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HomeMy WebLinkAbout07-07-20Minutes of the Pulaski Town Council meeting held at 7:00 p.m., July 7, 2020 in the Council Chambers of the Town Municipal Building at 42 First Street, N.W. A live cast of the proceedings through the Town's Facebook page and Zoom digital audio/video communication software was made available on-line. In attendance were: Mayor: W. Shannon Collins, presiding Councilmen Present: G. Tyler Clontz; Brooks R. Dawson; Gregory C. East; Lane R. Penn; James A. Radcliffe; Michael P. Reis Administration: Darlene Burcham, Interim Town Manager Legal Counsel: Spencer A. Rygas, Town Attorney Press: Melinda Williams, Southwest Times Mike Williams, PC Patriot Staff: David Quesenberry, Clerk of Council Jordan Whitt, Social Media Manager Others Present: Daniel Burle Kevin Byrd Donald Copenhaver Mark Copenhaver Ray Harnish Collette Hash Michael Hickman Janet Jonas Donald Maxwell Patrick O'Brien Sara Venegns Jill Williams Other attendees not listed 1. Call to Order Mayor Collins called the meeting to order at 7:00 p.m. 2. Pledge of Allegiance The Pledge of Allegiance was led by Councilman Dawson. 3. Invocation The Invocation was given by Councilman East. Steve Critchfield Lydia Gilmer Gary Hash Blake Le Michael Solomon 4. Roll Call After the Invocation, roll was called. Present were Mayor Collins, Mr. Clontz, Mr. Dawson, Mr. East, Mr. Penn, Mr. Radcliffe and Mr. Reis. Since all members of Council members were in attendance, a quorum was present to conduct business. Organizational Meeting of Town Council 5. Introduction of New Council Members Mayor Collins then opened the organizational meeting of Town Council to seat the Mayor and newly elected Council members as determined by the May 19, 2020 municipal election. Mayor Collins asked the Clerk of Council if the "Abstract of Votes" had been received to which he responded that they had. Mayor Collins then asked the Clerk of Council to read from the "Abstract of Votes" the names of the candidates qualifying for election to office. Page 1 of 15/July 7, 2020 1 Named by the Clerk from the "Abstract of Votes" as having qualified for office was: for Mayor, William Shannon Collins; and for Council, James A. Radcliffe, Gregory C. East and Michael P. Reis. Mayor Collins then ruled that the "Abstract of Votes" was duly received and would be made part of the minutes of the meeting. 6. Election of the Vice -Mayor Mayor Collins then moved to the next item on the agenda which was the election of the Vice -Mayor. The Vice -Mayor he explained, acted as the Mayor in the event of the incapacity of the Mayor, yet retained the voting powers of a member of Council. Mayor Collins then declared the floor open to receive nominations for Vice -Mayor. Mr. East nominated Mr. Dawson as Vice -Mayor; which was seconded by Mr. Radcliffe. With no further nominations received, Mayor Collins declared the nominations closed. He then asked the Clerk to call the roll of Council concerning the nomination of Mr. Dawson, which was approved as follows: Lane R. Penn -Aye James A. Radcliffe -Aye Brooks R. Dawson -Abstain G. Tyler Clontz -Aye Gregory C. East -Aye Michael P. Reis -Aye Mayor Collins extended his congratulations to Mr. Dawson upon election as Vice -Mayor. Regular Meeting of Town Council 7. Introduction of the Interim Town Manaaer, Mrs. Darlene Burcham Mayor Collins then introduced interim Town Manager, Darlene Burcham to the meeting. Mrs. Burcham noted that it had been a fast paced four days. She emphasized that she was impressed by the Town and that it had both potential and challenges. But with the guidance of Council and the staff, she felt that things could get on the right track and move forward. She added that she was looking forward to serving in this interim capacity and would have an opportunity at the near the end of the meeting to report on her activities for the last four days. Mrs. Burcham thanked Council for the opportunity. Mr. East welcomed Mrs. Burcham and noted that Council was pleased that she was here. 8: Modification of the Agenda Mayor Collins then requested a motion to modify the agenda to: (1) delete under "Presentations" Item 10c 'Proposed Pulaski Monument'; (2) add one item under Va. Code 2.2-3711 (a) (1) regarding a personnel matter regarding appointment of an interim Zoning Administrator; and, (3) add Item 15b ("New Business"), an update on the Pepper's Ferry Regional Wastewater Treatment Authority. Mr. East moved to approve the agenda modifications. The motion was seconded by Mr. Clontz and approved on the following roll call vote: Lane R. Penn -Aye James A. Radcliffe -Aye Brooks R. Dawson -Aye G. Tyler Clontz -Aye Gregory C. East -Aye Michael P. Reis -Aye 9. Recognition of Guests and Visitors Following the agenda modification, Mayor Collins made the following statement: "First, I would like to thank all the citizens of Pulaski for giving me this opportunity to be your Mayor. This is something I've wanted for a while, thought about, and,- I really feel Page 2 of 15/July 7, 2020 1 a ABSTRACT & VOTES Cast in the Town of PULASKI in PULASKI.CO.UNTY, VIRGINIA at the 2020 May Town -General, Election held on May 19, 2020 for, Mayor District: PULASKI NAMES OF CANDIDATES ON THE BALLOT annon o ins 'David L. Clark -------- ;Total Write -In votes [From Write -Ins Certifications] ;[Valid Write -Ins + Invalid Write ins = Total Write In Votes] Total Number of Overvotes for Office TOTAL VOTES RECEIVED -(IN-FIGURES) 411' 310; 1 We, the undersigned Electoral Board, upon examination- of the official- records