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COUNCIL MINUTES
SPECIAL WORKSHOP MEETING
February 17, 2015
A special workshop meeting of the City Council of the City of Jacksonville was held
Tuesday, February 17, 2015 beginning at 5:00 PM in Meeting Rooms A and B of Jacksonville
City Hall. Present were: Mayor Sammy Phillips presiding; Mayor Pro-Tem Michael Lazzara and
Council Members: Jerry Bittner, Randy Thomas, Bob Warden, Angelia Washington and Jerome
Willingham. Also present were: Richard Woodruff, City Manager; Ronald Massey, Deputy City
Manager; Gayle Maides, Finance Director; Glenn Hargett, Assistant Manager for
Communications and Community Affairs; Wally Hansen, Public Services Director; Susan
Baptist, Director of Recreation Services; Michael Liquori, Director of Park Facilities; Carmen
Miracle, City Clerk; and John Carter, City Attorney.
*A video recording of the Council Meeting is presently available for review on the City’s
website.
CALL TO ORDER
Mayor Sammy Phillips called the meeting to order at 5:01 PM.
ADOPTION OF AGENDA
A motion was made by Councilman Thomas, seconded by Councilman Warden, and
unanimously approved to adopt the agenda as presented.
COMMERCIAL GARBAGE PROGRAM UPDATE
Using the PowerPoint presentation attached to the original minutes as Exhibit “A,”
Richard Woodruff, City Manager stated that he and City Attorney, John Carter met with Waste
Management to discuss the comments they made at the February 3 City Council meeting. They
also had communications with Waste Industries. Both vendors gave the City bids for
commercial service a year ago. In addition to these actions, the franchise ordinance was being
reviewed for possible changes by Mr. Carter. There have been meetings with the drivers as it
was important to keep them informed as well as focused. The bid documents were being
reviewed for alternate language. This would be discussed with Council to get their guidance on
the language and alternatives. Kerry Terrell, Sanitation Superintendent prepared a route analysis
looking at every customer to see if they were getting the level of service they actually needed.

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From that analysis, Sanitation was starting to move away from the heavy Monday – Friday
schedules to Monday-Thursday and Tuesday-Friday schedules. Mr. Terrell also spoke with his
staff about what route changes they felt were needed or what problems they were having that
may be slowing the down the service. Tire analysis was being done to find out if there was a
different composite tire that could be used to get more mileage.
Mr. Woodruff stated last week Council was provided with a potential list of current
commercial customers to form a User Group. This was not an ad-hoc committee for Council to
appoint, but he would like Council to approve this group as a managerial ad-hoc committee. The
purpose was to give guidance on the bid documents, service information, and any other input
they may have. The committee would consist of a cross-section of about 20 local customers. No
one had been contacted yet, but if Council was comfortable with the committee, staff would
begin the process.
Mayor Phillips stated he was comfortable with the names that were recommended. He
felt they would give accurate input. The majority of Council said they were comfortable with the
ad-hoc committee.
Mr. Carter stated that the City could award the contract to Waste Management now
because it was a service contract and could be negotiated with one vendor or multiple vendors.
The City did not have to legally go out for bid, but the bidding process allowed Council to
compare apples to apples.
Mr. Woodruff stated that at the March 3, 2015 meeting Council would be looking at
whether to stay with an exclusive franchise or go with a nonexclusive franchise. There would
also be discussion on whether to turn commercial service over to the free market letting the
market determine the rates and service. A meeting was scheduled for February 24 with Waste
Management and Waste Industries to walk through last year’s bid documents paragraph by
paragraph asking them what paragraphs in the document resulted in their final bid. This meeting
would get their input to help determine the proposed language in the bid documents. The
detailed points would be discussed with Council on March 3. Both companies were willing to
discuss possible employment of our drivers and purchase of our equipment. In all cases, staff
needed to know by the end of March whether to go out to bid or not. Mr. Woodruff
recommended that Council go out to bid. Once the bids were received it could be determined

