City Council

AGENDA--CITY COUNCIL MEETING CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building-55 W. Church St. 7:30 p.m. – Tuesday, March 27, 2012 Invocation & Pledge to the American flag– Council Member Gene Teague 1. Consider approval of minutes of City Council meetings of February 28, 2012 and February 29, 2012. (2 mins.) 2. Presentation of Citizen of the Year Award by Police Department. (5 mins.) 3. Presentation of proclamation recognizing Sexual Assault Awareness Month. (2 mins.) 4. Presentation of proclamation recognizing Child Abuse Prevention Awareness Month. (2 mins.) 5. Presentation of proclamation recognizing March 2012 as Kindergarten Month. (2 mins.) 6. Hear staff report on FEMA Hazard-Mitigation Grant opportunities for (1) neighborhood tornado alert sirens and; (2) installation of an emergency generator for Martinsville Middle School, which is the city’s designated emergency shelter. (10 mins.) 7. Hear monthly finance report. (5 mins.) 8. Hear information related to the FY13 budget review process. (20 mins.) 9. Consider approval of consent agenda-accept and appropriate budget adjustments. (2 mins.) 10. Consider VML request to submit nominations for membership on VML 2012 Policy Committees. (5 mins.) 11. Consider review of semi annual reports submitted by outside agencies. (5 mins.) 12. Hear presentation from Albert Harris students relating to littering in the community. (10 mins.) 13. Business from the Floor This section of the Council meeting provides citizens the opportunity to discuss matters, which are not listed on the printed agenda. In that the Council meetings are broadcast on Martinsville Government Television, the City Council is responsible for the content of the programming. Thus, any person wishing to bring a matter to Council’s attention under this Section of the agenda should: (1) come to the podium and state their name and address; (2) state the matter that they wish to discuss and what action they would like for Council to take; (3) limit their remarks to five minutes; and (4) refrain from making any personal references or accusations of a factually false and/or malicious nature. Persons who violate these guidelines will be ruled out of order by the presiding officer and will be asked to leave the podium. Persons who refuse to comply with the direction of the presiding officer may be removed from the chambers. 14. Comments by City Council members. (5 mins.) 15. Comments by City Manager. (5 mins.) 16. Items to be considered in Closed Session, in accordance with the Code of Virginia, Title 2.2, Chapter 37—Freedom of Information Act, Section 2.2-3711(A)—Closed Meetings, the following: A. Appointments to Boards and Commissions as authorized by Subsection 1.  City Council Agenda Summary Meeting Date: March 27, 2012 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes of City Council meetings February 28, 2012 and February 29, 2012. Summary: None Attachments: February 28, 2012 minutes February 29, 2012 minutes Recommendations: Motion to approve minutes as presented February 28, 2012 The regular meeting of the Council of the City of Martinsville, Virginia, was held on February 28, 2012, in Council Chambers, Municipal Building, at 7:30 PM, with Mayor Kim Adkins presiding. Council Members present included: Mayor Kim Adkins, Vice Mayor Kimble Reynolds, Gene Teague, Mark Stroud and Danny Turner. Staff present included: Leon Towarnicki, Interim City Manager, Brenda Prillaman, Eric Monday, Linda Conover, Wayne Knox, Donna Odell, Bobby Phillips and Marshall Thomas. Following the invocation by Vice Mayor Kimble Reynolds and Pledge to the American Flag, the Mayor welcomed everyone to the meeting. Minutes: On a motion by Gene Teague, seconded by Mark Stroud, with a 5-0 vote, Council approved the minutes of the January 24, 2012 meeting, February 13, 2012 tour, and February 13, 2012 meeting. Recognitions: City Employee Service Awards: Mayor Adkins read the following list recognizing city employees eligible for Service Awards-January 1 through March 31, 2012: Employee Name Years of Service Department Leon Towarnicki 30 Interim City Mgr Mike Scaffidi 20 Public Works Donald Lucado 20 Fire William Akers 15 Fire Robert Jones 10 Police Cynthia Carson 10 Utility Billing William Wilson 10 Public Works Kim Boyd 10 Comm of Revenue Shannon Agee 10 Public Works Daniel Brannock 5 Sheriff's Office Mayor Adkins then presented a proclamation to Opal R. Hall, recognizing her 50 year career with the court system. Staff report on Uptown CDBG projects: Wayne Knox presented the following update to Council: We are in the midst of the CDBG effort and picking up some steam. Since July of 2011, we have been able to put together the plans for several facets of the revitalization effort: • Façade renderings for fourteen (14) of the twenty – three (23) storefronts. A second façade round for the project area will be scheduled after construction begins on the first round. • Estimates