.”

iii. If a quorum is not met, it will not count as an absence for those members not in attendance.

c. Special Meetings

i. Special meetings may be scheduled by a vote of the Board/Committee in open session during another duly called meeting or by written notice from the Chairperson, Vice-Chairperson or any two members submitting a written request to the support staff serving the Board/Committee at least four business days prior to the proposed meeting date.

ii. Special meetings are subject to Open Meetings Law and must be reported to the Town Clerk immediately to ensure compliance.

iii. Special meetings are to be posted and announced, including the date, time, location and topic(s) of discussion, by the support staff at least forty-eight hours prior to the meeting. Announcement includes:

• Posting on the front door of the meeting location (and regular meeting location if different); and

• Sending to the email addresses on file for each of the Board/Committee Members (that were not present at a meeting where a special meeting was approved by vote or to all members if the meeting was called by written notice) with a read return receipt. If no return receipt is received, notification should be left at the member’s usual dwelling place; and

• Emailing or mailing to each newspaper, wire service, radio station, television station, and person who has filed a written request for such notification.

7

iv. Only those items of business specified in the notice may be discussed or transacted at a special meeting in according with North Carolina Open Meetings Law (see Section 1.)

d. Agendas

i. Agenda topics should be generated by the Board/Committee, with input from the Department Head.

ii. Agendas for each meeting should be posted to the Town website no less than 48 hours prior to the scheduled meeting.

iii. Any pertinent or supplemental meeting materials should be posted with the agenda.

e. Minutes

i. Summary minutes of all meetings shall be maintained in accordance with Open Meetings and Public Record Laws. All public body minutes shall be scanned by Town support staff and submitted to the Town Clerk to be maintained in the Town’s archives.

ii. Draft minutes should be posted to the Town’s Historic Document Archive within 7 days of the meeting.

iii. Approved Minutes should be posted to the Town Historic Document Archive within 48 hours of approval by the board/committee.

7. ATTENDANCE

a. Attendance in General i. Each member of a public body appointed by the Town Council is responsible

for faithfully attending all regular meetings of that body. Any member who expects to be absent at an upcoming meeting shall notify the support staff to that body at least 24 hours prior to the meeting.

b. Attendance Guidelines The following guidelines outline attendance. If a member’s absences exceed the numbers below, he or she will be dismissed.

• For Public Bodies with more than 11 meetings on their annual meeting schedule: Members will be allowed three absences within a calendar year.

• For Public Bodies with 11 or fewer meetings on their annual schedule: Members will be allowed the number of absences totaling one-third (rounded up to the nearest whole number) of the total number of meetings in that period, within a calendar year.

i. Town support staff will retain an ongoing attendance record. Those members approaching the maximum allowable absences should be notified by the Town support staff as follows:

• Two or less absences until dismissal – Courtesy Letter issued within 48 hours of meeting absence triggering notice

• One absence until dismissal – Warning Letter issued within 48 hours of meeting absence triggering notice

ii. After verifying attendance records, the Town support staff should provide notice to the Chair or Vice Chair, who shall declare that member’s seat to be vacant, and direct the staff support person to notify the member of their

8

dismissal within 48 hours of the absence triggering the dismissal. A copy of the notice should be forwarded to the Town Clerk and kept on file.

c. Exceptions

i. Board of Adjustment, Specifically: Members with absences within any 12-month rolling period totaling 1/3rd (rounded up to the nearest whole number) of the total number of meetings in that period, unless the Board or Sub-Committee had only two or fewer meetings, in which case absences will not be considered for dismissal.

ii. Extraterritorial Jurisdiction Members, Specifically:

For members appointed to represent the Planning and Zoning Board or the Board of Adjustment, the Wake County Board of Commissioners will be notified that the member has not maintained the standard for attendance and that the Town requests the member be replaced. The Town will forward a recommendation for a replacement along with this notification.

iii. Exceptions to attendance guidelines may only be made by Town Council upon

the request of a board/committee member. Exceptions may be made for additional absences incurred related to extenuating circumstances above the number of absences allowed. Council may grant exceptions at their discretion and may consult the board/committee chair to make determinations.

d. Resignation of Members

Board/Committee members who wish to resign their position shall submit a written notification or e-mail to the lead support, who shall forward notification to the Town Clerk.

8. OFFICERS *This portion of the policy does not apply to the BOA or the PZB which are addressed in the Unified Development Ordinance.

a. The selection of a Chairperson and Vice-Chairperson for the ensuing calendar year shall take place prior to the end of each year, or during the next closest regularly scheduled meeting. In the event a selection cannot be held, staff shall convene the next meeting and proceed with conducting the selection of officers.

b. It shall be the duty of the Chairperson to preside at all meetings and to sign all official papers.

c. The Vice Chairperson shall perform the duties of the Chairperson in his/her absence. d. Whenever the Chairperson or Vice Chairperson term is vacated due to resignation,

dismissal, death, or otherwise, a new Chairperson or Vice Chairperson shall be selected by the Board/Committee without undue delay. In the event both offices are vacated, staff shall convene the meeting and proceed with conducting the selection of officers.

9. STAFF SUPPORT The Lead Department shall be as listed in each Committee Charter. In addition to the Lead Department, other Departmental Support will be as follows:

9

a. The Town Clerk, Public Information Officer, and Administrative staff shall provide support through the following functions:

• Coordinate public information efforts

• Advertise to accept membership applications and provide to Town Council for consideration.

b. Responsibilities of Lead Departments:

• Work with board/committee to coordinate and post agendas at least 48 hours in advance of scheduled meeting (in accordance with Open Meetings Law, see Section V.1. STANDARD PROCEDURES).

• Prepare and publish summary of minutes for meetings.

• Ensure the meeting schedule is published.

• Disseminate information to Board/Committee members as needed.

• Advise the public body.

• Work with the Department Head to provide public body requested departmental specific reports. o Each Public Body may submit an annual report of the Board/Committee’s

fiscal year activities and other important matters to the Town Council by October of each year.

o By request, special reports can be presented to the Town Council during any regularly scheduled Town Council meeting.

• Projects/Funding: o Boards/Committees shall develop an annual work plan by February of each

year for the following fiscal year and coordinate all projects and/or funding requests with their Lead Department. The board/committee should consult its scope of duties as outlined in its charter.

o Funding for any projects should be included in the Department Head’s annual operating budget request.

10. COMMITTEE APPOINTMENT AND RECRUITMENT

a. Recruitment/Appointment in General i. Advertisement and recruiting for committee appointments will occur on a

rolling basis with major appointment cycles occurring in Summer and fall. ii. All interested applicants must complete an official Town of Morrisville

application. iii. Town Council may request additional/specific recruitment window to broaden

applicant pool. iv. Appointment to a committee is made by a majority of Town Council members

(4), by ballot vote and approved by resolution at a regularly scheduled meeting.

v. All terms of office are for two calendar years unless appointed to fill a vacant position. (Excepting BOA and PZB: Please see Unified Development Ordinance for specific appointment information).

vi. Terms of office shall be staggered as much as possible to allow for continuity of membership. Adjustments in initial appointment terms may be recommended to accomplish this objective.

b. Orientation and Training

10

i. New members will be notified of their appointment by the Town Clerk within seven (7) days of Town Council approval.

ii. The Lead Department Staff Support will contact the new member within ten (10) days of approval to provide meeting information and provide training and orientation to the committee.

iii. New members are expected to begin their duties no later than the second meeting after their appointment. Attendance criteria begin with the second meeting scheduled following appointment.

iv. Town Clerk will offer orientation for all board/committee members and advising/supporting department staff each Spring. • Topics will include but are not limited to, review of Public Bodies

Administrative Policy, Open Meetings Law, Public Records Law, applicable North Carolina General Statutes, conflicts of interest/ethics, and Robert’s Rules of Order.

c. Non-Appointed Applicants

i. Applicants not appointed to a committee will be notified within seven (7) days of Town Council appointments.

ii. Applications will be maintained in an active status for one year following the initial receipt of application and will be included in the following recruitment process if the applicant is still interested in serving.

d. Annual Training

i. All committees will receive a training update and acknowledge the code of conduct and administrative policy annually.

ii. Lead department support staff will be responsible for notifying the Town Clerk of any violations of these policies within 48 hours of an occurrence. The Town Clerk will notify the Town Manager for further action.

Town Council Agenda Item Report

Agenda Item No. 2019-78-0Submitted by: Erin HudsonSubmitting Department Administration Meeting Date: April 9, 2019

SUBJECTSemi-Annual Records Audit - Erin L. Hudson, Strategic Performance Manager

Recommendation:

Updates/History of Briefing:

Executive Summary and Background Information:Attached is the Records Disposition Report for November 2018 - March 2019. This report is provided in accordancewith the Municipal Records Retention and Disposition Schedule as adopted by Town Council at its November 10,2015 meeting (approving destruction of certain paper records), as directed by the North Carolina Department ofCultural Resources, Division of Archives and Records. This report is provided to Town Council semi-annually in theinterest of transparency and to provide an update on any/all disposed records in accordance with approved policy.

Please note that a number of departments have indicated a disposal date of April 6, which is the Town's Spring GreenDay shred event.

