Lou’s Views
“Unofficial” Minutes & Comments
BOC’s Special Meeting 02/16/23
Board of Commissioners’ Agenda Packet » click here NA
Audio Recording » click here
Not posted on YouTube
1. Discussion on Rescheduling the Date for the 2023 – 2024 Objectives Workshop – Mayor Pro Tem Smith
Previously reported – December 2022
Commissioner Murdock requested that they schedule an additional four (4) quarterly special meeting dates. He feels that they are going to need them based on everything that they are working on now. David suggested they also schedule budget meetings. The decision was to discuss and establish a schedule at the next regular meeting.
Previously reported – January 2023
Thursday, February 23rd Goals & Objectives Workshop (cancelled)
Thursday, March 16th Budget Meeting #1 / Quarterly Meeting
Thursday, April 20th Budget Meeting #2
Thursday, June 1st Budget Meeting #3
Thursday, June 15th Budget Public Hearing / Quarterly Meeting
Thursday, September 21st Quarterly Meeting
Thursday, December 21st Quarterly Meeting
David prepared a proposed meeting schedule, and it was approved as submitted.
A decision was made – Approved unanimously
The Town Manager is charged with establishing an actual schedule based on everyone’s availability. Once again, the goal is to avoid the annual rush at the end to get things done. In the last few years, the Board did not really start working on the budget until the eleventh hour. Almost every year we talk about starting the process earlier, this year we have actually moved it up in a meaningful way. It’s a good start that we have already established the budget meeting schedule.
Budget Calendar –
Local governments must balance their budget by a combination of the following:
- Raising taxes
- Cutting spending
- Operating more efficiently
The Town Manager’s proposed budget is due by June 1st
Commissioners must adopt budget no later than June 30th for the next fiscal year
Adopting the annual budget is a primary responsibility of the Board.
Update –
Schedule is a work in progress. It is hard to imagine that they are having this much trouble just scheduling their meetings since only last month they agreed to this schedule.
2. Closed Session Pursuant to North Carolina General Statute 143-318.11(a)(3), Consult with Attorney and North Carolina General Statute 143-318.11(a)(6), Personnel – Mayor Pro Tem Smith
No decision was made – No action taken
Mayor Holden – was not in attendance
Planning & Inspections Director/Codes Administrator Tim Evans – resigned
- It is my understanding that it was quite the brouhaha
- This was not the first time that he has resigned either
- Apparently he was back on the job the next day
BOC’s Regular Meeting 02/21/23
Board of Commissioners’ Agenda Packet click here
Audio Recording » click here
1. Police Report – Chief Jeremy Dixon
Agenda Packet – pages 11 – 16
Police Report » click here
Normal amount and type of activity for this time of year
Jeremy briefly gave a year-end overview
* Total calls for service was 6,611
The police department currently has only eight (8) officers of the ten (10) they are budgeted to have.
It’s that time of year, rental season ends, and break-in season officially starts
Requested that we all serve as the eyes and ears for law enforcement.
If you know something, hear something, or see something –
call 911 and let the police deal with it.
Neighborhood Watch –
- Need to look out for each other and report any suspicious activity
- Call 911 if you see or hear anything suspicious
- Fill out Keep Check Request Form if you will be out of town
- Submit completed Property Registration Form
- Pickup copy of Protecting Your Home
Crime prevention 101 – Don’t make it easy for them
. a) Don’t leave vehicles unlocked
. b) Don’t leave valuables in your vehicles
. c) Lock your doors & windows – house, garage, storage areas and sheds
Keep Check Request Form –
. a) Complete the form and return it to the Police Department
. b) Officers check your property in your absence
Property Registration Form –.
. a) Record of items in your home that have a value of over $100
. b) Complete the form and return it to the Police Department
2. Inspections Department Report – Inspections Director Evans
Agenda Packet – pages 17 – 19
Inspections Report » click here
Update –
Timbo briefly reviewed department activity last month, the department still remains very busy.
3. Eagle Scout Recognition – Assistant Town Manager Ferguson
Agenda Packet – page 20
The town has a strong working relationship with the local Boy Scout troop and this year’s efforts provided two Eagle Scout projects for our community. One involved painting new parcourse timbers that were damaged and replaced during Isaias and the other added another little free library in Bridgeview Park. Gunner Blake and Erwin Chavez have been recognized for their projects by their troop leaders and tonight they are here for recognition by the town. We appreciate their hard work and the continued efforts to create projects that aid the town!
Update –
Christy presented the award to both of them, which recognized their hard work and improvements to our community, which was followed by a photo-op.
Eagle Scout is the highest achievement or rank attainable in the Scouts BSA program of the Boy Scouts of America (BSA). Since its inception in 1911, only four (4) percent of Scouts have earned this rank after a lengthy review process. Requirements include earning at least 21 merit badges. The Eagle Scout must demonstrate Scout Spirit, an ideal attitude based upon the Scout Oath and Law, service, and leadership. This includes an extensive service project that the Scout plans, organizes, leads, and manages. Eagle Scouts are presented with a medal and a badge that visibly recognizes the accomplishments of the Scout.
4. Discussion and Possible Action on Proposal for Services from Green Engineering – Leo Green, Green Engineering (Public Works Director Chris Clemmons)
. a) Ordinance 23-02, An Ordinance Amending Ordinance 22-14, The Revenues and Appropriations Ordinance for Fiscal Year 2022 – 2023 (Amendment No. 10)
Agenda Packet – pages 21 – 24
At the January meeting, the Board selected Green Engineering for engineering services relating to water system inventory and assessment. Green Engineering has provided a Proposal for Services for the Board’s consideration in response to the selection.
