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HomeMy WebLinkAbout06-01-21Minutes of the Pulaski Town Council Meeting held at 6:15 p.m. Tuesday, June 1, 2021 in the Council Chambers of the Municipal Building at 42 First Street, N.W. The meeting also featured a general live cast to the public via the Town's Facebook page. In attendance were: Mayor: Shannon Collins, presiding Councilmen Present: G. Tyler Clontz; Brooks R. 'Dawson; Greg East; Lane R. Perin; James A. Radcliffe; Michael P. Reis Administration: Darlene L. Burcham, Town Manager Legal Counsel Spencer A. Rygas, Town Attorney Staff: David Quesenberry, Clerk of Council Jordan Whitt, Social Media Manager 1. Call to Order Mayor Collins called the meeting to order at 6:15 p.m. 2. Roll Call of Council Present for roll call were Mayor Collins; Mr. Clontz; Mr. Dawson; Mr. East; Mr. Penn, Mr. Radcliffe and Mr. Reis. With all Council members present, a quorum existed for the conduct of business. 3. Modifications to the Closed Session Agenda Mr. Reis moved to modify the Closed Session agenda to add an additional matter to the Closed Session under Va. Code 2.2-3711 (A) 8 consultation with legal counsel. The motion was seconded by Mr. East 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 4. Closed Session Mayor Collins then asked for a motion to enter Closed Session for two items under Va. Code 2.2-3711 (A) 8 consultation with legal counsel concerning a contractual matter and another consultation with legal counsel. Mr. Reis moved to enter Closed Session on the stated items. 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 Council entered Closed Session at 6:20 p.m. 5. Certification of Closed Session Council returned from Closed Session at 7:01 p.m. Mayor Collins requested a motion that Council discussed only two items for which it went into Closed Session under Va. Code 2.2 - Page 1 of 7/June 1, 2021 3711 (A) 8, consultation with legal counsel concerning a contractual matter and consultation with legal counsel. Mr. Dawson moved to certify the Closed Session. 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 6. Pledge of Allegiance Mr. Dawson then led the Pledge of Allegiance. 7. Invocation Councilman East gave the Invocation. 8. Modification of the Public Session Agenda None. 9. Guests and Visitors Mayor Collins welcomed visitors in attendance and those watching online. He then recognized Mrs. Burcham who introduced newly appointed Interim Police Chief, Lt. Jill Neice to Council. Chief Neice then introduced the -two newest police officers, Ofc. Briana Terry and Ofc. Jamie Bolt. She outlined for Council the hiring and testing process for police officers which she said indicated the level of commitment the new recruits had made to the Town. 10. Public Hearings Council next conducted nine public hearing dealing with eight matters related to the budget and one proposed appropriation of funds for the current fiscal year. Mayor Collins outlined the process as to how each public hearing would be conducted and emphasized that the hearings were to solicit public comment only and that Council would not be taking any action on the items this evening. 10a. Proposed Increase in Cigarette Tax. Mrs. Burcham reported that counties had recently been authorized to impose a cigarette tax by the General Assembly and that other localities in the region were interested in a standardized tax of $0.40 per pack. The revenue from this tax is included in proposed Town budget to be considered in a later public hearing. Mr. East favored the increase given that previously the Town lost cigarette sales to the County, but now local businesses would benefit. Being a "user tax" paid by cigarette purchasers, Mrs. Burcham said the tax would be paid by the users and not the general citizenry. Mayor Collins called the public hearing on the cigarette tax to order at 7:14 p.m. There being no comment, the hearing was closed at 7:14 p.m. 10b. Proposed Increase in the Real Estate Tax ($0.34 to $0.36 per hundred) With respect to the proposed $0.02 per hundred real estate tax increase, Mrs. Burcham said the reassessment would yield between $180,000 and $197,000 annually. Given Council's priority on rebuilding the fund balance, the $0.02 increase would be dedicated exclusively to the fund Page 2 of 7/June 1, 2021 balance so over the next several fiscal years, the fund balance, currently inadequate, would be replenished. Concerning a question from Mr. East on the level of the fund balance, which he understood was at 6%, Mrs. Burcham replied it might be slightly higher due to cancellation of some UDAG debt but was in the 6%-8% range. Mr. Dawson noting the decline of the fund balance and asked for a review of measures taken to reduce the budget noting that many steps had already been taken to control expenditures. Mrs. Burcham responded that the $0.02 increase would be applied to the fund balance exclusively, not General Fund operations. Mrs. Burcham mentioned the following measures were taken with the budget to meet Council's desire for a realistic set of revenues and expenditures: • Review of areas for reductions which included department head involvement. • Review of expenses currently borne by all residents that