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HomeMy WebLinkAbout10-04-16Minutes of the Town Council meeting held Tuesday, October 4, 2016 at 7:00 p.m. at the Senior Center. There were present: Mayor: Robert N. Glenn Council: James A. Radcliffe, Gregory C. East, David L. Clark, Joseph K. Goodman, H. M. Kidd, Lane R. Penn Staff: Shawn M. Utt, Town Manager Nichole Hair, Deputy Town Manager Patricia Cruise, Clerk of Council David Quesenberry, Assistant to the Town Manager Spencer Rygas, Town Attorney John White, Economic Development Director Rebecca Reece, Acting Finance Director Gary Roche, Police Chief Robbie Kiser, Fire Chief Bill Pedigo, Town Engineer Others: Clark Payne Sandra Hillyer Brooke Wood, Press Mike Williams, Press Mayor Glenn called the meeting to order at 7:00 p.m. Councilman Kidd led the Pledge of Allegiance and Councilman Clark gave the Invocation. Following roll call, Mayor Glenn welcomed the public to the meeting. Councilman Clark moved to add item 13 f, amendment to Personnel Policy regarding Deputy Town Manager, and under item 14, Closed Session items under Virginia Code 2.2-3711 (A-1), 2 items under personnel. Councilman East 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 first item on the agenda was the Public Comment Period. Sandra Hillyer addressed Council registering complaints about areas in the Town that needed to be cleaned. These included the parking lot across from Town Center Apartments and the old 7-11 building owned by Greg Ridpath. She suggested instituting a fine for dropping cigarette butts in Town. Additionally, she suggested that the announcement on a cable station advising citizens to see John White on Saturday mornings to help clean up the Town should be removed or amended as it was no longer relevant. She offered to volunteer one day a month to clean up the Town. Councilman Radcliffe suggested that Ms. Hillyer would be a great citizen member on the Clean Community Council. He advised that they meet the first Tuesday of each month. He asked her to meet with the Town Manager to pursue the position if she was interested. Dave Hart advised that he would supply trash bags and pick up tools to the volunteers. He also volunteered to act as the Town representative on the Clean Community Council until one was officially appointed. Page 1 of 7/October 4, 2016 Councilman Goodman advised that he would like to have a discussion regarding a fine for dropping cigarette butts in Town in the near future. Mr. Utt advised that the officer or a witness would have to actually see the citizen throw the cigarette butt out in order to call it littering. Chief Roche interjected that it had been a long time since he reviewed that law, but at that time, cigarette butts were not considered litter. Mr. Utt advised that staff would review the topic. Mayor Glenn asked staff to review the law regarding cigarette butts and check the properties Ms. Hillyer mentioned on the corner of 4th and Washington for violations. The next item for consideration was the Consent Agenda consisting of the minutes of the September 6, 2016 Council meeting. Councilman Kidd moved to adopt the Council minutes of the September 6, 2016 meeting as written. Councilman Penn seconded the motion and carried on the following recorded vote. Mayor Glenn moved on to Project Updates. Mr. Utt summarized the Project Review Chart dated 9-29-16 including showing Council an example of the top portion of the proposed Wayfinding signage. He added that staff was going to stop working on the Wayfinding signage until the Town branding was complete. He advised that four bids were due to be awarded for the Kersey Bottom/Case Knife Rd project, with the construction to begin within the next two to four weeks. He continued that the late season mowing letters were being mailed; that signs were being designed for Pinehurst Cemetery and were due to be installed by the end of October. He added that plans were being made to design and install signs at Oakwood Cemetery as well. Councilman East asked when the branding for the Town would be complete. Ms. Hair responded that it would be early spring. Mr. Utt added that it would take several more weeks for fabrication of the signs once the branding was complete. He advised that everything except the Building Permit software had been implemented. He added that once Council adopted the Ordinance later in the evening instituting the new fee schedule, the Building Permit software would be implemented. He continued that the pre -audit consultants were scheduled to be in town the first week of October. He advised that information had been received from a firm from Richmond who wished to discuss their services to help collect delinquent real estate taxes. He thought it might be a good Work Session topic. Mayor Glenn suggested that the firm be invited to the November Work Session for a presentation. Mr. Utt continued that staff had been working on a live fire training structure at the old landfill. He added that there was no similar place in the area to train. He noted that since the Town had the ability and the space available, it could be made available to other departments in Southwest Virginia. He advised that preparations of facilities and vehicles were underway in anticipation of the Annual Fire Prevention Parade scheduled for October 13. Councilman East commented that he had citizens ask him if there was a firing range in the area. He inquired whether the pubic would be allowed to use the Town's range. Mr. Utt advised that he would research the issue and report back at a Work Session. Page 2 of 7/October 4, 2016 Mr. Utt advised that a special Brownfields Task Force meeting would be held October 19. He noted they,would tour some sites and get a first-hand view of the progress the Town has made. He advised that