Council Vacancy Outreach Efforts and
Work Session
Present: Mayor Ernie McAlister,
Mayor Pro Tem Jack Smith, Council Members Marla Dorrel, Jennifer Robinson, Nels
Roseland
Absent: Council Member Julie
Robison (provided comments by conference call)
Mayor McAlister called the
meeting to order at
Discussion
on the council vacancy outreach efforts
Mayor McAlister stated that the
Town’s charter does not fully address the process for replacing a council
member who has resigned. He said it is important to let those in the community
who may be interested in the position know how to apply for the vacancy, the
length of the recruitment, and the preferred qualifications.
Town Clerk Sue Rowland provided
council with information regarding the council vacancy. (A copy of the council
vacancy outreach efforts information is attached to and incorporated in these
minutes as Exhibit A.)
Mayor McAlister suggested a 30
day open application period and Mayor Pro Tem Smith suggested two weeks. After
discussion on the matter, council agreed to leave the application period open
for 30 days. Public Information Officer Susan Moran will ensure that information
about the vacancy is widely disseminated.
Council then discussed the
length of time for council review of the statements of interests.
Mrs. Robinson stated that two
weeks would provide an opportunity for council members to meet with the
candidates. Ms. Dorrel commented that the length of time depends on what happens
at the end of the recruitment period.
Mr. Roseland asked how the
applications will be presented to council. He said that applications received
electronically should be made available on the Town’s Web site, in which case
he would prefer the two weeks to allow staff time to get the information on the
Web.
Mayor McAlister would like to
review the applications as they are received. He stated that two week seems
reasonable and at the end of the two weeks a work session should be scheduled to
allow council to discuss the applicants and to fill the vacancy. He said that
the two weeks is subject to change if more time is needed.
Mayor McAlister asked about the
amount of time required to get the applications on the Web. Mrs. Rowland
responded that staff can accommodate council’s wishes. Ms. Moran added that
staff needs to comply with ADA rules--the submissions need to be limited to
electronic only, non-PDF, or time should be allow staff to convert the
information to HTML; scanning the document as a PDF is not acceptable format.
Mayor McAlister requested that
the applications be shared with the council as they are received. He said that
they should be made available to those requesting them.
Mr. Roseland stated that he
would like the applications to be available electronically. Mrs. Rowland replied
that it can be done; however, if an application is submitted by fax or paper
copy staff would be responsible for the conversion process to make them
Mayor McAlister asked about the
administrative burden to staff. Ms.
Moran responded that it depends on the number of applications received. She said
that staff can create the public information messages to encourage citizens to
submit applications electronically, which would limit administrative issues.
Council members agreed that it
is a step worth taking in order to have the transparency.
Mr. Roseland stated that
because the information is public interested applicants should not provide
information which can be used by identify thieves. Ms. Moran said that staff
will add a statement to that affect.
Mrs. Robinson said that all
application should be posted on the web at the same time to allow for fairness
and uniqueness of applications. Ms. Moran responded that staff will post them
following the cutoff date.
Council members agreed that all
of the applications should be forwarded to them at one time. This will ensure
that council receives all of the information together.
Mr. Roseland would like the
following questions added to the application:
(1) why do you want to serve as a town council member; (2) describe your
perspective on Cary growth management and what you would do, if anything, to
improve that; and, (3) describe your perspective on Cary’s financial
management and what you would do, if anything, to change that. Council agreed
with adding the information to the application.
ACTION:
Mayor McAlister stated that council agrees to a 30-day open statement of
interest period, followed by two weeks to review the applications, after which a
work session will be scheduled to select someone to fill the vacancy.
Ms. Dorrel said that she would
like to see the statement that is at the end of the material which informs
citizens that the applications are subject to the public records law and that
all deliberations regarding the vacancy and appointment will occur in public
meetings moved to the beginning for the application. Mayor McAlister added that
it would be good to have that information as a lead in statement so that it is
not missed on the application.
Jeff Ulma of the Planning
Department stated that staff worked to integrate the streetscape master plan
with the cultural arts district study and plan. He said that the first step is
to provide an in-depth presentation on the streetscape master plan, then review
the cultural district study (recommendations originally received in March), and
then coordinate the phasing, timing, and recommendations for moving forward with
implementation of these plans into one integrated program.
