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HomeMy WebLinkAbout09-07-939312 September 7, 1993 Minutes of the regular meeting of the Pulaski Town Council held September 7, 1993, at 4:00 p.m. in the Council Chambers in the Municipal Building. There were present: Mayor Gary C. Hancock, presiding Council Members: J. R. Schrader, Jr., Roy H. D'Ardenne, Andrew L. Graham, E. G. Black, Jr., Alma H. Holston, Robert N. Glenn Also Present: Frank Terwilliger, Town Attorney Thomas M. Combiths, Town Manager Robert J. Lyons, Asst. Town Manager Ruth A. Harrell, Clerk Visitors: Dee Lindsey and Paul Dellinger, News Hedia Mildred Bolen Christi Williams Anita Taylor Trina Rupe William Lane Mr. and Mrs. Archie Boothe, Jr. Mr. and Mrs. Maynard Sutphin Henderson Randolph Alvin Smith Sonny Gibson Valencia Johnson Ronald G. Vaughan The meeting was called to order by Mayor Hancock. Mayor Hancock led the Pledge of Allegiance and gave the Invocation. Following the roll call, Councilwoman Holston so moved that the minutes of the regular meeting of August 17, 1993, and the minutes of the public hearing held August 23, 1993, be approved as submitted, seconded by Councilman Black and carried. NRV PLAN. Mayor Hancock presented Councilman J. R. Schrader with a DIST. Certificate of Appreciation by the New River Valley Planning District CON~1. Commission. Certificate stated the Commission hereby recognizes the contribution made by Mr. Schrader while serving as a member of the Commission representing the Town of Pulaski. Mayor Hancock expressed Town Council's appreciation to Mr. Schrader for his time and effort put in attending these many meetings and representing the Town on the New River Valley Planning District Commission. Mr. Schrader stated the Town could probably make sore use of the Planning Commission as the State will be funding the road program Sept. 7, 1993 9313 through the Commission and~Mr-.'Combiths has been named to a committee for that purpose. FINANCE Mayor Hancock read a news release supplied to the Town by the Government Finance Officers Association which stated the Town of Pulaski has been awarded a Certificate of Achievement for Excellence in Financial Reporting. An award of Financial Achievement was presented to Mildred E. Bolen, Finance Director, as the individual designated as primarily responsible for preparing the award-winning CAFR. PUBLIC HEARING LLEY Mayor Hancock stated that next on the agenda was a public hearing to consider a request by Archie Boothe to close an undeveloped portion of 3rd Street, S:E. between Madison Avenue and Floyd Ave. Mr. Lyons reported that in 1973 the Town Council denied an identical request when one adjacent property owner objected to the closing. Mr. Boothe had informed staff that he had spoken to the current adjacent property owners and they did not object to the closing. Further, the Town's departments did not object to the closing. Letters were received from Lonnie P. Kemp and Anne W. Mabry stating they had no objections to this closing and one telephone call received (302 Floyd) pertaining to a concern in that a turn-around in bad weather was questioned. From the public, Messrs. Boothe, Sutphin and Lane stated they were in favor of closing the alley Mr. Terwilliger advised that on the plat that was shown, there appears to be an alley crossing the street to be closed. Ordinance No. 93-24 that was before Town Council should be amended to leave that portion of the alley open. l1 Councilman D'Ardenne so moved that reading of Ordinance 93-24, as amended, Closing a Section of Third Street, S. E. Between South Madison Avenue and Floyd Avenue be waived, seconded by Councilman J. R. Schrader, and carried. Councilwoman Holston made a motion that Ordinance No. 93-24, as amended, be adopted, seconded by Councilman Glenn and carried on the following recorded vote: ORDINANCE 93-24 ADOPTED Charle s D. Crispin - Absent Andrew L. Graham - Aye J. R. Schrader, Jr. - Aye E. G. Black, Jr. - Aye Roy H. D'Ardenne, Jr. Aye Alma H. Holston - Aye W. H. Schrader, Jr. - Absent Robert N. Glenn - Aye ALLEY In hearing from the public, William Lane, 139 16th Street, N.W., addressed Council with the request that an alley be opened up at 139 16th Street so he could get into the rear of his property. Chairwoman Holston reported that'the Public Operations Committee had discussed this request to improve a portion of an east-west alley between 15th Street and 16th Street, south of 143 and 139 16th St. Mr. Lyons stated that Mable Reed and William Lane had submitted a request to 9314 September 7, 1993 open a 150 foot section of the alley between 15th 3t. and 16th 3t. so that they would have access to the rear of their property. Mr. Lyons reported that several comments were made by the department heads after their review of this request. Concerns were: the alley is only 10 feet wide and it is not possible to construct a turnaround; a walnut tree blocks a portion of the alley; and on street parking is allowed on 16th Street. Mr. Lyons also reported that the estimated cost to improve the alley is $1,015. The