The total cost for the agreement is $ l 72,680. In order to approve the agreement, the Board would need to approve a budget amendment transferring $44,714 from the Water CRF, $50,860 from contracted services, and $34,606 from equipment purchase water. The Water CRF is funded by system development fees meant to be used for costs incurred for water system expansion. These transfers along with the current $42,500 in the professional services line are necessary to execute the agreement.
Budget Amendment » click here
Previously reported – January 2023
RFQ – Green » click here
Chris reported that staff solicited qualifications from firms for engineering services to develop a systemwide asset inventory and assessment of the Town’s water system. The staff then prepared a ranking sheet for the Board to make a selection of a firm. The Board selected Green Engineering and directed the staff to bring a contract back for consideration.
A decision was made – Approved unanimously
Update –
The Board approved Green Engineering’s proposal for services relating to the water system inventory and assessment. David recommended that they also include a reference to the federal contract law in the motion. A motion was made to execute the agreement and the budget amendment.
A decision was made – Approved unanimously
5. American Flood Coalition – Tony McEwen, Carolinas Director (Mayor Holden) . a) Resolution 23-02, A Resolution of the Board of Commissioners of the Town of Holden Beach Providing for the Town of Holden Beach to Become a Member of the American Flood Coalition
Agenda Packet – pages 25 – 32
RESOLUTION 23-02
A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE TOWN OF HOLDEN BEACH PROVIDING FOR THE TOWN OF HOLDEN BEACH TO BECOME A MEMBER OF THE AMERICAN FLOOD COALITION
WHEREAS, proactively investing to prevent flooding is a wiser use of resources than spending on flooding recovery, as exemplified by FEMA research showing that $1 of spent on disaster prevention saves up to $7 in recovery costs; and
WHEREAS, national coordination and support are necessary for communities to fully address the challenge of flooding and sea level rise, and the American Flood Coalition provides a platform advocating for national solutions to flooding and sea level rise that invest in and protect our coastal communities; and
WHEREAS, the American Flood Coalition is a no-cost forum for best practices and source of support in developing local and state-level responses to flooding and sea level rise that will enhance the Town of Holden Beach’s resilience effort; and
WHEREAS, flooding and sea level rise are important issues that our residents deserve to understand, and the American Flood Coalition provides opportunities and tools to communicate with residents on flooding challenges and solutions; and
WHEREAS, joining the American Flood Coalition will aid the Town of Holden Beach’s efforts to protect against flooding without requiring any financial support or dues from the Town of Holden Beach; and
WHEREAS, the Holden Beach Board of Commissioners finds that joining the American Flood Coalition will promote the welfare of the Town of Holden Beach’s residents and ensure the prosperity of the Town of Holden Beach’s economy by accelerating solutions to sea level rise and flooding.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE TOWN OF HOLDEN BEACH that the Town of Holden Beach recognizes the need to advance national solutions to sea level rise and flooding and will work as a member of the American Flood Coalition to safeguard the welfare of the Town of Holden Beach’s residents.
The American Flood Coalition is a nonpartisan group of political, military, business, and local leaders that have come together to drive adaptation to the reality of higher seas, stronger storms, and more frequent flooding. The coalition seeks to advance solutions that support flood-affected communities and protect our nation’s residents, economy, and military installations.
For more information » click here
Update –
Tony McEwen was unable to attend the meeting, the item was removed from the agenda.
6. Fire Department Update – Tri-Beach Fire Department (Town Manager Hewett)
Agenda Packet – pages 33 – 36
Assistant Fire Chief Ward has provided the Board with information showing the locations a fire station could be located as requested at the January meeting. Tri-Beach Fire Department leadership will be in attendance to review it with the Board.
Previously reported – January 2023
The Tri-Beach VFD has been using the four bay Town owned building at 572 Ocean Boulevard West for a number of years to house fire apparatus that is used for firefighting, emergency medical calls and rescue calls on the island and off the island as needed. Housing the equipment on the island has been beneficial to Town of Holden Beach residents and vacationers on the island. Currently, staffing by the department is in place twelve hours a day (7:00 AM to 7:00 PM) during the summer months typically from Memorial Day to Labor Day. The rest of the year, 24-hour staff responds to calls on the island from the off-island fire stations. Due to the increase in permanent residents and renters staying on the island, before Memorial Day, during the summer, and after Labor Day, emergency calls on the island are on the increase. Tri-Beach is working on a plan to provide sufficient staff to man Station 2, 24 hours a day, 7 days a week all year. This will improve the response time to calls on the island during the entire year. To safely house staff 24 hrs./7 days a week, upgrades to Station 2 will be necessary. The Board of Directors of the Tri-Beach Volunteer Fire Department is formally requesting the Town of Holden Beach to put a plan in place to upgrade (or replace) the existing Station 2 building to provide the necessary facilities (such as a bunk room, kitchen, flood resistance, etc.) to support safely housing onsite staff for 24 hours a day. The Tri-Beach Chief officers and staff stand ready to assist Town personnel in the planning and execution of upgrading the Station 2 building to provide enhanced fire, emergency medical and rescue services to the residents and vacationers in the Town of Holden Beach. Please respond to the Board of Directors as soon as possible so that we can all move forward on this plan.
