Board of Commissioners

Town of Swansboro Board of Commissioners September 27, 2021, Regular Meeting In attendance: Mayor John Davis, Mayor Pro Tem Frank Tursi, Commissioner Pat Turner, Commissioner Larry Philpott, and Commissioner Laurent Meilleur. Commissioner Harry PJ Pugliese was excused spending time with his newborn and family. It was noted that the Board had returned to remote meetings through the ZOOM platform as allowed by NCGS 166A-19 due to increased COVID19 cases county- wide. Governor Cooper had declared a state of emergency due to the COVID-19 Pandemic in March 2020 and it remained in effect. ********************************** Call to Order/Opening Prayer The meeting was called to order at 5:30 pm. Mayor Davis gave the invocation. Public Comment Citizens were offered an opportunity to address the Board regarding items listed on the agenda. No comments were given. Adoption of Agenda On a motion by Commissioner Philpott, seconded by Mayor Pro Tem Tursi, the Agenda and Consent Item below were unanimously approved through roll call. It was also noted that Commissioner Pugliese was excused from the meeting. Meeting Minutes – September 13, 2021, Regular Meeting Minutes Fire Prevention Week – October 3-9, 2021 Presentation Emergency Operations Center/Public Safety Building Discussion - Russell Pearlman of the Wooten Company was available for questions/answers on the final assessment report provided to the Board in September for the Public Safety Building (PSB) Restoration and Emergency Operations Center. Mr. Pearlman thanked Manager Seaberg, Chief Jackson, former Chief Tessing and his associates for their assistance in preparing the assessment. He reviewed a power point which provided details on what corrections would be needed to the metal framing, columns, girts, purlins, bracings throughout the ding, and footings of the current PSB structure. The labor cost and materials would most likely exceed the cost of new structure. It was his opinion that it would be better to build new than to restore the existing building. Page 1 of 6 Mayor Pro Tem Tursi asked if the restoration improvements would make the building acceptable for current building code and hurricane category wind strength? Mr. Pearlman said, yes - that the wind loads could be met for the Swansboro area. Commissioner Meilleur appreciated the detail – noting that the assessment reaffirmed the structural engineers’ findings (Alex Wood) provided over a year ago. Mr. Pearlman noted that his report findings had not relied on the Mr. Wood’s findings. Manager Seaberg added that Mr. Wood’s report did not address the footings detail etc. – his report only gave an assessment that the building was not structurally secure for the wind zone in our area. Mayor Pro Tem Tursi understood discussion was to be an analysis of the options. He again stressed that additional alternatives had yet to be visited; to simply allow Onslow County to be the Emergency Operations Center, to investigate a regional facility or with other neighboring jurisdictions and/or Carteret County. He would not support any recommendation without exploring those alternatives. Mr. Pearlman continued with his power point showing an example site that could accommodate a new structure that could be built with a floor plan to accommodate projected staffing needs through 2050. Input was sought from Chief Jackson and Chief Degnan on staffing needs. Commissioner Meilleur inquired about the bay sizes and whether that was half the cost of the building. Mr. Pearlman stated that they were approximately 5,500 square feet. Mr. Pearlman stressed that this was a space needs study, elevations were not requested. The building total square footage was 21,900 square feet. The cost of a building this size - $300/foot currently. Mayor Pro Tem Tursi felt the example was a Taj Mahal not to mention it was not in the town limits or centrally located. Mayor Davis asked how modular the structure was, could an additional 5000 square foot be added in phases. He was surprised at the bay design – thought a pass-through design would be more efficient. Mr. Pearlman recalled discussion on how the equipment was stacked in with a first in/out concept. He did believe the structure could be built in phases but, added that renovations/additions were typically more expensive. Commissioner Philpott shared concerns with the example location and inquired on what maintenance costs would be? Mr. Pearlman shared that he had neglected to mention that the existing building did not meet the current energy code and doing anything to meet that, which he did not recommend, as it would be a high cost. A new Page 2 of 6 building would be built to the newer codes and have the latest efficient heating and ventilation. Energy expense may be a wash, but pavement maintenance would be an additional cost. Commissioner Turner agreed with the comments but stressed, as she had before, that she did not see the Town spending this amount of money, when the Town could utilize the space at the Methodist Church. This type of expense would need to be placed on the ballot during an