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HomeMy WebLinkAbout05-16-06Minutes of the May 16, 2006 Council Work Session held at 5:00 p.m. in the Council Chambers of the Municipal Building. There were present: Lane R. Penn, Vice Mayor Council: Jeffrey S. Worrell, Dan Talbert, Jr., Bettye H. Steger, John T. Bolen, Joel B. Burchett, Jr. Absent: Mayor Charles L. Wade Staff: John Hawley, Town Manager Randolph D. Eley, Town Attorney Dave Quesenberry, Asst. to the Town Manager Dave Hart, Parks and Facilities Director Bill Pedigo, Town Engineer Bill Webb, Fire Chief Gary Roche, Police Chief Sherry Boyd, Finance Director John White, Economic Development Director Patricia Cruise, Clerk of Council Others: Betty Lou Kirkner Pam Kirkner Dave Clark Larry Clevinger, II Paul Dellinger, Press Jack Martin, Press Vice Mayor Penn opened the meeting at 5:00 p.m. Councilman Bolen moved to adopt the minutes of April 18 and 25, 2006, seconded by Councilman Talbert and carried on voice vote. The next item for discussion was the trees/brick paver bids on Main Street. Mr. Hawley advised that the bids had been received for the trees and brick pavers on West Main Street. They were approximately 2.7 times higher than expected. Staff is looking at the option of doing the work themselves or not installing trees at all and replacing areas with regular concrete sidewalks. Councilman Worrell reminded Council that when the original trees were placed on Main Street, they were purchased by citizens in memory of someone of their choice and appropriate plaques installed. He did not think those citizens would be pleased if the trees and plaques were not replaced. Following discussion, staff was directed to price materials for the pavers and for colored concrete, in preparation for staff to install the trees and concrete. Council acknowledged that it would probably take until fall to complete the job with the limited staff available. Vice Mayor Penn moved on to curb and gutter costs. Mr. Hawley reviewed a four year summary of curb and gutter installations that Council had requested. He advised that most of the installations were done to repair a drain problem and at no cost to the citizen. He advised that if Council wished to discuss changing the protocol, staff was available. Vice Mayor Penn moved on to Camp Hosts update. Mr. Hart advised that he had reviewed two sample Camp Hosts programs. He outlined the details of the two programs and advised that the program at Claytor Lake would be the closest fit to the Gatewood Park layout. Those hosts work twenty hours per week in exchange for a site and they can only sign up for thirty days at a time. Following discussion, staff was directed to work on expectations, time, and job duties and return with information to Council. The next item on the agenda was revised water bill format. Mr. Hawley advised that at the last meeting Council had indicated that they wanted a second notice sent out for delinquent water bills. Additionally they requested that a draft water bill format be composed and brought to Council. A draft revised water bill format had been included in the packet. A copy of the current second notice bill sent to customers was provided to Council at the meeting. He commented that he had not realized the amount of information included on the second notice. Following discussion, Council directed staff to leave the existing wording on the first bill and add language regarding service cut off unless full payment is received. They were also directed to delete the $.50 charge off of the first bill. Additionally, they were directed to send the current second notice. Vice Mayor Penn moved on to consultant proposal for Raymond F. Ratcliff Museum. Mr. Hawley advised that a proposal had been received from Mr. Robert M. Dills to act as consultant to the Raymond F. Ratcliff Museum for a two month period. Mr. Dills has retired as the director of the Virginia Museum of Transportation in Roanoke. His focus would be to formulate strategy for energizing the project, pursue VDOT involvement, identify additional funding sources, prepare some generic proposal information and identify design assistance for museum layout in the new space with cost estimates. The cost for these services would be $1,250 per month for a total of $2,500. Mr. Hawley confirmed for Councilwoman Steger that this work would be toward locating the Museum at the Maple Shade center. Part of the information that Mr. Dills would provide would be the approximate cost to set up the Museum at the Maple Shade and how much a curator would charge. Extensive discussion ensued regarding whether the Museum was actually moving to the Maple Shade or whether a free standing building was to be built for the Museum and that if they agreed to the contract, that they were definitively saying that the Museum was going to the Maple Shade. Mr. Hawley advised that he thought that the intent was to move the Museum to the Maple Shade, however, even if that move was not taken, the work and information that Mr. Dills gathered would be useful wherever the Museum was placed. The only portion that would not carry over was any information related to VDOT which was for the Maple Shade. Mr. White commented that the draft contract stated that Mr. Dills was a consultant to the Fine Arts Center. He suggested clarifying that Mr. Dills was a consultant to the Town. Councilman Talbert inquired about Judy Ison being the direct contact? Mr. Hawley advised that he and Judy kept in contact a lot and it would help him for Judy or Mrs. Kirkner to be the direct contact. Councilman Burchett commented that he would like to have a clear vision of where the Museum is going to be at. He added that perhaps that was to be one of Mr. Dills responsibilities. Mr. Hawley commented that he thought Council was committed to Wades (Maple Shade). Following discussion, Councilwoman Steger moved to direct staff to enter into a contract with Mr. Robert Dills, seconded by Councilman Talbert and carried on the following recorded vote: Jeffrey S. Worrell - Aye Lane R. Penn - Aye Dan Talbert, Jr. - Aye John T. Bolen - Aye Bettye H. Steger - Aye Joel B. Burchett, Jr. - No At 5:50 p.m., Vice Mayor Penn called for a five minute break before beginning the budget review. At 5:55 p.m., Council began the budget review. Ms. Boyd reviewed the Finance Department budget. After the budget review, Councilman Bolen moved to advertise any delinquent taxes totaling $1000 or more, seconded by Councilwoman Steger. The motion failed on the following recorded tie vote: Jeffrey S. Worrell - No Lane R. Penn - No Dan Talbert, Jr. - No John T. Bolen - Aye Bettye H. Steger - Aye Joel B. Burchett, Jr. - Aye There being no further business, the meeting adjourned at 6:30 p.m.