Board of Commissioners

Town of Swansboro Board of Commissioners November 27, 2023, Regular Meeting In attendance: Mayor John Davis, Mayor Pro Tem Frank Tursi, Commissioner Pat Turner, Commissioner Larry Philpott, Commissioner PJ Pugliese, 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 Worth Edwards of 123 Forest Lane shared his concerns regarding the lack of sidewalks on Hammocks Beach Road. Michael Diehl introduced himself to the board as a candidate for appointment to the Swansboro Tourism Development Board. He shared that he is involved in tourism through his business and Airbnb properties. Adoption of Agenda and Consent Items On a motion by Commissioner Turner, seconded by Commissioner Philpott, the agenda was amended to remove Board appointments. The amended agenda and below consent items were unanimously approved. - May 22, 2023, Regular Meeting Minutes - Tax Refund Requests Aldret, Kenneth Manning $6.88 Tag Surrender Gorostieta, Alejandro $684.97 Over Assessment Huddleston, Cara Olivia $20.21 Tag Surrender Mier, Melinda J & Olivia Juliet $38.95 Military Seabolt, David Patton $150.41 Sold/Traded Squire, Jason Carl $20.90 Over Assessment Business Non-Consent State Capital Infrastructure Funds (SCIF) Investment Options The Town received State Capital Infrastructure Funds (SCIF) to build a new Emergency Operations Center. Per the NC Office of State Budget and Management, the Town can place these funds in a high interest savings account or money market. Finance Director Johnson reviewed that 4 banks provided options that either included Annual Percentage Rates (APR) or Annual Percentage Yield (APY) or both as follows. Page 1 of 4 Truist – APR of 3.92% or APY of 4%, Wells Fargo – only shared they were less than 4%, First Citizens Bank – APY of 1.75%, and TD Bank – APR of 5.27% with mention that it was expected that rate could decline over time. Mrs. Johnson shared that these institutions were chosen from the investment pool provided by the North Carolina Treasury and all banks were aware of adhering to the NCGS regulating this investment. On a motion by Mayor Pro Tem Tursi, seconded by Commissioner Philpott, approval was given unanimously to proceed with investing the State Capital Infrastructure Funds (SCIF) through TD Bank. Monthly Financial Report as of October 31, 2023 Finance Director Johnson reviewed details from the monthly financial report, attached herein with the PowerPoint presentation of the meeting. Presently, expenditures exceeded revenues because ad valorum taxes were still due to be received. 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. The following items were addressed: - Board appointments would be held on the December 11, 2023, Organizational Meeting. Recognition of Outgoing Board Members Manager Paula Webb spoke (captured below) of each departing member’s time on the board and presented each with a Swan statue commemorating their dates serviced on the board. All members were recognized for their efforts to UDO changes, serving on committees, supporting plans and updates, budget reviews, staff salaries and benefit increases, just to name a few. Pat Turner Served the last 10 years on the Board of Commissioner, but prior to that she served 15 years on the Planning Board for a total of 25 years of service to the Town of Swansboro. Ms. Turner shared her appreciation for election to the Board and her personal appreciation the Town staff. Frank Tursi Served on the Board of Commissioners since 2016 and served on several town committees prior. He had been the town’s advocate for wetlands restoration & protection, and staffs Page 2 of 4 biggest cheerleader through the years understanding the challenges that a small staff has to go through to accomplish the day to day duties. Mr. Tursi shared that serving on the board had been one of his life's greatest achievements. He shared his appreciation to his wife for her support through the years while he served. He further shared that he worked hard to do right by those who elected him. He expressed his appreciation to the Town staff for all their assistance over the years, stating that they were very dedicated and professional. Additionally, he urged the remining board and the new oncoming board to support the town’s Manager-Council form of government, follow the open meetings laws and not to take rash actions. Harry “PJ” Pugliese Served since 2020 on the Board of Commissioners, and prior to that several years on the Parks & Rec board. He was recognized for his contributions and his support to staff. Mr. Pugliese shared his appreciation to his family for their support and to the board and Town staff for their support over the last 4 years and he cherished all the things he has helped to accomplish for the Town. Public Comment Citizens were offered an opportunity to address the Board regarding items not listed on the agenda. No comments were given. Board Comments Commissioner Conaway shared his appreciation for the departing commissioners and was honored to serve with them. He shared that the town may never have another commissioners as environmentally focused as Mr. Tursi. He recognized Ms. Turner as being of great support during budget review and PJ for inspiring the younger generations. Commissioner Philpott shared his appreciation to Ms. Turner, Mr. Tursi and Mr. Pugliese and it was a pleasure working with each of them over the years. Mayor Davis thanked Ms. Turner, Mr. Tursi, and Mr. Pugliese for their service and noted that between the three of them, they collectively held over 35 years of service to the Town of Swansboro. Mayor Davis spoke regarding the retirement of Town