HITEV E LE 1833  MINUTES  City Council Special Meeting 4:30 p.m.-Tuesday, March 28, 2023 317 S. Madison Street, Whiteville, NC, 28472  The City Council Special Meeting of the City of Whiteville was called to order on Tuesday, March 28, 2023, at 4:30 p.m., at 317 S. Madison Street, Whiteville, NC,  28472. 1) ROLL CALL PRESENT: ABSENT:  Terry Mann, Jimmy Clarida, Tim Collier, Helen BI Holden, Emory Worley, and Kevin Williamson  Vickie Pait  OTHERS IN ATTENDANCE: Darren Currie, City Manager; Bonnie Williams, City Clerk; Colburn Brown, Finance Director; Blake Spivey, Parks and Recreation Director; Robert Lewis, Planning Director; Madison Ward, Economic Development Planner; Doug Ipock, Police Chief; Hal Lowder, Emergency Services Director; and Joseph Williams (The News Reporter) Call to Order by Mayor Mann at 4:30 pm. He announced that Council Member Pait was attending the NLC Congressional Cities Conference in Washington Mr. Currie explained the agenda to Council. He advised that Ms. Ward's presentation (3.3) has been moved to up in front of Mr. Lewis's presentation (3.2) because of the many similarities between Economic Development and 3.1) Parks and Recreation/Vineland Depot Presentation by Blake Spivey, Mr. Spivey provided a presentation to City Council. He reviewed with then the recreation programs in place for FY2022-23, including the number of participates. The programs he discussed were T-Ball, Dixie Youth Baseball, Summer Basketball, Youth Football & Camp, Winter Basketbal, Basketball Fundamentals (Back2Blacktop), Dixie Boys Baseball Sign-ups, Change in Open Play Hours in the Recreation Center, and the Easter Egg! Hung. Brief discussion ensued. Mr. Spivey discussed the 2023 travel ball, tournament, and game schedule. He explained there are ten travel ball tournaments scheduled for 2023, and twelve dates reserved for Columbus County Men's slow pitch softball. He reported that the City will be hosting the CCA home baseball games. He advised that the Parks and Recreation department is preparing fields for approximately 160 plus games for Dixie Youth baseball, Dixie Boys baseball, Dixe softball, T-Ball, and Central Middle School. He reported that the City's Parks and Recreation department hosted the Columbus County Dixie Softball tournament on March 18, 2023 with a total of 32 teams participating. He stated that the City also hosted the Wolfpack Optimist Opening Tournament on March 25 and 26, 2023, with at total oft thirteen teams partcipating. Mr. Spivey shared with Council the parks and facilities that are  2) CALL TO ORDER  DC. He deferred the meeting tol Mr. Currie.  Parks and Recreation. 3) PURPOSE OF MEETING  Parks and Recreation Director    maintained byt the Parks and Recreation department. He reported at total of eleven parks and greenspaces and approximately 60 acres are mowed and maintained by Parks and Recreation staff. He advised that in addition to that are the Recreation Center and Vineland Station Depot. He also reminded Council that the Parks and Recreation department assists in the holiday decorating for downtown Whiteville as well as watering the plants downtown. Brief discussion ensued. Mr. Spivey discussed with Council projects and improvements related to the Vineland Station Depot as well as upcoming building enhancements, such as fire alarm repair, inside painting, bathroom floor repairs, bar refinishing, fascia board replacement and gutter repairs, outside painting, new handrails along the front side of the building (matching the rails on the pavilion). He also explained that the basketball courts at West Whiteville Park need repair. Mr. Spivey addressed the items he is asking for funding in the upcoming FY2023-24 budget. Those items are a picnic shelter at the Recreation Center (to match those at Nolan Park), skate park design, to replace playground equipment at West Whiteville Park, concrete for new batting cages at the Recreation Center, a new sign for the entrance to the Recreation Center, and fire retardant tarps for the pavilion at Vineland Station Depot. He shared with Council a list of future projects for the Parks and Recreation Center. Those are ap playground at the Recreation Center, Disc Golf course, Skate Park, replacing lights at park ballfields, lights for football and soccer field at the Recreation Center, and ai fitness court (similar to the one on the north side oft the City). Discussion ensued. Mr. Lewis reporting that some funding had been recievied for site review plans and that staff is actively pursuing other grants. Mr. Lewis provided some comments regarding a potential path to encourage hotels to come into the City. Mayor Mann stated that he thinks good plans were presented by Mr. Spivey and stated that he liked the idea of a digital sign to be placed at the entrance of the Parks and Recreation Center. Council Member Williamson stated that he thinks picnic shelters and a playground are great ideas at the Recreation Center in addition to adding some trees that will provide some shading. Council Member Worley stated that he had concerns regarding the number of staff that it requires to take care of and maintain Parks and Recreation properites. Mr. Spivey responded that though his department is-very busy in the spring, he has enough staff to address the needs of the parks and the recreation center. Discussion ensued pertaining to cameras and how those cameras could be used to telecast games live. Mr. Spivey and Ms. Ward shared with Council how Parks and Recreation, Planning and Economic Development each play a role in working together in the celebration of the holidays, the Christmas parade, Music on Madison (a series of five concerts in the summer), and the Madison Street Music Fesitival (schedule on May 27, 2023).  Brief discussion ensued. 