Town Council Work Session

TOWN OF ST. JAMES WORK SESSION MINUTES March 20, 2025 The St. James Town Council held a Work Session on Thursday, March 20, 2025, 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 Jim Board Staff Present: Town Manager Jeff Repp, Finance Director Pauline Haran, and Town Clerk Jamie Burns Others Present: State Port Pilot Reporter Eliot Duke, Jim Crum (SJFD Board President), and 5 residents Administration Update a. Draft Fire Prevention Ordinance Review Mayor Toner asked Town Manager Jeff Repp to review the administrative update. Mr. Repp began with the draft ordinance for fire prevention, noting that it had been before the council three or four times previously. He explained that the version presented showed proposed changes from the last discussion, with two modifications. Under Restrictions (Item C) flame luminaria was added and the section regarding fire pits was removed. Mr. Repp clarified that existing wood fire pits would remain as they are, without new permitting requirements. The ordinance primarily deals with prohibiting sky lanterns, bonfires, and similar items. He also mentioned that under criminal penalties, the town may consider violations as misdemeanors and pursue them if necessary. Mayor Toner emphasized the importance of educating residents about wildfire risks in addition to hurricanes, especially after recent events. She suggested working with Firewise to disseminate more information regarding the dangers of burning in the community. Mr. Repp confirmed that the ordinance would be cleaned up and added to the agenda for the April meeting. b. Business Attraction Strategy for Cape Fear Coastal Region – Mayor Toner Mayor Toner presented a potential business attraction strategy for the Cape Fear Coastal Region, explaining that it was a collaborative effort among six local municipalities: St. James, Oak Island, Caswell Beach, Bald Head Island, Boiling Spring Lakes, and Southport. The mayors of these towns meet monthly to address common issues, with commercial development being a key focus for the past year. The Mayor noted that the county lacked a robust program for attracting commercial development, leading to repetitive businesses such as mattress stores, storage facilities, and dollar stores. The strategy aims to brand the six municipalities as a cohesive area and work together to attract diverse commercial businesses that would not compete with existing local establishments. Mayor Toner mentioned that a St. James resident with marketing expertise had provided preliminary information. The initiative would involve identifying desired business types, Page 1 of 5  TOWN OF ST. JAMES WORK SESSION MINUTES March 20, 2025 developing marketing materials, and creating a website. The project, tentatively called “Cape Fear Coast,” would showcase the area’s demographics, services, and facilities, with links to individual municipality information. The Mayor presented a preliminary list of business categories they hope to attract, including retail, grocery, hospitality and dining, health and wellness, outdoor and leisure, and entertainment and recreation. She emphasized that the goal is to provide residents with more options and opportunities. The project’s estimated cost would be between $30,000 and $50,000, to be shared among the participating municipalities. Mayor Toner requested feedback and suggestions from the council members on the initiative. c. St. James Wright Event Center Reports – February 2025 Town Manager Jeff Repp presented the event center report for February 2025. He stated that there were 229 events in the Event Center last month, with billed revenue of about $12,046. From January to February there were a total of 459 events and $16,797 in billed revenue, compared to 475 events and $18,664 for the same period last year. Mr. Repp reviewed the chart presented which showed the number of events by tier. He noted that 390 of the 459 events so far this year were Tier 1, which are resident activities. He also mentioned that there were additional reports from Event Center Manager, Steve Brennan, regarding surveys and other details about the center for the month. Councilor Barclay arrived at 10:22am. Mr. Repp highlighted two upcoming dates related to the Event Center: • Public meetings will be held for residents to provide additional input on future event center plans on Monday, April 21st and Tuesday, April 22nd, at different times to accommodate as many people as possible. • The formal dedication of the Homer E. Wright Event Center on Thursday, April 17th from 3 to 5 PM. The event is open to the public and will be advertised by staff. d. February 2025 Zoning Report Town Manager Jeff Repp presented the zoning report for February 2025. He reported that 10 zoning permits were issued in February, with 5 for new construction and 5 for modifications/additions. The cumulative total of permits issued in the last 12 months was 67 new construction permits and 84 modification/addition permits, which has been consistent for the last couple of months. Page 2 of 5  TOWN OF ST. JAMES WORK SESSION MINUTES March 20, 2025 Finance Update Finance Director Pauline Haran reviewed the financial report through March 15. She stated that the town has collected 100% of the property taxes that were expected to be received. The budget for local sales taxes is on target. The town is looking good with both major revenue streams. The fire department pumper truck is a major expense. Jim Crum, St. James Fire Department Board President, stated that they expect to receive the truck around May 25, 2025 and they are planning on a push in ceremony. Ms. Haran gave an update on projects • The Access Road project is complete and paid for, except for a few additional landscape items. Bland did not recommend irrigation