CIAL  1969  OfHolden Besy  Town of Holden Beach Board of commissioners  Regular Meeting  Tuesday, September 17,2024  5:00 PM  Holden Beach Town Hall  Public Assembly    olde HE  TOWN OF HOLDEN BEACH  BOARD OF COMMISSIONERS REGULAR MEETING HOLDEN BEACH TOWN HALL - PUBLIC ASSEMBLY TUESDAY, SEPTEMBER 17, 2024-5:00P.M.  1. Invocation  2. Call to Order/ Welcome 3. Pledge of Allegiance 4. Agenda Approval 5. Conflictof-interest Check 6. Approval of Minutes  a. Minutes of the Special Meeting of August 20, 2024 b. Minutes of the Regular Meeting of August 20, 2024  (Page 1) (Pages 2 - 11)  7. Public Comments on Agenda Items - Inspections Director Evans  8. Recognition from the National Weather Service that the Town is Storm Ready/Isunami Ready 9. 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) 10.Presentation on Water and Sewer System Asset Management Plan - Green Engineering 11.Discussion and Possible Action on Greensboro Street List Station- Town Manager Hewett  (Page 12)  (Page 13, Separate Packet) (Page 14, Separate Packet) (Pages 15 - 35, Separate Packet)  (Public Works Director Clemmons)  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 f. Ordinance 24-13 - Capital Project Ordinance  e. Ordinance 24-12, An Ordinance Amending Ordinance 24-11, The Revenues and Appropriations Ordinance for Fiscal Year 2024 - 2025 (Amendment No. 1)  BOC Agenda 9/17/24  1-    12.Police Report - Police Chief Dixon  (Pages 36 - 43) (Pages 44 - 46)  13.Inspections Department Report - Inspections Director Evans  14.Finance Department Report - Finance Officer McRainey (Pages 47 - 53, Separate Page)  15.Town Manager's Report - Town Manager Hewett  (Page 54) (Pages 55 - 56) (Pages 57 - 68) (Pages 69 - 72) (Page 73)  16.Discussion and Possible Action on Rules of Procedure Update - Mayor Pro Tem Myers and 17.Board Review, Approve and Direct Issuance of Engineering, Design and Financial Services 18.Receive Modular Stormwater Plan for Block Q to Accommodate Grant Elements - Town 19.Discussion and Possible Action on Long-Term Summer Concert Venue Mayor Pro Tem Myers 20.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 - 21.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 22.Discussion and Possible Action on Encroachment Agreement for Hillside Drive Between the 23.Discussion and Possible Action on an Amendment to the Stormwater Master Plan - Mayor Pro 24.Discussion and Possible Action on High Bid for 796 Ocean Boulevard West - Town Clerk  Commissioner Thomas  Request for Qualifications (HB Pier Complex) - Town Manager Hewett  Manager Hewett  and Commissioner Thomas  Commissioners Dyer and Paarfus  (Pages 74 - 75)  Commissioner Paarfus  (Pages 76 - 81) (Pages 82 - 86) (Page 87) (Pages 88 - 89)  Town and Lost Boy Holdings LLC - Inspections Director Evans  Tem Myers and Commissioner Thomas  Finnell  25.Public Comments on General Items 26.Mayor's Comments  27.Board of Commissioners Comments  28.Adjournment  *Visit nttps//www.facebokcom/holdenbeachtownhall to watch the livestream of the meeting. Public comments  can be submitted to! neatnerehpiomnhali.com prior to 12:00 p.m. on September 17, 2024.  BOC Agenda 9/17/24  -2-    Holenles  TOWN OF HOLDEN BEACH BOARD OF COMMISSIONERS SPECIAL MEETING TUESDAY, AUGUST 20, 2024-4:45P.M.  The Board of Commissioners of the Town of Holden Beach, North Carolina met for a Special Meeting on Tuesday, August 20, 2024 at 4:45 p.m. ini the Town Hall Public. Assembly. Present were Mayor J.. Alan Holden; Mayor Pro Tem Tom Myers; Commissioners Rick Smith, Tracey Thomas, Page Dyer and Rick Paarfus; Town Manager David' W. Hewett; Town Clerk Heather Finnell; Assistant Town Manager Christy Ferguson; Inspections Director Tim Evans; Police Chief. Jeremy Dixon; Finance Officer Daniel McRainey; and Attorney Sydnee Moore.  INTERVIEWS FOR' VACANCIES ON" TOWN BOARDS The Board interviewed the following people:  Parks & Recreation Advisory Board - Jim Bauer, Randy Ballard and Ray Edwards Planning & Zoning Board - Kate Day, Chad Hock and Maria Surprise  Board of Adjustment - David Yarasheski  ADJOURNMENT  Motion by Commissioner Smith to adjourn ats 5:03p.m.; second by Commissionernomas:  approved byunanimous vote.  J.A Alan Holden, Mayor  ATTEST:  Heather Finnell, Town Clerk  BOCSPEZALMEEIN3AU0UST20.2024    2  FHokie  TOWN OF HOLDEN BEACH BOARD OF COMMISSIONERS REGULAR. MEETING TUESDAY, AUGUST: 20, 2024-5:00P.M.  The Board of Commissioners of the Town of Holden Beach, North Carolina meti for al Regular Meeting on Tuesday, August 20, 2024 at 5:00 p.m. in the Town Hall Public Assembly. Present were Mayor. J. Alan Holden; Mayor Pro Tem Tom Myers; Commissioners Rick Smith, Tracey Thomas, Page Dyer and Rick Paarfus; Town Manager David W. Hewett; Town Clerk Heather Finnell; Assistant Town Manager Christy Ferguson; Inspections Director Tim Evans; Police Chief. Jeremy Dixon; Finance Officer Daniel  McRainey; and Attorney Sydnee Moore.  Mayor Holden asked for a moment of silence and called the meeting to order.  PLEDGE OF ALLEGIANCE AGENDA. APPROVAL  Motion by Commissioner Smith to approve the agenda as written; second by CommisionerParlus:  approved: byunanimous vote. CONFLICTS-OF-INTEREST CHECK No confiicts were disclosed. APPROVAL OFMINUTES  Motion by Commissioner: Smith to approve all three, ours specialmeetings on. June 7"and 12th (2024), as well as our last regular meeting on. June 18"h (2024); second by Commissioner Paarfus; approved  byunanimous vote.  PUBLIC COMMENTS ON AGENDAITEMS  Chad Hock said the Town has put together a strong plan and asked the Board to approve the Stormwater Plan. He also spoke on behalf of the HB West POA and asked the Board to approve the Jim Bauer provided thel Board with ap picture ofa aT Town-owned pumpl beingused after Hurricane Debby and provided details on pumping water after the storm. He suggested methods on how to use the  plan.  pumps for stormwater management moving forward.  B0C08/2034  TCF10    3  Sylvia Pate encouraged the Board to accept the resolutiont to movet forward with the Stormwater Plan. She also suggested lookingi into a more comprenensive plan as the Town moves forward. Karen Toombs urged the Board to adopt the Stormwater Master Plan. She also asked the Town to use Jim Toombs agreed with his wife and urged the Board to adopt the plan and implement it as soon as  the pump in her area to help with their concerns.  possible.  WARD AND SMITHLEGISLATIVE UPDATE  Town Manager Hewett introduced Mike Mcintyre from Ward and Smith and Roger Gwinn from the Mr. Mcintyre highlighted information from the monthly report. He said they were in' Washington with Town Manager Hewett and Assistant Town Manager Ferguson in March and had a very active week working with our Congressional delegation and their staff. He said the Town continues to achieve remarkable success in the Federal appropriations process. Mr. McIntyre explained Representative Rouzer sponsored and submitted the Town's fiscal year 2025 appropriations request for Lockwood Folly Inlet Navigation Maintenance. Senator Tillis sponsored the request to continue the General Revaluation Report (GRR) under the Corps' Investigations budget. He provided information on the projects. The next step is to get support for the House Appropriations Committee and the Senate Appropriations Committee for both requests. The committees have advanced both requests. Subcommittees are then assigned to look ati it in more detail. A lot of times subcommittees reduce the requested amount. The subcommittee did reduce the Lockwood Folly amount from $1.5 million to $655,000. The $250,000 for the GRR was approved. Both requests are included in the fiscal year 2025 appropriation bills. The next step is for Congress to approve the bills. Mr. Mcintyre provided a Mr. Mcintyre provided information on dredge material disposal sites. The Water Resources Development Act (WRDA) includes a provision that was championed by Representative Rouzer. It allows non-federal entities to utilize a disposal site if certain conditions are met. He gave details on the provision. The WRDA bill includes a signifiçant increase for the Corps' Section 5113 NC Environmental Infrastructure Authority, which provides grants to public entities in North Carolina for water resources projects, including but not limited to water, wastewater and stormwater infrastructure projects. There is $13 million that has been there since 2007 that hasn'tbeen used. In 2023, we asked fori funding from that fund. $100,000 was granted through an earmark request for the Town. That was just enough money to put together a Stormwater Plan and that the Corps would understand what the need is and be in the position to sign a Partnership Project Agreement (PPA). They worked with Representative Rouzer. The authorized amount has been increased to $50 million. They are thrilled the amount is in the bill because of the needs of Holden Beach. The Town can'tbe designated by name, iti is a competitive bid process, but the Townisinagood position. Mr. Gwinnand  Ferguson Group. Stephanie Missert joined on the telephone.  timeline for possible budgetapproval,  Mr. McIntyre talked about moving forward.  B0005/29/24  20F10    4  Commissioner Thomas asked the timeline the Town would need to follow to start the grant process for stormwater. Town Manager Hewett said it has been as soon as yesterday, where they have been in contact with Senator Budd's office. They were asking for more information sO they could accommodate the request. Mr. Gwinn said they would work with staff in September to start the Commissioner Paarfus asked ift there would still be a tipping fee when placing spoil material. Town Manager Hewett said that is done on a case-by-case basis. Historically, when we used the Corps' spoit sites, there was a tipping fee. There is another aspect that is unique to Holden Beach. The legislation is written specific to the Corps' designated spoil sites. We have a Town spoil site that is in the Corps' easement. We wanti to get access to the Corps' sites and we want the constraint forusing  process of additional discussions about specifics.  the Town site to be lifted.  POLICE REPORT-POLICE CHIEF DIXON  Reviewed the report. Iti includes two months since we missed the meeting last month. Commissioner Smith asked if we had luck finding a detective. Chief Dixon replied no and he had an officer put in his two weeks' notice. With the vacant detective position, the Police Department will  have three vacancies. out for kids.  Public schools start next week. Willstartseeing! buses onther road. Allowfore extra time and watch  INSPECTIONS DEPARTMENTR REPORT-INSPECTIONS DIRECTOR EVANS  Included two months reports. Reviewed the information. There is a steady stream of work. Commissioner Smith asked ift theyl have seen a slowdown in people applying for permits. Inspections Director Evans responded that iti is hard to judge at this time of the year, homes are being rented. He said they see a surge in new construction and remodels around the holidays. They will have a better  idea of how we are doing int the housing market between September- December. FINANCE DEPARTMENT REPORT-FINANCE OFFICER MCRAINEY  InJune, the expense line for the General Fund looks inflated. That is because all the end ofy year Speaking with the Audit Committee, there was interest in revamping the report. Commissioner Paarfus would like to see running totals for the year. He suggested running an example of that. Mayor Pro Tem Myers said he thinks the Audit Committee is working with Finance Officer  transters.  InJulye everything is tracking pretty true.  McRainey. He provided information on what they have been working on.  B0005/20/24  30F10    5  TOWN MANAGER'SREPORT-TOWN MANAGER HEWETT  Lift Station 2 Upfit Status = We did not have a sufficient number of bids to proceed with the project for the first round. The second round is due August 22d. We are optimistic it will be a favorable bid climate sO we do not need to entertain. anyt typec offinancingscenario: Wehavet tried to position ourselves sO that we might be able to do that should the circumstances require financing. If required and desired, the Board would need to take action on August 26th to meet the LGC October calendar. At the September meeting, the Board could move forward with making a contract award with the construction timeframe beginning In October/November. FEMA and NC Department of Public Safety Guidance -the guidance up until last week was ini the event with a federat declaration 75% of all qualifying damages would be reimbursed through FEMA to the Town through the NC Department of Public Safety, with the remaining 25% maybe beingreimbursed by! North Carolina. Further clarification on that guidance is that there will be no disaster funding made for non-operational facilities and for any damages reimbursed, we would have to prove it with maintenance records for the operational facilities we claim damage on. As of August 14th, FEMA has stated that they are out of money and will need a supplemental Pier Request for Proposals (RFQ) - a request for proposals was tasked in May. We cannot do that, but we can develop a RFQ and have the Board entertain entering into a contractual agreement for the elements of work contained in the Pier Development Plan that was previously approved by the Board. The selection of the firms would be subject to the Board's approval and have to be made on the qualifications of the firm and not the price. Price is taken into consideration at the next step when the Board would enter into negotiations for the contract. Moving forward was discussed. A draft of the RFQ should be provided in the September meeting packets. Staff has talked to our bond counsel and financial advisorsr regardingapuplepnvate partnership. In order to approach the Local Government Commission, we will need to knowi if we are going to rebuild 329.5 OBW' Walkway - construction is complete. It is officially open with the exception of the Canal Dredging = we are going to need to update our permits at the end of December. That is Town-Owned Spoil Site at the Northeast End of Scotch Bonnet -1 the spoil area is not a Corps' spoil site that Mr. Mcintyre is talking about. It does lie within the easement oft the Corps. We have asked them to reconstitute our ability to use that site for Public Works' bulk storage and those kinds of things. We have been denied the ability to use it as a dog park again. We have received tentative approval so Public' Works can usei it. Iti is subject to af finalr treview. We also have approval so the top of the levy can be used as a walking track sO we can maintain that. This is an item of attention SO we can gain unfettered use of that property and put spoils ini it fori future use. Block Q Bathroom - we have an economical, atypical stormwater solution in hand. Internal review of thati is underway and we: should have more information on what the final solution might Avenue E - our permit is in hand for ADA compliant parking, public and emergency access and restroom facilities. A request for proposals has been rough drafted. The intent is to have 1140 Quinton. Access and Restroom Facility- everything has been done. ALLA ADArequrementsare complete. We have a certificate of occupancy and are on the cusp of openingi itup.  appropriation of $9 billion. Is informed thati is a recurring process.  