TOWN OF ST. JAMES OFF-SITE RETREAT
MEETING SUMMARY
AUGUST 19, 2008
The off-site retreat for the St. James Town Council was held at the Hampton Inn, Southport, NC, 28461.
Present were, Councilors Bob Morrow, Bruce Maxwell, Jim Donnelly, Gary Tagtmeyer and Mayor Shelley Lesher. Also present was Town Clerk Josann Campanello, Lisa Stites from the State Port Pilot, citizens Paul & Sue Maguire, Project Manager for the Town Hall/POA offices as well as the St. James Community Center, Walt Madsen as well as architect John Sawyer and two members of the Winding River Community Center Project Team.
The retreat convened at 9:00 a.m. At 9:05 a.m. Walt Madsen and John Sawyer reported on the Town Hall and the Community Center construction project. Walt recommended having a Community Center Board who would report to the Town Council and would develop operational plans. John Sawyer’s firm has civil engineers, interior designers, HVAC/plumbing and others as well as landscape architects. Mr. Sawyer would need a decision in two to three weeks on whether or not to have moving walls in the large room of the community center as well as a determination on the pavilion area; similar to Winding River’s or perhaps a modified version for a terrace area.
Council agreed that “Construction Management at Risk” would be the basis for proceeding. Councilor Bruce Maxwell made a motion to approve this building process. All were in favor of this motion. Councilor Donnelly and Walt Madsen will meet with the LGC. There will be initial drawings of the Town Hall within three weeks.
A break was taken at 10:30 a.m.. At 10:45 a.m., Vinnie Gorman and Bob from Winding River reported on the lessons they learned from their community center project, how they coordinate the usage of the building, fees for usage and items they would have handled differently.
Council discussed the possibility of inviting elected officials to a future Town Council Meeting.
At 1:00 p.m., Councilor Jim Donnelly reviewed the Five Year Fin Plan and will hopefully be completing the draft in time to be presented at the October Town Council meeting.
At 2:10 p.m. John Lewis, Emergency Management Director, reported that there are five volunteers in the core team. Jim Westbrook and Ned Batcheldor are assigned to
TOWN OF ST. JAMES OFF-SITE RETREAT, MINUTES 08.19.08, PAGE 2 OF 3
The County EOC, Brian Flanagan and Andy Kliemchek run the Town EOC and Woodie Clookie is the Deputy. John also discussed the various software training sessions, his concerns regarding the front entrance project and the emergency access for those living south of Polly Gully. If we have a category 3 storm, or above, the County Emergency Director will call for a county wide evacuation. Emergency information can be found on the Town web-site for residents.
Firewise Awareness Day will be September 13th from 10:00 a.m. to 2:30 p.m.. Blast e-mails will be sent out regarding this event.
September 27th will be “clean up day” around Town Hall, per Steve Cherry.
At 3:00 p.m. Josann Campanello gave the Administrative Review. Eighty three permits have been issued, including new homes, additions, porches, screened porch conversion, etc.
Sylvia Butterworth and Judy Hughes each work about twenty hours per week. Josann reviewed the various duties of each office employee.
At 3:05 p.m. Councilor Bob Morrow presented a review of the Comprehensive Plan and the process for updating the plan. Councilor Maxwell suggested that a standing committee be established to monitor the plan and suggested updates. The Council liked this idea and the Mayor will speak with the Fire department and the POA.
At 3:15 p.m. Councilor Morrow reported on the Deer Committee. Bill Hurcomb, Carol Harris, Don Maguire, John Skrief, Nelson Berry and Paty Powerdley are on this committee. The program used at Hilton Head will be looked at. The committee will obtain a count of the deer within one mile of St. James.
At 3:25 p.m. Councilor Tagtmeyer reported on the Stormwater Committee’s recommendation regarding the front entrance pond “draw down”, being coordinated with the POA and the Clubs’ ponds. Also, Councilor Tagtmeyer reported on the summer intern program; work on sharing best projects…oyster project, rain gardens, pond maintenance.
At 3:40 p.m. Councilor Maxwell reported on Recycling and Yard Debris: 292 tons of debris has been removed since July, 2007. $4,600 is the estimate for increasing the pick-up to two times in November, December, January and February.
With regard to transportation: there are no funds in DOT for Long Beach Road Extension.
At 3:50 p.m., there was open discussion, followed by adjournment at 4:00 p.m..
TOWN OF ST. JAMES OFF-SITE RETREAT, MINUTES 08.19.08, PAGE 3 OF 3
Respectfully submitted, Approved,
______
Josann A. Campanello, Town Clerk Shelley Lesher, Mayor