Lou’s Views
“Unofficial” Minutes & Comments
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BOC’s Regular Meeting 09/17/24
Board of Commissioners’ Agenda Packet click here
Audio Recording » click here
Most of the speakers were not able to attend the meeting because of the recent storm event. Therefore, due to travel and town staff operational concerns several items were removed from the agenda. The items that were removed will all be rescheduled to the next BOC’s Regular meeting in October.
1. Conflict of Interest Check
2024 Rules of Procedure for the Holden Beach Board of Commissioners
(e) Conflict Check. Immediately after the approval of the agenda, the Presiding Officer shall poll each member to disclose any potential conflicts of interest. In the event that a potential conflict is disclosed, the members will vote on a motion to allow or excuse that member with respect to the agenda item. If excused, the member may not participate in any discussion, debate, or vote with respect to the agenda item.
The Board was polled by Heather our Town Clerk. All of them declared that there was no conflict of interest with any agenda item at this meeting.
2. Public Comments on Agenda Items
There were no comments
3. Recognition from the National Weather Service that the Town is Storm Ready/Tsunami Ready – Inspections Director Evans
Agenda Packet – page 12
ISSUE/ACTION REQUESTED:
Recognition that the Town is now Storm Ready/Tsunami Ready
BACKGROUND/PURPOSE OF REQUEST:
Recognition from National Weather Service that the Town is now Storm Ready/Tsunami Ready
StormReady is an NWS program that started in 1999 to help communities with the communication and safety skills needed to save lives and property during severe weather.
The NWS Wilmington, NC Forecast Office works with local government/military officials and other community groups across southeast NC and northeast SC to help them better prepare for severe weather through education and awareness. If you’re interested in applying for the program, click here. However, even if you don’t qualify for the program you can still become a StormReady Supporter.
Tsunami Ready is a similar program that helps coastal communities minimize the risk specifically posed by tsunamis. If you’re interested in applying for this program, click here. You can also consider becoming a TsunamiReady Supporter.
Update –
Item was removed from the agenda
4. Discussion and Possible Action on the Results of the Town of Holden Beach 2024 Pavement Condition Survey – Shane Lippard, Right Angle Engineering (Public Works Director Clemmons)
Agenda Packet – page 13, plus separate packet
Pavement Condition Survey » click here
ISSUE/ ACTION REQUESTED:
Discussion and Possible Action on the Results of the Town of Holden Beach 2024 Pavement Condition Survey Update
BACKGROUND/PURPOSE OF REQUEST:
This is an update to the Pavement Condition Plan that was established in 2008. Since the plan was implemented, approximately $1.5 million in improvements have been completed. It updates the priority and pricing
TOWN MANAGER’S RECOMMENDATION:
Review and approve.
Analysis of the Results of the 2024 Pavement Condition Survey
Executive Summary
This report presents the results from a Pavement Condition Survey and analyzes the maintenance needs for the Town of Holden Beach’s street system. Right Angle Engineering, Inc. conducted a visual survey of the public (non-State maintained) streets that are maintained by the Town of Holden Beach. The results from this survey were used to determine maintenance needs and estimate their costs.Recommended maintenance activities for the street system are presented in Appendix B. A priority listing, provided in Appendix C, is based on Pavement Condition Ratings (PCR’s). The priority listing does not account for high volume or low volume streets. Streets are categorized by the Town as either low (Class A) or high (Class B) volume streets. Certain Class A or Class B streets may have higher or lower importance for the Town based upon the number of dwelling units served, commercial traffic using the street, or projected land development and traffic growth. Based on field observations, it is assumed that the streets surveyed would be considered Class A streets. We do not anticipate that there are any Class B streets maintained by the Town of Holden Beach at this time.
A. Street Inventory
The Town-maintained street system consists of approximately 12.8 miles of total paved asphalt roadway. As previously mentioned, all of the subject streets are Class A (low volume) roads. Approximately 1.6% of the streets have sidewalk along one side only, while none of the streets have sidewalks on both sides. We did not observe any streets with curb and gutters. AU of the Town-maintained paved streets have an asphalt surface.
B. Pavement Condition
The two primary distress types that require maintenance are alligator cracking and patching. Over 66% of the street system exhibits some degree of alligator cracking while approximately 6% of the system requires some asphalt patching. Some areas of light block/transverse cracking, reflective cracking, rutting, raveling, and bleeding were noted. In addition, the ride quality of some areas was observed to be slightly rough.
C. Maintenance Needs
Of the 12.8 miles of streets inspected, approximately 25% are in need of maintenance. The survey indicated a total estimated maintenance need for plant mix resurfacing of $1,021,874. This represents an average of $72,350 per mile for the entire town street system. It should be noted that this cost estimate is for pavement repair only. Additional costs can be incurred for drainage improvements, administration, utility adjustments, work zone traffic control, and other items. Please note that these costs are variable and can increase the total project cost significantly.
Summary of 2024 Pavement Condition Survey Results for the THB
A. Use of Survey Results
The Pavement Condition Survey is an objective evaluation of the amount and severity of eight types of pavement distress. The results of the survey should never be used arbitrarily. There is no substitute for in-the-field engineering judgment and experience in determining the types of maintenance activities needed. The street listings should be used as a guide for planning and scheduling maintenance activities. It is important to understand how the results were calculated before using this information.
B. Priorities
Although all recommended maintenance activities are needed right away, often there are more maintenance needs than funds available. Therefore, the types of maintenance should be prioritized. High Priority maintenance should include skin patching, short overlays, full-depth patching, crack pouring, and resurfacing of alligator cracking and rutting. Medium Priority maintenance includes resurfacing of severe block/transverse cracking, severe raveling, and severe bleeding. Low Priority maintenance should consist of resurfacing for moderate block/transverse cracking, moderate raveling, rough ride quality, and severe patching. Table 8 shown below lists these levels of priority with the anticipated cost for each level and the cost per mile for work in that priority range.
