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HomeMy WebLinkAbout12-19-23Town Council Meeting Minutes December 19, 2023 1. Mayor called the meeting to order at 6:15 p.m. and asked for a roll call. Gregory C. East- Absent James A. Radcliffe- Aye Mayor Collins- Aye Jeremy L. Clark- Aye G. Tyler Clontz- Aye Brooks R. Dawson- Aye Michael P. Reis- Aye 2. The Mayor asked for a motion to go into Closed Session to discuss the following items: a. VA Code 2.2-3711 (A) 3 (1 item)- Consideration of the Acquisition/Disposition of Real Property- Pepper's Ferry b. VA Code 2.2-3711 (A) 1 (1 item)- Appointments- Town Manager The motion was made by Mr. Reis and seconded by Mr. Dawson. Gregory C. East- Absent Jeremy L. Clark- Aye Brooks R. Dawson- Aye Mr. East joined Closed Session at 6:30 p.m. i 7:03 P.M. James A. Radcliffe- Aye G. Tyler Clontz- Aye Michael P. Reis- Aye Open Session 3. Certification of Closed Session- The Mayor asked for a motion to certify that only the following items were discussed in Closed Session: a. VA Code 2.2-3711 (A) 3 (1 item) Consideration of the Acquisition/Disposition of Real Property- Pepper's Ferry b. VA Code 2.2-3711 (A) 1 (1 item)- Appointments- Town Manager The motion was made by Mr. Clark and seconded by Mr. Dawson. Gregory C. East- Aye James A. Radcliffe- Aye Jeremy L. Clark- Aye G. Tyler Clontz- Aye Brooks R. Dawson -Aye Michael P. Reis- Aye 4. Mr. Clontz lead the audience in the Pledge of Allegiance. 5. Mr. East gave the invocation. 6. Guests and Visitors- The Mayor welcomed all in attendance and viewing online. 7. Modification to Public Session Page 1 of 6/ December 19, 2023 The motion was made by Mr. Reis and seconded by Mr. East to add three additional items to the agenda before the Public Comment. One item regarding the holiday schedule, one item regarding the Town Manager contract, and one item regarding the Due from/ Due to Accounts in the finance report. Gregory C. East- Aye Jeremy L. Clark- Aye Brooks R. Dawson- Aye James A. Radcliffe- Aye G. Tyler Clontz- Aye Michael P. Reis- Aye 8. Resolution 2023-61 Honoring Chief of Police Jill D. Neice Upon Her Retirement from the Pulaski Police Department. The Mayor read the resolution. The motion was made by Mr. Dawson and seconded by Mr. Radcliffe to approve the resolution. Gregory C. East- Aye Jeremy L. Clark- Aye Brooks R. Dawson- Aye James A. Radcliffe- Aye G. Tyler Clontz- Aye Michael P. Reis- Aye The Mayor presented the Resolution to Chief Neice. Mr. Radcliffe thanked Chief Neice for her service. 9. Introduction of Samuel Shumate- Darlene Burcham The Town Manager introduced Samuel Shumate, the new Chief of Police starting in January 2024. She gave a brief history of his education and professional background. Mr. Shumate stated he looks forward to working with the Pulaski Police Department and thanked council and staff. 10. Presentations a. VML VACo Finance- Robert Lauterberg, Managing Director The Town Manager introduced the VML VACo organization, with which the Town has deposited idle cash which has been beneficial to the Town. Staff requested an evaluation of the Town's financial health and assistance with long- range planning for Capital Improvement needs. Mr. Lauterberg presented a plan to follow for the next five years for future Capital items including those in the water and sewer funds. Page 2 of 6/ December 19, 2023 Mr. Lauterberg stated he believes the Town is in a strong position overall with the three funds that have been presented. Mr. Dawson thanked Mr. Lauterberg for his presention and looked forward to planning years in advance for the Town. Mr. Dawson asked if changes in revenue was factored into the numbers that were presented. Mr. Lauterberg stated revenue changes were not factored in but assumptions were made with line items growing. b. Robinson, Farmer, & Cox Associates- Emily Viers Ms. Viers presented the audit for FY 2023-2024. She stated the Town had a clean unmodified report. Ms. Viers stated she enjoys working with Town Staff and thanked staff for assisting her team. Ms. Viers stated that GFOA (Government Finance Officers Association recommends maintaining two months of general fund operating revenues in its rainy day or undesignated fund of 17-19%, however the auditors recommend 20-25%. The town finished in FY 24 budget with 46% and congratulated the town on its efforts to increase this percentage over the last several years. c. ARPA Update- Jackie Morris Ms. Morris gave an update on the projects that have been completed with ARPA funds including outdoor recreational activities such as basketball courts, playgrounds, parks, landscaping, and signage. ARAP funds were also used for safety equipment for multiple departments, training and UTVs for both the Fire Department and Police Department, heavy equipment for the Public Works Department, charging stations for electric vehicles, and the Town's water infrastructure. She also noted that half -million dollars is already designated for various projects and must be fully expended by December 31, 2026. The Town Manager stated ARPA monies have been used for funding on positions in the past as a way to get fully staffed but now those positions are in the General Fund. The Town Manager noted that ARPA funds are being used on one-time and not recurring items, understanding there won't be an opportunity for such funds in the future. 