The following departments submitted disposition information for the referenced time period:AdministrationFinanceFireHuman ResourcesPlanning/InspectionsPolice

Potential Options:No action required

Staff Recommendation:Accept Semi-Annual Records Audit Report provided in accordance with Municipal Records Retention and DispositionSchedule

ATTACHMENTS Semi-Annual Records Disposition _ 2019 Spring Consolidated.pdf

Disposal

Date

Responsible Emp

and Dept Description Standard Item # Record Series Disposition

Admin

1/8/2019 Erin Hudson, Admin 2016 Public Records Requests 1: Admin 59

Public Records Disclosure

File Destroy in Office 2 years after resolution

Finance

4/14/2018

Nancy Emslie,

Finance

2007-2011 Quarterly Payroll

Report

4 Budget, Fiscal &

Payroll 46 Payroll & Earnings Records Destroy in office after 4 years

4/14/2018

Nancy Emslie,

Finance2012-2013 Misc. Unum Insurance billing

information

4 Budget, Fiscal &

Payroll 46 Payroll & Earnings Records Destroy in office after 4 years

5/30/2018

Nancy Emslie,

Finance

2006-2013 Tax Garnishment

information

4 Budget, Fiscal &

Payroll 46 Payroll & Earnings Records Destroy in office after 4 years

11/1/2018

Nancy Emslie,

Finance FY15 Cash Receipts Edits & Posts

4 Budget, Fiscal &

Payroll 19 Cash Receipts Destroy in office after 3 years

11/1/2018

Nancy Emslie,

Finance FY15 AP Vendor Files

4 Budget, Fiscal &

Payroll 45

Paid Checks, Bills &

Vouchers Destroy in office after 3 years

11/1/2018

Nancy Emslie,

Finance

FY15 Pcard, PSNC, ToC, Duke

Progress drafts

4 Budget, Fiscal &

Payroll 25/45

Credit Card Use File / Paid

Checks, Bills & Vouchers Destroy in office after 3 years

11/1/2018

Nancy Emslie,

Finance FY15 Privilege License Applications 1 Administration 9 Beer and Wine Licenses Destroy in office after 3 years

11/1/2018

Nancy Emslie,

Finance

FY15 Misc AR, Paid Invoices, Fire

Fees Collected

4 Budget, Fiscal &

Payroll 2 Accounts Receivable Destroy in office after 3 years

11/1/2018

Nancy Emslie,

Finance FY15 Check Run Reports

4 Budget, Fiscal &

Payroll 45

Paid Checks, Bills &

Vouchers Destroy in office after 3 years

11/1/2018

Nancy Emslie,

Finance FY14 Cash Recepts Edits & Posts

4 Budget, Fiscal &

Payroll 19 Cash Receipts Destroy in office after 3 years

11/1/2018

Nancy Emslie,

Finance FY13-14 Payroll AP items

4 Budget, Fiscal &

Payroll 47/45

Payroll Deduction Records /

Paid Checks, Bills &

Vouchers Destroy in office after 3 years

11/1/2018

Nancy Emslie,

Finance FY13 Timesheets

4 Budget, Fiscal &

Payroll 55

Timesheets, Cards &

Attendance Records Destroy in office after 4 years

11/1/2018

Nancy Emslie,

Finance FY14 Timesheets

4 Budget, Fiscal &

Payroll 55

Timesheets, Cards &

Attendance Records Destroy in office after 4 years

4/6/2019

Nancy Emslie,

Finance FY15 Timesheets

4 Budget, Fiscal &

Payroll 55

Timesheets, Cards &

Attendance Records Destroy in office after 4 years

4/6/2019

Nancy Emslie,

Finance FY15 Payroll Reports

4 Budget, Fiscal &

Payroll 46 Payroll & Earnings Records Destroy in office after 3 years

Fire

2/11/2019 John Olson

Copies of Training Records (12/05-

12/06)

6:Emerg Svc and

FD Records 63

Training and Educational

Files

b) Destroy in office remaining records when

administrative value ends. Agency Policy: Destroy in

office after 3 years.

2/11/2019 John Olson

Copies of Training Records (1/97-

12/97)

6:Emerg Svc and

FD Records 63

Training and Educational

Files

b) Destroy in office remaining records when

administrative value ends. Agency Policy: Destroy in

office after 3 years.

2/18/2019 John Olson

Alarm Monitoring Agreement (99-

05) 10: Legal Records 4 Contracts and Agreements

b) Destroy in office all other contracts and

agreements 3 years after expiration, termination or

completion

2/18/2019 John Olson Correspondence Letter (July 2004)

12: Personnel

Records 1A Accreditation Records

Destroy in office 1 year after accreditation is

obtained, renewed, or no longer valid.

2/19/2019 John Olson Apparatus Check sheets (14-15)

6:Emerg Svc and

FD Records 21

Equipment records

9Apparatus and

Maintenance files)

Destroy in office 5 years after disposal or

replacement of equipment

2/20/2019 John Olson

PPE Checklist/Log (2005, 2008-

2010)

6:Emerg Svc and

FD Records 24

Equipment Records (Equip

issued to personnel) Destroy in office after 30 years post employment

2/21/2019 John Olson SCBA Fit Testing (2007-2008)

6:Emerg Svc and

FD Records 24

Equipment Records (Equip

issued to personnel) Destroy in office after 30 years post employment

2/21/2019 John Olson

NC Quick Pass 2011 Invoice

(December 2011)

6:Emerg Svc and

FD Records 22

Equipment Records

(Operating and Expense File)

Destroy in office 5 years after disposal or

replacement of equipment

2/21/2019 John Olson

Copies of Training Records (2003-

2005)

6:Emerg Svc and

FD Records 63

Training and Educational

Files

b) Destroy in office remaining records when

administrative value ends. Agency Policy: Destroy in

office after 3 years

3/5/20109 John Olson

Office copies of volunteer

applications (1985-1998)

12: Personnel

Records 19 Employee eligibility records

Mandatory retention throughout the duration of an

individual's employment. After separation, destroy

records in office 3 years from date of hire or 1 year

from separation, whichever occurs later

3/11/2019 John Olson

Copies of Training Records (2006-

2010)

6:Emerg Svc and

FD Records 63

Training and Educational

Files

b) Destroy in office remaining records when

administrative value ends. Agency Policy: Destroy in

office after 3 years.

HR

4/6/2019 Queen, Chuck - HR FMLA Files

12: Personnel

Records 42 Leave File 3 Years

4/6/2019 Queen, Chuck - HR Fit for Duty Paperwork

12: Personnel

Records 62a

Workers' Compensation

Program Claims File 5 Years

4/6/2019 Queen, Chuck - HR Auto Insurance Claims

18: Risk

Management

Records 1b Accident/Incident Reports 3 Years

4/6/2019 Queen, Chuck - HR Workers' Compensation Claims

12: Personnel

Records 62a

Workers' Compensation

Program Claims File 5 Years

4/6/2019 Nate Mayer - HR

Employment Applications and

Resumes

12: Personnel

Records 30 Recruitment Documents 2 years after resolution of all actions

4/6/2019 Nate Mayer - HR

Employment Listings,

Advertisements and

Announcements

12: Personnel

Records 31 Recruitment Documents 2 years after resolution of all actions

4/6/2019 Nate Mayer - HR Employment Selection Records

12: Personnel

Records 32 Recruitment Documents 2 years after resolution of all actions

4/6/2019 Nate Mayer - HR

Pre-employment Drug Screening

Results

12: Personnel

Records 12

Drug and Alcohol Programs

File After 1 year

4/6/2019 Nate Mayer - HR Form I-9

12: Personnel

Records 19 Employee Eligibility Records

After separation, destroy records in office 3 years

from date of hire, or 1 year from separation,

whichever occurs later.

Planning

4/6/2019

Amy Lindley -

Inspections BP# 16-249, CO 20181015

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-341, CO 20181017

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 17-699, CO 20181015

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-303, CO 20181017

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-282, CO 20181019

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley-

Inspection

June 2 - October 17, 2018

Commercial Plans

5: Building

Inspection Records 1B Blueprints and specifications

Destroy in office commercial blueprints and

specifications 1 year after issuance of certificate of

occupancy.

4/6/2019

Amy Lindley -

Inspections BP# 18-331, CO 20181023

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-330, CO 20181023

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-283, CO 20181023

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-281, CO 20181024

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-333, CO 20181024

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-297, CO 20181024

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-332, CO 20181030

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-422, CO 20181105

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-322, CO 20181108

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-310, CO 20181115

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-362, CO 20181116

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-363, CO 20181116

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-364, CO 20181116

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-365, CO 20181116

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-366, CO 20181116

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-374, CO 20181116

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-375, CO 20181116

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-376, CO 20181116

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-377, CO 20181116

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-378, CO 20181116

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-349, CO 20181120

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-309, CO 20181121

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-320, CO 20181128

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-348, CO 20181127

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-812, CO 20181129

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley-

Planning

Chef's Academy, 10-10000011

(review documents) , Approved

June 2010

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley -

Inspections BP#17-193, CO 20171015

5: Building

Inspection Records 1B Blueprints and specifications

Destroy in office commercial blueprints and

specifications 1 year after issuance of certificate of

occupancy.

4/6/2019

Amy Lindley -

Inspections BP# 17-318, CO 20171005

5: Building

Inspection Records 1B Blueprints and specifications

Destroy in office commercial blueprints and

specifications 1 year after issuance of certificate of

occupancy.

4/6/2019

Amy Lindley -

Inspections Bp# 17-663, CO 20171117

5: Building

Inspection Records 1B Blueprints and specifications

Destroy in office commercial blueprints and

specifications 1 year after issuance of certificate of

occupancy.

4/6/2019

Amy Lindley -

Inspections BP# 17-694, CO 20171020

5: Building

Inspection Records 1B Blueprints and specifications

Destroy in office commercial blueprints and

specifications 1 year after issuance of certificate of

occupancy.

4/6/2019

Amy Lindley -

Inspections BP# 15-81, CO 20171019

5: Building

Inspection Records 1B Blueprints and specifications

Destroy in office commercial blueprints and

specifications 1 year after issuance of certificate of

occupancy.

4/6/2019

Amy Lindley -

Inspections BP# 17-154, CO 20171009

5: Building

Inspection Records 1B Blueprints and specifications

Destroy in office commercial blueprints and

specifications 1 year after issuance of certificate of

occupancy.

4/6/2019

Amy Lindley -

Inspections BP# 16-894, CO 20171017

5: Building

Inspection Records 1B Blueprints and specifications

Destroy in office commercial blueprints and

specifications 1 year after issuance of certificate of

occupancy.

4/6/2019

Amy Lindley -

Inspections BP# 18-769 - project cancelled

5: Building

Inspection Records 1B Blueprints and specifications

Destroy in office commercial blueprints and

specifications 1 year after issuance of certificate of

occupancy.

4/6/2019

Amy Lindley -

Inspections BP# 18-597, CO 20181218

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-522, CO 20181213

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-752 - project cancelled

5: Building

Inspection Records 1B Blueprints and specifications

Destroy in office commercial blueprints and

specifications 1 year after issuance of certificate of

occupancy.

