TOWN OF DUCK
MUNICIPAL PROPERTY MASTER PLAN STUDY COMMITTEE
REGULAR MEETING
January 19, 2004
The Municipal Property Master Plan Study Committee for the Town of Duck convened at the Duck Municipal Offices at 7:00 p.m. on Monday, January 19, 2004.
MEMBERS PRESENT: Chairman Paul Keller, Donna Black, Bob Fitchett, Jennifer Gilbreath, Avery Harrison, Charlie Pratt, and Ed Sowinski.
OTHERS PRESENT: Town Manager and Town Clerk Christopher J. Layton and Mayor Gene Schwarz.
The meeting was called to order at 7:00 p.m.
Mayor Gene Schwarz thanked each member for their willingness to be a part of this committee. He stated that there will be a lot of work to do and that there will be many challenges to face.
Town Manager Layton passed out contact information sheets to each member for them to fill out. Mr. Sowinski asked if everyone could have a master listing of the contact information. Town Manager Layton stated he would have one available at the next meeting.
Chairman Keller stated that the meetings will be taped and Deputy Town Clerk Lori Kopec will transcribe the minutes with Town Manager Layton editing them before they are finalized.
ESTABLISHMENT OF STANDARD MEETING TIME
Chairman Keller stated he would like to have a meeting that would be able to accommodate everyone. He stated the meetings would have to be during business hours, either in the morning or late afternoon. He stated that there would be people at the meetings from the Division of Coastal Management as well as environmental people and people from Dare County.
Jennifer Gilbreath stated that mornings would be good for her. Bob Fitchett stated that afternoons are better for him. Chairman Keller asked if any days of the week were out of the question. Mrs. Gilbreath stated she could do Monday and Friday afternoons. The rest of the committee stated that Monday afternoons would be best.
Donna Black asked how often the meetings would be held. Chairman Keller stated they would be held once a month with a chance of having meetings in between. Avery Harrison stated she could do evenings. Town Manager Layton stated that Monday afternoons at 2:00 p.m. would be a good timeframe. Chairman Keller asked if anyone had a discrepancy with that time. All stated it would be a good time. Chairman Keller stated the meetings would be held at 2:00 p.m. starting the first Monday in February. Town Manger Layton stated that later in the month would be more appropriate due to the Town Council meetings on the first Wednesday of each month. Chairman Keller stated the second Monday of each month would be better so as not to interfere with the Council meetings. Ms. Black stated the first meeting would be held on Monday, February 9, 2004 at 2:00 p.m.
Chairman Keller asked if Town Manager Layton had anything else to add for the meeting time. Town Manager Layton stated that agenda materials will be ready the Friday before the meeting.
REVIEW OF MUNICIPAL PROPERTY MASTER PLAN STUDY COMMITTEE MILESTONE TASKS
Chairman Keller stated the milestone tasks is quite a tight schedule. He reviewed the milestones with the committee members. He stated that in addition to the uses of the property, the committee would have to look at the multiple potentials for it such as parking. Parking could be used for a number of reasons – access to the sound, parking for the Town Hall, tourists waiting to get into their rental properties, etc. He stated the uses would have to be looked at as far as effect of the traffic patterns on pedestrians and cyclists.
Chairman Keller asked each committee member to provide Town Manager Layton with a list of all the potential uses for the property and have him mail it to each member. Ms. Black asked if something would be done to have resident property owners be part of the list. Chairman Keller stated it wouldn’t be needed because there will be public hearings. Town Manager Layton stated that something could be put on the website for the general public to respond to.
Ed Sowinski stated that a generalized scope should be done to determine the “ambience” of the property. He stated that green space, buildings, etc. should be done before specific items come into play, i.e. a soccer field or a community building. He stated a general vision of what the property should look like should be done as well. Chairman Keller stated that other pieces need to be put in place before a general vision can be accomplished.
Ed Sowinski stated that Williamsburg, Virginia has a town center with a library and Chamber of Commerce center as well as a community building which is used by the town and available for private use for a fee and has become a nice source of income for Williamsburg. Bob Fitchett asked if it makes money. Mr. Sowinski stated it does.
REVIEW OF REQUEST FOR PROPOSAL FOR CONSULTANT SERVICES
Charlie Pratt stated he hoped a consultant would be selected in early March. Town Manager Layton passed out a bidder’s list as well as an ad for consultants. He stated the bidder’s list came from the North Carolina League of Municipalities but that if any member knows of someone that would want an RFP package, to contact him so one can be sent to them. Bids are due January 30, 2004. Town Manager Layton stated he has already received two inquiries from vendors who are going to submit proposals. He stated that after the deadline, he would meet with a few of the committee members to pick 3 vendors who would be interviewed. A recommendation would then be made to Council to enter into a contract. He stated that costs would need to be negotiated with the vendor. He stated the interview process should include questions regarding knowledge of pedestrian/traffic issues because of the Duck Trail, as well as environmental issues and experience and knowledge of North Carolina Grant systems.
