Board of Aldermen Regular Meeting Wednesday, February 7, 2024 MINUTES  The Town ofNorth Topsail Beach Board of Aldermen held its regular meeting on February 7, 2024.Ac quorum oft the board was present. The Town Attorney was: not in attendance. Board. members present: Mayor Joann McDermon, Mayor Pro Tem Mike Benson, Aldermen  Connie Pletl, Richard Grant, Tom Leonard and Laura Olszewski.  Board members absent: None  Staff present: Town Manager. Alice Derian, IT Director Ricky Schwisow, Police ChiefWilliam Younginer, Fire ChiefChad Soward, Public Works Supervisor. Al Cablay and Interim Town Clerk  Nancy Avery. Call too order  Mayor McDermon called the meeting to order at 11:00 am. Alderman Leonard gave the  invocation and led in the Pledge ofAllegiance.  Approval of Agenda Attorney is not at the meeting.  Mayor McDermon stated the Closed Session needs to be removed from the agenda as the Town Motion - Mayor Pro Tem Benson motioned to adopt the agenda with the removal oft the Closed  Session; seconded by Alderman Olszewski; unanimously approved.  Manager's report Beach Projects:  Phase 5 work continues, and the contractor has been back to placing normal volumes and averaging 15,000 CY's per week since mid-January and is working Monday through Saturday. There was a temporary slowdown with progress that the contractor reported with the 421-sand production being slower than normal due to delayed expansion permitting. The slowed production ofl beach compatible sand has affected progress; however, it is the Town's expectation that the contractor completes the project by the end of the current environmental permitting window which ends on April 30th. As schedule is pending from the contractor to schedule the remainder ofthel Phase 1 Irequested a survey to be completed by the engineers following the back-to-back recent  project for this environmental window.  storms. Fran is here to present today and discuss recommendations.  Fire Station No. 2:  Work continues on the Fire Station Project Financing and Construction as planned. Since the last meeting, all tasks related to financing and preparation of construction documents have been completed. Thej preliminary "abstract" schedule with the contractor thatI  reviewed with the architect is as follows:  1    Contract reviewed/signed, bonds and insurance the week of] Feb 7th  Preconstruction meeting Feb. 28th Jobsite set up March 15th Demolition start March 25lh  FY2024-2025 Budget:  The proposed budget calendar has been provided to the Board and attached to my report. The Finance Director and Ih held budget meetings throughout January with the Department Heads reviewing their requested budget, to assess departmental needs and to Budget workshops are scheduled for February 21st and February 22nd as well as March 13th and March 14th from 8:30am to 4:30 pm. Each department will present to the Board to1 review needs and requests. The Board will then review a draft budget document and complete ai review of Capital improvements and discuss prioritization of needs VS available funds and solicit innovative ideas or services to include. Thel Public Hearing will bel held on April 3rd at the regularly scheduled BOAI meeting. Budget / Ordinance adoption will be! held on May 1st at the regularly scheduled BOA  review capital improvement requests.  meeting.  Consensus- Board ofAldermen agreed on the proposed budget calendar as presented. Consensus - Department Heads to be proactive in updating the Capital Improvement Projects  Five Year Plan as part of budget sessions.  Grants:  Recently, the N.C. Emergency Management announced they were accepting applications for grants funded through the 2023. Appropriations Act, the Emergency Management Disaster Reliefand Mitigation Fund. In January, I worked on preparing a grant application for two storm water projects that were deemed a high priority. The two critical areas chosen for immediate improvement are Island Drive near the South Fire Station and the other on. New River Inlet Road at] Richard Peters Park. Is submitted an application on January 26th to the N.C. Department of] Public Safety for $1,261,607.06. Iincluded $230,000 to complete engineering and obtaining permits, similar to what was submitted for the LASSI application, but re-worked it to include aj probable cost of construction. The $1.2 M requested includes a 5% inflation increase for construction as well. This grant is 100% funded with no cost share and paid on a reimbursement basis. The target date for applicant notifications is April 2024. Thank you to the Ocean City Citizen's Council and David Smitherman, County Manager for providing letters of  support for these projects that Iincluded with the application.  Beach Vitex:  funded  The announcement was made in January that the coastal storm recovery fund was by the N.C. General Assembly, which allocated $10M to the Division ofWater. Resources Coastal Storm Damage Mitigation Fund. The deadline to submit an application is March gth. This is a cost: share grant. Thisi is an initiative that we budgeted for last year; however, paused to wait for these grant funds to become available with the intent we  2    would submit a joint application for North Topsail Beach, Surf City and Topsail. Imet with the other Town Managers along with Coastal Transplants and we asked for updated cost estimates. We will need toj plan: for a 5% increase, which is based on the increase in the chemical cost and the growth oft the vitex from the original survey period. There were 26 sites identified in North Topsail Beach. Updated costs that I have received is $227,640 for the first year of treatment. Estimate for year two (2) oftreatment is $71,820, and year three (3)i is anticipated to be $50,400 and year four (4) and five (5)is During our call, I requested details on the 26 sites identified. There are some: sites that are more: inundated with vitex that may require a different/hybrid approach. Ordinarily, they would not go in and re-plant until the chemical treatments are completed; however, with areas that are widespread, we would likely need to do some type of re-planting to ensure we are not compromising the dune system. Direction is pending from the town attorneys regarding easements or aj property owner acknowledgement. Included on today's Agenda for consideration is an Ordinance to prohibit anyone from planting or maintaining beach vitex. This will assist with and be included in ourj joint  anticipated to be $26,250 each.  grant application. Surf City currently has an Ordinance inj place.  