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HomeMy WebLinkAbout05-16-17Minutes of the Town Council meeting held Tuesday, May 16, 2017 at 5:00 p.m. in the Council Chambers of the Municipal Building at 42 First Street, NW. There were present: Mayor: Robert N. Glenn Council: Gregory C. East, Joseph K. Goodman, David L. Clark, H. M. Kidd (arrived at 5:02 p.m.), Lane R. Penn Absent: James A. Radcliffe Staff: Shawn M. Utt, Town Manager Spencer Rygas, Town Attorney Patricia Cruise, Clerk of Council David Quesenberry, Assistant to the Town Manager Gary Roche, Police Chief Robbie Kiser, Fire Chief Rebecca M. Reece, Finance Director Bill Pedigo, Town Engineer Others: Clark Payne Eric Bucey Town employees: Suellen Palmore Gary Martin Mike Quinney Sandra Miller Terri Sutphin Jamie Reynolds Chris Phillips Kim Caudill Dale Richardson John C. Dillon, III Cody Shrewsberry Brandon Saunders Gary Dunford Jerry Crowder Justin Riggins Mike Williams, Press B.J. Wood, Press At 5:00 p.m., Mayor Glenn called the meeting to order. Councilman Goodman moved to make the following change to the agenda: Add 8b, Skateboard Options. Councilman Clark seconded the motion and carried on the following recorded vote: James A. Radcliffe - Absent Gregory C. East - Aye David L. Clark - Aye Councilman Kidd arrived at 5:02 p.m. Joseph K. Goodman - Aye H. M. Kidd - Absent Lane R. Penn - Aye Councilman East moved to adopt the Consent Agenda consisting of the April 18, 2017 Council Work Session minutes. Councilman Goodman seconded the motion and carried on voice vote. Mayor Glenn moved on to Presentation by Beans and Rice, Inc. Eric Bucey, Executive Director of Beans and Rice, addressed Council delivering an overview of the programs offered through the agency. He explained the Micro Loan Product and the Resilient Community Loan Fund. Following questions from Council, Mayor Glenn thanked Mr. Bucey for his presentation. Mayor Glenn advised that the next item for consideration was skateboard options. Mr. Utt advised that staff had met with the group of skateboarders who were asking for improvements to the skateboard park. He continued that one thought was to look at what the current skate park needs were for a Page 1 of 5/May 16, 2017 "band aid fix" and then a long term goal. He felt that a long term goal would be part of the Peak Creek Promenade study. Regarding the "band aid fix", Mr. Utt advised that prices had come in for paving the park. He noted that the cost came in much higher than expected, or approximately $30,000. He continued that the park could be sealed for approximately $3,500. He noted that would help for a couple of years and give staff and the Committee time to apply for grants for a future park. He suggested that the funds for sealing could be taken from the Contingency funds. Mayor Glenn suggested that if the skaters wanted to do a fund raiser, that it could be held at the Train Station, where there was a stage and electrical outlets. He added that they could bring a few of the smaller ramps to the Station for demonstration purposes. He continued that if the skaters could come up with '/z of $3,500, the Town would pay the other half. He continued that perhaps the skaters could work with a vendor to provide food for sale with profits going to the group. He hoped the money could be raised by the fall season. There being no comments from Council, Mayor Glenn moved on to Finance. The first item was employee health insurance coverage. Mr. Utt advised that he had been asked to compile a summary of health insurance costs the Town has had over the past several years as well as a current comparison of the various health insurance plans that are offered by The Local Choice consortium. He provided an overview of the information. He explained which plans the Town chose for the upcoming year and the cost to the employees. Extensive discussion ensued regarding the possibility of joining with the County for insurance, the possibility of hiring a Nurse Practitioner or a staff Physician to serve the Town and County employees, which policies the Town should provide to the employees and how much of the insurance premium should be paid by the Town for the family plan. Mr. Utt was asked to figure out the cost to the Town to pay for 70% of the employee family plan. While he was working on the spreadsheet, Mr. Quesenberry was asked to continue with the meeting by presenting Town Committee Vacancies update. Mr. Quesenberry listed the vacancies on Town Committees including that the representatives on the Peppers Ferry Board would expire at the end of December 2017 and the Cemetery Board needed one representative appointed as Ms. Johnson no longer wished to serve. He added that Vera Carter was interested in that position. He continued that there were vacancies on the Planning Commission, the Board of Zoning Appeals, the Housing Board of Adjustment and Appeals, and the Architectural Review Board. Councilman Clark moved to direct staff to prepare the necessary paperwork to appoint Vera Carter to the Cemetery Board of Trustees for a three year term beginning June 6, 2017 and expiring June 6, 2020. Councilman Penn seconded the motion and carried on the following recorded vote: James A. Radcliffe - Absent Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Aye H. M. Kidd - Aye Lane R. Penn - Aye Mayor Glenn asked Councilman Goodman to give his Human Resource Committee report. Councilman Goodman advised that the Committee met and discussed the proposed Community Development Director job description. He noted that the Committee felt the job description was appropriate based on those discussions and recommended that it be presented to full Council for review. He added that the Committee continued their discussion of smoking in Town vehicles and also take home vehicles. Since there was no Town wide policy in place, it was determined that it was appropriate to draft a policy on vehicles as a whole and smoking in Town vehicles as part of that policy. He continued that since some vehicles were currently being smoked in, the consensus was to continue to allow smoking in those vehicles as long as approved by their Department Head. He added that any vehicle that was not currently being smoked in and all future purchases Page 2 of 5/May 16, 2017 would automatically be designated non-smoking. He noted that the next meeting would review the take home vehicle policy. He encouraged anyone with an interest to attend the next meeting. Regarding the Community Development Director position and other positions being recommended by staff, Mayor Glenn commented that he would prefer to institute a holding pattern until Council had a better grasp of