Board of Commissioners - Regular Meeting

Good evening everybody and welcome to the November 12th, 2025 Town of Kobo Hills Board of Commissioners meet meeting. Um I call this meeting to order and I invite everyone to stand and please join me in the pledge of allegiance. I pledge algiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. As we prepare to enter into a moment of silence, we should all take a moment to remember our veterans, their families, and all of our active servicemen and women. Please join me in a moment of silence.

Thank you. All right. Uh like to see everybody this evening. Uh board, we have an agenda in front of us. I'll entertain a motion for approval. So moved. Second. We have a motion and a second. Any further discussion? Hearing none. All in favor, please indicate by saying I. I.

All right. We have an agenda. Uh next item of business this evening is our public com first public comment period. Um, now is the time we set aside for public comment. This is an opportunity for anyone in the audience to address the board on any topic of their choosing that pertains to the town. We do that when you're called upon to approach the podium, speak into the microphone, and identify yourself by name and address. There will be no debates. Uh, please keep your comments to three minutes if you're speaking as an individual or five minutes if you're speaking on behalf of the group. And the floor is open if anybody at this time would like to speak at public comment. I'll remind everybody we'll have a second opportunity later on in the agenda for another public comment session. If anyone would like to speak by all means podium's open. All right. No takers. We'll move on. Um no response to public comment. We'll move on to introductions and presentations. Item number one, North Carolina League of Municipalities commemorative resol resolutions presentation. And um Charlene, I will turn uh floor over to you. Thank you.

And we have uh four individuals that um retirees that are receiving resolutions. And um I'm going to just read read through this as a resolution. Um and you see that on the screen as well, but um North Carolina League of Municipalities, whereas Donna E. Elliot retired during the past year, having served the town of Kodal Hills faithfully and well for 39 years and eight months. And whereas the work of Donna E. Elliot benefited the citizens of the town of Kodal Hills and upheld the standards of excellence in municipal governance. Now therefore, be it resolved by the membership of the North Carolina League of Municipalities, hereby honors Donna E. Elliot, former zoning administrator, planning clerk of the town of Kudova Hills for faithful service and lasting contributions to municipal government. Be it further resolved that this resolution be made part of the permanent records of the North Carolina League of Municipalities and that copies be forwarded to Donna Elliot and the town of Fiddle Hills. So, I would like to present this to Donna. She is here tonight. Thank you very much. [applause] [applause] And we have um we have um a couple more. Um Nora Yukobi um she served the town for 24 years and 10 months and she was um the um IT systems administrator for the town of Kodal Hills and we will make sure that she gets this. And we also have William Waterfield, Bill Waterfield. Uh he had 46 years and seven months with the town and he was the water system supervisor, line maintenance crew leader, installation foreman, equipment operator all for the town of Kodal Hills. And then lastly, we have John Tower. He

was he served the town faithfully for 26 years and six months. and he was the former police captain, police lieutenant, police sergeant, police investigator, police officer for the town of Kodal Hills. So make sure they get wonderful. Very nice. [applause]

Well, thank you uh Donna and to all of our retirees who are recognized today. Um, your commitment to our town is very much appreciated. Not quite to say we don't see your smiling face around, too. We certainly miss you. So, but thank you for everybody.

All right. Um, item number two under introductions and presentations, the 2024 2025 community appearance awards. It's my pleasure to turn over podium to Sue Kelly and Ivy Ingram. Thank you, Mr. Mayor. Uh, my name is Sue Kelly, 211C Village Lane, and I am speaking on behalf of the Community Appearance Commission. Um, just over 10 years ago, I think it was this the board of commissioners appointed created the community appearance commission and we were tasked with doing making recommendations to the commissioners about what the town could do to make it as beautiful as possible. and we have had a good time doing that. Um, we have been successful with some things and some things were harder. But one of our most exciting things is every two years we give the community appearance awards and um I'd like for I know we have one of our members here if she would stand up. Um I don't think there's anybody else here from the commission. Thank you. Um there are three awards and one is for the most attractive in a multi-unit situation like a strip mall. That's the hardest one. And um then we have one uh most improved appearance of a building. And then of course the best most attractive award for the two-year period. And um we we have quite a list of criteria that we use. It is open to um any uh commercial business, church, professional building, pretty much everything except residences are eligible. So we work hard to nominate and then do a thorough process to make this selection. So Commissioner Ivy, who is our liaison to the commission, is

going to help us give out these awards today. And I'm looking forward to seeing that there are a bunch of people here who are here to receive their award. Um, we hope that it means something to you because it most certainly means something to us. And Charlene, um, okay, thank you. I'll read it and then Ivy will hand it to the winner if they're here. So, this is the most improved award and we have two honorable mentions. Clark Street Corner, not here. Okay. Okay. Well, we'll make sure that they get that. The other nominee or honorable mention is Nusa Scoops. Okie dokie. [laughter] And then the winner of the most improved appearance is Ocean Sands Hotel. [applause] [applause] Thank you so much for being here. [applause]

Thank you very much.