Fire Department Presentation » click here
Assistant Chief David Ward of the Tri-Beach Fire Department made the presentation. As a representative of the fire department, he was there to justify the request for them to either upgrade or replace the existing fire station. Call volumes have significantly increased, and they would like to staff the fire station on the island around the clock all year long so they can adequately provide protection to the public. Timbo pointed out that this is a critical facility and impacts our Community Rating System score which reduces our homeowners insurance costs. The Board members agreed that they need to create a committee so they can make an educated decision about what they should do. Mayor Holden requested additional information from the fire department to know what their options are before they proceed.
No decision was made – No action taken
Update –
Follow-up to the last meeting request for additional information. The current location is situated pretty much where it needs to be. The fire station could be placed between Fayetteville Street and the eight hundred block on OBW, which is based on a five (5) mile maximum service area. Basically, the fire station needs to stay where it’s at on Starfish Drive. That said, as their equipment gets larger he questioned whether the site was big enough to accommodate the larger vehicles. There was not any discussion about moving forward or creating a committee.
No decision was made – No action taken
Growth in Holden Beach prompts potential changes for emergency responses
Town commissioners could soon consider changes to be a critical part of the town’s emergency response. Commissioners heard from the Tri-Beach fire chief Tuesday about needed upgrades to the town’s fire station. It’s currently run mostly by volunteers and is only staffed during the day between May and September. Fire Chief Doug Todd said over the past few years, calls have increased in Holden Beach as more people spend time on the island year-round. When the town’s station isn’t staffed, the next closest station on the mainland responds, but getting to the west end of the island can take up to 15 minutes. The current building also does not have anywhere for staff to sleep or make food, and it often floods during major storms. Mayor Alan Holden said he hopes future upgrades could make the town safer. “We enjoy a great relationship with Brunswick County and the Tri-Beach Fire Department and we’re looking forward to making that an even better relationship,” Holden said. “Through that, we have to provide all the services that we can provide for them so they can help us.” Holden also said he’s proud of the growth the town and Brunswick County have seen in recent years. Commissioners have discussed putting together a committee to further analyze possible upgrades or replacements for the current fire station. They did not take action during Tuesday’s meeting.
Read more » click here
7. Discussion and Possible Action on Final Site Plan for Block Q – Randy Baker, Pinnacle Architecture (Town Manager Hewett)
. a) Block Q Development Grant Application
Agenda Packet – pages 37 – 39
Attached is the proposed final conceptual plan for Block Q. Mr. Baker will be in attendance to review it with the Board.
Previously reported – October 2022
The Board selected the following firms:
Pier / Bowman Murray Hemingway Architects
Block Q / Pinnacle Architecture
David will request a proposal from each firm with contract terms
The next step would be to enter in a contractual agreement with them
Previously reported – November 2022
During our onsite visit, the scope of work for Block Q will be defined in phases and will be divided up by the extent of cost of each phase of construction. The phases discussed will be as follows:
- Phase 1 – Overall Masterplan of Block Q (this phase will include researching the Local and Government regulations that will impact the design and construction of this area, a site plan showing the proposed layout of the parking area and new ADA and NCSBC compliant restrooms and a rendering of the site.
- Phase II – Provide design and permit drawings to close a portion Carolina Avenue designated as Tract 1 on the survey from Coastal geomatics, dated 07-06-2022 (approximately 12,215 square feet of roadway). This phase will include a TIA (Traffic Impact Analysis) study of this area.
- Phase Ill – This phase will consist of a complete set construction and bid documents for Block Q that will be derived by :1 determined scope of work by the Board of Commissioners after reviewing Phase I (Overall Masterplan) and the potential cost of work for construction.
Pinnacle Architecture, P.A. fee proposal for Architectural and Engineering design of the proposed Phases listed above are as follows:
- Phase I Overall Masterplan – Proposed Design Fee $20,000
- Phase II Road Closure -Proposed Design fee $18,000
- Phase III Construction and Bid documents To Be Determined
Budget Amendment – Block Q
The attached budget amendment in the amount of $38,000 is a necessary preaudit component of the Pinnacle /Block Q contract consideration. A new budget expense line item is proposed to be established titled Block Q Professional Services and funded via a revenue appropriation of BPART Fund Balance.
Suggested Motion: Approval of Budget Amendment
Moved funds of $38,000
From Revenue account #50.0399.0000 to Expense account#50.0710.6003
Randy the representative from Pinnacle addressed the BOC’s questions. The first two (2) phases are dependent on the Traffic Impact Analysis (TIA) study. Expects it will take approximately three (3) to four (4) weeks to get that done and creating the documents will take approximately two (2) to three (3) months. The motion was made to approve the proposal and the budget amendment as submitted to the Board.
A decision was made – Approved unanimously
Previously reported – December 2022
Randy Baker from Pinnacle Architecture plans on attending the meeting to discuss his rough draft of the master site plan for Block Q.
Randy made a brief presentation of the initial proposed site plan. Randy asked for feedback and comments from the Board. There was some discussion about adding more green space initially but that could be converted to additional parking as it is needed. Additional discussions included vehicle access, boat parking, handicap parking, and better access to the restrooms for the handicapped. The Board allowed the public to participate in the discussion. He will be back with a modified site plan incorporating their wish list.