Previously reported – November 2015
Shane Lippard, Right Angle Engineering presented Streets Condition Survey report
We have a total of 12.8 paved asphalt roadways
Subject streets are Class A (low volume) roads
40% of the roads need maintenance
Total estimated costs are a whopping $1,200,000
The average cost of $93,750 per mile for the entire street system
The cost estimate is for pavement repair only, with the costs being variable
Draft report is a planning document
Surface evaluation was done rating each street and prioritizing the work that needs to be done
Recommended we address it with a ten-year game plan, budgeting accordingly, tackling it on a yearly basis
Understandably we can expect our streets to continue to degrade while costs will continue to go up
In 2015 the Board implemented a tax increase of $.010 specifically for street paving and maintenance. The penny worth of tax revenue earmarked for paving is money that is already in the budget.
Update –
Item was removed from the agenda
5. Presentation on Water and Sewer System Asset Management Plan – Green Engineering (Public Works Director Clemmons)
Agenda Packet – page 14, plus separate packets
ISSUE/ACTION REQUESTED:
Presentation on Water and Sewer System Asset Management Plan
BACKGROUND/PURPOSE OF REQUEST:
Green Engineering has completed the Water and Sewer System Asset Management Plan and is here to present the results
Asset Management Plan » click here
Asset Inventory Maps » click here
Previously reported – May 2024
ISSUE/ ACTION REQUESTED:
Presentation on Water and Sewer System Asset Management Plan
BACKGROUND/PURPOSE OF REQUEST:
Green Engineering has completed the Water and Sewer System Asset Management Plan and is here to present the results.
Executive Summary
This Asset Management Plan is developed for the Holden Beach Water System and provides the overall inventory of the assets in the system, the condition of infrastructure of the system, a look at future development through the Capital Improvements Plan (CIP), and a detailed description of the Operations and Maintenance of the existing infrastructure. The goal is to have a well-maintained and reliable water system for all customers now and in the future.
The plan has the following breakouts and direction:
- Increase the knowledge and overall understanding of the system by the Town and its users, including field staff who maintain the system daily.
- Provide overall asset listing for major items within the water system.
- Communicate and show how the assets were rated and the conditions of the assets.
- Proactively plan for replacement and upgrades to equipment before the end of infrastructure life cycles.
- Provide a management roadmap and direction for the Town’s employees and Council to plan for needed financial investment and rates for the service.
Update –
Item was removed from the agenda
6. Discussion and Possible Action on Greensboro Street Lift Station– Town Manager Hewett
. a) Terrahawk Contract
. b) Bid Tab and Recommendations of Award from Engineer
. c) Resolution 24-08 – Resolution of Tentative Award
. d) Addendum to Engineering Services Agreement
. e) Ordinance 24-12, An Ordinance Amending Ordinance 24-11, The Revenues and Appropriations Ordinance for Fiscal Year 2024 – 2025 (Amendment No. 1)
. f) Ordinance 24-13 – Capital Project Ordinance
Agenda Packet – pages 15 – 35, plus separate packet
ISSUE/ACTION REQUESTED:
Consideration and possible action on the Greensboro Street Lift Station. Included with the item are several contract documents as well as an awards resolution, a capital project budget ordinance, and an addendum to the engineering contract.
BACKGROUND/PURPOSE OF REQUEST:
After several years of attempting to accomplish the upfit to Sewer Lift Station 2, the project has been successfully bid in a favorable bid climate. There are several contract documents that are required related to procurement and these documents will need to be reviewed by the state and EPA before construction begins.
TOWN MANAGER’S RECOMMENDATION:
Recommend approval of all documents to achieve the most expeditious path forward in meeting the workplan construction timeline.
The Town of Holden Beach has invested several years in trying to achieve the upfit to Sewer Lift Station #2 located at Greensboro Street. The project was bid several times and previously was delayed based on both unacceptable bid results and a desire to obtain grant funding. The scope of work was most recently advertised for a bid opening of 8/1/24, at which time no bids were received, and a second bid opening was scheduled for 8/22/24. One bid was received from Terrahawk in the amount of $3,899,000.
The board has several documents before you that include multiple pages:
- Terrahawk Contract
- Bid Tab and Recommendation of Award from Engineer
- Award Resolution
- Addendum to Engineering Services Agreement
- Budget Amendment 24-11
- Capital Project Ordinance
The most expeditious path forward is approval of contracts and associated administrative documents (a through f above) for the project contingent on approval by the State and EPA. This will allow the town to remain on track with the project workplan for construction, Oct/November 2024 through July /August 2025. The motion should include direction for the manager to execute all documents and complete associated required administrative actions.
Bids were received and publicly read aloud on August 22, 2024 at 3:00 PM at the Town of Holden Beach Town Hall for the above referenced project. Enclosed for your review is a copy of the certified bid tabulation of the bids received. Based on the bids received, we recommend award of the contract to the low bidder as follows:
Terrahawk was the lowest bidder with a total price of $3,899,000
Lift Station #2 Contract Documents » click here
Previously reported – March 2024
Preliminary paperwork has been submitted to NC Department of Environmental Quality
Waiting to receive offer “Notice to Fund” which will require BOC’s action to accept
EPA Grant Component – $2,669.867
State Funding – $1,940,000
Cumulative Funding – $4,609.867
Previously reported – May 2024
Resolution# 24-05
Funding Offer / DEQ Project No. SRP-W-134-0021
Greensboro Street Lift Station #2 Hazard Mitigation Upgrade
Total Financial Assistance Offer: $1,900,000
Total Project Cost: $4,884,357
Previously reported – June 2024
We have finally received the go ahead in hand and are now able to bid the project. He is meeting with the project development team to move this project forward.
Previously reported – August 2024
Pre-bid conference had three (3) potentially qualified bidders
The first-round of bids had an insufficient number to proceed with the project
The second-round of bids are due on August 22nd
Depending on the bids we may require additional financing
They have taken several preliminary actions if financing is required
Best case scenario would be to award contract at the BOC’s September meeting
Construction would begin sometime in October and be completed by July in 2025
Breaking News –
Since this was the second round of bidding the Town only needed one bid which was received from Terra Hawk at $3,899,000. Based on the amount of this bid it appears the Town won’t have to get additional financing because the grant funding exceeds the construction bid.
