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HomeMy WebLinkAbout09-15-15Minutes of the Town Council Work Session held September 15, 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 5:06 p.m.), David L. Clark, H. M. Kidd, James A. Radcliffe, Lane R. Penn Staff: Shawn Utt, Town Manager David Warburton, Town Attorney Dave Quesenberry, Assistant to the Town Manager Patricia Cruise, Clerk of Council Anthony Meredith, Captain, Police Department Bill Pedigo, Town Engineer John White, Economic Development Director Robbie Kiser, Fire Chief Pam Witten, Finance Director Others: Cathy Hanks Linda Hall Ron Hall Joseph Goodman Elijah Sharp Rusty Mullins, Press Mike Williams, Press Mayor Worrell called the meeting to order at 5:00 p.m. The first item on the agenda was consideration of the Consent Agenda. Councilman Kidd moved to adopt the Consent Agenda consisting of the August 18, 2015 Town Council minutes. Councilman Clark seconded the motion and carried on voice vote. Mayor Worrell moved on to Public Hearings. The first Hearing was in regard to a Virginia Enterprise Zone #41 Boundary Adjustment. Mr. Utt advised that in an effort to maximize the Town's Enterprise Zone designation, staff proposed to amend the'boundaries of the zone to include the 10.1 acres of Calfee Park property. He proposed deleting a 28.1 acre site located between the railroad and Dora Highway owned by Norfolk -Southern Railroad. He added that all DHCD requirements had been met. Mayor Worrell opened the Hearing at 5:03 p.m. There being no comments, the Hearing was closed. The next Hearing was in regard to a proposed FY -16 Budget Amendment. Mr. Utt advised that as had been the practice for several years after the beginning of a new fiscal year, funding had to be transferred from the previous fiscal year for projects that were funded last year and not completed. He added that this year's budget amendment also included the necessary adjustments for the employees who took advantage of the health insurance incentive from Council as well as other items. He advised that in total, the proposed budget transfers would be $234,015.10 for the General Fund, $3,384.00 for the Water Fund and $3,384.00 for the, -Sewer Fund. He noted that State Code requires any transfers from one fiscal year to the next that exceeds 1.0% of -the total locality budget required a Public Hearing. He added that the Hearing had been properly advertised. Mayor Worrell opened the Public Hearing at 5:04 p.m. There being no comments, the Hearing was closed. September 15, 2015/Page 1 of 6 Mayor Worrell advised that the next item for consideration was VDOT Prioritization Process for New Projects. Mr. Utt introduced Eli Sharp, Senior Planner with the New River Valley Regional Commission. Mr. Sharp gave a presentation on the recent changes to the VDOT road construction system funding. He noted that no major changes had been made to the transportation project funding system since 1986. He added that the changes create some transparency and accountability in the decision making process. Councilman East arrived at 5:06 p.m. Mayor Worrell and Town Council thanked Mr. Sharp for his presentation. Councilman East moved regarding improvements to 1-81 exits 94 north and south bound, for purposes of safety and economic improvement for the citizens of the Town of Pulaski, that staff be directed to work with the Virginia Department of Transportation, the County of Pulaski and other necessary entities to compile all needed information regarding desired improvements and complete the VDOT electronic prioritization or HB2 application process for new projects in calendar year 2016. Councilman Penn 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 Public Operations. He advised that the first item was Resolution 2015-20, Virginia Enterprise Zone Boundary Adjustment. Councilman Clark moved to adopt Resolution 2015-20, Virginia Enterprise Zone Boundary Adjustment. 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 The next item for consideration was Friends of Peak Creek request regarding the Iron Bridge project. Mr. Utt advised of a request from Friends of Peak Creek to provide $3,094 to complete the bridge portion of the Iron Bridge project. He advised that the cost estimates to re -deck the bridge and install handrails was $9,094. He added that the Friends had raised $4,500 for the project. He advised that the plan was to recruit enough volunteers to help build the project. He noted that the funds could be taken from the Council's Contingency line item in the budget. Councilman Clark moved to direct the Town Manager to perform the necessary action to approve an amount not to exceed $3,094 from the Council's Contingency line item to fund the project. 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 the 2015 draft Comprehensive Plan. Mr. Utt advised that just prior to the start of the Council meeting, he had received a draft Comprehensive Plan. He added that staff would make copies and place them in the Council boxes for review at the October Council meeting. September 15, 2015/Page 2 of 6 The next item was Ordinance 2015-20, Amending the Town Personnel manual. Mr. Utt advised that Ordinance 2015-20 was in regard to the sick leave incentive Ordinance discussed at the last meeting. He summarized the Ordinance. Councilman East moved to adopt Ordinance 2015-20, Amending the Town Personnel Manual To Add a Sick Leave Accrual Incentive program as written. 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 Finance and Resolution 2015-21, Amending the FY 16 Budget. Councilman Clark moved to adopt Resolution 2015-21, Amending the Budget For The Town Of Pulaski, Virginia, For The Fiscal Year Beginning July 1, 2015 and Ending June 30, 2016. 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 James A. Radcliffe - Aye Lane R. Penn - Aye The first item for consideration under Legislative was Miscellaneous Appointments to Town Boards and Committees. Mr. Utt advised that several Board and Committee appointments were needed. He added that Resolution 2015-22 addressed these appointments. Councilman Clark moved to adopt Resolution 2015-22, Appointing Citizens to Town Boards and Commissions. 