election. Commissioner Meilleur agreed that the costs were nowhere close to comparable – new versus repair to the Public Safety. Mayor Pro Tem Tursi noted again that the other two alternatives needed to be considered which may prove to be the lowest costs. Pros/cons for all needed further discussion. How were other towns our size handling emergency management? Mayor Davis agreed but was not confident Onslow County had room for town staff at their EOC. Manager Seaberg had verbal comments from Onslow County that they did not have space for town staff. Mayor Pro Tem Tursi stated that the town could consider partnership with another jurisdiction – even Carteret County. Business Non-Consent Swansboro Rotary Five-O Fishing Tournament-Fee Waiver – Organizers of the Swansboro Rotary Five-O Tournament submitted a Special Event Application requesting a waiver of fees at the Church Street Dock for October 21-24. The event was to be held on Thursday, October 21 through Saturday, October 23 from 7-11 pm. A concert (free and open to the public) was scheduled for Saturday in the Saltwater Grill parking lot 6- 11pm. To allow for safe pedestrian movement, street closures were requested on Saturday, October 23, 6-11pm. The Parks Board had a split vote on request. Director Stanley needed more information before making a recommendation on street closures. Ok with fee waiver but wanted to leave four spaces during the day for day dockers. Since 2015 not charge for dock usage for similar tournaments. 1-2 overnight boats. There was discussion that some dock spaces needed to remain open for day dockers and that the concert should conclude at 10pm not 11pm. On a motion by Mayor Pro Tem Tursi, seconded by Commissioner Philpott, the Swansboro Rotary Five-O Fishing Tournament application and street closures were unanimously approved reserving six slips, fees to be waived for two slips, staff to determine street closures with further input from Rotary, and the concert to conclude by 10pm. Page 3 of 6 Budget Ordinance Amendment #2022-3 – Several amendments were requested, Emergency Management – The investigation into the structural integrity of the Public Safety Building required more professional involvement than anticipated. The Wooten Company was not able to obtain foundation information on the original building built more than 20 years ago by Tarheel Building Systems nor the building manufacture CECO. With that said, a structural engineer was needed to complete the assessment, which led to a cost overrun of $14, 075. Requesting $14,075 be appropriated from fund balance. Commissioner Meilleur questioned the need for the foundation survey, not recalling it previously mentioned. Manager Seaberg noted that he would address this during the Manager/Board Comments. Streets-Municipal – At the September 13th BOC Meeting, the Board supported matching funds of $7,000 toward the $6943.78 donations received. The funds would be earmarked for Christmas Decoration Improvements. Requesting $7000 be appropriated from fund balance. Streets-Municipal – The Board instructed that the Downtown Traffic Movement implementation begin shortly after the Mullet Festival (tourist season). A quote for the recommended signage and street paint was approximately $10,000. Requesting $10,000 be appropriated from fund balance. On a motion by Mayor Pro Tem Tursi, seconded by Commissioner Philpott Budget Ordinance Amendment #2022-3, appropriating a total of $31,075 from fund balance for the purposes described above was unanimously approved. August Financial Report – Finance Director Johnson reviewed details from the monthly financial report, attached herein. Revenues would be filtering in within the next couple of months. Stormwater revenues were also coming in resulting in the revenues over expenditures cancelling out in the following months. Future Agenda Items – Future agenda items for the coming month were shared for visibility and comment. In addition, an opportunity was provided for the Board to introduce items of interest and subsequent direction for placement on future agendas. It was suggested that the demo by neglect discussion be held off with this Board until the new Board was in place. In the interim, the Assistant Manager and Planner could begin discussions with the Historic Preservation Commission on their recommendations. Page 4 of 6 Once the new Board was in place and meetings returned in person, the priority topics would be signs and the search for a new Manager. Manager Chris Seaberg Recognition - Manager Chris Seaberg was presented with a resolution acknowledging varied projects, initiatives, and process improvements during his tenure with the Town. The resolution also expressed appreciation for his professional collaboration with former and current Board members and staff. Board members shared parting sentiments with Manager Seaberg and wished him well in his new career with Cherry Point. Manager Seaberg thanked the Board and staff for their support during his tenure. It had been a total team effort. Public Comments Citizens were offered an opportunity to address the Board