deposited with the Clerk of the Circuit Court of the election held on May 19, 2020; do herby certify that the above is a true and correct Abstract of Votes at.the said election and do, therefore, determine and declare that the following person(s) has received the greatest number of votes cast for the Mayor. W. Shannon Collins Given under our hands this {�� day of , Chairman Vice Chairman Secretary \ 4 N � , Acting Secretary Page 3 of 15/July 7, 2020 ABSTRACT of VOTES Cast In the Town of PULASKI in PULASKI COUNTY, VIRGINIA at -the 2020 May Town General Election held on May 19, 2020 for, Member Town Council. District: PULASKI NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (IN FIGURES) I. ames A. -Radcliffe 541 [Joseph K. Goodman 402; Total Write -In votes-[From'Write-Ins Certifications] 36; ;[Valid Write -Ins + Invalid Write—ins =.Total Write In Votes] ;Total Number of Overvotes for Office 0. We,.the undersigned Electoral,Board; upon examination of the official records. deposited with. the Clerk of the Circuit Courtof the election held on May:19:2020, do.herby certify that the above is a true.and correct Abstract -of Votes at the said election and do, therefore, determine and declare that the following person(s) has received the greatest number of votes cast for the Member Town Council. 1. James A. Radcliffe 2. Greq C. East 3. Michael P. Reis Given :under our hands this a - da of Chairman ,.Vice Chairman. , Secretary , Acting Secretary Page 4 of 15/July 7, 2020 1 C 1 that our Town can be so much better and we can bring a lot back to what we've had and what we could have. But 1 just want everybody to know that I will do my best and all that's in my power to make this Town, where you want to live, where you want to work, and where you want to raise your family." After Mayor Collins remarks, Council next moved on to "Presentations" honoring the service of former Council person Mary Lou Copenhaver; recognizing the assistance of Skyline Bank; and receiving a report from Michael Solomon concerning a retail development strategy. 10. Presentations a. Resolution 2020-18, Resolution Commemorating the Life and Service of Mary Lou Copenhaver Mayor Collins moved to the front of the dais, where he was joined by Mr. Don Copenhaver and his son Mark, and proceeded to read "Resolution 2020-18, A Resolution Commemorating the Life and Service of MaryLou Copenhaver". Following the reading of the resolution, Mr. East moved that Council adopt Resolution 2020-18, Commemorating the Life and Service of MaryLou Copenhaver, as written. The motion was seconded by Mr. Penn and approved on the following roll call vote: Lane R. Penn -Aye James A. Radcliffe -Aye Brooks R. Dawson -Aye G. Tyler Clontz -Aye Gregory C. East -Aye Michael P. Reis -Aye Following the vote, Mayor Collins presented copies of the resolution to Mr. Don Copenhaver and Mr. Mark Copenhaver. Mr. Copenhaver upon accepting the resolution remarked that it came very much as a surprise and he thanked the Council and those in attendance very much for the recognition extended to his late wife. Council next considered Resolution 2020-19 recognizing Skyline Bank for their assistance during the pandemic. b. Resolution 2020-19, Resolution of Appreciation for Skyline Bank's Assistance During the Pandemic Mayor Collins then read "Resolution 2020-19, A Resolution of Appreciation to Skyline Bank" for their assistance in allowing the Town's Finance Department to set up operations in the former bank at 1000 East Main Street to protect both customers and employees from exposure to the virus. Following the reading of the resolution, Mayor Collins asked for a motion from Council. Mr. East moved that Council adopt Resolution 2020-19, Recognizing Skyline Bank's Assistance to the Town of Pulaski, as written. The motion was seconded by Mr. Penn and approved on the following roll call vote: Lane R. Penn -Aye James A. Radcliffe -Aye Brooks R. Dawson -Aye G. Tyler Clontz -Aye Gregory C. East -Aye Michael P. Reis -Aye Mayor Collins then presented the resolution to representatives of Skyline Bank. Council next heard a presentation from Michael Solomon concerning retail development strategy for the Town. Page 5 of 15/July 7, 2020 c. Retail Development Strategy, Michael Solomon, P.C. Economic Development Director After introductions, Mr. Solomon mentioned that a flyer, as had been done before in the past, had been prepared to recruit retail businesses to Pulaski. Ms. Lydia Gilmer, a summer intern, had prepared a media presentation for Council's review after which the flyer would be presented to Council. The flyer presented data on retail sales potential for various types of retail businesses. Ms. Gilmer thanked Council for allowing them the opportunity to speak and then began the media presentation. After the presentation Ms. Gilmer explained the data in the presentation was not just for the Town of Pulaski but was for a retail trade area. While similar to a "drive time" study, this presentation but was more specific to this community based on how far a person was willing to go for various commodities as well as what retailers wanted to see when they came to a community. In explaining what was done with the data, Mr. Solomon said the County was separated into three separate retail areas which had their own specific draws. Tonight he said they were presenting data relevant to the Town of Pulaski. The data in turn would be given to potential retailers to try to recruit them to come here. It also allowed retailers data on where people in this area spent their money. Demographic data, was also