Director of Public Works and the Town Engineer are currently preparing a priority list of alley improvements. Public Operations viewed this requested closing an had requested that the Town Engineer look at the entire length of the alley to see if there were any structures encroaching on the alley's entire length. To the best of his knowledge there are no structures encroaching on the alley. Mr. Lyons advised that this alley improvement does not seem to be high on the Town's priority list and we had reservations about spending money to improve it. Therefore, one alternative would be to close the alley and perhaps property owners could work out an agreement where they could access the rear of their property, doing this themselves as opposed to having to wait for the Town to do this improvement. Mr. Lane stated this alley will be opened one way or the other. He is going to have a contractor come in and do it at the Town's expense. Mayor Hancock questioned how many people live along the alley. Mr. Lane reported that one person had a driveway, but that he did not. He has to get in his basement, as he cannot carry down the steps. Public Operations Chairwoman Holston reported that the committee did visit this site and they felt the alley could not be opened due to the walnut tree, etc. Mr. Lyons stated that staff is trying to prepare a priority list for Council as we do get a number of requests to improve alleys. Because our street funds are stressed right now, we need to look hard at the prioritized list for our alley improvements. As this alley will not carry a significant amount of traffic, it i not an alley that will need to be improved in the very near future and that is why the Public Operations Committee discussed the alternative of closing the alley and then letting the property owners access the rear of their property by themselves. Mr. Lyons reported_,.that it is hoped the priority alley listing will be ready very shortly and this will be referred back to committee. Mr. Lane will be notified when the committee meets on this matter. Mr. Lane stated that all he wanted to do was put his "stuff" back in the basement. The people beside him would not let him use theirs (driveway). Mayor Hancock advised Mr. Lane that Town Council would not make a decision on this matter tonight.,. We are trying to make decisions about several other alleys and see how much money we have. We will let Mr. Lane know when the camm~ittee will be: discussing this matter. WATER SYSTEM IMPROVEMENTS 8/19/93 Y ONE 1993/94 Mashburn Ave. connection to Peppers Ferry Rd. $15,000 Repair and/or modify 4 pump stations $36,000 Computer/autocadd model of water system $18,000 Trench box $1,600 $70,600 YEAR TWO 1994/95 Approved disposal site for alum sludge $5,000 Clean sludge pond $30,000 Fourth St. SE - Washington to Pierce $43,150 Pearce Place $15,000 Peppers Ferry Rd. - Twin Oaks to Beth Scott $30,000 Peakland Sub d. -Newbern Rd. $40,000 Relocate raw water intake/permanent air jets $12,000 Service Truck - 4 WD $19,000 Leak detector $4,000 Repair and/or modify 3 pump stations $21,000 Madison Ave Pump station replacement $50,000 $269,150 YEAR THREfi 1995/96 Rte. 611 Bob White Blvd. $121,050 Vehicle $10,000 Gatewood Dam Repairs $150,000 Paint 2 water tanks: $30,000 ..~ $311,050 YEAR FOUR 1996/97 RTE.11 Tank to Pleasant Hill $139,025 Vehicle $10,000 Hogan's Dam improvements $400,000 $549,025 YEAR FIVE 1997/98 Franklin Ave. - Fourth to Main St. $15,450 First St. NE - Duncan to Washington $41,700 Stuart/Elm St. - Graham to Jackson $34,000 Tie ins 2B,2C,2D, & 2E Water study $24,000 $115,150 TOTAL FIVE YEARS $1,314,975 Notes: Does not include raw water pump station repairs which are under study. Demands on system may require additional storage. September 7, 1993 9315 ALLEY, cont. Mr. Lane again stated he was going to get a contractor to come in and the Town will have to pay for it. He cannot sell the house without a right-of-way into the back of it. Mr. Terwilliger emphasized that the Town is not agreeing to pay for any private contractor. Mr. Lane said "he was paying taxes and they ought to be able to put him one down through there". "All they have to do is just cut it through down there". He said "I'm going to get a contractor and the Town's going to have to pay it". As there were no further comments from the public, Mayor Hancock called for Council Committee Reports. PUBLIC & PERSONNEL RELATIONS NRVPDC Chairman J. R. Schrader advised that the Personnel Committee met APPT.August 27 and entered Executive Session to discuss a personnel matter relating to the Green Thumb program. Chairman Schrader stated they also discussed several appointments to the Beautification Committee, Transportation Planning Committee, Board of Zoning Appeals and the New River Trail/Train Station Committee. The Personnel Committee recommended, and Chairman Schrader so moved, that Robert J. Lyons be appointed to the New River Valley RPO Technical Committee and so carried. J STATEMENT OF The Personnel Committee recommended, BELIEFS moved, seconded by Councilman