4/6/2019

Amy Lindley -

Planning 910 Church Street - Expired

13: Planning and

Zoning Records

*When a site plan submittal is not accepted, the

submitter has 30 days to resubmit and this site plan

submittal was not resubmitted. It is not required to

be maintained per Town policy.

4/6/2019

Amy Lindley -

Inspections BP# 18-321, CO 20181220

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-345, CO 20190116

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-523, CO 20190122

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspection January 2018 Commercial Permits

5: Building

Inspection Records 1B Blueprints and specifications

Destroy in office commercial blueprints and

specifications 1 year after issuance of certificate of

occupancy.

4/6/2019

Amy Lindley -

Inspections BP# 18-633 , CO 20190205

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-588 , CO 20190208

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Planning

Villas at Sunset Community Center,

PZ Withdrawn - Review of project

had not started

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley -

Inspections BP 17-701 , permit expired

5: Building

Inspection Records 1B Blueprints and specifications

Destroy in office commercial blueprints and

specifications 1 year after issuance of certificate of

occupancy.

4/6/2019

Amy Lindley -

Planning

The Station CD Minor Modification,

Duplicate approved copy

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley -

Inspections BP# 18-381 , CO 20190215

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-521 , CO 20190213

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-520 , CO 20181116

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Planning

Overture at Twin Lakes Subdivision

Plat, PZ Withdrawn - Review of

project had not started

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley -

Planning

Zoning Compliance Letters 1999-

2015

13: Planning and

Zoning Records 11b Correspondence Destroy in office remaining records after 3 years.

4/6/2019

Amy Lindley-

Planning 2016 & 2017 Special Event Permits

1: Administratvie

and Management

Records 46B

Miscellaneous (Non-Building

Permit) Destroy in office 1 year after expiration of permit.

4/6/2019

Amy Lindley -

Inspection

2014-2015 Monthly Bldg Permits &

Construciton Reports (to Census,

Wake County & Building Statics)

5: Building

Inspection Records 20

Monthly Building Permits

and Construction Reports Destroy in office after 3 years

4/6/2019

Amy Lindley -

Inspections BP# 18-632 , CO 20190221

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-370 , CO 20190222

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspection February 2018 Commercial Permits

5: Building

Inspection Records 1B Blueprints and specifications

Destroy in office commercial blueprints and

specifications 1 year after issuance of certificate of

occupancy.

4/6/2019

Amy Lindley -

Planning

Wilson Road Extension 17-

310000024 (BM2018 PG23)

13: Planning and

Zoning Records 19 Maps and Plats

Destroy in office when supersededor obseleteif filed

in the register of deeds office.

4/6/2019

Amy Lindley -

Planning

Wilson Place Phase 2

Easement,recombination, right-of-

way dedication plat (BM208 PG19)

13: Planning and

Zoning Records 19 Maps and Plats

Destroy in office when supersededor obseleteif filed

in the register of deeds office.

4/6/2019

Amy Lindley -

Planning

Town Hall Phase II Easement Plat

(17-31000020) (BM2017 PG1786

13: Planning and

Zoning Records 19 Maps and Plats

Destroy in office when supersededor obseleteif filed

in the register of deeds office.

4/6/2019

Amy Lindley -

Planning

The Birkshires Phase I (13-

31000029) (BM2013 PG1486)

13: Planning and

Zoning Records 19 Maps and Plats

Destroy in office when supersededor obseleteif filed

in the register of deeds office.

4/6/2019

Amy Lindley -

Planning

Carolina Street Roundabout (17-

31000025) (BM2018 PG3001)

13: Planning and

Zoning Records 19 Maps and Plats

Destroy in office when supersededor obseleteif filed

in the register of deeds office.

4/6/2019

Amy Lindley -

Inspection BP# 18-64, CO 20190312

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-696 , CO 20190320

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-759, CO 20190315

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley -

Inspections BP# 18-760, CO 20190315

5: Building

Inspection Records 1A Blueprints and specifications

Destroy in office after Certificate of Occupancy is

issued.

4/6/2019

Amy Lindley-

Planning

Carrington Blvd Extension Phase I,

PZ 18-80000005, Approved 2012-

Sept

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley-

Planning

Welcome Federal Credit Union, PZ

13-11000006, approved 2020-Dec

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley-

Planning

Carrington Blvd Extension Phase II,

PZ 12-80000004, Approved 2012-

Sept

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley-

Planning

Shiloh Crossing Shopping Center

Phase II, 07-80000014, Approved

2012

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley-

Planning

Chili's, PZ 12-21000008, Approved

2012-May

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley-

Planning

Sheetz (off-site), PZ 11-80000006,

Approved 2012-Aug

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley-

Planning

Kitts Creek Phase 6, PZ 11-

11000007, Approved 2018-May

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley-

Planning

Morrisville Market Minor

Modification, PZ 12-21000012,

Approved 2012-Sept

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley-

Planning

Carrington Mill Blvd, PZ 12-

80000004, Approved 2012-Dec

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley-

Planning

Champion Learning Academy, PZ

12-21000001. 2012-July

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley-

Planning

Kitts Creek Phase 6, PZ 11-

11000007, Approved 2012-Nov

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley-

Planning

Triangle Rock Club Parking Lot

Expansion, PZ 11-11000009,

Approved 2012-march

13: Planning and

Zoning Records 28C Planning Review Case File

Destroy in office any other mandatory reviews and

related records 6 years after last entry

4/6/2019

Amy Lindley -

Inspections 2012 Buiding Permit files

5: Building

Inspection Records 4a

Building Permits &

Applications

Destroy in offive 6 years after issuance of certification

of occupancy and/or expiration of permit.

4/6/2019

Amy Lindley -

Inspection March 2018 Commercial Permits

5: Building

Inspection Records 1B Blueprints and specifications

Destroy in office commercial blueprints and

specifications 1 year after issuance of certificate of

occupancy.

4/6/2019

Amy Lindley-

Planning 2015 Sign Permits

5: Building

Inspection Records 19a

Miscellaneous (Building)

applications and permits Destroy in office 3 years after completion of project

Police

4/6/2019 Lola Roland, Police

Monthly Accident Reports from

2005 to 2010 1: Admin 60

Reports and Studies

(Internal Administration)

Destroy in office reports prepared monthly,

bimonthly or semi annually after 3 years.

4/6/2019 Lola Roland, Police

Monthly Fuel Receipts from 2013-

2014 1:Admin 27

Equipment and Facility

Usage Records Destroy in office after 3 years

4/6/2019 Lola Roland, Police

Monthly False Alarm Reports 2013-

2016

9: Law

Enforcement

Records 4 Alarm Call Reports Destroy in office after 1 year

Town Council Agenda Item Report

Agenda Item No. 2019-80-0Submitted by: Erin HudsonSubmitting Department Administration Meeting Date: April 9, 2019

SUBJECTMorrisville Public Education Advisory Committee and Planning and Zoning Board Recruitment Update - Erin L.Hudson, Strategic Performance Manager

Recommendation:

Updates/History of Briefing:

Executive Summary and Background Information:Town staff has met, discussed and developed a recruitment and communications plan to share the message of theMorrisville Public Education and Advisory Committee. Staff will engage the public through various channels as outlinedin the attached plan.

Potential Options:Receive for information.

Staff Recommendation:Receive for information.

ATTACHMENTS Recruitment and Comm Memo.docx

Citizen Advisory boards and committees play a critical role in the Morrisville environment by providing invaluable input and guidance on matters of importance to the community and to Council. Three committees, one new and two familiar to the community, are in need of recruitment to fill vacancies.

Morrisville Public Education Advisory Committee (up to 12)

Town Council approved the charter for the Morrisville Public Education Advisory Committee at its February 12, 2019, meeting. The purpose of the Committee is defined as the following:a) Advise and make recommendations to address specific public school needs for the Morrisville community – particularly middle and high school needs.b) Maintain partnerships with Committee Advisory Support Partners identified in Section 5 as resources.c) Stay informed of meetings with Wake County Public School System (WCPSS) and Wake County School Board meetings affecting the Morrisville community.d) Advise, educate and provide general advocacy for quality education for the Morrisville community through various approved outreach methods (i.e. reports, presentations, forums, special events).e) Explore school model options (i.e. urban, specialized, structural, redevelopment).f) Provide input on WCPSS processes relating to, but not limited to school reassignment and school site selection.g) Explore benchmarking – define expectations of reasonable proximity of schools and quality education.h) Develop an advocacy plan to address Morrisville’s public education needs.i) Identify workforce needs and leverage educational systems and partnerships in order to close gaps.

Council determined this Committee to be a prioritized need as identified Initiative 6D: Work collaboratively with Wake County Public School System to ensure Morrisville's public school needs are met, under Goal 6 of the Connect Morrisville Strategic Plan.

As a new Committee to the Town, staff has worked to develop specific supplemental questions related to the scope of work the Committee will be engaged in, as well as a robust recruitment plan to ensure that all residents are aware of the opportunity to be involved.

We are asking for information within the supplemental questions to allow council to make the most informed decisions which may contain information related to minors. With consultation from the Town Attorney, staff will make substantial effort to protect the privacy of minor children that may be disclosed in the application materials. No other applications or applicant information will be withheld, as applications become public record upon submittal.

The application, including its supplemental questions, will be live on the Town website by end of business April 5.

2

Staff will begin proactive outreach to the public beginning April 8, with an aim to close the application window on Wednesday, May 22. This is a seven-week recruitment cycle, longer than our typical window of four-six weeks.

Staff will provide notification to strategic community partners (listed in charter) and request their assistance in raising awareness about the Committee and the application process through their communications avenues.

Staff with share the information with local Morrisville schools. Communications staff is proactively scheduling and planning messaging, including

graphics, in its social media queue beginning the week of April 8. Other engagement opportunities to be utilized will include: Town website, press release, Nextdoor notice, direct emails to citizens who are on the “Council Current” and “General Updates” interest lists, NWIM weekly updates (beginning April 12), spring/May Connection Newsletter, information included on the Morrisville school resources webpage, and a flyer posted at Cedar Fork and other Town facilities.

