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HomeMy WebLinkAbout09-20-161 Minutes of the Town Council Work Session held September 20, 2016, at 5:00 p.m. at the Senior Center. Present were: Robert N. Glenn, Mayor Council: James A. Radcliffe, Gregory C. East, David L. Clark, Joseph K. Goodman, H. M. Kidd, Lane R. Penn Staff: Shawn Utt, Town Manager Spencer Rygas, Town Attorney Nichole Hair, Deputy Town Manager Dave Quesenberry, Assistant to the Town Manager Patricia Cruise, Clerk of Council John White, Economic Development Director Rebecca Reece, Acting Finance Director Robbie Kiser, Fire Chief Bill Pedigo, Town Engineer Gary Roche, Police Chief Andy Anderson, Professional Standards Lieutenant Dave Hart, Parks and Facilities Others: Jeff Corbin Tye Kirkner Clark Payne Sandy Payne Michael Dalton Marshall Dowdy Ann Dowdy Mike Williams, Press B. J. Wood, Press Mayor Glenn called the meeting to order at 5:00 p.m. Following roll call, Councilman Goodman moved to add item 8f, Pedjo Bikes Request and 15, three items under Closed Session. Councilman Clark seconded the motion and carried on the following recorded vote: James A. Radcliffe - Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Aye H. M. Kidd - Aye Lane R. Penn - Aye Mayor Glenn welcomed the guests to the meeting. He asked for a motion regarding the Consent Agenda. Councilman Clark moved to adopt the Consent Agenda consisting of the August 16, 2016 Town Council meeting. Councilman Kidd seconded the motion and carried on voice vote. The next item on the agenda was Public Hearings. Regarding the Proposed Fee Schedule Amendments, Mr. Utt advised that as discussed at the August Work Session, staff failed to include the proposed building permit and zoning permit fee schedule amendments in the public hearing for the FY17 budget in June. He continued that in order to implement those amendments, a Public Hearing had to be held. He explained the proposed fee schedule amendments which had been included in the packet. At 5:05 p.m., Mayor Glenn opened the Public Hearing. There being no comments, the Hearing was closed. Councilman East moved to adopt the proposed fee schedule as presented. Councilman Radcliffe seconded the motion and carried on the following recorded vote: James A. Radcliffe - Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Aye H. M. Kidd - No Lane R. Penn - Aye September 20, 2016/Page 1 of 7 The next Public Hearing was for proposed FY17 budget rollovers. Mr. Utt advised that as had been done in the past, after the beginning of a new fiscal year, funding from the previous fiscal year for projects that were funded last year and not completed needed to be formally transferred to the current year. He continued that since this proposed rollover amount totaled more than 1 % of the annual budget, a Public Hearing had to be held. He reviewed the funds that needed to be transferred. At 5:17 p.m., Mayor Glenn opened the Public Hearing for the proposed FY17 budget rollovers. There being no comments, the Hearing was closed. Councilman Clark moved to adopt the proposed FY17 budget rollover of $319,640.14 to the current budget as presented. Councilman Goodman seconded the motion and carried on the following recorded vote: James A. Radcliffe -Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Aye H. M. Kidd - Aye Lane R. Penn - Aye Councilman East moved to direct the Town Manager to develop and implement a daily bike patrol/policing plan to include the downtown area, New River Trail Extension and surrounding Parks. Councilman Penn seconded the motion and carried on the following recorded vote: James A. Radcliffe -Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman -Aye H. M. Kidd - Aye Lane R. Penn - Aye Mayor Glenn moved on to Presentations. Mr. Tye Kirkner advised that the Annual Report for the Ratcliffe Transportation Museum had been placed before Council. He presented the Report and responded to questions. Additionally, he advised that the Fire Department banner in the Museum was in dire need of repair. He asked Council to fund the repair, with an estimated cost of $1,000 to $1,500. Following discussion, the consensus of Council was to fund the repair. Councilman East requested that the last page of the Finance Report be given to Council on a quarterly basis rather than yearly. Mr. Kirkner responded that the Memorandum of Understanding with the Town called for the report to be given annually, however, he agreed to the request. Councilman East suggested that some of the digitized photos owned by the Museum could be sold as a fund raiser. Mr. Kirkner liked the idea and said that he would bring the suggestion to the Collections Committee. Additionally, he advised that the Museum had access to fire maps and were