Board of Commissioners

Town of Swansboro Board of Commissioners May 14, 2024, Regular Meeting Minutes In attendance: Mayor John Davis, Mayor Pro Tem William Justice, Commissioner Jeffrey Conaway, Commissioner Pat Turner, Commissioner Joseph Brown, and Commissioner Douglas Eckendorf. ********************************** Call to Order/Opening Prayer/Pledge The meeting was called to order at 6:00 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 Brown, the agenda and the below consent items were approved unanimously. - January 23, 2024, Regular Meeting Minutes - January 23, 2024, Closed Session Minutes - February 12, 2024, Special Meeting Minutes Appointments/Recognitions/Presentations National Public Works Week Mayor Davis acknowledged the Swansboro Public Work Department and read a proclamation for National Public Works week which was May 19th – 25th. Public Works Director Bates introduced his team that was in attendance and spoke on all the duties they accomplish. Employee Introductions and Administration of Oath Police Chief Taylor introduced Officer Michael Stutes. Mayor Davis administered the oath of office. Town Manager Barlow introduced the new Building Inspector Paul Ingram, and shared the Mr. Ingram joined us from Jones County. Mayor Davis administered the oath of office. National Police Week Mayor Davis acknowledged the Swansboro Police Department and read a proclamation for National Police week which was May 12th – 19th and Peace Officers Memorial Day which was May 15th. Police Chief Taylor introduced his team that was in attendance. Page 1 of 5 Recognition of Lieutenant Phil Molloy Police Chief Taylor shared that Lieutenant Phil Malloy retired after 20 years. Having worked for the town either in a full-time capacity or as a reserve, he provided many attributes to the department. Lieutenant Malloy was presented with a plaque in appreciation of his service to the Town of Swansboro Police Department. Lieutenant Malloy shared that he had worked for 4 or 5 Chiefs during his tenure and was hired by the late Chief Pugliese, and he was honored to be part of the department all these years. The board took a recess from 6:32 pm to 6:36 pm. Onslow County Soil & Water Conservation District Presentation Rob Johnson District Supervisor Soil & Water Conservation reviewed details from his presentation on soil & water conservation, attached herein with the power point presentation of the meeting. A few key takeaways included: - Biggest problem areas are roof run off and parking lot run off - Home rain gardens and rain barrels are helpful for residents - Reverse osmosis works best but was an expensive choice - Grant funding is available for projects - Average rainfall in Onslow County is 5 inches per year In response to inquiries from the board Mr. Johnson clarified the following. - The CCAP grant of approximately $30,000 was a good grant to consider - Rainwater can be filtered back into the home for use but there was special required equipment Business Non-Consent EMS Service Plan Update Fire Chief Randall reviewed his PowerPoint presentation attached herein with the power point presentation of the meeting. The presentation included details related to response zones and their records of responses along with average response times. Chief Randall reviewed that Zones 5 which covered Swansboro and portions of Hubert showed large counts in several sections along Highway 24, Swansboro Loop Road for the Senior assisted living facility, and Sandridge Road. Zone 9 which the county covered and if needed Swansboro would provide mutual aid had large counts in the Highway 24/Piney green area. For Zone 5 the average response time since January 1, 2024, was 11 minutes and for zone 9 for the same period of time the average response time was 9 minutes. Page 2 of 5 Chief Randall shared that in order to move forward with providing EMS services there would be a process to follow, which in the end would require approval from the Onslow County Board of Commissioners. Additionally, to fulfill the program there would be a need for additional equipment and personnel. Attorney Rasberry confirmed that municipalities can provide EMS services however to operate the state and county have the regulatory authority. In response to an inquiry