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MEMO MEMO-20-1093

Meeting Date: February 17, 2020

Prepared By: Niel Brooks

MEETING TYPE: Council Agenda Meeting

TITLE: Town Board and Committee Reorganization

PURPOSE: To make recommendations on potential reorganization of certain Town boards and

committees.

BACKGROUND: At the July 15, 2019 Council Agenda Meeting, Council requested staff compile
information on all of the Town boards and committees including their roles,
duties, and responsibilities. This information was provided to Council in the
August 2019 Staff Reports for review and is attached here for reference.

The reports for each Town board and committee included the following
details:
• Purpose
• Number of members, a list of the current members, as well as staff
members and Council liaisons
• Whether it is statutorily required
• Meeting frequency
• Types of items addressed over the last 12 months
• Actions taken over the last 12 months
• Staff time
• Value to the Town operations

SUMMARY: The Town’s current boards and committees provide a number of different functions.
Some boards and committees, such as Planning Board, are statutorily required and
serve a critical role in Town governance and operations. Other boards and
committees serve in a purely advisory manner and allow members of the community
get involved with their local government. These boards and committees are designed
to provide Town Council and staff with recommendations or input on issues that may
need additional oversight.

Occasionally board and committee members will bring up various concerns or ideas of
the community or of members individually. This dialogue is welcome and encouraged,
however opportunity for unnecessary conflict and misinformation can be created if an
external constituency expects subsequent operational adjustments based purely on
their suggestions instead of considering staff’s knowledge of information obtained
through studies, best practices, and industry standards. Additionally, the membership
of boards and committees can occasionally seek to address issues that fall outside of
the scope of duties for that board/committee. Another challenge is that many of the
listed goals and duties of the various boards and committees are best performed and

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implemented by professional staff who are aware of all of the different aspects that
go into organizational decisions and operations. This duplication of goals can result in
confusion for board and committee members, staff, and the general public.

In an effort to remedy some of these issues, staff proposes a number of adjustments

to the current board and committee structure.

SUPPORTING PLANS: NA

FINANCIAL: Planning Board, Parks and Recreation Board, and the TDA Board members are
currently paid a stipend of $35 per meeting attended. The FY 2019-2020
budget was $9,240 for meeting attendance, based on full attendance of all
boards. This amount will be less for the forthcoming fiscal year due to the TDA
Board's reduction from nine (9) members to five (5) at the end of 2019.
Committee members are not paid.

REQUEST FOR ACTION: Staff recommends the following updates to the Town's current board and committee
structure:

Discontinue the Infrastructure Committee - The Infrastructure Committee originated

in 2015 as the Stormwater/Utilities Committee at a time when the Town lacked the
professional staff positions that it does now. The Committee was created as a support
for staff on technical issues. Since that time, the Public Services Department has
grown to include in-house engineering capabilities. With these staff changes, the role
of the Infrastructure Committee has been diminished and no significant committee
actions have been taken in the past year. Staff has also received advisement from the
state that certain information regarding Town utilities (such as water system plans) is
protected information critical to the integrity of the systems, and as such, should not
be made available to the public. If the Town Council would concur with this
recommendation, staff will prepare a resolution for consideration at the February 20
Regular Council Meeting.

Discontinue the Public Safety Committee - The Public Safety Committee was created
in 2018 to assist with the transition of the non-profit Leland Fire and Rescue into the
Town of Leland operations and to provide an opportunity for citizen engagement. The
non-profit transition has been completed and the Fire and Police departments have
grown to include additional professional staff who are the most appropriate parties to
execute the duties and goals outlined in the Public Safety Committee Bylaws. The
departments have taken on a greater role in public outreach and have established an
active social media presence. The Police Chief and Fire Chief have also increased
opportunities for public engagement as evidenced by the regular "Coffee With"
programs. The committee has taken no significant committee actions in the past year.
If the Town Council would concur with this recommendation, staff will prepare a
resolution for consideration at the February 20 Regular Council Meeting.

Discontinue the Transportation Oversight Committee and address transportation

issues through the Planning Board - The Transportation Oversight Committee was
created in 2016 to assist in the development of the Town's transportation network
and provide recommendations to the Planning Board and Town Council. The Planning
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Board serves as the advisory board to the Town Council on land use related matters,
and their familiarity with the Town’s policies for land use including adopted land use
plans better positions the Planning Board to make recommendations for
transportation network improvements that supplement and support growth and infill
in the Town. In order to avoid a disconnection between land use planning and
transportation planning, having the Planning Board advise on transportation
improvements would be most beneficial for the Town. Recommended transportation
network improvements should be in concert with existing and future land use
patterns, and the Planning Board would be able to fulfill the duties of the TOC while
benefiting from the knowledge of adopted plans and policies as well as current
development trends. If the Town Council would concur with this recommendation,
staff will prepare a resolution for consideration at the February 20 Regular Council
Meeting.

