City Council

February 26, 2013 The regular meeting of the Council of the City of Martinsville, Virginia, was held on February 26, 2013, in Council Chambers, Municipal Building, at 7:30 PM, Closed Session beginning at 6:00PM, with Mayor Kim Adkins presiding. Council Members present included: Mayor Kim Adkins, Vice Mayor Gene Teague, Mark Stroud, Danny Turner and Sharon Brooks Hodge. Staff present included: Leon Towarnicki, Interim City Manager, Brenda Prillaman, Eric Monday, Linda Conover, Wayne Knox, Coretha Gravely and Mike Rogers. Closed Session: Mayor Adkins called the meeting to order and advised Council will go into Closed Session. In accordance with Section 2.1-344 (A) of the Code of Virginia (1950, and as amended) and upon a motion by Gene Teague, seconded by Mark Stroud, with the following 5-0 recorded vote: Adkins, aye; Teague, aye; Stroud, aye; Hodge, aye; and Turner, aye, Council convened in Closed Session, for the purpose of discussing the following matter: (A) A personnel matter as authorized by Subsection 1. Council then returned to open session and Mayor Adkins advised Closed Session is recessed until end of regular Council meeting. Following the invocation by Mayor Adkins and Pledge to the American Flag, the Mayor welcomed everyone to the meeting and advised City Council will recess and convene as Martinsville Redevelopment & Housing Authority. MRHA—Set public hearing regarding updated Section 8 Administrative Plan—Wayne Knox briefed the Authority members on the rewrite of the Administrative Plan for the Section 8 Housing Choice Voucher program. In order to fully comply with the Title 24 of the Code of Federal Regulations, a complete rewrite of the Administrative Plan for our Section 8 Housing Choice Voucher was conducted with the assistance of representatives of the HUD Office in Richmond. Because this action is a significant amendment to our existing administrative plan, it necessary that the Martinsville Redevelopment & Housing Authority hold a public hearing and have a required 30–day comment period for any additional public input after the Authority’s approval and the Public Hearing will need to be advertised before being held on March 12. On a motion by Gene Teague, seconded by Danny Turner, the Authority set the public hearing for March 12, 2013. Martinsville Redevelopment & Housing Authority then adjourned and Martinsville City Council was re-convened. Minutes: On a motion by Gene Teague, seconded by Sharon Brooks Hodge, with a 5-0 vote, Council approved the minutes of the January 8, 2013 meeting. Recognition-Employee Service Awards-Mayor Adkins read the list of names recognizing city employees eligible for service awards: Employee Department Years of Service Brenda Souther Police 30 Kenneth Draper Fire 30 Danny Wimmer Police 25 William Hooper Fire 25 Dorothy Pace Parks & Rec 20 Erika Hamilton Circuit Court 20 Jay Stout Police 20 Daniel Morrison Electric 15 Joan Ziglar CWA 15 Stephanie Hairston CWA 15 Benjamin Peters Police 5 Jamie Cruise Sheriff 5 Joyce Jackson Purchasing 5 Mike Kahle Waste Water Plant 5 Timothy Tilley Public Works 5 Tonya Rumley Community Development 5 February 26, 2013 Recognition-Police Department Citizen of the Year-Police Chief Mike Rogers briefed Council on the Police Department Annual Citizen of the Year Award noting that 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 and the person must have shown support and/or concern for the police department in its efforts to better serve our citizens. Danny Wulff, owner/operator of the local Chick-fil-A restaurant was presented the award by Community Oriented Police Officer Coretha Gravely. Proclamation- American Red Cross- Mayor Adkins presented a proclamation recognizing American Red Cross Month to Chris Brenner of the local chapter. Proclamation-Martinsville Saves Week-Mayor Adkins presented a proclamation recognizing Martinsville Saves Week to Lynn Ward and Philip Wenkstern of the United Way Hope Coalition. Auditors report FY12 audit- Aaron Hawkins of Robinson Farmer Cox & Associates briefed Council on the FY12 Audit report and summarized main points. A copy of the audit will be posted on the city website. Vice Mayor Teague commented on recommendations for future audits: (1) a schedule of re-appropriations ( 2) separate worksheet on fund balance on enterprise funds (3) policy to write off receivables (4) policy to set aside depreciation funds for capital projects. Finance Report: Finance Director, Linda Conover, presented the following report: FY13 – Revenues & Expenditures through Dec. 31, 2012; Combined Balance Sheet; Projected Fund Balance-- Exclusive of School and Special Revenue funds, actual revenues were $27,237,472, representing 101.6% of the anticipated $26,799,801 through the second quarter, ending December 31st. Presenting five months, Local Sales/Use Taxes collected through December 31st are