6682  The Smithfield' Town Council met in Special Session on Thursday, July 11, 2024 at 6:30 pm ini the Training Room oft the Fire Station located at111 South Fourth Street, Mayor Pro-Tem Wood presided.  Councilmen Present: Marlon Lee, District1 Sloan Sevens, District2 Travis Scott, District3 *Dr. David Barbour, District4 John Dunn, At-Large Stephen Rabil, At-Large DSDCE Board Present Mary Reece, Vice Chairperson Bill. Johnson, Treasurer Katie Smith, Secretary Carter. Jones Jan Branch Kay Kennedy Brittany Lucas Mike O'Dowd Patrick Harris  Councilmen Absent M. Andy Moore, Mayor  Administrative Staff Present *Michael Scott, Town! Manager Shannan Parrish, Town Clerk  Brian Eaves, Marketing & Communications Spec.  DSDC Staff Present Heidi Gilmond, Executive Director  *Note Councilman Barbour and' Town Manager Michael Scott also serve ont the DSDC Board. The Town Manager currently serves as the Chairperson oft the Downtown Smithfield Development Corporation  Call to Order Approval of the Agenda  Mayor Pro-Tem) Wood calledt the meeting to order at 6:30pm  Councilman Barbour made a motion, seconded by Councilman Dunn, to approve the agenda. Councilman Barbour, Councilman Dunn, Mayor Pro-Tem Wood, Councilman Stevens, Councilman Scott and Councilman Rabil voted inf favor of the motion. Councilman Lee voted against the motion. Motion passed  six to one. Discussion Items:  1. Enhanced Communications between the Town and DSDC  Town Manager Michael Scott discussed the need for enhanced communication between the Town, the DSDC (Downtown Smithfield Development Corporation), and the Town Council. He acknowledged a disconnect between the DSDC board and the Town Council, which he aimed to address since joining the board less than ay year ago. Hel highlighted that the DSDC served as a contractor tot the Town, with most members volunteering their time to support downtown businesses. The Town Manager emphasized the importance of aligning DSDC's goals with those of the Town Council. He concluded byi inviting the Town Council to ask questions ore express any concerns regarding the DSDC's activities Councilman Stevens responded by suggesting that the question be turned around, asking the DSDC The Town Manager acknowledged that board members had questions regarding the responsibilities of the Town Council versus those ofthe DSDC. Sincej joiningt the board, hel had been tryingt to clarify these responsibilities, but there were still uncertainties about! how the two entities could work bettert together. Vice Chairperson Mary Reece provided examples to illustrate the lack of clarity regarding responsibilities, such as who should handle billboards and other marketing efforts that attract traffic to downtown. She emphasizedi ther needf fora a clearer understanding oft the Town Council's vision and how italigned with the DSDC's goals, especially concerning events and downtown development. Mayor Pro-Tem) Woodr notedt thati int the past, there! had been budget requests from the DSDC without clear direction or plans on how the funds would be used. He emphasized the need for proactive planning by the DSDC andi the importance of both the Town Council and the DSDC working together to ensure tax dollars are spent effectively. He clarified that the Town Council was willing to provide Councilman Stevens suggested thata any advertising efforts by the DSDC, such as promoting downtown Smithfield, could potentially be expandedi into at town-wide campaign. Itv was his opinion that the DSDC Councilman Barbour raised a concern about the division of responsibilities between the Appearance Commission and the DSDC, notingt that while the Appearance Commission was tasked with enhancing the Town's appearance, it seemed to exclude downtown. He suggested that the Appearance Commission's efforts should also include downtown to ensure a unified approach tol beautification. He questioned the rationale behind the current division and emphasized the importance of a strong  ora any information they felt was lacking.  what the Town Council could do toi improve their support.  funds but required a well-thought-out; plan. could promote only downtown oni its own.  downtown areai for attracting people tot thet town.    6683  The Town Manager clarifiedt that the Appearance Commission had nota always excluded downtown and provided ane example wheret the commission workedv with the Townt toi install uplighting onl Market Street. Mary Reece! highlighted improved post-COVID collaboration between the downtown design committee and the Appearance Commission, particularly on mural projects. She acknowledged ongoing cooperation but noted that clearer communication would! be beneficial. Councilman Barbour suggested the need for regular communication with the Appearance Commission to ensure better collaboration Town Manager Michael Scott acknowledged recent challenges due to the transition to a full-time director but expressed optimism about the future with Heidi's recent arrival. Scott emphasized that improvements in communication and activities would take time, urging patience as Heidi settled into Councilman Scott thankede everyonet fort theirp participation ande emphasized thei importance of downtown development for Smithfield as the county seat. He stressed the need for positive leadership and collaboration, criticizing negative social media posts that attacked the Town staff and Town Council. He highlighted the importance of communication and urged the DSDC to focus on infrastructure improvements, such as lighting, murals, and storefront enhancements. He offered his support and emphasized the role ofthe DSDC as experts in downtown matters, encouraging continued