for the proposed upgrades completed • Plans and specs for the restoration of the Historic Henry County have been completed and bid awarded. This is a project of the Virginia Garden Club. Actual construction should commence in the month of March. • Concepts for two pocket parks in the CDBG project, which will transform blighted lots into public spaces. Staff is working with property owners for final concept plans, and potential users of the space to gauge needs. • Harvest Grant: • Planning for the upgrading of the Depot Street parking lot is complete; specs for the actual construction should be ready for bidding in late March. The upgrading will include landscaping, new lighting, and a pedestrian friendly staircase with an overlook where people can talk before a show at TheatreWorks or a class at New College Institute. You have already seen the relocation of Depot Street itself. Some additional curb and gutter work is underway along Ford Street. • Another interesting undertaking is to upgrade the rear green area of the Historic Henry County Courthouse, better known as the North Lawn. Public input has been conducted and now it is time for a design of that area, in order to be as closely coordinated with the restoration work taking place on the other three sides of the Courthouse. • The planning for a comfort station along Depot Street, near the spur trail, is complete and actual delivery of the structure is scheduled for late April. Some exterior enhancements to the pre – fabricated structure are being finalized. These enhancements are to give it a train depot look. • Another facet of the Uptown project is wayfinding. This endeavor is being led by the Gateway - Wayfinding Sub -Committee of the Uptown management team. Wayfinding consists of signage that points to areas of interest strategically placed at intersections and gateways within and outside of the Uptown. This will involve the purchase of poles and fabrication of actual signage directing people to the “hot spots” of our community, such as the municipal building, Visitors Center, VMNH, Studio 107, Artisans Center, FAHI, PAA, and New College Institute, just to name a few. • The upgrading of some of the gateways into our Uptown has been moving forward, also. Due to budgetary constraints, plans for these upgrades have to be made simple, pleasant, but also welcoming to motorists and pedestrians alike. We are also looking for some semblance of uniformity in the crosswalks and landscaping. One of the first gateways under construction is the intersection of Church Street and Church Street Extension led by Activate MHC in partnership with the YMCA, City, and other organizations. Utilities have been moved and further construction will commence as weather permits. Other intersections will be addressed, such as Market and Fayette Street, Market and Church Streets, as well as Market and Starling Avenue and Starling Avenue and Memorial Boulevard. These many facets of the Uptown CDBG Project may seem like a great deal of activity to cover within the tight timelines that we have … and you are correct. Staff and our partners, notably the Harvest Foundation, the Department of Housing and Community Development, Martinsville Uptown Revitalization Association, along with the stakeholders who make up our management team and committees, are up to the task. February 28, 2012 DEQ Consent Order: Leon Towarnicki briefed Council on what occurred with the 2011 City Water Treatment Plant fluoride spill noting that the City moved swiftly and professionally and the City Attorney has negotiated to get the fine amount lowered. Safety Officer Bobby Phillips spoke about specifics of the occurrence and future steps that will be taken. On a motion by Mark Stroud, seconded by Gene Teague, with a 5-0 vote, Council authorized the City Manager to sign the Consent Order and make payment. February 28, 2012 Consent agenda: On a motion by Gene Teague, seconded by Kimble Reynolds, with a 5-0 vote, Council approved the following consent agenda: BUDGET ADDITIONS FOR 2/28/12 ORG OBJECT DESCRIPTION DEBIT CREDIT FY12 GENERAL FUND 01100908 480410 Miscellaneous - Donations/Fire Department 100 01321102 505500 Fire Dept - Travel & Training 100 private donation 01100909 490104 Advance/Recovered Costs 375 01216076 506001 Clerk of Circuit Court - Office supplies 375 courtroom computer replacement per Judge Greer 01100909 490104 Advance/Recovered Costs 12,813 01812242 506067 Misc. Expense - RADAR Transit Program 12,813 reimbursement of fuel expenses Total General Fund: 13,288 13,288 Business from floor: none Council comments: Teague-reminded citizens Fast Track trade show is next week. Interim City Manager comments: noted that former Gov. Kaine will hold a roundtable discussion at NCI for those interested. Closed session: In accordance with Section 2.1-344 (A) of the Code of Virginia (1950, and as amended) and upon a motion by Kimble Reynolds, seconded by Mark Stroud, with the following 