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HomeMy WebLinkAbout04-20-10Minutes of the Town Council Work Session held April 20, 2010 at 5:00 p.m. at the Senior Center.. There were present: Mayor Jeffrey S. Worrell Council: David L. Clark,. Larry G. Clevinger, II, -H. M. Kidd, Morgan P. Welker, Robert A. -Bopp Absent: Joel B. Burchett, Jr. (arrived at 5:10 p.m..) Staff: John J. Hawley, Town Manager David.N. Quesenberry, Asst. to. the Town Manager Patricia Cruise, Clerk of Council Sherry Boyd, Finance Director Dave Hart, Parks and Facilities Direc=tor Bill Webb, Fire.Chief John White, Economic Development Director Gary Roche, Police -Chief Bill Pedigo, Town Engineer Barbara Tate, Community Relations Director Officer Brion Webb Others: Betty Quesenberry Joseph K. Goodman Deanna Cox Dr. Michael Perry - Melinda- Williams, Press Mayor Worrell called the meeting to order at 5:00 p.m. Councilman Welker moved to adopt .the minutes of March 16, 2010 with o correction on page 6. He advised that the second sentence on that page should read "Councilman Welker inquired if we are facing a deadline?" Councilman Clark.seconded the motion and it carried on voice vote. Next, Mayor Worrell introduced Officer Brion Webb, the April 2010 Employee of the Month. He read a press release aloud .and presented Officer Webb with an award. He advised that in addition to this award, Officer Webb would be given an additional paid day off from work and be eligible for the Employee of the Year award at .the -end. of the year. The next item on- the agenda was the 2009 Audit presentation. Ms. Boyd, introduced the Town's auditor, Deanna -Cox of Robinson, Farmer and Cox Associates. Ms. Cox summarized the Town's 2009 audit advising that -the Town had once again received an unqualified opinion, which was the best- opinion -you .could receive and the Town's financial condition was good. Next, Mr. Hawley advised that Dr. Perry had been told that he could address Council at this meeting. However,. he was not present. Mayor -Worrell. moved on to the budget discussion. The first item.was the Sewer Fund. Mr. Hawley summarized the revenues. and expenditures for the Sewer Fund at this point. He advised that currently, the Sewer Fund was short $20,326. He noted that the budget was not due to be -adopted for four to six weeks and there .was a possibility the shortage could improve in that time. He added that -if the shortage did not improve, an option would be for Council to increase the sewer rate -by 10% to balance the Sewer Fund. Councilmen Welker and Burchett were against any increase in the sewer rates. April 20, 2010/Page1 of 4 Mayor Worrell inquired whether Council. would consider an option of combining a minimum rate increase arhd transfer some funds from the General Fund? Councilman Welker was not in favor of this option. Councilmen Kidd and Bopp advised that they preferred to wait for updated information to come in before making any decisions. Mayor Worrell commented that he did not want to implement a rate increase, however, difficult decisions Were to- come. The next item for discussion was the Water Fund. -Mr. Hawley summarized the revenues and expenditures for the Water Fund at this point. He advised that currently, the Water Fund was short $24,763. He. provided three options=for rate increases to -balance this furid. Councilman Welker commented that he was comfortable with a 10% increase in this -fund.- He added that Fie had previously suggested sending water bills every other month. From the information. received from Ms. Boyd, it appeared that would save approximately $11,000 between water and sewer, He felt it was worth implementing and he inquired into Council's thoughts. Councilman Clevinger felt the Town would lose more money in the long run as citizens would not be able to handle the larger bill that would be received every other month. Councilman. Kidd, Bopp, Burchett and -Clark agreed; noting the large population of citizens on fixed incomes. Extensive discussion ensued regarding the pros and cons of instituting this change, including the effect on the citizens, the computer programming changes involved and the inability to catch unnoticed leaks for -the customer so that they don't accrue -for two months. Mr. Hawley advised that Ms. Boyd had another -option for Council to consider. Ms. Boyd advised that- if the monthly disconnect notices were discontinued, a savings of approximately $4,700 annually would.result.- Discussion ensued regarding how to notify the citizens about this change. Councilman Welker inquired intothe savings if return envelopes were discontinued? Ms. Boyd advised that return envelopes cost the Town $3,240 per year, Councilman Welker opined that the return envelopes should be discontinued.. Following discussion, Councilman Welker moved to direct staff to initiate the process to phase .out the disconnect notices for the water bills effective July 1, 2010. Councilman Burchett seconded the motion and it carried on the following recorded vote: David L. Clark - Aye Joel B. Burchett, Jr. - Aye Larry G. Clevinger, II - Aye Robert A. Bopp - Aye H. M. Kidd - Aye Morgan P. Welker - Aye Councilman Welker moved to direct staff to phase out the return envelopes effective July 1, 2010. Councilrban- Clark seconded the motion and so carried on the following recorded vote: April 20, 2010/Page 2 of 4 David L. Clark - Aye Joel B. Burchett, Jr. - No Larry G. Clevinger, II - Aye Robert A. Bopp - Aye H: M. Kidd - Aye Morgan P. Welker - Aye Councilman Clevinger commented that he did not want to raise rates, however, he had recently