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HomeMy WebLinkAbout10-07-03Minutes of the regular Town Council meeting held October 7, 2003 at 7:00 p.m. in the Council Chambers of the Municipal Building. There were present: Charles W. Stewart, Jr., Mayor Council Members: Jeffrey S. Worrell, Kenneth M. Fleenor, E. G. Black, Jr., . Pauline G. Mitchell, John T. Bolen, Bettye H. Steger Absent/Excused: James M. Neblett, Jr. Staff: John J. Hawley, Town Manager Randolph D. Eley, Jr., Town Attorney Sherry Boyd, Finance Director Nikki Shank, Asst. Finance Director John White, Economic Development Director Dave Quesenberry, Asst. to the Town Manager Gary Roche, Police Chief Patricia Cruise, Clerk of Council Others: Jeff Stoots Brooks Stoots Melissa Stoots Reece Virginia Stoots A. L. Stoots, Jr. Ellen McCoy Shelby A. Fisher Gary Heinline Debbie Palmer Betty Quesenberry Virginia C. MacNeal George Jefferson Glenna Jefferson Mickey Seagle Oscar Seagle Dr. Randy Vaughn Hilda M Vaughn Patricia V. Hales Bill Warden Mayor Stewart called the meeting to order at 7:00 p. m. Councilman Fleenor led the Pledge of Allegiance and Councilwoman Steger gave the Invocation. Following roll call, Councilman Fleenor moved to excuse Councilman Neblett for his absence from the meeting due to an illness in his family, seconded by Councilman Bolen and carried on voice vote. Mayor Stewart added item 5a to the agenda, a Certification Resolution for the Closed Session held prior to the Council meeting under Va. Code 2.2-3711 (A-1), personnel. Councilman Black moved to adopt the Certification Resolution for the Closed Session held prior to the Council meeting under Va. Code 2.2-3711 (A-1), personnel, seconded by Councilwoman Steger and carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye The first item on the agenda was a Public Hearing regarding the sale of the Edmonds Building. Mr. Hawley advised that staff advertised a Request for Proposals for the use of the Edmonds Building earlier in the summer. A response was received from “For His Glory Enterprises, Inc.” to purchase the building to locate a contracting and property management office in one section, possibly a sandwich shop in another section and renovations of another section for leased office space. The negotiated selling price was $25,000, which is the same amount that the Town originally paid for the property. He reminded Council that because this is the disposition of public property, that it required a 75% majority vote of Council. Mayor Stewart opened the Public Hearing at 7:06 p.m. There being no comments from the public, the Hearing was closed. The next item on the agenda was the presentation of Resolution 2003-17, honoring Mrs. Betty Sadler. Mayor Stewart read the Resolution aloud and asked for a motion to adopt the Resolution. Councilwoman Steger moved to adopt Resolution 2003-17, honoring Mrs. Betty Sadler for her service on the Architectural Review Board. Her motion was , seconded by Councilman Black and carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye Mayor Stewart then read Resolution 2003-18 aloud, honoring Mrs. Virginia Kelly MacNeal. Councilwoman Steger moved to adopt Resolution 2003-18, honoring Mrs. Virginia Kelly MacNeal for her service on the Architectural Review Board. Her motion was seconded by Councilman Black and passed on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye Mayor Stewart presented Mrs. MacNeal’s Resolution to her. Mrs. Sadler was not in attendance. Next, Gary Heinline, Director of Programs, for New River Valley Senior Services was scheduled to speak to Council about a public transportation proposal. Mr. Heinline advised that after hearing complaints about the small number of available cabs in the area, he had done some research into public transportation and consultedconsulted with Darrel Feasel, the Public Transportation Engineer for Small, Urban, and Rural Area Transportation. His conclusion was and determined that Pulaski should be able to support a transit system. He learned that money was available to help with the project. Along with staff and Mayor Stewart, Mr. Heinline traveled to Farmville and toured their facility, spoke with some of the personnel and met with the Mayor and Town Manager of Farmville. Mr. Heinline advised that the projected figures cost of operating a transit system based on 8 vehicles, with 14 bus stops in Pulaski and arrived at was approximately $510,000. The fFederal and state grants would pick up 95% of that amount, which would leave the Town responsible for the 5% match of $25,500. He then plugged in a Using a hypothetical fee of 75 cents per trip, and $1.50 per round trip and 100 trips a day, and Mr. Heinline estimated that came up with $19,500 in bus faaire would be generated that can could be used applied toward the matching moneyfunds. He stated that there was a possibility of selling area businesses advertising on the buses, which would further decrease the amount that the Town would need to come up with. He felt that it was feasible that with some careful management, the Town could end up not having to come up with any cash for the project. He advised that the grant application would have to be turned in filed by February 2, 2004 and that he was available to assist in completinge the grant application. He asked Council to think about the project and to get back with him. Councilman Bolen moved to refer discussion of a public transportation system to the Finance Committee. for further discussion, seconded by Councilwoman Steger seconded the motion which and carried on voice vote. The next item on the agenda was the Public Comment period. Shelby Fisher addressed Council expressing her appreciation for the