City Council

November 12, 2013 The regular meeting of the Council of the City of Martinsville, Virginia, was held on November 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, City Manager, Brenda Prillaman, Linda Conover, Eric Monday, Eddie Cassady, and Chris Morris. 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; and Hodge, aye, Turner, aye, Council convened in Closed Session, for the purpose of discussing the following matters: (A) A prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business’ or industry’s interest in locating or expanding its facilities in the community as authorized by Subsection 5. (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. 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 Sharon Brooks Hodge, seconded by Mark Stroud, with the following recorded 5-0 vote: Adkins, aye; Teague, aye; Stroud, aye; and Hodge, aye; Turner, aye, Council returned to Open Session. Action taken: A motion was made by Gene Teague, seconded by Sharon Brooks Hodge, with a 5-0 vote, to authorize the City Manager to execute the following covenant with the New College Foundation regarding the DHCD funds for development of Baldwin Block: November 12, 2013 Following the invocation by Mayor Kim Adkins and Pledge to the American Flag, the Mayor welcomed everyone to the meeting. She introduced Mr. Chris Collins from Senator Kaine’s office who gave a brief update on Commonwealth Crossing noting that the Senator supports the project and wants it to move forward. Mayor Adkins also noted that a banner giving information on jobs through the VEC will be scrolling on the MGTV screen throughout the meeting. Minutes: On a motion by Mark Stroud, seconded by Danny Turner, with a 5-0 vote, Council approved the minutes of the September 10, 2013 meeting. City Schools update on providing emergency medical serve at school athletic events: Chairman of Martinsville City School Board, Robert Williams, reported on current EMS services at school athletic functions and noted the schools will continue to evaluate procedures for appropriate responses. Council asked that the City Manager and School Superintendent further discuss options and costs for providing emergency medical care. Resolution approval regarding Uptown Paving Project: On a motion by Gene Teague, seconded by Danny Turner, with a 4-1 vote (Hodge voting nay), Council approved the required resolution for the Uptown Paving Project-Phase 1-Revenue Sharing Agreement with VDOT FY15: November 12, 2013 Council Member Hodge explained her nay vote was because taxpayers deserve to have their streets paved in their neighborhoods. Adoption of VDOT Six Year Improvement Program FY15-FY20: City Manager Leon Towarnicki briefed Council on the formal list of street construction priorities required annually for inclusion on VDOT’s Six-Year Improvement Program noting that previously, the City had designated repairs to the Commonwealth Boulevard Bridge as its top priority, with construction of the remaining leg of Liberty Street from Clearview Drive south to Commonwealth Boulevard as its second priority, followed by work along Fayette Street from Pine Hall Road west to the Norfolk and Western Railroad underpass. On a motion by Gene Teague, seconded by Mark Stroud, with a 5-0 vote, Council approved the following list for FY15-FY20: 1.Reconstruction of the Commonwealth Boulevard Bridge over the Norfolk Southern Railway, Structure #1803. 2.Complete the remaining leg of the Liberty Street (Route 174) improvement project consisting of improvements to Liberty Street from Clearview Drive south to Commonwealth Boulevard; Specific Projects as identified in the 2035 Rural Long-Range Transportation Plan VA 174 from North York Street to North Longview Street Short-term widen to five lanes. CURRENTLY UNDER CONSTRUCTION 3.Widen and realign the section of Fayette Street (Route 57) from Pine Hall Road west to the Norfolk and Western Railroad underpass including curb, gutter, and sidewalk. Also, as a second phase, replace the Norfolk and Western Railroad underpass and widen and realign the section of Fayette Street (Route 57) from the Norfolk and Western Railroad underpass to the corporate limits including curb, gutter, and sidewalk. Specific Projects as identified in the 2035 Rural Long-Range Transportation Plan Fayette Street under Norfolk Southern Railroad Long-term widen to four lane facility and replace underpass. Specific Project as identified in the 2020 Martinsville-Henry County Small Area Urban Transportation Plan Fayette Street under Norfolk Southern Railroad Long-term widen to four lane facility and replace underpass. 