TOWN OF DUCK

MUNICIPAL PROPERTY MASTER PLAN STUDY COMMITTEE

REGULAR MEETING

November 8, 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, November 8, 2004.

 

MEMBERS PRESENT:  Chairman Paul Keller, Bob Fitchett, Charlie Pratt, Donna Black, Ed Sowinski, Jennifer Gilbreath, Avery Harrison, Town Manager and Town Clerk Christopher Layton and VHB Consultant Chris Dewitt.

 

MEMBERS ABSENT: None.

 

OTHERS PRESENT:  Deputy Town Clerk Lori Kopec.

 

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 October 18, 2004 meeting for changes.  Donna Black moved to approve the minutes as presented.  Bob Fitchett seconded the motion.

 

Motion approved 7-0.

 

ISSUES RELATED TO MASTER PLAN DEVELOPMENT

 

Review and Discussion of Draft Concept Plans

 

Chris Dewitt stated he wanted to walk through the two draft concept plans with the Committee, review the draft report he handed out at the beginning of the meeting and focus on the phasing matrix.  Mr. Dewitt reviewed the two concept plans with the Committee. 

 

Donna Black asked if more paths would be in place on the southern side of the property and if some have a lookout point.  Mr. Dewitt stated there would be.  Ms. Black asked if the Rodgers house would be shown as a dotted line or an actual structure on the concepts.  Mr. Dewitt recommended showing a structure to show that the Committee is thinking about replicating the house.  Ms. Black asked if the 1935 version of the house will be shown.  Mr. Dewitt stated the present concept shows the house with the addition but will change to reflect the original house.  Town Manager Layton asked if it was determined if there was an original structure built in 1935.  Chairman Keller stated it was not determined.

 

Charlie Pratt pointed out that one concept shows the boardwalk further away from the wetlands and does not show an overlook.  Mr. Dewitt stated the location and specifics of the boardwalk are conceptual at this point.  Chairman Keller asked if the Committee objected to showing the two plans with the differences.  The Committee had no objection. 

 

Chairman Keller asked if the willow swamp is referenced in the draft report.  Chris Dewitt stated it is discussed in the report. 

 

Ed Sowinski asked if the trail would abruptly end on the southern side of the property.  Chris Dewitt stated it wouldn’t.  Mr. Sowinski asked if there would be a seating area.  Mr. Dewitt stated there would be. 

 

Chris Dewitt asked if the Committee would want the two concepts entitled “Preferred Alternative” and “Preferred Alternative with Town Hall”.  It was consensus of the Committee to use the wording for the two concepts. 

 

Ed Sowinski stated an arch or bridge was discussed as being near the kayak launch instead of a flat boardwalk.  He asked if it was referenced in the draft plan.  Chris Dewitt stated it would be put in the plan.

 

Charlie Pratt asked if an arched bridge would be used for kayak access.  Ed Sowinski stated that if the boardwalk is two feet above the high water line, it would not provide kayak access.  He felt that the access would be better served with an arch or bridge.

 

Chris Dewitt went on to review the draft report with the Committee.  He pointed out that since the draft report went to print, numerous emails have been received regarding the uses of the property and still need to be tallied.

 

Chris Dewitt reviewed the phasing matrix with the Committee, touching on the approximate costs for the various uses of the property and when each use would be done in the five year plan. 

 

Chairman Keller asked if the parking spaces have been delineated on the concepts.  Chris Dewitt stated they were.  Chairman Keller asked if it covered all of the parking for the park.  Mr. Dewitt stated it did.

 

Charlie Pratt asked if it would take a year to design and do the necessary analysis for the boardwalk.  Chris Dewitt stated it would not take a year.  He stated the necessary analysis includes the feasibility of constructing the boardwalk and pulling permits for it.  Town Manager Layton stated it was part of a larger study that is necessary.  Mr. Dewitt stated that he had put the construction of the boardwalk off because of the study and the cost.  Town Manager Layton stated the other reason was due to the permitting involved.

 

Ed Sowinski asked if he was correct in his thinking that the five year plan would put the Town through the end of 2009.  Town Manager Layton suggested adding the current year, plus the five years, putting it through the end of 2010.  He pointed out that all of the uses will go into the Town’s CIP.

 

Charlie Pratt asked why the drainage improvements were put off until 2006/2007.  Chris Dewitt stated it was because of the cost.  Town Manager Layton pointed out that the Town has received a tentative approval to have NCDOT cost-share with the Town on drainage issues along NC12.  He stated it would take time and that nothing should be constructed that doesn’t meet the goals of the cost-sharing.