available to allow specific retailers to access sales data. For example a clothing retailer could access information on what was spent on particular apparel items. The data could also be used to assist small business by providing sales data for a specific good (e.g. bakery items) in determining how much of the market they would have to capture to turn a profit. Mr. Dawson asked if the potential retail sale numbers shown in the flyer, represented actual data as to what happened in 2019. Mr. Solomon said that was correct and that it was an average of what everyone in that circle spent on those items with those retailers. Mr. Dawson understood that the amounts represented were not necessarily spent in the trade area itself but by the persons in the trade area. Mr. Solomon said that was correct, that it was the money spent by the people living in that area. Mr. Dawson asked if that money could also be spent outside of the Town. Mr. Solomon responded that was correct and the amount represented the potential that was there. Mr. Reis asked if it was known how much people actually spent from the draw area in the Town limits or in the draw area. Mr. Solomon replied they did not because it was extremely complicated to determine the spending at each one and they did not have access to that data. Mr. East asked if there was any outreach with this information, such as being available on-line. Mr. Solomon responded it would be pushed out on-line as well in addition to targeting the International Shopping Center Council which has a lot of retailers. Through these efforts it was possible to find out what specific things that retailers were asking for (e.g. population in a given area). Those retailers would be targetedin sending the flyers out. The flyers would also be provided to Town staff for distribution also. Mr. East then asked if there were organizations out there that dealt specifically with potential retailers. He then asked Mr. Solomon if an organization (e.g. Food City) were looking for a location, would he go to an organization that Food City worked through or go directly to Food City. Mr. Solomon responded that either one could be done. He said the ICSC had both international and regional shows to which most national retailers belonged. Members of the organization had access to the real estate representatives of various groups which could be targeted. Mr. Dawson asked what other data beyond sales potential information was needed in order to make sure we get enough information in front of them. Mr. Solomon that things differed depending upon who the organization was. He mentioned that one retailer was interested in the number of four legged animals in the area since items associated with those were a large part of their sales while another retailer required information on the number of hunting and fishing licenses issued. Page 6 of 15/July 7, 2020 Mr. Dawson asked were there communities around us (Pulaski) that he believed were offering incentives for retail groups to open up. He also asked Mr. Solomon if he had any advice concerning things we were lacking and could do from an incentive standpoint beyond marketing and become able to put incentives into that marketing. Mr. Solomon, mentioned with recruiting Rural King, the County offered them a percentage of their tax rebate that was given in a grant after the first year. A strong point of these grants was the money was received first and then it could be paid back. He added he felt it would be hard to incentivize before a business was there. His preference was to have incentives after a person had been in business for a while. Another method mentioned was tourism zones which could help recapture sales tax, which he felt the County and the Town should look at. The best method was to be creative in finding ways to attract people which given the current situation in the country, seemed geared to people recruitment instead of business recruitment. Mr. Radcliffe, mentioning "Captain Us" in Wytheville, asked what it would take to recruit that into Pulaski. Mr. Solomon replied that the first thing considered was their specific requirements. He felt traffic counts would be one of the factors sought, which he felt Route 99 was an asset, as well as the location of the next nearby "Captain Us". Mr. East said he was familiar with meal tax rebates and asked Mr. Solomon for his opinion on that for new restaurants. Mr. Solomon said that was similar to what was done with Rural King where there was a sales tax refund. He opined that meals tax purpose was to help attract people to your community to which there was a cost. If that was given back, there is a loss of the ability to attract people. For the short term, Mr. Solomon said he preferred 50% rebates, with a payback period of seven years to get a return on investment. Mr. Radcliffe ventured a recruitment package would be needed which stated where tax breaks or utility breaks, etc. could be set out, since corporations were looking for that. He emphasized that the Town needed to do what it took to get things here, since it could not keep going the other way. We needed he continued, to get people here and get things going. He applauded the work on improving the appearance of Route 99. Mr. Solomon added that it was important to think also about those persons who stay in Town and use those businesses. The more that the community here could be served, the better things would be in the long run. Mr. East asked about how the businesses that contacted the County found out about Pulaski County. Mr. Solomon responded that