Town Council Work Session

TOWN OF ST. JAMES WORK SESSION MINUTES January 30, 2025 The St. James Town Council held a Work Session on Thursday, January 30, 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, Dennis Barclay, and Jim Board Staff Present: Finance Director Pauline Haran, Town Manager Jeff Repp, and Town Clerks Laura Williams and Jamie Burns Others Present: State Port Pilot Reporter Eliot Duke and 13 residents Via Zoom: James Knowles with NCDOT, Michael Scisco with Unique Places to Save, and Town of St. James Attorney Susan Renton Administration Update a. NC 211 Update – James Knowles, Michael Baker International/NCDOT James Knowles, assistant resident engineer for NCDOT, presented a thorough update of the 211 project. He stated that as of December 2024 the project is 52% complete. This project had close to 78,000 linear feet of utility pipe to be put in the ground and as of December 2024, 68,000 linear feet of pipe has been installed. Most of the remaining work on utilities is from Dutchman Creek down to 87. Pictures of the progression of the project were shared and explained to Council by Mr. Knowles. Pictures included areas to be paved, steel pilings for the new bridge, and the Dutchman Creek Bridge, which is almost complete. The whole seven miles of the project has something going on at all times to try to move progress along. Town Manager Jeff Repp asked if the overall completion schedule of mid 2027 is still the schedule. Mr. Knowles stated that is still the schedule that they have. Town Manager Repp also asked if there was an estimated time as to when the entrances going into the plantation and the Town Hall complex would be under construction. Mr. Knowles stated that they want to have this accomplished in six months. He also stated that March 1st is when the storm drain at the entrance will start. The drainage ditch between Town Hall and the new road will remain open cut and be maintained by DOT. Councilor Board asked about some of the steel pilings being shorter than others at the intersection of Hwy 133 and NC 211. Mr. Knowles indicated that they will probably cut the other ones down to that elevation. *Clerks Note: at 10:14 a.m.there was a loss of power to the building and the meeting was recessed and reconvened by Mayor Toner at 10:28 a.m. Those present via Zoom, James Knowles, Michael Scisco, and Susan Renton, were unable to participate after 10:14 due to the power outage. Page 1 of 5  TOWN OF ST. JAMES WORK SESSION MINUTES January 30, 2025 b. Unique Places to Save Land Dedication Proposal Town Manager, Jeff Repp, reviewed the Unique Places to Save land dedication proposal. He stated that the Town attorney is working on the specifics of what acceptance would look like from the Town Council with the acquiring of the land. Council members discussed the proposal at length. In summary, if the town accepts the donation, the Town would be property owners of about 500+ acres of land that is currently undeveloped that can only be used for recreation and would have a conservation easement attached to the property. The land is currently zoned commercial low density and with this acquisition will not be developed in the future. The North Carolina Parks and Recreation Trust Fund grant requires the property be put in conservancy. Fourteen acres would be set aside for a passive park, which means it would be used for walking trails or biking paths, with limited hard surfaces. They are also talking about getting a separate grant that would analyze stormwater management. There is currently a one-acre lake on the fourteen acres that could be enlarged to a two-to-three-acre lake which could be used for fishing and stormwater management. Unique Places to Save is asking if they buy this land would the Town be willing to accept it, after they own it, as a donation. The acquisition of the property borders 211 and the plantation but there is no access to it into the plantation. Town Manager Repp stated that the only loss of revenue would be about $3,200 dollars a year in real property tax revenue that is currently being assessed on those properties as private property. The only question now is if Unique Places to Save is able to come to terms with the developers to acquire the property. They are currently entering the appraisal phase. If they get past that step the Town will finalize with the Town attorneys and bring it back to a special meeting in February since March 1st is their target date to submit the grant. A resident asked Council about the potential yield of the property if it were to be developed. Town Manager Repp stated that it would be difficult to say because they do not know the characteristics of the property because it is currently vacant land. It is not known how much of the property is buildable. The Town is not acquiring the property, it is being asked to receive a donation of that property. Mayor Toner stated that it is in the Town’s best interest to ensure that property is preserved and can be used to manage stormwater purposes. c. American Legion Memorial Improvements Town Manager Jeff Repp stated that the American Legion submitted a plan to make improvements to the memorial located outside Town Hall. The Town has a memorandum of understanding with the American Legion for a section of the complex that provides them the ability to make improvements to the area of the American Legion Memorial. They have approached the Town regarding issues with seating during events at the memorial. They are proposing a plan, at their expense, to brick over the vegetation area in front of the memorial to provide more seating space for activities. The MOU is written in a way that it doesn’t give them the outright authority to make changes without the Page 2 of 5  TOWN OF ST. JAMES WORK SESSION MINUTES January 30, 2025 Town’s approval, but it doesn’t say anything about the Town objecting either. Councilor Board requested they advise when the project is going to be started. d. Town of St. James Monthly Newsletter – Mayor Toner Mayor Toner proposed bringing back a monthly newsletter in order to provide more communication from the Town. The Town previously had a newsletter called Notes from Council. The newsletter could contain updates on the latest projects, as well as information from Emergency Management, St. James Fire Department, Firewise, and the Event Center. Information from the Town is currently distributed to residents through email blasts which are used more for emergency purposes. Although there is a Mayor’s Column in Cat-Tales Magazine, it is restrictive in what can be put out because it is not timely. Mayor Toner proposed creating a newsletter that could go out via email with hard copies available at Town offices. Councilor Board was in agreement, noting that communication between residents and the Town could be improved. Mayor Toner indicated