HITEV  1833  MINUTES  Regular Meeting of the City Council 6:30 p.m.. Tuesday, February 8, 2022 317 S. Madison Street, Whiteville, NC, 28472  The Tuesday, Regular Meeting oft the City Council of the City of Whiteville was 28472. February 8, 2022, at 6:30 p.m., at 317 S. Madison Street, called to order on  Whiteville, NC,  1) ROLL CALL PRESENT: ABSENT:  Terry Mann, Jimmy Clarida, Tim Collier, and Helen BI Holden Tim Blackmon, Vickie Pait, and Kevin Williamson  Others in Attendance: Darren Currie, City Manager; Carlton Attorney; Bonnie Williams, City Clerk; Colburn Madison Ward, Economic Development Planner; Brown, Finance Director; Services Director; Doug Ipock, Police Chief; Ivey Hal Schofield Lowder, Emergency Reporter); Norma Yanez (GFL Industries); David Heath By Mayor Mann at 6:30 pm. Mayor Mann announced Pait and Williamson would not be present for ther meeting. that Council Members  Williamson, City (The News  2) CALLTOORDER 3) INVOCATION Provided by Council Member Collier. 4) PLEDGE OF ALLEGIANCE Led by Mayor Mann. 5) ADOPTION OF AGENDA VOTE: 4-0 (Unanimous) Nays: 0  Tim Helen Collier BI MOVED to approve the agenda as presented. Holden SECONDED ther motion.  Yeas: 4 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B Absent: 3 (Tim Blackmon, Vickie Pait, Kevin Williamson)  Holden)  6) APPROVAL OF MINUTES  6.1) Considerationf for Approval of Minutes regular meeting held on. January 25, 2022. Tim Collier SECONDED the motion. VOTE: 4-0 (Unanimous) Holden) Nays: 0  Jimmy Clarida MOVED to approve the minutes as presented for  the  Yeas: 4 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B Absent: 3( (Tim Blackmon, Vickie Pait, Kevin' Williamson)  7) PUBLIC COMMENT None. 8) BUSINESS  8.1) Ientative Bid Award for Solid Waste Collections Contingentupon  Contract Negotiations    Mr. Currie reported that staff bidded out for Solid Waste services for City. He explained that two bids were submitted and reviewed with the a summary prepared comparing the two bids. Bids were received Waste Management and GFL Industries. He explained that GFL is from the low bidder as at total spend of $90,754 and staff recommends bet tentatively awarded the bids subject to contract negotiations. that The GFL total has spend submitted by Waste Managment was $97,428. After a contract been negotiation, it will be returned to the Council for tentative approval allows staff to negotiate the final contract approval. and GFL to begin to make necessary plans to begin service delivery. allows He reported that Staff has already had one meeting with GFL contract clarifications. Discussion ensued regarding the increase regarding CPI index and the cost of fuel. Ms. Yanez answered Council pertaining tot ther roll-out plan and other GFL services. questions from Helen B Holden MOVED to approve at tentative bid award GFL as solid waste provider fort the City, contingent upon contract negotiations. the Yeas: 4 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B Absent: 3 (Tim Blackmon, Vickie Pait, Kevin Williamson) Ms. Ward presented this item to Council. She explained that staff is requesting Council to approve and adopt a Personal Donation and Memorial Policy for the City. She explained that the purpose of this policy is to establish guidelines, standards, and procedures for the installation and care of donated mprovements, either as a result of monetary or physical property donation. These donations include, are not limited to the following items: park or City benches, bicycle but racks, picnic tables, monuments, drinking fountains, flower other types of physical accessories. She advised that all donations pots, are dependent on the specific needs of the City and the City wishes to encourage donations while maintaining appealing aesthetic well as mitigating the on-going maintenance costs. She explained impacts as standards established by this policy will apply to purchased equipment, that installation techniques, donation acknowledgements, and care of all donations made after the adoption of this policy. This long-term applies to all City-owned and operated lands and facilities within the policy City ofWhiteville planning and: zoning jurisdiction. Brief discussion ensued. Jimmy Clarida MOVED to approve Administrative Policy #14-2022,  A in the  Jimmy Clarida SECONDED ther motion. VOTE: 4-0 (Unanimous) Holden) Nays: 0  8.2) Personal Donation & Memorial Policy.  