learned that the Town's water rates are so low based on grant criteria, that the Town does not qualify for some grants that are available. Next, Mayor Worrell 'introduced Dr. Perry to speak to Council. Dr. Perry thanked -Council -for being supportive of the schools. He expressed appreciation .for the outstanding job performance the current SRO Officer does at the middle school. He asked that the Town consider funding the SRO Officer at the middle school since the state had cut funding. The next item on the agenda was the General Fund. Mr. Hawley advised that currently, the General Fund -was short $91,819.00. He added that Council.should continue to review the general fund expenditures including contributions at this meeting.. Following review of Contribution expenditures, the consensus was: 1. For Planning Commission to only meet when needed and- discontinue the funding for this group. 2. Discontinue .the funding .for Trans Dominion Express. Next, Council- reviewed. Dues and Memberships, Contributions to Non Profit Agencies.- No changes were made to this portion of the draft budget. Mayor Worrell moved on to Trail Repairs. Mr. Hawley advised that the insurance company had. denied the. claim -for flood damage to the Trail., He added that Public Works and Parks and Facilities Department are proceeding with repairs. Material costs were estimated at $15,000, exclusive of these department's time and equipment. There are no funds in the budget for these repairs. Councilman Clark moved'to appropriate $15,000 from .the unrestricted fund balance to cover the Trail repair costs. Councilman Welker seconded the motion and it carried on the following recorded vote: David L. Clark - Aye Joel B. Burchett, Jr. - Aye Larry G. Clevinger, II - Aye Robert A. Bopp - Aye H. M. Kidd - Aye Morgan P. Welker - Aye Mayor Worrell moved on to Resolution 2010-10, Virginia's First appointments. He advised that this completed action of Council. Councilman Clark moved to adopt Resolution 2010-10, Appointment of a Board member and Alternate to Virginia's First Regional Industrial Facility Authority. Councilman Welker seconded the motion and it carried on the following recorded vote: David L. Clark - Aye Joel B. Burchett, Jr. - Aye Larry G. Clevinger, II - Aye Robert A. Bopp - Aye H. M. Kidd - Aye Morgan P. Welker - Aye At 6:35 p.m., Mayor Worrell called for a five minute break. At 6:40, Mayor Worrell reconvened the meeting. April 20, 2010/Page:3 of 4 Mr. Hawley advised of an available software program that. would be placed on the Town website to allow citizens to report complaints using email. He introduced Willie Jester from Government Outreach to providea demonstration and answer questions. Mr. Jester showed a presentation and responded to questions from Council and staff. Following discussion, Councilman Clark moved to direct staff to purchase the Complaint Tracking software dnd implement it into the Town's daily workings. The motion was seconded by Councilman Kidd and .carded .on the following. recorded vote: David L. Clark - Aye Joel B. Burchett, Jr. - Aye Larry G. Clevinger, II - Aye Robert A. Bopp - Aye H. M. Kidd - Aye Morgan P. Welker - Aye Mayor Worrell moved on to .Round Table Discussion. Councilman Burchett asked for an update on the buildings that had, recently fallen in with the inclement weather. Mr. Hawley advised that he would get an update from staff and give it to Council. Councilman Burchett inquired into the Nehi property and the large amount of vehicles at the -property. Mr. Hawley advised that a notice of violation had been sent to the owner. Mr. Quesenberry summarized the problem and advised that the Planning Commission. met on the -topic the , night before. The owner of the .property advised that he had not been aware of the number of vehicles at the site and asked for time to have the renter remove the vehicles. The Planning Commission tabled the issue. lCouncilman Welker advised that Council had previously voted to have staff prepare anOrdinancerelated to a vacant building registry. He discovered that there was already an Ordinance creating a vacant building registry on the books. Mr. Hawley advised that it'has to be located in an approved redevelopment and conservation district. He added that while Council had talked about this, they had not'formally adopted any of the three redevelopment and -conservation -districts. Staff was currently researching the steps to adopt this district. Councilman Welker also advised of some discussions he had had with citizens -in the downtown area regarding building and fire codes. Upon research, he found that there is a Virginia Rehabilitation Code, which is a section - of the Uniform Statewide Building Code. This code contains an appendix with information on archaic building materials. He inquired whether our Building Inspection department was using this code to determine fire rating requirements for older buildings? Mr. Hawley advised that he would research this and return to Council with the. information. Heencouraged' anyone with any questions to meet with the Building Inspector and the Fire Marshal. Next, Mayor Worrell commented that the next Council meeting was scheduled for May 4, which was electidn day. He inquired whether Council wished to change the meeting to May 5? The consensus of Council was to move the meeting to May 5, 2010 at 7 p.m. in the Council Chambers. At 7:35, there being. no -further business, the meeting adjourned on motion by Councilman Welker, seconded) by Council Clark and carried on voice vote. Approved: S. Worrell, Mayor April 20, 2010/Page 4 of 4