researching copy rite information for possible future fund raising activities. Regarding the request for funding, Mayor Glenn opined that the Town Manager could submit a report in October as to the cost and choice of vendor for the restoration of the banner. Councilman Goodman preferred to see that information as well as the cost to encase the banner to protect it before agreeing to the request. September 20, 2016/Page 2 of 7 The next item on the agenda was Public Operations. Ms. Hair reported on Community Development Department strategies. She summarized a memo included in the packet that included her proposal for the addition of a Planner 1 and a Code Compliance Officer. She explained her reasoning for each employee position. She advised that there was an opportunity to partner with the police department to get the Code Compliance Officer on board now. She noted the person would not be a sworn officer, but was a position that was being funded through the Police Department currently. She added that any other new staffing would be put in place the following fiscal year. She also explained how she and the Town Manager could split the traditional economic development duties when Mr. White retired next year and the I. T. Manager could take over the social media portion of his job. Councilman Goodman opined that the social media needed to be handled by someone with a marketing background and the ability to handle social media correctly. Additionally, he opined that the social media should be handled by someone who was active in the community. He preferred that the position float between a team, with some people being able to take pictures and a specific person actually handle the social media. Councilman Goodman continued that he was concerned with the Code Compliance Officer not being a sworn officer. Ms. Hair advised that the position did not require a sworn officer. She continued that there were localities that had a staff person. She advised that the person they had in mind for the position was familiar with codes and with law and the enforcement side of these issues. Councilman Goodman replied that there was a strong impact when a citizen sees a uniformed officer walk up on your porch to speak with you. Councilman Radcliffe agreed with Councilman Goodman and spoke against the position being held by a non - sworn officer. Following more discussion, staff was directed to rewrite the proposal including redefining the position of Code Compliance Officer, a draft job description and the funding source and report back to Council. Mayor Glenn moved on to ARC grant opportunity. Mr. Utt advised that a handout had been placed at the dais prior to the meeting. He referred to this document and advised that the current CIP had $30,000 for website updates. He added that Catherine Van Noy had a unique idea that could benefit businesses downtown. He continued that the Appalachian Regional Commission had a grant opportunity for a comprehensive rebuild of websites for the Town and other partners looking to build an eCommerce presence. He noted that in theory, the Town could use the $30,000 included in the CIP as matching funds for at least $30,000 from ARC, which could be coupled with private funds to build a stronger base for the small business community. Councilman Goodman expressed concern for what he described as web development for private businesses in Town. He advised that there were ways to develop web sites that were free. He felt uncomfortable subsidizing private businesses by paying for a website for them. Mr. Utt responded that he looked at it as an incentive tool to help new businesses come into the Town. Additionally, he advised that the businesses would have to buy into the program. Following extensive discussion, Mayor Glenn asked if Council had a motion. Councilman Goodman advised that he would abstain from any vote on this topic. September 20, 2016/Page 3 of 7 Councilman East moved to authorize staff to initiate the RFP process for website services for the Town of Pulaski. Councilman Clark seconded the motion and carried on the following recorded vote: James A. Radcliffe -Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Abstain H. M. Kidd - Aye Lane R. Penn - Aye Councilman Clark moved to direct staff to take the necessary action to proceed with applying for the ARC grant for $30,000. Councilman East seconded the motion and carried on the following recorded vote: James A. Radcliffe -Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Aye H. M. Kidd - Aye Lane R. Penn - Aye Mayor Glenn moved on to BEE and CDBG contracts for Administration and Implementation. Mr. Utt advised that a draft task order with the New River Valley Regional Commission related to the two downtown