most of his time was spent recruiting industrial companies to bring in jobs. So not a lot of time was spent on the retail end or going for those businesses. Ms. Gilmer would be working during the summer and fall in assisting smaller businesses through the Small Business Center to assist with business plans and the other items. As far as advertising goes, Mr. Solomon said the primary ways were the website and word of mouth for the industrial part. There were plans to go to some of the ICSC shows to start getting the word out. He observed that in all three retail areas of the County there was space to grow. Mr. Reis asked Mr. Solomon if there was a list or a resource for anyone coming in concerning locations, land area, parking spaces, etc. Mr. Solomon said last summer every commercial building that was open in the County (54) was catalogued and contact information established with the owners. Mr. Reis asked if that included zoned but not built space. Mr. Solomon said the survey included both spaces and land with a potential update of site listings being under discussion. Following the conclusion of the presentation Council conducted an initial public hearing on the Calfee Cultural Center-CDBG. Page 7 of 15/July 7, 2020 11. Public Hearings a. Calfee Cultural & Community Center-CDBG Initial Public Hearing Mayor Collins noted that this would be the initial public hearing for proposed CDBG projects for the Town and welcomed Ms. Jill Williams to speak. 0 Ms. Williams introduced herself noting her firm Wide Angle Strategies had been procured by the Town to manage the CDBG planning grant for the Calfee Community and Cultural Center. After recognizing several officers of the Calfee Board, Ms. Williams thanked the Council and the staff for their support of the project over the past two years. Ms. Williams said the purpose of the public hearing was not to discuss the Calfee cultural center but was to solicit feedback from Council and the community on the housing, community and economic development needs of the Town of Pulaski. She then sketched out a general agenda for the hearing to include information on the program, background information of previous programs and reception of public comments Ms. Williams then provided background information on the CDBG program established in the 1970's under the U.S. Dept. of Housing and Urban Development. Virginia's proposed allocation for CDBG grants for 2020 was anticipated to be $27 million. She then briefed Council on the primary objectives for the CDBG program and the programs national objectives. After reviewing the different types of Community Improvement CDBG Grants, Ms. Williams reviewed the Town's CDBG grants since 2015 which included: the Pulaski Kersey Bottom/Case Knife Road Neighborhood Revitalization Planning and Construction Grants; the Pulaski Downtown Planning and Construction Grant; and the Calfee Training School Adaptive Reuse Planning Grant. Ms. Williams then gave out contact information prior to the public hearing for citizens to comment on the proposed projects. Mayor Collins then opened the public hearing 7:50 p.m. First comment received was from Ms. Janet Jonas who expressed her support for the Calfee Training School project as and adaptive reuse grant through the CDBG program. She supported the project because of (1) the importance of recovering the historical experience of residents; and, (2) Pulaski's lack of child care options. She also, encouraged the Town to continue to seek and implement CDBG rehabilitation housing grants for low -moderate income households. Ms. Jonas also mentioned previous projects such as the Kersey Bottom/Case Knife effort; two tornado recovery projects; and assistance to 63 families with CDBG loans. Pulaski's housing market she said remained strong with some of the most affordable housing in the New River Valley. However she qualified her statement noting that many neighborhoods had housing stock in decline due to residents with limited means to maintain them. Ms. Jonas suggested that use of the NRVRC Regional Housing Study would provide a foundation for the Town to apply for a planning grant for a town -wide assessment of housing conditions to set priorities for future housing projects. This would prove timely as the Planning Commission began the Comprehensive Plan review. Concerning changes in the last two years for housing rehabilitation projects, Ms. Jonas mentioned that $100,000 had been added to grants to cover administrative grant funds while cost limits for housing rehabilitation had been increased to $50,00-$85,000. Ms. Jonas then concluded her remarks. Mr. Steve Critchfield said with respect to day care, that there was an effort to get more people to live in the Town who would commute to the Blacksburg area. Having affordable day care would make that vision much easier to bringnew people in to support new businesses. He also encouraged Council to Page 8 of 15/July 7, 2020 encourage housing rehabilitation, given the number of houses in the Town that could be redone and remain affordable. He felt that both the day care and rehabilitating houses would increase the population and get people to move here and that he supported both approaches. There being no further comments on the CDBG program, Mayor Collins closed the public hearing at 8:56 p.m. After the public hearing, Council received comments from the public. 