Update –
The project has been in the works for several years, they have been unable to move forward due to unacceptable bids as well as their effort to obtain grant funding. Mr. Green joined the meeting via a teleconference in order to address any engineering concerns they might have. The Town has procured funding of $4,609,867. Terrahawk was the lowest bidder with a total price of $3,899,000. Based on the amount of this bid it appears the Town won’t have to get additional financing because the grant funding exceeds the construction bid. David recommended the approval of all of the items which are required in order to proceed. Moving forward with the project is still contingent on both the state and the EPA approval. The motion that was made was Town Manager to execute all documents and complete associated required administrative actions. This will allow the town to remain on track with the project with construction to start this fall.
A decision was made – Approved unanimously
Editor’s Note –
2018 – Sewer Station #4 / $1,958,620
2020 – Sewer Station #3 / $2,283,305 +17%
2024 – Sewer Station #2 / $3,899,000 +71%
7. Police Report – Chief Jeremy Dixon
Agenda Packet – pages 17 – 32
Police Report » click here NA
Business as usual, normal amount and type of activity for this time of year. They experienced a normal decline of activity after the Labor Day weekend.
.
Personnel announcement:
Not only did they not fill the open detective position, but an officer has also resigned
The department now has three (3) vacancies
The police department currently has only eight (8) officers of the eleven (11) they are budgeted to have.
Having the full complement of eleven (11) police officers seems to be an elusive goal.
What he did not say –
Remind everyone that we are in the most active hurricane period which is from August to October – be prepared, have a plan!
Seasonal change – Pets allowed back on the beach strand effective September 10th
- Dog’s need to be on a leash
- Owner’s need to clean up after their animals
If you know something, hear something, or see something –
call 911 and let the police deal with it.
Item was removed from the agenda
8. Inspections Department Report – Inspections Director Evans
Agenda Packet – pages 33 – 40
Inspections Report » click here NA
ACTIVE NEW HOME PERMITS = 31
OTHER ACTIVE PERMITS = 403
PERMITS ISSUED OVER $30,000 = 39
* AMOUNT INCLUDED IN ACTIVE TOTAL
PERMITS ISSUED OVER $100,000 = 7
* AMOUNT INCLUDED IN ACTIVE TOTAL
PERMITS ISSUED SUBSTANTIAL IMPROVEMENTS = 0
* AMOUNT INCLUDED IN ACTIVE TOTAL
PERMITS ISSUED WAITING PICK UP = 22
TOTAL PERMITS = 456
PERMITS IN REVIEW = 7
CAMA ISSUED = 3
ZONING ISSUED = 10
PERMITS SERVICED FOR INSPECTIONS FROM 08/13 – 09/12 = 86
TOTAL INSPECTIONS MADE = 180
Update –
Item was removed from the agenda
9. Finance Department Report – Finance Officer McRainey
Agenda Packet – pages 41 – 43
Finance Report » click here NA
Revenues to Watch
AD VALOREM TAX
FY 24 / 4,371.15
FY 25 / 8,013.76
PARKING REVENUE
FY 24 / 252,627.03
FY 25 / 277,855.90
OCCUPANCY TAX
FY 24 / 2,074,040.93
FY25 / 2,131,488.15
Revenues are looking good through August very comparable to last year.
Ad valorem consist of prior year taxes at this time.
Parking and occupancy tax revenues show a slight increase over last year.
Revenues vs. Expenditures by Fund
Three graphs were presented, with fiscal year comparisons of the following funds:
. 1) General Fund
. 2) Water/Sewer Fund
. 3) BPART Fund
BPART Fund – Beach Preservation / Access & Recreation / Tourism
BPART is a Special Revenue Fund authorized by act of the General Assembly which allows the Town to collect six cents of an Accommodations Tax for the purposes of funding beach preservation and tourism related expenses.
Update –
The Audit Committee working with Daniel modified the reports to make them more informative.
Item was removed from the agenda
10. Town Manager Report – Town Manager Hewett
Agenda Packet – pages 44 – 45
Town Manager Report » click here NA
Town Manager Hewett did not review the written text that he submitted for the agenda packet. David provided a situational report regarding the recent storm. The report included information on road flooding, road closures, pumping locations, the sewer system operational, no reported private property damage and beach strand condition. In a twist, instead of us requesting aid from the County they have requested that we help them, which we provided. Additional rain and a high tide/king tide are expected later this week which they will have to monitor. Cautioned about hazardous road conditions and expects more damage to the areas infrastructure. Trash pickup on Tuesday was cancelled and normal pickup will resume on Saturday.
Coastal Resources Commission meeting OIB mid-November
Inlet Hazard Area revisions, tracking closely
Previously reported – September 2022
Discussion of the changes Coastal Resources Commission approved last month to both the rules and Inlet Hazard Area boundaries. Commissioner Kwiatkowski was asking the staff what will be the impact on us here at Holden Beach. Timbo informed us that the boundary and vegetation line overall impact will be minimal to us.
Ocean Boulevard Bike Lanes
NCDOT cost overrun – Estimate $1,722,364: actual $1,797,424; delta $75,060.
Town’s share at 42% would be $31,525
Coordinating with DOT to review project and identify potential alternative funding to satisfy overrun
Maintenance – DOT advises that state’s standard of care is not what Town will require
Staff reviewing options for service provision: in-house versus contract for sweeping
Bike Lane Maintenance
Good news: We have a bike lane now
Bad news: We are not even doing routine maintenance of the bike lane
A significant number of locations of the bike lane have sand, gravel, rocks, and broken glass from recycling trucks. Therefore, it is unsafe especially for young and/or inexperienced bicycle riders. Not a good situation, if someone goes down they could easily slide into the traffic lane, which would have some serious negative consequences. NCDOT only provides maintenance service a few times a year. Standard protocol is for the town to take care of the bike lane with their staff. If Public Works is unable to get it done perhaps we should consider a contract with a vendor to handle routine maintenance until they are able to do it. Any lawn maintenance service with a blower should be able to take care of it in the interim. This is a safety issue that needs to be addressed, sooner rather than later.
Quinton Street Beach Access / 114 OBE
This is part of the Key Bridge Mediation Agreement
All ADA requirements have been met
Certificate of Occupancy has been issued
The facility will be open to the public upon completion of some minor punch list items
Open for business on a limited basis until access lighting refinements are complete
Ave E / Key Bridge Agreement
This is the area at the far east end of the island. They have obtained the necessary permits for ADA compliant parking, public and emergency accesses, and restroom facilities. Request for Proposal has been drafted. Anticipate construction would begin in the fall and must be completed by the March 2025 deadline.