Staff asks that council retweet/reshare original town social media posts to reiterate the message, and link to the Town website where the application is located.

We will encourage all interested adults, not just parents to apply and participate. We are aiming to get the information out while school is in session and active. While this

is a busy time of year, parents are potentially more engaged and in tune with communications from the schools in which they are involved.

Planning and Zoning Board (1)

The Planning and Zoning Board (PZB) is one of Morrisville's most crucial Advisory Committees and has the role of making recommendations to Council on land use, zoning, and development issues. Historically, PZB has received substantial interest from applicants. It is important that those interested in serving understand the charge placed on PZB members and have some level of relevant experience. PZB recently had a member resignation and staff would like to take this opportunity to engage in a more robust recruitment to hopefully reach out to interested, qualified residents and ETJ residents, who would like to serve on this important board.

PZB members must understand the unique and vital role of the PZB, must be comfortable conducting a meeting in accordance with Robert's Rules of Order (if elected to role of chair/vice chair), and must agree to forward a recommendation of approval on administrative decisions that comply with the Unified Development Code of Ordinances, even if they personally do not support a project. Recruitment efforts will: Focus on specialization of the board’s work with focused messaging to highlight subject-

matter expertise, focus on technical aspect of the board, ability make lasting decisions that affect the daily life of the community.

Highlight that members must be Morrisville resident or ETJ resident, make a three-year commitment, and be comfortable making recommendations to Town Council

Include social media, email blasts, the spring/May Connection Newsletter, specific flyer created for posting at Town facilities.

Senior Advisory Committee (2)

The Senior Advisory Committee (SAC) investigates, implements, or assists with methods and concepts to improve quality of life for the seniors’ population of the town. The SAC coordinates seniors’ events and activities. Recruitment efforts will:

3

Focus on minimum age (55 - retirees) and work of the committee: plan social events, travel, seeking group engagement opportunities, decision-making ability

Include social media, email blast, Parks, Rec & Cultural Department’s senior newsletter (check timeline), Connection Newsletter, specific flyers created for posting at Cedar Fork and Town facilities.

For the Morrisville Public Education Advisory Committee, staff proposes a schedule of: Town Council Briefing on June 11, voting on June 25, with appointments effective July 1, in conjunction with the recruitment timeline of April 8 – May 22. This allows for applicants to be reached while school remains in session and utilizes major outreach tools as explained above.

Town Council Agenda Item Report

Agenda Item No. 2019-77-0Submitted by: Jeanne HooksSubmitting Department Administration Meeting Date: April 9, 2019

SUBJECTRetreat Follow Up - Martha Paige, Town Manager, and Jeanne Hooks, Assistant to the Town Manager/BudgetManager

Recommendation:Provided as Update Information Only

Updates/History of Briefing:

Executive Summary and Background Information:Staff will provide a brief report on parked items from the Department Lightening Round at the January Retreat. Thefollow-up items will provide a basic high level response to the items of interest. The report will be provided with thefinal agenda for review.

Potential Options:N/A

Staff Recommendation:Receive as information.

ATTACHMENTS Retreat Follow-Up.pdf

Retreat Follow-up List The items listed below were captured as parking lot items from the Department Lightning Round. Each Department prepared and submitted responses to reply to each request.

Engineering & Stormwater

What are best practices to manage good project cost estimation?

A certified opinion of probable construction cost should be required with the delivery of final design plans

from architects and engineers. This is currently required inconsistently across projects. Next, for large and

complex construction projects the Town should consider engaging with a professional estimator or

consultant for a constructability review of the certified cost opinion. For projects with an expected

construction period longer than 12 months, the Town should consider budgeting a separate amount for cost

escalation in addition to contingency.

Could the Town benefit from stream buffers greater than 50 feet?

Morrisville’s riparian buffer requirements are consistent with state and federal requirements. SL 2015-246

restricts local government from requiring a buffer greater than the state’s requirement unless it is a permit

requirement or a scientific study has been conducted.

Fire

Explain the current EMS partnership and location. How do we compare to other jurisdictions? What

are the pros and cons to operating a Morrisville staffed EMS and how might that impact accreditation?

NCGS 153A-149 expressly makes the provision of EMS coverage a County responsibility. NCGS 153A-250 does

allow municipalities to provide EMS coverage if franchised by the county, which is very unlikely in Wake

County as all efforts are to consolidate the provision of that service. This is different in many states where

that service is left to the local governments.

Our current partnership with EMS is the allowance of one Cary EMS transport unit and crew to be housed at

Morrisville Station 2. There is no significant financial arrangement for the use of the facility. The benefit to

the Town is at least one ambulance housed in a location that best serves the community and benefits our

citizens. This arrangement dates back to the late 90s.

Currently only three agencies operate Advanced Life Support (ALS) transport emergency service in Wake

County: Wake EMS, Cary EMS, and Eastern Wake EMS. The current effort is to consolidate all ALS units

into Wake County EMS. All Paramedics in Wake County operate under the Medical License of the Wake

County Medical Director. In the recent past, both Garner EMS, and Apex EMS have folded into Wake

1

Page 2

County EMS. Apex EMS was briefly provided through the Fire Department, but was unsuccessful. It is

extremely unlikely Morrisville would be allowed to expand its program to include ALS transport service.

Wake County covers its 857 square miles with approximately 29 (24-hour) Ambulances and approximately

13 (12-hour) Ambulances between all three providers. That equates to roughly one 24-hour truck for every 30

square miles. Currently, Morrisville benefits from a rather robust coverage. We have one 24-hour truck

located in roughly the center of our 10 square mile municipal district. We also have a 24-hour truck housed

4.3 miles away at Cary Fire Station (CFD) 5. Compared to other municipalities, this is very good coverage in

this system: 1) Town of Cary @ 59.42 square miles houses three (24-hour) trucks, one of them being the

afore mentioned unit at CFD 5 and 2) Apex @ 19.16 square miles incorporated and over 20 square miles

county district is covered by one (24-hour) truck.

Wake EMS system distributes resources by Automatic Vehicle Location (AVL). Their base station where the

unit is housed is simply a place for staff to report to work. Areas experiencing high demand are filled

through a move up, or key station coverage system. If Morrisville were able to initiate an ALS transport unit,

it would fall into the Wake County system, and be subject to constant relocation. The distribution goal is to

deliver an ALS unit within 12 minutes of the call. System wide performance is around 12:40. This does not

align with the Town’s performance objective to arrive within 7:12 from the 911 call. This is the primary reason

for a fire response on acute call types to deliver potentially life-saving aid in the fastest manner possible.

While there are many examples of systems around the country that have Fire Department based EMS

systems, all of them operate differently. A Morrisville ALS transport unit in our system is not feasible. Many

of the aspects assumed to be efficiencies are quickly offset by a negative. For example, if we were to stand

up an ALS transport unit, the Cary EMS operated transport unit would be relocated, resulting in no net gain.

Additionally, the Morrisville unit would have to operate in the Wake EMS system and would be subject to

relocation for key station coverage and not guaranteeing availability for its own area.

What policy or best practices positively impact the Town’s ISO rating?

Staffing, documentation, and training were the primary limiting factors at the time of our last ISO

evaluation. The Town has adopted the quint concept in an effort to minimize the impact of limited staffing

on our next assessment. The department has made vast improvements in its documentation, pre-plans, and

training since our last evaluation. With every staff member added, we get closer to 19 per shift under our

current deployment model, which improves our chances of positively impacting our rating. The addition of

a new fire station would reduce our 90th percentile performance data, improve the percentage of the district

within 1.5 miles of a station, and thus improve our rating. However, it would raise the number of staff

required to achieve full credit. The way to think about this is how much of our 10 square miles can be

covered within 1.5 miles of a station housing a fully functional firefighting unit, with a full crew properly

trained. NFPA 1710 provides the industry standard guidance on the issue, however it is very difficult to

achieve compliance with 1710 and few municipalities truly meet that standard. However, compliance is the

goal, and progress to that end is an expectation.

2

Page 3

Improving our staffing will have the most dramatic impact on the FD score, also the loss in Divergence will

be minimized by improving the FD score.

The fire department truly makes deployment decisions and requests for staff and equipment based primarily

on three factors: safety, effectiveness, and ISO. Accreditation is important but is generally a validation of our

efforts rather than motivation to change our deployment model.

What is needed to retain a qualified workforce?

The job market locally is challenging across the board in a positive economy. Public and Private alike are

reporting difficulty finding qualified applicants. In the current job market, firefighters have multiple options

and therefore are quite mobile.

There are some characteristics of our department that inherently make retention difficult. Firefighters love

what they train to do. Morrisville benefits in many ways from a high socioeconomic demographic, and a

comparably young building stock (lots of new buildings with modern fire protection). Both conditions make

working fires rare – this is excellent for the citizens! However, firefighters live to do the job and exercise

their skills. Neighbouring departments like Durham, Garner, and Raleigh tend to have areas where

socioeconomic conditions combined with high concentrations of older buildings experience higher

incidents of fire, which tends to generate some job satisfaction in the fire service. For that reason, a certain

amount of turnover can be expected in Morrisville.

Being a small department also impacts our workload. Many firefighters come into the service with the

expectation that is realized in many fire departments: come in to work, check off a truck, do a little training,

run calls, and that is the day. Here we do all the things the big departments do with fewer people and as a

result, much of the project type work typically assigned to administrative staff are dispersed throughout the

department. The majority of our staff have duties beyond what is typical of firefighters in larger

organizations. Steps toward correcting that are occurring with the addition of our Assistant Chief by

transitioning much of the administrative duties to this position. There is more progress to be made here,

while much is not in our direct control. Some of the obvious things that should help is being competitive in

total compensation. The Town Manager made the first step with a market pay adjustment authorized in the

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FY2019 budget that had a significant impact on the morale within the department. The move demonstrated

that their concerns were being heard. Within our span of control, we are committed to create: stability in

Fire Department Leadership, provide for a good work environment and recruit the right type of candidate

with a realistic expectation of what our work load is: less fire, more public education and customer service-

related events.

