Board of Commissioners

Town of Swansboro Board of Commissioners January 23, 2023, Regular Meeting In attendance: Mayor John Davis, Mayor Pro Tem Frank Tursi, Commissioner PJ Pugliese, Commissioner Larry Philpott, Mayor Pro Tem Tursi, Commissioner Pat Turner, and Commissioner Jeffrey Conaway. ********************************** Call to Order/Opening Prayer/Pledge 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 given. Adoption of Agenda and Consent Items On a motion by Commissioner Turner, seconded by Commissioner Philpott, the agenda and the below consent items were approved unanimously. Meeting Minutes - July 11, 2022, Regular Meeting - July 25, 2022, Regular meeting - July 25, 2022, Closed Session - August 8, 2022, Regular Meeting - August 18, 2022, Joint/Retreat Special Meeting with Planning Board Tax Refund Requests Baldwin, Eric Christopher - $178.66 - Tag Surrender - Lopez, David Yazmin, & Lopez, Veronica Yazmin - $256.32 - Military - Karnes, Cynthia Suzanne - $46.52 - Military Appointments/Recognitions/Presentations Recognition of Lindsay Williams Mayor Davis recognized music teacher Lindsay Williams from Swansboro Elementary. Mrs. Williams was chosen by the NC Music Educators Association as the North Carolina Elementary Music Teacher of the Year for 2022. Employee of the Quarter Manager Webb introduced the Employee of the Quarter, Aliette Cuadro. She shared that Aliette was nominated by her peers for her commitment as a newer employee learning all the various aspects of the Admin Services department. Page 1 of 4 Board Appointments Town Clerk Fender shared that board member Paul Wysocki of the Flood Management Appeal Board had been unresponsive to attempts to confirm his desire to serve on the board. Removal from the Flood Management Appeals Board and appointment of a new member was requested. On a motion by Mayor Pro Tem Tursi, seconded by Commissioner Turner, Mr. Wysocki was unanimously removed as a member of the Flood Management Appeals Board. On a motion by Commissioner Philpott, seconded by Commissioner Conaway, Brent Lanier was unanimously appointed to the Flood Management Appeals Board. Public Hearing Text Amendment related to Massing Standards in the Historic District Planner Correll shared that following review of massing standards, other community ordinances and specific statues, as well as recent case law related to such, staff had prepared UDO text amendments to Appendix III Historic District Design Standards, Section 11 New Construction. The intent of the regulations was to assure that new construction, including additions, would be in harmony with the special character of the historic district. In response to inquiries from the board Mrs. Correll clarified the following: - Not all new construction would require a massing study, the need would be determined at application review. - Massing studies that are required would be reviewed by staff and the Historic Preservation Commission The public hearing was opened at 5:53 pm then closed as no comments were made. On a motion by Commissioner Philpott, seconded by Commissioner Turner Ordinance 2023-O2 controlling massing in the historic district and a statement of consistency was approved unanimously. Business Non-Consent Budget Ordinance Amendment #2023-02 Finance Director Johnson shared that the budget ordinance needed to be amended for multiple departments as follows: - Fire Department: Two staff members resigned, and payment of accrued vacation leave to include retirement benefits of $18,991 needs to be disbursed. Source of Funds: Appropriated Fund Balance Page 2 of 4  - Police Department: An employee was promoted to an exempt position and payout for compensatory time to include retirement benefits of $4,537 needs to be disbursed. Source of Funds: Appropriated Fund Balance - Emergency Management: Internet was installed last Fiscal Year at the Swansboro Methodist Church/temporary EOC in preparation of 2022 hurricane season. The annual cost for the service is $1,575. Requesting $1,575 be appropriated from fund balance for its intended purpose. Source of Funds: Appropriated Fund Balance - Parks & Recreation: In late September 2022, Moore Street Dock was damaged due to Tropical Storm Ian. The storm was not declared a disaster; therefore, the Town would not be eligible for FEMA disaster funds. The