801 OBW Access
They have made some design refinements for the Emergency and Public Access there to accommodate the adjacent properties. A CAMA permit has been applied for. We still need to build a walkway there.
ADA Self-Evaluation
The Town of Holden Beach is requesting proposals from qualified individuals and firms for consulting services related to an ADA Self-Evaluation and Transition Plan. The Town is specifically looking for firms that specialize in providing ADA consulting as a core business function.
Volunteer Appreciation Luncheon
The Town of Holden Beach will hold its annual Volunteer Appreciation Luncheon on Friday, October 25th at 11:30 a.m. Town board and committee members are invited to attend and bring a guest
What he did not say –
Stormwater Project Partnership Agreement (PPA)
Previously reported – March 2024
Town staff met with USACE Program Manager in February to develop a draft PPA. Awaiting draft PPA for about a half dozen projects for an estimated cost of two (2) million dollars. The intent is to position the Town to receive federal stormwater funding for these projects.
In Case You Missed It –
THB Newsletter (06/03/24)
Hurricane Season
June 1st is the official start to the hurricane season in the Atlantic. Would your family be prepared in the event of a hurricane? Click here to visit the Emergency Information section of our website. You will find helpful tips to implement now, before the threat of a storm. Please make sure you have your vehicle decals in place now. Do not wait! These decals are necessary for re-entry to the island in the event of an emergency situation that restricts access to the island. Click here for more information on decals.
Pets on the Beach Strand
Pets – Chapter 90 / Animals / 90.20
Effective September 10th
- Pets allowed back on the beach strand during the hours of 9:00am through 5:00pm
- Dog’s need to be on a leash
- Owner’s need to clean up after their animals
Solid Waste Pick-up Schedule –
starting October once a week
Recycling –
starting October every other week pick-up
National Flood Insurance Program: Reauthorization
Congress must periodically renew the NFIP’s statutory authority to operate. On March 22, 2024, the president signed legislation passed by Congress that extends the National Flood Insurance Program’s (NFIP’s) authorization to September 30, 2024.
News from Town of Holden Beach
The town sends out emails of events, news, agendas, notifications and emergency information. If you would like to be added to their mailing list, please go to their web site to complete your subscription to the Holden Beach E-Newsletter.
For more information » click here
Upcoming Events –
Shag Lessons / October 16th through November 20th
Barktoberfest / October 25th
Volunteer Appreciation Luncheon / October 25th
N.C. Festival by the Sea / October 26th & 27th
Monster Mash Trunk-or-Treat / October 31st
11. Discussion and Possible Action on Rules of Procedure Update – Mayor Pro Tem Myers and Commissioner Thomas
Agenda Packet – pages 55 – 56
ISSUE/ACTION REQUESTED:
Discuss & Possible action on Rules of Procedure update
BACKGROUND /PURPOSE OF REQUEST:
Revise Rule 13: Add the Mayor Pro Tern as a backup for the executive secretary on agenda preparation
Rules of Procedure » click here
Update –
The Board amended the Rules of Procedure to allow the Executive Secretary to designate another person to do agenda preparation if she is not available.
A decision was made – Approved unanimously
12. Board Review, Approve and Direct Issuance of Engineering, Design and Financial Services Request for Qualifications (HB Pier Complex) – Town Manager Hewett
Agenda Packet – pages 57 – 68
ISSUE/ACTION REQUESTED:
Board Review, Approve and Direct Issuance of Engineering, Design and Financial Services Request for Qualifications
BACKGROUND/PURPOSE OF REQUEST:
Attached Request for Qualifications (RFQ) has been drafted in accordance with formal Board tasker of 21 May 2024 and subsequently modified by consensus at the August 2024 regular Board meeting to develop for Board review prior to issuance of a RFQ necessary to select firm(s) to provide preliminary design and budgetary information in accordance with the Pier Development Plan approved by the Board of Commissioners 30 April 2024.
TOWN MANAGER’S RECOMMENDATION:
Board receive/review and issue RFQ necessary to select firm(s) to provide preliminary design and budgetary information subject to follow on negotiated services agreement per the Mini-Brooks Act.
The Town of Holden Beach (“Town”) is seeking qualified providers of Engineering, Design and Financial services to develop Level 3 estimates that will enable the Town to make repair or rebuild decisions regarding its Pier Complex located at 441 Ocean Boulevard West, Holden Beach NC.
Previously reported – May 2024
Pier Property Development Plan » click here
ISSUE/ACTION REQUESTED:
Direct Town Staff to develop an RFP to accomplish tasks 1 and 2 of the recently adopted Pier Property Development Plan. The RFP should also accomplish task 4 as it applies to the pier only. Once developed, it should be presented to the Board for approval prior to issuance.
BACKGROUND/PURPOSE OF REQUEST:
The RFP should provide preliminary design information and budgetary (class 3) cost estimates for the four (4) phases to repair the pier and the two (2) phases to replace the pier as outlined in the plan. Life cycle Operating and Maintenance costs for both pier repair and pier replacement are to be developed as well.
Task 1 –
Initiate preliminary design work for repair of the current pier from the deck (in phases similar to that outlined above), to include cost estimates for each phase and a draft Maintenance and Repair Plan with yearly cost estimates.
Task 2 –
Initiate preliminary design and cost estimates for a new wooden pier (in phases as outlined above), to include cost estimates for each phase and a draft Maintenance and Repair Plan with yearly cost estimates.
Task 3 –
Initiate preliminary land site wide conceptual design(s) that comply with PARTF requirements to include initial cost estimates for construction, operation, and maintenance.
Task 4 –
Conduct a financial/business case analysis should be performed to determine potential revenue that can offset the development costs. This should include some type of market analysis of any potential commercial/retail facilities that may be on the site.
The Board expressed their desire to move this project forward. The motion was made to have Town staff develop a Request for Proposals to accomplish tasks in the recently adopted Pier Property Development Plan. They requested that the RFP be presented to the Board for approval prior to it being distributed.