The following are observations and suggestions based Chief Criddle’s time on the truck and in listening to

feedback:

Observations

• One of the largest difficulties in Morrisville as covered in the past, is the high expense of family

medical coverage.

• Past market adjustments to the pay scale adjust the starting pay and top pay without changing the

employee’s pay.

• The merit system is less than capable of keeping up with the cost of living leaving the employee

feeling like they are making little progress. For example: a meets expectation earns 3%, the market

adjustment moves the employees pay scale by 2% without moving the employee and therefore only

advances an employee’s pay range 1%.

Suggestions

• A more substantial merit system that overcomes market adjustments and allows progress through

the pay range or a COLA adjustment that moves the employee with the pay scale combined with the

merit system that provides the movement within the employees pay range. In general, a high

performing employee should be at or ahead of his years of service when compared to their progress

through their pay scale.

• Another possibility is evaluation of the expense of lowering the years of service required to earn full

medical coverage in retirement. Neighbouring departments employees earn full medical benefits to

carry them to Medicare at 25 years. Here it is over 30.

• A tactic that had been used here in the past and is currently used by Cary, where many staff are

recruited, is evaluating and awarding merit pay to the employee twice a year through the first 1/3 of

their pay scale. Employees are able to move more quickly through their pay scale to make it

financially difficult for them to go anywhere.

We are in a dynamic job market, and we should react accordingly. It helps that administration and Council

are concerned about retention and are interested in doing what it takes to retain our staff in who we have

invested our time and training.

Human Resources

What are current impacts to organization’s retention rates?

• Increasing turnover rates

• Greater difficulty in filling positions – competitive, fewer and less qualified public safety applicants,

increasing market pay

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Page 5

• Reduced productivity - Time to train new employees

• Risk burnout, reduced morale - Current staff continues to fill current workload gaps while at the

same time adding workload priorities such as ERP implementation

• Missing deadlines due to workload

Can we consider and implement benefit changes sooner than with the annual budget?

Yes, the Town Council could decide to change the employees’ payroll deductions sooner (prior to July 1);

however, any material modifications to our plan requires a 60-day advance notice by the Affordable Care

Act regulations. We are not permitted to change any physical attributes of the plan (co-pays, deductible or

coinsurance) without underwritten approval by our carrier and again the 60-day advance notice applies.

Information Technology & Finance

Provide an update on ERP system implementation: modules, timing, and other considerations.

Munis

Munis financials went live the first week of December 2018, to include a newly structured chart of accounts,

as well as functions for purchasing, accounts receivable/payable, and relevant data from Naviline having

been imported to Munis. A few remaining features, such as capital assets and PCards are being activated

prior to the next phase. This next phase will be comprised of Human Resources and Payroll – Munis-HRP.

This phase of the project will begin in April and is projected to take 9 months for the core functions, with an

additional 3 months to implement the companion module for Munis-HRP – ExecuTime Workforce

Management. Projected completion in Spring of 2020.

EnerGov

The EnerGov implementation project began in January 2018, and is currently in development and testing.

This project team has configured and created a vast number of functions within the system, to include

numerous workflows and custom fields, to reflect and work with the processes performed by each of the

departments who will utilize the system. Recent developments in testing include the use of mobile apps by

inspectors in the field, and customer portal services focusing on developing a user-friendly experience.

Further testing and development are scheduled with target dates of late Summer for an internal go-live to

run parallel testing, and go-live to the public by early Fall.

The leadership team continually assesses progress, critical needs and workload demands to effectively align

resources and make necessary adjustments for the overall success of the project implementation.

Parks & Recreation

Provide a brief update on MAFC closing: relocated programs, employee retention, and project status.

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Page 6

Aquatics programming is being held at Silverton Swim Club on Evans Road. Our first sessions of swim

lessons were full and are going well to this point. Water aerobics classes and lap swim times are also

being made available in the mornings. Some group fitness programs are currently being held at Cedar

Fork Community Center. These are primarily in the morning hours and attendance in most classes

has been about the same as they were at MAFC, with a few seeing more participants. All full-time staff

are still working and several part-time staff have been able to continue with reduced hours. Some

part-time staff are not working due to the reduced hours available. In January, staff worked with Duke

Energy on the relocation of a major power switch that supplies the building and surrounding homes.

Survey work started in late February.

What are necessary methods to maintain appropriate pitch condition for play for the Church Street

Cricket Field? Include data showing current usage.

Proper maintenance of the cricket pitch requires close monitoring of the soil moisture level, weather

conditions, turf health and soil compaction. This requires many turf cultivation practices including turf

blankets to help protect from winter damage, tarps to manage water amounts, irrigation when needed,

rolling of the soil, controlled fertilization, and frequent turf cutting at different lengths. This is especially

important during the playing season when the pitch area can be divided into three or four different playing

surfaces (lanes). Based on when the lanes are scheduled for use, each lane may be hand watered at different

rates to control moisture, cut at different lengths with a walk behind reel mower, rolled at different intervals

with different weight rollers, and seeded and fertilized at different times. This level of playing field requires

a much higher level of specialized maintenance that is a more labor intensive than other turf maintenance

for other fields in our park system.

While the field is open for general public recreation use, no games have been played on the field since

October. The center pitch area has been roped off and covered by turf blankets and tarps this winter to

protect the grass. The pitch will be closed from any uses until late spring when temperatures bring the field

turf fully out of dormancy. During the playing season the pitch will remain roped off except for

maintenance and games. This year the number of games will be limited so we can rotate pitch lanes and

monitor turf conditions. This schedule will allow games by the TCL premier league and scheduled matches

or tournaments. We will also be in regular contact with USA Cricket to facilitate their use of the field.

Explain TCL’s relationship with the Town and how do we track usage?

TCL and the Town have worked together for over 20 years to provide adult and youth cricket programs for

the local community. Staff meets with TCL representatives every winter to develop a use schedule for

several fields for the upcoming year. This schedule is then put into rental contracts for each field and a

payment schedule is set for the year. We keep in regular contact with TCL throughout the playing season to

close fields for rain, adjust schedules for tournament opportunities and coordinate field maintenance efforts.

Provide a summary of the Parks Master Plan guidance on use of available land for future parks, potential

enhancements to existing parks and future capital needs.

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The adopted Parks and Recreation Master Plan sets many objectives and strategies related to park

development, land acquisition, facility needs, and site improvements developed through the planning

process. The assessment of current facilities, community desires for programs and facilities, and level of

service standards for parks and facilities based on several sources of information. The plan also provided

conceptual master plans for the next phase of Morrisville Community Park and the future Crabtree Creek

Nature Park site. Both are included updates within the CIP. Following are several objectives presented in

the plan that relate to current and future park sites:

Objective 1.1: Create a network of parks and open space corridors that connect civic,

employment, commercial, religious and residential destinations.

Strategy / Tactics: Review alternative transportation routes (bike + pedestrian) for park access and

ensure parks are safely accessible to mitigate limited parking and vehicular access.

Related Town CIP projects:

• Town Hall Terraces Connector to Indian Creek Greenway

• Morrisville Community Park Phase 3 – trails connect to several apartment complexes

• Crabtree Crossing Greenway Connector to Morrisville Parkway

Objective 1.2: Develop a robust park system with adequate acreage and various park

classification, equally distributed throughout the Town.

Strategy / Tactics: Acquire 135 acres of parkland over the next ten years with a variety of park

classifications contributing to the overall total acreage of parkland.

Related Town CIP projects:

• Page Historic Homesite Park

• Town Green (formerly Main Street Park)

• Dog Park (if new parkland is purchased)

Objective 1.3: Identify, acquire and develop land that is most suitable for park development.

This objective recommends undergoing an evaluative process to assess land available throughout

Morrisville and prioritize sites for acquisition efforts for future parks.

Objective 1.4: Identify and prioritize capital improvement targets for existing parks for the

next 1-5, 5-10 and 10+ years while leveraging current land resources. To achieve this objective

the plan recommends the development of an asset management plan to guide future capital

investment is parks and facilities. The objective also recommends developing parks master plans for

aging parks and establishing annual budget allocations for upgrades and improvements.

Strategy / Tactics: Develop park master plans for aging parks to renovate, revitalize and activate

spaces based on current trends to ensure existing park acreage is maximized.

Plan recommendations:

• Cedar Fork District Park – due to the age of the facility, the plan recommends renovations and

improvements including new restrooms, landscaping, and road and parking lot improvements.

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• Church Street Park – expansion of the park to adjacent parcels if available, resulting in greater

diversity of recreational offerings and the potential to host larger community events and a

regional-scale park.

• Crabtree Nature Park – the plan includes a conceptual master plan for the project.

• Morrisville Community Park – the plan includes a conceptual master plan for the next phase of

development for the park.

• Shiloh Park – recommends the Town undertake a master plan process to determine which

facilities should remain or be removed and replace with modern amenities supporting current

recreation trends, how edges and borders of the park should be treated and based on demand,

determine if conversion to synthetic turf would enhance playability and programming.

• Indian Creek Greenway Trailhead – plan recommends adding signage and providing

ADA/adaptive play equipment.

• Ruritan Park - the plan recommends the Town coordinate with their attorney and the current

land owner to resolve ownership, hopefully transferring legal ownership to the Town. Once

completed, the plan recommends the Town undertake a master planning project to identify the

highest and best use for the property.

• Sarah Woody Jenkins Park - plan recommends the park either be decommissioned with the

monument relocated to another civic site or transitioned into a monument or historic marker as

a gateway into Morrisville’s downtown.

Related Town CIP projects:

• Morrisville Aquatics and Fitness Center Renovations

• Morrisville Community Park phase 3

• Crabtree Creek Nature Park

• Cedar Fork Elementary Field

• Cedar Fork District Park Field Improvements Phase 1 & Phase 2

• Cedar Fork District Park General Site Improvements

• Dog Park (potentially)

Objective (1.5) Create destination parks, trails, open space, natural areas and amenities that

offer unique experiences focused on fostering social and community interaction, promoting

healthy lifestyles and exposing residents to nature.

Strategy / Tactics: Provide upgraded or new facilities to meet emerging market demands,

contribute to public health, the regional economy and help achieve financial sustainability.

