City Council

CITY OF COLONIAL HEIGHTS, VIRGINIA Regular Meeting of City Council Tuesday, June 11, 2024 1. Call to Order The Regular Meeting of City Council was called to order by Mayor Kochuba at 7:01 P.M. 2. Roll Call The following members of Council and Council’s staff were present for roll call by the Clerk: Present: Councilman Kenneth B. Frenier Councilwoman Elizabeth G. Luck Councilman John E. Piotrowski Councilman John T. Wood Vice-Mayor Robert W. Wade Mayor T. Gregory Kochuba Absent: Councilwoman Dr. Laura F. Poe Also Present: Mr. Douglas E. Smith, City Manager Mr. Hugh P. Fisher, III, City Attorney Mrs. Pamela B. Wallace, Clerk 3. Devotion A devotional prayer was led by Kenneth B. Frenier. 4. Pledge of Allegiance The Pledge of Allegiance was led by Mayor Kochuba. 5. Adoption of Agenda A motion was made by Vice-Mayor Wade, seconded by Mrs. Luck, to approve the agenda as presented. Vote: 6-0 Yes: Frenier Luck Piotrowski Wood Wade Regular Meeting Minutes June 11, 2024 Page 2 Kochuba No: None Absent: Poe Abstained: None Motion: UNANIMOUS PASS 6. Declarations of Personal Interest Declarations were read by Mrs. Luck, Vice-Mayor Wade, and Mayor Kochuba and filed with the Clerk. 7. Commendations and Presentations A Presentation by The Honorable Michael A. Cherry, Delegate, to the family of the former City Registrar, Susan, J. Redford, memorializing her contributions to the citizens and City of Colonial Heights, Virginia. 8. Reading of Manner of Addressing Council. Mr. Fisher read the Manner of Addressing Council. 9. Written Petitions and Communications by members of the Public and Council Members There were none. 10. Advertised Public Hearings A. AN ORDINANCE NO 24-8 (First Reading) To grant a special use permit with conditions to KHJ Colonial, LLC allowing a campground with electric and water hookups, and a 22,946± s.f. gravel parking area accommodating 10 campsites for travel trailers or recreational vehicles, located at the rear western edge of KHJ Colonial, LLC’s property at 880 W. Roslyn Road, the site of the Keystone Truck and Tractor Museum. The property has parcel identification num er 6805000001A and is zoned IN – Industrial. A motion was made by Vice-Mayor Wade, seconded by Mr. Piotrowski, to approve Ordinance No. 24-7. Regular Meeting Minutes June 11, 2024 Page 3 Mr. Smith advised at its previous meeting, the Planning Commission unanimously approved the special use permit, as requested in Ordinance No. 24-7 after which time, Aaron Bond, Assistant Planning Director, provided background information relative to the request. Mr. Bond advised that the use of “campground” in the proposed ordinance was the same language used in the State Code. Continuing, Mr. Bond provided the existing conditions, zoning of the existing property, and the concept plan. Pictures showing the sights which included the water and electric hookups and sewer dumping station were also provided. Mr. Bond advised there were no identified issues or impacts regarding transportation/traffic, public utilities, or environmental or archeological issues and again advised the Planning Commission unanimously approved the request with specific guidelines. There being no further comments from staff, Mayor Kochuba opened the floor for comments from the public; there were none. On behalf of the Planning Commission, Vice-Mayor Wade provided supporting comments relative to the proposed special use permit. Addressing Mr. Wood’s comments, Mr. Cervarich of Keystone Truck and Tractor Museum advised that all patrons of the campground must have a self-contained unit. Additionally, Mr. Bond addressed Mr. Wood’s question relative to future plantings as a buffer by advising that additional buffering will be added later. Mr. Cervarich also addressed additional questions relative to the procedure by which the sewer and waste disposal would be handled. There being no further questions, Mayor Kochuba called for the vote. Vote: 6-0 Yes: Frenier Luck Piotrowski Wood Wade Kochuba No: None Absent: Poe Abstained: None Motion: UNANIMOUS PASS B. AN ORDINANCE NO 24-0 Regular Meeting Minutes June 11, 2024 Page 4 (Second Reading) To adopt a revised General Pay Plan Class and Salary Range that increases the minimum and maximum of each grade’s salary range by a minimum of 1%; adds Code Enforcement Supervisor and Planner as new full-time positions; adds Assistant Fire Marshal, Permit Technician, Recreation Attendant, and Program Assistant as new part-time positions to the General Pay Plan Class and Salary Range; adopts the corresponding job descriptions and class specifications for such positions; increases the pay range for certain part-time positions; changes the salary grade, job description, starting salary, and class specifications of the Chief Deputy Sheriff, Lieutenant Deputy