minspecmtg031204

MINUTES OF THE SPECIAL MEETING

OF THE EMERALD ISLE BOARD OF COMMISSIONERS

FRIDAY, MARCH 12, 2004 - 2:00 PM – TOWN HALL

Present for the meeting: Mayor Art Schools, Commissioners Nita Hedreen, Robert Isenhour, Pat McElraft, Floyd Messer, and John Wootten.

Others present: Town Manager Frank Rush, Town Attorney Richard Stanley, and Town Clerk Rhonda Ferebee.

Also present: Bill Forman, Town’s consultant with Coastal Science & Engineering; Greg Rudolph, Carteret County Shore Protection Office; Jim Rude, Weeks Marine, Inc., and Joseph Loomis, Great Lakes Dredge and Dock.

REVISED PRELIMINARY/FINAL PLAT – 2.93 ACRE SUBDIVISION AT COAST GUARD ROAD/NC 58

The information regarding the revised preliminary/final plat for the 2.93 acre subdivision at Coast Guard Road/NC 58 was presented to the Board by Town Manager Frank Rush. It was brought to the Board’s attention by Town Attorney Richard Stanley at their regular Board meeting on March 9, 2004, that the Board needed to make it a condition that before final approval is granted that the right of way over Lot Two, from Lot One to the common drive easement, would be so located. The Board at their March 9, 2004 regular meeting then proceeded to approve the preliminary plat with the condition that the final plat designate in the notes, the right of way over Lot Two to get to Lot One from the Common Drive Easement.

General discussion by the Board followed concerning the revised map as presented.

Motion was made by Commissioner McElraft to approve Bell Cove Subdivision, Lots One and Two, with the one correction on #7 in the notes to read – Ingress into Lots One and Two by right turn only off Coast Guard Road. The Board voted unanimously 5-0 in favor. Motion carried.

FEMA BEACH NOURISHMENT PROJECT

a) Review of Project Scope – Borrow Areas, Nourishment Areas, Placement Volumes, Permit Conditions, Possible Dune Construction Alternate

Town Manager Frank Rush reported to the Board that he had several items for the Board to approve relative to the FEMA Beach Nourishment project. Mr. Rush also expressed his thanks to CSE (Coastal Science & Engineering) Bill Forman, Tim Kana, Tom White, and also Town Attorney Richard Stanley for their help in putting this together today. Mr. Rush outlined the project scope. (Maps and reports are attached to, and incorporated into these minutes). Mr. Rush described the portions of the beach to be nourished as Renourishment Area 2, which extends from around 24^th/25^th Street west to the vicinity of Alex Court. The other area Renourishment Area 1, extends from the vicinity of 9^th Street to about 19^th/20^th Street. Mr. Rush noted this is approximately 12,000 linear feet of beach, placing a total volume of approximately 128,000 cubic yards of sand on that stretch. This is the amount that was authorized by FEMA, and is the amount calculated with CSE’s help that was lost after Hurricane Isabel. These are the two areas the sand is programmed for with this project. Mr. Rush noted that there is a third area directly adjacent to the Indian Beach town limits, described as Renourishment Area 3, approximately 2,500 feet. Mr. Rush said they are recommending that the Town not proceed with the nourishment of that small area, primarily for logistical reasons. He said this area is directly adjacent to the 933 Project that just finished.

Mr. Rush said they did bid as an alternate the construction of a roughly 1,000 linear foot dune that would fall within the area of Renourishment Area 2, and is directly in front of Pier Point and South Beach Subdivision. This was an area that did not get a dune in the last project, the only area between 9^th Street and roughly the 3200 block that did not get a dune as part of the last project, which by design that area was not targeted to get a dune. It is estimated that this would take approximately 8,000 cubic yards of material. Mr. Rush noted that the bid price from the lowest bidder for that work was $96,000. It had since been discussed to reduce the volume of sand in that dune line from 8,000 cubic yards to about 6,000 cubic yards which brings the cost down to about $60,000.