5-0 recorded vote: Adkins, aye; Teague, aye; Reynolds, aye; Stroud, aye; and Turner, aye, Council convened in Closed Session, for the purpose of discussing the following matters: (A) Appointments to Boards and Commissions as authorized by Subsection 1. (B) A personnel matter as authorized by Subsection 1. At the conclusion of Closed Session, each returning member of Council certified that (1) only public business matters exempt from open meeting requirements were discussed in said Closed Session; and (2) only those business matters identified in the motion convening the Closed Session were heard, discussed, or considered during Session. On a motion by Danny Turner, seconded by Gene Teague, February 28, 2012 with the following recorded 5-0 vote: Adkins, aye; Reynolds, aye; Teague, aye; Stroud, aye; and Turner, aye, Council returned to Open Session. Action taken: Board appointments: (1 ) Tonya Jones, 752 Stultz Rd., appointed to a 3yr. term ending 8/31/14 on the Pittsylvania County Community Action Agency Board on a motion by Reynolds, seconded by Teague, with a 5-0 vote. (2) Donna Odell, 96 Diana Ct., re-appointed to a 3 yr. term ending 4/30/15 on a motion by Adkins, seconded by Teague, with a 5-0 vote. There being no further business, the meeting adjourned at 8:50pm. _______________________________ __________________________ Brenda Prillaman Kim Adkins Clerk of Council Mayor February 29, 2012 A special called meeting of the City Council of the City of Martinsville, Virginia was held on February 29, 2012, in Council Chambers, Municipal Building 6:00pm to 8:00pm. Council Members present included: Mayor Kim Adkins, Vice Mayor Kimble Reynolds, Jr., Gene Teague, Mark Stroud, Sr., and Danny Turner. Mayor Adkins called the meeting to order. In accordance with Section 2.1-344 (A) of the Code of Virginia (1950, and as amended) and upon a motion by Kimble Reynolds, seconded by Gene Teague, with the following 5-0 recorded vote: Adkins, aye; Teague, aye; Reynolds, aye; Stroud, aye; and Turner, aye, Council convened in Closed Session, for the purpose of discussing the following matters: (A) A personnel matter as authorized by Subsection 1 (B) Discussion of the award of a public contract involving the expenditure of public funds, including interviews of bidders or offerors, and discussion of the terms or scope of such contract, where discussion in an open session would adversely affect the bargaining position or negotiating strategy of the public body. At the conclusion of Closed Session, each returning member of Council certified that (1) only public business matters exempt from open meeting requirements were discussed in said Closed Session; and (2) only those business matters identified in the motion convening the Closed Session were heard, discussed, or considered during Session. On a motion by Kimble Reynolds, seconded by Mark Stroud, with the following recorded 5-0 vote: Adkins, aye; Reynolds, aye; Teague, aye; Stroud, aye; and Turner, aye, Council returned to Open Session. Action taken: On a motion by Mark Stroud, seconded by Danny Turner, with a 5-0 vote, Council approved hiring Springsted, an executive search firm to help recruit a new city manager. There being no further business, the meeting adjourned at 8:00pm. __________________________________ ______________________________ Brenda Prillaman Kim Adkins Clerk of Council Mayor  City Council Agenda Summary Meeting Date: March 27, 2012 Item No: 2. Department: Police Issue: Presentation of Citizen of the Year Award from the Martinsville Police Department. Summary: Each year the Martinsville Police Department presents its “Outstanding Citizen of the year” award to a citizen for outstanding contributions to the community. Employees of the department submit nominations for the award to a Selection committee of 5 members of the department, who review the applications and then present their recommendation to the Chief of Police. Nominees for the award must be someone of good moral character with a good attitude towards law enforcement. Also, the person must have shown support and/or concern for the police department in its efforts to better serve our citizens. Attachments: Recommendations: None. No formal action needed by Council.  City Council Agenda Summary Meeting Date: March 27, 2012 Item No: 3. Department: Clerk of Council Issue: Presentation of proclamation recognizing Sexual Assault Awareness Month. Summary: Ms. Sandy Dawson, Sexual Violence Case Manager, Citizens Against Family Violence, will attend the meeting to accept the proclamation. Attachments: Proclamation Recommendations: Presentation only.  