D'Ardenne, be adopted. It was suggested that it be and posted throughout all Town blrildings, Chambers, conference room and Municipal building carried on the following recorded vote: and Chairman Schrader so that the "Statement of Beliefs" distributed to all employees, including the Council lobby. Motion then Charles D. Crispin - Absent Andrew L. Graham - Aye J. R. Schrader, Jr. - Aye E. G. Black, Jr. - Aye Roy H. D'Ardenne - Aye Alma H. Holston - Aye W. H. Schrader, Jr. - Absent Robert N. Glenn - Aye Councilman D'Ardenne suggested that the Administrative Staff review this document with each of their employees and make sure that they understand it. FINANCE COMMITTEE UDAG GUID.In Chairman W. H. 3chrader's absence, Mayor Hancock reported that LINESthe Finance Committee had met August 26, September 1 and September 3. The primary thrust of the meetings was to discuss the draft guidelines for our UDAG funds, and hopefully in the near future we will have the guidelines ready to bring before Town Council for an official vote. The committee also discussed the retaining of a financial advisor to see whether or not we could refinance the Town's bonds at a lower interest rate and therefore save the Town money over the remaining payment period. Mr. Combiths stated that staff had sent out proposals to firms and those proposals are due back to us on September 17th. UTILITIES COMMITTEE 9316 September 7, 1993 WATER Chairman Graham reported that the Utilities Committee met August 20, 1993, and recommended that the attached five year water improvements plan be adopted with the understanding that some changes may occur in the future. Chairman Graham reported that the plan includes a capital improvements program for FY 1993-94 that will be part of a September budget amendment that will also include interim rate recommendations from Ernst & Young, however, this project may be subject to some changes. In this fiscal year, metering is not included and this weeken we have had trouble with one of our storage tanks on Case Knife Road. Staff is to review these tanks. Chairman Graham reported that the plan lists projects for FY 1994- 95 through FY 1997-98. This project list is also subject to change. The list of project costs will be forwarded to Ernst & Young so that it is part of the five-year. rate recommendations. Ernst & Young and the Town staff will provide recommendations on the best financing method for the projects. The financing methods will include the annual operating and capital outlay budgets and long-term financing. The listing included in the packet includes the cost as based on contract cost, and not doing them in-house. The Town has the equipment to do the projects, however, we do not have the personnel. Chairman Graham reported that staff .,will also provide Ernst & young the costs of a meter replacement program to eliminate defective meters immediately and to prov~.de sufficient funds each year for continual replacement. As a result, Ernst & Young's five-year rate recommendations will include meter costs and a replacement program. The staff also reviewed Council Memorandum No. 93-57 which provided information on the Tow's water production. Between February, 1993 and July, 1993, the water plant`s production averaged 69.04 percent of capacity. Chairman Graham stated that since the water plant's expansion, the maximum production was 2.95 MGD (73.85} in July 1993. The Town has never reached the 80 percent production level (3.2 MGD) in any one month. The Health Department requires that a waterworks operator to begin planning for expansion if production reaches the 80 percent level for any consecutive three month period. The Utilities Committee recommended, and Chairman Graham so moved that the five year water improvements plan be adopted and included in the minutes of this meeting, and so carried. Chairman Graham stated in addition to a problem with storage tank on Case Knife, Mr. Combiths is having all the tanks reviewed. The maintenance needs to be done although they are included in the second year. We may have to readjust this year's projects to include some water tanks. PUBLIC OPERATIONS COMMITTEE Sept. 7, 1993 9317 Chairwoman Holston advised that the Public Operations Committee had met September 1 and August 25. The committee will again review the request to improve a portion of an east-west alley between 15th & 16th Street, however, it is only 10 ft. wide and it is not possible to put a turn around in and she did not feel there was much that could be done, however, they would review it again. PEAK CREEK Chairwoman Holston reported that at the September 1 meeting, staff gave an update on the Peak Creek cleaning permit requirements. Staff reviewed the Director of Public Works August 6 memorandum that provided a four phase plan to clean peak Creek. Mr. Lyons reported that Phase I would involve identifying the property owners, forming a neighborhood committee to get them involved in the project, obtaining construction easements, and identifying the 50 year flood elevation. Phase II would involve removing weeds