and  Personal Donation & Memorial Policy. Tim Collier SECONDED the motion. VOTE: 4-0 (Unanimous) Holden) Nays: 0  Yeas: 4 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B Absent: 3( (Tim Blackmon, Vickie Pait, Kevin Williamson) 8.3) Consideration for the 2021 Retentionand Disposition Schedule for Ms. Williams advised that she was notified by email that the 2021 Program Records Schedule for Local Government Agencies had been published by the NC Department of Cultural Resources Archives division. She explained that the schedule contains (NCDCR) specific functions of government at the county and municipal level in two parts, General Records and Program Records. She advised that NCDCR has asked for the schedule to be approved by the governing body, print the signature page, obtain the signatures, and return a copy of the Jimmy Clarida MOVED to approve the 2021 Retention and Disposition Schedule for Local Government, Agencies, authorizing the Mayor to sign the Signature Page to be returned to Division of Archives and Records,  Local GovemmentAgencies  completed signature page tot their office. Department of Natural and Cultural Resources. Tim Collier SECONDED the motion. VOTE: 4-0 (Unanimous)    Yeas: 4 (Terry Mann, Jimmy Clarida, Tim Collier, Helen Absent: 3( (Tim Blackmon, Vickie Pait, Kevin Williamson)  Holden) Nays:0  B  9) COUNCIL COMMENTS  Mayor Mann asked Mr. Currie to remind the projects referenced in the article were not  demolition at Lewis Smith Shopping Center, to contractor, remove who is doing the sign. Mayor Mann clarified comments made by himi in a the shopping center  newspaper article that City projects but those of private  businesses. 10) REPORTS  10.1) Manager'sUpdate  Mr. sewer Currie reported on the bid process for the Mollies Branch Phase advised project, Council stating that that bids would be received on March 3, 2022. He II ofH Hwy 74-76 and Hwy power 701 had been cut to the lights over the junction on the new road project. Chief By-pass Ipock so that NCDOT could begin work been set out to begin collecting statistical advised data that speed trailers had not be issuing speeding tickets. Mr. Lowder and the devices would NC State would be visiting next week to reported that people from  the swamp.  begin taking measurements in  11) CLOSED SESSION  11.1) MCS16331B3LaN9-5 District  State of NC,on Relation of Jon David  Attorneyo of the 15th Prosecutorial District V. Courtof Apartments, et tal.21CVS 1250 in the office oft the Clerk SandyRidge of Superior to_NC Jimmy Clarida GS MOVED to approve going into Closed Session pursuant District Attorney 143-318.11(a)3), of the 15th State of NC, on relation of Jon David Apartments, et al. 21 CVS 1250 Prosecutorial in the office District of V. Sandy Ridge  Columbus County.  Court of Columbus County at 7:10 pm. Tim Collier SECONDED the motion. VOTE: 4-0 (Unanimous) Nays: 0  the Clerk of Superior  Yeas: Holden) 4 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B returned from Closed Session at 7:42 pm. No Williamson) action taken.  Council Absent: 3( (Tim Blackmon, Vickie Pait, Kevin Tim Collier MOVED to approve the adjournment of the February 8, 2022 at 7:43 pm. Helen BH Holden SECONDED the motion. VOTE: 4-0 (Unanimous) Nays: 0  12) ADJOURNMENT  regular meeting on Holden)  Yeas: 4 (Terry Mann, Jimmy Clarida, Tim Collier, Helen BI Absent: 3( (Tim Blackmon, Vickie Pait, Kevin Williamson)   2P  Bonnie T. Wiliams,  E  1833    Name Memorial of Policy: Personal Donation and Subject: Donations and  Policy  Memorials AdoptedApproved. by: XCity Council Number of Pages: 4  Policy 14-2022 Number: Revisions: NA Date: February 8, 8,2022 2022  North Carolina  Supersedes: NA  Adoption/Approval Effective Date: February City Manager  the Purpose: installation The purpose of this policy is to establish  and care of donated improvements, guidelines, either standards, and procedures for  property donation. These donations include, but are not as a result of monetary or physical City benches, bicycle racks, picnic tables, monuments, limited tot the following items: park or types of physical accessories. All donations are drinking fountains, flowerpots, and other Whiteville. The City wishes to encourage donations dependent on the specific needs oft the City of impacts as well as mitigating the on-going maintenance while maintaining appealing aesthetic donation Standards established by this policy will apply to purchased costs. equipment, policy. atcknowledgements, and long-term care of allo donations made after installation the adoption techniques, ofthis Scope: Whiteville This policy applies to all City-owned and