Board of Commissioners

Town of Swansboro Board of Commissioners January 28, 2025, Regular Meeting Minutes In attendance: Mayor Pro Tem William Justice, Commissioner Jeffrey Conaway, Commissioner Pat Turner, Commissioner Joseph Brown, and Commissioner Douglas Eckendorf. The board had one vacancy. ********************************** Call to Order/Opening Prayer/Pledge The meeting was called to order at 6:00 pm. Mayor Pro Tem Justice led the Pledge of Allegiance. Public Comment Laurent Meilleur of 220 River Reach Drive shared his support in favor of selecting applicant Ralph Kohlmann for the vacant mayor seat. Adoption of Agenda On a motion by Commissioner Turner, seconded by Commissioner Conaway, with unanimous approval the agenda was amended to include review of the incident that occurred at The Landings on Swansboro Loop Road on January 24, 2025. Appointments/Recognitions/Presentations Appointment to Vacant Mayor Seat Per the Town Code § 3.3 (C) In the event a vacancy occurs in the office of mayor or commissioner, the board shall by majority vote appoint some qualified person to fill the same for the remainder of the unexpired term. Applications were received from the following individuals. - Commissioner Brown - Mayor Pro Tem Justice - Ralph Kohlmann On a motion by Commissioner Conaway, seconded by Commissioner Eckendorf, Mayor Pro Tem Justice was nominated to the vacant seat of mayor effective February 11, 2025. The motion passed 4:0, with Mayor Pro Tem Justice recusing himself from voting. On a motion by Commissioner Turner, seconded by Commissioner Brown, Commissioner Conaway was nominated to serve as Mayor Pro Tem effective February 11, 2025. The motion passed unanimously. Business Non-Consent The Landings Incident on January 24, 2025 Manager Barlow and Fire Chief Randall reviewed that a facility evacuation took place during a snowstorm due to an electrical panel failure that compromised the main power system. Emergency responders, including the fire department and surrounding city Page 1 of 7 personnel, coordinated efforts to safely relocate residents in freezing temperatures, ultimately deciding to evacuate at 1:46 a.m. for life safety reasons. The state fire marshal and Department of Human Services became involved, requiring certification that repairs were completed properly. Additional electrical issues were discovered and resolved, and after inspection and approval, plans were made for residents to return. The board commended emergency responders for their professionalism and dedication during the three-day response. Fire Department – 4th Quarter and 2024 Performance Review Fire Chief Randall reviewed that the Fire Department, through the Center for Public Safety Excellence, successfully completed the Community Risk Assessment and Standard Recovery Program, becoming the third agency internationally to receive certification. In 2024, total call volume increased by 25.1%, with notable improvements in response times, particularly in rural areas, reducing delays by nearly two minutes. The department has established new benchmarks using a 90th percentile data model and continues refining dispatch coordination to enhance efficiency. Fire response efforts resulted in significant property savings, with over $2.1 million in estimated losses prevented. Ongoing performance tracking and procedural adjustments were in place to ensure continued improvements in emergency response and service delivery. In response to inquiries from the board Chief Randall provided the following information.  Communication with central dispatch was improving, with scheduled training for dispatchers to better understand fire operations and terminology. Efforts were being made to strengthen relationships and improve coordination between fire and dispatch teams.  The biggest hurdle was not necessarily dispatch time but optimizing turnout efficiency, including station design and response time improvements.  Small adjustments, such as equipment placement within the station, are being evaluated to reduce the overall response time.  