CDBG Planning Grants and the Building Entrepreneurial Economies grant that had been awarded earlier in the year had been included in the packet. These contracts outlined the roles and costs related to the implementation of the two grants not to exceed $20,000. Councilman Clark moved to direct the Town Manager to execute the Task Order with the New River Valley Regional Commission for services not to exceed $20,000. Councilman Kidd seconded the motion and carried on the following recorded vote: James A. Radcliffe -Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman -Aye H. M. Kidd - Aye Lane R. Penn - Aye The next item on the agenda was FOIA Policy updates. Mr. Utt advised that previously, Councilman Goodman had brought up concerns with the proposed idea to have two main FOIA agents for the Town. After further study, staff proposed that in order to minimize services and to meet the expectations of the General Assembly, a monthly report would be given to the Town Clerk from the Police Department, who processed a large share of the FOIA requests. He asked for Council comments. Councilman Goodman responded that he felt it would be more appropriate for all requests to funnel through one office, but he was more amenable to this proposal. Councilman East moved that the Town Clerk be the FOIA agent for the Town with monthly FOIA reports given to the Town Clerk by the Police Department. Councilman Kidd seconded the motion and carried on the following recorded vote: James A. Radcliffe - Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Aye H. M. Kidd - Aye Lane R. Penn - Aye Mayor Glenn called for a 5 minute recess at 6:40 p.m. Mayor Glenn reconvened the meeting at 6:45 p.m. The first item was Conservation District vs. Redevelopment Areas. September 20, 2016/Page 4 of 7 1 Mr. Utt advised that a memo from Mr. Quesenberry had been included in the Packet explaining that these two types of development areas have some common elements, but also differed in several methods and objectives. He continued that conservation areas are applied to deteriorating areas in the early stages of blight, while redevelopment areas were applied to areas already in a state of blight. He added that both areas must be created through a housing authority rather than a unit of local government. He reviewed the rest of the information regarding the two types of development areas. Mr. Utt recommended that the Town move forward with the redevelopment option. Following discussion, Councilman East moved to refer the information regarding conservation and redevelopment areas to the Pulaski Redevelopment and Housing Authority for consideration in establishing conservation or redevelopment areas and locations and respond within 90 days. Councilman Penn seconded the motion and carried on the following recorded vote: James A. Radcliffe - Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman -Aye H. M. Kidd - Aye Lane R. Penn - Aye Mayor Glenn moved on to the Transformation project. Mr. Utt advised that a memo had been included in the Council packet from Mr. Ike Jeans. He added that he and Mr. Jeans had discussed a project regarding the Pedjo Bike parking lot which is at the corner of Washington and Main. He continued that Mr. Jeans wished to landscape an area in the corner of thelot and remove some of the curbing around the old drive through area with the Town's assistance and to move the trash dumpster in the alley next to his building, providing a better view and access to Town citizens. He summarized the memo for Council. Following discussion, Councilman Kidd moved to authorize the Town Manager to proceed with contract negotiations along with the Town Attorney and proceed with the work. Councilman Clark seconded the motion and carried on the following recorded vote: James A. Radcliffe -Aye Joseph K. Goodman -Aye Gregory C. East - Aye H. M. Kidd - Aye David L. Clark - Aye Lane R. Penn - Aye The next item on the agenda was Legislative. Mr. Utt advised that Ordinance 2016-13, Amending the Town's Personnel Policy Regarding Sick Leave Payout for Employees Retiring Under the Virginia Retirement System completed action of Council. Councilman East moved to adopt Ordinance 2016-13. Councilman Goodman seconded the motion and carried on the following recorded vote: James A. Radcliffe -Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman -Aye H. M. Kidd - Aye Lane R. Penn - Aye Regarding Resolution 2016-24, Appointing Town Representatives to the Agency on Aging, Mr. Utt advised that this completed action of Council. Councilman Kidd moved to adopt Resolution 2016-24. Councilman Penn seconded the motion and carried on the following recorded vote: September 20, 2016/Page 6 of 7 James A. Radcliffe - Aye Joseph K. Goodman -Aye