operated lands and  planning and: zoning jurisdiction. STANDARDS FOR NEW DONATIONS Acquisition or Purchase: The City and the donated elements provided are of high quality community ins appearance Appearance and and Aesthetics: The City and community share an  facilities within the City of  have a strong interest in ensuring that purchase and installation of all memorials and  The City staff will be responsible for the style, appearance, durability, and maintenance. the character of the park, facility or City district where facilities. All donated elements should reflect insuch ar manner that will not substantially change the they are placed. Elements will bei installed Maintenance: Donated elements, and/or their associate character ofa ai facility ori its intendedi use. City life property. Accordingly, the City has the duty to maintain donation the acknowledgements, become cycle of the donation. If the current information given the opportunity tot takef further action att the expiration is on oft file, the donor will be informed and Repair: The community has an interest in remain in good condition. Additionally the ensuring that all park, facility and City elements element short-term and long-term repair costs City are wishes minimal. to see that all park, facility and City high quality to ensure long life. All elements must also and tear, and vandalism. Cost: installation The City has ani interest ensuring that the donor covers the full-cost of interest in during the expected life cycle of any donated elements. available for maintenance of other City facilities. costs do not negatively impact the resources durable and low-maintenance choices tot the donori in Consequently, the City will provide quality, The donation agreement will address the full cost of the ordert donation to keep and maintenance expenses low. thes specific item donated. The applicant is responsible for PROCEDURE FOR MAKINGADONATION  donations.  aesthetic quality of their public  interest in providing the best donation only for the expected the original life cycle. All donated elements must be of be resistant to weather conditions, wear  the purchase and The City also has an the expected life cycle of determining the life cycle for thei item  ensuring that on-going maintenance  thati is being donated.  The City will collect and accept applications for donations located on City owned Application: The donor must contact the Administrator his/her whether a donation may be accepted based upon criteria contained or payments are tol be madet for review and processing. CRITERIA FOR ACCEPTANCE  property. designee to determine Completed applications and  can be accepted, then the donor will complete the associated in this policy. Ifa donation forms are available online, via e-mail, or by visiting City Hall. application form. Application  The City may accept the donation under the following circumstances:  need oft the facility, the donation does not interfere with the intended current Donation orf future meets a true  use oft the  Pagelof4 Administrative Policy 14-2022 PersonalDonations and MemorialPolity    facility, andt the donation does not require the relocation of other equipment infrastructure. isi int the opinion oft the City to deem any donation suitable for City owned ori Elected Officials: Alla applications willb be presented tot the Whiteville City property Council for and use. Donation Aclowirdgmenta/emont Plaques: The donation of memorial plaques will be utilized only in the cases of donation of benches, acknowledgements or play structures, flowerpots, and drinking fountains. Donation plaques, as approved by the City, are to be directly affixed acknowledgements to the donation and and are memorial purchased through the City. The type of donated item will determine the donation includes material and size approved by' Whiteville City Council. The Whiteville plaque. This approve all text for donated items and will authorize the purchase of these City Council will approved vendor to ensure the highest arpwacgememsimemotas arel limited to a maximum oft quality, three life, and and durability. from the following three nowegemen-imemotat Donations will be acknowledged with a photograph of the family or group with the donated item(s) or memorial(s) andlor an article to be posted on the City of Whiteville website for and or written change of address should the donor move. In the City with a current address decease before the donated item(s) or memorial(s), it shall be the event that the