Board of Commissioners

Town of Swansboro Board of Commissioners March 28, 2022, Regular Meeting In attendance: Mayor John Davis, Mayor Pro Tem Frank Tursi, Commissioner Pat Turner, Commissioner Harry PJ Pugliese, Commissioner Larry Philpott, Mayor Pro Tem Tursi and Commissioner Jeffrey Conaway. ********************************** Call to Order/Opening Prayer/Pledge of Allegiance The meeting was called to order at 5:35 pm. Mayor Davis led the Pledge of Allegiance. Public Comment Junior Freemen shared that he desired appointment to the Emergency Operations Center Committee and provided the Board with a history of his background experience. Adoption of Agenda On a motion by Commissioner Philpott, seconded by Commissioner Turner, the Agenda was amended to add Resolution 2022-R5 Creating the Emergency Operation Center Committee to consent and the below tax refunds were unanimously approved. Adams, Timothy Leroy & Christa Anna $5.81 Tag Surrender Baldwin, Eric C $140.04 Tag Surrender Urban, Jacob Ryan $56.95 Military Business Non-Consent Board Appointments Due to resignations, there were appointments needed for the Board of Adjustment and Historic Preservation Commission. On a motion by Commissioner Turner seconded by Commissioner Pugliese, Dusty Rhodes was appointment to the Board of Adjustment. Board members did not make any appointments to the Historic Preservation Commission and requested that those interested in appointment attend the next meeting to provide further details on their experience. In the mean time it was requested to continue to sharing that applications were still being accepted. Text Amendment/Town Code Chapter 74 Traffic Schedules - IV. Left turns; right turns; and VI. Speed limits Police Chief Jackson shared that consideration had been requested to review and change the speed limit from 20 mph to 5 mph on Front Street and the portion of Church Street between front Street and Water Street. Presently there were no speed limit signs and two 5 mph signs were requested. Page 1 of 3 In review of this consideration, additional edits to this chapter were needed to address other changes that have been made over the years but not updated in the Town Code. In response to inquires from the Board Chief Jackson confirmed that 5 mph was appropriate for the area due to pedestrians coming out from between parked vehicles in addition to crossing at intersections. On a motion by Mayor Pro Tem Tursi, seconded by Commissioner Conaway, Ordinance 2022-O3 Amending the Town Code Chapter 74 Traffic Schedules - IV. Left turns; right turns; and VI. Speed limits was approved unanimously. Budget Ordinance Amendment #2022-8 Finance Director Johnson reviewed that the initial concept for the Walnut Street Outfall Retrofit was expected to be a relatively simple underground infiltration practice. However, following some analyses, it was determined that the infiltration rates of the existing site are not high enough to fully manage the stormwater. A new concept had been proposed by the NC Coast Federation with an engineered media and underdrain system. This would require more fine grading work and new structures along the outfall line. Overall, the scope of work had become more complex and would be better served by hiring a contractor who will be able to devote 100% of their time and energy on the project. Mayor Pro Tem Tursi requested to be recused from voting because he was on the Advisory Board for the NC Coastal Federation. On a motion by Commissioner Pugliese, seconded by Commissioner Philpott, Mayor Pro Tem Tursi was recused from voting unanimously. On a motion by Commissioner Pugliese, seconded by Commissioner Conaway, Budget Ordinance Amendment 2022-8 was approved. (4-0) Adopting a Grant Project Ordinance for an Emergency Operations Center Finance Director Johnson reviewed that the NC Office of State Budget and Management was administering the State Capital and Infrastructure Fund (SCIF) Directed Grants as appropriated by the North Carolina General Assembly in the Current Operations Appropriations Act of 2021. The Town was awarded $6,000,000 to build an Emergency Operations Center. On a motion by Commissioner Philpott seconded by Commissioner