Jeff Sanborn provided a report on the most recent snow event and how the Village responded. He noted the VIllage dedicated 850 man hours to this
event. He noted 9500 gallons of brine was used, 87 tons of salt and sand was put out on the roads in the aftermath of the storm and 2600 pounds of ice melt was used on sidewalks. He explained the lingering challenge is the cul-de-sac clearing due to capacity and equipment.
opportunities so people can see the open positions and any special criteria that are needed for the volunteer positions. She also had a meeting with
Katrin Franklin with the Pinehurst Business Partners as the liaison to the Council. She will be meeting with the Beautification Committee next week and several Councilmembers will be attending the Essentials of Municipal Government course.
Bob Farren as the Chairman. Manager Jeff Sanborn explained the Historic Preservation Commission has the need to fill two vacancies and appoint a new
Chairman. John Taylor and Mark Parsons are being proposed to fill the two vacancies and Bob Farren is being proposed as the Chairman. Council held a discussion with the candidates about their interest in serving on this committee, what the Historic District means to them, and about what they believe the Commission s role is in the community. Upon a motion by Councilmember Cashion, seconded by Councilmember Bouldry, Council unanimously approved Resolution 18-04 appointing members and a Chairman to the Historic Preservation Commission for the Village of Pinehurst by a vote of 5-0.
Assistant Manager Jeff Sanborn explained the need for Council to consider appointing Joel Shriberg to the Planning and Zoning Board and the Board of
Adjustment for the Village of Pinehurst. He explained that Mr. Shriberg served on these boards previously and has been off both boards since January 30, 2017. Council held a discussion with Mr. Shriberg regarding his interest. Upon a motion by Councilmember Bouldry, seconded by Councilmember Cashion, Council unanimously approved Resolution 18-03 appointing Joel Shriberg to the Planning and Zoning Board and the Board of Adjustment for the Village of Pinehurst by a vote of 5- 0.
8. Consider recommended changes to Fees and Charges Schedule.
Financial Services Director John Frye explained the Village s Fees and Charges Policy calls for periodic review of all fees and charges and staff is
recommending a few changes based on that review. He explained the proposed items for consideration are in the areas of Planning, Public Services, and Parks Recreation. Upon review of the changes, Mr. Frye also explained these fee changes would become effective July 1, 2018 if approved. Council held a discussion about several fees listed in the schedule. Upon a motion by Councilmember Davis, seconded by Councilmember Drum, Council unanimously approved Resolution 18-02 amending the Fees and Charges Schedule for the Village of Pinehurst which will become effective July 1, 2018 by a vote of 5-0.
9. Review and approve the FY 2019 Balanced Scorecard, FY 2019 Areas of Focus, and the FY 2019-2023 Initiative Action Plans.
Assistant Village Manager Natalie Hawkins explained the need for Council to discuss several items related to the development of the FY 2019 Strategic
Operating Plan based on Council, Board Chairs, and Senior Leadership discussions at the December 14, 2017 Strategic Planning Retreat and the January 9, 2018 Retreat Follow Up Meeting. Council reviewed the proposed FY 2019 Balance Scorecard and the Key Performance Indicators for each objective. The group also reviewed the recommended Areas of Focus: ensure quality residential development, ensure quality business development, maintain high quality streets, and provide recreation programs and events for all ages. Ms. Hawkins noted as we identify opportunities for improvements they will be defined as evaluations, projects, or Initiative Action Plans. Council also discussed the proposed Initiative Action Plans (IAPs) for FY 2019- 2023. Councilmember Davis shared that Council discussed at the retreat follow-up the need to meet quarterly to continue reviewing and discussing the direction of the Village. Upon a motion by Councilmember Bouldry, seconded by Councilmember Cashion, Council unanimously approved the FY 2019 Balanced Scorecard and Areas of Focus as presented by a vote of 5-0.
Assistant Village Manager Natalie Hawkins explained at the January 9 Work Session, staff shared a draft Incentive Reward Program for Village
employees. She explained the Senior Leadership Team has created this draft program and provided a memo outlining the details and benefits of the proposal. Ms. Hawkins explained survey data from annual employee surveys which initiated the need to evaluate the need to create a reward and recognition program. Ms. Hawkins explained the Incentive Program
description which would be tied to the overall organization Balanced Scorecard performance. Ms. Hawkins shared the financial incentive amounts for
the proposed rewards. Council held a discussion about this proposal. Council determined for Senior Leadership Team to meet with Councilmember Bouldry and Councilmember Davis to make a few changes to the program. The next resolution could include specifications about a trial period.
11. Discuss and consider changes to the Position Classification and Pay Plan.
Manager Jeff Sanborn explained at the January 9 Work Session, staff shared the request to consider changes to the Position Classification and Pay
Plan to accelerate the position request for Performance Management Director to FY 2019 so recruitment can begin prior to July 1, 2018. Angie Kantor, Director of Human Resources, explained the process from the staff recruitment side. Council held a discussion about this request. Mr. Sanborn explained it is his policy to grow and develop internal employees but also to always recruit externally so everyone goes through the same competitive process for all new positions. Councilmember Bouldry suggested the addition of change management to be added to the job description for this new position. Upon a motion by Councilmember Bouldry, seconded by Councilmember Cashion, Council unanimously approved Resolution 18-06 amending the policy on administration of the Position Classification and Pay Plan for the Village of Pinehurst to include the Performance Management Director position by a vote of 5-0.
