Board of Commissioners

Town of Swansboro Board of Commissioners July 22, 2025, Regular Meeting Minutes In attendance: Mayor William Justice, Mayor Pro Tem Jeffrey Conaway, Commissioner Pat Turner, Commissioner Douglas Eckendorf, Commissioner Tamara Pieratti, and Commissioner Joseph Brown. ********************************** Call to Order/Opening Prayer/Pledge The meeting was called to order at 6:00 pm and Mayor Justice led the opening prayer and Pledge of Allegiance. Public Comment Doug Rogers of 406 Elm Street introduced himself as an applicant for the vacant Planning Board seat. He shared his background, including his experience with various community and non-profit organizations. Mr. Rogers expressed his desire to serve Swansboro and emphasized the need to manage growth while preserving the town's charm and character. Adoption of Agenda and Consent Items On a motion by Commissioner Turner, seconded by Commissioner Conaway, with unanimous approval the below consent items and the agenda was amended to remove the Fire Department Mid-Year Performance Report. - April 29, 2025, Special Meeting Minutes - May 13, 2025, Regular Meeting Minutes - May 13, 2025, Closed Session Minutes - May 27, 2025, Regular Meeting Minutes - Resolution Declaring Surplus Property and Authorizing Disposal - Special Event Application Fee Waiver – Little Pink Houses of Hope Appointments/Recognitions/Presentations Board Appointments Town Clerk Alissa Fender reviewed that consideration for board appointments was needed for the planning board for 1 in-town seat and 1 ETJ seat and noted that a revised agenda memo had been provided that incorporated two new applicants received since the original publication of the agenda packet. Clerk Fender reviewed that a recent resignation on the Historic Preservation Commission also created a vacancy of HPC seat on the planning board. At the Historic Preservation Commissions June 17, 2025, the commission was tasked with selecting a member to serve in the HPC Planning Board seat. With no other members interested, Christina Ramsey agreed to move from her in- town seat on the Planning Board to the HPC appointed seat on the Planning Board, resulting in an in-town seat vacancy. Page 1 of 6 Clerk Fender reported that there were 11 applications for the in-town seat and one for the ETJ seat. On a motion my Commissioner Pieratti, seconded by Commissioner Eckendorf, with unanimous approval, Doug Rogers was appointed to the in-town seat. On a motion by Commissioner Brown, seconded by Commissioner Pieratti, with unanimous approval, Jamie Pitani was appointed to the ETJ seat. Business Non-Consent NC League of Municipalities Cybersecurity Services Town Manager Jon Barlow reviewed that the NC League of Municipalities was offering a no-cost cybersecurity support program through its ARP grant to help towns strengthen their defenses against cyber threats. The program included assessments, consulting, training, and ongoing support to improve cybersecurity readiness. To participate, the Town must adopt a resolution to authorize execution of a Memorandum of Agreement (MOA) with the NC League of Municipalities. On a motion by Commissioner Brown, seconded by Commissioner Turner, Resolution 2025-R8 to authorize execution of Memorandum of Agreement (MOA) with the NC League of Municipalities was approved unanimously. Engineering Services Contract for Sidewalk Project Town Manager Barlow requested approval to enter into a professional services engineering contract with Arendell Engineers for the sidewalk project. He explained that Arendell was selected as the engineering firm best able to provide service for the construction of new 5-foot sidewalks, infill sidewalks, curb ramps, and other pedestrian improvements to be ADA compliant in five project priority areas: Highway 24, Main Street Extension, Hammocks Beach Road, Old Hammocks Beach Road, and Queens Creek Road. The firm would handle the project from surveying through construction administration, including working with DOT for necessary approvals since much of the work would be on DOT roads. The estimated cost including third-party surveyor services was $93,453. Manager Barlow noted that funding was expected from a $500,000 grant application with results anticipated around August 20th, plus $100,000 from a state grant for sidewalk construction, and potentially $86,000 from Powell Bill reserves. The project encompassed about 7,000 feet or 1.3 miles of sidewalk construction. On a motion by Commissioner Eckendorf, seconded by Commissioner Tuner, unanimous approval was given to approve execution of the Engineering Services Contract with Arendell Engineers. Monthly Financial Report as of June 30, 2025 Finance Director Sonia Johnson presented the June 30, 2025, financial report, noting that invoices were still coming in since it was year-end. She reported the auditor would arrive Page 2 of 6 in August to begin the audit process, possibly returning in September before presenting findings to the board. Key takeaways were:  General Fund: Excess of revenues over expenditures was $50,088 with encumbrances or $288,025 without; noting that several invoices remained unpaid, including one for a police interceptor.  