TOWN OF DUCK
MUNICIPAL PROPERTY MASTER PLAN STUDY COMMITTEE
REGULAR MEETING
May 10, 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, May 10, 2004.
MEMBERS PRESENT: Chairman Paul Keller, Donna Black, Bob Fitchett, Charlie Pratt, Avery Harrison, Ed Sowinski, and Town Manager and Town Clerk Christopher J. Layton.
OTHERS PRESENT: Chris Dewitt of VHB, Inc. and Deputy Town Clerk Lori Kopec.
MEMBERS ABSENT: Jennifer Gilbreath was on vacation. The meeting was called to order at 2:00 p.m.
APPROVAL OF MINUTES
Chairman Keller asked the Committee to review the minutes of the April 12, 2004 meeting for changes. Chairman Keller noted that Jennifer Gilbreath was omitted from the attendance list. He asked what the protocol is for guest speakers. Town Manager Layton stated that guest speakers do not need to be listed as present for the meeting. Donna Black moved to approve the minutes as amended. Bob Fitchett seconded the motion.
Motion approved 6-0.
Chairman Keller stated he would like to see either Town Manager Layton or Deputy Town Clerk Kopec develop an action list to be sent to the Committee members with the draft minutes each month so the members are clear on what needs to be done before the next meeting.
REPORT ON VISIT TO CURRITUCK ESTUARY PRESERVE
Town Manager Layton stated he had visited the Currituck Estuary Preserve recently and took photographs. He stated the photographs could be examples of what could be developed in the final plan. Town Manager Layton went on to review the photographs with the Committee, noting that the Division of Fish and Wildlife had set up and maintained the Preserve.
Ed Sowinski asked if the Division of Fish and Wildlife could be contacted to find out the cost of the Preserve. Town Manager Layton stated that would be a helpful idea. Chris Dewitt offered to contact the Division of Fish and Wildlife.
Town Manager Layton reminded the Committee that cost needs to be kept in mind as the project moves forward.
Charlie Pratt asked how the Fish and Wildlife Service became involved in the Preserve and would it be something the Committee would want to follow up on to see if they would provide a service to the Municipal property. Ed Sowinski wondered how the Preserve was funded – was it through private funds, public funds or matching funds? Chairman Keller stated he thought the Audubon Society owned a portion of the property. Mr. Pratt suggested looking into financing and if it would apply to the Municipal property. He stated he would like to see that as the first phase. Chairman Keller stated the grant they were going after was for that. Town Manager Layton stated the grant they are going after was for the study for the boardwalk.
Charlie Pratt asked where the boardwalk would be. Town Manager Layton stated it would be a sound side boardwalk. He stated a feasibility study will probably need to be done first. He stated he envisioned a joint public/private venture where the property owners that have property on the sound do their part and the Town would fill in the connectiveness to tie the areas together.
Charlie Pratt stated there may be environmental concerns on the property with regard to the boardwalk. Town Manager Layton stated the Town could have the boardwalk more inland than other areas in Duck. Chairman Keller stated there could be potential problems with access to existing private piers. Town Manager Layton agreed.
DISCUSSION OF PUBLIC MEETING DATE/TIME/LOCATION
Chris Dewitt stated he and Town Manager Layton had started discussing times for a public meeting and June would be a good time for a first public meeting. This would give VHB time to get base mapping together to provide mapping, aerials and photographs available for the public to see at the meeting. The second meeting would be after conceptual alternatives are developed, most likely in October. The Committee needs to think about the best format for the meetings – time of day, advertising for the meetings, etc. He suggested running full page articles, interest pieces in newspapers, talking to local civic groups and business organizations to get the word out about the meetings.
Bob Fitchett asked the other Committee members if they watch the local edition news. Town Manager Layton stated that Aaron Tuell of Channel 7 would be happy to come out to do a story.
Chris Dewitt suggested that VHB do a quick, formal presentation to introduce the project and then break out into more informal discussions. Charlie Pratt asked if the meeting would be advertised as a public meeting for people to express their thoughts on what the property should be. Mr. Dewitt stated he was correct. Chairman Keller felt it was a good format. Town Manager Layton asked if there would be a revised questionnaire for the first meeting. Chairman Keller stated he thought it would be at the first meeting. Mr. Dewitt stated it would make sense to have it at the first meeting. He stated VHB would have the questionnaire available at the first meeting.