regarding items not listed on the agenda. No comments were offered. Manager Report/Comments Manager Seaberg added the following comments to the brief provided in the agenda packet. Swansboro Causeway Living Shoreline Project - Word was received this month that the project would be delayed one year due to design work. NC State Historic Preservation Office Florence and Michael ESHPF Hurricane Disaster Relief Grant – Emmerton School – the project delayed another 30 days to allow for tribal comments. Stormwater Outfall Retrofit Project – met with the coastal federation engineer and property owner last week – property owner offered positive feedback. Sidewalk Project/Priority 2 – was delayed due to material shortages. Emergency Operations Center Funding – Manager Seaberg believed the federal funding request for the EOC to be the result of a simple hallway conversation between Mayor Davis and Representative George Cleveland who asked for details on EOC needs after reading it in the paper. Last week Representative Cleveland shared confidence that the request would be funded. Senator Michael Lazzara also supported the funding request. Final approval would come from the Governor’s office. Page 5 of 6 Commissioner Meilleur informed that he spoke with Representative Cleveland this morning and confirmed knowledge gained from the local newspaper but was not aware of any dependencies on the Town. He added that he felt it inappropriate that Mayor Davis had engaged state representatives and the Town Manager without informing the Board. Mayor Pro Tem Tursi inquired why the Board was not informed about the request for federal funding and stated that this was an example of the disfunction under Mayor Davis’ tenure. If funded, it could be the largest funded project the Town had received. While Commissioner Philpott was appreciative of Representative Cleveland and Senator Lazzara’s efforts it was disappointing to hear of such on the street. The Board should be working as a team. Board Comments Commissioner Meilleur believed Mayor Davis to be using town projects to promote himself in his campaign. He added that the Board had attempted to coach Mayor Davis throughout his term on proper processes, but it had been to no avail. The Town had suffered the loss of now two Town Managers, a seasoned Planner, and a Park/Rec Director because of Mayor Davis. He pleaded with the Mayor to work to find a way to work with Board and stop trying to manage employees. Mayor Davis reiterated the outstanding job by Manager Seaberg, who had had a lot on his plate during his tenure with the Town. He supported his efforts to work with state legislators and was thankful for his relationship with Representative George Cleveland and Senator Michael Lazzara. He applauded both for their efforts with funding requests based on a hallway conversation. Adjournment On a motion by Commissioner Philpott, seconded by Mayor Pro Tem Tursi, the meeting adjourned at 7:35pm. Page 6 of 6  Regular Meeting September 27, 2021 1 1. Please turn cell phones to “off” or “vibrate”. 2. The Board offers the public three opportunities to speak during the meeting: A comment period is offered at the beginning and end of the meeting. Please note that a separate opportunity is provided for those items requiring a public hearing. Public Hearing(s) – There are no public hearings scheduled for this meeting. 3. Under the ZOOM Meeting Platform, individuals wishing to make comments should “raise their hand” from their computer. At the appropriate time, Major Davis will acknowledge those with comments. 2 1  PUBLIC COMMENT Citizen opportunity to address the Board for items listed on the agenda. 3 AGENDA AND CONSENT ITEMS Action Needed: Motion to Adopt the Agenda as prepared (or amended) and approval of the Consent Items 4 2  PRESENTATION Fire Prevention Week Presenter: Mayor John Davis 5 NEW BUSINESS/NON-CONSENT Emergency Operation Center Q/A Russell Pearlman of the Wooten Company will be available for questions/answers on the final assessment report for the Emergency Operations Center. Action Needed: Provide further guidance to staff on EOC Repairs/Replacement etc. Presenters: Chris Seaberg – Town Manager Russell Pearlman – Wooten Company 6 3  Swansboro Public Safety Building 7 • Add metal plates welded to the top and bottom of the main frames • Provide additional gable end wall framing • Provide additional girts, secondary framing to support wall panels • Provide additional purlins, secondary framing to support roof panels • Provide bracing (functions like blocking) to the above secondary Main Frame framing • Replace or provide additional cross bracing in walls • Replace or provide additional cross bracing in roof ▪ Sawcut and excavate the slab around each of the concrete footings, and provide additional concrete and steel rebar to approximately double (198%) the size of the current footings Swansboro Public Safety Building 8 4  • Add metal plates welded to the top and bottom of the main frames • Provide additional gable end wall framing • Provide additional girts, secondary framing to support wall panels Column • Provide