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HomeMy WebLinkAbout10-21-14-1Vlinutes of the Town Council meeting held October 21, 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: Heather L. Steele, Gregory C. East, David L. Clark, H. M. Kidd, Lane R. Penn, James A. Radcliffe Staff: Shawn Utt, Town Manager David Warburton, Town Attorney David Quesenberry, Assistant to the Town Manager John B. White, Economic Development Director Bill Pedigo, Town Engineer Chris Phillips, Bill Webb, Fire Chief Dave Hart, Parks and Facilities Joshua Bowden, Corporal, Police Department Anthony Meredith, Lieutenant, Police Department Pam Witten, Finance Director Angie Trail, Clerk, Finance Department Others: Clark Payne Charles Wade Debbie Linkous Nick Glenn Joseph K. Goodman Roger Stilwell Marshall Dowdy Mike Williams, Press Calvin Pynn, Press Mayor Worrell called the meeting to order at 5:00 p.m. Following roll call, the Mayor welcomed all of the visitors to the meeting. He advised that the first item for consideration was the Consent Agenda. Councilman Kidd moved to adopt the Council minutes of the September 16th and 23`d, 2014 meetings as written. Councilman Clark seconded the motion and carried on voice vote. The next item on the agenda was the Employee of the Month for October 2014. Mayor Worrell introduced Corporal Joshua Bowden. He presented Joshua with a framed award and congratulated him. He read the Press Release aloud and advised that Corporal Bowden would receive an extra paid day off from work and be eligible for the Employee of the Year Award at the end of the year. Mayor Worrell moved on to Public Operations. Regarding First Street alleys, Mr. Utt advised that staff had explored a variety of options for the potential disposition of the two alley ways that lie adjacent to the building located at 68 First Street, NW (owned by SHAH Development). He recommended a lease type option. He asked Mr. Warburton to explain the options. Mr. Warburton advised that Mr. Quesenberry had completed research into the ownership of the alleys in question and found no clear answers. He agreed with staff that the best option was to lease half of the alley that runs north/south from First Street to Peak Creek and the entire alley that runs parallel to Peak Creek. Councilman Clark moved to direct staff to prepare a lease agreement with SHAH Development for one half of the alley that runs north/south from First Street to Peak Creek and for the entire alley that runs parallel to Peak Creek. Councilman East seconded the motion and carried on the following recorded vote: October 21, 2014/Page 1 of 6 Heather L. Steele -Aye H. M. Kidd -Aye Gregory C. East -Aye James A. Radcliffe -Aye David L. Clark -Aye Lane R. Penn -Aye The next item for consideration was Planning Commission and Board of Zoning Appeals membership. Mr. Utt advised that three letters of interest had been received from prospective Planning Commission and Board of Zoning Appeals members. He suggested that all three applicants be appointed to the Planning Commission. Following discussion, staff was to check with the prospects to make sure they were still willing to serve and whether they would serve on the Planning Commission. Mayor Worrell moved on to the Gatewood Advisory Committee. He advised that Council had previously discussed some items that needed to be addressed at Gatewood. He added that at that time, a suggestion had been made to appoint a Gatewood Advisory Committee to research and make recommendations to Council regarding Gatewood. Mr. Utt recommended a few people to serve on the Committee as well as some other entities and a Council representative. He advised that some initial goals would be to find some increased efficiencies and cost savings, increased amenities with options for the public sector to invest and options for operations management, as well as reviewing the traffic on Mount Olivet. He advised that Mr. Hart, would staff the Committee with the assistance of Mr. McManus, Mr. Mason and the Town Manager as needed. Councilman Radcliffe encouraged Council to appoint the three citizens who originally made the suggestions to Council regarding Gatewood as well as any others they chose. They were Debbie Linkous, Marty Dowdy and Roger Stillwell. Additionally, he suggested that Councilman Penn or Councilman Kidd or both be appointed to the Committee. Councilman East agreed with Councilman Radcliffe regarding the Council representative. Additionally, he suggested contacting the Radford University Recreation department, as well as Mike McMillion from Pulaski Bikes and Mr. Hash from the Draper Mercantile. Mayor Worrell encouraged staff to reach out to the individuals discussed that had not already come forward to see if they were willing to serve on the Committee. The next item on the agenda was the Senior Center Advisory Committee. Mr. Utt advised that there had been some questions regarding ways to improve the Senior Center: what was offered to the Seniors, how the Center was operated etc. He recommended that the committee consist of Tina King, New River Valley Agency on Aging, Anthony Akers, Pulaski County, Dorman Williams, Sarah Williams, Debra Craig, Marge Folden, and be staffed by Dave Hart, Barbie Tate, Marion Wojcik and the Town Manager when needed. Councilman East suggested that Councilman Radcliffe serve on the Committee as well. Councilman Kidd advised that he was willing to serve on the Committee. Mayor Worrell asked Mr. Utt to notify the appointees. Mayor Worrell moved on to EPA Brownfields