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HomeMy WebLinkAbout10-17-17Minutes of the Town Council Work Session held at 5:00 p.m. Tuesday, October 17, 2017 in the Council Chambers of the Town Municipal Building at 42 First Street. N.W. In attendance were: Mayor: Robert N. Glenn, presiding Councilmen Present: David L. Clark; Gregory C. East; Joseph K. Goodman; H.M. Kidd; Lane R. Penn: James A. Radcliffe Administration: Shawn M. Utt, Town Manager Nichole L. Hair, Deputy Town Manager Spencer Rygas, Town Attorney Press: Brooke J. Wood, Southwest Times Staff: Dave Hart, Parks & Facilities Robbie Kiser, P.F.D. Bill Pedigo, Town Engineer David Quesenberry, Clerk of Council Rebecca Reece, Finance Director Gary Roche. P.P.D. Others Present: Ike Jeanes John McElroy . Mayor Glenn called the meeting to order at 5:00 p.m. Following roll call Mayor Glenn asked for a motion to modify the agenda to add under Public Operations, Item 8d, "Programming Resolution for Commerce Street Bridge and Item 8e "Resolution Requesting a Transportation Alternatives Project for West Main". Also requested for addition to the agenda were two closed sessions under Item 15 with one additional item under Va. Code 2.2-3711 A (7) consultation with legal counsel concerning a former engineering employee and another additional item under Va. Code 2.2-3711 A (1) personnel matter regarding the Town Manager's Evaluation. Mr. Goodman moved that the agenda be modified as requested by the Mayor. Mr. Clark seconded the motion which was approved on the following roll call vote: Mr. Radcliffe -Aye Mr. Goodman -Aye Mr. East -Absent Mr. Kidd -Aye Mr. Clark -Aye Mr. Penn -Aye Mayor Glenn then welcomed guests and visitors to the meeting. Mr. East joined the meeting at 5:05 p.m. Next item on the agenda (Item 5) was the Consent Agenda. Mayor Glenn asked for a motion regarding the September 19, 2017 work session minutes. Mr. Kidd moved to adopt the minutes of the September 19, 2017 Council meeting as written. The motion was seconded by Mr. Clark and approved by unanimous voice vote. Page 1 of 9/October 17, 2017 1 Mayor Glenn then moved on to "Public Hearings" (Item 6a) concerning the FY 2017-2018 budget amendment. Mr. Utt summarized and briefly reviewed the amendments which involved "roll over" funds from the previous fiscal year and new items. The total amount of amendments for all three funds (General, Water, & Sewer) totaled $676,800.92 (General -$478,876.92; Water - $85,000.00; Sewer -$113,000.00). Concerning the General Fund amendments, there were approximately $170,000 in grant funds and $150,830 in capital projects funding received or appropriated last fiscal year but which were to be "rolled over" to be spent this fiscal year. Remaining funds included: $50,000 for the ACCE program; $75,000 payment to the UDAG loan for the James Hardie Project; and $30,000 for items for vehicle upgrades and bike patrol overtime. The Water Fund portion he continued, was mostly "carry over" for the rehabilitation reserves (Gatewood -$25,000. and Raw Water Rehab -$10,000) and the Brookmont Planning Grant ($50,000). Those funds were received last fiscal year but would not be spent until this fiscal year. The Sewer Fund amendments included funds for projects that were started but not completed (Sewer Line Replacement $20,000 and 4A Grit Chambers $15,000) and additional reserve funds for the Pump Station, Sewer Force Main, Sewer Manhole Rehabilitation Reserve Funds and the RD funds for the James Hardie Sewer Direct Inject PER. Mr. Goodman asked how much of the amendments represented a net gain. Mr. Utt explained as of June 30th, the funds left over automatically went into the reserves and would be taken from the reserves when appropriated. After reviewing the figures, Mr. Goodman estimated the net change would be $75,000, which Mr. Utt confirmed. Mayor Glenn then opened the public hearing on the budget amendment at 5:09 p.m. After calling for comments and receiving none, he closed the public hearing at 5:10 p.m. Following the public hearing, Mr. Goodman moved that Council adopt Resolution 2017-22 amending the budget for the Town of Pulaski, Virginia for the fiscal year beginning July 1, 2017 and ending June 30, 2018 as proposed. The motion was seconded by Mr. Clark and approved on the following roll call vote: Mr. Radcliffe -Aye Mr. East -Aye Mr. Clark -Aye Mr. Goodman -Aye Mr. Kidd -Aye Mr. Penn -Aye Next issue considered was Item 8a under "Public Operations", `Town Property Hunting Options'. Mr. Utt said that the consensus of Council at the last