Block Q Site Plan » click here
Update –
Randy was not at the meeting, he apologized that he needed to call in today. The revised layout was discussed, they had a good dialogue about some issues and concerns. The plan is that initially it will be mostly green space, but it is designed so they can add parking as needed. The next step is to apply for a storm water permit which he estimates will take about three (3) months. In general, if they are good with the overall layout they can begin phase one (1), which is the boat parking area. The motion was to have the Town Manager execute the contract for the next phase contingent on the fact that funds are available.
A decision was made – Approved unanimously
Block Q Revised Site Plan » click here
Agenda Packet –
The pre-application cycle is open for the North Carolina Public Beach and Coastal Waterfront Access Program. Staff communicated with the district coordinator to discuss the Block Q project. The project is viable to proceed with application; however, in the event a contract is awarded it would be occurring this time next year. No construction could occur prior to the contact being in place and then it would be on a reimbursement basis. The grant is a 75 percent/25 percent match which in the past has provided up to $250,000 for projects. Communication with the district coordinator reveals the agency would be willing to accept applications requesting more for this grant cycle.
If the board wants to pursue this grant opportunity the pre-application will be coming before you for approval at the March meeting. If invited to do a final application, those would be due in August. The board would be apprised sometime between April and August if the project is being considered.
Update –
Basically, staff is seeking guidance on whether to apply for a grant for the whole thing or just the bathroom portion. David recommended that they should just focus on the restroom portion at this time. The motion was made to pursue the grant opportunity through the North Carolina Public Beach and Coastal Waterfront Access Program for the proposed restroom on the property and associated parking.
A decision was made – Approved unanimously
8. Discussion and Possible Action on Final Site Plan for Pier Property – Chip Hemingway, Bowman, Murray Hemingway Architects (Town Manager Hewett)
Agenda Packet – pages 40 – 48
Christy –
The pre-application cycle is open for the North Carolina Public Beach and Coastal Waterfront Access Program. Staff communicated with the district coordinator to discuss the Block Q project. The project is viable to proceed with application; however, in the event a contract is awarded it would be occurring this time next year. No construction could occur prior to the contact being in place and then it would be on a reimbursement basis. The grant is a 75 percent/25 percent match which in the past has provided up to $250,000 for projects. Communication with the district coordinator reveals the agency would be willing to accept applications requesting more for this grant cycle.
If the board wants to pursue this grant oppo11unity the pre-application would be coming before you for approval at the March meeting. If invited to do a final application, those would be due in August. The board would be apprised sometime between April and August if the project is being considered.
David –
Attached is the proposed final conceptual plan for the pier property. Mr. Hemingway will be in attendance to review it with the Board.
Previously reported – October 2022
Work Session with Firm Selected for Pier Project
Previously the Board selected Bowman Murray Hemingway Architects for the pier project. Chip a representative of the firm was present to discuss the Request for Qualifications (RFQ). He wanted to gather information so that the firm can make a proposal to the Board. In other words, he wanted to know what would they like to do with the property. Commissioner Kwiatkowski attempted to walk him through what they have discussed and considered so far. Commissioner Murdock went into a little more detail about some potential options for the property. Planning & Inspections Director Tim Evans went over the regulations that would apply to the building renovations. The architectural firm plans to have a dialogue with Timbo to make sure they understand all the potential regulations and restrictions that affect what they can do there. The firm will submit a proposal to develop a conceptual site plan for the Board to consider.
Previously reported – November 2022
We understand this project to be a master-planning drawing of the existing pier facility and conceptually illustrate proposed future building and site improvements. We will begin to identify steps needed as far as permitting and testing to prepare future designs for the pier and building.
The existing pier will be renovated. We understand the extremely deficient existing pier house will be modified to re-open and serve the pier once it is renovated.
A detailed property survey will be needed prior to creating the site master plan drawing.
The master plan site plan drawing will incorporate but not be limited to the following.
Future work will be noted or shown conceptually:
- Renovate existing fishing pier with a new wood ADA ramp
- Renovate existing pier house
- Keep work under 50% of the appraised value.
- Begin to identify phases that keep the work under 50%.
- Incorporate exterior restrooms within the existing building.
- Potential outdoor decks adjacent to existing pier
- Show an emergency vehicle cross over onto the beach strand from the pier parking area,
- Study the existing parking to maximize layout for the renovated
- Study camper parking layout for optimized efficiency and camping
- Showers to be located near the exterior accessed restrooms with the existing
A listing of site, pier and building improvements. We will also identify all known permits and testing that will need to occur in future design phases.
Budget Amendment – Pier
The attached budget amendment in the amount of $35,000 implements previous board direction to refine line-item expenses to detail developmental costs of the pier properties more succinctly. Approval will be necessary to satisfy the pre-audit requirements associated with the Bowman Murray Hemingway contract expenses in addition to providing for an additional survey, the facility’s operational expenses to date, and those expected to occur through the end of the FY.
Suggested Motion: Approval of budget amendment and authorize town manager to execute contract.
Moved funds of $35,000
From Revenue account #50.0710.6100
To Expense account#50.0710.6103 & #50.0710.6104
Chip the representative from BMH addressed the BOC’s questions. A detailed property survey will be needed prior to creating the site master plan drawing. From the time they get the survey it will take them approximately two (2) months to develop a master site plan. The discussion was primarily about budget restraints of what they can do and short term vs. long term plan of action there. The motion was made to approve the proposal and the budget amendment as submitted to the Board.