grant contract for engineering services. Mr. Utt advised of the receipt of the fully executed grant agreement from the EPA office. He added that staff had worked through the procurement process for professional services related to the grant, interviews had October 21, 2014/Page 2 of 6 been held and that staff was recommending Draper Aden and Associates for the project. Additionally, he advised that staff had already identified the first building to be assessed, the former Dunnivant Warehouse located at 68 First Street, NW. He expected work to begin as soon as the formal agreement was executed. Councilman Clark moved to direct the Town Manager to execute the contract with Draper Aden for the EPA Brownfields grant. Councilman East 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 James A. Radcliffe -Aye Lane R. Penn -Aye The next item for consideration was Main Street fiber installation proposal. Mr. Utt advised that one of the biggest needs in working with developers and investors interested in the downtown area was the extension of fiber along Main Street. He continued that staff had worked with Citizens Cooperative to provide price quotes on connecting the fiber that currently existed on Jefferson and Washington Avenues via Main Street. He noted that the price quote was approximately $10,000. He felt this should be the first phase of a multiple phase project to bring fiber throughout the business district of the Town. He suggested that the funds be taken from UDAG funds. Councilman Kidd asked if the Train Station, the Museum and the Town offices were covered by fiber? Mr. Utt advised that they were not at this time. He added that Joint Dispatch was connected. Councilman Kidd suggested including the Train Station, the Museum and Town offices in the fiber installation. Mr. White advised that this suggestion was already being discussed in Phase 2 of the plan with Citizens. He added that there were several options being discussed. Councilman East inquired whether the additional phase plans were going to be priced out so that it could be considered from a budgeting standpoint. Mr. Utt responded that it was priced out and he would include that in the Weekly Update. Councilman East moved to authorize the Town Manager to execute the Commercial Services agreement with Citizens Cooperative using UDAG funds. 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 James A. Radcliffe -Aye Lane R. Penn -Aye Mayor Worrell moved on to proposed weeds and grass ordinance revisions. He advised that Council had been discussing the issue and had asked staff to draw up a proposed Ordinance for Council's review. Mr. Utt advised that staff was proposing to make two options available to potential offenders of the ordinance. The first was to request a time extension from the Town Manager and the second was an appeal process to Town Council. He added that staff also proposed the inclusion of a set fee ($250) per incident to transfer from the Town being a "mowing agent" for property owners to an "enforcement" operation. He also suggested investigating alternative collection options other than placing liens on the property. As an example, he wondered if the Town could utilize the state's debt set-off program to collect the fees. Councilman Penn inquired how the funds were collected? 1 October 21, 2014/Page 3 of 6 Mr. Utt replied currently liens were placed against the property. He suggested investigating alternative collection options other than placing liens on the property. As an example, he wondered if the Town could utilize the state's debt set-off program to collect the fees. Councilman Radcliffe suggested that the violation notice be delivered by a Police Officer rather than by mail. Councilman East suggested that bids be issues for interested contractors to mow grass at the beginning of the season rather than for each job. Following discussion, the consensus of Council was for the Town Manager to make the decision regarding appeals and that Council not be involved. They agreed with the $250 fee per violation and to have a Police Officer deliver the violation notice. They also agreed to issue bids for interested contractors to mow grass at the beginning of the season rather than for each job. Staff advised that they would bring back a final draft for Council's review. Mayor Worrell moved on to Finance. The first item for discussion was FY 2014 budget review. Mr. Utt advised that he wished to give apre-summary of the budget, before the auditor's came to present the audit. He advised that the FY 2014 budget ended up in a bad position. Several things occurred, such as not receiving reimbursement for some items until after the end of the fiscal year. The net summary of the budget was a shortfall of $625,093. A summary was provided in the Council packet and Mr. Utt reviewed the summary for Council. The next item for discussion was outstanding water/sewer balances. Mr. Utt advised that staff had been working on increasing collection efforts for outstanding water and sewer balances. He added that the state code allowed for collection of past due utility balances up to five years. Beyond five years, they were uncollectable. He advised that the Town had approximately $144,000.00 in past due balances that were older than five years. He asked for Council's permission to write off those outstanding water bills. He added that staff had been trained to do the debt set off through the state, so collections for water bills should improve. He noted that once the new software for