Town Council Work Session

Page 1 of 3 TOWN OF ST. JAMES WORK SESSION MINUTES June 20, 2024 The St. James Town Council held a Work Session on June 20, 2024 in the Earl Dye Council Chamber. Mayor Toner opened the Work Session at 10:00am. Council Members Present: Mayor Jean Toner, Mayor Pro Tem David DeLong, Councilors Lynn Dutney and David Morgan. Staff Present: Town Manager Jeff Repp, Finance Director Pauline Haran, Part-Time Administrative Assistant Jamie Burns, and Town Clerk Laura Williams Others Present: State Port Pilot Reporter Eliot Duke. Absent: Councilor Jim Board Administration Update a. April and May 2024 Zoning Report Town Manager Jeff Repp presented both the April and May zoning reports. For April, there were 15 total zoning permits issued, 9 new construction and 4 additions/modifications. For May, there were 12 total zoning permits issued, 8 new construction and 4 additions/modifications. The cumulative total of permits issued in the last 12 months was 88 new construction and 57 other permits. b. April and May 2024 Community Center Monthly Report and Survey Town Manager Repp reviewed the Community Center reports for both April and May. From January to May, there were a total of 1,211 reservations and the revenue billed for the same time period totaled $52,105. The Community Center activity and revenues continue to increase year-over-year. In the same time period in 2022, the Community Center’s revenue totaled $13,493 and in 2023, it totaled $35,743. Mr. Repp discussed political groups reserving space in the Community Center. It is not possible to ban a political group from using the Community Center and they are treated like any other nonprofit group. They are able to reserve and pay for the space requested. There is a state law that allows local or county political groups to use public buildings for their annual or biannual meetings and they are able to use public buildings and not have to pay for usage. If there is a fundraiser meeting or a politician requests to use a public space such as a community center, they are required to pay the rental fee. c. Draft Burning Ordinance and Attorney Comments Town Manager Repp discussed the draft burning ordinance that was originally discussed last year and the Town attorneys have reviewed the ordinance and shared their comments. Mr. Repp stated that enforcing any burning ordinance would be problematic. Brunswick County will not enforce a Town ordinance, as that is outside of their purview. Essentially, the Town cannot grandfather anyone who has a woodburning fire pit into the ordinance. The Mayor mentioned instituting fines. Mr. Repp stated that unless the burning is visible from the road, there is no way to enforce it since the Town personnel cannot go on a resident’s property. The Mayor stated if a fire occurs from burning, the property owner could be cited. Finance Director Pauline Haran stated that she does not have the authority  Page 2 of 3 TOWN OF ST. JAMES WORK SESSION MINUTES June 20, 2024 to make someone pay the fine for the violation. Mayor Toner voiced her concern regarding sky lanterns or luminaries. Council and Staff continued to discuss the ordinance and the process of how to issue and collect fines. Mr. Repp stated he would get back to the Town Attorneys with the Council’s thoughts and get a revised ordinance to present in the near future. d. 25th Town Anniversary Update of Events/Questions Mayor Toner stated that both Emergency Management and Firewise volunteers will be present at the fireworks event to prevent folks from going into the restricted area of the fairway. There was a discussion of what time volunteers need to arrive at the Reserve Club. Mayor Pro Tem DeLong stated that Town Staff needs to include a note about spectators being mindful about private property in the Reserve Club area. All of the other scheduled events for the 25th Anniversary are well organized and set. Mr. Repp stated that the Brunswick County Sherriff will stop traffic on NC211 to allow the car show vehicles to cross for the cruise through St. James. Mr. Repp discussed the Town office and Community Center closing on the 5th of July since the 4th was on Thursday. Council confirmed that was not an issue and would be considered a paid holiday for town staff. Mayor Toner stated that the Town is sponsoring the Fishing Derby on July 6th. Finance Update Mrs. Haran shared a mockup of a bar that the St. James Woodworkers created for the Community Center. The Woodworkers plan to build two bars/bar carts and they would be on castors for easy mobility. The bars would be 6’ in length, 3’6” high, and 2’6” wide. The Woodworkers would donate their time and service, but the Town would cover the cost of the materials. Mrs. Haran mentioned that since this would be a donation from the Woodworkers that technically the Town Council has to agree to accept the donation which the Town Council stated upon completion that they would accept. Mrs. Haran discussed the to date revenues as of June 15th, which totaled $5,504,507. The Town’s expenditures totaled $3,246,983, which is 62% of the total budget. The Town is almost $300,000 over budget in revenues. She stated the auditors will be in the office on June 25th to begin their field work. Mayor Toner inquired if the Town received any word regarding the streetlight project grant. Mayor Pro Tem DeLong stated the NC Department of Transportation (NCDOT) approved the grant at their meeting last week and the town is waiting for the official award letter. Mr. Repp stated that the Town will create a contract with BEMC to do the work for the project, the Town would provide $400,000 in funding to BEMC, and then the Town will seek reimbursement from NCDOT. The grant amount is $320,000 and the Town will contribute the remaining $80,000 from the general fund revenues. Council discussed the shredding event on June 15th was successful. Iron Mountain was great to work with and there were no issues on the day of the event.  Page 3 of 3 TOWN OF ST. JAMES WORK SESSION MINUTES June 20, 2024 Council also discussed Emergency Management sending out more information on severe storms, not just hurricanes, throughout the year. It was also discussed that Firewise could send out communications regarding the east coast being prone to wildfires and helpful tips for residents. Mayor Pro Tem DeLong stated that the NC 211 project is now 47% complete, this only pertains to the funding and not the actual construction. Adjournment Mayor Toner adjourned the Work Session at 11:07am. Respectfully Submitted, Approved, Laura Williams, Town Clerk Jean R. Toner, Mayor