P R O C L A M A T I O N Sexual Assault Awareness Month Whereas, Sexual Assault Awareness Month is intended to draw attention to the fact that sexual violence is widespread and has public health implications for every community member of the City of Martinsville; and Whereas, Rape, sexual assault, and sexual harassment impact our community as seen by statistics indicating that one in five women will have experienced sexual assault by the time they complete college; and Whereas, We must work together to educate our community about what can be done to prevent sexual assault and how to support survivors; and Whereas, Staff and volunteers of Citizens Against Family Violence anti-violence programs in the City of Martinsville encourage every person to speak out when witnessing acts of violence however small; and Whereas, With leadership, dedication, and encouragement, there is compelling evidence that we can be successful in reducing sexual violence in the City of Martinsville through prevention education, increased awareness, and holding perpetrators who commit acts of violence responsible for their actions; and Whereas, the City of Martinsville strongly supports the efforts of national and state partners, as well as our local partner Citizens Against Family Violence, and of every citizen to actively engage in public and private efforts, including conversations about what sexual violence is, how to prevent it, how to help survivors connect with services, and how every segment of our society can work together to better address sexual violence. NOW THEREFORE BE IT RESOLVED, That I, Kim Adkins, along with Martinsville City Council members, join anti-sexual violence advocates and support service programs in the belief that all community members must be part of the solution to end sexual violence. Along with the United States Government and State of Virginia, I do hereby proclaim April as “Sexual Assault Awareness Month” Kim Adkins Mayor  City Council Agenda Summary Meeting Date: March 27, 2012 Item No: 4. Department: Clerk of Council Issue: Presentation of proclamation recognizing Child Abuse Prevention Awareness Month for the Exchange Club. Summary: An Exchange Club representative will attend the meeting to accept the proclamation. Attachments: Proclamation Recommendations: Presentation only.  P R O C L A M A T I O N WHEREAS, Child Abuse is a serious and growing problem, affecting more than 3.2 million of our nation’s children annually; and WHEREAS, this social malignancy called Child Abuse respects no racial, religious, class or geographic boundaries; and WHEREAS, babies, just the word suggest warm feelings, tender moments and innocent little people who depend on parents, grandparents, siblings and other caregivers to love and care for them for as it is into their hands we will eventually entrust the future of America; and WHEREAS, sometimes there are no warning signs, sometimes the hurt is on the inside, just because you can’t see it, doesn’t mean it’s not there; and WHEREAS, Child Abuse comes in many forms and takes many lives and we as a community must do something to ensure that our children grow up in a safe and healthy environment; and WHEREAS, Exchange Club adopted Child Abuse Prevention as their National Project in 1979 and is working to address the problem through public awareness efforts; now, therefore I, Kim Adkins, Mayor of the City of Martinsville, Virginia, do hereby proclaim that the entire month of April 2012 shall be observed as Child Abuse Prevention Awareness Month in the City to help focus public attention on this problem and to join forces with the Exchange Club of Martinsville & Henry County through both example and education to combat Child Abuse and ask our citizens and in particular, parents, to respond to the call of preventing Child Abuse and support the Exchange Club as they make a concentrated effort to make children our number one priority. Kim Adkins Mayor  City Council Agenda Summary Meeting Date: March 27, 2012 Item No: 5. Department: Clerk of Council Issue: Presentation of proclamation recognizing March 2012 Kindergarten Month. Summary: Mayor Adkins will read excerpts from the proclamation which was presented on March 14, 2012 at Albert Harris School. Attachments: Proclamation Recommendations: for information only.  Proclamation Recognizing the Importance of Kindergarten and Declaring March 2012 Kindergarten Month WHEREAS, there are approximately 180 kindergartners in the City of Martinsville today; WHEREAS, the City of Martinsville strives to celebrate and improve children’s transition into kindergarten; and WHEREAS, kindergartner teachers at Albert Harris and Patrick Henry Elementary Schools seek to make each child’s education healthy and collaborative; and in a gentle, professional manner, encourage the idea that a good education requires community and parental support; and WHEREAS, a quality kindergarten education is just one of the many Martinsville City Public Schools System’s aim to improve the lives of families and new generations; and WHEREAS, investment in kindergarten stimulates children’s creativity, curiosity and all skills they will need to succeed in school and life; WHEREAS, each year, kindergartners are offered a variety of continued excellence in school-related