meeting was that any Town owned properties in the corporate limits were not suitable for hunting. In referring to a map of hunting areas on the Town lands located south along Route 11, Mr. Utt said that the Town land on the east side of Route 11 most suitable for hunting and was the least used property. Page 2 of 9/October 17, 2017 Mr. Utt felt that there was one portion on the west side of Route 11 that would be far away from the Police range for hunting. However it would require a 3,500 foot fence to secure the property along the ridge top behind the former landfill site. The larger area on the map, located on the southwest side of Route 11, had many bike trails and was not suitable for hunting. He strongly encouraged Council to open the area to the east of Route 11 for hunting by permit only, on a "first come -first serve" basis for perhaps ten hunters. Mr. Penn advised that the Arsenal placed hunters in specific areas who were supervised by Arsenal personnel. Mr. Utt replied that the Town did not have the personnel to supervise hunters in the area. Mr. Radcliffe asked how many people were being discussed. Mr. Utt replied that four persons had asked him about hunting. He said that there had been some citizens of the Town that were requesting permission to hunt and he felt it was appropriate that the matter be brought to Council. Mr. Radcliffe replied he did not have a problem with a "first come, first serve" policy for the citizens of the Town. He said he was not sure what the solution for deer in the Town would be, since he felt hunting in Town would be too dangerous. Mr. Goodman suggested that the two parcels (70 acres and 115 acres) on the east side of Route 11 be opened to hunting to see how it goes. This would allow discussion for the west side area after finding what allowing hunting would entail from a staff perspective and usage. He felt the Town did not need the cost of a 3,500 foot fence for the west side area. Mr. East's concern over the 70 acre portion on the east side was that it appeared to adjoin a residential area. Mayor Glenn suggested not including the 70 acres because it was too close to the Draper Mountain subdivision. He felt that using the 115 acre tract was fine but he also cautioned that the site bordered the Aust property where hunting was prohibited. Overall he felt the section was a rather narrow area for hunting. Mr. Rygas brought up the possibility that the town was unintentionally creating an unfair process by some persons perhaps having "inside information" as to the application process. He asked how notification would be given to the public and how many persons would be notified. Mr. Goodman suggested that a lottery system could be used to pick names at random for each hunting season. Parties who were picked would then complete an application process including a release of liability, etc. Mr. East asked how this issue began. Mr. Utt informed him that citizens had come to him about the urban archery program regarding Oakwood while two other citizens asked him where they could hunt on Town property other than Oakwood, specifically Draper's Mountain. Mr. East said he was concerned that Council was creating a lot of work for staff and questioned if this extra activity was really worth it. Mr. Goodman mentioned that the Town had programs for small groups of people which are done as a quality of life issue and to include some of the things that citizens like to do. He felt Page 3 of 9/October 17, 2017 the hunters had been "disregarded" to hunt on Town land, which as a Town citizen they co- own. While not many citizens may benefit, and a little more work made for Town staff, he felt this was another way to include more citizens in their community. Mr. East felt there needed to be a lottery or other system developed and publicized before permits were issued. Mr. Goodman suggested looking for such systems online then informing the public about the provisions of the system. He asked Mr. Utt what else would be required of staff. Mr. Utt said it would be a matter of what department would oversee the program. If done once a year, he felt it would not be much of a burden. Mr. Penn said he felt the matter was being made too complicated. He did not understand why there was a problem since people had been hunting on Draper's Mtn. for twenty years and nothing was said. Mr. Hart noted that the Town property was not posted and that the boundary lines were not well established making it easy to get onto another person's property. On Mr. Radcliffe's question on liability, Mr. Rygas