City Council

AGENDA--CITY COUNCIL -- CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building 7:00 pm CLOSED SESSION 7:30 pm regular session Tuesday, March 26, 2013 7:00--Closed Session 1. 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. A personnel matter as authorized by Subsection 1. B. Consultation with legal counsel and briefings by staff members, attorneys or consultants pertaining to actual or probable litigation, or other specific legal matters requiring the provision of legal advice by such counsel, as authorized by Subsection 7. 7:30—Regular Session Invocation & Pledge to the American Flag– Council Member Mark Stroud 1. Consider approval of Council meeting minutes of February 12, 2013. (2 mins) 2. Presentation of proclamation for Child Abuse Prevention Awareness Month. (2 mins) 3. Presentation of proclamation to CAFV for Sexual Assault Awareness Month. (2 mins) 4. Hear an update from West Piedmont Workforce Investment Board. (10 mins) 5. Consider approval of a Resolution required by DHCD for the application of the NCI Community Development Block Grant-New College Expansion-Building on Baldwin project. (10 mins) 6. Consider setting a public hearing for consideration of an organization’s local tax exemption request. (5 mins) 7. Consider approval of consent agenda. (2 mins) 8. Consider review of semi annual reports submitted by outside agencies receiving F13 funding. (5 mins) 9. 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 name and address; (2) state the matter that they wish to discuss and what action they would like for Council to take; (3) limit remarks to five minutes; (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. 10. Comments by members of City Council. (5 minutes) 11. Comments by City Manager. (5 minutes)  City Council Agenda Summary Meeting Date: March 26, 2013 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes of City Council meeting February 12, 2013. Summary: None Attachments: February 12, 2013 Recommendations: Motion to approve minutes as presented February 12, 2013 The regular meeting of the Council of the City of Martinsville, Virginia, was held on February 12, 2013, in Council Chambers, Municipal Building, at 7:30 PM, Closed Session beginning at 7:00PM, 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, 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 Mark Stroud, seconded by Sharon Brooks Hodge, 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 matters: (A) Appointments to Boards and Commissions as authorized by Subsection 1. (B) Consultation with legal counsel and briefings by staff members, attorneys, or consultants pertaining to actual or probable litigation, or other specific legal matters requiring the provision of legal advice by such counsel, as authorized by Subsection 7. (C) 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 meeting. Action taken following closed session recess--Board appointments: West Piedmont Planning District Commission-on a motion by Gene Teague, seconded by Mark Stroud, with a 5-0 vote, Sharon Brooks Hodge, 203 Greyson St., was appointed to fill the elected official vacancy. Transportation Safety Commission-on a motion by Gene Teague, seconded by Mark Stroud, with a 5-0 vote, Abby Ozbun, 530 Plantation Rd., was appointed to fill the student vacancy with term ending 6/30/13. Southern VA Recreation Facilities Authority-on a motion by Sharon Brooks Hodge, seconded by Gene Teague, with a 5-0 vote, James S. Esters, 1007 Graves St., was appointed to an unexpired 4 year term ending 10/31/16. Southern Area Agency on Aging-on a motion by Mark Stroud, seconded by Danny Turner, with a 5- 0 vote, Lisa Smith, 803 Banks Rd., was appointed to an unexpired 3 year term ending 2/28/15. Following the invocation by Council Member Stroud and Pledge to the American Flag, the Mayor welcomed everyone to the meeting including members of a Boy Scout troop working on merit badges. Minutes: On a motion by Gene Teague, seconded by Danny Turner, with a 5-0 vote, Council approved the minutes of the December 11, 2012 and January 2, 2013 meetings. Proclamation-Mayor Adkins presented a proclamation recognizing February 2013 as Martinsville Henry County and Patrick County Re-Entry Awareness Month. Harold Clarke, Director of the VA Department of Corrections, made brief remarks after accepting the proclamation and introduced other representatives in attendance. Shop Local update from MURA-Martinsville Uptown Revitalization Association Director Laura Bowles updated Council on the Shop Local initiative and pointed out the new Shop Local website will be active on March 5 and any business that is for profit can be listed for free on the website. Skateboarding ordinance-second reading-City Attorney Eric Monday briefed Council on the amended language on the proposed skateboarding ordinance. A motion was made by Gene Teague, February 12, 2013 seconded by Mark Stroud, with a 5-0 vote, to amend the ordinance as presented by the City Attorney. Mr. Monday pointed out only a voice is required on the amendments themselves, but a roll call vote will be required to approve the ordinance on second reading. After citizen comments from Ernest Harr of Ridgeway and comments from each Council member, a motion was made by Sharon Brooks Hodge, seconded by Danny Turner, with following 5-0 recorded vote: Adkins, aye; Teague, aye; Stroud, aye; Hodge, aye; and Turner, aye, to approve the following skateboarding ordinance on second reading: Ordinance No. 2013-1 (City Code Section 19-22) BE IT ORDAINED by the Council of the City of Martinsville, Virginia, in regular session held on February 12, 2013, that Section 19-22 of the Code of the City of Martinsville be, and hereby is, amended to read as follows: Sec. 19-22. – Skating and Skateboarding in the City. (A) It shall be unlawful and a Class 4 misdemeanor for any person over the age of fourteen (14) years to skate on any paved public sidewalk of the city. (B) It shall be unlawful for any person shall ride or use rollerskates, rollerblades, skateboards, scooters, or similar devices on wheels or runners in any area whatsoever located within the area bounded as follows: beginning at the intersection of Market Streets and Commonwealth Boulevard, thence along Market Street to its conversion to Mulberry Road; thence along Mulberry Road to Oakdale Street, thence along Oakdale Street to East Church Street, thence along East Church and its conversion to Church Streets and including those lots on the north side thereof and Letcher Court and Scuffle Hill Road and their adjoining lots; thence along Clay Street and those adjoining lots on the eastern side thereof to Mineral Street; thence along Mineral Street