Table of Contents Agenda 2 Agenda Memo & Ordinance 35 ...C7A9863B...amendments to the UDO clarifying the duration of approved preliminary plats and allowing administrative extensions;

Table of Contents

Agenda 2Minutes

2.4.2020 62.10.2020 122.24.2020 173.9.2020 23

Parks Board Appointments33

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Agenda MemoText Amendment - Preliminary Plat Renewals

Agenda Memo & OrdinancePublic Improvements Acceptance Request – Park Place Phase III

Agenda Memo & Resolution 39Acceptance Documents 41Water and Sewer As-Builts 47Park Place Phase III Map 48

Remote Participation PolicyAgenda Memo 50Policy 51

Future Agenda ItemsAgenda Memo 63

Financial Report - March 31, 2020Powerpoint 64

Manager's ReportApril 27, 2020 84

Departments ReportsApril 27, 2020 Manager's Report 91February Departments Report 98March Departments Report 109

TOS Projects/Goals ReportReport 4.27.2020 119

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BOARD OF COMMISSIONERS MEETING AGENDA

Town of Swansboro Monday, April 27, 2020

Board Members John Davis, Mayor | Frank Tursi, Mayor Pro Tem | Pat Turner, Commissioner

Harry PJ Pugliese, Commissioner | Larry Philpott, Commissioner | Laurent Meilleur, Commissioner

I. Call to Order/Opening Prayer/Pledge Mayor John Davis

II. Public Comment Citizens have an opportunity to address the Board for no more than three minutes per speaker regarding items listed on the agenda. There is a second opportunity at the end of the agenda for the public to address the Board on items not listed on the agenda.

III. Adoption of Agenda and Consent Items Board of Commissioners The Town Clerk respectfully submits to the Board, the Regular Agenda and the below consent items, which are considered to be of general agreement and little or no controversy. These items may be voted on as a single group without Board discussion “or” if so desired, the Board may request to remove any item(s) from the consent agenda and placed for consideration separately.

Consent Items: a. Meeting Minutes

February 4, 2020 Joint Meeting w/Planning Board February 10, 2020 Regular Meeting February 24, 2020 Regular Meeting March 9, 2020 Regular Meeting

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IV. Appointments/Recognitions/Presentations a. Parks Board Appointments Paula Webb

Assist. Manager/Clerk Two in-town vacancies remain on the Parks Board. Two applications have been received - both individuals reside inside the town limits. Action Needed: Consider appointments to Parks Board

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V. Public Hearing a. Text Amendment - Preliminary Plat Renewals Jennifer Ansell

Planner As a part of the review of the preliminary plat for the Hammocks at the Port of Swansboro Phase II at their February 3, 2020 regular meeting, the Planning Board requested that Staff prepare an agenda item for review to further discuss preliminary plat duration. At their March 2, 2020 regular meeting, the Planning Board voted unanimously to recommend approval of a text amendment to the Unified Development Ordinance which would clarify the duration of approved preliminary plats and allow administrative extensions. Action Needed: 1. Hold a Public Hearing; and 2. Motion to adopt Ordinance 2020-O2 effectively adopting text amendments to the UDO clarifying the duration of approved preliminary plats and allowing administrative extensions; and 3. Adopt one of the statements of consistency as provided in § 160A-383.

VI. Business Non-Consent a. Public Improvements Acceptance Request/Park Place Phase III Jennifer Ansell

Planner Parker & Associates, on behalf of A. Sydes Construction, Inc., is requesting final acceptance of the public improvements in Phase III of Park Place at Hammocks Beach subdivision. Phase III consists of 18 lots on 8.74 acres and is the final phase in Park Place subdivision. A warranty guarantee in the amount of $24,252.82 has been submitted by the developer and will remain in place for 12 months following the Board’s acceptance of the public improvements. Action Needed: 1) Motion to approve or deny the requested acceptance of the public improvements in Park Place Phase III; and 2) Motion to approve or deny Resolution 2020-R4 to accept the streets and rights-of-way within Park Place Subdivision Phase III.

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b. Remote Participation Policy Paula Webb

Assist. Manager/Clerk Electronic meetings have quickly become a fact of life for many local governments in North Carolina as officials have acted to limit the spread of the Coronavirus (COVID-19). Assurances and guidance have been provided through the UNC-School of Government and the NC Department of Justice that electronic meetings are an allowed method for local governments to conduct/continue business during this time of crisis. In as much, we have drafted a policy for consideration that provides guidance to the Governing Body, Advisory Boards, and staff to properly conduct such electronic meetings. Action Needed: Motion to adopt/ratify BOC Policy # Remote Participation c. Future Agenda Items Paula Webb

Assist Manager/Clerk Each meeting an opportunity is provided for the Board to review future agenda items and introduce items of interest and subsequent direction for placement on future agendas, which will allow staff the opportunity to plan accordingly. It is noted that some items are tentatively scheduled for the specified monthly agenda but are subject to change due to preparation of materials, public notice requirements, etc. Action Needed: Provide direction on suggested items and introduce items of interest for future agenda management. d. May 25, 2020 Meeting - Holiday Paula Webb

Assist Manager/Clerk The May 25, 2020 Regular Meeting falls on a holiday. Discuss cancellation or rescheduling the meeting date. Action Needed: Cancel or reschedule meeting date.

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e. Financial Report - March 31, 2020 Sonia Johnson

Finance Director f. Hurricane Florence/Dorian Update Sonia Johnson

Finance Director g. FY 2020/2021 Proposed Budget Discussion Continued Chris Seaberg

Town Manager/ Sonia Johnson Finance Director

VII. Items Moved from Consent

VIII. Public Comment Citizens have an opportunity to address the Board for no more than five minutes regarding items not listed on the Agenda.

IX. Manager’s Report/Comments Chris Seaberg Manager's Brief Town Manager Departments Report (February/March) TOS Projects/Goals Report

X. Board Comments Board of Commissioners

XI. Closed Session – None Scheduled

XII. Adjournment Board of Commissioners

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Town of Swansboro Board of Commissioners

February 4, 2020 Special Meeting

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In attendance: Mayor John Davis, Mayor Pro Tem Frank Tursi, Commissioner Pat Turner, Commissioner Harry PJ Pugliese, Commissioner Larry Philpott, and Commissioner Laurent Meilleur.

********************************** Call to Order/Opening Prayer/Pledge of Allegiance The meeting was called to order at 6:00 pm. Mayor Davis gave the invocation and led the Pledge of Allegiance.

The Special Meeting had been called to complete those Business Non-Consent items deferred from the January 27, 2020 meeting. On a motion by Commissioner Turner, seconded by Commissioner Philpott the remaining agenda items from January 27, 2020 were brought back to the table for discussion/action by unanimous vote. Business Non-Consent Project/Plan Updates Manager Seaberg provided progress reports on the following: Downtown Traffic/Parking Recommendations – Such recommendations included;

• Crosswalk striping at Front Street Intersections • Striping of On-Street Parking Spaces • Better enforcement of Parking Orientation • Update of Pavement Markings and Signage • The conversion of Church Street to a one-way street • The conversion of Front Street to a one-way street • The conversion of Main Street to a one-way street

With a consultant price tag of $29,000, $15,000 of which was the cost to redesign/program the stop light at the intersection of Main Street/NC24 to accommodate the one-way conversion recommendation, the Board had asked the staff to bring back potential alternatives. Staff had consulted with NCDOT and the Jacksonville Urban Metropolitan Planning Organization (JUMPO). To date, comments had only been received from JUMPO on alternatives. NCDOT had only acknowledged receipt of the inquiry. Two of those alternatives from JUMPO (below) eliminated the stop light redesign/re-programming.

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Striping and painting could be done in-house by the Public Works Staff. Manager Seaberg sought direction on how the Board wished to proceed with the recommendations by the Timmons Group and JUMPO.

Commissioner Turner supported the one-way street movement being in place before the upcoming tourist season. At minimum, the crosswalk striping and parking space painting.

Commissioner Philpott had mixed feelings but agreed striping and parking space painting was needed. Enforcement of the directional parking also created a problem. He did not like the option of turning Main Street to one-way, believing it would force traffic to enter downtown from the residential neighborhoods.

Commissioner Pugliese believed option 2 made more sense because it did not force traffic off Front Street onto Highway 24. The proposed one-way traffic movement from Front Street onto NC24 may could create a cluster especially during summer months or worse could create a by-pass of downtown as one entered town from the east with one-way traffic on Front Street.

Mayor Davis indicated that the Ice House/BORO Café owner, Randy Swanson had suggested one-way on Front Street north to south, the opposite of what is recommended.

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Mayor Pro Tem Tursi felt the one-way movement on Front Street would require input from NCDOT. Until they responded, there was only speculation. He agreed with Commissioner Turner that something must be done before the next tourist season began.

Commissioner Meilleur agreed with all the comments and felt the Town needed an engineer’s opinion to assure the proper process was followed.

The Board asked that Jeff Hochanadel/Timmons Group attend an upcoming meeting to better explain the quote of $29,000.

ONWASA – Swansboro Wastewater Treatment Plant Capacity – The WWTP was operating at 80% capacity, which required ONWASA to begin studying future needs and upgrades. The Wooten Company provided the following information to the ONWASA Board of Directors on December 12, 2019.

• The current capacity of the plant was 600,000 gallons per day • With the current conditions in the existing service area, the facility could last up

to 2027 • If there was an extended service area established and the conditions remained

the same in that extended area, the life of the facility could last up to 2024 • The goal capacity for future consideration was 1.2 Million gallons per day

Five options were given, three of which the ONWASA Board of Directors selected with further study to be done in February 2020. Those options included:

• Alternative #1 would divert all wastewater to the existing lift station near the Piney Green entrance and have treatment take place at the Base’s facility. Cons for this option was that the Federal Government, within agreed upon terms, could limit, or even end this option if the capacity was needed for Base use.

• Alternative #2 would divert 60% of flow to the Base • Alternative #3 would divert 20% of flow to the Base

Commissioner Turner, who served as the ONWASA representative for Swansboro, indicated that there had been a lot of conversation on diverting the wastewater flow to the Base because the Base could limit what it wanted to receive. However, the Base used so very little of their current capacity.

Commissioner Meilleur inquired what the projection date for 90% capacity was based on current growth rate in Swansboro. Commissioner Turner stated that expansion of the plant was already budgeted by ONWASA. He further asked about the timeframe for implementation of either alternative. Manager Seaberg offered that Executive Director Jeff Hudson had shared that installation of a diversion line to the Base would

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only take a couple years versus construction of a new plant or upgrade to the existing WWTP. Commissioner Turner clarified that developer fees were in place, collected by ONWASA and would help fund future upgrades, that there should not be an increase to customers. Manager Seaberg would arrange for ONWASA to attend a future meeting for follow-up.

Parks Master Plan – Staff was working on a Request for Proposals (RFP), following the recent decline to complete by the contractor hired to update the 2008 Parks Master Plan. The contractor had refunded the Town the funds paid for the incomplete update. Commissioner Pugliese asked if any of the data collected would be available to the future contractor. Manager Seaberg said that it would. Commissioner Turner asked how many acres of park space the current Parks Plan called for. The 2008 plan indicated that the Town should have 60 acres; but the Town only had 20 acres.

Solid Waste Services – The current 5-year contract with Waste Management of the Carolinas Inc. was to expire June 30, 2020. Staff was working on an RFP for solid waste services. In addition, the Town was under a 1-year extension contract with Sonoco Recycling Inc., set to expire April 30, 2020. This contract would automatically renew for another year if the Town wished to do so. Staff was unaware of any competitive services for recycling. Strategic Plan – The Town had adopted its Strategic Plan to include a Vision Statement, Goals and Action Items in June of 2018. Manager Seaberg reviewed those goals listed within the plan. Mayor Pro Tem Tursi reminded the Board that adoption of the Watershed Restoration Plan allowed the Town to tap into grant funds thru the EPA 319 and that the Town should actively apply for those funds every year. As an example, the Town partnered with the Coastal Federation on both phases of the parking lots at Town Hall. A future request could be to fund mapping storm drains in town. In addition, Commissioner Philpott noted that a Strategic Plan Committee still needed to be created.

Watershed Restoration Plan – The Town adopted the Watershed Plan in April 2017. The plan included an implementation schedule and list of potential projects to help reduce stormwater flows into the wetlands. Some projects to include; phase 1 & 2 parking lot retrofits at Town Hall, rain gardens at Town Hall, cistern installations at Public Works and the Public Safety Building had been completed. Other suggested projects included shade tree plantings along NC24, public education pieces, and green street designs were still pending. As noted above, a future request could be for mapping storm drains.

Commissioner Meilleur inquired whether funds had been set aside to maintain the stormwater filterias in town. Public Works Director Jim Stipe said no. Mayor Pro Tem

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Tursi shared that filterias were once thought to be cutting edge but later data did not support. He felt replacing the filters would be a waste of funds.

Emergency Operations Plan – Staff was working to update the Emergency Operations Center Plan in-house. Appendices to be added would address other types of emergencies such as ice storms. The Police Chief was now assigned as the EOC Coordinator in place of the Fire Chief who would serve as the Deputy EOC Coordinator. Funds to re-develop the plan were budgeted, but Manager Seaberg felt the current staff was seasoned enough to update the plan in-house. Mayor Pro Tem Tursi would at least like someone outside the agency to look at what the current plan offered to assure the Town wasn’t missing anything. The current plan was laid out specifically to address hurricanes.

Emergency Operations Center Update – Instructions to Staff were to have the current EOC (Public Safety Building) evaluated to see if the building would withstand the current standards of 130 mph winds – equivalent to a Category 3 Hurricane. Alex R. Wood, PE evaluated the building and provided that:

“Given the critical importance and presumptive performance characteristics associated with "essential" building classifications, reliance upon this facility as a pre or post wind event operations center is not practical. While the 1989 portion of the overall building certainly has existed now for almost 30 years, it has not experienced a "direct" impact from a design wind event of 96 mph. The building at this address simply does not possess characteristics of an essential operations building expected to be in service during and after a severe high wind event.”

The full report to include recommendations to improve the building had been given to the Board and Mr. Wood was available for formal presentation to the Board. Manager Seaberg inquired if/when the Board would like to schedule the presentation.

There was discussion on having Mr. Wood evaluate Town Hall to see what its rating would be since it the PSB was not rated as practical for such EOC operations. Public Works Director Stipe share that the PSB could not be upfitted to a Category 3 – the two additions reduced the butler portion from its flexibility. The bay doors would always be an issue as well. Any upfit would probably cost as much as a new building would. Staff would proceed with obtaining further evaluations to determine the best/safest location for the EOC.

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Financial Report as of December 2019 Finance Director Johnson provided the financial details ending December 2019. The presentation is included in the power point to be attached to the minutes.

Fiscal Year 2020/2021 Budget Calendar Adoption Following discussion on January 13th, staff revised the proposed budget calendar to establish certain dates for budget workshops. On a motion by Commissioner Turner, seconded by Commissioner Philpott, the FY 20/21 Budget Calendar was adopted by unanimous vote.

Comments Commissioner Philpott suggested that the Board consider returning to its former process of holding a workshop prior to regular meetings instead of just holding two regular meetings per month. He also inquired if the Board would hold a retreat for goals setting.

Commissioner Pugliese and others had attended the Essential of Municipal Government in Wilmington last week. A couple of points he walked away with were, no selfies, no negative engagement at meetings, the importance of networking opportunities, and that the NC League of Municipalities was an important contact. He agreed on the importance of establishing a safe place for employees who were required to work during emergency events. Commissioner Meilleur had received a complaint on the traffic movement along NC24 since the recent reduction of speed limit was implemented. He asked that the staff contact NCDOT about stoplight synchronization that might help.

Adjournment On a motion by Mayor Pro Tem Tursi, seconded by Commissioner Turner, the meeting adjourned at 6:55pm.

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Town of Swansboro Board of Commissioners Joint Meeting with Planning Board

February 10, 2020

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In attendance: Mayor John Davis, Mayor Pro Tem Frank Tursi, Commissioner Pat Turner, Commissioner Harry PJ Pugliese, Commissioner Larry Philpott, and Commissioner Laurent Meilleur. Planning Board members in attendance were: Chairman Ralph Kohlmann, Brad Buckley, Scott Chadwick, Ed McHale, and Jeff Conaway. V-Chair Christina Ramsey was not able to attend.

********************************** Call to Order/Opening Prayer/Pledge of Allegiance The meeting was called to order by Mayor Davis and Chairman Kohlmann 6:00 pm. Mayor Davis gave the invocation and led the Pledge of Allegiance.

At its January 13, 2020 meeting, the Board of Commissioners agreed that additional input from the community and Planning Board review was needed regarding proposed sign amendments. It was noted that the intent to redo the ordinance was to comply with the updated Land Use Plan and ultimately to address the appearance of the Highway 24 Corridor. Direction to Staff was to work further with the Planning Board to refine the current ordinance allowances for temporary signs and remove specific content-based provisions. In addition, with new members on the Board of Commissioners and Planning Board, a workshop was to be scheduled so everyone understood the future direction for temporary signs and conformity with the Land Use Plan. Mayor Davis indicated that he would like to hear public comment prior to Board discussion on temporary signs instead of at the end of the meeting. Public Comments Fred Schachter/148 Smallwood Road in Hubert (former Chamber President) was hopeful that the temporary sign discussion was nearing conclusion. He felt that the ordinance as written covered enough regulations for temporary signs; nothing more was needed. He would like additional time allowance for banners; perhaps up to 180 days instead of only 45 days per year. Diane Delorier/owner of Carolina Party echoed the comments by Fred Schachter. Gigi Robles of Teal Court and local realtor stressed the importance of allowing open houses signs off premise that would direct potential buyers to the property for sale. Although not sign related, Mary Ogden of 702 Meeting Park Lane relayed her disappointment in the Town’s lack of action to take over the street and stormwater

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maintenance in Charleston Park. She said she was tired of hearing how lucky she was to have police/fire protection when she paid the same taxes as other town residents. The streets and stormwater in Charleston Park were deteriorating rapidly. She asked if she understood correctly that all of residents that had stormwater easements had to sign the easement to include the property lien holder before the Town would begin stormwater maintenance. Mayor Davis stated that that was correct. Ms. Ogden felt that the Town was making it impossible for residents. Christine Walters, also a Charleston Park resident shared the same complaints. Jeff Price/owner of Swansboro Port Realty did not feel the sign regulations needed to be stricter. On a motion by Mayor Pro Tem Tursi, seconded by Commissioner Meilleur the Agenda was accepted as amended by unanimous vote. Temporary Signs Discussion Before the presentation Planning Board members were asked what, they needed to hear from the Board of Commissioners. Responses by the Planning Board members included; who was actually regulating temporary signs, whether extending the timeframe for temporary signs would be considered, was creating overlay zones with different regulations desired, did the Town need more sign definitions/types, beautification of the NC24 corridor as provided in the Town’s Gateway Plan and Land Use Plan, and more direction from the Board of Commissioners on what the want regulated. Planner Ansell reviewed those current regulations within the UDO that addressed the signage in question (see power point to be attached with minutes) and gave history on temporary signage review to date. On January 17, 2019, the Board of Commissioners and Planning Board held a joint workshop meeting to discuss Temporary Signs. Among the discussion at that meeting were concerns over feather flags, the allowance of 45 days for banners and other temporary signs, and real estate “open house” signage. When the recommendation went to the Board of Commissioners at their February 26th, 2019 meeting, action was deferred until a later date, and the public hearing was not held. The Board’s cited reasons for deferment being that the proposed amendments were too restrictive for businesses, it lacked clarity, and that the Planning Board had been asked to create regulations for separate zoning districts, which had not been done. Manager Seaberg indicated that action on the Planning Board’s original recommendation was needed.

