Town Council Regular Meeting

Page 1 of 5 TOWN OF ST. JAMES REGULAR MEETING MINUTES October 2, 2024 The St. James Town Council met in Regular Session at 4:00 p.m. on Wednesday, October 2, 2024 in the Earl Dye Council Chamber. Council Members Present: Mayor Jean Toner, Mayor Pro Tem David DeLong, Councilors Jim Board and Lynn Dutney Staff Present: Town Manager Jeff Repp, Finance Director Pauline Haran, and Town Clerk Laura Williams Others Present: State Port Pilot Reporter Eliot Duke, Mr. Dennis Barclay, Ms. Joan Madsen, NCLM Staff: Chase Knollwood, Cindy Graham, Chris Nida, and Ann White, SJFD Chief Mr. Scott Boyer, SJFD President Mr. Jim Crum, and 19 residents. Absent: Councilor David Morgan (excused) 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 made two changes to the Agenda. The changes were to move Item 7a: Motion to Accept the Resignation of David Morgan Effective September 1, 2024, and Item 7b: Motion to Appoint Dennis Barclay to Town Council to Fill Unexpired Term of David Morgan ending December 3, 2025, to the beginning of the Agenda so Mr. Barclay could participate in the meeting. Mayor Pro Tem DeLong made a motion to approve the Agenda as amended. Vote: 4/0 NEW BUSINESS 24-24 Motion to Accept the Resignation of David Morgan Effective September 1, 2024. Mayor Toner stated that Councilor Morgan was traveling and unable to make the meeting. Councilor Morgan was an effective member of Council, he was active in the Firewise Program, and he will be missed. Mayor Toner made a motion to accept the resignation of David Morgan effective September 1, 2024. Vote: 4/0 24-25 Motion to Appoint Dennis Barclay to Town Council to Fill Unexpired Term of  Page 2 of 5 TOWN OF ST. JAMES REGULAR MEETING MINUTES October 2, 2024 David Morgan ending December 3, 2025 Mayor Pro Tem DeLong made the motion to appoint Dennis Barclay to Town Council to fill the unexpired term of David Morgan. Vote: 4/0 Town Clerk Laura Williams swore in Dennis Barclay as a member of the St. James Town Council. PRESENTATIONS a. Joan Madsen - Town of St. James Citizen of the Year Mayor Toner stated that the Town received multiple nominations to the new citizen recognition program and Ms. Madsen was selected due to her extensive involvement in St. James since its conception. Mayor Toner read a statement about Ms. Madsen’s accomplishments involving St. James beginning in 1995, when she moved into the community. Mayor Toner presented the award to Ms. Madsen. Ms. Madsen thanked Council. b. NCLM Presentation of Financial Software Mr. Chase Knollwood opened the presentation regarding St. James’ successful conversion to Municipal Accounting Services (MAS) Program. Ms. Cindy Graham with NCLM stated that St. James was the 12th town to convert to Black Mountain Software, which went live on April 1, 2024. She discussed the benefits of the conversion and what was offered with the program. Mr. Knollwood thanked the State Legislature, Local Government Commission, the St. James Town Council, and Finance Director Mrs. Pauline Haran for the successful and seamless conversion. Mr. Knollwood present Mrs. Haran and the Town Council with commemorative plaques. APPROVAL OF CONSENT AGENDA Mayor Pro Tem DeLong made a motion to approve the Consent Agenda, which consists of the minutes from the August 14, 2024 Regular Meeting and the minutes from the August 22, 2024 Work Session. Vote: 5/0 MAYOR/COUNCIL/STAFF REPORTS a. Councilor Jim Board appointed to the Brunswick County Planning Board Mayor Toner discussed that Councilor Board was recently appointed to the Brunswick County Planning Board. She stated that this appointment of Councilor Board will be a benefit to all the residents of Brunswick County. b. Town Manager Jeff Repp has been nominated to be the NCLM Legislative Policy Committee. Mayor Toner discussed Town Manager Repp’s previous work experience and educational background. She stated that due to his extensive experience and professionalism, he was appointed as the Chair of the Professional Development Committee of the North Carolina  Page 3 of 5 TOWN OF ST. JAMES REGULAR MEETING MINUTES October 2, 2024 City and County Management Association. He is a representative of the NCLM Board of Directors and a member of the League’s general government legislative action committee. He was recently appointed to the NCLM legislative policy committee. This committee provides input regarding the needs of North Carolina municipalities. This group represents municipalities and brings forward concerns to state legislatures. c. Town Manager Repp stated that the Town has recovered from the unexpected Tropical Cyclone #8. The Town sustained damage to two of the stormwater management retention ponds that will be repaired on Friday by Foster Lake Management. There are runoff problems from the amount of rain. The St. James Property Owners Association had significant damage to St. James Drive and Pinecrest Drive. Both roads have been reopened in a timely manner. The Town continues to work with other municipalities in Brunswick County as the traffic issues continue with getting into and out of Southport due to the bridges being out on 211. OLD BUSINESS – None. NEW BUSINESS (contd.) 