Gregory C. East - Aye H. M. Kidd - Aye David L. Clark - Aye Lane R. Penn - Aye Mayor Glenn moved on to Human Resources and an update on excess leave balances. Mr. Utt presented a table showing the improvement in excess leave balances since November 2014 to date. He summarized the information. He advised that staff had plans in place to continue to decrease the excess leave balances by June 30, 2017 as had been directed. However, he recommended that the comp time allowable balances be increased to 240 hours for regular full time employees from 56 hours and 480 hours for those in the public safety fields from 130 hours. Councilman Goodman expressed concern with whether the Comp Time has a "lifespan" of 12 months like Virginia Tech does and whether the Town should have a maximum payout similar to the vacation payout. Staff agreed to research recommendations related to potential increases to the balance and come back to Council with more information. Mayor Glenn moved on to Appointment to the Pulaski Planning Commission. Mr. Utt advised that with Morgan Welker's official resignation from the Planning Commission, there were two vacancies. He continued that it had been discussed during a previous Council meeting to have a Town Council representative on the Commission. He wished to continue that discussion as well as advertise the vacancy and invite interested citizens to make application. He asked for comments from Council. Following discussion, Councilman Kidd moved to direct staff to create a document appointing the Mayor to serve on the Planning Commission co -terminus with Town Council. Councilman Goodman seconded the motion and carried on the following recorded vote: James A. Radcliffe -Aye Joseph K. Goodman - Aye Gregory C. East - Aye H. M. Kidd - Aye David L. Clark - Aye Lane R. Penn - Aye Mayor Glenn moved on to Roundtable Discussion. Councilman Radcliffe offered kudos to the Fire Department and everyone involved in the memorial service held for former Fire Department employee Chip Hutchinson. He felt it was an excellent service. Secondly, he reminded staff that when the Council Chambers upgrades were completed there were some items that needed to be completed at the Senior Center to finish that upgrade. Thirdly, he advised that he wished to discuss a raise for the Clerk of Council in the near future. He noted that she did two jobs and should be compensated for both jobs. Councilman East advised that the proposed Code Enforcement Team reports to the Deputy Town Manager. He continued that the success of that team was largely dependent on every other department. He wished to explore a separate pay grade for the Deputy Town Manager to elevate that position to help ensure success with the Code Enforcement Team. He asked staff to have a draft job description and new pay grade by the next meeting. Mayor Glenn asked the Town Manager to bring back to Council a draft job description and new pay grade for the Deputy Town Manager as well as a potential raise for the Clerk of Council. Councilman Clark thanked everyone involved in all of the activities sponsored by the Town this summer. He commented that it was wonderful to have so many choices of things to do in the Town. September 20, 2016/Page 6 of 7 Councilman Goodman agreed with Councilman Clark. Councilman Kidd advised that he had received several phone calls regarding the unique paint job at the building at the split on Route 99. He asked for an update. Mayor Glenn advised that he and the Town Manager would be meeting with the owner to discuss the issue. At 7:35 p.m., Councilman Kidd moved to enter into Closed Session under Virginia Code 2.2-3711 (A-3) (2 items) discussion for consideration of the disposition or acquisition of publicly held property regarding update on West Main property and Project MAB and (A-5) discussion concerning a prospective business or industry, or the expansion of an existing business and industry, where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community regarding Project Goldilocks. Councilman Clark seconded the motion and carried on the following recording vote: James A. Radcliffe - Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Aye H. M. Kidd - Aye Lane R. Penn - Aye At 8:00 p.m., Council returned from Closed Session and adopted the Certification Resolution on motion by Councilman Goodman. Councilman Clark seconded the motion and carried on the following recorded vote: James A. Radcliffe - Aye Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman -Aye H. M. Kidd - Aye Lane R. Penn - Aye There being no further business, the meeting adjourned on motion by Councilman Goodman, seconded by Councilman Clark and carried on voice vote. C� Robert N. Glenn, Mayor September 20, 2016/Page 7 of 7