article in the paper explaining the efforts that the Town had been making to bring new businesses to the Town. She expressed her hope that the Town would place articles in the paper at least on a monthly basis, updating the citizens on its progress. The Mayor then moved on to the Consent Agenda. Councilman Fleenor moved to adopt the Consent Agenda consisting of the September 2, 2003 Town Council minutes. The motion was, seconded by Councilman Bolen and carried on voice vote. The next item on the agenda was Committee reports. Finance Committee Chairman Worrell reported that the Committee met on two occasions and noted that the Committee: Received a check from Pulaski Baseball for the year’s ticket and signage assessment. Heard a request from Bob Lynch, representative of GCS, for $50,000 in grant funds from both the Town and the County; and additional funds in the form of a loan to defer start-up costs for a prospective call center and listened to staff recommendations. The Committee recommended that Council approve the staff recommendation that if GCS locates in the Advanced Health Care building, in addition to the local incentives associated with the Virginia Enterprise Zone, the Town offer $312.50 to GCS for every new job they create up to 150 positions. The company would have up to three years to complete the hiring cycle. The total incentive, if realized, would amount to $46,875.00 to be taken from UDAG funds. Councilwoman Steger moved to adopt the recommendation from the Finance Committee to Council and direct the Town Attorney to prepare an Ordinance regarding the recommended incentives for GCS. Her motion was, seconded by Councilman Fleenor and carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye Chairman Worrell continued with his report that the Committee: Learned that the Town Manager applied for a $15,000 planning grant to continue the Community Improvement Grant project for the downtown. The grant would be used for continued planning for the Community Development Block Grant. Additionally, they were advised that the contract with K. W. Poore and Associates, Inc. would have to be amended. The Finance Committee recommended that Council accept the $15,000 planning grant and amend the contract with K. W. Poore and Associates, Inc. Councilman Bolen moved to accept the recommendation from the Finance Committee to to accept the $15,000 planning grant and amend the contract with K. W. Poore and Associates, Inc. His motion was , seconded by Councilman Black and carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye Chairman Worrell continued that the Committee also heard a proposal from the Finance Department to not fill a vacant position in the department and raise the salaries in the Finance Department using the funds originally intended for the vacant position. The Finance Committee recommendeds that Council approve the proposal. Councilman Black moved to accept the proposal from the Finance Department to not fill a vacant position in the department and raise the salaries in the Finance Department using the funds originally intended for the vacant position. His motion was, seconded by Councilwoman Steger and carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - No John T. Bolen - No E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - No Mayor Charles W. Stewart, Jr. – Aye Chairman Worrell continued that the Committee also discussed moving a part time position in the Street Department to a full time position and recommended that Council approve the move. Councilman Bolen moved to accept the Finance Committee’s recommendation to move a part time position in the Street Department to a full time position. The motion was, seconded by Councilman Fleenor and carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye Chairman Worrell continued that the Finance Committee also reviewed a request for the Town to split the cost of a sewer line extension in the Dora Highway area and recommended. Following discussion, the Committee recommended that Council approve the request for a sewer line extension in the Dora Highway area. Councilman Black moved to adopt the recommendation from the Finance Committee to approve the request for a sewer line extension in the Dora Highway area, , seconded by Councilman Bolen and carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye And lastly, Chairman Worrell advised that the Committee recommended that Council approve a $3500 expenditure from the 2002 General Obligation Bond under Capital Improvements, to resurface the tennis courts at the 6th Street park. Councilwoman Mitchell moved to accept the recommendation from the Finance Committee to approve a $3500 expenditure from the 2002 General Obligation Bond under Capital Improvements, to resurface the tennis courts at the 6th Street park. Her motion was, seconded by Councilman Black and carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Abstain John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye In Chairman Neblett’s absence, Councilman Fleenor gave the Public Operations Committee report. He advised that the Committee reconsidered the closing of the Chestnut Street alley as requested by Council and recommended unanimously that the alley remain open. Councilman Fleenor continued that the Town Manager informed the Committee that potential improvements suggested by some of the Council members, to Northwood Drive, from Route 11 to the intersection with Hillcrest Street, would require extensive survey and design work as well as more right of way and slope easements. Additionally, that cost of the improvements might exceed available funds and might also require rescheduling of other projects in the Town. The Committee