City Council
Regular MeetingMartinsville, VA · March 11, 2014
Minutes
March 25, 2014
The regular meeting of the Council of the City of Martinsville, Virginia, was held on March 25, 2014, 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, Sharon
Brooks Hodge, Mark Stroud and Danny Turner. Staff present included: Leon Towarnicki, City Manager,
Eric Monday, Eddie Cassady, Wayne Knox, Dennis Bowles, Cindy Barbour and Linda Conover.
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 Sharon Brooks Hodge, with the following 5-0 recorded vote: Adkins, aye; Teague,
aye; Hodge, aye; Stroud, aye; and Turner, aye, Council convened in Closed Session, for the purpose of
discussing the following matter: (A) The condition, acquisition, use or disposition of real property as
authorized by Subsection 3. 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 Mark Stroud, seconded by Sharon Brooks
Hodge, with the following recorded 5-0 vote: Adkins, aye; Teague, aye; Hodge, aye; Stroud, aye; and Turner,
aye, Council returned to Open Session.
Following the invocation by Council Member Stroud and Pledge to the American Flag, the Mayor
welcomed everyone to the meeting and announced an agenda change as the update from the Farmers Market
is to be rescheduled.
Proclamation-Raymond Carr-Electoral Board: Mayor Adkins presented a proclamation to Raymond
Carr in honor of his service on the City Electoral Board.
Proclamation Child Abuse Prevention Month: Mayor Adkins presented a proclamation to the
Exchange Club recognizing Child Abuse Prevention Month.
Proclamation Sexual Assault Awareness Month-Mayor Adkins presented a proclamation to Citizens
Against Family Violence recognizing Sexual Assault Awareness Month.
Adopt resolution recognizing M-HC Chamber of Commerce: At its March Board meeting, the United
States Chamber of Commerce awarded the Martinsville-Henry County Chamber of Commerce with a 5- Star
Accreditation for its sound policies, effective organizational procedures, and positive impact on the
community. Accreditation with the U.S. Chamber of Commerce is a prestigious honor that distinguishes the
high quality, expertise, and strong leadership displayed by accredited state and local chambers of commerce.
To receive accreditation, a chamber must demonstrate quality programs, clear organizational procedures, and
effective communications by meeting minimum standards in its operations and programs, including areas of
governance, government affairs, and technology. The M-HC Chamber was one of nine chambers receiving
national accreditation at the meeting, and only one of six receiving the 5-Star designation. Local and regional
chambers are rated as “Accredited”, or “Accredited with 3, 4, or 5 Stars”. The M-HC Chamber is also only one
of only five chambers in Virginia to earn this distinction and accredited chambers represent the top 3 percent
of all chambers nationally. On a motion by Gene Teague, seconded by Danny Turner, with a 5-0 vote, Council
adopted the following resolution recognizing the Chamber of Commerce:
WHEREAS, the Martinsville-Henry County Chamber of Commerce was founded in 1959 and is located at 115 Broad Street in
Martinsville, VA to serve Martinsville and Henry County businesses; and
WHEREAS, the Martinsville-Henry County Chamber of Commerce programs are designed to encourage a strong local economy by
creating an environment where businesses thrive and community and commerce work together for the future of Martinsville-Henry
County; and
March 25, 2014
WHEREAS, the Martinsville-Henry County Chamber of Commerce acts as a voice for businesses in the region while also providing
opportunities for networking, collaboration, and increased community exposure; and
WHEREAS, at its March Board meeting, the United States Chamber of Commerce awarded a prestigious 5-Star Accreditation to the
Martinsville-Henry County Chamber of Commerce for its sound policies, effective organizational procedures, and positive impact on the
community; and
WHEREAS, this 5-Star Accreditation distinguishes the high quality, expertise, and strong leadership displayed by a chamber of
commerce and the Martinsville-Henry County Chamber of Commerce is only one of the only five chambers in VA to earn this distinction
and represents the top 3 percent of all chambers nationally;
NOW, THEREFORE BE IT RESOLVED, on this 25th day of March, 2014, the Martinsville City Council does hereby commend the
leadership of the Martinsville-Henry County Chamber of Commerce on this outstanding achievement and commends the diligent work of
the Chamber staff and many community volunteers in providing programs benefiting the local economy and positively influencing the
entire community.