It's a pretty awesome thing to be able to play. So besides the certificate, we have this lovely plaque that they can put somewhere where hopefully all the people who stay there will see. [laughter] Thank you again. [cough and clears throat] Okay, this is the multi-unit award and the honorable mention or nominee is the first one is Cozy Carolina. OKAY, [applause] thank you so much. It's really cute. It's that's my neighborhood and it's very attractive. I appreciate it's two months old. So, I love it.

And right next door is the other nominee for honorable mention for the most for the multi-unit complex. That's the Salty Sister Boutique. [applause]

Also very attractive. And the winner, I don't believe they're here. The winner of the multi-unit complex is Slice Slice Pizzeria. [applause] We'll make sure that they get all of that. [clears throat] And they have helped us uh in years past with Trash Attack Slice Pizzeria. Goodly member of our community. And now this is the big award. This is the appearance award. And it's a two-year award. We give it every two years. So, uh, the nominee of the best overall appearance is Cypress House. [applause]

It's very [laughter] The next nominee of the best overall is Mom Sweet Shop. [applause]

And this year, wait a minute. We did it. We did it wrong. They were in, wasn't it? Cypress or Cypress. The Cypress N is the winner. [applause] again. [laughter] [cough] [clears throat] Congratulations. That's awesome. [applause] That's exciting.

Some statement we made unintentionally. [clears throat] Um, and the other nominee for the best overall was Styron Surveying Services. [applause] [applause]

If all of the nominees and the winners can join us at the front of You have to scooch in each other. So,

yeah. What does that mean?

Very nice. [laughter]

[applause] [laughter]

A lot of work. [laughter] It's a lot of years. just replicated the only screen in every room.

All right. [laughter]

I'm hanging. [laughter]

Thank you. Nice. [laughter] [applause]

Bye. Bye, Donna. [laughter] [laughter] Unless you're really [laughter] [laughter] Oh gosh. See be laugh. [laughter] [clears throat]

Thank you to all of the nominees. Congratulations to nominees. had the pleasure to be part of the process for determining the community appearance awards in the past and it's everything is thought over in detail. We make nominations and all the members of CAC have a month to go out and do homework and they scout every business. They bring the ideas back and they go have a very to quote one of our nominees a salty uh meeting to kind of everyone lay out who they want to believe is the best and win. and [clears throat] a lot of consideration and care goes into the process. So, thank you for another successful round of awards and great to see so many business owners uh get recognized tonight. Very nice. All right, moving on. Uh no ongoing business this evening when we want a new business. Item number one, proposed amendment to chapter 111, special events, charitable events, clarification to application process and event requirements. Meredith, I'll turn it over to you.

Yes, sir. Mr. Mayor, um upon review of our special events ordinance and and being um have implemented this for about four years now, we found that we practice certain things that are not codified and we wanted to try to make that clear in our application process. one um I'll quickly go through the changes. One is to change the title of the chapter. Um it really should be peddlers and itinerary vendors special events because that that is what the subject of the the chapter is. We are replacing the zoning administrator with the planning director or his designate because we do not currently have a zoning administrator named position. um that morphed into when Donna left that y'all just honored into a different um title. We want to clarify the requirements for accounting require the event um that the nonprofit include a receipt from the nonprofit organization at the conclusion of events that have for-profit vendors so that we know how much is actually been donated to the nonprofit organization. We have an accounting process and it's something that we ask for. This will codify that. Um, we want to clarify the language for the number of events per organization per site. Right now, the language is a little bit confusing. We've been implementing it that each site can do an event per organization four times a year. They can do as many events as they want and the organization can be at multiple locations, but each one you can't just keep using the same name over and over again. You got to spread out your uh charitable events. Um, and right now the language is a little bit confusing and that'll clear that up. We want to add a requirement that the applications be submitted 30 days prior to the event. We ask that um, a lot of these applications, especially large uh, running races and stuff. We have a lot of coordinations between different departments. A lot of times we have to

meet with the coordinators, the police department, fire department, public services for trash. So that allows us the time we need to make sure that the event is going to be as safe as it can be in the community. Um we ask that now this will just codify that we want to add a requirement for acknowledgement from the nonprofit organization listed on the application if it differs from the applicant. And this would be in addition to written permission from the property owner um from which the event will take place. And this ensures that the nonprofit because they can have for a year at a specific location. It makes sure that the nonprofit that's being put on the application is aware that they are on that application and they can expect those monies and to provide a receipt um at the end of the event.

