May 18, 2004 Minutes
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MINUTES OF THE SPECIAL MEETING OF THE EMERALD ISLE BOARD OF COMMISSIONERS TUESDAY, MAY 18, 2004 - 6:00 PM – TOWN HALL The Special Meeting of the Emerald Isle Board of Commissioners was called to order by Mayor Art Schools at 6:00 pm. Present for the meeting: Mayor Art Schools, Commissioners Robert Isenhour, Pat McElraft, Floyd Messer, and John Wootten. Absent: Commissioner Nita Hedreen. Others Present: Town Manager Frank Rush, Assistant Town Manager/Finance Officer Mitsy Overman, Town Clerk Rhonda Ferebee, Police Chief Mark Wilson, Public Works Director Artie Dunn, Parks & Recreation Director Alesia Sanderson, Planning Director Kevin Reed, and Fire Chief Bill Walker. Motion was made by Commissioner Messer to excuse the absence of Commissioner Hedreen. The Board voted unanimously 4-0 in favor. Motion carried. (As noted further into the minutes, Commissioner Hedreen arrived at 6:32 pm.) 4. ADOPTION OF AGENDA Motion was made by Commissioner Wootten to adopt the agenda. The Board voted unanimously in favor. Motion carried. 5. DISCUSSION – COASTAL RESOURCES COMMISSION NOMINATIONS Town Manager Frank Rush discussed his attendance at the CRC Science Panel meeting the previous day in Pine Knoll Shores. He discussed the issues concerning the threshold for shell content. He noted they would have another meeting in June when they hope to finalize their report. Mayor Schools stated that the two people suggested for nomination to the Coastal Resources Commission were Greg Rudolph or Ed Erickson. Motion was made by Commissioner McElraft to nominate Greg “Rudi” Rudolph for the Coastal Resources Commission (CRC). The Board voted unanimously in favor. Motion carried. 5. FY 04-05 RECOMMENDED BUDGET PRESENTATIONS/ Q&A a) General Comments Town Manager Frank Rush provided for and summarized for the Board a General Fund Comparison FY 01-02 vs FY 04-05 (a copy of which is attached to, and incorporated into these minutes and is self-explanatory) which compares the budget that was in place when Mr. Rush arrived and compared to the recommended budget presented to the Board last week, showing where the changes that have occurred over this three (3) year period. He noted the bottom line shows the total budget has grown just shy of 5.4 million to just over 6.1 million, a total of 12.07% increase, annually about 4% per year. Mr. Rush was pleased with this, and felt he and staff had tried hard to limit expenditures during this three year period. Mr. Rush also provided for the Board a Sales Tax Comparison/Use for FY 01-02 vs 04-05 (a copy of which is attached to, and incorporated into these minutes and is self-explanatory) which gives a detailed look at sales tax and was described to and discussed with the Board in detail. b) Police Department Police Chief Mark Wilson in addressing the Board noted that all line items were either the same or less than last year’s budget. He said regarding vehicle replacements, they are on a 4-5 year rotation plan. (Commissioner Hedreen arrived at this time 6:32 pm) Chief Wilson said he had concerns about gas prices. Town Manager Rush mentioned that in the past we had been charged the state fuel tax, and we are no longer subject to that charge, he hopes that this will offset some of the expense next year. Commissioner Wootten asked about the difference in the requested and recommended salaries. Chief Wilson stated that the line items were either the same or less because he wanted to boost the officer salaries. Mr. Rush said that he had put in 2.5% for everyone in the whole organization, and there was a line item in departmental with $30,000 that he hoped the Board approved that would be used for targeted adjustments during the course of the fiscal year. Mr. Rush said in the last few weeks he had made salary adjustments for the leadership, and the detective positions. Commissioner Hedreen asked how we compared to other towns in regard to salaries. Mr. Rush said that the patrol officers seem to be in line, but he felt the leadership positions were still a little low. Mr. Rush discussed what he would like to do with a pay and classification study, which was to define ranges for each position, and then each year at budget time ask for adjustments to the ranges by a percentage, and then make decisions on individuals with the input of the department head within the range, based on years of service, and ultimately he hoped based on performance. Commissioner McElraft asked about the increase in part-time salaries. Mr. Rush said that he wants to have someone in the beach patrol vehicle every day during the summer, from 9 am to 6 pm. Chief Wilson made special mention that Sergeant Schelinder was the #1 DWI Officer for the whole county. Chief Wilson also said that the officers were doing a very good job. Mr. Rush pointed out that there is $5,000 in the Police budget for next year to hire an architect to look at the Police Station and make recommendations on renovating or expanding. Mayor Schools mentioned how well Jeff Waters, the Towns’ DARE Officer interacted with the children at the elementary school. c) Public Works / Powell Bill / Solid Waste Public Works Director Artie Dunn spoke to the Board concerning his department. He was also concerned with gas prices, especially the amount of fuel needed for the new brush truck. The increase in yard waste stops was discussed with the Mayor and Board commenting on the good job being done by the Public Works Department. Commissioner Isenhour asked about the part-time labor. Mr. Rush stated that he had been asking Public Works to do more this past year, and wanted to make sure there was sufficient resources to bring on part-time if needed. Mr. Rush also commended Artie Dunn for the job he has done this past year. It was also noted that Public Works and Parks & Recreation now share the ROW mowing. Commissioner Wootten asked about the building improvements. Mr. Dunn stated that there was significant foundation failure at Town Hall. He said based on estimates there will be required excavation both inside and outside of the building, pile driving, and stabilizing the face of the building before any more damage is done. He also noted structural damage at Public Works in the front of the building, rust problems. Mr. Dunn said he is planning on having one full-time employee work on Saturdays through the summer season keeping trash picked up on the beach, rolling back trash cans, dead animals. Mr. Rush mentioned regarding the Solid Waste department, the volume of trash had increased significantly, adding they had underestimated the volume when they put the budget together this year. Mr. Rush also mentioned regarding the Powell Bill which also is