voted unanimously for staff to gather more information and return its findings to the Committee. Councilman Fleenor advised that a complaint had been received by H. W. Huff, III regarding setbacks under the new zoning ordinance. The Committee was informed that the Planning Commission was looking into sections of the zoning ordinance dealing with the setbacks. Councilman Fleenor continued that the Committee was informed that the bridge for the New River Trail was completed and that paving operations were to begin the week of October 20, 2003. Additionally, they learned that the title searches for the McCready property were nearly completed and a draft lease for Xaloy was being examined by the Town Attorney. Councilman Fleenor advised that the Committee learned that the Public Works Department wished to continue snow removal on the Route 11 north sidewalk. If the work exceeded expectations, then a bid for snow removal services could be requested for the next year. And finally, Councilman Fleenor advised that staff was trying to complete arrangements with local authorities for inmate labor to clean up Peak Creek and Route 11 sometime this fall. Next, Ordinance Committee Chairman Black announced an Ordinance Committee meeting to be held the following day for the whole Council to attend, regarding a request for a “boom box” ordinance. Mayor Stewart gave a Planning Commission report advising that the Commission received a report from the Chairman of the Board of Zoning Appeals on the increase in the number of variances applied for under the current zoning ordinance. The Board Planning Commission has scheduled a work session on the matter for October 14th.. Additionally, the Mayor advised that the Commission will would address a request from U. S. Cellular for a special exception to erect a cellular tower at the site of the Ridge Avenue water tank at the October meeting. And finally, the Mayor advised of a petition from landowners on Pepper’s Ferry Road for an amendment to the R-1 District to permit the keeping of horses or ponies. Since this would require an amendment to the zoning ordinance, a referral from Town Council to the Planning Commission would be needed. Councilman Black moved to refer a petition from landowners on Pepper’s Ferry Road for an amendment to the R-1 District to permit the keeping of horses or ponies to the Planning Commission. His motion was, seconded by Councilwoman Steger and carried on voice vote. Next, Human Resources Committee Chairwoman Steger advised that Committee met and discovered that the amount of money budgeted is was not sufficient to fund the RFQ for a both a revised Classification Plan and a new Personnel Policies and Procedures Manual for the Town. The Town can could only afford to update the Human Resource Manual at this time. The Town Manager was directed to schedule an interview with Springsted and then notify each of the other respondents that the Town would only be pursuing the Human Resource Manual at this time and set up interviews with those still interested. Chairwoman Steger continued that the Human Resource Committee recommendeds to Council the following appointments to committees: Architectural Review Board Robert Henderson J. R. Brewer Housing Board of Adjustments and Appeals Henry Cook Industrial Development Authority Joe Weddle Economic Development Board Gary Fox Bill Warden Joel Burchett, Jr. David Allen Wayne Seagle Suzanne Bowen, Alternate Councilman Black moved to adopt the Human Resource Committee’s recommendation for regarding appointments to committeesthe aforementioned committees., The motion was seconded by Councilwoman Mitchell and carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye Chairwoman Steger advised that the Committee also discussed the employees Christmas holiday for 2003 and recommended that this year only, the employees be allowed to work half a day on Christmas Eeve and take December 25 and 26 as a holiday. . Councilman Fleenor moved to adopt the Human Resource Committee recommendation to allow the employees to work half a day on Christmas Eeve and take December 25 and 26 as a holiday, this year only., seconded by Councilman Black seconded the motion which and carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye Chairwoman Steger continued that the Committee reviewed a suggestion from the Employee Committee regarding additional vacation time based on longevity with the Town. The Committee recommended that Council approve 14 hours vacation per month for 25 plus years service. Following discussion, Councilman Fleenor moved to refer the subject back to Human Resource Committee for reconsideration and correction. The motion, seconded by Councilman Black, and carried on the following recorded vote: Jeffrey S. Worrell - No Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye Chairwoman Steger added that the Committee also reviewed a suggestion from the Employee Committee to add Martin Luther King to Town holidays and recommended approval of this suggestion. Councilwoman Mitchell moved to adopt the recommendation from the Human Resource Committee to add Martin Luther King Jr. Day as a Town holiday., seconded by Councilman Black seconded the motion and which carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - No Mayor Stewart and the Town Attorney discussed the method of adopting a motion referred from Committee for a Council vote. The Town Attorney was asked to research Roberts Rules of Order and return with a decision at the next meeting. Next Safety Committee Chairman Fleenor advised that Committee met and heard a report from the Police Chief and the Fire Chief, with no action taken. He then asked Police Chief Roche to come forward