Town Council Regular Meeting

Page 1 of 4 TOWN OF ST. JAMES REGULAR MEETING MINUTES August 14, 2024 The St. James Town Council met in Regular Session at 4:00 p.m. on Wednesday, August 14, 2024 in the Earl Dye Council Chamber. Council Members Present: Mayor Jean Toner, Mayor Pro Tem David DeLong, Councilors Jim Board, David Morgan, and Lynn Dutney Staff Present: Town Manager Jeff Repp, and Office Assistant Jamie Burns Others Present: State Port Pilot Reporter Eliot Duke and 7 residents. Absent: Town Clerk Laura Williams and Finance Director Pauline Haran 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 Mayor Toner indicated a correction to the date on the Agenda from August 7, 2024, to August 14, 2024 due to rescheduling the Town Council Regular Meeting because of tropical storm Debby. Mayor Toner asked if there were any other corrections to the agenda. No additional changes or corrections were made to the Agenda. Mayor Toner asked for a motion to approve the Agenda. Mayor Pro Tem DeLong made a motion to approve the Agenda. Vote: 5/0 APPROVAL OF CONSENT AGENDA Councilor Dutney made a motion to approve the Consent Agenda, which consists of the minutes from the June 5, 2024 Regular Meeting, the minutes of the June 20, 2024 Work Session and the minutes from the July 18, 2024 Work Session. Vote: 5/0 MAYOR/COUNCIL/STAFF REPORTS - None OLD BUSINESS – None. NEW BUSINESS 24-22 Motion to Accept the Proposal of Sawyer Sherwood & Associates for Architectural Services related to Needs Study and Design for St. James Community Center in the estimated amount of $29,840. Town Manager Repp discussed that the two proposals on the Agenda should be considered essentially the same project even though they are separate proposals. In the Fiscal Year (FY) 2025 budget the town had budgeted $65,000 to undertake a needs assessment for the community center with plans to begin the process of expanding the center in a couple of years. As part of that expansion project the town wanted to find  Page 2 of 4 TOWN OF ST. JAMES REGULAR MEETING MINUTES August 14, 2024 out what the citizens want from the center since its creation was over ten years ago. The original plan was to have one consultant, but in NC if the amount exceeds $50,000 the town is required to seek proposals from at least three consultants and advertise the work. Since the town has been working with McGill Associates to work on the scope of work, the town decided to split the proposal in two. Normally Sawyer Sherwood & Associates would have served as a subconsultant to McGill Associates. Sawyer Sherwood and Associates, who were the architects of the existing building, will do the the actual evaluation of the building. They will do the actual architectural work, determining what can be done with the existing building and if there’s any expansion needed, how it can be done. Mayor Pro Tem DeLong made a motion to accept the proposal of Sawyer Sherwood & Associates for Architectural Services related to the Needs Study and Design of St. James Community Center in the estimated amount of $29,840. Vote: 5/0 24-23 Motion to Accept the Proposal of McGill Associates for Professional Services for the Completion of Space Needs Assessment for the St. James Community Center in the Lump Sum Amount of $30, 740. Town Manager, Jeff Repp, stated that McGill Associates will be doing the citizen input, survey, community meetings, and so forth to get input from the public as to what they would like to see in a community center going forward. These are really two proposals, but it’s the same project. The needs assessment and plans for the community center. Mayor Toner asked a question regarding the evaluation of the existing facility. It was her understanding that the original structure was not designed to add a second floor, but would like to have confirmation of that. Mr. Repp indicated that they will do that. The intent is to take the work that McGill does, which is determining what the public wants in a new facility, and then decide how to rehab the existing facility by either going up, or if that’s not possible, by expanding it. If expansion is required, it would be determined what parking would be lost or what other issues may have to be dealt with to incorporate the needs. The ultimate decision will be that of the town council of what to do, but this will see what would need to be done to modify the existing facility to do the most with what the citizens are looking for. But it will eventually be the decision of the town council to decide how they want to proceed, which would then go towards design and construction in the future. Councilor Morgan clarified that they are doing a survey of the citizens. Mr. Repp confirmed this, as well as community meetings. Mayor Toner indicated that they are offering residents many ways to complete the surveys including hard copies, as well as by using a QR code.  