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HomeMy WebLinkAbout05-02-17Minutes of the Town Council meeting held Tuesday, May 2, 2017 at 7:00 p.m. in the Council Chambers of the Municipal Building at 42 First Street, NW. There were present: Mayor: Robert N. Glenn Council: James A. Radcliffe, Gregory C. East, Joseph K. Goodman, David L. Clark, 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 Gary Roche, Police Chief Robbie Kiser, Fire Chief Rebecca M. Reece. Finance Director Dave Hart, Parks and Facilities Director Bill Pedigo, Town Engineer Others: Rich Meadows Jared Linkous Joe Guthrie Terri Fitzwater Palmore Allen Palmore Mike Williams, Press B.J. Wood. Press At 7:00 p.m., Mayor Glenn called the meeting to order. Councilman Goodman led the Pledge of Allegiance and Councilman East gave the Invocation. Councilman Goodman moved to add item 12b Community Development Director and 13b, Resolution 2017- 10, Proclaiming the Month of May 2017 as "Older Americans Month" to the agenda. 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 Presentations. Terri Fitzwater Palmore provided a summary of the Color -Me -Cameron Run. She thanked staff for their contribution. She announced that the Run had 949 participants. grossed $29,703.73, and netted $12.917.03. She listed a few things that would make the event easier next year from her perspective, including having the ability to post on the Town website several months or a year ahead of time and including the County in meetings prior to the run to coordinate events. Mayor Glenn thanked Ms. Fitzwater-Palmore for her presentation and her work in the event. He advised that the next item on the agenda was a Public Hearing. Mr. Quesenberry advised that the Public Hearing had been scheduled to discuss a request from Thom Rutledge, project manager and agent: Historic Calfee Park L. L. C., owner: for a zoning amendment to Section 503.2-1 exempting parking lots for Calfee Park from the all-weather surface requirements. He added that the requested amendment would apply the existing parking lot surface standards for one and two family residences to "satellite" parking lots located in these areas. He continued that the amendment would allow Page 1 of 5/May 2, 2017 parking lots to be constructed with permeable surfaces that would absorb rainfall and precipitation into the ground. Councilman Clark commented that most of the streets in that area had no curb and gutter, so anything that was paved would add to storm water runoff. He was in favor of the request. Mr. Utt advised that the Planning Commission held a public hearing and recommended approval of the request. Mayor Glenn opened the Hearing at 7:28 p.m. There being no comments, the Hearing was closed. Councilman East moved that in regard to Planning Commission Case 2017-02ZA, that staff be directed to prepare the necessary Ordinance for Council's consideration. Councilman Penn seconded the motion and carried on the following recorded vote.- James ote: 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 Public Comment period. Terri Fitzwater-Palmore advised that in addition to her presentation earlier in the meeting regarding the Color - Me -Cameron Run, she wanted to say that one Council member made a donation to the Run. Mayor Glenn thanked Ms. Fitzwater -Pal more and moved on to the Consent Agenda. Councilman Goodman moved to adopt the Council Minutes of the April 4, 2017 meeting as presented. Councilman Penn seconded the motion and carried on voice vote. The next item on the agenda was Project Update. Mr. Utt advised that if no one had any questions about the Project Update, he wanted to review the 3/6/9 Departmental Goals. Councilman Radcliffe advised that he had concerns about four roads in Town. He listed Grove Drive, English Forest, Peppers Ferry on the Route 11 end and Graham Street. He asked staff to look at those roads. Councilman Goodman advised that the islands on Washington and 6th Street were not being taken care of consistently by Town crews. He continued that the grass was high. Mr. Utt advised that the rain had interrupted some of the work and that the work had been transitioned from the Street Department to Parks and Facilities. He continued that staff should be on target for the future. Since there were no further comments from Council, Mr. Utt moved on to the 3/6/9 Departmental Goals. He reviewed the items on the report and asked if Council would like to have the Project Review Chart as a Weekly Summary item or just as an item of consent and have more discussion on the shorter term projects. Councilman East responded that the Project Review Chart tended to be longer term items. He wanted the 3/6/9 Departmental Goals to be shorter term goals. He requested that the format for the goals show more clearly, what were the 3 month goals, the 6 month goals etc. He suggested that staff grade themselves on whether they meet the goals and if they don't, why? Mr. Utt agreed. Page 2 of 5/May 2, 2017 Mayor Glenn moved on to Ordinance 2017-03, Closing of an Undeveloped Portion of the Clark Street Right of Way Located Between Howard Street and Crescent Street. Mr. Utt advised that the Ordinance completed