activities and encouraged to know and be involved in their community; NOW, THEREFORE BE IT RESOLVED that I, Kim E. Adkins, Mayor of the City of Martinsville, Virginia, do hereby recognize the importance of kindergarten in the Martinsville Public Schools System and declare the month of March 2012 as Kindergarten Month and ask all citizens of the City of Martinsville to recognize the ongoing importance of a quality kindergarten education. Kim Adkins Mayor  City Council Agenda Summary Meeting Date: March 27, 2012 Item No: 6. Department: Fire & EMS Issue: Hear staff report on FEMA Hazard-Mitigation Grant opportunities for: (1) neighborhood tornado alert sirens; and (2) the installation of an emergency generator at the Middle School, which is the City’s designated emergency shelter. Summary: As directed at the June 28, 2011 Council meeting, staff has continued to pursue grant opportunities to improve the City’s ability to alert citizens of emergency situations such as severe weather. Tropical storm Lee, and the magnitude 5.8 earthquake in Mineral, VA, both received Presidential Declarations for portions of Virginia in 2011. These disasters have resulted in significant funding of the Hazardous Mitigation Grant Program. Council’s adoption of the updated Hazardous Mitigation Plan at the November 22, 2011 Council meeting has positioned the City well so that funds can be applied for under this program. A pre-application has been submitted and approved allowing the City to prepare grant applications for two projects to: (1) enhance the City’s ability to notify citizens of acute emergencies, such as a tornado. This project would involve the installation of eight sirens, strategically placed for maximum coverage. The project is estimated to cost approximately $155,000, and; (2) install a generator providing emergency backup power to the Middle School located on Cleveland Ave. This school has been identified as the City’s emergency shelter, but does not have the needed backup power capability. This project would cost approximately $225,000. Funding for each of these grants would be 75% federal and 25% state and local funds. In-kind services can be utilized to make up most, if not all, of the local match obligation. Recommendations: Authorize staff to proceed with the application process for the two HMGP grants described above; announce a public comment period to run through April 10, 2012 (Public Comment can be addressed to the Feedback portion of the City’s Webpage or email directly to the Emergency Management Coordinator at bphillips@ci.martinsville.va.us or telephone 403-5283); and provide an opportunity at the April 10, 2012 Council meeting for public comment.  City Council Agenda Summary Meeting Date: March 27, 2012 Item No: 7. Department: Finance Issue: Hear monthly financial report Summary: FY12 – Revenues & Expenditures through February 2012 Exclusive of School and Special Revenue funds, actual revenues were $36,585,943, representing 63.5% of budget. Highlights: • Local Sales/Use Taxes (7mos) – received 58.1% of budget • Meals Taxes – received 67.1% of budget • Refuse Fund – ARRA & loan proceeds reimbursements rec’d to date inflate revenues until appropriated through consent agenda • Sewer Fund – sewer service surcharge revenues greater than budget Actual expenditures were $37,670,262, representing 61.1% of budget. • Refuse Fund – expenditures vs. budget inflated until appropriated through consent agenda Attachment: Spreadsheet Revenue & Expenditures Recommendations: Motion to approve monthly financial report  City of Martinsville Consolidated Revenues and Expenditures FY12 - February 29, 2012 (prepared for 3/27/12 meeting) Actual Remaining Percentage Budget YTD Balance Budg vs Actual General Fund Revenues $ 28,616,734 $ 16,078,672 $ 12,538,062 56.2% Expenditures 29,727,754 17,368,050 12,359,704 58.4% Excess (deficiency) of revenues over expenditures $ (1,111,020) $ (1,289,378) $ 178,358 (Fund Bal contrib) Actual Remaining Percentage Budget YTD Balance Budg vs Actual Capital Funds Meals Tax Revenues-exc.loan proceeds $ 1,388,475 $ 932,244 $ 456,231 67.1% Expenditures 1,388,475 1,207,638 180,837 87.0% Excess (deficiency) of revenues over expenditures $ - $ (275,394) $ 275,394 Capital Reserve Revenues -exc.loan proceeds $ 850,612 $ 394,017 $ 456,595 46.3% Expenditures 909,594 737,137 172,457 81.0% Excess (deficiency) of revenues over expenditures $ (58,982) $ (343,120) $ 284,138 TOTAL CAPITAL FUNDS: $ (58,982) $ (618,514) $ 559,532 (Fund Bal contrib) Actual Remaining Percentage Budget YTD Balance Budg vs Actual Refuse Fund Revenues $ 2,179,583 $ 2,129,679 $ 49,904 97.7% Expenditures 2,619,038 2,516,698 102,340 96.1% Excess (deficiency) of revenues over expenditures $ (439,455) $ (387,019) $ (52,436) Water Fund Revenues $ 3,148,095 $ 2,086,390 $ 1,061,705 66.3% Expenditures 3,459,711 1,712,288 1,747,423 49.5% Excess (deficiency) of revenues over expenditures $ (311,616) $ 374,102 $ (685,718) Sewer