TOWN OF DUCK

MUNICIPAL PROPERTY MASTER PLAN STUDY COMMITTEE

REGULAR MEETING

April 12, 2004

 

The Municipal Property Master Plan Study Committee for the Town of Duck convened at the Duck Municipal Offices at 2:00 p.m. on Monday, April 12, 2004.

 

MEMBERS PRESENT:  Chairman Paul Keller, Donna Black, Bob Fitchett, Avery Harrison, Ed Sowinski, and Town Manager and Town Clerk Christopher J. Layton.

 

OTHERS PRESENT: Deputy Town Clerk Lori Kopec.

 

MEMBERS ABSENT: Charlie Pratt.

 

The meeting was called to order at 2:00 p.m.  Jennifer Gilbreath mentioned that Avery Harrison was running late and would be in shortly. 

 

APPROVAL OF MINUTES

 

Chairman Keller asked the Committee to review the minutes of the March 8, 2004 meeting for changes.  Ed Sowinski moved to approve the minutes as presented.  Bob Fitchett seconded the motion.

 

Motion approved 5-0.

 

INTRODUCTION OF CHRIS DEWITT, PROJECT MANAGER, VHB, INC.

 

Chairman Keller introduced Chris Dewitt from VHB, Inc. to the Committee and audience.  Mr. Dewitt gave a short background on what his firm will be doing to help with the master planning of the municipal property.  He stated the scope of work is focused heavily on public involvement and trying to get people into the project early on and maintain their involvement through the planning process and implementation in order to build advocacy for the project.  He stated he would be making some additions to the Town’s website to keep people updated.  He stated his firm will be holding two public input meetings with one early in the process before any conceptual planning is done.  Subsequent to that meeting, a vision summary will be developed.  Based on the meetings, emails, and discussions with the Committee, the priorities, concerns and issues will be addressed before the conceptual design phase starts.  A vision summary will be developed after that.

 

Mr. Dewitt stated that after the conceptual design phase is developed, VHB will meet the Committee on site to walk the property and look at the opportunities and constraints.  A hands-on design session will be done with photographs and sketches taken of the property. VHB and the Committee will then come back to the table and sketch out rough ideas based on the vision statement and the site walk-through.  The goal would be to come up with four or five conceptual alternatives to take back for presentation format.  A second public meeting would then be held with the alternatives developed at a graphic level.  The alternatives will be posted on the website as well to get feedback from the public.  After the second meeting, two scenarios will be developed – one with and one without a municipal building.  A high quality presentation graphic will be created to show the two alternatives, supported by a written document describing the improvements, phasing opportunities, and immediate short and long range steps the Town can take with planning level cost estimates.  Mr. Dewitt stated his firm will be meeting with the Committee on a monthly basis to provide continuous updates.

 

Donna Black asked when the first walk through would be.  Mr. Dewitt stated he would like to do it after the first public meeting.  Ms. Black asked when the first collection point would be.  Mr. Dewitt stated that this first meeting was the first collection point.

 

Chairman Keller asked the Committee for a date to bring to Town Manager Layton for a scheduled walk through.  He asked if it should be before or after the public meeting.  Donna Black stated she would like to get out to the property as soon as possible.  Ed Sowinski stated that walking the site would be good after hearing the citizen’s input at the public meeting.  Chris Dewitt suggested the site walk through; followed by the design work session, wait until after the public meeting.  He stated it would not preclude the Committee from walking the property and talking amongst themselves.  It was consensus of the Committee to follow the suggestion of Chris Dewitt.  Chairman Keller asked Deputy Town Clerk Kopec to have Town Manager Layton provide a short term schedule to the Committee members that covers the next few weeks.

 

Chairman Keller thanked Mr. Dewitt for his time.  Chairman Keller stated to the audience that one of the reasons VHB, Inc. was hired was because they have traffic management as a potential problem and that they have a person on staff to handle this issue.

 

DISCUSSION OF GRANT OPPORTUNITIES

 

Discussion with Damon Tatem, Clean Water Management Trust Fund

 

Chairman Keller introduced Damon Tatem, who is the eastern field representative for North Carolina.  Chairman Keller stated that he had worked with Mr. Tatem three years ago when the Duck Civic Association was trying to acquire the property. 

 

Damon Tatem gave a background on the Clean Water Management Trust Fund and how the grant application process works to the Committee and the audience.  Mr. Tatem reviewed storm water projects and pond possibilities with the Committee and audience. 

 

Chairman Keller asked if there is a date the Committee should have a grant application turned in.  Mr. Tatem stated that as long as there is support for the fund, June 1, 2004 should be fine. However, the major problem is the length of time to get permitting and planning done for a project.  He suggested not rushing the process.  Chairman Keller stated he would like to wait until after the public input session to start the grant process.  Chairman Keller felt that December 2004 would be the earliest that the anything could be done.