the Finance Department was installed, staff would be able to do the debt set off for the taxes as well. Councilman East moved to direct staff to prepare a Resolution to write off $141,347.01 in uncollectable water and sewer bills. Councilman Clark seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye H. M. Kidd -Aye Gregory C. East -Aye James A. Radcliffe -Aye David L. Clark -Aye Lane R. Penn -Aye Councilman Clark moved to direct staff to prepare a Resolution authorizing the Town Manager and the Finance Director to write off uncollectable utility balances older than five years on an annual basis. Councilman Kidd seconded the motion and carried on the following recorded vote Heather L. Steele -Aye H. M. Kidd -Aye Gregory C. East -Aye James A. Radcliffe -Aye David L. Clark -Aye Lane R. Penn -Aye Mayor Worrell moved on to a follow up regarding deposits on utility service accounts. October 21, 2014/Page 4 of 6 Mr. Utt advised that as a result of comments expressed at the October 8th Town Council meeting, staff prepared a report on deposit requirements for new customers. Mrs. Witten reviewed the report for Council. Mayor Worrell inquired when deposits were returned. Mrs. Witten responded that if the bills were paid on time for eighteen months, the deposits were returned to the customer. However, if they were late, the time period of eighteen months began anew. Following discussion, Councilman East suggested that a letter of credit be added as an option. Mr. Utt advised that staff would explore other options and return to Council. Mayor Worrell moved on to Legislative items. Mr. Utt advised that VDOT was requesting official action on the current proposed scope of work for the Route 99 project. He added that Resolution 2014-36 provided that action. Councilman Clark advised that the 6th bulleted item on the Resolution was not correct. Mr. Utt agreed and advised that the line should read "Street lights along Route 99 from Bob White Blvd. to Interstate Exit 94". Councilman Kidd moved to adopt Resolution 2014-36 as corrected, Setting Forth the Scope of and Authorization of Design Work for Improvements to Route 99. 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 James A. Radcliffe -Aye Lane R. Penn -Aye The next item on the agenda was Safety and consideration of Associate Membership agreement between Pulaski Fire Department and REMSI. Fire Chief Webb advised that the agreement would allow the certified fire personnel to become associate members of REMSI and operate as REMSI EMT's. He noted it would the first agreement of its type. He added that Fire Department staff would primarily help at the request of the medics on duty or when aid was needed. Mr. Utt opined that Council would be increasing services that are potentially provided to the citizens, without increasing liability on the Town's Fire Department and without additional cost to the Town. Following discussion, Councilman Clark moved to authorize staff to proceed to negotiate a final formal agreement for execution. Councilman East 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 James A. Radcliffe -Aye Lane R. Penn -Aye Mayor Worrell moved on to Roundtable discussion. Councilman Kidd inquired whether the Public Comment period could be added to the Work Session agenda? October 21, 2014/Page 5 of 6 Councilman Clark advised that the agenda was originally set up that way because the Work Session was designed to just take care of business. Mr. Warburton advised that Council could change their agenda to incorporate a Public Comment period into every meeting if they wished, but that a policy would need to be developed to ensure fairness to every citizen. On another note, Councilman Kidd advised that he would like Council to look into a new fire station soon. Mr. Utt advised that was included on his "To Do" list. He added that he had not reached that item yet. Councilman East congratulated the Pulaski County Chamber of Commerce on the award of a $57,000 grant to be used for the Marketplace. Secondly, he advised that the next Museum report was due. At 6:35 p.m., there being no further comments, Councilman East moved to enter into Closed Session for two items under Virginia Code 2.2-3711 (A-1), Discussion for consideration of employment, assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of public officers, appointees or employees, regarding Friends of Calfee Park and the Town Manager's evaluation. Councilman Clark seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye H. M. Kidd -Aye Gregory C. East -Aye James A. Radcliffe -Aye David L. Clark -Aye Lane R. Penn -Aye At 6:44 p.m., Council returned from Closed Session and adopted the Certification Resolution on motion by Councilman Kidd, seconded by Councilman Clark and carried on the following recorded vote: 1 Heather L. Steele -Aye H. M. Kidd -Aye Gregory C. East -Aye James A. Radcliffe -Aye David L. Clark -Aye Lane R. Penn -Aye Councilman Clark moved to authorize staff to prepare a Resolution appointing Councilman East as a representative of Town Council, Meredith McCrady as a business owner and baseball fan and Morgan Welker as Community Representative to Friends of Calfee Park. Councilman Penn seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye H. M. Kidd -Aye Gregory C. East -Aye James A. Radcliffe -Aye David L. Clark -Aye Lane R. Penn -Aye C At 6:45 p.m., there being no further business, Councilman Penn moved to adjourn seconded by Councilman Kidd and so carried. Approved: ~'U-'~ .~ ey S. Worrell, Mayor October 21, 2014/Page 6 of 6