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HomeMy WebLinkAbout11-01-16Minutes of the Town Council meeting held Tuesday, November 1, 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 Anthony Meredith, Captain Mike Parmelee, Police Sergeant Jill Neice, Acting Patrol Lieutenant Bill Pedigo, Town Engineer Dave Hart, Parks and Facilities Director Others: Leslie Parmelee Brooke Wood, Press Mike Williams, Press Mayor Glenn called the meeting to order at 7:00 p.m. Councilman Goodman led the Pledge of Allegiance and Councilman East gave the Invocation. Following roll call, Mayor Glenn welcomed the public to the meeting. Councilman Radcliffe moved to add item 13 b, Compensation Study Consultant, and under item 14, Closed Session items under Virginia Code 2.2-3711 (A-7), 1 item under Personnel. 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 first item on the agenda was the Consent Agenda. Councilman Kidd moved to adopt the Consent Agenda consisting of the minutes of the October 4, 2016 Town Council meeting as written. 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 the Project Review Chart. Mr. Utt advised that Town staff met with an engineering firm and James Hardie officials to discuss options being considered regarding the Direct Injection PER. He continued that the second round of bids were due to go out for the Kersey Bottom/Case Knife Road CDBG Housing project and advised that the Pinehurst Cemetery directional signs and entry signs were being installed. He advised that the real estate notifications Page 1 of 5/November 1, 2016 had been mailed once and that information had been received regarding a firm from Richmond who might be able to come and meet with Town Council to discuss their services. He noted that vultures had appeared near the Hill Plant and staff notified the County IDA. He added the Town would help the IDA if necessary. Councilman Goodman advised that he had seen vultures in the Oakwood Cemetery area. Mr. Utt responded that staff would take a look at them. He continued that the Fire Parade in October contained over 100 Fire and EMS apparatus from surrounding jurisdictions and multiple civilian entries and the Fire Marshal's office along with Fire Department staff presented Fire Prevention Outreach programs to over 2,000 students. He noted that since the Town was now in the rotation for County funding toward a new fire truck, staff was beginning work on specs for a new Rescue Engine which is anticipated to be funded in FY 2018. He advised that the Town hosted a regional representative from EPA for the Brownfields grant on the 19th and provided a first-hand view of the progress the Town has made. He continued that the Director of the Department of Housing and Community Development was in Town that same day and met with staff. He advised that staff was working to recruit a potential member for consideration to the Planning Commission. He advised that according to AEP officials, the street lights were to be installed in Jackson Park before Thanksgiving and then staff would plant the trees in the park prior to the Christmas parade. Regarding the Public Safety Facility Study Group, Mr. Utt advised that he hoped to have a report from the consultant working on the draft layout. Mayor Glenn moved on to a department update from Dave Hart, Parks and Facilities Director. Mr. Hart provided an update on the programs he directs, including Gatewood, the Senior Center and parks in general. He emphasized that priority needs for the Department included playground equipment replacement, cleanup of the large item drop site on Dora Highway and replacement of fencing around the back of the large item drop site on Dora Highway with a 6 foot wooden fence to shield the area from the Trail users. His third priority was finding a site for downtown basketball and a skate park. Councilman Radcliffe commented that in his opinion, Mr. Hart's vehicle needed to be replaced as a first priority. He advised that he was pleased to say that he didn't receive complaints this year related to Gatewood. He suggested forming a committee to help with finding sponsors for playground equipment replacement. Mr. Hart responded that a committee was not needed to decide what playground equipment to purchase, but it would be helpful for them to help raise money for the equipment. Councilman Radcliffe advised that he would be happy to help raise funds for the equipment. Councilman East advised that this had been discussed approximately a year ago, but nothing was done. He asked how to go forward. Mr. Utt responded that staff could make it a higher priority. Councilman Goodman commented that they did not need a committee, they just needed to make calls. Mayor Glenn advised that he had just received an email that day from the Class of 1966, who wished to donate the excess funds from their reunion. He inquired if the Town had an account that people could donate these type funds to the Town? Mr. Utt advised that staff could set one up. Mayor Glenn continued that if donated funds could accrue in an account, it could possibly be used along with a grant to purchase equipment. On another front, he advised that a citizen had suggested that some type of screen be placed around the port -a -john at Heritage Park to improve the overall look of the Park. Mr. Hart agreed that a screen would improve the look of the Park. Page 2 of 5/November 1, 2016 Mayor Glenn thanked Mr. Hart for his report. He added that he was glad things were running well at Gatewood. He noted that everyone that he talked to at Gatewood spoke of how much they enjoyed the Park. Councilman East agreed with Mr. Hart that the Drop site needed to be improved if not moved entirely. Mr. Utt advised that he felt the best route was for the Town to find a site and present it to the Public Service Authority. Councilman East asked if the current planned site was off the table. Mr. Utt responded that he didn't know if the plan was off the table, but the pause button had been pushed. He added that he didn't know if the space was large enough to do everything the Town wanted to do and there was still