total cost to repair the dock is $3,600. Requesting $3,600 be appropriated from fund balance. Source of Funds: Appropriated Fund Balance - Church Street Dock: On 7/28/2022, the power pedestal was damaged by an insured vessel during their stay. The cost to repair and install the power pedestal is $1,864. The Town received the funds from the boater’s insurance provider, and it will be used to pay for the damage. Source of Funds: Insurance Proceeds - Festivals & Events: Additional funds were received for the 2022 Flotilla boat prizes. Downtown restaurants donated the funds and specifically requested that they go toward improving the prizes for boat winners. The donated funds totaled $1,600. Acknowledge receipt of $1,600 for Festival & Events /Flotilla Expenses for prizes and payout. Source of Funds: Festivals & Events - Reappropriations: Funds that went back to fund balance because they were not used prior to the end of last Fiscal Year. Source of Funds: Appropriated Fund Balance On a motion by Commissioner Pugliese, seconded by Commissioner Philpott, Budget Ordinance Amendment #2023-02 was approved unanimously. Financial Report as of December 31, 2022 and ARP Grant Update Finance Director Johnson reviewed details from the monthly financial report, attached herein with the PowerPoint presentation of the meeting. With regard to Ad Valorem taxes at 78%, Mrs. Johnson shared that was attributed to more were collected than usual and sales taxes was up. Future Agenda Topics 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. No other items were introduced. Page 3 of 4 Public Comment Citizens were offered an opportunity to address the Board regarding items not listed on the agenda. No comments were given. Manager's Comments Manager Webb had no additional details or comments on her report provided in the agenda packet. Board Comments Commissioner Philpott shared that the EOC/PSB committee met with the consultant last week. Commissioner Turner shared that ONWASA was likely to receive a grant to replace the Mt. Pleasant Road pump station, which would end up being moved. Closed Session On a motion by Commissioner Turner, seconded by Commissioner Conaway, the board enter closed session pursuant to NCGS 143-318.11 (a) (6) to consider the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions of initial employment of an individual public officer or employee or prospective public officer or employee; or to hear or investigate a complaint, charge, or grievance by or against an individual public officer or employee. Pursuant to a motion duly made in and seconded in closed session the board returned to open session. Adjournment On a motion by Mayor Pro Tem Tursi, seconded by Commissioner Turner, the meeting adjourned at 7:10 pm. Page 4 of 4  Regular Meeting January 23, 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 1 public hearings 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  Recognition of Lindsay Williams Presenter: John Davis – Mayor 5 Employee of the Quarter Presenter: Paula Webb – Town Manager 6 3  Appointments Board Appointments Board member Paul Wysocki of the Flood Management Appeal Board has been unresponsive to attempts to confirm his desire to serve on the board. Emails and phone calls have been sent to ensure he wants to continue to serve, and all have been met with no response. Removal from the Flood Management Appeals Board and appointment of a new member is requested. Recommended Action: Recommended Action: 1. Consider removal of unresponsive member from Flood Management Appeals Board. 2. Consider appointment to Flood Management Appeals Board. Presenter: Alissa Fender– Town Clerk 7 PUBLIC HEARING Text Amendment related to Massing Standards in the Historic District Following review of massing standards, other community ordinances and specific statues, as well as recent case law related to such, staff has prepared UDO text amendments to Appendix III Historic District Design Standards, Section 11 New Construction. Recommended Action: Recommended Action: 1. Hold a Public Hearing; 2. Motion to approve or deny Ordinance 2023-O2 controlling massing in the historic district and adopt a statement of consistency Presenters: Andrea Correll – Planner 8 4  NEW BUSINESS/NON-CONSENT Budget Ordinance Amendment #2023-02 The budget ordinance needs to be amended for