Related Town CIP projects:

• Morrisville Community Park phase 3

• Crabtree Creek Nature Park

• Town Green (formerly Main Street Park)

• Page Historic Homesite Park

• Dog Park

• Sawmill Creek Greenway

• Town Hall Terraces Connector to Indian Creek Greenway

• Crabtree Crossing Greenway Connector to Morrisville Parkway

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Objective 2.1: Develop adequate facilities to meet growing program needs. This objective

includes a recommendation to develop the 45,000 sqft indoor facility envisioned in the Town Center

Plan to meet the level of service standard for indoor recreation space for the projected population by

2027.

Strategy / Tactics: Support development and implementation of Town Core Vision. Plan and

develop the wetland education center.

Related Town CIP projects:

• Morrisville Aquatics and Fitness Center Renovations

• Recreation Center in Town Center

• Senior Activity Center

Objective 2.3: Develop health and wellness opportunities in each park facility managed by

the Town of Morrisville.

Strategy / Tactics: Create organized and self-directed heart healthy programming into each park.

Combine wellness infrastructure with other recreational amenities to target multi-generational use.

Develop outdoor fitness area around playgrounds so parents can exercise while they supervise their

children.

Related Town CIP projects:

• Morrisville Community Park phase 3

• Crabtree Creek Nature Park

• Town Hall Terraces Connector to Indian Creek Greenway

Objective 2.4: Incorporate ADA improvements in Town of Morrisville parks and recreation

facilities.

Strategy / Tactics: Complete an audit of existing facilities for ADA compliance and continue to

track ADA compliance. Address ADA improvements as each park is master planned and

redeveloped. Make restroom ADA improvements as a priority.

Related Town CIP projects:

• Crabtree Creek Nature Park (ADA inclusive playground)

Other related strategies presented in the plan include:

• construction of or conversion to artificial turf multi-use fields to improve playability and increase

athletic programming

• additional facilities to target water-based play, environmental education, access to nature and

health and fitness

• another special event site in one of the regional parks or proposed Town Center that can support

additional / larger events

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• Incorporate amenities

such as restrooms,

signage, seating

opportunities,

environmental / cultural

/ historic education,

drinking fountains,

parking along multi-use

paths/greenways and at

trailheads

• incorporate elements of

public art into park

facilities - local artist,

history and cultural

organizations

• Develop a volunteer

management plan

Public Works

Please provide the last Street’s Condition Report.

Staff received the FY 19 survey and report on February 28 and are evaluating the results. The overall street

system rating has increased from 76.6 in FY 17 to 78.6 for FY 19; this is a tangible result of the additional

street paving funds approved in recent years. The Town’s street system rating is higher than all but one

other comparison community in the survey. The results place our system in the “Fair” general condition

category. Staff has set a strategic goal to raise the rating to >80, which represents a Good general condition.

What are changing conditions with Solid Waste & Recycling?

Due to increasing contamination in recycling and the decrease of its purchase by China, the disposal of

recycling at the Sonoco facility is increasing from no charge to $29 per ton and will fluctuate each month

based on the market. That is an average increase of 0.72 per home for recycling that may be added to our

contract with Waste Industries. This increase is being planned for as part of the FY20 budget preparation

with an anticipated effective date of July 2019. The increase is being realized nationwide. Sonoco continues

to search for buyers for these commodities and if new buyers are found, the recycling costs may be reduced.

Beyond this, staff are discussing strategies for anticipating unexpected situations like this one in future

contract negotiations with Waste Industries.

Provide updates on the Public Works Renovation design project and the Historic Church project.

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Morrisville and Wake County staff continue to vet opportunities to develop a joint use site with the Public

Works Renovation. Current issues that are being discussed include how to mitigate the projected high

development costs associated with building in the flood fringe areas of the site including reducing the

project footprint and exploring advance right of way acquisition through NCDOT. The staffs resumed

monthly planning meetings in December 2018. A detailed update will be scheduled for an upcoming council

work session.

A revised Historic Church site plan has been drafted to phase the project and bring the cost to within the

budgeted funds. The revised layout will create 29 new parking spaces. Staff are currently reviewing the

revised plans and new construction bids will be solicited in spring 2019.

Staff will provide a thorough update with the CIP discussions.

How can we incentivize green building programs?

Green building policies are primarily focused on energy efficiency. Chapter 13 of the North Carolina Building

Code requires commercial buildings to be designed and constructed in accordance with the International

Energy Conservation Code. Regarding the Town as a building owner/operator the U.S. Green Building

Council has established guidelines for the LEED Series Certification requirements. A low cost first step

could be to engage a firm to assess the efficiency our existing buildings.

What are some electric vehicle options or programs effectively utilized by local governments? Does

Morrisville utilize Low E fuel?

Several Town operations lend themselves to consideration for electric vehicle options, especially considering

that two plug-in charging stations are already in place at the PSMS Building. Morrisville Police have plans to

add Zero Motorcycles to their patrol fleet. Grant opportunities are available to local governments and staff

could research these opportunities as a next step.

What traffic data do we have readily available?

The Planning Department recently purchased the Streetlight Data Insight Software which will offer

the Town 25 "seats" for staff to access an online dashboard providing real-time data from cell phone

networks showing how vehicles are travelling in Town. This data includes origin/destination data, real-time

traffic counts and other related analytics. Other departments throughout Town will be able to utilize the

data, and the dashboard will provide data that is needed for the Strategic Plan Goal 1 outcome measures.

Other ongoing projects and studies that staff are actively participating in include the CAMPO Regional ITS

Study, Town of Morrisville Public Transportation Study, and Wake County Transit Plan implementation.

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Police

Describe the Town’s School Resource Officer (SRO) program?

The Town of Morrisville Police Department has never had an SRO program. That program is funded and

managed by the Wake County Sheriff’s Office. However, Morrisville Police officers proactively and

voluntarily engage in activities with the elementary schools. Some of the activities include reading to

students, working with school staff on active assailant drills, participating in various programs sponsored by

the schools, etc.

What policy needs should be addressed to support the public safety mission?

Overall, we have found Town Council to be supportive of our public safety mission.

What is needed to recruit and retain a qualified workforce?

It should be the Town’s mission to genuinely assess incentives, pay, and benefits to ensure that we remain

competitive with surrounding jurisdictions. However, this is more than just a Town endeavour. Internally,

we are also responsible for assessing what our officers need from a non-compensation point of view.

Recently, we have worked to improve policies that guide our career ladder and staff development. As a

result, officers are now more engaged in their development and feel more confident about growth within the

organization.

12

Town Council Agenda Item Report

Agenda Item No. 2019-86-0Submitted by: Martha PaigeSubmitting Department Administration Meeting Date: April 9, 2019

SUBJECTFiscal Year 2020 Budget Preparation Update - Martha Paige/Town Manager and Jeanne Hooks/Assistant to the TownManager and Budget Manager

Recommendation:Provided as Update Information Only

Updates/History of Briefing:Not Applicable

Executive Summary and Background Information:Staff will provide a brief update on the status of the FY 2020 Proposed Operating Budget and Capital Investment Plan(CIP). The FY2020 Proposed Operating Budget and CIP will be presented to Town Council on Tuesday, May 7,2019.

Potential Options:N/A

Staff Recommendation:Receive as Information

ATTACHMENTS FY2020 Budget Update Memo.pdf

To: Mayor TJ Cawley and Members of the Town Council

From: Martha Paige, Town Manager cc: Jeanne Hooks, Assistant to the Town Manager/Budget Manager Todd Wright, Assistant Manager Subject: FY 2020 Budget Update Administrative Report Date: April 2, 2019 __________________________________________________________

Departments submitted budget requests on March 22. Meetings were held with each department beginning on March 22 and thru March 27 to review FY2019 year-end estimates and key work item status, and to gather any additional information to ensure full understanding of the FY2020 budget requests. Departments also shared information on revenues and proposed fee changes, if any.

Budget submittal review and evaluation focus on assessing departmental base budget growth, understanding prioritization of new initiatives based on need and alignment to strategic goals, impacts of one-time and recurring items and consideration of capital outlay needs. Recurring items are thoroughly reviewed to ensure appropriate recognition in future fiscal year budget forecasts. Key initiatives requested for FY2020 have been prioritized organizationally to align with anticipated revenue capacity for inclusion in a balanced operating budget. Where appropriate, funding sources other than operating budget revenues (fund balance, reserves or PIL, for example) will be considered.

Approximately $12,000,000 in budget requests (including capital items) were received overall. High priority items will be incorporated into a balanced budget, which will be presented within existing revenue forecasts. As illustrated last year, enhanced budget scenarios (i.e., with an associated tax increase) will be presented that incorporate additional items that may be considered as well.

A brief summary of material items being considered for inclusion in the FY2020 are listed below and demonstrate efforts towards building capacity to execute projects and Connect Morrisville to valued services and programs. (Please note this is not an all-inclusive list.)

2

Items annually anticipated include:

Workforce

• New position requests (fire, development services, several operational/ administrative staff to support expanded workload and both full and 3/4 position needs related to enhanced MAFC programming).

• Other compensation costs (merit and market pay adjustments, medical insurance and other benefits, and state mandated LGERS costs). Total compensation is integral to our ability to recruit and retain our staff.

Replacements

• Regular equipment replacement such as vehicles, public safety items and information technology hardware

• A replacement fire truck, to be delivered in 2021. Fire trucks take more than a year to design and construct

Maintenance • Required and preventive maintenance for facilities and equipment

Reserves • Established allocations to various reserves

3

A preview of some of the new program enhancements being evaluated include the following:

Other budget activities underway are an analysis of increased recycling costs and a long-range forecast of additional staffing needs beyond FY 2020, both of which will be shared with you when the budget is presented.

Staff also anticipates sharing thoughts on the upcoming census and property tax revaluation and impacts of those on our future tax revenues. A discussion of other revenue, such as solid waste and/or stormwater fees (following the Stormwater program study) is also being planned. Future expenditures forecasts will also be influenced by Town Council’s current discussions of affordable housing and public transportation, which could significantly impact future budget preparation.