Reorganize and Reappoint Board of Adjustment (BOA) so that Planning Board

Members no longer have to serve both roles. In the current model, Planning Board
members serve as the five regular members and two alternates of the BOA. This could
potentially cause a conflict of interest as the BOA could potentially have to consider
an appeal of a decision of the Planning Board. The Town's Code of Ordinances would
need to be edited to enable this change. If the Town Council would concur with this
recommendation, staff can begin advertising for potential new BOA members and
prepare an ordinance update for consideration at the March Regular Council Meeting.

In addition, staff recommends that a board and committee handbook be developed

to clarify the Town Council's expectations for board and committee members, as well
as staff's role supporting these boards and committees. Staff can bring a handbook
back for Council consideration at a future meeting.

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102 Town Hall Drive | Leland, NC 28451 | (910) 371-0148

TO: Leland Town Council

FROM: Staff
SUBJECT: Board/Committee Review
DATE: August 8, 2019
______________________________________________________________________________
Background
At the July 15, 2019 Council Agenda Meeting, Council requested staff compile information on all of the
Town Boards and Committees including their roles, duties, and responsibilities.

Discussion
Attached are the reports for each Town Board and Committee which include the following details:

 Purpose
 Number of members, a list of the current members, as well as staff members and Council
liaisons
 Whether it is statutorily required
 Meeting frequency
 Types of items addressed over the last 12 months
 Actions taken over the last 12 months
 Staff time
 Value to the Town operations

Summary

The Town’s current Boards and Committees provide a number of different functions. Some Boards and
Committees, such as Planning Board, are statutorily required and serve a critical role in Town
governance and operations. Other Boards and Committees serve in a purely advisory manner. These
Boards and Committees are designed to provide Town Council and staff with recommendations on
issues that may need additional oversight. Occasionally, members will bring up concerns or ideas of the
community or of members individually. This dialogue is welcome, however opportunity for unnecessary
conflict and misinformation can be created when an external constituency expects subsequent
operational adjustments based on their suggestions, instead of decision making being based on staff’s
knowledge obtained through studies, best practices, and industry standards. According to best practices
and industry standards, many of the listed goals and duties of the various Boards and Committees are
best performed and implemented by professional staff who are aware of all of the different aspects that
go into organizational decisions and operations.

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102 Town Hall Drive | Leland, NC 28451 | (910) 371-0148

The administration of Boards and Committees consume a significant amount of staff time and resources.
The following summarizes the number of annual hours/days spent by staff working on behalf of these
Boards and Committees.

 Audit Committee 2 hours

 Board of Adjustment
 Economic Development Committee
 Infrastructure Committee
 Parks & Recreation Board
 Planning Board
 Public Safety Committee
 Tourism Development Authority
 Transportation Oversight Committee
21.5 hours
108 hours or 13.5 staff days
54 hours or 6.75 staff days
120 hours or 15 staff days
612 hours or 76.5 staff days
66 hours or 8.25 staff days
540 hours or 67.5 staff days
30 hours or 3.75 staff days (Clerk time only)

Annual Total 1,553.5 hours or 194.2 staff days

Recommendation
Staff would encourage Council to review the reports over the next few months and provide any
feedback near the end of the year so that any adjustments can correspond with the start of the new
year.

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Audit Committee

Purpose:

 Recommending an independent auditor to conduct the Town's annual audit.

 Ensuring that all required financial information is available to the auditor.
 Reviewing the draft audit with the independent auditor.
 Presenting a recommendation to Town Council on acceptance of the annual audit.
 Other duties as may be assigned at the request of the Town Council.

Number of Members: 2 Councilmembers and the Finance Director

1. Pat Batleman, Councilmember

2. Bob Campbell, Councilmember
3. Carly Hagg, Finance Director

Staff and Council Liaisons include:

1. David Hollis, Town Manager

2. Missy Rhodes, Assistant Town Manager

Statutory: No. Town Council created the Audit Committee on March 13, 2007 by resolution.

Meeting Frequency/Schedule: Once per year.

Types of Items Addressed (Over the last 12 months):

1. Audit review prior to being presented to Town Council.

Actions Taken (Over the last 12 months):

1. Reviewed the audit.

Staff Time to Address Items:

Meeting Preparation and Attendance: 2 hours per meeting

Total Staff Time per Year: 2 hours

Value to Town Operations: <Non-Critical> Aids in the ability to provide a preview of the audit in
preparation of presentation to the entire Town Council.

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Board of Adjustment

Purpose:

To hear requests for variances, such as relaxations of zoning code requirements for unique
circumstances, and appeals of administrative land use decisions from planning and zoning staff.

