4/17/24,2:27PM  City Council Special Meeting  HITET  1833  MINUTES  City Council Special Meeting 4:30 p.m. Tuesday, April 9, 2024 317 S. Madison Street, Whiteville, NC, 28472  The City Council Special Meeting of the City of Whiteville was called to order on Tuesday, April 9, 2024, at 4:30 p.m., at 317 S. Madison Street, Whiteville, NC, 28472.  1)  ROLL CALL PRESENT: ABSENT:  Terry Mann, Kevin Williamson, Jimmy Clarida, Tim Collier, Joshua Harris, Helen B Holden, and' Vickie Pait  None.  OTHERS IN ATTENDANCE: Darren Currie, City Manager; Heather Dowless, City Clerk; Colburn Brown, Finance Director; Robert Lewis, Planning Director; Hal Lowder, Emergency Services Director; Blake Spivey, Parks and Recreation Director; Madison Ward, Economic Development Director; David Yergeau, Fire  Chief; Joseph Williams (The News Reporter) Call to Order by Mayor Mann at 4:30 p.m.  2) 3)  CALLTO ORDER BUDGET WORKSHOP  3.1) Fire Department Presentation by Fire Chief Yergeau (30 Minutes)  Chief Yergeau presented Council with the Fire Department's requests for the FY 2024-2025 Budget. An overview of major items was noted for this budget request: personnel, ladder company, equipment, engine company, vehicle replacement, hydraulic extraction tools and equipment, part-time administrative assistant, staffing and station study, in-vehicle cameras/cradlepoints, and station renovations. Incident totals for the Fire Department were discussed. As of the end of March 2024, the department has responded to 331 calls. This is up 14- percent from the previous calendar year. There are currently 10 employees, including the Fire Chief. Currently, there is an average of2 personnel on duty per shift. The staffing level for the department has remained the same for over 30 years. Chief Yergeau noted there should be 9 on duty per shift at a minimum. Fireground tasks include an incident commander, pump operator, firefighters attack line, firefighters back up line, firefighter RIC, search and rescue, ventilation, aerial operator, engines, and ladders. There is an average of 8-10 firefighters per structure fire. Ladder trucks are needed on every structure fire. There have been 50 overlapping incidents and multiple calls. Chief Yergeau stated the Fire Department would like to replace Ladder 1 and Engine 2. Ladder 1 is 24 years old and is 4 years past replacement. The cost of this replacement would be $2,700,000.00. Engine 2 is 18 years old. The cost of this replacement would be $1,000,000.00. There are apparatus maintenance costs associated with Ladder 1 and Engine 2, including repairs that have been put off for both. The Fire Department is in need of equipment, including a ventilation fan, personal protective equipment-frefighting gear, 5" hose, 1.75" hose, hydraulic extraction tools, pagers, nozzles, and hydrant connections. Mayor Pro Tem Williamson inquired about the need for pagers, to which Chief Yergeau responded these pagers are how the  httns-/lwhiteville aranicus com/MinutesVinwart nhn?clin id=245&doc Mreheadat7-inatk-tien.h31-90s0589183A  1/5    4/17/24,2 2:27PM  City Council Special Meeting  department gets its calls. The department also has to have these pagers as part of its grade for its ISO rating. The Fire Department also has needs for CIP items: ladder company, engine company, staffing and station study, building for auxiliary equipment, station renovations, in- vehicle cameras, replacement vehicle, land for a second station, Council Member Harris asked about the department's ISO rating. Chief Yergeau responded the department has a rating of Class 4. The department lost points on lack of personnel and training. Now that Southeastern Community College has a fire tower, this facility can be used for training. Council Member Collier asked about the hydraulic extraction tools. Chief Yergeau responded the department has one set that was bought with grant funds. The request would be for an additional set. Mayor Mann asked if the department's assistance with EMS was an issue, to which Chief Yergeau stated the department is 3.2) Planning. & Inspections Department Presentation by Robert Lewis,  breathing apparatus, and replacement bottles.  only running on higher level EMS calls. Planning. Director (20 Minutes)  Mr. Lewis presented Council with the Planning and Inspection Department's requests for the FY 2024-2025 Budget. He stated Building and Zoning permits remain steady over FY 23-24. Love Mill Apartments has recently completed a 62-unit apartment complex. Duplex units have been constructed at Magnolia Subdivision. As a result, staff would like to purchase new permitting software, iWorQ. The cost for this software is $8,000 up front, with annual service packages between $2,500 to $3,000. The department currently uses Edmunds, Mr. Lewis noted if a city has a population of more than 5,000 and also has more than 50 employees, the city would have to work towards an ADA Transition Plan. This plan would look at all facilities. If the city does not work towards this, it could affect Federal funding. The City of Whiteville is actively working on this, as it is close to this threshold. It The City is starting a more comprehensive review with site plans, etc. The Technical Review Committee-TRC meets on a regular basis to