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which company to use or whether to stay in the business. Both Waste Management and Waste
Industries said that it would take 90 days from the time the contract was signed to be in business.
Mr. Carter stated that on March 4, 2014 after two workshops, Council adopted a very
comprehensive Ordinance that set forth an exclusive contract for the City of Jacksonville. If
Council decided to go with a private hauler either under an exclusive or non-exclusive contract,
modifications would have to be done to the Ordinance. Additionally, to make the vendor’s
contract exclusive or non-exclusive, an additional franchise ordinance would need to be adopted.
Councilman Bittner asked who did the billing for the open market in Wilmington,
Greenville, and Raleigh. Mr. Woodruff stated that each company who provided the service did
their own billing.
Mayor Phillips asked if those cities moved from providing their own service to the free
market. Mr. Woodruff said that the City of Wilmington had been using private vendors for a
long time, but he didn’t know about the other two cities.
Mr. Carter stated there was an eight page paper from the School of Government where he
highlighted areas for Council to pay special attention to. There was also a letter that the manager
would be emailing to Council in reference to billing issues. He asked that Council let them know
of any questions or concerns they had after reading the documents.
Mayor Phillips asked if Council could be given the pros and cons of each of the
alternatives and whether the City should be in the business at all even with the billing. Mr.
Woodruff stated that information would be available on March 3 when staff shared the questions
and bid documents.
Councilman Warden asked if the City went the open market route, would it then be more
difficult to take the process back. Mr. Carter stated it might be more difficult politically, but
legally the City was empowered to do that. After due notice, the City would either have to give
the vendor 18 months to close up or pay compensation.
Councilman Warden stated that he would like to know if the User Group would favor a
free market or prefer to be in a franchise arrangement.
Mayor Pro-Tem Lazzara asked who would pick up the trash if the customer didn’t pay
his bill and the trash continued to pile up. Mr. Woodruff said it would become a code
enforcement issue and would require a 30 day remedy period. He has been told that this wasn’t a
frequent problem.

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Discussion followed on possible options.
Councilman Willingham asked what the schedule was for the ad-hoc committee. Mr.
Woodruff stated that nothing had been done yet because Council didn’t approve going forward
until tonight. Staff would be scheduling tomorrow and gathering the data within the next two to
three weeks. It may be through joint meetings or limited questionnaires.
Councilman Willingham asked if questionnaires could be sent to all of the businesses.
Mr. Terrell stated that there were 860 businesses and many of those businesses received their
bills at corporate offices or at brokerages that brokered the service who wouldn’t know about the
local service.
Councilman Bittner asked if the deadline was self imposed based on budget
considerations. Mr. Woodruff stated that if the service was going to be turned over to a vendor
on July 1, they had to have 90 days to get everything in place. Any date could be done as long as
the financial consequences to the City were known.
Discussion followed on the ad-hoc committee and gathering data from those serviced.
Mayor Phillips stated that he has had several local business people call him asking that
the service not be given back to the private vendors.
Councilman Willingham stated he would rather the research be more scientific than
anecdotal, but what was being done was fine.
CAPITAL IMPROVEMENT PROGRAM
Using Exhibit “A,” Deanna Young, Capital Projects Administrator reviewed the projects
that were currently in progress in the Capital Improvement Plan (CIP) and the new projects for
FY16. The FY16 Sidewalk Installation and Street Rehabilitation projects were funded with
Powell Bill funding. The sidewalk installation budget had been $180,000, but over the last
several years efforts were concentrated on infill development which was very successful.
Because of that, the overall sidewalk project budget was reduced by $80,000 and re-appropriated
to the street rehabilitation project. In the past, the street rehabilitation project identified street
segments which a cost was appropriated to and the project estimate varied year to year.
Beginning this year, an overall project budget of $830,000 was developed with the hope that
when prior street rehabilitation projects were completed if any funding remained it would roll
into the current FY16 budget allowing greater flexibility in identifying more segments than were
initially identified.