Page 3 of 4 TOWN OF ST. JAMES REGULAR MEETING MINUTES August 14, 2024 Councilor Dutney asked about the timeline for work to begin if council approves the proposal. Mr. Repp said the intent is to have it wrapped up probably in the Spring of next year in order to have a report back to the Town Council so that they can begin using this information as they get trends of the budget for FY 2026. Mayor Toner is hopeful that when approved a timeline can be provided as to an estimated completion date. Mr. Repp stated that he would get a timeline from them. Mayor Toner asked if there was any public comment since this is a budgetary item. John Nestoriak, Pine Forest Drive, asked what prompted the need to do the study. Mr. Repp stated that a lot has changed since the original design of the Community Center in the way rooms were laid out and constructed. Activities have also changed and they have heard of various uses of the ways the Community Center should be used, such as for a gym and other uses that don’t currently exist. The intent was to get citizen feedback of what they want now as opposed to 10 years ago when the community center was originally built. Going forward, what kind of activities would they be looking for, or what would they be wanting to use that facility for. They could then use that information when moving forward with the expansion plans. Based on feedback, there may end up being no plans. Mr. Nestoriak indicated a concern about parking if more activities and facility spaces are added, as this has always been a problem. Mr. Repp indicated that would be incorporated into the study. Mayor Toner indicated that a budgetary expense had been approved earlier in the year for the paving of Cell Tower Road back to the end of the parking lot, which Mr. Repp stated will add 24 more parking spots. Mayor Toner also indicated that the Community Center is always a topic of conversation during the town council annual retreats. User surveys completed at the Community Center provide feedback which has been used to garner additional information about needs in helping to make decisions. Staff have also provided information about how many times they have had to turn down requests to use the small rooms due to the heavy demand for those. This has driven the thought to take a look at needs. Mayor Toner asked for Public Comment-There was none. Councilor Dutney made a motion to accept the proposal of McGill Associates for the Professional Services for completion of the space needs assessment for the community Center in the estimated amount of $30,740. Vote: 5/0 PUBLIC COMMENT Mayor Toner asked if there was any public comment of a general nature. Dennis Feltz, Gauntlet Drive, asked council for an update on the status of the 211 Project, specifically the front gate flooding situation. Mayor Toner indicated that the town council could give an update on the 211 project and additional public comment from Mr. Lendh in regards to the front gate.  Page 4 of 4 TOWN OF ST. JAMES REGULAR MEETING MINUTES August 14, 2024 Mayor Pro Tem DeLong indicated that the 211 Project is going as well as they can expect. It is at about 46%. There is status meeting on Friday, August 16, 2024, at which time he will get an update on that. He is hoping to get an answer about the difficulties with flooding. They are satisfied with progress being made on 211. Pavement is going down and they are getting things ready to go for the big parts of the project. The extension road down at the end of the old Long Beach Road supposedly will be open in September. 211 will stay open through most of that. Mr. Feltz asked if the flooding at the gate will continue until the highway is completed. Mayor Pro Tem DeLong noted that the POA will be setting up a meeting with the DOT since that is POA, not the Town’s property. Mr. Feltz also asked if there is an update on when the Northbound lane would be used instead of the Southbound lane. Right now they do not know if they are going to open the entire road. There are two thoughts, they will either open it in sections or wait for the whole thing to be done. He does not know how they will deal with that. Mr. Lendh reported that there is a POA meeting on Thursday, August 22nd to talk about the flooding issue. Mayor Toner asked Mr. Repp if he knew when they would be working to raise the road on the POA and Town sides. He believes the POA side was to be within 30 days. After 30 days would be work from 211 towards the guard shack. That will not be raising the roads it will just be tearing everything in to get storm water management pipes across. This will all be done at night so roads will not be closed. The same time is estimated to finish up the Town’s side. They will be elevating the road starting at the driveway into the sales office and heading towards the road it will be a gradually up to where the new road is now that will be paved, sloped in there. There is currently no date for that. Mayor Toner indicated that information will be provided as the town receives it. Mayor Pro Tem DeLong indicated that he has gone to the planning meetings and contract award meeting. It is difficult to generate a schedule that makes sense with a 5 year project. A motion to adjourn was made at 4:20 by Councilor Board. ADJOURNMENT At 4:20 pm Mayor Pro Tem DeLong made a motion to adjourn the meeting. All were in favor. Vote: 5/0 Respectfully Submitted, Approved, Jeff Repp, Town Manager Jean R. Toner, Mayor