4.Endorsement for the Interstate 73 project. Specific Projects as identified in the 2035 Rural Long-Range Transportation Plan I-73 from North Carolina State Limit to Franklin County Limit (Henry County) Long-term construct new facility, four lanes with median. Priority 1-Completion of I-73 from the Patriot Centre to the North Carolina State Limit. Priority 2- Completion of I-73 from the Patriot Centre to the Franklin County Limit. I-73 from VA 40 to VA 635 (Franklin County) Priority 3- Long-term construction new facility, four lanes with median. 5.Endorsement for completion of U.S. Route 58 westward to its intersection with Interstate 77. Specific Projects as identified in the 2035 Rural Long-Range Transportation Plan US 58 / US 220 at bridge over Smith River Mid-term replace westbound direction with two lane structure. US 58 West at VA 684 (Carver Road) Mid-term implement access management to clearly define access points to gas station along US 58 and VA 684. Continue to monitor intersection for impact of rumble strips along westbound approach. Consider signalization, when warranted, to provide gaps for Carver Rd and Friendly Church Rd traffic. Long-term lower roadway profile of westbound approach. US 58 from Floyd County Limit to VA 600 (Patrick County) Long-term widen to four lanes with median. US 58 from East US 58 Bypass to West US 58 Business (Patrick County) Long-term widen to four lanes with median. US 58 Business at US 58 Bypass (Jeb Stuart Bypass) (Patrick County) Short-term relocate stop control on southbound approach of the connector road from US 58 Bypass to US 58 Business (Jeb Stuart Highway). Long-term reconstruct intersection to improve connectivity. US 58 from West Ramps Blue Ridge Parkway to East US 58 Bypass (Patrick County) Long-term widen to four lanes with median. November 12, 2013 Finance Report: Finance Director Linda Conover gave the following finance report which was approved on a motion by Gene Teague, seconded by Sharon Brooks Hodge, with a 5-0 vote: FY13 – Year End Revenues & Expenditures; Combined Balance Sheet; Projected Fund Balance With the final audit review about 99% complete, FY13 is all but officially closed. The attached reports reflect these figures, which are not expected to change. Exclusive of School and Special Revenue funds, actual revenues were $58,965,447, representing 98.3% of the receipts anticipated of $59,957,500. Included in those receipts, Local Sales/Use Taxes received from the Commonwealth were $1,886,892.41, which was 99.4% of what was anticipated during the FY14 budget process. Utility Fund revenue receipts averaged 97.5% of anticipated amounts for the year. At year’s end, actual expenditures were $64,390,585, representing 93.3% of amounts anticipated during the FY14 budget process. This occurred due in part to lower fuel costs and incomplete projects. These projects should be completed with re-appropriated funds as proposed this evening. At the end of FY13 total combined fund balance is $21,126,274 a decrease from FY12 of $5,646,236. The unassigned Fund Balance is $3,939,301 for non-utility funds and $10,467,030 for utility funds, for a total of $14,406,331. Adjusted for proposed re-appropriations not already designated as non-spendable, restricted, committed or assigned, unassigned non-utility funds are $3,049,036, and utility funds are $10,354,118. All City funds in the Central Depository Account at June 30th were $15,989,344.26. Staff report on cash reserve policies: Finance Director Linda Conover briefed Council on the recommended Cash Reserve Policies for Electric, Water and Sewer Funds. To help ensure financial stability, timely completion of capital improvements, and enable the utilities to meet requirements for large unexpected expenditures, a minimum cash reserve policy should be established. While minimum cash reserves attempt to quantify the minimum amount of cash the utility should keep in reserve, the actual cash reserves may vary substantially above the minimum and is dependent upon several risk factors for the utility. Cash reserve policies and guidelines are established to ensure that enough cash exists for timely payment of bills; both short- and long-term financial health of the individual utilities; stable rates for customers; ability to fund unanticipated cost contingencies; and identifying the amount and timing of future bond issues. Adopting a cash reserve policy meets a significant factor for bond rating agencies. After discussion, Council asked that Cash Reserve Policies be prepared for the Refuse Fund and MINET Fund for Council consideration in order for Council to have a Comprehensive Fund Balance and Cash Reserve Policy in place going into budget preparations. Consent Agenda: On a motion by Gene Teague, seconded by Mark Stroud, with a 5-0 vote, Council approved the FY14 Budget with re-appropriation of FY13 funds and the regular monthly FY14 consent agenda: November 12, 2013 BUDGET ADDITIONS FOR 11/12/13 FY14 General Fund: 01101918 443403 State Grants - Local Emer Mngmt Program Grant 