Conduct public hearing on Northside Neighborhood Revitalization Project: Wayne Knox briefed
Council on the Northside Neighborhood Revitalization Project noting that a requirement of the application
process is to conduct a public hearing regarding the proposed neighborhood improvements which were
pointed out on maps provided to Council denoting housing characteristics/conditions and estimated costs of
the improvements, both CDBG and in–kind. After Council discussion, Mayor Adkins opened the public
hearing and hearing no comments, the Mayor closed the public hearing. On a motion by Gene Teague,
seconded by Danny Turner, with a 5-0 vote, Council adopted the following resolution authorizing City
Administration to submit an application to the Department of Housing & Community Development for a
Comprehensive Improvement Grant for the Northside Neighborhood:
WHEREAS, the City of Martinsville has previously participated in the Small Cities Community Development Block Grant (CDBG)
program as administered by the Virginia Department of Housing Community Development (DHCD) in order to address the City’s priority
community development needs; and
WHEREAS, the City is eligible for and wishes to submit a 2014 Community Development Block Grant application for the
Northside Neighborhood Revitalization Project for a total of $943,904 in CDBG funds to VDHCD on or by March 26, 2014; and
WHEREAS, the City of Martinsville has prioritized revitalization of the Northside neighborhood as a continuation of the City’s
efforts to improve housing conditions for its residents; and
WHEREAS, the City applied for and received a CDBG Planning Grant in the amount of $30,0000 from DHCD to further
investigate needs, develop a proposed improvement program and budget, and identify additional funding resources to implement said
program; and
WHEREAS, the City conducted public meetings; formed a Project Management Team; completed a physical needs assessment of
the Project Area; conducted a Housing Occupancy Survey of the owner-occupants and tenant-occupants within the Northside
Neighborhood Project Area; and completed a Preliminary Engineering Report (PER) for improvements to the drainage infrastructure and
streets; and
WHEREAS, a Northside Neighborhood Revitalization Project for physical improvements has been developed by the City in
cooperation with property owners and related stakeholders pursuant to requirements for funding set forth by DHCD including a report on
the estimated housing rehabilitation costs within the final delineated project area; a preliminary Housing Rehabilitation Program Design;
and a Preliminary Engineering Report (PER) with cost estimates for improvements to the storm water infrastructure and streets in the
Project Area; and
WHEREAS, the Martinsville Redevelopment and Housing Authority will partner with the City on this project and adopt a
Conservation Area under Title 36, Code of Virginia, to expedite the acquisition of vacant properties in the Northside Neighborhood; and
WHEREAS, the proposed Housing Rehabilitation Program will provide benefit for ten (10) LMI owner-occupied housing units
(totaling eighteen persons) and the proposed Homeownership Creation Program will provide benefit to nine (9) households (totaling an
estimated twenty LMI persons) through the acquisition, rehabilitation, and resale of currently vacant units utilizing Neighborhood
Stabilization Program (NSP) funds and CDBG funds; and
WHEREAS, infrastructure improvements as identified in the PER will include improving storm drainage along Franklin Street
through the installation of drop inlets, curb and gutter, and storm drain piping; improving street surfaces for Dillard Street, Ruffin Street,
Franklin Street and Warren Court; and extending paved driveway access to houses along Dillard Street and Franklin Street; and
WHEREAS, the City of Martinsville has properly advertised and conducted public hearings on February 25, 2014 and March 25,
2014 which addressed the CDBG program and the CDBG project application, thereby meeting CDBG citizen participation requirements;
and WHEREAS, the residents and property owners in the Northside Neighborhood Project Area and the Management Team have
requested the City to proceed with resolving the problems identified in the Northside Neighborhood Project Area and in securing
necessary funding to carry out the Northside Neighborhood Revitalization Project.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Martinsville, Virginia that:
1. The City of Martinsville wishes to apply for a 2014 CDBG Community Improvement Grant in the amount of $943,904
for the Northside Neighborhood Revitalization Project; and hereby commits $233,000 of City funds for the installation of 650 lf of storm
drain, five (5) junction manholes, 2,750 lf of curb and gutter, and two (2) drop inlets; and the resurfacing of Franklin Street, Ruffin Street,
and Warren Court within the project area boundaries; for a total project cost of $1,176,904.
