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HomeMy WebLinkAbout08-18-15Minutes of the Town Council Work Session held August 18, 2015, 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, James A. Radcliffe, Lane R. Penn Staff: Shawn Utt, Town Manager David Warburton, Town Attorney Dave Quesenberry, Assistant to the Town Manager Patricia Cruise, Clerk of Council Anthony Meredith, Captain, Police Department Dave Hart, Parks and Facilities Director Luke Boothe, Engineering Aide Jamie Reynolds, Water and Sewer Superintendent Bill Pedigo, Town Engineer John White, Economic Development Director Robbie Kiser, Fire Chief Pam Witten, Finance Director Others: Joseph Goodman Stephanie Klein -Davis Rusty Mullins, Press Calvin Pynn, Press Mayor Worrell called the meeting to order at 5:00 p.m. Following roll call, Councilman Clark moved to add item 11 a, Resolution 2015-17 and one item for Closed Session under Virginia Code 2.2-3711 (A-7), Consultation with legal counsels and briefing by staff for discussion of specific legal matters and matters subject to probable litigation. Councilman Radcliffe 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 James A. Radcliffe - Aye Lane R. Penn - Aye Councilman Kidd moved to adopt the Consent Agenda consisting of the minutes of the July 21, 2015 Town Council meeting as written. Councilman Radcliffe seconded the motion and carried on voice vote. Mayor Worrell moved on to Public Operations. Mr. Utt advised of the receipt of a request from Tina King, Executive Director of the NRV Agency on Aging asking Council to appoint a member representative to their Board of Directors for their upcoming fiscal year starting October 1, 2015. He added that Lydia Hickam was willing to serve again, however, Pam Austin was not able to serve again. Councilman Clark moved to direct staff to prepare the necessary documentation appointing Lydia Hickam as the voting representative to the NRV Agency on Aging. Councilman East seconded the motion and carried on the following recorded vote: Heather L. Steele - Aye H. M. Kidd - Aye Gregory C. East - Aye James A. Radcliffe - Aye David L. Clark - Aye Lane R. Penn - Aye August 18, 2015/Page 1 of 4 The next item on the agenda was Finance and discussion of Laserfiche software system upgrades. Mr. Utt advised that the Town Manager's office has used Laserfiche software for several years as a digital tool to document all Council minutes, ordinances and resolutions. He summarized how the program is used by the public and staff. He added that the software had not been updated since 2010. He noted that with the recent upgrades to the Town's computer systems, Laserfiche no longer works. He advised that a quote for upgrading the software package as well as an annual maintenance plan which included annual upgrades had been included in the packet. The total of the upgrade was $18,194, which included the software package, the annual maintenance and professional services related to installation and conversion of the older data to the new formatting. He requested Council's approval to move forward with the project and fund it from the Town's contingency budget line item. Councilman East moved to authorize staff to proceed with the Laserfiche upgrade and to fund the $18,194 from the Town's contingency budget line item. Councilman Clark 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 James A. Radcliffe - Aye Lane R. Penn - Aye The next item on the agenda was Public Utilities and Resolution 2015-17. Mr. Utt advised that staff had determined that it was necessary to do a comprehensive review of the Town's source water system to determine needed infrastructure repairs and improvements. Staff was prioritizing the improvements for implementation to improve the Town's utility services. He added that there was a Virginia Department of Health, Office of Drinking Water Planning Grant program available with an application deadline of September 1, 2015 that staff planned to apply for. He noted that staff planned to request $50,000 from the Health Department with a $5,000 match that could come from the current water fund budget. He asked for Council's approval of Resolution 2015-17, Approving A Virginia Department Of Health Planning Grant Application For An Amount Up To $55, 000. Councilman Clark moved to adopt Resolution 2015-17 as written. Councilman Radcliffe seconded the motion and carried on the following recorded vote: Heather L. Steele - Aye H. M. Kidd - Aye Gregory C. East - Aye James A. Radcliffe - Aye David L. Clark - Aye Lane R. Penn - Aye Mayor Worrell moved on to Human Resources. The first item was FMLA and Excess Personal Leave Amendment. Mr. Utt advised that at the July Council Work Session, Ordinance 2015-16 was approved by Council which established requirements for staff to utilize excess leave before using sick leave for FMLA leave. This had been recommended by staff