Procedural changes implemented in the last quarter have already shown positive impacts on efficiency. The department continues to refine its processes to further improve emergency response. Visitor Center Repair and Maintenance Manager Barlow reviewed that the Visitors Center located at 203 Church Street had evidence of mold growing on the walls, ceiling, cabinets, HVAC and outlets fixtures. This condition was originally reported to the Board of Commissioners on September 10, 2024. This condition had necessitated the need to close the building until the problem can be remediated. During the September 10, 2024, board meeting, staff presented a proposal from Right Coast Solution in the amount of $15,250 to remediate the mold issue. As a result of Board discussion, it was determined that additional expert assistance in Page 2 of 7 identifying the type of mold present and to seek another plan on remediation. Kelly Honeycutt, with Safe Harbor Home Inspections, was identified as an expert in remediating mold in residential structures. Public Works Director, Gerald “Tank” Bates sought a second proposal from a well-known contractor specializing in this type of work, Green Home Solutions. The estimated renovations and mold remediation was $6,366, to remove mold, tear out and reinstall walls, and address structural concerns, which was significantly lower than the $60,000 previously allocated for renovations, however it did not include the cost of a new HVAC system which would add to the overall cost. Public Works Director Bates reviewed the necessary repairs to the Visitors Center, confirming that estimates covered mold remediation and material upgrades, including mold-resistant materials. The plan involved removing and treating the center wall, sealing exposed areas, replacing damaged drywall and flooring, and addressing HVAC issues. His team handled demolition, while external contractors would complete drywall and finishing work. Bates emphasized that the $60,000 budget initially included potential renovations, such as additional restrooms and showers. He stressed the need to replace the HVAC system alongside repairs to prevent recurring mold and aimed to obtain updated quotes within a week. On a motion by Commissioner Brown, seconded by Commissioner Turner, with unanimous approval, Town Manager Barlow was authorized to enter into a contract with Green Home Solutions to remediate the mold conditions at the Visitor Center and to proceed with the replacement of the HVAC system. Monthly Financial Report as of December 31, 2024 Finance Director Johnson reviewed details from the monthly financial report, attached herein with the power point presentation of the meeting. In response to an inquiry from the board regarding what appeared to be a deficit in ad valorem tax revenue between fiscal years 2022-23 and 2023-24, noting it appeared to reflect a $20 million loss in property value. Finance Director Johnson clarified that the figure in the agenda packet represented the budgeted amount, not the final collected total. She explained that the town typically collects more than 98% of projected revenue by the end of the fiscal year, but the exact amount was difficult to predict. She reassured the board that the actual revenue would likely increase rather than decrease, and future reports would specify that the figure was budgeted. Future Agenda Topics 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: - Future presentation from Parks & Rec to provide update on projects Page 3 of 7  - Discussion/decision on the future of Visitors Center - Discussion/review on street and sidewalk acceptance Public Comment Margaret Poindexter of 626 W. Fire tower Road in Cape Carteret, representing the Golden Voices advocacy group, raised concerns about worsening conditions at The Landings. Her comments are herein attached as requested for the record by the Board. See attachment A. Terri Herbert of 102 Oyster Bay Road commented on the possible future Flybridge development, noting that 1,201 people had signed a petition opposing it, which was started by Matt Littleton around Thanksgiving of the previous year. Approximately 64% of the signatures came from Swansboro, Stella, and Hubert zip codes. Mrs. Herbert referenced Chief Randall’s report of a 30% increase in service calls in Swansboro, emphasizing concerns that the town was not prepared for such a development. Lisa Consol addressed the board sharing that she had volunteered at the Landings for several months. With her 37 years of human resources experience she expressed concerns about the leadership at The Landings, citing cases where residents' health issues were not properly addressed. She mentioned two residents who transferred to other facilities where they received significantly better care. As a volunteer engaging with residents, she