HITEV BE 1833  MINUTES  City Council Special Meeting 3:00 p.m. Thursday, January 5, 2023 317 S. Madison Street, Whiteville, NC, 28472  The City Council Special Meeting of the City of Whiteville was called to order on Thursday, January 5, 2023, at 3:00 p.m., at 317 S. Madison Street, Whiteville, NC,  28472. 1) ROLL CALL PRESENT: ABSENT:  Terry Mann, Jimmy Clarida, Tim Collier, Helen BI Holden, Vickie Pait, Kevin' Williamson, and Emory Worley  None.  Council Member Pait arrived at 3:06 pm.  OTHERS IN ATTENDANCE: Colburn Brown, Acting City Manager; Bonnie Williams, City Clerk; Robert Lewis, Planning Director; Doug Ipock, Police Chief; Hal Lowder, Emergency Services Director; Travis Klondike, Assistant Research Professor, Coastal Dynamics Design Lab North Carolina State University;  Joseph Williams (The News Reporter) Mayor Mann called the meeting to Order at: 3 pm.  2) CALL TO ORDER 3) PURPOSE OF MEETING  The Whiteville City Council willl hold a Special Meeting on Thursday, January 5th at 3 pm to finalize the details of the FEMA BRIC (Building Resilient Infrastructure and Communities) Application. The grant Mayor Mann explained the purpose for the special meeting andi introduced Mr. Travis Klondike, an Assistant Research Professor, Coastal Dynamics Design 3.1) FEMAI BRIC (Building Resilient Infrastructure and Communities) Mr. Klondike explained that he engaged in a phone call to discuss cost- share and project phasing matters of the Mollie's Branch project with Kaine Riggan (NCEM) toward the end of the day yesterday (January 3rd, 2023). He advised that it was a very productive and reassuring conversation. He explained the following points listed below. a) Because the project is "phased" (Phase One = final design/engineering and permitting; Phase Two = construction), the FEMA-funded portion of the project can begin sO long as enough matching funds are committed ori in-hand to begin the Phase One scope ofwork. We currently have more than enough matching funds in-hand to begin Phase One (without any monetary investment needed from the b) Prior to beginning Phase Two (estimated January 2026), the remaining difference in matching funds will need to be accounted for: approx $787,700 (25% match scenario) or $1,043,700 (30% match scenario). He explained that it is NOT the intent for these additional matching funds to derive from City balances. Rather, a funding announcement from FEMA as leverage to attract these additional monies from other grant programs, state-level resources, etc.  deadline is Friday, January 6th at5 5PM. Lab with North Carolina State University.  Application  City).    c)! Ift these additional matching funds are not committed or in-hand prior to beginning Phase Two, the project will either pause (until more funds are accumulated) or terminate (which will be disappointing), but neither the City nor FEMA wil be responsible for any funding pledged for Phase Twoi ift the project were to not make it past Phase One. d) Because there is approximately 3 YEARS between now and the anticipated start of Phase Two, Mr. Riggan urged us to consider the 30% cost share threshold (which will score the application higher), rather than the minimum 25% cost share figure for the project. Ultimately, the decision to use the 25% or 30% figure needs to be decided by the City prior to Friday's (January 6, 2023) application Brief discussion followed. Council asked Mr. Brown his opinion and recommendation. Mr. Brown stated that he was first in favor the 25% commitment but had since changed his mind to recommend the City commit to the 30% commitment. Brief discussion ensued pertaining to inflationary costs related to the project. Mr. Klondike advised that the budget can be re-evaluated later due to inflationary costs. Jimmy Clarida MOVED to approve a City commitment of a 30% Local Match for the BRIC Grant. Helen B Holden SECONDED the motion. VOTE: 7-0 (Unanimous) Nays: 0 Absent: 0  deadline.  Yeas: 7 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B Holden, Vickie Pait, Kevin Williamson, Emory' Worley) Helen B Holden MOVED to approve authorizing Mr. Colburn Brown, Acting City Manager, to sign the 30% Local Match Fund Commitment  Letter.  Tim Collier SECONDED the motion. VOTE: 7-0 (Unanimous) Nays: 0 Absent: 0  Yeas: 7 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B Holden, Vickie Pait, Kevin Williamson, Emory' Worley)  4) ADJOURNMENT  Helen B Holden MOVED to approve the adjournment of the Special Meeting  held on January 5, 2023 at 3:24 pm. Vickie Pait SECONDED the motion. VOTE: 7-0 (Unanimous) Nays: 0 Absent: 0  Yeas: 7 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B Holden,  Vickie Pait, Kevin Williamson, Emory Worley)  Tib Terry L. Mann, MAYOR BoP Bonnie T.) Wilams, CITYCLERK  IITET    Terryl L. Mann Mayer Jimny Clarida Mayor Pro-Tem Tim Collier Couneil Member Helen B. Holden Couneil Member Vickie Pait Council Member Kevin G. Williamson Couneil Member Emory Worley Couneil Member  Colburn Brown Aeting Civy Manager Bonnie Williams Cig Clerk 317S. Madison. Street POBox607 Whiteville,/ NC28472 910-642-8046 Vliterillcinymegor  LOCALI MATCHI FUND COMMITMENT LETTER  01-04-23 Steve! McGugan State Hazard Mitigation Officer 4238N MSC, Raleigh, NC27699-4238 Re: BRIC2021 Subapplication Dear Mr. McGugan:  As part ofthel Building Resilient Infrastructure in Communities grant process, our sub-application in FEMA-Go offereda ai non-federal match of 30%. This letter serves ast the City of Whiteville's commitment tor meet thel local match fund requirements as proposed in the 2022 proposal.  SOURCE OFI NON- FEDERALI FUNDS: SOURCE: FUNDS AVAILABILITY DATE: FEDERALSHARE AMOUNT REQUESTED: LOCALSHARE AMOUNTMATCH: FUNDINGTYPE:  LOCAL AGENCY FUNDING B  OTHERI NON- PRIVATEI NON- STATE  FEDERAL FUNDING B  PROFIT FUNDING B  AGENCY FUNDING B  NAME OF FUNDING North Carolina Office of] Recovery and Resiliency (NCORR), Golden  LEAF Foundation, City of Whiteville (Administration andl Public Works Departments), and additional sources ofr non-federal funding. PROVIDE! EXACTI MONTH/DATE/EAR OF AVAILABILITY OF MUST MATCHS AMOUNT PROVIDED IN SUBAPPLICATION MUST EQUALTHESA AMOUNT PROVIDED: IN THE Administration, Consulting Fees, Engineering Fees, Labor EXAMPLES:: ADMINISTRATION, CASH, CONSULTING FEES, ENGINEERING FEES, FORCE. ACCOUNTI LABOR, AGENCY PERSONNEL, PROGRAM INCOME, ETC.  01/01/2022 FUNDS $3,583,315.00 $1,535,818.00 SUBAPPLICATION    Please contact Colburn) Brown at 910-642-8046 ext. 1005 ore email odwdawwa,  questions. Sincerely, Bin Colbum) Brown Acting City Manager