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HomeMy WebLinkAbout01-31-11Jerrrey rvm wic~ vi niC IVWII I.VVlllal IvICCllflg IICIU JUnVafy JI, LU I I ar i:w p.m. m me ~.ouncn ~namoers or me Municipal Building at 42 First Street, NW. There were present: Mayor Jeffrey S. Worrell ' Council: Morgan P. Welker, H. M. Kidd, David L. Clark, Joel B. Burcheit, Jr. (arrived at 7:02 p.m.) Robert A. Bopp, Joseph K. Goodman Staff: John J. Hawley, Town Manager Patricia Cruise, Clerk of Council David Quesenberry, Assistant to the Town Manager R. D. Warburton, Town Attorney Barbara Tate, Community Relations Director Gary Roche, Police Chief John White, Economic Development Director Elizabeth Chitwood, Administrative Secretary Dave Hart, Parks and Facilities Sherry Boyd, Finance Director Others: Clark Payne Larry Clevinger, II Mike Williams, Press Melinda Williams, Press Amy Matzke-Fawcett, Press Mayor Worrell called the meeting to order at 7:00 p.m. Councilman Goodman led the Pledge of Allegiance and Councilman Clark gave the invocation. Following roll call, Mayor Worrell welcomed the visitors to the meeting. The first item on the agenda was Presentations. ' Mayor Worrell advised that the first presentation was the BZA Annual Report. Mr. Quesenberry summarized the responsibilities of the Board of Zoning Appeals (BZA). He advised that this Annual Report was provided to fulfill the statutory requirement. Councilman Clark moved to accept the Board of Zoning Appeals Annual Report, seconded by Councilman Welker and carried on the following recorded vote: Morgan P. Welker -Aye Joel B. Burcheit, Jr. -Aye H. M. Kidd -Aye Robert A. Bopp -Aye David L. Clark -Aye Joseph K. Goodman -Aye The next presentation was Architectural Review Board (ARB) report. Mr. Quesenberry advised that the ARB report included in the packet was provided to fulfill the statutory requirement. He summarized the responsibilities of the ARB. Councilman Welker moved to accept the ARB report, seconded by Councilman Goodman and carried on the following recorded vote: Morgan P. Welker -Aye Joel B. Burcheit, Jr. -Aye H. M. Kidd -Aye Robert A. Bopp -Aye David L. Clark -Aye Joseph K. Goodman -Aye ' Mayor Worrell moved on to a presentation by Larry Clevinger. Mr. Clevinger, a former Council member, advised that as part of the 201 1 rededication of the Train Station, he designed and had made a special commemorative coin. It depicts the Town seal on one side and a picture January 3l, 2011/Page 1 of 7 they are a limited edition. Mr. Clevinger presented Council with #su of the series. of The Train Station on fhe Diner sloe. ine train ~Tonon sloe is inscnaea ruiasKi rassengei aiauan, auui m ~ ooo. Destroyed by fire 2008. Rebuilt and rededicated 6-1 1-201 1 ". Each coin bears a number from 1 to 125 in the series. He said there would be no more of the coins minted once the 125 coins have been sold, thus ensuring they are a limited edition. Mr. Clevinger presented Council with #50 of the series. The next item on the agenda was Public Comment period. , Mr. Clark Payne addressed Council complimenting them on the progress made on blight in the Town. He enumerated a list of attractions in the Town. However, he inquired why the Town staff did not enforce the maintenance codes? He used a specific building as an example. Councilman Burchett inquired whether the Town had received any formal complaints on the building specified by Mr. Payne? Mr. Hawley responded that the Town staff was aware of the particular building. He added that he would have to review records to determine whether a complaint had been received on that property. The next item on the agenda was consideration of the December 21, 2010 and January 18, 201 1 Council minutes. Councilman Welker moved to adopt the December 21, 2010 and January 18, 201 1 Council minutes as written. Councilman Clark seconded the motion and carried on voice vote. Mayor Worrell moved on to Project Updates. The first item was Museum construction. Mr. Hawley advised that the Virginia Department of Transportation had not submitted the paperwork yet as they were waiting on the environmental clearance from the Salem office. He added that once the paperwork was submitted, it would take approximately three weeks to get approval to go out to bid. He commented that' once authorization is received, staff could begin filling the lot. Councilman Goodman inquired into the status of preparing an operating budget for the Museum? Mr. Hawley advised that staff had met with other local museums to gather information. Staff had also established the line items. Mayor Worrell confirmed that once authorization was received to go to bid, staff could begin site work? Mr. Hawley responded that once approval was received from the Federal Highway Administration to go to bid, then staff could begin work. That work would count as part of the 20% match to