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In August of 2019, former Planner Andrea Correll met with business owners along Highway 24 and within the Historic District to discuss temporary sign provisions. Planner Jennifer Ansell believed the recommendations from those meetings seemed to address provisions that were already allowed by the existing ordinance. For example, one recommendation was to limit the size of temporary signs to 32 square feet, which was the current maximum size allowed, and another was to allow sandwich board signs, which were allowed under the provisions for portable signs. It also included the recommendation to allow yard signs, which were specifically excluded from the ordinance when the Gateway Vision Report recommendations were codified in 2013/2014. Lastly, it appeared that some of the discussion on temporary signs stemmed from the Reed v. Town of Gilbert (2015) U.S. Supreme Court case, which ruled that sign regulations must be content-neutral, but regulations could address size, location, and type of construction (monument signs, wall signs, etc.). Attorney Parson confirmed the ruling. Members from both Boards shared that this interpretation differed from what the former Planner interpreted. On an inquiry whether real estate signs could be regulated differently, Attorney Parson said they could. When asked if enforcement was an issue, Planner Ansell stated that enforcement mechanisms were in place to track the temporary signage. It had been enforced prior to 2015 when she was Planner and had been done since she returned. Attorney Parson said that the sign regulations were legally enforceable. Manager Seaberg indicated that although the staff was not large enough to physically go out and measure signs every day, if a sign was clearly in violation a point would be made to do such. On further questions from the Board, Planner Ansell shared that more research was needed on whether LED lights around a window was considered a sign or merely an attraction to a business. It was noted that the former Planner and Manager considered the LED lights a sign. Regarding signs off premise, Planner Ansell indicated that if the location was part of a shopping center and permission was granted by the property owner (such as the case with signs on the vacant property next to O’Reilly’s) the signs had been allowed. Those signs otherwise off premise had been deemed in violations and notification letters had been sent out. It was noted that correction to all violations would not occur overnight and that Planner Ansell had been working to correct the violations since she came back on board in October 2019. A summarization of points made by the Board included: real estate signs needed directional ability with limits to allow for open house events, beautification of the NC24 corridor was important – need to follow the Gateway and Land Use Plan directions without stifling business promotion, there was interest for three separate regulatory

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sign zones, temporary signs may need additional days beyond the 45 days already allowed per year, but not 180 days, overall the sign regulations were too restrictive for businesses, a majority agreed to prohibit feather flags. Planner Ansell noted that stick in the ground signs were prohibited in the Gateway Plan, except political signs. If feather flags were prohibited it would limit businesses to banners and pennants. There was additional discussion about other clutter items along the NC 24 corridor such as abandoned buildings and power lines. It was shared that business owners had threatened to park their vehicles along NC24 and put signage in them, was that what the Board wanted to see. Appearance and character of the Town were most important, and it was agreed there were other clutter items that could be addressed, but the discussion tonight was about signage. Reference to the Gateway Plan and the Land Use Plan were mentioned because each plan had sections on signage and appearance. Key takeaways from discussion included 1) feather flags were undesirable, 2) the Boards would like to see an allowance for temporary real estate signs (open house), 3) there should be different allowances in the Historic District and these requirements should be vetted by the Historic Preservation Commission, and 4) the ordinance language needed to be practical and enforceable. Board Comments Member Conaway felt there had to be give and take in order to get resolution finalized.

Chairman Kohlmann was concerned over differing opinions between Planners regarding the Reed v. Town of Gilbert (2015) U.S. Supreme Court case ruling.

Member Buckley did not understand how the 45-day allowance on temporary signage was enforceable when the days did not have to be consecutive.

Member McHale inquired who would be enforcing the regulations. Planner Ansell was the enforcement and as needed, assistance from Public Works and the Police Department. He shared concern with enforcement by such a small staff.

Commissioner Pugliese asked that further review be done timely for closure on the matter.

Commissioner Turner suggested that the Historic Preservation Commission be given an opportunity for input on any signage regulations within the historic district zone.

Mayor Pro Tem Tursi agreed with Member McHale, whatever was put into place must be enforceable by the current small staff; another reason he supported prohibiting feather flags.

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Adjournment On a motion by Mayor Pro Tem Tursi, seconded by Commissioner Meilleur, the Board of Commissioners adjourned at 6:53pm. On a motion by Member Buckley, seconded by Member Conaway the Planning Board adjourned at 6:53 pm.

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February 24, 2020 Regular Meeting

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Public Comment Citizens were offered an opportunity to address the Board regarding items listed on the agenda. Those who spoke were:

Michael Favata/Schooner Drive, which was in phase I of Hammocks at Port of Swannsborough felt both phase I&II property owners had agreed on certain terms regarding stormwater, ingress and egress and connectivity of both phases. The agreement documents were recorded in the Onslow County Registry of Deeds. He only asked that the Board acknowledge the document and strongly consider the density of phase 2 and stormwater mitigation.

Mayor Davis shared the following prior to Agenda adoption. “I don't normally make opening remarks but today I am going to make a couple of opening remarks because of some things that have happened in the last couple of weeks – and Board, this is directed at you guys. The last couple of weeks the Board and advisory boards have been getting back on their feet. At first, I thought all was well, with each his or her agenda and pressing for the goal. Unfortunately, at the last board meeting and at the last planning board meeting, as it was told to me on good account, we slipped into a territory that I admonish this Board and all advisory boards to refrain from in the future - and that is we should respect our staff and not berate or admonish them in our public meetings or forums. We should show them the same respect as we have shown previous staff; otherwise, it appears the real issues of the past were personal preference and not truly a desire for the respect of the staff. If the Board has an issue with staff it should be brought to the Town Manager's attention, and if necessary be taken to closed session. Secondly, you all have been to training on the laws and behaviors of a commissioner and understand the do’s and don’ts, and some of you have even challenged me on some of those rules. The last couple of weeks it has come to light that you as commissioners may have broken some of these rules, laws, or guidelines. Again, I admonish this Board to follow these rules and especially as it applies to staff and not creating a situation where a staff member feels pressured to circumvent said rules. I feel this is unethical and unfair to the staff. Again, in

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summary, we need to take care of our staff and we should not be admonishing them publicly and we should not be asking them to do anything that we know is not right based on the training that we received.”

Adoption of Agenda On a motion by Commissioner Turner, seconded by Commissioner Philpott, the Agenda and Consent Items were unanimously approved. Consent Items approved were:

January 13, 2020 Regular Meeting Minutes January 27, 2020 Regular Meeting Minutes January 27, 2020 Closed Session Minutes Release of other Closed Session Minutes June 20, 2017 August 8, 2017 October 10, 2017 November 2, 2017 June 12, 2018 August 9, 2018 Portions of August 28, 2018 and October 23, 2018 November 27, 2018

{Note: All Closed Session minutes are sealed upon adoption unless otherwise stated within the motion or as required by state statues.}

Recognitions/Presentations Recognition of Alphonso Hill Jr/Eagle Scout – Mayor Davis recognized Alphonso Hill Jr., one of the youngest boy scouts to earn the meritorious Eagle Scout Award. Mr. Hill was a sophomore at Swansboro High School and advanced to the rank of Eagle Scout in November of 2019, earning a total of 46 merit badge and receiving 4 Eagle Palms. For his Eagle Scout Project, Mr. Hill erected a 25-foot flagpole at the White Oak Missionary Baptist Church in Maysville to show appreciation for those who have served in the military. It was noted that Mr. Hill was to be recognized by President Donald Trump at the White House later in the week.

Recognition of the SMS Wrestling Team – Mayor Davis recognized the SMS Wrestling Team for its recent conference championship and tournament wins. He proclaimed February 25th, 2020 as “SMS Wrestling Team Day” in Swansboro.

FY 18/19 Audit Presentation - Gregory Redman, CPA presented specific details from the FY 18/19 Audit. “The financial statements … in all material respects, the respective financial position of the governmental activities, the business-type activities, the discretely presented component unit, each major fund, and the aggregate remaining fund information of the Town of Swansboro, North Carolina as of June 30, 2018, and the respective changes in financial position and cash flows, where appropriate, thereof and the respective budgetary comparison for the General Fund for the year then ended in

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accordance with accounting principles generally accepted in the United States of America – “Unmodified Opinion.”

• Total Net Position for 2019 - $7,509,250 and increase over 2018 of $508,647 • Unassigned General Fund Balance for 2019 - $2,144,927 or 42% • Current levy collection percentages town-wide was 99.41% (property taxes 99.37%, and registered motor vehicles 100.00%)

“As part of obtaining reasonable assurance about whether the Town of Swansboro, North Carolina’s financial statements are free of material misstatement, I performed tests of its compliance with certain provisions of laws, regulations, contracts and grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of my audit and, accordingly, I do not express such an opinion. The results of my tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards.”

On a question how Swansboro compared to other municipalities, Mr. Redman stated that he had not audited any municipality that fell below 32%.

Board members thanked Finance Director Johnson for another certifiable report. The report would be uploaded to the Town website.

2020 Census Presentation – Glen Hargett/City of Jacksonville and Glen Hatlestad/Onslow County/Members from the Onslow Civic Affairs Committee shared details on the upcoming 2020 Census. The full presentation was available at Town Hall. Potential 2020 Effects from the Census: • NC shows 10% growth; boosts ranking • NC wins 14th Congressional Seat • Onslow County tops 200,000 population • Redistricting Congress, State House & State Senate Citizens should see Census reminder letters in the mail within the month.

Business Non-Consent Hammocks at Port of Swannsborough-Phase II Preliminary Plat – The preliminary plat had expired for the Hammocks at Port of Swannsborough-Phase II. Approval had been granted in August of 2017 for 83 town home lots on 10.27 acres in the R-6 zoning district. Unified Development Ordinance Section 152.337 provided that the final plat must be submitted within one year of the date approval was given. A one-year extension was allowable through staff but there was no evidence that an extension was requested or granted. Even so, the extension would have only been permitted though August of 2019. The UDO required approvals that elapsed be re-submitted. JEJ

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Investors, Inc. had requested re-approval of the preliminary plat. The only change was a street name from Catamaran to Catalina. A special use had been approved and recorded in the County Register of Deeds office. Mayor Davis noted that the developer had spent an estimated $2 million on development of the property to date.

On a motion by Commissioner Philpott, seconded by Commissioner Pugliese the Preliminary Plat for the Hammocks at the Port of Swansboro Phase II was re-approved by unanimous vote.

Dave Newsome Crystal Coast Developer/Engineer suggested that the Town consider relaxing the timeframe in which final plats must be recorded. He stated that Onslow County required nothing further once the preliminary plat was approved if the developer continued work. Manager Seaberg indicated that the Planner was working on a text amendment.

Budget Amendment - Municipal Park Improvements and Kayak Launch Replacement - On March 15, 2017, NC Department of Natural and Cultural Resources awarded the Town $196,324 through the Connect NC Bond Grant Program for feature and accessibility enhancements at Municipal Park. The total project budget - $245,404. Of that grant, $17,985 was set aside to fund asphalt for a 50-space parking lot for park patrons. Engineer estimates provided a project cost of $99,990. Public Works staff had indicated that they could perform some of the installation; reducing the cost to an estimated $67,000. A request was made to appropriate $50,000 from the General Fund Balance to complete the Parking Lot project. Mayor Davis inquired on the confidence level that the project would be completed at the stated amount. Manager Seaberg was confident the project could be completed at $67,000; the project budget had a $10,000 contingency if needed.

In April of 2014, The Town received a grant of $32,250 from NC Department of Environment and Natural Resources for the Public Beach and Coastal Waterfront Access Program at Bicentennial Park. The grant was funded to construct a canoe/kayak launch, gangway, concrete walkway to parking, and a 45-foot boardwalk extension. In September 2018, Hurricane Florence severely damaged Bicentennial Park; the kayak launch was lost/damaged, and the gangway was damaged. Following Hurricane Florence there was discussion among the Board to consider relocating the kayak launch. Following an in-debt review of the grant contract, staff believed certain language in the contract required that the kayak launch remain in its original location at the Bicentennial Park. The quote to repair/replace those portions last/damaged was $20,826.50. A request was made to appropriate the $20,826.50 from the General Fund for such repairs/replacement.

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Staff further explained that the grant agency did not recommend relocating the kayak launch, because the grant was given in part because of the amenities provided with the Bicentennial Park. Any relocation site must provide those same amenities, or the Town risked having to pay back the grant.

On a motion Mayor Pro Tem Tursi, seconded by Philpott Budget Amendment 2020-5 was unanimously approved.

Project Budget Ordinance Amendment - Municipal Park Improvements – With the approval of Budget Amendment 2020-5, the project budget must also be amended to include the additional funding of $50,000.

On a motion by Commissioner Philpott, seconded by Commissioner Turner Project Budget Amendment #6/Municipal Park Improvements was unanimously approved.

Financial Report/January 2020 – Director Johnson gave the financial report for January 2020, which would be attached to these minutes in the power point.

Budget Schedule Amendment – Commissioner Meilleur had a conflict with budget workshop dates March 16-17. Other dates posed conflicts for other Board members. Manager Seaberg offered to meet individually with Commissioner Meilleur to share budget details.

Public Comments Citizens were offered an opportunity to address the Board regarding items not listed on the agenda. No comments were heard.

Manager’s Comments No comments/projects were reported on. Mayor Davis requested a Hurricane Florence repairs progress report at an upcoming meeting.

Board Comments Commissioner Philpott asked that any advisory board vacancies be added to the next agenda.

Commissioner Turner thanked Director Johnson for her work on the Town’s Audit.

Commissioner Meilleur referenced opening remarks made by Mayor Davis and believed that the Mayor’s actions at the last meeting needed to be called out and apologized if that looked poorly, but if suspected of acting unlawfully, as the Mayor noted in his remarks it should be called out appropriately.

Mayor Pro Tem Tursi entertained discussion at the next meeting on how agendas were set and definitions for resolutions/proclamations. Town Code Section 30:05 provided

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direction for the Mayor and that was to sign all resolutions, documents, contracts and other important papers as authorized by the Board. He asked that staff seek policies from other jurisdictions on these processes. The five or six hours the Board spent per month in board meetings were important and the Board should have some input on how that time was spent. Many of the things discussed were predetermined by the ordinance and permitting, but there was a window of time at each meeting that was free for discussion and thinks it important for the Board to decide what those items were to be. He believed it important for the Board to decide how and what process was used to issue resolutions and proclamations. As an example, the presentations this evening were not authorized by the Board and decided on solely by the Mayor. He firmly believed that they were violations of the Town Code and the Board needed to decide if they wanted it to continue. The people/groups honored should be the choice made by the Board, not just Mayor Davis unless he elected to do so outside of a Town meeting, perhaps at the school recognition function. Discussion should include how agendas were set and what process would be used to recognize people/groups through resolutions/proclamations. He commended Mayor Davis on his opening remarks defending the staff and hoped it was not a fleeting epiphany and marked a real change in behavior and attitude on his part. Lastly, he too was interested in filling any other advisory board/committee appointments needed.

Commissioner Philpott added that he liked the workshop format prior to the regular meetings as it gave the Board an opportunity to review the draft agenda and determine items it did/did not want to consider. Commissioner Turner was not opposed but felt the Town had so much going on/to consider that it needed the two monthly meetings - workshops were not designed for action items.

Commissioner Pugliese added that while youth recognitions were important there was a time and place for such recognitions; perhaps limiting such recognitions to state championships.

Mayor Davis hoped the Board would remain cordial, clarifying that his comments at the start of the meeting were directed to advisory board members speaking derogatorily to staff. In addition, he added that Swansboro had a 25% poverty rate; he felt it was important to recognize its residents and youth when the opportunity was available. Swansboro was supposed to be the “Friendly City by the Sea” but we continue to add more rules/regulations putting eliteness in front of neatness.

Adjournment On a motion by Mayor Pro Tem Tursi, seconded by Commissioner Meilleur, the meeting adjourned at 7:00pm.

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March 9, 2020 Regular Meeting

Page 1 of 10



Public Comment Citizens were offered an opportunity to address the Board regarding items listed on the agenda. No comments were offered.

Adoption of Agenda On a motion by Mayor Pro Tem Tursi, seconded by Commissioner Philpott, the Agenda was unanimously approved. There were no Consent Items to consider.

Board Appointments Scott Chadwick was appointed to the Tourism Development Authority and Jamie Botinovch was appointed to the Parks Board as an ETJ member. Business Non-Consent One Harbor Church Lease Amendment – One Harbor Church proposed to continue utilizing approximately 2,579 square feet (auditorium) on Sunday’s from 7:00 am – 1:00 pm and approximately 1,369 square feet seven (7) days/week for Church Office space at 502 Church Street. In addition, to utilizing approximately 4,680 square feet at Town Hall/601 W. Corbett Avenue on Sunday’s from 7:00 am – 1:00 pm for Church related activities until their new home on Main Street Extension was built and ready to move into. OHC anticipated a completion date by December 31, 2020 but would like to lease month to month if needed beyond December 31, 2020 under the same terms as provided below. The proposed lease amendment terms included: 1. The LEASE is amended to reflect that the Term of Lease shall continue through December 31, 2020.

2. The LEASE is amended to reflect that the Term of Lease will continue from January 1, 2021 on a month-to-month basis as needed.

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3. The LEASE continues to provide the uses of the portion of 502 Church Street and 601 West Corbett Avenue both of which are within Swansboro, Onslow County, North Carolina, under the terms previously agreed upon.

4. As part of the consideration for Lessee’s use of both facilities, Lessor agrees to accept, in lieu of some of the obligated lease payments, improvements at both facilities as listed in Exhibit C.

5. The LEASE hereby further amended to adjust the rental rate commencing on April 1, 2020 to $1,029.76 per month taking into account the investments referred to in #4.

6. Except as amended herein, the LEASE shall remain unchanged and in full force and effect, and the LEASE as amended herein is agreed to, ratified, and affirmed by each party hereto. During discussion, Manager Seaberg indicated that the current lease for One Harbor was for $3,029.76/month, which was then discounted a little over $1600 to compensate for the $40,000 worth of equipment they installed at Town Hall and would leave when they moved to their new location. The lease for consideration tonight was for $36,000, with a $16,000 reduction for equipment they installed and would leave at old Town Hall when they moved to their new location. He believed the equipment depreciation was about 28% over a 3-year period. The values were given by One Harbor Church. Pastor Doug Tyler clarified that the equipment they bought for old Town Hall was paid for by the church ($32,000). The equipment at Town Hall was originally thought to be $40,000, but the final cost was $56,000, a $16,000 overage. One Harbor was proposing an 8-month agreement, and then month to month after that through the end of the year. They were asking for a $2,000 discount per month for the equipment they would be leaving. In short, they were offering $48,000 worth of equipment. The monthly price discount was an offset for the equipment overage ($16,000). Former Manager Scott Chase had indicated to One Harbor that the additional $16,000 could be considered at lease renewal. One Harbor did not want to remove the equipment believing it was beneficial to the Town and the Historic Association at both locations. Staff had not researched replacement cost for the equipment, but Commissioner Meilleur offered it could cost anywhere from $50-125 per seat or $32,000 - $57,000. On a motion by Commissioner Turner, seconded by Commissioner Philpott, Manager Seaberg was authorized to execute the lease amendment per the terms as expressed above.

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Downtown Traffic Movement – Jeff Hochanadel/Timmons Group was present to discuss the Downtown Traffic Movement Recommendations from 2019 and the proposed contract amount. Mr. Hochanadel explained his recommendation to make Front Street a one-way heading east bound towards NC 24 primarily because there were approximately six parking spaces that were on Front Street as you entered from NC 24. They looked at the east bound movements on Front Street as a nice flow through so you could come down Church Street and turn left onto Front Street and reach all businesses before reaching NC 24. If a driver reached halfway and wanted to turn left, a driver could reach a signaled intersection from Main Street/NC24. Traffic movement in the opposite direction (with the current parking spaces immediately as you enter Front Street) could cause queuing on NC 24 if someone was trying to parallel park or wait for another person to leave. The traffic flow was more logical east bound and fit driver expectancy. The six immediate parking spaces as you enter Front Street from NC 24 would need to be removed if a west bound movement was desired to eliminate any possible queuing on NC 24. Church Street would also have to be turned the other one-way direction and drivers would then exit at an unsignalized intersection. Signalized intersections were safer when exiting onto a road with higher speeds such as NC24. NCDOT review/approval would be required with either change or may even require a driveway permit. The original cost estimate for Timmons was $29,900 and included: coordination cost of $3,000, on street parking restriping plan of $5,000, one-way conversion striping plan of $7,000 and traffic signal of $14,900. The traffic signal design, whether the Town did a minor or major change, required design work. There must be a plan of record and electrical detail. A traffic signal change would require quite a bit more detail. The quote did not include implementation. Mr. Hochanadel could provide that later. On the concept of flow, Commissioner Meilleur inquired about an intersection controller that would be synchronized with the intersection controller at Main Street Extension. According to Mr. Hochanadel, in order to warrant a traffic signal along NC 24, or any NCDOT route, there were 9 different signal warrants and at least two vehicle volume warrants must be met and did not feel that criteria could be met. They might be able to get a peak hour warrant, but of the volume warrants were peak hour, 4-hour, and 8-hour. The thresholds were federally established for those warrants. NCDOT did not allow construction of a traffic signal based only on off-peak hour warrants, if they did, every unsignalized intersection would be signalized. Looking at the peak hour volumes on the side street there wasn’t enough volume to justify a signal even with

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rerouting volumes. The numbers would have to be 80% or more to justify and it was nowhere near that. He also shared that the cost of a signal was significant – a wood pole signal was $150,000 and metal was $200,000/250,000. Commissioner Meilleur asked why the traffic counts were done on Friday & Saturday instead of Tuesday – Thursday when (he thought) NCDOT did counts. Mr. Hochanadel said that standard development counts were done Tuesday – Thursday. His firm was trying to look at heavier volume downtown, more like a typical summer active downtown timeframe. Saturday midday was a better representation of typical operations downtown. Believing there was already queuing on the bridge traveling west from Cedar Point and Commissioner Meilleur asked staff to gather incident data. He inquired what other arguments there were for changing the direction on Front Street. Also, what was the split he assumed for traffic coming from the other direction. Mr. Hochanadel indicated that they rerouted the existing trip, he did not use a split like a standard traffic study. If there was going to be something constructed such as a hotel downtown, then they would look at that split and have that 60/40 split. In this case, they used the volumes that were out there and for those currently turning right or left onto Main Street. They moved them over to Church Street and directed them from there. Mayor Pro Tem Tursi asked if Main Street would remain two way or change to one way? Mr. Hochanadel recommended that Main Street be one way North bound. Church Street be one-way South bound coming off NC 24, then Main Street would be one way to Hwy 24. Mayor Pro Tem asked if Main Street could remain two-way. Mr. Hochanadel said that it could; the reason they did one-way was due to the roadway width and to maintain on-street parking. What they noted often when doing the drone observation, was there was parking in both directions. To make a safer/smoother flow, enforcement of parking in one direction was also recommended. If implementation began tomorrow, how long would the project take? Mr. Hochanadel did not believe the Town wanted construction during the tourist season. NCDOT approval would most likely take some time; his best estimate would be next summer. If Public Works staff did the parking space striping would it save $5000? The quote for striping was design work, not the actual striping. Mr. Hochanadel restated his recommendation to change the traffic direction from NC 24 on to Front Street East bound based on operations of connecting facilities and

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possible queuing onto NC 24. If there was an argument for the opposite direction, they could try to figure that out if it was the Town’s desire. He believed they would have to remove parking spaces or at least look at not striping them to discourage parking. Church Street and Main Street could be one direction in the opposite direction, but neither were his recommendation.

