Board of Commissioners

Town of Swansboro Board of Commissioners April 25, 2022, Regular Meeting In attendance: Mayor John Davis, Mayor Pro Tem Frank Tursi, Commissioner Pat Turner, Commissioner Larry Philpott, Mayor Pro Tem Tursi, and Commissioner Jeffrey Conaway. Commissioner Harry PJ Pugliese was absent. ********************************** Call to Order The meeting was called to order at 5:30 pm. Mayor Davis led the Pledge of Allegiance. Public Comment Citizens were offered an opportunity to address the Board regarding items listed on the agenda. No comments were offered. Adoption of Agenda The Public hearing for the Special Use Permit/147 Front Street Dock was removed from the agenda. Direction was given for Attorney Parson to consult with a Maritime Expert and request of further details from the State Historic representative regarding the matter of the viewshed. On a motion by Commissioner Turner, seconded by Commissioner Philpot, the Agenda (as amended), and Consent Items below were unanimously approved. Minutes -February 14, 2022, Regular Meeting -February 28, 2022, Regular Meeting -February 28, 2022, Closed Session Tax Refunds -Bessette, Gerald Roger $66.91 Tag Surrender -Smith, Jamison Michael $44.10 Military Appointments/Recognitions/Presentations Mayor Davis acknowledged Administrative Professionals Week April 24-30, International Firefighters Day May 4, and Municipal Clerks Week May 1-7. Board members shared their appreciation for Admin staff, Clerks and firefighters. Board Appointments Town Clerk, Alissa Fender reviewed that due to resignations, and no appointments being made at prior meetings, there were appointments needed for 1 vacant ETJ seat on the Board of Adjustment and 1 vacant Alternate seat on the Historic Preservation Page 1 of 4 Commission. There were not applications to consider for Board of Adjustment vacancy and 3 applications to consider for the Historic Preservation Commission vacancy. On a motion by Commissioner Conaway, seconded by Commissioner Turner, Jonathan McDaniel was appointed to the Historic Preservation Commission. Economic Development Presentation Roy Herrick shared the committee was formed on 10/8/2020 and held its first meeting on 10/29/2020 and met months since. Most of the first year was spent formulating to determine what they were going to do and how they were going to do it and so forth. In May of 2021, they aligned with Jacksonville Onslow Economic Development (JOED) because they offered resources that could be used, and they had expertise that could be utilized. The scope was defined to aid existing businesses in Swansboro, seek new businesses for the area with a proper fit, and improve infrastructure issues. The infrastructure issues identified were transportation, sewer, natural gas, and improved broadband. Swansboro's municipal limits had very limited options, however, the ETJ limits had a great deal of potential. Considerations were also provided to areas outside of the ETJ. The main potential of economic development is not to increase ad Valorem taxes to the town but to increase the average wages. The committee has had a discussion with JUMPO to resolve traffic issues, and with PNG about bringing natural gas to Swansboro. There has also been discussion with an area landowner in the ETJ to develop their property for a light industrial park, with the intent to annex. The committee believed the best way to operate was independently and move on in their own direction. They have modified their name to be Swansboro Area Economic Development Committee. In response to inquiries from the Board, Mr. Herrick shared that they would like the board's support for the light industrial park. Business Non-Consent Financial Report - March 31, 2022 – Finance Director Johnson reviewed details from the monthly financial report, attached herein. She noted that the amount captured for the Stormwater excess of revenue over expenditures in the report of $62,758 was an error, the correct amount was $25,758. Budget Ordinance Amendment #2022-9 • The budget ordinance needed to be amended for the following departments: Public Works-Streets-The Office of State Budget Management is administering Page 2 of 4  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 $100,000 for sidewalk construction. NCDOT has been notified and they are working on an agreement. Source of