HITI  1833  MINUTES City Council  6:30 a.m. Tuesday, June 23, 2020 317 S. Madison Street, Whiteville, NC, 28472  The City Council of the City of Whiteville was called to order on Tuesday, June 23, 2020, at 6:30 a.m., at 317 S. Madison Street, Whiteville, NC, 28472. City Council Meetings will be in a virtual format (Microsoft Teams).to_comply. with social distanciny.suiselines. and prevent the spread of COVID-19. The virtual meeting_will be broadcast for viewing by_ the_ public via the City's webpage, tpsiwnteyllenegoy Any_ _person may be heard by the City. Council, through the City Clerk. Public comment(s)_may be submitted per meeting. under the Public Comments heading. Members of the public may. submit written comments by emailing. the comments to bwilliams@ci.whitevlle.nc.us. Written public comments must be received wenty-tour.2.nours prior to the meeting, Viewers may submit comments via the Q&A function located inside the Microsoft Teams application. If.y you would like to show a presentation while youspeak, the electronic file must be provided to staff for screening no later than 2:00 P.M. on the day of the meeting. The City. urges members of the public to remain at home and practice social distancing.  To view the meeting. live, click HERE. 1) ROLL CALL PRESENT: ABSENT: OTHERS IN  Terryl Mann, Justin Smith, Jimmy Clarida, Tim Collier, Robert Darren Currie, City Manager, CartonWillamson, City Finance Director, Sean Martin, Economic Development Planner, Doug Ipock, Police Chief, David Yergeau, Fire Chief, and Hal Lowder, Emergency Services Director  Leder, and Kevin Williamson Tim Blackmon  ATTENDANCE: Attorney, Bonnie Williams, City Clerk, Colburn Brown,  CALL TOORDER INVOCATION  Department: Mayor Mann called the meeting to Order at 6:30 pm. Department: Council Member Collier provided the Invocation.  PLEDGE OF ALLEGIANCE 5) ADOPTION OF AGENDA 23, 2020.. Tim Collier SECONDED the motion. VOTE: 6-0 (Unanimous) Leder, Kevin' Williamson) Nays: 0 Absent: 1 (Tim Blackmon)  Robert Leder MOVED to approve the agenda for the regular meeting on June  Yeas: 6 (Terry Mann, Tim Collier, Justin Smith, Jimmy Clarida, Robert  6) APPROVAL OFI MINUTES    6.1) Consideration fort thet following minutes: Regular Meeting held on, June 9, 2020 Closed Session held on June 9, 2020 Department: Administration session meetings held on June 9, 2020.. Tim Collier SECONDED the motion. VOTE: 6-0 (Unanimous) Robert Leder, Kevin' Williamson) Nays: 0 Absent: 1 (Tim Blackmon)  Jimmy Clarida MOVED to approve minutes for the regular and closed  Yeas: 6 (Terry Mann, Tim Collier, Justin Smith, Jimmy Clarida,  PUBLIC COMMENT- None 8) BUSINESS  8.1) Consideration for FYE20 End of Year Budget Amendment  Department: Mr. Brown, with supporting comments from Mr. Martin, explained that City Council was being requested to amend the FYE20 Budget, pursuant to authority granted by the current Budget Ordinance for Fiscal Year 2019-20. Mr. Brown explained that Budget Amendments 21-24 are necessary to transfer funding sources for interdepartmental expenditures in order to maintain authorized appropriations in balance Justin Smith MOVED to approve FYE20 Year End Budget  aty year-end Amendments.. Robertl Leder SECONDED the motion. VOTE: 6-0 (Unanimous) Robert Leder, Kevin' Williamson) Nays: 0 Absent: 1( (Tim Blackmon)  Yeas: 6 (Terry Mann, Tim Collier, Justin Smith, Jimmy Clarida,  8.2) Phase II Mollies Branch Agreement for Engineering Services  Department: Mr. Currie explained that an agreement from Engineering Services for Phase Il of the Mollies Branch sewer rehabilitation project was being presented for Council's review. He: stated thatif Council would recall, they recently approved that Engineering Services, P.A. be the company to complete