orr repair. beach mats. initiated and underway.  be at the next meeting.  construction take place through the fall and winter.  80005/20/24  0F1C    6  801 OBW Emergency and Public Access - we have decided what has initially been scoped was overkill. The refinement that has been made and the permit that has been applied for is to basically rebuild the walkway that was there before. We will keep the emergency access as uncompacted soil. That CAMA permit has been applied for. Once we get it, it is straightforward 796 OBW - there is continued interest in the property. Assistant Town Manager Ferguson did a showing today. The current bid stands at $520,000. The upset bids for1 the next evolution are due  from there.  at 5:00 p.m. on August 26th. The note is! paid on the EOC.  Commissioner Paarfus asked if the Town needs to start looking into requesting an extension on the deadline to complete the. ADAI bathrooms. Town Manager Hewett replied no, we are going to push as hard as we can to get it done. Inspections Director Evans is in close contact with Martha Myers to make sure she is apprised of the status. Commissioner Thomas asked for an update on the status of Commissioner Paarfus askedi ifthe Town needs to look at asking foran extensionforthe pump: station #2 grant due to the difficulty we have had in awarding a contract. Assistant Town Manager Ferguson responded last year when the contract wasn't awarded, the EPA granted us an alternate date in the workplan so they have already allowed us to move it. We can ask, but they may not grant it. DISCUSSION. AND POSSIBLE SELECTION OF MEMBERS TO SERVE ON TOWN BOARDS Ray Edwards was selected to serve on the Parks & Recreation Advisory Board. Votes were as follows Jim Bauer-Mayor Pro Tem Myers and Commissioner Thomas, Ray dwards-Commissioners Smith and Dyer, Randy Ballard - Commissioner Paarfus. Tiebreak vote Ray Edwards - Commissioners: Ashley Royal, Kate Day, Chad Hock and Maria Surprise were selected to serve as Regular Members on the Planning & Zoning Board. Ashley Royal - Mayor Pro Tem Myers and Commissioners Smith, Thomas, Dyer and Paarfus, Kate Day - Mayor Pro Tem Myers and Commissioners Thomas and Paarfus, Chad Hock-Mayor Pro Tem Myers and Commissioners Thomas and Paarfus, Maria Surprise -N Mayor Pro Tem! Myers and Commissioners Thomas and Paarfus, Pete Palas-Commissioners Smith and Dyer, Wade Coleman - Commissioners: Smith and Dyer, Sylvia Pate -C Commissioners Smith and  items after the next quarterly meeting.  Smith, Dyer and Paarfus, Jim Bauer- Mayor Pro Tem Myers and Tracey Thomas.  Dyer.  The Board recessed from 6:26 p.m. -6 6:31 p.m.  David Yarasheski was selected to serve as the Board of Adjustment Regular Member. Votes were as follows: David Yarasheski - Mayor Pro Tem Myers and Commissioners Thomas and Paarfus, Rick Mark Francis and Pete Pallas were selected to serve as Alternate Members on the Planning & Zoning Board. Votes were as follows - Pete Pallas - Mayor Pro Tem Myers and Commissioner Thomas, Mark Francis - Mayor Pro Tem Myers and Commissioners Smith, Thomas and Paarfus, Sylvia Pate - Commissioners Smith and Dyer, Wade oleman-Commissioners Dyer and Paarfus. Tiebreakvote-  Mcinturf-Commissioners Smith and Dyer.  BOC0S/20/24  SGF10    7  Sylvia Pate- Commissioners Smith and Dyer, Pete Pallas-N Mayor Pro Tem Myers and Commissioner Thomas, Wade Cotman-Commissoner Paarfus. Tiebreakvote-F Pete Pallas - Mayor Pro Tem Myers and Commissioners Thomas and Paarfus, Sylvia Pate- -Commissioners Smith and Dyer. DISCUSSION AND POSSIBLE ACTION ON RESOLUTION 24-07, RESOLUTION ADOPTING A Town Manager Hewett provided background. This is a reconnaissance level, strategic plan that attempts to establish a framework which will allow projects to be fully developed, funded and constructed. It is not the final solution. In all likelihood, it will need to be refined and amended in order to optimize the tangible results townwide. It all depends on funding and would be subject to the annual budgeting process which is controlled by the Board. This is a classic planning, programming and budget exercise geared toward being the prima facia evidence needed to acquire federal and state money to fund it. Without it, you are on your own. Its adoption is not going to fix mosquito problems next week. This will be a long-term endeavor that will enable the succinct identification of projects to be taken down in bite sized chunks. The Town, joined the American Flood Coalition last year. It is a formal outreach organization looking to deal with stormwater and coastal flooding issues. As briefed tonight there is $13 million in the Corps' budget that is administered by the Wilmington District that we have our eyes on as the initial pool of money to draw from. The PPAis in development by the Wilmington District and should be coming our way soon for the Board's consideration. The ante has been upped to $50 million by Congress. There has been a $60 million nationwide funding appropriation made. Senator Budd's office has communiçated with us on our needs. We are positioned to be first in line. Town Manager Hewett said based on conversations he has been privy to during the most recent storm, others have interest in this, Brunswick County specifically. He reminded the Board, although we are talking about the federal calendar, the NC General Assembly convenes January 15th. The approval of this plan will allow us to move forward on all of the fronts with strategic level, scoped projects that we can refine as we move forward on an  STORMWATERMAMASTERPLANFORTHETOWN OF HOLDEN BEACH  annual basis.  Commissioner Smith said it is hard to ask for mone/lfwedonthave a plan.  Motion by Commissioner Smith to approve Resolution 24-07, to adopt the McGill Stormwater Plan; Commissioner Paarfus stated he thinks it is important to move forward sO we can get our hat in the ring for funding. He knows there are some design conçerns with his colleagues but that can be knocked out if we start moving quickly. His understanding is the design criteria is for two-year and ten-yearrain events of241 hours duration. Thes stormwaterplans. arer not aimed at solving the problems ofatropical: storm orhurricane. He saidi itis a great first step, buti is nott the end ofit. Ito doesn'taddress all the problems ont the island. Therei isr more workwe need to undertake. Mayor Pro Tem Myers agreed the Board needs to support the resolution. We need to do something about the stormwater and take advantage of the money and we need a plan to move forward. He wants to make sure we have the flexibility to improve the plan before we commit to it. He suggested tweaking the plan over the next couple of months to get the items in there that need to be in there. He said as an example, he thinks we are missing east of Dunescape and the canals. He doesn't think Davis Street needs to be in there. The Town can just budget money and do it. Mayor Pro Tem Myers said we want to focus on the high  second by Commissioner Dyer.  8000420224  50F10    8  priorities and the right projects to do. Town Manager Hewett explained the Board would need to do that through the annual budgeting process. There are four major projects, all of those are along Ocean Boulevard. The primary selection measure on that was everyone has to go down Ocean Boulevard. The Board will have the flexibility to control and prioritize the projects. Commissioner Thomas said she supports it. She said Davis and Carolina were dry during this rain event. She asked ifitwill be project by project whent the Town moves forward with the grant. Town Manager Hewetts said the intent is to carry it forward for the whole amount, as much as we can get. To add to it, the Board  will need to engage with McGill and amend the plan. The motion, passed by unanimous vote.  Mayor Pro Tem Myers mentioned areas he would like to be looked at to be added to the plan. DISCUSSION AND POSSIBLE ACTION ON AMENDING TOWN ORDINANCE $94.06 PLACING Mayor Pro Tem Myers said at the last meeting, Chief Dixon and Chief Todd discussed the problems theywere having to get ontot the strand and traveling down the strand due tol beachequipment, getting in the way. We have ordinance 94.06 to address obstructions and equipment. He provided details in the ordinance. There is nothing that deals with blocking emergency vehicle accessways. He is proposing adding a new clause that prohibits beach equipment from blocking emergency accessways. Commissioner Thomas reviewed the minutes from the last meeting and explained the proposed change would keep people from blocking the accessways. There is already an ordinance that says they should be 101 feet from the dune vegetation sO that would be their access to go down the beach. After discussion, the Board did not move forward with making any changes at this time. More research needs to be done. The need for additional accesses was also discussed.  OBSTRUCTIONS ON THE BEACH  PUBLIC COMMENTS ONC GENERAL ITEMS permanent concert venue for next summer.  Rick Mcinturf talked about the summer concerts. He said it is not too early to move towards a David Bond asked the Board to talk to Representative Charlie Miller to geta an appropriation to build a  newpier.  MAYORSCOMMENTS  Concerned about the drownings up and down the North Carolina coast in recent weeks. Holden Beach has been fortunate. We have had some emergencies that have been addressed. Thank goodness nobody has lost their lives. Those of us that have pulled dead bodies out of the ocean before, have seen bad things before, we know whati it is like. Once you see those kinds of things, you don't forget them. It is a serious concern. Please watch your neighbors in the ocean and be Storms - we have had our share of thunderstorms. We have also had the near misses with tropical storms. Knows there will be more activity. Begged people to make their plans and preparations. Pay attention to the announcements. Really happy with the communications  mindful of children.  BOC0S/2024  70810    9  across the news world and weather predictions. They are unbelievably good and accurate now, though not perfect. Doesn'ti think the beach has ever been better to be prepared. Homeowners beminMotaertingwtew: are experiencingthisi week. Has always saidi ifcang getto October 15th and there is not one immediately on the horizon we have made it. Iti is al long time until then sO pay attention. Thinks the Town is prepared with our plans and actions. Been talking to staff regarding Tsunami plans. Be aware that the Town will be involved with moving along with a plan Doesn't remember comments being sO positive about the appearance of Holden Beach, the homes, the streets, the rights-of-way and the garden at the entrance to our island. Thanked the property owners and all those responsible forh having aparti int that. Itisr nicetohear people coming from suroundingcommuntes that are commenting on how beautiful Holden Beach looks.  that conforms with the North Carolina and county plan.  BOARD OF COMMISSIONERS'COMMENTS  Mayor Pro Tem Myers  Thanked everyone for attending, either physically ini this room or virtually.  Please don't hesitate to reach out if you have comments or suggestions. Wants to hear from  you. Commissioner Smith  This has been a great summer. Couldn't have been without the help of our Police staff, our maintenance team, Inspections Director Evans and his staff, Assistant Town Manager Ferguson and her staff. The rest of the staff keeps everythingmoving: along smoothly andi itis There are golf carts going upi the road that are going near 40 MPH. Iti is a dangerous situation, whether they have seatbelts or not. Thinks people are starting to get the hint about using the bike paths correctly. Thinks the signs in the beginning of the summer worked al bunch. Thanked all the people on our Parks and Recreation Advisory Board that have puti in countless Labor Day is coming. The island will be packed. Please be patient with our visitors, with the golf carts. We all want everyone to have a safe and enjoyable Labor Day weekend.  appreciated.  School has started. When the stop: sign comes out, stop. Be careful.  hours int the past.  