Mayor McDermon asked ifthe' Town has educational material available on Beach Vitex. Town Manager. Derian replied that Coastal Transplants is preparing information and we will post Mayor Pro Tem Benson asked if the grant application process amongst the three towns has been Town Manager Derian said the intent is between the three towns that we submit onej joint application and we have emailed a few times to the state making sure that that is acceptable to them. We have not gotten anything back that says that we cannot submit it as one application sO at this point because there is a very tight turnaround on this, of course. We are moving forward Alderman Grant said it is almost worthless to do it piece by piece and not do the whole island. It has to be coordinated with everyone here. When he talks to people there is confusion over what are beach plants and what is vitex. Mayor. Pro Tem Benson has made presentations before about Manager Derian said that is why we are really trying to work together on this. We budgeted last year and could have moved forward, but it made more sense to wait for that grant funding to be opened up again and have the other two towns be onboard. If we treated it and they did not we Open 1.1 Megan Forum Scheibner, 2364 New River Inlet Road, stated she is al homeowner and more importantly a full-time resident at that address. She wants to know what the Town's plan is going forward to deal with the Town's sandbags that are destroyed outside her home and causing a hazard. Many have no sand in them. They are full of giant shards of glass and metal and they are  it on the website when it is received.  clarified.  with the understanding oft the intent of one application.  the difference in the root system.  would not receive the same benefits.  3    wrapping around the support beams ofher home. They are a danger to! her and her grandchildren, visitors and dogs. When she called the Town last about the ones wrapped around the support, she was told that might be helpful to her home or that she could take care ofit herself. To be quite honest, the disaster that is out there is well beyond the scope ofal homeowner. They are not her sandbags but she is being asked to take care of them. She wants tol know what the plan is going 2. Patrick Hayes, 2342 New River Inlet Road, said he is also concerned about the condition of the beach. He understands there is a Revetment Committee however that committee has not met since November of2 2022. He implored the Board to do everything within its power to encourage that committee to begin meeting on ai regular schedule and to publish that schedule sO that homeowners have the opportunity to engage with them and be involved in moving this issue with sandbags and revetment forward and also to ask the Town to do: reasonable and timely maintenance ofthe condition oft the bags outside ofthe repairs dictated in the settlement. He believes that the Town has a due diligence to. maintain the revetment to a standard pending the outcome oft the settlement and a timeline for repair oft the bags. The Town has a duty pending the outcome of the settlement. Allowing it to continue to deteriorate further while we are waiting for that process to work through ends up costing both the Town and the homeowners more money. In the four years he! has owned his home he has gone from having three layers oft bags outside ofhis house to having one. We are down to the base layer. The remains of the other bags are causing a safety hazard to people He has personally rescued three pelicans entrapped ini remains of bags. 3. Steve Scheibner, 2364 New River Inlet Road, said he is a homeowner at this address. He said ith has been six plus years since the revetment settlement was agreed to. He inherited this by proxy because he bought al house that was part oft the original revetment plaintiff side oft the thing. We are: not allowed to speak on it because we are: not part of the original plaintiffs sO we are between ai rock and a hard place. He has talked with the plaintiffs, newer plaintiffs, town staff and other folks ini town. The conversation quickly descends into a finger pointing blame assessing episode and it has come to a screeching halt. There are no revetment committee meetings scheduled. The last one was fifteen months ago and was also a finger pointing blame assessing and when you talk to either side, they have plenty oft blame for the other side. He thinks from the onset that some person needed to be set in charge ofbeing the facilitator or manager or whatever name you give it to see this settlement over the finish line. He volunteered to do this at no charge. He has experience in this area. He has taught fortune five. hundred companies in a course that he wrote on proactive problem solving and hel has worked as a facilitator. Hel has a horse in the race. Every day that goes by the money that was set aside dwindles in comparison to the number of sandbags we would get. His house isi in peril. Ifnot, Mayor McDermon said ifthe home you bought paid into the fees, you are allowed to speak. She was int the last sandbag settlement meeting and there was: not any finger pointing. She thought it was aj productive meeting. There were follow-ups that were discussed that still have not come back to the Board. The way this works is the litigants are supposed tol have folks on their committee. and we have some from our Town Board and stafft that meet. She does not! know who is on the litigant committee anymore. The plan that was presented to the Board did not have  forward.  The Town has quite an environmental disaster on its hands.  