Fund Revenues $ 3,689,955 $ 2,720,271 $ 969,684 73.7% Expenditures 4,538,012 2,228,238 2,309,774 49.1% Excess (deficiency) of revenues over expenditures $ (848,057) $ 492,033 $ (1,340,090) Electric Fund Revenues $ 17,731,511 $ 12,244,671 $ 5,486,840 69.1% Expenditures 19,003,503 11,900,213 7,103,291 62.6% Excess (deficiency) of revenues over expenditures $ (1,271,992) $ 344,458 $ (1,616,450) TOTAL UTILITY FUNDS: $ (2,871,120) $ 823,574 $ (3,694,694) (Fund Bal contrib)  Consolidated Revenues and Expenditures FY12 - February 29, 2012 Actual Remaining Percentage Budget YTD Balance Budg vs Actual Cafeteria Revenues $ 1,319,661 $ 681,261 $ 638,400 51.6% Expenditures 1,319,661 817,230 502,431 61.9% Excess (deficiency) of revenues over expenditures $ - $ (135,969) $ 135,969 Schools Revenues $ 21,154,020 $ 11,740,433 $ 9,413,587 55.5% Expenditures 21,154,020 12,609,169 8,544,851 59.6% Excess (deficiency) of revenues over expenditures $ - $ (868,736) $ 868,736 Federal Programs Revenues $ - $ 1,492,932 $ (1,492,932) Expenditures - 1,671,709 (1,671,709) Excess (deficiency) of revenues over expenditures $ - $ (178,777) $ (537,849) TOTAL SCHOOL FUNDS: $ - $ (1,183,482) $ 466,856 Actual Remaining Budget YTD Balance Special Revenue Funds CDBG Fund Revenues $ 160,980 129,403 $ 31,577 Expenditures 160,980 90,711 70,269 Excess (deficiency) of revenues over expenditures $ - 38,693 $ (38,693) Housing Choice Fund Revenues $ 2,252,130 1,345,236 $ 906,894 Expenditures 2,252,130 1,306,797 945,333 Excess (deficiency) of revenues over expenditures $ - 38,439 $ (38,439) TOTAL SPECIAL REVENUE FUNDS: $ - 77,131 $ (77,131) Actual Remaining Percentage Budget YTD Balance Bud vs Actual GRAND TOTALS: (excluding Schools & Special Revenues) Revenues: $ 57,604,965 36,585,943 $ 21,019,022 63.5% Expenditures 61,646,087 37,670,262 23,975,825 61.1% Excess (deficiency) of revenues over expenditures $ (4,041,122) (1,084,318) $ (2,956,804) Local Sales/Use Taxes $ 1,900,000 $ 1,104,285 $ 795,715 58.1% *represents 7 months of receipts The Budgeted Revenue amounts do not include any contributions from Fund Balance. 3/22/2012 12:57  City Council Agenda Summary Meeting Date: March 27, 2012 Item No: 8. Department: City Manager Issue: Hear information related to the FY13 budget review process. Summary: In preparation for the upcoming FY13 budget review process, the Interim City Manager will brief Council on a tentative schedule. Council members are asked to bring your calendars to this meeting to tentatively set future dates for budget presentation and budget work sessions. Budget work sessions are anticipated for schools, capital needs, and city departments/constitutional offices. • April 25th or April 26th-City Manager FY13 budget presentation to City Council. • May 1st-May 3rd- Two budget work sessions – schools & capital (afternoon or evening) • May 8-regular Council meeting date • May 7th-May 11-schedule one or two budget work sessions (afternoon or evening) • May 22th-regular Council meeting date to conduct FY13 budget public hearing and approve budget ordinance on first reading. • June 12th-regular Council meeting date to approve FY13 budget on second reading Attachments: none Recommendations: None – information is being provided to Council for planning purposes for the upcoming FY13 budget process.  City Council Agenda Summary Meeting Date: March 27, 2012 Item No: 9. Department: Finance Issue: Consider approval of consent agenda. Summary: The attachments amend the FY12 Budgets with appropriations in the following funds: FY12: General Fund: $93,692 – State Grant Reimbursements; Recovered Insurance Funds Electric Fund: $133,928 – State Grant Reimbursement Attachments: Spreadsheet Recommendations: Motion to approve  BUDGET ADDITIONS FOR 3/27/12 ORG OBJECT DESCRIPTION DEBIT CREDIT FY12 Geenral Fund: 01100909 490104 Advance/Recovered Costs 67,528 01129290 508220 Purchasing - Physical Plant Expansion 67,528 appropriation of insurance funds for replacement HVAC 01102926 443157 Categorical Federal - Safe Routes to School 5,956 01413146 503140 Street Marking - Prof. Services - Engineering 5,956 Reimbursement 01101917 442810 Categorical Other State - Highway Projects 20,208 01413151 503140 Thoroughfare Constr - Prof. Services - Eng & Arch 20,208 Liberty Street Reimbursement Total General Fund: 93,692 93,692 Electric Fund: 14101917 442810 Categorical State - Liberty St Utility Cost 133,928 14564339 503191 Electric Construction - Prof. Serv. Labor 133,928 Liberty Street Reimbursement Total Electric Fund: 133,928 133,928  City Council Agenda Summary Meeting Date: March 27, 2012 Item No: 10. Department: City Manager Issue: Consider request by the Virginia Municipal League to submit nominations for membership on the VML 2012 Policy Committees Summary: City Council may nominate two individuals to a committee and at least one nominee must be a member of City Council. Nominations are requested by April 16, 2012. Committee assignments