Total expenditures were at 77.22% of the budget, indicating a potential financial surplus.  Stormwater Fund: Excess of revenues over expenditures was $28,089, with depreciation considered.  Solid Waste Fund: Excess of revenues over expenditures totals $50,273, though June billing was pending. Summaries were provided for the town’s debt status, cash and investment accounts, and outstanding grant balances. No questions were raised by the Board about the report. In closing, Director Johnson, reiterated the importance of considering ongoing and incoming invoices while interpreting the current financial report, as these transactions could modify the surpluses and expenditure lines once processed completely. 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. No new items were addressed. Mayor Pro Tem Conaway raised a concern about the advisory board application process, suggesting that when multiple applications come in within 48 hours of a meeting that the board should either table appointments or keep those applications for future consideration. In response to inquiries from the board about the Visitors Center status, Manager Barlow explained that some options were dependent on interpretation from a federal funding agency regarding a grant from 2012-2013. He assured the board that the item would be on the agenda once the information was received. Public Comment Mayor Justice addressed the public sharing that this comment period allows comments for no longer than 5 minutes related to items not on the agenda, additionally he directed that applause or clapping after every speaker was not conducive and should be withheld until the end of the meeting. Vicki Brown of 601 W. Broad Street expressed disappointment over limited notification for a meeting on a proposed 324-unit apartment development, noting its wide impact beyond a 1-mile radius. She urged greater community involvement and voiced concerns Page 3 of 6 about rapid growth altering Swansboro's character, encouraging citizens to attend July 28th meetings to express their views on the rezoning proposal. Lisa Perkash of 532 Sabiston Drive expressed opposition to the Flybridge rezoning and apartment development. She questioned the necessity of laundry and shower facilities for the Visitor Center and suggested a potential collaboration between the Swansboro Historical Association and the town on combining the Heritage and Visitor Centers, proposing staffing considerations for such a merger. Matthew Prane of 309 Baffle Court commented on police department statistics and stressed the importance of intentional planning for Swansboro's future. He advocated for a balanced approach to infrastructure expansion, public health, and wellness initiatives, highlighting the need for comprehensive planning that includes infrastructure, water treatment, public safety, and health programs as per the Parks and Recreation Master Plan. Richard Galati of 535 Sabiston Drive took responsibility for a late application submission and expressed his desire to serve the community in any capacity. As a returning resident, he stated his love for Swansboro and willingness to offer his services to the commission and town. Terri Herbert of 102 Oyster Bay Road addressed remarks from the preceding meeting. Firstly, she contested Commissioner Eckendorf's reading of sea level rise data in the Land Use Plan, offering a comprehensive analysis of the data and projections. Secondly, she opposed Commissioner Brown's assertion that growth must precede management, stressing that planning should precede implementation. Ms. Herbert concluded her remarks by expressing opposition to the Flybridge development. Andrea Wilmuth also stated "no flybridge" and raised procedural concern about the 15- day advance notice requirement for peaceful demonstrations. She learned from Chief Taylor that permits must be applied for 15 days in advance, but they don't have that much time before the Flybridge presentation. She requested that such things be communicated in a timelier manner to allow citizens adequate time to prepare. Meredith Meilleur of 220 River Reach Drive challenged the restriction on applause during meetings, stating that it was a simple and non-disruptive way for constituents to express support for speakers' comments. Manager's Comments Town Manager Barlow provided several updates. First, regarding the porta-potties at the visitor center, the TDA had approved $2,000 in TDA funds at their meeting the previous week for rental of two porta-potties and washing stations, with twice-weekly