Roger Henderson of the Urban
Resources Group, a division of Kimley Horn & Associates, discussed the
renderings in the Downtown Cary Streetscape Master Plan summary booklet. (A copy
of the booklet is attached to and incorporated in these minutes as Exhibit
B.) He stated that public
investment is being requested for the streetscape on the A streets only; private
developers, private property owners, and merchants investments are suggested for
the B & C streets.
Mr. Henderson stated that the
measures incorporated into the recommendations are designed to encourage slow
travel. The recommended brick column adds a level of style and provides ways to
tuck in power outlets for festival vendors. He said that the concept is to
integrate public art into all aspects of the plan. They have received positive
reaction to the plan from the public.
Mr. Henderson stated that the
consultants worked to maintain vehicular access in and out of property owners’
sites. However, for the roundabouts to work crosswalks need to be placed in a
certain location relative to the traffic, which led to a few driveway shifts.
Ms. Dorrel asked about the
proposed Academy Street 75 feet right of way section and how it compares to
Ms. Dorrel asked if there is a
need for additional trees or right way and about replacing trees along the
sidewalk Mr. Henderson replied that there wouldn’t be additional right of way.
Nik Nikolaev of the Urban Resources Group added that the first phase replaces
some of the trees and that the spacing of the trees and sidewalk would increase.
Mr. Ulma added that the Town will not remove trees on private property.
Mrs. Robinson asked about
alternative material and flexible space. Mr. Nikolaev replied that alternative
material would be used for parking and the middle left turn. Mr. Henderson added
that the material is brick on concrete base. He said that flexible space would
be a management decision, but the idea could be adopted.
Ms. Dorrel asked about the
pervasiveness of the fencing. She does not want to give the appearance of the
Town being a gated community. Mr. Henderson said that the recommendation is a
flexible concept and the plans do not specify locations for fencing
Mrs. Robinson asked about art
pieces and whether all fences will look the same. Mr. Nikolaev responded that
the fences can be different and part of the artist’s interpretation.
Ms. Dorrel asked about the
colors and locations for utility boxes. Mr. Nikolaev said that the colors will
be uniform with the street light polls and that some of the boxes could be
incorporated through the design. Mr. Ulma stated that staff would have to look
at the placement and location in the next design phase.
Ms. Dorrel questioned whether
the interior round-a-bout paving is worth the additional cost. Mrs. Robinson
said that the brick pavers could be a nuisance and she questioned whether they
make much of a difference. Mr.
Nikolaev said that the recommendation is to put the brick on a concrete base so
that they will not settle and will not cause problems. He said that the
round-a-bouts provide opportunities for artists, and provides possibilities with
the gateway at the intersection of Academy and Chatham Streets. He said that it
is one of the things that can make
Ms. Dorrel asked if the
proposal is that different streets have different types of trees. Mr. Nikolaev
said that the recommendation on N. Academy is for the Chinese Pistache and on S.
Academy the Crape Myrtles are being preserved.
Mrs. Robinson expressed concern
about the Ginkgo and asked whether it produces fruit. Mr. Nikolaev said
that the one recommended is sterile and has proven to be successful in several
communities.
Ms. Dorrel asked about the
themed districts. Mr. Henderson said that when the project started there was a
strong push to create districts and thematic overlays. Council members concurred
that they would like the theme districts eliminated.
Ms. Dorrel asked about the
citizen’s comment regarding parking access from the west. Mr. Henderson
responded that the comments were on the parking deck proposed at
Ms. Dorrel asked about the
impact on Christmas parade with the introduction of medians and the changes in
the streetscape. She wants to ensure
that the parade is not inadvertently eliminated by the changes. Mr. Henderson
said that the parade would have to go around and floats would be an issue; it
would be different but not impossible.
Ms. Dorrel asked about a new
building in the drawing. Mr. Henderson said it is not part of the recommendation
but a possibility of another private investment triggered by public investment.
It would solve a grade/slope issue on that edge of the town square. Mr. Ulma
added that it is also recommended in the cultural district with an anchor
building and buildings that would frame the square.
Mayor McAlister stated that the proposed area is private property. He
said it is not something that would be forced upon a property owner.
Ms. Dorrel asked about the
plans for the overhead utility lines on
Mr. Roseland asked if the Town
square reconfiguration of the traffic movements would be incorporated into the
Town’s transportation and thoroughfare plan. Tim Bailey of the Engineering
Department said that the plan conceptually already shows those streets and no
changes are needed.