12. Public Comment Period Mayor Collins welcomed Mr. Donald Maxwell to speak before Council. Mr. Maxwell said there were five or six families where he lived in Loftier Bottom and that this year it had flooded eight times. Residents sometimes could not get out for two or three days. Noting the age of some of the residents, Mr. Maxwell said if something happened they could not be reached. Walking the train tracks was not an option because Norfolk Southern had threatened arrests for trespassing, so he concluded they were stuck there. Mr. Maxwell said there were usually two floods each year, but this year there had been eight, leaving them stuck and unable to get out. Mr. Radcliffe said he had discussed the issue with various persons and acknowledged that citizens in that area could not be reached (in the event of a flood). He proposed that Ms. Jonas assist with a grant to help get a road to this area. Despite the number of officials that had been told of the issue, Mr. Radcliffe said it would fall on the Town to keep the citizens in that area safe. He again proposed having Ms. Jonas look a grants for a road, possibly off of Summit Street to access the area to get residents out. After Mr. Maxwell's comments, Mr. Ray Harnish addressed Council concerning issues at 28 Dora Highway. Mr. Harnish made the following remarks: "Back again. Ok, I think I gave each one of you one of these papers. I guess 1'11 go to the question, 1 don't understand what is happening since our last meeting or whatever you want to call it. You know it was voted down completely by the Board and by the, Zoning Board and the Town Council. When 1 went south for the winter, 1 came back to find five men living right next door to me in a house that wasn't supposed to have that. And this is the very thing that we brought forth when we were here for all those meetings. Some of the fighting and the verbal language coming out of that house, I mean if words could kill there would some of them already dead. There is also another guy, he was kicked out he had a couple of women in there doing drugs in the house right on the porch. He got kicked out, had ten garbage bags full of stuff right in front of my house, T. V. (indistinguishable) up and down the street. We're sifting on the porch this is what we got to look at. We called the police, they said there was nothing they could do they had not done anything wrong. Three or four hours he was out of there. This is the very thing, when we brought this up last fall that we said it would happen. You know, I just don't know. 1 had two questions on this paper. He has never stopped advertising; had the house wired for all kinds of Internet; he brought in (indistinguishable) loads and loads of furniture. There are six men there right now. They're out on the porch. We haven't had any problem with the men, the men today isn't my problem. My wife's at home tonight by herself. She's out on our porch no closer from here to there and that's what she has to deal ... you know, just sit there. Not one of you in here would want that next door to you. There is a place for them but it definitely is not on Dora Highway. Page 9 of 15/July 7, 2020 ...1 just want to know how could this happen? You know you guys voted it down seven to zero. The zoning voted it down six to one. Now they've took the whole back yard; they said no parking lot. The whole back yard is stoned in, dug it out, driveway into the alley, its (undistinguishable) stone parking lot. (undistinguishable) there's water right there that deep; cars sitting in there buried because they're trying to get them out. There's cars there from PA, Texas, Florida, I mean it's just a ...it's just like a (unintelligible). /just want some answers ... (unintelligible). Mr. East agreed with Mr. Harnish and said the Council denied a special exception for a sober living house or something of that nature at that particular property. What is needed to be understood now, he continued was what part of the code was currently being violated and step forward from there. Mrs. Burcham asked for the address so she could see what the issues were. Mr. Harnish replied 28 Dora Highway and 34 Dora Highway, adding that he lived at 34. Mr. Harnish then mentioned a letter he received from Mr. Goodman saying that the staff advised him that the state law allows two persons to live in a house that are unrelated. He noted that there had been six there all summer long since returning from the south in April. He added the situation was a mess. Mr. East said that Mrs. Burcham would confirm the situation. Mrs. Burcham added she would go by there the following day. Mr. Harnish thanked Council saying he just would like some answers and asked how could there be a "no" vote and still have this. Ms. Janet Jonas returned to the podium and mentioned the areas in Kersey and Lottier Bottom that had been discussed regarding flooding and limited access. These areas had been served by CDBG projects but more work was needed with flooding being the key issue. Under the CDBG program many residences in these two areas were elevated to not be affected by flooding. Other homes and low lying areas continued to be affected by flooding. There were other funding opportunities available such as Disaster Mitigation Grants; USDA grants and loans; home consortium funding; and income from previous projects. There was additional information which she would share with the Town Manager. Mr. Radcliffe asked Ms. Jonas if she saw anything that might draw attention to the Lottier Bottom problem, would she keep both Council and residents informed. Ms. Jonas said with the previous project that some of the residents didn't qualify for CDBG assistance, weren't full time residents or were not interested. Other types of funding were going to have to be determined and found and that effort would come from the Town. Mr. East asked with regard to Lottier Bottom, if and when the Army Corps of Engineers made an assessment of that area and could Council get a copy of it. Mayor Collins noted with the CDBG process that the second hearing would be August 4th. Following these comments, Council next considered the Consent Agenda. 