multiple departments. Recommended Action: Motion to approve Budget Ordinance Amendment #2023-02 Presenter: Sonia Johnson – Finance Director 9 NEW BUSINESS/NON-CONSENT Financial Report as of December 31, 2022, and ARP Grant Update Presenter: Sonia Johnson – Finance Director 10 5  TOWN OF SWANSBORO FINANCIAL REPORT (AS OF DECEMBER 31, 2022) REVENUES EXPENDITURES LOAN PAYMENTS INVESTMENTS 11 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF DECEMBER 31, 2022) GENERAL FUND 3,500,000 $3,125,016 3,000,000 $2,773,949 $2,373,146 2,500,000 $2,126,938 2,000,000 1,500,000 1,000,000 500,000 0 Revenues Expenditures FY 21/22 FY 22/23 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $998,078 12 6  TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF DECEMBER 31, 2022) (ACTUAL) GENERAL FUND 3,500,000 $3,125,016 3,000,000 $2,773,949 2,500,000 $2,235,447 $2,066,952 2,000,000 1,500,000 1,000,000 500,000 0 Revenues Expenditures FY 21/22 FY 22/23 (ENCUMBRANCES NOT INCLUDED) Total Excess of Revenues Over Expenditures $1,058,064 13 (PURCHASE ORDERS) ENCUMBERED SPENT % DEPT. BUDGET YTD ACTUAL BALANCE December 31, 2022 GOVERNING BODY 29,902 13,629 - 45.6% ADMIN SERVICES 374,944 196,486 - 52.4% FINANCE 265,670 132,358 - 49.8% LEGAL 43,000 17,795 - 41.4% PUBLIC BUILDINGS 389,207 129,073 19,399 38.1% FIRE 1,040,223 393,499 10,182 38.8% PERMITTING 360,338 130,456 - 36.2% POLICE 1,055,357 401,929 4,292 38.5% PUBLIC WORKS-STREETS 375,286 147,004 1,919 39.7% POWELL BILL-STREETS 111,526 3,866 2,607 5.8% PARKS & RECREATION 357,647 144,658 15,920 44.9% CHURCH STREET DOCK 7,590 2,588 579 41.7% EMERGENCY MANAGEMENT 1,125 787 - 70.0% FESTIVALS & EVENTS 122,849 53,132 5,084 47.4% NON DEPARTMENTAL 483,302 299,693 3 62.0% TOTAL 5,017,966 2,066,952 59,986 42.39% ** 14 7  TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF DECEMBER 31, 2022) STORMWATER ENTERPRISE FUND 160,000 $145,207 $139,903 140,000 120,000 $104,626 $102,932 100,000 80,000 60,000 40,000 20,000 0 Revenues Expenditures FY 21/22 FY 22/23 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $42,275 15 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF DECEMBER 31, 2022) SOLID WASTE ENTERPRISE FUND 250,000 $220,253 $194,753 $191,187 200,000 $175,106 150,000 100,000 50,000 0 Revenues Expenditures FY 21/22 FY 22/23 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $19,647 16 8  TOWN OF SWANSBORO LOAN REPORT (AS OF DECEMBER 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 $80,000 2.58 12/22/2024 $42,064 Fire Truck SERVICE Sleeping Quarters $179,671 $100,000 2.08 2.43 11/01/2026 12/14/2026 $47,512 $28,038 Grapple Truck/Town $138,943 1.72 6/25/2025 $47,917 Hall Generator Vehicles(Police & Fire $89,360 1.84 7/15/2026 $23,377 Department) & Software Total Debt $1,051,693 $273,632 17 TOWN OF SWANSBORO CASH & INVESTMENTS REPORT (AS OF DECEMBER 31, 2022) CASH & INVESTMENTS BANK BALANCE INTEREST RATE First Citizens Bank 11,106,276 .10% NC CMT-General $1,283,820 3.92% OSBM Funds included in First Citizens Bank balance- $6,100,000 ➢ Emergency Operations Center-$6,000,000 ➢ Sidewalks-$100,000 18 9  GRANT UPDATE YTD Budget Expenditures Encumbrances Unencumbered American Rescue Plan Act Fund $1,065,725 $258,234 $444,525 $362,966 Swansboro Bicentennial Park Boardwalk Extension $163,350 $15,397 $0 $147,953 Emergency Operation Center $6,003,975 $78 $0 $6,003,897 Emmerton School Repairs $424,000 $0 $0 $424,000 Total Outstanding Grants $7,657,050 $273,709 $444,525 $6,938,816 19 Any Questions ? 20 10  NEW BUSINESS/NON-CONSENT 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. Action Needed: : Discuss and provide any guidance Presenter: Alissa Fender – Town Clerk 21 PUBLIC COMMENT Citizen opportunity to address the Board. 22 11  MANAGER’S COMMENTS Paula Webb, Town Manager 23 BOARD COMMENTS Mayor John Davis Mayor Pro Tem Frank Tursi Commissioner Pat Turner Commissioner Harry “PJ” Pugliese Commissioner Larry Philpott Commissioner Jeffrey Conaway 24 12  CLOSED SESSION Motion to enter closed session pursuant to NCGS 143-318.11 (a) (6) to consider the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions of initial employment of an individual public officer or employee or prospective public officer or employee; or to hear or investigate a complaint, charge, or grievance by or against an individual public officer or employee. 25 ADJOURN 26 13