the design work and carry the project through to completion. He advised that he previously has negotiated with the firm to provide the contract for service for Council's review. Mr. Currie explained that Council needs to review and approve the agreement: so the project may continue. He stated that Phase Il will pickup at Main Street and complete the rehab down to Lift Station #1. Robert Leder MOVED to approve the engineering agreement for  services with Engineering Services, PA. Tim Collier SECONDED the motion. VOTE: 6-0 (Unanimous) Robert Leder, Kevin' Williamson) Nays: 0 Absent: 1 (Tim Blackmon)  Yeas: 6 (Terry Mann, Tim Collier, Justin Smith, Jimmy Clarida,  9) COUNCIL COMMENTS  Department: Council Member Williamson advised that he has concerns regarding recent flooding int the residential areas in the College Street vicinity. Mayor Pro Tem Smith concurred with Council Member Williamson. Mr. Currie advised that Mr. Lowder would share some comments regarding the recent flooding later in the meeting. Mayor Pro Tem Smith inquired if past agenda item documents could be shared on the City's newi -Frame on the City's website. The newi i-Frame is hosted by Granicus software. Ms. Williams advised thati ito could not but she would place those documents on at flash drive for him. Mayor Pro Tem asked Mr. Currie ifhe could confirm that the work being done of city sidewalks was a State project. Mr. Currie advised that his assumption is correct and the work is being funded by the State. Council Member Leder advised that he had received ap phone call regardinga    complaint that drug activity is taking place int the Arby's parking lot. Mr. Currie advised that he would ask Chiefl Ipock to looki into the matter. Chief Ipock advised that he and his staff were aware of the complaint(s) and had been monitoring the situation. Mayor Mann advised that he had been contacted by Senator Burr and Senator Tillis regarding al letter the Council sent tot them (and Congressman Rouzer) at few weeks back asking that they support funding for small towns and cities due to the financial impact related to the COVID 19 pandemic. He advised that their responses were not promising andt that the cities and towns would have to look to themselves for solutions. He advised that he has not heard anything from Congressman Rouzer's office to date. Mayor Mann reminded Council that a few weeks back, they had sent al letter to Southeastern Community College Board of Trustees requesting atal New Deal Artr mural be relocated back to City Hall from their campus. He stated that this matter would need to be addressed byt the Board of Trustees and due tot the COVID 19 pandemic their meeting schedule had been interrupted. He stated that he expected them to meet soon and hopefully the relocation of the mural  willl happen soon after. 10) REPORTS 10.1) Manager's Report.  Department: Mr. Currie reported on thei following areas: 1. COVID 19 pandemic (deferring to Mr. Lowder for additional 2. Mollies Branch Projects - Phase land II  comments)  3. New Storm Water Application - He advised that he had asked our engineering company (Engineering Services PA) to prepare an application for Council's consideration to complete the remaining portions of the storm water study. He advised that Golden LEAF has finally stated that the City willr not get funding for this project. Golden LEAF has deferred this project several times. The new application will request approximately $2 million fort funding from DEQ. The application is due in September, and prior to the deadline, this matter will appear on an agenda for Council authorization to apply. 