give that authorization to somebody to see that over the: finish line.  4    sandbags further than the beach club sO there are homes that are in this same situation that stretch from the inlet all the way to Topsail Reef. She does not think it is fair tol have taken money from these litigants and they are not getting any sandbags. She requested the attorney for the litigants that was there and Ms. Witford to communicate this information to them. She has not heard another word since then. That attorney told Ms. Witford not to volunteer to communicate that information. This Board is in a position to approve the proposals that come from the engineers to Alderman Leonard said he was on the Board when the project and revetment was done. The settlement has specific tasks required of the plaintiffs. One was an engineer was to bei found. He agrees something needs tol be done. The Town Attorney is not present sO we should not be talking about a legal matter without him. He proposed expediently calling ai meeting oft the Revetment Mayor Pro Tem Benson said the problem is the engineer would never provide a waiver for Alderman Grant said nothing can be done without permits. We are going to take the ball in our hands as a Town and fix the beach. Ifthose things play out and they are additive that is fine. He is not willing to wait for the revetment lawyers to get together. We assume wel have to fix the Mayor McDermon stated the best path forward is to get a meeting on the books. Get the names toAlice (Town Manager) with who needs or wants to be there. The attorneys will need to be Alderman Pletl said she agrees there needs to be a meeting and get this ball rolling again. She Motion - Alderman Olszewski motioned to schedule a Revetment Committee meeting through Manager Derian clarified that she will not schedule ai meeting until she gets a list ofc contacts. 4. Hannah McCloud, 18351 New River Inlet Road, stated she did not see a crosswalk for the county beach access # 1 on the list ofcrosswalks. There is parking on the sound side oft the street and a curve where itis 35: miles per hour there. She asked the Board to add this area to the list of Mayor Pro Tem Benson stated he did request that area be considered in the last Board meeting. She said as ai member oft the Planning Board it would have been professional for the Board to contact Planning Board members for theiri input on a common date for the meeting. She believes having the meeting on the day after your Board meeting is going to cause delays in any kind of  move the project forward.  Committee to get going, He agrees we have to fix this.  something that does not exist.  beach and not just there and move forward.  there because the Town is still bound by what was agreed on.  has al lot ofe environmental concerns.  the Town Manager; seconded by Alderman Pletl; unanimously approve.  crosswalks for review.  response from the Planning Board. Please take that into consideration.  5    Public Presentations and Hearings  A. Public Hearing - Application from Seaview Fishing Pier  seconded by  Motion - Alderman Leonard motioned to open the Public Hearing at 11:40 am;  Alderman Pletl; unanimously approved. Planning Director Hill stated:  Applicant requests review and approval of plans for minor modifications ofa restroom addition (15.5'x28") and an uncovered deck (6 x 6) attached to the existing variety store and restaurant commercial building (51' x3 34') at Seaview Fishing Pier located at Thel Building Inspector has reviewed the preliminary engineered building plans for the proposed addition to Seaview Pier. The plans appear to meet the requirements oft the There may bei minor changes related to existing features of the structure that will be examined by the Fire Chiefand myself once construction oft this addition begins. These changes may include additional "Exit" signs or relocation of existing exit signs, width of open travel distance to exits and other life/safety issues to the existing structure that will be resolved at that time. None of these issues affect the proposed addition and are typical when adding to an existing commercial structure. The Fire Marshall recommends that the emergency light above the exit door be moved to the center of the wall across from the bathroom doors due to not knowing what was going to be stored orl how it would be stored in the storage room. A fire extinguisher will need to be mounted in the hallway. Periodic walk throughs will transpire while construction progresses. Thel Police Chiefh has reviewed plans and has no objections to proposal. The Public Works Director recommends that the asphalt connection tol New River Inlet On. January 11,2024, the Planning Board reviewed and recommended that the Board of Aldermen conduct al Public Hearing on February 7,2024, at 11:00 a.m. to: review and approve the development plan as indicated in the attachments 1-7 with the condition that the applicant and staff coordinate withl NCDOT to address the driveway entrance. Since that time, NCDOT: responded that no revision to the driveway is needed. Staffi recommends approval of plans for minor modifications of a restroom addition and an Alderman Olszewski asked if there would be any impact to the south side ofthe building. Planning Director Hill responded that is part of the engineer's plan tol look at that.  124 Fishing Pier Lane (Tax Map # 774F-98), zoned B-2 Business.  20181 North Carolina State Building Code  Road be repaired  uncovered deck withi no conditions as submitted.  Alderman Grant asked ifi repair of the driveway is a condition. Planning Director Hill said it is not a condition.  Alderman Leonard said the driveway needs something more than spreading gravel because the  gravel spreads. He would like to see the owner do ai more permanent repair.  6    Applicant Greg Ludlum stated he gets water from the banked roadway. There is no ditch and the property is located in a low spot. He cannot fix it. He would like to because he ist tired of putting Mayor McDermon asked if anyone wished to speak at the Public Hearing. No one wished to Motion - Alderman Leonard motioned to close the Public Hearing at 11:55 pm; seconded by Motion - Alderman Pletl motioned to approve the plans from Seaview Fishing Pier as presented;  out gravel. speak.  