12. Discuss and consider changes to the Pinehurst Municipal Code as it pertains to solid waste. Assistant Village Manager Jeff Batton explained staff
has discovered a minor change is needed to our solid waste code as it relates to the use of carts. He said the proposed change would alter the language in the code to align with what the actual intent and practice is regarding the requirement for all materials to be place in the art unless overflow is temporarily allowed to be place adjacent to the carts. Upon a motion by Councilmember Davis, seconded by Councilmember Drum, Council unanimously approved Ordinance 18-01 amending Section 50.03 for Solid Waste containers for the Village of Pinehurst by a vote of 5-0.
John Root said he is frustrated about seeing stories of Pinehurst and not congratulating us for good things that have been done. He said the decision
about the sidewalk did not have a good explanation. He said spending the money for street repaving and he said his perceptions of the streets is that the cuts by Moore Co. could be improved. He also said incentives need to be drawn up correctly because it would be difficult to do this based on a group or department.
John Taylor said with respect to the BSC, the Village may want to go through a target setting exercise. He said he is not in opposition to the
Community Center but he wants to know what alternative uses there would be for those funds. He said he is a big fan of incentive compensation and does not have experience with government plans but did not support using the business survey, which is not statistically valid, in an incentive program. He said the lower you set the goals, the greater likelihood you d be compensated. He said the purpose of the BSC was never to drive compensation so be careful creating a formula out of them to drive financial reward.
Lynn Goldhammer asked about the sidewalk issues on the BSC and whether they are looking to score the improvement of existing sidewalks or increasing
the number of sidewalks and she doesn t think it is a good fit for the BSC. She also said she wrote a letter to the editor about the explosion of litter in the area and this is a big issue. She said 250- 500 doesn t make that much difference on one person but the total is significant.
Jeanne Casinella said we have talked a lot about priorities and said governments should look at the security of the community as a top issue. She
said as we grow, we are growing by being surrounded by crime. She said crime is happening in Pinehurst and Police Departments across the area are hiring more Police Officers because there is a need for it and quickly. She said quality home building is not happening and they do not enhance the community.
Collette Kolinksy said she brought up this topic yesterday and Senate Law 25 applies that the legislature passed that you cannot dictate the colors
and structures of houses. She said there is nothing attached to this that applies to clear cutting. She also said rental properties can be regulated and several cities in North Carolina are doing this.
And approximately 28 attendees, including 5 staff and 1 press.
1. Call to Order.
Mayor Nancy Roy Fiorillo called the meeting to order.
2. Discuss the partnership with Given Memorial Library and the Village of Pinehurst. Audrey Moriarty, Director of the Given Memorial Library and
Tufts Archives, introduced the members of the board in attendance. Ms. Moriarty gave a brief organizational history. Ms. Moriarty said the library appreciates the financial gifts from the Village over the last several years. She said the library has an unsustainable business plan and they are facing donor fatigue due to the Great Expectations plan issues. She said they have outgrown room for their collection, space for young and adult people, meeting spaces, lack ADA compliance, not enough technology, no ability for future growth, and no flexibility. She shared a best practice that a community library should have 0.9sf per person for the entire population of the municipality. She gave a comparison of the Southern Pines Library vs. Given Memorial Library. She explained the need for the library to partner with the Village of Pinehurst and Council held a discussion with the library. Council discussed the opportunity to reevaluate the current term sheet and other possibilities for a phased plan. The Mayor noted a time sensitive issue regarding the Village s plans to borrow money to build the Community Center. The group determined create a smaller group to solve the immediate problems and then work on a long term solution. Council discussed viewing specific the timelines and dollar figures to determine the options for funding at a meeting in the immediate future. Ms. Moriarty, Jeff Sanborn, John Frye, Mayor Fiorillo, Councilmember Davis, and two members from the library board were selected to form the working group.
Manager Jeff Sanborn explained the need to discuss the methodology for selecting a Long Range Comprehensive Plan consultant and Ms. Hawkins reviewed
the information provided in the packets. Council discussed the material and made several suggestions for organizing the information for the consultants. Council also discussed how the interviews will be conducted. Ms. Hawkins explained the suggested selection process that staff has identified. Council determined to schedule a separate evaluation meeting following all of the interviews.
MEMO DETAILS: The Village Council received a letter and petition from Deb Wimberly on July 14, 2017 asking the Village Council to contact
Representative Jamie Boles in collaboration with Senator Tillman to initiate the step in the legislative process to allow the Village to amend the Municipal Code to incorporate a Recall Provision. The Council will hold a discussion about this request along with the Village Attorney, Mike Newman.
9 - In progress and on schedule (82 ) 2 - In progress and not on schedule (18 )
The attached report also indicates the status of metrics, relative to quarterly performance projections, for the FY 2018 IAPs that help staff and
Council monitor the achievement and effectiveness of Initiative Action Plans throughout the year. Overall, 10 out of 11 (or 91 ) Initiative Action Plans achieved the projected performance results in Q2 FY 2018.
The only Initiative Action Plan modifications recommended this quarter are to eliminate two IAPs that the Council discussed during the Council
Strategic Planning Retreat and Follow Up Meeting. These include the Pedestrian Connectivity and Street Lighting IAPs. Although both of these are stated Areas of Focus for FY 2018, Council discussed using the Long Range Comprehensive Plan Process as a means to determine resident desires for these expanded services.
Finally, during our quarterly review of performance, staff identified a recommendation to eliminate one Key Performance Indicator (KPI) from the VOP
Balanced Scorecard. This KPI is the Employee Engagement Index. Because the Village utilized an outside firm to conduct this year's Employee Survey and engagement levels are gauged on a much broader set of survey questions instead of just the six survey questions this KPI was based on, staff recommends removing this KPI from the FY 2018 VOP Balanced Scorecard. Council may recall that this KPI has already been removed from the FY 2019 VOP Balanced Scorecard that Council approved last month.