Funds- Grants-Various • Public Works-A staff member retired, and payment of accrued vacation leave to include retirement benefits of $14,458 needs to be disbursed. (Allocated in 5 departments) Source of Funds-Appropriated Fund Balance • Fire Department- A staff member resigned, and payment of accrued vacation leave/comp time to include retirement benefits of $8,868 needs to be disbursed. Source of Funds-Appropriated Fund Balance • Non-Departmental- Occupancy tax currently exceeds the budgeted amount for FY 21/22 by $25,607. The net proceeds of the tax collected to the Swansboro Tourism Development Authority shall be the gross proceeds of the tax less the 3% cost to the town of administering the tax. Source of Funds: Taxes-Occupancy • Public Buildings- New HVAC systems to replace the two units that currently service the offices at Town Hall. Both units are 14+ years old and will require a crane to replace. One of the two is operational but is recommended for replacement also due to the fact it has reached its life expectancy. Options: 1. Replace the current unit that is not operational-$9,898 2. Replace both units- $18,804 3. Repair the current unit that is not operational-$1,974 Requesting $18,804 to be appropriated from fund balance for its intended purpose. Source of funds: Appropriated Fund Balance Board members discussed the Public Buildings options for HVAC replacement. The provided amount quoted of $18,804 was the only quote received. It was decided to proceed with the repair option and to obtain additional quotes for other unit types to determine if cost could be less than $18,804. On a motion by Commissioner Philpott, seconded by Commissioner Turner, Budget Ordinance Amendment 2022-9 (as amended) was unanimously approved. If additional quotes could be obtained prior to the April 28 budget workshop, then details could be provided at the meeting. Page 3 of 4 Future Agenda Items Future agenda items are shared for visibility and comment. In addition, an opportunity is provided for the Board to introduce items of interest and subsequent direction for placement on future agendas. Mayor Davis requested recognition of Tristan Alvis for his acceptance to the Naval Academy be on the May 23rd meeting. Mayor Pro Tem Tursi indicated that discussion on their recognition policy that was scheduled for May 9th should be held prior to scheduling a recognition. Town Clerk, Alissa Fender reviewed that the current recognition policy requires submission of the recognition form in order to be placed on the agenda. Public Comment There were no comments offered. Manager’s Report/Comments Manager Webb had no additional details or comments to her report provided in the agenda packet. Board Comments Mayor Davis shared that it was good to recognize employees and suggested that a program such as employee of the month be established. Manager Webb indicated that a process was already in the works. Closed Session On a motion by Commissioner Turner, seconded by Commissioner Philpott the board entered closed session pursuant to NCGS 143-318.11 (a) (4) for discussion related to the industry or other business potential to the area. During closed session, a motion was made and seconded to return to open session. No action was taken. Adjournment On a motion by Commissioner Philpott seconded by Commissioner Conway the meeting adjourned at 7:07 pm. Page 4 of 4  Regular Meeting April 25, 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 is one (1) public hearing scheduled for this meeting. 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  Economic Development Presentation Presenter: Roy Herrick 5 Board Appointments Board Appointments Due to resignations, and no appointments being made at prior meetings, there are appointments needed for the Board of Adjustment and Historic Preservation Commission. Recommended Action: 1. Consider appointments to the Board of Adjustment 2. Consider appointments to the Historic Preservation Commission Presenter: Alissa Fender – Town Clerk 6 3  PUBLIC HEARING Special Use Permit/147 Front Street - Dock Jack Harnatkiewicz has applied for a Special Use Permit to extend the existing dock at 147 Front Street to add four slips for annual rental and additional spaces for day dockage. The dock will provide eleven total slips; the Unified Development Ordinance defines a “Marina” as dockage with over ten slips. Marinas