A request for proposal (RFP) is a solicitation, often made through a bidding process, by an agency or company interested in procurement of a commodity, service, or valuable asset, to potential suppliers to submit business proposals
Previously reported – August 2024
The original tasker was just for the pier not the entire pier property, The Board had asked for a Request for Proposal (RFP) but David informed them they will need to do a Request for Qualifications (RFQ) instead.
The RFP of professional services is prohibited by the Mini-Brooks Act (G.S. 143-64.31). Staff is working through a Statement of Work (SOW) which is the development of the projects requirements. Professionals responding to the RFP will be selected solely based on their qualifications and not on price. Once a firm is selected the Town will negotiate a contract for the desired services. A question was raised regarding a public/private partnership option, they were informed that they will need to decide to repair or replace the pier before they can move forward with exploring that option.
Update –
Commissioner Paarfus objected to some of the verbiage and had a number of recommendations that he wants to discuss with the other Commissioners. He directed the Town Clerk to poll the Board for their availability and to hold a Special Meeting before October 7th to discuss an Engineering, Design and Financial Services Request for Qualifications. They would like to have consensus on the RFQ so that it could be voted on at the next BOC’s Regular meeting in October.
A decision was made – Approved unanimously
13. Receive Modular Stormwater Plan for Block Q to Accommodate Grant Elements – Town Manager Hewett
Agenda Packet – pages 69 – 72
ISSUE/ACTION REQUESTED:
Receive attached modular stormwater plan for Block Q to accommodate grant elements.
BACKGROUND/PURPOSE OF REQUEST:
At the March 19th meeting of the BOC the board approved the Block Q grant to include the restroom, associated parking for the restroom, site prep, and landscaping. At the April meeting, the staff was directed to come back with a revised stormwater solution that was modular and accomplished the grant requirements
TOWN MANAGER’S RECOMMENDATION:
Recommend receipt of the stormwater plan so that staff can move forward with getting plans and specifications for the restroom from the engineer/architect and proceed with an RFP for construction.
Attached you will find the engineer’s modular plan (attachment 1) that will accomplish this project for a an estimated $10,000, which is within the existing budget.
Update –
The Board accepted the revised stormwater solution that was modular and accomplished the Block Q grant requirements. The grant is for a restroom facility, associated parking, site preparation, and landscaping.
A decision was made – Approved unanimously
14. Discussion and Possible Action on Long-Term Summer Concert Venue – Mayor Pro Tem Myers and Commissioner Thomas
Agenda Packet – page 73
ISSUE/ACTION REQUESTED:
Discuss and possible action on long term summer concert venue
BACKGROUND/PURPOSE OF REQUEST:
Previous concert venue (pavilion next to sewer station #1) was condemned and removed before the 2024 concert season
2024 concerts were held at the Bridgewater Park pavilion:
- This required closing the park on Sunday afternoons to prep the area and allow bands to set up
- Portable toilets were rented to provide bathroom facilities (park bathrooms were locked/closed during concerts)
Review Lessons Learned – feedback from town employees and concert goers
Discuss 2025 plan for concerts –
- Bridgeview park again?
- Temporary
- Rented stage somewhere else? (where)
- New pavilion? (where)
Update –
Item was removed from the agenda
15. Discussion on Possible Actions for Non-Legislative Actions to Inform the Public of Holden Beach Code of Ordinances §91.17, Concerning the Placement of Open Flame Devices – Commissioners Dyer and Paarfus
Agenda Packet – pages 74 – 75
ISSUE/ACTION REQUESTED:
Discussion on possible actions for non-legislative actions to inform the public of the Holden Beach General regulation 91.17 restriction concerning the placement of open flame devices
BACKGROUND/PURPOSE OF REQUEST:
Several residents have observed the practice of using open flame devices under houses in violation of 91.17 (attached). This usually is the result of the individual having no knowledge of the regulation’s required standoff distance. It is desirable to find an effective means of informing the public about this important safety issue., particularly because houses typically burn in 2;3 or 3’s due to proximity and environmental concerns.
§91.17 OPEN FLAME DEVICES.
Charcoal burners and other open flame devices shall not be operated on or within ten feet of combustible construction. Exception: propane fueled grills.
Update –
Item was removed from the agenda
16. Discussion and Possible Action for the Adoption of an Action Tracking Tool for Certain Fiscal Year 2024 – 2025 Board of Commissioners’ Objectives – Mayor Pro Tem Myers and Commissioner Paarfus
Agenda Packet – pages 76 – 81
ISSUE/ACTION REQUESTED:
Discussion on possible action for the adoption of an action tracking tool for certain 2024 – 2025 BOC Objectives with the initial distribution to the BOC by 8 October 2024
BACKGROUND/PURPOSE OF REQUEST:
The purpose of this request is to consider adoption of an action tracking tool for certain FY 24-25 BOC objectives (see attachments 1-3) that can he expanded, as necessary. An example of the tool is attached.
Currently, the status of several BOC objectives do not have sufficient visibility for proper oversight and/or may not be receiving the appropriate attention. Additionally, some items, while visible, do not have the basic steps clearly defined with target completion dates established, or identification of the parties who are responsible for achieving the objective. While work may be ongoing, it is not generally visible to the BOC or public unless a specific inquiry is made and may not be documented for future reference.
The purpose of the action tracking tool is to ensure that the BOC and staff do not lose sight of the objectives or their relative priorities when other issues arise. The system will also establish some expectations for progress towards satisfying the objectives, aid in identifying obstacles to progress, and allow for a shift in priorities if needed due to emerging issues.
It is recommended that the action officers update the information monthly and that it be provided to the BOC on the first Tuesday of each month (with the exception of the initial distribution). Updates are not intended to be exhaustive, but rather provide a brief synopsis of the objective’s status that highlights progress, challenges, or a change in priority.
Not all objectives need tracking. As an example, ADA compliance (Objective 1) does not require tracking as that is being aggressively pursued and is visible. Others, such as the Fire Station investigation (Objective 7), do not have a clearly defined path forward.