cooperation Heidi Gilmond expressed gratitude for the warm welcome she received and emphasized the importance of good communication between thet two boards involved ino downtown development. She committed to ensuring strong communication and offered to act as a mediator for any issues, particularly those arising from social media conflicts. She encouraged collaboration, noting that working together would Town Manager Michael Scott acknowledged the challenges related tos signage in downtown Smithfield duet tos strictr regulations. He emphasized the need fort temporary signaget to promote events, as current rules limited effective advertising. He asked for the Town Council's assistance ini finding solutions to allow better advertising for downtown events, particularly for residents who are not active on social Councilman Scott expressed support for discussing and potentially amending signage regulations to enhance downtown's visibility, encouraging the board to bring forward recommendations. He also introduced another project idea, advocating for improved lighting in the downtown area. Scott suggested adding decorative lights across buildings to enhance the nighttime atmosphere. He emphasized that this could be a significant improvement for the downtown area and encouraged collaboration to move the project forward, noting that the Town's utility capabilities could support the Mayor Pro-Tem Wood supported Councilman Scott's idea and suggested that Heidi Gilmond collaborate with the downtown business owners to create a "wish list" of desired improvements, particularly related to advertising and signage. He encouragedi them to prioritize their needs and bring the list tot the Town Council for consideration. Wood emphasized the importance of making changes that are uniform and aesthetically pleasing top promote downtown: and attract visitors. He acknowledged that some current restrictions might hinder effective promotion and suggested that the Council could Councilman Stevens recognized the purpose of the UDO but noted that its practical application Councilman Scott mentioned that the planning department was complaint-driven and stressed the importance ofbeing business-friendy, suggesting a review of advertising rules ande expressing concern Brittany Lucas expressed frustration with how rules were communicated to her as a new business owner. She mentioned that she was unaware of certain restrictions, like not being allowed to have a flag, and felt that the information was presented in a negative and rude manner. She suggested that better communication and more accessible information would help prevent such misunderstandings. Mayor Pro-Tem Wood apologized for the negative experience and emphasized that business owners should feel free to contact Town Manager Michael Scott or the Town Council directly if they have any Councilman Scott acknowledged thei importance ofb being proactive andp positive in communicating rules and regulations. He supported the idea of providing new business owners with a welcome packet containing essential information. Brittany Lucas reiterated that having a welcome packet with clear guidelines would have been helpful for her as a new business owner, allowing her to comply with The discussion concluded with optimism abouti improved communication, especially with Heidi Gilmond now in her role. The inclusion of new board members was seen as a positive step toward better  and accountability. her role.  fort the Town's betterment.  yield great results for the Town.  2. Signage media.  electrical needs for such enhancements.  adjustt these tob better serve the community and visitors. sometimes revealedi the need for adjustments. over staff monitoring social media for compliance issues.  issues with town staff.  regulations more easily.  collaboration and information: sharing between the DSDC andi the Town Council.    6684  3. Special Projects Funding Expectations  Town Manager Michael Scott opened a discussion aboutt the $30,000 in special project funding for the DSDC, inviting the boardt to ask the Council any questions ors share ideas on how the funds could be Councilman Stevens mentioned that the funds were meant specifically for downtown projects and that the scope for their use was fairly broad, including appearance, attraction, and promotion efforts. Mayor Pro-Tem! Woode explained thatt the Council hadp placeds some stipulations on howt the money could be spent due to past concerns abouta a lack of planning and communication from previous leadership. However, he expressed optimism that with better partnership and communication, these restrictions Councilman Barbour acknowledged pastf financial concerns within the DSDC, which had ledi the Council tor require more oversight before releasing funds. He praised Bill Johnson's efforts toi improve financial management, which had restored the Council's confidence. He was optimistic that with improved budgeting, planning, and Heidi's leadership, the DSDC was moving in the right direction, positioning Katie Smith inquired about the possibility of establishing a "rainy day fund" for future large projects, such ast the development ofa master plan for downtown Smithfield. Shel highlighted the importance of securing funds to address majori issues like Highway 70 and the needf for consultants to help fulfill the town's vision. She also mentioned the need to demonstrate progress for Main Street accreditation, Councilman Scotta acknowledged thei importance ofplanning for largere expenses ande encouraged board members tor review the Town's budget to understand the full scope of available funds, noting that the budget was more substantial than