Commissioner Thomas  Pulled out our list of objectives. Commended everyone, we are making great progress on the things we prioritized. The number one thing was completing the ADA compliance. We are making great progress on that thanks to Inspections Director Evans and the staff. The number three item was the sewer: station upgrade. We are moving forward on that. We have the grants in hand. Hopefully this week we will get a bid in that we can move forward with. Number five was the stormwater: study implementation plan. Wet talked about that tonight and adopted the plan. Number six was the ADA bathrooms for Block Q. We have the stormwater plan for that. Number10was 796 OBW.Thet first bid camei inat$ $345,000,nowwe: are upt to $520,000. There are a few thing we will hopefully be able to bring that we haven't talked about like the fire station and audio video improvements. The staff is doing a great job and we are making  progress on our top 10 priorities. Thanked everyone for that.  E0008/2024  60F10    10  Commissioner Dyer  Thanked Mr. McIntyre and Mr. Gwinn for the report' Ward and Smith gave the Board. It shows how hard their staff and our staff have been working. We have a plan in place and are ahead ofa lot of people. Also thanked them for all of the compliments they gave us on our beach. It Thanked Assistant Town Manager Ferguson, the Police Department and the Public Works Department and everyone involved with the concerts. Received numerous compliments on our concerts. People are really enjoying them. Have heard comments from as far as Ash. Rip Currents - it is frightful to see the children and all the people distracted on the beach. There are all kinds of announcements on rip currents and iti is frightful that people just don't getit. Iti is the week after ai tropical storm and there are children out boogie boarding right next to a rip current. Please be aware of the rip currents. Ify you don't know there is a warning, just Lots of complaints on social media about the trash on the beach. You can put 15 trash cans out there and they will be full. Keeps bags in her beach bag. On. July 4th, picked up six bags of trash at her access near the trash. Asked people to take a bag and take your trash with you. If  isa a good compliment on everyone's hard work.  assume there is one.  the can is not full, she will puti it ini there. It will make the beach cleaner.  Have a safe Labor Day. Commissioner Paarfus  Gave a big thanks to staff, particularly Public Works for keeping everything working while Seeing people with charcoal fires undert the house. Houses burn int threes around here. Would like to suggest people start thinking about what might be a reasonable approach to get the word out, perhaps the rental companies could help. Intention is to putt this ont the agenda next Thanked everybody who has attended or is online. It is important to participate and to  Debby was visiting. That's aj job well done.  month. Think about what to do to get the word out.  communicate.  CLOSED SESSION PURSUANT TO NORTH CAROLINA GENERAL STATUTE 143-318.11(A)6, Motion by Commissioner Smith to go into Closed Session at 7:24 p.m.; second by Commissioner  PERSONNEL Thomas.  Town Clerk Finnell read the reason for Closed Session.  OPEN SESSION  The Board went back into Open Session at 8:50 p.m.  B000S/2024  90F10    11  ADJOURNMENT  Motion to adjourn by Commissioner Thomas at 8:50 p.m.; second by Commissioner Paarfus  approvedbyunanimous: vote.  J.Alan Holden, Mayor  ATTEST:  Heather Finnell, Town Clerk  890053024  TOOFI 1e    12  1A  Town ofHolden Beach AGENDA TOPIC COVER SHEET  *beginning of ther meeting it Porsible*  TO: Holden Beach BOC  MEETING DATE: Jepttmber 1t,2024 DATE SUBMITTED: August 2e,2024  FROM:  Planning +hpernons ISSUE/ACTION REQUESTED:  Kergniun.hathrlam nH.tummBhy Iunami Raly BACKGROUND/PURPOSE OF REQUEST:  Bergpitim fmmi the NWS thot theTawnis Sttm Braty TunamRraly  FISCALI IMPACT: (select one) BUDGET AMENDMENT REQUIRED: CAPITAL IMPROVEMENT PLAN ITEM: PRE-AUDIT CERTIFICATION REQUIRED: REVIEWED BY FINANCE DIRECTOR:  YES YESL YESL YESD  NOXI NOlJ NOg NOM  CONTRACIS/AGREEMENTS: (select one) REVIEWED BY TOWN ATTORNEY:  YESD]  NODO  ADVISORY BOARD RECOMMENDATION:  FINANCE RECOMMENDATION:  TOWN MANAGER'S RECOMMENDATION:  ATTACHMENT:  Page 1of1    13  Town ofHolden Beach AGENDA TOPIC COVER SHEET  TO: Holden Beach BOC  MEETING DATE: September17,2024  FROM: Chris Clemmons, Public Works Director DATE SUBMITTED: September 6, 2024 ISSUE/ACTION REQUESTED: Discussion and Possible Action ont the Results oft 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 $1.5millioni in  improvements have been completed. Itu updates the priority and pricing.  FISCALIMPACT: (select one) BUDGET AMENDMENT REQUIRED: CAPITAL IMPROVEMENT PLAN ITEM: PRE-AUDIT CERTIFICATION REQUIRED: REVIEWED BY FINANCE DIRECTOR:  YES YES[ YES YESD  NORJ NOSS NOS NOE  CONTRACTS/AGREEMENTS: (select one) REVIEWED BY TOWN ATTORNEY:  YESD  NOE  ADVISORY BOARD RECOMMENDATION: N/A  FINANCE RECOMMENDATION: N/A  TOWN MANAGER'S RECOMMENDATION: Review and approve.  ATTACHMENT: 2024 Pavement Condition Survey  Page 1of1    14  IAL  Town of Holden Beach AGENDA TOPIC COVER SHEET  TO: Holden Beach BOC  MEETING DATE: September 17,2024 DATE SUBMITTED: July 8, 2024  FROM: Chris Clemmons, Public Works Director 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.  FISCAL IMPACT: (select one) BUDGET AMENDMENT REQUIRED: CAPITAL IMPROVEMENT PLAN ITEM: PRE-AUDIT CERTIFIÇATION REQUIRED: REVIEWED BY FINANCE DIRECTOR:  YES[ YES YES_ YESL  NOP NOP NOP NOI  CONTRACTS/AGREEMENTS: (select one) REVIEWED BY TOWN ATTORNEY:  YESDI  NOI  ADVISORY BOARD RECOMMENDATION:  N/A  FINANCE RECOMMENDATION:  N/A  TOWN MANAGER'S RECOMMENDATION:  N/A  ATTACHMENT,ASSEL Managment Plan  Maps  in Juiy paukets  Page1of1    15  Town ofHolden Beach AGENDA TOPIC COVER SHEET  TO: Holden Beach BOC  MEETING DATE: 9/17/24 DATE SUBMITTED: 9/6/24  FROM: Town  Hewett PH  Manager  ISSUE/ACTION REQUESTED: Consideration and possible action on the Greensboro Street Lift Station. Included with thei item are several contract documents as well as an awards resolution, a capital project budgeto 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 projecthas! been successfully bidi ina 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 EPAI before  construction begins. FISCALIMPACT: (select one) BUDGET AMENDMENT REQUIRED: CAPITAL IMPROVEMENT PLAN ITEM: PRE-AUDIT CERTIFICATION REQUIRED: REVIEWED BY FINANCE DIRECTOR:  YESXI YESX YES YESXI  NOL N/A NOL NO[ N/A NOL  CONTRACIS/AGREEMENTS: (select one) REVIEWED BY TOWN ATTORNEY:  YES  NO[  ADVISORY BOARD RECOMMENDATION: N/A FINANCE RECOMMENDATION: Approve  TOWN MANAGER'S RECOMMENDATION: Recommend approval of all documents to achieve the most expeditious path forward in meeting the workplan construction timeline.  Page1of1    16  OfHolden Bes  Date: September 6, 2024  To: Mayor Holden and Board of Commissioners From: David Hewett, Town Manager Re: Greensboro Street Lift Station  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 al 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: b. Bid Tab and Recommendation of Award from Engineer d. Addendum to Engineering Services Agreement  a. Terrahawk Contract Award Resolution Budget Amendment 24-11 Capital Project Ordinance  The most expeditious path forward is approval of contracts and associated administrative documents (a through fabove) 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. Aph  TOWN OE HOLI DEN BEACH 110 ROTHSCHIL D STREET HOLDENBEACH NORTIICAROLINA  (910).842-648X7 Fax (910) 842-9315 http: www.hboxmhallcom    Atachaik b 17  BID1 TABULATION  PROUECMOMAERM2X. OKEWINONOIBEHSEACH  PROJECT DESCRIPTION: GREENSBOROS STREETLIFT STATION #2 HAZARD MITIGATION UPGRADE  DWIF PROJECT! NO.: SRP-W-134-0021 EPAC COMMUNITY GRANT NO: 03D01624 AUGUST: 22, 2024 @3:00P.M. GREEN ENGINEERING, P.L.L.C  BID OPENING DATE: ENGINEER: CONTRACTOR Item  Terrahawk, LLC Lump Sum $1,395,709.00  PARTA. ARCHITECTURAL AND GENERAL CONSTRUCTION  Description  1. TheE Bidder willf furnish alle equipment, labor, materials, tools and supervision to complete all Architectural and General Construction fort the complete renovation oft thee existing Vacuum Pump Station #2i including all demolition, reinforced concrete, above ground structure anda all otheri items shown on the Drawings and/ori includedi in the Specification for thel Lump Sum Priced of.  TOTAL CONSTRUCTION-PARTA  $1,395,709.00 Lump Sum $750,000.00  PARTB. ELECTRICAL CONSTRUCTION  Item  Description  1. The Biddery willf furnish alle equipment, labor, materials, tools and supervisiont toc complete all Electrical Construction fort the complete renovation oft thee existing Vacuum Pump Station? #2i including alle electrical demolition, grouting andf filing all recessed boxes and conduit openings calledf for, anda all newe electrical gear, conduit, cable, system controls, anda allo other items shown on the Drawings and/ori includedi int the Specifications. Works shall alsoi include all Electrical Construction required top provide electrical service for the Owner's existing lemporary vacuum pump skida at Vaçuum Pump Stations #2, #3,&#4a as shown ont the Drawings  for the Lump SumF Price of:  TOTAL CONSTRUCTION-PARTB  $750,000.00 Lump Sum $1,265,017.00  PART C. STATION PIPING AND EQUIPMENT MODIFICATIONS  Item  Description  1. The Biddera agrees tof furnish alll labor, materials, equipment, tools ands supervision and alle elser necessary top provide, construct, erecta andp placei into operation one (1) duplex vacuum pumps system; one (1) temporary duplex vacuum pumps system; all piping, valves, fiting and removal oft the existing vacuum pumps system ando controls fort the Lump Sum Priced of:  TOTAL CONSTRUCTION-PARTC  $1,265,017.00 Lump Sum $488,274.00 $488,274.00 $3,899,000.00  PARTO D. SITE WORK Item  Description  1 The Bidder will furnish alll labor, materials, equipment, tools ands supervision and alle else necessary lop perform all outside site work toir include demolition, fencing. retaining walls, media! filter bed, drives, piping. filtings. valves, hatches, ands site restoration and all otheri items as shown on the! Drawings and/ori includedi int the Specifications for the Lump Sum Priceof:  TOTAL CONSTRUCTON-PARTD TOTAL ALL CONSTRUCTIONI PARTS A-D  T THOMASD. DIENES, P.E, HEREBY CERTIFY THAT THIS BID1 TABULATIONI ISAT TRUE AND CORRECT REPRESENTATION OF  FORI THIS PROJECT ACCORDING TO1 THE BESTOFMYK KNOWLEDGE ANDE BELIEF.  THE BIDSRECEIVED  1 CAROL SEAL 027372 D.  hhonab D.Dienao  8/26/24  THOMASD. DIENES,PE.  NCFirm License No. P-0115  Ws HOLDENI3 20030. lOfice' BidT Tabulation -8-22-2024    18  BID FORM Town of Holden Beach Greensboro Street Lift Station #2 Hazard Mitigation Upgrade Holden Beach, North Carolina  TABLE OF CONTENTS  Page  ARTICLE2-E Bidder'sA Acknowledgements. ARTICLE 3 - Bidder's Representations. ARTICLE 4- - Bidder's Certification. ARTICLES- - Basis of Bid.. ARTICLE 6 -1 Time of Completion. ARTICLE7-/ Attachments to this Bid. ARTICLE 8- Defined" Terms. ARTICLE9- Bid Submittal  ARTICLE1 1-B BID RECIPIENT 1.01 This Bidi is submitted to:  Town ofHolden Beach 110 Rothschild Street Holden Beach, North Carolina 28462  1.02 The undersigned Bidder proposes and agrees, if this Bidi is accepted, to enter into an Agreement with Owner in the form inçluded In the Bidding Documents to perform all Work as specified or indicated in the Bidding Documents for the prices and within the times indicated in this Bid and ina accordance with the other terms and conditions of the Bidding Documents.  ARTICLEZ-BIDDERSACKNOWIEDGEMENTS  2.01 Bidder accepts all of the terms and conditions of the Advertisement and Instructions to Bidders, including without limitation those dealing with the disposition of Bid security. This Bid will remain subject to acceptance for 120 days after the Bid opening, or for such longer period of  time that Bidder may agree to inv writing upon request of Owner.  EJCOÇ" C-410, BidF Form for Construction Contracts. andA American Societyo OFCMIE Englneers. Allrightsreserved. Pagei  Copyright 02 2013 National Society ofp Professional Engineers, American Camadtegnencomp,    19  ARTICE3-BIDDERS REPRESENTATIONS 3.01 Ins submitting this Bid, Bidder represents that:  A. Bidder has examined and carefully studied the Bidding Documents, and any data and reference items identified in the Bidding Documents, and hereby acknowledges receipt of  the following Addenda: Addendum No. NONQ  Addendum, Date  B. Bidder has visited the Site, conducted a thorough, alert visual examination of the Site and adjacent areas, and become familiar with and satisfied itself as to the general, local, and Site conditions that may affect cost, progress, and performance of the Work. Bidder is familiar with and has satisfied itself as to all Laws and Regulations that may affect D. Bidder has carefully studied all: (1) reports of explorations and tests of subsurface conditions at or adjacent to the Site and all drawings of physical conditions relating to existing surface or subsurface structures at the Site that have been identified in the Supplementary Conditions, especially with respect to Technical Data in such reports and drawings, and (2) reports and drawings relating to Hazardous Environmental Conditions, if any, at or adjacent to the Site that have been identified in the Supplementary Conditions, E. Bidder has considered the information known to Bidder itself; information commonly known to contractors doing business in the locality of the Site; information and observations obtained from visits to the Site; the Bidding Documents; and any Site-related reports and drawings identified in the Bidding Documents, with respect to the effect of such information, observations, and documents on (1) the cost, progress, and performance of the Work; (2) the means, methods, techniques, sequençes, and procedures of construction to be employed by Bidder; and (3) Bidder'ss safety precautions and programs. . Bidder agrees, based on the information and observations referred to in the preceding paragraph, that no further examinations, investigations, explorations, tests, studies, or data are necessary for the determination of this Bid for performance of the Work at the price bid and within the times required, and in accordance with the other terms and conditions of G. Bidder is aware of the general nature of work to be performed by Owner and others at the H. Bidder has given Engineer written notice of all conflicts, errors, ambiguities, or discrepancies that Bidder has discovered in the Bidding Documents, and confirms that the The Bidding Documents are, generally sufficient to indicate and convey understanding of all  cost, progress, and performance of the Work.  especially with respect to Technical Data in: such reports and drawings.  