The following BOC Objectives are recommended for tracking action:
#2 – ADA Self-Assessment
#6 -ADA bathroom (at block Q)
#7 – Fire Station Upgrades
#8 – Improve Audio/Video for Town Meetings
#14 Block Q site plan
#18 – Update Town Website
#19 – Pier repair/replacement
#26 – Investigate vacuum bypass system.
Given that the first quarter of the current fiscal year is nearly over and that the next budget process will begin in January, it is strongly recommended that the tracking tool for these 8 initial items be adopted to support decision making and the upcoming budget process.
Update –
Item was removed from the agenda
17. Discussion and Possible Action on Encroachment Agreement for Hillside Drive Between the Town and Lost Boy Holdings LLC – Inspections Director Evans
Agenda Packet – pages 82 – 86
ISSUE/ACTION REQUESTED:
Encroachment agreement at 180 Ocean Boulevard East
BACKGROUND/PURPOSE OF REQUEST:
Encroachment agreement to allow beach accessway over abandoned Town owned property
Previously reported – September 2022
Hillside Drive no longer exists and lies below / underneath the dune pictured
Property owner requested easement for walkway across the dunes
Right is not transferable that’s why we have to do this with each new owner
Walkway would encroach on the public right-of-way owned by the Town
Town policy has been to control access
We have approved this action several times before
Action would be consistent with what we have done for others
Staff recommends approval
Update –
The property owner of 180 Ocean Boulevard East is asking for the town to approve an encroachment agreement so that he may have access to the beach strand across the portion of the dune located over the top of Hillside Drive. They need to have an encroachment agreement in place before a permit can be issued. There are several of these agreements in place along this portion of road that is now below the frontal dune. Just a formality, this has been a standard practice that has occurred many times before. The Board approved the encroachment agreement.
A decision was made – Approved unanimously
18. Discussion and Possible Action on an Amendment to the Stormwater Master Plan – Mayor Pro Tem Myers and Commissioner Thomas
Agenda Packet – page 87
ISSUE/ ACTION REQUESTED:
Discussion and possible action on an amendment to the Stormwater Master Plan
BACKGROUND/PURPOSE OF REQUEST:
At the August BOC meeting, a resolution was passed to adopt the Stormwater Master Plan. The Town is now proceeding to obtain grants and external funding to implement the plan. Once we have applied and been accepted for funding, we will likely be restricted to spending it only on the areas defined in the plan.
There are two additional areas on the island that have significant flooding issues: OBE to the east of the entrance to Dunescape, and the canal streets. We should consider adding these areas to the plan before we apply for any grants or funding that would restrict our scope to only the six identified areas.
Possible Action:
Obtain a quote from McGill and Associates to amend the plan to include these new areas.
Previously reported – June 2024
ISSUE/ACTION REQUESTED:
Discussion and Possible Action on Stormwater Master Plan Report
BACKGROUND/PURPOSE OF REQUEST:
McGill completed the Stormwater Master Plan Report and is here to present the results
Areas of Concern Analysis
○ Analyze the existing stormwater system and drainage conditions at each area of concern for the 2-year and 10-year rainfall events.
○ Identify deficiencies in the network at these locations and evaluate available alternatives to remedy flooding.
○ Develop probable estimates of construction cost
○ Provide supporting documentation to Town for US Army Corps of Engineers (USACE) Federal 5113 Environmental Infrastructure Assistance grant
Representatives from McGill Associates did a slide presentation which was not included in the agenda packet but is available with the link below. They reviewed their analysis for the six (6) areas of concern. They provided a probable construction range of cost estimate based on current construction costs with the overall cost total will be in excess of two (2) million dollars. Scenario A assumes 100% of the projected capital investment needs are funded by user fees generated by the stormwater utility. Based on the project cost of capital stormwater projects and on-going and planned maintenance for the stormwater system they recommend proceeding with implementation of Scenario A with an initial flat rate of $7.20/month for each parcel on the island. The plan is current and incorporated the additional asphalt from the Ocean Boulevard resurfacing and bike lane project in their analysis, so they don’t think it had a significant impact.
No decision was made – No action taken
The Ocean Boulevard resurfacing and bike lane project has eliminated some of the areas of concern and has created some new ones.
Previously reported – August 2024
Stormwater Master Plan Report » click here
Stormwater Master Plan Presentation » click here
ISSUE/ACTION REQUESTED:
Adoption of McGill Stormwater Master Plan
BACKGROUND/PURPOSE OF REQUEST:
The Holden Beach Board of Commissioners directed development of a town stormwater plan. McGill and Associates has prepared and delivered a report of same to the Board at its regular June meeting. The report identifies six long standing issues and potential funding strategies to implement.
RECOMMENDATION:
Approve attached Resolution 24-07 adopting the McGill Stormwater Master Plan and directing related staff actions.
Resolution 24-07 » click here
The proposed resolution is a plan to forward and address our stormwater issues. It is simply a guideline, which we can refine, prioritize, and enables us to apply for funding. David stressed the approval of this plan will allow us to move forward strategically, and that they need to adopt the plan. It’s hard to ask for grants if you don’t have a plan. The motion was made to move forward with the plan as submitted. They stated that this is not a panacea, but just our first step to address stormwater issues.
Update –
Item was removed from the agenda
19. Discussion and Possible Action on High Bid for 796 Ocean Boulevard West – Town Clerk Finnell
Agenda Packet – pages 88 – 89
ISSUE/ACTION REQUESTED:
Discussion and Possible Action on High Bid for 796 Ocean Boulevard West
BACKGROUND/PURPOSE OF REQUEST:
The Board adopted Resolution 24-06, dated June 18, 2024, authorizing sale of Town-owned property located at 796 OBW by the upset bid process in accordance with NCGS 160A-269. A final high offer in the amount of $565,000 was received from Paul Buchanan. The Board must approve the final high offer within 30 days after the final upset bid period ended (October 9th) before a sale can be closed.
If the Board would like to accept the offer, staff suggests making a motion to direct the town attorney to prepare the closing documents and the town manager to execute the documents and any follow-on actions.