under the direction of Artie Dunn, there had been a big decrease last year, down to $148,000. He said next year this will increase to around $156,000. The decrease the previous year was due to the legislature raiding highway trust fund monies to fund general fund expenses, which negatively affected the distribution to cities and counties, but they are projecting with their new budget that things will increase again. d) Parks and Recreation Parks and Recreation Director Alesia Sanderson discussed her department’s budget with the Board. She stated that overall the operating budget was a little less than last year. Ms. Sanderson said they are requesting a small tractor for mowing with the goal of improving the appearance of the greenway, especially with the installation of the bike path. She noted that the 1992 Chevrolet truck fits in with the long term replacement. She is proposing that they determine whether the truck that Public Works is replacing is in better shape than the one they have. They want to use this for a water truck, and for the summer custodian. She noted they had requests to increase their Yoga, and Aerobic classes. Ms. Sanderson noted the renovation of Merchant’s Park bathhouse was essential. She said when the bike path is constructed and open, the bathhouse would need to be open year round, which is not possible at this time as there is no heat, and new bathroom fixtures are needed. Ms. Sanderson said that the tennis courts really need work, she had been requesting assistance for the past five years, and the prices have gone up, there are more cracks, more sinking, should have been resurfaced three years ago and they weren’t. She noted the rusting fence. Mr. Rush added that 24/7 Electric was working on the tennis court lights, with $1,300 being reimbursed by FEMA which covered only materials. Commissioner Isenhour asked about the decrease in fees. Ms. Sanderson stated that the fees were down due to a decrease mainly in the children’s programs, most specifically the after school program, due to various reasons. Commissioner Wootten asked for clarification of the responsibilities of the Program Supervisor and the Athletic Coordinator. Ms. Sanderson described the different responsibilities. Mr. Rush added that he had detailed job descriptions of these positions and would make them available to the Board. Commissioner Messer commended Parks & Recreation for responding quickly to calls concerning problems with steps, walkway, and accesses. Mr. Rush pointed out the very good job Ms. Sanderson has done with grant applications over the past years. e) Planning and Inspections Planning Director Kevin Reed highlighted for the Board what Planning & Inspections hoped to accomplish this year. He noted that with the level of development in Emerald Isle it is a challenge for Inspection staff. He wants to make sure that they have proper training and re-educational opportunities. Mr. Reed said there are funds allocated for GIS software that would allow them to tap into existing databases, increasing their level of information to help in the decision making process, and for the community in general. Mr. Reed said he would also like to increase the accessibility of information available on the town website. He pointed out that it had been a record year for permitting. Commissioner Wootten asked about the consultant to redo the codes. Mr. Reed said this would be a comprehensive look at every town code that relates to development. Mr. Reed said the figure used in the budget was based on phone conversations with various firms, and was just ballpark. Commissioner McElraft asked about the possibility of CAMA grant funding for rewriting code books, and Mr. Reed answered that typically there is money from CAMA through the Division of Coastal Management, however, he had been told not to expect to see any of that money for at least two fiscal years. Mr. Rush added that was their first hope to get a CAMA grant, which is normally a 75-25 match. f) Fire Department Fire Chief Bill Walker discussed his budget items with the Board. He said the biggest thing in his budget was the delivery of the new fire truck. He said the scheduled completion date for the truck is September 15th. He said there is money budgeted to equip the truck. Chief Walker said they are looking at this as the year of repairs, trying to fix everything that needs to be repaired or replaced, such as roof replacement at Station Two, HVAC replacement, radio system. Chief Walker said they also hoped to replace the Pro-Jet, their first water rescue boat, and one of the 4-wheelers is up for replacement this year. Commissioner Wootten asked about the capital outlay expenditures this year with regard to the water rescue boat and ATV, in addition to the fire truck. Mr. Rush said that they are trying to keep up with the 5 year replacement schedule, and the needs there. Chief Walker said the Pro-Jet boat is 15 years old, has saved over 100 lives, it has taken much abuse, noting the biggest concern is they no longer make this boat. Commissioner McElraft asked about the status of the flag system. Chief Walker said the flag poles should be going up within the next week, and they have purchased brackets, and are waiting on the flags. Mr. Rush pointed out a couple of typos on page 61 – in the second to last column, the increase in capital outlay should be $87,600 not $143,000 listed. The total increase to fire department budget is $144,334. Commissioner Messer asked Chief Walker if the Fire Department had to respond in full turnout gear to vehicle accidents. Chief Walker said they did, which led to Commissioner Messer’s next question concerning why, if there is an accident on Emerald Drive, and they have a wrecker service right across the street, the Fire Department has to wait there in full turnout gear for someone to come from Onslow County on a rotation wrecker to pick them up. He felt this was not right. Chief Walker agreed and Mr. Rush said they would look into this situation. The Board noted the next budget workshop meeting date scheduled for Thursday, May 20 at 6:00 pm at the Community Center. The Board then determined the date for the weekend Board Special meeting to discuss beach driving to be Saturday, July 17 at 10:00 am at Town Hall. Mayor Schools advised the Board members that it was time for the Town Manager’s evaluation. He asked that the Board return their individual evaluations to him by the 28th of May, and they would hold an executive session at the June 8, 2004 regular Board meeting. Motion was made by Commissioner McElraft to adjourn the meeting. The Board voted unanimously 5-0 in favor. Motion carried. Meeting was adjourned at 8:27 pm. Respectfully submitted: Rhonda C. Ferebee Town Clerk |