said hunters could be asked for a release of liability. He said that a "Pandora's Box" had been opened in that the Town had admitted there was no hunting on town property, which had not been enforced nor was the property posted. If hunting was not allowed, he counseled that the property should be posted and a follow-up done to protect the Town from any potential liability. He recommended that the issue be discussed with the Town's insurer, with which Mr. Utt agreed. While the opportunity for this hunting season had passed and the policy was still no hunting on Town property, Mr. Utt said that posting of the property should proceed. Staff could research the issue further after contacting VACORP for additional information. Mayor Glenn felt the issue should be tabled so that staff could study the issue since it would not be in time for this hunting season. Mr. East asked since given the fact the land was not posted, was there a need to do something in the interim. Mr. Rygas said it would be advisable for the Town's protection to take the measures discussed (posting the property). Next item on the agenda was the "Gatewood Public/Private Partnership Options" (Item 8b.). Mr. Utt said that a similar potential public-private partnership proposed for Gatewood was being developed for the Explore Park, which is owned and operated by Roanoke County. Like the Town did with Gatewood, a strategic plan for Explore Park was prepared by Roanoke County for ways to improve the operations of the park. After completion of the plan for Explore Park, RFP's were prepared for various areas of the park's operation such as: programs and activities; special events: food, beverage, gas & outfitting; overnight accommodations; and an aerial adventure course. Staff, he continued wanted to use this model and put together public-private options for Gatewood to increase revenues and minimize expenses. The process would take from three to five years, but staff expected to get draft RFP's in front of Council soon for their review. Page 4 of 9/October 17, 2017 Mr. East asked about the three to five year process. Mr. Utt said he expected that anyone who would submit an RFP would expect a three to five year commitment by the Town to the private entity. Mr. Utt added that the Gatewood Master Plan would be used as the model for the RFP's in the same manner as the master plan for Explore Park. Mr. East ventured that the RFP's would be done in short order. Mr. Utt said he hoped that he would have some results by budget time. Mayor Glenn estimated the time frame at about six months because potential vendors had to find out what the Town wanted to do, then go to the park and look at it, since they would be starting from scratch. Mr. Penn felt that a firm should be able to sign on for a three to five year term due to the cost of their investment. There being no more discussion, Mayor Glenn moved to Item 8c, "Update on Alley/Street Closure Case No. 3-2017." Mr. Goodman moved that the issue be taken off of the table for discussion. The motion was seconded by Mr. Radcliffe and approved on the following roll call vote: Mr. Radcliffe -Aye Mr. East -Aye Mr. Clark -Aye Mr. Goodman -Aye Mr. Kidd -Aye Mr. Penn -Aye Mr. Utt updated Council on the status of the request from VuhVanagon to close a portion of Eastman Street. He reported that Mr. Lindamood had purchased properties from Haney and Turman, but that there had been no response from the Powers whose property had a "paper right of way" to Monroe Avenue that would not result in their being landlocked. Mr. Lindamood said he would be willing to grant an ingress -egress easement to go across their property if it was needed to move the request along. Mr. Utt felt that Council needed to take action one way or another. Mr. East said the Powers property was not the Town's issue. Mr. Goodman expressed his concern that there was nothing in writing from Mr. Lindamood concerning how he would grant an easement for the Powers property. He expressed his discomfort in closing the right of way, possibly creating a dead end and that he could not support the proposal. Mr. Kidd said he wanted to put the matter on hold until Council had something further from Mr. Lindamood. Mr. Goodman reminded Council that as long as the matter was placed on hold, staff could take no enforcement action. Mr. Kidd then replied that he could not support the proposal either. Mr. Radcliffe added that he would support Council's action. Likewise Mr. Penn said he was "fed up" with the situation. Mr. Goodman moved that