emphasized ongoing issues, lack of communication, and urged the board to take the matter seriously. Am Hall of 312 Daisy Court, Emerald Isle, advocated for residents of The Landings, including her mother, expressing concern over memory care patients being relocated to an unsecured facility. While grateful for emergency responders, she stressed the need for transparency, as families had little communication and were unsure whether to bring essential items. She urged officials to provide clear guidance on the situation and electrical repairs. Board members acknowledged the seriousness of the concerns at The Landings, with some expressing frustration over the lack of response from state representatives and proposing that the city formally endorse complaints to higher authorities. The attorney confirmed that while such an endorsement would be largely symbolic, it could still be an effective lobbying tool, and he recommended compiling a comprehensive list of issues to present formally. Chief Randall shared that they were awaiting state inspection and approval before allowing reentry into The Landings. He had been in contact with representatives at the Landings to improve communication and shared that the state had provided feedback. A Page 4 of 7 final walkthrough was scheduled for 10 a.m. the next day and would be able to provide further feedback after that walkthrough. Manager’s Comments In addition to this manager’s report provided in the packet, Manager Barlow reviewed the following updates. - Snow Event: Significant snowfall caused challenges, NCDOT managed road clearings, four minor traffic accidents reported, emergency management funds used for supplies. - Budget Amendment: Emergency management expenses, including spreaders and supplies as well as no-wake buoys replacement would be forthcoming. - Non-Profit Agency Funding Applications: Reminded that agencies seeking funding must submit applications by January 31st but recommended an extension to end of February. - Storm Drain Replacement: The NCDOT project on Main Street was delayed due to snow/weather, new work period was set for January 27 – February 5. - Sidewalk Priorities: After an updated priority list was identified, engineering/design RFQs sent out, awaiting proposals, $600,000 in funding available. Board Comments Board members congratulated Mr. Justice and Mr. Conaway on their new positions on the board. Additionally, they acknowledged the challenges at The Landings, and encouraged residents to attend meetings, voice concerns, and provide guidance, emphasizing the importance of public engagement. Appreciation was expressed to staff for all their efforts during the recent snow/weather event. Adjournment On a motion by Commissioner Conaway, seconded by Commissioner Turner, the meeting was adjourned at 7:35 pm. Page 5 of 7 Attachment A Page 6 of 7 Attachment A Page 7 of 7  2/26/2025 Regular Meeting January 28, 2025 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 0 public hearings scheduled for this meeting. 2 1  2/26/2025 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  2/26/2025 Appointment to Vacant Mayor Seat Presenter: Jon Barlow – Town Manager 5 NEW BUSINESS/NON-CONSENT Fire Department – 4th Quarter and 2024 Performance Review The Fire Department, through the Center for Public Safety Excellence, completed the Community Risk Assessment/Standard of Cover Certification – BETA testing program. To promote accountability on our journey of continuous improvement, we are committed to remaining transparent about our agency's performance. Recommended Action: Receive report Presenter: Jacob Randall – Fire Chief 6 3  2/26/2025 Swansboro Fire Department 2024 Performance Report 7 Total Agency Incident Volume Current Previous Fire Management Quarter Quarter Quarter Quarter Percentage Annual Annual Zone 1 2 3 4 Change {2024} {2023} Swansboro 256 297 286 252 1,091 836 30.5% {17A – Town} White Oak 54 46 69 67 236 258 (8.5%) {17B – County} Automatic Aid 29 36 38 42 143 95 50.5% Given Mutual Aid Given 9 14 16 14 53 32 65.6% Dispatch – Wrong 0 0 1 2 3 - - Location Total Incident 348 393 410 377 1,528 1,221 25.1% Volume *** Includes All Dispatched Incidents per Primary Response Zone {Canceled Enroute & Canceled Prior to Enroute.