The Capital Investment Plan (CIP) will be presented on April 9 and is also an integral part of the proposed budget. A reminder that the proposed budget will be delivered to you no later than May 3 for presentation at the May 7 Town Council special work session.

Programs

• Revenues and expenditures for MAFC Re-opening. Investments in new equipment and staff to support a broader scope of operations is being prepared. A partial year will be presented for FY 2020.

• Senior Programming Options

Public Safety

• Body worn cameras

• Emergency Operations Center (EOC) Updates

• Traffic preemption signalization technology for both police and fire

Technology

• Smart city and open data program evaluation

• Equipment to support electronic plan review, and ultimately express plan review

• Evidence tracking systems for police

Amenitities

• Parks Amenities and playground refresh

• Parkand Greenways sidewalks and ADA accessibility

Town Council Agenda Item Report

Agenda Item No. 2019-66-0Submitted by: Martha PaigeSubmitting Department Administration Meeting Date: April 9, 2019

SUBJECTCapital Investment Plan (CIP) Update/Continued Bond Referendum Discussion (deferred from March 26 meeting) - Martha Paige, Town Manager and Jeanne Hooks, Assistant to the Manager/Budget Manager

Recommendation:Continued Review and Discussion

Updates/History of Briefing:This work session is a continuation of the CIP/Bond Referendum discussion by Town Council on November 27,2018.

Executive Summary and Background Information:Staff will provide an update on several of the major, outstanding capital projects and facilitate discussion of potentialupdates to the Capital Investment Plan (CIP) for Town Council review and consideration. Information for continueddiscussion of a future bond referendum will also be shared with Town Council.

The 5-Year proposed CIP will be presented with the FY2020 proposed operating budget in May.

Potential Options:None

Staff Recommendation:Receive as Information for Continued Discussion and Inclusion in the FY 2020 Proposed Operating Budget.

Provide Input and Guidance for CIP and Bond Referendum

ATTACHMENTS 2019-66-0 Presentation Project Updates.pdf 2019-66-0 Presentation FY2020 CIP Bond Referendum Work Session 03262019.pdf 2019-66-0 ATTH 01 - Comprehensive CIP Draft Handout.pdf

Project UpdatesTown Council Work Session March 26, 2019

Food Hub Phase 2

•

Food Hub Phase 2

• Food Hub Activities include WWFM, Morrisville Education Garden, Future Town Events

• Phase 2 budget approved FY 2019 ($250,000)

Food Hub Phase 2

Challenges/Issues Strategies/Responses

Town Center Integration

Parking access plan revised to align with town center infrastructure

Town Hall Streetscape Revision

Staff modified the approved site plan to add this scope to the project

WWFM Operational Needs

Staff held office and field meetings with WWFM to evaluate and provide for desired features to optimize design

Food Hub Phase 2 • Plan for alternate

site during construction

• Phasing plan to provide parking for prime market season

• Access for Education Garden maintained during construction

• Site lighting and electric added

Project Milestone Target Completion

Final Design/Site Plan Modification

March 2019

Bid Solicitation April 2019

Market Temporary Relocation

April 6, 2019

Construction May – June 2019

Historic Christian Church

Historic Christian Church Parking

Expansion

• Initial concept developed in 2013/14

• Original design assumption left out required landscape and stormwater controls

• $455,000 budget approved in FY 17

• Design initiated September 2017

• Site Plan and Construction Plan approved summer 2018

• Three bid solicitations fall 2018

• Plan revised early 2019• Available Funds ($395,000)

Historic Christian Church Parking

Expansion

Challenges/Issues Strategies/Responses

Lack of contractor interest/high bids

Staff directly solicited bids and negotiated with low bidder

Resolve adjacent property impacts

Multiple meetings and design iterations to accommodate

Wake Historic Preservation Approval

Multiple design iterations and a board meeting to approve

Affordability Currently developing phased plan

Historic Christian Church Parking

Expansion

• Phased Approach for budget management

• Meet Current Need with 25 – 30 spaces

• Plan for future expansion

• Other Options• Additional Funds

• Defer for more favorable bid environment

• Discontinue Project

Project Milestones

Target Completion

Site Phasing Plan March 2019

Bid Solicitation April 2019

Construction (Phase 1)

May – August 2019

Public Works Facility

Public Works Master Plan• Probable loss of admin

building• Safer intersection

design• Aviation Parkway

Widening• Anticipated storage and

parking needs• Collaboration efforts

with Wake County

Public Works Master

Plan

Challenges/Issues Strategies/Responses

NCDOT Aviation Widening Project

Advisory appraisals and early right of way acquisitions

Site Development Costs

Multiple site design scenarios created with probable cost estimates

Jurisdictional & regulatory reviews

Environmental and land development review strategy

Public Works Master Plan• Aviation Parkway

Schedule

• Design strategies to keep convenience center in plan

• Value Engineering/Meeting budget challenges

Project Milestone Target Completion

Early Acquisition Appraisals

Summer 2019

Finalize Project Scope

Winter 2019/20

Design (12-15 mo.) Spring/Summer 2021

NCDOT Right of Way Acquisition

2021

Construction PW 2021-2022

Construction DOT 2023 - 2024

Questions/Discussion

FY2020 CIP Update & Bond Referendum Discussion (continued)

Town Council Work Session

March 26, 2019

Work Session Topics

CIP Updates

– Project Updates

– Adjustments to CIP

• New/Removed Projects

• Other Changes

– Draft CIP

– Debt Obligation

– Future Projects

Bond Referendum Discussion (continued)

– Process/Sample Timeline

– Bond Project Options

– Financial Capacity

– Looking Ahead

Work Session Goals/Outcomes

• Provide requested project updates

• Review snapshot of Draft CIP adjustments and potential FY20 Capital Budget

• Discuss timing for future Bond Referendum

• Identify other information needs

Project UpdatesKent Jackson, Town Engineer

Capital Investment Plan (CIP) Updates

Capital Investment Program

• Long-term Strategy– Strategically Plan for Multiple Projects

– Design and Engineer Projects for Activation

• Five-Year PlanFY2020 Funding Recommendation

FY 2021 – 2024 Forecasting Window

• Potential Funding Sources Identified

• Flexible & Responsive to Opportunities & Urgencies

• Future Bond Referendum Planning Tool

Adjustments to CIP

Park West Fire Station

Cedar Fork General Improvements

Airport Boulevard Extension

Town Hall Drive Extension (Harris Mill to Mason Farm)

Police & Fire Local Training Facility

Safety House

Morrisville East Connector

Odyssey Drive Extension

Town Hall Drive Medians – Bike Lanes

International Drive Extension

New Remove

Notes: Refer to FY19 Budget Report, page 79 for the CIP Funding Plan for comparison. Project Profile Summaries located on page 118 – 142.

Other Adjustments to FY2019 CIP• Updated projects:

– All estimates & timelines– Built in contingency modifier to mitigate rising development cost

• Assessed priorities:– Accounted for adopted plan priorities, study influences and changing needs– Public Works construction shifted out 2 years

• continued evaluation Wake County shared use site

– Northwest Fire Station moved up in priority due to study findings• added cost to evaluate viability of Cisco land

– Town Center Parking Lot shifted out to future funding• driven by pending Town Center discussions

• Phased Cedar Fork District Park Improvements (appears as two projects)

• Relabeled projects:– Civil War Battleground Park shown as Future Town Parks/Open Space– Rural Heritage Park shown as Page Historic Homesite

Note: Refer to FY19 Budget Report, page 79 for the CIP Funding Plan for comparison. Project Profile Summaries located on page 118 – 142.

FY2019 vs FY2020 CIP SnapshotCurrent CIP Priorities FY

19FY20

FY21

FY22

FY23 Fu

ture

Crabtree Crossing Connector X

Town Hall Terraces Connector X

Green/Fairview Stormwater X

Cedar Fork Elementary Field X

Cedar Fork District Park X X

Crabtree Creek Nature Park X X

Dog Park X X

Morrisville Community Park PH 3 X X

Healthy Food Hub PH 2 X

Public Works Facility Design X

Town Center Parking Lot X

Proposed CIP Priorities FY20

FY21

FY22

FY23

FY24 Fu

ture

Crabtree Crossing Connector X

Town Hall Terraces Connector X

Cedar Fork Elementary Field X

Cedar Fork District Park PH 1 & 2 X X X X

Crabtree Creek Nature Park X X

Dog Park X X

Morrisville Community Park PH 3 X X

Public Works Facility Construction X

Northwest Fire Station X X X

Park West Fire Station X X

Note: Comparative matrix illustrating how 5-year planning window shifts forward allowing for new priorities to roll in. Items in REDindicates a planning year change

Draft Capital Investment Program

Draft above is a consolidated view of 5-Year priorities, refer to Comprehensive Handout for details for all project concepts.