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Mr. Woodruff stated that the CIP would only have a monetary value and not actually list
the streets to allow for flexibility. If bids came in higher or lower, the list could be adjusted and
would be provided to Council prior to awarding the bid.
In regard to the Solids Dewatering Bed project, Ms. Young stated that the sludge and
grease removed from the lift stations were dried at a Hunter’s Creek ONWASA site. The State
identified that option as no longer being available, so staff would like to consider constructing a
drying dewatering facility at the Land Treatment Site (LTS). The drying bed reduced the water
content in the sludge and grease resulting in a lower hauling and disposal cost. The exact
location at the LTS had not yet been determined and staff was also evaluating alternative options
to offset operational costs such as partnering with others.
Ms. Young stated that the Emergency Water Interconnection was a joint project in
connection with the Marine Corp Base. This project had been looked at between the City,
ONWASA and the Base back in 2008. Last May the Base contacted the City to see if we were
interested in this partnership again. It was proposed to be designed by the Marine Corp Base, but
details were still being worked out. Funding would be in part by the Base.
Blue Creek School Road Water Improvements Phase I, another new project, would
extend a water line near Yopp Road to Blue Creek School Road. The funding for this project in
FY16 would be for preliminary engineering.
Councilman Bittner asked what the purpose of the project was. Mr. Woodruff said it was
two-fold - one to expand the City limits in that direction because the property was currently not
in the City and to set up the potential for a light industrial park which was being looked into by
the property owners.
Ms. Young stated the proposed Commerce Road Extension had been discussed at length
in other agencies. The extension construction would run parallel to Marine Boulevard. Staff
was working with the developer for installation of a signal on Piney Green Road along with
construction of a portion of the road with the hope that as development occurred, future
developers would continue the road. The project in the CIP for FY16 would look at a feasibility
study for the construction of a portion of the road four or five years out in partnership with
NCDOT under the Strategic Transportation Investment Program.
Councilman Thomas asked if the houses on Country Club in line with Commerce would
have to be purchased. Mr. Woodruff stated that in order to make the connection, at least one of

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the homes if not more would have to be purchased. In looking at the strategic plan that the MPO
put together, one of their goals was to redevelop the intersection of Piney Green Road and
Highway 17, but it would not benefit the City. A subsequent study showed a series of parallel
roads that could relieve some of the Highway 17 traffic, one being the extension of Commerce.
Ms. Young reviewed projects added to the CIP in future years. Mr. Woodruff stated that
one of the three splash pads would move forward into the FY16 budget and there may be some
Community Development Block Grant funding available to offset a portion of the cost provided
that the splash pad was built in a target area.
Mayor Pro-Tem Lazzara said he did not see the potential replacement for the cemetery
fence in the CIP. Mr. Carter stated that the fence was going to be installed and paid for by the
Kovick estate and there had to be accountability with the Clerk of the Superior Courts office that
the money was spent the way Mrs. Kovick wanted it to be spent. The best way to proceed was
not to include the project in the City’s CIP. As an update, Mr. Woodruff said they thought the
house was sold, but unfortunately it did not work out. The committee working on the fence,
which included the executor of the estate, identified the quality of the material for the fence and
was beginning to look at installation with final design.
Councilman Bittner asked about the detention ponds downtown and the primary purpose
for them. Mr. Woodruff reported that the larger detention facilities were eliminated as no credit
would be received for them, but they were moving forward with the two ponds in the Sturgeon
City project. The purpose was for water quality, not quantity. One of the detention ponds at
Sturgeon City would also assist with some of the drainage. Mr. Massey stated the reduced
number of ponds were in the FY15 CIP.
RECESS/RECONVENE
Mayor Phillips recessed the meeting at 5:56 PM for a short break. Mayor Phillips
reconvened the meeting at 6:09 PM.
BEIRUT MEMORIAL GROVE
Glenn Hargett, Assistant City Manager provided a brief history relative to the memorial
trees and the Beirut Memorial Grove. As a result of the autumn flowering cherry trees that were
planted in the new grove not developing, a meeting was held between the State and City.
Studies were conducted on the problems and issues, and it was decided that the City would
handle the rebuilding.