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 in regard to Public Safety Building Study Committee. Mr. Utt advised that since the new Fire Chief had been installed, he felt it was time to proceed with gathering a group to help constitute the study committee for the proposed Public Safety Building. He proposed that the committee consist of the Town Manager, the Town Engineer, the Police Chief, the Fire Chief, the REMSI Director, a Council representative, a County Administration representative and a citizen representative. Councilman East suggested that Councilman Radcliffe be appointed to the Board. Councilman Kidd advised that he would be willing to serve as an Alternate to the Board. Councilman East moved to appoint James Radcliffe to the Public Safety Building Study Committee, with Councilman Kidd as Alternate. The motion was seconded by Councilman Clark 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 September 15, 2015/Page 3 of 6 1 1 1 Mayor Worrell moved on to Human Resources. Mr. Utt advised of the receipt of 20 resumes/applications to date for the Deputy Town Manager position. He suggested forming an interview committee for this position and including a member of Council on the committee. Councilman Radcliffe suggested that Vice -Mayor East be appointed to the committee. Mayor Worrell appointed Vice -Mayor East to the Interview Committee for the Deputy Town Manager position. The next item for consideration was FMLA Amendments to the Town Personnel Manual. Mr. Utt advised that at the Council's July work session, staff presented Ordinance 2015-16, which required employees to take any accrued leave in excess of the allowed maximum level for FMLA leave before being able to take sick leave. He added that subsequently, staff found some minor concerns with the Ordinance that was approved and wished to replace some of the language in the Ordinance. He proposed the following amended language for the Town's Personnel Manual on page 6-8: An employee will be required to use accrued paid leave (including paid vacation, sick leave, compensatory time and worker's compensation) for any part of a family/medical leave. When an employee has used all of his or her accrued paid leave, the employee may request an additional period of sick leave from the sick leave pool if available so that the total paid and unpaid leave provided equals 12 weeks. In terms of priority, an employee must use accrued paid leave in excess of maximum accruable hours for the particular type of leave as established in this manual prior to utilizing sick leave. Councilman Clark moved to direct staff to prepare an Ordinance for Council's consideration at the October 6th Council meeting. 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 The next item on the agenda was Museum Coordinator Job Description Mr. Utt advised that a draft job description for the Museum Coordinator position had been included in the packet. He added that this had been reviewed and approved by the Friends of the Museum Board of Director and was ready for Council's consideration. He reviewed the changes for Council. Mr. East advised that in the first line of the job summary it stated that the Museum was a 501(c)3 organization. He stated that the Friends of the Ratcliffe Museum was a 501(c)3 organization, not the Museum. Mr. Utt advised that he would change the wording. Councilman East moved to direct staff to prepare an Ordinance creating a position of Museum Coordinator at a grade 8 job classification incorporating the job description provided with changes. 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 September 15, 2015/Page 4 of 6 Mayor Worrell moved on to Roundtable Discussion. Councilman East commended Ms. Witten and her staff in the Finance Department for their implementation of the new computer software. He advised that it had been reported that the fees in connection with the debit cards were high. He advised that other areas did not seem to have a fee associated with the debit card. He asked if staff could try to negotiate with the bank to get the reader from the bank and waive this fee rather than using the software provider. From the public, Mr. Goodman advised that per Visa and Master Card purchase agreements, it was not acceptable to take a fee for a debit card. He explained the rules. Councilman East advised that based on his discussions with other areas, they negotiated through their banks. He added that it was transparent and did not cost the citizens or the Town anything. Mr. Utt replied that staff would research the topic and return to Council with the information. Councilman Clark commented that in his travels throughout the New River Valley in the last few weeks, he had been stopped more than a dozen times with inquiries into the various activities they saw while going through Town. He found it exciting that all of the efforts to make the Town look better and sponsor more activities were being noticed and appreciated. Councilman Kidd inquired when the new restaurant "AI's On First" would be opening. Mr. White advised there would be a series of soft openings in the near future and the final opening to the public after that. Councilman Kidd asked Mr. Pedigo whether he had completed his research into the weeds and grass and the issues he had brought to Mr. Pedigo's attention. Mr. Pedigo responded that he had spoken with the contractors' and hoped the issue had been resolved Councilman Kidd agreed with Councilman Clark on his excitement at the results of the efforts to make the Town look better and sponsor more activities in Town. Councilman Radcliffe commented that he was also hearing positive comments with the improvements in the Town. Additionally, he commented that he was very pleased that Council was able to add a sick leave accrual incentive program to the employees. At 6:00 p.m., Councilman Clark moved to enter into Closed Session under Virginia Code 2.2-371 (A-7), consultation with legal counsels and briefing by staff for discussion of specific legal matters and matters subject to probable litigation regarding 1031 Crescent Street, RBEG loan collection, personnel claim and Museum agreement. 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 James A. Radcliffe - Aye Lane R. Penn - Aye At 6:33 p.m., Council returned from Closed Session and adopted the Certification Resolution on motion by Councilman Clark, seconded by Councilman Kidd 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 September 15, 2015/Page 5 of 6 1 1 1 1 Councilman East moved to authorize staff to write off a $17,996.84 RBEG loan to Coffee Buy The Book and pursue judgement of the same. Councilman Radcliffe 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 There being no further business, the meeting adjourned on motion by Councilman East, seconded by Councilman Clark and so carried. September 15, 2015/Page 6 of 6 Approved: '44Z Jeffrey S. Worrell, Mayor