Board of Commissioners Special Meeting

Town of Swansboro Board of Commissioners February 26, 2024, Special Meeting Minutes In attendance: Mayor John Davis, Mayor Pro Tem William Justice, Commissioner Jeffrey Conaway, Commissioner Joseph Brown, and Commissioner Douglas Eckendorf. Commissioner Larry Philpott had submitted his resignation on February 12, 2024, therefore the board had 1 vacancy. ********************************** Call to Order/Opening Prayer/Pledge The meeting was called to order at 6:00 pm. Mayor Davis led the Pledge of Allegiance. The purpose of the meeting was to complete appointments to the vacant commissioner seat, Swansboro CAMA Land Use Plan review, and department introductions from Police and Finance. Public Comment Pat Turner of 1208 Mt. Pleasant Road shared that she was still willing to serve the town and had applied for appointment for the vacant commissioner seat. She shared that she had 30 years of experience, having served 20 years on the Planning Board and 10 years as a Commissioner. Adoption of Agenda On a motion by Commissioner Conaway, seconded by Commissioner Eckendorf, the agenda was adopted unanimously. Appointments/Recognitions/Presentations Appointment to Vacant Commissioner Seat Interim Town Manager Barlow reviewed that 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. The term of the current vacancy would be through December 2025. The Board requested that a call for applications be announced with a deadline of Friday, February 23, 2024, at 1pm. Those interested were to submit a Talent Bank application to be considered. The call for applications was posted on the Town website and Facebook on Monday February 19, 2024. There were 4 applications received. On a motion by Commissioner Conaway, seconded by Commissioner Brown, Pat Turner was appointed to the vacant seat. The motion passed 3:1. Ayes: Conaway, Brown, Justice No: Eckendorf Page 1 of 2 Commissioner Brown shared that Ms. Turner rose to the top for selection because of her experience. Mayor Pro Tem Justice shared that the decision was not an easy decision and encouraged those who were interested to continue to stay involved. Ms. Turner would be sworn in at the February 27, 2024, regular meeting. Review of CAMA Land Use Plan Planner Correll provided a presentation attached herein with the power point presentation of the meeting to provide the board with a review of the CAMA Land Use Plan. In response to inquiries from the board, Mrs. Correll clarified the following. - ETJ areas are regulated by the town for building code enforcement and planning. - Accessory structures are not permitted to be dwellings. - Campers were only allowed to be set up and used on lots for a period of 14 days per year. They were not permitted to be a full-time residence. - The population estimate formula used in the 2009 plan has been exceeded, however the estimates from the 2019 update had been accurate. - For NCDOT maintained streets, Traffic Impact Analysis were reviewed by NCDOT, for town maintain streets, a traffic engineer is engaged by the Town to review those. The board took a recess from 5:57 pm to 6:04 pm. Department Introductions will be presented from Police and Finance Department heads from the Police and Finance Departments provided an introduction to their departments. All reviewed PowerPoint slides are attached herein. Board Comments Mayor Davis indicated that he felt that the TDA meetings should be held at 6pm instead of 2:30 pm, and board members also supported that change. Adjournment On a motion by Commissioner Conaway, seconded by Mayor Pro Tem Justice, the meeting adjourned at 7:13 pm. Page 2 of 2  2/26/2024 Special Meeting February 26, 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  2/26/2024 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  2/26/2024 NEW BUSINESS/NON-CONSENT Appointment to Vacant Commissioner 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. Recommended Action: Consider appointment to vacant seat. Presenter: Jonathan Barlow– Interim Town Manager 5 NEW BUSINESS/NON-CONSENT Review of CAMA Land Use Plan At its February 19, 2024, special meeting the board requested to receive a review of the CAMA Land Use Plan. Recommended Action: The review is for informational purposes. Presenter: Andrea Correll – Planner 6 3  2/26/2024 Andrea Correll, AICP-Planner 7 8 4  2/26/2024 9 10 5  2/26/2024 11 12 6  2/26/2024 13 14 7  2/26/2024 15 Appropriate Density Lower densities that are separated by working agricultural areas. Up to 4 dwellings per acre of any type of residential within a 1/2-mile walking distance of any Town Center area or within 1/4 mile walking distance of a Coastal Traditional Neighborhood area, whichever is greater (i.e. - allows increased densities to more property). Up to 4 dwellings per acre of any type residential within a 1/4-mile walking distance of a public park of 5 acres or more is size, if there is improved pedestrian access. 