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HomeMy WebLinkAbout05-20-14~v~~nUtes of the Town Council meeting held May 20, 2014 at 5:00 p.m. in the Council Chambers of the Municipal Building at 42 First Street, NW Pulaski, Virginia. Present were: Jeffrey S. Worrell, Mayor Council: Shawn Utt, Town Manager Patricia Cruise, Clerk of Council David Quesenberry, Assistant to the Town Manager David Warburton, Town Attorney Bill Webb, Fire Chief Gary Roche, Police Chief Karen Smith, Administrative Secretary Bill Pedigo, Town Engineer Pam Witten, Finance Director Angie Trail, Utility Clerk Rebecca Reece, Assistant to the Finance Director John White, Economic Development Director Dave Hart, Parks and Facilities Others: Chris Phillips Jared Tackett Lane Penn Nick Glenn Carter Heflin Vanessera Broadnax Mike Williams, Press Calvin Pynn, Press Mayor Worrell called the meeting to order at 5:00 p.m. Following roll call, Councilman Clark moved to add to the agenda under Public Operations, item 8b, regarding review of Town Policy on liens and 8c, discussion of new Town website. Councilman Kidd seconded the motion and carried on the following recorded vote: Heather Steele -Aye Gregory East -Absent David L. Clark -Aye H.M. Kidd -Aye Joseph K. Goodman -Abstain James A. Radcliffe -Aye Councilman Kidd moved to adopt the Consent Agenda consisting of the April 15, 2014 Council minutes. Councilman Clark seconded the motion and carried on voice vote. The next item on the agenda was Employee of the Month for May, 2014. Mayor Worrell introduced Karen Smith, Administrative Assistant to the Investigations Division as the May 2014 Employee of the Month. He read the Press Release aloud and presented it to Ms. Smith. He noted that in addition to receiving the award, Ms. Smith would receive an additional paid day off from the Town. Councilman East arrived at 5:07 p.m. The next item on the agenda was Public Hearings. Mayor Worrell advised that the first Hearing was in regard to a proposed water rate adjustment Mr. Utt advised that Davenport and Company had completed a utility rate study for the Town. After the study, they recommended a 16% increase to help put the Town's Water Fund in a stronger position. Since it would not be prudent to implement a 16% increase all at one time, staff was proposing an across the board 4% increase in the Town water rates for both in-town and out-of-town rates. He noted that this would be an increase of approximately $1.00 for the average resident per month. Mayor Worrell opened the Public Hearing at 5:10 p.m. Page 1 of 5/May 20, 2014 Vanessera Broadnax addressed Council requesting that the water bills not be increased. She advised that she was on a fixed income and could not afford an increase. There being no further comments, the Hearing was closed at 5:13 p.m. The next Public Hearing was in regard to a sewer rate adjustment. Mr. Utt advised that even though the Sewer Fund was in a slightly better position than the Water Fund, it was still operating in a deficit. He added that Davenport and Company had recommended an across the board 4% rate increase for-in town customers and out-of town customers. He noted that this would be an increase of approximately $1.00 for the average resident per month. Mayor Worrell opened the Public Hearing at 5:15 p.m. There being no speakers, the Hearing was closed. The final Public Hearing was in regard to the Fiscal Year 2014-2015 Budget including the General Fund, the five year CIP, and the Water Fund and Sewer Fund. Mr. Utt reviewed the proposed budget for Council. He noted there was no tax increase. He advised Council of the omission in the proposed budget in which the final lease payment for four police cruisers at a cost of $24,209 was omitted and would have to be added to the proposed budget. Additionally, he advised that the Chamber of Commerce had requested that Council reserve $25,000 in the proposed budget for the Main Street program. ~ I Councilman Radcliffe complimented Mr. Utt on completing his first budget. Councilman East asked if the $25,000 for the Main Street program would be reserved? Mr. Utt confirmed that was the recommendation of staff. He advised that it would be taken from the reserves. Councilman East commented that he had not wanted to increase the water and sewer fees. He added that it had to be done. Councilman Goodman encouraged staff to utilize roll over funds for the Main Street program. Regarding the water and sewer fees, he noted that the Town had to pay all the increases in chemicals, supplies, electricity etc., just as the citizens do, and those expense have to be covered by the water bills. He encouraged the current Council to maintain the 4% increase in the water and sewer bills per year as Davenport suggested. At 5:38 p.m., Mayor Worrell opened the Public Hearing. There being no comments from the public, the Hearing was closed. Councilman Goodman moved to direct staff to prepare an Ordinance for a water rate increase as advertised. Councilman Clark 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 Goodman -Aye James A. Radcliffe -Aye Councilman Clark moved to direct staff to prepare an Ordinance for a sewer rate increase as advertised. Councilman Goodman seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye Gregory C. East -Aye David L. Clark -Aye 1 H.M. Kidd -Aye Joseph Goodman -Aye James A. Radcliffe -Aye The next item on the agenda was a presentation regarding Calfee Park Visitors clubhouse. Mayor Worrell advised that representatives of Thompson and Litton were present to provide Council with an update on their proposed options for the necessary renovations and construction at Calfee Park's Visitor's Locker Room. Page 2 of 5/May 20, 2014 ~aretl Tackett from Thompson and Litton, explained the deficiencies with the Visitor's Locker Room according to baseball standards. He reviewed the options and cost estimates for the proposed improvement. Following extensive discussion, Mr. Utt proposed that Council set a price range they would be willing to spend for the Visitor's Clubhouse improvements. He recommended a $320,000 to $340,000 range. Following more discussion, the consensus was to aim for $300,000. Mayor Worrell moved on to Public Operations. He