the Bidding Documents.  Site that relates to the Work as indicated in the Bidding Documents. written resolution thereof by Engineer is acceptable to Bidder. terms and conditions for the performance and furnishing of the Work.  EICDC C-410, BidF Form for Construction Contracts. and Americans Society of Civil Englneers. Allrights reserved. Page2  Copyright 02 2013 National Societyo of ProfessionalE Engineers, American Councilo ofs Engineering Companies,    20  The submission of this Bid constitutes an incontrovertible representation by Bidder that Bidder has complied with every requirement of this Article, and that without exception the Bid and all prices in the Bid are premised upon performing and furnishing the Work  required by the Bidding Documents.  ARTICIE4-BIDDERSG CERTIFIÇATION 4.01 Bidder certifies that:  A. This Bid is genuine and not made in the interest of or on behalf of any undisclosed individual or entity and is not submitted in conformity with any collusive agreement or B. Bidder has not directly or indirectly induced or solicited any other Bidder to submit a false C. Bidder has not solicited ori induced anyi individual ore entity to refrain from bidding; and D. Bidder has not engaged in corrupt, fraudulent, collusive, or coercive practices in competing 1. "corrupt practice" means the offering, giving, receiving, or soliciting of any thing of value likelyt toi influence the action of a public officiali in the bidding process; 2. "fraudulent practice" means an intentional misrepresentation of facts made (a) to influence the bidding process to the detriment of Owner, (b) to establish bid prices at artificial non-competitive levels, or (c) to deprive Owner of the benefits of free and 3. "collusive practice" means a scheme or arrangement between two or more Bidders, with or without the knowledge of Owner, a purpose of which is to establish bid prices 4. "coercive practice" means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the bidding process or  rules of any group, association, organization, or corporation;  ors sham Bid;  for the Contract. For the purposes oft this Paragraph4.01.D:  open competition;  ata artificial, non-competitive levels; and affect the e execution oft the Contract.  ARTICIES-BASIS OFBID  5.01 Bidder will complete the Work in accordance with the Contract Documents for the following  price(s):  EJCDC C-410, Bid Form for Construction Contracts. and American Societyo OFCMILE Engineers. Allrights reserved. Page3  Copyright 02 2013N Natlonal Societyo ofp Professlonal Engineers, American CouncilofE Engineering Companies,    21  SINGLE PRIME CONTRACT FOR THE BASE BID  TOWN OF HOLDEN BEACH- VACUUM SEWER STATION #2 MODIFIÇATIONS  PARTA-ARCHTECTURAL AND GENERAL CONSTRUCTION  The Bidder will furnish all equipment, labor, materials, tools and supervision to complete all Architectural and General Construction for the complete renovation of the existing Vacuum Pump Station #2 including all demolition, reinforced concrete, above ground structure and all other items shown on the Drawings and/ori includedi int the! Specification for the Lump Sum Price of: One Millan Thrce Hadsllayhl Dollarsa and  SRoen MulMae Cents( >  Zero  4395,7406 4.395,709.60  TOTAL PARTA  PART B - ELECTRICAL CONSTRUCTION  The Bidder will furnish all equipment, labor, materials, tools and supervision to complete all Electrical Construction for the complete renovation of the existing Vacuum Pump Station #2i including all electrical demolition, grouting and filling all recessed boxes and conduit openings called for, and all new electrical gear, conduit, cable, system controls, and all other items shown on the Drawings and/or included in the Specifications. Work shall also include all Electrical Construction required to provide electrical service for the Owner's existing temporary vacuum pump skid at Vacuum Pump Stations #2, #3, & #4 as shown  ont the Drawings for the Lump Sum Price of: SarallalalEAhua  Dollarsand  Zero  Cents ($ 756,000.00'  TOTALPARTB  750,60000  EICDC* C-410, BidF Form for Construction Contracts. andA American Society of CMIE Engineers. Allr rightsr reserved. Page4  Copyright 02 2013 Nationals Society ofP Professlonal Engineers, American CouncilofE Engineering Companies,    22  PARTC-STATION PIPING AND EQUIPMENT MODIFIÇATIONS  The Bidder agrees to furnish all labor, materials, equipment, tools and supervision and alle else necessary to provide, construct, erect and place into operation one (1) duplex vacuum pump: system; one (1) temporary duplex vacuum pump: system; allp piping, valves, fitting andi removal oft the existing vacuum  pumpsystem and controls for the Lump Sum Price of:  Seue deen Acliars  OneMlsan Two Hundred Sivtyfive Thausarlo Dollarsand  Zer Cents  Cents ($  4245,017.00 4365,017.00 -  TOTAL PARTC  PARTD- - SITE WORK  The Bidder will furnish alll labor, materials, equipment, tools and: supervision and alle else necessary to perform all outside site work to include demolition, fencing, retaining walls, media filter bed, drives, piping, fittings, valves, hatches, and: site restoration. and all other items as shown on the Drawings  and/or includedi in the Specifications for the Lump Sum Price of:  Handnerd Suenty Four  Tue  Four Hundred EighhyFight Theund Dollarsand  2erc  Cents( ($ 488,274.00 ). $. 488,274.00  TOTALE PART D TOTAL BASE BID PARTS A-D  3,894,060.00  EJCDC*C-410, Bid Form for Construction Contracts. and/ Americans Socletyo ofcMlEngineers. Allrightsr reserved. Pages  Copyright 0: 20131 National Societyo ofp Professional Engineers, American CoundlofEngineering Companies,    23  TOWN OF HOLDEN BEACH GREENSBORO STREET LIFT STATION #2 HAZARD MITIGATION UPGRADE ADDITIONAL INFORMATION REQUIRED  PROPOSED MAJOR: SUPPLIERS: Fortilve Lor.MAiw  PROPOSED SUBCONTRACTORS: Fryr Fonco Conenade Gowboys  JassierMyers Constawfos Copery  PROJECTREFERENCES:  Wiostes  ERik Olsow 9192640186 DAb Baseau 9/97030263  74 7  Cityop Mrylkbeak,sc FTAwki Golhs 8439/82085  EICDC*C-410, BidF Form for Construction Contracts. and/ American! Society of Civil Engineers. Allrightsreserved. Page6  Copyright 0 2013 National Society ofF Professlonal Englneers,A American Coundil ofE Engineering Companies,    24  Bidder acknowledges that (1) each Bid Unit Price includes an amount considered by Bidder to be adequate to cover Contractor's overhead and profit for each separately identified item, and (2) estimated quantities are not guaranteed, and are solely for the purpose of comparison of Bids, and final payment for all unit price Bid items will be based on actual quantities, determined as  provided in the Contract Documents. ARTICLE 6-TIME OF COMPLETION  6.01 Bidder agrees that the Work will be substantially complete and will be completed and ready for final payment in accordance with Paragraph 15.06 of the General Conditions on or before the  dates or within the number of calendar days indicated in the Agreement.  ATA7-ATACMMENETOI THISB BID  7.01 The following documents are: submitted with and made a condition ofthis Bid:  A. Required Bid security; Efforts Form (2 pages); D. List of Proposed Subcontractors; E. List of Proposed Suppliers; F. List of Project References; G. Build America Buy America Certification;  B. NC Division of Water Infrastructure MBE/WBE (DBE) Compliance Supplement - Good Faith C. NC Division of Water Infrastructure. MBE/WBE (DBE) Compliance. Supplement -Table A;  H. Evidence of authority to do business in the state of the Project; or a written covenant to  obtain such license within the time for acceptance of Bids;  EICDC C-410, Bid Form for Construction Contracts, and American! Society ofc Civl Engineers. Alln rightsreserved. Page7  Copyright 0 2013 National Soclety ofp Professionall Engineers, American CouncilofE Engineering Companies,    25  ARTICLE 8. -DEFINED TERMS  8.01 The terms used in this Bid with initial capital letters have the meanings stated in the Instructions  to Bidders, the General Conditions, and the Supplementary Conditions.  ARICEy-BIDSUBMITAL  BIDDER: (Indicate correct name of bidding entityl  Torrahal,LcC KKEL  By: (Signaturel  Printedn name/ K.PAWIEL Honwa  (If Bidder is a corporation, a limited liability company, a partnership, or a joint venture, attach  evidence of authority to sign.)  Attest: (Signaturel (Printed name] Title: Submittal Date: Address for giving notices:  -  BRAND- Mhel  Eshinehor 82/24  1001 Gcodevorth Drive Sule105  ApeK,Nc 27539  Telephone Number: Fax Number:  9/9-372-87) 97-222-887  Contact Name and e-mail address: 6ai4iehk  Bidder's License No.:  75880 (where applicable)  EICDC*C-410, BidF Form for Construction Contracts. and/ American Societyo of Civil Engineers. Allrightsreserved. Page8  Copyright 02 2013 National Society of Professionall Engineers, American Councllo ofE Engineering Companies,    Green Engineering." PLLC  303 Goldsboro Street EmrePOEp.uoywAIE.NCETIY 26]  reen Engineering  Water, Wastevater. Surveying TEL252.237.5365 FAX252.243.7490 Planniny, Projcct Management WIVWAGFEENENGIRENGINEERING.COM  August 26, 2024  Town of Holden Beach 110 Rothchild Street  Holden Beach, North Carolina 28462 Attention: Mr. David Hewett  Town Manager  SUBJECT: Recommendation of Award  Greensboro Street Lift Station #2 Hazard Mitigation Upgrade Project No.: SRP-W-134-0021 Holden Beach, North Carolina PN: 20-030.3  Dear Mr. Hewett:  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, LLC 1001 Goodworth Drive, Suite 105 Apex, North Carolina 27539 Phone: 919-372-8982 Bid Amount:  $3,899,000.00  Should you have any questions regarding this information, please do not hesitate  to call me.  Respectfully,  Zhomob Dianb Thomas Dienes, P.E.  Enclosures: As Stated  WN HOLDEN:20030 Officell DWIC Correspondencel Project Bidl Infomtion200303. Recommendation: of Award Ltr- 2024-08-2 26d doc docx    27  dtochnat C  RESOLUTION 24-08  RESOLUTION OF TENTATIVE AWARD  WHEREAS, the Town of Holden Beach has received bids, pursuant to duly advertisement notice therefore, for construction of the Greensboro Street Lift Station #2, Hazard Mitigation Upgrade project, DWI Project No. SRP-W-134-0021 and EPA Community Grant No. 03D01624; and WHEREAS, Green Engineering P.L.L.C., Consulting Engineers have reviewed the bids; and WHEREAS, Terrahawk, LLC was the lowest bidder with a total price of $3,899,000; and WHEREAS, the Consulting Engineers recommend TENTATIVE AWARD to the lowest responsible NOW, THEREFORE, BE IT RESOLVED that TENTATIVE AWARD is made to the lowest responsible BE IT FURTHER RESOLVED THAT SUCH TENTATIVE AWARD be contingent upon the approval of the North Carolina Department of Environmental Quality (NCDEQ) and the Environmental  bidder.  bidder for the work in the amount of $3,899,000.00.  Protection Agency (EPA). Upon motion of This is day of  seconded by_  the above  RESOLUTION was unanimously adopted.  2024.  J.Alan Holden, Mayor  Attest:  Heather Finnell, Town Clerk  (Seal)    Atacent &  Green Engineering, PLLC  Memo  To: From: cc: Date: Re:  David Hewett Leo Green, II Christy Ferguson September 4, 2024  Addendum to Agreement for Engineering Services  Attached is an Addendum to the Agreement for Engineering Services for the Vacuum Sewer System Station #2 Upgrade Project, now named Greensboro Street Lift Station #2 - Hazard This addendum describes the additional Basic and Construction Management Services to be provided for this project and includes amendments to the Engineering Service Fees since this Please include on the agenda for the town's September 17, 2024 Board of Commissioners Mr. Leo Green, II will be present at the meeting to discuss any questions from the Board  Mitigation Project.  Agreement was originally executed on June 4, 2021.  meeting for their consideration.  regarding.    29  ADDENDUM TOTHE  AGREEMENT FOR ENGINEERING SERVICES  FOR CONSTRUCTION ADMINISTRATION AND SUPERVISION SERVICES  TO  VACUUM SEWER SYSTEM STATION #2 UPGRADE  This Addendum made and entered into this 17"day of September, 2024, by and between Town of Holden Beach, North Carolina (hereinafter, the' Town") and Green Engineering, PLLC (hereinafter, The purpose of this addendum to the existing agreement is to request an amendment to the fees for Basic and Construction Administration and Supervision Services for the current project, now named Greensboro Street Lift Station #2 - Hazard Mitigation Project, which was originallyi intended tol be a Town funded project andr now is funded with EPA Community Grant and NCDEQ -Division Amendments to this agreement include the following (to be amended to the current agreement). That the Town and Engineer, for the consideration herein named, do hereby agree as follows:  the "Engineer").  of Water infrastructure (DWI) administered Session Law 134 monies.  