to Lester Street; thence along Lester Street to Depot Street; thence along Depot Street to its intersection with Liberty Street; thence along Liberty Street to Commonwealth Boulevard; thence along Commonwealth Boulevard to the point of beginning; provided however, that this prohibition shall not apply to on-duty police or other law enforcement officers and other uniformed emergency services personnel. (C) A violation of subsection (B) shall be subject to a civil penalty of $50.00. (1) Any city officer, or employee of the city who is (a) responsible for the enforcement of any provision of this code, (b) wearing a uniform and (c) carrying identification, may approach and question any person concerning a civil violation of this code and may cause a notice of the violation to be served on any or all persons committing or permitting such violation. (2) The notice shall state that the person served has been charged with violating this subsection and shall provide that the person may elect to make an appearance in person before or in writing by mail to the treasurer of the city, and admit liability for or plead no contest to the violation and pay the civil penalty, all within the time period fixed in the notice. (3) If a person charged with a violation does not elect to admit liability or plead no contest the violation shall be tried in the Martinsville general district court upon a warrant in debt or motion for judgment, with the same right of appeal as provided for civil actions at law. In the event the violation exceeds the jurisdictional limits of the general district court, the violation shall be tried in the circuit court. (4) A finding or admission of liability for, or a plea of no contest to, a civil violation shall not be deemed a criminal conviction for any purpose. An admission of liability shall have the same force and effect as a judgment in court. (Code 1971, § 15-11) Cross reference— Penalty for Class 4 misdemeanor: Code of Virginia §18.2-11. State law reference— Riding bicycles on sidewalks, Code of Virginia, §46.2-904. Overview of February 11, 2013 Northside Neighborhood meeting-Mayor Adkins gave an update on Council’s tour of the Northside area and citizen concerns expressed at the meeting held at Clearview Wesleyan Church. Business from floor: No comments were made. Council comments: Stroud-reminded citizens about Valentine’s Day and reported he was appointed to the Legislative and Planning Committee representing VML on the state EMS Advisory Board. Hodge-noted this is National Marriage Week and congratulated married couples; Adkins-reported she has been invited to make remarks on behalf of the city for Pastor Richardson on February 23. Interim City Manager comments: reported on upcoming Council capital worksession advising that Mrs. Prillaman will poll Council for worksession date; reported the PART transit program has surpassed the ridership numbers from last year which shows the service is being used and is serving a widespread need. February 12, 2013 City Attorney Eric Monday noted that the city code does say that it is illegal to ride bicycles on the sidewalks. 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 9:23 pm. _______________________________ __________________________ Brenda Prillaman Kim Adkins Clerk of Council Mayor  City Council Agenda Summary Meeting Date: March 26, 2013 Item No: 2. Department: Clerk of Council Issue: Presentation of proclamation recognizing Child Abuse Prevention Awareness Month. Summary: Ms. Nancy Kennett, with the Martinsville Exchange Club, 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 2013 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 26, 2013 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 and one in 71 men will be raped at some point in their lives; and Whereas, Child sexual abuse prevention must be a priority to confront the reality that one in 6 boys and one in 4 girls will experience a sexual assault before the age 18; 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, joins 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 the State of Virginia, I do hereby proclaim April as “Sexual Assault Awareness Month”. Kim Adkins Mayor  City Council Agenda Summary Meeting Date: March 26, 2013 Item No: 4. Department: City Council Issue: Hear an update from West Piedmont Workforce Investment Board. Summary: A representative of the West Piedmont Workforce Investment Board will give this update and answer any questions. Attachments: None Recommendations: No action required  City Council Agenda Summary Meeting Date: March 26, 2013 Item No: 5. Department: Community Development Issue: Consider approval of a Resolution required by DHCD for the application of the NCI Community Development Block Grant – New College Expansion– Building on Baldwin project. Summary: The City of Martinsville is working closely with New College Foundation and the French Connection with the application of a Community Development Block Grant for New College Expansion. This resolution is part of the required documentation for this application, which is due in the next few days. Attachments: Resolution Recommendations: A motion to approve resolution. Community Development staff recommends that City Council approve the resolution, which will enable moving forward in the New College Expansion – Building on Baldwin project, which will be a huge catalyst in the revitalization of Martinsville and Henry County.  RESOLUTION Be it resolved that, pursuant to two public hearings, THE CITY OF MARTINSVILLE wishes to apply for $700,000.00 of Virginia Community Development Block Grant funds for the NEW COLLEGE EXPANSION – BUILDING ON BALDWIN PROJECT. Whereas $815,540 of other funds will also be expended on this project, it is projected that through this $1,515,540 investment, that 5,600 SF of Classroom Space will be completed and 2,612 SF of Support Space. This space will serve as the Center for Innovation and Entrepreneurship and be located on the second floor of the New College Building. It is further projected that 60 percent or 300 individuals served over the next three years will be low-and moderate income persons. Be it further resolved that LEON E. TOWARNICKI, CHIEF ADMINISTRATIVE OFFICIAL, is hereby authorized to sign the application and documents for the submission of this Virginia Community Development Block Grant proposal. Duly adopted at the regular meeting of the Martinsville City Council on March 26, 2013. ___________________________________________ Kim Adkins, Mayor, Martinsville City Council Chief Elected Official  City Council Agenda Summary Meeting Date: March 26, 2013 Item No: 6. Department: Interim City Manager, City Attorney, Commissioner