Planning & Zoning Meeting

Town of Swansboro Board of Commissioners June 25, 2024, Regular Meeting Minutes In attendance: Mayor Pro Tem William Justice, Commissioner Jeffrey Conaway, Commissioner Joseph Brown, and Commissioner Douglas Eckendorf. Mayor John Davis, and Commissioner Pat Turner were absent. ********************************** Call to Order/Opening Prayer/Pledge The meeting was called to order at 6:00 pm. Mayor Pro Tem Justice led the Pledge of Allegiance. Public Comment Citizens were offered an opportunity to address the Board regarding items listed on the agenda. No comments were given. Adoption of Agenda and Consent Items On a motion by Commissioner Conaway, seconded by Commissioner Eckendorf, the agenda, as amended to move the Budget Ordinance Amendment #2024-11 out of consent for discussion, and the remaining below consent items were approved unanimously. - March 12, 2024, Regular Meeting Minutes - March 14, 2024, Special Meeting Minutes - Ordinance Amendment #4 to the Swansboro Bicentennial Park Boardwalk Extension with Public Day Docks Project - Tax Refund Requests - Audit Contract with Gregory T. Redman, CPA (July 1, 2023, thru June 30,2024) Appointments/Recognitions/Presentations Several recognitions were presented, with Commissioner Conaway reading the proclamations: Swansboro Historical Association: Commissioner Conaway began by acknowledging the Swansboro Historical Association for their efforts in preserving the town’s heritage. He read a proclamation that praised the association for successfully organizing the 2024 Historic Homes Tour, which took place on April 27, 2024. This event allowed the public to explore eight to ten historic homes, offering insights into the community’s history and cultural legacy. The board expressed gratitude to the members, volunteers, and supporters for their dedication, which contributed to the event’s success and enriched the cultural fabric of the town. Page 1 of 4 Teacher of the Year: Commissioner Conaway also read a proclamation recognizing Marissa Bak from Swansboro Middle School as the 2023-2024 Onslow County Teacher of the Year. She was honored for her nine years of dedication, innovation, and compassion in teaching. Her commitment to mental health and serving the less fortunate was also highlighted. Marissa was acknowledged for her exceptional contributions to the academic and personal growth of her students, and her recognition as Teacher of the Year reflected her excellence in education. Assistant Principal of the Year: The final proclamation, read by Commissioner Conaway, honored Gary Cassidy, also from Swansboro Middle School, as the 2023-2024 Onslow County Assistant Principal of the Year. His leadership, dedication, and positive impact on students, staff, and the community were highlighted. His innovative approaches and compassionate guidance were noted as key factors in his success. The board expressed appreciation for his contributions to education and acknowledged the legacy he was building within the school and the broader community. Presentation – Ricky's Retreat Wendie Kidwell presented information on Ricky's Retreat, a non-profit she founded after losing her son to suicide, provides free, 24/7 mental health support for young people aged 14-24 through peer-led services. The organization, started in her backyard, focused on reducing suicides and overdoses in the community, offering a safe space where individuals feel heard and supported. With a team of board members and a mental health advisory committee, Ricky's Retreat has made over 70 contacts, saving lives through its outreach and partnerships, including a collaboration with the Swansboro Police Department. In response to inquiries from the board, Ms. Kidwell provided the following information. - Age ranges of individuals vary greatly - Utilizes a peer support model, where individuals with lived experiences provide guidance and emotional support to those facing similar mental health challenges, fostering healing through shared understanding - People seeking help often contacted Ricky's Retreat through their website, social media platforms, or by messaging directly, with some preferring in-person visits while others opted for phone or online communication. Arts by the Sea, Taste of the Town Winners Anna Stanley and Deb Pylypiw presented awards for the 2024 Taste of the Town event, recognizing local restaurants for their contributions. The Burrow won Best Appetizer for their crab dip, represented by manager Aric Oostra on behalf of Randy Swanson. Page 2 of 4 Preston's Corner won Best Entree for their tropical pork chops but could not attend the event. Lastly, Il Cigno Italiano received the award for Best Dessert with their key lime cheesecake. Business Non-Consent Monthly Financial Report as of May 31, 2024 Finance Director Johnson reviewed