Loading...
HomeMy WebLinkAbout12-19-17Minutes of the Town Council Work Session held at 5:00 p.m. Tuesday, December 19, 2017 in the Council Chambers of the Town Municipal Building at 42 First Street, N.W. In attendance were: Vice -Mayor: Gregory C. East, presiding Councilmen Present: David L. Clark; Joseph K. Goodman; H.M. Kidd; Lane R. Penn; James A. Radcliffe Councilmen Absent Mayor Robert N. Glenn (excused) Administration: Shawn M. Utt, Town Manager Nichole L. Hair, Deputy Town Manager Legal Counsel Spencer A. Rygas, Town Attorney Press: Mike Williams, Pulaski County Patriot Brooke J. Wood, Southwest Times Staff: Andy Anderson, P.P.D. Chief Robbie Kiser, P.F.D. Bill Pedigo, Town Engineer Chris Phillips, Street Superintendent David N. Quesenberry, Clerk of Council Rebecca Reece, Finance Director Others Present Stephanie Davis John McElroy Monica Musick Clark Payne Christy Straight Jennifer Viers Elizabeth Willis Vice -Mayor East called the meeting to order at 5:00 p.m. Following roll call, Vice -Mayor East requested a motion to modify the agenda, adding under "Presentations" Item 7c, Resolution 2017-32 Honoring Steve Swecker and under Item 15 "Closed Session", two items under Va. Code 2.2-3711 a (3) discussion of or consideration of acquisition of real property for a public purpose or disposition of publicly held real property where discussion in an open meeting would adversely affect the bargaining position or the negotiating strategy of the public body concerning property on East Main Street and property on Pico Terrace. The motion was made by Mr. Penn, seconded by Mr. Clark 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 Vice -Mayor East welcomed those in attendance at the meeting and then called for a motion on the Consent Agenda for the minutes of November 21, 2017. Mr. Kidd moved that Council adopt Page 1 of 10/December 19, 2017 the minutes from the November 21 st meeting as written. Mr. Clark seconded the motion which was approved by the unanimous voice vote of Council. Next item on the agenda was "Presentations" with the first presentation by Ms. Christy Straight of the NRV Regional Commission on the NRV Hazard Mitigation Plan (Item 7a). Ms. Straight reported to Council that updating of the plan, which was mandatory at five year intervals, allowed the Town to remain eligible for mitigation funds from FEMA. In the New River Valley the plan identified three high risk hazards, freezing temperatures, high winds and flooding, which were most likely to affect the region with the most damage on average. Wildfires, she noted had been moved to the medium hazard level, due in part to recent regional fires. The plan was revised by a steering committee consisting of representatives from every locality in the NRV and several state agencies. The group was also assisted by the National Weather service, which supplied data and data interpretation assistance. Ms. Straight told Council that the committee worked on hazard identification and risk assessment, as well as identification and review of resources, projects and strategies to minimize events for each community. Local mitigation was reviewed concerning past, present and future efforts for each specific locality. With respect to the Town of Pulaski she noted, local mitigation efforts focused on flooding. Potential projects were then identified by the committee to address these specific hazards and a review was conducted of measures taken since the last plan update. Vice -Mayor East thanked Ms. Straight for her presentation. Mr. Utt said that there was a draft resolution in the packet to formally adopt the mitigation plan to keep the Town eligible for FEMA assistance. Vice -Mayor East asked for a motion concerning Resolution 2017-31 (Resolution Adopting the New River Valley Hazard Mitigation Plan, 2017 Update). Mr. Clark moved that the Council adopt Resolution 2017-31 as written. Mr. Kidd 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 then moved to the next item under "Presentations", the NRV Home Consortium Update from Ms. Elisabeth Willis, HOME Consortium Project Manager (Item 7b.) Ms. Willis reported that the New River Valley Home Funds had, since 2007, leveraged approximately $35 million in additional funds for the NRV and had created approximately 350 homes. In 2017, the consortium, in response for a locality's request for home assistance information, compiled a comprehensive housing services guide with information on various aspects of housing information and programs. The document would be housed at the regional commission and updated on a regular basis. Page 2 of 10/December 19, 2017 In reference to the Town of Pulaski, the partnership between Pulaski and the Building Technology program at Giles High School completed the fourth Habitat house. In addition, the consortium gave $190,000 in assistance to build two homes in Kersey Bottom. The consortium also created a small non-profit group to enable the consortium to apply for funding that was formerly not available. Several projects were initiated under this new group such as the New River Valley Time Bank and the Tools of Time Community Art Project located at Prices Fork. The consortium also assisted a new volunteer housing and rehabilitation group in Floyd and helped the Taylor Hollow