of the Revenue Issue: Consider setting a public hearing for consideration of the organization’s local tax exemption request. Summary: Under the provisions of the Exemption Ordinance enacted by Council in January 2007, any entity that does not clearly fall into any exemption category granted by the Code of Virginia must request an exemption approval from the City Council in the form of an exemption ordinance. In order for the exemption request to be considered by Council as part of the annual budget deliberations, the requesting entity must have submitted an exemption application to the Commissioner of the Revenue by November 1, 2012. The Commissioner of the Revenue referred the applications received to the Interim City Manager along with a report of the revenue impact that any possible exemption may have. The Interim City Manager appointed a review committee consisting of himself, the Mayor, City Commissioner of the Revenue, City Treasurer, and a Finance Department to review the applications received. One organization has submitted an application for a local exemption designation. Attachments: 2013 Local Exemption Applicants Exemption Criteria to Consider Exemption Category Definitions Recommendations: Set Public Hearing for April 23, 2013.  2013 Local Exemption Applicants Organization Organization Mission Statement Exemption Requested Exemption Category Requested Real & Personal Property Other: Community Agency Mission Statement: To provide exceptional services for people seeking to improve their quality of life through community, economic, personal and family development. This is not a qualifying statutory Purpose as stated in By-Laws: To plan and coordinate Step, Inc. exemption. Council could determine programs designed to combat problems of poverty and seek the elimination or reduction of conditions of poverty as they that the organization is benevolent or affect the inhabitants of the communities of Franklin and charitable and exempt by designation. Patrick Co.  EXEMPTION CRITERIA TO CONSIDER Pursuant to Code of Virginia §58.1-3651, the local governing body shall consider the following questions before granting an exemption from local taxation to any nonprofit organizations: 1. Whether the organization is exempt from taxation pursuant to § 501 (c) of the Internal Revenue Code of 1954; 2. Whether a current annual alcoholic beverage license for serving alcoholic beverages has been issued by the Virginia Alcoholic Beverage Control Board to such organization, for use on such property; 3. Whether any director, officer, or employee of the organization is paid compensation in excess of a reasonable allowance for salaries or other compensation for personal services which such director, officer, or employee actually renders; 4. Whether any part of the net earnings of such organization inures to the benefit of any individual, and whether any significant portion of the service provided by such organization is generated by funds received from donations, contributions, or local, state or federal grants. As used in this subsection, donations shall include the providing of personal services or the contribution of in-kind or other material services; 5. Whether the organization provides services for the common good of the public; 6. Whether a substantial part of the activities of the organization involves carrying on propaganda, or otherwise attempting to influence legislation and whether the organization participates in, or intervenes in, any political campaign on behalf of any candidate for public office; 7. The revenue impact to the locality and its taxpayers of exempting the property; and 8. Any other criteria, facts and circumstances that the governing body deems pertinent to the adoption of such ordinance.  Other Exemption Criteria Not Specifically Identified in Code of Virginia §58.1-3651 The City Council should consider the following criteria, facts and circumstances as may be pertinent: (a) Whether the organization is current on all its obligations to the City; (b) Whether the organization is in compliance with all City ordinances and regulations, including (but not limited to) building, subdivision and zoning ordinances; (c) Whether the property for which the exemption is sought relates to the purposes for which the organization was created and tends to directly promote those purposes; (d) Whether the service(s) provided by the organization are services the City would provide if the requesting organization did not do so; (e) Whether the organization meets a general public need for which the benefits derived by the community at-large are equivalent to or exceed the City’s loss in revenue from taxes on the entity’s real and personal property; (f) Whether the service(s) provided by the organization meet an established priority of the City Council; and (g) Any other criteria, facts and circumstances that the Council may deem appropriate and pertinent.  Exemption Definitions As Defined by Va. Courts Benevolent – Philanthropic; humane; having a desire or purpose to do good to men; intended for conferring benefits, rather than for gain or profit. (Manassas Lodge No. 1380, Loyal Order of Moose, Inc. v. County of Prince William, 218 Va. 220, 237 S.E. 2d 102 (1977)) Charitable – Liberal in benefactions to the poor; beneficent. (City of Richmond v. United Givers Fund of Richmond, Henrico & Chesterfield, Inc., 205 Va. 432, 137 S.E. 2d 876 (1964)) NOTE: A charitable organization should be organized and conducted to perform some service of public good or welfare based on the above mentioned court cases. As Defined by Va. Constitution Article X §6 Educational Exemption – Limited to institution of learning operated not for profit, provided the property is used for literary, scientific, or educational purposes or purposes incidental thereto. As Defined by Webster’s New Collegiate Dictionary Cultural – Of or relating to enlightenment and excellence of taste acquired by intellectual and aesthetic training; acquaintance with and taste in fine arts, humanities, and broad aspects of science as distinguished from vocational and technical skills. Educational – The field of study that deals mainly with methods of teaching and learning in schools. Historical – Of or relating to a branch of knowledge that records and explains past events. Museum – An institution devoted to the procurement, care, study, and display of objects of lasting interest or value; a place where objects are exhibited. Patriotic – Befitting or characteristic of a patriot (one who loves his country and zealously supports its authority and interests.)  