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HomeMy WebLinkAbout01-03-17Minutes of the Town Council meeting held Tuesday, January 3, 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, 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 Gary Roche, Police Chief Bill Pedigo, Town Engineer Kim Caudill, Administrative Manager Jamie Reynolds, Water/Sewer Superintendent Gary Martin, Vehicle Maintenance Superintendent Chris Phillips, Street Superintendent Dave Hart, Parks and Facilities Director Robbie Kiser, Fire Chief Gary Jennings, Water Treatment Plant Chief Operator Others: Clark Payne Ike Jeanes Carol Wade Charles Wade Monica Musick Jennifer Viers Brooke Wood, Press Mike Williams, 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. Mayor Glenn advised that the first item on the agenda was the Public Comment period. From the public, Ike Jeanes spoke to Council about the Public Hearing held at the December 6, 2016 Town Council meeting regarding a potential grant to study changing Main Street from four way to two way. He felt the public notice advertised in the newspaper was not clear as to the specifics of the Hearing. He felt if the advertisement had stated that this was for discussion regarding changing a four lane highway to a two way street, more citizens would have attended and commented. Mayor Glenn thanked Mr. Jeanes for his comments. The next item for consideration was the Consent Agenda. Councilman Kidd moved to adopt the Consent Agenda consisting of: a. Consideration of December 6, 2016 Council meeting minutes b. Architectural Review Board's 2016 Annual report c. Board of Zoning Appeal's 2016 Annual report d. Housing Board of Adjustment and Appeal's 2016 Annual report e. Planning Commission's 2016 Annual report f. Pulaski Redevelopment and Housing Authority's 2016 Annual report Councilman Clark seconded the motion and carried on voice vote. Page 1 of 5/January 3, 2017 The next item on the agenda was Project Updates. Mr. Utt summarized the Project Review Chart including that town staff met with the engineering firm, the Health Department and the County to discuss the PER to assist the County with the Brdokmont area water situation. He added that the application was due in early May. He advised that staff received the third round of bids for the Kersey Bottom/Case Knife Road CDBG housing grant. He continued that the bids were a little high and some adjustments would have to be made and then be re -bid. He advised that the town audit was near completion and he anticipated a presentation would be given to Council at the February Legislative meeting. He added that delinquent real estate notifications had been mailed. Staff planned to discuss a closer partnership with the new County Administrator regarding real estate tax sales to try to be part of that process rather than just a beneficiary some of the time. Councilman Goodman inquired whether staff had a plan for installation of trees to replace trees taken down at the cemetery this past winter. Mr. Utt responded that staff did not have a plan yet. He noted that since the trees had been down for a year, the stumps should be ready to be ground up and then new trees planted. He advised that staff would make a priority list of the trees that are good for roads. Councilman Goodman advised that citizens had encouraged planting evergreen trees so that the cemetery did not look bare in the winter. Mr. Utt agreed. He advised that the town was in the rotation for county funding toward a new fire truck and staff had begun working on spec sheets for a new rescue engine which was anticipated to be funded in FY 18. He added that staff had received no feedback from the two FEMA grants for the aerial truck and for operator training. He advised that no contact had been received regarding the $240,000 brownfields grant for the General Chemical Foundry site. He continued that staff was working on a Main Street site that might provide space for recreation use as suggested in the Peak Creek Promenade Study. He advised that the Arnett Muldrow team ,would be in Pulaski to hold meetings to assist the community with developing a brand for Downtown Pulaski within a few weeks. He continued that applications were being distributed to building owners along Main Street for the first round of loan funding for roof repair. Mr. Utt advised that the Gatewood Advisory Committee would meet in January to prioritize and discuss various CIP requests in time for the FY 18 budget development. He continued that the Senior Center group would be meeting to discuss increasing programs and that work would continue on renovations in the kitchen area at the Senior Center since the Council Chambers were complete. He noted that staff was working on the Summer Concert Series for 2017. Councilman East inquired whether staff had contacted Xaloy regarding their desire to assist/sponsor some playground improvements. Mr. Utt responded that Xaloy had expressed interest in assisting/sponsoring some playground improvements before their company shut down. He advised they were reviewing three proposals that staff had drawn up and the Town was waiting to hear from them. He hoped to be able to couple that donation with a grant to completely replace equipment at one playground. He advised that the street light installation in Jackson Park had been completed and he felt that it made a dramatic improvement. He added that staff was considering extending the lights a block in each direction as they work around the downtown re -development grant and the Peak Creek Promenade area. He advised that the Planning Commission was still short one member. He asked for assistance from the public and the press to locate one more person to serve on the Commission. He advised that the Public Safety Facility Committee had some follow-up meetings in December. He noted that the consultants were going back to the drawing board with potential shared uses for the departments. Page 2 of 5/January 3, 2017 Councilman Kidd asked if staff could check into getting brighter lights to go into the new lights around Jackson Park. He felt they were very dim. Mr. Utt advised that staff would check to see what was available. The next item on the agenda was Department Update from Bill Pedigo, Town Engineer. Mr. Pedigo provided a summary of departments under his supervision and how they worked and introduced senior personnel in his departments. Councilman Radcliffe commended Council for providing funding to modernize the department so staff could do their job well. He offered kudos to the staff under Mr. Pedigo for the work they do in all types of inclement