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HomeMy WebLinkAbout07-21-15Minutes of the Joint Town Council and Planning Commission Work Session held July 21, 2015, 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 (arrived at 5:08 pm), H. M. Kidd, James A. Radcliffe, Lane R. Penn Absent: David L. Clark Staff: Shawn Utt, Town Manager David Warburton, Town Attorney Dave Quesenberry, Assistant to the Town Manager Patricia Cruise, Clerk of Council Brandon Hamblin, Acting Captain, Fire Department Anthony Meredith, Captain, Police Department Gary Roche, Police Chief Brenda Shelton, Administrative Secretary Planning Commission: Kevin Meyer, Chairman Morgan Welker Linda Hall Charles Nall Spencer Rygas David Allen Terry Hale Others: Charles Wade Joseph Goodman Marshall Dowdy Tammy Meredith Mike Williams, Press Calvin Pynn, Press Mayor Worrell called the meeting to order at 5:00 p.m. Following Town Council roll call, Morgan Welker, Vice Chairman for the Planning Commission, called their meeting to order. Brenda Shelton called roll for the Planning Commission. Councilman Kidd moved to adopt the Consent Agenda consisting of the minutes of the May 19, 2015 Town Council meeting as written. Councilman Radcliffe seconded the motion and carried on voice vote. Next, Patrick Burton addressed Council and presented the Comprehensive Plan review. He distributed a handout to Council and the Planning Commission and summarized the Plan. Mayor Worrell felt it had everything that he would want in there. Planning Commission Vice Chairman Welker suggested adding Exits 89 and 98 to the last bullet point under transportation because they were all important access points to the Town. Additionally, he suggested adding to the wording regarding the 94 interchange, exit 94 interchange "and surrounding area". Councilman East suggested adding an overall vision statement as an introduction. Additionally, he felt it should be reviewed every year rather than every five years as required by state law. Mr. Utt advised that a lot of the information already gathered for the Council Retreat would help establish what the vision statement should be. There being no further comments, Mr. Welker moved to adjourn the Planning Commission meeting. Mrs. Hall seconded the motion and carried on voice vote. Mayor Worrell moved on to Public Operations. July 21, 2015/Page 1 of 4 The first item was Passenger Rail Memorandum Of Understanding (MOU). Mr. Utt advised that passenger rail service was set to return to Roanoke by 2017. He added that there was a large effort in the Bristol, Virginia area to extend service from Roanoke to Bristol by 2019 and an equally large effort in the New River Valley to at least extend it to our region as well. He advised that the city of Bristol had provided a draft Memorandum of Understanding to the Town asking for localities along the proposed passenger rail service route to sign. He requested that Council support the MOU. Councilman East moved to authorize the Mayor to sign the Passenger Rail Memorandum of Understanding. Councilman Kidd seconded the motion and carried on the following recorded vote: Heather L. Steele - Aye Gregory C. East - Aye David L. Clark - Absent H. M. Kidd - Aye James A. Radcliffe - Aye Lane R. Penn - Aye The next item for discussion was the Ratcliffe Museum update. Mr. Utt advised that he had met with Tyler Kirkner and discussed his concerns over the future of the Museum operations. He added that following that discussion, Mr. Kirkner decided to continue with his support and participation with the Friends of the Ratcliffe Board. He noted that a Board meeting was scheduled for that night and that the Board would be reviewing a job description for a part-time Museum Coordinator position and a plan of action for filling that position. Additionally, the Board would begin working on amendments to the Memorandum of Understanding at the meeting. Councilman East asked whether the Memorandum of Understanding would include the job description and responsibilities for the position? Mr. Utt responded in the affirmative. Mayor Worrell moved on to Finance and reconnection fees. Mr. Utt advised that staff wished for Council to review established disconnect/reconnect fees for in - town and out-of-town customers. He added that currently, the reconnect fee for in -town customers was $40, while out-of-town customers were charged $45. He explained that the new software had the ability to automatically place these charges on the account, however, it could not recognize the difference between in -town and out-of-town. He asked Council to consider revising the fee schedule to be able to charge the same amount to both types of customers. Councilman Kidd moved to direct staff to prepare the paperwork to set the reconnect fees for all customers at $40. Councilman East seconded the motion and carried on the following recorded vote: Heather L. Steele - Aye Gregory C. East - Aye David L. Clark - Absent H. M. Kidd - Aye James A. Radcliffe - Aye Lane R. Penn - Aye Mayor Worrell moved on to Legislative