Turner, an ordinance to establish a Grant Project Ordinance for the Town of Swansboro State Capital and Infrastructure Funds, and to authorize the Town Manager and Finance Director to take all actions necessary on behalf of the town council to receive the grant funds was approved unanimously. Page 2 of 3 Financial Report - January 31, 2021 - Finance Director Johnson reviewed details from the monthly financial report, attached herein. A request was made for the $6,000,000 State Capital and Infrastructure Funds to be separated out on future reports. Future Agenda Items Future agenda items 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. The following items were addressed: - Schedule a special joint meeting with the Emergency Operation Center Committee Public Comments No comments were offered. Manager’s Report/Comments Manager Webb entertained any questions from the managers brief in the packet. In response to inquiries from the Board, Manager Webb shared that she would need to clarify the location for possible Special Use Permit that was mentioned in a report she had emailed the board. Board Comments Board members shared their fondness of Manager Webb’s report she emailed. Closed Session On a motion by Commissioner Pugliese, seconded by Commissioner Conaway, with unanimous approval, the board entered into closed session pursuant to NCGS 143- 318.11 (a) (3, 4, & 5) to allow the Town Attorney to provide updates on legal matters under the attorney-client privilege, discussion related to the industry or other businesses potential to the area, and to instruct the public body's staff on negotiating terms for property acquisition. Pursuant to a motion duly made in closed session, the Board returned to open session. It was noted that no action was taken. Adjournment On a motion by Commissioner Turner, seconded by Commissioner Philpott, the meeting adjourned at 7:06 pm. Page 3 of 3  Regular Meeting March 28, 2022 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  Appointments Board Appointments Due to resignations, there are several board appointments needed. A list of vacancies are provided below as well as a Talent Bank Sheet with those citizens with interest to serve. Recommended Action: 1. Consider appointments to the Board of Adjustment 2. Consider appointments to the Historic Preservation Commission Presenter: Alissa Fender – Town Clerk 5 NEW BUSINESS/NON-CONSENT Text Amendment/Town Code Chapter 74 Traffic Schedules – IV. Left turns; right turns; and VI. Speed limits Consideration has been requested to review and change the speed limit from 20 mph to 5 mph on Front Street and the portion of Church Street between front Street and Water St. At present there are no speed limit signs and two 5 mph signs are requested. In review of this consideration additional edits to this chapter are needed to address other changes that have been made over the years but not updated in the Town Code. Recommended Action: Motion toKen Presenters: approve Ordinance Jackson – 2022-O3 Police Chief Alissa Fender – Town Clerk 6 3  NEW BUSINESS/NON-CONSENT Budget Ordinance Amendment #2022-8 The initial concept for the Walnut Street Outfall Retrofit was expected to be a relatively simple underground infiltration practice. However, following some analyses, it was determined that the infiltration rates of the existing site are not high enough to fully manage the stormwater. A new concept has been proposed with an engineered media and underdrain system. This will require more fine grading work and new structures along the outfall line. Overall, the scope of work has become more complex and would be better served by hiring a contractor who will be able to devote 100% of their time and energy on the project. Recommended Action: Motion to approve Budget Ordinance Amendment #2022-8 allocating $35,000 toward the Walnut Street Retrofit Project. Presenter: Paula Webb – Town Manager 7 NEW BUSINESS/NON-CONSENT Adopting a Grant Project Ordinance for an Emergency Operations Center The NC Office of State Budget and Management is administering the State Capital and Infrastructure Fund (SCIF) Directed Grants as appropriated by the North Carolina General Assembly in the Current