additional purlins, secondary framing to support roof panels • Provide bracing (functions like blocking) to the above secondary framing • Replace or provide additional cross bracing in walls • Replace or provide additional cross bracing in roof ▪ Sawcut and excavate the slab around each of the concrete footings, and provide additional concrete and steel rebar to approximately double (198%) the size of the current footings Swansboro Public Safety Building 9 Girt • Add metal plates welded to the top and bottom of the main frames • Provide additional gable end wall framing • Provide additional girts, secondary framing to support wall panels • Provide additional purlins, secondary framing to support roof panels • Provide bracing (functions like blocking) to the above secondary framing • Replace or provide additional cross bracing in walls • Replace or provide additional cross bracing in roof ▪ Sawcut and excavate the slab around each of the concrete footings, and provide additional concrete and steel rebar to approximately double (198%) the size of the current footings Swansboro Public Safety Building 10 5  • Add metal plates welded to the top and bottom of the main frames • Provide additional gable end wall framing Purlin • Provide additional girts, secondary framing to support wall panels • Provide additional purlins, secondary framing to support roof panels • Provide bracing (functions like blocking) to the above secondary framing • Replace or provide additional cross bracing in walls • Replace or provide additional cross bracing in roof ▪ Sawcut and excavate the slab around each of the concrete footings, and provide additional concrete and steel rebar to approximately double (198%) the size of the current footings Swansboro Public Safety Building 11 • Add metal plates welded to the top and bottom of the main frames • Provide additional gable end wall framing Bracing • Provide additional girts, secondary framing to support wall panels • Provide additional purlins, secondary framing to support roof panels • Provide bracing (functions like blocking) to the above secondary framing • Replace or provide additional cross bracing in walls • Replace or provide additional cross bracing in roof ▪ Sawcut and excavate the slab around each of the concrete footings, and provide additional concrete and steel rebar to approximately double (198%) the size of the current footings Swansboro Public Safety Building 12 6  • Add metal plates welded to the top and bottom of the main frames Cross Bracing • Provide additional gable end wall framing • Provide additional girts, secondary framing to support wall panels • Provide additional purlins, secondary framing to support roof panels • Provide bracing (functions like blocking) to the above secondary framing • Replace or provide additional cross bracing in walls • Replace or provide additional cross bracing in roof ▪ Sawcut and excavate the slab around each of the concrete footings, and provide additional concrete and steel rebar to approximately double (198%) the size of the current footings Swansboro Public Safety Building 13 • Add metal plates welded to the top and bottom of the main frames • Provide additional gable end wall framing Cross Bracing • Provide additional girts, secondary framing to support wall panels • Provide additional purlins, secondary framing to support roof panels • Provide bracing (functions like blocking) to the above secondary framing • Replace or provide additional cross bracing in walls • Replace or provide additional cross bracing in roof ▪ Sawcut and excavate the slab around each of the concrete footings, and provide additional concrete and steel rebar to approximately double (198%) the size of the current footings Footing Below Columns Swansboro Public Safety Building 14 7  • Add metal plates welded to the top and bottom of the main frames • Provide additional gable end wall framing Add to Footings • Provide additional girts, secondary framing to support wall panels • Provide additional purlins, secondary framing to support roof panels • Provide bracing (functions like blocking) to the above secondary framing • Replace or provide additional cross bracing in walls • Replace or provide additional cross bracing in roof ▪ Sawcut and excavate the slab around each of the concrete footings, and provide additional concrete and steel rebar to approximately double (198%) the size of the current footings Swansboro Public Safety Building 15 Belgrade- Swansboro Road 24 SITE Swansboro Public Safety Building 16 8  Swansboro Public Safety Building 17 NEW BUSINESS/NON-CONSENT Swansboro Rotary Five-O Fishing Tournament-Fee Waiver The Swansboro Rotary Five-O Tournament has submitted a Special Event Application requesting a waiver of fees at the Church Street Dock October 21- 24. This will be the 9th year having the event Downtown. Participants will have weigh in’s beginning Thursday, October 21 and a concert will be help on Saturday, October 23 from 7-11 pm in the Saltwater Grill parking lot. The concert is free and open to the public. Street closures have been requested on Saturday, October 23, 