Manager Paula Webb and that he felt the board needed to put someone in the seat of Interim Manager until they could hire one and he recommended Public Works Director Gerald Bates. Page 3 of 4 In response to an inquiry from the board to see if Mr. Bates had any knowledge of this matter, Mr. Bates shared that this shocked him and he had not been approached about this at any time. He would be willing to fill the role but only if the Town Manager felt he was the best choice. In response to an inquiry from the Board on who would be best suited, Manager Webb shared that Finance Director Johnson had the most daily interactions with each department and would be her choice to stand in temporarily as interim manager. Finance Director Sonia Johnson was appointed to serve as interim manager from December 8, 2023 until an interim manager was hired. Adjournment On a motion by Commissioner Philpott, seconded by Commissioner Conaway, the meeting adjourned at 6:23 pm. Page 4 of 4  4/10/2024 Regular Meeting November 27, 2023 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. 2 1  4/10/2024 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  4/10/2024 Board Appointments Presenter: Alissa Fender– Town Clerk 5 NEW BUSINESS/NON-CONSENT State Capital Infrastructure Funds (SCIF) Investment Options The Town received State Capital Infrastructure Funds (SCIF) to build a new Emergency Operations Center. Per the NC Office of State Budget and Management, the Town can place these funds in a high interest savings account or money market. As part of our ongoing efforts to secure the most favorable terms for the SCIF funds, staff reached out to several banks to obtain competitive rate proposals. At this time, we are still waiting on some responses from these institutions. Staff will provide the bank rates and a recommendation at the meeting. Presenter: Sonia Johnson – Finance Director 6 3  4/10/2024 NEW BUSINESS/NON-CONSENT Financial Report Presenter: Sonia Johnson – Finance Director 7 TOWN OF SWANSBORO FINANCIAL REPORT (AS OF OCTOBER 31, 2023) REVENUES EXPENDITURES LOAN PAYMENTS INVESTMENTS 8 4  4/10/2024 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF OCTOBER 31, 2023) GENERAL FUND 2,000,000 $1,856,815 $1,726,618 1,800,000 1,600,000 $1,434,724 $1,316,594 1,400,000 1,200,000 1,000,000 800,000 600,000 400,000 200,000 0 Revenues Expenditures FY 22/23 FY 23/24 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures ($130,197) 9 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF OCTOBER 31, 2023) (ACTUAL) GENERAL FUND 2,000,000 $1,726,618 $1,737,080 1,800,000 1,600,000 $1,316,594 $1,362,927 1,400,000 1,200,000 1,000,000 800,000 600,000 400,000 200,000 0 Revenues Expenditures FY 22/23 FY 23/24 (ENCUMBRANCES NOT INCLUDED) Total Excess of Revenues Over Expenditures ($10,462) 10 5  4/10/2024 (PURCHASE ORDERS) ENCUMBERED SPENT % DEPT. BUDGET YTD ACTUAL BALANCE Ocotber 31, 2023 GOVERNING BODY 43,476 17,165 986 41.7% ADMIN SERVICES 426,686 130,678 6,263 32.1% FINANCE 288,745 80,204 423 27.9% LEGAL 43,000 12,510 - 29.1% PUBLIC BUILDINGS 386,000 69,614 2,508 18.7% FIRE 1,344,513 417,691 80,864 37.1% PERMITTING 389,292 112,195 - 28.8% POLICE 1,208,251 338,644 3,393 28.3% PUBLIC WORKS-STREETS 536,452 79,834 1,407 15.1% POWELL BILL-STREETS 110,084 1,765 700 2.2% PARKS & RECREATION 354,732 87,629 15,679 29.1% CHURCH STREET DOCK/VISITOE CENTER 176,127 10,251 912 6.3% EMERGENCY MANAGEMENT 44,306 10,234 500 24.2% FESTIVALS & EVENTS 124,653 56,632 6,100 50.3% NON DEPARTMENTAL 571,140 312,034 - 54.6% TOTAL 6,047,457 1,737,080 119,735 30.70% ** 11 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF OCTOBER 31, 2023) STORMWATER ENTERPRISE FUND 120,000 $103,693 $104,954 100,000 $83,426 80,000 60,000 40,000 $26,521 20,000 0 Revenues Expenditures FY 22/23 FY 23/24 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $78,433 12 6  4/10/2024 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF OCTOBER 31, 2023) SOLID WASTE ENTERPRISE FUND 118,000 $117,527 117,000 $115,663 116,000 $114,684 115,000 114,000 $113,297 113,000 112,000 111,000 Revenues Expenditures FY 22/23 FY 23/24 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $4,230 13 TOWN OF SWANSBORO LOAN REPORT (AS OF OCTOBER 31, 2023) Item Principal Interest End Date Annual Debt Balance Rate Service DEBT Town Hall/Tanker $391,469 2.69 03/21/2028 $84,724 Public Safety Facility $80,000 2.58 12/22/2024 $42,064 Fire Truck SERVICE Sleeping Quarters $136,806 $100,000 2.08 2.43 11/01/2026 12/14/2026 $47,512 $28,038 Grapple Truck/Town $93,416 1.72 6/25/2025 $47,917 Hall Generator Vehicles(Police & Fire $67,627 1.84 7/15/2026 $23,377 Department) & Software Total Debt $869,318 $273,632 14 7  4/10/2024 TOWN OF SWANSBORO CASH & INVESTMENTS REPORT (AS OF OCTOBER 31, 2023) CASH & INVESTMENTS BANK BALANCE INTEREST RATE First Citizens Bank $6,154,168 .10% NC CMT-General $5,359,822 5.25% 15 GRANT UPDATE Budget YTD Expenditures Encumbrances Unencumbered American Rescue Plan Act Fund $1,087,599 $949,838 $20,770 $116,991 Swansboro Bicentennial Park Boardwalk Extension $277,800 $34,000 $0 $243,800 Emergency Operation Center $6,009,261 $19,723 $0 $5,989,538 Emmerton School Repairs $424,000 $9,055 $0 $414,945 Total Outstanding Grants $7,798,660 $1,012,616 $20,770 $6,765,274 16 8  4/10/2024 Any Questions ? 17 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 guidance. Presenter: Alissa Fender – Town Clerk 18 9  4/10/2024 Recognition of Outgoing Board Members Presenter: Paula Webb– Town Manager 19 PUBLIC COMMENT Citizen opportunity to address the Board. 20 10  4/10/2024 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  4/10/2024 ADJOURN 23 12