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HomeMy WebLinkAbout02-15-11Minutes of the Town Council Meeting held on February 15, 201 1 at 5:00 p.m. in the Council Chambers of the 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. Burchett, Jr. Robert A. Bopp, Joseph K. Goodman Town Staff Present: John J. Hawley, Town Manager Patricia Cruise, Clerk of Council David Quesenberry, Asst, to the Town Manager R. D. Warburton, Town Attorney John White, Economic Development Director Elizabeth Chitwood, Administrative Assistant Bill Pedigo, Town Engineer Sherry Boyd, Finance Director Angie Trail, Utility Billing Clerk Gary Roche, Police Chief Dave Hart, Parks and Facilities Director Others Present: James Fern Larry Clevinger, II Ron Hall Clark Payne Melinda Williams, Press Mike Williams, Press Mayor Worrell called the meeting to order ai 5:00 p.m. Following roll call, Mayor Worrell announced that the Employee of the Month for February, 201 1 was Angie Trail, Utility Billing Clerk in the Finance Department. Mayor Worrell read the press release aloud and added that Mrs. Trail would receive an extra paid day off and be eligible for the Employee of the Year award in December. Next, Sherry Boyd introduced Jim Fern, the Town Consultant, to address Council regarding Water and Sewer ' Fund balancing. Mr. Fern explained that in the past, any deficit in the water and sewer funds had been carried by the general fund. He recommended that the Town balance any difference in the water and sewer funds each year. This would provide a true picture of the status of the water and sewer funds and of the general fund. He recommended that this be done in one step rather than spreading this over several years, even though it had been accumulating over many years. It was agreed that this would be done once the final audit was complete. Mayor Worrell moved on to tax credits for the Train Depot. Mr. Hawley introduced Adam Markwood of Wishneff and Associates, to make a presentation to Council regarding tax credits for the Train Depot. Mr. Markwood explained that his company helps tax exempt entities access state and federal historic tax credit programs. He proposed applying for tax credits for the Pulaski Train Dept Station. He outlined the main points including that the structure would allow the Town to hire them and explore the opportunity of using tax credits without incurring any fees or expenses, regardless of whether tax credits are accessed or not. Following extensive discussion, Mr. Warburton noted that he had written down seven concerns and would forward them to Council. Following more discussion, it was decided to hold a Special Council meeting to discuss the tax credits on , February 22, 201 1 at 6:00 p.m. and invite the Industrial Development Authority to the meeting. February 15, 2011/Page 1 of 7 Mc anvr~ ariviceri that at the last Council meeting she had reauested the aooroval of a oolicv that would allow The next item on the agenda was the value of five year old utility accounts. Ms. Boyd advised that at the last Council meeting she had requested the approval of a policy that would allow her to write off outstanding utility accounts that were five years or older. She advised at that time that she would make every effort to recover the outstanding funds before writing them off. At that time, Council asked her to ascertain the maximum amount that would be written off this first time. She advised that she had ascertained that amount and it was $30,735.00. She again requested that Council approve the policy. Mayor Worrell commented that this would be discussed further later in the meeting The next item on the agenda was Public Operations. Mr. Hawley advised that staff had received several quotes on the audio visual equipment needed for the Train Station. He suggested that Council review the information for discussion at the next meeting. He asked Mrs. Tate to explain the information gathered regarding the quotes for the tables and chairs for the Train Station. Mrs. Tate summarized the quotes she received for the furniture for the Train Station. She asked Council for direction. Councilman Goodman inquired why a plasma television was included in the quote for the audio visual equipment? Mrs. Tate responded that staff was trying to provide all the options. Councilman Goodman reminded Council that they should not go in that direction. Plasma televisions only lasted from five to seven years and would have to be replaced at that time. He also advised that he has emailed information to the Town Manager regarding some of the specs on the audio visual equipment. ' Further discussion ensued regarding the color of the chairs and the type of tables available with the consensus being to purchase the wooden tables, the white plastic tables and the chairs as shown in the quote. Regarding the furnishing quotes, Councilman Welker advised that he was building a podium to donate to the Town, so that item could be removed from the quotes. Additionally, he offered several equipment racks that he owned if they proved to be suitable for the Train Station. Further discussion ensued with Council being asked to review the audio visual quotes and send any comments to staff via email. Mayor Worrell moved on to estimate for Train set moving Mr. Hawley advised that staff estimated the cost to move the train sei at approximately $22,000. This would include work on accessing the basement, moving the train set, repairing the basement and grading of the project. Discussion ensued regarding moving the train set with staff being directed to check insurance options if something goes awry during the move. The next item on the agenda was update on Virginia Property Maintenance Code Mr. Hawley advised that an update on the actions on property maintenance had been included in the packet. He reviewed the modifications being added to the Town's monitoring system. He summarized some of the action taken by the Blight Team recently. ' Following extensive discussion, Councilman Welker moved to authorize the Town Attorney to proceed with action on 209 South Washington as allowed by the Virginia Maintenance Code. The motion was seconded by Councilman Clark and carried on the following