just the $30,000 or $40,000 mentioned. He discussed ongoing projects, includingt the brickwork on! Market Streeta and the! Hastings House renovation, emphasizing the Town! Manager Michael Scotto clarifiedt that the current! budgeti includedi fundsf forr replacing sunken bricks Bill. Johnson suggested using some oft the available funds to attract new businesses to downtown by offering rent subsidies, particularly for retail businesses. He proposed a model where the fund could cover a portion of the rent, such as $400 per month for six months, to help new businesses get Councilman Scott supported the idea but raised concerns about fairness to existing businesses that might not benefit from such subsidies. He also noted the limitation off funds, mentioning that the grant Town Manager Michael Scott addedt that the available funds for such initiatives are limited and would quickly run out after supporting a few businesses. He acknowledged the challenges in attracting businesses downtown, highlighting that the process required gradual efforts to overcome existing Councilman Lee inquired aboutr minority representation ont thel board and among downtown! businesses. Town Manager Michael Scott acknowledged that while there are African American businesses downtown, there was currently nor minority representation ont thel board. He expressed a desire for more participation from African. American! business owners but noted that they cannot be compelled toj join. Brittany Lucas mentioned that there were currently three vacancies on the board and suggested Mary Reece shared updates on a mural project funded by an $8,000 grant, which would bei installed on a building across from Leo Daughtry's office. The mural would depict elements of Smithfield's history and modern features, and the design was being finalized with inputf from a muralist. The project was expected tor reach a point where itcould be presented toi the Council and property owner Allen Wellons for approval. Additionally, she mentioned plans for another mural ont the side oft the Howell Theater wall on Third Street. Town Manager Michael Scott clarified that the Council's input on the mural design would be sought, as it's important toe ensuret thatt they project aligns with! both thel board's visiona andi the property owner's preferences. Councilman Stevens inquired about the process for Council involvement in the mural project, asking whether the Council would have a say in choosing the final design ori ifthey would only be presented with Town Manager Michael Scott explained that the goal was to narrow down the muralist's ideas to a few options that reflect downtown's history, which will then be presented tot the Council for input. The process Councilman Barbour expressed that while the Town Council's input should influence the decision, the ultimate responsibility for choosing the mural design should lie with the Downtown Development. He  used.  could ber relaxed over time.  itself to effectively use the funding for downtown projects.  asking howt the Council would handle larger budget requests int the future.  Council's commitment to these initiatives.  onl Market Street with stamped concrete, not for widening the road.  established.  program could only support a small number ofk businesses each year.  negative perceptions.  providing applications toi interested individuals who might want toj join.  4. Mural Approval Procedure  af few options to approve.  would involve the Council reviewing and selecting from the provided options.    6685  emphasized that the DSDC should consider the Council's preferences to avoid potential conflicts but Councilman: Stevens pointed outt thati ifac controversial decision were mader regarding the mural, the Council might bet the onei facing public criticism, highlighting thei importance ofc careful consideration int the selection Mary Reece reassured that the mural project was being carefully managed to avoid controversy. She emphasized that the mural will reflecti important elements oft the Town, such as the river, agriculture, and Councilman Barbour assured the Council that as members of both the Council and the downtown board, he and Mike were committed to ensuring the mural project aligns with the Council's preferences. He expressed confidence that the current process was sufficient and that there's no need for additional Town Manager Michael Scott discussedi the positive outcomes ofr recent events, particularly the success of the fireworks displays and the Ham and Yam Festival, which attracted large crowds despite minimal advertising. He acknowledged the strong volunteer support for the events and expressed a desire to build ont this success inf future events. He also highlighted the amphitheater as a valuable resource for both the Councilman Stevens suggested that the Council consider increasing funding for events like the fireworks display, given its popularity and the large turnout. He noted that the event on July 3rd seemed to be the best timing and proposed that the Town might take a more active role in organizing such events in the There was an acknowledgment oft the success of othere events like' "Ham and' Yam" and a discussion about whether to continue holding the fireworks on July 3rd orr move itto July 4th, with considerations of how to Heidi Gilmond proposed the idea of expanding the July 4th celebrations into a full day of events ift they decide tor move thet fireworks tot that date. She suggested activities like a parade, ani ice cream social att the Hastings House, the "Red, White, and Brews" event on Third Street, and ending with a concert and fireworks at the amphitheater. The goal would be