Project at the former Prices Fork School. In addition, the consortium joined with Community Housing Partners to preserve affordable housing, which resulted in preservation of 64 units in Montgomery County and Christiansburg, in addition to other joint projects in Pulaski and Giles counties. Ms. Willis thanked Mr. Utt for his leadership of the group and concluded her presentation informing Council that participation documents would be coming to the Town for its consideration in continuing its membership in the consortium. Vice -Mayor East thanked Ms. Willis for her presentation. Council then considered the next item on the agenda "Public Operations", a Town Representative to the Friends of Calfee Park (Item 8a.) Mr. Utt reported that the Friends of Calfee Park (FOCP) had asked the Town to appoint someone to fill the vacancy in the Town's Citizen at Large representative position on the Board. The group he continued had raised some $60,000 in donations for a community project proposed near the start of the 2018 season. He suggested that the new person should be passionate about Pulaski baseball and the park itself and be able to represent and speak on the Town's behalf to the Board. Following a short discussion, Mr. Goodman suggested asking former Mayor Jeff Worrell about the post. Mr. Utt said he would contact him. Next item on the agenda, under "Finance", was the Pulaski Area Transit (PAT)-FY19 Funding Request" from Mrs. Monica Musick, PAT Director. Mrs. Musick informed Council that PAT experienced another record breaking year with nearly 140,000 trips, which included an increase of 4,000 trips just in the Town limits. On December 1 st she noted, 639 people had been picked up that day with customers waiting nearly 1.25 hours for the bus. On Saturday, in a six hour period, the transit picked up 394 customers. Given the increase in usage, Mrs. Musick said discussions were held on returning the system to deviated fixed routes. The Department of Rail and Public Transportation (DRPT) had allowed PAT to submit a request to hire a consultant to review the matter. The consultant concluded that the change in routes could take place in the spring. The funding of the grant was covered by DRPT so there was no cost to PAT. She felt that at first the change might not be understood by riders, but that given time they will realize that a bus will be by at certain times and eliminate the long waits for service. For FY 19, Mrs. Musick proposed a level funded request of $604,403 in operating funds. She asked for Council's approval to request that amount from DRPT which left the Town's match Page 3 of 10/December 19, 2017 level -funded at $70,000. She said that she would also request level -funding from Pulaski County in the amount of $62,000. To assist with matching funds, she proposed that grants would be submitted to the Pulaski County United Way and that proceeds from the golf tournament would also be applied to matching funds. Other fundraisers she said, were currently under consideration. Mr. Utt said that concerning the budget, he was comfortable with the request for the current amount ($70,000) from the Town. Vice -Mayor East asked for clarification on the date of the grant submission and asked if that document stated what funds were available. Both Mr. Utt and Mrs. Musick replied that the submission date was February 1 st and confirmed that the grant would have the information on the match funding. Mr. Goodman asked concerning the status of advertising on the buses. Mrs. Musick responded that PAT had started advertising on the buses and was trying to add more. She said one of the dispatchers was coming in early to solicit potential advertisers and added that she felt personal contact with those advertisers was important. Mr. Goodman also asked about the value of bus service to the Christiansburg mall. He noticed that the numbers of riders had not been high and asked what was spent per rider. Mrs. Musick said that they could not determine the cost per rider, but using last year's data, she estimated that the cost was $2.29 per mile. Mr. Goodman estimated the cost per trip at $40.00 with the cost per rider between $15 and $20. Mr. Goodman asked how much the fare was for the trip. Mrs. Musick responded that it was $4.00. Given this figure, Mr. Goodman estimated the loss per rider was at least $6.00 to $9.00 each way. Mrs. Musick responded that the funds from Pulaski County covered that amount. Mrs. Musick said she hoped to address the issue of contributions from the community college, since some riders rode to the campus at the mall. Mr. Utt added that contributions from the college could offset the Town and County's matching fund contribution. Vice -Mayor East asked Council if there were any more questions or comments. Being none, he asked Mr. Utt if a motion was needed for the PAT appropriation. Mr. Utt recommended Council proceed with a motion. Vice -Mayor East called for a motion regarding Pulaski Area Transit's funding request for FY 19. Mr. Clark moved that staff be directed to appropriate $70,000 in level funding in FY 19 as was done in FY 18. The 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 presentation of the proposed 2019-2023 Capital Improvement Program by Mrs. Stephanie Davis of the Virginia Tech Center for Public Administration and Policy (CPAP).