6-11pm. Action Needed: 1) Approve or deny staff to waive fees for 10 slips at Church Street Dock or waive fees for 6 slips; leaving some slips available for other transient boaters; and 2) Approve or deny street closures. Presenters: Anna Stanley – Parks & Rec Director 18 9  Barricades Road Closures 19 NEW BUSINESS/NON-CONSENT Budget Amendment 2022-3 1. Emergency Management - The investigation into the structural integrity of the Public Safety Building has required more professional involvement than anticipated. The Wooten Company was not able to obtain foundation information on the original building built more than 20 years ago by Tarheel Building Systems nor the building manufacture CECO. With that said, a structural engineer was needed to complete the assessment, which led to a cost overrun of $14, 075. Requesting $14,075 be appropriated from fund balance. Source: Appropriated Fund Balance 2. Streets-Municipal - At the September 13th BOC Meeting, the Board supported matching funds of $7,000 toward the $6943.78 donations received. The funds will be earmarked for Christmas Decoration Improvements. Source of funds: Appropriated Fund Balance 3. Streets-Municipal – The Board has instructed that the Downtown Traffic Movement implementation begin shortly after the Mullet Festival (tourist season). A quote for the recommended signage and street paint is approximately $10,000. Requesting $10,000 be appropriated from fund balance for its intended purpose. Source of Funds: Appropriated Fund Balance Action Needed: Motion to approve Budget Amendment 2022-3 Presenter: Sonia Johnson – Finance Director 20 10  BUSINESS NON-CONSENT Monthly Financial Report - August 2021 Presenter: Sonia Johnson – Finance Director 21 TOWN OF SWANSBORO FINANCIAL REPORT (AS OF AUGUST 31, 2021) REVENUES EXPENDITURES LOAN PAYMENTS INVESTMENTS 22 11  TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF AUGUST 31, 2021) GENERAL FUND ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures ($169,958) 23 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF AUGUST 31, 2021) (ACTUAL) GENERAL FUND (ENCUMBRANCES NOT INCLUDED) Total Excess of Revenues Over Expenditures ($92,331) 24 12  (PURCHASE ORDERS) (PAID YEAR TO DATE) ENCUMBERED SPENT % DEPT. BUDGET ACTUAL BALANCE August 31, 2021 GOVERNING BODY 27,422 5,970 1,448 27.0% ADMIN SERVICES 395,302 60,525 1,150 15.6% FINANCE 253,881 37,443 - 14.7% LEGAL 42,000 6,318 - 15.0% PUBLIC BUILDINGS 406,657 27,763 22,803 12.4% FIRE 796,411 98,924 14,897 14.3% PERMITTING 259,117 39,102 141 15.1% POLICE 1,043,180 151,967 3,708 14.9% PUBLIC WORKS-STREETS 163,983 18,160 5,778 14.6% POWELL BILL-STREETS 88,950 2,663 5,654 9.3% PARKS & RECREATION 295,040 41,915 14,166 19.0% CHURCH STREET DOCK 13,708 493 1,000 10.9% EMERGENCY MANAGEMENT 52,110 - - 0.0% FESTIVALS & EVENTS 117,804 25,037 5,078 25.6% NON DEPARTMENTAL 365,896 163,392 1,805 45.1% TOTAL 4,321,461 679,670 77,627 17.5% ** 25 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF AUGUST 31, 2021) STORMWATER ENTERPRISE FUND ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures ($18,238) 26 13  TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF AUGUST 31, 2021) SOLID WASTE ENTERPRISE FUND ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $1,809 27 TOWN OF SWANSBORO LOAN REPORT (AS OF AUGUST 31, 2021) Principal Interest Annual Debt Item End Date Balance Rate Service DEBT Town Hall/Tanker $534,076 2.69 03/21/2028 $84,724 SERVICE Public Safety Facility $160,000 2.58 12/22/2024 $45,160 $265,418 Fire Truck 2.08 11/01/2026 $47,512 Equipment/Vehicles $50,832 1.87 11/01/2021 $51,783 Sleeping Quarters $150,000 2.43 12/14/2026 $29,253 Grapple Truck/Town $183,700 1.72 6/25/2025 $47,917 Hall Generator Vehicles(Police & Fire Department) & $110,700 1.84 7/15/2026 $23,377 Software Total Debt $1,454,726 $329,726 28 14  TOWN OF SWANSBORO CASH & INVESTMENTS REPORT (AS OF AUGUST 31, 2021) CASH & INVESTMENTS BANK BALANCE INTEREST RATE First Citizens Bank $4,410,886 .03% NC CMT-General $100,005 .01% 29 Any Questions ? 30 15  NEW BUSINESS/NON-CONSENT Future Agenda Items The purpose of this memo is to provide the Board with matters that staff anticipates/proposes for upcoming meetings. It should be noted that these items are tentatively scheduled for the specified monthly agenda but are subject to change due to preparation of materials, public notice requirements, etc. In providing this memo each month, we hope it will also provide opportunity for the Board to introduce items of interest and subsequent direction for placement on future agendas, which will allow staff the opportunity to plan accordingly. Action Needed: Discussion and guidance to staff on future agenda items. Presenter: Paula Webb – Assistant Manager/Clerk 31 PRESENTATION Chris Seaberg Recognition Presenter: Mayor John Davis 32 16  PUBLIC COMMENT Citizen opportunity to address the Board. 33 MANAGER’S COMMENTS Chris Seaberg, Town Manager 34 17  BOARD COMMENTS Mayor John Davis Mayor Pro Tem Frank Tursi Commissioner Pat Turner Commissioner Harry “PJ” Pugliese Commissioner Larry Philpott Commissioner Laurent Meilleur 35 ADJOURN 36 18