A decision was made – Approved unanimously
Previously reported – December 2022
Chip made a presentation of the pier revitalization project. It is the preliminary plan, he discussed where they are now and where they are headed. Their structural engineer is scheduled to be at the site next week to evaluate the building and the pier structure. He reviewed their plan for rehab of the pier, which he felt was a manageable scope of work. Chip asked for feedback and comments from the Board. They bounced some ideas off each other and shared additional information for things that needs to be incorporated into the plan. He will be back with a modified plan. Regulations require that we can only do work that is less than 50% of the appraised value. Because the renovations far exceed the allowed amount, the work will need to be done in phases.
Pier Property Site Plan » click here
BOC’s Supplemental Agenda Packet » click here
Update –
Chip made a presentation of the revised pier revitalization project. Once again they had dialogue without speaking into the mics, so you really struggled to follow along. He stated that they were primarily charged with producing a master plan for the best use of the property. The next step for them is to more specifically design the facility. They will submit a formal contract proposal to design the entire pier property. The Board seems to be good with the overall layout, and to move the project forward they encouraged him to submit their proposal before the next Board meeting.
A decision was made – Approved unanimously
Pier Property Revised Site Plan » click here
9. Discussion and Possible Action on Paid Parking Program Items – Town Clerk Finnell
. a) Resolution 23-03, Resolution Amending the Holden Beach Fee Schedule
. b) Contract between Town and Otto Connect
Agenda Packet – pages 49 – 52
Otto Connect has provided an amendment to the Paid Parking Program contract between Otto Connect and the Town (Attachment l). The amendment reflects changes to the fee schedule and how parking violations for non-registered trailers are handled as requested by the Board at the January meeting. Resolution 23-03, Resolution Amending the Holden Beach Fee Schedule (Attachment 2) and a revised excerpt of the Fee Schedule (Attachment 3) are also included for the Board’s review.
If the Board would like to move forward with the changes as discussed at the January meeting, the suggested motion is to approve the Otto Contract Amendment #I and Resolution 23-03.
RESOLUTION 23-03
RESOULUTION AMENDING THE HOLDEN BEACH FEE SCHEDULE
WHEREAS, at the January 17, 2023 Reg u lar Meeting of the Town of Holden Beach, the Board of Commissioners discussed the Town of Holden Beach Paid Parking Program and agreed to amend the current fees for the program as follows:
$4 per hour
$20 per day
$80 per week
$150 annual pass for one vehicle
$300 annual pass for two vehicles
WHEREAS, the Holden Beach Fee Schedule needs to be updated to reflect the amended paid parking fees.
NOW THEREFORE BE IT RESOLVED, that the Board of Commissioners of the Town of Holden Beach, North Carolina does hereby amend the fee schedule to reflect the new paid parking fees.
Update –
The motion is to approve the Otto Contract Amendment #1 and Resolution 23-03 as submitted.
A decision was made – Approved unanimously
10. Discussion and Possible Action on Staff Collected Information for 796 Ocean Boulevard West – Assistant Town Manager Ferguson
Agenda Packet – pages 53 – 125
Expenses
The BOC instructed Town Manager Hewett to get quotes on external painting, carpentry, electrical and mechanical repairs to 796 OBW. A Request For Proposals (RFP) was issued and three bids were received, ranging from $40,990 to $51,523.84. They are all disqualified due to administrative deficiencies and statutory prohibitions.
Revenues
The BOC also tasked Town Manager Hewett with gathering rental projections from property management companies. Staff invited opinions from six (6) local firms. The proposals are attached for your review with each company expressing varying degrees of requirements other than the above repairs to make the house rentable for the upcoming season. A synopsis of the projections is in an attached spreadsheet (attachment 1). A more detailed explanation is provided in each of the attached proposals.
Additional considerations: Staff received several additional comments expressing concerns during the walkthrough that are not captured in the proposals. One company is worried about liability for the town when renters find out it is a town-owned property. They expressed concern renters will be calling the town regardless of property management with any issues and seeking recourse. The Town having rental insurance will need to be a priority. The quote from the League to change the insurance type increases current costs by approximately $400. A new refrigerator, new carpet, and concern over interior steps were considered priorities. Televisions as well as cable/streaming and internet service were also expressed as significant needs for rentals to be successful. Finally, many mentioned that views from the decks were one of the attractiveness features, but currently there is no deck furniture.
Previously reported – September 2019
Ordinance 19-15, The Revenues and Appropriations Ordinance (#3)
. 1) Provide funds for purchase of property at 796 OBW – approved $349,000
. 2) A significant portion of the cost of acquiring this property is offset by us no longer needing to do additional acoustical engineering.
Previously reported – January 2022
The Parks & Rec Master Plan lists a number of options for this facility. The Board is requesting that the Parks & Rec committee prioritizes them and recommend what they envision the building be used for. They would like a response from the committee by the BOC’s scheduled February meeting.
Previously reported – February 2022
PRAB Chair John McEntire made the presentation. He addressed the issues as the tasker required them to do. He went through the process that they took and briefly reviewed all considerations. They focused on the potential intended use of the property. They identified and explored several options. The PRAB determined that the property is optimally located to serve as a community center recreational facility as envisioned in the Parks and Recreation Master Plan.