 

Donna Black asked Chris Dewitt if he could ballpark some numbers for the uses.  Chris Dewitt stated he could.  Town Manager Layton reminded the Committee that the plan is a broad one and the designing could take more time than anticipated.

 

Jennifer Gilbreath asked if the management of the plan falls under Town Manager Layton’s directive.  Town Manager Layton stated it does.  He stated he anticipates entering into an agreement with a firm similar to VHB, if not VHB, to handle the engineering and construction management.  He stated the Town would utilize the company chosen to come in and sign off on the engineering.  He stated his role would be as a project manager.

 

Donna Black asked Chris Dewitt if he would list the costs for the uses.  Chris Dewitt went on to list the cost for each use. 

 

Charlie Pratt asked if the cost for the playground area includes the chain link fence.  Chris Dewitt stated he was correct. 

 

Chairman Keller asked if a different material would be used for the site up to the kayak launch than for the willow swamp.  Chris Dewitt stated he was correct.

 

Chris Dewitt finished up his review and stated that the total cost for everything is estimated at $610,000.  Town Manager Layton pointed out that the cost is for 2006/2007.  Ed Sowinski asked what years the cost covers.  Town Manager Layton stated it was 2006/2007.  Mr. Sowinski pointed out that for two years, it would cost the Town approximately one million dollars.  Town Manager Layton corrected him and stated that the million dollars would be for three years.

 

Ed Sowinski asked how the seating arrangement would be for the amphitheater.  Chris Dewitt stated it would mainly have benches.  Mr. Sowinski asked if it would be a combination of benches and grass seating.  Mr. Dewitt stated he was correct.

 

Town Manager Layton wondered if the replicated Rodgers would have running water if it is to be the 1935 replica.  Ed Sowinski asked if the Rodgers house would include public restrooms.  Chris Dewitt stated he was correct.

 

Angela Beckman was recognized to speak.  She asked for a clarification on the Rodgers house replication.  Chris Dewitt stated it would be approximately $200,000 but that it would go down.  Chairman Keller stated the Committee still needs to find an old photograph of the original house.  Ed Sowinski stated that the photographs are out there. 

 

Chris Dewitt stated that the numbers are still being worked on and the final numbers could be different.  Town Manager Layton stated that when the work is bidded out, the numbers could change again.

 

Angela Beckman asked for clarification on the numbers for 2006/2007.  She stated she came up with $735,000, not $610,000.  Chris Dewitt stated he would check on it.

 

Chris Dewitt asked the Committee how they felt about the phasing matrix and if anything should be changed around from a priority perspective.  Jennifer Gilbreath stated she liked the matrix as it is. 

 

Ed Sowinski asked what would be done regarding the ongoing maintenance of the property.  Chairman Keller stated it would be put in the CIP.  Town Manager Layton stated the CIP will address the expected maintenance.  Mr. Sowinski suggested having that as a footnote in the draft plan. 

 

Town Manager Layton suggested that the Committee add an additional column, entitled; “After 2010” and put the Town Hall in that column.  Chairman Keller stated that it was good idea.  Jennifer Gilbreath asked why.  Town Manager Layton stated that realistically the Town wouldn’t be looking at constructing anything until after 2010.

 

Charlie Pratt asked why the amphitheater couldn’t be started earlier.  Chris Dewitt stated he was looking at ways to get the site in use and since it’s further into the site, he figured he could put it off from a cost perspective.

 

Donna Black stated she would be happier being able to get on the trails and use the kayak launch than to have the amphitheater available.

 

Bob Fitchett suggested that the Committee figure out what is important to each of them that should be done immediately.  He pointed out that Charlie Pratt wished for clearance for the amphitheater.  Jennifer Gilbreath felt the plan was good as is.  Ed Sowinski felt it was fine as presented.  Charlie Pratt stated he would like to see the boardwalk up sooner but understood that it cannot be done quickly due to financial reasons.  Chairman Keller stated he was happy with the plan.  Donna Black stated she liked the layout as well.  Avery Harrison agreed.  Mr. Fitchett felt the restrooms should be one of the first things on the property, but understood the need to clear the invasive species.  He stated he would’ve wanted the Rodgers house replicated first.  Donna Black brought up the port o johns as a use in the interim.  Chairman Keller felt that the Council should be made aware that port o johns would be on the property in the beginning.

 

Chairman Keller asked the Committee what they wished to do about the restrooms on the property.  He asked if they wished to be silent on the issue.  Ed Sowinski felt the Council should be made aware of the issue.  He felt restrooms should be addressed in some manner in the short term.  Chris Dewitt agreed.