Alderman Olszewski; unanimously approved.  seconded by Alderman Leonard; unanimously approved  B. Coastal engineer update Engineer Fran Way stated:  Phase 5 work is ongoing and we are working on Saturdays.  Phase 1 had some nourishment last year and a Corps project. AI lot of the material has moved on. We plan to place 20,000 cubic yards here this winter. The Town has headroom toj put more: material than the 20,000 cubic yards that it is planning for this winter Winter has caused erosion. Itis a classic winter verses summer dynamic with movement from the upper to the lower beach. In July, the beach does recover from this. We havel had Phase 5: is continuing. There was an initial slow down but they are catching up now and running at the anticipated rate. Delays may affect the environmental buffer, but we! hope Phase 4 we plan to start in April. This is a two -1 three-week project to place 20,000 cubic The New River Inlet Management Plan Environmental Impact Study (EIS) is under development. He is working with Dial Cordy who is communicating with the Corps of  the highest water levels we. have seen in decades. toi finish early April and begin Phase 4.  yards this winter.  Engineers on their input.  C. Recent beach survey results and recommendations There are some escarpments. Options for this are:  Engineer Way said:  Sand scraping which the Town has permitting to do. The beach will normally Phase I permit allows room toj place more sand. Iti is permitted for 75,000 cubic  recover. Phases I and II are the most impacted. yards with 20,000 cubic yards planned for placement  Engineer Way stated most oft these options would not happen until next season as we have to do the bidding process, There are some contractors that can do the work in the next couple of  months.  Discussion highlights: (Benson)  There is at third option which is to build up the dune at the north end which is half gone.  7    Ithas to bei in writing to the contractor to make sure he lives up to the schedule.Iam concerned 50,000 cubic yards is $2 million dollars. We would have toj pay for it up front with no outside money. The Thirty-Year Beach Plan funding options go out the Ist there anything your recommend that can be done in this environmental window? Ifwe did place more sand, where would we place it? (McDermon) The engineer is talking about critical work now, not the Beach Plan. (McDermon) The Vitex grant is also open for beach projects as well and we can submit multiple  window.(Grant). (Derian)  applications. (Derian)  CSDM grant window closes March gth.(Benson) The grant will not be due for the next couple ofmonths. (Derian) Iwill not approve sand scraping. Iti isa a colossal waste oft time and a disruption to the coastline and waste of taxpayer money. (Leonard) Sand scraping is cosmetic only and does more. harm than good. (Plet!) We need an estimated cost of adding additional sand and aj proposed location from the  engineer. (McDermon) Budget season is coming up. (Grant)  The grant route would not be getting something done this year. (Derian) Iss someone supervising the Phase 5 truck haul? (Leonard)  Both Engineer Way and Gibson replied that they have someone monitoring the work for Phase 5 Consensus - Engineer Fran Way toj provide cost and location for placement of additional sand in  truck haul project and reporting daily to the Town Manger. Phase It to Town Manager for consideration at budget meetings.  Consent Agenda Consent Agenda items:  Minutes from January 2, 2024, meeting Fire Station No. 2 Capital Project Ordinance Surplus items for disposition Olszewski; unanimously approved. Continuing Business A. BISAC update Chair Strother stated:  Motion -4 Alderman Pletl motioned to adopt the Consent Agenda; seconded by Alderman  reviewed  At the last meeting oft the committee on January 16hh, they heard the manager's update, revised rules for reappointment, adopted the 2024 Meeting Schedule, discussed CSDM projects, discussed the proposed Five-Year. Action Plan and Thirty-Year Beach Plan.  B. Five- and' Thirty-Year Beach Plan Engineer Gibson stated:  The long-term goal is for the entire beach from the town line tol New River Inlet There are areas that have not had anything done to them since 2002  8    The strategy over the next few years is to: finish Reaches 2 and 3, rebuild Reach 1 and The term 'Phases' has been used to indicate areas. This plan uses the term "Reaches' to provide ai more, geographical view. We want to move away from using the term 'phases'  move: forward to using 'reaches'. The goals ofthe plan are:  within Years 5  Provide nourishment and shoreline stabilization townwide Have entire town meet "engineered beach" criteria for FEMA Make as many properties CAMA setback conforming as possible Implement long term (30 Year) plan with appropriate funding resources Implement proactive construction/beach management practices  Maintain a fiscally responsible program is $13 million dollars' worth of damage county wide FEMA and the State require a long-term plan for funding requests  For an engineered beach designation, the threshold to qualify for PEMAreimbursement The plan recommends a temporary terminal groin ini the form ofa sheet pile to hold sand from going back into the inlet because the north end will not hold sand. Iti is similar to a terminal groin, but is removable and recyclable and has a five-year life cycle  The plan' s design schedule is:  30-year concept plan - Dec. 2023  Stand-alone permit for Reaches 1,2& 3 (DA143) - Dec. 2023 - Nov. 2024 Long term sand source development - Jan. 2024- Dec. 2024 Finalization of30-year plan, including permit -] Dec. 2025 Upon completion of Reaches 1,2,&3i in Fiscal Year 26 entire Town will be an  engineered beach. FY-24 FY-25 Environmental analysis Permitting/ grant applications TOTAL  Non construction expenses over: fiscal years 2024 and 2025 are: Surveys & Geotechnical analysis ofDA143 Engineering/ design ofborrow area & beach fill $150,000  $300,000 $75,000 $150,000 $675,000  The plan assumes no major storm events Funding opportunities are:  9    FY  AV&ROT  Sales &Park  Grants  FDALoan