HITEVI BE 1833  MINUTES  Regular Meeting of the City Council 6:30 p.m. Tuesday, December 13, 2022 317 S. Madison Street, Whiteville, NC, 28472  The Regular Meeting of the City Council of the City of Whiteville was called to order on Tuesday, December 13, 2022, at 6:30 p.m., at 317 S. Madison Street, Whiteville, NC,  28472. 1) ROLL CALL PRESENT: ABSENT:  Terry Mann, Jimmy Clarida, Tim Collier, Helen BI Holden, Vickie Pait, Kevin' Williamson, and Emory' Worley  None.  OTHERS IN ATTENDANCE: Colburn Brown, Acting City Manager; Carlton Williamson, City Attorney; Bonnie Williams, City Clerk; Travis Faulk, Public Works Director; Doug Ipock, Police Chief; Rachel Rivenbark, HR Director; David Yergeau, Fire Chief; Rober Lewis, Planning Director; Michelle Hoffman, Acting Finance Director; Madison Ward, Economic Development Planner; Roger Lee, Building Inspector; Stuart Hill (Thompson, Price, Scott, Adams & Co. P.A.); Marc Whichard, Whiteville City Schools Superintendant; Joseph Williams (The News Reporter); Shepherd Edwards; David Heath  2) CALL TOORDER By Mayor Mann at 6:30 pm. 3) INVOCATION Provided by Council Member Collier. 4) PLEDGE OF ALLEGIANCE Led by Mayor Mann. 5) ADOPTION OF AGENDA Vickie Pait SECONDED the motion. VOTE: 7-0 (Unanimous). Nays: 0 Absent: 0  Tim Collier MOVED to approve the agenda as presented.  Yeas: 7 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B Holden,  Vickie Pait, Kevin' Williamson, Emory' Worley)  6) APPROVAL OF MINUTES  6.1) Consideration for Approval of Minutes Emory Worley MOVED to approve the minutes for the regular meeting held on November 22, 2022, as presented. 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)  7) PUBLIC COMMENT 8) PRESENTATION    8.1) ClyofWhitevile's. EYE21-22Financial Audit  Mr. Stuart Hill, Thompson, Price, Scott, and Adams Company, presnented the annual audit and its findings to Council. He explained that as a political subdivision of the State of North Carolina, the City of Whiteville is required to conduct an annual financial audit. He advised that the FYE 21-22 financial audit was due to the Local Government Commission on October 31st. The annual audit satisfies the annual requirement to complete an audit of the City's financial operations, processes, and procedures. He explained the findings of the audit as being, 1) on.complancesgnicant deficiency related to GASB 87 where leases must be recorded on fund statements, and 2) a sufficient deficiency related to the accrual of payroll expenditures at the change of the fiscal year. Discussion ensued regarding a description of the audit plan and a deficit in tax collections. Mr. Brown explained the deficit in collections focused on what was budgeted (forecasted for collections) Jimmy Claridal MOVED to approve the acceptance oft the Findings of the  versus actual collections. Audit. Helen B Holden 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)  8.2) Update on the City's Paving. Equipment and Crew  Mr. Faulk, the Public Works Director, provided an update to Council pertaining to the status of equipment and crew. He explained that the equipment has been ordered and is expected to be delivered March, April, or May 2023. He reported that once the equipment has been recieved, he will work with the HR department to advertise positions for the needed paving crew. Discussion ensued regarding 1) the total cost of the project at approximately $600,000 to $700,000, 2) road/pothole projects being completed in the interim, 3) availability of cold patch material, and 4)! NCDOT paving project on Hwy 701 By-Pass.  No action taken by Council.  9) BUSINESS  9.1) Whiteville High School and City of Whiteville Joint Use Tennis Court Mr. Marc Whichard, Whiteville City Schools Superintendent, explained that the Whiteville City Schools embarked on an ambitious project to completely renovate the tennis court arena and parking areas on the North part of the Whiteville High School campus during the 2022-2023 school year. He reported that the school system was fortunate to have the conveyance of property associated and configured with Leder Park owned by the City of Whiteville; and this conveyance by the City has allowed the school system to expand the tennis courts from four to six and include a pickleball overlay. He explained that the parking lot areas have been paved and completed; and lighting has been added to allow for enhanced safety for our students and members of the community. He reported that the overall price for the facility has been secured at $1,346,749. Originally, the cost of lighting the six tennis courts, was quoted by our architect McGill and Associates to be over $400,000. He stated this cost was prohibitive for their school system. He explained that they had planned to reuse the original mercury vapor light system on new wood poles. However, most of the electrical wiring in the original lights were too old and worn to be safely reused. He advised that aftera review of local vendors, they were able to secure Walker Lighting to provide lights for up to one half of the tennis courts. He reported that this will provide for fiberglass poles and LED light structures, with an overall more efficient use of energy. He reported that in addition, a meter will be utilized to allow individuals from the community to activate the lights in one hour increments for evening play. He reported that they are providing underground utilities to light the entire tennis and pickleball courts and would greatly appreciate the City of Whiteville joining Whiteville City Schools to complete the lighting project. He reported that the quote recieved from Walker Lighting is $59,100 to complete the lighting project. Discussion ensued pertaining to the  Facility.    