 

Jennifer Gilbreath asked if there was a website the Committee could go to access fulfilled grants and examples.  Mr. Tatem directed the Committee to http://www.cwmtf.net/ for information.  He also asked the Committee to email him and he would send a Power Point presentation of the grants so they could get a concept of the projects.

 

Doug Slocum from the audience was recognized to speak.  Mr. Slocum asked what would the size of the pond be if there were one put in on the property and how would it be put in with the existing wetlands.  Mr. Tatem stated that constructed wetlands cannot be put in existing wetlands since an existing wetland is already a functional wetland.  Chairman Keller thanked Mr. Tatem for his time. 

 

Public Beach and Coastal Waterfront Access Funds

 

Town Manager Layton stated that the Public Beach and Coastal Waterfront Access Fund is another grant.  It is a two-part grant.  The first part, which is a pre-application, is due May 17, 2004.  To get to the next level, the pre-application has to be submitted.  The grant is for various projects and suggested the Committee submit an application for a local access site.  He asked the Committee for permission to get the process started.  The final application would not be due until August 20, 2004.  The contract period is from November 1, 2004 through December 31, 2005, which will fit in with the implementation schedule. 

 

Donna Black asked if enough information will be collected in time for the May 17, 2004 deadline.  Town Manager Layton stated there would be. 

 

Chairman Keller asked when a motion would be needed.  Town Manager Layton asked for one so he could take it to Council at the May 5, 2004 meeting.  Ms. Black asked if the Committee would have enough information to submit the final application.  Town Manager Layton stated they should have enough information.  Chairman Keller asked if the final application would have to be presented to Council at their August meeting.  Town Manager Layton stated that if the Committee is far enough along, everything should be fine.  He reminded the Committee that Council can reject a grant or state they do not want to accept grant money if they so choose.

 

Bob Fitchett moved to direct the Town Manager to move forward with the pre-application process.  Avery Harrison seconded the motion. 

 

Motion carried 6-0.

 

NCDOT Pedestrian Planning Grant Funds

 

Town Manager Layton stated the NCDOT Pedestrian Planning Grant Fund is more of an FYI for the Committee.  He stated that the Town has submitted a grant application to NCDOT for funding to do a feasibility study on a sound side boardwalk.  The Town has applied for a grant in the amount of $16,000.00 with a local match of $4,000.00.  The idea for applying for the grant came up during the Council’s retreat in January and has gotten plenty of positive feedback.  If the grant is approved, it would be incorporated into VHB’s scope of work for continuity.

 

Chairman Keller asked what the timing would be for the grant.  Town Manager Layton stated the grant application has already been submitted and the Town should hear back from them in July.

 

DISCUSSION ON USES OF THE MUNICIPAL PROPERTY

 

Overview of Scope of Work with VHB

 

Chris Dewitt of VHB was recognized to speak.  He reviewed his scope of work that he had discussed earlier in the meeting.

 

Ed Sowinski asked how the public meeting would be held and how much time each individual would have to speak.  Mr. Dewitt stated it depends upon who attends the meetings and how long the people want to speak as to if there should be a formal question and answer session or if it should be one on one with the Committee members and members of VHB. 

 

Town Manager Layton recommended approaching the meeting as a formal presentation in the beginning and then break into groups.  He stated he envisions the public input meeting to be very well attended and to have it held at the Duck Volunteer Fire Department.

 

Ed Sowinski asked if an opportunity could be offered for the public to walk the site.  Chris Dewitt said it would be helpful for people with specific ideas for the property, but manageability would be a problem. 

 

Avery Harrison asked if visuals would be available for the public.  Chris Dewitt said there would be visuals.    Mr. Sowinski asked how the public would get a sense of the elevations of the land.  Mr. Dewitt stated that photographs would be available.  Doug Slocum was recognized to speak.  He suggested erecting two observation towers on the property.  Chairman Keller stated he did not like the idea from a liability standpoint.  Town Manager Layton stated that walking tours would be fine, but the Committee needs to decide at what stage the tours should be done. He stated that the Committee may wish to do a third community meeting at the site where the public would be invited to tour the property.

 

Donna Black stated she would like to wait until the Committee has some conceptual ideas before having the public at the site.  Town Manager Layton agreed.  Chairman Keller thought it was a good idea and asked Ms. Black, Town Manager Layton and Ed Sowinski to get together to come up with some ideas for the next meeting. 