(Item 9b). Mrs. Davis said that she had worked with Town since July to revise the Town's CIP process. Due to the Town's desire to get an early start on the budget process, Department Heads were Page 4 of 10/December 19, 2017 interviewed in August. Discussions involved what projects would be included in the capital plan, along with the effect of accounting regulations and policies. Based on these discussions, a project was included in the CIP if the value was greater than $5,000 and had a useful life of more than one year. In addition, the group developed the budget and CIP calendar and revised all forms used by the Department Heads. Mrs. Davis noted that Council had been provided with a draft CIP that would provide information on the calendar, financial information/details; and the operating impact of each project on the budget. She noted the work on the CIP was a cooperative effort with the Deputy Town Manager, Department Heads and Finance Director. Reviewing the proposed CIP summary, Mrs. Davis noted that funding for the Water/Sewer Funds would be a combination of revenues and debt. The Town's financial consultant Davenport & Rogers she continued, would take the CIP when complete and develop a financing plan. Regarding the General Fund, Mrs. Davis emphasized that the CIP was a plan looking at a five year picture of infrastructure needs. After reviewing the proposed project totals for each fiscal year, she informed Council that the proposed five year CIP for the General Fund totaled $4,036,000. In reviewing the CIP revenue/expenditure summary, Mrs. Davis noted that the sheet showed the identified capital projects and their revenue sources. She cautioned that the revenues listed were preliminary and would change. The Financial Advisor she added would assist the Town with regards to funding during the budget process. Mrs. Davis then briefly reviewed the proposed General Fund projects for each department, noting where grants could be used (e.g. fire truck); where projects had been spread out over the five year period to lessen the costs for each fiscal year (e.g. public safety vehicles, playground improvements); and projects that might save the Town money (e.g. salt storage doors). Costs for proposed projects for FY 18-19 were $1,692,370 and $2,606,621 over the five year period. Next she reviewed the Water Fund projects, reminding Council that the funding would be through water -generated revenue. The six capital projects proposed for FY 18-19 totaled approximately $318,000. The General Fund amount ($150,000) listed as a revenue source for the Water Fund capital she said, would require work with the Financial Advisor on such issues as rate increases or project delays to fund those improvements. The Sewer Fund she continued had four capital projects. When planning for these infrastructure projects, she reminded Council that there also had to be plans for maintenance. The Sewer Fund, like the Water Fund she felt were very well managed in terms of provision for maintenance of infrastructure in the Town. For FY 18-19, $170,000 was proposed with the revenue coming from Sewer Fund Revenue. According to Mrs. Davis, the Planning Commission had reviewed the CIP on November 13th and December 11th. The Commission recommended approval finding that the projects identified in the CIP were in accordance with the goals of the Comprehensive Plan. There were four areas the Commission wanted prioritized: study a corridor overlay district; have sidewalk improvements and repairs in two general areas of the Town; support the Mural Project; and implement the Town brand on signs, materials, etc. Page 5 of 10/December 19, 2017 In concluding her presentation, Mrs. Davis said that the information presented was for Council's review of the CIP and that her group would work with Council and Staff, when the budget process began in January, as well as with Davenport & Rogers to be sure the CIP could be funded. The - CIP would be adopted at the same time that the budget for FY 18-19 would be adopted. Vice -Mayor East thanked Mrs. Davis for her presentation and asked Council for questions or comments. Mr. Goodman asked that it be noted on the record since he worked for Virginia Tech, that he had no part of selecting their department for the work. The next item (7c) was presentation of a resolution to Mr. Steve Swecker upon his retirement after 47 years as a barber in the Town of Pulaski. Mr. Swecker joined Vice -Mayor East on the dais, while Councilman Goodman read Resolution 2017-32 honoring Mr. Swecker for his service to the citizens. Following the reading of the resolution, Vice -Mayor East asked for a motion regarding Resolution 2017-32. Mr. Penn moved to approve the resolution. His motion was 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 Next item on the agenda was the Brownfields Community Assessment Program proposal (Item 9c). Mr. Utt informed Council that the Town was awarded a Brownfields Assessment Grant for $300,000 as well as an extra $100,000 for work on petroleum related sites. Following an RFP process for consultants and interviews of potential candidates, Mr. Utt recommended moving forward with an agreement with Draper Aden and noted that a summary agreement was provided