City Council Agenda Summary Meeting Date: March 26, 2013 Item No: 7. Department: Finance Issue: Consider approval of consent agenda. Summary: The attachments amend the FY13 Budgets with appropriations in the following funds: FY13: General Fund: $603,716 – Federal & State Reimbursements School Fund: $18,286 – State Grant Attachments: Consent Agenda - 3-26-13.xls Recommendations: Motion to approve  BUDGET ADDITIONS FOR 3/26/13 ORG OBJECT DESCRIPTION DEBIT CREDIT FY13 General Fund: 01101917 442810 Categorical Other - State - Highway Projects 598,012 01413151 503193 Thorofare Construction - Prof.Serv. -Inspections/Fees 50,281 01413151 508220 Thorofare - Physical Plant Expansion 430,179 01413151 508234 Thorofare Construction - Utility Relocation 117,552 Reimbursement-Liberty St Project 01102926 443157 Categorical Federal - Safe Routes to School 5,704 01413146 503140 Street Marking - Prof. Services - Engineering 5,704 Reimbursement-Safe Routes to School Project Total General Fund: 603,716 603,716 SCHOOL FUND 18101918 418308 State Grants - Project Graduation 18,286 71501100 561120 Instructional S&W 15,000 71501100 565800 Miscellaneous Expense 1,500 71501100 566013 Instructional Materials and Supplies 1,786 Total School Fund: 18,286 18,286  City Council Agenda Summary Meeting Date: March 26, 2013 Item No: 8. Department: City Council Issue: Consider review of outside agency semi-annual reports. Summary: Copies of semi-annual reports submitted from outside agencies that received FY13 funding are included in your packets for review. Agencies receiving city funding are aware that the semi annual reporting process is a requirement for funding. Attachments: Reports received from 4 agencies: WPPDC The Launch Place (former SBTC) SPCA Focus on Youth Recommendations: None. Presented for information purposes.  Semi Annual Report to City Council FY13 P. O. Box 1112 Martinsville, VA 24114 Phone 276-403-5182 FAX 276-403-5280 Date:__February 27, 2013________ (Completed form due in City Manager’s office on Sept. 1, 2012 and March 1, 2013) (FY13 funding contribution received FY12 $___7,222________) Organization Name_____________West Piedmont Planning District Commission___________________ Mailing Address______ ________P.O. Box 5268, Martinsville, VA 24115_______________________ City of Martinsville Location______1100 Madison Street______________________________________ Contact Person for agency________Aaron Burdick, Executive Director___________________________ Person filling out this form _______Aaron Burdick, Executive Director___________________________ Telephone____276-638-3987__________________________Fax__276-638-8137__________________ Contact E-Mail____aaronburdick@wppdc.org or lmanning@wppdc.org_______________________ 1. RELEVANCE TO CITY’S GOALS AND INITIATIVES Describe how the project(s) have advanced one or more of the city’s adopted initiatives. The city’s Goals & Initiatives may be downloaded at http://www.martinsville-va.gov/City-Council.html. The PDC continued to provide planning and technical assistance to the City of Martinsville in the areas of economic development, hazard mitigation planning, community planning (technical support to the Community Development Department), transportation planning (technical support to the Community Development Department and Public Works Department), and public safety planning (hazard mitigation plan update in association with the Virginia Department of Emergency Management and the Federal Emergency Management Agency has been completed). The PDC continued to provide technical assistance and statistics, as requested by City Administration and staff, as well as numerous agencies/organizations, businesses, and industries. The PDC continues to be available to provide assistance with the development of and/or support for grant applications-those in support of the City and agencies/organizations located in Martinsville/Henry County. The PDC maintains the City’s eligibility for grant funds from the US Commerce Department, Economic Development Administration, through the annual update of a Comprehensive Economic Development Strategy (CEDS) document with a listing of local priority projects (the WPPD Board approved the annual update which was submitted to EDA in June 2012 and has completed the 2013 annual update. The draft was distributed for the 30-day public display period on February 26, 2013, and will be considered for approval by the West Piedmont Planning District Board of Commissioners on February 28, 2013. EDA has moved up the submittal deadline for CEDS document to align with the PDC’s grant cycle. Initial updates will include new statistics and information as they become available. Per EDA guidelines, the CEDS Strategy Committee was kept intact in anticipation of the submittal of the 2013 annual update, and includes individuals across a broad spectrum of both (51%) private and (49%) public sectors, including the City of Martinsville. Meetings began in early Fall 2012.  Annual update of the Comprehensive Economic Development Strategy (CEDS) for submission to the US Department of Commerce, EDA: 1  The 2012 CEDS was completed and submitted to EDA in June 2012. The draft of the 2013 CEDS is completed. Staff coordinated the update with the CEDS Strategy Committee, which began meeting in early Fall 2012. In addition, staff formed a “Working Group” comprised of a seven member subset of the full committee. The CEDS document maintains the City’s eligibility to receive EDA funds for economic development projects (i.e., projects that receive funding must be in an EDA-approved CEDS document). The CEDS Annual Report included any new 2010 Census and American Community Survey (ACS) demographic information which was released since the 2012 update. PDC staff incorporated the City’s priority projects list in the annual update of the CEDS.  City Comprehensive Plan and associated mapping in conjunction with City Staff: The Comprehensive Plan is not currently being updated. The PDC staff remains on-call to provide technical assistance to the City Administration and staff as requested.  Appalachian Regional Commission Designation Activities In fall 2008, the City of Martinsville and Henry and Patrick Counties became eligible to participate in the Appalachian Regional Commission (ARC). The Planning District Commissions in Virginia serve as Local Development Districts (LDD) in conjunction with this program. As a result, the West Piedmont Planning District was designated a LDD by ARC. The WPPD staff has continued to work with DHCD to learn more about the program and how it can be of assistance to these localities, and entities located within these localities, and how funding can benefit this portion of the WPPD Region. Staff has and will continue to attend How to Apply workshops and provide technical assistance in the development of grant applications to ARC. PDC staff has worked with a number of entities located in Martinsville who have submitted applications, including the New College Foundation, GenEdge Alliance, Patrick Henry Community College, the Artisan Center of Virginia, and the College of Henricopolis School of Medicine/ICSM. PDC staff assisted each entity in putting together the grant applications. It was announced in early February that four of the five applications were awarded funding. The PDC staff continues to notify the eligible localities about various ARC programs and grant opportunities, as they become available.  