HITEV - ELEL 1833  MINUTES  City Council Special Meeting 4:30 p.m. Tuesday, April 25, 2023 317 S. Madison Street, Whiteville, NC, 28472  The City Council Special Meeting of the City of Whiteville was called to order on Tuesday, April 25, 2023, at 4:30 p.m., at 317 S. Madison Street, Whiteville, NC,  28472. 1) ROLL CALL PRESENT: ABSENT:  Terryl Mann, Jimmy Clarida, Tim Collier, Helen BI Holden, Vickie Pait, Kevin Williamson, and Emory' Worley  None.  OTHERS IN ATTENDANCE: Darren Currie, City Manager; Bonnie Williams, City Clerk; Colburn Brown, Finance Director; Travis Faulk, Public Works Director; Nathan Guyton, Wastewater Treatment Facility Director; Joseph Mayor Mann called the meeting to Order at 4:30 pm. He deferred the meeting  Williams (The News Reporter) 2) CALLTOORDER tol Mr. Currie. 3) PURPOSE OF MEETING  3.1) Comments from Darren Currie, City_Manager  Mr. Currie provided ap power point presentation, providing an overview of the water and sewer departments for the City. He reviewed the number of water lines in the City as compared to the number of sewer lines. He reported that as of 2020, there were approximately 62 miles of water lines and approximately 83 miles of sewer lines. He discussed with Council the different types of pipe composites that the City has underground and explained that many of the problems experienced is related to concrete pipes needing to be repairedreplaced. He compared the 2020 CIP (Consumer Price Index) associated with water and sewer services. He also shared information relating to the City's capacity for water and sewer. Mr. Currie reviewed with Council the City's investment in its sewer program, such as 1) the Sewer Asset Managment Study (completed), 2) the Mollies Branch Phase I project (completed), 3) the Mollies Branch Phase II (under construction), and 4) the Lift Station Rehab project (project funded and in the design stage). He explained that thus far, there is a total investment of approximately $11 million in the City's sewer program. Mr. Currie also reviewed thei investment int the water program. He advised that a' Water Asset Managment Study has been completed and it allows the Cityt to make applications for additional funding. He explained that without this data, the City will not be able to attract any funding agencies for future projects. He explained that another investment being made in the City's water program is the NCDOT Hwy 701 project and that NCDOT is replacing and repairing water lines while rebuilding that stretch of highway. This cost is not passed on to the City. Mr. Currie briefly reviewed the total budgets related to the City's water and sewer programs. Discussion ensued. Mr. Faulk provided comments related to the Capital Outlay needs for the Public Works department. He explained that he needed additional funds  3.2) Comments from Travis Faulk, Public Works Director    for the department's FY2023-24 budget just to cover inflationary costs for materials, supplies, and equipment. He provided an update relating to the progress of the new paving division in the Public Works department. He advised that all equipment has been received with the exception of a dump truck and he expects that to arrive next month. He stated that applications for the paving positions are ready for review, selections, and scheduling interviews. He reported that once the paving personnel are hired, a milling company will come to the City to conduct training on the equipment and paving processes. He advised that he hopes the new paving division will be in place and operational by the beginning of the new fiscal year. (July 1). He confirmed that the paving crew will consist oft three people. Brief discussion ensued. 3.3) Comments from Nathan Guyton, Wastewater Treatment Facility. Mr. Guton provided comments related to the Capital Outlay needs for the Wastewater Treatment Plant (WWTP) department. He explained that he needed additional funds for the department's FY2023-24 budget just to cover inflationary costs for materials, supplies, and equipment. Mr. Brown provided a power point presentation, providing an overview of the Public Works department. He explained how primary funding is sourced for the General Fund, Enterprise Fund, Restricted Funds, and Project Funds. He reported that the City currently has 17 active capital construction or grants open to date. He provided a SWOT analysis for the City's Water, Sewer, and Sanitation programs. He advised the City's strengths, are 1)reduced 1&1, 2) use of smart meters, 3) use of pressure sensors, 4) sewer rehab systems, 5) a water tank maintenance program, and 6) high service levels pertaining to Leaf & Limb. He advised that the City's weaknesses are 1) the condition of the water system, 2) the condition of the sewer system, and 3) the cost of processing recycling. He advised that the City has opportunities with 1) the growth of the Bolton sewer line, 2) the growth at the airport lift station, 3) growth on the north side of the City, 4) E-Billing for utilities, and 5) an annual City Pick-Up program. He advised that threats to the City are 1) outside rate legislation, 2) material availability and costs, 3) labor pressures, 4) illegal dumping in the City, and 5) fuel surcharge Mr. Brown and Mr. Currie presented to Council the NC Water and Wastewater Rates Dashboard, ntps/dasnpoards.elcoog.unc.edunc. Using this website tool, they explained where the City is currently positioned regarding billing for water and sewer. They determined there is a need to increase water rates while sewer rates appear to be Mr. Brown reviewed a customer stratification table depicting the percentage of customers to the percentage of revenue. He reviewed a water/sewer gallons (5K) usage analysis as it applies to the current budget year, extending to FYE2024. He reviewed proposed rates for FY2023-24 and how the roles of ratios and caps play a part in determining a new proposed rate for 1)a flat rate, 2) a usage rate, and Mr. Brown reviewed the sanitation fuel and recycling surcharges with Council, explaining that a 3% increase is expected in rates for FY2023- 24. He and Mr. Currie both explained aspects of the contract currently in place with GFL and how the CPI performs regarding rate/cost Mr. Currie provided closing comments explaining the next steps in preparing a recommended FY2023-24 for presentation to the Council. He confirmed that the next budget workshop is where Council will review the proposed budget and redirect staff, if needed. Vickie Pait MOVED to approve the adjournment of the Special Meeting held on  Brief discussion ensued.  3.4) Comments from Colburn Brown, Finance Director  costs. Discussion ensued.  satisfactory at current time. Discussion ensued.  3)amunicipal rate. Discussion ensued.  increases. Discussion ensued.  4) ADJOURNMENT April 25, 2023 at 5:45 pm. Jimmy Clarida SECONDED the motion. VOTE: 7-0 (Unanimous)    Yeas: 7 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B Holden,  Vickie Pait, Kevin Williamson, Emory Worley)  Nays: 0 Absent: 0  Mann,MAYOR Th  TerryL.  Ben Mhlang Bonnie T. Williams, CITY CLERK