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HomeMy WebLinkAbout05-21-13Minutes of the Town Council meeting held May 21, 2013 at 5:30 p.m. in the Council Chambers of the MuniCipa~ Building at 42 First Street, NW, Pulaski, Virginia. Present were: Jeffrey S. Worrell, Mayor Council: Heather L. Steele, Gregory C. East, David L. Clark, H. M. Kidd, Joseph K. Goodman, James A. Radcliffe Staff: John Hawley, Town Manager David Warburton, Town Attorney Patricia Cruise, Clerk of Council David Quesenberry, Assistant to the Town Manager Kim Caudill, Administrative Manager Bill Pedigo, Town Engineer Sherry Boyd, Finance Director Dave Hart, Parks and Facilities Director Bill Webb, Fire Chief Sandra Miller, Tax Clerk Suellen Palmer, Human Resources Jerry Crowder, General Properties Superintendent Dana Bishop, Accounts Payable Clerk G. W. Roche, Police Chief Others: Charles Wade Lane Penn Janet Golden Amy Lewis Pam Witten Robert Strenz Nick Glenn Shawn Utt Shannon Watkins, Press Mike Williams, Press Mayor Worrell called the meeting to order at 5:30 p.m. and welcomed the visitors to the meeting. The first item on the agenda was the Consent Agenda. Councilman Clark moved to adopt the Consent Agenda consisting of the minutes of the April 16 and May 13, 2013 Council meeting as written. Councilman Kidd seconded the motion and carried on voice vote. Mayor Worrell introduced the Employee of the Month for May 2013, Jerry Crowder, General Properties Superintendent in the Public Works Department. He read a press release aloud and advised that in addition to receiving the Employee of the Month award, Mr. Crowder would also receive an additional paid day off from the Town and be eligible for the Employee of the Year Award at the end of the year. The next item on the agenda was the introduction of the new Finance Director. The new Director was scheduled to work with the current Director through the month of June. Sherry Boyd introduced Pam Witten and advised that Ms. Witten would begin work on June 3. Mayor Worrell welcomed Ms. Witten on behalf of the Town. The next item on the agenda was Greater Pulaski Alliance (GPA) report. Nick Glenn, President of Greater Pulaski Alliance, provided an overview of the GPA accounting from January 2006 until February 2013. He provided a complete set of documents with all bank statements and available receipts to the Clerk of Council for the permanent record. He noted that the 501 c3 reinstatement was progressing and that the paperwork for the state corporation commission had been filed and a check written to complete that process. May 21, 2013/Page 1 of 7 Cour,:,iiman East asked where Mr. Glenn saw the organization in the future. Mr. Glenn responded that due to the number of organizations in the area, he suggested that Council schedule a meeting and invite at least seven organizations he could think of and coordinate the volunteers to help with all the needs of the organizations. Mayor Worrell moved on to Public Operations. The first item was short term goal update regarding Pulaski Furniture. Mr. Hawley summarized the progress made in the Pulaski Furniture area, noting that Mr. Garwood had spoken with Mr. Schwarz about the property maintenance violations. The rtiext item was short term goal regarding Route 11 Corridor. Mr. Pedigo advised that since the Museum was now open, staff was entering into the second phase of the parking lot and would be meeting with the County engineer regarding that project and the large item drop site. Mr. Hawley interjected that the Fine Arts Center was close to finalizing the closing for the new Fine Arts Center building. The next summary was in regard to volunteers. Chief Webb provided an update on volunteers. He noted that the main focus had been the museum and preparing for the grand opening. He added that discussion ensued regarding the important role volunteers would play in the operation of the museum and that several people had shown interest in helping. The next item on the agenda was consideration of the Ratcliffe Museum Board. Mayor Worrell noted that a list of suggested members of the Ratcliffe Museum Board had been included in the packet. He asked for a motion from Council to appoint the Board. Councilman Goodman moved to appoint the names listed in the packet to the Friends of the Ratcliffe Board, including Supervisor Charles Bopp as the Board of Supervisor representative. Councilman Kidd seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye H. M. Kidd -Aye Gregory C. East -Aye Joseph K. Goodman -Aye David L. Clark -Abstain James A. Radcliffe -Aye Mayor Worrell moved on to the caboose. He reminded Council of previous discussions regarding the possibility of relocating a caboose to the Town. He noted that Council had received information regarding the cost to move the vehicle. Mr. Hawley advised that the Town Engineer