16 8  2/26/2024 Andrea Correll, AICP-Planner 17 Department Introductions Police Presenters: Dwayne Taylor- Police Chief 18 9  2/26/2024 Swansboro Police Department 2023 Annual Report 19 The Swansboro Police Department provides 24-hour law enforcement services to the residents, businesses, and visitors within the jurisdiction of the Town of Swansboro. Mission It is the mission of the Swansboro Police Department to professionally serve our community with Respect, Fairness, Honesty, and Integrity. We are committed to working with the community to maintain and improve the quality of life for everyone and ensure that Swansboro is a place where people can work and raise a family within a safe and caring community. Core Values Our core values are Commitment, Service, Integrity, and Excellence. 20 10  2/26/2024 Department Organization • The Swansboro Police Department is composed of 13 full-time sworn law enforcement officers and four reserve officers. In addition, the department is supported by a civilian Administrative Assistant. The department maintains 13 police vehicles that are equipped with mobile data terminals and speed enforcement equipment. All officers are issued body worn cameras which record all interactions. • All officers have received and maintain their certification as a law enforcement officer through the NC Training and Standards Division. Within the department, four officers have earned their Advanced Law Enforcement Certification, and one has received their Intermediate Law Enforcement Certification. 21 Reportable Incidents 22 11  2/26/2024 Patrol Events 23 In 2023, the department responded to a total of 2,269 reportable calls for service. The table on the next page details the main types of calls officers responded to for the calendar year. Calls For Service Calls for service are requests received from the public which initiate a response from the department. Not all calls for service require a written report. The table on the next page does not include officer- initiated events, such as, traffic enforcement, vehicle unlocks, escorts, business checks, foot patrols, and neighborhood patrols. 24 12  2/26/2024 2023 Reportable Calls for Service • 911 Hang Up 32 • Alarm/Open Door 212 • Assaults 23 • Assist OCSO 237 • Assist Fire/EMS 218 • Break & Enter 14 • Civil Disputes 36 • Communicating Threat 13 • Crisis Intervention 21 • Death (Suicide) 4 (2) • Disputes/Disturbances 121 • Domestics 68 • Drug Offenses (Felony) 28 (9) • Drug Overdose (Fatal) 22 (1) • DWI 42 • Fraud 32 • Juvenile Issues 31 25 2023 Reportable Calls for Service • Larceny 131 • Lost/Found Property 57 • Missing Person 5 • Property Damage 127 • Sex Offense (Felony) 4 (3) • Shots Fired 3 • Town Ordinance Violation 102 • Trespassing 39 • Warrant Service 44 • Welfare Check 38 • Motor Vehicle Collision 214 Total Reportable Calls for Service 2,269 26 13  2/26/2024 Regular Patrol Events • Assist Parks & Recreation (Docks/Bathrooms) 1,854 • Business Checks 11,423 • Business Courtesy/Standby 618 • Business Walkthrough 1,546 • Community Service Events (Festivals/SwansFest/T2T) 17 • Extra Duty Details (Civic Center/Black Friday) 19 • Fingerprinting 119 • Follow Up on Cases 563 • Foot Patrols 841 • Funeral Escorts 23 • NC GHS Events 12 • Neighborhood Patrols 23,842 • Residence Checks 42 • School Checks 251 • Traffic Surveys 2,062 • Vehicle Unlocks 113 Total Regular Events performed on Patrol 43,256 27 Investigations Detectives investigate all reported felony crimes and assist Patrol Officers with investigating misdemeanor crimes reported. Detectives act as Evidence Custodians and are responsible for the Med Drop Box. Cases for 2023: • Assault: 23 (3-Felony) • Break & Enter: 14 • Death/Suicide Investigation: 4 (2-Suicide) • Drug Offense: 9 • Fraud: 32 • Larceny-Felony: 