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Michael Liquori, Director of Parks stated staff read the report and what stuck out most
was that the soils were in bad shape. They took their own samples to make sure the report was
correct and found the soil’s pH to be 8.8. The autumn cherry prefers a soil pH of 6.5. This
would create a challenge if it was decided to move forward with the same tree. Mr. Liquori said
he attended a Green and Grow show in January with horticulturist Jason Smith and Mike
Worthington, owner of Worthington Farms in Greenville approached them about the Grove.
They had a conversation with him and Dr. Barber Fehr from NC State about the best way to
move forward, and it was agreed that another tree might be best to get the results we were
looking for. The Chinese Pistache had great foliage throughout the year with the color changing
to oranges and reds in the fall. It wouldn’t be showing full color at the time of the Beirut
Memorial observance, but would have significant fall color. There would still have to be
treatments to the soil for the grass, but the tree itself was very hardy and could survive in that
soil.
Mr. Hargett stated that the presentation seen by Council tonight was given by Mr.
Worthington in front of a joint meeting of the Environmental and Appearance Advisory
Committee and the Beirut Memorial Advisory Board. A motion was made by each of the boards
that they unanimously adopted in favor of the Chinese Pistache and for advancing the City’s
plan. This was now being brought forward to Council to proceed with the advancement of the
Beirut Memorial Grove.
Mr. Woodruff stated that NCDOT had funded the project to this point and agreed to put a
reasonable amount of additional money into the project, but not to the extent of the work that
needed to be done to replant the cherry trees. The site had an irrigation system and sod had been
laid. If Council decided to stay with the cherry tree, a lot of new fill material would need to be
brought in to build up or blend with the current soil in hope of bringing the pH down to 6.0. This
would mean the irrigation system and sod would be lost. After negotiations, NCDOT agreed to
stay with the project and replace the trees with whatever the City picked, but only this one time.
An Interlocal agreement was being worked out where NCDOT will give the City $175,000. The
City asked not to send it back out to bid since the City would be responsible in the future. We
wanted to be involved in the planting so we were sure the trees were installed to our standards.
The goal tonight was to get Council’s concurrence in changing the tree based on the
recommendation from the advisory groups. Once that was accomplished, Michael Liquori and

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Jason Smith would go to Tennessee where a grower had been identified that had the quantity of
trees needed. The trees were container grown and would be hand selected by staff.
Councilman Bittner asked about the growth rate of the tree. Mr. Hargett said it could be
30 feet, but the grower didn’t think it would get that tall in our area. Mr. Liquori stated that it
was a slow growing tree which would give it a good foundation, but would take a little time to
grow once planted. At five to seven years, the tree would give a real wow factor.
Councilwoman Washington asked about the longevity of the tree. Mr. Liquori felt it
would be around 30 years.
Mr. Woodruff stated there would probably still be a mortality rate of 10 to20% as with
any large planting, therefore DOT agreed to authorize the purchase of 300 trees. The additional
trees would be planted offsite to act as replacements if needed.
Councilman Thomas asked how long it would take. Mr. Liquori said the goal was to
have the trees planted by late summer.
ADJOURNMENT
A motion was made by Mayor Pro-Tem Lazzara, seconded by Councilman Thomas, and
unanimously adopted to adjourn the meeting at 6:27 PM.
Adopted by the Jacksonville City Council in regular session this 3rd day of March, 2015.
______________________________
Sammy Phillips, Mayor
ATTEST:
______________________________
Carmen K. Miracle, City Clerk

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Jacksonville City Council
Agenda
1. Commercial Garbage Program Update
2. Capital Improvement Program
3. Beirut Memorial Grove
Special Workshop Meeting
February 17, 2015
Slide #21
Actions To Date
City Manager’s Office & City Attorney
1. Waste Management Communication
Commercial Garbage
2. Waste Industries Communication
Program Update
3. Franchise Review
4. Driver Meeting
5. Bid Documents
Slide #24
Actions To Date
City Attorney
Staff
1. Route Analysis Question: Answer:
2. Rate Changes Can City Award Yes
Contract to Waste
3. Bid Documents
Management Now?
4. Driver Input
5. Tire Research
6. User Group
Slide #25 Slide #26

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Securing a Private Vendor Market Service
Service Contract • City Does Not Have to be Involved
• Bid –Wilmington
• Negotiate –Greenville
–Raleigh
• City Ordinance requires service
Decision
• Vendor by Free Market
Exclusive or Nonexclusive?
Slide #27 Slide #28
Vendors Vendors
Waste Management Waste Industries
• February 11, 2015 • Will Negotiate new • February 12, 2015
• Will bid or contract –Not 2014 bid • Will bid
• Negotiate • Employees • Employees
• Proposal vs Bids • Equipment Purchase • Equipment
• Proposal and bids
Slide #29 Slide #30
Bid Documents Next Steps
• Key Points – March 3, 2015 1. Complete Bid Documents
• Documents with Alternatives 2. Franchise Ordinance Review
–Service Approach 3. Additional Research
–Billing and Collections 4. User Group Input
–Other
5. Council Updates
Slide #31 Slide #32