Previously reported – June 2024
Discussion and Possible Action on Initial Offer to Purchase 796 Ocean Boulevard West – Town Manager Hewett
. a) Resolution 24-06, Resolution Authorizing Upset Bid Process
ISSUE/ACTION REQUESTED:
Discussion and Possible Action on Initial Offer to Purchase 796 Ocean Boulevard West
BACKGROUND/PURPOSE OF REQUEST:
The Town solicited offers to purchase town owned property at 796 OBW. One bid was received in the amount of $345,000. The next step in the upset bid process would be to adopt a resolution initiating the procedure or to reject the offer. A sample resolution is included in the case the Board desires to move forward with the process.
TOWN MANAGER’S RECOMMENDATION:
If the Board desires to move forward with the upset bid process, the resolution needs to be adopted.
Previously reported – April 2024
The Town owned home there has been advertised with initial offers in the upset bid process due on Friday
Previously reported – May 2024
The Town did not receive any responses to the initial advertisement of the upset bid offering. The plan is to advertise, and they will reassess their approach if needed when the second round is over.
Tax assessment is $669,540
Second row properties have been selling on average for 145% of tax assessment
The Town Manager explained how the upset bid process works. Basically, they need to accept this bid to set a baseline for offers and start the upset bid process. Resolution 24-06 is the document authorizing the upset bid process. The motion was made to accept the bid and the resolution so they can move ahead with the upset bid process. The Town Attorney advised the Board that they have the right to reject any and all bids at any time.
A decision was made – Approved unanimously
THB Newsletter (06/28/24)
Public Notice – Sale of Town Property
An offer of $345,000 has been submitted for the purchase of certain property owned by the Town of Holden Beach located at 796 Ocean Boulevard West in the Town of Holden Beach, North Carolina, tax parcel 246bc002.
Persons wishing to upset the offer that has been received shall submit a sealed bid with their offer to the Office of the Town Clerk, 110 Rothschild Street, Holden Beach, NC 28462 by 5:00 p.m. on July 9, 2024. At that time, the town clerk shall open the bids, if any, and the highest qualifying bid will become the new offer. If there is more than one bid in the highest amount, the first such bid received will become the new offer.
A qualifying higher bid is one that raises the existing offer by not less than ten percent (10%) of the first $1,000.00 of that offer and five percent (5%) of the remainder of that offer (the bid must be higher than $362,300). A qualifying higher bid must be accompanied by a deposit in the amount of five percent (5%) of the bid; the deposit may be made in cash, cashier’s check, or certified check. The town will return the deposit on any bid not accepted and will return the deposit on an offer subject to upset if a qualifying higher bid is received. The town will return the deposit of the final high bidder at closing. The buyer must pay cash at closing.
The Holden Beach Board of Commissioners must approve the final high offer before the sale is closed, which it will do within 30 days after the final upset bid period has passed. The town reserves the right to withdraw the property from sale at any time before the final high bid is accepted and the right to reject any and all bids at any time.
Click here to view pictures of the property. Further information may be obtained by emailing [email protected].
THB Newsletter (07/19/24)
Public Notice – Sale of Town Property
An offer of $426,000 has been submitted for the purchase of certain property owned by the Town of Holden Beach located at 796 Ocean Boulevard West in the Town of Holden Beach, North Carolina, tax parcel 246bc002.
THB Newsletter (08/02/24)
Public Notice – Sale of Town Property
An offer of $480,100 has been submitted for the purchase of certain property owned by the Town of Holden Beach located at 796 Ocean Boulevard West in the Town of Holden Beach, North Carolina, tax parcel 246bc002.
THB Newsletter (08/16/24)
Public Notice – Sale of Town Property
An offer of $520,000 has been submitted for the purchase of certain property owned by the Town of Holden Beach located at 796 Ocean Boulevard West in the Town of Holden Beach, North Carolina, tax parcel 246bc002.
THB Newsletter (08/30/24)
Public Notice – Sale of Town Property
An offer of $565,000 has been submitted for the purchase of certain property owned by the Town of Holden Beach located at 796 Ocean Boulevard West in the Town of Holden Beach, North Carolina, tax parcel 246bc002.
Update –
The Board adopted Resolution 24-06 authorizing the sale of Town-owned property located at 796 Ocean Boulevard West by the upset bid process in accordance with NCGS 160A-269. A final high offer of $565,000 for the purchase of 796 Ocean Boulevard was accepted. The motion was made to direct the town attorney and the town manager to work together to execute the documents for the sale of the property.
A decision was made – Approved (3-2)
Commissioners Smith and Dyer opposed the motion
20. Mayor’s Comments
From the Mayor’s Desk (09/10/24)
The Town of Holden Beach is declaring September 2024 as Preparedness Month to raise awareness about the importance of preparing for disasters and emergencies that could happen at any time. Click here to read the full proclamation. As mayor/emergency management director, I encourage all citizens to develop their emergency plan, build an emergency kit and communicate your plan to your household. Click here for some helpful information you can use while developing your plan. Also, make sure you have your vehicle decals in place. Decals must be displayed in the lower left-hand corner of the windshield in the event we have an evacuation. Now is the time to “Start a Conversation”. It is important to be prepared for potential emergencies, do not wait.
From the Mayor’s Desk (09/15/24)
We are now under a Tropical Storm Warning as expected. Tides are expected to be one to two feet above normal. Please remain vigilant and keep an eye on your neighbor. We will update, as necessary.
From the Mayor’s Desk (09/16/24)
Rainfall in the area is causing hazardous roads throughout the area, including the island and most of Brunswick County. The Holden Beach Bridge is open. Several of the island streets have sections with water too deep for low clearance passenger vehicles. Currently the storm is slow moving and expected to make landfall south of Holden Beach, near the South Carolina line and move inland over the next 12 – 14 hours. It is requested that travel be limited to emergencies. The Town Hall will close at noon. Updates to follow.
From the Mayor’s Desk (09/17/24)
- Island roads are open.
- Check county and state roads on the mainland before traveling.
- No trash pickup today. The next pickup will be Saturday.
- Water and sewer services are functioning island wide.
- Beach strand evaluation is currently underway.
- The Board of Commissioners’ meeting scheduled for 5:00 p.m. today is still on.
- Tomorrow, Wednesday night, King Tide will deliver unusually high tides. Remain vigilant.