Previously reported – November 2022
Joel homeowner at 798 OBW talked about the condition of 796 OBW a town owned property. He had a slide presentation; the pictures are in the agenda packet. A picture is worth a thousand words, it was an effective way to show how neglected the property is and that it currently is an eyesore. He is simply requesting that the Town of Holden Beach take actions to address the deteriorating conditions there. Commissioner Kwiatkowski reminded everyone that we purchased the building and need to keep it because of noise abatement issues with the adjacent lift station. Regardless of the plans for the building, basic maintenance needs to be performed periodically. Commissioner Dyer said that we need to revisit the master plan and decide what we are doing with that building. The staff is working to get an engineering analysis for the property done. Christy said we don’t have funds allocated and it doesn’t make sense to spend any more money on the property until we decide what we are doing there. They agreed to clean it up, so it was presentable and not an eyesore without spending any significant funds. The Board asked staff to take care of any maintenance possible while the analysis is being completed .
Previously reported – December 2022
Discussion points:
- Possibly direct the Town Manager to solicit bids for painting the outside of 796
- Possibly direct the Town Manager to solicit bids to repair A/C platforms, steps and remove antenna from 796
- Discuss the possibility of requesting bids from local realtors for possibly providing weekly rental
The Board directed Town Manager Hewett to solicit bids to clean up 796 OBW. Work is to include bids for painting, HVAC platforms and back steps. They also would like to explore renting the property on a weekly basis throughout the summer until a permanent use is determined for the building.
A decision was made – Approved unanimously
Previously reported – January 2023
David Wood developed some preliminary plans based off previous discussions of uses for 796 OBW for the board’s review prior to engaging an engineer to conduct an engineering analysis of the proposed plans. The staff provided Mr. Wood with an initial round of feedback and the proposed design (attached) is in front of you for review. Request the board proceed with any recommendations for changes prior to seeking an engineer’s input.
Currently the building is designated as a water asset which would need to change if it became a recreational facility. Architect David Wood conceptual architectural drawings were presented, and he walked the Board through the proposed preliminary design plans. The Board requested some minor modifications be made to the plans. The restraining force is that there is only eleven (11) designated parking spaces on site. Without additional parking in the 800 block, see agenda item one regarding bulkheads there, that significantly reduces the options to utilize this town property. Not to mention we do not have adequate funds to implement plans at this time. They decided to put the entire project on hold for now. The plan is to delay doing the engineering report with those funds being utilized to repair and maintain the facility. They also discussed potential renovations that are necessary regardless of their decision on what they are going to do with the building. It did not seem that they could reach a consensus regarding how the short-term plans align with their long-term plans for the facility.
No decision was made – No action taken
Begin with the End in Mind
The Board needs to decide what they are doing with this property before they get started on any renovations.
Update –
Apparently they need to address that the building is a water asset vs. a recreation asset. So, at some point it needs to be reconciled which means that it would need to be purchased by BPART from the water fund. The Town Manager got quotes on external painting, carpentry, electrical and mechanical repairs to 796 OBW for a cost of approximately $50,000. Three bids were received, but they all were disqualified due to administrative deficiencies and statutory prohibitions. Bottomline is that they can’t leave the house as it is. As a bare minimum they need to address the safety issues and also need to repair and maintain the facility. The Board decided to have David approach the most responsive bidder, straighten out the paperwork and make an award that is contingent on a budget amendment. The consensus was to get more information before deciding about making it a rental property.
A decision was made – Approved unanimously
- 11. Discussion and Possible Action on Proposals Received for Sailfish Park Site-Specific Master Plan – Assistant Town Manager Ferguson
Agenda Packet – pages 126 – 132
This year’s budget included funding for a site-specific master plan for Sailfish Park. The staff sent out an RFQ which resulted in five (5) proposals. The RFQ (Attachment 1) is included in your packet. The proposals (also included) were very competitive but after review and scoring the top three consultants in order of ranking are as follows:
. 1) McGill
. 2) Sage
. 3) Bolton & Menk
Based on the idea that tourist input needs to be included in survey data, this contract should fall across budget years with some funds being spent in this fiscal year and the remainder being included in next year’s budget.
Sailfish Bolton Menk » click here
Sailfish McGill » click here
Sailfish Pinnacle » click here
Sailfish Sage » click here
Sailfish Transystem » click here
Update –
Christy reviewed the qualifications and scoring that ranked the proposals. A motion was made to have the Town Manager contact the consultant McGill and have them submit a contract proposal to us for consideration at the next scheduled meeting.
A decision was made – Approved unanimously
12. Discussion and Possible Action on Proposals for Stormwater Management & Consulting Services – Public Works Director Clemmons
Agenda Packet – pages 133 – 144
As directed by the Board of Commissioners, staff solicited qualifications from engineering firms for stormwater management and consulting services (Attachment 1). The submission deadline was January 19, 2023.
The Town received six (6) responses to the RFQ, (Attachments 2 – 7), which are included for your review. Staff reviewed the submittals for conformance to the RFQ. The responses submitted were in compliance, with the exception of The Wooten Company who did not provide proof of Certificate of Insurance as required in the RFQ.
In accordance with federal uniform guidance, staff prepared a ranking sheet (Attachment 8) for the Board’s use. If the Board makes the selection of a firm, they can direct staff to bring a contract back for consideration.
Stormwater Geosyntec » click here
Stormwater GPI » click here
Stormwater McGill » click here
Stormwater WithersRavanel » click here
Stormwater WK Dickson » click here
Stormwater Wooten » click here
Update –
A motion was made to have the Town Manager contact McGill and have them submit a contract proposal to us for consideration at the next scheduled meeting.