from the board Chief Randall shared that there were not any municipalities that provided EMS services presently. By consensus the board provided Chief Randal with approval to proceed with developing a plan for Swansboro to provide EMS services, and present the plan at a future meeting. Amend Cost-Recovery Mitigation Rate Exemption Fire Chief Randall reviewed that at its May 7, 2024, special meeting the Board of Commissioners directed staff to amend Resolution 2024-R6 that was adopted on April 23, 2024, which established a cost-recovery program and provided parameters for billing. The amendment would change the program from not billing county residents to billing county residents that did not reside in the Swansboro City Limits. On a motion by Commissioner Eckendorf, seconded by Commissioner Turner, Resolution 2024-R7, amending the previously adopted Resolution 2024-R6 was approved unanimously. The board took a recess from 7:58 pm to 8:05 pm. FY 24/25 Draft Budget Discussion/Direction (Revised 5/14/2024) Interim Manager Barlow reviewed that after discussions at the May 7, 2024, special meeting, the following was incorporated into the draft FY 24/25 Budget as a “net zero” option. To reduce the budget by a 1 or 2 cent tax reduction would result in removal of COLA raises, Merit raises, and bonuses to first responders and possibly reduction of employee benefits. Funded highlights after discussions at the May 7, 2024, BOC meeting included: 2% COLA New Personnel $72,630 (Police Lieutenant & Police Officer (Grant Submitted) NC Orbit Retirement: Increase .75 basis points NCLM Property & Casualty 17.5% increase NCLM Workers Comp 10% increase Page 3 of 5  NCLM Group Health Insurance increased 4% Capital Outlay $570,000-Funded using Loan Proceeds Added: 2% Merit Fire-Part-time-$36,000 Bonus for Public Safety Personnel Required: Travel/Conference/Training Major budget requests that were unfunded (to date): Recreation Coordinator-FT: $57,534 Recreation Assistant-PT: $10,851 Dock Attendants-PT (2): April 1st – November 23rd) $20,884 Firefighter II-FT: (3) January 2025-June 2025: $105,852 Capital Reserve: $225,000 (Fire), $16,000 (Police), $102,500 Parks & Recreation The below items for a total of $724,611 would be appropriated from fund balance for items requested by the Board of Commissioners at prior meetings. 1. Sidewalks-$500,000 2. Christmas Lights-$20,000 3. Town Hall Digital Sign-$18,000 4. Pickleball Court-$150,000 (added) 5. New workstations-(24 workstations) compatible with Windows 11-$36,611 By consensus after discussion, it was decided to remove the 2% COLA and increase merit to 4%, increase first responders’ bonus to $1,000 for those not on probation and prorate those on probation. Additionally, $20,000 was to be allocated for lights in this fiscal year instead of next year. Interim Manager Barlow shared that a final proposed budget would be provided around the 30th of May, and the public hearing and adoption of the Budget Ordinance would be scheduled for the June 11, 2024, regular meeting. Future Agenda Topics Presenter: Alissa Fender – Town Clerk Future agenda items were shared for visibility and comments. 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: Page 4 of 5  - Several items listed on the Future Agenda items agenda memo were removed - Moratorium Discussion/Education was scheduled for the May 28th meeting Public Comment Linda Thornley Chairperson for the Swansboro Military Affairs Committee shared with the Board about the June 1st Military Appreciation Day at Hammock Beach State Park was in need volunteers to contribute to the success of the event, and any board members that wished to help could do so by volunteering for the dunking booth. Manager's Comments Interim Manager Barlow reviewed several pictures attached herein with the power point presentation of the meeting. The pictures provided details related to the road conditions in Charleston Park Subdivision and reviewed that all safety issues had been addressed and signs had been ordered. The cost of all items addressed to date was around $18,500. Board Comments Board members expressed their appreciation to Interim Manager Barlow and Finance Director Johnson for all their hard work with budget preparations. Mayor Davis shared that planning