an issue with the entrance. He added that he would be glad to take a more proactive approach if Council wished. Mayor Glenn commented that Mr. Utt could consider Council making that wish. He asked if Mr. Utt could try to report back to Council within 60 days. Councilman East advised that at a minimum, he agreed with Mr. Hart's recommendation to put up some type of screening along the Trail. Mr. Hart advised that he and Mr. Pedigo had discussed the issue before. He added that another issue was constant run off from the street and the parking area of the drop site washing across the Trail and damaging the Trail. He reiterated that if the fence could be moved back about 10 feet, he felt that side of the Trail could be ditched to catch the water when it came off the parking area. Mayor Glenn thanked Mr. Hart for his presentation. The next item on the agenda was Old Business. The first item was Resolution 2016-27. Mr. Utt advised that this completed action of Council. Councilman Clark moved to adopt Resolution 2016-27, Appointing Larry G. Clevinger, II as the Citizen Representative of the Town of Pulaski to the New River Valley Regional Commission. 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 Comp time roll-over policy updates. Mr. Utt advised that after discussion at the last Work Session, staff had removed the holiday comp time accruals from the last report, which brought the excess balance from $70,000 to a $62,000 excess balance. He added that he had two options for Council's review. The first was to increase the overall roll-over amount to 15 days of accrual which would reduce the overall "excess" value of just over $26,000. The second option was to increase the overall rollover amount to 10 days of accrual which would reduce the overall "excess" value to $42,500. He also requested that Council consider a pay -out of the remaining "excess" value which would allow staff to hit the reset button for comp time every December and the vacation time every July. He asked for Council's input. Page 3 of 5/November 1, 2016 Councilman Goodman commented that he was fine with either the 10 day or 15 day accrual. He emphasized that the excess should be paid to the employees. He added that it would be unfair to do anything else. He continued that he had not been aware that comp time off had to be approved when requested unless it would unduly disrupt the flow of work. He noted that the amount currently on the books concerned him. He added that the federal government language stated that after 26 pay periods, the employee must receive payment for unused compensatory leave in the dollar value prescribed at the time it was earned, not at the current salary. He noted that after one year, the time was forfeited if not used. He encouraged that this federal language be changed to the time would be paid out if not used within one year. Mr. Utt advised that he asked Mr. Quesenberry to compile information on how surrounding areas handled their comp time. He continued that the only information found was that holiday time had to be used within a year of earning it. He noted that the Town had the same language. Mayor Glenn asked Mr. Utt which option he recommended for comp time. Mr. Utt responded that the15 day accrual option seemed better for the employees, however, he would do whatever Council wished. Following more discussion, Councilman Goodman moved to direct staff to develop changes in the comp time policy to reflect staff being allowed to carry 15 shift days of comp time, with an annual reset date of January 1. 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 Mayor Glenn moved on to Code Enforcement Officer update. Mr. Utt advised that an amended version of the Code Enforcement Officer job description had been placed at the dais. He explained the change in the document. Councilman East complimented staff on their efforts working on the description. He moved to adopt the job description for the Code Enforcement Officer as written. Councilman Goodman seconded the motion and carried on the following recorded vote: James A. Radcliffe - Aye Gregory C. East - Aye David L. Clark - Aye Mayor Glenn moved on to New Business. Joseph K. Goodman - Aye H. M. Kidd - Aye Lane R. Penn - Aye Mr. Utt advised of a request for partial vacation of Town right-of-way. He continued that Fran Echols, President of Thompson Tire, was currently developing a piece of commercial/industrial property located at 72 First Street, NW. He added that with the new parking that was planned, there was a need for a small amount of property currently owned by the Town to be vacated in order to allow truck traffic the appropriate turning radius to be able to enter and exit the side at the grade entrance door. He noted that an aerial view had been included in the packet showing the property and approximate location of the area requested. He explained the details of the request. He noted that if Council approved the request, a public hearing would need to be scheduled. Councilman Clark moved to direct staff to schedule a public hearing for the December 6, 2016 Council meeting regarding the partial vacation of Town right-of-way. Councilman Radcliffe seconded the motion and carried on the following recorded vote: Page 4 of 5/November 1, 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 At 8:10 p.m., Councilman Goodman moved to enter into Closed Session 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 Town Manager's evaluation 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 location 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 matters and matters subject to probable litigation regarding UDAG and RBEG loan update, Boundary amendment and West Main Street property update. 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 At 9:33 p.m., Council returned from Closed Session and adopted the Certification Resolution on motion by Councilman Goodman, seconded by Councilman Clark 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, seconded by Councilman Goodman and carried on voice vote. Approved: Qtkk rI �)_ Rob rt N. Glenn,'Mayor Page 5 of 5/November 1, 2016