13. Consent Agenda a. Consideration of the June 2, 2020, Council Meeting Minutes Mayor Collins called for a motion to approve the Council Meeting minutes of June 2"d, June 9th, June 15th and June 23rd either individually or as a group. Mr. Dawson moved to approve the June 2nd, 9th 15th and 23rd 2020 meeting minutes. The motion was seconded by Mr. East and approved by roll call vote of Council as follows: Page 10 of 15/July 7, 2020 1 Lane R. Penn -Aye James A. Radcliffe Brooks R. Dawson -Aye G. Tyler Clontz Gregory C. East -Aye Michael P. Reis Council then received an update on the Downtown Project. -Aye -Aye -Aye 14. Old Business a. Update of Downtown Project, Kevin Byrd and Patrick O'Brien Mayor Collins then introduced Kevin Byrd and Patrick O'Brien of the New River Valley Regional Commission to give an update on the Downtown project. Mr. Byrd, Director of the NRVRC, provided Council with an overview of the history and function of the Commission to provide services to the area governments of the New River Valley. The Commission's governance was by a Board composed of one elected official and one citizen representative for communities over 3,500 in population. Mr. Byrd noted that Mr. Clontz and Mr. Clevinger were representing the Town, while Mr. East and Mr. Radcliffe had also served in other capacities. Functions of the Commission included providing a forum for community leaders to meet; provide localities with assistance on projects of mutual interest; and technical assistance to local governments as needed. The Downtown Project he said was one example of technical assistance for grant support from the Commission with Mr. O'Brien being the lead for the project. Noting previous discussions with Mrs. Burcham concerning various developments on the project, Mr. Byrd then introduced Mr. O'Brien to Council. Mr. O'Brien thanked Council for the opportunity to speak. He ventured that Council was familiar with the on-line Downtown Master Plan and other planning documents of which the CDBG was one of the implementation goals. In the planning process there was a "laundry list" of projects proposed for the Downtown to attract businesses to the area. The CDBG grant came from this planning process and was awarded in late 2018. The overall purpose of the grant was eliminating blighting influences and creating public amenities in the Downtown with the overall goal of improving the economic situation of the Downtown District. The blight elimination had two major construction elements. One was the public space improvements (awarded to SIMCON Co. L.L.C.) which included a "pocket park" as well as lighting and plantings to enhance the area. The contractor had anticipated a late July finish date for the public space improvements. The second major element was improvments onl5 facades in the Downtown project area. Three facades that were part of West Main Development's redevelopment project were reimbursed for construction materials. Eight more facades were planned with the contract documentation received earlier in the day. The five properties with eight facades included were: the Fine Arts Center; 67/69 West Main Street; 76 and 84 West Main Street. Mr. O'Brien said the contracts should be signed this week with pre -construction meetings in late July. To complete the target number of facades, additional participants were identified such as the Elks Building, Pulaski Theater and 37 West Main for which designs from Hill Studio were complete, plus some interest from other property owners. Money would be an issue since grant funds remaining were approximately $60,000. Mr. O'Brien told Council that costs were higher than originally anticipated for some of the work, since the original grant submission used estimates from the Master Plan. State agencies had also warned Page 11 of 15/July 7, 2020 that the estimates would be a little off. In addition the lack of contractors available to bid on the work, limited the choice of contractors and led to an effort to get the most for the funds available. The result was the grant had to be scaled back from its original conception. Technically the deadline for project completion was October 1St. Getting the four facades for the public space complete were about to go under contract but might not make the deadline due to historic review, the bidding process and the time for construction. Mr. O'Brien said that the project's Case Manager had advised that an extension could be requested for those elements. Due to the change in leadership, DHCD would likely be requesting more project updates. Mr. East asked for clarification if CDBG would request an update, due to the change in management. Mr. O'Brien ventured they would need some new forms filled out with different _certified signatures and such. Because some projects had taken longer, the state was requiring more updates where the project stood and how soon until completion. Mr. East asked if October was the original date. Mr. O'Brien responded that it was based on when the contract was signed. However the Downtown Project area was involved in a variety of regulatory reviews (e.g. floodplain, historic district, etc.) that required their advice. Mr. East