Number of Members: 5 members with 2 alternates, all members of the Planning Board.

Staff and Council Liaisons include:

1. Ben Andrea, Planning & Building Inspections Director

2. Ashli Pirozzi, Senior Planner
3. Matt Kirkland, Senior Planner
4. Andrew Neylon, Planner
5. Nancy Sims, Deputy Town Clerk
6. Michael Callahan, Council Liaison
Per the Town’s Code of Ordinances, the Board shall be made up of members of the Town Planning
Board. The Board shall consist of five regular members and two alternate members, each to be
appointed by the Town Council for the length of their Planning Board terms. Each alternate member,
while attending any regular or special meeting of the Board and serving on behalf of any regular
member, shall have and may exercise all the powers and duties of a regular member. All regular
members and alternate members shall be citizens and residents of the Town.

Statutory: No, per NC G.S. § 160A-388, it states “may” create one. The Town Attorney and the Planning
and Inspections Director are in favor of a municipality having a Board of Adjustment.
Meeting Frequency/Schedule: On an as needed basis.

Types of Items Addressed (Over the last 12 months):

None. Only one Board of Adjustment Meeting has been held in the last two years.

Actions Taken (Over the last 12 months):

None. Only one Board of Adjustment Meeting has been held in the last two years.

Staff Time to Address Items:

Based on the Planning and Inspections Director’s previous experience.
Clerk Time:
Preparing Agenda: 1 hour per meeting
Advertisements/Mailings: 1 hour per meeting
Clerking Meetings: 1.5 to 2.5 hours per meeting
Create Minutes and Follow Ups: 1 to 3 hours per meeting

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Planning Staff:
Consultation with Applicant: 1 hour per agenda item
Application Processing: 1 hour per agenda item
Site Visit: 1 hour per agenda item
Preparation of Staff Report and Supplemental Documents: 2 to 3 hours per agenda item
Preparation of Presentation: 2 to 3 hours per meeting
Presentation/Meeting Attendance and Administration: 1 to 2 hours per agenda item
Review of Minutes After Meeting: 1 to 2 hours per meeting
Follow Ups/Preparation and Delivery of Agenda Item Decision: 1 to 2 hours per agenda item
Town Attorney:
Meeting Attendance: 1 to 2 hours per agenda item
Consulting Attorney Time (For appeals of administrative decisions):
Meeting Attendance: 1 to 2 hours per agenda item
Value to Town Operations: <Critical> The Town is required to have a Board of Adjustment. There are
several ways this Board can be organized. The Town’s current approach appears sufficient.

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Economic Development Committee

Purpose:

The Leland Economic Development Committee (LEDC) was created to establish and oversee activities of
the Town’s economic development program and assist the Town Council in implementing economic
development initiatives in Leland.

Duties and Goals:

 To develop a long-range Economic Development Plan for the support and nurturance of
business and industry in Leland and northern Brunswick County. Such a plan shall include
recommendations on compatible industries, business recruitment, potential incentives, and
more. The plan will also serve as a tool for fully integrating consideration of economic
development into all Town planning initiatives, i.e. the Master Plan.
 To monitor, evaluate, and assist in efforts to implement the Economic Development Plan by
presenting, advising, or recommending matters related to the plan.
 To establish a program and associated policies to promote economic devel opment in the
Town of Leland.
 To consider initiatives that fit within the approved economic development program that can
be jointly implemented by the Town and existing economic and tourism development
boards.
 To work with area local governments and public and private organizations to promote and
develop economic opportunities for the Town of Leland in the context of a regional
approach.
 To present, review, advise, or recommend any other matter related to economic
development as the Mayor and Town Council may direct.
Number of Members: 7 Members

1. Michael Braddock, II, Chair

2. Stephen Long, Vice-Chair
3. Chris Stevenson
4. Stephen Zerio
5. David Schuette
6. Bruce Mancinelli
7. Greg Bland
Staff and Council Liaisons include:

1. Gary Vidmar, Economic & Community Development Director

2. Nancy Sims, Deputy Town Clerk
3. Michael Callahan, Leland TDA Liaison
4. Bob Corriston, Council Liaison

Statutory: No

Meeting Frequency/Schedule: Monthly

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Types of Items Addressed (Over the last 12 months):

1. Update Business Survey

2. Update Business Association
3. Town of Leland ED Tour
4. Leland Innovation Park
5. Workforce Development Presentation
6. Preparation of a Strategic Plan of EDC
7. Helipad Study
8. Introduction of Dr. Gene Smith, Mr. Greg Bland, and Mr. George Yu from Brunswick Community
College
9. Presentation by Kyle Trivisonno of eco TEK Industries
10. Presentation by Dr. Gene Smith and Mr. Greg Bland from Brunswick Community College
11. Presentation by Bethany Welch, NC Ports Authority Public Information Officer
12. Presentation by Gary Vidmar, Leland Opportunity Zones
13. Presentation by Jerry Oates, Superintendent of Brunswick County Schools
14. Presentation by Jim Rafferty, Artificial Intelligence (AI) and Robotic Process Automation ( RPA) in the
Workplace
15. Presentation by Kevin Carlson, Synergy Automation (affiliated with Ramco)
16. Chris Stevenson serves as the liaison to the TDA
17. Michael Braddock (Committee Chair) and Gary Vidmar serve on the Board of Leland Innovation
Park, Inc.