 

Chairman Keller asked if by the first public meeting, would VHB have the questionnaires sorted and when would they be presented.  Ed Sowinski suggested having a summary of the questionnaires received.  Mr. Dewitt stated he would have the questionnaires available after the first public meeting with a summary of what was collected at the public meeting and through the questionnaires.

 

Donna Black asked if there has been a count of how many questionnaires have been received to date.  Deputy Town Clerk Kopec stated she hadn’t counted them yet.  Town Manager Layton guessed that fifty questionnaires came in.  Deputy Town Clerk Kopec stated there was more than that with almost fifty-seven coming in during one week alone.  Mr. Sowinski stated that the majority of the questionnaires were from absentee owners. 

 

Review of Internet/Newsletter Questionnaire

 

Town Manager Layton stated that he was initially excited about the responses that were coming in for the questionnaire.  Then he started to get discouraged when he realized that the majority of the input was being cut and pasted from one master email.  The input received to date is very useful but he will be speaking with the Duck Business Community and Alliance, who disseminated some incorrect information in regard to the municipal property.  He stated he will be requesting that the DCBA clarify the errors on any future correspondence they send out.

 

He stated the new challenge of the questionnaire will be for people to be more specific.  Just asking for a park is not enough information.  He stated he had received suggestions to amend the internet questionnaire to allow people to be more specific with the questions. 

 

Donna Black asked if the questionnaire should be left as is and let VHB assist in designing a new questionnaire.  Town Manager Layton stated that could be done and would be a good idea.  He stated he has encouraged people to go back to the questionnaire on the website and answer the questions more specifically.  Chairman Keller suggested changing the order of the questions.  Ms. Black suggested putting verbiage in there stating it was a new questionnaire.

 

Chris Dewitt stated that when VHB runs their full page articles, they could add in the article to ask people to answer the new questionnaire.  Town Manager Layton stated he could work with Mr. Dewitt on a revised questionnaire.  Chairman Keller asked if the new questionnaire would come out before the first public input session.  Mr. Dewitt stated the public input session would be a good time to announce the change to the questionnaire.

 

UPDATE OF CURRENT ACTIVITIES

 

Clean up of Cemetery and Surrounding Property

 

Town Manager Layton stated the clean up of the cemetery and surrounding property went very well.  The Rodgers house was emptied of the contents and the cemetery was made more presentable.  He stated if the weather holds up, it can be expected within the next week that the trailer and the shed will be taken off the property.  No decision has been made as to what will happen to the Rodgers house.  Town Manager Layton asked Chris Dewitt if he could have someone on his staff that could look at the house and see if there are any timbers worth saving.  Chairman Keller asked Mr. Dewitt to come up with a cost for storage of the timbers.

 

Town Manager Layton stated he received approval from Council for the policy statements in regard to use of the property in the interim period.

 

Ed Sowinski asked when the trailer would be removed.  Town Manager Layton stated he hoped it would be removed within a week or two.

 

Chairman Keller asked Avery Harrison and Jennifer Gilbreath to bring in an Arborist to prune the Crepe Myrtle tree on the property.  Ms. Harrison stated she would call someone.

 

Update on Vegetative Study

 

Town Manager Layton stated he will have North Carolina State come in later in the month to do a vegetative study. A report should be available by June.

 

Chairman Keller asked for any other thoughts before adjourning. 

 

Bob Fitchett asked if anyone was keeping track of the volunteer hours.  Town Manager Layton stated he wasn’t.  Mr. Fitchett suggested he do so for grant matches.  Town Manager Layton stated he would be happy to have Deputy Town Clerk Kopec create a spreadsheet for everyone’s time. 

 

Donna Black asked Chris Dewitt if there was anything the Committee could do for VHB.  Mr. Dewitt stated he didn’t think so, but after they make their collections, he may have questions.  Chairman Keller asked Mr. Dewitt to bring photographs of Edenton or Little Washington’s storm water management to the next meeting.  Mr. Dewitt stated he would look into it.

 

Ed Sowinski stated the Currituck Estuary Reserve near Ocean Hill has a boardwalk and trail that could be used as an example of what could be done on the municipal property.  Chairman Keller asked if the site should be put on the website.  Town Manager Layton stated he would ride up to it and have pictures taken.  Mr. Sowinski suggested the Committee take a ride to see the Reserve.  Town Manager Layton stated that would be a good idea.  Chairman Keller suggested the Committee go out to the site before the next meeting.

ADJOURNMENT

 

There being no further discussion, Chairman Keller asked for a motion to adjourn.  Donna Black moved to adjourn the meeting.  Jennifer Gilbreath seconded the motion.

 

Motion carried 6-0.

 

The time was 3:35 p.m.