Mayor McAlister expressed
concern about a public safety issue with the round-a-bout outside of an
elementary school. Mr. Henderson
said crossing the street would be challenging for the kids and would require
some education about waiting for the right time to cross the street. He said
that in the long term there is talk about a pedestrian bridge between the two
buildings.
Mayor McAlister stated that he
was approached by the owner of the building for the Kitchen & Bath Gallery
who is concerned that the plan would eliminate the parking adjacent to their
building. He also asked about the parking lot next to Ashworth’s Drugs. Mr.
Henderson said that the consultants met with the property owner, showed him
their idea, and the owner said that he would work with some ideas of his own. He
said the intent is not to impose their ideas on the property owners but to get
them thinking about different possibilities. He said that Mr. Nikolaev has
designed a more efficient parking lot that makes up for any lost of parking.
They will need to determine who is responsible for the land.
Mayor McAlister said that the
parking is a concern and he doesn’t want to place the burden on the property
owners to determine the property line and get the parking done. Mr. Henderson
said that realistically the Town would do the streetscape improvements in phase
one within the public right of way. This would encourage the building owners to
move their parking to the backside of the building.
Mayor McAlister asked if they
have talked with the building owners about the Town encroaching on their
business by taking their parking. Mr. Henderson said that he personally invited
them to the public meeting. Mr. Ulma responded that the property owners came to
the Town proposing a change prior to the streetscape project to change the
building to two stories and about a redevelopment project. He said that the plan
illustration was proposed by the private property owners. If the owners are
interested in a redevelopment project the Town will work with them to adjust and
refine the plan.
Mr. Roseland stated that the
Town needs a parking plan that will not create a hardship on the businesses. Mayor
McAlister said that he doesn’t want to see the Town put in a position to
create a hardship on the businesses. He said dealings with the elements of the
plan that encroach on private property should be handled with sensitivity and
accommodation for those who have invested in that area.
Mayor Pro Tem Smith said that
there needs to be some balance. The Town needs to work with the property owners
to find suitable alternatives.
Mrs. Robinson asked about bus
stops locations being close to the intersection. Mr. Henderson said that it
maximizes the number of paths for patrons when they get off the bus. The
consultants and staff are working out the location of bus stops.
Mrs. Robison asked about a
ballard at the intersection of
Mrs. Robison asked about the
trees that should be saved. Mr. Henderson said that it can be incorporated into
the design phase. Some of the trees shown in the plan are existing. Mrs. Robison
said they should be more specific with opportunities for saving the older trees.
Draft
Cultural Arts District Study
Doug McRainey of the Parks,
Recreation and Cultural Resources Department reviewed the Town Center Civic and
Cultural Arts Study prepared by Pfeifer Partners Architects, LLP and Webb
Management Services. (A copy of the study is attached to and incorporated in
these minutes as Exhibit C, and
staff’s PowerPoint Presentation is attached to and incorporated in these
minutes as Exhibit D.)
Mr. McRainey that said that the
initial starting point for the project is the renovation of Cary Elementary,
approximately 26,000 square feet of the space will be looked at for additional
classrooms, includes a 350 seat theater and approximately 61,000 square feet for
the performing arts center. He said tying those together is a 650 car parking
deck with the ground floor for retail. The drop off to the arts center would be
off of
Town Manger Bill Coleman
reviewed staff recommendations listed below. He stated that the streetscape plan
includes a phasing plan.
Recommendation
1 (a)
Adoption of the streetscape
master plan and one of the following options:
Design all phases of the
streetscape plan with construction of phase I immediately. Accelerate
construction of the remaining streetscape phases by allocating all funding by
2008.
In addition to the $1,965,000
currently appropriated for streetscape work, an additional $1,831,525 is
necessary to complete design of all streetscape phases.
Staff recommends transferring $1,831,525 from General Fund fund balance
to meet this need. A detailed design
plan will be presented to Town Council for approval after draft design plans are
completed providing a post design estimate and addressing any outstanding
funding issues.
Staff also recommends that
capital project GG1056 be combined into ST1130 for ease of project
administration. Capital projects
CD0704 and CD0706 are Community Development Block Grant funded projects and must
be tracked and accounted for independently.
Recommendation
1 (b)
Adoption of the streetscape
master plan and one of the following options:
Design and construct phase I,
with design and construction of subsequent phases in accordance with the
streetscape phasing plan and as part of the annual budget process.
