TOWN OF OCEAN ISLE BEACH
THREE WEST THIRD STREET
OCEAN ISLE BEACH, NC 28469
APRIL 4, 2006
Budget Retreat
MINUTES
MEMBERS PRESENT:
Mayor Debbie Smith Mayor Pro Tem C.D. Blythe
Commissioner Richard Donovan Commissioner D.B. Grantham
Commissioner Dean Walters Commissioner Suzie Wooten
Daisy Ivey, Town Administrator Larry Sellers, Asst. Town Administrator
Chief Curtiss Pritchard
OTHERS PRESENT:
Larry Cook, Building Inspections Justin Whiteside, CAMA/Planning/Zoning
Wendy Pittman, Deputy Clerk
MEETING CALLED TO ORDER:
Mayor Smith called the budget retreat to order. Mayor Smith stated that the purpose of the meeting was to begin reviewing the proposed budget for fiscal year 2006-2007. Upon a motion by Commissioner Dean Walters, with a second by Commissioner C.D. Blythe, the agenda was unanimously approved.
REVIEW OF GOALS AND PRIORITIES
Mrs. Ivey reviewed Town Council goals for 2005-2006 which included the beach renourishment project, plans for dredging of the natural and concrete canals through the special tax district, plan for expansion and upgrade of the Town’s water and sewer system and an update of the Town’s Land Use Plan in conjunction with State requirements.
FINANCIAL STATUS
Mrs. Ivey provided a review of the financial status of the Town as of March 31, 2006 for all funds. Mrs. Ivey reviewed the Town’s fund balance and explained the Local Government Commission (LGC) recommendation that the unappropriated fund balance in the General Fund equal at least eight percent of the appropriations of the fund. Mrs. Ivey stated that recent studies indicate Towns should strive to maintain at least ten percent unappropriated fund balances. Mrs. Ivey reported that at the end of Fiscal Year 2005, the unreserved fund balance for the General Fund was twenty-eight percent of the total general fund expenditure for the fiscal year or twenty percent above the amount required by the LGC.
PRESENTATIONS BY DEPARTMENT HEADS-POLICE DEPARTMENT
Chief Curtis Pritchard stated that the Police Department is currently staffed by twelve full time officers and three additional beach patrol officers in the summer. Chief Pritchard reviewed the calls for service during the past fiscal year, which included a total
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of 3,831 calls. Chief Pritchard reported that some of the Police Department accomplishments for Fiscal Year 2005-06 included the equipping of a fifth vehicle with a mobile display terminal provided by the ABC Board, securing of “E-Citation Technology” software through a State grant, the purchase of two shotguns through a private donation and the arrest of Laurice Milton Raynor for the kidnapping and sexual assault of two females in 2001. Chief Pritchard stated that the Police Department’s fleet currently includes eleven patrol vehicles. Chief Pritchard requested that the Board budget for one new police vehicle, a match to the GHSP Grant for two officers for a three year period and a match for a body armor grant .
BUILDING INSPECTION DEPARTMENT
Mr. Larry Cook stated that the purpose of the Building Inspections Department was to ensure compliance with North Carolina Building Codes and to provide minimum standards to provide safety for the general public, owners and occupants of commercial and residential structures. Mr. Cook stated that the Building Department staff currently includes three office employees and one building inspector. Mr. Cook stated that during the 2005-2006 fiscal year, Probationary Level III plumbing and mechanical certificates were obtained and staff updated the required flood damage prevention ordinance. Mr. Cook stated that the Building Department was requesting funds for training two assistant building inspectors. Mr. Cook stated that during Fiscal Year 2006-2007, the Building Department plans to implement commercial and residential building permit checklists, train two assistant building inspectors and educate the public and general contractors on the new flood maps and flood ordinance.
PLANNING AND ZONING
Mr. Justin Whiteside stated that the purpose of the Planning Department was to ensure desirable growth within the Town’s jurisdiction, enforce the code of ordinances, review and permit zoning applications and issue zoning violations. Mr. Whiteside stated thatt 8e Planning Department issued a total of 142 CAMA applications during the 2005 calendar year, updated the subdivision ordinance and required flood damage prevention ordinance and established a bulkhead repair policy. Mr. Whiteside requested that the Board consider the addition of a new secretary for the Planning Department, purchase or lease of a large format copier and color copier,the purchase of GIS extensions and AutoCAD software. Mr. Whiteside stated that goals for the upcoming year include updating the current GIS data and creation of new data, completion of the zoning ordinance update, update of the Land Use Plan, implementation of on-line subdivision, zoning and flood map program, and the cross training of Planning and Building Inspections employees.