should be borne users of specific services. • Streamlined processes. • Establishing cash reserves. • Eliminating line items. • Review of personnel positions Mr. Burcham said she had worked to provide a realistic budget that also allowed for future planning in a manner that had not been done before, as well as preparing for uncertain times. She also complimented Mr. Deal and Mrs. Morris for their efforts and assistance on the budget. One new position of grants manager had been added to the budget to assist in securing future grants as well as monitoring grant compliance Mayor Collins opened the public hearing at 7:33 p.m. No comments being received, he closed the public hearing at 7:33 p.m. 10c. Proposed FY 2021-2022 General Fund Budget Mr. Reis asked if the appropriation for the Radcliffe Museum had been moved to another line item. Mrs. Burcham responded that it had been moved to Contributions with an understanding that the Town would cover the utilities and the museum would have responsibility for staff and other expenses, to which the museum had agreed. Mayor Collins then opened the public hearing at 7:35 p.m. and with no comments received closed it at 7:35 p.m. 10d. Capital Improvements Plan for the General, Water and Sewer Funds Mrs. Burcham then reviewed the capital projects for each of the three major funds. The projects for the General Fund did not require debt issuance, while $626,000 would be used to replace water lines, which would be followed by installation of new street, curb and gutter on West Main Street. That portion of the project might qualify for funding under the American Rescue Plan Act. Transfer reserves were also funded in line with the consultant's recommendation in both the Water and Sewer Funds to minimize future debt. Mayor Collins opened the public hearing at 7:40 p.m. and with no comments received closed the hearing at 7:40 p.m. Page 3 of 7/June 1, 2021 10e. Proposed Increase in Water Rates Noting the extensive previous public discussions, Mrs. Burcham said that the consultant had recommended an 8% increase in both water and sewer rates and various connection fees. ,The increases are intended to meet expenses for debt service; ongoing operations; capital projects and to reach financial goals for the fund. Presently operating and capital reserves in the Water Fund are inadequate. While rates might have to be raised in the next several years, she was hopeful that American Rescue Plan Act funds would be available to fund some of these water projects. Mayor Collins opened the public hearing at 7:42 p.m. and receiving no comment closed the hearing at 7:42 p.m. 10f. Proposed FY 2021-2022 Water Fund Budget Mrs. Burcham reported to Council that the fund's budget was to increase approximately $160,000, most of which would be directed to capital and operating reserves. There were some additional expenses anticipated in the Water Filtration and the Transmission and Distribution line items. The 8% increase was reflected in both revenues and expenditures. The report having concluded, Mayor Collins opened the public hearing at 7:44 p.m. and receiving no comment closed the public hearing at 7:44 p.m. 10g. Proposed Increase in Sewer Rates Mrs. Burcham informed Council that the budget reflected an 8% increase to fund ongoing operational expenses and build the capital operating reserves which were examined by lenders when issuing of debt. Sewer Fund expenses were significantly higher as a result of the Town's participation in capital items for Pepper's Ferry Authority. Mayor Collins then opened the public hearing at 7:45 p.m. and receiving no comment closed the public hearing at 7:45 p.m. 10h. Proposed FY 2021-2022 Sewer Fund Budget Mrs. Burcham informed Council that the Sewer Fund budget was at $3.948 million which was a $350,000 increase over the current fiscal year that reflected the cost of participation in Pepper's Ferry Authority. The budget reflected the 8% increase to cover certain items and reserves for capital and operations. Mayor Collins opened the public hearing at 7:47 p.m. and receiving no comments closed the public hearing at 7:47 p.m. 10i. Proposed Appropriation of Funds from UDAG to the Sewer Fund and CARES Act Funds to the General Fund Mrs. Burcham stated that the Town had received funds a separate source into the UDAG account and now requested transfer of $280,644.80 to the Sewer Fund to cover expenses of the Pepper's Ferry treatment costs. The other amount, $38,000, was a reimbursement from the County for CARES Act items. Mayor Collins then opened the public hearing on the transfers at 7:50 p.m. Receiving no comments he closed the public hearing a 7:50 p.m. Page 4 of 7/June 1, 2021 11. Public Comment Period Mr. Ike Jeanes spoke before Council concerning several proposals for Main Street. His first proposal was for a flea market on the empty parcels on East Main Street to draw attention to that area. He suggested that in addition to the usual merchandise, that real estate could also be advertised to help bring people to the Town. For West Main Street, Mr. Jeanes proposed that the south lane of West Main be used as a pedestrian zone with separate venues for various activities. Mr. Jeanes also brought up the concept of back -in parking which he felt would be safer for pedestrians and bicyclists. Back -in parking, while unusual he conceded, was done other places and was safer for pedestrians. Mr. East thanked Mr. Jeanes for his presentation and the information provided to Council. 