Enterprise Zone Designation DHCD has announced that four Virginia Enterprise Zone (VEZ) designations are due to expire at the end of this year. Designations will be reassigned on January 1, 2014. The application process is open to all cities and counties; however, the program is targeted towards economically-distressed localities. The PDC will assist City staff with its Enterprise Zones, including a possible new Enterprise Zone or revised Enterprise Zone Boundary, as well as Enterprise Zone mapping efforts. The next how-to-apply workshops will be held in early March and will be attended by PDC staff.  State-mandated Multi-jurisdictional Hazard Mitigation Plan PDC staff completed the five-year update of the Multi-jurisdictional Hazard Mitigation Plan with City staff and other members of the Hazard Mitigation Project Management Team in conjunction with Dewberry. The City of Martinsville approved the Multi-jurisdictional Hazard Mitigation Plan in November 2011, enabling the City to continue to qualify for Virginia Department of Emergency Management (VDEM) and Federal Emergency Management Agency (FEMA) grant funds. PDC staff has been following VDEM and FEMA grant fund opportunities, and have forwarded these to City Administration and staff. PDC staff is available, as requested, to technically assist in VDEM and FEMA grant writing. Additionally, VDEM is requiring an annual report to be submitted by January 31 on the progress of the implementation of their Mitigation action plans. The annual report includes correction action plans if needed based upon evaluation criteria set by the working group. PDC staff developed evaluation criteria, and pulled the Project Management Team together in November 2012. This included City staff, to provide annual progress reports from each locality. The reports were consolidated by WPPDC and shared with the Virginia Department of Emergency Management in January 2013. 2  Assistance with Transit Service The PDC staff has continued to be available to Martinsville-Henry County, the VA Department of Rail and Public Transportation (VDRPT), RADAR, and others with regard to mapping changes in transit routes, as well as conducting a demographic analysis along the existing RADAR bus lines. In Fall 2012, PDC conducted a demographic analysis utilizing the 2010 Census figures; and then in February 2012 conducted an additional analysis utilizing 2007-2011 American Community Survey (ACS) data. Technical assistance continues to be provided as requested. These efforts are being supported by grant funds from the Virginia Department of Rail and Public Transportation and Virginia Department of Transportation. PDC staff continues to be available to assist the Transportation Task Force formed by the Southern Area Agency on Aging as part of its Community Health Strategic Plan funded by the Harvest Foundation. This taskforce also has representatives from several other organizations, including staff from the City of Martinsville and Henry County. In addition, PDC staff attends VDRPT meetings to participate in the five-year update of the Region’s Coordinated Human Services Mobility (CHSM) Plan in conjunction with various human service agencies that serve Martinsville residents. The CHSM Plan helps the City maintain its eligibility for VDRPT grant funds. PDC staff submitted a letter to local legislators to express opposition to Amendment 37, which sought to reduce funding to the Southern Area Agency on Aging.  Continue to provide general mapping assistance as requested and provided in the past. o Current mapping activities include mapping of the Arts and Cultural District and Wayfinding Signage System.  Continued efforts to maintain updated City Street Map in conjunction with the Chamber of Commerce.  Other Activities: o The PDC’s Executive Director and Deputy Director have been participants on the Strategic Planning Committee for the improvement of Uptown Martinsville that is being conducted in conjunction with the VA Department of Housing and Community Development and City staff utilizing a Community Development Block Grant. o The PDC’s Executive Director and Deputy Director are on the New College Institute (NCI) Planning Grant Management Team which is underway and funded through the VA Department of Housing and Community Development. o The PDC provided technical assistance to the West Piedmont Workforce Investment Board in developing its application to the VA Department of Housing and Community Development for the Building Collaborative Communities Grant focused on building capacity for Entrepreneurship Development through Education and Public Awareness. The PDC’s Executive Director will be providing in-kind staff hours as a match to the funds awarded for facilitation and grant management assistance. o The PDC’s staff has provided technical assistance to City staff in reviewing and providing feedback on the City’s proposed wayfinding signage system. PDC staff serves on the City’s Wayfinding Sub-Committee and has reviewed signage locations with City Staff. The PDC’s Executive Director served on the review panel to select the firm for installation of the wayfinding signage. o PDC staff continues to provide technical assistance to the Southern Virginia Regional Alliance such as monthly unemployment data from VEC for the SVRA region, including Martinsville. o PDC staff prepared Market Profiles around each of the Martinsville-Henry County industrial parks using the ESRI Community Analyst Software. o PDC staff has initiated efforts for the five-year update of the Virginia Outdoors Plan in conjunction with the Virginia Department of Conservation and Recreation in Fall 2012, and has 3  reviewed the draft chapter for the WPPD and provided feedback and mapping assistance to DCR. The 2013 Plan updated is anticipated to be released mid-2013. 