Actions Taken (Over the last 12 months):

1. Update and distribute business survey

2. Preparation of a Draft Economic Development Strategic Plan
3. Providing support to Leland Innovation Park, Inc. to rebrand and revitalize the Park

Staff Time:

Prepare Agenda: 1 hour per meeting

Meeting Attendance: 5 hours per meeting

Prepare Minutes and Follow ups: 3 hours per meeting

Total Staff Time per Year: 108 hours or 13.5 Staff work days

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Value to Town Operations: <Non-Critical> The EDC is comprised of seven very qualified and engaged
members. The EDC has been actively engaged with many economic development initiatives in the Town
and throughout the region. Meetings are regularly attended by media and representatives from BCC.
The Committee provides a venue for business owners and those engaged in economic development to
meet to discuss opportunities within the Town.

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Infrastructure Committee

Purpose:

To function as a review and advisory committee with the Leland staff and make recommendations on
amending the Town of Leland regulations governing maintenance, equipment, and operation of Leland’s
water, sewer, and stormwater systems as they pertain to safety, efficiency, and compliance with all state
requirements.

The Committee may, when requested by the Leland Town Council or Public Services Director, review,
comment, and make recommendations regarding reports, studies, or determinations relating to:

 Water supply capacity, distribution capacity, distribution facilities, and projects.

 Wastewater collection and/or treatment capacity, facilities, and projects.
 Policies regarding water and sewer extensions, assessments, tap fees, capacity use charges,
and system development fees.
 Policies regarding stormwater regulations, maintenance of stormwater facilities, and the
Phase II Stormwater Permit.
 Stormwater treatment/control and flood prevention projects.
 Roadway conditions and improvements within Right of Ways to include
utilities, signalization, traffic signs, sidewalks, and streetlights.
 Other assignments as needed.
Number of Members: 5
1. John Kazmarski, Chair
2. Kevin Young, Vice-Chair
3. James Morrow
4. Richard Paxton
5. Vacancy, Member

Staff and Council Liaisons:

1. Kent Jackson, Public Services Director

2. Lynn Vetter, Public Services Manager
3. Nancy Sims, Deputy Town Clerk
4. Bob Corriston, Council Liaison

Statutory: No

Meeting Frequency/Schedule: Bi-monthly

Types of Items Addressed (Over the last 12 months):

1. Discussion of water, sewer, stormwater, and street projects

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Actions Taken (Over the last 12 months):

1. No action taken – discussions only

Staff Time to Address Items:

Prepare Agenda: 2 hours per meeting

Meeting Attendance: 4 hours per meeting

Prepare Minutes and Follow ups: 3 hours per meeting

Total Staff Time per Year: 54 hours or 6.75 Staff work days

Value to Town Operations: <Non-Critical> The Infrastructure Committee has been presented and has
discussed multiple Town infrastructure projects, although no significant committee actions have been
taken. The overly technical nature of Public Services projects and initiatives requires thoughtful
preparation when communicating with Town Council and the public. Effectively, the Committee has
served as a sounding board for staff regarding these projects. The current membership of the
Committee is engaged and generally knowledgeable of the basics of public infrastructure. Occasionally,
Committee members will bring up concerns or ideas of the community or of Board members
individually. This dialogue is welcome, however opportunity for unnecessary conflict and misinformation
can be created when an external constituency expects subsequent operational adjustments based on
their suggestions, instead of decision making being based on staff’s knowledge obtained through
studies, best practices, and industry standards. According to best practices and industry standards, many
of the listed goals and duties of the Committee are best performed and implemented by professional
staff who are aware of all of the different aspects that go into organizational decisions and operations.

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Parks & Recreation Board

Purpose:

The Parks and Recreation Board was created to advise and assist the Town Council in the development
of parks and recreation plans and recreational activities.

The following duties are performed by the Parks and Recreation Board:

 To determine when park improvements are necessary and to recommend specific park
improvements;
 To review and make recommendations to Town Council on parks and recreation grant
applications;
 To hold public meetings on all matters relating to parks and recreation;
 To review and recommend to the Town Council a comprehensive parks and recreation plan for
the Town;
 To review and recommend a yearly parks and recreation budget for the submission to the Town
budget officer;
 To commission recreation and park studies;
 To support and coordinate with staff in implementing any parks and recreation directives or
plans approved by the Town Council.