include: Community & Economic Development Environmental Quality Finance General Laws Human Development & Education Transportation Attachments: VML memo re: nominations 2012 committees Council memberships on VML 2011 Policy Committees Recommendations: Appoint members to VML 2012 Policy Committees March 20, 2012 To: Key Officials of Full Member Local Governments Council and Board Clerks of Full Member Local Governments From: R. Michael Amyx, Executive Director Subject: 2012 VML Policy Committee Nominations The Virginia Municipal League is now accepting nominations for its 2012 policy committees. A description of the policy committee process is attached, along with a nomination form. Please complete the enclosed form and return it to VML by April 16. If your community has an election in May, please return this form by the requested date even if you must revise it later. Please observe the following guidelines when making your policy nominations: • Only full-member local governments may participate. • You may nominate two individuals to a committee; if two are nominated, at least one nominee must be a governing body member. • Only members of a council or board of supervisors and appointed officials (i.e., employees of the local government) are eligible to serve. • No individual may serve on more than one committee. • The chief administrative officer or mayor/board chairman must sign the nomination form. • Please return nomination forms by April 16. We will forward information about policy committee meeting times and rooms as soon as they are confirmed. Policy committee recommendations that emerge from the July meeting will be forwarded to the Legislative Committee for consideration at its September meeting. Please call Janet Areson at 804/523-8522 if you have any questions about the appointment process.  VML 2012 Policy Committee Nominations Please return this form by April 16 to Joni Terry at VML, P.O. Box 12164, Richmond, VA 23241; Fax 804/343-3758; email: jterry@vml.org Community & Economic Development Name & Title:______________________________________________________________________________ Name & Title:______________________________________________________________________________ Environmental Quality Name & Title:______________________________________________________________________________ Name & Title:______________________________________________________________________________ Finance Name & Title:______________________________________________________________________________ Name & Title:______________________________________________________________________________ General Laws Name & Title:______________________________________________________________________________ Name & Title:______________________________________________________________________________ Human Development & Education Name & Title:______________________________________________________________________________ Name & Title:______________________________________________________________________________ Transportation Name & Title:______________________________________________________________________________ Name & Title:______________________________________________________________________________ Signed:_______________________________________Locality:____________________________________ (Mayor/Chair, or Manager/Administrator)  Understanding VML’s Legislative and Policy Committee Process Each year the Virginia Municipal League develops two separate documents -- a legislative program and a compilation of policy statements -- through a process that involves the Legislative Committee and six separate policy committees. The Legislative Committee is responsible for developing the legislative program, but it may also rely on input from the policy committees to do so. The policy committees develop broad policy statements, in addition to submitting specific legislative recommendations for consideration by the Legislative Committee. Legislative Committee What is the role of the Legislative Committee? The Legislative Committee is responsible for considering and reporting on existing or proposed state and federal legislation or regulations, and urging the enactment or amendment of, or opposition to, such legislation or regulations. How is the Legislative Committee appointed? VML’s Constitution spells out the composition of the Legislative Committee. The committee consists of 24 people holding elective or appointed positions, all appointed by VML’s President. Of the 24 members, 12 must be representatives of cities and urban counties with populations in excess of 35,000, 6 must be representatives of cities and urban counties with populations of 35,000 or less, and 6 must represent towns. What is included in VML’s Legislative Program? The legislative program adopted by the Legislative Committee reflects specific legislative objectives that VML hopes to achieve during the upcoming legislative session. It is subject to the