Town Council Regular Meeting

Page 1 of 4 TOWN OF ST. JAMES REGULAR MEETING MINUTES January 3, 2024 The St. James Town Council met in Regular Session at 4:00 p.m. on Wednesday, January 3, 2024 in the Earl Dye Council Chamber. Council Members Present: Mayor Jean Toner, Mayor Pro Tem David DeLong, Councilors David Morgan and Lynn Dutney Staff Present: Town Manager Jeff Repp, Finance Director Pauline Haran, and Town Clerk Laura Williams Absent: Councilor Jim Board (virtually present via Zoom) Others Present: 5 residents CALL TO ORDER Mayor Toner opened the meeting at 4:00 p.m. PLEDGE OF ALLEGIANCE All in attendance joined Mayor Toner in honoring our flag. APPROVAL OF AGENDA There were no changes or corrections to be made to the Agenda. Mayor Toner asked for a motion to approve the Agenda as presented. Councilor Morgan made a motion to approve the Agenda. Vote: 4/0 APPROVAL OF CONSENT AGENDA Councilor Dutney made a motion to approve the Consent Agenda, which consists of the minutes from the December 6, 2023 Regular Meeting. Vote: 4/0 MAYOR/COUNCIL/STAFF REPORTS - None. OLD BUSINESS – None. NEW BUSINESS 24-01 Motion to Reappoint Mary Nash to the St. James Emergency Management Group Mr. Repp stated that Mary Nash has been serving as the deputy director on the Emergency Management Group for several years. This motion would reappoint Ms. Nash for an additional 3 years to the Emergency Management Group. Councilor Dutney made a motion to reappoint Mary Nash to the St. James Emergency Management Group.  Page 2 of 4 TOWN OF ST. JAMES REGULAR MEETING MINUTES January 3, 2024 Mayor Toner asked if there were any discussion or questions from Council, there were none. Vote: 4/0 24-02 Motion to Award the Town Hall Parking Area Rebuild Project to Carmichael Construction, Inc. in the amount of $129,500.00 Mr. Repp discussed the replacement/improvement of the areas between the existing parking lot and ponds number 2 and 3. When the Town Hall/Community Center was originally constructed, these areas were deemed pervious and after time elapsed and further investigation, these areas can now be deemed impervious. Currently, there is a mesh material that has torn up and is no longer staying in place. This project consists of digging out the area, replace with concrete, replace curb blocks, and stripe the area. This will add an additional two parking spaces. Two bids were received, Carmichael’s bid was $129,500 and the other bid was $149,000. Councilor Dutney made a motion to award the Town Hall Parking Area Rebuild Project to Carmichael Construction, Inc. in the amount of $129,500.00. Mayor Toner asked if there was any public comment due to the item involving the expenditure of public funds, there was none. Mayor Toner asked if there were any discussion or questions from Council, there were none. Vote: 4/0 24-03 Motion to Approve the Committee Appointments from Mayor Toner Mayor Toner stated that these committee appointments are the same ones that Council has had in the past. These are appointments that are made for Council to have certain responsibilities for committees or projects. 2024 TOSJ Council Assignments: Board of Adjustment Town Council Cape Fear Council of Governments Jean Toner Cape Fear RTAC Dave DeLong Community Programs Staff and Council Emergency Management Jean Toner Firewise Committee Dave Morgan Fire Department BOD Lynn Dutney Finance Lynn Dutney Planning Board Jim Board Rt. 211 Widening/Median Project Dave DeLong  Page 3 of 4 TOWN OF ST. JAMES REGULAR MEETING MINUTES January 3, 2024 Mayor Pro Tem DeLong made a motion to approve the Committee Appointments from Mayor Toner. Mayor Toner asked if there were any discussion or questions from Council, there were none. Vote: 4/0 24-04 Motion to Approve the FY 2025 Budget Schedule Mr. Repp stated that annually Council considers a schedule for the upcoming Fiscal Year’s budget. These dates lead to the implementation and adoption of the budget in June. Town of St. James Annual Operating Budget Calendar Fiscal Year 2024-2025 DATE EVENT Thursday, February 22, 2024 Council Retreat: Official Presentation of Budget Calendar Wednesday, March 6, 2024 Deadline to notify Town Staff if committee wishes to be included on Work Session agenda on March 21st. Thursday, March 21,2024 Work Session: Funding Request Presentations to council (if requested by March 6) Tuesday, March 26, 2024 Deadline for all Official Funding Request Documentation - SJFD, Committees, Donations, etc. Tuesday, April 9, 2024 Internal Deadline: Budget Review and Analysis with Manager Thursday, April 18, 2024 Work Session: Manager's Balanced Budget Presented to Council Workshop Thursday, April 25, 2024 Internal Deadline: Budget Message, prepared and finalized Wednesday, May 1, 2024 Regular Meeting: Public Hearing on Budget Thursday , May 16, 2024 Work Session: Workshops -Budget, if needed Wednesday, June 5, 2024 Regular Meeting: Adoption of Budget Mayor Toner stated that May and June have deadlines that are in the beginning of the month and inquired if it would cause issues with timing of the budget preparation. Mrs. Haran responded that it would not cause any issues with budget preparation.  Page 4 of 4 TOWN OF ST. JAMES REGULAR MEETING MINUTES January 3, 2024 Councilor Morgan made a motion to approve the FY 2025 Budget Schedule. Mayor Toner asked if there were any discussion or questions from Council, there were none. Vote: 4/0 24-05 Motion to Approve the Floodplain Variance Request for 2769 Marsh Point Lane for Installation of a Mini-Split in Garage (Board of Zoning Appeal Action) Mr. Repp discussed that the Town Council serves as the Board of Adjustment for the purpose of any matters regarding the Unified Development Ordinance, and Stormwater Management Ordinance. This variance request involves the stormwater management ordinance. 2769 Marsh Point Lane has requested the installation of a mini-split in their garage. This property is located in an flood zone. The applicant submitted his variance request and Staff recommends that the Board of Adjustment approve the variance. If approved, staff will provide the approval to the Brunswick County Floodplain Administrator, who will then issue a permit. Mr. Repp stated that in a floodplain, it is a requirement to have electrical equipment above a certain elevation due to potential flooding. Mr. Repp stated that mini-splits are usually installed at ceiling height, but the concern is the outside unit that needs to be above a certain elevation. Councilor Dutney made a motion to approve the floodplain variance request for 2769 Marsh Point Lane for the installation of a mini-split in the garage. Mayor Toner asked if there were any discussion or questions from the Board of Adjustment, there were none. Vote: 4/0 PUBLIC COMMENT – None. ADJOURNMENT At 4:10pm Mayor Pro Tem made a motion to adjourn the meeting. All were in favor. Vote: 4/0 Respectfully Submitted, Approved, _________________________ ______________________ Laura Williams, Town Clerk Jean R. Toner, Mayor