3.3)  Economic Development and Main Street Presentation by  Madison Ward, Economic Development Planner  Ms. Ward approached Council and announced that the City of Whiteville is now designated as a National Designated Main Street community, as of last week. She reiterated the partnership that Economic Development has with the City's Parks and Recreation department. She elaborated that she and Mr. Spivey (and his staff) work closely together in the celebration/dlecoration of the Christmas holidays in the downtown area. She shared insights pertaining to the Christmas Parade and thei fact thati ity was the City's first night time parade. She reported that she and Mr. Spivey have taken over the former Live After Five event and iti is now known as the Music on Madison summer concert series. She explained some upgrades that are needed in to Alley downtown for events. She also provided an update on the Streetscape Masterplan and the Masterplan for the new downtown park (formerly known as the Lewis Smith Shopping Center). She commented ont the participation by NCDOT and RJ Corman Railroad.    She reported that she and Mr. Lewis have worked very hard in pursuing grants for the downtown area improvements. Mr. Lewis provided an update on the Streetscape plan and the Main Street program, including providing a clarifcation between the two programs. He commented on Ms. Ward explained that new projects (Music in the Alley, Music on Madison, and Madison Street Music Festival) related to budget requests are $35,000. She advised that sponorships and vendor fees assist with the costs related to these projects, and are not included the budget request. She continued to explain other funding needed in the amount of $15,000 for the Christmas Tree lighting event, decorations and hardware upgrades, the Christmas parade, and a new marquee sign for the North Whiteville welcome sign. She advised that sponorships and vendor fees assist with the costs related to these projects, and again are not included the budget request. She explained that she is requesting funds in the amount of $10,500 fort the downtown flower pots (Fall 2023 planting, Spring 2024 planting, pesticides, and fertilizers). Brief discussion ensued with Council Member Holden asking that she research the matter of pesticides not being used and to find a different way to handle pest control. Ms. Ward advised that it was necessary to use pesticides but she would try to find a different way to control pests Ms. Ward reported that she is requesting additional funds to assist with travel that is related to the Main Street program (three to four times a Ms. Ward advised that she is requesting $20,000 for facade grants, $5,000 to purchase swag item for marketing the City of Whiteville, and funding to address the need for storage. She reported that the City is still using the County's facilities to store the City's Christmas decor. Ms. Ward reviewed with Council expected revenues for FY2023-24. She advised that future park sponsorships (to date) are $14,500, sponorships for the Music Festival is $5,000 in addtion to vendor fees for the event, and $1800 for entry fees for the Christmas parade. She advised that different fund raising options are being explored with the WDDC, and in addition for the Vineland Station Depot. Brief discussion ensued with Council Member Worley asking how the area outside of downtown is being addressed. Ms. Ward and Mr. Lewis shared some marketing ideas and assured Council that other parts of the City were not being ignored. Council Member Williamson suggested branding the City and Ms. Ward and Mr. Currie concurred that would be helpful. Council Member Worley asked if manufacturing and economic developments were being explored by staff for the City. Mr. Lewis stated yes and in collaboration with the County. Brief discussion ensued. 3.2) Planning Department Presentation by Robert Lewis, Planning Director Mr. Lewis approached Council and explained that the national designation awarded to the City last week is the most beneficial to the Mr. Lewis began his presentation by reviewing permitting in the City. He explained that the issuance of building and zoning permits have increased in the City over the past year and revenues have increased in the offices of Building Inspections, Fire Marshal, and Planning. He explained that for this reason, he is requesting $8,000 to purchase permitting software. He reported that staff is review iWorQ software. Mr. Lewis advised that the City is beginning more comprehensive reviews with site plan and other related documents. He reported that the Technical Review Committee (TRC) is beginning to meet monthly. He reported that staff has seen an increase in the volume of businesses, site plans, and permits for commercial businesses in the past year. He advised that staff anticipates an increase in residential home building, subdivisions, and such in the upcoming fiscal year. He provided a brief review of the new businesses that have or are coming into the City (Dunkin Donuts, Starbucks, Bealls Outlet, and Rinse and Roll car wash). He commented on downtown events, such as the Christmas  the Carbon Reduction Plan as well.  int the plants. year).  City pertaining to plan implementation.    parade, Music in the Alley, and the Madison Street Music Festival. He stated that businesses are continuing to locate downtown and that housing opportunities downtown are also increasing. He explained that there is a need for the City to continue to invest in the downtown area Mr. Lewis reported that staff has been working with N-Focus for the last two fiscal years regarding code enforcement matters. He advised that staff is working on abandoned structures in the City and that City Council will have a major role in this process. Mr. Lewis provided Council with al list of properties that are abandoned structures that need serious repair or demolition for their review. He reported that he is asking for funding to increase staffs effort regarding code enforcement. Mayor Mann stated that he thought the Council should move forth with as many of these projects and plans as funding will allow. Discussion ensued. Mayor Pro Tem Clarida and Council Member Worley concurred with Mayor Mann. Mr. Lewis reported that he believes food trucks (and Jimmy Clarida MOVED to approve the adjournment of the Special meeting  byv way of the BIG program and other incentives.  related ordinance)! is a positive thing for the City.  4) ADJOURNMENT  held on March 28, 2023 at 6:05 pm. Helen BI Holden SECONDED the motion. VOTE: 6-0 (Unanimous) Emory Worley, Kevin' Williamson) Nays: 0 Absent: 1 (Vickie Pait)  Yeas: 6 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B Holden,  Terryl L. Mana, MAYOR len biniAle Bonnie T. Williams, CITY CLERK