So they'll be they'll [clears throat] be in the process from the beginning instead of at the end. Um and finally um change the application review from five days to 10 days. And that that also goes back to the amount of time we need to staff it to different departments. And with those changes that will really um clarify a lot of the things that we have in practice right now and it'll make them codification so that we can say that it's written down.

All right. Well, thank you and for staff very much for putting this together. I know um we have a [clears throat] current orders had good intentions, but I guess learning from a little bit of experience, we found out how to really tighten it up, have some more better planning, a lot more accountability, and when somebody wants to support that nonprofit, make sure that nonprofit is aware that they're being supported, signs off on them using their name, and turns over the donation receipts and funds. So, uh, really closes that circle very well. Um, I'm happy

and this and this mostly applies to the forprofit. Obviously, a charitable event, the charity typically it's a 100% charity and the charity will apply for the event. So, it's a very different process than the ones that want to have for-profit vendors or things like that that that have money-making um abilities. Okay. Different kind of two different two different things. Charitable events are allowed year round and the um for events special events with for-profit vendors are limited to our offseason months.

Very good. Does anybody have any questions or comments? Well, I'll entertain a a motion in regards to this update. Anybody like to make it? I'll make a motion that we approve proposed amendment to chapter 111 special events charitable events clarification to application process and event requirements. Second. We have a motion a second. Any further discussion hearing? None. All in favor, please indicate by saying I. I. I. [snorts]

Very good. And thank you staff for kind of putting this together uh quickly getting it on today's agenda. It's nice to get this addressed in such a timely manner. Thank you very much. Our next item of business is new business item number two. Final design plan for the water systems building located at 703 West Fresh Pond Road. Um Pete, nice to see you, sir. Mayor, and members of the board, Patrick Lewis and I are here tonight to speak briefly and then answer any questions you might have. Um, I'm no spring chicken, but back when I was a teenager, um, and since then, the water systems division of your public services department has been headquartered in a couple of buildings that were built for a totally different purpose. And now, [snorts] uh, it's exciting to look forward to a time when they're they'll be housed in a single spacious 7,000 square foot purpose-built building. and uh we're pleased and proud to to be a part of helping make that happen. You have the report in front of you, including a rendering of the the building, the plans, the site plan, and Patrick and I are just here to answer any questions that you might have.

Oh, first off, u thank you for answering my question about what a green sand filter building was. That was uh it's a green sand filter building, not a green sand filter [laughter] building. But any that that was my first question getting uh I think this packet and thank you for addressing that. Um I I share your sentiment and it's nice to see the water department get an overdue upgrade. Uh this is a nice addition for them. Um any questions from the board? Um great.

Yeah, it does look look good. Um I'll entertain a motion for approval. I'll make a motion to approve the final design plan for the water systems building located at 703 West Fresh Pond Road. Second. I have a motion to second. Any more discussion? Hearing none. All in favor, please indicate by saying I. I. Gentlemen, thank you. Thank you very much. S chicken, sir. Don't sell yourself short. [laughter]

All right. Uh, new business item number three, appointments and nominations. Oh, how convenient. Uh, we have a appointment on our personnel board. Um, Sue Kelly's term as a member of the personnel board expires January 2026. She expressed a desire to be considered for reappointment for another three-year term. Um, open it up for any discussion uh for this appointment or reappointment. I'll make a motion to approve Sue Kelly. A second. Motion in a second. I'll take make moment to recognize thank you so much Sue for all you do for our town. I think um the personnel board doesn't get together too terribly often. How long is it how often have you all had to meet in your tenure?

I think in all the years that I've been on it, which is several terms, we've only had two meetings. Gotcha. Which is a good sign. It is a good sign. Very much so. Well, um thank you for your willingness to continue serving. Uh if there's no more discussion, uh all in favor, please indicate by saying I. I. I. Thank you, Sue. All right. We have any committee reports this evening. All right. Commissioner's agenda.

No agenda. Lost hot paper states. Let me find my Yes. Okay. I got Well, hearing nothing for commissioner's agenda, we will move on to mayor's agenda. I I do have another um relatively quick put together form. Ah, beautiful. Thank you, Dylan. Thank you for

help me out. Uh nice to have a right-hand man when I need one. Um, I do have an item this weekend or this this meeting is a resolution opposing rate increases for dwelling policies requested by the North Carolina Rate Bureau. This needs to be a kind of a broken record. We do it about every single year when the new rates come out, but uh please uh humor me while I read this. Our board and town staff were recently made aware of the North Carolina rate bureau's request to increase rates for dwelling insurance policies across North Carolina, which would take effect in a two-stage process in Jan July 2026 and July 2027. Dwelling policies differ from homeowner policies because dwelling policies are typically utilized for vacation rentals, yearround rental homes, secondary homes, not for primary residences. The proposed increase for our coastal area would inc would be an increase of 40.6% and for non- coastal areas of Dair County 37.4%. The Outer Banks Association of Realtors provided the town with additional information and options by which the public can submit comments during the public comment period which closes November 19th, 2025. I request the board's adoption of this resolution opposing rate increases for dwelling policies requested by the North Carolina rate bureau and I authorize to submit the resolution and accompanying letter to the North Carolina Commissioner of Insurance Causy and to submit this information to the public comment process with his department. Um, and I'll make a motion for approval.