WITNESSETH: ARTICLE1 ARTICLE2  No changes  RESPONSIBILITIES OF THE ENGINEER  No changes  ARTICLE3  BASIC AND CONSTRUCTION MANAGEMENT SERVICES  Add the following bulleted items at the end of Section 3.1-B Basic Services:  Submit the required scoping documents to the Environmental Review Agencies per EPA's Prepare Contract Documents acceptable to both funding agencies, submitting one (1) pdf copy of the contract documents to the Town for submittal to EPA's project manager and one (1) copy of the contract documents. on behalf of the Town, to NCDEQ - DWI, including all supporting documentation, per DWI's Bid and Design Document Submittal checklist. Assist the Town in project solicitation for the purpose of minority business development. Participate in and chair pre-bid meetings. as required, to familiarize all prospective bidders with Receive, review and determine the acceptability of the Bidder(s) bid documents, including the acceptability oft the low bidder's MBEWWBE (DBE) documentation and American Iron and Steel Prepare the Project Bid Information submittal per NCDEQ DWI requirements including all Add the following bulleted items at the end of Section 3.2-Construction Management Services: Ensure Contractor compliance with Davis-Bacon certified payroll reports, AIS and BABA. Hold monthly project progress meetings as required to satisfy funding agency requirements and  program requirements.  the bid submittal requirements of the funding agencies. (AIS) and Build America Buy America (BABA) certifications.  supporting documentation.  submit meeting minutes to the appropriate parties.    30  ARTICLE4  PROJECT DEVELOPMENT SCHEDULE  The following schedule items in Section 4.1 shall be revised as follows:  Advertise for Bids. Pre-Bid Meeting Re-advertise for Bids Pre-Bid Meeting Receive Bids..  07/01/2024 07/15/2024 08/08/2024 08/15/2024 08/22/2024 09/17/2024 09/18/2024 10/18/2024 11/4/2024 11/11/2024 11/21/2024 08/18/2025 10/01/2025 11/01/2025  Town Tentatively Awards Contract (anticipated) Execute Construction Contract.. Preconstruction Conference. Begin Construction, Complete Construction (270 days). System Start-Up.. Project Closeout..  Submit Project Bid Information Submittal to NCDEQ-DWI. Town to receive NCDEQ-DWI Authority to Award (ATA) letter  ARTICLES COMPENSATION  Revised Section 5.1 as follows:  5.1 Compensation for Basic and Construction Management Services  Compensation for Construction Management Services of this Addendum to the Current Agreement shall include all compensation due the Engineer from the Town for all services under Articles 3.1 and 3.2 of this Agreement. The amount(s) payable to the Engineer for  these Services are:  Current Charges $11,308.00 $140,386.00 (lump sum) ARTICLE6  Additional Charges $15,000.00 (lump sum) $69,064.00 (hourly)  Revised Charges $26,308.00 $209,450.00  Bidding Phase Construction Adm.Supervision  RESPONSIBILITIES OF THE TOWN  No changes  ARTICLE7 INSURANCE ARTICLE8  No changes  AMENDMENTS TO1 THE AGREEMENT  No changes    31  ARTICLE9  TERMINATION AND SUSPENSION  No changes  ARTICLE10 ADDITIONAL PROVISIONS  No changes    32  IN WITNESS WHEREOF. the parties, by and through their authorized agents, have hereunder set their hands  and seal, alla as oft the day and year first above written. TOWN: Town of Holden Beach 110 Rothschild Street Holden Beach. North Carolina 28462  ENGINEER: Green Engineering, PLLC 303 Goldsboro Street E., P.O. Box609 Wilson. North Carolina 27894  Signature of Town Manager David W. Hewett, Town Manager Printed Name and Title (SEAL)  Signature of Officer/Owner  E.Leo Green. III. Managing Member  ATTEST: By:  Penny B. Glover, Notary Public My Commission Expires: September 6. 2024  This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal  Control Act.  Finance Officer  WIHOLDEN2030.10miceEngineenng AgreementlHolden Beach Contract Addendum 2024-09-04.0 docx    33  Attuuhment E  TOWNOFH HOLDEN BEACH ORDINANCE NO.24-12 2024-2025 AMENDMENTI NO.1)  AN ORDINANCE AMENDING ORDINANCE24-11, THE REVENUES AND APPROPRIATIONS ORDINANCE FORI FISCALYEAR Bei it ordained byt the Mayor and Board of Commissioners oft thel Town of Holden Beach, North Carolina, that Ordinance No. 24-11  appropriating fundst for fiscal year 2024-2025 be amended: as follows:  REVENUES DESCRIPTION EPASTAG FUNDBALANCE APPROPRIATED SEWER USE CHARGES WATER USE CHARGES EXPENDITURES DESCRIPTION  ACCOUNT# 30.0399.9302 30.0399.0500 30.0372.0000 30.0371.0000 TOTAL  AMOUNT ACTION 4,630,000 DECREASE 60,459 DECREASE 34,340 DECREASE 51,509 DECREASE 4,776,308  ACCOUNT# 30.0810.7401 TOTAL  AMOUNT ACTION 4,776,308 DECREASE 4,776,308  CAPITAL OUTLAY MAJOR EQUIP SEWER  The Finance Officer as may be appropriate is hereby authorized to effect such administrative actions as necessary toe ensure compliance witht thel Local Government Fiscal Control. Acta and Governmental Accounting Standards Board.  This amendment is effecttive the: 17th day of September 2024.  ATTEST:  J.Alan Holden, Mayor  Heather Finnell, Town Clerk    34  Attuhment P  ORDINANCE 24-13 Capital Project Ordinance  BE IT ORDAINED by the Board of Commissioners of the Town of Holden Beach, North Carolina, that, pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the Section 1:This ordinance is to establish al budget for capital projects to be funded by EPASTAG and DEQ grants. The project authorized is the upfit of the sewer lift station. Section 2: The officers oft this unit are hereby directed to proceed with the capital project within the terms of the board resolution and the budget contained herein. Section 3: The following amounts are appropriate for the project and authorized for  following capital project ordinance is hereby adopted:  expenditure:  Description Administration Construction Engineering TOTAL  Appropriation of Funds  $15,000 $4,300,950 $235,386 $4,551,336  Section 4: The following revenues are anticipated to be available to complete the project:  EPAS STAG & DEQGRANT  $4,551,336  Section 5: The Finance Officer is hereby directed to maintain sufficient specific detailed accounting and other compliance records to satisfy the requirements of the grantor agency, the Section 6: Funds may be advanced from the water/sewer fund for the purpose of making payments as due. Disbursement request to the grantor agency should be made in a timely Section 7: The Finance Officer is hereby directed to report the financial status of the project(s) Section 8: The Budget Officer is directed to include a detailed analysis of past and future cost and revenues on this capital project in every budget submission made to this board.  grant agreements and state law.  manor.  to the governing board on a quarterly basis.    35  Section 9: Copies of this capital project ordinance shall be furnished to the Budget Officer, the  Finance Officer and to the Clerk to Town Council.  Duly adopted this 17th day of September 2024  (seal)  J.Alan Holden, Mayor  ATTEST:  Heather Finnell, Town Clerk    36  Holden Beach Police Department  110 Rothschilds Holden Brach. NG 28462 wwwlnnhall.-am  Phone: 910-8-42-670; Faxr9 910-816-690 Whuallmsuhallam  Calls For Service (August 24) Descriptions 911 Hang Up (911HU) 911 Open Line (OL) Administrative Call Alarm (SIG45 Signal 45)  Printed on September 10. 2024  Totals 2 2 1 1 1 1 23 23 2 2 9 9 1 1 1 1 1 1 8 8 2 2 1 1 20 20 1 1 2 2 2 2 3 3 1 1 1 1 3 3  Animal Carcass in the Roadway (10-86 x86)  Animal Control Call  Armed with Gun Knife or Other Weapon (10-84 x84) Assist Other Agency (EMS): Disturbance or Disorderly Subject  Assist Other Agency (EMS); Fight in Progress (10-40 x40); Suspicious Vehicle or Subject(10-60x60)  Attempt to Locate (ATL) Breathing Problems (COPD) |Delta] Breathing Problems (Delta] Call By Phone (10-21Lawx x21L)  Call By Phone (10-21Law x21L); Keys In' Vehicle or Lockout  Careless & Reckless (C&R) Chest Pain or Discomfort [Delta] Coastal Water Rescue [Delta)  Coastal Water Rescue [Delta); Assist Other Agency (EMS) Coastal' Water Rescue (Multiple) [Delta]  Debris in Roadway  Page 1of4    37  Descriptions  Totals 8 8 6 6 4 4 1 1 1 1 1 1 1 1 1 1 1 1 1 1 37 37 1 1 2 2 1 1 11 11 1 1 25 25 1 1 25 25 1 1 1 1 4 4 2 2  Disabled Motorist (10-87x87) Disturbance or Disorderly Subject Domestic Disturbance (10-82 x82) Elevator Stuck or Problems [Alpha]  Falls [Alpha)  Fighti in Progress (10-40x x40) Fireworks  Gunshot Wound [Bravo); Disturbance or Disorderly Subject  Heart or AICO Problems [Delta] Heat Exposure [Alpha]  Improperly Parked Vehicle (10-70x70)  Investigation (Law) Keys In' Vehicie or Lockout Lift Assist (No Injury) [Alpha] Lost or Found Property  Medical Alarm (Bravo); Assist Other Agency (Fire) Meet with Complainant (10-83x x83)  Meet with Complainant (10-83 x83); Take Written Report (10-92: x92)  Meet with Subject or Officer (10-25x25) Missing or Abandoned Person Multiple Residential Fire Alarm [Charlie]  Noise Complaint Open Door  Page 2of4    38  Descriptions  Totals 1 1 1 1 1 1 1 1 1 1 1 1 1 1 3 3 1 1 416 416 1 1 12 12 35 35 1 1 1 1 1 1 1 1 9 9 2 2 3 3 4 4 4 4 1 1  Overdose or Poisoning (Accidental) [Delta] Overdose or Poisoning (Intentional) [Bravo] Psychiatric or Abnormal Behavior (Violent) [Charlie]  Sewer Alarm or Light Sick Person [Alpha]  Sick Person [Charlie): Assist Other Agency (Fire)  Sick Person (Omegal  Single Residential Fire Alarm [Bravo) Single Residential Structure Fire [Delta) Special Check Business Residence (10-79x79)  Special Check Business Residence (10-79x79); Alarm (SIG45 Signal 45)  Special Operations Assignment (Signal 55 SIG55)  Stopping Vehicle (10-61 x61) Storm Roads (Flooding or Ice) Storm Special Operations Structure Fire (Extinguished) [Delta] Suicidal (Violent) [Bravo]  Suspicious Vehicle or Subject (10-60x60)  Suspicious Vehicle or Subject (10-60: x60); Call By Phone (10-21Law x21L)  Take' Written Report (10-92x92)  Traffic Accident (Property Damage Only 10-50PD x50PD)  Traffic Control (10-58 x58) Traffic Incident ACN (Bravo]  Page 3of4    39  Descriptions Trespassers  Totals 1 1 2 2 1 1 1 1 1 1 1 1 2 2 2 2 6 6 741 741  Unconscious or Fainting [Alpha)  Unconscious or Fainting [Charlie); Assist Other Agency (Fire)  Unconscious or Fainting [Delta]  Underwater Rescue (Submerged) [Delta, Water]  Unknown Problem Bravo] Water or Sewer Problems Welfare Check  Totals  Page 4 of4    40    41  - T    42  2 I 3    43  Holden Beach Police Department  110 Rothsehildst Holden Brach. NC28162 wwlhtusuhallam  Phone: 910-812-670: Fax: 910-8-16-6907 Mhulahhimmalallaums  State Citation (August' '24)  Printed on September 10, 2024  Date 08/13/24  Defendant PITT, XAVIER GRAY  Statutes/Charges  20-158- - STOP SIGN VIOLATION; 90-95(D)(4)- POSSESS MARIJUANA UP TO1202:90-113- MARIJUANA PARAPHERNALIA 90-95(D)(2)- - SIMPLE POSSESS SCHIVCS (M); 20-309- NO LIABILITY INSURANCE; 90-95(D)(2) SIMPLE POSSESS SCHII CS (M): 20-111(2)- 20-137.1-FAIL TO SECURE PASSEN UNDER 20-135.2A-FAIL TO WEAR SEAT BELT-DRIVER 20-7(A)- NO OPERATORS LICENSE  08/17/24  LOCKLEAR, JAMIE LYNN EARWOOD HOLLAND, WILLIAM: ZACHARY HOLMES, PATRICIAHOGAN ACUNA, AVELINO JAIMES  08/18/24 08/18/24 08/20/24 Total Records: 5  16  LSV=2  Page 1of1    44  Permit Report 08/14/2024-0 09/06/2024  Issued Date Permit # 9/6/2024 9/5/2024 9/5/2024 9/5/2024 9/3/2024 8/30/2024 8/30/2024 8/30/2024 8/30/2024 8/30/2024 8/30/2024 8/30/2024 8/30/2024 8/29/2024 8/29/2024 8/29/2024 8/29/2024 8/28/2024 8/28/2024 8/27/2024 8/27/2024 8/27/2024 8/26/2024 8/26/2024 8/26/2024 8/26/2024 8/23/2024 8/23/2024 8/23/2024 8/23/2024 8/23/2024 8/23/2024 8/22/2024 8/22/2024 8/22/2024 8/22/2024 8/21/2024 8/21/2024 8/21/2024 8/20/2024 8/20/2024 Page: 1 of3  Permit Type  Project Cost  Total Fees  Total Payments $350.00 $1,575.00 $200.00 $175.00 $125.00 $205.00 $50.00 $331.50 $196.00 $175.00 $50.00 $100.00 $100.00 $955.00 $225.00 $5,980.26 $100.00 $175.00] $200.00 ) $125.00 $50.00 $50.00 $100.00 0j $175.00 $50.00 $175.00 $305.00 0J $25.00 $200.00  240826Electrical 240825/Boat Lift 240824/Swimming Pool 240823Repair 240822/Swimming Pool 240821/Mechanical 240820 Electrical 240819 Repair 240818Repair 240817/Zoning 240816/Repair 240815/Repair 240814/Boat Lift 240813Electrical 240812/Zoning 240811/Mechanical 240810/Mechanical 240809/Boat Lift 240808No Permit Required 240807Renovation 240806/Boat Lift 240805/Single Family Construction 240804/Mechanical 240803Electrical 240802/Mechanical 240801No Permit Required 240800Repair 240799/Zoning 240798/Zoning 240797Electrical 240796Electrical 240795/Mechanical 240794No Permit Required 240793Electrical 240792Zoning 240791Electrical 240790Repair 240789Repair 240788No Permit Required 240787/Zoning 240786/Mechanical  0 25,000 61,800 110,000 150,000 17,600 1,700 2,500 20,000 50 28,500 25,680 19,000 4,000 50 8,550 7,160 16,900 1,500 70,000 7,700 400,000 8,300 1,500 14,183 34,000 4,200 50 50 1,500 2,500 5,170 7,000 0 50 1,000 20,000 145,000 30,000 25 9,006  $350.00 $1,831.20 $1,175.00 $1,575.00 $200.00 $175.00 $125.00 $205.00 $50.00 $331.50 $306.12 $196.00 $175.00 $50.00 $100.00 $100.00 $177.10 0 $955.00 $225.00 $5,980.26 $100.00 $175.00 $200.00 0 $125.00 $50.00 $50.00 $175.00 $175.00 $100.00 0 $175.00 $50.00 $175.00 $305.00 $1,330.00 0 $25.00 $200.00    45  8/20/2024 8/20/2024 8/20/2024 8/20/2024 8/20/2024 8/20/2024 8/20/2024 8/16/2024 8/16/2024 8/16/2024 8/16/2024 8/16/2024 8/16/2024 8/16/2024 8/15/2024 8/15/2024 8/15/2024 8/15/2024 8/15/2024 8/15/2024 8/15/2024 8/15/2024 8/14/2024 8/14/2024 8/14/2024 8/14/2024  240785Electrical 240784Electrical 240783Electrical 240782 Electrical 240781Electrical 240780Repair 240779 Boat Lift 240778Single Family Construction 240777/Mechanical 240776Gas 240775/Mechanical 240774Repair 240773 Repair 240772Repair 240771Zoning 240770 Repair 240769/Mechanical 240768/Mechanical 240767/Mechanical 240766/Mechanical 240765/Repair 240764/Repair 240763Renoyation 240762/New Construction 240761/New Construction 240760/Plumbing  1,500 2,500 2,500 1,500 1,500 6,000 12,000 820,000 19,400 2,175 9,111 28,000 8,000 60,000 50 30,000 10,080 4,650 5,750 8,540 25,500 16,000 52,500 26,850 31,700 1,500  $175.00 $175.00 $175.00 $175.00 $175.00 $125.00 $233.00 $20,107.32 $200.00 $100.00 $200.00 $477.00 $125.00 $665.00 $50.00 $345.00 $200.00 $100.00 $100.00 $100.00 $254.50 $169.00 $747.50 $416.65 $460.30 $200.00  $175.00 $175.00 $175.00 $175.00 $175.00 $125.00 $233.00 $20,107.32 $200.00 $100.00 $200.00 $477.00 $125.00 $665.00 $50.00 $345.00 $200.00 $100.00 $100.00 $100.00 $254.50 $169.00 $747.50 $416.65 $460.30 $200.00  $2,448,530.00 $43,942.45 $38,773.03  Page: 2 of3    46  PERMIT SUMMARY REPORT COMMERCIAL Count Total Fees Fees Paid Total Project Cost RESIDENTIAL Count Total Fees Fees Paid Total Project Cost TOTAL Count Total Fees Fees Paid Total Project Cost  1 $0 $0 $0 66 $43,942.45 $38,773.03 $2,448,530  67 $43,942.45 $38,773.03 $2,448,530  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-S SUBSTAINTAL 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 7/9-8/13-86  TOTAL INSPECTIONS MADE= 180  Page: 3 of3    47  Finance Report  July 1, 2023 - August 31,2023 VS. July 1, 2024- - August 31,2024  Revenues to Watch  AD VALOREM TAX FY24 FY25 9,000.00 8,000.00 7.060.00 6,000.00 5,000.00 4.000.00 3,000.00 2,000.00 1,000.00 0.00  PARKING REVENUE FY24 FY25 280,000.00 275,000.00 270.000.00 265,000.00 260,000.00 255,000.00 250.000.00 245,000.00 240.000.00  4,371.15 8,013.76  252,627.03 277,855.90  FY24  FY25  FY24  FY25  OCCUPANCY TAX FY24 2,074,040.93 FY25 2,131,488.15 2.140,000.00 2,130,000.00 2,120.000.00 2,110.000,00 2,100,00000 2.090,000.00 2,086,000.00 2,070,000.00 2,060,000.00 2,050.000.00 2,040.000.00  Revenues are 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.  