Mr. Pratt asked if the consultant would work the same way as Community Planning Collaborative, Inc. works with the Land Use Committee. Town Manager Layton stated he anticipated it to be similar with the difference being the guidelines and tasks they would work with under their general scope of work. This will be determined by the Committee. He stated the consultant should advise the Committee on the various uses of the property as well as come up with visuals to look at the concepts.
Ed Sowinski asked Town Manager Layton if the possible consultants have any experience with a new property. Town Manager Layton stated that park and municipal planning experience was one of the bigger things he was looking for. He stated they all have experience in “starting from scratch”. Mr. Sowinski asked if the possible consultants that are farther away would have travel expenses as part of their package. Town Manager Layton stated it would be negotiated. Chairman Keller asked where the RFP was advertised. Town Manager Layton stated it was advertised in the local papers.
Donna Black asked if, by May, 2004, they have to come up with uses for the property to recommend to the Committee and would it include a public hearing. Town Manager Layton stated the Committee needs to determine what is appropriate as far as public input. He stated a public hearing is not required; however public input would be needed. He recommended the Committee come up with a plan as required in the Municipal Property Master Plan Study Committee’s resolution for the uses to be used for public input. Ms. Black stated she would like to get public input early on to avoid any criticism.
Mayor Schwarz stated the Town newsletter would be a good place to put an article in or to have a questionnaire included. Charlie Pratt stated that now is a good time to get information out to the homeowner’s associations before their Easter meetings. Ed Sowinski asked if there was a list of homeowner’s associations available to send mailings out to. Town Manger Layton stated the Town has an up to date listing but that the newsletter would be a more appropriate avenue to take at this time.
Jennifer Gilbreath agreed with Donna Black’s comments. She suggested that a marketing group be used to go out and poll the people of Duck. Chairman Keller asked Town Manager Layton to find out how much a poll would cost. Town Manager Layton stated that the Committee has to make the final decision on the property. Donna Black asked if the front page of the newsletter could be used for the input questions.
Ed Sowinski asked if there would be input questions in the newsletter as well as on the website. Town Manager Layton stated that the discussion is going that way. He stated he could put together a draft questionnaire but that the Committee should let him know what questions should be asked to help him in the development. He stated the questionnaire should not be long and should be only about 4 or 5 questions. Mr. Sowinski stated it should be open for people to make as many suggestions as they want, whether general or specific.
Donna Black asked for a date to submit ideas for questions. Town Manager Layton stated he would like them by February 5, 2004.
Chairman Keller reviewed the process for selecting a consultant with the Committee to make sure all were clear of the process. Town Manager Layton asked Chairman Keller if he would like to appoint three members from the Committee to be part of the interviewing committee. Chairman Keller stated he would like to do that at the next meeting. Jennifer Gilbreath stated she wished not be chosen for the interviewing committee. Town Manager Layton stated the Committee could choose immediately who would be on the interviewing committee. Donna Black stated she could do it. Ed Sowinski stated he could bring his Williamsburg experience to the committee. Chairman Keller stated the committee would consist of Ed Sowinski, Donna Black, Town Manager Chris Layton and himself.
Town Manager Layton stated that after January 30, 2004 he would send out packets to each member and the process will go from there.
DISCUSSION ON COMMITTEE OPERATIONS
Chairman Keller stated that there is a lot of work to be done and hopes the members will be available to contribute to the various projects that will be presented to them. He asked Town Manager Layton how soon the minutes from the meeting could be mailed to the Committee and stated he would like to give the Committee at least 2 weeks to mull over the minutes. Town Manager Layton stated that 2 weeks should be fine, depending on Deputy Town Clerk Kopec’s work load.
Chairman Keller stated he would like to have the Committee get together to walk the property as a group either in February or March. He asked the Committee on their preference. All agreed it should be done sooner rather than later. Chairman Keller stated it will be done on February 9, 2004, weather permitting. He asked that each member wear boots and old pants. Ed Sowinski asked what time they would be going. Town Manager Layton stated it would be at 2:00 p.m. Avery Harrison asked if they would meet at the property. Town Manager Layton stated they should meet at the Duck Municipal Office and then go to the property.
Chairman Keller stated that a vegetative survey will be done which will identify any special trees on the property. He stated that a gentleman in Town has 4 orchids on his property, which is a rarity. Ed Sowinski stated the Committee needs to be sensitive in regards to the trees on the property. He stated the community has no protection for the trees. Mayor Schwarz stated that the tree issue will be discussed at the Council retreat.
