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HomeMy WebLinkAbout08-21-07Minutes of the Council Work Session held August 21, 2007 at 5:00 p.m. in the Council meeting room. There were present: Charles L. Wade, Mayor Council: Jeffrey S. Worrell, Dan Talbert, Jr., Lane R. Penn, Joel B. Burchett, Jr., David L. Clark, Larry G. Clevinger, II Staff: John J. Hawley, Town Manager David Quesenberry, Asst. to the Town Manager Randolph D. Eley, Jr., Town Attorney Patricia Cruise, Clerk of Council John White, Economic Development Director Bill Pedigo, Town Engineer Sherry Boyd, Finance Director Gary Roche, Police Chief Bill Webb, Fire Chief Dave Hart, Parks and Facilities Director Suellen Palmer, Asst. to the Finance Director Barbara Tate, Community Relations Director Others: Jane Amburn Carol Wade Betty Montgomery Robert Montgomery Shawn Utt Clark Payne Sandy Payne Pam Austin Jennifer White Jena Hardy, Press Mayor Wade called the meeting to order at 5:00 p.m. Following roll call, Jennifer White gave a presentation on increasing tourism in Pulaski and proposed developing a formalized tourism plan to include the New River Valley. She suggested inviting Mr. Randy Rose, Tourism Development Specialist, Virginia Tourism Corporation and other local locality members to a meeting hosted by the Town. Mr. Rose would facilitate the meeting and draft the tourism plan for approval and implementation free of charge. She asked to be included in the Committee. Following discussion, the consensus of Council was that the Town should participate and would mail letters if Mrs. White provided the list. Councilman Worrell moved to adopt the minutes of the June 19, 2007 Council meeting, seconded by Councilman Talbert and carried on voice vote. Councilman Clark moved to adopt Ordinance 2007-25, Appointment of Members to the Industrial Development Authority and the Pulaski Redevelopment and Housing Authority. The motion was seconded by Councilman Clevinger and carried on the following recorded vote: Jeffrey S. Worrell - Aye Joel B. Burchett, Jr. - Aye Dan Talbert, Jr. - Aye David L. Clark - Aye Lane R. Penn - Aye Larry G. Clevinger, II - Aye Mayor Wade moved on to New River Trail Extension time line. Mr. Hawley provided an update as to the status of the Trail extension. John White and Bill Pedigo reviewed the time line showing key milestones and decision making points to come. Discussion ensued regarding how to market the Trail once it is complete. Additionally, whether the Town would turn the Trail over to the state park system when it is completed. Next, Mayor Wade introduced the Employee of the Month for August 2007, Suellen Palmer. He read a press release aloud and congratulated Ms. Palmer and presented her with an award. The Mayor noted that in addition to this honor, Suellen would receive an additional paid day off and be considered for the Employee of the Year Award in December. Regarding a bike friendly community, Dave Hart advised that in response to a complaint received regarding glass and debris on the Trail, an inspection had been made with no glass found. However, employees would inspect the trail at least once a week for glass and debris and report its condition to him. Mayor Wade commented that at one time there was discussion of running the street sweeper on the Trail. Was that feasible? Mr. Hart advised that the size and weight of the sweeper prohibited it being used on the Trail. Mr. Pedigo added that a mechanical broom could be attached to a tractor and used to sweep the Trail. Next, Mr. Pedigo advised that he spoke with Mr. Jencks, who had previously complained that traffic lights in Town did not change for bicycles. He discovered that most bicycles are no longer made of metal. The sensors that change the traffic lights are triggered by metal. He explained to Mr. Jencks that there was nothing that the Town could do to help him and that Mr. Jencks understood. Mayor Wade moved on to surveillance cameras. Mr. Hawley advised that an informational meeting was held with staff and a camera distributor. Staff explained what features they wanted the cameras to have and once the distributor decides which camera best suits the Town needs, he will come back with a demonstration. Chief Roche reiterated Mr. Hawley’s comments and would advise when a demonstration could be scheduled. The next item on the agenda was a report on Round the Mountain by Betty Montgomery. Mrs. Montgomery explained that Round the Mountain is a non profit organization of artisans. They wish to develop the reputation of Southwest Virginia as a nationally recognized craft region. She reviewed the plan with Council. Following discussion, Council decided to review the information included in the packet for discussion at the next Council Work Session. Mayor Wade moved on to Finance. The first item was Hunter lease modification. Mr. Hawley asked the Town Attorney to review the changes to the lease. Mr. Eley advised that the new lease waived rental payments from March 1, 2006 through January 1, 2008. The other terms of the lease remained in place. The consensus of Council was for staff to complete the contract. The next item on the agenda was strategic planning – 08/09 budget. Mr. Hawley advised that Council and staff would begin working on the next fiscal year budget soon. He asked Council to begin considering and prioritizing what they would like the Town to accomplish. The next item on the agenda was flooring for the Train Station. Mr. Hawley advised that a Purchase Order was issued on 6-29-07 for flooring to replace the worn carpet, with the hope that the museum would receive grant assistance from Home Depot. The grant