Town Manager Layton stated he had met with Chairman Keller and that with the timing of the project and the need to get it done relatively quickly, it leaves only two times of the year to be able to bring in the majority of the property owners for public meetings, usually around Easter and Columbus Day. He asked the Committee to give some thought on how to get more property owners to come to the meetings. He suggested having the base maps and revised questionnaire on the website, asking people to print out and mark up the maps and send it in with the questionnaire. Chris Dewitt stated it could be done. Town Manager Layton asked the Committee what would be the best way to work around getting more people to come to the meetings. Charlie Pratt stated he was disappointed in the attendance at the public outreach meetings held in April. Chairman Keller stated that people are apathetic and the Committee needs to realize that. Donna Black felt the first meeting may have a low attendance rate, but the second meeting may draw more people in. Avery Harrison suggested the second meeting be held near Columbus Day, when a lot of the homeowners are in town. Chairman Keller thought it was good idea.
Town Manager Layton suggested advertising for the meetings on the website, have newspaper articles as well as a story on Channel 7 to attract more people. He stated letters could be also sent to the subdivision and homeowners’ contact lists. Charlie Pratt asked if something could be put in the newsletter. Town Manager Layton stated the newsletter only comes out three times a year and would not be in time for the first meeting. Mr. Pratt asked if it could be put in the newsletter that comes out near Columbus Day. Town Manager Layton stated that could be done.
Chairman Keller asked Chris Dewitt what the extra cost would be to do back to back meetings. Mr. Dewitt stated his company had not tried that. He asked if it would be at different times of the day. Chairman Keller stated he was correct and one would be in the morning and one in the evening. Donna Black asked Town Manager Layton what he found to be the best time for a meeting. Town Manager Layton stated the best attendance is tough in the spring, but the last meeting that had good attendance was over Easter break on both a Thursday and a Monday. He stated the business attendance was better than the residential attendance. He suggested an evening meeting.
Charlie Pratt asked if the meeting would be at the fire department. Town Manager Layton stated he would recommend holding it there in the Community Room. Mr. Pratt asked if the Committee should come up with a date. Town Manager Layton stated they need to in order to advertise for the meeting. Mr. Pratt asked if June would work. Donna Black suggested holding it in the beginning of June. Mr. Pratt asked if a Saturday would work. Chairman Keller suggested a week night instead. Ms. Black suggested Tuesday, June 8, 2004. Town Manager Layton set the meeting date for Tuesday, June 8, 2004 at 7:00 p.m.
Town Manager Layton stated that he and Chris Dewitt can coordinate the website and newspaper articles. He asked if a notice should be sent to the subdivisions asking them to let the homeowners know about the meeting. Chairman Keller guessed it would not be very effective at this time. He suggested asking the Civic Association to help out. Bob Fitchett suggested asking the AM station in Elizabeth City to advertise. Charlie Pratt asked if an article would be put in the newspaper. Town Manager Layton stated he was correct and that Channel 7 would also be used. Chairman Keller suggested posting notices at the post office and the local coffee shop. Town Manager Layton suggested having the DCBA send out a mass email with a link to the Town’s website.
Donna Black felt that the first meeting would not bring in a large number of attendees. Chris Dewitt agreed and said the second meeting may bring in more people.
DISCUSSION OF PRELIMINARY QUESTIONNAIRE RESULTS
Chris Dewitt stated his company has reviewed the questionnaires received to date and are beginning to summarize the input. He stated after the first public meeting, a report will be compiled to show the Committee what VHB is hearing and what the priorities and concerns are for the site. This will help the Committee and VHB see the baseline for the conceptual design. He stated VHB had performed a quick generalization on the questionnaires they received. He reviewed the percentages to the Committee of what the public would like to see and not see on the property.
Chairman Keller asked how the amount of responses compares to other questionnaires. Mr. Dewitt stated it was a good response rate. Town Manager Layton stated the internet questionnaire would generate a larger response than the public input session would. Mr. Dewitt stated the preliminary results will be posted on the website as an interim product along with the mapping.
UPDATE ON PROPERTY ISSUES
Discussion of Report on the Rodgers’ House
Town Manager Layton stated that Dawn Frost from VHB had visited the Rodgers house in April and had submitted a memorandum with her recommendations and comments. Ms. Frost stated that there were some things worth documenting and possibly saving, specifically pieces of the exterior wooden siding, bricks from the chimney and the decorative vertical railings on each end of the front porch.