source of City funding. Mr. Brown stated that his recommendation to Emory Worley MOVED to approve the request from Whiteville City Schools for funding for Tennis Court Facility in the amount of $59,100  Council is to use ARP1 funds. for the lighting project. 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)  9.2) Consideration for the 2023 Calendar Year SipendReimbursement for Health Insurance for Pre and Post 65(Age)Retirees Ms. Rachel Rivenbark explained that in 2021, Council approved the health insurance stpendrembursement for retiree's who are pre-65 in the amount of $590 per month, pending the retiree provide proof of payment effective on January 1, 2022. In addition, Council approved a stpendrembursement for retirees post-65 in the amount of $90, effective January 1, 2023, and pending the retiree provide proof of payment. She reported that the rate is not expected to change for 2023. She explained that beginning January 1, 2023, the health insurance premium rate the City will contribute toward full-time employees is $589.36, monthly, for each employee who participates in the Wellness Assessment. Staff recommends that the stipend reimbursement for the retirees pre-65 remain the same for the calendar year of 2023 at a monthly rate of $590, with the stipulation that the retiree provide proof of payment and approve the BCBSNC PPO of $90 post-65 retirees for the Tim Collier MOVED to approve the stipend reimbursement for the retirees pre-65 remain the same for the calendar year of 2023 at a monthly rate of $590, with the stipulation that the retiree provide proof of payment and approve the BCBSNC PPO of $90 for post-65 retirees for the calendar year of 2023 beginning January 1, 2023 with the same  calendar year of 2023 beginning January 1, 2023.  stipulation providing proof of coverage. Jimmy Clarida SECONDED the motion. VOTE: 7-0 (Unanimous) Nays: 0 Absent: 0 Recovery.  Yeas: 7 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B Holden, Vickie Pait, Kevin' Williamson, Emory' Worley)  9.3) Consideration for FY22-23Budget/ Amendment No. 3-1 Insurance Mr. Brown explained that one of the City drones suffered mechanical failure during flight and was destroyed. The City's insurance carrier, VFIS, issued proceeds for the replacement value of the drone. He explained that FYE22 Budget Amendment #3 recognizes the Insurance Recovery Proceeds and increase capital outlay for replacing the drone. Kevin Williamson MOVED to approve FY22-23 Budget Amendment No.  3r related to insurance recovery for a City drone. Vickie Pait SECONDED the motion. VOTE:7 7-0 (Unanimous) Nays: 0 Absent: 0 OutlayProject  Yeas: 7 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B Holden, Vickie Pait, Kevin' Williamson, Emory Worley)  9.4) Consideration for IT Equipment Refresh and Fiber Optic Ring Capital Mr. Brown explained that during the construction of City Hall, conduits were installed under the parking lot and Columbus Street for a fiber optic ring connecting City Hall, Police and Fire. He explained that the installation will take care of programming, fiber connection, and multiplexing equipment which is approximately $33,000. While IT technicians are in the City, staff recommends to also replace some expired network equipment in all three locations costing approximately $14,000. He advised that the proposed cost would come from ARPA  Funds. Brief discussion ensued.    Jimmy Clarida MOVED to approve staffs recommendation for a Capital Outlay project related to IT equipment refresher and fiber optic ring  connectivity. Helen BI Holden SECONDED the motion. VOTE: 7-0 (Unanimous) Nays: 0 Absent: 0  Yeas: 7 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B Holden, Vickie Pait, Kevin Williamson, Emory Worley)  10) COUNCIL COMMENTS  Mayor Pro Tem Clarida and Council Member Pait wished everyone Happy Holidays and a Merry Christmas. Council Member Williamson complimented staff on doing a great job with the Christmas parade. Council Member Worley asked Mr. Brown if he could provide a dollar amount regarding the percentage of uncollected taxes that were previously discussed in the Audit presentation. Brief discussion ensued. Mayor Mann expressed a thank you for a job well done to Madison Ward, Blake Spivey and his staff, and Robert Lewis regarding the success of the Christmas parade and the Christmas decorations downtown. Mayor Mann commented on the success of the Employee Appreciation Holiday Luncheon on Monday, December 12th. Mr. Brown extended Holiday Wishes to the members of City Council and to all Vickie Pait MOVED to approve the adjournment of the regular meeting on  11) REPORTS employees. 12) ADJOURMMENT  December 13, 2022 at 7:30 pm. Helen B Holden SECONDED the motion. VOTE: 7-0 (Unanimous) Nays: 0 Absent: 0  Yeas: 7 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B Holden,  Vickie Pait, Kevin Williamson, Emory Worley)  cHo TerryL. Mann, MAYOR Bonnie T. Williams, CITY AiMeF  E E     CITY OF WHITEVILLE Budget Amendment FY2022-2023  Amendment # 3 Revenue Account 10-3520-0000 Total Expenditure Account 10-6400-7400 Total JUSTIFICATION:  Current Budget 10,500.00  Increase (Decrease) 5,907.00 #$ 16,407.00  Revised Budget  Account Description Insurance Recovery Proceeds  10,500.00 $ 5,907.00 #S 16,407.00  Current Budget  Increase (Decrease) 5,907.00  Revised Budget 5,907.00  Account Description Capital Outlay  5,907.00 #$ 5,907.00  One oft the City Drones suffered mechanical failure during flight and was destroyed. The City's insurance carrier, VFIS, issued proceeds for the replacement value of the drone. This budget amendment recognizes the Insurance Recovery Proceeds and  increase capital outlay for ther replacement drone. REVIEWEDBY: B  DATE:_ 12/13/22  Finance Director Aching City Manager  APPROVEDBY: AB DATE: 12//22 DULY ADOPTED this /34h day of_ Docemhe, 2022 by the Whiteville City Council  atv Whiteville, North Carolina. AFFIRMEDBY:  BI TenyL L/Mann, Mayor.  ATTESTEDI BY: See Dalang