service for about four months. He hoped that it would provide time to get information needed for long-term visitor center decisions. Page 4 of 6 Second, he reported that the splash pad had experienced mechanical/electrical equipment failure in the control room on June 27th. The vendor was able to get control modules replaced after about a week of downtime, and it was now back in service and being well- used at the rec center. Finally, he reported that surplus vehicles in the parking lot were being sold through GovDeals.com. Assistant Fire Chief Stanley had posted the first five vehicles about two weeks prior, with three already purchased and removed. Two more were currently online, with plans to continue listing vehicles to clear the parking lot. Board Comments Commissioner Turner thanked everyone for coming out and expressed excitement about the unprecedented number of volunteers wanting to serve on advisory boards. She noted that in her 27 years of town service, half on the planning board, she didn’t recall there ever being this many people interested in serving. Mayor Pro Tem Conaway thanked staff and citizens for voicing concerns, noting "that's how things change." Commissioner Eckendorf thanked the fire chief and public works for their Sunday response to a sinkhole on Cormorant Drive, praising their quick action without any intervention needed. He defended a staff member against social media accusations of working for private developers. Eckendorf stood by his previous meeting comments and explained his election platform included responsible growth to support fire, police, and public works staff, arguing that growth spreads the tax base and reduces individual burden. He reiterated his belief that the 2019 CAMA Land Use Plan update was not a real examination of the land use plan, and advocating for a data-driven plan with proper consulting over six months rather than 20 days. Commissioner Brown thanked staff and addressed social media posts that repeated previously addressed issues like paid parking downtown and eminent domain, both were ended weeks or a month ago. He also announced he had filed for reelection and looked forward to public forums. Commissioner Tamara Pieratti thanked the board for their dedication in filling vacant advisory board seats and congratulated Doug Rogers and Jamie Petani for their appointments. Mrs. Pieratti specifically thanked Jacob for setting up training for firefighters and for including outside agencies. Mayor Justice praised town staff across all departments for their efforts, specifically highlighting the first-year Safety Town camp for 4-5 year olds run by Parks and Rec, where he volunteered. Mayor Justice emphasized wanting to get along with everyone in the room and town, stating "It's not what Bill Justice wants. It's what majority of the citizens want." He noted his phone availability 24/7 and timely responses. He thanked Page 5 of 6 the volunteers and advocated for working together without being enemies or angry with one another. Closed Session On a motion by Mayor Pro Tem Conaway, seconded by Commissioner Pieratti, and with unanimous approval the board entered closed session at 7:02 pm pursuant to NCGS 143- 318.11 (a) (3) To consult with an attorney employed or retained by the public body in order to preserve the attorney‑client privilege between the attorney and the public body, which privilege is hereby acknowledged; and (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 price and other material terms of a contract or proposed contract for the acquisition of real property by purchase, option, exchange, or lease. Pursuant to a motion duly made and seconded in closed session the board returned to open session with nothing to report. Adjournment On a motion by Commissioner Brown, seconded by Commissioner Pieratti, the meeting adjourned at 7:40 pm. Page 6 of 6  7/23/2025 Regular Meeting July 22, 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  7/23/2025 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  7/23/2025 Board Appointments Presenter: Alissa Fender, MMC– Town Clerk 5 NEW BUSINESS/NON-CONSENT NC League of Municipalities Cybersecurity Services The NC League of Municipalities is offering a no-cost cybersecurity support program through its ARP grant to help towns strengthen their defenses against cyber threats. The program includes assessments, consulting, training, and ongoing support to improve cybersecurity readiness. To participate, the Town must adopt a resolution to authorize execution of a Memorandum of Agreement (MOA) with the NC League of Municipalities. Recommended Action: Motion to adopt Resolution 2025-R8 to authorize execution of Memorandum of Agreement (MOA) with the NC League of Municipalities. Presenter: Jon Barlow – Town Manager 6 3  7/23/2025 NEW BUSINESS/NON-CONSENT Engineering Services Contract for Sidewalk Project Request