*** 8 4  2/26/2025 Incident Volume by Type Incident Type Series Count Percent of Total 100 – Fire Incidents 49 3.21% 200 – Overpressures, Overheats, Explosions 2 0.13% 300 – Rescue and EMS 986 64.53% 400 – Hazardous Conditions 31 2.03% 500 – Service Calls 148 9.69% 600 – Good Intent Incidents 215 14.07% 700 – False Alarms 94 6.15% 800 – Serve Weather/Natural Disaster 2 0.13% 900 – Special Incident Type 1 0.07% Total 1,528 100% 9 Actual Incident Found Count Actual Incident Found Count Actual Incident Found Count Building Fire 20 Overpressure Rupture 1 Rescue – Elevator 1 Structure Fire – Non- 2 Excessive Heat/Scorch 1 Rescue – Watercraft 1 Building Cooking Fire 1 EMS – Assist Only 192 Hazardous Conditions 1 Trash Fire 3 EMS – Patient Care Provided 686 Gas or Flammable Liquid Spill 3 Mobile Home Fire 2 EMS – Other 13 Gas Leak (Natural or LP) 5 Fire in Motor Home 1 Motor Vehicle Collisions – Injuries 48 Electrical Wiring/Equipment 8 Vehicle Fire 5 Motor Vehicle Collisions – No Injuries 38 Overheated Motor 1 Forest/Wildland Fire 3 Motor Vehicle Collisions – Pedestrian 3 Power Line Down 4 Brush/Grass Fire 9 Motor Vehicle Collision – Extrication 1 Arcing/Shorted Electrical 7 Required Equipment Special Outside Fire 9 Search – Water Incident 2 General Cleanup – Vehicle 1 Collision Outside Storage Fire 1 Search – Lost Person 1 Service Call 59 Unauthorized Burning 1 Assist Invalid 67 Alarm Activations 83 Natural Disaster 2 Special Incidents 1 Smoke Odor/Scare 7 10 5  2/26/2025 90th Percentile Performance – All Incidents Total Call Total Response Turnout Travel Risk Level Incident Handling Response Zone Time Time Volume Time Time All Zones All 1,327 2:09 2:17 6:05 8:49 17A – Swansboro All 1,091 2:08 2:15 5:44 8:30 Town 17B – White Oak All 236 2:13 2:22 6:59 9:56 {County} 11 90th Percentile Performance – Fire Incidents Total Incident Total Response Response Zone Risk Level Call Handling Time Turnout Time Travel Time Volume Time All Zones All 291 2:30 2:04 6:21 9:22 17A – Swansboro All 252 2:30 2:07 5:52 9:12 17B – White Oak {County} All 39 2:38 2:03 6:11 9:16 All Zones Low 279 2:30 2:03 6:22 9:18 17A – Swansboro Low 243 2:30 2:07 5:47 9:11 17B – White Oak {County} Low 36 2:47 1:55 8:01 10:40 All Zones Moderate 12 2:00 2:02 6:09 10:16 17A – Swansboro Moderate 9 1:48 2:04 6:21 10:41 17B – White Oak {County} Moderate 3 2:00 1:53 4:34 7:40 12 6  2/26/2025 90th Percentile Performance – EMS Incidents Total Incident Call Handling Total Response Response Zone Risk Level Turnout Time Travel Time Volume Time Time All Zones All 872 1:47 2:19 6:01 8:37 17A – Swansboro All 699 1:48 2:17 5:43 8:16 17B – White Oak {County} All 173 1:39 2:26 6:40 9:20 All Zones Low 189 1:46 2:42 7:10 10:26 17A – Swansboro Low 135 1:46 2:43 7:03 10:09 17B – White Oak {County} Low 54 1:48 2:45 7:36 10:49 All Zones Moderate 683 1:48 2:13 5:46 8:25 17A – Swansboro Moderate 564 1:51 2:12 5:27 8:01 17B – White Oak {County} Moderate 119 1:38 2:20 6:24 8:56 13 Performance Gap Total Response Total Incident Call Handling Risk Level Turnout Time Travel Time Response Zone Volume Time Time All Zones All 1,327 2:09 2:17 6:05 8:49 Benchmark 1:06 1:20 4:30 7:36 Performance Gap 1:03 00:57 1:35 1:13 17A – Swansboro All 1,091 2:08 2:15 5:44 8:30 Town Benchmark 1:06 1:20 4:00 7:06 Performance Gap 1:02 00:55 1:44 1:24 17B – White Oak {County} All 236 2:13 2:22 6:59 9:56 Benchmark 1:06 1:20 5:00 8:06 Performance Gap 1:07 1:02 1:59 1:50 14 7  2/26/2025 Areas of Improvement 1. Call Handling – Working with Onslow County Communications 2. Turnout Time – Human Component with Communications a. Added Dispatch Software in Apparatus 3. Travel Time – Response Guidelines and Human Component a. Added Dispatch Software in Apparatus b. Response Procedures for Call Types Altered 4. Total Response Time – Combination of All Above Annual Data for 2024 – Quarter 3 (CPSE Projected Data Analysis); Quarter 4 (First Enforcement) 15 Improvements 2:15 2:11 6:07 8:47 Quarter 3 355 All Zones {1:09} {00:51} {1:37} {1:11} July - 17A - 2:09 2:08 5:42 8:08 286 Town {1:03} {00:48} {1:42} {1:02} September 17B – 2:45 2:21 7:07 10:51 69 County {1:39} {2:01} {2:07} {2:45} 1:58 2:04 5:53 8:33 Quarter 4 319 All Zones 17 7 14 14 {0:52} {0:44} {1:23} {0:57} October - 17A - 1:58 2:02 5:31 8:03 252 11 6 11 5 Town {0:52} {0:42} {1:31} {0:57} December 17B – 1:37 2:19 6:20 8:55 67 8 3 47 1:56 County {0:31} {0:59} {1:20} {0:49} 16 8  2/26/2025 Estimated Damage/Loss versus Saved 17 APPROVED January 14, 2025 18 9  2/26/2025 NEW BUSINESS/NON-CONSENT Visitor Center Repair and Maintenance The Visitors Center located at 203 Church Street has evidence of mold growing on the walls, ceiling, cabinets, HVAC