and trees to the 50 year flood elevation, hiring a temporary employee, renting a tractor with a boom bushhog, and begin brush removal. Phase II would remove trash from creek channel; and then Phase IV would identify cost to widen the creek. This project could cost a significant amount of money. Mr. Lyons reported that they also reviewed permits that might be required to put a vehicle in the creek and the bottom line seems to be that anytime you put a motorized vehicle in Peak Creek, or navigable waterway, it does require a permit from the the Department of Environmental Quality. They were here to visit us on Friday to take a look at the project, and they basically indicated to the Town Engineer that it would be the Town's decision as to whether or not we wanted to cut trees and/or brush from the banks. However, they were going to prepare a letter to the Town outlining the negative environmental impacts. Chairwoman Holston stated that when letter is received, the Public Operations Committee will meet again. ORDINANCE COMMITTEE Chairman Glenn had no report. MAYOR'S REPORT Mayor Hancock had no report. TOWN ATTORNEY'S RE.POR.T Mr. Terwilliger requested an executive session for the purpose of 1) a personnel matter invo-lying a specific individual; 2~ a legal matter involving water agreement with the County; and 3) an economic development matter involving an industry which has not made a public announcement. TOWN MANAGER'S REPORT Mr. Combiths gave Council a brief update on the things that staff is doing: Public Works is currently preparing site for the concrete 9318 Sept. 7, 1993 PROJECTS UPDATE pouring at the Train Station; continuing. to work on the water meter change out program starting with the largest meters; replumbing on the 4 B sewer station and the water meter audit has recently been completed. The Engineering Department is finishing up an Operations Maintenance manual for the Critzer pump station; sewer capacity from the County. The Parks and Recreation Department are into their fall sports program. They .have about 350 children signed up for football, soccer, and cheerleading. The Concerts in the Park series will continue Friday evening and they continue the programs at the Senior Center. The Police Department is in the final 3rd phase of new weapon training and are currently filling two vacancies. The Fire Department has finished their interior/exterior painting project and are gearing up for the fire preventation programs that begins the first week in October. The Finance Department is in the middle of the comprehensive annual audit, selling decals and also assisting the Town Manager's office with the water study. The Main Street program includes a golf event fundraiser, successful results have been received from advertising, and continued interest is shown in real estate on Main Street. Councilman Graham asked that the Town Engineer be requested to make a report on the sewer line on Peppers Ferry Road and bring Council up to date as he felt the Town would be taking over the line. Mr. Lyons reported that the property owner did build this line to the Town's specifications. Mr. Combiths reported that staff attended the last Merchant's committee meeting and short time parking spaces on Main Street was brought up for discussion with the merchants. The Merchants committee will discuss this at their next regular meeting, Tuesday, September 14. . Mayor Hancock suggested this matter be brought up again at the next Council meeting. Mr. Gibson will be advised of next committee meeting. Councilman Graham stated that in executive session, he would like to ask a legal question concerning water. Councilwoman Holston advised that Council should congratulate Mr. Lyons on being appointed to an ICMA committee. Councilman D'Ardenne made a motion that Council qo into executive session on A1, A5 and~A7.under 2.1-344, seconded by Councilman Black and carried on the following recorded votes Charles D. Crispin - Absent Andrew L. Graham - Aye J. R. Schrader, Jr. - Aye E. G. Black, Jr. - Aye Roy H. D'Ardenne - Aye Alma H. Holston - Aye W. H. Schrader, Jr.-, ~- Absent Robert N. Glenn - Aye Sept. 7, 1993 9319 At 4:40 p.m. Council went into Executive Session. At 5s07 p.m. Council returned to regular session and waived reading of the Certification resolution on motion made by Councilman J. R. Schrader, seconded by Councilwoman Holston and carried. Councilman D'Ardenne made a motion that Certification Resolution be adopted, seconded by Councilman Glenn and carried on the following recorded votes Charles D. Crispin J. R. Schrader, Jr. Roy H. D'Ardenne W. H. Schrader, Jr. Absent Andrew L. Graham - Aye Aye E. G. Black, Jr. - Aye Aye Alma H. Holston - Aye Absent Robert N. Glenn - Aye Gary C. Hancock - Aye NRV AIRPORT Councilman Glenn reported that New River Valley Airport had received a grant in the amount of $700,000 for a new terminal building. At 5:09 p.m. Councilman Black made a motion that Council adjourn, seconded by Councilman D'Ardenne and carried. APPROVED: ~ v ` ~~l~~C~' Mayor ATTEST: ~~e ~ Clerk of Council ^