Commissioner Philpott had concerns with the reverse flow of Front and Church Streets. He believed Main Street needed to remain two way simply because it was a main point of entry downtown and there was a controlled light. If changed to one way, those coming off Main Street Extension to downtown would need to turn right and then immediately then turn left at a location without a signal (Church Street). He suggested reducing the scope and concentrating more on Front & Church Streets, maybe not make all of Church Street one way. In addition, he reminded the Board that reversing the route on Front and Church Streets could negatively affect the approved Wayfinding Sign Plan. Allowing one way onto Front Street from NC 24, one way on Church to end at Walnut would still allow the current sign approvals by NCDOT.

Commissioner Pugliese noted that there would be a new subdivision and assisted living center nearby that would increase utilization of that light at NC 24 and Main Street Extension. He inquired whether Main Street could be two-way for a portion down to Water Street then make it one-way? Mr. Hochanadel said yes, but he would need to look at the scenario closer. Commissioner Pugliese believed the entry to downtown was important at Main Street. Mr. Hochanadel shared that directional enforcement would also be key to changes.

Commissioner Turner agreed Main Street should remain two-way and was fine with the rest of the recommendation. The Town had been reviewing the proposed change far too long and decision need to be made; another tourist season was within a couple of months. She suggested making Front Street a right turn only onto NC 24.

Mayor Davis was interested in putting together a committee of residents and downtown business owners he would work with to submit a recommendation for the Board to consider. Commissioner Turner stated that the people have spoken on this matter multiple times, she did not see the need for another committee; the Town hired an engineer who has made a recommendation.

Mayor Davis asked how the Board wanted to proceed; he consistently heard the desire for Main Street to remain two-way. All agreed.

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Randy Swanson, owner of the BORO Restaurant on Front Street shared the following comments/inquiries.

What is the future development of the waterfront area, the gateway and curb appeal into downtown? He felt a $30,000 investment on traffic flow to the business’s downtown was a well-deserved investment. If the waterfront was further developed and there were public & transient boat slips with a dock walk between the Bicentennial park and Moore Street, it would provide an inviting visual crossing the bridge moving traveling west. Pushing traffic to a light would essentially by-pass that opportunity. If a left turn remains onto Front Street, it allows for a drop-off point while the driver parks up the side streets. A safe loop to search for parking was needed, parallel parking created challenges and he suggested parking on only one side of Front Street may help. Consider two-way traffic on Moore Street, Front Street one way entering from NC 24, Church Street and Main Street both one way going out to NC 24. Water Street toward Moore Street two-way so that one could do a full loop to look for parking. A pedestrian cross walk to allow safe crossing from across NC 24 was also needed. Just because the one-way movement wasn’t successful years ago does not mean it won’t be today.

Mayor Davis asked Commissioner Pugliese to re-state his suggestion again. Commissioner Pugliese said that he thought leaving Main Street two-way to Water Street would provide a “square search” for parking downtown.

Mayor Pro Tem Tursi reiterated that NCDOT would have the final say on all movement that enters/exits onto NC24. Comments from Chief Jackson on the suggestions and enforceability of such were also needed.

In summary, Mayor Davis heard interest to leave Main Street two way, or at least partially. Front Street as an entrance from NC 24 with Church Street being the exit. He asked Mr. Hochanadel to design that plan and bring it back with a cost that provided a design phase and implementation phase. Mr. Hochanadel suggested that he meet with NCDOT to see if it were even feasible before developing a formal design.

Overall, the Board agreed that Main Street needed to remain as a two-way movement - at least to Water Street. Church Street could be looked for a one-way movement depending on Front Street movement. Input from the Police Chief was needed, and Mr. Hochanadel was asked to re-work his proposal into phases, with Front Street as ingress from NC24, not egress. Mr. Hochanadel would need to correspond with NCDOT first.

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Agenda Development – At its February 24, 2020 meeting, the Board indicated that it would like discussion on agenda development added to the next agenda. Staff had pulled those policies and sections of the Town Code that expressed agenda development or similar instruction to assist in discussion. Staff also prepared a draft policy for consideration that mirrored the language from the "Future Agenda Items Memo." Following discussion, the Board agreed that each meeting they would discuss suggested agenda items at the end of each meeting. Presentations such as proclamations or recognitions would be decided by the entire Board. Future Agenda Items Review – Board members agreed to recognize the SMS wrestler who won a state championship. Mayor Davis was to obtain details on the type of win by the SHS Swim Team and he would recognize the SMS and SES Schools during an event at the schools. Public Comments Citizens were offered an opportunity to address the Board regarding items not listed on the agenda. No comments were heard.

Manager’s Comments Manager Seaberg reviewed the items below from his report:

• Wayfinding Signs – Town staff provided NCDOT staff, at their request, additional encroachment agreement information on February 25, 2020. Once we receive approval of the encroachment agreement, we intend of proceeding with the installation of the signs.

• Duke Energy Project Replacing/Adding LED Lighting at Public Facilities – Town staff finalized arrangements with Duke Energy for the installation of new units at various Public Facilities. A summary is as follows:

o Bicentennial Park: Lights Installed

o The Pug: Duke will add 3 new units at this site. The units will be the “Mitchell” style, which has a more historical look than the traditional styles.

o Fish House Dock: Duke will add 2 new units at this site. The units will be the “Mitchell” style, which has a more historical look than the traditional styles.

o Riverview Park: Duke will replace 3 and move 1 unit at this location. They will also add 3 additional units. The units will be the “Mitchell” style, which has a more historical look than the traditional styles. Need for a private property encroachment discovered last week.

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o Ward Shore: Duke will replace 2 units at this location. They will also add 2 additional units. The units will be the “Mitchell” style, which has a more historical look than the traditional styles.

o Swansboro Recreation Center: Duke will install 5 additional units near the facility. The units will be the “Mitchell” style and the installation process has begun at the facility. With this site, we are looking at future installations along Recreation Way and the walking paths. Those will be presented for consideration later.

o Pineland Park: Duke will install 1 unit at this location. The unit will be the generic “Open Traditional” style.

o Pirate’s Den Park: Duke will relocate one unit and install 2 additional units at this location. The units will be the generic “Open Traditional” style.

• Lease Agreement Updates:

o The Lease agreement between the Town and the Swansboro Historical Association (502 Church Street) was signed by both parties before the end of December. The lease agreement is valid until December 31, 2020. There will be consideration for future years but there is a desire on both sides to get a better understanding how One Harbor Church proceeds with their project.

o The Lease agreement between the Town and Swansboro Area Chamber of Commerce, Inc. (203 Church Street) was signed by both parties before the end of December. Instructions provided was for staff to establish a 1-year agreement with the understanding that discussions take place on the Chamber providing staffing on the weekends to qualify for the suggested discounts. An initial meeting on this subject took place on December 23, 2019.

Per TDA meeting minutes, an established weekend schedule for the visitor’s center was arranged with the Swansboro Area Chamber of Commerce in exchange for the management funds provided the authority. We intend on using that arrangement for the long-term lease agreement.

o The Lease agreement between the Town and Georges El-Asmar of George’s Cigar Shop (106 Church Street) was signed by both parties before the end of December. Mr. El-Asmar has requested extending his lease agreement for a total of 5 years. I see no conflicts with his request, but the Town would need to ensure that a public notice is advertised at least 30-days in advance to considering anything over a 1-year lease agreement per NCGS 160A-272

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• National Park Service Funds for Historic Structures: Amelia Dees-Killette has been in contact with Historic Preservation Specialist John Wood and Adrienne Berney NCDNCR Outreach Coordinator about the Emmerton School/Methodist Church/ Old Town Hall building (502 Church Street) qualifying for this fund (https://www.doi.gov/pressreleases/interiors-national-park-service-provides-478-million-assistance-communities-impacted). She did receive positive feedback on this in December 2019 and the Town should start conversing with the State on this early this year.

• Sidewalk Projects: At their December 5, 2019 meeting, the NC Board of Transportation approved a funding request from NCDOT Division 3 in the amount of $366,668.00. This funding is for the following project(s) and is intended to be partnered with $116,634 of Town reserve funds labeled for sidewalks as listed in amended Resolution 2019-R9 adopted August 13, 2019:

o Sidewalk installation along NC-24 (Corbett Ave) from SR 1511 (Hammocks Beach Rd) to SR 1514 (Phillips Loop Rd); Old Hammocks Beach Rd from SR 1513 (Deer Island Rd) to existing sidewalk near Fredericks Ln; SR 1511 (Hammocks Beach Rd) from Moore’s BBQ sidewalk to Park Place Dr.

This action is the approval of funds only. A vote to authorize these funds will take place later. Under this arrangement, NCDOT will design and install the sidewalks under their NPDS permit covering any stormwater requirements.

• July 4th Celebration Preparations: Town staff has contracted the Fireworks vendor and The TAMS for this event. Staff is still trying to finalize the use of the island for the fireworks display. State staff has yet to give a definitive answer on if it will be available for town use.

• Additional Parking Lot at Municipal Park: Work on this project started in late February with an anticipated completion in April. Town staff has applied for an Onslow County Tourism Capital Grant to help offset the expense of this project. We will meet with County staff on Tuesday, March 24th to further discuss this project.

• Waterfront Development CAMA Access Grant: a funding opportunity was available for a future board walk between Bi-centennial Park and Moore Street dock. Manager Seaberg was given a thumbs up to proceed with the application.

Other Information

• Police Chief Jackson and I attended Onslow County’s 2020 EOC Exercise meeting on February 13, 2020.

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https://www.doi.gov/pressreleases/interiors-national-park-service-provides-478-million-assistance-communities-impacted


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• purpose of this meeting is to plan an exercise/drill of all the County’s EOCs in preparation for the 2020 Hurricane Season. The exercise will occur in May.

• The Assistant Manager, Planner, and I attended a UNC School of Government workshop in Wilmington on Thursday, January 23rd in preparation for the Town’s implementation of the new “160D” code amendments.

• Commissioners Pugliese, Philpott, and Meilleur and I attended the UNC School of Government/NC League of Minimalities Essential of Municipal Government course in Wilmington on Thursday, January 30th.

• I attended the Onslow County Managers’ Meeting on Tuesday, February 11th.

• Chief Jackson was working on updates to Emergency Operating Plan to include other events other than hurricane. Once updates were incorporated, I will have the County Emergency Manager review it. • Onslow County was providing briefs every two-weeks on COVID -19 pandemic. Staff was working on a plan if closures needed to occur. Board Comments Commissioner Meilleur asked that the prioritize of projects/goals be a future discussion. Adjournment On a motion by Mayor Pro Tem Tursi, seconded by Commissioner Philpott, the meeting adjourned at 7:30pm.

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Board of Commissioners Meeting Agenda Item Submittal

Reviewed By: Town Manager 4/20/2020 Finance Director Town Clerk 4/20/2020 Town Attorney Date Action Approved by Board: Action if different from Recommended:

______________________________________________ Item To Be Considered: Board Appointments – Parks Board Board Meeting Date: April 27, 2020 Prepared By: Paula Webb – Assistant Manager/Town Clerk Overview: Two in-town vacancies remain on the Parks Board. Two applications have been received - both individuals reside inside the town limits. Nancy Allen In-Town (910) 330-0333 3/2020 610 Broad Street Interested in Parks Board Owner of EI Wine Market Community involvement includes: Festival Committee, Chamber of Commerce, Swansboro Trout Tournament, Swansboro Little League Coach. Already assists with festivals entertainment and would like to be more involved in community. Debbie Harnatkiewicz In-Town (910) 787-4363 3/2020 Interested in Parks Board Self-employed Bake Bottle Brew/Willy Nilly Warehouse Knowledge of most events that involve downtown. Would like to become more involved in the community. Likes what the Parks/Rec Department has done with the events for children and families. Believes it would be beneficial to have a liaison on the Parks Board who also works with the downtown merchants.

Action to Consider: Consider appointments to the Parks Board

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__________________________________________________________ Item To Be Considered: Preliminary Plat Duration Board Meeting Date: April 27, 2020 Prepared By: Jennifer Ansell, Planner Overview: As a part of the review of the preliminary plat for the Hammocks at the Port of Swansboro Phase II at their February 3, 2020 regular meeting, the Planning Board requested that Staff prepare an agenda item for review to further discuss preliminary plat duration. Planning Board Recommendation: At their March 2, 2020 regular meeting, the Planning Board voted unanimously to recommend approval of a text amendment to the Unified Development Ordinance which would clarify the duration of approved preliminary plats and allow adminitstive extensions. Action Needed: Approve, deny or table Ordinance 2020-O2, and adopt one of the statements of consistency below: Per § 160A-383, zoning regulations shall be made in accordance with a comprehensive plan. Prior to adopting or rejecting any zoning amendment, the governing board shall adopt one of the following statements which shall not be subject to judicial review:

1) A statement approving the zoning amendment and describing its consistency with an adopted comprehensive plan and explaining why the action taken is reasonable and in the public interest;

2) A statement rejecting the zoning amendment and describing its inconsistency with an adopted comprehensive plan and explaining why the action taken is reasonable and in the public interest; or

3) A statement approving the zoning amendment and containing at least all of the following: a. A declaration that the approval is also deemed an amendment to the comprehensive

plan. The governing board shall not require any additional request or application for amendment to the comprehensive plan.

b. An explanation of the change in conditions the governing board took into account in amending the zoning ordinance to meet the development needs of the community.

c. Why the action was reasonable and in the public interest. Zoning regulations shall be designed to promote the public health, safety, and general welfare. To that end, the regulations may address, among other things, the following public purposes:

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- to provide adequate light and air; - to prevent the overcrowding of land; - to avoid undue concentration of population; - to lessen congestion in the streets; - to secure safety from fire, panic, and dangers; and - to facilitate the efficient and adequate provision of transportation, water, sewerage, schools,

parks, and other public requirements. The regulations shall be made with reasonable consideration, among other things, as to the character of the district and its peculiar suitability for particular uses, and with a view to conserving the value of buildings and encouraging the most appropriate use of land. Attachments Planning Board Statement of Consistency Proposed Ordinance 2020-O2

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ORDINANCE 2020-O2 AN ORDINANCE AMENDING THE UNIFIED DEVELOPMENT ORDINANCE

TO CLARIFY PRELIMINARY PLAT DURATION WHEREAS North Carolina General Statute 160A-383 requires that zoning regulations shall be made in accordance with a Comprehensive Plan; and WHEREAS NCGS 160A-383 also states that when adopting or rejecting any zoning amendment, the governing board shall approve a statement describing whether its action is consistent with an adopted Comprehensive Plan and any other officially adopted plan that is applicable, and briefly explain why the board considers the action taken to be reasonable and in the public interest; and WHEREAS the Board of Commissioners finds that the proposed text amendment is consistent with the current Comprehensive Plan, and considers the action taken to be reasonable and in the public interest because it clarifies the duration of approved preliminary plats and allows for administrative extensions. NOW BE IT ORDAINED by the Board of Commissioners of the Town of Swansboro that: The Town of Swansboro Unified Development Ordinance, Subdivision Regulations, Part I, General Provisions, Section § 152.337, Procedures for Plat Approval, is amended as follows: (G) Preliminary plat review and approval procedures. (6) Preliminary plat duration. The subdivision shall submit to the Town Manager or his/her

designee the final plat within one year (that is before the anniversary date) of the date upon which the Board of Commissioners as per divisions (G)(4) and (5) of this section approved the preliminary plat. The Town Manager or his/her designee may in its sole discretion permit one successive extensions of one year after approval upon of the preliminary plat before the final plat must be submitted when the following conditions exist:

1) Substantial progress has been made toward the completion of the required improvements; 2) The development is proceeding substantially according to a development timetable or

schedule which was submitted and approved at the time of Preliminary Plat approval; 3) The developer has submitted evidence that circumstances exist which indicate that the

delays in construction are reasonable. It shall be the responsibility of the developer or his/her representative to request an extension in writing of the Preliminary Plat at least 30 days prior to the anniversary date of its approval. The above amendment is effective upon adoption of this Ordinance. Adopted this 27th day of April 2020. Town of Swansboro Board of Commissioners John Davis, Mayor ATTEST: Paula W. Webb, Assistant Manager/Town Clerk

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__________________________________________________________ Item To Be Considered: Public Improvements Acceptance Request – Park Place Phase III Board Meeting Date: April 27, 2020 Prepared By: Jennifer Ansell, Planner Overview: Parker & Associates, on behalf of A. Sydes Construction, Inc., is requesting final acceptance of the public improvements in Phase III of Park Place at Hammocks Beach subdivision. Phase III consists of 18 lots on 8.74 acres and is the final phase in Park Place subdivision. A warranty guarantee in the amount of $24,252.82 has been submitted by the developer and will remain in place for 12 months following the Board’s acceptance of the public improvements. Action Needed

1) Motion to approve or deny the requested acceptance of the public improvements in Park Place Phase III; and

2) Motion to approve or deny Resolution 2020-R4 to accept the streets and rights-of-way within Park Place Subdivision Phase III.

Attachments Resolution 2020-R4 12-month Warranty Guarantee Calculation Request for Final Inspection/Certification Letters Water and Sewer As-built Plans Park Place Phase III Subdivision Map

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RESOLUTION 2020-R4

TO ACCEPT THE PUBLIC IMPROVEMENTS IN PHASE III OF PARK PLACE SUBDIVISION

WHEREAS, the Town of Swansboro Mayor and Board of Commissioners have approved

preliminary subdivision designs and plats associated with various developments; and

WHEREAS, construction drawings are then submitted to develop and improve the lots, streets, and public rights-of-way; and

WHEREAS, the Town of Swansboro Engineer and staff reviews the construction drawings for compliance with town standards; and

WHEREAS, the construction drawings have been approved, the streets and public rights-of-way have been inspected by the Town of Swansboro Public Works Department for compliance involving (but not limited to) thickness, compaction, and quality; and

WHEREAS, after these streets and rights-of-way have been fully inspected and approved, final plats are signed and recorded with the Onslow County Register of Deeds Office; and

WHEREAS, the Town of Swansboro participates annually in the State of North Carolina Powell Bill program; and

WHEREAS, the Powell Bill certified statement requires resolution from the elected body officially accepting such streets.

NOW THEREFORE BE IT RESOLVED, the Town of Swansboro Mayor and Board of Commissioners accept the streets and public easements in Phase III of Park Place Subdivision as follows: Street Name Map Book and Page of Record Little Egret Lane (Lots 30-37) Book 73, Page 220 Whistling Heron Way (Lots 41-50) Book 73, Page 220 Adopted this 27th day of April 2020. ___________________________________ John Davis Town of Swansboro Mayor Attest: ________________________________ Paula W. Webb Town of Swansboro Clerk

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ENGIN EE RS SU RVEYORS " PLA lv t"t CRS

COST OPINIOH FORCALCUI.ATION OF WARRANTY

Park Place at Hammocks Beach, Phase lllJuly {2, 2A17

August 31,2017January 20,2020

REVISED February 10,202A

OWNER: A. Sydes Construction, lnc.P.O.Box7122Jacksonville, NC 28540

ENGINEER: Farker & Associates, lnc.P.O. Box 976Jacksonville, NC 28541

NOTE,I: The information contained herein represents the Preparers'opinion of the expected costof construction based on the cost of similar types of work under similar workingconditions. lt is not an offer to perform the work at the stated price$, nor is it intendedto represent more than the Preparers' opinion. The actual cost can be influenced by aninfinite number of factors beyond the Preparers' control.

