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HomeMy WebLinkAbout10-22-13Minutes of the Town Council meeting held October 22, 2013 at 5:00 p.m. in the Council Chambers of the Municipal Building at 42 First Street, NW, Pulaski, Virginia. Present were: Jeffrey S. Worrell, Mayor Council: Heather L. Steele, Gregory C. East, David L. Clark, H. M. Kidd, Joseph K. Goodman, James A. Radcliffe Staff: Shawn Utt, Town Manager David Quesenberry, Assistant to the Town Manager David Warburton, Town Attorney Patricia Cruise, Clerk of Council Pam Witten, Finance Director Dana Bishop, Accounts Payable Clerk Suellen Palmer, Human Resources Manager Todd Garwood, Fire Marshal John White, Economic Development Director Gary Roche, Police Chief Dave Hart, Parks and Facilities Director Others: Janet Golden Clark Payne Amy Lewis Alana Garwood Janet Jonas Nick Glenn Shannon Watkins, Press Mike Williams, Press Mayor Worrell called the meeting to order at 5:00 p.m. and welcomed the visitors to the meeting. The first item on the agenda was the Consent Agenda. Councilman Kidd moved to adopt the September 17, 2013 Council minutes as written. Councilman Clark seconded the motion and carried on voice vote. Mayor Worrell moved on to Employee of the Month presentation. He introduced Todd Garwood, Fire Marshal as the October 2013 Employee of the Month. He read a press release aloud commending Mr. Garwood and advised that in addition to receiving the Employee of the Month award, he would also receive an additional paid day off from the Town and be eligible for the Employee of the Year award at the end of the year. The next item on the agenda was Public Operations. Regarding joint dispatch, Chief Roche reviewed the action at the last two meetings, including that the third version of the financial overview document had been distributed to committee members and other stakeholders. He noted that a cost for the requested contract option had been included in that summary. He added that the Committee would like to present the final report to a joint meeting of the Council and Board of Supervisors in early November. Councilman Radcliffe interjected that he would be dropping the request for a contract option for joint dispatch and directed the Chief to just concentrate on the final report for joint dispatch. Mayor Worrell moved on to VDOT Route 99 Rescoping. He advised that Council had reviewed the issue a number of times. He added that staff had met with VDOT representatives about the issue. He noted that an email from VDOT had been included in the packet. The email included rescoping and a related budget for Route 99 -East Main Street. Mr. Pedigo interjected that the rescoping eliminated the combined trail and pedestrian/bike bridge over the railroad tracks that would connect the New River Trail to the intersection of Bob White and East Main Street. October 22, 2013/Page 1 of 5 He reviewed the items in the rescoping, which totaled approximately 2.6 million dollars, leaving a residual of approximately 1.2 million dollars. He reviewed the recommendations for additional scoping. He added that he spoke with VDOT and discussed the maintenance on the bridge over Peak Creek. He noted that some of the residual money could be used for painting of the bridge and seed work. He added that he had spoken with VDOT about a roundabout feasibility. He noted that if a roundabout was constructed, then the signal replacement cost could be eliminated. Mayor Worrell pointed out that item number 2 of the email referred to a four lane road. He noted that there was no four lane road east of Bob White Blvd. Mr. Pedigo advised that was a typographical error. Mayor Worrell inquired whether land acquisition would be involved if a roundabout was installed? Mr. Pedigo responded yes. Councilman Goodman commented that before staff discussed a roundabout with VDOT, staff needed to speak with the property owners at the intersection to ensure that they are on board with the plan. Following discussion, Council asked staff to speak with the property owners to see if they were in agreement with plans for a roundabout. If they were on board, then staff was to ask VDOT the approximate cost of a roundabout, leaving the entrance into the shopping center, as well as the cost of painting the bridge. Mayor Worrell moved on to Finance. Ms. Palmer was asked to give an update on the Virginia Local Disability Program. Ms. Palmer advised that after attending meetings for plans on the Virginia Local Disability Program, three options were available. The Town could stay with VRS or change to VACo or VML. She summarized some of the differences between the three programs. She noted that the companies were still fine tuning their pricing, so she was unable to give Council price quotes. She advised that if Council opted out of VRS, they would not be allowed to rejoin and there would be no other time offered to opt out. She noted that a decision had to be made by Council by no later than December 2, 2013. Mr. Utt advised that the pricing should be received from the companies by the December 3 Town Council meeting. Mayor Worrell moved on to Legislative. He advised that former Town Manager John Hawley served on Virginia's First Board for the Town. He added that someone needed to be appointed to fill Mr. Hawley's position. He suggested that Mr. Utt be appointed to this position. Councilman Clark moved to appoint Shawn Utt to serve on Virginia's First Board for the Town. The motion was seconded by Councilman Goodman and carried on the following recorded vote: Heather L. Steele -Aye H. M. Kidd -Aye Gregory C. East -Aye Joseph K. Goodman -Aye David L. Clark -Aye James A. Radcliffe -Aye The next item for discussion was Resolution 2013-12. Mayor Worrell advised that this completed action of Council. Councilman Clark moved to adopt Resolution 2013-12, Appointing Members to the Pulaski Redevelopment and Housing Authority as written. Councilman Goodman seconded the motion and carried on the following recorded vote: October 22, 2013/Page 2 of 5 Heather L. Steele -Aye H. M. Kidd -Aye Gregory C. East -Aye Joseph K. Goodman -Aye David L. Clark -Aye James A. Radcliffe -Aye The next item on the agenda was committee appointment process. Mayor Worrell advised that Council had previously discussed reviewing the Town's process for appointing