Mr. Rush said they had received permits from the Corps of Engineers and Division of Coastal Management authorizing the use of the Borrow Area as shown on the attached map, located a couple miles off of Atlantic Beach directly adjacent to the Beaufort Inlet Channel. He noted the material in this disposal area should be material disposed of post 1985. The limited samples available indicated a very good quality sand in this area.

Mr. Rush requested the Board’s direction concerning the dune if: a) did they want to construct the dune; b) should the Town pay for the full cost; c) should the homeowners association and developers pay the full cost or a portion of the cost.

Commissioner McElraft stated that the Town as a whole started out this process as a beach nourishment project. She felt they were entitled to the same thing that the rest of the homeowners in that area.

Mr. Rush cautioned that there was an area between 1^st and 9^th Streets that did not get this same additional dune that a lot of the area got. He noted that they did augment the existing dune there in key locations.

There followed general discussion by the Board.

Motion was made by Commissioner McElraft to accept doing the project at the $60,000 level for the 6,000 cubic yards. The Board voted unanimously 5-0 in favor. Motion carried.

b) Resolution Authorizing the FEMA Post-Isabel Beach Nourishment

Project as the Restoration of and Continuation of the Eastern Phase Beach Nourishment Project

Town Manager Frank Rush discussed this Resolution with the Board for their consideration.

Motion was made by Commissioner Isenhour to approve the Resolution Authorizing the FEMA Post-Isabel Beach Nourishment Project as the Restoration of and Continuation of the Eastern Phase Beach Nourishment Project. The Board voted unanimously 5-0 in favor. Motion carried.

c) Resolution Authorizing Construction Contract for FEMA Post-Isabel

Beach Nourishment Project

Town Manager Frank Rush advised the Board that the Town went through the formal bid process as required by North Carolina State statutes. Mr. Rush stated that the Town received two bids, one from Weeks Marine, and a bid from Great Lakes Dredge and Dock. He noted, for the total base bid, which was the 128,000 cubic yards authorized by FEMA, they received a bid of $1,682,400 from Weeks Marine, and a total bid of $1, 856,559 from Great Lakes Dredge and Dock. Weeks Marine is the low bidder for this project. (Bid tabulation is attached to, and incorporated into these minutes). Mr. Rush discussed turtle trawling issues with the Board. Mr. Rush said his recommendation is to not implement the turtle trawling option with Weeks Marine, but to implement the turtle trawling program through CSE. He added it would also be their recommendation to begin turtle trawling immediately when dredging begins for the project as a precautionary measure.

Mr. Rush also wanted the Board to be aware that the claim submitted to and approved by FEMA was a bottom line total of just over 2.3 million dollars. The total cost estimate now for the project based on the bids received is $1.87 million dollars, well below the cost estimate. One item worth noting is that the mobilization and demobilization costs are significantly less than estimated, however, the pumping and placement costs are more than double what was estimated. Mr. Rush said he had been conversing with staff from the North Carolina Division of Emergency Management to determine they are comfortable with these numbers, he believed they were, and didn’t anticipate any difficulty in getting reimbursement for this expense.

Mr. Rush said that Town Attorney Richard Stanley had reviewed the contract and suggested some changes to the language in that document, which had been accepted by Weeks Marine. Attorney Stanley will review once again before signing, also after speaking with FEMA.

General discussion followed concerning deadlines and scheduling.

Motion was made by Commissioner McElraft to sign the Resolution Authorizing Construction Contract for the FEMA Post-Isabel Beach Nourishment Project to Weeks Marine. The Board voted unanimously 5-0 in favor. Motion carried.

d) Budget Amendments

Town Manager Frank Rush brought the Board’s attention to the attached budget amendments being presented for their approval.

i. Disaster Recovery Fund #1

ii. Beach Nourishment Debt Service/Reserve Fund

iii. Disaster Recovery Fund #2

Motion was made by Commissioner Wootten to approve the amendments as presented. The Board voted unanimously 5-0 in favor. Motion carried.

ADJOURN

Motion was made by Commissioner Hedreen to adjourn the meeting. The meeting was adjourned at 2:55 pm.

Respectfully submitted:

Rhonda C. Ferebee

Town Clerk