2. ORGANIZATIONAL COLLABORATION Describe collaboration efforts with other organizations  The PDC has continued to work with the City Staff and various agencies and organizations in the area, state and federal agencies, and the private sector to complete the projects listed above. The PDC is making great efforts and strides in making contacts and building relationships with various state, regional, and local agencies to promote collaboration in the region. In addition, the PDC strives to maintain flexibility to provide a high level of service to meet the City’s needs on an ongoing basis. Two of the City’s five Council members, as well as an appointed citizen representative from the City, serve on the WPPDC Board of Commissioners.  The PDC continues to work with VDRPT and attends Regional CHSM meetings three times a year in order that programs in the region may continue to qualify for these grant programs.  The PDC is a U.S. Department of Commerce, Economic Development Administration, designated Economic Development District. As such, the PDC coordinates closely with the Regional EDA staff in the Philadelphia Regional Office. The PDC develops a regional Comprehensive Economic Development Strategy annually to maintain the eligibility of the region’s localities to receive EDA grant funds.  PDC staff provided mapping and technical assistance to the City, in conjunction with PHCC and the Artisans Center of Virginia, with submission of a National Endowment for the Arts application in the amount of $75,000 through the Our Town grant program. The application funding would be supplemented with $206,416 in cash and in-kind contributions, of which $115,750 is from the City’s Wayfinding project. The total project cost is an estimated $281,416 and will assist in the development and implementation of the Martinsville Arts and Cultural District Planning Initiative. This initiative will include asset inventory and mapping of the Arts and Cultural businesses, organization, and creatives that will eventually assist in development of a connected Artisan Trail; economic surveys of participants; creation of an Arts Incubator Program; and quarterly Creative and Cultural Community Conversation meetings to build the network and identify core needs and pathways to meet those needs. This project closely correlates with the Artisans Center of Virginia project to develop and market the Henry County Artisan Trail with the City of Martinsville. The Martinsville Arts and Cultural District will be the core of the trail that will grow and cultivate the District, as well as promote the Creative Community, boost entrepreneurial efforts, and enhance tourism to help transform the local economy and encourage economic growth.  The PDC serves as a State Data Affiliate Center and works closely with the Census Bureau. The PDC also collaborates with the VA Employment Commission and the Weldon Cooper Center for Public Service on matters related to economics and demographics.  The PDC, working with local government managers and transportation planning staff, compiled a list of current and future priority transportation projects for each member locality. PDC staff attended the October 26th Commonwealth Transportation Board meeting in Christiansburg, VA regarding the Six Year Improvement Program and presented the list of local priority projects, as well as projects of regional significance.  The PDC staff continues to work with the VDOT Salem District Planning Engineer and City staff to review any new priority transportation projects within the City, both those that are identified in the 2035 4  Regional Rural Long-Range Transportation Plan and those that the PDC staff has presented to the Commonwealth Transportation Board at its annual Six-Year Improvement Plan meetings.  The PDC staff will continue to coordinate the Regional Hazard Mitigation Plan annual report, and will pull the Project Management Team together, including City staff, to provide annual progress reports from each locality. The reports will be consolidated by WPPDC and shared with the Virginia Department of Emergency Management.  The PDC staff continues to work with the Virginia Department of Housing and Community Development, and provides assistance to DHCD with the Community Development Block Grant Program for the prioritization of local government projects annually. This mission is conducted in February and March of each year.  The PDC staff provided technical assistance to the New College Institute for an EDA Grant application in the amount of $1.75 million for “Building on Baldwin” project. The grant is pending. 3. TIMETABLE, OUTCOMES, and MEASUREMENT PROCESS Describe what outcomes for the project(s) are expected during next quarter and how progress will be measured:  The PDC staff will begin development of the 2014 annual update of the Comprehensive Economic Development Strategy, following adoption of the 2013 update in March 2013. The CEDS Strategy Committee will begin meeting in early fall 2013, to assist in the CEDS development. This is an ongoing process throughout the year which includes statistical updates and assistance to localities in developing project priority lists for inclusion in the plan. EDA requires PDCs/EDDs to provide semi-annual performance measures reports.  Continue assistance with transit service opportunities for the City in conjunction with the VA Department of Rail and Public Transportation.  The PDC website and statistical information continues to be updated on an ongoing basis throughout the fiscal year, as new data is released by the VEC, Census Bureau, Weldon Cooper Center for Public Service, and other agencies. The PDC will have a newly revamped website mid-2013.  Continue to support the City’s planning efforts in conjunction with the Appalachian Regional Commission (PDC staff continues to work with the City staff to identify potential applications during the upcoming fiscal year for eligible projects in the area; projects/grant applications will be submitted in September 2013).  Continue to provide technical assistance on any future grant applications, as requested.  Provide assistance to VA Department of Rail and Public Transportation in the development of the Coordinated Human Services Mobility Plan, and in meeting its requirements. The PDC will continue to meet with the human service providers from across the region three times a year, as required by VDRPT to maintain eligibility for potential grant funds.  Continue to work with the VDOT Salem District Planning Engineer and City staff to review any new priority transportation projects within the City, both those that are identified in the 2035 Regional Rural Long-Range Transportation Plan and those that the PDC staff has presented to the Commonwealth Transportation Board at its annual Six-Year Improvement Plan meetings.  