went to Richlands to look at the caboose and get estimates on the cost to relocate it. He noted that Council had been given a quote from a crane company to move the caboose from Southwest Virginia Community College to Pulaski of $20,985. He added that the quote included stipulations regarding the cost. Councilman Goodman advised that Mr. Bob Strenz had some numbers to share with Council and he asked that he be allowed to address Council. Mr. Strenz advised that he had a quote from the company that originally moved the crane to its current location of between $4,000 and $5,000 plus the rental of the crane of $2,500. May 21, 2013/Page 2 of 7 Following extensive discussion, no action was taken. Mayor Worrell moved on to Finance. The first item was fund transfers. Mr. Hawley advised that the first item was a request to transfer funds from the custodian salary in general properties at Public Works to the Finance Department to allow the new Finance Director to work the month of June with the current Finance Director. He added that since this would be a transfer from department to department, it required Council's approval. Councilman Clark moved to transfer $4,384.91 from the custodian salary in general properties to the Finance Department to allow the new Finance Director to work the month of June with the current Finance Director. Councilman Kidd seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye Gregory C. East -Aye David L. Clark -Aye H. M. Kidd -Aye Joseph K. Goodman -Aye James A. Radcliffe -Aye The second item was a request for a transfer of $6,000 from the gazebo line item to Heritage Park bathrooms. Mr. Hawley advised that the work to upgrade the gazebo cost less than appropriated in the 12-13 budget. He noted that there was approximately $6,000 left in the gazebo line item. Mr. Hart advised that the original idea had been to use the same type of roof for the gazebo as had been used at the Train Station and the bathroom at the Train Station. Once bids were received, the cost was more than what had been budgeted, so a regular shingle roof was installed and some sheathing, resulting in a balance in the account of $6,000. Councilman East inquired whether there might be enough funds to share same of the funds and upgrade the bathrooms at Gatewood. He wondered if both sites could be accommodated. Mr. Hawley felt that Gatewood bath house needed to be totally replaced Councilman East commented that if the bath house was not up to par, campers wouldn't return. He felt that even new the would help. Mr. Hart responded that some of the problem with the bath houses was water staining and sometimes people mistook them for mildew. He commented that dark color the might be a good solution. Following more discussion, Councilman Clark moved to direct staff to transfer $6,000 from the gazebo capital improvements line item to the Heritage Park bathroom line item. Councilman Kidd seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye H. M. Kidd -Aye Gregory C. East -Aye Joseph K. Goodman -Aye David L. Clark -Aye James A. Radcliffe -Aye Mayor Worrell moved on to accounting and consulting services. Ms. Boyd advised that due to accounting principles, auditors cannot make certain entries into the Town books. A contract was entered into with Hicok, Fern, Brown and Garcia to assist the Finance Department prior to the Town audit. She noted that the contract was due for renewal. May 21, 2013/Page 3 of 7 Councilman Clark moved to direct staff to renew the contract with Hicok, Fern, Brown and Garcia. Councilman Kidd seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye Gregory C. East -Aye David L. Clark -Aye H. M. Kidd -Aye Joseph K. Goodman -Aye James A. Radcliffe -Aye The next item for discussion was Town/County software. Mr. Hawley advised that staff contacted the County Treasurer and Commissioner of the Revenue regarding software that all the offices could use. He added that she would continue to work with them on this matter. Ms. Boyd advised that the County's current program was not compatible with the Town's software. Additionally, she advised that the County was not pleased with their current program and was trying to locate another software program. Councilman Goodman suggested that the Town wait until the County decided what they were going to do so that everyone could go to the same program at the same time. Councilman East commented that this would provide a good opportunity to work with the County. Mayor Worrell moved on to budget CIP. Mayor Worrell advised that the completed 2013-14 CIP forms as determined by Council had been included in the packet. It was noted that the 5 Year CIP needed to be advertised on May 26th for a public hearing on 6-4- 13. Mr. Hawley advised that an error had been discovered in the water system budget and he listed the changes to be made to