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Capital Improvement Plan
(CIP)
• 5 year window:
Proposed FY16-20
–Current FY = Capital Expense
Capital Improvement Plan –Future FY = Planning
• Shows cost or expenditure estimates
Deanna Young
• Identifies probable sources of financing
Capital Projects Administrator
• Evaluates, prioritizes and schedules projects
Slide #35
Capital Improvement Plan
Projects in Progress
Comparison
Departments FY2014 FY2015 FY2016 Project Name Prior Year FY16 Cost ProjectCost
Community Programs 1 1 1 Sturgeon City Civic & $506,000 $2,070,500 $4,837,000
Environmental Center
ITS 0 1 1
Inflow & Infiltration (I&I)
Fire 5 6 4 FY15-16 $65,000 $515,000 $580,000
Police 1 1 0
ParkwoodRegional Lift
$971,000 $2,516,000 $19,445,000
Public Services 51 47 43 Station and ForceMain
Recreation & Parks 21 15 14 Western Trunk Sewer $285,800 $235,800 $7,806,000
Phase I
Transportation 2 6 8
Total Projects: 81 77 71
Slide #37
Projects in Progress New FY16 Projects
Project Name Prior Year FY16 Cost ProjectCost Project Name FY16 Cost ProjectCost
Park Lane & Stratford FY16 Sidewalk Installation $100,000 $100,000
$87,000 $1,177,000 $1,481,000
Water and Sewer
FY16 Street Rehabilitation $830,000 $830,000
NC24 Lejeune Trail &
$838,000 $1,189,899 $2,027,899
Greenway SolidsDewatering Bed at LTS $152,000 $152,000
Emergency Water System
JacksonvilleLanding $1,746,207 $53,648 $2,060,700 $142,500 $142,500
Interconnection –MCBCL
Slide #38 Slide #39
Slide #38 Slide #39

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Street Rehabilitation Street Segments
• Determine type of rehabilitation ConverseDr Plaza Dr
• Increased budget by $80K HeiressWynd West Ct
East Ct SpargoSt
• Identified 13 segments for repair
Kerr St Quality Ln
• Construction to begin each Spring
Chatham Ct Sioux Ct
Pelletier Pl Sioux Dr
Covington St
Slide #40 Slide #41
Emergency
Solids Dewatering Bed at LTS Water
Interconnection
• Reduce water content from removed sludge
• Interconnection
• Disposal cost much lower between both systems
• Existing bed undersized for demand • Designby MCBCL
• Constructionin
• Hunter’s Creek drying beds not available
FY2016
• Evaluating options to offset operational costs • Fundedin part by
MCBCL
Slide #42 Slide #43
New FY16 Projects
Project Name FY16 Cost ProjectCost
Blue Creek School Road Water
$140,000 $857,000
Improvements Phase I
Rehabilitate Black Creek Wells $88,000 $88,000
Commerce Road Extension $60,000 $2,060,000
Blue Creek
School Rd
Slide #44 Water Improvement
Slide #44 Slide #45

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Projects Added to CIP
Project Name Year
Park Splash Pads 2017
Downtown Rails to Trail Greenway 2017
Northeast Creek Park Restrooms & Shelter-East 2017
New BridgeSt -Water & Sewer Replacement 2018
FY18 Water Line Replacement 2018
Northeast Creek Park Restrooms & Shelter-West 2018
NortheastCreek Bulkhead & Boardwalk
2018
Replacement
Slide #46 Slide #47
Projects Added to CIP
Next Steps
Project Name Year
• Additional Council Workshops as needed
New River Waterfront Boardwalk Replacement 2018
• Verify Funding & Project Management Capacity
ZiplinePark 2018
• Prepare Final 2016 CIP
Northeast CreekPlayground 2019
• Draft Annual Budget to Council –April
Water Supply Wells 2019
• Budget Public Hearing –May
Sandy & Lakewood Dr-Water Line Replacement 2019
• Annual Budget Approval –by June 30, 2015
TexieLane & MaypatchRd Extension 2020
RichardRay All-America Park –Walks & Shelters 2020
Slide #49
Slide #48 Slide #49