Number of Members: 7 members and a Student Representative

1. Arlene Holmes, Chair

2. Nicole Whiteside, Vice-Chair
3. Veronica Carter
4. Bridget Crabtree
5. Jessica Middleswarth
6. Ron Watson
7. Vacancy, Member
8. Vacancy, Student Representative
Staff and Council Liaisons include:
1. Wyatt Richardson, Operations Services Director
2. Julianne Scott, Cultural Arts Center Manager
3. Bill Nadeau, Parks & Facilities Manager
4. Amy Wells, Recreation Supervisor
5. Nancy Sims, Deputy Town Clerk
6. Michael Callahan, Council Liaison

Statutory: No, but established by Town Ordinance.

Meeting Frequency/Schedule: Monthly

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Types of Items Addressed (Over the last 12 months):

1. Event Attendance
2. Parks, Recreation, and Open Space Master Plan
3. WMPO Bike/Ped Committee Meeting Update
4. Hurricane Florence Presentation
5. Historical Marker Policy
6. NC Christmas Festival and Parade
7. PROS Plan Recommendations and Action Plans
8. Founders’ Day
Actions Taken (Over the last 12 months):
1. Recommend Council approve the Parks, Recreation, and Open Space Master Plan
2. Recommend Council approve the Historical Marker Policy
Staff Time to Address Items:

Prepare Agenda: 2 hours per meeting

Meeting Attendance: 6 hours per meeting

Prepare Minutes and Follow ups: 2 hours per meeting

Total Staff Time per Year: 120 hours or 15 Staff work days
Value to Town Operations: <Non-Critical> The Parks and Recreation Board has been presented and has
discussed a variety of parks and recreation issues, although no significant Board actions have been
taken. Effectively, the Board has served as a sounding board for staff regarding these issues, but often it
is a struggle for staff to find enough content for the Board to discuss to warrant a monthly meeting.
Parks Board members’ engagement has been minimal outside of regular meetings, with few Parks Board
members participating in programs or events the Town offers. It is staff’s hope that this can be improved
through careful selection of future Board members, but staff recognizes that it can be a struggle to find
Board members that have a background in or knowledge of municipal parks and recreation matters.
Occasionally, Board members will bring up concerns or ideas of the community or of Board members
individually. This dialogue is welcome, however opportunity for unnecessary conflict and misinformation
can be created when an external constituency expects subsequent operational adjustments based on
their suggestions, instead of decision making being based on staff’s knowledge obtained through
studies, best practices, and industry standards. According to best practices and industry standards, many
of the listed goals and duties of the Board are best performed and implemented by professional staff
who are aware of all of the different aspects that go into organizational decisions and operations.

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Planning Board
Purpose:

Per the Town’s Code of Ordinances:

Sec. 2-124. - General power and duties.

(a) It shall be the duty of the planning board, in general, to:

(1) Acquire and maintain in current form such basic information and materials as are necessary to
an understanding of past trends, present conditions and forces at work to cause changes in
these conditions;
(2) Identify needs and problems growing out of those needs;
(3) Determine objectives to be sought in development of the area;
(4) Establish principles and policies for guiding action in development of the area;
(5) Prepare and recommend to the Town Council revisions of the comprehensive and coordinated
plan for the physical, social, and economic development of the Town;
(6) Prepare and recommend to the Town Council ordinances promoting orderly development along
lines indicated in the comprehensive plan and advises it concerning proposed amendments of
such ordinances;
(7) Determine whether specific proposed developments conform to the principles and
requirements of the comprehensive plan for the growth and improvement of the area and
ordinances adopted in furtherance of such plan;
(8) Keep the town council and the general public informed and advised as to these matters; and
(9) Perform any other duties that may lawfully be assigned to it.
(b) The planning board shall advise and comment on whether a proposed amendment is consistent with
any comprehensive plan that has been adopted and any other officially adopted plan that is
applicable. The planning board shall provide a written recommendation to the governing board that
addresses plan consistency and other matters as deemed appropriate by the planning board, but a
comment by the planning board that a proposed amendment is inconsistent with a comprehensive
plan shall not preclude consideration or approval of the proposed amendment by the town council.
Powers and Duties:

a) The planning board may conduct such public hearings as may be required to gather information
for the drafting, establishment, and maintenance of the comprehensive plan. Before adopting
any such plan, it shall hold at least one public hearing on the plan.
b) The planning board shall have power to promote public interest in and an understanding of its
recommendations, and to that end it may publish and distribute copies of its recommendations
and may employ such other means of publicity and education as it may elect.