are allowed in the B-2HDO zoning district pursuant to the issuance of a special use permit. Recommended Action: 1) Hold a public hearing; 2) A motion to approve or deny the Special Use permit application pursuant to Section 152.210 of the Unified Development Ordinance. In granting a special use permit, the Board of Commissioners shall give due regard to the nature and state of all adjacent structures and uses, and the districts within which the proposed use is to be located. The Board of Commissioners shall consider whether it is necessary or appropriate to affix conditions thereto for the purposes of protecting neighboring properties and/or the public interest assuring that the use is harmonious with the area, ensuring that the use is consistent with the spirit of the ordinance, and shall affix to such permit any reasonable and appropriate conditions as it finds are necessary for any of those purposes. Upon its determination that all the criteria in Section 152.210 are met, the Board of Commissioners shall enter a written order with findings of fact and conclusions of law and shall issue the special use permit as requested or with such conditions as it finds necessary and appropriate. Presenters: Jennifer Ansell- Planner 7 NEW BUSINESS/NON-CONSENT Financial Report Presenter: Sonia Johnson – Finance Director 8 4  TOWN OF SWANSBORO FINANCIAL REPORT (AS OF MARCH 31, 2022) REVENUES EXPENDITURES LOAN PAYMENTS INVESTMENTS 9 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF MARCH 31, 2022) GENERAL FUND 3,900,000 $3,837,796 $3,805,401 3,800,000 3,700,000 3,600,000 3,500,000 $3,407,739 3,400,000 $3,321,009 3,300,000 3,200,000 3,100,000 3,000,000 Revenues Expenditures FY 20/21 FY 21/22 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $516,787 10 5  TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF MARCH 31, 2022) (ACTUAL) GENERAL FUND 4,500,000 $3,805,401 $3,837,796 4,000,000 3,500,000 $3,238,765 $3,138,094 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 $699,702 11 (PURCHASE ORDERS) (PAID YEAR TO DATE) ENCUMBERED SPENT % DEPT. BUDGET ACTUAL BALANCE March 31, 2022 GOVERNING BODY 27,422 21,577 1,095 82.7% ADMIN SERVICES 410,302 256,404 15,795 66.3% FINANCE 253,881 185,773 - 73.2% LEGAL 57,000 31,695 - 55.6% PUBLIC BUILDINGS 412,907 291,230 26,433 76.9% FIRE 796,411 548,780 25,120 72.1% PERMITTING 259,117 167,406 116 64.7% POLICE 1,043,180 745,685 4,526 71.9% PUBLIC WORKS-STREETS 197,114 147,779 3,657 76.8% POWELL BILL-STREETS 105,081 30,372 62,527 88.4% PARKS & RECREATION 338,538 221,991 27,885 73.8% CHURCH STREET DOCK 13,708 3,116 1,000 30.0% EMERGENCY MANAGEMENT 115,345 63,085 8,464 62.0% FESTIVALS & EVENTS 119,554 74,645 5,399 67.0% NON DEPARTMENTAL 463,158 348,555 899 75.5% TOTAL 4,612,717 3,138,094 182,915 72.00% ** 12 6  TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF MARCH 31, 2022) STORMWATER ENTERPRISE FUND 250,000 $193,441 200,000 150,000 $127,170 $132,683 $109,851 100,000 50,000 0 Revenues Expenditures FY 20/21 FY 21/22 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $60,758 13 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF MARCH 31, 2022) SOLID WASTE ENTERPRISE FUND 400,000 $335,084 350,000 $308,719 300,000 $271,766 $257,405 250,000 200,000 150,000 100,000 50,000 0 Revenues Expenditures FY 20/21 FY 21/22 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $77,679 14 7  TOWN OF SWANSBORO LOAN REPORT (AS OF MARCH 31, 2022) Item Principal Interest End Date Annual Debt Balance Rate Service DEBT Town Hall/Tanker $463,719 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 $1,226,546 $329,726 15 TOWN OF SWANSBORO CASH & INVESTMENTS REPORT (AS OF MARCH 31, 2022) CASH & INVESTMENTS BANK BALANCE INTEREST RATE First Citizens Bank $11,022,818 .03% NC CMT-General $383,307 .01% OSBM Funds included in First Citizens Bank balance- $6,100,000 ➢ Emergency Operations Center-$6,000,000 ➢ Sidewalks-$100,000 16 8  Any Questions ? 17 NEW BUSINESS/NON-CONSENT Budget Ordinance Amendment #2022-9 The budget ordinance needs to be amended for multiple departments. Recommended Action: Motion to approve Budget Ordinance Amendment #2022-9 Presenter: Sonia Johnson – Finance Director 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 Motion to enter closed session 143-318.11 (a) (4) for discussion related to the industry or other business potential to the area. 23 ADJOURN 24 12