approval of VML’s membership at the annual conference. What is the relationship between the legislative committee and VML’s policy committees? The Legislative Committee meets prior to the steering and policy committees to identify issues that it would like the committees to consider for potential inclusion in the league’s legislative program. It meets again after the policy committees have met to consider their recommendations. Policy Committees What is the role of the policy committees? Policy committees receive briefings on statewide issues identified by the steering committee, consider possible changes to the policy statement, and develop legislative recommendations for the Legislative Committee to consider. How are policy committees appointed? Policy committee membership consists of elected and appointed officials of full-member local governments. Nomination letters are sent in the spring to each locality, and each local government determines which of its officials will be nominated for each of the six policy committees. Each local government may nominate up to two people per policy committee, at least one of whom must be an elected official. What are the benefits of serving on a policy committee? VML policy committees offer members an opportunity to learn about current and emerging statewide issues that affect local governments, to develop through policy statements the broad philosophical framework that guides the league, and to network with local officials with similar policy interests. How many policy committees are there? There are six policy committees: community and economic development, environmental quality, finance, general laws, human development and education, and transportation. What issues does each policy committee cover? • Community & Economic Development: Authority, administration, and funding of local governments to manage a full range of community and economic development issues, including business development and retention, international competitiveness, infrastructure development and investment, planning, land use and zoning, blight, enterprise zones, housing, workforce development and historic preservation. • Environmental Quality: Natural resources and the authority of local governments to manage the environment, including water resources and quality, solid and hazardous waste management, air quality and the Chesapeake Bay. • Finance: Powers, organization and administration of local government financing, including taxing authority, debt financing, state aid to local governments and federal policies affecting local finance issues. • General Laws: Powers, duties, responsibilities, organization and administration of local governments, including state-local and interlocal relations, conflicts-of-interest, freedom-of-information, information management and personnel, telecommunications, utilities and law enforcement, jails and courts issues. • Human Development and Education: Management and funding of social services, education, health, mental health, juvenile justice, recreation, rehabilitation and programs for the aging. • Transportation: Development, maintenance and funding of a comprehensive land, sea and air transportation system for the Commonwealth, and federal, state and local roles in the provision and regulation of transportation. What is a policy statement? Each policy committee develops a policy statement that covers issues in its respective area. The policy statement expresses the agreement of VML’s membership on matters of interest to local governments. The statement addresses broad, long-term, philosophical positions, as opposed to positions that address immediate, short-term issues. The VML membership approves the policy statements at its annual meeting. How do policy statements differ from VML’s legislative program? Policy statements are general in nature. They reflect local governments’ positions on a range of issues. The Legislative Program is more specific and immediate. It is limited to legislative positions that VML expects to lobby on during the upcoming legislative session.  City Council Agenda Summary Meeting Date: March 27, 2012 Item No: 11. Department: City Council Issue: Consider review of outside agency semi-annual reports. Summary: Copies of semi-annual reports submitted from outside agencies that received FY12 funding are included in your packets for review. Agency representatives will not be present at the March 27, 2012 meeting, however, if you have questions for a specific agency, they can be invited to attend your April 10, 2012 meeting. Attachments: Recommendations: None. Presented for information purposes.  City Council Agenda Summary Meeting Date: March 27, 2012 Item No: 12. Department: City Manager Issue: Hear presentation from students relating to littering in community. Summary: Students from Mr. Greg Hackenberg’s class at Albert Harris will present information to Council. Attachments: Recommendations: Presentation only.