looking good  FY24  FY25    48  Revenue VS Expenditures by Fund  GENERAL FUND REV 157,252.39 601,300.21 181,681.56 551,757.13  EXP  FY24 FY25 700,000.00 600,000.00 500,00000 400.000.00 300,000.00 200,000.00 100,000.00  FY24 FY25  REV  EXP    49  Revenue VS Expenditures by Fund  WATER SEWER REV 594,384.46 623,306.67 423,256.89 455,714.42  EXP  FY24 FY25 700,000.00 600,000.00 500,000.00 400.000.00 300.00000 200.000.00 100.000.00  FY24 FY25  REV  EXP    50  Revenue VS Expenditures by Fund  BPART (PARKS AND REC) REV FY24 2,540,981.14 1,161,743.82 FY25 2,497,932.95 807,225.67  EXP  3,000,000.00  2,500,00000  2,000.000.00  1,500,000.00  FY24 FY25  1,000.00000  500,00000  REV  EXP    51  3    52  4 4 o& 8 a 6 00  5  2    53  a    54  HManager Talker August 2024  NC General Assembly Convenes mid. January  Long Session  Crossover date unknown at this time -usually apr/may Board may wish to have asks ready soonest Town legislative agenda items to Reps nlt tbd  CRC meeting OIB mid November  Inlet Hazard Area revisions maybe Nov but probably after new year- tracking closely  Ocean Blvd Bike Lanes  NCDOT Cost Overrun - Estimate $1,722,364: actual $1,797,424; delta! $75,060. Coordinating with DOT to review project andi identify potential alternative funding to satisfy overrun; follow on appropriation by Town probable to: satisfy obligation. 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  Town's share at 42% wouid be $31,525  (Mowing versus sweeping)  114 Quentin Access and Restroom Facility  Open for business on a limited basis until access lighting refinements are complete  Requests for Proposals  Ave E due Sep 27  ADA compliant parking, public and emergency accesses & restroom  Keybridge agreement deadline March '25 801 OBW Emergency and Public Access due 3 oct  ADASelf-Assessment due 150 Oct  Volunteer Appreciation Luncheon  25 Oct: 1130R RSVP to Christy    55  IAL  Town ofHolden Beach AGENDA TOPIC COVER SHEET  TO: Holden Beach BOC  MEETING DATE: 9/17/2024 DATE SUBMITTED: 9/6/2024  FROM: Tracey Thomas & Tom Myers ISSUE/ACTION REQUESTED:  Discuss & Possible action on Rules of Procedure update BACKGROUND/PURPOSE OF REQUEST:  Revise Rule 13:  Add the Mayor Pro Tem as a backup for the executive secretary on agenda preparation (see  redlined revision attached)  FISCAL IMPACT: (circle one) BUDGET AMENDMENT REQUIRED: NO CAPITAL PROJECT ORDINANCE REQUIRED: NO PRE-AUDIT CERTIFICATION REQUIRED: NO REVIEWED BY FINANCE DIRECTOR: NO CONTRACIS/AGREEMENTS: (circle One) REVIEWED BY TOWN. ATTORNEY: (YES/NO)N/A ADVISORY BOARD RECOMMENDATION: N/A FINANCE RECOMMENDATION: N/A  TOWN MANAGER'S RECOMMENDATION: N/A  ATTACHMENT    56  Rule 13. Agenda (a) Draft Agenda.  (1) Preparation. The Executive Secretary (designated by the Commissioners) or the Mayor Pro Tem, with administrative assistance from the town clerk, shall prepare a draft agenda in advance of each meeting  of the town board.    57  AAI  Town ofHolden Beach AGENDA TOPIC COVER SHEET  TO: Holden Beach BOC  MEETING DATE: 17 September 2024  FROM: David Hewett, Town Manager DATE SUBMITTED: 6 September 2024 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 of21 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. FISCAL IMPACT: (select one) BUDGET AMENDMENT REQUIRED: CAPITAL IMPROVEMENT PLAN ITEM: PRE-AUDIT CERTIFICATION REQUIRED: REVIEWED BY FINANCE DIRECTOR:  YES[ YES YES YESL  NON NORI NOSJ NOL  CONTRACIS/AGREEMENTS: (select one) REVIEWED BY TOWN ATTORNEY:  YESDJ  NONJ  ADVISORY BOARD RECOMMENDATION: N/A  FINANCE RECOMMENDATION: N/A  Page 1of2    58  TOWNI MANAGERSRECOMMENDATION: 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.  ATTACHMENT: RFQ  Page 2of2    59  Request for Qualifications (RFQ)  Development of Preliminary Designs and Cost Estimates Repair or Replacement of Town Pier Properties located at 441 Ocean Boulevard' West, Holden Beach NC  for  I.  PURPOSE.  The Town of Holden Beach ("Town")i 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. H.  BACKGROUND  The Town is a municipal corporation located in Brunswick County, North Carolina serving a community of 932 year-round residents and a summer population exceeding fifteen thousand. olection/transmision, building inspection, code enforcement, parks and recreation, police The Town purchased the Pier complex in the Spring of 2022. On site facilities currently include a pier house, an ocean pier, an 80 space paid parking lot, modular public restrooms, two public beach accesses, one emergency beach access and a six space campground with utilities. Neither the Pier nor the Pier house are open to the public at the present time.  The Town provides for solid waste disposal, water distribution and sewer  and fire protection.  III. SCOPE OF WORK.  The Town is seeking to contract with one firm having multi-faceted experience working with public facility projects, but may also consider a team of qualified firms, which could include subconsultants. Such experience may include, buti is not necessarily limited to, the following:  Civil Engineering with specific coastal engineering and/or marine construction experience  Structural Engineering Survey  Environmental Services and Permits - Including CAMA Permitting  Architectural and Landscape Design Financial Modeling Cost Estimating Grant Funding Administration    60  The exact scope of services required by the Town shall be set forth in an agreement between the Town and the selected firm. The scope of work: shall include, but not be limited to, the following: A. Preliminary design services fori repair of the current pier structure from the pier deck usinga  phased approach as follows:  Phasel. Structural Stabilization of the existing wooden pier to include replacement of all 161 major/severely damaged piles, replacement of all fasteners, and a significant portion of the bracing, if nota all, depending on analysis results. Analysis Phase H. Safetyrepairs to make the pier safe fort the public, to include handrails and  may call for additional bracing as well.  ADA access  Phase III. Plumbing, electrical, mechanical and decking replacement  Phase IV. Pier Extension of 2501 feet to restore the pier to its original 1000 foot length and reach significantly deeper fishing waters than the current 41 to 81 foot depths Develop Cost estimates for each phase and a draft Maintenance and Repair Plan  reachedi by the existing 7501 foot pier length.  with annual life cycle cost estimates for a period of 30 years.  B. Preliminary design and cost estimates to construct an entirely new wooden pier  Phase 1. Develop andi identify funding mechanisms and atternatives to replace the Phase 2. Develop andi identify funding mechanisms and alternatives to constructa 2501 foot extension of the' newreplacement"750 foot long pier. Develop Cost estimates for each phase and a draft Maintenance and Repair Plan with annual life cycle cost estimates for a period of 30 years toi include considerations needed toi implement a condition based maintenance program that includes periodic and post storm inspections in addition to any storm damage  existing 7501 foot pier.  projections and associated damages.  C. Preparation of at financial/business case analysis to determine potential revenue to offset development costs toi include market analysis of potential commercial/retail facilities that may be sited on the property for each oft the existing pierr repair and new pier options and phases outlined in Aa and B above. Financialbusiness case analysis must include sufficiently detailed information that will enable the Town to pursue externali funding D. Provision and inclusion of estimated end state Perormance/constrnuction times and schedules for each oft the existing pier repair and new pier options and phases outlined in A  sources.    61  and B. above in addition to plot plans, general assembly drawings, piping and Instrumentation schematics, utility diagrams, equipment lists, general standards and specifications to include detailed specs for critical equipment.  IV. ADMINISTRATIVE REQUIREMENTS  Pursuant to North Carolina General Statute 143-64.31, the Town of Holden Beach utilizes a qualfications-based selection process without consideration of fees during the initial phase in Interested firms must electronically submit their qualifications package as a PDF document by  selecting firms for professional engineeringservices.  no later than 28 October, 2024 at 5:00 p.m, to Heather Finnell, Town Clerk;  eatherehbtownhalcom.  Paper copies are not required. If a hard copy is submitted, (7) copies shall be delivered to the Holden Beach Town Hall located at 110 Rothschild Street, Holden Beach NC 28462 prior to the Whether digital or hard copy, the subject line should contain the firm's name and "Statement of Qualifications for Development of Preliminary! Designs and Cost Estimates for 441 Ocean All interested firms that have questions must direct them to the Town Clerk Heather Finnell via email no later than 14 October 2024. Any addendums willl be released with answerstos submitted questions with posting on the Town's website at tps/bwastbowphalcon  submission deadline.  Boulevard West"  V.  NOTICE TO VENDOR OF RFQ TERMS AND CONDITIONS.  Itshall be the Vendor's responsibility to read all parts and content of this RFQ and comply with  all requirements and specifications set forth herein. VI. SUBMISSION REQUIREMENTS  The following submittals must accompany the! Statement of Qualifications:  a. Afully completed and executed Execution page (Exhibit A) b. Statement of Financial Condition (Exhibit B) Underutilized Businesses (Exhibit C)  Completed and signed Supplemental Vendor Information - Historically  The selection of a firm will be based on the overall qualifications as presented in the detailed Statement of Qualifications provided by the respondent firm(s). The presence or absence of one or more of the items listed below, except for those items required by law, shall not be completely    62  disqualifying but shall be taken into consideration when evaluating each firm. Qualification a. Firm name and office location responsible. Include background of Vendor's firm including the size of the firm, the number of years it has been in business, total number of b. Key Project Team member qualifications, including subconsultants. Address the overall  statements should address the following:  personnel, and the number of staff by discipline. capabilities of the firm relevant to this RFQ.  Relevant experience in design, permitting and construction administration of public facilities in North Carolina. Provide summaries of completed projects on which similar services were provided and references for those projects; each such summary and reference toi include the client's and the project's name, the project description, the dollar value of the project and specific grant assistance provided/attained if applicable, and the name, title, email address and telephone number of the reference contact. d. Statement of Qualifications shall not exceed a maximum of 30 pages.  VII. SELECTION CRITERIA  The considerations below will be utilized for selection of the firm(s). Selection will be made by  the Holden Beach Board of Commissioners.  a. Professional Expertise: The firm's recent experience, knowledge, and familiarity b. Management & Technical Expertise: The experience of the proposed Project Team in completing public projects of this nature efficiently and through Local Knowledge & Permitting Experience: Strong consideration will be given to the team demonstrating knowledge of the local permitting processes and requirements. Recent experience with similar projects in coastal NC areas will be d. Past Performance: Relevant project references shall be provided. The firm's ethical and professional standing and satisfactory performance under previous contracts, along with positive client relationships, will be considered. The Town will review other factors directly applicable to the firm'sq qualifications as provided  inc conducting similar projects.  administration of relevant grant funding.  relevant.  for this project.    63  VIII. CONDITIONS AND RESERVATIONS  The Town reserves1 the rightt to request substitutiono ofany subconsultants. The Town also reserves the right to reject any or all responses tot this RFQ, to waive technicalities, to advertise for a new RFQresponse, or to accept any RFQ response deemed to be in the best interest of the Town. The selected frm/consultant(s) and all subconsultants may be required to submit an affidavit certifying compliance with the terms of the State of North Carolina's E-verify statute (NCGS 64- A response to this RFQ is not to be construed as a contract, nor does it indicate commitment of any kind. The RFQ does not commit the Town to pay for costs incurred in the submission of a response to this RFQ or for any cost incurred prior to the execution of a final contract. Iti is an absolute requirement of the Town that the project work site and work force be drug free and that associated individuais, including subcontractors, working on the project be free of prior or pending felony convictions. The qualifications statement should include a commitment to this requirement and an indication oft the plan ofthet firm to ensure compliance with this requirement.  