advised that the first item for discussion was Weeds and Grass. Mr. Utt had advised that Councilman Radcliffe had asked for a review of the steps taken by staff when a request or a complaint is received for any property believed to be in violation of the Town's Ordinance. He added that a summary memo of the steps taken by staff as well as a copy of the Ordinance had been included in the packet. He asked whether Council had any suggestions to improve or streamline the process. Councilman Radcliffe added that he had a citizen pick him up and drive him around Town complaining of the grass in neighborhoods. He inquired whether there was a way to expedite the process? Following discussion, Mr. Utt advised that he would poll other areas to see how they handled weeds and grass and report back to Council. The next item on the agenda was a review of the Town policy on liens. Councilwoman Steele inquired whether all the liens were in place and what the Town's policy on handling lien's was? Mr. Utt advised that the Finance department kept a running list of all of the liens that Town had in place. He added that he would go back and check on a few that Ms. Steele had brought up to make sure the list was complete. Councilman Goodman inquired whether the new Finance software included liens? Mayor Worrell moved on to new Town website. Mr. Utt advised that if the state code allowed the Town to use it as collections it would be utilized would find out if that was the case. He added that the staff Councilman Goodman advised that he worked with a company that had made a bid to review the Town's website. Therefore, he would not be participating in any discussion or vote regarding costs. Councilwoman Steele advised that the Town had talked about updating the Town website for quite a while and she felt it was time to move forward with this project. Mr. Utt advised that $8,000 had been included in the budget for a new website. Councilman Goodman made some suggestions regarding what should be included on the website and how it should be set up. Following extensive discussion, Mr. Utt advised that he would meet with the department heads to come up with some ideas of what needed to be included on the website and draw up RFI (Request For Information). He added that if a few Council members wished to attend, they would be welcome. Mayor Worrell moved on to Finance. The first item was contract for audit services. Mr. Utt advised that a draft contract with Robinson, Farmer, Cox Associates had been included in the packet. He added that this company had been the Town's auditing firm for several years. He noted the contract price represented a 1 increase. Mr. Warburton informed Council that paragraph seven needed to be updated to September 15, 2014. Page 3 of 5/May 20, 2014 Councilman Clark moved to authorize the Town Manager to execute a contract for audit services with Robinson, Farmer, Cox Associates with the amendment of changing the date to September 15, 2014. Councilman East seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye H.M. Kidd -Aye Gregory C. East -Aye Joseph Goodman -Aye David L. Clark -Aye James A. Radcliffe -Aye The next item on the agenda was Resolution 2014-19. Mr. Utt advised that the General Assembly passed language in the 2013 Appropriations Act that allows localities to make an election regarding their employer contribution rate for the Virginia Retirement System every biennium. He noted that the intent of the language was to offer localities and schools some budget relief for the coming fiscal year with respect to the amount of their retirement contribution rate. He explained the effects if Council opted for this election. He recommended that Council continue with the currently budgeted VRS Board Certified Rate of 13.11 % and adopt Resolution 2014-19. Following discussion, Councilman Goodman moved to adopt Resolution 2014-19, Setting Contribution Rates For the Virginia Retirement System. 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 Goodman -Aye David L. Clark -Aye James A. Radcliffe -Aye Mayor Worrell moved on to Round Table discussion. Councilman East inquired whether the 94 exit made the list for the VDOT Six Year Plan? Mr. Utt replied that it did not make the list Councilman East advised that someone had suggested if the Town took ownership of the creek walls and then regularly maintained it, the Friends of Peak Creek might be able to do more with the Creek. Mr. Utt encouraged the Town not to take ownership because of the liabilities it posed. However, he did want to have a regularly scheduled cleaning of the creek walls. Councilman Kidd advised that he was looking forward to moving forward with Council. He added that he was looking forward to moving out Route 99. Councilman Goodman asked for an update on Route 99. Mr. Pedigo replied that staff was to meet with VDOT in the next few weeks and then would update Council. At 6:48 p.m., Councilman Goodman moved to enter into Closed Session under Virginia Code 2.3-3711 (A-7) Consultation with legal counsel and briefing by staff for discussion of the specific legal matters and matters subject to probable litigation regarding UDAG and RBEG loan application. Councilman Clark 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 Goodman -Aye James A. Radcliffe -Aye At 7:05 p.m., Council returned from Closed Session and Mayor Worrell advised that Councilman Radcliffe had been unable to attend the entire Closed Session. Council adopted the Certification Resolution on motion by Councilman Goodman, seconded by Councilman Clark and carried on the following recorded vote: Page 4 of 5/May 20, 2014 Heather L. Steele -Aye Gregory C. East -Aye David L. Clark -Aye H.M. Kidd -Aye Joseph Goodman -Aye James A. Radcliffe -Absent Councilman Goodman moved that the Town assume a 2"d loan position for 94 W. Main Street as to each of the 2 loans, one each of the UDAG and RBEG for West Main Development LLC. Councilman Clark 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 Goodman -Aye James A. Radcliffe -Absent At 7:08 p.m., Councilman Goodman moved to adjourn. Councilman Clark seconded the motion and carried on voice vote. Approve ; ~ J rey S. Worrell, Mayor Page 5 of 5/May 20, 2014