Council deny the request for the street closing listed as 3-2017. Mr. Radcliffe seconded the motion which was approved by the following roll call vote: Mr. Radcliffe -Aye Mr. Goodman -Aye Mr. East -Aye Mr. Kidd -Aye Mr. Clark -Aye Mr. Penn -Aye Page 5 of 9/October 17, 2017 Following the vote, Mayor Glenn moved to Item 8d "Programming Resolution for the Commerce Street Bridge." Mr. Utt told the Council that about a year ago the Town was notified that the Route 99 project had accumulated $1.3 million more than what the project would have cost, because the accumulation of funds to 4 -lane Route 99 to the Interstate had not keep pace with the rising cost of the two bridges needed for the project. When the project was scaled back, funds were left that either had to be spent on another project or they would be returned to the state's Urban System for statewide allocation. Mr. Utt explained that the next project on the Town's priority list was the Commerce Street Bridge to which the $1.3 million could be applied upon formal action by the Council in approving a resolution. While the money might not be quite enough to replace the bridge, Mr. Utt said, it would go a long way towards the project. Mayor Glenn asked if the resolution were approved, would the money continue to accumulate for the total project or would it start with the $1.3 million. Mr. Utt replied that the project would start with the $1.3 million, which had been accumulating several years prior to a change in the state formula that resulted in more competition for state funds. The Commerce Bridge he added was high on the needs list in the Salem District which he felt gave the Town a better chance to get more money. Mr. Kidd said he preferred the money to be applied to Route 99, emphasizing his desire to extend utilities to the Interstate. He asked if Rt. 99 would be repaved. Mr. Utt said that was a future state project since it was outside the Town limits. The utilities for Rt. 99, Mr. Utt said, was a different project that would have to be worked out with the County. Mr. Goodman moved to adopt Resolution 2017-24 as written. Mr. Penn seconded the motion which was approved on the following roll call vote: Mr. Radcliffe -Aye Mr. Goodman -Aye Mr. East -Aye Mr. Kidd -Aye Mr. Clark -Aye Mr. Penn -Aye Next item considered by Council was the "Resolution Requesting a Transportation Alternatives Project for West Main" (Item 8e). Mr. Utt mentioned the recent CDBG grant for the Downtown Revitalization. Part of that project could be replacement of sidewalks and other items funded by the former TEA -21 program from VDOT. While the actual amount was not known, the VDOT money would go towards sidewalks; crosswalks; traffic calming measures; aesthetic improvements; and wayfinding signage. The program required a 20% match which would come from the CDBG funds so there would be no effect on the General Fund. The resolution, Mr. Utt continued, did not have a set amount, but only stated that the Town would come up with the 20% required match. If Council desired to move forward, he added, the cost estimates would be finalized and a public hearing held in November with all materials Page 6 of 9/October 17, 2017 1 1 submitted to VDOT by early January. The resolution however, had to be received by VDOT before November 1St Mayor Glenn asked if the fagade work through the revitalization grant would proceed first, followed by the work on sidewalks, etc. Mr. Utt said there would be some overlap including a study of what infrastructure would need to be replaced. Mayor Glenn then asked when the fagade work would begin. Mr. Utt and Ms. Hair both estimated by the summer of 2018. Regarding the timeline for this project, Mayor Glenn asked if it would extend to 2019. Mr. Utt said the timeline for the grant application would consist of the Commonwealth's Transportation Board vote in April/May 2018 with contracts signed in early summer, so it would be late summer or early fall 2018. Mr. Goodman asked if two way traffic would be considered. Mr. Utt said he did not know, but he had no plans to propose two way traffic at this time. The focus he felt should be on the revitalization completion; the traffic patterns could be considered later. Mr. East said regarding the $700k grant, it was critical that the Town "shine" in the execution of the grant and that he would like to see a way that Council could get monthly briefings on the project's status. Mr. Utt added that the state's representatives were coming October 25th for a negotiation meeting. The Mayor mentioned that given