26).  IX. DELIVERABLES SCHEDULE  The elements outlined in the Scope of Work and subsequently agreed to by Town and Consultant(s) will be required to be fulfilled within 90 days after execution of a mutually  agreeable contract. X.  CONTRACTING  Any contract developed for this work shall be enforced in accordance with the laws of the State of North Carolina. Any controversy or claim arising as a result of contracting shall be settled by action initiated in the appropriate division of the General Court of Justice in Brunswick County,  North Carolina.  XI. CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS.  During the evaluation period - from the date the responses are opened and the vendors ranked by qualifications - each vendor submitting a response is prohibited from having any communications with any person inside or outside oft the Town ift the communication refers to the vendor's response or qualifications, the contents or qualifications of another vendor, and/or the transmittal of any other communication of information that could reasonably be considered to have the effect of directly or indirectly influencing the evaluation of submitted responses to this RFQ. A vendor failing to comply with this provision shall be disqualified from being evaluated for this RFQ unless it is determined, in the Town's discretion, that the communication was harmless or that it was made without the intent toi influence the evaluation of vendors under this RFQ. Only those discussions, communication or transmittals of    64  information authorized or initiated by the Town or general inquiries directed to the Town regarding the requirements of this RFQ are excepted from this provision.  XII. EQUAL EMPLOYMENT OPPORTUNITY  The Town of Holden Beach does not discriminate in any of its programs and activities. The Consultant(s) awarded the contract for work will be required to assure that no person shall be denied employment or fair treatment, or in any way discriminated against on the basis of race,  sex, religion, age, national origin, or disability.  XIII. HISTORICALLY UNDERUTILIZED BUSINESSES.  The Town invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled individuals, disabled business enterprises, and non- profit work centers for the blind and severely disabled. In responding to this RFQ, vendors shall complete and sign the Supplemental Vendor information = Historically Underutilized Businesses  attached hereto as Exhibit C. XIV. INFORMAL COMMENTS.  The Town shall not be bound byi informal explanations, instructions, or information given at any  time by anyone on behalf of the Town during the evaluation process.  XV. COST OF PREPARING THE RESPONSE.  Any costs incurred by a vendor in preparing or submitting a response are the vendor'ssole responsibility: and the Town shall not reimburse any vendor for any costs incurred in preparing  its response.  XVI. WITHDRAWAL OF RESPONSE.  A response to this RFQ may be withdrawn only in a writing received by the Town Clerk before the October 28, 2024 submission deadline. A withdrawal request must be on the Vendor's  letterhead and signed by an authorized official of the Vendor.  XVII. VENDOR'S REPRESENTATIONS.  a. Vendor warrants that only qualified personnel shall provide services under any agreement resulting from this RFQ and that they shall do sO in a professional manner. As used herein, "professional manner" means that the personnel    65  performing the services possess the skill and competence consistent withi the b. Vendor warrants that it has the financial capacity to perform and to continue to perform its obligations under any agreement resulting from this procurement process; has no actual or constructive knowledge of any actual or potential legal proceeding brought or being brought against it that could materially adversely affect performance of any such resultant agreement; and is not prohibited by any contract or order by any court of competent jurisdiction from entering into an  prevailing business standards in the subject industry.  agreement resulting from this procurement process.    66  EXHIBIT A Execution Page  By executing this Request for Qualifications ("RFQ"), the undersigned Vendor certifies that this response is submitted competitively and without collusion, that none ofi its officers or directors has been convicted of any violations under Chapter 78A of the North Carolina General Statutes (the North Carolina Securities Act), the Securities Act of1 1933 or the Securities Exchange Act of 1934, and that iti is not an ineligible vendor as set forth in N.C.G.S. $ 143-59.1. As required under N.C.G.S. 51 143-48.5, the undersigned Vendor certifies that it, and each ofit its sub-contractors, ifany, for any contract awarded as a result of this RFQ, complies with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the Proposals will be evaluated to rank the responding vendors in order of their qualifications and competence following which the Town will attempt to negotiate a fair and reasonable contract The failure to execute/sign this response prior to its submittal shall render the response invalid such that it will be rejected. Late responses shall not be considered.  work authorization ofi is employees through the federal E-Verify system.  price with the best qualified vendor.  Vendor: Street Address: City, State, and Zip: Mailing Address: City, State and Zip: Federal ID No. or Social Security No.: Name/Title of Person Signing on Behalf of Vendor: Signer'sTelephone No.: Signer's Email Address: Vendor's Authorized Signature:  Signer's Mobile No.: Date:    67  EXHIBIT B Name of Vendor:  The undersigned hereby certifies that [check all applicable boxes):  D Vendor is in sound financial condition. E Vendor has no outstanding tax orj judgment liens. emplyment-related contributions and withholdings.  DV Vendor is current in all amounts due for payments of federal and state taxes and required G Vendor is not the subject of any current litigation or findings of non-compliance under federal DV Vendor has not been the subject of any past or current litigation or findings in any past litigation which may impact in any way its ability to perform its obligations under an agreement OThe undersigned is authorized to make the foregoing statements on' Vendor's behalf. If one or more of the foregoing boxes is NOT checked, please set forth the reason in the space  or state law.  resulting from this procurement process.  directly below. Signature Date  Printed name and title    68  EXIHIBITC  Pursuant to N.C.G.S. $1 143-64.31, the Town invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises, and non-profit work centers for the blind and severely disabled. This includes utilizing subcontractors to perform any required functions set forth in this RFQ. Any questions concerning NC HUB certification may be directed to the North Carolina Office of Historically Underutilized Businesses at (984) 236-0103 or hubofice-doa@doancgow 1. Is Vendor a Historically Underutilized Business? D Yes a No 2. Is Vendor certified with North Carolina as a Historically Underutilized Business?BYesENo  Ifso, state HUB classification:  Signature Date  Printed Name and Title    69  AI  Town ofHolden Beach AGENDA TOPIC COVER SHEET  TO: Holden Beach BOC  MEETING DATE: 9/17/24 DATE SUBMITTED: 9/6/24  FROM: Town Manager Hewett  ISSUE/ACTION REQUESTED: Receive attached modular stormwater plan for Block Qto  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 FISCALIMPACT: (select one) BUDGET AMENDMENT REQUIRED: CAPITAL IMPROVEMENT PLAN ITEM: PRE-AUDIT CERTIFICATION REQUIRED: REVIEWED BY FINANCE DIRECTOR:  YES YESXI YES[ YESLJ  NOX N/A NOL NOXI N/A NOI  CONTRACIS/AGEEMENTS: (select one) REVIEWED BY TOWN ATTORNEY:  YESD  NOX  ADVISORY BOARD RECOMMENDATION: N/A  FINANCE RECOMMENDATION: N/A  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 a RFP for construction.  Page1of1    70  Holden Be  Date: September 6, 2024  To: Mayor Holden and Board of Commissioners From: David Hewett, Town Manager Re: Block QStormwater  At the March meeting of the BOC, the board voted to move forward with the Block Q grant for the restroom facility, associated parking, site prep, and landscaping. At the April meeting, the BOC further directed staff to come back with a revised stormwater solution that was modular and accomplished the grant requirements. Attached you will find the engineer's modular plan (attachment 1) that will Manager recommends receipt of the plan SO that staff can move forward with engaging the  accomplish this project for a an estimated $10,000, which is within the existing budget. engineerarchitect on restroom facility design and publish an RFP for construction.  TOWNOFHOLDEN BEACH TOROTISCILDSIREET HOLDENBEACH NORTICAROLINA  (910) 842-6488 Fax (910).842-9315 hup: www.hbtownhal.com    71  Structure Area 1.5"Volume  3200 square feet 400 cubic feet  100 sf 12.5c cf  Totali Length of Trench Needed for 3200s.f. of Impervious 65.36t 97.09f 127.39tt 170.94ft 69.93ft 81.30ft 170.94ft 208.33t 303.03t 242.42_ft 320.00t 470.59ft Voidsin Trench 6.12c.f./ln.. 4.12c.f./in.. 3.14c.f./h.f. 234c.f./hn.. 5.72c.f./In.f. 4.92c.f/ln.f. 234c.f/ln.f. 1.92c.f./l.. 1.32c.f./h. 1.65c.f./ln 1.25c.f./In.f. 0.85c.f./In.f.  Total Length of1 Trench Needed for 100 sf.ofimperyious 2.04 3.031 3.98t 5.34 219 2,54 5.34t 6.51t 9,47 7,58ft 10.00ft 14.71tt  VariousTrench Options Voids inl Trench  3x5'Trench w/ 6" Tile 2'x5'Trench w/ 6"1 Tile 2'x4'1 Trench w/6 6"T Tile 2'x3" Trenchw/6 6"T Tile 2'x7'Trench w/ 6"Tile 2'x6' Trenchw/6 6"1 Tile 1.5'x4'1 Trench w/ 6" Tile 1.5'x3" Trench w/ 6"1 Tile 1.5'x2"1 Trenchy w/ 6"1 Tile 1'x4'1 Trench w/ 4" Tile 1'x3'Trench w/ 4"1 Tile 1'x2" Trenchy w/ 4"1 Tile  6.12 c.f./In.ft 4.12 c.f./In.ft 3.14 c.f./In.ft 2.34 c.f./In.ft 5.72 c.f./In.ft 4.92 C.f./in.ft 2.34 C.f./In.ft 1.92 c.f./In.ft 1.32 c.f./In.ft 1.65 c.f./In.ft 1.25 c.f./In.ft 0.85 c.f./In.ft  Trench Size 3'x5'Trench 2'x5'Trench 2'x4" Trench 2'x3'Trench 2'x7'7 Trench 2'x6 Trench 1.5'x4'Trench 1.5'x3'Trench 1.5'x2'T Trench l'x4'Trench l'x3'Trench l'x2'Trench  Tile 6" 6" 6" 6" 6" 6" 6" 6" 6" 4" 4" 4"  SEAL 403667-8ip1 a  Emished Erade Kirhéra #576pgik-Sime FiMer Frbricz Varis P'fo 7 Nor To SGALE  LSHRE  TYPIGAL INEILTRATION TRENGH    72  Structure Area 1.5"Volume  3200 square feet 400 cubict feet  100sf 12.5cf  Total Length ofT Trench Needed for 3200s.f. of Impervious 65.36 97.09ft 127.39ft 170.94ft  Totall Length of Trench! Needed for 100s.f. of impervious 2.04tt 3.03t 3.98t 5.34ft  Various' Trench Options Voids inl Trench  3x5'Trenchw/ 6"1 Tile 2'x5'1 Trenchy w/ 6"1 Tile 2m4Trenchw/6-Tle 2x3Trenchw/E-Tie  6.12 c.f./In.ft 4.12 c.f./In.ft 3.14 c.f./in.ft 2.34 c.f./In.ft    73  TAI  Town of Holden Beach AGENDA TOPIC COVER SHEET  Holden  TO: Holden Beach BOC  MEETING DATE: 9/15/24 DATE SUBMITTED: 9/6/24  FROM: Tracey Thomas & Tom Myers 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 gain/ftemporay'rented stage somewhere else?  (where); new pavilion? (where)  FISCAL: IMPACT: (circle one) BUDGET AMENDMENT REQUIRED: NO CAPITAL PROJECT ORDINANCE REQUIRED: NO PRE-AUDIT CERTIFICATION REQUIRED: NO REVIEWED BY FINANCE DIRECTOR: NO CONTRACTS/AGREEMENTS: (circle One) REVIEWED BY TOWN ATTORNEY: (YES/NO) N/A ADVISORY BOARD RECOMMENDATION: N/A FINANCE RECOMMENDATION: N/A  TOWN MANAGER'S RECOMMENDATION: N/A  ATTACHMENT-    74  IAL  Town ofHolden Beach AGENDA TOPIC COVER SHEET  -  TO: Holden Beach BOC  MEETING DATE: 9-17-2024 DATE SUBMITTED: 9-3-2024  FROM: Rick Paarfus, Dr. Page Dyer  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.  BACKGROUNDIPLRPOSE OF REQUEST:  Several residents have observed the practice of using open flame devi ices under houses in violation of 91.17 (attached). This usually is the result of the individual having no knowl ledge oft the regulation's required. stand ofT distance. It is desirable to find an ellective means of informing the public about this important safety issue. particularly because houses typically burn in 2's or3 3's due to proximity and envi ironmental concerns.  FISCALIMPACT: (circle one)  BUDGET AMENDMENT REQUIRED: YESO CAPITAL PROJECT ORDINANCE REQUIRED: YES/NO) PRE- AUDIT CERTIFICATION REQUIRED: YESNO) REVIEWED BY FINANCE DIRECTOR: YESO) CONTRACTS/AGREEMENTS: (circle One) REVIEWED BY IOWN ATTORNEY:VYESAO) ADVISORY BOARD RECOMMENDATION: N/A TOWNN MANAGER'S RECOMMENDATION: N/A  FINANCE RECOMMENDATION:  N/A    75  ATTACHMEST  8  Holden Beach - General Regulations  be effective in the town at the time such amendments $91.15 PROHIBITED FIRES.  are filed with the Building Inspector as provided in  $91.03 of this chapter. Ord. 00-15, passed 6-26-00)  Itshall be unlawful for any person or business to ('85 Code, 8 3-4.1) (Ord. 13-84, passed - -; Am. Ord. 90-15, passed 10-1-90; Am. Ord. 02-08, passed 19-13, passed 8-20-19; Am. Ord. 21-10, passed  ('85C Code, $8-1.7) (Ord. 91-04, passed 4-8-91; Am. set or cause to be set any fire within the town.  Exception: see $91.17.  $91.03 COPIES OF CODEI FILED WITHTOWN 5-27-02; Am. Ord. 16-19,passed: 12-20-16; Am. Ord.  CLERK.  6-15-21) Penalty, see $91.99  An official copy of each regulatory code adopted herein, and official copies of all amendments thereto, and Building Inspector. Such copies shall be the official copies of the code and amendments. ('85 Code, $8-1.8) (Ord. 91-04, passed 4-8-91)  shall be kept on file in the office of the Town Clerk $91.16 RECREATIONAL FIRES.  Recreational fires, except those confined within containers manufacturedspecincaly for such! purpose, ('85 Code, $ 3-4.3) (Ord. 13-84, passed -; Am. Ord. 02-08, passed. 