for Council's consideration. Draper Aden's portion of the $300,000 grant was $291,000 with the remaining $9,000 used for administrative expenses. Mr. Utt requested authorization from Town Council to execute the agreement with Draper Aden. Vice -Mayor East asked for comments or questions for Mr. Utt. Mr. Penn asked how much more needed to be done. Mr. Utt said that EPA did not limit the brownfields label just to industrial properties per se. EPA viewed brownsfields as an empty commercial space that could be used for another commercial use which could be applied Town -wide. He noted that brownsfield funds had been used on the Dalton Building and other structures. Mr. Clark moved to authorize the Town Manager to enter into the agreement with Draper Aden Associates as presented in the amount of $291,000. 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 Council then considered the James Hardie Sulfate Study Request update. (Item 11 a). Page 6 of 10/December 19, 2017 Mr. Utt said that a number of issues had been resolved to the agreement of all parties. James Hardie originally requested to increase the limit of sulfate emissions from 135mg/I to 250mg/I then to 350mg/I; increases that were considered large by Pepper's Ferry standards. He informed Council that Pepper's Ferry was considering limiting emissions to 160mg/I. James Hardie could take that proportional increase, and using statistical analysis, see what would happen at the 250mg/I or 350mg/I level. Mr. Utt said the issue was to go to the Pepper's Ferry Board at the January meeting for their official approval on proceeding with the study. He noted that there had been a lot of hard work the last several months and felt that the discussion had arrived at the point where all parties were agreeable to something being done. Next item for Council's review was the Towing Advisory Board update (Item 12a). Mr. Utt reported that after review of a previous request by the Police Department for a towing advisory board, it was decided that it would be better to have a County Towing Advisory Board. There was language in the state code, he continued where the Town had to declare that it did not want its own towing advisory board but that it wanted to be part of the regional advisory board. Mr. Utt suggested that a motion from Council, stating that the Town did not want its own towing advisory board, but desired to join Pulaski County in a regional towing advisory board, would be sufficient. Mr. Goodman felt the motion should include that the Town would have seats on the board. Mr. Rygas said he did not know of the status of the issue with the County. Ultimately, he suggested, if it's the desire of the Town to voluntarily participate in the County advisory board, they would establish who the partners would be and certainly the Town would be involved through law enforcement being part of the board. Mr. Goodman said the issue was still important due to the complexity of the issues of the Towing Board and felt that it would be appropriate to have a staff or Council member participate on the board with a law enforcement officer. Mr. Utt said that talks on the issue proposed that all or some members of the Joint Dispatch Board would be members of the Towing Advisory Board. Mr. Utt noted that the Town had three seats on the Dispatch Board. Chief Kiser added that the state required that there had to be a police officer on the board for each towing company in a jurisdiction. Mr. Goodman, referring to discussions with Mr. McCready said the County could not take action without knowing formally that the towns had decided to participate. Mr. Rygas advised that official action from Council was not needed at this time, and felt that the County needed an understanding of the direction the Town wished to go, so they could proceed in moving forward. Vice -Mayor East asked if Mr. Utt had what he needed from Council. Mr. Utt replied he did if Council was favorable to joining with the County. Vice -Mayor East then asked for clarification that if the County moved forward with the board, given the Town's representation on the Joint Dispatch Board, that this would assure the Town of a voice on the Towing Board. Mr. Utt replied that discussions at the Joint Dispatch meeting last week mentioned using that board (Joint Dispatch) as the Towing Board, or using it as a template for a towing board. Mr. Utt replied that he understood that if there was not a local towing board then the state towing board had jurisdiction. Page 7 of 10/December 19, 2017 The next item for Council's review was "Topics from the HR Committee To -Do List" (Item 13a) Mr. Utt said he thought it was appropriate to pull together the items discussed by the Human Resource Committee which consisted of six issues: smoking in Town vehicles; take home vehicle policy development; social media policy; internet resources and usage policy; wellness benefits program; and comprehensive review of the personnel policy as a whole. He noted that the personnel policy was nearly a decade old and had some amendments made previously with the assistance of consultants. He requested direction from Council for prioritizing these issues and reviewing them on the policy side. Vice -Mayor East asked Mr. Clark and Mr. Goodman for their input. Mr. Clark