to enter into a professional services engineering contract with Arendell Engineers for the Sidewalk project. Recommended Action: Approve the Engineering Services Contract with Arendell Engineers. Presenter: Jon Barlow – Town Manager 7 NEW BUSINESS/NON-CONSENT Financial Report Presenter: Sonia Johnson – Finance Director 8 4  7/23/2025 TOWN OF SWANSBORO FINANCIAL REPORT (AS OF JUNE 30, 2025) REVENUES EXPENDITURES LOAN PAYMENTS INVESTMENTS 9 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF JUNE 30, 2025) GENERAL FUND $6,800,000 $6,576,329 $6,526,241 $6,600,000 $6,400,000 $6,256,534 $6,200,000 $6,000,000 $5,856,527 $5,800,000 $5,600,000 $5,400,000 Revenues Expenditures FY 23/24 FY 24/25 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $50,088 10 5  7/23/2025 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF JUNE 30, 2025) (ACTUAL) GENERAL FUND $6,800,000 $6,576,329 $6,600,000 $6,256,534 $6,288,304 $6,400,000 $6,200,000 $6,000,000 $5,800,000 $5,510,503 $5,600,000 $5,400,000 $5,200,000 $5,000,000 $4,800,000 Revenues Expenditures FY 23/24 FY 24/25 (ENCUMBRANCES NOT INCLUDED) Total Excess of Revenues Over Expenditures $288,025 11 (PURCHASE ORDERS) ENCUMBERED SPENT % DEPT. BUDGET YTD ACTUAL BALANCE June 30, 2025 GOVERNING BODY 48,595 41,980 1,450 89.4% ADMIN SERVICES 432,052 404,928 558 93.9% FINANCE 315,178 278,439 2,671 89.2% LEGAL 63,300 62,121 - 98.1% PUBLIC BUILDINGS 439,973 347,867 2,066 79.5% FIRE 2,238,274 1,596,797 9,150 71.7% PERMITTING 318,514 309,393 954 97.4% PLANNING 86,293 83,361 - 96.6% POLICE 1,442,156 1,059,312 69,310 78.3% PUBLIC WORKS-STREETS 1,467,842 873,137 68,370 64.1% POWELL BILL-STREETS 191,791 119,069 63,501 95.2% PARKS & RECREATION 498,787 313,685 12,293 65.4% DOWNTOWN FACILITIES 132,226 119,591 3,028 92.7% EMERGENCY MANAGEMENT 15,708 13,737 50 87.8% FESTIVALS & EVENTS 134,635 115,947 3,582 88.8% NON DEPARTMENTAL 626,476 548,939 954 87.8% TOTAL 8,451,800 6,288,304 237,937 77.22% ** 12 6  7/23/2025 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF JUNE 30, 2025) STORMWATER ENTERPRISE FUND $160,000 $138,582 $136,773 $140,000 $120,000 $108,684 $100,000 $89,624 $80,000 $60,000 $40,000 $20,000 $0 Revenues Expenditures FY 23/24 FY 24/25 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $28,089 13 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF JUNE 30, 2025) SOLID WASTE ENTERPRISE FUND $490,000 $478,486 $481,582 $480,000 $470,000 $460,000 $445,188 $450,000 $440,000 $431,309 $430,000 $420,000 $410,000 $400,000 Revenues Expenditures FY 23/24 FY 24/25 ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $50,273 14 7  7/23/2025 TOWN OF SWANSBORO LOAN REPORT (AS OF JUNE 30, 2025) Item Principal Interest End Date Annual Debt Service Balance Rate DEBT Town Hall/Tanker $241,087 2.69 03/21/2028 $84,724 Public Safety Facility $0.00 2.58 PAID IN FULL 12/22/2024 Fire Truck Sleeping Quarters Grapple Truck/Town Hall SERVICE $92,139 $50,000 $0.00 2.08 2.43 1.72 11/01/2026 12/14/2026 $47,512 $26,823 Generator PAID IN FULL 6/25/2025 Vehicles(Police & Fire $22,955 1.84 7/15/2026 $23,377 Department) & Software Cab Tractor/Dump Truck $208,276 4.82 4/3/2029 $58,491 Jet Vac Truck, Police Vehicle, $570,000 4.40 12/31/2029 $129,183 (2) Fire Chief Vehicles Total Debt $1,184.457 $370,110 15 TOWN OF SWANSBORO CASH & INVESTMENTS REPORT (AS OF JUNE 30, 2025) CASH & INVESTMENTS BANK BALANCE INTEREST RATE First Citizens Bank $313,180 .05% NC CMT-General $5,911,383 4.20% TD Bank $9,644,293 4.18% (SCIF Funds for EOC & Sidewalks) 16 8  7/23/2025 GRANT UPDATE Budget YTD Expenditures Encumbrances Unencumbered American Rescue Plan Act Fund $1,102,599 $1,064,939 $37,660 $0.00 Swansboro Bicentennial Park Boardwalk Extension $386,650 $384,314 $0 $2,336 Emergency Operation Center $9,562,435 $33,478 $0 $9,528,957 Emmerton School Repairs $499,000 $213,367 $0 $285,633 Stormwater Master Plan $400,000 $208,361 $0 $191,639 Total Outstanding Grants $11,950,684 $1,904,459 $37,660 $10,008,565 17 Any Questions ? 18 9  7/23/2025 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 19 PUBLIC COMMENT Citizen opportunity to address the Board. 20 10  7/23/2025 MANAGER’S COMMENTS Town Manager Jonathan Barlow 21 BOARD COMMENTS Mayor William Justice Mayor Pro Tem Jeffrey Conaway Commissioner Douglas Eckendorf Commissioner Joseph Brown Commissioner Patricia Turner Commissioner Tamara Pieratti 22 11  7/23/2025 CLOSED SESSION Recommended Action: Motion to enter closed session pursuant to NCGS 143-318.11 (a) (3) To consult with an attorney employed or retained by the public body in order to preserve the attorney client privilege between the attorney and the public body, which privilege is hereby acknowledged; and (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 price and other material terms of a contract or proposed contract for the acquisition of real property by purchase, option, exchange, or lease. 23 ADJOURN 24 12