Sheriff, and Deputy Sheriff; changes the salary grade, job description, starting salary, and class specification for the conversion of the Administrative Services Deputy Sherif to Sergeant Deputy Sheriff; changes the job description and class specifications of Assistant Commonwealth’s Attorney to allow one Assistant Commonwealth’s Attorney position be designated as a Senior Assistant Commonwealth’s Attorney; and adds the position of Chief Deputy Commonwealth’s Attorney to the General Pay Plan Class and Salary Range and adopts the job descriptions and class specifications. To adopt a revised Public Safety Pay Plan that increases by 1% the steps of each pay grade and increases by 2% the salary between the majority of steps. Before the motion, Mr. Fisher provided several clarifying comments relative to edits of the proposed ordinance; specifically noting changes in staffing for the Commonwealth’s Attorney and the public safety pay plan. A motion was made by Mrs. Luck, seconded by Mr. Frenier, to approve Ordinance No. 24-10. Mr. Smith had no additional comments and thanked Mr. Fisher for his efforts relative to the edits. There being no comments from the public, Mayor Kochuba asked if there were any questions from Council. Directing his comments to Mr. Smith, Mr. Wood noted that the proposed ordinance included several modifications to provide growth and enhancement and ensure competitive positions. Mr. Smith responded that staff was continuing to work to move the pay plan forward and adjust the Commonwealth’s Attorney and Sheriff’s staff positions. Regular Meeting Minutes June 11, 2024 Page 5 Vote: 6-0 Yes: Frenier Luck Piotrowski Wood Wade Kochuba No: None Absent: Poe Abstained: None Motion: UNANIMOUS PASS 11. Hearing of Citizens and Council Members Generally on Non-Agenda Items There were none. 12. Consideration of Uncontested Minutes, Ordinances, Resolutions, and Motions in accordance with the Consent Agenda A. AN ORDINANCE NO 24-8 (Second Reading) Providing for a tax levy on certain personal property for the 2024 and 2025 tax years, for general municipal purposes. B. AN ORDINANCE NO 24-9 (Second Reading) Providing for a levy on all real estate located in the City not exempt from taxation to be fixed at $1.20 for the tax year commencing January 1, 2025, and ending December 2025 for general municipal purposes. C. AN ORDINANCE NO 24-12 (Second Reading) Awarding the City Clerk a bonus of $3,500. D. AN ORDINANCE NO 24-FIN-8 (Second Reading) To amend the General Fund Budget for the fiscal year beginning July 1, 2023 and ending June 30, 2024, by appropriating $9,920, consisting of $4,420 to Nondepartmental from Miscellaneous (Restricted Fund Balance) for litter control and $5,500 in donations to Public Safety for Police equipment and community engagement. Regular Meeting Minutes June 11, 2024 Page 6 E. AN ORDINANCE NO 24-FIN-10 (Second Reading) Adopting the General Fund Budget for the fiscal year beginning July 1, 2024, and ending June 30, 2025, and appropriating the estimated revenues for the year for the objects and purposes stated herein. F. AN ORDINANCE NO 24-FIN-11 (Second Reading) Adopting the budgets for various funds for the fiscal year beginning July 1, 2024 and ending June 30, 2025, and appropriating the estimated revenues for the year for the principal purposes stated. G. AN ORDINANCE NO 24-FIN-12 (Second Reading) To amend the General Fund Budget for the fiscal year beginning July 1, 2023 and ending June 30, 2024, by appropriating $200,933 consisting of: 1) $15,000 from Assigned Fund balance to Miscellaneous and to Debt Services & Transfers Out for the Auxiliary City Hall Parking Lot project, 2) $165,715 from Restricted Fund balance to Miscellaneous and to Public Safety for the FEMA Flood Mitigation Assistance Grant Program, 3) $10,218 in state funds from the Department of Criminal Justice Services to Intergovernmental Revenues and to Public Safety for reimbursement of Temporary Detention Order/Emergency Custody Order personnel costs, and 4) $10,000 in Regional Cooperative monies from the Virginia Opioid Abatement Authority to Intergovernmental Revenues and Human Services for the purchase of Naloxone. To amend the Capital Projects Fund by appropriating $234,944, consisting of a $15,000 transfer from the General Fund to the Auxiliary City Hall Parking lot project; and $219,944 to Intergovernmental Revenue (Virginia Department of Transportation) to bring the Boulevard at Temple Avenue Intersection Project in line with the allocated funds in the Appendix A. To amend the Water and Sewer fund by appropriating $132,266 from the Water and Sewer Fund Balance to Miscellaneous and Fund Balance and to Wastewater Treatment. A motion was made by Vice-Mayor Wade, seconded by Mrs. Luck, to approve the Consent Agena as presented. Vote: 6-0 