4. Report on Recent Rains and Previous Storm Water Study Notes- - Mr. Currie provided an excerpt from aj previous storm water study where ite explains a good portion oft the City's problem with storm water. He advised that one of the main issues ist there is little to no fall at or near the swamp. This is the City's outlets for storm water. This issue severely restricts how muchy water can be removed from the City. He explained how flat the area is around the swamps. He advised that this studyi is posted on the City's website on the home page near the bottom. He deferred to Mr. Lowder for an update from the National Weather Service regarding recent rainfall amounts. Discussion ensued. Mr. Currie advised that there are some things the City can do now to help alleviate some oft thet flooding issues. Discussion ensued around education citizens to not placing their leaf and limb debris around or at Mr. Lowder provided an update on the COVID 19 pandemic in our area. Mr. Currie asked the Chief Ipock and Chief Yergeau provide the Council with an update from their departments. Chief Ipock advised he and his staff have been working complaints regarding suspected drug activity in the Arby's parking lot. He advised that his staff is very often exposed to COVID 19 and that regular monitoring and testing is in place for them. Chief Yergeau advised that the new fire truck arrived on Thursday, June 18 (last week). The truck is now in the process of being outfitted with equipment that will make the truck operational, hopefully by late. July or early August. Hei invited Council to stop by after their meeting to look at the truck. Council Member Williamson asked about plans tor remember Fire Fighter Michael Stanley. Chief Yergeau advised that hei is working with the Stanley family regarding those plans and more information will  the storm water drains.  be released at a later date.  10.2) Monthly Departmental Reports for May 2020.    Department: Written reports were received from the following City Clerk, Fire, Human Resources, Parks and Recreation, Planning-  departments:  Economic Development, and WWTP  11) CLOSED SESSION and (5)()  Department: Closed Session held pursuant to NCGS 143.318.11 (a)(1)(4) To confer with Legal Counsel regarding 1)Real Propervy/Negotiating, the Price and Other Materials of a Contract orp proposed Contract for the Acquisition of Real Property by Purchase, Option, Exchange, orl Lease and 2) To discuss matters relating tot the location or expansion ofi industries or other businesses int the area served byt the public body, including agreement on a tentative list of economic development incentives that may be offered byt the public body in Robert Leder MOVED to approve to recess Open Session and move into  negotiations. Closed Session at 7:47 pm. Jimmy Clarida SECONDED the motion. VOTE: 6-0 (Unanimous) Leder, Kevin Williamson) Nays: 0 Absent: 1 (Tim Blackmon)  Yeas: 6 (Terry Mann, Tim Collier, Justin Smith, Jimmy Clarida, Robert  Council return to Open Session at 8:15 pm. No action taken. Robert Leder MOVED to approve to adjourn at 8:15 pm. Jimmy Clarida SECONDED the motion. VOTE: 6-0 (Unanimous) Leder, Kevin Williamson) Nays: 0 Absent: 1(Tim Blackmon)  12) ADJOURNMENT  Yeas: 6 (Terry Mann, Tim Collier, Justin Smith, Jimmy Clarida, Robert  Tpery Terryl L. Bonnie T. CITy  6 deriNs    City of Whiteville City Council Budget Amendment FY: 2019-2020  Amendment #21- Downtown) Wi-FiGrant Revenue Account  Revised Budget Balance 50,000  Account Description Grant Proceeds  Amount of Adjustment $  50,000 $  TOTAL Expenditure Account  $  50,000 $  50,000  Revised Budget Balance 50,000  Account Description Professional Fees & Equipment  Amount of Adjustment $  50,000 $  Total Justification:  $  50,000 $  50,000  The City was awardeda a grant toe establish) Wi-FiServicesi in downtown' Whiteville. Thef fundingo comesf fromt thel North Carolina  Department of Natural &C Cultural Resources: asp part oft their "Home Town Strong" initiative.  