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WASTEWATER DEPARTMENT
Mr. Larry Sellers stated that the Town’s Wastewater Department is dedicated to the collection and treatment of the Town’s wastewater in a proper manner that does not damage our environment. Mr. Sellers stated that this task is accomplished by five dedicated employees. Mr. Sellers stated that during the previous fiscal year new spray field operations on eighty six acres were completed and automatic valves for the eleven acre water pond were also installed. Mr. Sellers stated that other accomplishments included plans for a SCADA system which will control spray fields and alarms at the sewer plant, implementation of a grease ordinance for restaurants, and the completion of the Collection System Permit from the State. Mr. Sellers stated that the Wastewater Treatment Plant requests for the upcoming fiscal year include a new tractor and four wheeler for the spray fields, implementation of the SCADA system, hydraulic pump and tank for influent trash press. Mr. Sellers stated that the Wastewater Collection System is requesting their budget to include replacement of air valves on the sewer force main, implementation of SCADA system, back-up pump for E-1 station, new service truck and a new pump for W-1 pump station.
WATER DEPARTMENT
Mr. Sellers stated that the Water Department strives to maintain the Town’s water system in a way that provides adequate and safe drinking water for the public. Mr. Sellers stated that this task is accomplished by the work of three dedicated employees. Mr. Sellers stated that some of the Water Department accomplishments during the past fiscal year include the installation of 150 water taps and servicing of 155 fire hydrants. Mr. Sellers stated that the Water Department request a new service truck, backhoe and mud hog pump.
STREET DEPARTMENT
Mr. Sellers reported that the Street Department takes pride in giving the Town an attractive appearance. Mr. Sellers stated that the Street Department includes five dedicated employees. Mr. Sellers stated that some of the accomplishments of the Street Department in the past fiscal year include the continued upgrade of the beautification project on the Causeway, maintenance of the beach strand, accesses and parking areas, feral cat trapping program and the maintenance of the airport. Mr. Sellers stated that the Street Department was requesting a small vacuum machine and small tractor with a front loader.
MOSQUITO DEPARTMENT
Mr. Sellers stated that Mr. Gatha McKeithan is responsible for the Town’s operation of the Mosquito Department and that half of this Department’s budget is provided through a State grant.
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ADMINISTRATION DEPARTMENT
Mrs. Ivey stated that during the fiscal year of 2005-2006, the Administration Department implemented a certification sheet for use by attorneys during real estate closings, developed a “personalized” personnel policy and benefits manual for distribution to all employees, developed a door hanger and verbal communication system for notification of property owners in the event water is scheduled to be turned off, developed a new format for agenda packets and revised the Emergency Response Plan and new brochure. Mrs. Ivey stated that the Administration Department is requesting the following items be included in the upcoming budget: new software program to include centralized collection, hand held meter reading devices, burster machine for new billing systems, new color copier lease and a new vehicle.
OVERVIEW OF COUNCIL STAFF TOPIC DISCUSSION
The Board and staff discussed the Town’s stormwater project and was provided an update on the phases of the project by Mr. Sellers. The implementation of a stormwater utility fee was also discussed. Needs of the Recreation Center were discussed including the scheduled summer activities and the Recreation Advisory Board’s request for the purchase of enclosures for the deck area which would extend the use of the facility into the cooler months. The Board discussed the need for relocation of Town Facilities including the Town Hall, Police Department, Utilities Department and ABC Store. Mr. Sellers discussed future needs for sewer expansion and provided an update on the water and sewer rates. Other items discussed included the proposal of a traffic circle, additional public parking areas and beach accesses, annexation, increasing of the accommodation tax, appearance standards for construction sites and existing community establishments, erosion issues and dredging.
With no additional comment heard, Mayor Smith adjourned the budget workshop upon a motion by Commissioner Blythe with a second by Commissioner Wooten.
DATED:______________________ SIGNED:________________________
Debbie Smith, Mayor
(SEAL)
ATTEST:______________________________
Wendy Pittman, Deputy Town Clerk