Regular Meeting Minutes June 11, 2024 Page 7 Yes: Frenier Luck Piotrowski Wood Wade Kochuba No: None Absent: Poe Abstained: None Motion: UNANIMOUS PASS 13. Introduction and Consideration of Ordinances and Resolutions A. An ORDINANCE NO 24-13 (First Reading) AN ORDINANCE NO 24-FIN-13 (First Reading) To amend the General Fund Budget for the fiscal year beginning July 1, 2023 and ending June 30, 2024, by appropriating $125,095, consisting of: 1) $17,095 in state funds from the Department of Health to Intergovernmental Revenues and to Public Safety for training of emergency medical personnel and the purchase of equipment and supplies; 2) $8,000 in Library donations to Miscellaneous and to Culture and Recreation for the Library’s Reading Skills Program; and 3) $100,000 from Unassigned Fund Balance to Miscellaneous and to Debt Service & Transfers Out for emergency sewer repair. Also amending the General Fund Budget for the fiscal year beginning July 1, 2023 and ending June 30, 2024, by transferring $471,500 from Nondepartmental consisting of: 1) $419,000 to Health and Social Services for additional funds needed for the Children’s Services Act; and 2) $52,500 to Public Works to cover additional operating costs. To amend the Water and Sewer Fund by transferring $1,000 from the General Fund Budget to the Water and Sewer Fund Budget’s nonoperating Revenue and to Wastewater Treatment for emergency sewer repairs. A motion was made by Mr. Frenier, seconded by Mrs. Luck, to approve Ordinance No. 24-FIN-13. Regular Meeting Minutes June 11, 2024 Page 8 Mr. Smith provided highlights of the higher appropriations starting with the transfer from Contingencies of $400,000 plus/minus for expenses incurred for special needs and day placement required under the Children’s Services Act (“CSA”). Addressing Mayor Kochuba’s question about the budgeted amount for CSA, Mrs. Sadler advised that the budgeted amount was $600,000, with an additional $400K plus overage. Mr. Wood clarified that localities were required to help with those who fall under the CSA with no assistance from state funding. There was continued discussion relative to the managing source for these programs and services with Mr. Fisher advising that the Community Policy and Management Team oversee the area of Chesterfield and Colonial Heights. Mr. Smith clarified that the Water and Sewer Fund had adequate funding; however, $100K was being transferred as a security measure through the end of the year. At Mayor Kochuba's request, Mr. Hansen provided comments on the $8,000 donations to assist with the Library’s Reading Skills Program. Addressing Mr. Wood’s question about the $52,500 allocation to Public Works for operating costs, Mr. Flippen and Mr. Sadler explained the amount as a total of additional charges for multiple locations, i.e., buildings and streetlights. There being no further discussion, Mayor Kochuba called for the vote. Vote: 6-0 Yes: Frenier Luck Piotrowski Wood Wade Kochuba No: None Absent: Poe Abstained: None Motion: UNANIMOUS PASS B. RESOLUTION NO 24-17 Approving a Special Project Service Agreement with the Central Virginia Waste Management Authority for Scrap Metal Delivery, Hauling, and Recycling Services. Regular Meeting Minutes June 11, 2024 Page 9 A motion was made by Vice-Mayor Wade, seconded by Mrs. Luck, to approve Ordinance No. 24-FIN-9. There were no comments from staff or Council. Vote: 6-0 Yes: Frenier Luck Piotrowski Wood Wade Kochuba No: None Absent: Poe Abstained: None Motion: UNANIMOUS PASS C. A RESOLUTION NO 24-19 Approving the following: 1) salary adjustments for full-time Public Safety employees as provided for in the Public Safety Step Plan the City Manager recommended; 2) a 3% salary increase for each full- time employee who is not included in the Public Safety Step Plan and who is currently not at the top of the employee’s salary grade; and 3) compensation for one-full-time employee who will not receive a full 3% salary increase due to being at the top of the employee’s salary grade. A motion was made by Mr. Piotrowski, seconded by Mrs. Luck, to approve Resolution No. 24-19. Addressing Mr. Frenier’s question about some employees receiving a 1% salary increase, Mr. Smith advised that the resolution was to approve the pay adjustments to employees included in the pay plan. Mrs. Sadler further clarified that only five employees fell into this category and were hired after January 1, 2024. Vote: 6-0 Yes: Frenier Luck Piotrowski Wood Wade Regular Meeting Minutes June 11, 2024 Page 10 Kochuba No: Absent: Poe Abstained: None Motion: UNANIMOUS PASS D. A RESOLUTION NO 24-20 Approving the City Manager’s Fiscal Year 2024-2025 Proposed Annual Operating Budget. A motion was made by Mr. Frenier, seconded by Vice-Mayor Wade. There were no comments or discussion by staff