Second. All right. Uh, any more discussion? All in favor, please indicate by saying I. I. I. All right. Thank you again, staff, for uh helping put this together. [clears throat] Thank you, PJ, for um my packet gets away from me sometimes. Um couple other things before I'm done. Um I want to extend my sincere congratulations to Commissioner Hikkins and Commissioner Gray for their uh election victories. Very happy to continue serving with you, sir. Yep. Thank you, sir. Absolutely. Happy to be here. just like to see your smiley face out here on election day talking to the voters and um have four more years with you, sir. Thanks to everybody for coming out and congratulations. Thank you.

Last [clears throat] thing I have is First Flight Holiday Markets. This coming Saturday will be the town's first holiday market of the season, which will be held at Aviation Park from 10:00 a.m. to 2 p.m. A ton of local vendors are expected, and what better way to start your holiday shopping. KDH has more markets coming up. We have another one Saturday, November 22nd from 10:00 to 2:00. And the last one will be Friday, December 19th at 3 to 7:00 p.m. Looking forward to it. I think weather should be nice and we'll have a great day. Oh, yes. Getting ahead of myself. Well, my last thing on the mayor's agenda is the right lights illumination. Don't forget to join us for the upcoming Right Lights Illumination at Aviation Park, which will be held on Tuesday, December 9th from 4 to 7 PM. There will be a holiday music and sleigh rides, outdoor movie, food truck, and lots of other surprises. I've heard Santa Claus himself making an agend making an appearance. As a parent who always wants to get that Christmas card picture, cheap and easy, [laughter] the right lights illumination is the ticket. Um, and it's always our staff, and I'm telling the truth on this one, does a incredible job in decorating and making the holidays so very special for our town. is something we get tons and tons of positive feedback for and everybody looks forward to it and I hope to see everybody there on December 9th. All right. Now, all done with um mayor's agenda, town manager agenda.

Nothing this evening, sir. Town attorney. I was glad to be with you all night. Casey sends his regards. That's all I'm call Starky. Welcome. All right. We'll move on to our consent agenda.

Okay. Yes, sir. Um, first item, minutes from the October 13, 2025, September 2025 monthly report. Um, a partnership annual report from Nagsh Head Woods at Wild Preserve. North Carolina investment pool and cash management policy update. Um staff has researched and now recommends the use of North Carolina investment pool as an additional investment option for local governments to better utilize our idle funds through a shortterm liquid um portfolio. The finance director's um memo details this option. It would not replace any of the town's cash um any of the town's accounts but would just offer us more diversity. And additionally, staff has also updated the town's cash management policy, which was last update updated in 2012, and this better reflects the trends of the operation. Approval of the consent agenda will record the board's authorization for staff to utilize the North Carolina investment pool and the board's approval of this update to the cash management policy. Number five is records um destruction under the records retention schedule. Um we did have some records currently um shredded. Um it was approved by the managers, the department heads, the town clerk, and lastly the town attorney. Um this was done in October and it was disposed of 100 boxes of records through a certified third-party vendor. Um approval of consent agenda will record the board's acknowledgement that the town's records disposal are in compliance with the town's records and retention schedule. Last week we have um scheduling for public hearings. The zoning amendment request. The first one is um requests to allow cottage courts and cluster homes to be a permitted use in the LI2 zone. Recommend that public hearing from

Monday, December the 8th, 2025 at 6 p.m. The second one is historical landmark designations. We have two um 409 West Sportsman's Drive, excuse [clears throat] me. lose my voice. Um, and then the um 1023B North Virginia Dair Trail approval of the consent agenda will schedule these three public hearings um for the um December 8th meeting and staff recommends approval of the consent agenda as presented. The motion would be in order. Motion to approve the consent agenda. Second. We have a motion, a second. Any discussion hearing? None. All in favor, please indicate by saying I. I. All right. All right.

Thank you. Consent agenda is approved. Um, now is our time for our second session for public [clears throat] comment. If anyone would like to speak on any topic of their choosing, podium is open. All right. Um, no takers. We'll close public comments. Nothing to respond to. And I'll look for a motion to adjurnn. Motion to adjurnn. Second. All right. All in favor, please indicate by saying I. I. All right. Thank you. You too.