Minutes of the Town of Cary

2007 Retreat Committee

December 4, 2006

11 a.m.

Room 22010

316 N. Academy St., Cary, NC

Committee Members Present: Mayor Ernie McAlister and Council Members Jennifer Robinson and Nels Roseland

Staff Present: Assistant Town Manager Ben Shivar, Human Resources Director Vee Willis, Town Attorney Chris Simpson, Engineering Director Tim Bailey, Budget Director Scott Fogleman, Public Information Officer Susan Moran, Planning Director Jeff Ulma and Town Clerk Sue Rowland

Mayor McAlister began the meeting at 11:09 a.m.

The agenda follows:

1. Determine the date of the retreat

2. Specify possible retreat locations

3. Discuss and decide on possible retreat topics (some suggested topics are below)

• Economic Development Update
• Town’s relationship with the Wake County Public School System
• Budget and finance status report
• Downtown Initiatives (streetscape, Cary Elementary, performing arts, park)
• Update on the Chatham County planning process including history, milestones, upcoming decision points, and future impacts
• Status of open space acquisition program and identification of high priority sites for acquisition with approved bond funding
• Performing arts center planning – specific steps and timing needed to nail down details to begin taking action (timing, land acquisition status/obstacles, scope/ funding, contribution targets/thresholds, seating capacity/revenue, cost, etc.)
• Transportation Thoroughfare Plan and Policies
• Subdivision requirements – standards for public infrastructure where newer standards could be considered to save money both during development and in future maintenance (curb and gutter style, parking, design criteria, street lights, street trees)

4. Decide if a facilitator will be used for the retreat

The committee chose March 2-4, 2006 as the preferred retreat dates, with March 16-18 as the second choice. They chose the Holiday Inn Sunspree, Shell Island Resort and Hilton Wilmington Riverside as their top three location choices (in no particular order), with Grandover as an alternate choice.

The committee concurred with staff setting up driving tours of certain areas of Cary for council prior to the retreat, and they acknowledged that this may bring up real issues for discussion at the retreat instead of just having theoretical discussions. Staff will ensure that tours are scheduled at the right time to influence the retreat discussion.

Retreat Topics:

• Town’s relationship with the Wake County Public School System and the Wake County Commissioners

The committee suggested to invite the School Board Chair Patti Head and Cary representatives Eleanor Goettee and Ron Margiotta, and Superintendent Del Burns, as well as any other school officials that they would like to attend, and the chair of the county commissioners, the county manager and any other county officials they would like to attend. The committee prefers to have social time (i.e., breakfast or lunch) with this group prior to the actual retreat session. The invited officials should decide if they prefer to attend the retreat on Friday or Saturday.  

• Budget and finance status report

The committee mentioned that if the school discussion takes place on Saturday, then the budget/finance topic may be a good topic to begin the retreat on Friday.

• Downtown Initiatives (review town center area plan with the intent of clearly articulating the council’s vision for this plan, streetscape, Cary Elementary, performing arts, park, downtown library)

• Performing arts center planning – specific steps and timing needed to nail down details to begin taking action (timing, land acquisition status/obstacles, scope/ funding, contribution targets/thresholds, seating capacity/revenue, cost, etc.)

Committee Member Robinson noted that a private group is very interested in the monetary contribution that will be required from the private sector so they can begin their fundraising efforts.

• Economic Development Update

• Transportation Thoroughfare Plan and Policies and Land Use and Area Plans (the town center area plan will be a separate discussion)

The committee would like to ensure these plans reflect council’s direction. They concurred that the economic development discussion should occur prior to this discussion, since that discussion will provide important information on non-residential development. Mrs. Robinson stated the public criticism is that Cary is too dense and has too many apartments and not enough non-residential development. Mr. Ulma suggested two sessions: (1) broad overview of the transportation plan and land use plan and special area plans and (2) development standards and design requirements (including subdivision requirements – standards for public infrastructure where newer standards could be considered to save money both during development and in future maintenance [curb and gutter style, parking, design criteria, street lights, street trees]).

• Status of open space acquisition program and identification of high priority sites for acquisition with approved bond funding

The committee directed staff to decide if this should be a stand-alone topic or part of the land use plan discussion. Mr. Roseland wants to have discussion to determine if the council wants to update the open space plan and perhaps a discussion on potentially outsourcing the process.

• Miscellaneous update sessions

The committee suggested setting aside time at the conclusion of meals for update information, to include but not be limited to: (1) the quality of life initiative and how it has changed the way staff is operating; and (2) update on the Chatham County planning process including history, milestones, upcoming decision points, and future impacts. Staff noted that the accommodations would need to be conducive to this structure.

• Possible topic:  Invite House Member Jennifer Weiss and Senator Richard Stevens to hear their comments on Cary’s legislative agenda

The committee would like the entire department director management team to attend the retreat. They do not want to use an outside facilitator, but they suggested using a staff member to keep council on track and capture the essence of the retreat discussions and next steps. The committee thinks it is important for this person to know council and the topics and have a commanding presence.

The committee prefers that staff provide council with information at the retreat and allow for a lot of council discussion. They want council to be more conversational.

Mrs. Robinson stated in the past council members have surprised staff with some of their comments/questions at the retreat, and it was necessary for staff to follow up with responses after the retreat. This year she wants the council to express their comments/concerns to staff before the retreat. She thinks this will allow staff to bring more thorough solutions to issues to the retreat. To accomplish this, the draft agenda will be sent to all council members, and they will be asked to share their comments and concerns with staff prior to the retreat.

Next Steps: Staff will determine which of the preferred locations are available on the preferred dates. Then, staff will schedule another retreat committee meeting.

Mayor McAlister adjourned the meeting at 12:05 p.m.