donor(s) establish a designee for future contact. For the purposes of notification, donor(s) the responsibility to send a certified letter to the donor(s) or donor(s) designee, notifying the City will of attempt to related to the status of the donation (ie. a need tor remove, relocate, or donor changes The City and community wish to ensure proper landscaping and plant selection facilities. The size and specie of donated tree(s) shall be limited to those determined for all park City. Trees will only be accepted for areas that have active the donor covers the cost of ani irrigation system that can be installed irrigation utilizing systems in place unless found in cemeteries may not be installed on any City-owned resembling those or typically dedication of a park or other City-owned property or facility. commemorating This includes, but the is history not and/or stones, plaques, pillars, and gardens. The Whiteville City Council has the final limited to There may be additional donations possible othert than those expressly listed contained this policy. The City may accept those donations with discretion review or and within Installation: City personnel will complete Installation of donated elements, including any donor cmowedgememumemonat determined by the Director of plaques. Installations will be scheduled at a time and date Removal andlor Relocation: The City reserves the right to remove and/or relocate donated elements and their associated donation crowedymensmemontas plaques, when interfere with site safety, maintenance, construction activities or vandalism. In accordance they with previously stated procedure in this policy, the City will attempt to send a certified letter to each identifiable donor notifying the donor of any action related tot the disposition of the donation. In certain circumstances, such as safety or emergency situations, the notification be made after the action is taken. In the event a donation must be permanently removed, may the will seek an alternative location consistent with this policy. The City is not responsible or City for the replacement or repair of any donated elements damaged or destroyed vandalism obligated  It approval. picnic tables, large to be items from a City- lines, donors may choose  memory of. period of thirty days.  or" "Dedicated to  options: "Donated by_  In a  Notification: It shall be the responsibility oft the donor to provide the  set forth int this policy). TREES  comply with conditions  by the Cityf forces.  MONUMENTS  Memorials, plaques, or any upright monument or monuments Exceptions tot this policy are monuments installed by the City authority for any donated memorials, plaques, or monuments.  property facility.  approval  OTHER DONATIONS the Whiteville City Council. CONDITIONS activities  upon  approval by  Public Works so as not to conflict with routine maintenance  or other City oriented functions or obligations.  natural occurrences.  by  or  Page2of4 Administrative Policy 14-2022 Personal Donation and MemorialPolicy    MAINTENANCE AND REPAIR  The the City. long-term Periodic care and maintenance of donated elements is important to quality. At the end of the donation's established tor replace the donation with a like item at current  highest  maintenance will be made one each donation to ensure both the donor and  thatt they remaini int the life-cycle term, the donor may choose contact the original donor.  new donor for the donation at the end of the established value. The City reserves the right to seek a choose not tor renew the donation or ifthe City has not been able life cycle to should the original donor  Page3of4 Administrative Policy 14-2022 Persona/Donation andA MemorialPolicy    CityofWhiteville 3175. MadisonSt. Whiteville, NC28472 Phone: (910)6 642-8046 www.whitellencgov  1833  CITY OF WHITEVILLE Memorial and Donation. Application (TOB BE COMPLETED BYA APPLICANT, PLEASE PRINTL LEGIBLY)  APPLICANT INFORMATION: Name of Donor: Address of Donor: Home Phone: Email Address: DONATION INFORMATION: Description of Donation: Location of Donation: Wording on Memorial Acknowledgment:  Work Phone:  Fax:  Type of Donation: Estimated! Donation Cost: vandalism or natural occurrence.  *The City of Whiteville is notr responsible tor replace the donationi int the event of damage duet IHAVE READA AND AGREEDTOTHE TERMS OF1 THE MEMORIAL AND DONATIONF POLICY  to  Name: (TOBEC COMPLETEDBYCIYSTAF Reviewed By:  Date:.  Date:  Page4 of4 Administrotive Policy 14-2022 Personal Donotion ond/MemoridlPality