recorded vote: February 15, 2011/Page 2 of 7 ....,. y..., ..... ~., -...yo ~~c o. oui~ncn, ~r. - r.ye H. M. Kidd -Ave Rnhert A Rnnn _ A~io 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 Discussion then ensued regarding the methodology staff used to obtain information regarding property , maintenance code violations. Mr. Hawley advised that generally complaints are received from the community; however, staff also notes problems as they go about their daily duties in the Town. Councilman Burchett commented that he would prefer to have certain staff members assigned to certain areas of Town to gather a property maintenance problems list. Mr. Hawley responded that staff would do whatever Council decided, however, he cautioned against gathering too large a list that we would be unable to handle due to budgeting issues. Councilman Welker commented that the length of the list did not concern him. He added that in his opinion, if it was an unsafe property, it should be on the list. Mr. Hawley interjected that there was a difference between an unsafe structure and a property maintenance violation. He added that an unsafe structure would immediately be reviewed and legal process pursued. Mr. Burchett commented thal the unsafe ones definitely needed to be on the list. He added that it doesn't hurt to have a giant list; that just because there is a huge list, doesn't necessarily obligate the Town to spend a lot of money on it. Mr. Hawley responded that an unsafe structure would not be on a property maintenance list. They were two different things. ' Mr. Warburton interjected that they would be on parallel lists, but never have anything in common. He added that safety was one issue and property maintenance was more of an economic, aesthetic and blight issue to be addressed. Following more discussion, Mr. Hawley advised that staff would develop a Virginia Maintenance Code enforcement list to track violations and monitor progress. Once reviewed by Council and staff, changes could be made if needed. Councilman Welker also requested that Council receive updates on the Blight Team meetings with staff agreeing to the request. Councilman Welker then inquired whether any civil penalties had been assessed against landlords in the Downtown Rental DistriciZ Mr. Hawley replied that no penalties had been assessed; however two properties had been turned over to the Town Attorney. Discussion ensued with Councilmen Welker and Goodman favoring a written policy regarding property maintenance issues that will be executed. Councilman Goodman moved to direct staff to create a schedule and policy for enforcing the Virginia Property Maintenance Code to be due in sixty days. The motion was seconded by Councilman Welker and carried on the following recorded vote: ' February 15, 2011/Page 3 of 7 David L. Clark -AYe Morgan P. Welker -Aye H. M. Kidd -Aye David L. Clark -AYe Joseph K. Goodman -Aye Joel B. Burchett, Jr. -Aye Robert A. Bopp -Aye Joseph K. Goodman -Aye Mr. Hawley requested that Council appropriate additional funds to aid in preparing the report and for the legal 'review of the report and to help enforce the action that would result from the report after the sixty days "or as part of the plan, we need to tell Council how much money this is going to cost". Councilmen Goodman responded that Council needed to know how much the enforcement would cost. Councilman Welker responded that "if there are additional resources that we don't have that we need to have to do this, then Council needs to be aware of what they are and we can do our best to make sure the Town staff has what they need to do their job effectively". Councilman Goodman added that "we can try to see if we can make sure that's available in next year's budget perhaps". He added that if this year's budget does not allow it, perhaps it could be covered in next year's budget. Mayor Worrell moved on to review of potential Community Development Block Grant projects for the New River Valley Planning District Commission (NRVPDC). Mr. Hawley advised that the New River Valley Planning District Commission had requested the Town to submit a list of anticipated local projects for CDBG Competitive grants to the Planning District Commission. They will use these to prioritize program areas from the region's perspective. The NRVPDC will then review these and other localities needs to send priorities to the state DHCD. Some suggestions for the project had been included in the packet. Councilman Welker submitted a potential CDBG grant idea. He suggested a block grant for East Main Street between Madison Avenue and Walnut Avenue to work on blighted properties and blighted commercial properties as well as some blighted former petroleum sites. Additionally, he stated that storm water issues could be addressed as well as possibly including converting Main Street and Third Street to two way traffic. He noted that this could be leveraged with the brownsfield petroleum assessment funds and combined with TEA 21 funds for the completion of the bike paths. Mr. Hawley stated that it could be called East Main Street Business Revitalization. He advised that staff would submit it to the NRVPDC for review. The next item on the agenda was Calfee scoreboard. Mr. Hawley advised that at the last meeting, Council had indicated they would consider a new scoreboard at Calfee Park if there was a firm commitment from Pulaski Baseball that they would help with the cost. Subsequently, Pulaski Baseball provided a firm commitment of $2,000 per year for three years for the scoreboard. He called on Mr. Hart to provide an update. Mr. Hart advised that he had worked on the current scoreboard and had, it seemed, fixed the problem. Only time would tell if it was a permanent fix. He added that he had several games in April where he could test the existing score board, however, he didn't know if it would work for the entire season. He noted that Pulaski Baseball's commitment to provide funds for a new scoreboard was contingent upon the new board being purchased, ordered by April 1, 2011 and installed by June 1, 2011. Mr. Hawley interjected that it was an unbudgeted expense so there was no money in the budget for this until July 1, 