Prolect Expenses Balance  Notes  17,800,000  2024 $ 3,200,000 $ 1,000,000 $ 8,300,000 2025 $ 3,200,000 $ 1,000,000 2027 $ 3,200,000 $ 1,000,000 2028 $ 3,200,000 $ 1,000,000 2030 2031 $ 3,200,000 $ 1,000,000 2032 $ 3,200,000 2033 $ 3,200,000 $ 1,000,000 $ 12,000,000 2034 $ 3,200,000 $ 1,000,000 2035 $ 3,200,000 $ 1,000,000 2036 $ 3,200,000 $ 1,000,000 $ 825,000 2037 $ 3,200,000 $ 1,000,000 $ 12,000,000 2038 $ 3,200,000 $ 1,000,000 $ 825,000 2039 $ 3,200,000 $ 1,000,000 $ 825,000 2040 $ 3,200,000 $ 1,000,000 $ 825,000 2042 $ 3,200,000 $ 1,000,000 $ 12,050,000  $ 8,300,000 $ 22,000,000 Reach5 $ 11,500,000 I$ 14,700,000 Reach4 2,000,000 $ 500,000 7,975,000 3 2,000,000 $ 5,000,000 5,175,000 Terminal Groin Armoring  2026 $ 3,200,000 $ 1,000,000 $ 25,875,000 $ 2,000,000 $ 36,500,000 $ 6,275,000 Reach 1,2,3DA143 2029 $ 3,200,000 $ 1,000,000 $ 12,000,000 $ 2,000,000 $ 16,000,000 3,375,000 Reach1 1,2,3Inlet  3,200,000 $ 1,000,000  825,000 825,000 825,000 825,000  1,100,000 $ 7,300,000 1,100,000 $ 11,225,000 $ 24,100,000 $ 3,375,000 Reach4,5 Hopper 16,000,000 $ 3,575,000 Reach1,2,31 Inlet 1,100,000 $ 7,500,000 1,100,000 $ 11,425,000 1,100,000 $ 15,350,000 16,000,000 $ 15,550,000 Reach1 1,2,31 1,100,000 $ 19,475,000 $ 1,100,000 $ 23,400,000 $ 1,100,000 $ 27,325,000 $ 16,000,000 $ 27,525,000 Reachi 1,2,31 Inlet 24,100,000 $ $ 19,675,000 Reach4,5 1,100,000 $ 23,600,000 1,100,000 $ 27,525,000 16,000,000 $ 27,725,000 Reach1 1,2,3Inlet $ 1,100,000 $ 31,650,000 $ 1,100,000 $ 35,575,000 $ 1,100,000 $ 39,500,000 $ 16,000,000 $ 39,700,000 Reach 1,2,31 Inlet $ 1,100,000 $ 43,625,000 $ 1,100,000 $ 47,550,000 $ 24,100,000 $ 39,700,000 Reach 4,5 Hopper $ 16,000,000 $ 39,900,000 Reachi 1,2,31 Inlet $ 1,100,000 $ 43,825,000 8,506,452  1,000,000 $ 12,050,000  Inlet Hopper  1,000,000 12,000,000 $ 1,000,000 $ 825,000 1,000,000 $ 12,000,000  2041 9 3,200,000 $ 2043 2044 2045 2046 2047 2048 2049  3,200,000 $ 1,000,000 $ 825,000 3,200,000 $ 1,000,000 $ 825,000 3,200,000 $ 1,000,000 $ 825,000 3,200,000 $ 1,000,000 $ 825,000 3,200,000 $ 1,000,000 $ 12,000,000  3,200,000 3,200,000  2050 $ 3,200,000 $ 1,000,000 $ 825,000 2051 $ 3,200,000 $ 1,000,000 $ 825,000 2052 $ 3,200,000 $ 1,000,000 $ 12,050,000 2053 $ 3,200,000 $ 1,000,000 $ 12,000,000 2054 $ 3,200,000 $ 1,000,000  825,000 3,080,645 $ 2,323,387  Total $ 99,200,000 $ 31,000,000 $ 167,525,000 $ 8,000,000 $ 263,700,000  17%  Annual AnnualizedSDI Annualized BeachF Fund  3,200,000 $ 1,000,000 $ 5,404,032  with inflation and there is a  amount at the  The spreadsheet assumes we keep up  positive  end.  Alderman Grant asked Mr. Gibson to clarify if the $675,000 amount is to get all the permitting done this calendar year. His recommendation to the Board would be to approve what he (Gibson)  done then to the fastest schedule sO we do not lose the windows on  needs to get this things.  and  try get  Engineer Gibson said that it is correct that $675,000 is the amount to get all the permitting filed Alderman Grant stated from a timing standpoint BISAC recommended approval to go ahead  this calendar year.  with getting permits sO we do not lose the window.  McDermon asked Engineer Gibson if we: follow this high-level schedule that youl have and started to place the sand to have an engineered beach in fiscal year 2026, would you  Mayor you  start with that temporary structure? How! logistically would you begin?  10    Engineer Gibson replied we would begin with running a pipeline down the waterway beginning at] Reach 3 where the power line easement is. We would come down to Marina Way and come across the island there at the power lines. There is one ofyour bridges there and an empty lock there sO we would go under. This would be sO the weather could not impact it. We would then go south into Phase 4 and then flip and go: north up to Phase 1. We would put in the retaining  structure at the end.  Mayor McDermon stated that the easement is privately owned.  Engineer Gibson said hel knows the owner and we would work with that person, Alderman Grant said he thought we technically had a thirty-year beach plan in place.  Will this be amending that?  Mayor McDermon said she was told our thirty-year beach plan is not approved by the state's Engineer Gibson said it is all about the static line. If we want to get rid of the static line, we present the state with a thirty-year beach plan. The state wants to approve thirty-year plans and will give permits for a ten-year period. Then, ifthat is successful, they will give permits for twenty years. This is new thing with the state. They do not want to approve project by project. We need to re-up the plan. The state is looking at ways to allocate funds annually. Alderman Leonard said fifteen years ago, the Beach Erosion Study team favored shoreline protection, rather than a beach plan. By protecting the shoreline you protect property and infrastructure. He said he is very impressed with this plan. He is curious why we would: not call Engineer Gibson responded that we could call them phases, but he thought the phasing language Mayor Pro Tem Benson stated he is optimistic. The BISAC group has worked over six months or more on this. Thisi is a good, novel plan that makes a lot of sense and accomplishes two things particularly with the use ofDA143 as a sand source. He is very supportive ofit. He has concerns about: future maintenance once we get past using DA143. New River Inlet has an authorized depth of six feet plus or minus two: feet. It is one oft the shallowest draft inlets in the state. Most are eight feet. He learned recently that Topsail Inlet is eighteen feet authorized. So it is possible to get a permit to dredge a greater depth even though it is only authorized at six feet. Engineer Gibson said New River Inlet is the shallowest inlet in the country. The Topsail Inlet permit is eighteen feet or sixteen feet plus two feet, but the federal authorization is only eight plus two. Most dredges in the ocean need fourteen feet low water just to float. We want to get on as schedule, sO we need to dredge to sixteen to eighteen feet and then it can stay open for five years. This will save on mobilization. This will be part oft the permitting process that we do. Alderman Leonard asked if the sixteen to eighteen feet is the Corps of] Engineers guidelines they  DCM (Division of Coastal Management).  