weather. He asked Mr. Pedigo to pass his comments on to staff. Councilman East also offered kudos to the staff under Mr. Pedigo. He advised that Council had spoken with Mr. Pedigo previously about preventative maintenance, particularly sidewalks and water lines. He asked whether Mr. Pedigo's staff was getting into position to be able to work on preventative maintenance or was there something else that his staff needed to be able to do that type work. Mr. Pedigo responded that he thought his staff was finally to the point where they could begin doing preventative maintenance. He added that staff would need to dig out the old prioritization lists, update them, include them in the GIS system and then re -prioritize them, budget monies and go forward from there. He reminded Councilman East that while sidewalks were VDOT eligible, monies spent on sidewalks would result in less money to spend on road paving and other projects. He added that he did not know of any way to predict in advance which water lines needed to be replaced. He noted that Mr. Reynolds had been replacing fire hydrants. He continued that a lot of them don't have a valve on them and a lot of the hydrants were on a 4 inch or smaller line. He added it would not be good procedure to replace a fire hydrant on a small line, so they had not been replaced. Mayor Glenn moved on to Old Business. The first item was Resolution 2017-01, Amending the Personnel Policy Regarding Tuition Reimbursement. Mr. Utt advised that this Resolution completed action of Council. Councilman Clark moved to adopt Resolution 2017-01, Amending the Personnel Policy Regarding Tuition Reimbursement. Councilman Goodman 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 for discussion was utility fee structure. Mr. Utt advised that as a follow-up to some conversations during previous Council meetings regarding utility fees, staff had compiled comparisons of connection fees, deposit requirements, etc. from localities throughout the region. He reviewed the comparisons for Council. He asked for Council's input regarding this information and whether Council would wish to consider reducing the amount of the deposits or allowing letters of credit in lieu of $140 water and sewer deposits for renters. Councilman East spoke in favor of letters of credit in lieu of deposits. Page 3 of 5/January 3, 2017 Councilman Goodman commented that unfortunately, historically, a lot of people do not pay their water and sewer bill and then the Town is left holding the bag. He suggested having the landlord include the water bill in the rent or guarantee the payments, but expressed discomfort with lowering the deposits. There being no further comments, Mayor Glenn moved on to New Business. The first item was Pulaski Area Transit budget request. Mr. Utt advised that he had received a copy of the Pulaski Area Transit budget request for the upcoming fiscal year. He continued that the Federal grant deadline for Pulaski Area Transit was the end of January, which was before the Town's official start of budget preparations. He reviewed last year's appropriation and provided this year's proposed budget request. He recommended that Council consider level funding of $70,000 in case the state cut funds to Pulaski Area Transit. He continued that if the state did not cut funds, then they would only need $64,213. Ms. Musick advised that she hoped that the Transit would be able to start advertising on board the buses within the next few weeks. She added that the funds received from that advertising would be used to offset the Town's contribution. She continued that she was re -working the bus routes to try to help lower expenses. Mayor Glenn advised that he felt they were doing a very good job. He told her that Council was behind her and the Transit system to make the bus service work as well as possible. Mr. Utt advised that Pulaski Area Transit needed official approval of Council for level funding of $70,000. Following discussion, Councilman Goodman moved to allocate $70,000 for Pulaski Area Transit 2017-18 funding. 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 The next item for consideration was Council Committees. Mr. Utt advised that he and the Mayor had been discussing reinstituting two of the former Council committees, namely the Finance committee and the Human Resources committee. He continued that the Town Council's Rules and Procedures, adopted by Resolution 2004-27, states that the Council may create committees they deem expedient as authorized by law and it spelled out the expectations of Council as a whole. He stated that a copy of that Resolution had been included in the packet. He recommended development of something similar for each committee to ensure a clear understanding of the functions of each committee. He advised that he had reached out to several localities and counterparts around the state for wording and he planned to have it available for the January Work Session. He added that a new Resolution appointing members to each of the committees had also been included in the packet for Council's consideration. He noted that the proposed committee members for the Finance committee were Gregory East, Lane Penn and James Radcliffe with Mr. East serving as Chair. He continued that the proposed members of the Human Resource committee were Joseph Goodman, David Clark and H. M. Kidd with Mr. Goodman serving as Chair. Mayor Glenn agreed that the Resolution could be adopted immediately and once the draft language ensuring a clear understanding of the functions of each committee was prepared, the committees could begin meeting. Councilman Goodman agreed with the Mayor and opined that each committee could meet with Mr. Utt to discuss the draft language for their committee and bring it back to the Council as a whole. Page 4 of 5/January 3, 2017 Councilman Goodman moved to adopt Resolution 2017-02, Appointing Council Members to the Finance and Human Resources Committee. 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 8:22 p.m., Councilman Goodman moved to enter into Closed Session under Virginia Code 2.2-3711 (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 locating or expanding its facilities in the community regarding Project Goldilocks and 2 items under (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, and update on West Main Street property. 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 9:01 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, the meeting adjourned on motion by Councilman Goodman, seconded by Councilman Clark and so carried. E Approved: L Robeh N. Glenn, Mayor Page 5 of 5/January 3, 2017