and make a presentation. Chief Roche awarded a commendation to Sergeant M. R. Hudson for the successful resolution of a First Degree murder jury trial. In the Mayor’s report, Mayor Stewart advised that he attended a telecom summit sponsored by the New River Valley Competitiveness Center and received information regarding developing broad band internet connection. Next, Town Attorney Eley gave a projects report including a summary of the cases that are pending, assistance in personnel matters, work on contracts, and work on the agreement for Mr. Seagle and Mr. Brockmeyer. Town Manager Hawley gave a projects update including the planned removal and replacement of trees on Main Street and in the downtown area; a successful Count Pulaski festival; the hosting of a reception for volunteers; attendance at a Jamestown festival meeting; and closing on the McCready property. Additionally, he announced that the Town is sponsoring a blood drive and he challenged the County and the School Board to have the County employees match the Town employees’ donation for the blood drive. Under Old Business, was the cell tower lease. He asked Council to review the lease and forward any comments to the Town Manager. Regarding the cell tower lease under Old Business, Mr. Hawley asked Council to review the lease and forward their comments to him. Councilwoman Steger moved to authorize staff to proceed with the preparation of an ordinance for the cell tower lease and approve the form of the lease included in the packet., The motion was seconded by Councilman Black and carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye The next item on the agenda was the Xaloy lease. Mayor Stewart advised that a correction needs needed to be made to item 3, to read that the Town will pay to the Landowner a one time payment of $1996. Mr. Hawley explained that Xaloy had asked for a payment for the lease equivalent to the tax rate, with the term of the lease being 99 years. The value of the taxes for the 99 year term of the lease and the size of the property would be $1996. Councilman Bolen moved to proceed with a draft copy of the Xaloy lease as corrected in paragraph 3 and preparation of an ordinance., His motion was seconded by Councilwoman Steger and carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye The next item on the agenda was Ordinance 2003-19, regarding sale of “Edmonds Property”. Councilman Fleenor moved to adopt Ordinance 2003-19, regarding sale of “Edmonds Property”., seconded by Councilman Black seconded the motion which and carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye Town Manager Hawley advised that he needed to add to the agenda, a contract modification for the Wiley and Wilson contract for the expansion of the Raymond Ratcliffe Museum/Fine Arts Center. There being no objections, from Council, the item was added. Mr. Hawley advised that the Public Operations Committee reviewed with the Museum Committee appointed by Council, the options for expanding the Museum and recommended that we proceed proceeding with a free standing building of about 14,000 square feet to house the expanded Museum and the Fine Arts Center. A new set of plans will would have to be drawn for VDOT’s approval and a modification of the Wiley and Wilson contract approved by Council. He requested that Council approve the contract modification of $52,000 to develop the new set of plans on the new free standing building. He advised that the money is available in current money already received from the state Commonwealth of Virginia. . It will take no No local funds, nor any of the Enhancement Construction funds would be required.. Councilman Fleenor moved to refer the issue back to the Public Operations Committee,, seconded by Councilman Bolen seconded by Councilman Bolen andand carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye The first item under New Business was an alley closing request for 7th St. NE/Walnut Avenue. Councilman Black’s moved motion, to refer the alley closing request for 7th St. NE/Walnut Avenue to the Public Operations Committee, was seconded by Councilman Fleenor and carried on voice vote. The next item was directional signs. Mr. Hawley advised that the idea had come about at a rained out baseball game, when a guest asked for directions to a restaurant. Staff realized that this problem occurred often and decided to research the cost of installing restaurant directional signs in the Town. Documents were received from the Town of Wytheville, who has restaurant directional signs and the idea was presented to the Public Operations Committee. The Committee recommendation was for staff to research the degree of interest by the restaurants in the Town. The restaurants reaction has was been positive, and leading staff recommends to recommend that Council adopt the program and approve staff implementation of the program. Councilman Fleenor moved moved to approve staff implementation of the sign program, was, seconded by Councilman Black and carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye The next item on the agenda was Resolution 2003-16, appointing the boards of the Greater Pulaski Alliance and Friends of the Pulaski Theater as the Festival Committee for Halloween. Councilman Black moved to adopt Resolution 2003-16. The motion was, seconded by Councilman Fleenor and carried on the following recorded vote: Jeffrey S. Worrell - Aye Bettye H. Steger - Aye Kenneth M. Fleenor - Aye John T. Bolen - Aye E. G. Black, Jr., - Aye James M. Neblett, Jr. - Absent Pauline G. Mitchell - Aye At 8:30 p.m., there being no further business, Councilwoman Steger’s moved motion to adjourn was, seconded by Councilman Bolen and carried on voice vote.