Operations Appropriations Act of 2021. The Town was awarded $6,000,000 to build an Emergency Operations Center. Recommended Action: Motion to approve a Grant Project Ordinance for the Town of Swansboro State Capital and Infrastructure Funds, and to authorize the Town Manager and Finance Director to take all actions necessary on behalf of the town council to receive the grant funds. Presenter: Sonia Johnson – Finance Director 8 4  NEW BUSINESS/NON-CONSENT Financial Report Presenter: Sonia Johnson – Finance Director 9 TOWN OF SWANSBORO FINANCIAL REPORT (AS OF FEBRUARY 28, 2022) REVENUES EXPENDITURES LOAN PAYMENTS INVESTMENTS 10 5  TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF FEBRUARY 28, 2022) GENERAL FUND 4,000,000 $3,512,305 $3,461,524 3,500,000 $2,984,681 $2,916,771 3,000,000 2,500,000 2,000,000 1,500,000 1,000,000 500,000 0 Revenues Expenditures FY 20/21 FY 21/22 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $544,753 11 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF FEBRUARY 28, 2022) (ACTUAL) GENERAL FUND 4,000,000 $3,512,305 $3,461,524 3,500,000 $2,895,429 $2,805,379 3,000,000 2,500,000 2,000,000 1,500,000 1,000,000 500,000 0 Revenues Expenditures FY 20/21 FY 21/22 (ENCUMBRANCES NOT INCLUDED) Total Excess of Revenues Over Expenditures $656,145 12 6  (PURCHASE ORDERS) (PAID YEAR TO DATE) ENCUMBERED SPENT % DEPT. BUDGET ACTUAL BALANCE February 28, 2022 GOVERNING BODY 27,422 20,604 1,095 79.1% ADMIN SERVICES 410,302 227,682 795 55.7% FINANCE 253,881 168,601 - 66.4% LEGAL 57,000 29,445 - 51.7% PUBLIC BUILDINGS 412,907 206,100 18,579 54.4% FIRE 796,411 493,787 23,162 64.9% PERMITTING 259,117 150,204 116 58.0% POLICE 1,043,180 676,603 4,955 65.3% PUBLIC WORKS-STREETS 197,114 125,790 15,848 71.9% POWELL BILL-STREETS 105,081 29,444 5,975 33.7% PARKS & RECREATION 338,538 201,432 29,410 68.2% CHURCH STREET DOCK 13,708 2,857 1,000 28.1% EMERGENCY MANAGEMENT 115,345 60,510 4,160 56.1% FESTIVALS & EVENTS 119,554 67,652 5,399 61.1% NON DEPARTMENTAL 428,158 344,668 899 80.7% TOTAL 4,577,717 2,805,379 111,392 63.72% ** 13 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF FEBRUARY 28, 2022) STORMWATER ENTERPRISE FUND 180,000 $153,615 160,000 140,000 $123,601 $125,609 120,000 $104,331 100,000 80,000 60,000 40,000 20,000 0 Revenues Expenditures FY 20/21 FY 21/22 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $28,006 14 7  TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF FEBRUARY 28, 2022) SOLID WASTE ENTERPRISE FUND 350,000 $297,919 300,000 $274,767 $244,736 $245,905 250,000 200,000 150,000 100,000 50,000 0 Revenues Expenditures FY 20/21 FY 21/22 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $52,014 15 TOWN OF SWANSBORO LOAN REPORT (AS OF FEBRUARY 28, 2022) Item Principal Interest End Date Annual Debt Balance Rate Service DEBT Town Hall/Tanker $534,076 2.69 03/21/2028 $84,724 Public Safety Facility $120,000 2.58 12/22/2024 $45,160 Fire Truck SERVICE Equipment/Vehicles $223,427 Paid in Full 2.08 1.87 11/01/2026 11/01/2021 $47,512 $51,783 Sleeping Quarters $125,000 2.43 12/14/2026 $29,253 Grapple Truck/Town $183,700 1.72 6/25/2025 $47,917 Hall Generator Vehicles(Police & Fire $110,700 1.84 7/15/2026 $23,377 Department) & Software Total Debt $1,296,903 $329,726 16 8  TOWN OF SWANSBORO CASH & INVESTMENTS REPORT (AS OF FEBRUARY 28, 2022) CASH & INVESTMENTS BALANCE INTEREST RATE BANK First Citizens Bank $5,222,167 .03% NC CMT-General $209,691 .01% 17 Any Questions ? 18 9  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: Alissa Fender – Town Clerk 19 PUBLIC COMMENT Citizen opportunity to address the Board. 20 10  MANAGER’S COMMENTS Paula Webb, Town Manager 21 BOARD COMMENTS Mayor John Davis Mayor Pro Tem Frank Tursi Commissioner Pat Turner Commissioner Harry “PJ” Pugliese Commissioner Larry Philpott Commissioner Jeffrey Conaway 22 11  CLOSED SESSION Recommended Action: Motion to enter closed session 143-318.11 (a) (3, 4, & 5) to allow the Town Attorney to provide updates on legal matters under the attorney-client privilege, discussion related to the industry or other businesses potential to the area, and to instruct the public body's staff on negotiating terms for property acquisition. 23 ADJOURN 24 12