24-26 Motion to Adopt Resolution # 2024-05 Declaring Surplus Certain Community Center Tables Town Manager Repp discussed that the Town recently replaced card tables at the Community Center and need to dispose of the eighteen tables. This Resolution allows the Town to declare the tables as surplus property and advertise the tables on GovDeals. Mayor Pro Tem DeLong made a motion to approve Resolution # 2024-05: Declaring Surplus Certain Community Center Tables. Mayor Toner asked if there were any discussion or questions from Council, there were none. Vote: 5/0 24-27 Motion to Authorize the Mayor to Execute Storm Debris Removal Agreement with St. James Property Owners Association Mr. Repp stated this agreement is the second agreement that the Town has entered into with the POA, and it relates to the next two items on the agenda regarding storm debris pick up. This agreement allows the Town to seek reimbursement if the Town were to activate the prepositioned debris removal contracts and pick up debris within the Plantation. The roads in St. James Plantation are owned by the POA and this agreement allows the Town to legally seek reimbursement for storm debris pick up on the private roads. Councilor Board made a motion to authorize the Mayor to execute storm debris removal agreement with St. James Property Owners Association.  Page 4 of 5 TOWN OF ST. JAMES REGULAR MEETING MINUTES October 2, 2024 Mayor Toner asked if there were any discussion or questions from Council, there were none. Vote: 5/0 24-28 Motion to Authorize the Mayor to Execute Multi-Jurisdictional Disaster Debris Management Agreement with Southern Disaster Recovery, LLC as the primary contractor and CTC Disaster Response, Inc. as the secondary contractor. Town Manager Repp discussed that several months ago the Council elected to participate with the County in the selection of debris firms and monitoring contracts. The Town’s and County’s contract with Ceres had expired at the end of September. There is a need for a solicitation process for FEMA approved contractors that will be activated in the need of a severe storm and debris needs to be picked up. This involves both vegetative and household debris. The county has completed their process, and they have selected two firms. The primary contractor is Southern Disaster Recovery which is the same company that was selected to be the primary contractor for North Carolina Emergency Management. CTC Disaster Response is the secondary contractor in the event the workload is such that it needs to be spread over two contractors. Mr. Repp stated the Town will not have to go through the County for the activation of these agreements. The Town will deal with contractors directly and they work for the Town. Councilor Dutney made a motion for the Mayor to execute multi-jurisdictional disaster debris management agreement with Southern Disaster Recovery, LLC as the primary contractor and CTC Disaster Response, Inc. as the secondary contractor. Mayor Toner asked if there were any discussion or questions from Council. Mayor Pro Tem DeLong confirmed that the town was primarily entering this contract because the current contract with Ceres was expiring, and the Town needs a debris contractor. Mr. Repp responded that was correct and this agreement with these two firms is a series of five 1-year agreements and if needed, can be voided with a 60 day notice and the Town could go with another contractor. Mayor Pro Tem DeLong stated that the Town has always had a good rapport and response with having its own contractor, rather than relying on the County or State. Mayor Toner agreed and stated that the Town has had a great experience with Ceres during previous storm events. She would like the Town to perform its own evaluation, and she is concerned about the capability of the these contractors to service St. James since they are also going to service the State and Brunswick County. Mayor Toner stated that in the future, the Town could explore other debris contractor options but to currently move forward with these contractors. Councilor Board inquired when these agreements would go into effect and Mr. Repp stated upon adoption and the Town is required do this as the current contract with Ceres is expiring. Ceres was one of the contractors that bid but were not ranked high enough by the County to be considered primary or secondary.  Page 5 of 5 TOWN OF ST. JAMES REGULAR MEETING MINUTES October 2, 2024 Vote: 5/0 24-29 Motion to authorize the Mayor to execute multi-jurisdictional disaster debris planning and support management agreement with Tetra Tech, Inc. as primary contractor and Metric Consulting, LLC as secondary contractor. Mr. Repp stated that these agreements are along the same lines as the previously approved agreements. The County selected two firms to service as the monitoring company that follow behind the contractor to monitor and confirm the quantity of debris collected. This ensures FEMA has a confidence level of the debris contractor. FEMA does reimburse the Town for this service. Mayor Pro Tem DeLong made a motion to authorize the Mayor to execute multi- jurisdictional disaster debris planning and support management agreement with Tetra Tech, Inc. as primary contractor and Metric Consulting, LLC as secondary contractor. Mayor Toner asked if there were any discussion or questions from Council, there were none. Vote: 5/0 PUBLIC COMMENT – None. ADJOURNMENT At 4:37pm Councilor Board made a motion to adjourn the meeting. All were in favor. Vote: 5/0 Respectfully Submitted, Approved, _________________________ ______________________ Laura Williams, Town Clerk Jean R. Toner, Mayor