said he wanted to be sure that the Town remained in those agencies "good graces". Mr. O'Brien responded that the state agencies had warned that these Downtown projects could get very complicated as compared to rehabilitation in a historic district. Mr. O'Brien added that the he felt the Town was approaching the best outcome within the available funding. He hoped the Town would not lose sight of the bigger vision regarding other project phases through VDOT or other funding agencies to enhance the Downtown attractiveness. He added that Pulaski on Main as well as portions of the earlier program presented by Mr. Solomon could be part of the process. Mr. O'Brien asked if there were any questions. Mr. Dawson asked Mr. O'Brien if they (NRVRC) had been the driving force behind this project. Mr. O'Brien replied he was taken his guidance from the Town Staff and there was also a management team that had representation from various groups. Mr. Dawson ventured that the Commission was not so much as driving as facilitating. Mr. O'Brien said they did what they could to keep things moving and said he received a lot of pressure from the state agency personnel to keep things moving. Mrs. Burcham felt it was important to explain the matching requirements regarding the monetary and staff time investment required by the grant. Mr. O'Brien responded that in addition to the $700,000 in grant funds the agreement spelled out there were matching funds from the Town and the property owners for the project. Private property owner's pledged $60,000, while the Town's match was closer to $250,000. Most of that had been covered by the repairs, purchase and partial demolition of 67/69 West Main Street, as well as advertising costs. Mr. O'Brien said he would be looking at the tallying up the remaining funds next week to see how the Town could get more bang for the buck. Mr. Dawson said previously Ms. Hair would have been the point person for supplying needed information from the Town. He asked with the change, was there anything the Town needed to do to help with the final work. Mr. O'Brien responded that he felt he had most of the contact information needed. Despite the uncertainty of getting to this point in the project, Mr. O'Brien felt things should be fairly straightforward to get the extension request in and the rest of the funds allocated. Mr. Dawson expressed his appreciation for Mr. O'Brien's assistance. Mr. East said he had a concern on the CDBG grant with the transition the Town was going through, but he felt much better now. After the discussion Council moved to consider action on conveying property to the T.G. Howard Community Center. Page 12 of 15/July 7, 2020 b. Ordinance 2020-05, Conveyance of Property to the T. G. Howard Community Center Mayor Collins noted that this ordinance completed action of conveying two parcels to the T.G. Howard Community Center as was described in the public hearing at Council's previous meeting. He asked if there was any further discussion on the matter. Mr. Reis noted that prior to joining the Council, he assisted the new T.G. Howard Community Center with the legal process used to acquire two other pieces of property they currently own. He wanted to make sure that was clear for the record and specified that his name appeared on the deed but only in a professional capacity. Mr. East then moved for Council to adopt Ordinance 2020-05 Conveying Ownership of Two Parcels from the Town of Pulaski, Virginia to the T.G. Howard Community Center. The motion was seconded by Mr. Penn and approved on the following roll call vote: Lane R. Penn -Aye James A. Radcliffe -Aye Brooks R. Dawson -Aye G. Tyler Clontz -Aye Gregory C. East -Aye Michael P. Reis -Aye Following action on the measures, Council moved to consider matters under "New Business." 15. New Business a. EPA Brownsfield Program Contract Extension Mayor Collins noted that a contract document prepared by Draper Aden Associates had been included in the packet and that the action required from Council would be to authorize the Town Manager to execute the extension of the agreement. Mayor Collins then called for a motion on extending the agreement. It was so moved by Mr. East, seconded by Mr. Dawson and approved on the following roll call vote: Lane R. Penn -Aye James A. Radcliffe -Aye Brooks R. Dawson -Aye G. Tyler Clontz -Aye Gregory C. East -Aye Michael P. Reis -Aye b. Report from Mr. Penn Concerning Pepper's Ferry Regional Wastewater Treatment Authority Mr. Penn wanted to bring to Council's attention that during the month of May the County had record rainfall which would cost the Town money because of the inflow and infiltration (into the sewer system). He reported that Pepper's Ferry processed 112 million gallons of wastewater in the month of May and 135 million gallons in June. The recorded rainfall was 9 inches for May and 11 inches for June. Mr. Penn said he had asked Mr. Wallcraft (Pepper's Ferry Executive Director) what the cost would be but was told he had not completed the calculations yet. However Mr. Penn emphasized there would be a spike in charges. He asked if there were any questions. There being no questions, Council then heard the Manager's Comments. 