and outlets fixtures. This condition was originally reported to the Board of Commissioners on September 10, 2024. This condition has necessitated the need to close the building until the problem can be remediated. Recommended Action: Motion to enter into a contract with Green Home Solutions to remediate the mold conditions at the Visitor Center including the replacement of the HVAC system. Presenter: Jon Barlow – Town Manager 19 NEW BUSINESS/NON-CONSENT Financial Report Presenter: Sonia Johnson – Finance Director 20 10  2/26/2025 TOWN OF SWANSBORO FINANCIAL REPORT (AS OF DECEMBER 31, 2024) REVENUES EXPENDITURES LOAN PAYMENTS INVESTMENTS 21 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF DECEMBER 31, 2024) GENERAL FUND $4,000,000 $3,625,846 $3,631,535 $3,629,353 $3,500,000 $2,806,742 $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 $0 Revenues Expenditures FY 23/24 FY 24/25 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $2,182 22 11  2/26/2025 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF DECEMBER 31, 2024) (ACTUAL) GENERAL FUND $4,000,000 $3,625,846 $3,631,535 $3,483,258 $3,500,000 $3,000,000 $2,756,016 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 $0 Revenues Expenditures FY 23/24 FY 24/25 (ENCUMBRANCES NOT INCLUDED) Total Excess of Revenues Over Expenditures $148,277 23 (PURCHASE ORDERS) ENCUMBERED SPENT % DEPT. BUDGET YTD ACTUAL BALANCE December 31, 2024 GOVERNING BODY 45,195 15,296 490 34.9% ADMIN SERVICES 432,052 212,386 2,733 49.8% FINANCE 315,178 137,648 565 43.9% LEGAL 59,300 25,091 - 42.3% PUBLIC BUILDINGS 379,723 163,880 2,594 43.8% FIRE 2,013,046 770,640 90,313 42.8% PERMITTING 288,270 177,604 824 61.9% PLANNING 86,293 38,937 - 45.1% POLICE 1,349,905 499,932 15,654 38.2% PUBLIC WORKS-STREETS 1,498,086 722,766 2,511 48.4% POWELL BILL-STREETS 191,791 78,598 461 41.2% PARKS & RECREATION 486,086 153,848 13,025 34.3% DOWNTOWN FACILITIES 130,326 41,710 892 32.7% EMERGENCY MANAGEMENT 10,850 10,298 69 95.5% FESTIVALS & EVENTS 134,635 83,198 13,924 72.1% NON DEPARTMENTAL 612,764 351,425 2,042 57.7% TOTAL 8,033,500 3,483,258 146,095 45.18% ** 24 12  2/26/2025 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF DECEMBER 31, 2024) STORMWATER ENTERPRISE FUND $140,000 $128,472 $117,065 $120,000 $100,000 $80,000 $60,000 $52,929 $39,643 $40,000 $20,000 $0 Revenues Expenditures FY 23/24 FY 24/25 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $75,543 25 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF DECEMBER 31, 2024) SOLID WASTE ENTERPRISE FUND $250,000 $239,343 $239,727 $240,000 $230,000 $220,000 $210,757 $210,000 $203,282 $200,000 $190,000 $180,000 Revenues Expenditures FY 23/24 FY 24/25 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $28,970 26 13  2/26/2025 TOWN OF SWANSBORO LOAN REPORT (AS OF DECEMBER 31, 2024) Item Principal Interest End Date Annual Debt Balance Rate Service DEBT Town Hall/Tanker $317,275 2.69 03/21/2028 $84,724 Public Safety Facility $0.00 2.58 12/22/2024 $41,032 PAID IN FULL SERVICE Fire Truck $92,139 2.08 11/01/2026 $47,512 Sleeping Quarters $50,000 2.43 12/14/2026 $26,823 Grapple Truck/Town $47,106 1.72 6/25/2025 $47,917 Hall Generator Vehicles(Police & Fire $45,495 1.84 7/15/2026 $23,377 Department) & Software Cab Tractor/Dump $254,500 4.82 4/3/2029 $58,491 Truck Total Debt $806,515 $329,876 27 TOWN OF SWANSBORO CASH & INVESTMENTS REPORT (AS OF DECEMBER 31, 2024) CASH & INVESTMENTS BANK BALANCE INTEREST RATE First Citizens Bank $815,898 .10% NC CMT-General $5,946,606 4.47% TD Bank $9,450,515 4.32% (SCIF Funds for EOC & Sidewalks) 28 14  2/26/2025 GRANT UPDATE Budget YTD Expenditures Encumbrances Unencumbered American Rescue Plan Act Fund $1,102,599 $1,032,492 $70,107 $0.00 Swansboro Bicentennial Park Boardwalk Extension $302,800 $180,190 $0 $122,610 Emergency Operation Center $9,370,893 $24,840 $0 $9,346,053 Emmerton School Repairs $424,000 $161,075 $0 $262,925 Stormwater Master Plan $400,000 $96,895 $0 $303,105 Total Outstanding Grants $11,600,292 $1,495,492 $70,107 $10,034,693 0 29 Any Questions ? 30 15  2/26/2025 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, MMC – Town Clerk 31 PUBLIC COMMENT Citizen opportunity to address the Board. 32 16  2/26/2025 MANAGER’S COMMENTS Town Manager Jonathan Barlow 33 BOARD COMMENTS Mayor Pro William Justice Commissioner Jeffrey Conaway Commissioner Douglas Eckendorf Commissioner Joseph Brown Commissioner Patricia Turner 34 17  2/26/2025 ADJOURN 35 18