assistance was not awarded. Since the materials for the flooring were not ordered by June 30, the reserved funds went back to the unappropriated fund balance. The floor still needed to be replaced and staff had set a goal to complete the work by September 8 for Pulaskifest. Staff requested that Council appropriate the money from the fund balance to pay for the flooring. Following extensive discussion during which Council discovered that Town staff planned to install the flooring, Council directed staff to pull the existing carpet up and order new flooring and have it installed by the contractor. The next item on the agenda was Safety. Mr. Hawley advised that staff participated in a table top emergency exercise for a flood and hurricane event in the Town and surrounding areas. Police Chief Roche and Fire Chief Webb gave an overview of the exercise and noted some major issues that would need to be addressed. The next item on the agenda was Take Home Car policy for the Police Department. Police Chief Roche explained that Council approved a Take Home Vehicle policy for sworn personnel who resided in Town limits. He asked to be given the authority to allow sworn officers to take a car home, regardless of the current location of their residences. Subsequently, staff would develop an approved area outside the Town limits that personnel would have to reside if they wished to continue to be assigned a take home vehicle. However, current employees would be grandfathered into this plan and be eligible to participate in the program immediately. Following discussion, staff was directed to draw up the area outside Town limits that personnel would have to reside if they wished to be assigned a take home vehicle and any rules that would apply. Council would review the information at the next Council meeting. The next item on the agenda was Utilities. Councilman Penn advised that Peppers Ferry cut into the force main and inspected it and determined that it was in good condition. The Authority now proposes to make repairs to the secondary digester instead. Mayor Wade moved on to Human Resources. Mr. Hawley advised that Dave Hart would provide an update regarding the status of the grant submitted by Beans and Rice. Mr. Hart advised that the grant had been submitted and staff was waiting to see if it was funded. Mr. Hawley suggested that even if the grant is not funded, that the Town look into developing some type of meeting between Council, the Mayor, staff and Pulaski Middle School students. Mayor Wade moved on to Legislative. Mr. Hawley asked the Town Attorney, Mr. Eley, to provide an update on the Comcast contract. Mr. Eley advised that a telephone conference had been held that morning with VML Attorney Mark Flynn where the draft Ordinance provided by Comcast was reviewed. Comcast had asserted by letter and verbally that they used the same document throughout their system for the contract and that they had never seen the model Ordinance. That is incorrect. They did not respond when sent the model Ordinance, but they did receive the Ordinance. It was hoped that they could all sit down and negotiate in the very near future. The next item on the agenda was Rental Inspection implementation. Mr. Hawley advised that it was hoped to begin rental inspections the following week pending notification from the rental property owners. Discussion ensued regarding which area to pinpoint next and opining that staff should finish one area before another area is pursued. Additionally, it was clarified that staff should not give out information regarding who makes complaints unless a formal Freedom of Information Act request is received. Mayor Wade moved on to Round Table discussion. Mr. Hawley advised that staff was trying to obtain a larger generator for Police Dispatch. Staff was to return to Council with information following further research. The funds are not included in the current budget. From the public, Clark Payne inquired whether the time line for the New River Trail extension was only for construction of the New River Trail? Staff replied the timeline was just for the construction of the Trail, which was being driven by when approval was received from VDOT to go to bid. Pam Austin inquired whether there was a way to screen Cycle Systems junk yard on First Street from view. Mayor Wade advised that Council needed to discuss ways to screen buildings and lots from view. Mr. Payne commented that approximately one year previously, Council had discussed creating some type of opaque shield for the building on Route 99 across from Thompson Tire. At that meeting, concern was expressed regarding what constituted shielding or screening. He inquired whether a definition had been obtained? Mr. Hawley advised that a collection of definitions had been obtained, but not reviewed. At 7:23 p.m., Councilman Penn moved to enter into Closed Session under Virginia Code 2.2-3711 (A-7), Consultation with legal counsel. The motion was seconded by Councilman Talbert and carried on the following recorded vote: Jeffrey S. Worrell - Aye Joel B. Burchett, Jr. - Aye Dan Talbert, Jr. - Aye David L. Clark - Aye Lane R. Penn - Aye Larry G. Clevinger, II - Aye Council returned from Closed Session and adopted the Certification Resolution on motion by Councilman Worrell, seconded by Councilman Talbert and carried on the following recorded vote: Jeffrey S. Worrell - Aye Joel B. Burchett, Jr. - Aye Dan Talbert, Jr. - Aye David L. Clark - Aye Lane R. Penn - Aye Larry G. Clevinger, II - Aye Council returned from Closed Session and adjourned on motion by Councilman Penn, seconded by Councilman Talbert and carried on voice vote.