A decision was made – Approved (4-1)
Commissioner Kwiatkowski opposed the motion
13. Discussion and Possible Action on Proposals for Audit Services – Commissioner Kwiatkowski
Agenda Packet – pages 145 – 147
Two (2) firms were evaluated by the THB Audit Committee for their suitability to be contracted to perform external audits of the Town’s financial statements for Fiscal Years 22/23, 23/24 and 24/25. The qualifications of Martin Starnes & Associates and Sharpe Patel were measured using the RFP scoring tool developed by a previous Audit Committee.
Based upon the scoring tool evaluations, the Audit Committee recommends that the BOC’s authorize the Town Manager to contract with Sharpe Patel.
The results of the scoring tool are provided.
Audit Martin Starnes » click here
Audit Sharpe Patel » click here
Update –
Based upon the scoring tool evaluations, the Audit Committee recommended that we contract with Sharpe Patel. However, David recommended that we do not change the auditor.After some discussion, the Board chose to ignore the Audit Committee recommendation despite a 147% fee increase and a $12,000 price difference (Sharpe Patel proposed fee was $25,032 vs. Martin Starnes proposed fee was $36,975). The North Carolina Local Government Commission requires the Town to have an annual audit performed. The Town has used Martin Starnes for the past three (3) years to perform this service. They have experience working with the town and the Town is happy with the incumbent. Approval of the contract means that Martin Starnes has been selected for their fourth consecutive year, to handle our audit for the fiscal year that ends June 30th 2023. The motion was made to continue working with Martin Starnes for another year.
A decision was made – Approved (4-1)
Commissioner Kwiatkowski opposed the motion
Editor’s Note –
Martin Starnes proposed fee schedule:
2021-2022 $25,150
2022-2023 $36,975 +$11,825/147% ¯\_(ツ)_/¯ Yikes!
2023-2024 $40,675 +$3,700/110%
2024-2025 $44,745 +$4,070/110%
The protocol is to change firms every few years, traditionally we have done that after vendor has audited us for three (3) years.
14. Discussion and Possible Action on Ordinance 23-03, Ordinance Amending Holden Beach Code of Ordinances, Section 130.01 Discharge of Firearms Prohibited; Exceptions – Chief Dixon
Agenda Packet – pages 148 – 149
As discussed during the December 2022 BOC’s regular meeting, it was noted that our current discharge of a firearm ordinance was dated and provided an exception to the rule by the permission of the Chief of Police. After careful consideration by the Police Chief and review by the town attorney, the following modification to the ordinance is recommended (Attachment 1).
Staff recommends adopting Ordinance 130.01 as modified in attachment 1.
§130.01 DISCHARGE OF FIREARMS PROHIBITED; EXCEPTIONS.
It shall be unlawful for a person to shoot or project any stone, rock, shot, or other hard substance by means of a slingshot, bean shooter, air rifle, popgun, bow, or other similar contrivance, or to fire any pistol, gun, or other firearms within the town except on archery ranges, firing ranges, or in legally-established shooting galleries or ranges, or in the discharge of duty by law enforcement officers, provided that the use of firearms in the destruction of rodents, pigeons, squirrels, or similar animals or birds or reptiles that are considered to be a menace to public health or property may be permitted by special permission of the Chief of Police.
It shall be unlawful to discharge any firearm or air gun as defined by the US Bureau of Alcohol, Tobacco, Firearms and Explosives within the town limits except;
- In defense of life or property; or
- By law enforcement officers, animal control officers, or members of the armed services while acting in the performance of their duties; or
- During historic ceremonies or commemoration functions held for such purposes provided that no live ammunition shall be used or discharged; or
- When executing a state Depredation Permit issued by the NC Wildlife Resources Commission or a licensed Wildlife Control Agent, consistent with any restrictions imposed.
Ordinance 23-03 » click here
Previously reported – December 2022
Background: following a presentation by Chief Dixon to HBWPOA on police department responsibilities and general practices, he and I briefly discussed the use of firearms within municipal limits. After separately reviewing the current ordinance 130.01 ( see below) we agreed it could be improved/modernized. Chief Dixon is prepared to bring a proposal for modification to the BOC if the BOC requests it.They decided that the ordinance as currently written is out of date. The Board directed Chief Dixon to look at revising the ordinance. Jeremy will bring the revised ordinance to the February regular meeting.
A decision was made – Approved unanimously
Update –
Jeremy, after consulting with the town attorney submitted a simplified version of discharge of firearms prohibited exceptions. The motion was to accept ordinance changes as submitted.
A decision was made – Approved unanimously
15. Discussion and Possible Approval of Ordinance 23-04, An Ordinance Amending Ordinance 22-14, The Revenues and Appropriations Ordinance for Fiscal Year 2022 – 2023 (Amendment No. 11)
Agenda Packet – pages 150 – 151
This amendment is to recognize revenue from the sale of retired trucks and to allocate these funds to go towards the purchase of a new truck for the public Works Department.
The suggested motion is approval of Ordinance 23-04.
Moved funds of $7,987.50
From Revenue account #30.0383.0000 to Expense account#30.0810.7403
Ordinance 23-04 » click here
Update –
This is a housekeeping item that recognizes money received for the sale of assets.
A decision was made – Approved unanimously
16. Town Manager’s Report
Coastal Resources Commission
State coastal commission to meet in Ocean Isle Beach at Town Hall on February 23rd
David and Timbo plan to attend the meeting and will report back to the Board on any impact to Holden Beach.