of a Memorial Day event at the Methodist Church had begun and shared that there may be an opportunity for the Town to work with them on the event. Closed Session On a motion by Commissioner Eckendorf, seconded by Commissioner Turner the board entered into closed session at 9:13 pm pursuant to NCGS 143-318.11 (a) (5) to establish, or to instruct the public body's staff or negotiating agents concerning the position to be taken by or on behalf of the public body in negotiating the amount of compensation and other material terms of an employment contract or proposed employment contract. Pursuant to a motion duly made and seconded in closed session the board returned to open session. Adjournment On a motion by Commissioner Conaway, seconded by Commissioner Turner, the meeting adjourned at 9:45 pm. Page 5 of 5  6/24/2024 Regular Meeting May 14, 2024 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  6/24/2024 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  6/24/2024 National Public Works Week Presenter: Mayor John Davis 5 National Police Week Presenter: Mayor John Davis 6 3  6/24/2024 Recognition of Lieutenant Phil Molloy Presenter: Dwayne Taylor – Police Chief 7 Employee Introduction and Administration of Oath Presenters: Dwayne Taylor – Police Chief & Mayor John Davis 8 4  6/24/2024 Onslow County Soil & Water Conservation District Presentation Presenter: Rob Johnson– Soil & Water Conservation District Supervisor 9 10 5  6/24/2024 11 12 6  6/24/2024 13 14 7  6/24/2024 Purpose & Function of Soil Water District 15 16 8  6/24/2024 17 18 9  6/24/2024 19 20 10  6/24/2024 21 22 11  6/24/2024 23 24 12  6/24/2024 25 26 13  6/24/2024 27 28 14  6/24/2024 29 30 15  6/24/2024 31 32 16  6/24/2024 33 34 17  6/24/2024 35 36 18  6/24/2024 37 38 19  6/24/2024 39 40 20  6/24/2024 41 42 21  6/24/2024 43 44 22  6/24/2024 45 46 23  6/24/2024 47 48 24  6/24/2024 49 50 25  6/24/2024 51 NEW BUSINESS/NON-CONSENT EMC Service Plan Update Presenter: Jacob Randall – Fire Chief 52 26  6/24/2024 SWANSBORO FIRE – EMS Plan Update 53 Onslow County – Camp Lejeune EMS System 54 27  6/24/2024 OCEMS Zone 5 & Swansboro Fire 55 Ambulance & Fire Medic Locations 56 28  6/24/2024 Zone 5 Incidents {2020} 57 Zone 5 Incidents {2021} 58 29  6/24/2024 Zone 5 Incidents {2022} 59 Zone 5 Incidents {2023} 60 30  6/24/2024 Zone 9 Incidents {2020} 61 Zone 9 Incidents {2021} 62 31  6/24/2024 Zone 9 Incidents {2022} 63 Zone 9 Incidents {2023} 64 32  6/24/2024 Zone 5 Incidents {2020-2023} 65 Zone 9 Incidents {2020-2023} 66 33  6/24/2024 Total Incidents Zone 5 & 9 {2020 – 2023} 67 Zone 5 Average Response Time {2020} 68 34  6/24/2024 Zone 5 Average Response Time – Breakdown {2020} Jan '20 Feb '20 Mar '20 Apr '20 May '20 Jun '20 Jul '20 Aug '20 Sep '20 Oct '20 Nov '20 Dec '20 Jan '21 Total 00:00 - 04:59 24 21 23 24 24 22 34 32 22 25 21 16 288 05:00 - 07:59 33 24 31 39 34 28 39 42 44 25 31 33 403 08:00 - 08:59 9 15 18 11 18 8 11 12 16 17 15 12 162 09:00 - 09:59 15 8 15 10 21 14 10 17 18 20 12 15 175 10:00 - 11:59 27 24 31 31 23 19 28 32 21 33 32 38 339 12:00 - 14:59 45 29 31 22 32 48 33 35 44 43 28 39 429 15:00 - 16:59 7 14 12 7 11 16 12 15 12 19 19 18 162 17:00 - 17:59 5 5 4 5 1 5 4 3 3 4 4 2 45 18:00 - 19:59 3 1 7 3 4 6 3 11 10 4 11 9 72 20:00 - 29:59 9 1 6 7 4 9 13 8 9 9 8 7 90 30:00 - 59:59 2 2 2 1 2 9 Total 179 144 180 159 172 175 187 208 199 201 181 189 2,174 69 Zone 5 Average Response Time {2021} 70 35  6/24/2024 Zone 5 Average Response Time – Breakdown {2021} Jan '21 Feb '21 Mar '21 Apr '21 May '21 Jun '21 Jul '21 Aug '21 Sep '21 Oct '21 Nov '21 Dec '21 Jan '22 Total 00:00 - 04:59 19 20 24 17 19 14 24 16 23 12 15 23 226 05:00 - 07:59 28 31 42 31 38 31 42 28 27 25 34 28 385 08:00 - 08:59 9 11 14 13 17 15 16 14 7 7 16 16 155 09:00 - 09:59 17 14 11 13 10 21 19 10 7 7 9 10 148 10:00 - 11:59 28 30 27 30 40 44 38 31 30 29 24 38 389 12:00 - 14:59 39 40 50 47 57 41 45 63 61 45 37 47 572 15:00 - 16:59 15 9 15 14 27 21 24 29 22 27 22 24 249 17:00 - 17:59 3 5 5 4 8 5 12 14 12 20 9 10 107 18:00 - 19:59 7 3 5 3 13 9 12 18 8 13 10 9 110 20:00 - 29:59 3 12 12 6 19 11 15 30 28 29 19 32 216 30:00 - 59:59 1 1 2 2 1 2 2 5 2 18 Total 168 176 206 180 250 212 248 255 227 219 197 237 2,575 71 Zone 5 Average Response Time {2022} 72 36  6/24/2024 Zone 5 Average Response Time – Breakdown {2022} Jan '22 Feb '22 Mar '22 Apr '22 May '22 Jun '22 Jul '22 Aug '22 Sep '22 Oct '22 Nov '22 Dec '22 Jan '23 Total 00:00 - 04:59 20 17 16 18 16 6 13 10 10 16 19 14 175 05:00 - 07:59 32 23 21 18 15 12 18 25 20 23 26 22 255 08:00 - 08:59 10 8 8 6 9 5 6 9 7 14 17 19 118 09:00 - 09:59 7 14 12 14 5 6 7 9 11 12 13 16 126 10:00 - 11:59 29 44 30 28 32 25 22 24 35 42 32 37 380 12:00 - 14:59 61 49 39 56 46 43 53 43 40 51 48 43 572 15:00 - 16:59 20 21 34 16 26 29 35 24 26 20 34 29 314 17:00 - 17:59 11 9 6 16 12 12 6 13 14 12 11 13 135 18:00 - 19:59 13 18 12 19 23 20 29 23 18 25 11 19 230 20:00 - 29:59 36 23 27 36 40 33 50 33 38 36 38 43 433 30:00 - 59:59 8 5 9 4 11 10 12 8 10 5 11 5 98 Total 247 231 214 231 235 201 251 221 229 256 260 260 2,836 73 Zone 5 Average Response Time {2023} 74 37  6/24/2024 Zone 5 Average Response Time – Breakdown {2023} Jan '23 Feb '23 Mar '23 Apr '23 May '23 Jun '23 Jul '23 Aug '23 Sep '23 Oct '23 Nov '23 Dec '23 Jan '24 Total 00:00 - 04:59 16 18 14 21 14 17 23 21 23 13 16 10 206 05:00 - 07:59 24 25 35 34 28 28 26 34 30 46 28 38 376 08:00 - 08:59 13 19 20 17 13 16 6 12 19 20 16 22 193 09:00 - 09:59 16 10 17 18 19 23 16 17 18 18 23 17 212 10:00 - 11:59 31 36 42 34 35 41 38 35 38 36 31 33 430 12:00 - 14:59 53 48 46 46 43 60 43 49 37 38 46 41 550 15:00 - 16:59 20 18 25 27 23 22 16 16 17 15 19 25 243 17:00 - 17:59 17 10 13 13 11 12 14 11 5 8 4 7 125 18:00 - 19:59 19 20 22 20 17 24 16 5 11 12 8 8 182 20:00 - 29:59 35 48 37 45 34 41 31 24 24 10 19 25 373 30:00 - 59:59 10 9 5 8 5 1 4 1 4 2 2 2 53 Total 254 261 276 283 242 285 233 225 226 218 212 228 2,943 75 Response Time and Call Volume Comparison Average Response Time 2024 2020 2021 2022 2023 (January 1 - May 14) County 9:16 10:01 10:33 10:33 10:02 Zone 5 10:41 12:13 14:43 13:14 11:28 Zone 9 8:54 9:33 10:22 9:38 9:15 Total Call Volume 2024 2020 2021 2022 2023 (January 1 - May 14) County 20,388 23,650 29,552 33,658 12,458 Zone 5 2,279 2,753 3,453 4,095 1,408 Zone 9 1,996 2,456 3,047 3,396 1,247 76 38  6/24/2024 Options Paramedic Fire Paramedic Fire Paramedic - Paramedic - Fire Apparatus & EMT Apparatus & Quick Response Apparatus Level Transport Paramedic Vehicle Unit Transport Unit Paramedic Quick Paramedic Quick Response Vehicle Response Vehicle Paramedic & EMT Transport & Paramedic Transport Unit Unit Transport Unit 77 ❑EMS System (Pre-Liminary) Approval ❑Personnel ▪ Part-Time ▪ Full-Time Next Steps ❑Equipment ❑North Carolina Office of EMS Approval ❑EMS System Final Approval 78 39  6/24/2024 • Continue First Response (EMT) – All Emergency Medical Incidents • Benchmark for Service Enhancement – November 1, 2024 Recommended • Paramedic Quick Response Vehicle & Fire Apparatus Course of Action • Quarterly Review • On Scene Times • Paramedic Type Incidents • Benchmark for Transport Service Implementation {If Needed} – July 1, 2025 79 NEW BUSINESS/NON-CONSENT Amend Cost-Recovery Mitigation Rate Exemption The Board of Commissioners directed staff to amend Resolution 2024-R6 that was adopted on April 23, 2024, which established a cost-recovery program and provided parameters for billing. Recommended Action: Approval of Resolution 2024-R7, amending the previously adopted Resolution 2024-R6. Presenter: Jacob Randall – Fire Chief 80 40  6/24/2024 NEW BUSINESS/NON-CONSENT FY 24/25 Draft Budget Discussion/Direction Presenters: John Barlow – Interim Town Manager & Sonia Johnson- Finance Director 81 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 82 41  6/24/2024 PUBLIC COMMENT Citizen opportunity to address the Board. 83 MANAGER’S COMMENTS Interim Town Manager 84 42  6/24/2024 85 86 43  6/24/2024 87 88 44  6/24/2024 89 90 45  6/24/2024 91 92 46  6/24/2024 93 94 47  6/24/2024 95 96 48  6/24/2024 BOARD COMMENTS Mayor John Davis Mayor Pro William Justice Commissioner Jeffrey Conaway Commissioner Douglas Eckendorf Commissioner Joseph Brown Commissioner Pat Turner 97 CLOSED SESSION Motion to enter closed session pursuant to NCGS 143- 318.11 (a) (5) to establish, or to instruct the public body's staff or negotiating agents concerning the position to be taken by or on behalf of the public body in negotiating the amount of compensation and other material terms of an employment contract or proposed employment contract; 98 49  6/24/2024 ADJOURN 99 50