14 • Sex Offense: 4 (3-Felony) • Total: 100 Incidents investigated • Over 300 pounds of medication was returned to the SPD Med Drop Box. 28 14  2/26/2024 Arrests Statistics 29 Arrests Felony Arrests • Possession of Meth: 5 • Possession of a Controlled Substance: 5 • Obtain Property by False Pretenses: 3 • Uttering Forged Document: 2 • Break & Enter: 2 • Larceny: 2 • Speeding to Elude: 2 • Statutory Sex Offense: 1 • Harboring a Fugitive: 1 • Possession of Firearm by Felon: 1 Total Felony Arrests: 24 30 15  2/26/2024 Misdemeanor • Driving While Impaired: 42 • Larceny: 32 • Possession of Controlled Substance: 17 • Assault: 7 • Resist, Obstruct, Delay: 7 • Driving While License Revoked: 6 • Property Damage: 5 • Other Traffic Related: 5 • Assault with Deadly Weapon: 2 • Trespassing: 2 • Misuse of 911: 2 • Possession of Stolen Vehicle: 2 • Sexual Assault: 1 • Carrying Concealed Weapon: 1 • Communicating Threat: 1 Total Misdemeanor Arrests: 134 31 Warrant Service • Arrests made by Warrant Service: 44 Warrant Service arrests are made when officers encounter an individual, either through a traffic stop or call for service, and the individual has a warrant for their arrest. 32 16  2/26/2024 Traffic Enforcement NC 24 is a major east-west travel artery in North Carolina. At last count, more than 35,000 vehicles pass through Swansboro daily. The department tries to ensure that each patrol officer is Radar Operator certified within the first year. The department, also, participates in the NC Governor’s Highway Safety Program. Participation in the program allows the department free access to valuable equipment that can be used for traffic enforcement. For the calendar year 2023, the department issued 782 citations, and gave 1,438 verbal/written warnings. 33 Community Involved The Swansboro Police Department emphasizes community involvement by its officers. The department has started several programs to get its officers more community oriented. The Explorers Program, Coffee-with-a-Cop, and Shop- with-a-Cop are just a few of the well- known programs. Officers are, also, encouraged to stop in the park and surprise young citizens on their birthday, as seen here. 34 17  2/26/2024 Community Involvement School kids get a tour of patrol vehicle. 35 Community Involvement School kids tour the Police Department. 36 18  2/26/2024 Community Involvement Handing out candy to Trick-or-Treaters on Halloween. 37 The Swansboro Police Explorer Program held its first summer camp. A weeklong program that immersed the cadets in a Police Academy atmosphere. 38 19  2/26/2024 The department received $39,700, in grant funding. The Grant Funding money will be used to purchase needed gear and equipment. 39 Admin Assistant For the calendar year 2023, the Admin Assistant: • Answered 4,686 phone calls • Assisted 2,179 walk ins • Took 506 requests for reports • In addition to those above, the Admin Assistant assists the Chief, Lieutenant, Detectives, and Patrol Staff with the everyday operation of the department. 40 20  2/26/2024 Admin Assistant • Other important business the Admin Assistant provides: • Shop-with-a-Cop planning • Golf Cart registration/renewal • Fingerprinting scheduling • Tracking Purchase Orders and Invoices • Posting on social media 41 Officer Recognition Lieutenant Ben Brim (left) and Detective Jeremy McNeil (right) obtained the Advanced Law Enforcement Certification from the NC Training and Standards Professional Certification Division. 42 21  2/26/2024 Officer of the Year Congratulations to Officer Josh Wruble. His outstanding work ethic and dedication to the residents, businesses, and visitors of Swansboro earned him Officer of the Year honors for 2023. 43 Chief’s Award 44 22  2/26/2024 Officer of the Quarter Congratulations to Officer Luke Hult. His overall performance earned him Officer of the Quarter for the 2023 Q4. • Other recipients for the year: • Q1: Sergeant Brenna Watt • Q2: Office Kyle Shotwell • Q3: Detective Austin ray Congratulations to each for their dedication to duty. 45 Additional Information 46 23  2/26/2024 • Continue push to recruit officers to fit our mission. Currently waiting on the state to approve three candidates. We have begun the process on two others. • Participation in NC GHS Program. • Acquire quality Body Worn Camera system (Axon). • Replace dated Tasers. • Replacing old laptops in Patrol Cars with Rugged Laptop. Projects • Replacing desktops in the office. • Continuously applying for grants. • Replacing worn gear/equipment. • Maintain regular vehicle rotation. • Increase staffing to allow for more training opportunities. • Planning to initiate “specialized units” to help with retention. 