2011. ' Mr. Hart continued that he had a meeting with a company the next day that had some technology to upgrade the existing scoreboard and equipment. He had been told that this was a less expensive option, but would not be able to confirm that information until he met with the representative. February 15, 2011/Page 4 of 7 . ..r.., ....,,..,, ,~., ~....,.. „u„ ,..,c vv ~cvc~u, Nu~c~u~ui w~~uuiy evuice~ u, nee euu~euvu~u. iie nvie~ Mr. Hawlev was waiting for a response from one potential contributor and the Mavor was meeting with a Mayor Worrell interjected that there were several potential funding sources for the scoreboard. He noted that Mr. Hawley was waiting for a response from one potential contributor and the Mayor was meeting with a potential contributor the next day. He hoped to have information on both sources soon. Following discussion, the consensus of Council was to discuss this further at the next Council meeting when additional information would be available. The next item on the agenda was Museum Operations. Mr. White provided an update regarding the required cleaning and framing of forty one photographs for the Museum. He advised that he had gotten estimates on shipping them to Chicago and compared that to the cost of hand delivering them. He spoke with the company representative and she advised that if they were hand delivered, she would teach some conservation techniques while they were there. Following discussion, the consensus of Council was for Economic Development staff to hand deliver the photographs. Mr. White also advised that he was unable to provide an update on the Wurno building lease, but hoped to have information for the next Council meeting. Mr. Hawley advised that he received a draft budget for the Museum from staff that afternoon, however, he needed to review it before providing it to Council. He advised that he would review it and present it to Council at the next meeting. On another topic, he advised that the Town was still not in receipt of the Environmental clearance from VDOT. As soon as it was received, they would move forward. He added that this put staff one month behind on the Museum schedule. At 7:20 p.m., Mayor Worrell called for a five minute break. At 7:25 p.m., Mayor Worrell reconvened the meeting and began with Legislative issues. The first item was Ordinance 201 1-01. Mayor Worrell advised that this completed action of Council from the previous meeting. Councilman Clark moved to adopt Ordinance 2011-01, Governing Ufilify Refunds Of Less Than Five Dollars ($5.00). The motion was seconded by Councilman Welker 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 Ordinance 201 1-02. Mayor Worrell advised that Council had heard an earlier report on this topic from the Finance Director. He asked if Council had any further questions. Councilman Goodman inquired if staff had consulted an outside collection agency. Ms. Boyd advised that an outside service had been consulted for tax collections, but not for the utility collections. Councilman Goodman inquired into the success rate of that service. Ms. Boyd advised that there had been some success, but the company did not renew the contract because the collections were too small for their firm. fl February 15, 2011/Page 5 of 7 - ' --~---r• ..•..~~ •.. ....: wi i mac, rcn nn ni vvflle-V RS Oi InaC11VE motion was seconded by Councilman Clark and carried nn tnP r~u~u,~„n ~o,-.,..ae,a .,,.~,.. Councilman Welker moved to adopt Ordinance 201 1-02, Permitting Write-Offs of Inactive Utility Accounts. 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 The next item on the agenda was Public Utilities Mr. Hawley advised of a request for an encroachment for the installation of a fiber network. He advised that encroachments on the Town right-of-ways require a legal ad for four consecutive weeks for a public hearing. Councilman Goodman suggested inquiring whether additional fiber could be run for the Town at the same time? Mr. White advised that the question had been raised with Citizens. He encouraged Councilman Goodman to assist him in negotiating with them since this was Councilman Goodman's field of work. Councilman Goodman agreed. Following discussion, Councilman Clark moved to authorize staff to advertise the legal ads and schedule a public hearing regarding the Citizens Telephone Co-Op. The motion was seconded by Councilman Welker 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 a contract for engineering services for pump station improvements. Mr. Hawley advised that Draper Aden had been awarded the engineering work for the two main sewage pump stations. A proposed contract had been included in the packet. Following discussion, Councilman Clark moved to authorize the Town Manager to execute the contract with Draper Aden. The motion was seconded by Councilman Bopp 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 At 7:40 p.m., Councilman Clark moved to enter into Closed Session under Virginia Code 2.2-371 1: ~A-1), Discussion, consideration or interviews of prospective candidates for employment; assignment; appointment, promotion, performance, demotion, salaries, disciplining or resignation of specific public officers, appointees or employees of any public body. (A-7), Consultation with legal counsel. Councilman Kidd seconded the 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 February 15, 2011/Page 6 of 7 At 8:23 p.m., Council returned from Closed Session and adopted the Certification Resolution on motion by Councilman Welker, seconded by Councilman Goodman and carried on the following recorded vote: 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 Councilman Clark moved to approve the lease agreement by and between James M. McMillion individually, and Pulaski Bikes, LLC, a Virginia limited liability corporation and the Town of Pulaski for a specific portion of the Pulaski Railway Station. The motion was seconded by Councilman Welker and carried on the following recorded vote: 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 There being no further business, the meeting adjourned at 8:25 p.m. on motion by Councilman Kidd, seconded by Councilman Clark and carried on voice vote. Approved: n February 15, 2011/Page 7 of 7