just slightly ahead of anticipated by $12,420, for total receipts of $753,420. Utility revenues were mixed with Water Fund and Sewer Fund receipts being greater than anticipated, and Refuse Fund and Electric Fund receipts being less than anticipated, although not by large amounts. Actual expenditures were $32,401,004, which is greater than the anticipated amount by $313,724. The “actual” figures include all outstanding encumbrances of $1,532,222. As of the end of the FY13 second quarter, the current total combined fund balance for FY13 is $21,285,160, a decrease over FY12 of $3,745,603. We must remember that “Fund Balance” is just a snapshot of the conditions on the day it is taken, because assets and liabilities change daily. Available cash-on-hand December 31st for City Funds was $13.4 million, due in part to tax receipts. If all budgeted and re-appropriated funds for FY13 are realized and expended, the projected fund balance is $10,726,443 – a decrease from FY12 year-end of $14,304,320. Exclusive of Utility Funds and based upon this projection, the unassigned Fund Balance would be $2,003,653, 6.7% of the budgeted General Fund expenditures for FY13. On a motion by Gene Teague, seconded by Mark Stroud, with a 5-0 vote, Council approved the finance report. February 26, 2013 Consent Agenda: On a motion by Gene Teague, seconded by Mark Stroud, with a 5-0 vote, Council approved the following consent agenda: BUDGET ADDITIONS FOR 2/26/13 ORG OBJECT DESCRIPTION DEBIT CREDIT FY13 General Fund: 01100909 490801 Recovered Costs - Senior Citizens 1,547 01714212 501300 Senior Citizens - Part-time Labor 535 01714212 502100 Senior Citizens - Social Security 33 01714212 502110 Senior Citizens - Medicare 8 01714212 506049 Senior Citizens - Vehicle Fuel 279 01714212 506016 Senior Citizens - Program Supplies 692 Transportation Grant/Reimbursements from trips&Bingo 01100908 480420 Donations - Senior Citizens 100 01714212 506016 Senior Citizens - Program Supplies 100 Donation for Holiday Tea Total General Fund: 1,647 1,647 School Fund: 18102926 418297 Nasa Program 25,000 61101100 565503 Travel 1,500 61101100 565504 Competitions 1,000 61101100 565800 Miscellaneous Expense 4,000 61101100 566000 Materials and Supplies 500 66501100 561620 Supplemental S&W 16,721 66501100 562100 Social Security 1,037 66501100 562150 Medicare 242 18101917 402912 Mentor Teacher Program 1,000 85031310 561620 Supplemental S&W 929 85031310 562100 Social Security 58 85031310 562150 Medicare 13 18101918 402032 ISAEP 6,398 72201100 561620 Supplemental S&W 5,943 72201100 562100 Social Security 369 72201100 562150 Medicare 86 18103919 489904 Harvest 140,000 81621310 561120 Instructional S&W 6,000 81621310 562100 Social Security 372 81621310 562150 Medicare 87 81621310 563000 Purchased Services 25,000 81621310 563142 Professional Development 25,000 81621310 565503 Travel 11,618 81621310 565800 Miscellaneous Expense 1,000 81621310 566013 Instructional Materials 2,000 81631310 561120 Instructional S&W 4,000 81631310 562100 Social Security 248 81631310 562150 Medicare 58 81631310 563000 Purchased Services 25,000 81631310 563142 Professional Development 25,000 81631310 565503 Travel 11,617 81631310 565800 Miscellaneous Expense 1,000 81631310 566013 Instructional Materials 2,000 18103905 489909 Sale Equipment 1,056 80004600 566056 Non-Capital Equipment 1,056 18103909 480301 Bus Operations 7,260 80003400 566051 Bus Fuel 7,260 18103909 489910 Insurance Adjustments 26,661 80004200 566007 Repairs and Maintenance Supplies 13,618 80004200 563000 Purchased Services 11,514 81031310 566013 Instructional Materials 1,529 18103909 489912 Miscellaneous 14,412 82021310 563000 Purchased Services Special Education 14,412 Total School Fund: 221,787 221,787 Business from floor: Ural Harris, 217 Stuart St.-remarks regarding Phoenix CDC, Henry Hotel, and EDC funding; Chad Martin, 111 Inman Drive, thanked Council regarding action on uranium ban issue and invited Council to 5K run this weekend. Council comments: Turner-congratulated MHS in 1st round of state championship; Teague- wished Mayor Adkins good luck in her new job endeavor and acknowledged good job done by Marty Mustang and noted he will be missed; City Attorney Eric Monday commented that the DSS board will be interviewing candidates for a new director and noted the extraordinary job done by Amy Tuttle. February 26, 2013 Closed Session: Council then recessed open session and re-convened Closed Session. 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 Gene Teague, seconded by Mark Stroud, with the following recorded 5-0 vote: Adkins, aye; Hodge aye; Teague, aye; Stroud, aye; and Turner, aye, Council returned to Open Session. No action was taken. There being no further business, the meeting adjourned at 9:30 pm. _______________________________ __________________________ Brenda Prillaman Kim Adkins Clerk of Council Mayor