the reaches areas one through five instead to just make it simpler. should be put out because it is no longer at timing thing.  use when dredging.  11    Engineer Gibson said that is correct. Ifthe Corps was going to do al hydraulic dredging project in Alderman Pletl stated when CP&E had the plan to straighten the inlet, there were artifacts that precluded them from going as deep as they wanted. She loves the project as outlined and it looks very encouraging. Are there any hiccups that you foresee that we need to mitigate? Engineer Gibson said it was a peat layer they encountered. What happens with the terminal groin and that north end really impacts the long-term plan. Until something is inj place to stabilize the north end, the inlet cannot be used as a sand source because digging al hole next to the houses is not a good idea. This has a huge impact on what we are. looking at long term. In this plan, the hope is by the time we need to use the inlet the terminal groin has gone through and been Mayor McDermon said this is an excellent presentation. She feels this is the first time we have something that is obtainable and reachable to get our beaches where we want them to be. BISAC Chair Strother asked ifv we can begin to start getting the permitting started.  this inlet, they would go down to fourteen plus two feet.  constructed or another plan to stabilize has come to fruition.  Mayor McDermon said we cannot realistically approve this today. We have to look at the budget Alderman Grant said the budget ini the plan for permitting is $675,000 over two years. We currently have $1.2 million in the Beach Fund now. We already have the money in the budget Mayor Pro Tem says he agrees the $675,000. is over two budget years and we do have $1.2 Alderman Leonard said we were originally looking to approve the funding for the permit work, Motion - Alderman Olszewski motioned to approve the non-construction expenses over fiscal years 2024 and 2025 not to exceed $675,000 in fiscal year 2024 as follows: seconded by  and put it on the agenda for next month.  this fiscal year. He wants the Board to give approval now.  million in the Beach Fund. not the whole plan.  Alderman Leonard; unanimously approved.  FY-24 FY-25  Surveys & Geotechnical Analysis ofDA 143 Engineering Design of Borrow, Area& Beach Fill  $300,000 $150,000 $ 75,000 $150,000 $675,000  Environmental Analysis Permitting/ Grant Applications TOTAL  12    C.NCDOT crosswalks  Public Works Superintendent Cablay stated:  NCDOTI has aj policy where they defer to the local agency ift they would like to use and fund an enhanced pedestrian crossing. An example is in the packet. Cost is $25,000 for NCDOT: said the agency pays fori it and DOT will install it or DOT will give us aj permit and wei install it. DOT requires a maintenance agreement for each location. NCDOT did not reply and were: reluctant to give an opinion to our request to rate our existing pedestrian crossings as to which was the most dire or severe, NCDOT will need sixty days to study and render an opinion on any new. locations we  each location.  NCDOT will support our choice.  request.  Our existing crossings are at beach accesses.  NCDOT discourages in - road lighting as weather impacts the longevity. Options are signage and painted street, manual and overhead lighting, or signage and in JUMPO has funding for planning pedestrian crossing locations, but not fori installment Do you have ai recommendation for coastal areas? We could have various models based on density and not have to have each crossing the same. The list we presented is not comprehensive. Should we move: forward with the ones DOT has already looked at since itv will take months for DOT to review and approve new ones. (Olszewski) Iam concerned about maintenance costs. An enhanced crossing would require a lot of maintenance. I have not seen enhanced crossings on the island. (Grant) Iam curious about density and where we would need more or less enhanced crossings. Do crossings give pedestrians a false sense of safety?. Do any oft these options encourage safety? It is still on the pedestrian to make sure cars stop before they enter. Have any studies been done where the enhanced system has prevented more pedestrian accidents than just the painted lines across the street and the crossing signs? Can the HOA's where crosswalks are located, such as Villa Capriani, or the county crossing contribute to the Do we: really need an elaborate set up or will signage and painting the street be sufficient? The Public Works Superintendent did not recommend the enhanced one, sO that should be off the table. Why does DOT pick the slowest time ofthe year to put out traffic counters?  road lighting  Discussion highlights:  (Plet!)  cost? (Benson)  We want the cars to stop sO people can cross safely. (McDermon) We need to know costs for upcoming budgeting meetings (Derian)  (Leonard)  Superintendent Cablay responded:  There have been a number of studies through the years but he is not sure they are specific  as to more passive than active. There is a safety advantage.  13    Traffic counters placed recently were part ofa a normal speed and volume: study by NCDOT after receiving complaints outside oft the community about speeding. DOT wants to know ifthel Board would be willing to reduce the speed limit.  -  Consensus Public Works Superintendent to take a simplistic approach to get driver's attention  and bring back a cost estimate for existing crossings at budget meeting.  New Business  A. Planning Board 2024 Meeting Schedule and Town Attorney's Attendance Motion - Alderman Olszewski motioned for the Town. Attorney's attendance at all Planning Board meetings that will be held on the first Thursday of each month effective on March 7, 2024; seconded by Alderman Leonard; motion passed by vote of four to one with Mayor Pro Tem  Benson against.  B. Planning Board Live Streaming ofMeetings Board of Aldermen and Board of Adjustment meetings.  