felt that the most important issues were: the smoking policy, the take home vehicle policy; and the wellness benefit. Mr. Goodman said that he agreed with Mr. Clark's choices and suggested that the upcoming budget sessions would be the best time to discuss a wellness program. Mr. Penn expressed concern about the take home vehicle policy. He asked if there were any way to find out what it costs. Mr. Utt replied that it was his goal to determine the costs of the vehicles involved, either as a group or by specific cars. Mr. Goodman felt that it should go down to specific vehicles since some vehicles were driven further than others and the data could be used to determine both per vehicle costs and department costs. He offered to send Mr. Utt a spreadsheet outlining the data he wished to review. With respect to the personnel policy revision, Vice -Mayor East asked if it was necessary to bring a third party in to look at the "base document". Mr. Utt recalled a consultant came in a year and a half ago and updated much of the legal terminology. He felt that the implementation portion of the policy should be clarified making it easier to use and understand. Mr. Utt added that he felt that most of this could be done in house. Vice -Mayor East said that he was concerned as to what the condition of the overall document was. Mr. Utt said the issue would be discussed at a future Department Head meeting and asked where the personnel policy update stood as a priority with Council. Mr. Goodman felt rewriting the personnel policy would take time while the other issues could be addressed either during the budget sessions or dealt with rather quickly. He felt the policy was not well organized and that the state policy was much easier to read. The other flaw he felt, was that the policy did not apply to Town Council which he was concerned could lead to problems. Mr. Utt mentioned that there were rules and regulations for Town Council enacted back in 2004. Vice -Mayor East said his concern was that review of the bigger underlying document or policies, unless there was an established way to update those policies, would not be done. If this review required a consultant, he felt that needed to be looked at as well as the costs involved, since the personnel manual should be clear and without ambiguity. Following discussion, Council then moved to the Roundtable Discussion (Item 14). Mr. Clark said the park had generated more positive comments than anything in a long time. Mr. Goodman echoed Mr. Clark's comment calling the display "impressive" and thanked the staff for their work. Page 8 of 10/December 19, 2017 Mr. Kidd said he had heard more positive comments and hoped that things continued to move forward. He asked about the stoplights at the intersection of East Main and Bob White Boulevard. Mr. Pedigo responded that there was a malfunction in the computer. Since it was a VDOT project done by a contractor, the Town had not yet taken possession of the lights. Repairs he said, were still in progress. Mr. Penn said he was pleased that the Post Office would reopen the following day Vice -Mayor East said the lights in the park was just the beginning and asked Mr. Pedigo to thank his workers for a fantastic job. There being no more discussion, Vice -Mayor East moved to the Closed Session section of the agenda (Item 15) and requested a motion to enter into closed session 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 two matters involving zoning amendment litigation and delinquent tax collection; and Va. Code 2.2-3711 a (3) discussion or consideration of the acquisition of real property for a public purpose or the disposition of publicly held real property where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body for two matters concerning property on East Main and Pico Terrace. Mr. Goodman moved that Council enter Closed Session. His motion was seconded by Mr. Kidd and approved by the following roll call vote: Mr. Radcliffe -Absent Mr. Goodman -Aye Mr. East -Aye Mr. Kidd -Aye Mr. Clark -Aye Mr. Penn -Aye Council entered Closed Session at 6:18 p.m. Council returned from Closed Session at 6:48 p.m. Vice -Mayor East asked for a motion that Council discussed only those four items for which Council went into Closed Session: 2 items under Va. Code 2.2-3711 a (7) and 2 items under Va. Code 2.2-3711 a (3). Mr. Goodman made the motion, which was seconded by Mr. Clark and approved on the following roll call vote: Mr. Radcliffe -Absent Mr. Goodman -Aye Mr. East -Aye Mr. Kidd -Aye Mr. Clark -Aye Mr. Penn -Aye Vice -Mayor East asked if there were any motions for action. Mr. Clark moved that staff take the necessary actions to accept the donation of 72 East Main Street to the Pulaski Redevelopment and Housing Authority subject to a clear title search. Mr. Kidd seconded the motion which was approved on the following roll call vote: Page 9 of 10/December 19, 2017 Mr. Radcliffe -Absent Mr. East -Aye Mr. Clark -Aye Mr. Goodman -Abstain Mr. Kidd -Aye Mr. Penn -Aye Following a reminder of future meetings, Mr. Goodman moved to adjourn. His motion was seconded by Mr. Clark and approved by unanimous voice vote at 6:50 p.m. Approved - Gregory C. Ea t Vice -Mayor ATTEST: David N. Quesenbe ry Clerk of Council Page 10 of 10/December 19, 2017