NOTE 2: Unit prices taken from Contract, where practical

Schedule A - Public Works- llllinus SidewalksrEM DE$CRIPTION UHIT QUANTITY UNIT PRICE TOTAT

234567II10

11

12

131415

18" FES6" CABC StoneRip Rap Apron24'Curb & GuterValley GutterCurb lnlet Cateh BasinTernporary Seeding1.5" AsphaltTeslingDress Up SiteStop SignsStreet SignsSped Limit SignsDrainage Swale

$500.00$24,180.00

$500.00$27,820.00

$910,00$3,000.00$1,800.00

$23,938.20$1,500.00$2,000.00

$275.00$200,00$400.00$810.00

EachSY

EachLFLF

EachAcreSYLSLS

EachEachEachLF

1

24181

21447A2

1.52414

1

1

1

1

2135

$500.00$'10.00

$500.00$13.00$1s.00

$1,500.00s1,200.00

$9.90$1,500.00$2,000.00

$275.00$200.00$200.00

$6.00

TOTAL ROADS & DRAINAGE

3o6 New Bridge street lp.o. Box976lJacksonville, NC 2f.s4l-og76l(9,0) 4s5-2414Firm License Number F-0.l08 | www,parkerjacksonville.com

$88,665.20

r

41

Park FlacePage Two (2)July 12,2A17August U,24fiRevised January 20,2020Revised February 1A, 2020

Schedule B- Public UtilitiesUNIT

1

234567II

2" Blourr Off Assembly6" Gate Valve with Box6" x6" Tee6' PT 2'6" 45 Degree Bend6" Hydrant Assembly6" PVC WaterWater Services

1

631

2

21 160

17

TOTAL WATER

EachEachEachEachEachEach

LFEach

$428.00$1,060.50

$398.00$302.00$384.00

$2,884.00$12.60

$589.00

$428.00$6,363.00$1,194.00

$302.00$768.00

$5,768.00$14,616.00$10,013.00

$40,483.00

Schedule C - Sewer

to2J

45

Manhole8',$DR35Sewer Trench StoneSewer Serviees

EachLF

TonEach

710s626617

TOTAL SEWER

$3,050.00$26.00$45.00

$432"00

Schedule D- Sidewalks

1

2 Handicap Ramp Each 2.O

TOTAL SIDEI'YALKS

TOTAL PROJEGT

{O% YTARRANTY

$1,000.00 $2,000.00

$43,900.00

$24,252.82

NO.L3524

c1.2020. RcM.costopinion. ParkPtaceatHammocksBeach.cdcwan.Rev02l 020

$21,3s0.00$27,716.00$11,970.00

$7,344.00

* S6e1t80.00

42

rt{G*"1[[tt: " 5;Jil\/ Ly0n5 ' ptA.i!r.]E[?t

VTA EMAIL

Christopher Seaberg, Town ManagerTown of SwansboroP.O. Box 128

Jacksonville, NC 28541

January 8,2020

RE: Request for Final lnspection,Acceptance of Public Improvements,And Release of PerformanceAnd Sidewalk BondsPsrk Place at Hammocks BeachPhase III - Onslow County, NC

Dear Mr. Seaberg,

Please find enclosed copies of the ONWASA Acceptance Letter, Street and SwaleCertifications for the above-referenced project. The Developer has completed the publicimprovements for this project and now requests Final Inspection, Acceptance of PublicImprovements and Release of the Performance and Sidewalk Bonds.

As always, we appreciate your timely assistance in these matters. If you have anyquestions or need more infomration, please let me know.

Sincerely,

P & ASSOCIATES,INC.

C. Muni, PLSConstruction Admini strator

ec: JenniferAnsell-Town ofSwansboro (denclosures)Paula Webb-Town of Swansboro (denclosures)Jim Stipe - Town of Swansboro (wlenclosures)Tony Sydes; Leah Quinn; Ronnie Watters - Sydes Construction (denclosures)cF (P), tAM, TMS

RClvt/djhC1.2020.RCM.. Seaberg.ParliPlace.Finlnspect.0l 0820

306 New Bridge Street I P.O. Box 976 iJacksonville, NC 28541-A976l(91O) 455-2414

Firm License Number F-01O8 | www.parkerjacksonville.com

43

r'" & l{\+l@-ej>

ONWASAonwasa.com

228 Georgetown RdJacksonville, NC 2g540

{tt)tl"t-WATER AND SEWEH PROJECT

October 31,2017

REF: Park Place phase lll, Lots AO-BZ and 41_S0DEQ PWS # 13-00545DEQ DWH # WQOO36592oNWASA tD #04-67-035Approval Date ZlZ6llT

Timothy M. Stewart, p.E,Parker & Associates, lnc.P.O. Box g7G

Jacksonville, NC 2A541-0976

Mr. Stewart,

Sincerely,

Wynne .RayTechnical Operations Supervisor

cc: FileDEQ - PWS

llattlew Padgett, Distribution S upe rintenden tGail Osbeck, Customer Service directorONWASA lnspectionsONWASA GISGreg Oliver, Safety Flisk Manager

Allnecessary and required documentation has been received by oNWASA regardingPark Place Phase ilr, lots 30-Bz and 41-s0. Finarr.."pirrre of this project by the

ff#:- waterand sewerAuthority and start of 18-month warranty begin october 24,

*oeve6trt**tlov -2 201?

Aenr6

fie7

{'

44

t-

/:{

uRVg?(}rs. PLANT\€ft5

11ffir'lJR}1

ENGir.,tI rf$ . s tsaf,P*

OlO) 455-2414 | Far (910) 4SS-g441306 New Bridg: Street I

p,O. Bot 916Jaclronville, NC Z8S4r-0976Firm Licrnse Nunybcr F-Ol0g

VIA EMAILVAND MAILar$s rrlrqn

Ms. Andrea Correll, Town plannerTown of Swansboro601 W. CorbettAvenueSwansborq NC 28584

Dear Ms. Conell:

Eaclosures:

Street Certifi cation (Fi"al)Park Place at llammocks beach, phase IIIOnslow County, NC

November 16,2017

Siucerely,

&

P

our company' G'E'T' solutions, Inc., and l*br Asphalt have conducte.d on-site inspections ofthe strreets and drainage for the "uou"

rJuJivision. Based or-rt"I"rosed test result;;; inspectionsof the projec( we find.the streets (subgrade, CABC stone, ana p"t"ro and storm Drainage to havebeen constructed within substantiaj ."ipri*"" and the intent of the design drawings and hereby issuethis Final certification for the streets. tr,"lou"; trd; fi#rh;H;g data from Eastern Aspharr for the

Xffifr::l#ffif't the test data for the subgrade -d;;; *u' p'"riourry *mi[J^utr, tr," pri*

If you have any questions or if additional inforrnation is required, please advise.

RE:

ttttt,

SEAL1.4575

rn.tttrrr'

., H,fi1tfrilIrt'itff"ffT^3'rvr/em.i.rra- r rf ^,(

r-? JR5RCI{/lffpsecrrtary'cI 'Fonns.NCDor-stcetcerrification.Iettcr.corre[.pgrkpraccltr.Fin8l.r.r6.l?

civir Engineering I stormwat.r and Environmentar coasurtingFeasibility and Development Ptanning I Land Surveying and Mapping I subdivirion rnd construction prans

lo*

45

{

ENGINEER 5. U&VEYCQS. PLANNER

O1or 435-2414 | Frr (910) 455-2441306 New Bridge Strcet I P,O. Box 976Jaclsonville, NC 2854r-0976Firm Licens: Number F-O108

Ll{lr4 lr':!*{

\w{

{?u'.1

\w&'t

JtttotsYIA EMAIL AND MAIL

Ms. Andrea Correll, Tovm PlannerTourn of Swansboro601 W. CorbettAvenueSwansboro, NC 28584

Dear Ms. Correll:

December 5,2017

RE: Swale CertificationPark Place at Hammocks Beach, phase IfIOnslow County, NC

Peryourrequesf ourcompatryhas conducted an on-site survey and inspection ofthe swale alongLots 35-37 inthe above subdivision. Based sn our inipections of the swalg we find the swale to havebeen consfucted within zuhstaatial compliance and the intent of the o"ris, a**i;g, .oji"*ty i.2"this Certification for the swale_

If you have any questions or if additional information is required, please advise.

tttt INC-

Sincerely,

PARKER &

M. P.E.

Enclosures:eci Mr. Anthonyxo: CF(P), LAMRCM/krpsc.crrtary.cl.Forms.Townoswaubuoswatcccrtifiostioa.conell.pgrlplacelfi.12.5,17

civil Engineoring I stormwrter and Environmintar consurtingFearibility and Deirilopnilnt Planning I Laid surveying ind Mi'fping I subJiviiion end Ciinliruciiin plans

tvt.

w

itii

SEAL14575

46

47

48

49



______________________________________________ Item To Be Considered: BOC Policy #17 Remote Participation Board Meeting Date: April 27, 2020 Prepared By: Paula Webb, Assistant Manager/Town Clerk Overview: Electronic meetings have quickly become a fact of life for many local governments in North Carolina as officials have acted to limit the spread of the Coronavirus (COVID-19). Assurances and guidance have been provided through the UNC-School of Government and the NC Department of Justice that electronic meetings are an allowed method for local governments to conduct/continue business during this time of crisis. In as much, we have drafted a policy for consideration that provides guidance to the Governing Body, Advisory Boards, and staff to properly conduct such electronic meetings. Although not entirely prohibited, the policy is drafted, as recommended by our professional team at the UNC-School of Government, to eliminate remote participation for quasi-judicial hearings and closed session (Reference UNC-SOG Blogs/response). Should a situation arise where a closed session was a pressing matter, we could obtain policy language that would allow such with certain restrictions in place. At this time, we did not feel the proposed closed session topic was a pressing matter. The policy is designed, as you will read, for emergency situations where Board members cannot physically attend a meeting for unforeseen situations aside from the current COVID-19 Crisis. Background Attachments: Blogs/response by UNC-SOG Professors Trey Allen, Adam Lovelady, and Shannon Tuffs on Electronic Meeting Participation Recommended Action: Motion to adopt/ratify BOC Policy # Remote Participation

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Remote Participation Policy

Overview- The purpose of this policy is to establish guidelines which will allow Town Board members and or Advisory Boards/Committees who are unable to physically attend a Board meeting to participate remotely via electronic, simultaneous methods. This policy is not intended to allow or encourage physical absence from a Board meeting simply as a means of convenience. Remote participation should only be utilized in the case of a bona fide emergency or other such circumstance as described below. For the purpose of this policy, a Board member is defined as a Town Commissioner, Advisory Board member/Committee member. For the purpose of this policy, the presiding officer is defined as the Mayor or the person serving as presiding office in the Mayor’s absence and/or Chair of Advisory Boards/Committees. All of which, hereafter, are referred to as “member.”

Remote Participation

1. Remote participation is defined as participation in an official Town Board meeting by a member who is not physically present at the meeting via means of electronic and simultaneous methods such as audio and/or video.

2. Remote participation shall not be allowed during the following:

a. Quasi-judicial proceedings

b. Closed sessions

3. Remote participation is allowed only for the following reasons:

a. Personal illness

b. Employment related issues

c. Family or other emergency

d. Participation in other Town related meetings

e. Vacation

f. Other reasons as approved by the Board

4. When possible, any member who desires to participate remotely shall notify the Mayor, Town Manager or Clerk at least 24 hours in advance of the meeting to allow for set-up of any necessary equipment to accommodate remote participation. The member shall also provide the telephone number/email at which they can be contacted to participate remotely.

5. During the call to order, the presiding officer shall announce that a member has requested to participate remotely and then they shall call the number provided by the member. In an effort to minimize disruption of the meeting, if after two attempts, clear contact cannot be established with an

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absent member, the option of remote participation for that member during any part of that meeting will not be allowed. Once contact has been established, the remotely participating member shall identify himself and state the reason for participating remotely. If due to technical difficulties, contact with the remotely participating member is lost entirely or if contact becomes unclear, the presiding officer may end remote participation for that member for the balance of the meeting. If remote participation is established but is then interrupted or ends, the member will be considered as excused from the meeting and therefore no votes from that member will be recorded.

6. The presiding officer must be physically present at the meeting.

7. A member has the same voting privileges when participating remotely as they have when they are physically present at the meeting.

8. A member participating remotely must at a minimum be fully heard (and if possible, also seen) by all members of the Board and other individuals in attendance at the meeting. A member participating remotely must also be able to hear all other members of the Board and other individuals in attendance at the meeting. If this cannot be accomplished, the presiding officer shall not allow the member to participate remotely.

9. When casting a vote, a member participating remotely shall be called on individually by the presiding officer, after all physically present members have voted, to verbally cast their vote as “aye” or “nay” in such a manner as can be clearly heard by all members.

10. No written ballots may be taken by the Board when a member is participating remotely.

11. Members participating remotely shall have the right to receive all documents that were distributed to the Board prior to the start of the meeting. However, it is the responsibility of the remotely participating member to provide a means whereby the documents can be delivered to them in a timely manner, for example electronic mail or mailing address. All such expense shall be paid for by the Town.

Adopted/Ratified on April 27, 2020.

Reference UNC-SOG Blogs by Trey Allen: Electronic Meetings During the COVID-19 Emergency: Recommended Practices and Adam Lovelady: Remote Participation in Quasi-Judicial Evidentiary Hearings attached below.

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Electronic Meetings During the COVID-19 Emergency: Recommended Practices

Trey Allen

This entry was posted on April 9th, 2020 and is filed under Featured Posts Related to COVID-19, General Local Government (Miscellaneous), Open Government, Open Meetings, Public Hearings.

Electronic meetings have quickly become a fact of life for many local governments in North Carolina as officials have acted to limit the spread of the Coronavirus. This post summarizes some of the advice that my colleagues and I have been giving on best practices for electronic meetings.

In this post, I assume that it’s lawful for local government boards to meet and conduct at least some business electronically rather than in person. As my colleague Frayda Bluestein has pointed out here and here, the quorum statutes for city councils and boards of county commissioners (BOCCs) don’t provide clear authority for remote participation by members of those bodies, but they don’t expressly forbid such participation either. As explained here, the wording of the city council voting statute also might raise questions about remote participation by council members. Nonetheless, for purposes of this post, I’m going to take it for granted that councils and BOCCs may meet and act electronically.

“Electronic Meeting” Variations

Over the past several weeks I’ve seen the phrase “electronic meeting” used to cover a range of situations, including the following:

• Board members meet solely by electronic means. The board makes a room available where members of the public can go to listen to (or watch and listen to) the meeting.

• Board members meet solely by electronic means. The board streams the meeting live online or provides a phone number that people can call to listen to the meeting.

• Some or all board members meet in person, but the board (1) limits the number of other attendees in response to social distancing guidelines or restrictions on mass gatherings or (2) completely bans the public from attending the meeting in-person. The board livestreams the meeting or gives out a number people can call to listen to the meeting.

The recommendations in this post apply to all three of the above situations.

Meeting Notice

The open meetings law remains in effect during the COVID-19 state of emergency. Consequently, the law’s public notice requirements continue to apply to all official meetings of local government boards.

There’s a bit of confusion over the notice requirements for electronic meetings. Some people think of an electronic meeting as something other than a regular, special, emergency, or recessed meeting. That’s incorrect. When it comes to notice requirements, an electronic meeting is simply a regular, special, emergency, or recessed meeting conducted by electronic means. The decision to meet electronically doesn’t relieve a board of its notice obligations. Indeed, if board members meet solely by electronic means, they trigger the additional notice requirement set out in G.S. 143-318.13(a) and described below.

53

https://canons.sog.unc.edu/category/featured-posts/

https://canons.sog.unc.edu/category/general-local-government/

https://canons.sog.unc.edu/category/general-local-government/

https://canons.sog.unc.edu/category/open-government/

https://canons.sog.unc.edu/category/open-government/open-meetings-open-government/

https://canons.sog.unc.edu/category/open-government/public-hearings-open-government/

https://www.sog.unc.edu/sites/www.sog.unc.edu/files/reports/lglb133.pdf

https://canons.sog.unc.edu/meetings-and-public-hearings-under-the-coronavirus-state-of-emergency/

https://canons.sog.unc.edu/failures-to-vote-by-board-members-participating-remotely/

https://www.ncleg.gov/EnactedLegislation/Statutes/HTML/BySection/Chapter_143/GS_143-318.13.html

Recommendations

• Provide the public notice required under normal circumstances for a regular, special, emergency, or recessed meeting, as applicable.

Meeting Type Required Notice

Regular

G.S. 143-318.12(a), (d)

• File regular meeting schedule showing each meeting’s time and location with relevant city or county clerk.

• Post meeting schedule on city’s or county’s website. • If regular meeting of BOCC, satisfy extra notice requirements in G.S. 153A-40(a). • If change is made to time or location of meeting on schedule, file revised schedule

with city or county clerk at least 7 calendar days before first meeting held pursuant to revised schedule.

o If regular meeting schedule lists physical location, switching to purely electronic meeting likely amounts to schedule change and, thus, triggers 7-day filing requirement.

• If change is to BOCC’s regular meeting schedule, fulfill extra notice requirements in G.S. 153A-40(a).

Special

G.S. 143-318.12(b)(2), (e)

• At least 48 hours in advance of meeting, post written notice of meeting’s time, place, and purpose(s) on board’s bulletin board or meeting room door.

• At least 48 hours before meeting, provide notice by mail, e-mail, or delivery to all individuals and media organizations that have submitted written requests for notice.

• Prior to meeting, post notice on board’s website, if website is maintained by at least one city or county employee.

• If special meeting of BOCC, notify commissioners as mandated by G.S. 153A-40(b).

• If special meeting of city council, notify council members as mandated by G.S. 160A-71(b).

Emergency

G.S. 143-318.12(b)(3)

• Provide notice to any media organizations that have submitted written requests for notice. Notice may occur by e-mail, phone, or method used to notify board members.

• If emergency meeting of BOCC, satisfy extra notice requirements in G.S. 153A-40(b).

• If emergency meeting of city council, notify members as mandated by G.S. 160A-71(b).

Recessed

G.S. 143-318.12(b)(1), (e)

• When recessing regular, special, or emergency meeting, announce time and place of recessed meeting in open session.

• Prior to meeting, post notice of meeting’s time and place on board’s website, if the website is maintained by at least one city or county employees.

• If board members plan to meet solely by electronic means, comply with G.S. 143-318.13(a) by indicating on the notice the location and means whereby the public may listen to the meeting.

• If the board has restricted or banned in-person attendance, include instructions on the notice on how the public can listen to or watch and listen to the meeting.

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Quorum

A quorum is necessary for a local government board to conduct business at any meeting, including an electronic one. The default rule is that a quorum consists of a simple majority (more than half) of a deliberative body’s members. Statutes dictate the quorum calculation methods for city councils and BOCCs, as discussed in more detail here.

• At the outset of the meeting, verify the identities of all members participating remotely. o Ask all remote members to state their names for the record. o If a member participates by audio only, but the other members are confident that they recognize

the member’s voice, it’s probably reasonable to rely on voice recognition alone. Of course, verification is easier and more reliable if remote members use platforms that allow other members to see and hear them.

• Follow a clear rule for determining how the quorum will be affected when members lose or deliberately terminate their connections.

o When a connection is lost, the presiding officer may want to call a brief recess while an attempt is made to reconnect with the remote member.

o In most cases, the default rule is that members who lose or terminate their connections no longer count as present for quorum purposes.

o Under the quorum statutes for city councils and BOCCs, a member who leaves a meeting without being excused by majority vote of the remaining members still counts as present for quorum purposes. If the city council or BOCC treats members who participate remotely as present for quorum purposes, it makes sense to treat the loss of a member’s connection as equivalent to a member’s physical departure from the meeting room. If the council or BOCC unexpectedly loses its connection with a member, and efforts to restore the connection prove unsuccessful, the remaining members should probably vote to excuse the member unless they have reason to believe that the member deliberately terminated the connection.

Motions & Voting

The minutes of local government board meetings must record motions made and the outcomes of the votes on those motions. When board members participate by electronic means, it can be harder than usual for members and the public to tell what motions were made, who made them, and how each member voted on them. Too much confusion could lead people to question whether a motion really passed (or failed, as the case may be).

City councils and BOCCs have another reason to ensure that the minutes correctly document the votes, or failures to vote, of their members. State law requires council members and county commissioners to vote except when they are excused from voting for legally valid reasons. G.S. 153A-44; 160A-75. Generally, under G.S. 160A-75, the unexcused failure to vote by a council member who’s “physically present,” or who has left the meeting without being excused, must be recorded as an affirmative vote. As I discussed in a previous blog post, G.S. 160A-75’s use of the phrase “physically present” likely means that the statute’s default “yes” rule doesn’t apply to members who attend meetings electronically. Councils that want the default “yes” rule to apply to those members need to adopt local rules to that effect. The same is true for the many BOCCs and local appointed boards that have adopted their own default “yes” rules modeled on G.S. 160A-75.

Recommendations

• Restate each motion and name the member who made it. o The presiding officer is supposed to restate each motion that’s properly before the board at every

meeting. Robert’s Rules of Order Newly Revised (11th), p. 39, ll. 8-10 (“In principle, the chair must state the question on a motion immediately after it has been made and seconded, unless he is obliged to rule that the motion is out of order[.]”).

