City Council

CITY OF COLONIAL HEIGHTS, VIRGINIA Special Meeting of City Council City Hall Tuesday, September 17, 2024 1. Call to Order. The Special Meeting of City Council was called to order by Mayor Kochuba at 5:30 P.M. 2. Roll Call. Present: Councilman Kenneth B. Frenier Councilwoman Elizabeth G. Luck Councilman John E. Piotrowski Councilwoman Dr. Laura F. Poe Vice-Mayor Robert W. Wade Mayor T. Gregory Kochuba Absent: Councilman John T. Wood (arrived late) Also Present: Mr. Douglas E. Smith, City Manager Mr. Hugh P. Fisher, III, City Attorney Mrs. Pamela B. Wallace, City Clerk The Clerk announced the purpose of the closed meeting. 3. Closed meeting pursuant to the Code of Virginia in accordance with the following provision:  Paragraph A.19 of Section 2.2-3711, to discuss a consultant’s report or plans related to improving the security of some City facilities, buildings, and structures; and the safety of City staff and the public using the facilities, buildings, and structures. A motion to convene in a closed meeting was made by Dr. Poe, seconded by Vice-Mayor Wade. Vote: 6-0 Yes: Frenier Luck Piotrowski Poe Wade Kochuba No: None Absent: Wood (arrived late) Abstained: None Motion UNANIMOUS PASS Special Meeting Minutes September 17, 2024 Page 2 4. Vote to come back into open meeting. A motion to reconvene in open session was made Dr. Poe, seconded by Vice-Mayor Wade, and carried unanimously on roll call vote at 6:21 P.M. Vote: 7-0 Yes: Frenier Luck Piotrowski Poe Wood Wade Kochuba No: None Absent: None Abstained: None Motion UNANIMOUS PASS As stated by the Clerk, the Council was in a closed meeting pursuant to the Code of Virginia in accordance with the following provisions:  Paragraph A.19 of Section 2.2-3711, to discuss a consultant’s report or plans related to improving the security of some City facilities, buildings, and structures; and the safety of City staff and the public using the facilities, buildings, and structures. Consideration of the following certification: Each member will now certify that to the best of the member’s knowledge (i) only public business matters lawfully exempted from open meeting requirements of the act and (ii) only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed, or considered in the meeting by the public body. Any member who believes there was a departure from the requirements of clauses (i) and (ii), shall so state prior to the vote, indicating the substance of the departure that, in his judgment, has taken place. Council members approved this certification, without any stating departure from the requirements of clauses (i) and (ii), by the following roll call vote: Vote: 7-0 Yes: Frenier Luck Piotrowski Poe Wood Special Meeting Minutes September 17, 2024 Page 3 Wade Kochuba No: None Absent: None Abstained: None Motion UNANIMOUS PASS 5. A Work Session on the following items: A. A RESOLUTION NO 24-37 Authorizing and requesting the City Manager to execute the AMENDMENT 1, FY 2024 AND 2025 COMMUNITY Services PERFORMANCE CONTRACT MASTER AGREEMENT, District 19 Community Services Board, Contract Number P1636.777.1. A motion was made by Vice-Mayor Wade, seconded by Mr. Piotrowski, to adopt Resolution No. 24-37. After the initial introduction of the Resolution by Mr. Smith, Mr. Fisher advised that Council had never seen such a document or a request for approval of such. Mr. Fisher advised that the Master Agreement is between the Department of Behavioral Health and the District 19 Community Services Board; the City is not a party to it. Mr. Fisher stated that the comments presented by Ms. Stewart will be unrelated to the City’s involvement in the contract amendment between the Department of Behavioral Health and the Community Services Board (CSB). Mr. Fisher advised that the State Code requires the Council’s approval of such a contractual agreement. Mr. Fisher also advised that the State Code provides that if a governing body does not approve the proposed performance contract by September 30, the performance contract shall be deemed approved or renewed. At this time, Mr. Smith introduced Ms. Terrell Stewart, Executive Director of the District 19 CSB, who provided an overview of the CSB's mission, the localities it serves, the services and programs provided, and the Performance Contract. Ms. Stewart explained that a City representative will not sign the Master Agreement. Ms. Stewart then addressed Council’s