Assistance with available 2010 Census and 2007-2011 American Community Survey (ACS) (updating mapping and demographics used by public and private sectors).  All other activities will be ongoing, as requested by the City or other member localities. 5 The PDC maintains an annual strategy statement and work program which is developed by the end of each fiscal year. In January of each year, PDC staff develops a report of activities undertaken on behalf of each locality and submits it to each local government administrator, along with a list of potential projects for the upcoming fiscal year. Each administrator is requested to review the list of proposed projects and provide input on additional projects with which the locality may need assistance during the next fiscal year. The PDC’s goal is to maintain flexibility to assist local governments with ongoing work program activities while being able to assist with unforeseen work activities (i.e., state mandates such as the Regional Water Supply Plan) which may arise during the fiscal year. 6  Semi Annual Report to City Council FY13 P. O. Box 1112 Martinsville, VA 24114 Phone 276-403-5182 FAX 276-403-5280 Date: March 1, 2013 Completed form due in City Manager’s office on Sept. 1, 2012 and March 1, 2013) (FY13 funding contribution received FY13 $3,850) Organization Name: The Launch Place (former SBTC) Mailing Address: 300 Franklin Street, Suite 225 Martinsville, VA 24112 City of Martinsville Location: 300 Franklin Street, Suite 225, Martinsville, VA 24112 Contact Person for agency: Eva Doss, President/CEO Person filling out this form: Eva Doss, President/CEO Telephone: 276-403-5802 Fax: 276-638-2669 Contact E-Mail: EDoss@thelaunchplace.org 1. RELEVANCE TO CITY’S GOALS AND INITIATIVES Describe how the project(s) have advanced one or more of the city’s adopted initiatives. The city’s Goals & Initiatives may be downloaded at http://www.martinsville-va.gov/City-Council.html. The SBTC advanced the city’s adopted initiatives related to 1.) Educational Opportunities and Achievements, and 2.) Economic Vitality. - 1. The Launch Place is providing experiential learning opportunities through internships to local and regional university and college students majoring in business and related fields. The internships are exposing the students to real business problems and help them to apply their theoretical business knowledge in a real life business setting. Local and regional students are enhancing their business, communication and technical skills through first-hand exposure to real business problems. The internships may potentially result in student employments at The Launch Place client companies. - 2. As measures of Martinsville’s Economic Vitality, the following results are being achieved through The Launch Place’s business consulting projects: A) Enhanced or maintained prosperity for existing businesses measured by profitability and number of new or currently mainly retained employment at client businesses, B) Improved economic development of the region measured by business retention, number of new businesses attracted to the region, and overall economic impact of businesses as a group. 2. ORGANIZATIONAL COLLABORATION Describe collaboration efforts with other organizations The Launch Place created a wide network of affiliated and referral organizations, including agreements on mutually beneficial cooperation and direct client referrals with the regional economic development organizations, local colleges and universities, chambers of commerce, local banks and other key institutions 1 contributing to the overall economic development efforts Martinsville-Henry County and the Southside Virginia region. 3. TIMETABLE, OUTCOMES, and MEASUREMENT PROCESS Describe what outcomes for the project(s) are expected during next quarter and how progress will be measured The Launch Place’s cumulative actual results and the funding entities’ return on their original investment, such as Martinsville City’s FY 12-13 appropriation are presented below. The estimated number of citizens directly impacted by this project during the period of July 1, 2012 through December 31, 2013 is: Interns: 2 intern students/volunteers since July 1, 2012 Businesses: Delivered 3 tangible consulting projects and assisted/served through ad-hoc consulting and training an additional 8 companies. Partnering organizations: 9 partnering organizations Support industries: 2 insurance companies TOTAL POPULATION IMPACTED: The Launch Place provided business consulting assistance, training and client referrals to 23 entities in MHC (not including SBTC participation in regional projects). 2 Report Martinsville City To City Council Date: March, 2013 FY12 Funding: $15,000 Organization Name: Martinsville-Henry County SPCA Mailing Address: 132 Joseph Martin Highway, Martinsville, VA 24112 City Location: We serve all citizens of Martinsville Contact: Leslie Phillips Hervey, Executive Director Person Completing: Leslie Phillips Hervey, Executive Director Telephone: (276) 638-7297 FAX: (276) 638-0490 Contact Email: exec@spcamhc.org 1. RELEVANCE TO CITY’S GOALS AND INITIATIVES "Government 1. Ensure a government that is efficient, transparent, affordable and collaborative. Accreditation of Police Department - Continue close adherence to our State Accreditation requirements needed to remain an accredited agency." We work hand and glove with Martinsville City Animal Control to provide animal care and sheltering to homeless or lost animals. In addition we visit the Animal Care and Control facility on Saturday morning to help Martinsville City with their annual State Veterinarian review. The State Veterinarian required Martinsville City to have someone with animal health knowledge on the weekends. We help city police do their state mandated animal control duties. For the six months ending March 1 (September, October, November, December, January and February, 2013), the SPCA took in 214 animals from Martinsville citizens, 133 animals directly from Martinsville Animal Control, 60 turned in to us as strays and 11 from owner surrenders, for a total intake of 214 animals from Martinsville. Total animals adopted equals 472, transferred to North Shore Animal League is 737 and animals transferred to other rescue agencies 144 (for that six month period). In order to reduce the number of unwanted animals in our community, we offer a low cost spay/neuter program. For the same six month period, we have spay/neutered 998 animals. 2. ORGANIZATIONAL COLLABORATION We now work with Dr. Eric Lorens of the Pet Clinic of Rocky Mount to provide low cost spay/neuter services to our citizens. There are two agencies serving the animals and citizens of Martinsville, Martinsville Animal Care and Control and the SPCA. The SPCA also works with Henry County Animal Control. All three agencies collaborate on a daily basis to keep animals alive as long as possible. . 