11. Public Hearing a. Resolution 2023-62 Appropriation of Funds from the Virginia Department of Health The Town Manager stated this appropriation of funds would be used to design and install a backwash filter system at the Filter Plant. Mr. East what the next big project would be for the water system. Page 3 of 6/ December 19, 2023 1 1 The Town Manager stated due to age, a new Filter Plant would be ideal; however, with the use of ARPA money the life expectancy of the current Filter Plant will be extended with the upgrades. She stated the water system will be in good standing once the Brookmont Project is completed and the focus would shift to the sewer system, the I&I study and completion of the pump station at James Hardie. The motion was made by Mr. Dawson and seconded by Mr. Clark to approve the resolution. Gregory C. East- Aye James A. Radcliffe- Aye Jeremy L. Clark- Aye G. Tyler Clontz- Aye Brooks R. Dawson- Aye Michael P. Reis- Aye 12. Town Holiday Schedule The motion was made by Mr. Reis and seconded by Mr. East to modify the holiday schedule for the remainder of the year by adding a half day on Friday, December 22°d and Tuesday, December 26" as paid holidays. Gregory C. East- Aye James A. Radcliffe- Aye Jeremy L. Clark- Aye G. Tyler Clontz- Aye Brooks R. Dawson- Aye Michael P. Reis- Aye 13. Town Manager Contract The motion was made by Mr. Dawson and seconded by Mr. Clark to extend Ms. Burcham's contract which was set to end on December 31, 2023 to February 29, 2024 with the understanding that the new Town Manager will start on February 1, 2024. Gregory C. East- Aye James A. Radcliffe- Aye Jeremy L. Clark- Aye G. Tyler Clontz- Aye Brooks R. Dawson- Aye Michael P. Reis- Aye 14. Due From/ Due To Accounts The motion was made by Mr. Reis and seconded by Mr. Radcliffe to authorize the Town Manager to zero out Due From/Due To funds listed in the audit which are not expected to be received in the future, pursuant to the letter from Ms. Burcham to the Council dated December 18, 2023. Gregory C. East- Aye Jeremy L. Clark- Aye Brooks R. Dawson- Aye James A. Radcliffe- Aye G. Tyler Clontz- Aye Michael P. Reis- Aye 15. Public Comment Period- No speakers were present Page 4 of 6/ December 19, 2023 16. Consent Agenda a. Consideration of December 5, 2023 Town Council Minutes The motion was made by Mr. East and seconded by Mr. Clark to approve the minutes. Gregory C. East- Aye James A. Radcliffe- Aye Jeremy L. Clark- Aye G. Tyler Clontz- Aye Brooks R. Dawson- Aye Michael P. Reis- Aye 17. Council Comments Mr. East thanked Ms. Burcham for extending her contract for a transition period for the new Town Manager, he also thanked staff for their work for this year. Mr. Clark thanked staff for their work this year and wished everyone a Happy Holiday. Mr. Dawson wished everyone a Merry Christmas and Happy New Year and thanked staff for the work they've done this year and looked forward to the work in 2024 with the tools set in place. Mr. Radcliffe also thanked Ms. Burcham for extending her contract and thanked staff. He wished everyone a Merry Christmas and Happy New Year. Mr. Reis thanked town employees and stated he was pleased with the audit presentation and looks forward to the plans in 2024. The Mayor wished everyone a Merry Christmas and Happy New Year and reminded residents to the kind to one another. 18. Manager's Report The Town Manager reported on the Ground -Breaking ceremony at the McCarthy Building and stated she looked forward to the brewery opening in late Spring, early Summer of 2024. She stated the reenactment of the Boston Tea Party that took place beside Peak Creek was a success and that the transaction had been completed for the purchase of property that Council had previously authorized. She thanked Council for the amended holiday schedule and thanked staff for their work. She announced, with the approval from Council, employees will receive a bonus check at the beginning of 2024. She also thanked Council for their support in all the changes the Town has undergone and wished all of Council a Merry Christmas. 19. Reminder of Future Council Meeting Page 5 of 6/ December 19, 2023 1 a. January 2, 2024 Town Council Meeting Cancelled b. January 16, 2024 Closed Session 5:30 p.m.; Open Session 7:00 p.m. 20. With no further business, the Mayor adjourned the meeting at 8:47 p.m. ATTEST CC riz, dzu�2 via C. Hale Clerk of Council TOWN OF PULASKI, VIRGINIA W. Shannon Collins Mayor Page 6 of 6/ December 19, 2023