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Record of Proceedings

City Council Agenda Briefing - August 31, 2026

City Council & Planning Commission — Monday, August 31, 2026
BodyWilmington, North Carolina
SessionCity Council & Planning Commission
DateMonday, August 31, 2026
StatusFILED
Video Record
0:00 / 7:46

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0:02

Call the meeting to order.

0:03

I'm going to do a roll call at this time.

0:05

Mayor Pro Tem, are you here?

0:08

Yes, sir.

0:09

I know Councilman Joyner is in court.

0:12

So he's an excused absence.

0:13

Councilmember Andrews.

0:15

Here.

0:16

Councilmember Lau.

0:17

Here.

0:18

Kind of lonely down here, but here.

0:20

Councilmember Santa Guido.

0:22

Here.

0:22

Councilmember Clinton Quintana.

0:25

I am here.

0:26

Okay.

0:27

And the chair is here.

0:28

Everybody's here and accounted for.

0:30

We have two presentations tomorrow evening.

0:33

Consent agenda.

0:34

The C1 is a resolution authorizing a one-year extension of a janitorial services contract in the amount of up to two 427,802 with CSI International Inc.

0:49

for the Skyline Center at 115 North Third Street.

0:54

Mr.

0:54

Mayor.

0:54

Yes, ma'am.

0:55

I had a question about that one.

0:56

Yes, ma'am.

0:57

And I realize that they're bringing this back.

1:02

But since this is the second and final extension, uh just I want to I was curious as to when staff is going to begin procurement for the FY28 janitorial services.

1:12

And will the next contract be competitively solicited?

1:16

It it will be an RFP.

1:18

Um and it would be probably about six months from now.

1:21

If yeah, we'll we'll start that process.

1:24

Thank you.

1:25

C2 is a resolution conditionally releasing a drainage easement off of Garrus Road.

1:32

C three is a resolution authorizing city manager to renew a one-year agreement with Smartsheet Incorporated for 105,840 with the option of a two additional years and a total amount not to exceed 333,660.

1:50

And Mr.

1:50

Mayor.

1:51

Yes, Mayor had a question about that one too.

1:53

Um do we know how many employees and departments are actively using this software?

1:58

And um do we periodically review utilization to make sure that we're paying for the appropriate number of licenses?

2:07

I'm gonna defer to Jen Clift on that one.

2:13

Can you hear me?

2:14

Okay.

2:14

Uh currently we have up to 200 licenses.

2:18

We have about 170 active users.

2:21

When I say active users, those are people who can edit, create solutions in there.

2:26

Um we use it for various things like IT ticketing.

2:30

Um I'm gonna speak from my department, each department can use it for other things.

2:34

HR does, finance.

2:36

I will say this year we are assessing it because we're getting a little frustrated with some of the um the ways that the company is moving.

2:45

So we are looking at that right now, and we will be looking at some options throughout the next year.

2:50

So that's why it was two additional possible years.

2:53

But right now, to not move forward with what we have would cause some be disruptive.

2:59

Thanks, yes.

3:00

Um, and is there do we have any other software subscriptions that are duplicating any of these functions right now?

3:06

I wouldn't say duplicating.

3:08

We are gonna be looking at uh Microsoft like items that could replicate what we are doing in Smartsheets.

3:15

All right, thank you.

3:16

Okay, thank you.

Discussion Breakdown — Share of Meeting
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Summary of Proceedings

City Council Agenda Briefing - August 31, 2026

The Wilmington City Council held an Agenda Briefing meeting on Monday, August 31, 2026, at 8:30 a.m. in City Hall Council Chambers to review items on the regular agenda for the September 1, 2026 Council Meeting. Councilmember David Joyner was absent due to work; Mayor Saffo presided. The meeting lasted approximately 9 minutes. Key discussions centered on three consent agenda items and a procedural question.

Discussion Items

  • C1: Janitorial Services Contract Extension (up to $427,802) – Councilmember Salette Andrews asked when procurement for FY28 janitorial services would begin and whether the next contract would be competitively solicited. City Manager Becky Hawke responded that an RFP process would start in about six months.
  • C3: Smartsheet Agreement Renewal (up to $105,840, with two additional years not to exceed $333,660) – Councilmember Andrews inquired about the number of active users and departments using the software, and whether utilization is periodically reviewed. Interim IT Director Jen Clift reported approximately 200 licenses with 170 active users (those who can edit/create solutions). She stated that the city is assessing the software this year due to frustration with the company's direction, and will look at alternatives such as Microsoft products that might replicate Smartsheet functions.
  • C7: Aerial Easement with CMT Real Property, LLC on River Road – Councilmember Andrews asked whether final engineered aerial drawings had been received. Plan Review Engineer Rob Gordon clarified that the drawings are included on pages 2-3 of Exhibit A. Andrews also asked what material would be transported via the conveyor and who establishes and verifies the required vertical clearance over River Road. Gordon did not know the material but said the applicant would be present at the regular meeting. He confirmed the agreement requires permanent clearance, with the railroad as the limiting factor, and noted that Duke Power has a conflicting power line that must be raised, requiring coordination.
  • Closed Session Inquiry – Councilmember Andrews asked whether a closed session was expected at the regular meeting the next evening. City Attorney Meredith Everhart replied that none was planned.

Consent Calendar

The consent agenda included additional items (C2, C4, C5, C6, C8, O1, O2, R1, R2) which were listed but not discussed in detail.

Key Outcomes

  • No votes were taken during the agenda briefing.
  • Staff directions were clarified on the janitorial contract RFP timeline (six months) and the Smartsheet assessment.
  • Further information on the C7 conveyor material was to be provided to Council before the regular meeting.

Meeting Transcript

Call the meeting to order. I'm going to do a roll call at this time. Mayor Pro Tem, are you here? Yes, sir. I know Councilman Joyner is in court. So he's an excused absence. Councilmember Andrews. Here. Councilmember Lau. Here. Kind of lonely down here, but here. Councilmember Santa Guido. Here. Councilmember Clinton Quintana. I am here. Okay. And the chair is here. Everybody's here and accounted for. We have two presentations tomorrow evening. Consent agenda. The C1 is a resolution authorizing a one-year extension of a janitorial services contract in the amount of up to two 427,802 with CSI International Inc. for the Skyline Center at 115 North Third Street. Mr. Mayor. Yes, ma'am. I had a question about that one. Yes, ma'am. And I realize that they're bringing this back. But since this is the second and final extension, uh just I want to I was curious as to when staff is going to begin procurement for the FY28 janitorial services. And will the next contract be competitively solicited? It it will be an RFP. Um and it would be probably about six months from now. If yeah, we'll we'll start that process. Thank you. C2 is a resolution conditionally releasing a drainage easement off of Garrus Road. C three is a resolution authorizing city manager to renew a one-year agreement with Smartsheet Incorporated for 105,840 with the option of a two additional years and a total amount not to exceed 333,660. And Mr. Mayor. Yes, Mayor had a question about that one too. Um do we know how many employees and departments are actively using this software? And um do we periodically review utilization to make sure that we're paying for the appropriate number of licenses? I'm gonna defer to Jen Clift on that one. Can you hear me? Okay. Uh currently we have up to 200 licenses. We have about 170 active users. When I say active users, those are people who can edit, create solutions in there. Um we use it for various things like IT ticketing. Um I'm gonna speak from my department, each department can use it for other things. HR does, finance.

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