55

https://canons.sog.unc.edu/calculating-majorities/

https://www.ncleg.gov/EnactedLegislation/Statutes/HTML/BySection/Chapter_153A/GS_153A-44.html

https://www.ncleg.gov/EnactedLegislation/Statutes/HTML/BySection/Chapter_160a/GS_160a-75.html

https://canons.sog.unc.edu/failures-to-vote-by-board-members-participating-remotely/

• During voting, call on each member who participates electronically separately and by name. o This measure may not be necessary if the technology being used makes it clear how each

member voted. • If “yes” votes are recorded for unexcused failures to vote by members who are physically present or

who have left without being excused, extend that rule to unexcused failures to vote by members who attend electronically.

Public Access to Meetings with Attendance Restrictions

Some public bodies have limited the number of people who may attend their meetings in light of mass gathering restrictions or social distancing guidelines. Others have totally banned in-person attendance at their meetings. Any public body that sharply restricts or prohibits in-person attendance must take reasonable steps to make its meetings publicly accessible by other means.

Recommendations

• Stream meetings live on an online platform that allows the public to see and hear the meetings. • Provide a phone number that people without internet access can call to listen to the meetings. • Consider posting recordings of the meetings online.

Public Comment Periods

Each BOCC must hold at least one public comment period at a regular meeting every month. G.S. 153A-52.1. Each city council must hold at least one public comment period at a regular meeting during any month in which it holds a regular meeting. G.S. 160A-81.1. Obviously, where boards have restricted or prohibited in-person attendance at meetings, people can’t take part in public comment periods in the usual way. It’s a good idea for those boards to offer virtual public comment periods that approximate traditional public comment periods. This view accords with Frayda’s advice in a prior blog post: “If public comments can’t be made in person, perhaps a reasonable accommodation would be to provide a sign up for people to provide their comment by phone call or video, or provide an email option for the public to provide written comments.”

Recommendations

• Allow people to post comments online or submit them by e-mail or text during the public comment period.

• Have the clerk or another official read aloud comments submitted by e-mail or posted online. o The board should prepare for the possibility that some comments will be abusive or obscene.

Subject to constitutional limitations discussed in the blog post found here, city councils may adopt public comment policies that require decorum and prohibit abuse. E-mails and online comments that violate lawful public comment policies don’t have to be read aloud.

• Consider using an online platform or call-in number that will enable people to address the board during the public comment period.

o The board will need to have the ability to mute speakers as necessary to maintain control of the meeting.

Public Hearings

Various state laws require city councils or BOCCs to hold public hearings before they take certain actions, such as adopting zoning ordinance amendments. (See here for a list of actions for which public hearings must be held.) As with public comment periods, a council or BOCC that has restricted or banned in-person attendance at meetings has necessarily impaired the ability of people to take part in public hearings in the usual way.

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https://www.ncleg.gov/EnactedLegislation/Statutes/HTML/BySection/Chapter_153a/GS_153a-52.1.html

https://www.ncleg.gov/EnactedLegislation/Statutes/HTML/BySection/Chapter_160a/GS_160a-81.1.html


https://canons.sog.unc.edu/public-comment-period-policies-whats-legal/

https://canons.sog.unc.edu/when-are-public-hearings-required/

There’s no clear law in North Carolina on whether, or under what circumstances, boards may satisfy public hearing requirements through virtual public hearings. For this reason, the safest course is to delay action on non-urgent matters subject to those requirements until it’s possible to conduct hearings in person. The law permits a city council or BOCC to continue a public hearing in open session without further advertisement. G.S. 153A-52; 160A-81.

Recommendation

• If the board decides to hold a public hearing electronically, follow the recommendations for virtual public comment periods.

Quasi-Judicial Hearings

Remote participation in quasi-judicial hearings raises due process and other legal issues. It’s best to avoid conducting those hearings electronically. Any board that decides to hold a quasi-judicial hearing by electronic means should review the blog post by my colleague Adam Lovelady on this topic.

Remote Participation in Quasi-Judicial Evidentiary Hearings

Adam Lovelady

This entry was posted on March 24th, 2020 and is filed under Board Structure & Procedures, Land Use & Code Enforcement, Open Government, Quasi-Judicial Decisions, Zoning.

Quasi-judicial evidentiary hearings are subject to formal procedural limits. Such hearings must adhere to the core elements of a fair trial and protect the due process rights of the parties. These issues heighten the concerns (and challenge) of holding a meeting of a quasi-judicial board remotely. As such, it is best to hold evidentiary hearings in person. If a live meeting is impractical due to a pandemic, a major weather event, or otherwise, it is best to postpone the evidentiary hearing. In certain limited circumstances there may be flexibility to allow remote participation in a quasi-judicial evidentiary hearing if absolutely necessary. This blog highlights the concerns and outlines some practical considerations.

Remote Meetings and Evidentiary Hearings

My colleague Frayda Bluestein provided a great bulletin on Remote Participation in Local Government Board Meetings, and she added clarification for the COVID-19 concerns in a blog post on Meetings and Public Hearings Under the Coronavirus State of Emergency. As she explains, the authority for a local government board to meet electronically is an open question of law, but there is a reasonable argument to allow it, especially under emergency circumstances. My colleague Trey Allen outlined related concerns in a blog on Failures to Vote by Board Members Participating Remotely.

North Carolina law defines “official meetings” to include “the simultaneous communication by conference telephone or other electronic means of a majority of the members of a public body for the purpose of conducting hearings, participating in deliberations, or voting upon or otherwise transacting the public business.” G.S. 143-318.10. “Public body,” in turn, is defined to include a board authorized to exercise a quasi-judicial function. There is ambiguity in the statutes as to how we interpret this authority in relation to other statutes that seem to require physical presence (statutes on quorums and voting, for example). Even so, if a board must meet and meeting in person is impossible or unsafe, then meeting electronically may be reasonable. If a board meets

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https://www.ncleg.gov/EnactedLegislation/Statutes/HTML/BySection/Chapter_160a/GS_160a-81.html

https://canons.sog.unc.edu/remote-participation-in-quasi-judicial-evidentiary-hearings/

https://canons.sog.unc.edu/category/board-structure-and-procedures/

https://canons.sog.unc.edu/category/land-use/

https://canons.sog.unc.edu/category/land-use/

https://canons.sog.unc.edu/category/open-government/

https://canons.sog.unc.edu/category/land-use/quasi-judicial-decisions/

https://canons.sog.unc.edu/category/land-use/zoning/





https://canons.sog.unc.edu/failures-to-vote-by-board-members-participating-remotely/#utm_source=rss&utm_medium=rss&utm_campaign=failures-to-vote-by-board-members-participating-remotely

https://canons.sog.unc.edu/failures-to-vote-by-board-members-participating-remotely/#utm_source=rss&utm_medium=rss&utm_campaign=failures-to-vote-by-board-members-participating-remotely

https://www.ncleg.net/enactedlegislation/statutes/html/bysection/chapter_143/gs_143-318.10.html

electronically, they still must follow the procedures outlined in state law and in Frayda Bluestein’s written guidance.

This would apply to meetings of a public body such as the governing board, the planning board, the board of adjustment, and other local government boards. But what about a quasi-judicial decision by that governing board, planning board, or board of adjustment? Can the board hold a quasi-judicial evidentiary hearing remotely?

Quasi-judicial decisions, such as variances and special use permits, are like court trials: The board must hold an evidentiary hearing and apply legal standards. North Carolina courts have long demanded that the due process elements of a fair trial apply to a quasi-judicial decision. A party with legal standing in a quasi-judicial decision has a right to be heard, to present evidence, and to cross-examine opposing witnesses. Witnesses must be sworn in or affirmed. Board members must be impartial and must base their decision on evidence in the record. Humble Oil & Ref. Co. v. Bd. of Aldermen, 284 N.C. 458, 202 S.E.2d 129 (1974). Given those legal requirements, quasi-judicial evidentiary hearings raise additional questions and concerns regarding remote participation.

Research has not revealed a case addressing the topic of remote participation in quasi-judicial hearings directly, neither from North Carolina nor other state courts. A Maryland court addressed participation by phone by one member of a board of zoning appeals in Tuzeer v. Yim, LLC, 201 Md. App. 443, 29 A.3d 1019 (2011). In allowing that participation, though, the court focused on the state open meetings laws, not the due process rights of the parties in the appeal.

Remote Participation by Members

The ability of a board member to see and hear a witness directly, ask them questions, assess witness credibility and how much weight to give their testimony, ask questions of staff, and the like is a key part of the work of the board. The opportunity to deliberate candidly with fellow board members in real time is likewise important. Body language, facial expressions, and other nonverbal communication that goes along with live participation is important for members to see.

That said, North Carolina courts have allowed that a board member may deliberate and vote on a case even if they were not present at the hearing, as long as the member has access to the minutes of the hearing and the full record. Brannock v. Zoning Bd. of Adjustment, 260 N.C. 426, 132 S.E.2d 758 (1963); Dellinger v. Lincoln Cty., 248 N.C. App. 317, 789 S.E.2d 21 (2016). If that is permissible, then remote participation by a member may also be permissible. It is unclear, however, if that line of reasoning would extend to remote participation by the entire board.

Remote Participation by Parties v. Remote Participation by the Public

In quasi-judicial decisions, there are notable differences in how individuals may participate. In thinking about remote participation, the considerations are different for an individual with legal standing as a party as compared to an individual who is merely a member of the general public. I outline additional details for those distinctions in this blog on Standing and Quasi-judicial Hearings.

A party with legal standing has due process rights in the case. That individual has rights to present evidence, to review all evidence, to challenge the impartiality of board members, to cross-examine witnesses, and to rebut evidence from opposing parties. It is practically difficult to respect all due process rights through a remote meeting.

The general public, in contrast, does not have rights to participate in a hearing. Open meetings laws give an opportunity to observe, not a right to participate. Quasi-judicial boards can, and often do, allow members of the

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https://canons.sog.unc.edu/can-neighbor-speak-can-neighbor-appeal-standing-quasi-judicial-hearings/

general public to provide factual testimony and evidence relating to quasi-judicial decisions, but that is at the discretion of the board or specified in local policy.

Complicating this analysis is the fact that parties are not necessarily identified prior to a quasi-judicial hearing. In contrast to a court case or judicial appeal where the litigants are specifically named in advance, in a quasi-judicial case before a local board, a neighbor may not claim standing and participate until the first hearing. This fact makes it hard to properly address remote participation of the parties in advance.

Note that any witness—whether a party or a member of the general public—must be sworn in or affirmed in order to provide testimony and evidence in the evidentiary hearing.

Limited Flexibility for Rules of Evidence

In quasi-judicial evidentiary hearings, the judicial rules of evidence apply—to an extent. North Carolina courts and state law give some flexibility. Evidence that would not be admissible under the strict rules of evidence may be admissible for a quasi-judicial evidentiary hearing if “the evidence was admitted without objection or (ii) the evidence appears to be sufficiently trustworthy and was admitted under such circumstances that it was reasonable for the decision-making board to rely upon it.” G.S. 160A-393(k)(3).

North Carolina courts, for example, have allowed boards to admit and consider a special class of hearsay evidence without the author being present: technical reports from experts and analyses by government officials. For example, in Whiteco Outdoor Advert. v. Johnston Cty. Bd. of Adjustment, 132 N.C. App. 465, 513 S.E.2d 70 (1999), the court allowed the board to rely on analysis from an engineer with the NC Department of Transportation who was not present for the hearing when the opposing party did not timely object to the evidence. (Notably, a recent amendment to the statutes limits this flexibility for lay opinions on technical matters. Such evidence is inadmissible even without objection.)

Practical Considerations

It is best to hold a quasi-judicial evidentiary hearing in person. If circumstances such as mandated social distancing or a major weather event make an in-person hearing impractical, it is best to cancel the hearing and postpone it to a future date. That may require additional notice, but it will be the most prudent path.

If it is absolutely necessary to proceed with a case, there may be some flexibility in the law. In such cases, the local government should weigh these practical considerations.

• Use video conference. Video conference (such as Skype or Zoom) is closer to live engagement and is preferable to a phone conference call with audio only.

• Consider the case. If there are no contested facts and the evidence is stipulated, there is less of a necessity for members being able to personally interact with a witness. If the legal issues are clear and there is broad consensus among the board, the deliberation is simpler and it is easier to justify the adequacy of remote engagement. In contrast, if a case involves multiple witnesses, conflicting evidence, and close calls on the application of the standards, remote participation will be more challenging.

• Establish ground rules. Set a detailed agenda and outline procedures for how the meeting is organized to ensure due process rights are protected. What is the order of testimony? How is evidence entered into the record? How is cross-examination handled?

• Get agreement from the parties. If remote participation is allowed, obtain written consent for the record from all parties that they agree to use of that process. If any of the parties objects, it may be prudent to honor that objection and to continue the hearing until you have a quorum present.

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https://www.ncleg.gov/EnactedLegislation/Statutes/PDF/BySection/Chapter_160A/GS_160A-393.pdf

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______________________________________________ Item To Be Considered: Future Agenda Topics Board Meeting Date: April 27, 2020 Prepared By: Paula Webb – Assistant Manager/Town Clerk The purpose of this memo is to provide the Board with matters that staff anticipates/proposes for upcoming meetings. It should be noted that these items are tentatively scheduled for the specified monthly agenda but are subject to change due to preparation of materials, public notice requirements, etc. In providing this memo each month, we hope it will also provide opportunity for the Board to introduce items of interest and subsequent direction for placement on future agendas, which will allow staff the opportunity to plan accordingly. Proposed for May 11 Agenda ⁕ LUP Amendment – add back Urban Waterfront Designation Public Hearing ⁕ Flood Damage Prevention Ordinance Amendments – Reference to FIRM Maps Public Hearing Future Agenda Items ⁕ Text Amendments – Accessory Building Setbacks – (PLN Bd recommended denial) – One Harbor Church Building Materials – (PLN Bd recommended denial) Need direction from BOC on whether to schedule Public hearings on two items above ⁕ Shipwrights Point Acceptance – Phase ⁕ Hazard Mitigation Plan Revisions ⁕ Friend of the Court (amicus brief) opportunity – Seismic Airgun Blasting ⁕ JUMPO Boundary Expansion – Draft MOU ⁕ Park Place Street Acceptance – phase 3 ⁕ Walmart Entrance Annexation ⁕ Sub-committee designations for Strategic Plan Implementation ⁕ Further LUP Review/Amendments ⁕ Chamber/Cigar Shop Lease Revisions ⁕ Stormwater Discussion ⁕ Text Amendments – Occupancy Tax ⁕ Comprehensive Transportation Plan Revisions ⁕ Gateway Plan Discussion/Town Limits Beautification ⁕ Sign Amendments – referred back to Planning Board ⁕ Text Amendments – R/A Zoning Uses – referred back to Planning Board ⁕ FY 20/21 Budget Adoption – No later than June 30 ⁕ Text Amendments – compliance with 160D – No later than January 1, 2021 Presentations ⁕ Wetlands/Rick Savage/President of the Carolina Wetlands Association – originally scheduled for March 23, delayed due to COVID-19 Crisis

⁕ ONWASA Update ⁕ SHS Swim Team Recognition – Mayor checking level of accomplishments ⁕ SMS Wrestler State Championship Recognition – still waiting on information from Coach Starlin

63

TOWN OF SWANSBORO

FINANCIAL REPORT (AS OF MARCH 31, 2020)

REVENUES

EXPENDITURES

LOAN PAYMENTS

INVESTMENTS

64

TOWN OF SWANSBORO

REVENUES/EXPENDITURES

TWO YEAR COMPARISON

(AS OF MARCH 31, 2020)

GENERAL FUND

ENCUMBRANCES INCLUDEDTotal Excess of Revenues Over Expenditures $106,97665

TOWN OF SWANSBORO


TWO YEAR COMPARISON


(ACTUAL)

GENERAL FUND

(ENCUMBRANCES NOT INCLUDED)Total Excess of Revenues Over Expenditures $325,569

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DEPT. BUDGET(PAID YEAR TO DATE)

ACTUAL

(PURCHASE ORDERS)

ENCUMBERED BALANCE

SPENT %

MARCH 31, 2020

GOVERNING BODY 35,366 25,169 3,438 80.9%

ADMIN SERVICES 412,611 270,594 13,763 68.9%

FINANCE 241,031 174,350 1,423 72.9%

LEGAL 31,000 24,653 - 79.5%

PUBLIC BUILDINGS 483,473 339,980 96,303 90.2%

FIRE 740,435 433,234 29,695 62.5%

PERMITTING 219,334 112,934 42 51.5%

POLICE 1,015,125 705,765 32,862 72.8%

PUBLIC WORKS-STREETS 268,149 113,464 (346) 42.2%

POWELL BILL-STREETS 96,985 88,142 7,246 98.4%

PARKS & RECREATION 285,192 164,765 15,453 63.2%

CHURCH STREET DOCK 6,348 2,623 - 41.3%

EMERGENCY MANAGEMENT 356,206 295,837 6,988 85.0%

FESTIVALS & EVENTS 87,825 82,444 925 94.9%

NON DEPARTMENTAL 508,602 434,063 10,801 87.5%

TOTAL 4,787,682 3,268,017 218,592 72.8%** 67

TOWN OF SWANSBORO


TWO YEAR COMPARISON


STORMWATER ENTERPRISE FUND


TOWN OF SWANSBORO


TWO YEAR COMPARISON


SOLID WASTE ENTERPRISE FUND


DEBT

SERVICE

TOWN OF SWANSBORO

LOAN REPORT


Item Principal

Balance

Interest

Rate

End Date Annual Debt

Service

Town Hall/Tanker $602,591 2.69 03/21/2028 $84,724

Public Safety Facility $200,000 2.58 12/22/2024 $47,224

Fire Truck $306,554 2.08 11/01/2026 $47,512

Equipment/Vehicles $100,731 1.87 11/01/2021 $51,783

Sleeping Quarters $175,000 2.43 12/14/2026 $30,467

Total Debt $1,384,876 $261,710

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BANKBALANCE INTEREST RATE

First Citizens Bank $208, 276 .01%

NC CMT-General $880,395 .89%

NC CMT-Term $2,472,123 1.37%

TOWN OF SWANSBORO

CASH & INVESTMENTS REPORT


CASH & INVESTMENTS

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HURRICANE FLORENCE/HURRICANE DORIAN

FEMA UPDATE/PERCENTAGE COMPLETE

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Hurricane FlorenceFEMA Grant Funds

Amendments Process Step(Best Available Cost) FEMA Grants Portal

Received Total Amount Due

CAT A-Debris Obligated 616,299.38 462,224.54 154,074.84

CAT A- Amendment-Crowder Golf 03/09/20 Pending 36,690.00 - 36,690.00

CAT A (Per change request)Ditch cleanup Obligated 99,631.13 - 99,631.13

CAT B (Disaster Code Enforcement Response Team D.C.E.R.T.) Obligated 11,441.72 11,441.72 -

Cat B (Emergency Protective Measures) Obligated 38,076.01 38,076.01 -

CAT B-Remediation Services 03/10/20 Pending 171,336.22 - 171,336.22

CAT E (Buildings and Equipment-Equipment) Obligated 10,817.30 - 10,817.30

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Hurricane FlorenceFEMA Grant Funds

Cont’d

Amendments Process Step(Best Available Cost) FEMA Grants Portal

Received Total Amount Due

Cat E (Buildings and Equipment-Town Buildings) Obligated 28,005.85 28,005.85 -

CAT E- Town Hall Generator 3/13/2020 Pending 70,446.70 - 70,446.70

Cat F Utilities-Amended-Public Safety Building Generator 03/14/2020 Pending 14,305.04 - 14,305.04

Cat G (Parks, Recreational Facilities, and Other Items-Parks)

Pending/EMMIE Submission 113,226.94 - 113,226.94

Cat G (Parks, Recreational Facilities, and Other Items-Park Equipment)

Pending EHP Review

79,066.53 - 79,066.53

Cat G (Parks, Recreational Facilities, and Other Items-Docks)

Pending EHP Review 39,286.14 - 39,286.14

Cat Z (Management Costs)

Pending Formulation Completion

- - -

Total $1,328,629.06 $539,748.12 $788,880.84

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Hurricane DorianFEMA Grant Funds

Process Step(Best Available Cost) FEMA Grants Portal Received Total

Cat A Finance Director Signed Project 15,129.08 - 15,129.08

Cat B (Emergency Protective Measures)Pending/EMMIE Submission

17,632.06 - 17,632.06

Cat Z (Management Costs)- -

Total 32,761.86 - 32,761.86

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Hurricane Florence Completion Status

Percentage Completed/Outstanding

repairs

NCLMInsurance Proceeds

Received

VFISInsurance Proceeds Received

FEMA Submitted for

Reimbursement/Outstanding

Appropriated Fund Balance

FY 18/19

STDA Capital Grant

Funds

Parks & Recreation Capital Reserve Fund

Town Hall 100% 326,875

Town Hall Generator 100% 70,447

Visitors Center 100% 156,958

30,000Cigar Shop 100% 14,442

Old Town Hall 100% 419,246

Public Safety Building Roof 16,215

Public Safety Building-Remediation Services 100% 100,896

Municipal Park-Parks & Recreation Building 100% 4,298

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Hurricane FlorenceCompletion Status

Cont’d

Percentage Completed/Outstandi

ng repairs

NCLMInsurance Proceeds Received

VFISInsurance Proceeds Received

FEMA Submitted for

Reimbursement/Outstanding


FY 18/19


FY 19/20

STDA Capital Grant Funds

Parks & Recreation

Capital Reserve Fund

Public Works-Public Records

100% 62,169

Public Works Office

95%/Flooring

Bi-Park Restrooms 100% 4,116

New Storage & Maintenance Bldg.