details from the monthly financial report, attached herein with the power point presentation of the meeting. In response to inquiries from the board, Mrs. Johnson clarified the following. - The projections were considered on target based on last year's data - Auditor would be onsite to conduct the annual audit in mid-September Future Agenda Topics Future agenda items were shared for visibility and comments. In addition, an opportunity was provided for the board to introduce items of interest and subsequent direction for placement on future agendas. There were no new agenda items introduced. Items moved from consent Budget Ordinance Amendment #2024-11 Commissioner Eckendorf requested the budget amendment be pulled for discussion. He inquired about the timing for the budget's readiness for board and mayoral signatures. Town Clerk Fender clarified that the budget for FY 24/25 had already been adopted after required the public hearing on June 11, 2024, with the mayor having signed the ordinance. Commissioner Eckdenorf then expressed he wanted a focus on future budget planning and suggested to schedule a special meeting with commissioners to discuss a strategic approach and identify tools for improving efficiency. He reiterated his commitment during his political campaign to reducing property taxes, stressing the need for thorough examination and the use of available tools to ensure efficient town operations and government. He also acknowledged the challenges ahead and emphasized the importance of making progress on these issues before moving forward, while remaining dedicated to fulfilling campaign promises and ensuring effective town management. On a motion by Commissioner Conaway, seconded by Commissioner Eckendorf, Budget Ordinance Amendment #2024-11 was unanimously approved. Public Comment Citizens were offered an opportunity to address the Board regarding items not listed on the agenda. No comments were given. Page 3 of 4 Manager's Comments Manager Barlow provided an update on the status of Shore Drive resurfacing, sharing that worker encountered obstacles as they worked to complete the milling task. Notices were sent out to the residents on Shore Drive informing them that the pavement company would be arriving on Friday and Saturday to complete the project. Additionally, he shared that the sidewalks were completed at the One Harbor Church property connecting to Municipal Park. The Morganser Road patchwork had also been completed. Board Comments Commissioner Eckendorf commented on the recent special meeting covering funding for Tunnel to Towers, and SwanFest, and the TDA. He referenced the TDA charter, amended in May 2014, which authorized expenditures for tourism promotion, including publishing materials and attracting tourists. He addressed concerns from the Arts Council about potential budget cuts, emphasizing that the town had consistently funded them for years. Commissioner Eckendorf noted that travelers that come to local events contribute to retail taxes, which support tourism-related funding through occupancy taxes. He planned to attend the next TDA meeting to discuss whether property taxes or general funds should contribute to the TDA and hoped to receive feedback beforehand. Mayor Pro Tem Justice brought up a longstanding issue regarding building codes and enforcement, which had been unresolved for nearly five years. He expressed frustration about the lack of progress and emphasized the need for consistent adherence to building codes for everyone. He suggested that town staff should work with Randy and other local officials to develop and implement a code. Mayor Pro Tem Justice highlighted the importance of following ordinances and codes and hoped that the situation could be resolved soon. Aric Oostra, manager with Il Cigno Italiano and the Boro, addressed the board and shared that the process involved working with architects and other professionals to finalize the plans for the proposed property. Additionally, different engineers addressed the town's concerns, ensuring that all documentation for various jobs was handled appropriately. Adjournment On a motion by Commissioner Conaway, seconded by Commissioner Brown, the meeting adjourned at 6:59 pm. Page 4 of 4  6/24/2024 Regular Meeting June 25, 2024 1 1. Please turn cell phones to “off” or “vibrate”. 2. The Board offers the public three opportunities to speak during the meeting: A comment period is offered at the beginning and end of the meeting. Please note that a separate opportunity is provided for those items requiring a public hearing. Public Hearing(s) – There are no public hearings scheduled for this meeting. 2 1  6/24/2024 PUBLIC COMMENT Citizen opportunity to address the Board for items listed on the agenda. 