to keep people engaged and moving around Town Mayor Pro-Tem Wood mentioned that the choice of holding the fireworks on a day other than the 4th is often driven by cost savings, as fireworks tend to be cheaper on days other than the actual holiday. He acknowledged the financial considerations but notedt that holding the event on a different day could offer Councilman Scotte expressed a long-standing wish for the county's tourism department to collaborate with thet town to organize a majore event, suggesting thata a unifiede effort could achieve morei impact thans smaller, budget-constrained initiatives. He noted that while existing events like fireworks are popular, there might be opportunities toe explore unique ori innovative approaches, such as using drones for future displays. Town Manager Michael Scott introduced the latest proposed map for the social district created by the DSDC, noting that it had been significantly scaled back from previous versions, with most parking lots removed. He sought feedback from the Council on whether the current geographic boundaries seemed Councilman Barbour raised concerns about whether all businesses within the proposed district had been surveyed and whether there was data on their support or opposition. He suggested that the timing might be premature, given that the new executive director, Heidi Gilmond, had just started and needed time to settle into her role. Her recommended postponing any decisions ont the social district until she had ac chance Councilman Stevens respectfully statedt that Councilman Barbour was not going tol be inf favor oft the social Town! Manager Michael Scott clarified that thei intention of presenting the map was nott to delve into detailed discussions or survey data but to get initial feedback from the Council on the proposed geographic boundaries oft the social district. He also sought the Council's input on potential operating hours and days for the district, emphasizing that any schedule decided upony would need tob be clear and simple enough to be displayed on signage throughout the area. He asked for general guidance on the Council's thoughts, including whether they even supported the idea of a social district at all, to avoid wasting time ifit wasn't Councilman Stevens strongly supported the social district as a tool to attract investment and revitalize downtown Smithfield. He emphasized the importance ofp providing investors with resources to bring int tax dollars andi improve the area's appeal. While he agreed on the need for guidelines, he urgedt the councilt to establishi thet framework now, seeingi itas al long-terms strategy to generate interest and change perceptions  maintained that the decision should primarily bet the DSDC's.  process.  historical buildings, ensuring it aligns with the community's values.  procedures, ast the downtown boardi isi fully aware oft the Council's stance.  5. DSDC Events  town and the DSDC.  future, while still supporting the DSDC's involvement. maximize: attendance and community benefit.  throughout the day, rathert than focusing on a single location.  unique benefits by giving people alternative options for celebrations.  6. Potential Social District  appropriate before discussing further details like timing.  tor review and provide guidance. district ina any manner ity was proposed.  something the council wanted top pursue.  of downtown.    6686  Mike O'Dowd echoed Councilman Stevens' thoughts, acknowledging that while a social district might not benefit his business immediately, it could attract more foot traffic and new businesses in the future. He noted that Smithfield's current' nine toi five" atmosphere limits activity, and while the district wouldn't have ani immediate impact, itholds long-term potential. Hej pointed outt that other towns in. Johnston County have successfully implemented similar districts, suggesting that Smithfield could follow established models when Councilman Dunn raised concerns aboutt the practicality ofi including certaina areas int the social district, such as streets with primarily non-retail businesses like banks and offices. He suggested starting with a more focused area: and expandingl lateri ift the district proveed successful, emphasizing the importance of careful Katie Smith mentioned that the inclusion of boutiques in the social district could be beneficial, allowing Mayor Pro-Tem Wood expressed concerns about including the library and certain other areas int the social district, questioning the practicality and effectiveness of such a layout. He supported thei idea of the social district but felt that some proposed areas, like crossing Market Street, would be difficult to manage and Councilman Dunn shared similar reservations about including areas like the library in the social district, citing the challenges of crossing major streets safely. He suggested that the district could start small and Councilman Stevens proposed adopting as simple schedule for the social district, similar to Clayton's hours, and supported starting with a condensed version oft the district, with the possibility of expanding later ifit Mike O'Dowd discussed the current limitations of downtown Smithfield, noting that with most businesses closed at 5 PM, as social district might not have ani immediate impact. However, he emphasized that in the longt term, itcould help attractr new businesses andi transform downtown! into ar more vibrant area. Hej pointed out that changing dynamics, such as the absence oft the jail and shifts int traffic patterns, have altered the customer base. He acknowledged that while the social district wouldn't change day-to-day business immediately, it