MOVA would host a VIP opening of the office on Main Street on October 18 and a reception. He noted that Council was invited to attend. He added that "Pulaski Rising", the vision, was being rolled out to the public beginning at the Homecoming game. He advised that staff was trying to schedule the last of the requested renovations in the kitchen and side rooms at the Senior Center after the completion of the Council Chambers. He noted they hoped to have the work completed over the winter. He advised that with help from the County and inmate labor, a good amount of brush and undergrowth had been cut back along the trail. He noted that work would continue on that job. He advised that Pulaskifest was a success with a great turnout. He noted that the next event was the Treat Trail followed by the Christmas Tree Lighting ceremony. He advised that Ms. Hair had been working on the Regional Commission on the zoning ordinance re -write and it was hoped to have the document for Council to review in the near future. He added that it was hoped to have the RFP for the website update advertised that weekend. He advised that AEP had marked the locations for the streetlights at Jackson Park. He added that staff was working with Draper Aden on landscaping for trees along First Street and along the railroad on the back to get those installed. He advised that the Public Safety Facility Study Group met with the consultant to gather data and input on needs for the new facility. The consultant planned to have a report with recommendations back by mid-November. He advised that the grant writer was working on various grants, including funding for equipment for Police and Fire as well as Parks and Facilities. Mayor Glenn reminded Council about Pulaski On Main VIP opening on Thursday, October 6 and noted the installation of new fencing being installed behind the Post Office and over to the Jackson Park Inn. The next item on the agenda was the Department Update from Chief Robbie Kiser of the Fire Department. Mr. Kiser gave an overview of the Fire Department duties and accomplishments. Councilman Radcliffe offered kudos to the Fire Department and thanked them for their work. Mr. Rygas asked the Mayor, since he was in the insurance business, whether the citizens' insurance premiums were lower because of the Town's paid Fire Department. Mayor Glenn responded in the affirmative, adding that the insurance premiums would be double if the Town did not have a paid Fire Department. Mayor Glenn moved on to Old Business. The first item was Resolution 2016-25, Appointing a Member of the Planning Commission. Mr. Utt advised that this Resolution completed Council action. Councilman Clark moved to adopt Resolution 2016-25. Councilman East 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 for Council consideration was Resolution 2016-26, Amending the Budget For The Town of Pulaski, Virginia, For The Fiscal Year Beginning July 1, 2016 and ending June 30, 2017. Mr. Utt advised that this completed the budget amendment roll overs from last fiscal year. Councilman East moved to adopt Resolution 2016-26. Councilman Radcliffe seconded the motion and carried on the following recorded vote: Page 3 of 7/October 4, 2016 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 Ordinance 2016-14, Amending the Town's Personnel Policy Regarding Sick Leave Payout for Employees Retiring Under the Virginia Retirement System. Mr. Utt advised that Council approved this Ordinance at the last meeting, but staff discovered the Ordinance number had already been used. He continued that this was the same Ordinance, but with the correct Ordinance number. Councilman East moved to adopt Ordinance 2016-14. 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 The next item for consideration was Ordinance 2016-15, Setting Zoning and Building Permit Fees for the Town of Pulaski. Mr. Utt advised that this completed action of Council. Councilman Clark moved to adopt Ordinance 2016-15 as written. 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 - No David L. Clark - Aye Lane R. Penn - Aye Mayor Glenn moved on to New Business. The first item was the Brownfield Remediation grant request. Mr. Utt advised that the Virginia Brownfield Assistance Fund had grant funding available for the proposed full remediation of the former Allied Chemical Foundry site (former Rice property). He added that since the Town is now the owner of the site, it is the Town's responsibility to remediate the problems so the site can be redeveloped. He explained the necessary work and the costs involved with the grant. He requested approval and authorization by Town Council to apply for the funding so that the Town can take advantage of the grant funds that have been spent at the site over the past few years. Mayor Glenn supported the concept of Council going forward with this program, but in the meantime asked that Council re -read the Peak Creek Corridor Study with an eye to what the Town already owns versus what the Town does not own and what can be accomplished quickly versus what may take years and be prepared to discuss at a Work Session within the next two months. Following discussion, Councilman Clark moved to formally approve and authorize the Town Manager to apply for the funding to take advantage of the grant funds. 