REVIEWEDI BY: RECOMMENDED BY: DULYADOPTEDthis, 33d AFFIRMEDE By: Tosly  Date: Date:  -  Manager CityN ir TerryL. Mann, Mayor  EA    2020byt thel Whiteville City Councila ati WhteeHBAkLaplna  ATTESTEDE By: Banai  Malafk City Clerk, h  B 33    City of Whiteville City Council Budget Amendment FY: 2019-2020  Amendment: #22- City Hall Final Adjustments 19-3010-0010 Contribution: from General Fund 19-3010-0030 Contributioni from Utility Fund 19-3350-0000 Miscellaneous Revenue 19-3360-0000 Loan Proceeds  Revenue Account  Revised Budget Balance $ 936,852 406,400 (65,000) 2,000,000  Account Description  Amount of Adjustment $  TOTAL Expenditure Account 19-6000-0400 Professional Fees 19-6000-0500 Design Fees 19-6000-5000 Building & Site Work 19-6000-5700 Miscellaneous Expense 19-6000-6000 Generator 19-6000-7000 Equipment &F Furnishings 19-6000-8000 Construction Contingency 19-6000-9501 City Hall Demolition Total Justification:  $  (65,000) $  3,343,252 Revised Budget Balance 207,626 51,580 2,539,466 44,685 215,013 47,607 237,276 3,343,252  Account Description  Amount of Adjustment $  181,126 $ (226,518). (16,534) 34,685 (65,000) 43,493 17,607 (33,858) (65,000) $  $  The purpose oft this amendmenti ittor make finala adjustments tot thel budgett tof facilitate closing outt the project fund.  REVIEWEDI BY: RECOMMENDEDBY:,  Date: Glaz/pze Date:_ 6/23/2020  City Manager  6E  SIITEI   DULYADOPTEDE this_ Mavelu  2020b byt the Whitewille City Counçil at WhtepiAorhaloipa  AFFIRMEDE By: TRees Ecac ATTESTEDBy: Bahlley  TerryLMann,' Mayor  City Clerk    City of Whiteville City Council Budget Amendment FY: 2019-2020  Amendment #23- Powell Bill Final Year End/ Adjustments Revenue Account 11-3430-0000 STREET ALLOCATION 11-3990-0000 FUNDI BALA APPROPRIATION  Revised Budget Balance $ 160,000 (25,400) 209,600  Account Description  Amount of Adjustment $  TOTAL Expenditure Account  $  (25,400) $  369,600  Revised Budget Balance $ 2,320 (2,320) (25,400)  Account Description  Amount of Adjustment $  11-5700-0400 Professional Services 11-5700-1500 Maint. &F Repair- Streets 11-5700-7400 Capital Outlay 11-5700-7900 Sidewalk Maint/Construction  1,600 287,320 20,680 60,000  Contribution1 toF Fund Balance  Total Justification:  $  (25,400) $  369,600  Thep purpose oft this amendmenti itt tor makey yeare end adjustments tok keepe expenditures inl line with budget.  REVIEWEDI BY: RECOMMENDED BY: DULY ADOPTEDt this 83H dayof AFFIRMEDE By:  Date:_ E/23/2020 Date:_ 6/23/2020  City Manager TerryL'Mann, Mayor Fae  5  2020 byt the Whitelille City Councila at ATTESTEDBy:, Gonnk Milalf  Clerk City   gop 1833    City of Whiteville City Council Budget Amendment FY: 2019-2020  Amendment #24- COVID-19A Adjustments Revenue Account 48-3010-0100 FEMAF Proceeds 48-3010-0200 State ofN NCF Proceeds 48-3010-0300 CARES Act Proceeds (Col. Co.)  Revised Budget Balance  Account Description  Amount of Adjustment $  (21,000) $ (9,000) 106,068  106,068  TOTAL Expenditure Account  $  76,068 $  106,068  Revised Budget Balance 106,068  Account Description  Amount of Adjustment $  48-7000-0000 Category B:E Emergency Response  76,068 $  Total Justification:  $  76,068 $  106,068  Thei initialt thought was the COVID-19 relief would come through FEMAI fora about $30,000. However the City receivedf funding  from the Countyi int the: amount of $106, 068. This amendment reflects that change.  REVIEWEDI BY: RECOMMENDEDI AFFIRMEDE By:  Date:. EL23/2020 Date: 6/23/2020 2020 byt the Whiteville City Councila at By: Bmu  CityN Manager Vacey Cho Terry L'Mann, Mayor    DULYADOPTED this a25 dayof CJun  ATTESTEDE  R Fo) tae 1832"  Cityo Clerk