Town Council Work Session

TOWN OF ST. JAMES WORK SESSION MINUTES August 22, 2024 The St. James Town Council held a Work Session on Thursday, August 22, 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, David Morgan, and Jim Board. Staff Present: Town Manager Jeff Repp and Finance Director Pauline Haran Others Present: State Port Pilot Reporter Eliot Duke, Bob Tweedy and Brent Lockamy with Brunswick County Utilities, Larry Mitchell with CDM Smith, and 2 residents. Administration Update a. St. James Water Pressure Project Update Town Manager Jeff Repp introduced Brent Lockamy, P.E. Deputy Director of Utilities with Brunswick County. Mr. Lockamy summarized the status of the joint project to date and stated the county had approved the 60% design contract with State Utility, Inc. on August 5, 2024. He explained that the county was entering into its first design-build contract for construction and this also being an ARP project funded with federal funds, there have been some administrative delays getting to this point. Mr. Lockamy then introduced Larry Mitchell with CDM Smith to provide an overview of the project. Mr. Smith provided an overview of the project team and then proceeded to review the recommendations that were made in the Preliminary Engineering Report (PER), which was completed prior to the 60% design contract. He reviewed the scope of work contained in the contract which involved the following: • Conduct Field Work (Wetlands, Survey, Geotechnical) • Concept Memorandum • Assess routes considering NCDOT, easements and wetlands • Discuss interior connections with St. James • Update Construction Budgets • Review with County, adjust as necessary • Complete 60% level design drawings • Review 60% level design and Easements with County • Update Construction Cost, Enter Phase 2 agreement • Complete 90% level design drawings • Submit permits for regulatory review • Construct water system improvements Mr. Smith then discussed the projected schedule for the project: Page 1 of 4  TOWN OF ST. JAMES WORK SESSION MINUTES August 22, 2024 • Notice to Proceed – August 5, 2024 • Env Field Work Completion– Mid October 2024 • Conceptual Design Memo – Mid December 2024 • Review of Construction Cost – December 2024 • 60% level design review – April 2025 • Review Construction Cost - May 2025 • Phase 2 Agreement – July 2025, Construction begins • Permits Complete – November 2025 • Construction Complete – NLT June 2026 • All paperwork and payments complete – NLT November 2026 Mr. Smith then provided an update on three construction projects within the town that would loop water lines to increase flow in areas of Pepperbush Drive, Oceanic Drive and Somerdale Court, Worthington Place to Members Club Blvd. Mr. Smith also mentioned that the county, as either part of this project or through normal operating funds, would install fire hydrants at the plantation services shredding area and near the tennis center on Beavercreek Drive. Mr. Smith then asked if there were any questions. Councilor Board mentioned that the project schedule now showed this project begin completed in the summer of 2026 vs. the fall of 2025 as was presented in the PER. He expressed his concern that with ARP funding due to expire at the end of 2026 and if a delay in the project would jeopardize funding. Mr. Lockamy stated that all the parties are aware of the deadline and the proposed timetable has extra time built into it to make the completion date of summer of 2026 being a worst case scenario. Town Manager Repp asked what the expected water pressure would be for the town with the proposed improvements. Mr. Tweedy stated that by creating a St. James only pressure zone with installing the pressure reducing valves, that the county felt that a minimum 40 psi level or higher would be created and maintained throughout the town. Some areas would be higher than that, but what the PER showed was currently, many areas of the town were well below 30 psi. Once the valves are installed, the town would notice a significant increase in pressure even during high usage times. Mayor Toner thanked everyone for their presentation and asked thar town staff be kept up to date with the project schedule. Page 2 of 4  TOWN OF ST. JAMES WORK SESSION MINUTES August 22, 2024 b. Draft Fire Prevention Ordinance Review Town Manager Repp stated this was the second draft of the ordinance received back from the Town Attorney. Mayor Toner stated the original intent of the ordinance was to place a ban on wood burning fire pits, as they are a wildfire hazard. She stated the ordinance needs to differentiate between wood burning and propane/gas burning. After discussion with the Town Attorney, the Town cannot grandfather in any existing fixtured/permanent wood burning firepits. Mayor Toner stated that if a resident has a wood burning fire pit, then there needs to be a screen. Councilor Board stated the definition of open burning needs to be included in the ordinance. After much discussion, Council stated they want to keep the ordinance simple and sections A, B, and C were all that were needed. Town Manager Repp stated that he will go back to the attorneys and let them know Council is looking for more of a one-page ordinance. c. Citizen of the Year Award – Discussion Town Manager Repp stated that Candidate A was the choice selected by Council. Town Staff is going to notify those who submitted nominations and also order the award. If possible, the award presentation will be on the September agenda. d. July 2024 Zoning Report Town Manager Jeff Repp presented the July zoning reports. There were 13 total zoning permits issued, 6 new construction and 7 additions/modifications. The cumulative total of permits issued in the last 12 months were 80 residential permits/new construction and 61 other permits. e. July 2024 Community Center Monthly Report and Survey Town Manager Jeff Repp reviewed the Community Center reports for July. From January to July, there were a total of 1,623 reservations and the revenue billed for the same time period totaled $62,684. For the same time period last year, the total number of reservations were 1,601 and the total billed revenue was $44,838. Mayor Pro Tem DeLong inquired if the event type could be included on the survey responses. Town Manager Repp stated that he would discuss this with Mr. Steve Brennan. Finance Update Financial Director Pauline Haran gave a financial update through August 19th. For July and August, the Town received $176,576 in real estate taxes. Sales taxes received totaled $292,556, though that is not reflected in the financials because it is a new fiscal year. The drone flights are complete, and staff should be receiving the footage within the week. The round and rectangular tables for the Community Center have been ordered and they are scheduled to arrive at the beginning of September. The cost was approximately $10,000. The old tables will be auctioned on GovDeals. The auditors will be on site August 29th for the final audit review. The town is still waiting for one final receipt from the state for the month of June to complete the financials for the previous fiscal year. Mayor Toner discussed the importance of the census since that is how the Town receives their portion of the sales taxes. 82% of residents responded to the census in Page 3 of 4  TOWN OF ST. JAMES WORK SESSION MINUTES August 22, 2024 2020. Mrs. Haran stated the expenses for July were much higher since the Town paid the annual debt payment. Councilor Board said that he attended the County Commissioners meeting earlier in the week. He stated the during public comment period, many residents spoke regarding the overdevelopment of Brunswick County, the need for traffic impact analysis, and the issue of clear cutting. Adjournment Mayor Toner adjourned the Work Session at 11:12am. Respectfully Submitted, Approved, Jeff Repp, Town Manager Jean R. Toner, Mayor Page 4 of 4