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Advisory Council and Special Committees:

a) The planning board may establish an unofficial advisory council and may cooperate with the
council to the end that its investigations and plans may receive full consideration, but the board
may not delegate to such advisory council any of its official powers and duties.
b) The planning board may from time to time establish special committees to assist it in studying
specific questions and problems.

Number of Members: 7 members

1. Robert Penwell, Chair

2. Joe Bryant, Vice-Chair
3. Warren Hodges
4. Richard Weinstein
5. Debbie Willis
6. Robert Martin
7. Vacancy, Member

Staff and Council Liaisons include:

1. Ben Andrea, Planning & Building Inspections Director

2. Gary Vidmar, Economic & Community Development Director
3. Ashli Pirozzi, Senior Planner
4. Matt Kirkland, Senior Planner
5. Andrew Neylon, Planner
6. Nancy Sims, Deputy Town Clerk
7. Michael Callahan, Council Liaison

Statutory: Yes. Before a local government exercises the powers of zoning and subdivision, it must
designate a planning board (GS 160A-387 & GS 153A-344). A local government may create one or more
boards to perform the duties. The statutes are flexible with regard to composition of the planning
board: A planning board must have at least three members, but otherwise, the size, composition, and
organization are open to the local governing board’s discretion (GS 160A-361 & GS 153A-321).

Meeting Frequency/Schedule: Monthly

Types of Items Addressed (Over the last 12 months):

1. Initial Zoning Requests in Connection with Proposed Annexations

2. Text Amendments
3. Master Land Use Plan Updates & Site Specific Plan Approvals
4. Rezoning Requests
5. Preliminary Subdivision Plat Approvals

Actions Taken (Over the last 12 months):

1. Motions to recommend Council approval for all text amendments.

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2. Master Land Use Plan Updates and Site Specifics were approved.
Staff Time to Address Items:
Clerk Time:
Preparing Agenda: 1 hour per meeting

Clerking Meetings: 2 hours per meeting

Create Minutes and Follow ups: 3 hours per meeting

Planning Staff Time:

Consultation with Applicant: 4 hours per meeting

Application Processing: 4 hours per meeting
Site Visit/Sign Posting: 4 hours per meeting
Preparation of Staff Report and Supplemental Documents: 12 hours per meeting
Preparation of Presentation: 3 hours per meeting
Presentation/Meeting Attendance and Administration: 8 hours per meeting
Review of Minutes After Meeting: 2 hours per meeting
Follow Ups/Preparation and Delivery of Agenda Item Decision: 8 hours per meeting
Total Staff Time per Year: 612 hours or 76.5 Staff work days
Value to Town Operations: <Critical> Planning Board is required by statute and the Town could not
grow and develop without the statutory requirements being fulfilled.

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Public Safety Committee

Purpose:

The Leland Public Safety Committee (PSC) was created to advise the Town Council of the Town’s police,
fire, and emergency management services in Leland and its surrounding communities based upon
jurisdictional boundaries and memorandum of understanding with Brunswick County.

Duties and Goals:

 Make formal recommendations to the Mayor and Town Council on public safety services
applicable to those departments covered under the purview of the Town.
 Review and make recommendations on operating budget and capital improvement plan budget
requests.
 Review and make recommendations for improvements of the fire protection system; reviewing
ISO and consultants' reports and recommending action for improvement as deemed necessary.
 Develop and provide overview of all service district operational regulations and guidelines for
the Town of Leland police, fire, and emergency management service district.
 To work with area local governments and public and private organizations to promote public
safety for the Town of Leland.
 To present, review, advise, or recommend any other matter related to public safety as the
Mayor and Town Council may direct.

Number of Members: 7 members

1. Dennis Michaliga, Chair

2. Steve Schrimpf, Vice-Chair
3. Thom Becker
4. Romie Holmes
5. Suzanne Palmer
6. Cody Watkins
7. Jay Eipper

Staff and Council Liaisons include:

1. Mike James, Police Chief

2. Brad Shirley, Deputy Police Chief
3. John Grimes, Fire Chief
4. Missy Rhodes, Assistant Town Manager
5. Nancy Sims, Deputy Town Clerk
6. Brenda Bozeman, Council Liaison
7. Bob Campbell, Council Liaison

Statutory: No

Meeting Frequency/Schedule: Bi-monthly

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Types of Items Addressed (Over the last 12 months):

1. Staff Presentation of Current Operations and Tour of Facilities

2. Discussed the Brunswick Forest/Low Country Boulevard Intersection Project and Speed Limits
3. Discussed the Draft Public Safety Five Year Capital Outlay Strategic Plan
4. Discussed the New Leland Fire Department ISO rating
5. Discussed Community Feedback
Actions Taken (Over the last 12 months):