16. Manager's Comments Mrs. Burcham said that she had tried to learn as much as possible in the last four days about the Town. She added that she had read a number of documents to understand some of the challenges and had spent up to an hour with each Council member to learn their perspectives on what to accomplish over the next three to four months. Her hope was, with Council's help, to develop some plans that would demonstrate Council's priorities and then actually work on priorities that could get accomplished with the recognition that you could not do everything for everybody at the same time. Page 13 of 15/July 7, 2020 Mrs. Burcham said she planned to devote almost the entire work session on July 211 to economic development, not just for updates, but to determine what to do next. Mrs. Burcham said that in her experience, there may be too many things underway at the same time, so you couldn't get them all done well. She felt it was important to the benefit of all to pick two or three projects and work very hard to get those accomplished then go on to the next group. Mrs. Burcham said she had met with the staff and made some changes in how staff meets and produces reports and mentioned her new version of a weekly report to allow readers to see what was going on day in and day out. She felt it was important that Council and the public understand what the challenges were. She told Council that she had met with three outside agencies to preview presentations and had conversations with the Finance Director concerning the current and past budget. As a result of these conversations, Mrs. Burcham said they were in the process of implementing some very significant changes in the way budget expenditures were accounted for and controlled, which would be done in advance of the expenditure not after the fact. Mrs. Burcham said she hoped to have as early as the work session a year-end tentative report as to where the Town stands. Regarding encumbrances, she said that a "carry forward" resolution would be done in August for items purchased but which bills had not come in by June 30tH She was also looking at uses for the CARES Act funds that were coming to the Town through the County to address COVID related issues involving recovery. Also being investigated was the installation of a drive through window at the Finance Department at the Municipal Building in part because of the enthusiasm of the public to the use of the bank building's drive through. Mrs. Burcham emphasized that if her schedule allowed, she was more than willing to discuss matters with citizens. If there was no objection, Mrs. Burcham planned to issue a request for proposals (RFP) for grant writing services because the current arrangement was set to expire and the importance of looking at continued grant writing as being critical to this organization. Vacant staff positions were also being evaluated with the goal of by the work session on the 21 It to make some critical recommendations; not with the intent of filling every position but getting the right people in to do the necessary follow-up not just on grants but other projects. She mentioned meetings with other municipal managers and an upcoming meeting with the Pulaski County administrator on cooperative efforts with the County, especially with regard to business recruitment and incentives. Mrs. Burcham said she was pleased to see a good foundation. She noted a need to work harder and differently to manage future grant opportunities and relationships with agencies involved in issuing grants. At the conclusion of the Manager's Report, Council entered the Closed Session portion of the agenda. 17. Closed Session Mayor Collins then requested a motion to enter Closed Session for three items: two items under Va. Code. 2.2-3711 (A) 1, personnel matters regarding memberships and appointments of Town representatives to local/regional boards, committees, authorities and other groups with Town representation and appointment of an interim Zoning Administrator; and one item under Va. Code 2.2-3711 (A) (7) consultation with legal counsel concerning ongoing litigation. Page 14 of 15/July 7, 2020 n 1 F_� Mr. East moved to enter the Closed Session. The motion was seconded by Mr. Reis and approved on the following roll call vote: Lane R. Penn -Aye James A. Radcliffe -Aye Brooks R. Dawson -Aye G. Tyler Clontz -Aye Gregory C. East -Aye Michael P. Reis -Aye Council entered Closed Session at 8:48 p.m. and returned from Closed Session at 10:25 p.m. Mayor Collins asked for a certification motion that Council discussed the items for which it went into Closed Session: two items under Va. Code. 2.2-3711 (A) 1, personnel matters regarding memberships and appointments of Town representatives to local/regional boards, committees, authorities and other groups with Town representation and appointment of an interim Zoning Administrator; and one item under Va. Code 2.2-3711 (A) (7) consultation with legal counsel concerning ongoing litigation. Mr. Dawson moved to certify the closed session. The motion was seconded by Mr. Clontz and approved on the following roll call vote: Lane R. Penn -Aye James A. Radcliffe -Aye Brooks R. Dawson -Aye G. Tyler Clontz -Aye Gregory C. East -Aye Michael P. Reis -Aye Mayor Collins then called for a motion. Mr. Dawson moved to approve Resolution 2020-20 a Resolution Appointing a Zoning Administrator for the Town of Pulaski. The motion was seconded by Mr. Penn and approved on the following roll call vote: Lane R. Penn Brooks R. Dawson Gregory C. East 18. Adjournment. -Aye James A. Radcliffe -Aye G. Tyler Clontz -Aye Michael P. Reis -Aye -Aye -Aye There being no further business, Mayor Collins called for a motion to adjourn. Mr. Dawson moved to adjourn. His motion was seconded by Mr. Clontz and approved by the unanimous voice vote of Council at 10:31 p.m. ATTEST: David N. Quesenberry Clerk of Council Approved: 0/, W. Shannon Collins Mayor Page 15 of 15/July 7, 2020.