what everyone is supposed to be doing. He asked for Council comments. Councilmen Penn and Kidd agreed with the Mayor. Councilman Goodman agreed with the Mayor and advised that being part of the Committee that reviewed the description, he felt the entire Community Development department and all subordinates along with how they work with the Deputy Town Manager needed to be reviewed. He added that the Deputy Town Manager job description should be reviewed and how the department worked with that position so that there were no overlaps. Councilman Clark advised that Council had worked for a long time to create the position and knew they weren't sure exactly how that position was going to develop. He felt they needed to make sure they knew what they were going to do with it as it is put in place. Mayor Glenn added that this would not stop the process for the Code Enforcement officer that was already being interviewed. That interview process would continue and be filled. Councilman East felt the position was critical to the Town's future because in order to get out of the situation where a small amount was available for CIP items, the Town would have to grow by recruiting retail businesses. He continued this position was key to the growth of the Town. He added that it was important that Council understand what they are doing, how they are doing it, why they are doing it and what the responsibilities are so there is no overlap. Mayor Glenn felt these comments would give Mr. Utt the opportunity to meet with the Committee to discuss what he envisions as Manager versus what Council envisioned for the department. He hoped that by the July Work Session the Committee would be able to make a recommendation to Council as to what to instruct Council to do. Councilman Goodman requested that if Council was unable to attend the Human Resource Committee meeting, that they convey to Mr. Goodman their thoughts regarding the position and the whole structure to allow the Committee to have thoughts and recommendations from the Council as a whole. Mr. Utt returned to the meeting and explained how much employees would pay for their insurance plans if the Town paid 70% of the dual and family plans and how much the Town would pay. Following extensive discussion, Councilman Goodman moved to approve the 60/40 split on the Key Care 500 plan for insurance with Council continuing to review the 70/30 split. Councilman Clark seconded the motion. Following more discussion the motion carried on the following recorded vote: James A. Radcliffe - Absent Joseph K. Goodman - Aye Gregory C. East - Aye H. M. Kidd - Aye David L. Clark - Aye Lane R. Penn - Aye Mayor Glenn moved on to a report by the Finance Committee. Mr. Utt advised that at the last meeting Council had discussed the proposed increase in the Real Estate tax that would fund the creation of a Capital Improvements fund and also discussed utilizing reserve funds for the Page 3 of 5/May 16, 2017 upcoming capital improvements request. He asked for greater discussion and decision by Council so he could move forward with the finalization of the budget for FY18. Following discussion, the consensus of Council was to utilize reserve funds for the upcoming capital improvements with Councilman East, Clark, and Penn in favor, Councilman Goodman against and Councilman Kidd noncommittal. The next item on the agenda was Ordinance 2017-04, Amending the Zoning Regulations Regarding Parking Lot Surfaces. Mr. Utt advised that this completed action of Council. Councilman Goodman moved to adopt Ordinance 2017-04, Amending the Zoning Regulations Regarding Parking Lot Surfaces as presented. Councilman East seconded the motion. Councilman Kidd questioned the fairness of this Ordinance to all businesses in Town. Mr. Utt offered to research how other areas handle parking lots for future discussion. Following discussion, the motion was approved on the following recorded vote: James A. Radcliffe - Absent Joseph K. Goodman - Aye Gregory C. East - Aye H. M. Kidd - Aye David L. Clark - Aye Lane R. Penn - Aye Mayor Glenn moved on to Round Table discussion. Councilman Goodman asked for the status of the towing committee. Mr. Utt advised that this had been referred to the County Board of Supervisors. Chief Roche advised that he made a presentation to the County Board of Supervisors the previous week. Councilman Goodman asked if staff had prepared a secondary plan for planting at Oakwood Cemetery. He noted that a lot of plants had been planted but he couldn't tell if they were small trees or large shrubs. Mr. Utt responded that he would find out and let Council know. At 7:20 p.m., Councilman Clark moved to move into Closed Session 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 Clerk of Council appointment and Museum Coordinator recruitment.; and (A-3), discussion for consideration of disposition or acquisition of publicly held property regarding Ridge Avenue Tower site. Councilman Goodman seconded the motion and carried on the following recorded vote: James A. Radcliffe - Absent Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Aye H. M. Kidd - Aye Lane R. Penn - Aye Council returned from Closed Session and adopted the Certification Resolution on motion by Councilman Clark, seconded by Councilman East and carried on the following recorded vote: Page 4 of 5/May 16, 2017 James A. Radcliffe - Absent Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Aye H. M. Kidd - Aye Lane R. Penn - Aye Councilman East moved to appoint David N. Quesenberry as Clerk of Council effective July 1, 2017. Councilman Goodman seconded the motion and carried on the following recorded vote: James A. Radcliffe - Absent Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Aye H. M. Kidd - Aye Lane R. Penn - Aye Councilman East moved to revise and bring current Clerk of Council job description. Councilman Clark seconded the motion and carried on the following recorded vote: James A. Radcliffe - Absent Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Aye H. M. Kidd - Aye Lane R. Penn - Aye Councilman East moved to authorize Town staff to enter into CellWaves Letter of Engagement regarding Ridge Avenue property subject to governing law modification and clarification of net proceeds not less than $275,000. Councilman Goodman seconded the motion and carried on the following recorded vote: James A. Radcliffe - Absent Gregory C. East - Aye David L. Clark - Aye Joseph K. Goodman - Aye H. M. Kidd - Aye Lane R. Penn - Aye There being no further business, the meeting adjourned on motion by Councilman Goodman, seconded by Councilman Clark and carried on voice vote. Approved: gie� Robert N. Glenn,ayor Page 5 of 5/May 16, 2017