questions, after which Mayor Kochuba called for the vote. Vote: 7-0 Yes: Frenier Luck Piotrowski Poe Wood Wade Special Meeting Minutes September 17, 2024 Page 4 Kochuba No: None Absent: None Abstained: None Motion UNANIMOUS PASS B. Temple Avenue Improvement Project Updates At Mr. Smith's request, Mr. Todd Flippen, Director of Public Works, provided information and updates relative to the installation of the flagpoles in the roundabout and the fountain in the pond at the roundabout. Mr. Flippen advised that the fountain was a geyser design with an estimated cost of $17,000. Mr. Flippen stated that proper permits for installation had been obtained from VDOT. After additional discussion and questions, the Council unanimously authorized staff to proceed with the purchase and installation of the pond fountain. C. Community Assessment Survey Update. At Mr. Smith's request, Mr. Joseph Carter, Director of Planning and Community Development, provided a recap and timeline of the scope and questions for the Community Assessment Survey. Mr. Carter advised that the survey was provided to the Planning Commission in July and August for their consideration and review, and there were suggested changes considered. Mr. Carter advised that the proposed survey launch to the public is September 20, with a closing date of November 5. The survey will be distributed to residents via postcards containing a QR code. Additional methods utilizing the QR code are the City Focus, the City's social media outlets, newspaper advertisements, and posters at various City buildings. Mr. Carter again provided the distribution and collection of information; however, he added that the information gathered would be analyzed and reported from November 6 through January, but not later than February 25. After a brief discussion, the Council authorized staff to implement and distribute the Community Survey. D. Code Enforcement Update Mr. Carter reported that his office was fully staffed with the addition of a Code Enforcement Supervisor, a part-time Code Enforcement Officer, and a full-time Permit Technician. Continuing, Mr. Carter recalled Council’s action to increase the fines for tall grass and clutter and shared the case numbers for each from 2023 and 2024. There was additional discussion relative to specific areas cited for clutter. Mr. Carter also addressed violations for overgrown Special Meeting Minutes September 17, 2024 Page 5 vegetation, advising the Fire Marshall addresses these violations due to the potential hazard caused to the resident(s). Addressing Mr. Piotrowski’s question relative to pool rentals used as Airbnb, Mr. Carter advised that a visit was made to the subject residence, after which the owner attempted to obtain a permit to operate; however, there is no such permit. After Mr. Carter’s comments, several Council members provided addresses of known violations around the City. Before adjournment, Mr. Wood provided updates from the most recent MPO meeting relative to the Ashland to Petersburg Trail, indicating that the project had been approved. Mr. Wood said he had spoken with Mr. Dale Totten, VDOT Richmond District Engineer, who said that approval letters had been received from all affected localities. Mr. Wood indicated that supporting comments from the City had been interpreted as a “green light” for the project and stated VDOT had not committed to any mitigation. Addressing Mr. Wood’s previous comments, Mr. Smith provided language from the City’s letter to VDOT in December 2022 and advised of a follow-up email received after Mr. Wood’s MPO meeting, from the Fall Line Trail Project Manager. Mr. Smith stated that the email contained graphics showing sections of the route with vegetative screening added. Mr. Smith said that before he does anything further with the letter, he wanted to further inquire as to one of the sections where he believes, the vegetative screening should be expanded. Mr. Smith also received feedback from VDOT relative to use of City property and the use of a permanent easement. Mr. Smith will keep Council informed as to progress as it is available. 9. Adjournment. A motion to adjourn the Special Meeting was made by Vice-Mayor Wade, seconded by Mr. Frenier, and carried unanimously on voice vote at 7:42 P.M. APPROVED: ____________________________________ T. Gregory Kochuba, Mayor ATTEST: _____________________________________ Pamela B. Wallace, City Clerk