3 AGENDA AND CONSENT ITEMS Action Needed: Motion to Adopt the Agenda as prepared (or amended) and approval of the Consent Items 4 2  6/24/2024 Recognition of Swansboro Historical Association Presenter: Bill Justice – Mayor Pro Tem 5 Recognition of Onslow County Schools Teacher of the Year – Marissa Bak Presenter: Bill Justice – Mayor Pro Tem 6 3  6/24/2024 Recognition of Onslow County Assistant Principal of the Year – Gary Cassidy Presenter: Bill Justice – Mayor Pro Tem 7 Ricky's Retreat Presenter: Wendie Kidwell– Chairman of the Board for Ricky’s Retreat 8 4  6/24/2024 Arts by the Sea, Taste of the Town Winners Presenters: Anna Stanley – Parks & Recreation Director and Deb Pylypiw- Recreation Aide 9 NEW BUSINESS/NON-CONSENT Financial Report Presenter: Sonia Johnson – Finance Director 10 5  6/24/2024 TOWN OF SWANSBORO FINANCIAL REPORT (AS OF MAY 31, 2024) REVENUES EXPENDITURES LOAN PAYMENTS INVESTMENTS 11 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF MAY 31, 2024) GENERAL FUND 7,000,000 $5,891,115 6,000,000 $5,118,823 $5,341,661 5,000,000 $3,918,065 4,000,000 3,000,000 2,000,000 1,000,000 0 Revenues Expenditures FY 22/23 FY 23/24 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $549,454 12 6  6/24/2024 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF MAY 31, 2024) (ACTUAL) GENERAL FUND 7,000,000 $5,891,115 6,000,000 $5,118,823 $4,940,615 5,000,000 4,000,000 $3,743,777 3,000,000 2,000,000 1,000,000 0 Revenues Expenditures FY 22/23 FY 23/24 (ENCUMBRANCES NOT INCLUDED) Total Excess of Revenues Over Expenditures $950,500 13 (PURCHASE ORDERS) ENCUMBERED SPENT % DEPT. BUDGET YTD ACTUAL BALANCE May 31, 2024 GOVERNING BODY 43,476 40,910 242 94.7% ADMIN SERVICES 427,686 378,165 1,016 88.7% FINANCE 289,345 265,921 423 92.1% LEGAL 63,000 51,235 - 81.3% PUBLIC BUILDINGS 393,435 325,686 2,358 83.4% FIRE 1,395,815 1,336,607 2,626 95.9% PERMITTING 393,592 326,473 - 82.9% POLICE 1,256,251 1,001,680 14,856 80.9% PUBLIC WORKS-STREETS 598,148 286,085 250,068 89.6% POWELL BILL-STREETS 126,636 37,762 78,824 92.1% PARKS & RECREATION 359,232 287,072 30,435 88.4% CHURCH STREET DOCK/VISITOE CENTER 179,302 62,063 3,415 36.5% EMERGENCY MANAGEMENT 44,306 20,063 5,055 56.7% FESTIVALS & EVENTS 124,653 103,158 11,728 92.2% NON DEPARTMENTAL 586,580 417,735 - 71.2% TOTAL 6,281,457 4,940,615 401,046 85.04% ** 14 7  6/24/2024 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF MAY 31, 2024) STORMWATER ENTERPRISE FUND 200,000 $175,049 $174,882 180,000 160,000 $134,750 140,000 120,000 100,000 $79,152 80,000 60,000 40,000 20,000 0 Revenues Expenditures FY 22/23 FY 23/24 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $55,598 15 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF MAY 31, 2024) SOLID WASTE ENTERPRISE FUND 500,000 $469,069 450,000 $398,603 400,000 $352,709 350,000 $335,326 300,000 250,000 200,000 150,000 100,000 50,000 0 Revenues Expenditures FY 22/23 FY 23/24 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $45,894 16 8  6/24/2024 TOWN OF SWANSBORO LOAN REPORT (AS OF MAY 31, 2024) Item Principal Interest End Date Annual Debt Balance Rate Service DEBT Town Hall/Tanker $317,275 2.69 03/21/2028 $84,724 Public Safety Facility $40,000 2.58 12/22/2024 $42,064 SERVICE Fire Truck $136,806 2.08 11/01/2026 $47,512 Sleeping Quarters $75,000 2.43 12/14/2026 $28,038 Grapple Truck/Town $93,416 1.72 6/25/2025 $47,917 Hall Generator Vehicles(Police & Fire $67,627 1.84 7/15/2026 $23,377 Department) & Software Cab Tractor/Dump $254,500 4.82 4/3/2029 $58,491 Truck Total Debt $984,624 $332,123 17 TOWN OF SWANSBORO CASH & INVESTMENTS REPORT (AS OF MAY 31, 2024) CASH & INVESTMENTS BANK BALANCE INTEREST RATE First Citizens Bank $263,388 .05% NC CMT-General $6,027,233 5.23% TD Bank $6,233,672 5.21% (SCIF Funds for EOC & Sidewalks) 18 9  6/24/2024 GRANT UPDATE Budget YTD Expenditures Encumbrances Unencumbered American Rescue Plan Act Fund $1,102,599 $955,329 $46,850 $100,420 Swansboro Bicentennial Park Boardwalk Extension $277,800 $140,673 $0 $137,127 Emergency Operation Center $6,131,566 $19,543 $0 $6,112,023 Emmerton School Repairs $424,000 $22,125 $0 $401,875 Stormwater Master Plan $400,000 $18,050 $0 $381,950 Total Outstanding Grants $8,335,965 $1,155,720 $46,850 $7,133,395 19 Any Questions ? 20 10  6/24/2024 NEW BUSINESS/NON-CONSENT Future Agenda Items Future agenda items are shared for visibility and comment. In addition, an opportunity is provided for the Board to introduce items of interest and subsequent direction for placement on future agendas. Action Needed: Discuss and provide any guidance. Presenter: Alissa Fender – Town Clerk 21 PUBLIC COMMENT Citizen opportunity to address the Board. 22 11  6/24/2024 MANAGER’S COMMENTS Interim Town Manager 23 BOARD COMMENTS Mayor John Davis Mayor Pro William Justice Commissioner Jeffrey Conaway Commissioner Douglas Eckendorf Commissioner Joseph Brown Commissioner Patrica Turner 24 12  6/24/2024 ADJOURN 25 13