1. Recommended Council maintain EMS services

Staff Time to Address Items:

Agenda Preparation: 3 hours per meeting

Meeting Attendance: 5 hours per meeting

Prepare Minutes and Follow ups: 3 hours per meeting

Total Staff Time per Year: 66 hours or 8.25 Staff work days

Value to Town Operations: <Non-Critical> The Committee has presented and discussed multiple items
that were concerns or ideas of the community or of Committee members individually, although no
significant actions were taken. Staff was aware of most of these concerns and ideas through other
communication channels. Over the past year, there have been additional community outreach
programs established to gather citizen input regarding public safety issues, such as Coffee with a Cop
and Chat with the Chiefs. Occasionally, Committee members will bring up concerns or ideas of the
community or of Board members individually. This dialogue is welcome, however opportunity for
unnecessary conflict and misinformation can be created when an external constituency expects
subsequent operational adjustments based on their suggestions, instead of decision making being based
on staff’s knowledge obtained through community outreach programs, metrics, studies, best practices,
and industry standards. According to best practices and industry standards, many of the listed goals and
duties of the Committee are best performed and implemented by professional staff who are aware of all
of the different aspects that go into organizational decisions and operations.

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Tourism Development Authority

Purpose:

Powers and Duties

The Authority is a public authority under the Local Government Budget and Fiscal Control Act and shall
be governed by the particulars of said Act. The Authority shall have the power and the duty to promote
travel and tourism in the Town of Leland and in fulfilling its duties, the Authority may contract, with
board approval, with any person, firm, or agency to advise and assist in the promotion of travel and
tourism.

Objectives and Mission

The Authority's objective shall be to promote, solicit, and encourage travel and tourism to the Town of
Leland resulting therefore in increased visitation and revenue while furthering economic development of
the Town. In furtherance of this objective, the Authority may advertise or market an area or activity,
publish or distribute pamphlets or other materials, conduct market research, engage in similar
promotional activities, or support facilities and programs that attract tourists or business travelers to the
area.

Number of Members: Nine members, including Staff Finance Officer

1. Michael Callahan (Councilmember), Chair
2. Michael Braddock, II, Vice-Chair
3. Tinisha Green, Secretary
4. Don Harty, Treasurer
5. Christopher LaCoe
6. Beth Burgee
7. Rick Ferrell
8. Richard Holloman
9. Justin Williams
10. Carly Hagg, Finance Officer

Staff and Council Liaisons include:

1. Niel Brooks, Assistant Town Manager

2. Hilary Snow, Communications Officer
3. Zoey LeTendre, P&R Program Coordinator
4. Nancy Sims, Deputy Town Clerk
5. Chris Stevenson, EDC Liaison

Statutory: Yes. As established by Town of Leland Resolution R18-443 Restating Approval of Levy of
Room Occupancy Tax and Establishing Tourism Development Authority with the authority granted to the
Leland Town Council by North Carolina General Statutes, Session Law 2008-64, the name of the
Authority shall be the Town of Leland Tourism Development Authority.

Meeting Frequency/Schedule: Bi-Monthly

Types of Items Addressed (Over the last 12 months):

1. Marketing Updates (Colonial Marketing)

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2. Parks and Recreation, Economic Development Updates Finance Reports (Monthly reports, Annual
Audit, Annual Budget)
3. Grant Program and Sponsorships
4. Administration (Set Meeting Dates, Bylaws, Organizing Documents)
5. Discussion of Local Events and Projects (NC Rice Festival, Reeves Chapel Restoration)
6. Presentations from Community Groups (Cape Fear Resource Conservation & Development)
7. Discussion of Tourism Opportunities
8. Contracts (With TOL)

Actions Taken (Over the last 12 months):

1. Consensus to participate in local events
2. Adoption of marketing, Town services, and audit contracts
3. Adoption of the creation of the LTDA Grant Policy and Application
4. Approval of annual budget
5. Approval of grant contract

Staff Time to Address Items:

NOTE: Costs of staff time, administration, etc. are figured into the Town’s contract with the TDA. Total
value of contract is $25,000/year.

Clerking and Administrative Assistance:

Prepare Agenda and Resolutions: 2 hours per meeting

Meeting Attendance: 15 hours per meeting

Prepare Minutes and Follow ups: 3 hours per meeting

Tourism and Marketing Services:

Coordination of Marketing Efforts: 10 hours per month

Administration of Grant Program: 4 hours per month

Tourism Development: 4 hours per month

Financial Services:

Preparation of financial reports: 1 hour per month

Processing accounts payable/receivable: 1 hour per month

Executive and Legal Services:

Oversight of the Town’s Contractual Obligations: 15 hours per month

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Total Staff Time per Year: 540 hours or 67.5 Staff work days

Value to Town Operations: <Critical, as long as the Town collects occupancy tax.> The Leland TDA is
created by legislation and provides a valuable opportunity to market the Town. As the Town grows and
additional tourism opportunities arise, the TDA will be able to expand its efforts. It also has a goal to
contribute to capital projects within the Town that boost tourism.