for the small amount of landscaping, but they will be able to water that area periodically. The report indicates $1800 is owed to McGill Associates for Cell Tower Access Road management and engineering but this was paid for last week. • The Event Center Future Uses project is still outstanding. $25,000 is owed to McGill Associates to for survey development and $23,000 to Architect, Sawyer Sherwood. The needs assessment with the architect is part of the final report that will be delivered to council as part of the remaining balance. Ms. Haran stated that the town currently gets part of their employee health insurance (small incremental insurances such as dental, vision, and short term disability) from the NC League of Municipalities (NCLM). NCLM has decided to remove themselves from having medical related insurances which means that the town is currently bidding with a few local insurance companies. It is assumed the cost should be about the same. Ms. Haran discussed the donation of old computers and electronic equipment to the organization Computers 4 Kids. If council is willing to donate those items a resolution can be drawn up for the next Regular Meeting. There are about seven to eight pieces of equipment to donate. Council was in agreement to add it to the agenda. This year’s budget includes the purchase of 400 new chairs for residents/audience use at the event center. Sample chairs are in the event center to be voted on. Ms. Haran would like the chairs to be bought and paid for this fiscal cycle. Council was encouraged to sample the chairs in the community center and vote. Mr. Repp provided two project updates: • CDM Smith is still scheduled to deliver to Brunswick County Utilities the 60% design for the water pressure project during the 2nd week of April. After the plans are approved by Brunswick County Utilities a guaranteed price not to exceed will be generated. Once those documents have been reviewed the town will go to a public meeting with the county commissioners in May/June timeframe to encourage them to adopt the recommendation from BC utilities which is full funding of the project. Mr. Repp expects the guaranteed price not to exceed will probably exceed the 4 million dollars, so the county will probably need to put more money in to fully fund the project. Mr. Repp will let council know as soon as he knows the guaranteed price not to exceed. Mayor Toner asked about a tentative schedule for construction. Mr. Repp stated that as long as they Page 3 of 5  TOWN OF ST. JAMES WORK SESSION MINUTES March 20, 2025 remain on schedule construction would start late 2025. Councilor Board asked what would happen if the commissioners said no and Mr. Repp stated that funding of a portion of the project would probably be approved but other projects (such as the three projects inside the plantation) might be cut. He does not anticipate them not doing any of the project. • Regarding the streetlight improvement project, NCDOT sent the grant agreement. There is five years to complete the project. BEMC has already placed an order and billed the town for the project. The proposal to accept their proposal of around $399,000 will be on the April meeting agenda. • A conference call is scheduled with developers on both sides of town hall and Mr. Repp should have an update for council on Tuesday. Mayor Toner asked about the town newsletter. Ms. Haran asked for further direction. News and Notes was previously selected as the newsletter name. Mayor Toner asked for a mock-up of an issue and to see how it would be formatted. Ms. Haran stated that she and Ms. Burns, town clerk, went through Canva and will send out templates to the committee to approve the look that everyone likes. Ms. Haran asked for ideas and places to start for content. Firewise, the Fire Department, and Emergency Management would be given the opportunity to submit a short article (a couple of paragraphs) for the newsletter. Mr. Repp would provide a monthly update of actions taken by council and the status of projects. At this point the newsletter will start by being emailed out. Mayor Toner thanked those in the audience for attending and explained that a newsletter is being discussed because there is limited resident attendance at meetings. Councilor Barclay asked if getting the first issue of the newsletter out by May 1st is too ambitious. Mr. Repp stated that a mockup could be available for the April Work Session. Mayor Toner would like a section for “mark your calendar” for important meetings or events the following month. Mayor Pro-Tem DeLong provided an update on the 211 project. He stated that the next big impact to St. James is to shift to the new road which is supposed to be completed in the next 6-8 months from Midway to beyond the bridge, but not to Regency gate. There will still be left in/left out and right in/right out. They were not sure how far down they would go. At Midway (Westbound) you won’t be able to make a left turn onto Middleton. Traffic will be rerouted to the light. NCDOT said that they would put plenty of signs in place. They should start tearing up the median at the main gate to start work on the drainage, but it should not impact residents. The Mayor asked for something to be sent out to notify residents when the project gets closer. Councilor Barclay apologized for being late. He is working on the survey for the comprehensive plan. He would like to finish it up next week. He asked council members to send input to him by the following Wednesday. The Fire Department will be included in the Comprehensive Plan Survey. Adjournment Mayor Toner adjourned the Work Session at 11:03am. Page 4 of 5  TOWN OF ST. JAMES WORK SESSION MINUTES March 20, 2025 Respectfully Submitted, Approved, Jamie Burns, Town Clerk Jean R. Toner, Mayor Page 5 of 5