members to various committees. He added that some information had been included in the packet that Mr. Quesenberry had gathered from other localities regarding their process. He noted that most did not have a formal process for these appointments. Councilman Goodman commented that Augusta County had a very good application form to gather information for a potential appointee to a committee. Councilman East advised that he had been in contact with Herndon and liked their application form and noted in particular that it outlined the responsibilities for each of the boards. He provided a copy of the form to the Town Clerk. Councilman Radcliffe commented that Council needed to be careful not to make the criteria so difficult that no one wanted to volunteer to fill the positions. Council agreed. Staff was asked to merge the Herndon and August County documents into a workable document for the November Work Session. Mr. Warburton inquired whether Council wanted the committees filled by Town citizens only? The consensus of Council was to make that decision at the next meeting. Following discussion, Council agreed to discuss this topic at the November Work Session. Mr. Utt interjected that there were two vacancies on the Board of Zoning Appeals. He noted that there were two cases coming up in November and no quorum available. He added that Mr. Danny Underwood had agreed to serve again with Council's approval. He asked for some type of authorization to assure that Mr. Underwood would be an up to date member of the BZA for the meeting. Mayor Worrell confirmed that if Mr. Underwood was reappointed, then there would be a quorum for the November meeting. Councilman Goodman advised that he preferred that the appointment be for six months to give Council time to review each of the committees and their criteria before making long term appointments to all the boards and committees. Councilman Goodman moved to direct staff to prepare the proper documentation appointing Danny Underwood to the Board of Zoning Appeals for a six month term from today. Councilman East seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye H. M. Kidd -Aye Gregory C. East -Aye Joseph K. Goodman -Aye David L. Clark -Aye James A. Radcliffe -Aye Mayor Worrell moved on to Public Utilities. October 22, 2013/Page 3 of 5 The first item was Pump Station, Engineering Contract revision. Mr. Pedigo advised that electrical work and controls for the Pump Station renovations became greater than originally anticipated. He added that an amended contract had been drawn up for Council's consideration. He noted that the fee would be a "not to exceed limit". Mr. Utt added that the extra funds required would be wrapped into the VDH loan with minimal impact on the debt service. Councilman Clark moved to authorize the Town Manager to sign the amendment to the contract for the Pump Station. Councilman Kidd seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye Gregory C. East -Aye David L. Clark -Aye H. M. Kidd -Aye Joseph K. Goodman -Aye James A. Radcliffe -Aye The next item was Water Treatment Plant, Engineering Contract revision. Mr. Pedigo advised that an increase in the contract for the Water Treatment Plant Engineering Contract revision was needed for additional procurement and administrative services due to some recent equipment failures. He described those problems for Council. Mr. Utt added that these additional engineering costs could also be rolled into the VDH loan. Councilman Goodman moved to authorize the Town Manager to sign the amendment to the contract for the Water Treatment Plant. Councilman Clark seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye H. M. Kidd -Aye Gregory C. East -Aye Joseph K. Goodman -Aye David L. Clark -Aye James A. Radcliffe -Aye The next item was Round Table discussion. Ms. Steele welcomed Mr. Utt as the new Town Manager. Councilman East inquired whether there was a firm date for the Comprehensive Plan and if not, he wished to try to set a date. Mr. Utt advised that he would get with Mr. Quesenberry and let Council know a date. Councilman East also welcomed Mr. Utt. Councilman Clark welcomed Mr. Utt. He commented that many good things had been happening in Pulaski in the last few months and hoped that would continue. Councilman Kidd welcomed Mr. Utt. He added that he had just returned from the Virginia Municipal League Conference and had discussed several items with the Town Engineer and the Crime Prevention Officer. Councilman Goodman welcomed Mr. Utt. He added that he had also returned from the VML Conference. He planned to copy his notes to Council for future reference. Councilman Radcliffe welcomed Mr. Utt. He also suggested a dress code for Council meetings. He felt that a minimum of a button up shirt with a Town logo be worn at the first Council meeting of the month. He October 22, 2013/Page 4 of 5 suggested that each Council member purchase one long sleeve and one short sleeve button up shirt for this meeting. Mayor Worrell felt it was a good idea. Discussion ensued with no action taken. At 5:53, Councilman Goodman moved to enter into Closed Session under Virginia Code 2.2-3711 (A-1), Discussion, consideration, or interviews for employment; assignment, appointment, promotion, performance, demotion, salaries for the Town Manager. Councilman Clark seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye H. M. Kidd -Aye Gregory C. East -Aye Joseph K. Goodman -Aye David L. Clark -Aye James A. Radcliffe -Aye At 5:58 p.m., Council returned from Closed Session and adopted the Certification Resolution on motion by Councilman Clark. Councilman Goodman seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye Gregory C. East -Aye David L. Clark -Aye H. M. Kidd -Aye Joseph K. Goodman -Aye James A. Radcliffe -Aye Councilman Clark moved to authorize the Mayor to execute the contract with Shawn Utt, the new Town Manager. Councilman Goodman seconded the motion and carried on the following recorded vote: Heather L. Steele -Aye H. M. Kidd -Aye Gregory C. East -Aye Joseph K. Goodman -Aye David L. Clark -Aye James A. Radcliffe -Aye At 6 p.m., there being no further business, the meeting adjourned on motion by Councilman Goodman, seconded by Councilman Clark and carried on voice vote. ~"''~ Approved: Jeffrey S. Worrell, Mayor October 22, 2013/Page 5 of 5 L