Donna Black asked what the cost would be to save the items Ms. Frost listed in her memorandum. Chris Dewitt stated it would not be substantial and would be an easy part of the demolition. Ms. Black asked if it was worth pulling the items and saving them. Town Manager Layton stated the Committee could make a recommendation to Council. Ms. Black stated if the Committee decides to pull the items; it could make for a clearer picture after the public input session. The Committee then reviewed the possibilities that Dawn Frost suggested in her memorandum. Town Manager Layton suggested looking at the items at the house when they do the site walkthrough.
The Committee went on to discuss the idea of tearing down the Rodgers’ house. It was the consensus of the Committee to hold onto the house until the plans are more developed. Town Manager Layton stated it should stay until the Committee can come up with a way to interpret it as something of cultural relevance. The Committee discussed the various options of saving the bricks from the chimney and the uses for them.
Update on Property Clean Up
Town Manager Layton stated he will be getting another bid on the removal of the trailer due to RPC being busy with other projects. If the new contractor can get the trailer out sooner, he will break the contract with RPC and get started on the property getting more cleaned up.
Report on Cemetery Tree
Avery Harrison stated she was in touch with an arborist and he stated the tree should be preserved, considering the poor care it received. She stated she has been trying to contact the arborist to see if he can help the Committee out. Chairman Keller stated a local arborist should be able to tell the Committee how to prune the tree. Ms. Harrison stated she would get pricing. Town Manager Layton asked what type of poor care the arborist stated the tree had received. Ms. Harrison stated she wasn’t sure.
Donna Black mentioned that the cemetery itself needs to be mowed again. The Committee agreed. Town Manager Layton stated he asked the Duck Trail maintenance contractor to trim around the cemetery. Charlie Pratt suggested the Committee do it on a voluntary basis and do it regularly throughout the summer. Town Manager Layton stated that by July, 2004, the new contractor for the Duck Trail will be taking care of the property. He stated that if the Committee wanted to do it themselves, they could. Bob Fitchett offered to mow the lawn and Charlie Pratt offered to bring the weed whacker for the taller grasses. Mr. Fitchett asked Mr. Pratt when he would like to go out to start working. Mr. Pratt stated he wasn’t sure what his schedule was. It was decided that Bob Fitchett and Charlie Pratt would go out individually to mow and weed whack the property and cemetery. Town Manager Layton asked them to keep track of their volunteer hours.
PROPERTY SITE WALKTHROUGH WITH CONSULTANT
Town Manager Layton stated that one of the main purposes of the walk would be to help Chris Dewitt get an idea of what the Committee is looking at. He reviewed the strategy for walking the site.
Donna Black asked if there would be any way to connect the two sides of the property. Chris Dewitt stated there is potential to connect the two. He stated the Committee may decide to only have one side of the property used and have the other side left as is. Town Manager Layton suggested the Committee look at the area near Nags Head Hammocks to give them an idea of how large the property is.
Donna Black asked Chris Dewitt if he had any thoughts on where a potential gazebo could be placed on the property. Mr. Dewitt stated there are several places to have a gazebo, but the question would be how much land should be cleared, where the estuary type trail would go and what type of parking would be on the site. Ms. Black asked Mr. Dewitt to steer the Committee on what should be on the property. He stated he would be happy to help them.
Ed Sowinski stated there is a natural “bowl” on the property which could be a good spot for a small amphitheater. Town Manager Layton stated he has seen the “bowl” and would be a good area.
Chairman Keller asked if the Herron’s decided to sell their property fifteen years from now and the Town bought it, what type of impact would it have on what is decided five years from now. Chris Dewitt stated that it was big question. Chairman Keller stated it may not be something the Committee could consider, but it could be a possibility. Mr. Dewitt stated it could impact what is done and it should be in the back of the Committee member’s minds. Town Manager Layton reminded the Committee that the whole front section of the Herron’s property is asphalt and would be a perfect place for a parking area, cost-wise. Chris Dewitt stated that VHB is tasked with coming up with up to five alternatives and that the Herron’s property could be one of the alternatives for further down the line.
The Committee then adjourned to tour the property. The time was 3:25 p.m.
While out at the property, the Committee and Chris Dewitt discussed several possibilities for uses on the site. Ed Sowinski excused himself from the site walkthrough at 4:15 p.m.
Chairman Keller asked for any other thoughts before adjourning.
ADJOURNMENT
There being no further discussion, Chairman Keller asked for a motion to adjourn. Donna Black moved to adjourn the meeting. Avery Harrison seconded the motion.
Motion carried 5-0.
The time was 5:00 p.m.
Last updated July 9, 2004
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