the other efforts underway in Downtown, such as private efforts and the roof grant investments, coordination of the various projects would be required. There being no further discussion, Mr. Goodman moved to adopt Resolution 2017-25 as written. The motion was seconded by Mr. East and approved on the following roll call vote: Mr. Radcliffe -Aye Mr. East -Aye Mr. Clark -Aye Mr. Goodman -Aye Mr. Kidd -Aye Mr. Penn -Aye Council then moved to the next item on the agenda (Item 10a), "Resolution 2017-23, "Appointments to Pepper's Ferry Regional Wastewater Treatment Authority". Mr. Utt said that Mr. Worrell's and Mr. Pedigo's term did not expire until December, but given current issues facing the Authority, he wanted to be sure that Town representation was present. Mr. Goodman moved for adoption of Resolution 2017-23 as written. His motion was seconded by Mr. Penn and approved on the following roll call vote: Mr. Radcliffe -Aye Mr. Goodman -Aye Mr. East -Aye Mr. Kidd -Aye Mr. Clark -Aye Mr. Penn -Aye Next item on the agenda was the "Roundtable Discussion" (Item 14). Mr. Radcliffe complemented the Fire Dept. and Town employees on the Fire Prevention Parade and asked about the status of the Compensation Study. Mr. Utt said he had talked to the consultants the previous week and they would be meeting with the Department Heads on Page 7 of 9/October 17, 2017 October 25th. The consultants are scheduled to be on the Council agenda for the November 8th meeting. Mr. East said he wanted to make the short term project chart a 30 day/60 day/90 day chart, because the other project chart could take care of the longer term items. Following discussion, Council directed Mr. Utt to prepare 30/60/90 day and 3/6/9 month project charts. Mr. Clark congratulated the staff for the remarkable work on the CDBG and the successes with the grants over the past years. Mr. Goodman said that he heard many complements in Blacksburg concerning the activities of the Town. He also hoped for further work on personnel policies such as smoking and vehicles. Mr. Kidd asked about the status of the new fire truck. Chief Kiser said a contract had been signed for the new vehicle the previous week. Mr. Penn complemented the Fire Department on their beef stew luncheon during Fire Prevention Week. Mayor Glenn said he noticed that there were a lot more people at the Fire Parade this year. He also said that employees had been sharing with him their growing concern on health insurance, especially in light of possible rate increases. He hoped that the Town could plan ahead and prepare for this serious issue. Mr. Utt said that he had contacted the Town's insurance carrier as to the effects or potential effects on group plans and hoped to hear back from them. Council then moved to the Closed Session portion of the agenda (Item 15). Mayor Glenn asked for a motion to go into Closed Session for three items under Va. Code 2.2-3711 (A)7 Consultation with legal counsel and briefings by staff members or consultants pertaining to actual or probable litigation, where such consultation or briefing in open meeting would adversely affect the negotiating or litigating posture of the public body for three (3) matters involving: sewer non-compliance, a cable franchise agreement, and a former engineering employee; and one (1) item under Virginia Code 2.2-3711, (A)1, discussion for consideration of employment, assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of public officers, appointees or employees regarding the Town Manager Evaluation. Mr. Goodman moved to enter Closed Session. Mr. Clark seconded the motion which was approved by the following roll call vote: Mr. Radcliffe -Aye Mr. Goodman -Aye Mr. East -Aye Mr. Kidd -Aye Mr. Clark -Aye Mr. Penn -Aye Council went into Closed Session at 6:16 p.m. Page 8 of 9/October 17, 2017 Council returned from Closed Session at 8:35 p.m. Mayor Glenn called for a motion certifying that the Town Council discussed only those issues for which it went into Closed Session. The Mayor's request for a motion was so moved by Mr. Kidd, seconded by Mr. Goodman and approved on the following roll call vote: Mr. Radcliffe -Aye Mr. Goodman -Aye Mr. East -Aye Mr. Kidd -Aye Mr. Clark -Aye Mr. Penn -Aye After reviewing future meeting dates of the Council, Mayor Glenn called for a motion to adjourn. The motion was made by Mr. Goodman, seconded by Mr. Kidd and carried by unanimous voice vote of the Council at 8:38 p.m. ATTEST: c...Y 6�2, �,� David N. Quesenberry Clerk of Council 1 Approved: Rob Glenn Mayor Page 9 of 9/October 17, 2017