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 Page 4 of 7/October 4, 2016 The next item on the agenda was revisions to the Personnel Policy regarding comp time accruals. Mr. Utt advised that the Town's Personnel policy currently limits regular full time employees from accruing more than 56 hours and 130 hours for public safety employees (Police and Fire). He continued that the Fair Labor Standards Act had a provision to allow up to 240 hours for regular full-time employees and 480 hours for public safety employees. He recommended that Council authorize staff to prepare the documents necessary to revise the current Personnel Policy to fall in line with the Fair Labor Standards Act. He noted that this would eliminate most of the excess comp time that had accumulated. Councilman Goodman expressed concern for the proposal. He advised that this would not really eliminate the excess comp time that had accumulated. He continued that it would just shift what column the amount was in rather than dealing with real issues. The Town would still have to pay for that at some point. He asked why staff wasn't allowed to be paid for their comp time, rather than allowing it to accumulate. Mr. Utt responded that it was the employees' choice, not the Town's choice as far as payout. Councilman Goodman advised that without some sort of limit, like the twelve month limit that other bodies have, he could not support the proposal. Mr. Utt responded that he could poll what other bodies did if that was the wish of Council. Following extensive discussion, Mr. Utt agreed to gather more information for Council by the November 1 meeting. Mayor Glenn moved on to vehicle purchase/financing options. Mr. Utt advised that Council had previously authorized staff to move forward with Enterprise Fleet Management for what was anticipated to be the purchase of 6 vehicles for the Town fleet. He continued that as staff were reviewing the paperwork, it was discovered that the program was in fact not a lease -to -own arrangement and if the vehicles were kept longer than the 5 -year term, additional payments would be necessary. He added that with that in mind, staff recommended moving on with a separate financing arrangement with either a local bank or the VML Loan Fund program. He summarized the anticipated cost for the 6 vehicles. He felt that since there would only be 6 to 8 months of loan payments needed this fiscal year, the current funding level would cover the costs for this year. He requested authorization to proceed with developing alternative funding options for Council's consideration in the near future. Councilman Goodman moved to authorize staff to proceed with developing alternative financing options in the future for Council's consideration. 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 Building and Entrepreneurial Economies and CDBG Contract for Downtown Planning and Branding. Mr. Utt advised that this was the second contract related to the downtown planning projects. He continued that this was the branding, marketing portion for the downtown development. He reviewed the contents of the agreement and advised that there was no out of pocket expense for the Town. Councilman East moved to authorize the Town Manager to execute the contract with Hill Studio in the amount of $45,000 for consulting services. Councilman Clark seconded the motion and carried on the following recorded vote: Page 5 of 7/October 4, 2016 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 Code Enforcement Officer Draft Job Description. Mr. Utt advised that an initial draft job description had been included in the packet for Council's review and feedback. He asked for comments. Councilman Radcliffe commented that he felt the position should be filled by a police officer and that they should work under the supervision of the Deputy Town Manager. Councilmen Goodman and East agreed with Councilman Radcliffe. Mr. Utt agreed that he would update the job description for Council's review at the October 18 Work Session. The next item for consideration was amendment to Personnel Policy Regarding Deputy Town Manager. Mr. Utt advised that one of the things discussed during the Round Table discussion at the last Council Work Session was a request to change the classification of the Deputy Town Manager to a 15. He added that staff needed some more information before they could proceed. Councilman Goodman confirmed that the intent was to change the classification, but the salary would be the same. Councilman East responded that at this time that was correct. He added that it was an effort to clarify the I Town organization structure. Councilman East moved to authorize staff to prepare the appropriate documentation to establish a grade 15 pay grade and re-classify the position of Deputy Town Manager under this newly established pay grade. Councilman Penn 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 At 8:38 p.m., Councilman Clark moved to enter into Closed Session for two items under Virginia Code 2.2-3711 (A-3), discussion for consideration of the disposition or acquisition of publicly held property regarding Kersey Bottom CDBG project: Commerce Street and Kersey Bottom CDBG Project: Crescent Street 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 and (A-7) consultation with legal counsels and briefing by staff for discussion of specific legal matter and matters subject to probable litigation regarding UDAG and RBEG Loan Status update and (A-1), two items, Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body regarding Code Enforcement staff and Town Manager's evaluation. 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 Page 6 of 7/October 4, 2016 I4 At 10:00 p.m., Council returned from Closed Session and adopted the Certification Resolution on motion by Councilman Clark, seconded by Councilman Goodman 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 Councilman East moved to authorize staff to negotiate with property owners on property located on Kersey Bottom as part of the CDBG project, not to exceed $10,000 for three lots. 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 There being no further business, Councilman Penn moved to adjourn. Councilman East seconded the motion and carried on voice vote. Approved: Page 7 of 7/October 4, 2016