95%Minor repairs 74,650

Parks & Docks60%/Park

Equipment/Moore St-(Walkway)/ Bi-Park-

Pavers/lights

210,753 64,915 5,000 7,500

Kayak Launch 0% 20,827 20,827

Total $1,062,754 $16,215 $402,923 $94,915 $20,827 $5,000 $7,500

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PROJECTED UNASSIGNED FUND BALANCE

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PROJECTED UNASSIGNED FUND BALANCE

Amount Balance

As of 6/30/19 per CAFR (Audit Report) $2,144,927

BA-#2020-1 Reappropriated-18/19(Patrol Car), Insurance Proceeds from Hurricane Florence/PEV Software Support/Future Emergency Operations Center

$294,462

#2020-2 Grapple Truck and additional cost for Fireworks $157,725

#2020-4 Public Safety Building-Install commercial grade flooring/Hurricane Florence OT for exempt employees/Health benefits back to 100%

$35,534.35

#2020-5 New Parking Lot @ Municipal Park/Cost to repair Kayak Launch

$70,826.50($558,547.85)

Loan Proceeds Grapple Truck 154,400.00

Projected Unassigned Fund Balance As of June 30, 2020 $1,740,779.15

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DRAFT BUDGETFY 20/21

UNFUNDED EXPENDITURES

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CAPITAL IMPROVEMENT PLANSET ASIDE

UNFUNDED

DEPARTMENT ITEM SET ASIDE

OPTION 1:

TAX INCREASE RATE

.01-$50,685

OPTION 2:

APPROPRIATION

FROM FUND BALANCEPARKS & RECREATION PROPERTY ACQUISITION/PARK ENHANCEMENTS 125,000 0.0247 125,000

WATERFRONT IMPLEMENTATION 50,000 0.0099 50,000

RECREATION CENTER AMIMITIES-(FURNITURE) 15,000 0.0030 15,000

FESTIVALS & EVENTS-UTILITY VEHICLE/GOLF CARTS 25,000 0.0049 25,000

POUR IN PLAY-RUBBER SURFACING 151,500 0.0299 151,500

GMC SIERRA REPLACEMENT 15,000 0.0030 15,000

RECREATION CENTER FITNESS ROOM EQUIPMENT 6,500 0.0013 6,500

EMERGENCY CALL BOX 5,000 0.0010 5,000

FIRE -

LADDER 1717 REPLACEMENT 60,000 0.0118 60,000

PUBLIC WORKS -

TOYOTA TUNDRA 12,500 0.0025 12,500

GMC SIERRA 1500 9,375 0.0018 9,375

CHEVROLET C4500 TRUCK 37,500 0.0074 37,500

VENTRAC 4500Z 6,166 0.0012 6,166

TOTAL 518,541 518,541 81

DEPARTMENT HEAD REQUESTSTOTAL

UNFUNDED

Item(INCLUDING Enterprise

Funding)

Option 1:Increase in Tax Rate

.01=$50,685

Option 2:Appropriate from Fund

Balance

Merit 2.5% .0066 $33,413

401K-Additional 4% .0092 $46,531

Dental-Additional 50% .0012 $6,057

Set Aside (CIP) .1023 $518,541

Personnel .0284 $143,870

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NEW PERSONNELUNFUNDED

DEPARTMENT POSITIONTOTAL

SALARY/BENEFITS

OPTION 1: TAX INCREASE RATE

.01-$50,685

ADMIN SERVICES FT-PLANNING TECHNICIAN $52,620 .0104

PUBLIC WORKS-STREETS FT-MAINTENANCE TECHNICIAN (1/2 Cost) $25,780 .0051

PARKS & RECREATION FT-RECREATION PROGRAM ASSISTANCE $39,690 .0078

STORMWATER FT-MAINTENANCE TECHNICIAN (1/2 Cost) $25,780 .0051

TOTAL $143,870

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MANAGER’S REPORT

Period: March 10, 2020 – April 15, 2020 Submitted By: Chris Seaberg, Town Manager

1. Town Projects/Initiatives Update

Updates on Town Projects/Initiatives. Items will be removed after noting their

completion.

• Wayfinding Signs – Town staff provided NCDOT staff, at their request, additional

encroachment agreement information on February 25, 2020. Once we receive

approval of the encroachment agreement, we intend of proceeding with the

installation of the signs.

• Duke Energy Project Replacing/Adding LED Lighting at Public Facilities –

Town staff is finalizing arrangements with Duke Energy for the installation of new

units at various Public Facilities. A summary is as follows:

o Bicentennial Park (North): Lights Installed

o Bicentennial Park (South): Lights Installed

o The Pug: Lights installed

o Ward Shore: Duke will replace 2 units at this location. They will also add 2

additional units. The units will be the “Mitchell” style, which has a more

historical look than the traditional styles. This portion of the project is still in

the planning stage.

o Swansboro Recreation Center: Lights installed

o Pineland Park: Light installed

o Pirate’s Den Park: Duke will relocate one unit and install 2 additional units

at this location. The units will be the generic “Open Traditional” style. This

portion of the project is still in the planning stage.

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Town of Swansboro, NC

Manager’s Report (March 10, 2020 – April 15, 2020)

2

o Fish House Dock: Duke will add 2 new units at this site. The units will be

the “Mitchell” style, which has a more historical look than the traditional

styles. We had to restructure the plan for the light installation at this location

due to the lack of easements (see picture below)

The new proposal is shown in the picture below

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o Riverview Park: Duke will replace 3 units, move 1 unit and add 3 additional

units at this location. The units will be the “Mitchell” style, which has a more

historical look than the traditional styles. We discovered that a portion of the

parking lot for Riverview Park is on adjacent property not owned by the

Town. We will be making contact with the property owner to request

permission for the installation.

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o The Lease agreement between the Town and the Swansboro Historical

Association (502 Church Street) was signed by both parties before the end

of December. The lease agreement is valid until December 31, 2020. There

will be consideration for future years but there is a desire on both sides to get

a better understanding how One Harbor Church proceeds with their project.

o The Lease agreement between the Town and Swansboro Area Chamber of

Commerce, Inc. (203 Church Street) was signed by both parties before the

end of December. Instructions provided was for staff to establish a 1-year

agreement with the understanding that discussions take place on the Chamber

providing staffing on the weekends to qualify for the suggested discounts. An

initial meeting on this subject took place on December 23, 2019.

Per TDA meeting minutes, an established weekend schedule for the visitor’s

center was arranged with the Swansboro Area Chamber of Commerce in

exchange for the management funds provided the authority. We intend on

using that arrangement for the long-term lease agreement.

o The Lease agreement between the Town and Georges El-Asmar of George’s

Cigar Shop (106 Church Street) was signed by both parties before the end

of December. Mr. El-Asmar has requested extending his lease agreement for

a total of 5 years. I see no conflicts with his request, but the Town would

need to ensure that a public notice is advertised at least 30-days in advance to

considering anything over a 1-year lease agreement per NCGS 160A-272.

• National Park Service Funds for Historic Structures: Amelia Dees-Killette has

been in contact with Historic Preservation Specialist John Wood and Adrienne

Berney NCDNCR Outreach Coordinator about the Emmerton School/Methodist

Church/ Old Town Hall building (502 Church Street) qualifying for this fund

(https://www.doi.gov/pressreleases/interiors-national-park-service-provides-478-

million-assistance-communities-impacted). She did receive positive feedback on tis

in December 2019 and the Town should start conversing with the State on this early

this year.

We received the following from John Wood with NCDCR:

Good Morning Christopher,

Thanks for your inquiry. Amelia and I have discussed this on and off over the last

several months, so this e-mail provides me the opportunity to provide you both with

an update.

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We have been allotted our state’s share of the federal Emergency Supplemental

Historic Preservation Fund money from the National Park Service. We have recently

hired Dan Becker as our hurricane grants manager who will oversee the

program. The money will be distributed through a subgrant process. Currently we

are in the process of putting in place the administrative framework for soliciting grant

applications and reviewing and administering the grant projects in conjunction with

the National Park Service. Once the framework is in place, we will be notifying the

sponsors of potential projects and providing instructions on the application

process. We anticipate that occurring in the near future. We have the Emmerton

School on our list of potential projects and will keep you in the loop on the timeline

for the availability of the funding…

• Sidewalk Projects: At their December 5, 2019 meeting, the NC Board of

Transportation approved a funding request from NCDOT Division 3 in the amount of

$366,668.00. This funding is for the following project(s) and is intended to be

partnered with $116,634 of Town reserve funds labeled for sidewalks as listed in

amended Resolution 2019-R9 adopted August 13, 2019:

o Sidewalk installation along NC-24 (Corbett Ave) from SR 1511 (Hammocks

Beach Rd) to SR 1514 (Phillips Loop Rd); Old Hammocks Beach Rd from SR

1513 (Deer Island Rd) to existing sidewalk near Fredericks Ln; SR 1511

(Hammocks Beach Rd) from Moore’s BBQ sidewalk to Park Place Dr.

This action is the approval of funds only. A vote to authorize these funds will take

place at a later date. Under this arrangement, NCDOT will design and install the

sidewalks under their NPDS permit covering any stormwater requirements.

The funding for this project through the State is with contingency funds approved by

the State Board of Transportation under their “Small Construction” category. That

category is funded their Highway Fund (see below).

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• July 4th Celebration Preparations: Town staff has contracted the Fireworks vendor

and The TAMS for this event. Mike Moser, General Real Estate Manager at the State

Property Office, notified the Town on April 1, 2020 that the Town has permission to

use the same island used for the Mullet Festival 2019 for this event. Please note that

this commitment is for just the 2020 Calendar Year and includes the Mullet

Festival in October. Staff is working on a more long-term commitment from the

State for future years.

• Additional Parking Lot at Municipal Park: Work on this project started in late

February with an anticipated completion around late April to early May 2020.

• Garbage Services RFP: Town staff drafted a Solid Waste and Recycle Collection and

Services Request for Proposals (RFP) and notified seven (7) interested organizations

of the opportunity on April 6, 2020. The public opening of the proposals will be on

April 29, 2020 with an anticipated award in mid to late May. The term of this contract

will be set to start July 1, 2020 and extend to June 30, 2025.

• Traffic Light Synchronization Project: Town staff sent a request (letter attached) to

NC Department of Transportation Division 3 on February 20, 2020 requesting

consideration of traffic light synchronization along with video camera installations.

Assistant Manager Webb and I met with Chad Kimes and Caitlin Marks from NCDOT

Division 3 regarding the Town’s request on March 12, 2020. They informed us that

the installation of microwave antennas for better synchronization is currently taking

place. Once they are fully installed, the functionality of the lights should improve. We

will continue to monitor as this project progresses.

• Moore Street Docks: We anticipate finishing the Moore Street Dock repairs and

reinstallation by the end of June 2020.

• 400 & 402 Holly Lane Acquisition: Onslow County Board of Commissioners

approved the acquisition of 400 and 402 S. Holly Lane through the Disaster Recovery

Act of 2018 at their February 17, 2020 meeting. The property has been deeded as Town

property with specific restrictions that it remains open space. We received the recorded

deed for each property in late March.

2. Other Information

• COVID19 Activities

During these uncertain times staff has diligently worked to keep the continuity of our

operations moving forward. Limited access to Town Hall began on Monday, March

16, 2020 and has continued since. Limitations to only essential staff working began

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with Governor Cooper’s “Shelter in Place” Executive Order. Please note that limited

staff are permitted, with specific instructions, to perform some duties from their

homes under our new “Telecommuting Policy”. Staff unable to work due to these

uncertain times will continue to be compensated.

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MANAGER’S REPORT

Period: March 10, 2020 – April 15, 2020 Submitted By: Chris Seaberg, Town Manager

1. Town Projects/Initiatives Update

Updates on Town Projects/Initiatives. Items will be removed after noting their

completion.

• Wayfinding Signs – Town staff provided NCDOT staff, at their request, additional

encroachment agreement information on February 25, 2020. Once we receive

approval of the encroachment agreement, we intend of proceeding with the

installation of the signs.

• Duke Energy Project Replacing/Adding LED Lighting at Public Facilities –

Town staff is finalizing arrangements with Duke Energy for the installation of new

units at various Public Facilities. A summary is as follows:

o Bicentennial Park (North): Lights Installed

o Bicentennial Park (South): Lights Installed

o The Pug: Lights installed

o Ward Shore: Duke will replace 2 units at this location. They will also add 2

additional units. The units will be the “Mitchell” style, which has a more

historical look than the traditional styles. This portion of the project is still in

the planning stage.

o Swansboro Recreation Center: Lights installed

o Pineland Park: Light installed

o Pirate’s Den Park: Duke will relocate one unit and install 2 additional units

at this location. The units will be the generic “Open Traditional” style. This

portion of the project is still in the planning stage.

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o Fish House Dock: Duke will add 2 new units at this site. The units will be

the “Mitchell” style, which has a more historical look than the traditional

styles. We had to restructure the plan for the light installation at this location

due to the lack of easements (see picture below)

The new proposal is shown in the picture below

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o Riverview Park: Duke will replace 3 units, move 1 unit and add 3 additional

units at this location. The units will be the “Mitchell” style, which has a more

historical look than the traditional styles. We discovered that a portion of the

parking lot for Riverview Park is on adjacent property not owned by the

Town. We will be making contact with the property owner to request

permission for the installation.

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o The Lease agreement between the Town and the Swansboro Historical

Association (502 Church Street) was signed by both parties before the end

of December. The lease agreement is valid until December 31, 2020. There

will be consideration for future years but there is a desire on both sides to get

a better understanding how One Harbor Church proceeds with their project.

o The Lease agreement between the Town and Swansboro Area Chamber of

Commerce, Inc. (203 Church Street) was signed by both parties before the

end of December. Instructions provided was for staff to establish a 1-year

agreement with the understanding that discussions take place on the Chamber

providing staffing on the weekends to qualify for the suggested discounts. An

initial meeting on this subject took place on December 23, 2019.

Per TDA meeting minutes, an established weekend schedule for the visitor’s

center was arranged with the Swansboro Area Chamber of Commerce in

exchange for the management funds provided the authority. We intend on

using that arrangement for the long-term lease agreement.

o The Lease agreement between the Town and Georges El-Asmar of George’s

Cigar Shop (106 Church Street) was signed by both parties before the end

of December. Mr. El-Asmar has requested extending his lease agreement for

a total of 5 years. I see no conflicts with his request, but the Town would

need to ensure that a public notice is advertised at least 30-days in advance to

considering anything over a 1-year lease agreement per NCGS 160A-272.

• National Park Service Funds for Historic Structures: Amelia Dees-Killette has

been in contact with Historic Preservation Specialist John Wood and Adrienne

Berney NCDNCR Outreach Coordinator about the Emmerton School/Methodist

Church/ Old Town Hall building (502 Church Street) qualifying for this fund

(https://www.doi.gov/pressreleases/interiors-national-park-service-provides-478-

million-assistance-communities-impacted). She did receive positive feedback on tis

in December 2019 and the Town should start conversing with the State on this early

this year.

We received the following from John Wood with NCDCR:

Good Morning Christopher,

Thanks for your inquiry. Amelia and I have discussed this on and off over the last

several months, so this e-mail provides me the opportunity to provide you both with

an update.

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We have been allotted our state’s share of the federal Emergency Supplemental

Historic Preservation Fund money from the National Park Service. We have recently

hired Dan Becker as our hurricane grants manager who will oversee the

program. The money will be distributed through a subgrant process. Currently we

are in the process of putting in place the administrative framework for soliciting grant

applications and reviewing and administering the grant projects in conjunction with

the National Park Service. Once the framework is in place, we will be notifying the

sponsors of potential projects and providing instructions on the application

process. We anticipate that occurring in the near future. We have the Emmerton

School on our list of potential projects and will keep you in the loop on the timeline

for the availability of the funding…

• Sidewalk Projects: At their December 5, 2019 meeting, the NC Board of

Transportation approved a funding request from NCDOT Division 3 in the amount of

$366,668.00. This funding is for the following project(s) and is intended to be

partnered with $116,634 of Town reserve funds labeled for sidewalks as listed in

amended Resolution 2019-R9 adopted August 13, 2019:

o Sidewalk installation along NC-24 (Corbett Ave) from SR 1511 (Hammocks

Beach Rd) to SR 1514 (Phillips Loop Rd); Old Hammocks Beach Rd from SR

1513 (Deer Island Rd) to existing sidewalk near Fredericks Ln; SR 1511

(Hammocks Beach Rd) from Moore’s BBQ sidewalk to Park Place Dr.

This action is the approval of funds only. A vote to authorize these funds will take

place at a later date. Under this arrangement, NCDOT will design and install the

sidewalks under their NPDS permit covering any stormwater requirements.

The funding for this project through the State is with contingency funds approved by

the State Board of Transportation under their “Small Construction” category. That

category is funded their Highway Fund (see below).

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• July 4th Celebration Preparations: Town staff has contracted the Fireworks vendor

and The TAMS for this event. Mike Moser, General Real Estate Manager at the State

Property Office, notified the Town on April 1, 2020 that the Town has permission to

use the same island used for the Mullet Festival 2019 for this event. Please note that

this commitment is for just the 2020 Calendar Year and includes the Mullet

Festival in October. Staff is working on a more long-term commitment from the

State for future years.

• Additional Parking Lot at Municipal Park: Work on this project started in late

February with an anticipated completion around late April to early May 2020.

• Garbage Services RFP: Town staff drafted a Solid Waste and Recycle Collection and

Services Request for Proposals (RFP) and notified seven (7) interested organizations

of the opportunity on April 6, 2020. The public opening of the proposals will be on

April 29, 2020 with an anticipated award in mid to late May. The term of this contract

will be set to start July 1, 2020 and extend to June 30, 2025.

• Traffic Light Synchronization Project: Town staff sent a request (letter attached) to

NC Department of Transportation Division 3 on February 20, 2020 requesting

consideration of traffic light synchronization along with video camera installations.

Assistant Manager Webb and I met with Chad Kimes and Caitlin Marks from NCDOT

Division 3 regarding the Town’s request on March 12, 2020. They informed us that

the installation of microwave antennas for better synchronization is currently taking

place. Once they are fully installed, the functionality of the lights should improve. We

will continue to monitor as this project progresses.

• Moore Street Docks: We anticipate finishing the Moore Street Dock repairs and

reinstallation by the end of June 2020.

• 400 & 402 Holly Lane Acquisition: Onslow County Board of Commissioners

approved the acquisition of 400 and 402 S. Holly Lane through the Disaster Recovery

Act of 2018 at their February 17, 2020 meeting. The property has been deeded as Town

property with specific restrictions that it remains open space. We received the recorded

deed for each property in late March.

2. Other Information

• COVID19 Activities

During these uncertain times staff has diligently worked to keep the continuity of our

operations moving forward. Limited access to Town Hall began on Monday, March

16, 2020 and has continued since. Limitations to only essential staff working began

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7

with Governor Cooper’s “Shelter in Place” Executive Order. Please note that limited

staff are permitted, with specific instructions, to perform some duties from their

homes under our new “Telecommuting Policy”. Staff unable to work due to these

uncertain times will continue to be compensated.

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Department Reports for February 2020 1

Administrative Services

• Phone Records Report for February: 2,110 calls

Town Hall – 612 Parks and Recreation – 272

Police Department – 458 Fire Department – 111 Outgoing totals – 657

• Building permits sold for February: 35 residential/commercial combined; $6,666.18 total fees

collected (includes 5 re-inspections)

• 147 building inspections processed/6 Fire Inspections processed

• 104 various receipts processed

• 485 ONWASA payments processed, 10 New Service Setups, 29 Other transactions

• 18 Work Orders generated for Public Works

• 3 Notarization’s performed

• Developed monthly and special meeting notices/hearings, agenda items, packets and

minutes/distributed for meetings of Board of Commissioners, Planning Board, and Historic

Preservation Commission. A staff representative attended each meeting and prepared

meeting minutes/follow-ups

• HR related items estimated at 22.75 hours (includes new hire processing, interviews,

timesheets, policy review, employment verifications, benefit submittals, preparation of job

descriptions/submittals/postings, etc.)