 

Jennifer Gilbreath asked if the restrooms would be a project of their own.  Chris Dewitt stated that she was correct.

 

Charlie Pratt asked if the Committee is deciding immediately the short term goals for the property.  Town Manager Layton asked if restrooms would be constructed outside of the ones that will be in the Rodgers house.  Ed Sowinski stated he was correct. Chris Dewitt understood it as having port o johns in an attractive enclosure and not constructing a restroom. 

 

Donna Black asked if something could be written stating that there would not be restroom facilities at the park and leave it to Council to decide.  Chris Dewitt stated he could do that. 

 

Town Manager Layton stated that if the purpose of the Rodgers house is for restrooms, it could be indicated so people can understand that restrooms will be put in.  However, if the purpose of the Rodgers house is not for restrooms, then it would need to be shown a different way.  He stated the way the Rodgers house was determined as a project was largely based on putting restrooms in it.  He stated that the Town would not put in a septic system while waiting for the replication of the Rodgers house.  He felt it was a waste of money.  Chris Dewitt stated that if there are restrooms in the Rodgers house, events held at the park will likely need port o johns.

 

Ed Sowinski stated he is not in favor of investing in the short term for temporary restroom facilities.

 

Chairman Keller asked the rest of the Committee if they were against or in favor of the line item for the port o johns.  Donna Black asked if attractive port o johns need to be a line item.  Town Manager Layton stated that because it was mentioned in the questionnaire, it should be indicated somewhere.  Ed Sowinski asked if it could be in the narrative.  Town Manager Layton stated it could be, but it should be noted.  He stated that he sees the port o johns as an operational cost and not a capital cost.  He didn’t think the cost of renting port o johns would need to be a line item.  Chairman Keller agreed with Town Manager Layton and suggested a notation in the body of the text.  He suggested putting an asterisk next to the Rodgers house line item and noting it at the bottom.  Ed Sowinski suggested a footnote.

 

Discussion of Presentation to Town Council

 

Chairman Keller stated the Council meets on December 1, 2004 and the Committee’s meeting is after the Council’s.  He stated that if the Committee is to meet the December 1, 2004 deadline, there would have to be an interim meeting with enough lead time to review the final version of the concepts and the plan.  He stated that he believes the December 1, 2004 deadline is not cast in stone and if the Committee needs more time, it could be extended to January. 

 

Town Manager Layton suggested that at the Council’s December 1, 2004 meeting, that Chairman Keller report that the Committee is finalizing all of the details for a January presentation.  Chris Dewitt asked when the Council meeting would be in January.  Town Manager Layton stated it would be on January 5, 2005.  Chairman Keller asked if there was an advantage of giving the Council copies of the plans at their December meeting.  Town Manager Layton stated he didn’t think there would be.  Chairman Keller felt that waiting until January may be the best way to go.

 

The Committee thanked Chris Dewitt for all of his work over the past year.  Mr. Dewitt went onto to introduce Andra Parker to the Committee.  He stated that Ms. Parker works for him and developed the matrix in the plan.  The Committee thanked Ms. Parker for her work.

 

OTHER ISSUES

 

Chairman Keller asked if any of the new concepts and the draft plan could go up on the Town’s website.  Town Manager Layton stated that all of them could go up on the website.  Chairman Keller asked at what point it would be on the site.  Town Manager Layton stated the latest concepts could be put up if the Committee wishes, but would hesitate to put up the draft report.  He cautioned the Committee that the latest concepts should not be put up until the Committee agrees on how the final concepts should be perceived.  He stated they are typically not put up on the website until they are presented to Council.  He stated the 5 concepts are on the website as well as the questionnaire.  He stated the Town is still getting many responses to the questionnaire.  Donna Black asked if an expiration date would be put on the questionnaire.  Town Manager Layton stated it could be done.  It was consensus of the Committee to have the expiration date for the questionnaire set as November 24, 2004.

 

Chairman Keller asked for any other thoughts before adjourning. 

 

Angela Beckman gave a clarification to a letter that the DCBA had sent to the Committee.  She asked if the two options were the ones the public has seen or have they been slightly modified.  Chris Dewitt stated the two are slightly modified versions of the previous concepts.  He stated they are most similar to Park Option 2. 

 

ADJOURNMENT

 

There being no further discussion, Chairman Keller asked for a motion to adjourn.  Charlie Pratt moved to adjourn.  Avery Harrison seconded the motion.

 

Motion carried 7-0.

 

The time was 3:10 p.m.