47 Department Introductions Finance Presenter: Sonia Johnson - Finance Director 48 24  2/26/2024 Finance Department Overview Presented By: Sonia Johnson, Finance Director 49 To accurately maintain the accounting records of the Town of Swansboro in accordance with generally accepted accounting principles, NC General Statutes, and guidelines of the Local Government Commission. 50 25  2/26/2024 Transaction Closing the Journal Books Entry Financial Posting Statements Adjusting Trial Entries Balance Worksheet 51 General Accounting Accounts and Financial Accounts Payable Receivable Reporting Grants Cash Management Investments Management Human Resource Payroll Debt Management 52 26  2/26/2024 Finance Director Finance Finance Technician Clerk 53 § 159-25. Duties of finance officer; dual signatures on checks; internal control procedures subject to Commission regulation Manages grants Oversees receipt, Maintains general received including investment and accounting systems for reimbursement requests disbursement cycles of the town and correspondence all town revenues with grant agencies Prepares reports for Assists auditors during Oversees the Swansboro Town Manager, Board, the annual audit; TDA budget and state and federal prepares reports as financial reports agencies, etc. needed Property & Liability Insurance/Workers Comp Insurance 54 27  2/26/2024 Preaudit function Works with Town Manager in Certification for obligation preparation of annual budget Human Resource Certification of disbursements and special projects Oversees Town purchasing and Works with Town Manager in Advises Board on fiscal directing the formulation of town bid procedures financial policies matters Reviews and monitors ongoing Prepares the Annual administration of budget; Capital Improvement Plan Comprehensive Financial monitors revenues and (CIP) Report expenditures 55 Payroll Processing Swansboro TDA Timesheets & Comp Stormwater Utility Billing Time /Vacation & Sick Liaison Leave Accruals Assists Finance Director Provides support for the Complies data and files with various accounting Occupancy Tax/Tourism for annual audit tasks as needed Authority Maintains town Cash Receipts Accounts Payable vehicle/equipment log (Reviews daily deposit reports) Reviews weekly check book of titles & registration Processed End of Day Packet run before it is processed 56 28  2/26/2024 Assists departments Processes Purchase Accounts Payable with purchasing Orders requirements Cash Receipts Assists Finance Director Receives funds collected Orders office supplies with various accounting and prepares daily for town departments tasks as needed deposit Complies files for annual Monthly Sales & Use Tax Assist in HR duties audit 57  Town was awarded the Certificate of Achievement for Excellence in Financial Reporting for Fiscal Year Ending June 30, 2022.  Tyler Technologies software implementation ➢ Core Financials ➢ Purchasing ➢ Fixed Assets ➢ Project Accounting ➢ Personnel Management(includes Position Budgeting) ➢ Time & Attendance ➢ Employee Self Service (Employee Portal) ➢ Cashiering ➢ Permitting/Permitting Online Component ➢ Utility Billing ➢ Socrata Finance Suite-Transparency Module(Not complete) 58 29  2/26/2024 Update town policies Develop financial policies-Fund Balance Policy, Investment Policy, and Debt Management Policy Society for Human Resource Management(SHRM) Certification Employee Training Programs-(Retention) Seek grant opportunities Seek additional revenue-source options 59 Explore a career path in Gain confidence in their Mentorship Local Government Finance abilities Make academic work more meaningful though practical Transition into a permanent Gains hands-on experience application of classroom job principals 60 30  2/26/2024 61 PUBLIC COMMENT Citizen opportunity to address the Board. 62 31  2/26/2024 MANAGER’S COMMENTS Jonathan Barlow, Interim Town Manager 63 BOARD COMMENTS Mayor John Davis Mayor Pro William Justice Commissioner Jeffrey Conaway Commissioner Douglas Eckendorf Commissioner Joseph Brown 64 32  2/26/2024 ADJOURN 65 33