the CIP. He noted that the 5 year CIP would be advertised on May 26th for a public hearing on 6-4- 13. The next item on the agenda was the draft budget. Mr. Hawley advised that changes in the budget sheets had been distributed to Council. He advised that the proposed 13/14 budget included a 15% increase in the fixed charges for the water utility bills. He noted that the increase was necessary to offset the inundation study that was required for the O&M Certificate for Gatewood. He advised that an ad for the budget would be run for a June 4, 2013 Public Hearing. Mayor Worrell commented that when Council reviewed the budget for contributions, no decision was made for Literacy Volunteers. Now that more accurate numbers were available, he asked Council if they wished to take action on this request. Councilman Goodman inquired whether the purchase of electronic tablets had been left in the budget? Regarding the Literacy Volunteers, Ms. Boyd advised that they had submitted their request to Council and had met all the required criteria in the request. Councilman Goodman and Clark felt the $1000 request should be included in the budget. Regarding the 15% increase on the fixed charges on the water bill, Councilman East opined that it was important to build a reserve in the budget, however he struggled with the increase. He added that it had been a long process with the budget, but true success in a budget in his mind, happened when it was balanced or May 21, 2013/Page 4 of 7 there was a surplus and no fees or taxes were raised on the citizens. He wanted it on record that he was `' struggling with this decision. Councilman Goodman commented that he did not think anyone wanted to raise water or sewer rates in the Town. He noted that it has to be done every two years. However, he added that there was a perpetual problem with capital improvement costs and equipment costs and needs to satisfy. He noted that unlike the general fund, the water and sewer fund was supposed to pay for itself and also supposed to be covering its capital costs. So the only way to cover equipment needs in the water and sewer funds was through an increase in fees. Following more discussion, Councilman East advised that since Councilman Goodman had asked, he did not feel that Council needed electronic tablets at this time. He added that he was going to print his information out anyway. Mr. Hawley responded that staff was trying to cut expenses as much as they could. He noted as an example that staff tried to print on both sides of the paper if it was possible. Councilman East moved back to the topic of the increase in the water bills and commented that he understood Councilman Goodman's explanation, but he added that from a small business perspective, the expenses start to add up on businesses. He commented that "if we want to create apro-business environment, raising fees is not always the way to do that." Councilman Goodman responded that everyone wanted to do things to help grow business. However, he thought there were some other opportunities that could be taken advantage of to try to help them. He added, "but when it comes to the water and sewer fund, I think everyone needs to be treated equally." He noted that if Council wanted to do something to help business, they could look at other fees that only businesses pay. Moving back to the discussion regarding electronic tablets, Mr. Hawley commented that he understood that Council was directing that that amount be removed from the budget. Mayor Worrell commented that he thought he and Councilman Goodman were the only ones that support it. Councilman Kidd advised he was interested in them as well. Councilman Goodman commented that his situation was different because he bought a tablet for himself, however, he noted that he had seen a substantial increase in his productivity and his capability to serve as a Council member. He added that he was seeing that communities that were being more successful were taking advantage of technology. He asked Council to revisit the issue, if not now, then in the future. Mayor Worrell commented that he felt it was inevitable that Council would have to go electronic. Mr. Hawley advised that a Public Hearing for the 15% fixed water increase would be advertised as well as the budget with the changes as discussed during this meeting. Mayor Worrell moved on to request for lien abatement. Mr. Hawley advised of the receipt of a request from Mr. Chris Finn who wished to purchase another lot on Bertha Street, tax map number 072-017-0094-0002A, 3, 4. He added that Mr. Finn was aware of the back taxes he would have to pay. He was asking that Council consider waiving the $712.50 lien placed on the property for mowing in various years. Mr. Hawley noted that the lien included $142.50 in administrative fees. Following discussion, Councilman Clark