They include the following:
. 1) Straw bales as sand fencing
. 2) Beach mats
. 3) Inlet Hazard Areas
. 4) Vegetation Line
Agenda items for the commission meeting include:
- Consideration of variance requests regarding an oceanfront setback and straw bales as sand fencing
- Discussion of Rules Review Commission Objections to Re-adopted Rules;
- Closed session (if necessary), as permissible under GS 143-318.11 (a)(3), to discuss Rules Review Commission Objections to Re-adopted Rules;
- Public hearings for Amendments to 15A NCAC 7B State Guidelines for Land Use Planning – Enforceable Policies; Amendments to 15A NCAC 7K .0207 & 7H .0308 Structural Accessway – Beach Mats and Amendments to 15A NCAC 7M .0600 Floating Structure Policies & 7H .0208 Piers and Docking Facilities – Floating Upweller Systems;
- Consideration of Additional Amendments & Fiscal Analysis for 15A NCAC 07H .0309 and .0310 – Inlet Hazard Areas;
- Consideration of Proposed Amendments to 15A NCAC 07H .0306; 7H .0309 and 7J .0210 – Septic Tanks Seaward of Vegetation Line;
- Online permitting system update;
- Consideration of Approval of Fiscal Analysis – 15A 7H .0305(5) – Proposed Minimum Growing Season for Planted Vegetation and Oceanfront Setback Determinations;
- Consideration of Approval of Fiscal Analysis – General Permits Time Extension.
NC Coastal Resources Commission meeting in Ocean Isle Beach draws big crowd
Several Ocean Isle Beach property owners attended a North Carolina Coastal Resources Commission meeting in the Brunswick County town on Thursday, February 23. The hot-button topic, the state proposed updates to inlet hazard area guidelines. More than 40 years ago, the state’s inlet hazard areas were established at developed inlets along the North Carolina coast. The Coastal Resources Commission meeting drew a large crowd, with many people hoping to learn more about the state’s proposed updates to the inlet hazard area guidelines. “I’m here to try to understand what they’re doing right now, with respect to the rules that are going on, that’s going to affect all of the different beaches that we have, or setbacks we have. We, as you know, –have terminal groin, here at Ocean Isle Beach. It’s been something they’ve worked for a long time, and it’s done just a phenomenal job, and so they’ve been able to see the terminal groin firsthand, and see how it’s affecting our beach, and how it’s been such a great asset the beaches at Ocean Isle Beach. I’m glad they’re here locally,” said Marty Cooke, Brunswick County Commissioner. The guidelines can impact what can be built or rebuilt on property considered an inlet hazard area. It also places rules on the size and location of buildings allowed in areas where shorelines are at risk of erosion and flooding. Several Ocean Isle Beach property owners expressing their concerns at the meeting, they’re asking the CRC to consider erosion reduction projects that have been completed since the newly proposed IHA’s were drawn, before deciding on changing inlet hazard areas. “The maps that are being proposed –2019 or older, and they don’t take into place those new projects, which would drastically reduce the amount of erosion in that area and should drastically reduce the size of the proposed inlet hazard area,” said Mark Robertson, Ocean Isle Property Owner’s Association president. “Which, as you hear earlier today, has some potential economic impact. Not just on the property owners in that hazard area, but also everybody in the municipality that pays taxes to that municipality.” A Brunswick County realtor says if approved, the new IHA’s could impact property owners, saying in another Brunswick County town, Oak Island, some of its most expensive homes are in the proposed updated inlet hazard areas. “These homes that are on the inlets on the other islands, –again reflect that. That they’re the most expensive homes, and what you’ll see is if this home is damaged at 49% or above that, –above 49% of its value in a hurricane, even a house fire would cause that home to not be re-buildable. They would have to take that insurance check and find land elsewhere to build their home on,” said Peter Key, realtor with Keller Williams Realty: Hank Troscianiec & Associates. If updated, ten of North Carolina’s 19 active inlets would be impacted by the changes. Nine of them are in Brunswick, New Hanover and Pender Counties.
Read more » click here
- Parcourse
The Town has issued a service request delineation of par course propertiesPreviously reported – January 2023
Erosion is happening in this area. Brian would like to establish baseline delineation there. The board agreed to have delineation done for that area too.
In Case You Missed It –
National Flood Insurance Program: Reauthorization
Congress must periodically renew the NFIP’s statutory authority to operate. On December 23, 2022, the President signed legislation passed by Congress that extends the National Flood Insurance Program’s (NFIP’s) authorization to September 30, 2023.
Upcoming Events –
Family Nighttime Easter Egg Hunt
The Town will hold its annual nighttime Easter Egg Hunt on Friday, April 7th beginning at 7:00 pm. Teams of four will compete against each other. Participants will need to bring their own flashlights to the event. Participants MUST register by March 17th, call 910. 842.6488 to register. Registrations will not be accepted by email.
17. Executive Session Pursuant to North Carolina General Statute 143-318.11(a)(3), To Consult with the Town Attorney
No decision was made – No action taken
General Comments –
BOC’s Meeting
The Board of Commissioners’ next Regular Meeting is scheduled on the third second Tuesday of the month, March 14th
Hurricane Season
For more information » click here.
Be prepared – have a plan!
No matter what a storm outlook is for a given year,
vigilance and preparedness is urged.
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