Update

StatusProject Title Rank

Bond

CandidateFY 2020 FY2021 FY 2022 FY 2023 FY 2024 Future TOTAL

Bicycle & Pedestrain

Updated Crabtree Crossing Greenway Connector L 660,000 660,000$

Updated Town Hall Terraces to Indian Creek H 275,000 275,000$

Updated Future Projects 7,100,000 7,100,000$

Parks & Recreation

Updated Cedar Fork Elementary Field M Yes 739,000 - 739,000$

Updated Cedar Fork District Park Field Improve H Yes 900,000 1,350,000 1,350,000 3,600,000$

New Phase Cedar Fork District Park General Improvements H Yes 537,500 1,612,500 2,150,000$

Updated Crabtree Creek Nature Park H Yes 1,225,000 3,685,000 4,910,000$

Updated Dog Park M Yes 266,000 796,500 1,062,500$

Updated Morr Comm Park Phase 3 H Yes 700,000 2,100,000 2,800,000$

Updated Future Projects 27,374,250 27,374,250$

Public Facility

Shifted Public Works Facility H 8,000,000 8,000,000$

Moved Up Northwest Fire Station H Yes 300,000 1,625,000 3,825,000 5,750,000$

New Park West Fire Station H Yes 2,500,000 2,400,000 4,900,000$

Updated Future Projects 1,027,000 1,027,000$

Transportation

Updated Future Projects 18,262,500 18,262,500$

Total 5,000,000$ 10,710,000$ 14,180,000$ 2,684,000$ 2,272,500$ 53,763,750$ 88,610,250$

FUNDING PLAN

Cash Outlay (Operations/FB) 275,000 660,000 935,000$

PPIL 1,005,000 1,334,000 1,612,500 3,951,500$

CIP Reserve 2,800,000 1,625,000 4,425,000$

PPIL (Bond Projects) 1,925,000 900,000 2,825,000$

Bond Referendum (Proposed) 8,185,000 5,175,000 1,350,000 14,710,000$ LAPP 3,375,000$ Debt Service 8,000,000 8,000,000$

Not Funded 53,763,750 53,763,750$

Total 5,000,000$ 10,710,000$ 14,180,000$ 2,684,000$ 2,272,500$ 53,763,750$ 88,610,250$

Debt Obligation

DEBT OBLIGATION as Annual Debt Service FY2020 FY2021 FY2022 FY2023 FY2024Current Annual Debt Service $ 3,492,100 $ 3,144,228 $ 2,791,037 $ 2,639,646 $ 2,600,000

New Projected Annual Debt Service $ - $ 818,500 $ 1,835,000 $ 1,970,000 $ 1,970,000

Total Debt $ 3,492,100 $ 3,962,728 $ 4,626,037 $ 4,609,646 $ 4,570,000

Note: Table illustrates that a $0.04 tax increment may be necessary to support illustrated proposed new debt service annually, accounting for retirement of existing debt service. Estimates based on 5% interest and 20 year terms.

Tax Increment New Projected Debt = $0.04

Future Projects • Town Center Projects

– Pending discussions will provide clarity

• Fire Station 2– Roadway impacts pending evaluation and planning

• Town Hall– Assessment of current & future space needs

• Church Street Park Improvements– Land acquisition creates opportunities that need to be evaluated

• Land Acquisitions Pending Further Evaluation– Town Center Site Control– TOD Projects or Land Acquisition– Parks & Open Space – Master Plan

Bond Referendum ContinuedVoters Authorize the Use of GO Bonds as a Financing Tool

Basic Process

Preliminary Phase

• Bond Package Identification

• Communication & Outreach Engagement

• Financial Analysis

• Cost Estimates

Formal Phase

• Requires LGC Approval

• Bond Counsel Opinion

• Requires Public Hearing

• Voter Approval

• Competitive Public Sale

Estimated 9 -12 Month Process Overall

Potential Referendum Dates

Note: G.S. 163-287 – 2014 Amended

General Elections

Even-Years

11/3/2020

Municipal Elections

Odd-Years

11/2/2021

Bond Referendum Sample Timeline

July 2020

Nov. 2020

Preliminary Phase

Formal Phase

Aug. 2020

Sept. 2019 – June 2020July 2019 – August 2019

Bond Project Options by Category

BOND CATEGORY

PRIORITY PROJECT TITLEPROJECT

COST ESTIMATE

FY 2020 CAPITAL BUDGET

FUNDING SOURCE

PU

BLI

C

SAFE

TY 1 Park West Fire Station $ 4,900,000 2,500,000 CIP Reserve

2 Northwest Park Fire Station 5,750,000 300,000 CIP Reserve

$ 10,650,000

RO

AD

IM

PR

OV

EMEN

TS

TBD Airport Blvd Extension $ 6,900,000

TBD Town Hall Drive Connection 11,362,500

TBD Road Betterments TBD

TBD NC54 Contributions? TBD

TBD Intersection Improvement Projects TBD

$ 18,262,500

Bond Project Options by Category

BOND CATEGORY

PRIORITY PROJECT TITLEPROJECT

COST ESTIMATE

FY 2020 CAPITAL BUDGET

FUNDING SOURCE

SID

EWA

LK/

PED

ESTR

IAN TBD Crabtree Crossing Greenway Connector $ 660,000

TBD Sawmill Creek Greenway/Stream Restoration 7,100,000

TBD Sidewalk Allocation

TBD Pedestrian Amenities Allocation

$ 7,760,000

PAR

KS

AN

D R

ECR

EATI

ON

IM

PR

OV

EMEN

TS

1 Morrisville Community Park Phase 3 $ 2,800,000 700,000 PPIL

2 Crabtree Creek Nature Park 4,910,000 1,225,000 PPIL

3 Cedar Fork District Park Field Improvements 3,600,000

TBD Dog Park 1,062,500

TBD Cedar Fork Elementary Field 739,000

TBD Page Historic Homesite 858,000

TBD Open Space/Future Park Land 7,250,000

TBD Senior Activity Center 4,200,000

TBDCedar Fork District Park General Improvements

2,150,000

$ 27,569,500

Financial Capacity at a Glance

On Tax Rate = $490,000Property Revaluation 2021

Retiring Debt Service = 2021/2022

Debt Service Ratio = Estimated Below 12% of Expenditures 2021/2022 (previously estimated 8.1%)

Debt to Assessed Value = Well Below 2% of Assessed Value

Looking Ahead

• Establish a Referendum Timeline

• Identify Potential Bond Packages – CIP Projects

• Determine Level of Public Engagement

• Financial Analysis & Preliminary Cost Estimates

• Determine Preliminary Referendum Date & LGC Notice of Application

Next Steps & Information NeedsCouncil Discussion

Other Information Needs to Make Decisions

Other Strategic Priorities of Interest

Budget Calendar

Presentation

Work Sessions Discussions

Public Hearing

Adoption

May 7 Budget Presentation & Work Session

May 7 Budget Portal Opens

May 13 Budget/CIP Discussion

May 28 Public Hearing & Budget Portal Closes

May 30 Budget/CIP Work Session & Final Budget Reconciliation

June 11 Budget Adoption

Draft Comprehensive Capital Investment Plan - FY2020 Captial Budget

Update

Status Project TitlePreliminary

Cost Estimate

CIP

Team

Bond

CandidateFY 2020 FY 2021 FY 2022 FY 2023 FY 2024 Future TOTAL

Bicycle & Pedestrain

Updated Crabtree Crossing Greenway Connector 660,000$ L 660,000 - 660,000$

Updated Sawmill Creek Greenway & Stream Restoration 7,100,000$ M Yes 7,100,000 7,100,000$

Updated Town Hall Terraces to Indian Creek 275,000$ H 275,000 275,000$

Parks & Recreation

Updated Cedar Fork Elementary Field 739,000$ M Yes 739,000 739,000$

Updated Cedar Fork District Park Field Improve 3,600,000$ H Yes 900,000 1,350,000 1,350,000 3,600,000$

New Phase Cedar Fork District Park General Improvements 2,150,000$ H Yes 537,500 1,612,500 2,150,000$

Updated Future Town Park Sites (formerly Civil War Battelground Park) 7,250,000$ L 7,250,000 7,250,000$

Updated Crabtree Creek Nature Park 4,910,000$ H Yes 1,225,000 3,685,000 4,910,000$

Updated Dog Park 1,062,500$ M Yes - - 266,000 796,500 1,062,500$

Updated Morr Comm Park Phase 3 2,800,000$ H Yes 700,000 2,100,000 2,800,000$

Updated Recreation Center in Town Center 13,766,250$ L Yes 13,766,250 13,766,250$

Modified Page Historic Homesite (formerly Rural Heritage Park) 858,000$ L Yes 858,000 858,000$

Updated Senior Activity Center 4,200,000$ M Yes 4,200,000 4,200,000$

Updated Town Green 1,300,000$ L 1,300,000 1,300,000$

Public Facility

Shifted Public Works Facility 8,000,000$ H 8,000,000 8,000,000$

Shifted Town Center Parking Lot 425,000$ H 425,000 425,000$

Updated Train Depot 602,000$ L 602,000 602,000$

Moved Up Northwest Fire Station 5,750,000$ H Yes 300,000 1,625,000 3,825,000 5,750,000$

New Park West Fire Station 4,900,000$ H Yes 2,500,000 2,400,000 4,900,000$

Remove Police and Fire Local Training Facility (4,500,000)$ L -$

Remove Safety House (325,000)$ L -$

Transportation

New Airport Boulevard Extension 6,900,000$ M Yes 6,900,000 6,900,000$

New Town Hall Drive Extension 11,362,500$ L Yes 11,362,500 11,362,500$

Remove International Drive Extension (3,140,000)$ L -$

Remove Morrisville East Connector (6,300,000)$ M -$

Remove Oddysey Drive Extension (1,350,000)$ L -$

Remove Town Hall Drive Medians - Bike Lanes (900,000)$ L -$

Total 5,000,000$ 10,710,000$ 14,180,000$ 2,684,000$ 2,272,500$ 53,763,750$ 88,610,250$

FUNDING PLAN FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 Future TOTAL

Cash Outlay (Operations/FB) 275,000 - 660,000 935,000$

PPIL - - 1,005,000 1,334,000 1,612,500 3,951,500$

CIP Reserve (To Be Reimbursed) 2,800,000 1,625,000 4,425,000$

PPIL (To Be Reimbursed) 1,925,000 900,000 2,825,000$

Bond Referendum (Proposed) 8,185,000 5,175,000 1,350,000 - 14,710,000$ Stormwater FB -$ LAPP 3,375,000$

Debt Obligation 8,000,000 8,000,000$

Not Funded 53,763,750 53,763,750$

Total 5,000,000$ 10,710,000$ 14,180,000$ 2,684,000$ 2,272,500$ 53,763,750$ 88,610,250$

DEBT OBLIGATION as Annual Debt Service

Current Annual Debt Service 3,492,100$ 3,144,228$ 2,791,037$ 2,639,646$ 2,600,000$

New Projected Annual Debt Service 818,500$ 1,835,000$ 1,970,000$ 1,970,000$

Total Debt 3,492,100$ 3,962,728$ 4,626,037$ 4,609,646$ 4,570,000$

Tax Increment to Support New Debt Service = $0.04

Footnotes:

1. Project cost estimates updated and contingency modifier applied to mitigate rising development cost.

Future Planning Years

Rank Key: H=High, M=Medium, L=Low