3. TIMETABLE, OUTCOMES AND MEASUREMENT PROCESS Every year we make a sizable dent in our animal overpopulation problem. Through the combined efforts of the Martinsville Animal Care and Control, the Henry County Animal Care and Control and the SPCA, the euthanasia rate for our whole community has decreased from 73% in 2003 to 18 % in 2012. Through an aggressive adoption program, an accessible low cost spay/neuter program and humane education, the SPCA has a goal of making the whole community “no-kill” by the year 2015. (“No-Kill means not euthanizing healthy, adoptable animals). In 2003, this area euthanized 3 out of 4 animals our three agencies acquired. In 2012, 4 out of 5 lived!  Semi Annual Report to City Council FY13 P. O. Box 1112 Martinsville, VA 24114 Phone 276-403-5182 FAX 276-403-5280 Date__March 1, 2013___________________ (Completed form due in City Manager’s office on Sept. 1, 2012 and March 1, 2013) (FY13 funding contribution received $__$5,220) Organization Name_ FOCUS On Youth Mailing Address P. O. Box 1164/ Martinsville, VA 24114 ____________________________________________________________________________________ City of Martinsville Location_22 East Church Street, Suite 324/Martinsville, VA 24112 Contact Person for agency _Mable L Finney (Executive Director) Person filling out this form Mable L Finney __________________________________________ Telephone__276-403-5691___Fax__276-638-2669 Contact E-Mail__mfinney@foycasamhc.org 1. RELEVANCE TO CITY’S GOALS AND INITIATIVES Describe how the project(s) have advanced one or more of the city’s adopted initiatives. The city’s Goals & Initiatives may be downloaded at http://www.martinsville-va.gov/City-Council.html. FOCUS On Youth continues to support the city’s Goals and Initiatives through its programs associated with our primary area of service CASA (Court Appointed Special Advocates). FOCUS centers its efforts on the safety of the children in the City of Martinsville. At every opportunity, the organization is seeking to educate parents and leaders about the need for safe permanent homes for the children in this community. Second, efforts are being made to minimize the number of computer crimes that may lead to gang related activities. Over the course of the last six months, the board of directors, staff and volunteers spent numerous hours sharing the mission and objectives of the agency. In doing so, FOCUS will enhance its large volunteer base to advocate on behalf of children in the City of Martinsville. Well-trained volunteers aid in keeping administrative costs down for the organization while giving countless hours serving (at the discretion of the judge) the city juvenile and domestic court. 1 Since the September 2012 report the agency served 17 children and 10 family groups in the City of Martinsville through the court systems. In addition, referral services were provided to the families of these children when applicable. Volunteers provided 72 hours of advocacy to these groups and had 48 court contacts. Volunteers receive top notch training in areas such as diversity, tolerance, community allied professional services, family justice services and leadership. The actions taken by theses volunteers insure the safety and permanency of children in our community. Volunteer opportunities are available to all segments of the community and are a way for individuals to grow personally and professionally. Six new volunteers were sworn in on January 2, 2013. Currently, there are five new volunteers in training. During this time frame, The Shoplifting Diversion Program served approximately six first time offenders. These juveniles attend a one to two hour class depending on age to gain a better understanding of how crime damages their lives and the residual effects on the local economy as well as how their families and other residents pay for their actions. This program saves the taxpayers from absorbing the costs of an over-burdened juvenile court system. 2. ORGANIZATIONAL COLLABORATION Describe collaboration efforts with other organizations FOCUS On Youth collaborates with a number of agencies in Martinsville and Henry County. Recently, FOCUS became partners with Liberty University through their Internship Program. The collaboration will allow interns to work in the social services arena using their skills, talents and creativity to enhance the programs offered by the agency. The Martinsville Exchange Club is collaborated with FOCUS on the My Stuff Bags project. FOCUS provided four bags MY Stuff Bags to children entering foster care through Henry-Martinsville Department of Social Services and children at Citizens Against Family Violence. Bags are available to the Salvation Army for fire displacements. Children that are suddenly taken from their homes will receive one of the bags filled with personal toiletries and other items. Church missionaries and other citizens have contributed toiletries, hygiene products, books, bed throws and other products to enhance the bags. The collaboration with the Exchange Club include activities throughout the month of April - Child Abuse Prevention Month and are review other ways to enhance our relationship annually. FOCUS continues its relationship with the Henry –Martinsville Department of Social Services, Court Services Unit, Probation and Parole, CONTACT, United Way, Citizens Against Family Violence, , For the Children, Martinsville City Police and the Henry County Sheriff’s Office as well as Piedmont Community Services. 2 3. TIMETABLE, OUTCOMES, and MEASUREMENT PROCESS Describe what outcomes for the project(s) are expected during next quarter and how progress will be measured During the next quarter, the agency plans to hold its second annual training of 6-10 new volunteers each completing the 35 hours of training. After all background reports are received these volunteers will become sworn in as officers of the court ; 15 volunteers will complete 6 hours of the annual 12 hours training(sign in sheets/website access for training materials will be documented); the agency will serve 8 CASA cases using 16 CASA volunteers (number of documented cases in progress); Four children or more are expected to received shoplifting diversion this quarter. Next Quarter • Eight cases (new) assigned for next quarter • Two shoplifting classes will be held. • New CASA training tentatively scheduled for mid- September 2013. • Leaders for Diversity Project meeting scheduled to address the needs of all people in the area. • Review of agency Strategic Plan. 3