that she hopes that one ongoing column could summarize actions of Council from prior meetings. Councilor Barclay agreed that the newsletter is a great idea. He stated that there should be a better way to get out routine announcements. Town Staff will come up with recommendations of how to differentiate emergency versus informational email blasts that come from the Town. Fire Department Update Jim Crumb, President of the St. James Fire Department, provided an update on purchases. Mr. Crumb stated that they are exploring the replacement of the oldest ambulance, a 2007 Ford Ambulance. It is currently out of service and more and more money is being spent to keep it going. A search committee has been initiated to explore current options in the marketplace and the process will continue over the next several months. The most current ambulance was bought in 2019. Discussions with the town have already started regarding cost and when the money will have to be spent. A pumper is coming in mid- May which was bought about 3 years ago. A new ladder has been ordered which is 3-4 years out. e. 2024 Zoning Summary and November/December Permits Town Manager Jeff Repp presented the November and December zoning reports. In November there were 10 total zoning permits issued, 4 new construction and 6 additions/modifications. In December, there were 14 total zoning permits issued, 5 new construction and 9 additions/modifications. The cumulative total of permits issued in the last 12 months were 75 new construction and 83 other permits. This is considerably down from about four or five years ago but still steady. There are currently approximately 200 available lots in the community. Page 3 of 5  TOWN OF ST. JAMES WORK SESSION MINUTES January 30, 2025 f. 2024 Community Center Summary and November/December Surveys and Reports Town manager Jeff Repp reviewed the Community Center reports for the months of November and December. End of the year totals indicate there were 2,683 events held which is down from the previous year. About $20,000 was billed in additional revenue between 2023 and 2024. This is just increased activity from paying customers. About 85% of the usage is resident events which are not charged. Mayor Toner stated that activity went down last year and revenue was lost in November and December due to the controversy regarding early voting at the Community Center. Individuals either cancelled or chose to go elsewhere because they were uncertain as to what would occur. Town Manager Repp indicated that they are working with town attorneys to make changes to use policies at the community center that will make it clear that it would have to be a paid customer event if it was to occur again. Planning Board Update Councilor Board asked a question about the planning board. There were responses from three of the five Council Members with a consensus about three of the candidates. Town Manager Repp requested appointments of the candidates be placed on the next agenda. The sooner the planning board is in place the better because within 30 to 60 days there will probably be submissions to the planning board for their review. Brunswick County UDO Update Councilor Board also brought up that the County is revising its UDO. The Town's UDO is similar to the county's. The Town would look at any UDO revision requirements based on what the state has done, not what the county has done. Mayor Pro Tem DeLong stated that the Town did a full review a few years ago at which time a couple of sections were added. Town Manager Repp stated that where the Town would be impacted is if you do not have the consent of the property owner there are things the town can't do that, they could do prior to the down zoning going into effect. The Canal and Harbor project won't be a problem because they are petitioning the town and whatever the Council approves establishes the zoning at that time. Finance Update Finance Director Pauline Haran officially welcomed Jamie Burns to the staff as new Town Clerk and Assistant Zoning Administrator. She will be sworn in by the Mayor at a later date. Laura Williams’s last day as Town Clerk is Friday, January 31st. Mrs. Haran stated that the Town is close to the six month/half year financials. Regarding revenue, the Town has collected almost 50% of what we think we’re going to collect and have spent only 34% of what we think is going to be spent. A check will be written for around $300,000 soon for Cell Tower Road. $12,000 is owed to McGill Associates for consulting work. At the community center there are two outstanding agreements. $26,000 is due to McGill for the survey development and the architect is due $23,000. In total the Town owes about $365,000. The lighting project at the community center for upgraded lighting has not yet been billed. The letters have been removed on the front of the community center building and the building does not need to be cleaned. Mrs. Haran provided a mockup of what was ordered which is approximately about $5,000. Once a year a request for refunds of sales taxes paid is submitted to the state. Last fiscal year they owed the Town $11,150 which has been received. Page 4 of 5  TOWN OF ST. JAMES WORK SESSION MINUTES January 30, 2025 The sales taxes collected in January totaled $277,551. The property taxes collected totaled $280,974. The Town is a little underfunded on property taxes. Mrs. Haran discussed the budget retreat in February which be held on the date of the Work Session, February 20, 2025. The focus of the retreat will be on the budget for next year, such as how to pay for projects that Council comes up with. The Work Session will start at 9 a.m. Mrs. Haran asked for topics to be on the agenda for the retreat. Mrs. Haran stated that she added a budget calendar. The last two meetings of the fiscal year are most important. The June meeting is when budget is adopted and the meeting prior is the public hearing on the budget. Council members thanked Mrs. Haran for the calendar. Councilor Board asked if the Town has heard from BEMC about light poles and Town Manager Repp stated that he has not heard from them. The Town Council met about 10 months ago with BEMC to select light fixtures and there is still no proposal. Town manager checked and there is still money available with the state. Mayor Toner requested an opinion from Council regarding whether the Town would consider doing something for the community at Christmas. She thought that there could be a Christmas movie night at the Community Center. Council members were in agreement that it was a good idea. Council discussed movies and snacks that could be offered. The community center staff will work on how to best accommodate residents. Adjournment Mayor Toner adjourned the Work Session at 11:34am. Respectfully Submitted, Approved, Jamie Burns, Town Clerk Jean R. Toner, Mayor Page 5 of 5