discuss new projects and site plan review. Staff has seen an increase in the volume of businesses, site plans, and permits for commercial businesses over past fiscal years. Staff is also seeing an increase in residential home building (including NCORR), subdivisions, etc. in the upcoming fiscal year. Mr. Lewis stated Starbucks, Biscuitville, and Mr. Lewis updated Council on the City of Whiteville Park project. Staff had al kickoff meeting in March 2024 to start formulating a solid schedule for construction. Surveying has been completed and Staff is looking at a groundbreaking in Summer 2024. Mr. Lewis noted bids would need to be completed and a general contractor would need to be selected by the Staff has been working with N-Focus for the last three fiscal years on Code Enforcement efforts. Staff is working on abandoned structures in the City. There are currently 38 structures that need to be addressed. Mr. Lewis stated Staff is requesting $75,000 in the budget to assist with code enforcement efforts for FY 24-25. This will assist with demolition of some of these abandoned structures. Mayor Mann asked if this was communicated with these property owners. Mr. Lewis responded letters  buti iWorQ would allow for better reports.  was noted this was an unfunded mandate.  Mavis Discount Tire are all coming to the City.  end of the calendar year.  had been sent to these property owners. Recreation Director (25 Minutes)  3.3) Parks and Recreation Presentation by Blake Spivey.Parksand  Mr. Spivey presented Council with the Parks and Recreation Department's requests for the FY 2024-2025 Budget. He reviewed the many programs, including T-Ball, Dixie Youth Baseball and Softball, Summer Basketball, Youth Football, Youth Football Camp, Winter Basketball, Paint and Punch Art Class, Dixie Boys Baseball, Volleyball Camp, and an Adult Health Program. Mr. Spivey stated the youth  httos:!whiteville. aranicus. comMinutesvemeronordo id=245&doc  2/5    4/17/24,2:27PM  City Council Special Meeting  football numbers were climbing and the winter basketball numbers were the highest this year. The volleyball camp is newi this year. Currently, the Parks and Recreation Department has 10 Travel Ball tournaments scheduled for 2024. The department has been hosting both the Columbus Christian Academy-CCA home baseball and softball games. However, there will be no CCA baseball team this year. The department prepares fields for approximately 160+ games for Dixie Youth Baseball, Dixie Boys Baseball, Dixie Softball, T-Ball, and Central Middle School. The department, along with Wolfpack Optimist, will be There are multiple parks and facilities that are maintained by the Parks and Recreation Department. There are 10 total parks/green space areas, including the Recreation Center Complex, Nolan Park, Felix Smith Park, West Whiteville Park, Optimist Park, Dock Currie Park, Oliver Square, Lewis Smith, Mollies Branch Greenway, and Susan Smith Greenway. There are approximately 60+ acres and 1.5 miles of greenways. The department also maintains the Recreation Center and Vineland Station Depot. Mr. Spivey noted the department also assists with decorating Whiteville for the Holiday Season and waters the plants There have been security improvements, including the addition of 21 cameras to the Recreation Center Complex and Nolan Park. There have also been 7 cameras added to Vineland Station. The Parks and Recreation Department works with the Economic Development Department on events such as the Christmas Extravaganza, Music on Mr. Spivey reviewed the Parks and Recreation Department's budget requests. These requests include funds for fencing at the Recreation Center, skate park design, West Whiteville Park expansion, concrete for dugouts, playground for Recreation Center, lights for footballsoccer field, ABI force, parking lot reseal at Recreation Center and Nolan Park, and a sound system for the press box at the Recreation Center. The Council Member Collier asked about the possible location of the skate park. Mr. Spivey responded the skate park location would be where the old tennis courts are at Nolan Park. Mr. Currie showed Council the live stream of the Verkada cameras at the ballfields. These cameras would allow for individuals to be identified if necessary. This streaming information could also be pushed out for Travel Ball tournaments. Council Member Harris asked if there would be signage noting videotaping was in progress. It was noted that Parks and Recreation Department registration forms have a waiver referring to this. It was clarified that the cameras would only allow public access for streaming at the ballfields for games. All other camera access would be for City of 3.4) Economic Development Presentation by Madison Ward, Economic  hosting the AAAI District Tournament at Optimist Park.  in the downtown area.  Madison, and the Madison Street Music Festival.  total of these requests is $486,000.  Whiteville security usage. Development Director (20 Minutes).  