5-27-02; Am. Ord. 16-19, passed 12-20-16; Am. Ord. 19-13,passed 18-20-19; Am. Ord. 21-10, passed 6-15-21) Penalty, see $91.99 $91.17 OPEN FLAME DEVICES.  shall! not be allowed.  OPEN BURNING  $91.14 DEFINITIONS.  For the purposes ofthiss subchapter, the following definitions shall apply unless the context clearly indicates or requires a different meaning.  Charcoal burners and other open flame devices shall not be operated on or within ten feet (3,048 mm) of combustible construction. Exception: propane (Ord. 16-19, passed 12-20-16; Am. Ord. 19-13, passed 8-20-19; Am. Ord. 21-10, passed 6-15-21)  CHARCOAL BURNER. A stove that burns fueled grills. COMBUSTIBLE CONSTRUCTION. Capable of Penalty, see $91.99  charcoal as fuel.  burning, generally in air under normal conditions of ambient temperature and pressure.  $91.18 COOKING IN PUBLIC AREAS OR ON All open and closed flame devices, and cooking  OPEN-FLAME DEVICES. Portable or PRIVATE. DUNES PROHIBITED.  non-portable flame devices fueled by flammable or combustible gases or liquids that are not enclosed or from contacting combustible material. passed 8-20-19; Am. Ord. 21-10, passed 6-15-21)  installed in such a manner as to prevent the flame devices shall not be operated or put into use in any (Ord. 16-19, passed 12-20-16; Am. Ord. 19-13, (Ord. 21-10, passed 6-15-21) Penalty, see $91.99  public areas or on private dunes.    76  TAL  Town ofHolden Beach AGENDA TOPIC COVER SHEET  TO: Holden Beach BOC  MEETING DATE:9/17/2024 DATE UBMITED:952024  FROM: Rick Paarfus, Tom Myers  ISSUE/ACTION REQUESTED: Discussion and possible action for the adoption of an action tracking tool for certain FY 2024-2025 BOC Objectives with the initial distribution to the BOC: BACKGROU ND/PL RPOSE OF REQUEST: The purpose of this request is to consider of an action tracking tool for certain FY 24-25 BOC objectives (see attachments adoption that  by 8 October 2024.  be expanded as necessary. An example of the tool is attached.  I-3)  can  FISCALIMPACT (circle one)  BUDGET AMENDMENT REQUIRED: YESNO CAPITAL PROJECT ORDINANCE REQUIRED: :YES/NO) PRE-AUDIT CERTIFICATION REQUIRED: YES/NO) REVIEWED BY FINANCE DIRECTOR: YES NO) NTRACINAGKIFENTN (circle One) REVIEWEDBY" OMMATIORMNYDIYADA  ADVISORY BOARD RECOMMENDATION: NIA TOWSMANAGERS RECOMDIENDATION:  FINANCE RECOMMENDATION:    77  AITACHMENTI  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 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 obstaçles to progress, and Itisr 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 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  reference.  allow for a shift in priorities ifneeded due to emerging issues.  progress, challenges, ora a change in priority.  investigation (Objective 7), do not have a clearly defined path forward. The following BOC Objectives are recommended for tracking action:  #2-ADASelf/ Assessment #6-ADAI bathroom (at block Q) #7-Fire Station Upgrades #14 - Block Q site plan #18 - Update Town Website #19 - Pier repair/replacement #26-Investigate vacuum bypass system.  #8 - Improve Audio/Video for Town meetings  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.  2    78  ATTACHMENT  2  Scored BOCO Objectives for Fiscal Year 2024/2025  1. ADA Compliance- Complete all obligations per the agreement (Must Do, Core Service  4)  2. ADA Sell-Assessment (Must Do, Core Service, 10)  3. Complete pump station 2 upgrade (Should Do, Core Service, 15)  4. Transfer money from the General Fund to the Beach and Inlet CRF as defined by the existing policy (BOC & TM); Adherence to fund balance policy for funding beach and 5. Evaluate stormwater study recommendations and developi implementation plan  inlet capital reserves (Must Do, Protecting Property, 32) including funding (Should Do, Protecting Property, 33) 6. ADA compliant bathhouse (Should Do, Amenities, 33)  7. Investigate and passibly plan for the fire station including funding requirements  (Should Do, Protecting Property, 34)  8. Improve audio/video at Town meetings (Should Do, Core Service, 43)  9. Completion of water system assessment (water tower) and corresponding update of  the CIP (Should Do, Core Service, 47) 10.Take action on 796 OBW (Shoutd Do, Amenities, 49)  11.Inclusion of beach nourishment plans and funding in the CIP (Should Do, Protecting 12.Redefine policy for the capital reserve fund for beach renourishment to restrict its use solely for physical beach renourishment and define the annual revenue streams for implementation during fiscal year: 2024/2025 (Should Do, Protecting Property, 55) 13.Create aj planf forthe pavilion, cludngtundncmuremens (Nice tol Have,Amenities, 14.Create as site plan for Block Q, Reudnçtunangmpiemems (Nicet toH Have,Amenities, 15.Lobbyist - review cost/benefit: analysis (Should Do, Core Services, 60)  Property, 53)  55) 57)    79  16.Continue tos support and monitor Lockwood Folly Inlet access to the ocean (Should Do, 17.Monitor the proposed changes to Inlet Hazard Areas and how this could impact property values, construction and insurance rates. Assist when appropriate to scope HArecommendations: tot the benefit of Holden Beach (Should Do, Protecting Property, 18.Updated Town website and improved communications with citizens (Should Do, Core  61)  62) Services, 62) 19.Pier (Not Categorized, 67) 20.Pier House (Not Categorized, 71)  21.Upgrade budget message document to include details and pie charts on relative departmental and types of expenses as well as full details on debt service schedules 22.Repair parcourse marsh between Greensboro: ands Scotch Bonnet Drive, consider move 23.Consider a loçation to have pickleba!l courts to free basketball court (Nice to Have, 24.Assess existing parks & rec facilities, playground equipment for maintenance, repair 25.Review and update paid parking program (e.g. rates, fines, rate structure, 26.Investigate vacuum bypass system (Like to Do, Core Services, 94)  (as was done In the FY 18/19 report) (TM) (Should Do,73) to area not flooding (Nice to Have, Amenities, 78)  Amenities, 83)  orre replacement (Nice to Have, Amenities, 86) festival parking) (Niçe to Have, 87)  season,  Goals  1. Balance the budget without raising taxes; no taxi increase 2. Maintain required reserves in the General Fund  3. Assess water and sewer reserve funds to ensure they can satisfy short and 4. 90% budget execution excluding contingency items, spend what you asked for  needs  long-term    80  2 a 1o  8 3 I 8 de 3 :  - € C  I7  D 9 6 5 3 of o #  3 o I 9 le o 8 5 B    81  8oo  2    A  82  Town ofHolden Beach AGENDA TOPIC COVER SHEET  TO: Holden Beach BOC  MEETING DATE: Jeptember 17,2024 DATE SUBMITTEDAeymue 6,2024  FROM:  Plonning tiniprrions ISSUE/ACTION REQUESTED:  Encroachmet agreement At 180 Orean Boulevord East BACKGROUND/PURPOSE OF REQUEST:  Encrachmat ggrement to Qlow beaArceSSNON OVEr abandond Townomnefodd  FISCALI IMPACT: (select one) BUDGET AMENDMENT REQUIRED: CAPITAL IMPROVEMENT PLAN ITEM: PRE-AUDIT CERTIFICATION REQUIRED: REVIEWED BY FINANCE DIRECTOR:  YESL YES[ YES YES  NOIXI NOXI NOXJ NOXI  CONTRACTS/AGREEMENTS: (select one) REVIEWED BY TOWN ATTORNEY:  YESDJ  NOFJ  ADVISORY BOARD RECOMMENDATION:  FINANCE RECOMMENDATION:  TOWN MANAGER'S RECOMMENDATION:  ATTACHMENT:  Page 1of1    83  STATE OF NORTH CAROLINA COUNTY OF BRUNSWICK  ENCROACHMENT AGREEMENT  2024  THIS AGREEMENT, made the 3-day of Sphber 2030, by and between the TOWN OF HOLDEN BEACH, NORTH CAROLINA, party of the first part (hereinafter referred to as the "TOWN" and Lost Boy Holdings LLC party of the second part:  WITNESSETH  THAT WHEREAS, the party of the second part desires to encroach upon Hillside Drive public right-of-way owned by the TOWN for the purpose of constructing a walkway to cross the  dunes and gain access to the beach: and  WHEREAS, THE HOLDEN BEACH BOARD OF COMMISSIONERS at public session has authorized the encroachment of the purpose specified and is in accordance with the  terms and conditions ofthis agreement.  NOW THEREFORE, IT IS AGREED that the TOWN hereby grants to the part of the second part, upon terms and conditions hereinafter set forth, the rights and privilege to encroach  upon the Hillside Drive right-of-way adjacent to! Lot, 81Subdivision,  as shown upon the map recorded in Map Book 2.5 at Page 158ofthe  Brunswick County Register.  1.1 The party of the second part agrees to obtain all necessary permits and shall be 2. The party of the second part agrees to indemnify and hold harmless the TOWN for any and all damages and claims for damages that may arise by reason of the construction or 3. The TOWN will assume no liability for any damage that may be cause by to such  responsible for all costs involved in construction of the said walkway.  use oft this encroachment.  facilities by reason ofa any construction within the public right-of-way.    84  4. The party of the second part agrees to restore all areas disturbed during thc construction tot the satisfaction of thc TOWN. The party of the second part further agrecs to cxercise every reasonable precaution during construction to prevent crosion and shall comply with all local ordinances, state laws and regulations and federal laws and regulations 5. In the case of non-compliance with this agreement by the party of the second part, the TOWN reserves the right to stop all work upon the said walkway until the facility has been brought into compliance or removed from the right-of-way at no cost to the TOWN. 6. The party of the second part agrees to maintain the walkway in good repair and in a safe condition. Party of the second part further agrees to remove or repair the said walkway upon notification by the TOWN that the Building Inspector has determined that a hazardous or potentially hazardous condition exists because of the said walkway. Ifnot repaired of removed within a reasonable period of time, the TOWN may remove the structure and charge the cost ofs said removal to the party oft the second part. 7. If, at any time. it becomes necessary for the TOWN to resume its full and complete control of the said STREET NAME right-of-way due to the construction, repair or maintenance of the public facility, the party of the second part agrees that it shall remove the encroaching walkway at no cost to the TOWN or pay to the TOWN the cost of such 8. All parties hereto do agree that this agreement shall become void if the contemplated construction by the party of the second part is not begun on or before one (1): year from INV WITNESS WHEREOF, the parties have caused this instrument to be executed as oft the  appliçable to the subject property.  removal  the date of this statement. date first above written.  TOWNOF HOLDEN BEACH J.Alan Holden, Mayor  BY:  ATTEST:  (MUNICIPAL SEAL)  Heather Finnell, Town Clerk  PARTY OF THE SECOND PART  AHRAI Scheehar (SEAL) (SEAL)  BY: BY:    85  STATE OF NORTH CAROLINA COUNTY OF BRUNSWICK  . Dennz Allcel  a Notary Public in and for the State and County  aforesaid to hereby certify that Hcather Finnell personally appeared before mc this day and acknowledged that she is the Clerk of the TOWN OF HOLDEN BEACH and that, by authority duly given and as the act of thc municipal body politic, the foregoing instrument was signed in its name by the Mayor, sealed with its municipal seal and attested by herself as its Clerk.  2024  WITNESS my hand and official seal this the 34 dayo  7675  NOTARYI PUBLIC  My commission expires: sH/2025  NOTARY  Nly SEARUIC   STATE OF NORTH CAROLINA COUNTY OF BRUNSWICK LDenni Allccp hereby certify that Meten Ftherohira acknowledged the due execution ofthe foregoing agreement. WITNESS my hand and official seal this the 34 dayof Septonber  a Notary Public of said County and State, do personally appeared before me this dayand  2024 2920.  NIS ALL NOTARY Si PUELIC ratasy Seal). ORD COUR  o  My.commission expires: 5/4/07  MA  STATE OF NORTH CAROLINA COUNTY OF BRUNSWICK The foregoing (or annexed) Certificate(s) of Notary(ies) Public is (are) Certified to be Correct. This Instrument was filed for Registration on this In the Book and Page shown on the First Page hereof.  day of  2020.  Register of Deeds    86  838 ixs3  55  HOLDEN STREET 50 R/W EXISTING R/W  STRECT    87  Town of Holden Beach AGENDA TOPIC COVER SHEET  TO: Holden Beach BOC  MEETING DATE: 9/17/2024 DATE SUBMITTED: 9/6/2024  FROM: Tom Myers & Tracey Thomas 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 wel have applied and been açcepted for funding, we will likely be restricted to spending it only on the areas defined in the There are two additional areas on the island that have significant flooding issues: OBE to the east oft 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  plan.  areas.  FISCALIMPACT: (circle one) BUDGET AMENDMENT REQUIRED: NO CAPITAL PROJECT ORDINANCE REQUIRED: NO PRE-AUDIT CERTIFICATION REQUIRED: NO REVIEWED BY FINANCE DIRECTOR: NO CONTRACTS/AGREEMENTS: (circle One) REVIEWED BY TOWNA ATTORNEY: (YES/NO)N/A ADVISORY BOARD RECOMMENDATION: N/A FINANCE RECOMMENDATION: N/A TOWN MANAGER'S RECOMMENDATION:    JAL  88  Town of Holden Beach AGENDA TOPIC COVER SHEET  TO: Holden Beach BOC  MEETING DATE: September 17, 2024  FROM: Heather Finnell, Town Clerk DATE SUBMITTED: September 9, 2024 SSUE/ACTION REQUESTED: Discussion and Possible Action on High Bid for 796 Ocean  Boulevard West  BACKGROUND/PURPOSE OFREQUEST: The Board adopted Resolution 24-06, dated June 18, 2024, authorizing sale ofTown-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 Ifthe 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  upset bid period ended (October 9lh) before a sale can be closed.  any follow-on actions.  FISCAL! IMPACT: (select one) BUDGET AMENDMENT REQUIRED: CAPITAL IMPROVEMENT PLAN ITEM: PRE-AUDIT CERTIFICATION REQUIRED: REVIEWED BY FINANCE DIRECTOR:  YES YESL YES YESL  NOE NOEJ NOSS NOEJ  CONTRACIS/AGREEMENTS: (select one) REVIEWED BY TOWN ATTORNEY:  YESD  NO  ADVISORY BOARD RECOMMENDATION: N/A  FINANCE RECOMMENDATION: N/A  Page 1 of2    89  TOWN MANAGER'S RECOMMENDATION: N/A  ATTACHMENT:  Page 2of2