in an effort to help lower the number of hours that the Town is liable for. He added that after more review by SESCO, the Town's human resource consultants, it was felt that a revised Ordinance should be prepared that would still have the same effect only with different, more specific wording. He noted that the revised language would be presented at the September 1, 2015 Council meeting for adoption. Mayor Worrell moved on to sick leave payout policy considerations. Mr. Utt advised that as a follow-up from the July Council work session discussion, staff polled other localities around the Commonwealth to gauge the different policies for sick leave payouts. He noted that a summary August 18, 2015/Page 2 of 4 chart had been included in the packet for Council's review and information. He added that after he reviewed the chart, he suggested having a maximum amount of the payout and providing a buy-back for a set amount per eight hour day of sick leave. He asked for Council's thoughts. Mayor Worrell liked the idea of a maximum payout. Councilman Radcliffe agreed that the employees should be compensated. He agreed that a cap should be placed on the amount. He suggested allowing the amount to be used to purchase Cobra insurance. Councilman East agreed that a cap should be placed on the amount. He liked the idea of the payout being based on years of service. Mr. Utt liked the Cobra option as well. Councilman Clark advised that his company had a sick leave pool available for employees if needed. Mr. Utt responded that the Town had a sick leave pool available for employees as well. Mr. Warburton provided some options for Council to consider should they decide to implement the program. Mayor Worrell suggested that the staff prepare a draft document including the suggestions from Council, the Town Attorney and survey results for review by Council. The next item on the agenda was Round Table Discussion. Councilwoman Steele inquired whether the Fire Department had oxygen for pets? Councilman Kidd advised that the Rescue Squad had oxygen for pets. Fire Chief Kiser advised that the Fire Department did have oxygen for pets. Councilman East advised that he would like to review the amended organizational chart at the September Work Session. Councilman Clark advised that he had a citizen complain that there was nothing to do in Pulaski and he was happy to tell the citizen all the things that were available to do in the Town. Councilman Kidd asked for an update on the Route 99 project. Mr. Utt responded that the ads were due to be advertised in September. He added that he hoped that construction would begin in the spring of 2016. Councilman Kidd advised that he had discussed some issues with the weeds and grass complaints and learned that Mr. Paljug had completed his classes and would be able to direct his attention to the complaints. Councilman Radcliffe inquired when the replacement windows would be installed on the Senior Center? Mr. Utt advised that staff was having difficulty finding someone who installed the store front windows. He added that he would continue his search. Councilman Radcliffe responded that with cold weather being imminent, it was important to get the windows installed as soon as possible. Councilman Radcliffe inquired into the problem with the volkswagon lot. August 18, 2015/Page 3 of 4 Mr. Utt responded that state code mandates that if five or more vehicles were inoperable, it becomes a junk yard. He added that an expert would be required to testify in court that there were at least five inoperable vehicles at the site. Councilman Radcliffe commented that he thought the vehicles were required to have a state inspection. He felt it was not fair for other lots to follow the rules and this lot did not. Mr. Utt responded that he would get an update for Council. Councilman Radcliffe also expressed his pleasure with the appointment of the new Fire Chief, Robbie Kiser. Councilman Penn asked for an update on the lot at 2nd Street and Washington. Mr. Pedigo advised the area was scheduled for paving within the next few weeks. At 6:43 p.m., there being no further discussion, Councilman Clark moved to enter into Closed Session under Virginia Code 2.2-3711 (A-7), legal matters regarding 1035 Crescent Street. 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 James A. Radcliffe - Aye Lane R. Penn - Aye At 7:00 p.m., Council returned from Closed Session and adopted the Certification Resolution on motion by Councilman Clark, seconded by Councilman Kidd and carried on the following recorded vote: Heather L. Steele - Aye Gregory C. East - Aye David L. Clark - Aye H. M. Kidd - Aye James A. Radcliffe - Aye Lane R. Penn - Aye There being no further business, the meeting adjourned on motion by Councilman Kidd, seconded by Councilman Clark and carried on voice vote. Approved: Jeffrey S. Worrell, Mayor August 18, 2015/Page 4 of 4 1 1