issues and Ordinance 2015-15, Amending the Classification Plan. He advised that this Ordinance completed action of Council. July 21, 2015/Page 2 of 4 1 1 1 1 Councilman East moved to adopt Ordinance 2015-15, Amending the Position And Classification Plan To Include The Position Of Deputy Town Manager. Councilman Radcliffe seconded the motion and carried on the following recorded vote: Heather L. Steele - Aye Gregory C. East - Aye David L. Clark - Absent H. M. Kidd - Aye James A. Radcliffe - Aye Lane R. Penn - Aye The next item on the agenda was Human Resources. Mr. Utt advised that he wished to discuss a proposed revision to the Town's Personnel Manual as it related to the Family Medical Leave Act (FMLA). He explained that currently when an employee was placed on FMLA, they utilized their Sick Leave balance for the time off. He proposed that the Personnel Manual be amended to require that all employees utilize all paid vacation or other forms of leave hours in excess of the maximum accruable hours, prior to utilizing sick leave. He noted this would aid in decreasing the excessive vacation leave and comp time balances that some employees had accumulated. Mayor Worrell agreed with the proposal. Councilman Kidd advised that he understood the sentiment behind the proposal, however, he felt that if you were sick, you should be able to take sick leave, regardless of how much vacation or comp time you had. Mr. Utt responded that one worry that he had was that on June 30, 2017, employees had to have their vacation and comp time at or below the maximum hours allowed or lose hours. He felt this would help some employees reach that goal without losing their hours. Councilman Kidd inquired whether the Ordinance could be changed back after June 30, 2017? Mr: Utt responded that he did not think there would be an excess at that time. Mayor Worrell commented that he understood Councilman Kidd's concern, but still felt he would rather implement this change rather than see an employee lose time that they had built up. Councilman Radcliffe suggested that since the Town would be taking something away from the employees, could the Town pay the employee for a portion of their sick leave when they retired? Mr. Utt responded that he would bring some options back to Council. Councilman East moved to adopt Ordinance 2015-16, Amending Use of Paid and Unpaid Leave as written. Councilman Radcliffe seconded the motion and carried on the following recorded vote: Heather L. Steele - Aye Gregory C. East - Aye David L. Clark - Absent H. M. Kidd - No James A. Radcliffe - Aye Lane R. Penn - Aye Mayor Worrell moved on to Round Table discussion. Councilman East, in a follow up from the presentation at the last Council meeting regarding installing a basketball court, suggested that staff move forward in locating a site for the court and gather some hard costs for Council. Secondly, he offered kudos to staff for the Town flowerbeds. Councilman Kidd asked for an update on the Route 99 project. July 21, 2015/Page 3 of 4 Mr. Utt advised that the project was on schedule to be bid in September of this year. Councilman Radcliffe encouraged a lot of thought and discussion before installing the basketball courts in the downtown area. Additionally, he advised that he had received a lot of response to his suggestion for a park for the handicapped. He noted that the Lions Club had offered to help financially with this park. Councilman Penn advised that he had received complaints about gravel being all over the place at the 2"d Street Fast Shop. He asked if this problem had been resolved? Mr. Utt advised that there had been a large water break which spread the gravel. He added that the area was scheduled to be paved, however, due to the amount of rain received recently, that schedule had been moved back several weeks. Mayor Worrell added that the brush and trees blocking the mural in that area had been removed. At 5:46 p.m., Councilman Kidd moved to enter into Closed Session under Virginia Code 2.2-3711 (A- 3) discussion for consideration of the disposition or acquisition of publicly held property regarding Ridge Avenue Tower site lease and (A-7), Consultation with legal counsel and briefing by staff for discussion of specific legal matters and matters subject to probable litigation regarding the Historic Calfee Park LLC proposal. Councilman East seconded the motion and carried on the following recorded vote: Heather L. Steele - Aye Gregory C. East - Aye David L. Clark - Absent H. M. Kidd - Aye James A. Radcliffe - Aye Lane R. Penn - Aye At 6:12 p.m., Council returned from Closed Session and adopted the Certification Resolution on motion by Councilman Kidd, seconded by Councilman East and carried on the following recorded vote: Heather L. Steele - Aye Gregory C. East - Aye David L. Clark - Absent H. M. Kidd - Aye James A. Radcliffe - Aye Lane R. Penn - Aye There being no further business, the meeting adjourned on motion by Councilman East, seconded by Councilman Kidd and carried on voice vote. July 21, 2015/Page 4 of 4 1 1