action of Council. Councilman Goodman moved to adopt Ordinance 2017-03 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 Community Development Director job description. Mr. Utt advised that he had placed an updated draft job description for the Community Development Director at Council's dais. He reviewed the updated document and advised that additional funding would need to be added to the budget for certification classes. Councilman Goodman asked whether there would be a requirement for the candidate to complete certification classes within a certain time period. Mr. Utt responded yes. Mayor Glenn asked what the salary range would be for this position. Mr. Utt responded that it would be a Band 14. Councilman Radcliffe asked whether this position needed to be filled right now. He wondered if the Town could work more with the County in this area. Mr. Utt responded that any time there were open positions, he looked to see if something could be done more efficiently. He felt that the position was needed. Mayor Glenn advised that he had no problem with the position because he wanted the position to come back to the community level. He continued that looking at the transition that the Town was going through with the number of staff changes and retirements that were to take place, while he wanted the position to be filled, he wanted to ensure that Council understood the hierarchy of the position. He added that he wanted to know which position would be doing what. He wished to see each position by its title as of July 1, describing how each one operated and how that position would intermesh with the rest of staff before hiring new positions. Councilman Goodman commented that the Human Resource Committee had been discussing these issues, but were not ready to make a recommendation. He added that the Committee was to meet the next day and would try to prepare a recommendation. Councilman East felt that the proposed changes should be reviewed by Council as a whole, not just the Human Resource Committee. Following discussion, it was suggested that the Human Resource Committee would discuss the issues and then Council could discuss the issues as a whole at the following weeks Budget session. Councilman East requested that a draft revised organizational chart be discussed in the near future. Mr. Utt responded that he would bring the draft to the next meeting. Page 3 of 5/May 2, 2017 Mayor Glenn moved on to road conditions assessment proposal. Mr. Utt advised that a proposal from Thompson Litton had been included in the packet for a road conditions assessment with the intent of developing a paving plan for the next several years. He advised that the cost would be anywhere from $29,450 to $38,650 for 21.1 miles or about 1/3 of the Town road system. He added that there were approximately 46 miles of residential streets that would not be included due to VDOT allocations being based on the main roads. He continued that if the residential streets were included in the proposal. the cost would be around $100,000. He asked for Council input. Following discussion, Councilmen Radcliffe, East and Kidd spoke against the proposal. Councilman Goodman suggested that Town employees could walk all of the roads in Town and document the problems on the roads. He felt this could be done with overtime pay. He suggested that perhaps the Town could pay Thompson Litton to teach the employees what to look for. Mr. Utt commented that there were VDOT standards that staff could use. Mr. Pedigo reminded Council that other items came out of that fund such as salt and wages. He added that staff could certainly evaluate and prioritize each street in the Town. He noted that if Council wished to help, they could put more money into the non -street eligible fund. Mayor Glenn suggested that the Town Manager obtain additional documentation to see what Thompson Litton had done in another Town and a decision could be made later. He asked Mr. Pedigo to provide a written synopsis of how those monies are allocated so Council would have a better grasp of the process for future discussion. Mayor Glenn moved on to Resolution 2017-10, Proclaiming the Month of May 2017 as "Older Americans Month". Mr. Utt advised that he had received an email from Tina King, Director of Agency on Aging, asking that the Town "Proclaim the Month of May 2017 as Older Americans Month". Councilman Clark moved to adopt Resolution 2017-10 as written. Councilman Kidd 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 8:17 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 Retirement Incentive review and Clerk of Council appointment, and (A-3), discussion for consideration of disposition or acquisition of publicly held property regarding Ridge Avenue Tower Site and Trail Extension Opportunity. Councilman Kidd 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 9:58 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: Page 4 of 5/May 2, 2017 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, the meeting adjourned on motion by Councilman Goodman, seconded by Councilman Clark and carried on voice vote. (; Approved: "- "^^- Robert N. G enn, r Page 5 of 5/May 2, 2017