General Comments –
BOC’s Meeting
The Board of Commissioners’ next Regular Meeting is scheduled on the third Tuesday of the month, October 15th
Some Brunswick County residents will be voting at a new location this year
Election Day is less than 80 days away and if you are a Brunswick County voter then you may be taking a different route to get to the polling booths this year. WWAY caught up with the director of elections of Brunswick County, Sara Lavere on Monday who said after the primary elections they reassessed some of the polling locations. They realized that some of the locations could not accommodate the number of voters and equipment, so they changed five polling locations. She is very optimistic about this change but knows it may bring some challenges. “I think that the change will make those locations have a reduced wait time. Which is paramount when we are talking about the voter experience. You know if they have to wait in line for 45 minutes to 1 hour that really is not great. I think it will lead to some confusion.” Lavere said. To help avoid some of the possible confusion Lavere suggested checking your voter registration prior to election day and if you have questions call the main source; your county board of elections. Also, if your location is affected you will get a voter verification voter card in the mail.
Shallotte (CB02)
Previous Polling Place: The Brunswick Center at Shallotte
New Polling Place: West Brunswick High School, 550 Whiteville Rd NW, Shallotte, 28470
Secession 2 (CB04)
Previous Polling Place: Holden Beach Emergency Operations Center (EOC) Building
New Polling Place: Sabbath Home Baptist Church, 990 Sabbath Home Rd, Supply, 28462
Read more » click here
Polling place in Holden Beach moved to old location
The Brunswick County Board of Elections announced on Sept. 18 that the CB04 Secession 2 polling place will be at the Holden Beach Emergency Operations Center. “Although initial plans were made to hold the election at Sabbath Home Baptist Church, we were recently informed that the venue would no longer be available for use. As a result, the polling location for Secession 2 will now return to the Holden Beach EOC, located at 1044 Sabbath Home Rd SW, Supply, 28462,” the announcement states. Affected voters have been mailed an updated voter card, and you can look up the registration details online here.
Read more » click here
The Labor Day holiday marks the unofficial end of summer.
Goodbye, tourist season!
I for one am happy to see the vacationers heading home.
(That’s right I said it …)
Strictly based on anecdotal evidence –
it felt like we were back to pre-pandemic tourist levels
It’s not like they don’t have anything to work on …
The following twenty-one (21) items are what’s In the Works/Loose Ends queue:
796 OBW Project- Accommodation/Occupancy Tax Compliance
ADA Mediation Agreement
- Beach Mat Plan
- Block Q Project
- Carolina Avenue
- Dog Park
- Fire Station Project
- Harbor Acres
- ICW/No Wake Zone Enforcement
- Inlet Hazard Areas
- Parking – 800 Block
- Pavilion Replacement
- Pier Properties Project
- Rights-of-Way
Sewer System/Lift station #2Stormwater Management Project- USACE/Coastal Storm Risk Management Study
- Water System Assessment/Water Tower
- Waste Ordinance Enforcement Policy
- Wetland Delineation/Bulkheading
The definition of loose ends is a fragment of unfinished business or a detail that is not yet settled or explained, which is the current status of these items. All of these items were started and then put on hold, and they were never put back in the queue. This Board needs to continue working on them and move these items to closure.
Hurricane Season
For more information » click here.
Be prepared – have a plan!
NOAA predicts above-normal 2024 Atlantic hurricane season
Read more » click here
Brunswick County reminds public to prepare for 2024 Atlantic hurricane season
June marks the start of the Atlantic hurricane season, which runs from June 1 through November 30, and the National Oceanic and Atmospheric Administration (NOAA) predicts that it will be an above-normal hurricane season this year. Brunswick County encourages all community members to start preparing now.
For the 2024 Atlantic hurricane season, NOAA is forecasting a range of 17 to 25 total named storms. Of those, 8 to 13 could become hurricanes, including 4 to 7 major hurricanes.
Based on 30 years of climate data collected from 1991 to 2020, NOAA found that the average Atlantic hurricane season has 14 named storms (winds of 39 mph or higher), 7 hurricanes (winds of 74 mph or higher), and 3 major hurricanes (category 3, 4, or 5; with winds of 111 mph or higher).
“Many people move to Brunswick County who have never experienced a hurricane before,” Brunswick County Emergency Management Director David McIntire said. “Living in our coastal region comes with the risk of life-threatening weather events such as hurricanes. We urge all our residents and visitors to stay prepared, stay informed, and stay ready.”
Ways to Prepare for Hurricane Season
- Make a plan. Create and practice a family emergency plan that includes all members of your household and pets. Discuss who your emergency contacts are, your evacuation route, shelter plan, forms of identification for your pets and animals, how you will receive emergency alerts, where you will store important documents, and what you will put in your emergency supply kit.
- Build a kit. An emergency kit is vital for your survival in situations where help might not be easily accessible due to power outages and road damage. When preparing an emergency kit, it is recommended to prepare three to seven days-worth of medicine, water, and non-perishable food for each person and pet in your home.
- The North Carolina Cooperative Extension – Brunswick County Center has prepared a hurricane cookbook and a Hurricane Meal Kits program to help individuals and families prepare nutritious meals ahead of an emergency.
- Stay informed. Sign up for ReadyBrunswick emergency notifications, subscribe to the County’s email list, sign up for the Access and Functional Needs Registry, and follow Brunswick County and the National Weather Services (NWS) on social media.
- Know your zone. Visit the North Carolina Department of Public Safety’s Know Your Zone webpage to view the area’s most at risk of storm surges and flooding in Brunswick County. Local officials use the zones to determine which areas should be evacuated in case of an emergency.
- Know the terms. A Hurricane Watch indicates hurricane conditions are possible. A Hurricane Warning indicates hurricane conditions are expected.
- Check your insurance. Before an emergency strikes, review your insurance policies to ensure your property is covered for any flooding or natural disasters that could occur. Flood insurance, which is not normally part of homeowner’s insurance policies, is encouraged for North Carolina residents.
For more hurricane preparedness tips from Brunswick County, visit brunswickcountync.gov/hurricanes.
Find information on emergency planning and hurricane safety online at ReadyNC.gov or Ready.gov.
View updates from the National Hurricane Center, a real-time emergency weather map, and additional online resources at nhc.noaa.gov.
Read more » click here
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Lou’s Views . HBPOIN
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