• Town website updates continue (including Homepage articles/minutes/agendas/calendar,

special events, projects, plans, etc.). Website Home Page visits: 3,390. Total Page Views

28,795. Top 5 pages viewed in February – Employment, Parks/Rec, Police, Permitting, and

Contact Us

• Boundary Validation Program Report for 2020 Census

• Employee Health Screening arranged with the NCLM for March 19 – partnering with Cape

Carteret

• Research on Tourism Development Authority Vice-Chair selection

• Setup/hosted Advisory Board Banquet at Town Hall

• Weather Alerts (4) created/distributed thru social media outlets

• FY 20/21 Budget Prep/submissions for Admin Services/Governing Body/Legal/Permitting

• FY 20/21 Budget Reviews - Parks/Rec and Fire

• Prepared proclamation for John Willard/Dudley’s Marina for Mayor to present at funeral

• Attended social portion of the Crystal Coast Mayor’s Meeting in Swansboro February 19 at

White Oak Bistro

• Attended Chamber Board of Directors Meeting February 12

• Attended Military Affairs Committee Meeting February 12

• Registrations for NCBIWA, Main Street Conferences and Public Employment Law Update

• Participated in Tyler Technologies Demo

• Setup/attended Business Expo February 22 – attended Preview Party February 21. Also

worked the MAC booth 1-3.

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• Attended the Tourism Development Authority Meeting February 20

• Prepared a benefits summary comparison spreadsheet for FY 20/21

• Met with Manager/Fire Chief/Finance Tech regarding Homeland Security/AFG Grant

documents for exhaust at Fire Dept

• Met with Manager/Commissioner Philpott to discuss Wayfinding Signs and effects on

proposed downtown traffic movement

• Met with Laymon Group to discuss upcoming health benefits increase – only a 5% increase

• Assigned addresses to 4 lot minor subdivision off Dr. Corbett Road

• Public Records Request – Permits for 503 Bluffview Lane and Board Vote on Speed Limit

Reduction through Town

• Scanned all ONWASA Agreements for BOC review

• Finalized January Departments Report

Finance

No report provided

Fire Department Fire Calls

• 33 Total fire calls

o 15 Calls in Town including – 1 Electrical Hazard, 3 Service Calls, 5 Alarms, 1 CO

Alarm, ,4 MVC, 1 Gas Smell

o 3 Calls in White Oak District – 2 Outside Fires, 1 EMS Assist

o 9 Mutual Aid Calls - 5 Structure Fires, 1 MVC, 1 Alarm, 1 Smell of Smoke, 1

Outside Fire

o 6 EMS Calls Including - 1 Unconscious/Fainting, 1 Chest Pain, 3 Falls, 1 Cardiac

Arrest

• 120 Training hours - Paid Staff

• 88 Training hours - Volunteers

• 147 Hours volunteer duty days = 6 (24 hr. shifts)

Cost Saved 147 hrs. x $14.00 = $2,058.00

Paid Staff

• Currently have one part-time paid position open

Volunteer Recruitment

• We currently have 14 volunteers on the roster 8 of them are qualified as interior firefighters

six are still in training

Vehicle Repairs

• Currently all vehicles are in good repair all servicing and pump testing have been completed

for the year

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Department Activities

• Chief Tessing has completed 8 level one fire inspections

• Duty crew completed three station tours with 8 adults and 14 children

• Duty crew visited Swansboro Library and read fire prevention books to a small group of

children

• Duty crew also updated 22 fire preplans

Parks and Recreation DIRECTOR’S REPORT

Festivals - General

• Continue to work with Town Manager and Town Attorney to create a standard contract for

all performers and entertainers

• Began distributing 2020 Sponsorship Packets. Distributed to previous sponsors as well as

dropping off at business locations in Swansboro, began meeting with potential business

owners for sponsorship opportunities

• Continue to work with Curtis Media Group for festival advertising and begin executing

contracts

• Met with the Jacksonville Daily News for sponsorship and media packages for the festival,

proposals to be sent in the next few weeks

• Met with Island Essentials for in-kind sponsorship, all tents, tables, and chair rentals will be

donated with a cost savings of $2600

• Continue to accept applications for 2020 festivals and are available online

Piratefest

• Parks and Recreation will continue to partner with Onslow County Parks and Recreation to

host Piratefest in Downtown Swansboro on May 9, 10 am-4 pm; this is a free event open to

the public. Event expenses are split between the two agencies.

• Finalized budget and splitting the cost between the two agencies

Municipal Park Enhancement

• Continue to work with Town Manager and Public Works Director on project details

• Public Works will begin clearing the land

Miscellaneous

• Attended annual Directors Conference in Wilmington February 5-7

• Asked to serve on the Jacksonville Onslow Sports Commission Board as a liaison. Will begin

attending monthly meets. The is a great opportunity for Swansboro to network and promotes

upcoming programs and special event

• Budget: submitted Capitol and staffing requests, compiled detail information/cost to include

in this year’s budget

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• Reviewing repairs/equipment replacement that needs to be completed from Hurricane

Florence

• Compiling information to begin composing RFP for Parks and Recreation Comprehensive

Master Plan

• Continue to work with Cunningham Recreation on repairs of the pour and play surface at

Municipal Park, waiting on a new reduced quote

• Continue to work with Duke Energy and Town Manager on a lighting project in the parks

• Facilitated monthly Parks and Recreation Advisory Board meeting

• Attended Board of Commissioners meetings

• Continue to attend monthly Senior Games committee meetings, serving as the Co-

Coordinator for the 2020 Senior Games. Senior Games is conducted by committee members

from Onslow County Parks and Recreation, Onslow County Senior Services, and

Jacksonville Recreation and Parks

• Weight Watchers meets at the Recreation Center on Tuesday evenings

• Onslow Senior Services, Monday-Friday 9am-1pm at the Recreation Center

Metrics

• The Recreation Center had 508 visitors for the month of February

• There are 283 dogs registered as of February 2019

• Social Media

o Facebook management continues – 10,841 followers

o Post Reach 51, 360, up 147%

o Page Likes, 100, up 33%

o Post Engagement, 7,576, up 60%

• Activity Report for February:

(space left blank intentionally)

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February Revenue

• Slip Fee - Town Dock $214.50

• Rental Fees-Recreation Center Rooms $1,740.00

• Rental Fees-Parks $10.00

• Rec Program Fees $4,713.00

• Dog Park Registration Fees $30.00

• Gym Memberships $155.00

• Festival Vendor Fees $2,075.00

• Festival Sponsorships $2,000.00

• Festivals-POS (T-shirt sales 2019) $2,000.00

• TOTAL REVENUE $12,937.50

RECREATION PROGRAM SUPERVISOR REPORT

• Prepared monthly programs list for distribution to news, magazines, radio

• Daily deposits

• Disbursement forms for recent room rental deposit refunds

• Weekly community service hours added and submitted

Budget

• Reviewed previous year’s expenses, revenues, programs, camps

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• Completed the rest of 2019 fiscal year’s budget projection for programs and camps, and

submitted to Director

• Completed and submitted to Director - 2020 fiscal year budget projection for programs and

camps

• Researched conferences/training sessions and pricing for 2020 budget projection

Business Expo

• Designed package of flyers for Parks and Recreation department for the Business expo at the

Rotary

Sponsorships

• Provided Jersey Mike’s, and Dick’s sporting goods with sponsorship packets

• Met with Pogies to discuss sponsorship for festivals

Senior Games

• Attended Sports Management Clinic in Cary, NC on February 5th

• Attended meeting in Onslow County for senior games February 18th

CPO Training

• Researched Certified Pool Operator training classes in the local area

• Registered for class in Wilmington March 26 & 27

Summer Intern application

• Meeting and discussed with Director what type of intern our department is requesting for

• Assisted Director with internship application for UNC Wilmington

Pound Class

• Spoke with instructor, received feedback about first series

• Set dates for two additional 5-week series of classes

• Completed and submitted instructor payout forms for processing

Sea glass Resin Art Class

• Booked three additional dates for classes to be held at Recreation Center

• Listed programs information on RecDesk for registration

• Posted new classes on Facebook events

• Printed and posted flyers for classes in Rec Center

• Emailed first participants and requested/received feedback about first class

• Completed and submitted instructor payout forms for processing

St. Patty’s Day Camp

• Established fees for Resident/Non-Resident and daily camp registration

• Set dates and time, listed on RecDesk, Facebook

• Planning daily timeline, arts & crafts, field trips

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• Emailed past camp participants information about the day camp

After School Program

• Discussed rules, participant safety, protocols, expectations with staff working with program

• Inventoried snacks and supplies for program

• Purchased snacks from Sam’s Club and Piggly Wiggly for program

Summer Day Camp

• Reviewed fees for resident and non-resident campers for upcoming summer camp

• Compared fees with other local summer camp’s, adjusted fees accordingly

• Reviewed previous summer camps weekly schedules

• Set April 1 date to begin camp registration

• Compiled list of equipment, crafts, and supplies for camp

Touch a Truck

• Submitted TAPSNAP event questionnaire

• TAPSNAP contract submitted and signed by Town Manager

• Created potential list of businesses to contact for participation

• Posted event on Facebook, Macaroni Kid, RecDesk, JD News

• Requested volunteers from Single Marine Program for event

Easter Egg Hunt

• Spoke with Gigi Robles and set dates/times for event

• Discussed event details and was informed of how past events have been carried out

• Requested volunteers from Single Marine Program for event

• Posted event on Facebook, Macaroni Kid, RecDesk, JD News

Cook with your Kid Class

• Moved date of class due to inclement weather

• Contacted all registrants about change of date to confirm their attendance

• Called waitlisted persons to fill in available registration spot

• Purchased materials needed for program, ingredients, plates, silverware, etc.

Theatre Trips

• Purchased tickets for Cirque: Hotel show for March trip

• Discussed parking and program details with instructor for future trips

Shag Dance Class

• Met with instructor to discuss details of next class series

Down Syndrome Network

• Returned edited event flyer to Rebecca Droberg for approval

• Posted event on Facebook, Macaroni Kid, RecDesk

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• Listed event on JD News calendar

• Emailed to acquire complete day of event schedule and full event details

Pickleball

• Contacted Rick Laskey about volunteer coordinator for pickleball season

• Emailed list of recommended persons from Rick Laskey for potential volunteer coordinators

in our area

• Researched new equipment prices for program (racquets, balls, nets)

Permitting

Planning Board

• February 3, 2020 Regular Meeting

o Recommended approval of the Preliminary Plat for the Hammocks at the Port

Section II

o Reviewed the proposed changes to the Flood Damage Prevention Ordinance and

asked Staff to engage a representative from the State to speak to the Flood

Management Appeals Board (FMAB) prior to the next Planning Board meeting

for the FMAB to provide a recommendation to them on the proposed changes

o Developed the following list of priorities to implement the 2019 Land Use Plan

Update:

- Flood Damage Prevention Ordinance Update (March)

- RA Residential Agricultural Zoning District (rezoning or text

amendment)

- Wetlands (April-trying to coordinate with speaker for a joint meeting

with BOC)

- Text amendment related to Conservation Zoning District to reflect the

recommended CAMA Plan changes to strengthen coastal resiliency

- Text amendment related to requirements for connection for

development to nearby amenities (April)

- Text amendment related to the overall appearance of commercial,

industrial and mixed-use development

- Text amendment related to tying square foot to the use of higher quality

materials, additional stormwater control measures

- Consider map amendments (zoning maps) that reflect the Future Land

Use categories after the regulatory changes are made (if needed)

- Ongoing UDO amendments related to NCGS 160D implementation

• February 10, 2020 Joint Meeting

o Further discussed temporary sign allowances in a joint meeting with the Board of

Commissioners

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o Key takeaways include 1) feather flags are undesirable, 2) the Board would like to

see an allowance for temporary real estate signs (open house), 3) there should be

different allowances in the Historic District and these requirements should be

vetted by the SHPC, and 4) the ordinance needs to be practical and enforceable

Historic Preservation Commission

• February 18, 2020 regular meeting

o Approved a request from Jonathan and Chelsea McDaniel for their home at 114

Elm Street (the Jonathan Green House) for exterior alteration to replace the

existing non-historic windows in the home with vinyl windows (except for the

dormer windows)

o The Commission revisited the color palette and agreed to utilize the July 2017

version as the approved palette

Training

• Staff attended the North Carolina Association of Zoning Officials mid-winter workshop

February 16th-18th

Projects/Misc.

• Re-inspected the landscaping and parking at Swansboro House/The Landing on February 5th.

Received guarantees for the outstanding sidewalk dedication and stormwater plantings in

addition to a partial certification on the stormwater pond. Issued a Temporary Certificate of

Occupancy set to expire on June 22, 2020 which will allow time for the pond plants to be

installed

• Met with Doug Tyler of One Harbor Church on February 12th regarding the text amendment

application process and the Building Design and Compatibility standards of the UDO

• Received a revised Preliminary Plat for Swansgate on February 13th. The revision consists

of adding 2 lots for a total of 37 lots on 21.95 acres. A Transportation Impact Study was

provided

• Attended the Rural Planning Program Community Visit meeting with the NC Department of

Commerce on February 19th

• Met with representatives from the Jacksonville Urban Area Metropolitan Planning

Organization (JUMPO) on February 19th about the next steps in the process to join the MPO

and services they can provide

Police Department

Patrol

• 157 Reportable Events

• 17 Motor Vehicle Crashes

• 56 Citations; 101 Verbal/Written Warnings

• 5 Misdemeanor Arrests

• 2 Arrests by Warrant Service

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• 1 DWI Arrest

• 3 Arrests with transport to the Onslow County Jail

• 13 Felony Crimes Reported (7-Fraud; 2-Larceny; 2-Assaults; 1-Embezzlement; 1-Obtaining

Property by False Pretense)

• 25 Misdemeanor Crimes Reported (8-Larceny; 6-Property Damage; 4-Communicating

Threat; 2-Trespassing; 1-Assault; 4-Other)

• 10 Larcenies (2-Felony; 8-Midemeanor)

• 1-Death Investigation

• 5-Disputes/Disturbances

• 2 Domestics

• 1-Crisis Intervention with Mental Subject

• 28 Alarm/Open Door Calls

• 40 Requests by Other agencies for Assistance

• 106 Requests by Citizens for non-criminal Assistance

3,736 Total Events Performed by Patrol

Community Service/Training:

• 3 Vehicle Unlocks

• 7 Requests for fingerprinting

• 1 Funeral escort

• 62 Foot patrols

• 124 Business Closing Standbys

• 6 Requests by residents Residence Checks while they were away

• Chief Jackson attended monthly NARANON meeting held in Morehead City

• Chief Jackson attended monthly QRT meeting held in Jacksonville

• Provided an escort for Ansley’s Angels 5K Run

• Provided security for an event held at the Rotary Civic Center

• Sergeant McNeil and Officer Balsbaugh completed Standardized Field Sobriety Testing

Training. The 32 hours of training was held at Coastal Carolina Community College

• Sergeant Barcenas and Officer Kackenmeister completed LIDAR training. The 16 hours of

training was held at Pitt Community College

Admin Services

• Answered 311 phone calls during business hours

• Assisted 76 walk in requests for assistance during business hours

• Took 22 requests for reports during business hours

Public Works

• Due to numerous complaints and the inability to maintain the easement properly between S

Dogwood and Phillips Dr., Public Works began the clearing and reconstruction. This

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includes replacing all broken, damaged or clogged single wall pipe with double wall pipe.

The 10’ to 15’ deep areas where Public Works could not access will be piped and filled to

allow for continuous drainage and access for maintenance. There is a large amount of fill dirt

that was brought in to allow for equipment access during construction that will be removed

on our way out of the easement. The remainder of the easement will be profiled back to its

original shape and slope to allow for storm water runoff from adjacent property’s, weather

permitting this should be completed by the end of March 2020.

• Public Works began the initial stages of surveying and clearing for the new parking lot at

Municipal Park

• Yard Waste Totals: 301 Bags, 210 Bundles, 5 Loads, 0 Trees, 15Man Hou

• Custodial Work and Works orders continue

Storm Drainage Maintenance Report

Drainage Easement Maintenance: Includes weed eating/cutting swale, inspecting swale for

proper grade, re-grading where necessary, inspecting catch basin for debris buildup, removing

silt buildups where necessary

Complaint Mitigation: A number of drainage easements in Forest Brook Subdivision, Halls

Creek North, Swansboro Acres have been identified to be re-profiled

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Department Reports for March 2020 1

Administrative Services

• Reviewed Swansboro section of Hazard Mitigation Plan/prepared for departments meeting

on same

• News Alert on water outage on Main Street Extension – social media posts

• News Alert on solid waste pickup regulations – social media posts

• Multiple News Alert on COVID19 – Town Hall and Public Safety Building closures – social

media posts

• Drafted State of Emergency Proclamation for COVID 19 – news media release

• Developed Telework Agreement, delivered to departments for executions, in place effective

3/31/2020

• Multiple meetings, blog reviews regarding COVID 19 pandemic and human resource matters

• Review of Emergency Operations Plan, contact updates

• Multiple Public Records Requests completed:

o Building files/code enforcement 684 W. Corbett Avenue/former Cliff’s

o Park Place Guarantees

o Bid docs for Fire Dept Bays Exhaust

o Signs for Swansboro Music & Pawn

o Vendors/Finance Expenses

o Occupancy Tax Collections 2017-2019

• Prepared interview questions and conducted interviews for Police Department Administrative

Support

• Reviewed Wayfinding Signs approval from NCDOT in preparation for BOC discussion on

downtown traffic movement

• Review of Church Street Condos addressing coorespondence with County GIS, E911,

Attorney Keith Fountain

• Multiple FY 20-21 Budget review meetings

• Met with Glenn Hatlestad/County IT regarding Code Red Program

• Address verifications for USPS

• Address verifications with E911 for Hammocks at Port of Swannsborough

• Researched future harassment training

• Met with NCDOT with Manager on multiple projects around/through Town

• Attended County Fire Budget initial review with Manager

• Submitted annual Town Code Supplement for 2019 to American Legal Publishing

• Zoom Meeting with Planner/NCSU regarding Swansboro Development/Data Collections

• Finalized February Departments Report

• Developed monthly and special meeting notices/hearings, agenda items, packets and

minutes/distributed for meetings of Board of Commissioners, Planning Board, and Historic

Preservation Commission. A staff representative attended each meeting and prepared

meeting minutes/follow-up.

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• HR related items estimated at 24 hours (includes new hire processing, interviews, timesheets,

policy review, employment verifications, benefit submittals, preparation of job

descriptions/submittals/postings, etc.)

• Town website updates continue (including Homepage articles/minutes/agendas/calendar,

special events, projects, plans, etc.). Website Home Page visits: 3,903. Total Page Views

22,439. Top 5 pages viewed in March – Employment, Parks/Rec, Permitting, Police, and

Advisory Boards

• Phone Records Report for March: 2,460 calls

Town Hall – 732 Parks and Recreation – 251

Police Department – 498 Fire Department – 113 Outgoing totals – 866

• Building permits sold for March: 44 residential/commercial combined; $14,969.92 total fees

collected (includes 7 re-inspections)

• 181 building inspections processed

• 58 various receipts processed

• 432 ONWASA payments processed, 6 New Service Setups, 13 Other transactions

• 20 Work Orders generated for Public Works

• 4 Notarization’s performed

Finance

Fire Department

Fire Calls

• 31 total Fire Calls

o 9 calls in Town including – 1 Odor, 2 Service Calls, 1 Cooking Fire, 1 Smoke

Scare, 3 MVC, 1 Dumpster Fire

o 3 calls in White Oak District – 1 Grass Fire, 1 Hazard, 1 Unauthorized Burning

o 13 Mutual Aid calls – 4 Structure Fires, 1 Alarm, 1 Vehicle Fire, 5 Dispatched

and Cancelled, 1 MVC, 1 Wildfire

o 6 EMS calls including – 2 MVC, 4 Medical Assists

• 96 Training hours - Paid Staff

• 25 Training hours – Volunteers

• 158 Hours volunteer duty days = 13 (12-hour Shifts)

Cost Saved 158hrs. x $14.00 = $2212.00

Paid staff

• Currently we have one full-time Captain’s position open. Accepting applications for the next

30 days. One part-time position open.

Volunteer staff

• Currently we have 16 volunteers with 9 being interior firefighters

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Vehicle repairs

• Currently all vehicles are in good working order no repairs needed.

Department Activities

• Captain Earles has compiled a list of members needing new turnout gear; we have placed an

order for 10 new sets.

• Due to COVID-19 restrictions, no preplans or fire inspections done this month.

• Participated in multicompany training on the 28th - controlled burn with Western Carteret

Fire Department.

• Captain Taveirne has scheduled boarding process for 3 new Onslow County EMS members.