12. Consent Agenda a. Consideration of the Minutes of the May 18, 2021 Council Work Session Mayor Collins then asked for consideration of the minutes of May 18, 2021. Mr. Dawson moved to adopt the May 18, 2021 meeting minutes as written. Mr. East seconded the motion which was 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 next discussed tall grass. 13. Discussion of Tall Grass Mrs. Burcham told Council, since the last meeting, that immediate action had been taken with respect to mowing Town properties. Ms. Hodge and Ms. McKinney contacted East Main businesses, that had tall grass, with a copy of the policy. Conformity with the mowing ordinance was not uniform with both conforming and non -conforming properties. There were major problems with vacant structures. She proposed that some time be given to educatethe public on the current code making it clear that responsibilities for mowing went to the curb. Mrs. Burcham asked Council to allow another month before considering amendment to the ordinance and asked the Town Attorney to comment. Mr. Rygas felt the ordinance was simple and to the point and felt the responsibility was either left with the citizens or it wasn't. He suggested leaving the ordinance as it is and address issues more swiftly with other components (e.g. notice process) and stay on it. If the ordinance was changed the Town would be absorbing all the responsibility. Mr. Dawson felt it was critical, while making the ordinance clear, that the Town had to mow its own properties. He felt it was also important for citizens to see the Town maintaining its properties. Mrs. Burcham mentioned that Public Works had responded promptly to complaints regarding tall grass on Town property. She said that if a change was considered, she encouraged a reduction in the height of the grass which was currently 12 inches. After a ten-day notice, the grass could Page 5 of 7/June 1, 2021 be 16-18 inches high which was unsightly. Another employee has been assigned part-time to assist Code Enforcement with these issues. A short discussion on several topics ensued concerning: mapping properties the Town was responsible for; requiring persons applying herbicides to be certified; provisions of the Code; advertising for more vendors to cut grass; and the importance of entryway appearance. Mr. Reis suggested an on-line map might be developed that could be amended as Town properties are acquired or sold. Mr. Radcliffe said his position was, given the talk of tax increases, that the Town was telling people to cut grass that didn't belong to them. He emphasized the Town's property would be cut, no matter where it was. Mrs. Burcham responded that the Town right of way was best defined by telephone and utility poles, meaning that portions of some yards were in the Town right of way. The Town did not have enough staff to address these areas. East Main property owners were told the Town would cut the right of way once, but then would they become responsible for mowing. They were receptive but time would tell. She again requested more time to see if the Town could get compliance and do a better job on areas that clearly was its responsibility before any change was made. 14. Appropriation of VBAF Grants, Resolution 2021-24 There being no comments from Council, Mr. East moved to adopt Resolution 2021-24 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 15. Council Comments Mayor Collins next called for comments from the Council. Mr. Penn, Mr. Dawson and Mr. East had no comments. Mr. Radcliffe said he usually did not support tax increases, but with the work the Town Manager had performed on the budget and the staff's hard work, he felt comfortable supporting this budget. Mr. Clontz had no comment. Mr. Reis had a question concerning drainage around the train tracks noting a drain dated "1924" and wondered if that contributed to the backup from heavy rains. He felt it was something the Town should be aware of and place it on a list, if Norfolk Southern would respond to the Town. 16. Manager's Report Mrs. Burcham appreciated the support voiced for the budget and felt it was creating the path that the Town needed and deserved. She also expressed appreciation for the time, effort and seriousness with which Council had considered the budget. There would need to be a discussion in the future concerning allocating funds from the American Rescue Plan Act for specific projects. Page 6 of 7/June 1, 2021 17. Reminder of Future Council Meetings and Adjournment Mayor Collins reminded Council of the upcoming Council Work Session on June 15, 2021, with the Closed Session beginning at 5:00 p.m. and the Public Session beginning at 6:30 p.m. There being no further business, Mr. Reis moved to adjourn. The motion was seconded by Mr. East and approved by unanimous voice vote at 8:30 p.m. f Approved: W. Shannon Collins Mayor ATTEST: 'a" avid N. Quesenberry Clerk of Council 1 1 Page 7 of 7/June 1, 2021