7,500 01334122 506131 Safety - LEMP Grant Supplies 7,500 Local Emergency Management Program Grant 01100908 480420 Misc. Revenue - Donations-Sr. Citizens 100 01714212 506016 Senior Citizens - Program Supplies 100 Donation for Holiday Tea Program 01100909 490801 Recovered Costs - Senior Citizens 3,023 01714212 501300 Senior Citizens - Part-time Wages 1,944 01714212 502100 Senior Citizens - Social Security 120 01714212 502110 Senior Citizens - Medicare 28 01714212 506049 Senior Citizens - Vehicle Fuels 931 Transportation Grant - July through September 01101918 443312 4,360 01311085 506082 Police Dept - Byrne/JAG Grant Expenses 4,360 Grant funds 01101917 442810 Categorical Other - State - Highway Projects 155,206 01413151 508220 Thorofare Construction - Physical Plant Expansion 155,206 November 12, 2013 Reimbursement-Liberty St Project 01101918 443156 State Grants - VDEQ - Environmental Assessments 15,300 01812242 503143 Miscellaneous Expense - Environmental Evaluations 15,300 Brownfield Restoration - VBAF-12 01100909 490104 Advance/Recovered Costs 7,792 01812245 506833 Uptown Master Plan - Supplies-North Lawn 7,792 Reinvestment of gateway refund 1101917 442402 Categorical Other State - Confiscated Assets - C Atty 138 1221082 506105 Comm Atty - Conf Assets State 138 1101917 442401 Categorical Other State - Confiscated Assets - Police 399 1311085 506078 Police Dept - Conf Assets State 399 Asset Forfeiture Proceeds Total General Fund: 193,818 193,818 School Federal Grants Fund: 20102926 401038 Title I 1,047,796 86011100 561120 Instructional S&W 316,776 86011100 561151 Instructional S&W Aides 180,900 86011100 562100 Social Security 38,072 86011100 562210 Retirement 63,553 86011100 562300 Insurance 67,402 86011100 562400 Life Insurance 5,922 86011100 562520 Disability 592 86011100 563000 Purchased Services 147,010 86011100 565503 Travel 50,000 86011100 566013 Materials & Supplies 141,384 86012160 561120 Admin S &W 27,234 86012160 562100 Social Security 2,083 86012160 562210 Retirement 3,478 86012160 562300 Insurance 3,044 86012160 562400 Life Insurance 324 86012160 562520 Disability 21 20102926 436738 Title IIA 120,654 86111100 561120 Instructional S & W 43,599 86111100 562100 Social Security 3,335 86111100 562210 Retirement 5,568 86111100 562400 Life Insurance 519 86111100 563000 Purchased Services 62,560 86111100 562300 Health Insurance 5,074 20102926 436583 Title III 10,349 86311100 563000 Purchased Services 800 86311100 565503 Travel 1,298 86311100 566013 Materials & Supplies 8,251 20102926 435838 Title VI Rural Ed 40,027 86411310 561120 Instructional S & W 20,000 86411310 562150 Social Security 1,586 86411310 563000 Purchased Services 18,441 20102926 417338 Title VIB IDEA Pre School 5,702 86611100 561120 Instructional S&W 5,000 86611100 562100 Social Security 310 86611100 562150 Medicare 73 86611100 566013 Materials & Supplies 319 20102926 402738 Title VIB Flow Through 500,131 86511100 561120 Instructional S&W 147,307 86511100 561151 Instructional S&W Aides 209,176 86511100 562100 Social Security 22,102 86511100 562150 Medicare 5,169 86511100 562210 Retirement 41,566 86511100 562300 Insurance 40,592 86511100 562400 Life Insurance 4,242 86511100 562520 Disability 452 86511100 562750 retirement Credit 3,957 86511100 563140 Purchased Services 19,000 86511100 565503 Travel 1,000 86511100 566013 Materials & Supplies 5,568 20102926 428738 21st Century Community Learning 160,000 86901100 563000 Purchased Services 130,880 86901100 565503 Travel 10,580 86901100 565240 Communications 1,200 86901100 566000 Supplies 17,340 Total School Federal Grants Fund: 1,884,659 1,884,659 School Fund: 18102926 404838 Perkins Voc Ed 54,180 73101100 563000 Purchased Services 1,000 November 12, 2013 73101100 565503 Travel 11,000 73101100 566000 Materials 42,180 Total School Fund: 54,180 54,180 Discussion of 2014 Legislative Agenda: Council reviewed the previous year’s City Legislative Agenda and discussed additions and deletions. City Attoirney Eric Monday will prepare a draft with Council’s suggestions from tonight’s meeting for final approval at the November 26, 2013 Council meeting. Business from the Floor: Ronnie Durand, 106 Sherwood Place, expressed concerns about billing procedures in Commission of Revenue’s office regarding property he owns. Chad Martin thanked Council for their follow up on the concerns with Mrs. White’s issues. Council comments: Teague-condolences to Brock family; Stroud-reported he served on committee for VA Department of Emergency Services. City Manager comments: Mr. Towarnicki commended the Fire Department Honor Guard for their professionalism during services for the late Chief Jerry Brock There being no further business, the meeting adjourned at 9:10 pm. _______________________________ __________________________ Brenda Prillaman Kim Adkins Clerk of Council Mayor