the TEA-21 money. The next item on the agenda was Dora Highway Revitalization. Mr. Hawley provided an update on the Dora Highway revitalization project including that the Town had been notified that it must comply with the SAFE Act. This Act requires any loan to be processes by a state and federal licensed mortgage originator. He advised that the Town was working with Community Housing Partners to enter into a contract for this service. While this cost had not been included in the budget, he advised that it was the intent of staff to find this amount in the current budget by reallocating line items. The next item on the agenda was liens. Mr. Warburton advised that he had received the total cost including administrative fees for the deconstruction and cleanup on Main Street and could go forward with the process. He added that the other four suits would be filed at the same time. He commented that once the suit is filed, it would be approximately a month before , the courts would be ready to schedule a court date. Mayor Worrell moved on to Pulaski's Grand Slam Bluegrass Festival. January 31, 201 1 /Page 2 of 7 cu vvu~u uc {yit Wll bP a(tmlt}P. ('I I~PP Mr. Hawley advised that the committee met and made preliminary plans for the event. The festival is scheduled for August 20, 201 1. The gates will open at 1:00 p.m., with the main shows starting at 3:00 p.m. Tickets would be $12.00 per person in advance and $15.00 per person at the gate. Children eight and under will be admitted free. Mayor Worrell moved on to Train Station. He advised that this was the continuation of a discussion begun at the last Council meeting. Council had an opportunity to tour the Train Station prior to this meeting. He asked Mr. Hawley what direction staff needed from Council. Mr. Hawley advised that staff felt that since the room was to function as a multi- purpose room, the furniture needed to be easily portable, similar to the table displayed at the last Council meeting. A suggestion had been made to purchase one hard wood table made by the Department of Corrections to be a focal table in the room. The cost for one table was $305 plus 6%shipping. Staff also suggested 20 executive type chairs and 20 padded folded chairs. Councilman Welker suggested purchasing 2 wood tables from the Department of Corrections along with portable tables. He also felt that portions of the original railroad benches should be placed in the room. He suggested shortening one bench into 2 eight foot sections and placing one in the bay window and the other one in front of the fireplace on the west end of the room. This would allow some of the original furnishings to be in the room. Councilman Goodman agreed with Councilman Welker regarding the bench and the wooden tables. Councilman Clark agreed that the permanent furnishings that go in the building should be such that they don't detract from the ambience of the 120 year old station. The remainder could be less expensive movable furnishings. Councilman Kidd inquired whether we were going to install a projector and screen or televisions2 ' Councilman Goodman preferred a projector and screen. Councilman Kidd commented that a box could be built to screen the projector and to match the molding in the room. He added that the projection screen can be installed so that it goes up into the ceiling. Following more discussion, Councilman Goodman moved to direct staff to purchase 2 eight foot oak like wood tables from the Department of Corrections, 10 folding plastic tables, with the appropriate number of chairs to line up with those tables and a projector and screen for the Train Station. The motion was seconded by Councilman Clark. Councilman Welker inquired whether Councilman Goodman would amend his motion to direct staff to obtain quotes for the projector and screen for the Train Station. Councilman Goodman amended his motion to include for staff to obtain the necessary quotes to have a projector and projector screen installed. Councilman Clark agreed with the motion. Mrs. Tate asked for a clarification regarding the folding chairs as to whether they should be padded or not, metal or plastic etc2 Councilman Goodman further amended his motion to direct staff to obtain quotes for twenty executive style chairs and twenty padded folding chairs. Councilman Clark agreed with the amendment. Following further discussion, Councilman Goodman withdrew his motion. Councilman Goodman then moved to direct staff to obtain quotes for 2 solid wood tables from the Department of Corrections Prison Industries, 10 hard plastic folding leg style tables, 20 executive chairs, and 20 folding padded chairs. Additionally, that a separate quote be obtained for the installation of the projection January 31, 201 1 /Page 3 of 7 Morgan P. Welker -Aye Joel 6. Burcheti, Jr. -Aye screen and the projector for The audio "visual equipmen`tior