was ai tool that could benefit future development by making downtown more appealing to Town Manager Michael Scotts shared that one oft the most successful paste events was the wine walk, which allowed people to visit different businesses while enjoying a wine tasting. This event demonstrated the potential benefits ofa allowing alcoholi inac controlled: setting downtown, suggesting that a social district could Brittany Lucas highlighted the lack ofr nightlife and evening activity in downtown Smithfield, noting that the Townb becomes deserted after 5F PM, with businesses closing early even on Saturdays. She expressed that having as social district coulde encourage businesses to stay open later, creating a more vibrant atmosphere similar tor neighboring towns where families enjoyt the evening out, dining, and shopping. Councilman Scott expressed concerns aboutt the proposed social district, believing it to be too large and suggesting the Town should focus on getting its current affairs in order before implementing something new. He raised liability concerns for the Town and questioned the impact on areas frequented by less fortunate residents. He also mentioned that enforcing boundaries, particularly with crossing major roads, could be problematic. He questioned whether the Town was ready for this initiative, pointing out thatt there wasr noo clear planf for who would administer the program andt thatt therev were otherp priorities the Town should Brittany Lucas countered that as a smaller town, Smithfield could use this opportunity to start small and learn fromi the process, potentially benefiting more from the experience than larger towns like Clayton. Mayor Pro-Tem Wood supported thei idea ofs starting with a very condensed version oft the social district as atrial to see how it worked. He agreed with the need for careful planning and suggested that testing a smaller model would help the Town learn and adjust as needed, rather than jumping into a full-scale implementation. Hee emphasized thei importance ofmoving forwardi thoughtfully, ast thet topich had! been under Mayor Pro-Tem Wood further emphasized the importance of deciding whether orr not to proceed with the social district, highlighting that the DSDC (Downtown Smithfield Development Corporation) should benefit businesses. He acknowledged the need for further discussion but stressed that the Council must start Bill. Johnson agreed, stating that while! he had his preferences for his business, he did not want toi impose those on others. He emphasized that the Town needs to make a clear decision on whether toi implement Katie Smith askedi ifthe Council was generally ont thei fence about thes social district and questioned whether they should pause discussions fora a few months or continue and present ittot the board next month. Councilman Dunn expressed that he was not opposed tot the social district and believed it could benefit downtown businesses overt time, thoughi itr might take six months toa a year to see the impact. He suggested acautious approach, possibly reducing the size oft the district ands starting with restricted! hours.  ready.  planning to avoid unnecessary expenses onr marketing and signage. people tos shop while enjoying the social atmosphere.  enforce.  expand ifs successful, rathert than overextending fromi the outset.  proves successful.  potential investors.  similarly enhance business engagement and attractr more restaurants tot the area.  address first.  discussion for several months without resolution.  making decisions to avoid unfairly leaving business owners inl limbo.  the social district and, ifso, howi itwillp proceed.    6687  Mayor Pro-Tem Wood agreed with starting small, proposing a limited area and specific days as a test to see how the district performs. He supported the idea of using the district to cover most Town events to simplify the permitting process and suggested that they could expand or adjust the district based on its Bill. Johnson addressed the issue ofs social media conduct, pointing out that while businesses should avoid negative posts, Councilmembers: should also refrain from making posts that undermine the Town's efforts. Councilman Scott acknowledged the importance of maintaining professionalism and clarified that he personally avoids engaging in social media conflicts. He recognized the validity of Johnson's point, given Town Manager Michael Scott proposed establishing regular meetings between the Council and DSDC, suggesting at least one annual meeting to review progress, discuss successes, and maintain open Mayor Pro-Tem Wood supported the idea of meeting every six months, starting with this frequency to ensure alignment between the boards. He also suggested extending this practice to other committees and Katie Smith revisited thei idea of making the DSDC director as shared employee between the town and the board, a concept discussed over the past few years. She suggested that this arrangement could help manage salary costs, potentialy allowingf fort thel hiringo of an assistant while covering! benefits likei insurance Councilman Barbour made ar motion, seconded by Councilman Dunn, to adjourn the meeting. The meeting  success.  Other Items for Discussion  He emphasized thei importance ofs showing collaboration between the boards.  that he raisedt thet topic earlier. communication.  boardst toi improve overall communication and collaboration within the Town.  and retirement. Smith proposed that this topic be reconsidered fori future discussions.  Adjourn  adjourned ata approximately 8:21 pm.  M.A Andy Moore, Mayor  OFSAPE  ATTEST:  oGbi SymED  Shannan L. Parrish, Town Clerk  CRL