Ms. Ward presented Council with the Economic Development Department's requests for the FY 2024-2025 Budget. She stated the department had been involved in several programs and projects. The Alley downtown was revitalized to make a beautiful and inviting community space. Ms. Ward noted The Alley was highlighted at the Main Street conference this year. Music in the Alley hosted 13 performances from April 2023 through October 2023. Music on Madison was held at Vineland Depot Station, with 5 performances between June 2023 and October 2023. Other events included the Madison Street Music Festival, Silent Disco, Halloween in Downtown, Christmas Extravaganza, and a Community Meeting. Ms. Ward noted there were around 8,000 people at the Christmas Extravaganza. Two pine trees were removed at Vineland Depot Station due to hazardous reasons. Enhancements will begin on that side of the property, which will provide Plans for FY24-25 include the continuation of Music in the Alley, as well  another areai for events.  htps.whitevile.aranceuscomMinuteswlewer.php7elip id=245&doc d-.0cadel7-cdhleeb0231.050969183a  3/5    4/17/24,2:27PM  City Council Special Meeting  as Music on Madison, Halloween in Downtown, and the Christmas Extravaganza. Staff will attend the Bridal Expo in Myrtle Beach, South Carolina to market the venue. New fundraising will begin in September for Vineland Depot Station, with funds to be raised for painting of the exterior of the building. Enhancement will continue for the west end of the Depot. Ms. Ward noted that fundraisers, sponsorships, vendor fees, Budget requests for Fund 72 include funds for Music in the Alley events, Music on Madison, Halloween in Downtown, the Christmas Extravaganza, and advertising for these events. The total requested is $30,650.00. Budget requests for Fund 20 include funds for the downtown flower pots, Fall 2024 planting, Spring 2025 planting, pesticide and fertilizer, and trimming of the Carolina spirals. The total for these requests is $11,000.00. Additional budgetary requests were reviewed, including funds for Walker's Lighting, mandatory Main Street travel (factored into Planning budget), Christmas decorations, Christmas maintenance and repair, downtown Wi-Fi, and facade grants. Council Member Holden asked if the City could move away from using pesticide for maintaining the downtown plants. Council Member Pait agreed and noted there were alternatives. It was noted the City would research this issue. Mayor Pro Tem Williamson asked about the downtown Wi-Fi and stated he could not get service in this area. Ms. Ward stated this service would only be available on the sidewalks or outside of the buildings. It was noted this Wi-Fi would not work inside Ms. Ward stated there were many projects completed in this fiscal year, including new railings on the front and the ramp, new decking on the front, the ramp, and both sets of stairs, new fire alarm system installed, new flooring in men's restroom, women's restroom, and kitchen, new Verkada camera system installed, new shutter blinds, and new black Budget requests for Vineland Station include funds for the Bridal Expo, new tables, chairs, and kitchen items, departmental supplies, advertising, and painting of the exterior of the building. Ms. Ward noted there were currently $30,000 in contracts on the books from April 2024- April 2025. She stated Emily Cross, Event and Rental Coordinator, had Council Member Holden asked what the annual utilities expense was for Vineland Station. Mr. Brown stated this expense was around $13,500. It was noted this building was not insulated and the doors remain open Ms. Ward provided Council with a Main Street and Park Project update. In2 2023, the City of Whiteville accelerated to a Nationally Accredited Main Street Community and maintained accreditation for this year. The City has recently been asked to host its first Main Street Regional Meeting on May 15, 2024. Staff attended the Main Street conference in Goldsboro, North Carolina in March 2024. At this event, the City was recognized on several occasions during presentations. The City was also asked to speak in an economic impact seminar. The downtown park project is still on track for breaking ground this summer. The City has had a kickoff meeting on site with the Withers Ravenel team. The draft project schedule and schematic design are being finalized. The key milestone is bidding by the middle of September and aiming to be at the second Council Meeting in November 20241 for contract approval. Ms. Ward noted the City of Whiteville received an Award of Excellence from the Cape Fear CREW. Awards. The City received the award for the Economic and Community Enhancement Under $5M for the Provalus  and parade application fees willl help offset these costs.  the building or in vehicles.  decorative registers for the floor vents.  been a wonderful addition to hers staff.  at some events.  project.  3.5) Vineland Depot/WDDC Presentation by Colburn Brown, Finance  Director (15 Minutes)  In the interest of time, the Vineland Depot/WDDC Presentation by Mr.  Brown was rescheduled for a future Budget Workshop.  httos:/whiteville. aranicus. comMnutesvemeronorac id=245&doc d--eadei7-cdhileeb23:050569185a  4/5    4/17/24,2:27PM  City Council Special Meeting  4)  ADJOURNMENT  Mayor Mann adjourned the Budget Workshop.  RRey eHor Terry L/Mann, MAYOR Noolner ERubnn Heather Dowless, CITY CLERK  ITYOF  tips/whitevlle.granius.commMinuesyVlewerphp7clip. id=245&doc d-.cadet7-cdhleeb235-050569183a  5/5