moved to waive $712.50 in liens on property on Bertha Street for Chris Finn. Councilman Goodman seconded the motion and carried on the following recorded vote: May 21, 2013/Page 5 of 7 Heather L. Steele -Aye Gregory C. East -Aye David L. Clark -Aye Mayor Worrell moved on to Legislative items. The first item was an update on mopeds. H. M. Kidd -Aye Joseph K. Goodman -Aye James A. Radcliffe -Aye Mr. Quesenberry advised that recently Council had reviewed the issue of mopeds and licensing. He noted that the General Assembly also took note of that and effective July 1, 2013 anyone riding a moped or a scooter would have to have a helmet, goggles and carry identification. He added that on July 1, 2014, a registration and tags would be required for these vehicles as well. The next item on the agenda was GPA request for Redevelopment and Conservation District. Mr. Hawley advised that a memorandum from Great Pulaski Alliance had been included in the packet requesting the creation of a conservation and rehabilitation district. He noted that according to the code of Virginia, this district would have to be created through Pulaski Redevelopment and Housing Authority. He explained the process involved to create the district. Following discussion, Councilman Goodman moved to request the Pulaski Redevelopment and Housing Authority to develop a Redevelopment and Housing District. Councilman Clark seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye H. M. Kidd - No Gregory C. East -Aye Joseph K. Goodman -Aye David L. Clark -Aye James A. Radcliffe -Aye Mayor Worrell moved on to Safety. He advised that the first item was Mutual Aid. He noted that this Mutual Aid agreement would replace the current agreement. Chief Roche advised of the receipt of a Mutual Aid agreement from the City of Radford to replace the one the Town already has. He asked for Council's approval to sign the replacement agreement. Councilman Kidd moved to adopt Resolution 2013-03, Adoption Of A Mutual Aid Agreement Between The Town of Pulaski and The City of Radford, Virginia. Councilman Clark seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye H. M. Kidd -Aye Gregory C. East -Aye Joseph K. Goodman -Aye David L. Clark -Aye James A. Radcliffe -Aye The next item on the agenda was Round Table discussion. Councilman East asked whether there was an update on the Main Street property owned by Richard Allen? Mr. Warburton advised that he did not have an update. Mr. Hawley advised that staff would try to work on an update. Councilman East inquired whether a letter had been received regarding the separation of the Town with the Armory? IJ May 21, 2013/Page 6 of 7 Mr. Hart advised that he had not heard anything yet. He noted that the Police Department had a conversation with the person in charge regarding their mutual use of the property. That person said he would look into the billing situation. Councilman Kidd commended all Town staff on all the hard work they've done lately, in particular, the work at the Museum. Additionally, he commended the staff in the Finance Department for opening their arms to the new Finance Director. Councilman Goodman inquired whether there was an update on the request of ownership of the Peak Creek walls? Mr. Warburton responded that he did not have an update. He reminded Council that their choices were to accept it the way it is or bring a suit to quiet title and have a circuit court judge decide. Councilman Goodman commented that he wanted to hear the liability issues of owning Peak Creek walls. Mr. Quesenberry advised that VML would not insure waterways. He added there was an exclusion in the Town policy. Mr. Hawley commented that Peak Creek was a major asset to the Town or a liability to the Town depending on the amount of water and the condition of the walls. He felt that the Town would move forward with Friends of Peak Creek and clean it up as much as possible and do what was best for the community. Mr. Warburton advised that the channel is functionally a government exposure, a government expense and a government ownership even though not really owned by the Town. He added that the remainder of the creek bed belonged to no one other than the generic responsibility as a Council responsible for the entire Town and every citizen in it, but you don't have the specific ownership, right or liability to where it has not been changed. He hoped that explanation was clear. Councilman Goodman inquired when the next section of the Creek would be cleaned? Mr. Hawley advised that normally that type of work was done in the fall. Next, Councilman Radcliffe complimented the staff for a job well done. At 7:15 p.m., there being no further business, the meeting adjourned on motion by Councilman Goodman, seconded by Councilman Kidd and so carried. Approved: / S. Worrell, Mayor May 21, 2013/Page 7 of 7 :_- 1