or Council. Vote: 6-0 Yes: Frenier Luck Piotrowski Wood Wade Kochuba No: Absent: Poe Abstained: None Motion: UNANIMOUS PASS 14. Unfinished Business, Contested Ordinances and Resolutions, And Items Removed from the Consent Agenda. A. AN ORDINANCE NO 24-11 (Second Reading) Amending § 244-13 of Chapter 244, Solid Waste, of the Colonial Heights City Code by increasing the monthly charge for solid waste collection and disposal and for the collection and recycling of recyclable material. A motion was made by Vice-Mayor Wade, seconded by Mrs. Luck, to approve Ordinance No. 24-11. There was no discuss or comments from staff or Council. Vote: 5-1 Yes: Frenier Regular Meeting Minutes June 11, 2024 Page 11 Luck Wood Wade Kochuba No: Piotrowski Absent: Poe Abstained: None Motion: UNANIMOUS PASS 15. Reports of Officers and Documents Related Thereto. A. City Manager 1. Conduit Road and Westover Avenue Area Guardrail Extension; Meridian Avenue Traffic Plan At Mr. Smith's request, Mr. Flippen provided information obtained from the Transportation Safety Commission relative to the proposed guardrail extension traffic plan. Mr. Flippen advised that a 60’ extension at Conduit Road and Westover Avenue would provide the proper safety barrier for the property. The Council and staff unanimously agreed to move forward with the installation of the guardrail. Additionally, Mr. Flippen recalled a citizen complaint relative to continuous traffic violations relative to speeding and traffic stops in the Meridian Avenue area. Continuing, Mr. Flippen provided aerial footage of the area and the need for four- way traffic sign intersections along Meridian Avenue. Areas were investigated, as well as traffic control measures, specifically; the installation of two-speed humps as a viable safety option. After additional discussion and clarification relative to the installation of speed bumps on residential streets, it was the consensus of the Council for staff to move forward with the installation of speed humps on Meridian Avenue. 2. General Activity Report Mr. Smith provided the following information:  Commending the Chili Peppers for their creativity and exposure of their new Cosmic Baseball games.  Hearing for the Fall-Line Trail conflicted with Council’s work session; however, staff would request VDOT representatives to attend an upcoming work session to provide updates.  The CSX overpass maintenance project will tentatively begin July 8, Monday through Thursday, from 7 AM to 4 PM for three weeks. Mr. Smith advised that emergency vehicles would have access. Mayor Kochuba Regular Meeting Minutes June 11, 2024 Page 12 requested that the information be provided to the local news outlets and Fort Gregg-Adams.  It was the consensus of Council to only hold the regular meeting in August. 3. City of Colonial Heights Audit Statement In accordance with requirements in the Code of Virginia §15.2-2511, if a locality’s audit is not completed as required by statute, the locality must promptly post a statement on its website with the following information: That the required audit is pending, The reasons for the delay, And the estimated date of completion. City of Colonial Heights Audit Statement The City of Colonial Heights audit for the fiscal year ending June 30, 2023 is pending, the major factors for the delay of the audit are: 1) implementation of a new financial system; and 2) turnover in critical staff related to the completion of the audit, specifically the Director of Finance. The City of Colonial Heights finance team is working diligently to complete their tasks for the auditors to prepare the FY23 audit report. Our estimated completion date for the audit report is June 30, 2024. B. City Attorney Mr. Fisher provided comments on the following:  Mr. Fisher anticipates two items on the July Closed Meeting, one of which will be a tax issue of some significance.  Several Code changes requested at the retreat will be reviewed to ensure “everyone is on the same page” before ordinances are drafted.  It appears that a petition of condemnation will have to be drafted and presented to Council, possibly in August, concerning several properties that are part of the Temple Ave/Boulevard Turn Lane Project. C. Director of Planning and Community Development  Mr. Carter recalled the implementation of the “Yard of the Year Program” and reported that several applications had been received. 16. Adjournment Regular Meeting Minutes June 11, 2024 Page 13 There being no further business, a motion was made by Vice-Mayor Wade, seconded by Mayor Kochuba, and carried unanimously on voice vote to adjourn the meeting. The meeting was adjourned at 9:05 P.M. APPROVED: ______________________________ T. Gregory Kochuba, Mayor ATTEST: _____________________________________ Pamela B. Wallace, City Clerk