Alderman Olszewski proposed live streaming ofPlanning Board meetings sO more people will be aware of the issues coming to the Board and how they are addressed. We live stream the Alderman Pleti said she totally agrees that we should live stream the Planning Board meetings to be as open as possible sO that as many people can see what is going on and how this Town is run. Mayor Pro Tem Benson said he will take the opposite view now. We spent a lot of time discussing whether we would even: record the Planning Board meetings. We agreed at that time to record the meetings but not broadcast them. We need to give that decision that is less than a year old more time to play out before we go to live streaming the Planning Board meeting. Motion - Alderman Grant motioned to live stream Planning Board meetings; seconded by Alderman Pletl; motion passed by vote ofi four to one with Mayor Pro Tem Benson against. Alderman Olszewski said it was brought tol her attention that Town Hall in the past was used by HOA's on the island for annual business meetings. This is being requested again sO the HOA'sdo not have to go off the island or pay for facilities off the island. She proposed adding this back as as service to our taxpaying community that HOA's on the island can have their annual business meetings. She is not saying we are opening up things for parties or social events. This is a service to taxpayers and communities on the island sO they do not have to go offi island to meet. She proposed putting that back on the list, possibly with a cleaning fee or fee if stafft time needs tol be Motion - Alderman Pletl motioned only for the purpose of discussion to consider use ofTown Hall Meeting Room by outside residents and outside entities; seconded by Alderman Olszewski;  The more people aware, the better.  C. Town Hall Meeting Room Usage by outside entities  covered.  unanimously approved.  14    Discussion highlights:  Ithink we have to be specific on what we are requesting. There are issues about staffing, cleaning, what is restricted and what is not.) Ihave no problem during normal business hours because then you can protect stuff. When you get into odd hours there is protecting Ieven have issues with normal business hours because we are using this room for folks who have trouble with their permits and need a place to talk. It is used: for staff meetings There is a Public Library just off the island that has facilities that can be used for this. I am concerned about the audio-visual equipment that is inl here and we would have to provide some level of security for that, if used after hours. There are alternatives here The Fire Marshall rating for the library is only 45 people. This room could handle some oft the communities. My community has over sixty members. We are asking for taxpayers to go off the island to look for a place to meet when we. have a Town Hall, which is their Town Hall. It think we should look at opening it up to groups and look at the logistics to start accommodating citizens in this' Town for their meetings. (Olszewski) Iwould not want it open other than during business hours. I am concerned about our audio-visual equipment. I am concerned about several different aspects. On the other side oft the coin, these are taxpaying citizens and this is their Town Hall as well, YetIhave many concerns about opening it up to many entities. I would like to hear the pros and We could open it up to HOA meetings or to neighborhoods that do not have an HOAto meet. We would not necessarily open it up to any group. (Olszewski) Ithink you need to be careful because then you are excluding groups. The attorney would What is the maximum allowed for the Meeting Room? (McDermon) The Building Inspector set it at 100 maximum and the Fire Marshall signed off on it, but) I think it may need to be revisited. Is there a consensus ofthe Board for me to spend time This could be an alternative revenue source for the Town (OIszewski) Itv was on the fee schedule for many years and no one used it. There was no revenue. Itcost $501 to rent it. Ihave seen it be used for a reception after a funeral. Where do we You can draw the line between business meetings and social gatherings. It think we: need to look at what other towns are doing because iti is the citizens" Town Hall. (Olszewski) The: flip side of that is iti is also the citizens" Town Hall for us toj protect. (Grant) Ihear the Board saying open it during business hours but a! lot of these meetings will be on weekends, sO we would have to have staff present. (Derian) This isi not a high priority with all the beach work going on. (Grant) Iami not ini favor ofit because of all the logistical issues surrounding it. Ifit is a low priority, I do not know when it would even get done. (McDermon) Iwould be willing to do some research on what other towns are doing. (Olszewski)  what is here and locking stuff down, (Grant)  as well as merchandise that we are selling. (McDermon)  now that were not here before. (Leonard)  cons. (Plet!)  need to weigh in on this. (Derian)  on this to come up with aj policy? (Derian)  (McDermon) draw the line? (Leonard)  15    Topsail Beach does have aj policy but they told me they are thinking ofi revisiting it.I asked SurfCity but have not received ai response and Ib have policies from other towns. Ithink it is al low priority and I do not want to see the' Town Manager have to spend time  (Derian)  to come up with different options. (Benson)  Consensus - Put this item back on the March agenda. Alderman Olszewski to bring back  additional information.  D. Proposed Ordinance amendment 2024-02 Beach Vitex Prohibition Motion - Alderman Grant motioned to adopt Ordinance amendment 2024-02 Beach Vitex Prohibition; seconded by Mayor Pro Tem Benson; unanimously approved.  E. Board ofA Adjustment - resignation  Motion - Alderman Leonard motioned to acknowledge the resignation of Stu Harness from the Board of Adjustment and request the Town Manger to announce the opening; seconded by  Alderman Olszewski; unanimously approved.  F.  