Police Department

Patrol:

• 149 Reportable Events

• 12 Motor Vehicle Crashes

• 75 Citations/67 Verbal/Written Warnings

• 6 Felony Arrests

• 9 Misdemeanor Arrests

• 2 DWI Arrests

• 2 Arrests by Warrant Service

• 10 Arrests with Transport to the Onslow County Jail

• 7 Felony Crimes Reported (2-Fraud; 2-Larceny; 1-Break & Enter; 1-Exploitation of the

Elderly; 1-Other)

• 46 Misdemeanor Crimes Reported (15-Larceny; 12-Property Damage;5-Assaults; 2-DWI;12-

Other)

• 17 Larcenies (2-Felony; 15-Misdemeanor)

• 2 Drug Arrests (1-Felony; 1-Misdemeanor)

• 5 Domestics

• 7 Disputes/Disturbances1 Crisis Intervention with Mental Subject

• 25 Alarm/Open door Calls

• 44 Requests by Other Agencies for Assistance

• 97 Requests by Citizens for non-criminal Assistance

3,769 Operational Events Performed on Patrol

Community Service/Training:

• 8 Vehicle Unlocks

• 2 Requests for Fingerprints

• 91 Business Closing Standbys

• 122 Foot Patrols

• 4 Requests by residents for Residence Checks while they were away

111


• Provided security for an event held at the Swansboro Rotary Civic Center

Admin Services:

• Answered 330 phone calls during business hours.

• Assisted 89 walk in requests for assistance during business hours.

• Took 6 requests for reports during business hours

Parks and Recreation

DIRECTOR’S REPORT

Festivals - General

• Continue meeting with potential business owners for sponsorship opportunities

• Continue to work with Curtis Media Group for festival advertising and begin executing

contracts

• Planning for Arts by the Sea-working with volunteers for entertainment, securing sound

• Continue to accept applications for 2020 festivals and are available online

• Submitted Onslow County Tourism Assistant grant

• Secured Onslow County EMS for all festivals

• Researching other avenues for advertising

Piratefest

• Parks and Recreation will continue to partner with Onslow County Parks and Recreation to

host Piratefest in Downtown Swansboro on May 9, 10am-4 pm; this is a free event open to

the public - event expenses are split between the two agencies

• Drafted contracts and began executing with entertainers

• Finalized budget and splitting the cost between the two agencies

• Secured hotels for entertainers, partnered with hotel to receive discounted/comped rooms

PROJECTS

Municipal Park Enhancement

• Continue to work with Town Manager and Public Works Director on project details

• Public Works began clearing the land

COVID-19

• Implemented new cleaning procedures, advised staff on precautions to take with COVID-19

• Communicated with parents of After School Program participants on program operations,

precautions taken at the Recreation Center, and cancellation of program

• Communicated with staff throughout the month with updates, safety precautions, and staff

schedules

• Met with Program Supervisor about Teleworking and expectations while working from

outside of the office

• Closed the Recreation Center on March 16

112


• Assisted Program Supervisor in contacting program registrants and patrons with facility

reservations

• Assisted in issue refunds/household credits in RecDesk for canceled programs and

reservations

• Closed all park playgrounds, dog parks, and tennis courts on March 31

• Posted signs in all parks of facility closings, locked factifies with gates, put up caution tape

around picnic shelters and playgrounds

• Worked with staff on schedules, able to keep some part time staff working on various

projects in the Recreation Center

• Attend webinars with NRPA, NCRPA and RRS in response to COVID: Engaging and Caring

for Staff, Tips and Tools to Help You Work Remotely, Engaging and Caring for Your

Community During a Crisis, and Continuity Planning Emergency Response

Miscellaneous

• Continue to work with Finance Director and FEMA to finish final projects from damage of

Hurricane Florence

• Submitted request to utilize Camp Lejeune base facilities for Summer Day Camp

• Began reviewing and revising job descriptions

• Worked with JD news on ad for My Onslow - Ad is part of partnership and will advertise

upcoming special events and festivals

• Began to schedule one on ones with staff members-had to postpone due to COVID-19

• Continue to manage and monitor budget and funds

• Working with Dicks Sporting Goods as a potential sponsor for the department

• Completed compiling information to compose RFP for Parks and Recreation Comprehensive

Master Plan

• Continue to work with Cunningham Recreation on repairs of the pour and play surface at

Municipal Park, worked will be scheduled next month

• Continue to work with Duke Energy and Town Manager on a lighting project in the parks

• Facilitated monthly Parks and Recreation Advisory Board meeting-on hold

• Attend Board of Commissioner meeting

• Continue to attend monthly Senior Games committee meetings - serving as the Co-

Coordinator for the 2020 Senior Games. Senior Games is conducted by committee members

from Onslow County Parks and Recreation, Onslow County Senior Services, and

Jacksonville Recreation and Parks

• Weight Watchers meets at the Recreation Center on Tuesday evenings

• Onslow Senior Services, Monday-Friday 9am-1pm at the Recreation Center

Metrics

• The Recreation Center had 215 visitors for the month of March

• There are 285 dogs registered to date

113


• Social Media

o Facebook management continues – 11,217 followers.

o Post Reach15,193, down 70%

o Page Likes, 515, up 803%

o Post Engagement, 2,281, down 67%

• Activity Report for March

March Revenue

• Slip Fee - Town Dock $668.50

• Rental Fees-Recreation Center Rooms $1170.00

• Rental Fees-Parks $130.00

• Rec Program Fees $-260

• .00 (due to cancelation of programs)

• Dog Park Registration Fees $55.00

• Gym Memberships $260.00

• Festival Vendor Fees $900.00

• Festival Sponsorships $1800.00

• TOTAL REVENUE $4,723.50

RECREATION PROGRAM SUPERVISOR REPORT

• Daily deposits

• Weekly community service hours added and submitted

Touch a Truck

• Compiled list of potential businesses/DJ’s/Food trucks/Tapsnap

114


• Started contacting businesses for participation in event

• Emailed vehicle registrations to businesses that confirmed participation

• Requested volunteers for the event from the SMP

• Contacted all confirmed participants and notified of postponing of event

Instructor Payouts

• Calculated program expenses and input into RecDesk

• Completed disbursement forms for Town processing

Program cancellations/Postponements

• Teacher Workday day camp – contacted and notified registered participants, issued

household credit/refunds for all

• Easter Egg Hunt Cancelled

• Fellowship night – contacted instructor to cancel, notified registered participants

• Theatre Trips: Cirque: Hotel and Murder on Orient Express– contacted Wilson Center about

refunds due to event cancellation, notified all participants and offered choice of refund or

transfer to another show

• World Down Syndrome Day Celebration – confirmed with planners to postpone event

• Open Play Pickleball – contacted all registered to notify of park closing and program

postponement

• Ukranian Easter Egg Decoration Class – confirmed with instructor to cancel class due to

Town Closures

• Pound Fitness Program – spoke with instructor and postponed class for date TBD

• Cook with your kid: spoke with instructor and rescheduled class for June 12. Contacted all

participants to offer refund and switch to new date

• Sea Glass Resin Art – postponed to later date, contacted all registered participants to offer

refund or program switch

• Shag Dance Lessons – spoke with instructor and postponed program, contacted all registered

and processed refunds or switched to future session

• Updated all events/programs in RecDesk/Facebook to reflect cancellations and

postponements

Summer Day Camp

• Researched possible destinations

• Input all camp weeks into RecDesk

• Calculated fees and discounts for camp

• Composed weekly/daily/hourly activity schedule for camp

• Calculated cost of daily and weekly off-site program trips

• Calculated travel times for all off-site trips

• Discussed details and plan for registration, set date for April 1

115


Teen Adventure Camp

• Researched possible off-site destinations and pricing

• Composed weekly/daily/hourly schedule for camp

• Calculated cost of daily and total week cost of camp and off-site trips

• Calculated travel times for all off-site trips

Refund Processing

• Completed refunds for all cancelled/postponed programs in RecDesk and by disbursement

forms to turn into Town for processing

Facebook Proposal and Social Media Policy

• Composed a Parks and Recreation Department Facebook proposal

• Composed a potential Facebook Social Media Policy

After School Program

• Calculated refunds due to Town closures

• Contacted all parents and offered household credit or refund

• Input refunds to RecDesk and turned in disbursement forms for Town processing

• Emailed all parents informing of all new information regarding closures

Facility Cleansing

• Scheduled staff for specific facility cleaning and tasks

• Assisted in organizing and cleaning facility

COVID-19 Closing Preparation

• Assisted Director with making and posting closing signage in park areas

• Assisted Director in caution taping/ locking of parks and facilities

• Met with Director about Teleworking and expectations while working from outside of the

office

Permitting

Flood Management Appeals Board

• March 2, 2020 Called Meeting

o The board reviewed the proposed amendments to the Flood Damage Prevention

Ordinance related to the flood map changes and required FEMA updates. Eryn

Futral, NFIP Planner from the Eastern Branch of the NC Department of Public

Safety participated via conference call. The board asked that staff provide

additional information related to the Building Code changes regarding floodplain

management before they made a recommendation to the Planning Board on the

text amendments

116


Planning Board

• March 2, 2020 Regular Meeting

o Text Amendment-Building Materials: One Harbor Church submitted a request for

a text amendment which would allow the use of a higher quality architectural

steel as a building material. The board recommended denial of the proposed

change stating that they felt the description of architectural steel was too loose

o CAMA Land Use Plan Amendment-Urban Waterfront: When the CAMA Land

Use Plan was updated in 2019, the Future Land Use Map was updated, and

Section 6, E was deleted, which removed the Urban Waterfront designation. The

board recommended approval of the proposed amendment to replace this

description and depict it on the Future Land Use Map

o Text Amendment-Preliminary Plat Duration: As a part of the review of the

preliminary plat for the Hammocks at the Port of Swansboro Phase II at the

February 3, 2020 regular meeting, the board requested that Staff prepare an

agenda item for review to further discuss preliminary plat duration. They

recommended approval of proposed changes to the Subdivision Ordinance which

would allow Staff to extend the duration of a preliminary plat as long as

justification was submitted by the developer as to why an extension was needed

o Text Amendment-Accessory Structure Placement: A staff-initiated amendment

was proposed to clarify the current allowances for accessory structures and to add

provisions specific to larger lots and flag lots. The board recommended denial of

the proposed changes citing that because swimming pools were treated the same

as accessory structures, they didn’t feel it was appropriate to allow swimming

pools in the front of dwellings

Historic Preservation Commission

• March 17, 2020 regular meeting cancelled

o One pending application submitted by Helen Solterer for a Certificate of

Appropriateness for Exterior Alteration to replace a window in the home with a

door

Training

• Staff attended webinars on March 31st and April 2nd through the Association of State

Floodplain Managers on subdivision design for flood resilience

Projects/Misc.

• Staff provided updates on the mitigation actions within the Southeastern Regional Hazard

Mitigation Plan

• Staff met on site with Holley Snider of NCDEQ on March 12th at Shipwright’s Pointe and

Swansgate to discuss outstanding stormwater violations

• Staff reviewed and provided comments on the final plat for Section I in Phase II of the

Hammocks at the Port of Swansboro

117


• Staff reviewed and provided comments on a Minor Plat consisting of 4 lots on Dr. Corbett

Road

• Staff reviewed and provided comments on a Minor Plat consisting of 2 lots on Deer Island

Road

• Staff responded to an inquiry regarding street acceptance in Phase III of Park Place

subdivision

• Staff attended the Down East RPO meeting via conference call on March 24th. The

proposed SPOT (local input methodology for prioritizing all transportation projects) calendar

and list was recommended forward (see attached list with Swansboro projects highlighted)

with unanimous approval. Our carryover projects (superstreet/Queens Creek from Jones

Road south/sidewalks) were also discussed, these will need to be re-scored (unfunded) but

are automatically resubmitted by the RPO. Onslow County will be joining the Jacksonville

Urban Area Metropolitan Planning Organization (JUMPO) sometime this summer

Public Works

NO REPORT PROVIDED

118

TOS Projects/Goals Spreadsheet

1

2

3

4

A B C D E F G H I

Project/Goal Description Location Date Initiated Funding Updates Given

Expected Completion

DateNotes

Lead Contact2018/2019 Goals↓

Ward Shore Park

Stabilization Project

install a living shoreline to

stabalize 257 ft of shoreline

Ward Shore Park

S. Water Street7/31/2018

$24,750 DEQ, $16,750 Onslow

County, $8,000 Swansboro TDA,

$46,600 Park Reserve Fund

43613.00 June 31, 2019

Contract complete

with TD Eure 2/27.

Minor CAMA permit

modification to DCM

for the Ward Shore

living shoreline

project. On May 7,

DCM began it’s review

process - May 21

deadline. May 22,

John Freshwater,

project engineer, was

requested to submit

additional engineering

data. Permit

Modification received

6/28/19. Project

complete except for

the plantings, which

will be done in the

Spring 2020.

Additional CCAP

Funding awarded

$7500 ($6999) for

future plantings

beyond Spring 2020.

Manager/Stanley/

Stipe

Cameras major intersections

$10,000 received -

plan to purchse 7-8

cameras for

intersections

throughout Town. BA

to accept funds

1/13/20. Staff

working with

Jacksonville MPO to

ensure that this

project is efficiently

completed.

Ken Jackson

119


5

6

A B C D E F G H I

SidewalksLetter to Congressman Phil

Shepard 4/15/19

NCDOT

ROW/easements and

storwater approvals

pending. Resolution

adopted by the BOC

Aug 13 - forwarded to

Rep Shepard

requesting NCDOT

discretionary funds.

Response favorable on

funding -see Mgr

Report 10/22. Update

Dec 2019. See

Manager's Report

from Jan 13, 2020

mtg. $366,668 NC

Board of Trans.

approved 12/5/19.

Town $116,634 per

2019-R9. NCDOT not

expected to start until

2021/release funds.

Manager

Municipal Park

Enhancement

tennis court improvements,

splash pad and parking lot

installation

Municipal Park 2017/2018$196,324 Connect NC grant and

$49,080 Parks Reserve Fund

tennis court resurface complete,

splash pad construction

complete/opened, drain work

and stormwater management

underway

9/30/2019

completion date for

entire site project;

splash pad opened

May 15,19. CCAP

funds $7500 ($1999)

for tennis court

imporvements late

2019. Stormwater

permit received for

parking lot design.

Cost analysis under

way for project

completion. BA likely

will be needed.

Parking lot

construction

underway

Stanley/Stipe

120


7

A B C D E F G H I

Town Structures

RepairsHurricane Florence

Town Hall, old Town Hall,

Chamber Office, Rec

Center, Bic Park, Public

Safety Bldg

12/13/2018 FEMA, Insurance, General Fund

Rufus Murray - THall 72K

Visitors Ctr $5200 Old THall,

Cigar Shop, Park repairs quotes

total $97,610. THall repairs

complete. Visitors Center

repairs complete. Riverview

Park repairs complete. Claims

submitted for Bic Park/Main St

Dock/Church St Dock/Moore St

Dock - repairs still pending. old

THall and PSB FEMA/Ins

pending. Walkway under NC24

bridge complete and usable.

Old THall roof replacement to

begin next week. PW staff

removed belrey and chimneys

at old TH. EOC evaluation

underway. Old TH Roof

replacement in progress

BA $750K approved

11/2019 until FEMA,

Ins reimbursements

received. BA $30K

approved for roof

repairs to THall, old

THall and V.Ctr

2/12/19. All repairs

complete for Thall, old

Thall, Cigar Shop, and

the Chamber. PSB

repairs still pending.

EOC evaluation of PSB

complete/not

recommended.

Evaluation for Town

Hall for EOC pending

Johnson/Stipe

121


8

9

10

11

A B C D E F G H I

Downtown Traffic

Movement StudySpring 2018

$8500

$4000 from TDA

Study presented to BOC

2/12/19study complete

BOC to absorb and

begin discussion on

implementation at

3/13 Retreat.

Presentation to be

heard again 8/27/19

Timmons to provide

quote on additional

work 9/24. Mgr

working on DOT on in-

house items. BOC

directed elements of

plan to be

implemented prior to

2020 tourist season.

Further discussion

3/9/20 BOC Mtg. Jeff

H/Timmons to discuss

ingress/egress Front St

w/NCDOT and re-work

his proposal in phases.

Manager

2019/2020 Goals ↓

Update Emergency

Management Plan1/4/2019

Annual Emergency Contacts

updating underway.

EOC Coordinator

reviewing other

municipal plans. Mtg

in early December

2019 with key staff to

discuss plan updates

and potential changes.

KJackson/MTessing/

Manager

Other Projects ↓

122


12

13

14

A B C D E F G H I

ADA Transition Plan

Policy

Statement

adopted Jan 8,

2019

Contract w/Stewart Eng to develop

plan $22,474

Awaiting funding approval with

FY 19/20 budget

Clerk/Mgr met

w/Stewart 2/25/19,

Dhead scoping

meeting next. Scoping

meeting held in

December 2019. Staff

has begun self -

assessment on

municipal structures.

Data collection by

Stewart underway. Mgr/Webb/Dept

Heads

Wayfinding Signsuniform wayfinding signage

along NC24

Hammocks Beach Rd to

BridgesFY 17/18 TDA $5K and General Fund

NCDOT approval

given, encroachments

with NCODT

submitted/pending.

Once approval given,

signs can be ordered

and erected.

Downtown traffic

movement could have

effect on approvals.

Mgr/Webb

2020/2025 Parks

Master Plan

development of parks/rec

open space master planParks System 7/1/2018 GF/Parks & Rec $12K

Survey developed/expect

release March 2019 Focus group

mtgs and interviews May 2019

9/1/2019

Anticipate adoption

Jan 2020. Dr.

Hernstein refunded

$11,000 to the Town

Oct. 2019. AStanley

working on draft

RFP's.

Stanley

123


15

16

17

18

19

20

A B C D E F G H I

LED Lighting

Staff working with

Duke Energy to

install new units at

various public

facilities. See

Manager's Report

from Jan 13, 2020

mtg. Bi Park and

Rec Ctr completed -

others underway.

Manager/Stanley

VISION 2024

TOS particpating in Onslow

Cty Econmoic Development

Strategic Planning

2/21/2018 Mtg 4/18/19Kickoff Mtg

2/21/18

Mark Sutherland,

JOEDManager

DERPO

Rural Policy Org. for

transportion outside of a

metropolitian area

Regional/NC24 Corridor

Study Jacksonville to

Morehead City

NCDOT preparing two models.

One with curb and gutter, the

other without. Design work

about 50% complete. Once

both models are complete cost

comparisons will be made to

determine which option is

favored.

Project on hold due to

NCDOT funding

shortfalls

Manager, NCDOT

and Kimberly

Horne

Lease AgreementsChamber, Cigar Shop,

SHA,One Harbor 12/1/2019

Leases given 1-year extension

12/10/19. One Harbor to be

considered in March 2020.

Multi-year lease to be

considered early 2020 for all.

Mgr working on

Chamber, Cigar Shop,

SHA multi-year leases.

OHC/Dec 2020

approved 3/9/2020

Manager

CCAP Funding

Funding sought for Ward

Shore Project $7500 and

$250 for tennis court

improvements (stormater

swells)

Funding awarded as applied.

See Mgr Rpt Jan 13, 2020.

Refer to Ward Shore

and Municipal Park

Enhancement Projects

Manager/Stipe

Old Town Hall

Improvements

SHA in conversation

w/National Park Service

Funds for Historic Structures

for funding to make

imporvements to old Town

Hall.

Positive feedback received.

Old Town Hall on list

for potential HPF

Disaster Program

Funding 3/3/2020

Mgr/Amelia Dees

Gillette-SHA, John

Wood

124


21

22

23

24

25

26

27

28

29

30

A B C D E F G H I

Fireworks July 4th/Mullet FestivalStaff has secured Hale Artificers

for fireworks July 4th.

Island use secured for

2020 July 4th and

Mullet Festival. Use

beyond those events

will require further

discussion.

Mgr/Webb/

Stanley

Accomplished Projects w/Ongoing Action

CAMA LUP UpdateCAMA Land Use Plan Update

Link7/10/1905 CAMA Grant $7500 DCM Certification received

Adopted Jan

2019

UDO Amends under

review to mirror plan.

LUP review 10/8,

additional review

needed.

Manager/Ansell

Strategic Operating

Plan Strategic Operating Plan Link 2/1/2016

Adopted July

2018

Signs hung at Thall,

Parks/Rec, old Town

Hall, Public Safety, SOP

Implementation

Committees to be

established, suggested

names provided to

Mayor by SChase

Mgr/Mark

Sutherland, JOED

340-8098

msutherland@joe

dnc.com

Notes: BOC Goals/Projects 2018-2019 and 2019/2020 determined Jan 4, 2019

updated 4/20/2020

125

https://docs.wixstatic.com/ugd/5861e4_f7b82cdf7d3a4c268c65e1ebabf9e4b4.pdf

https://docs.wixstatic.com/ugd/5861e4_f7b82cdf7d3a4c268c65e1ebabf9e4b4.pdf

https://swansboro-nc.org/vertical/Sites/%7BC7A9863B-59C9-4406-A35B-64EF72677469%7D/uploads/Strategic_Plan_Adopted_June_26_2018_Final.pdf