Ed Sowinski stated the property has several sensitive areas – the cemetery, the old house, etc. Chairman Keller stated that Town Manager Layton has information on the house that will be brought up later in the meeting. Mr. Sowinski asked how old the house is. Town Manager Layton stated it was built in 1935.
Town Manager Layton stated he had his staff research the property for any historic information. He then passed out a report from Administrative Assistant Sandy Cady. He stated that the property does not have any historic value. Ed Sowinski asked how old the cemetery was. Town Manager Layton stated the earliest tombstone was from 1930. Mr. Sowinski asked if any descendants have expressed ownership or connection to the house. Town Manager Layton stated he did not know and that the Town is not planning to do anything with the cemetery. He stated that his staff has not looked for any descendants to date. He also stated the cemetery has not been maintained for some time. Chairman Keller asked the Committee to review the report for discussion later.
Donna Black asked if there are any restrictions on the property. Town Manager Layton stated that “No Trespassing” signs have been put up so far. He stated he has to bring back information to Council regarding restrictions while the study is being done as well as recommendations in regard to demolishing the old house. Mayor Schwarz stated that a number of local people have expressed a desire to keep the old house on the property. Mr. Sowinski stated the wood timbers could be used for the new Town Hall. He suggested a wall with old photographs as well as pieces from the old house. Avery Harrison suggested that maybe some items from inside the house could be preserved.
Chairman Keller asked for any other comments. There being none, he moved to the next agenda item.
DISCUSSION OF BACKGROUND INFORMATION RELATED TO THE PROPERTY
Chairman Keller stated that Food Lion had bought the property in September, 1999, paying 3.8 million dollars for it. Ed Sowinski asked how the property would be referred. Chairman Keller stated that the Council is calling it the Municipal Property.
Town Manager Layton reviewed the parcels of land. He stated the property has 4 parcels of land on it with Herron’s owning one parcel. Chairman Keller stated that the property with the old house was owned jointly by Townsend Family Limited Partnership and another entity that is unknown. Shortly after Food Lion purchased the property, the Duck Civic Association was given a one year no cost contract to buy the property for 4.1 million. However, the Association was unable to raise enough money to buy it. Chairman Keller went over with the Committee a background on a storm water study that Quible & Associates did for the Civic Association.
Ed Sowinski asked Town Manager Layton to point out the marshland on the property. Town Manager Layton pointed out the wetlands and stated a new survey including wetlands and a topographic survey is being done.
Chairman Keller stated the Civic Association had discussions with the Division of Coastal Management in regard to grants. He stated the critical element is to provide pedestrian access to the sound, which could be done. If access could be provided, the Association would be eligible for grants.
Charlie Pratt asked for a definition of public access to the sound. Chairman Keller stated it would be pedestrian access with possible walkways. Mayor Schwarz stated that the Town has public access to the sound now on the property. Town Manager Layton stated there are “No Trespassing” signs on the houses but that it also implies that no one should be walking on the property.
Chairman Keller stated that discussions were held with a professor of North Carolina State who is also a consultant for the State Parks and Recreation Tourism Board and deals primarily with grants. He is also on the selection committee for some types of grants which would be available to the Committee. He stated that if the grants are pursued, it should be done with the understanding that the Committee recommend going to the next step of submitting a grant proposal before the Town Council approves it. Chairman Keller asked if anyone was interested in working on the Coastal Management Division grant and with the professor in obtaining grant proposals.
Jennifer Gilbreath asked if the grant would be money for the development of the property. Chairman Keller stated that most of it is for improvements, but that the Coastal Management Division has a small fund available. Town Manager Layton stated that when the Committee has a completed plan for the development, they should start seeking grant proposals.
Ed Sowinski asked for the names of the groups again. Chairman Keller stated there are the Division of Coastal Management and Division of Parks and Recreation. Town Manager Layton stated that the Outer Banks Visitors Bureau would also be a good organization to contact.
Chairman Keller stated he would develop a grant plan for the February meeting for everyone. He asked if anyone would want to contact the 2 agencies in the meantime. Donna Black stated she would contact the Division of Parks and Recreation. Avery Harrison offered to help Ms. Black with her contact to Parks and Recreation. Ed Sowinski and Charlie Pratt offered to contact the Coastal Management Division.
Mayor Schwarz stated the Committee has a 5 year plan and that they don’t have to do things right away.
Chairman Keller thanked everyone for coming and stated he looks forward to seeing everyone at the next meeting.
Last updated February 18, 2004
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