A detailed design plan will be
presented to Town Council for approval after draft design plans are completed
providing a post design estimate and addressing any outstanding funding issues.
Recommendation
2
Staff recommends that the
public art element of the streetscape project be integrated into the initial
design phase and that $80,000 of the funding identified above be used to hire an
artist as a part of the design team under Option a. Staff recommends that
$30,000 of the funding be identified to hire an artist as part of the design
team under Option b.
Recommendation
3
Staff recommends approval of
the Town Center Civic and Cultural Arts District Study.
Recommendation
4
Staff recommends proceeding
with the development of a RFP to hire a consulting team to develop the final
program and renovation plan for Cary Elementary with the funding as appropriated
in the FY07 CIB.
Recommendation
5
Staff recommends proceeding
with the acquisition of land identified in the Town Center Civic and Cultural
Arts District Plan for the
Recommendation
6
Staff recommends that the
remaining phases of the Town Center Civic and Cultural Arts District Plan be
considered with each Capital Improvement Budget as a part of the annual budget
process.
Mr. Coleman said that the major
decision is how council wants to proceed.
Mr. Roseland stated that he is
open through phase 6 in terms of design, but in order to prioritize the phases,
Town needs to move forward with options 1, 2a and 2b.
Mr. Coleman stated that it is
possible. He said that because of the size of the project the construction is
going to have to be phased. The difference between recommendation 1 and the
other options is that it would all be designed at one time and then constructed
in phases. The timing of the phases constructed will be the priorities
recommended in the phasing plan.
Mayor McAlister said that
another option is to design the entire plan and, as opportunities present
themselves, to move forward having flexibility knowing that it would fit it with
entire plan.
Ms. Dorrel asked if option 1a
is a commitment to allocate $20.3 million between now and 2008. Mr. Coleman
replied yes. He said it would take a significant about of time to design the
plan at which time staff will have a better idea of the cost estimates. Mr.
Henderson stated that it would take about 8 months.
Mr. Roseland said that the Town
needs to start implementing the plan. He recommended moving forward with option
1a which involves transferring $1.83 million from the general fund balance to
meet the need. He said it is in the best interest of the Town to make the plan a
reality and it will show prospective business owners that the Town has a serious
commitment.
Ms. Dorrel asked if that means
a commitment to dedicate $20 million in the 2008 budget regardless of where it
comes from and the debt capacity. Mr. Coleman responded that it depends on
whether it is one contract; that is one of the things that staff will have to
look into once the design. He said that the components could be phased. He said
once it is all designed it will have to be built in phases. He said that staff
will have to develop traffic plans, detours, and make plans for accessing
downtown businesses while under construction and it may take a couple of years
to get done.
Mayor McAlister said that Mr.
Roseland’s suggestion of moving forward with option 1a does not lock the Town
into a $20 million commitment for FY08. He
said that council will get a chance to make that decision at some future date.
Mr. Bailey stated that
staff’s intention when making the recommendation was to have one contract
which would go over a couple of years with different phases. He said that the
decision can be changed, but the original intent was to move forward and have
all of the funding allocated at the single contract in 2008.
ACTION:
Mr. Roseland moved that council approve all six staff recommendations for
the Town Center Streetscape Cultural Arts District plan on the two options for
option 1, that they adopt 1a which is the entire package of design moving
forward now, with the given caveats that when council has a budget work session
there will be some options in terms of construction and contracting laid out.
Mrs. Robinson provided the second.
Mayor Pro Tem Smith stated that
item 5 (land acquisition) is the critical piece and as council looks at future
phasing every effort has to be put into land acquisition. He said that by
approving option 1a council is showing a commitment to doing the plan all at
once; it also says to the private sector that the Town is serious about the
plan.
Mrs. Robison stated that she
supports the motion and agrees that council should be aggressive and focused in
implementation so that it has a visible impact.
ACTION:
Mayor McAlister called for a vote on the motion and council granted
unanimous approval.
Mrs. Robinson stated that
citizens are eager to see the start of the
Mayor McAlister stated that the
subject can be discussed in a future work session and asked that staff provide
suggestions and guidelines on how that should be done.
Ms. Dorrel left meeting at this
point, at
Mayor McAlister stated that
they need information on steps to build the facility and the logical break
points for funding. He asked staff to provide council with information on the
breakpoints.
Meeting adjourned at