Consideration of BISAC committee appointments  Mayor McDermon said the terms oft three members on the Beach, Inlet, Sound. Advisory Committee (BISAC) are expiring. They are Rick Grant, John Gardner and Teri Ward. All three Motion - Alderman Leonard motioned toi re-appoint Rick Grant, John Gardner and Teri Ward to the Beach, Inlet, Sound Advisory Committee (BISAC) for a three-year term each; seconded by  have indicated they would like to stay on the committee.  Alderman Olszewski; unanimously approved  1.Fred) Open Forum Fontana, 1866 New River Inlet Road said while the Board is talking to NCDOT this Board approved $100,000 to have DOT review the design for bikeways. He has not heard a status or update as to where this is and he does not want this to go by the wayside. 2.] Don Hibbert, 2264 New River Inlet Road # 105 said he would hate to see tight restrictions on the use ofTown Hall meeting room because the turtle hospital has used it and it is an excellent thing for the area and the hospital. Probably 80% of people do not use crosswalks and he would hate to see a lot ofmoney spent on this. On the 20,000 cubic yards to go sand wise, these people that were here on the far north end left fifteen feet from the sandbags to where the edge was, then they went back in and filled up. When the hauling started coming in, they started coming in back towards the north up to building # 6. There was aj pipeline they would not CIOSS over. Hel highly recommends and hopes when the 20,000 cubic yards of sand begins to be hauled that they start at building # 61 where it ended and go back towards the north end. He gets maybe a half-hour to an hour when he can walk off1 his deck and not get his feet wet. The waves that are hitting our  sandbags are now splashing water up onto his sliding glass door.  16    3. Susan Meyer, 22241 New River Inlet Road, # 138 said when the engineer spoke about those 20,000 cubic yards ofs sand he said south oft the Reef. Then he spoke about north of the Reef, but the Reefwas not included. She understands the beach is bad north of us. She wishes the Board would understand that the Reefhas always taken care oft the beach in front of them. We have spent millions on sandbags, three times. We need the sand just as much. She asked for clarification on the Planning Board. It was brought up that when a member's term expired, they had toi reapply, but you are: not doing it on the BISAC because ofal learning curve, There is a learning curve on the Planning Board and the Board of Adjustment SO much sO that we needed Mayor Pro Tem Benson said the members of the BISAC committee whose terms expired did Alderman Grant said BISAC openings were posted and the people that were re-appointed 4.JeffM Meyer, 2224 New River Inlet Road, # 138 asked for an update on the CBRA: situation.  the alternates as a training ground for the actual committee.  reapply and we did go out for applications.  applied.  Asked Leonard said it will be in his report.  Attorney report - None Mayor report  Mayor McDermon -Ia am very pleased to see the insurance increase was not approved. Ihad the opportunity to speak during a Zoom meeting and there were 200 people attending. I appreciate all oft the hard work by the manager and staff and on the Beach Plan. I appreciate all the people  that came today. Alderman reports:  Alderman Grant- - Kudos to Engineer Gibson. Thanks to everyone that came today. The ONWASA pump station project will not be ready for this summer but ONWASAI has solutions in place and is prepared. We do need to move forward with this project as soon as we can. Alderman Olszewski-It thank everyone for coming. I attended a two-day class called the Essentials ofGovernment offered by UNC School of Government and the League of Municipalities and it was great training. Alderman Leonard and I attended the New Year's reception at Camp Lejeune. It was. my first time on the base and it was a terrific event. The Town Manager and staff are working diligently on issues for the citizens and I encourage residents to get involved and to continue to volunteer for positions on the Town committees. Alderman Leonard - Early this week, Ispoke with Ray Celeste in Congressman Murphy's office and then with) Mike McIntyre and Stephanie Messer who are our lobbyist in Washington concerning where we are with House Resolution 2437 which is our CBRA bill. Iti is still in the process oft being scored by the Congressional budget office. I was informed this could take up to several months. At this point all we can do is let it run its course. I explained to all oft them that] I am concerned about potentially losing the momentum we created and enjoyed last year. I was assured when we go to Washington in April for our annual visit, it will be the subject of getting  17    into see certain peoples on various committees and our congressman making sure this thing stays where it needs tol be. Iwill stay on top ofthis. I also attended the New Year's reception with Alderman Pletl-It thank everybody for coming out and those that get up to speak. Iti is really good tol hear the voices oft the community, I thank Alice (Manager Derian) and her staff for everything they do. Iam especially pleased with the report we got: from Chris Gibson (engineer). Mayor Pro Tem Benson - Iecho my colleagues' comments. Iattended the Topsail Island Shoreline Protection Committee (TISPC): meeting last month and we reviewed our accomplishments. The website (tispc.orglists all oft the accomplishments andIe encourage you to take a look. Two highlights were: banning unencapsulated polystyrene in dock floats and piers. That got past the county level and it will become state law July 1,2025, and a ban on derelict vessels. We were. hoping to get a county ban and it went to Raleigh. Senator Lazarro and Representative Smith worked on al bill toj put a ban on derelict vessels in coastal counties and last December this Board adopted an ordinance in that light sO we can ban and remove derelict  Laura (Alderman Olszewski) at Camp Lejeune.  vessels. Adjournment unanimously approved.  Motion-A Alderman Leonard motioned to adjourn at 2:22 pm; seconded by Alderman Olszewski;  Mayor  Qu  ATTEST - Nancy Avèry, Interim Town Clerk  18