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Transportation Oversight Committee

Purpose:

The Leland Transportation Oversight Committee (TOC) was created as a Joint Subcommittee of the
Leland Town Council and Planning Board so as to assist in the development of the Town’s transportation
network and provide guidance to the Planning Board and Town Council in regards to transportation
matters.

Duties and Goals:

 Work with Town staff to help identify the transportation goals of the Town
 Assist in the development of the transportation priorities for the Town
 Provide initial review and recommendation for significant transportation plans

Number of Members: 7 members

1. Pat Batleman (Councilmember), Chair

2. Brenda Bozeman (Mayor), Vice-Chair
3. Arlene Holmes
4. Robert Martin
5. Brayton Willis
6. Robert Penwell
7. Vacancy, Member

Staff and Council Liaisons include:

1. Gary Vidmar, Economic & Community Development Director

2. Ben Andrea, Planning & Building Inspections Director
3. Kent Jackson, Public Services Director
4. Nancy Sims, Deputy Town Clerk

Statutory: No

Meeting Frequency/Schedule: Bi-monthly

Types of Items Addressed or Updates Heard (Over the last 12 months):

1. Street Design Guideline Manual
2. Kay Todd Road Dedication
3. Proposed Traffic Signal at Intersection of Highway 133 and Mallory Creek Drive
4. Northgate Drive Realignment
5. Ploof Road Construction
6. Waterford and Magnolia Greens Road Repaving

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7. Low Country and Brunswick Forest Intersection

8. WMPO CAC 2045 Transportation Update
9. Cape Fear Memorial Bridge Rehabilitation Project
10. WMPO Citizen's Advisory Committee
11. (CAC) 2045 Transportation Plan Update.
12. Potential projects for WMPO Prioritization 6.0
13. Helipad Study
14. Cape Fear Crossing Presentation
15. Connector Street Plan Priority
16. WAVE Transit Short Range Plan
17. Resolution Requesting Installation of a Safety Barrier for I-140 near Windsor Park
18. Overview of Types of Transportation Projects and Plans
19. Review of Prioritization Matrix for Roadway Projects.
Actions Taken (Over the last 12 months):
1. No actions taken – discussion only
Staff Time to Address Items:
Clerk Time:

Prepare Agenda: 1 hour per meeting

Clerking Meeting: 2 hours per meeting

Create Minutes and Follow ups: 2 hours per meeting

Total Clerk Time per Year: 30 hours or 3.75 Staff work days
Planning Staff Time:

Prepare Agenda Items and Supplemental Information: Depends on item. Some items are very
simple requiring only 1 to 2 hours. Other items, such as the prioritization matrix and scoring the
items have required 20 staff hours easily.

Value to Town Operations: <Non-Critical> This type of committee is unique to Leland as no Town staff
member, nor staff members of local transportation agencies, have heard of any similar committee at a
local government level. Arguably, TOC complicates transportation planning by involving elected and
appointed officials in what are typically administrative-level decisions. Historically, the TOC has
operated without consideration of Town-adopted land use and transportation plans, identifying and
influencing funding and prioritization of transportation improvement projects that are not substantiated
by data, or are not included or in conflict with Town-adopted plans. As an example, the Council-adopted
Master Land Use Plan identifies the vision for the Gateway District as a compact, walkable, somewhat
urban landscape, yet there has been a continuous push for widening of Village Road to four lanes, which

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would result in a conflicting pattern of land use. TOC members have lacked coordination and guidance
from Town planning staff. For example, projects submitted on behalf of the Town by the WMPO CAC
member included no projects from Town-adopted land use or transportation plans, and some of the
projects submitted are well outside of the Town boundaries and arguably provide little benefit to the
Town.

Although the TOC has historically been disconnected from the visions of adopted land use plans for the
Town, there is potential for change as the Town updates its land use plan to create a comprehensive
plan that not only sets out the vision for future land use and Town growth, but also includes
recommendations for roadway, bicycle, and pedestrian improvements. However, it is imperative that
the vision for future of land use and community development in the Town steer recommended
transportation improvement projects, and not vice versa.

It is staff’s opinion that if it was determined the TOC was not necessary, the Planning Board would be
able to take over the duties and goals of the TOC. Additionally, the Planning Board would be able to
create subcommittees to address or study specific issues, and comprise those subcommittees with
subject matter experts related to the task at hand.

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