in~'1f23Yi ~ranon."Y_R~ar ~c~~~ ~ ~u~ ~ ~~~~ R ~o~~~ ~~~~ ~~ ~~ motion and it carried on the following recorded vote: Morgan P. Welker -Aye Joel 6. Burcheti, Jr. -Aye H. M. Kidd -Aye Robert A. Bopp -Aye David L. Clark -Aye Joseph K. Goodman -Aye Mayor Worrell moved on to Old Business and Museum Operation. Mr. Hawley advised that staff had been working on a budget for the Train Station and Museum and logistics and operation of the Museum. A summary from Mr. White and Ms. Chitwood had been included in the packet for Council's review and discussion at the February 15, 201 1 Council meeting. Mr. White and Ms. Chitwood provided a brief explanation of the summary and several specific items that needed to be discussed soon including the Wurno building lease, the lease with Pulaski Bikes, LLC, the deteriorating photographs, and preparing objects to go into the new Museum. Mayor Worrell opined that Council also needed to decide if the artifacts would be on a rotating exhibit or a fixed basis. Councilman Goodman suggested adding the cost of a storage building for the Train Station. Mr. White advised that he would add that cost to the list. Councilman Goodman inquired whether a cost to move the Train set to the new Museum had been estimated? Mr. White advised that staff had been to the site and were in the process of gathering those numbers. Mayor Worrell summarized the action needed at the February 15, 201 1 Council meeting including taking action , on: extending the lease on the Wurno building; on the deteriorating photos from the fire; and taking action on the bike shop lease. Following discussion, Councilman Goodman advised that he was looking forward to seeing the Museum complete. However, before the Town started spending money, he wanted to see some numbers on Phase I and Phase II. He added that if the numbers showed that the spending would be out of control, then he could not support the Museum. Councilman Welker advised that he would like to know about the landscaping plans for the Train Station. Mayor Worrell moved on to New Business. The first item was Zoning Amendment To Allow Administrative Modifications. Mr. Hawley advised that several years ago the Virginia Supreme Court issued a ruling that raised a prohibitive bar on citizens seeking a variance, except in extreme cases. David Quesenberry advised that since the Virginia Supreme Court ruling, the only way a citizen can get a variance is if they lose the use of an entire piece of property. He summarized the information included in the Council packet and requested that Council refer the issue of a zoning amendment regarding administrative modifications to the Planning Commission for its review and recommendation. Mr. Hawley added that to grant a modification, the zoning administrator must make specific findings set forth in the state code and issue a written decision regarding these findings to the land owner. He noted that decisions of the zoning administrator could be appealed to the Board of Zoning Appeals and on to the courts as ' provided by law. January 31, 201 1 /Page 4 of 7 ..,,....,, ,y ,,,,,.,13'3f'Jf',~L^3~~Wf i~kPf ~ ..orK@i'fl ~uveu ~u rL~~ ~~'iYf~'~4 z'bning amendment regarding administrative modifications to the Planning Commission for review and recommendation. Councilman Clark seconded the motion and carried on the following recorded vote: i~ Morgan P. Welker -Aye H. M. Kidd -Aye David L. Clark -Aye Joel B. Burchett, Jr. -Aye Robert A. Bopp -Aye Joseph K. Goodman -Aye The next item on the agenda was request to establish a limit on refund. Mr. Hawley advised that the present system requires that refund checks be sent to citizens who meet certain criteria. He added that can result in a very small check being sent at times. Ms. Boyd advised that the situation arises when a utility customer disconnects their service and the deposit on file is applied to the account. Sometimes the deposit is more than the bill, resulting in a small amount of money to be refunded. She advised that it can cost more to mail the refund check in staff time and postage than the value of the refund. She requested that she be allowed to follow the industry standard that refunds are not given for an amount under $5.00. Following discussion, Councilman Clark moved to direct staff to prepare an Ordinance requiring the minimum refund to be $5.00 and above. Councilman Kidd seconded the motion Councilman Welker suggested amending the motion to include that the minimum refund be $5.00 and above, unless requested by the customer. Councilman Clark amended his motion to direct staff to prepare an Ordinance requiring the minimum refund to be $5.00 and above unless requested by the customer. Councilman Kidd seconded the amended motion and carried on the following recorded vote: Morgan P. Welker -Aye Joel B. Burchett, Jr. -Aye H. M. Kidd -Aye Robert A. Bopp -Aye David L. Clark -Aye Joseph K. Goodman -Aye Mayor Worrell moved on to inactive utility accounts. Ms. Boyd advised that there were inactive utility accounts that had been on the books over five years. She requested that she be allowed to purge any inactive utility accounts over five years old from the computer system records. She added that this action would only be taken atter every effort had been made to collect any outstanding balance. Councilman Goodman asked the amount to be charged off at this time. Councilman Welker commented that the number could be presented at the next Council meeting prior to Council's vote on the Ordinance. He then moved to direct staff to prepare an Ordinance allowing the Finance Department to write off inactive utility account balances over five hears old after all collection efforts have been made. Councilman Clark seconded the motion. Councilman Goodman inquired whether the amount to be charged off could be prepared by the next Council meeting: Ms. Boyd responded that she would do her best. The motion then carried on the following recorded vote: Morgan P. Welker -Aye Joel B. Burchett, Jr. -Aye H. M. Kidd -Aye Robert A. Bopp -Aye David L. Clark -Aye Joseph K. Goodman -Aye January 31, 201 1 /Page 5 of 7 recommendation had been...r{eceived from the Virg nia UccupaT onal Safety ana Meaitn uepanmenr ro file nez? fleet for ais`cOsSiorS`vf6~ ~afLsry"t?ftf~~f:"" ..."' `" """"'i^+ +..~ c.e ..,.rrti„~ ..~ c.,fe+., llffiror Mr. Hawley advised that staff had been working on safety issues and trying to improve the safety program. A recommendation had been received from the Virginia Occupational Safety and Health Department to appoint a Safety Officer. Staff recommendation was to appoint the Fire Marshal as Safety Officer. Discussion ensued regarding whether the Fire Marshal had time to handle both jobs since he already handled Fire Marshal and Code Enforcement duties. Mr. Hawley pointed out that there was a great deal of overlap between the two positions. He advised that if it turned out to be overwhelming for the Fire Marshal, they would assign someone else to be the Safety Officer. Mr. Warburton advised that if Council agreed to create the position, the motion was to direct staff to prepare a Resolution creating the position of Safety Compliance Officer. He added that the Town should always have a person whose job is Safety Compliance Officer. Councilman Welker moved to direct staff to prepare a Resolution creating the position of Safety Officer. The motion was seconded by Councilman Clark and carried on the following recorded vote: Morgan P. Welker -Aye Joel B. Burchett, Jr. -Aye H. M. Kidd -Aye Robert A. Bopp -Aye David L. Clark -Aye Joseph K. Goodman -Aye Mayor Worrell moved on to Resolution 2011-01, BZA Appointment. He advised that there was a vacancy on the Board of Zoning Appeals. He added that David L. Edney was serving as an alternate and had agreed to be appointed as a regular member. Councilman Clark moved to adopt Resolution 2011-O1, Nominating David L. Edney For Appointment As A Regular Member To The Board Of Zoning Appeals. The motion was seconded by Councilman Goodman and carried on the following recorded vote: Morgan P. Welker -Aye Joel B. Burchett, Jr. -Aye H. M. Kidd -Aye Robert A. Bopp -Aye David L. Clark -Aye Joseph K. Goodman -Aye The next item on the agenda was Pulaski Area Transit New Freedom Program For Saturday Service grant. Mr. Hawley advised that Saturday service had been ongoing for approximately a year. It was time to renew the grant. The source of funding for this grant was not the same as for the weekly service. The application had been included in the packet for Council's review. He noted that the Town's share of this grant was about 3% or $2,100. Councilmen Welker expressed dissatisfaction that Council had already been asked to increase funding for Pulaski Area Transit's weekly transit program. He added that less than a month later, Council was being asked to increase funding for the Saturday service. He would have preferred that both requests be brought before Council at the same time. Councilman Goodman agreed with Councilman Welker. Following extensive discussion, Councilman Clark moved to authorize staff to proceed with the application for the Pulaski Area Transit New Freedom Program For Saturday Service grant with the typographical corrections that need to be made To the document. Councilman Kidd seconded the motion and carried on the following recorded vote: Morgan P. Welker - No Joel B. Burchett, Jr. -Aye H. M. Kidd -Aye Robert A. Bopp - No David L. Clark -Aye Joseph K. Goodman -Aye i January 31, 201 1 /Page b of 7 ~~ .y ~ ci vwu icaa, a is i i iccm iy uuwun ieu ai r.~~ p.rn. on monon ay Counctlman Clark, seconded by Councilman Goodman and carried on voice vote. ' Approved: wiN y S. Worrell, Mayor I~ January 31, 2011/Page 7 of 7