2. The City hereby authorizes the City Manager, the City’s chief administrative official, to execute and file all appropriate
documents necessary for submission of the City of Martinsville’s 2014 Community Development Block Grant application on or before
March 26, 2014 and to provide such additional information as may be required by the Virginia Department of Housing and Community
Development.
City Council recessed and reconvened as Martinsville Redevelopment & Housing Authority to conduct
public comment period on possible transfer of Housing Choice Program: Wayne Knox briefed Council on the
March 25, 2014
possible transfer of the administration of the Housing Choice Voucher Program. The Housing Choice Voucher
Program, aka Section 8 Rental Assistance, dates back to 1970’s and has always fulfilled a great need in
Martinsville-Henry County and at one time covered Patrick County. The program began as a conduit of
federal funds through the Virginia Housing Development Authority and around 2003 started going directly to
HUD. As time moved on and regulations changed, the cost of administering the program has increased and
varying funding formulas followed causing an operating deficit or at times, just barely breaking even. As one
of the cost–cutting actions, we have reached out to a neighboring public housing authority, Danville
Redevelopment & Housing Authority, for help. As per HUD regulations, the transferring of program
administration can only be accomplished with another public housing authority. The closest one adjacent to
us is DRHA. With the approval of City Council sitting as the Martinsville Redevelopment and Housing
Authority, the first step in the approval process from HUD will begin. The board of directors for the Danville
Redevelopment & Housing Authority must also officially approve such a transfer. After discussion period,
Housing Authority Chairman Adkins opened the public comment period. No public comments were made and
the comment period was closed. On a motion by Gene Teague, seconded by Mark Stroud, with the following
recorded vote Adkins, aye; Teague, aye; Hodge, aye; Stroud, aye; and Turner, aye, the Authority approved the
following resolution authorizing staff to submit the necessary document, along with Danville Redevelopment &
Housing Authority’s paperwork to HUD for transferring the administration of the Housing Choice Voucher
Program to DRHA:
Martinsville Redevelopment & Housing Authority adjourned and Martinsville City Council re-convened.
Presentation on impact of seasonal power costs: Dennis Bowles presented information to Council
regarding the City’s purchased power bill which includes all power customers’ usage.
March 25, 2014
March 25, 2014
Mr. Bowles pointed out power costs are more than current rates will cover and were primarily driven by the
January power bill and the last three months outdoor temperatures. There was lengthy Council discussion on
power rates and having a diversified strategy. Staff recommended a power cost adjustment increase from the
current .0068 cents to .01215 cents per kWh effective April 1, 2014. A motion was made by Council Member
Turner to join with Danville and Bedford in requesting an itemized bill and a complete AMP audit through the
Attorney General. The motion died for lack of a second.
A motion was made by Gene Teague, seconded by Sharon Brooks Hodge, with a 4-1 vote (Council
Member Turner-nay), to approve the PCA (power cost adjustment) of 5.07% for 1,000 kWh to be reflected on
bills rendered on or after May 1, 2014. The present PCA will increase from .0068 cents to .01215 cents per
kWh, effective May 1, 2014. Mr. Bowles also pointed out that the rate stabilization fund needs future Council
action by a resolution to terminate the fund.
Set public hearing regarding Zoning Ordinance: Wayne Knox briefed Council on zoning ordinance
amendments. Community Development has received inquiries from potential business owners regarding
newer uses of land than the City’s Zoning Ordinance currently allows. One example is potentially operating a
hydroponic facility within the City. At present, the City of Martinsville’s Zoning Ordinance is a permissive
ordinance, meaning if a specific land use is not explicitly listed as permitted by right or by special use permit
in the individual district, then it is not allowed. The Zoning Ordinance is currently being reviewed in its
entirety as part of the update budgeted for FY14 and FY15. A major goal of the update is to be more flexible
with new businesses and new land uses. Staff submits the proposed amendment as a reasonable way to
accommodate new hybrid light/industrial commercial development in the interim prior to the adoption of the
new ordinance. The Planning Commission held a duly advertised public hearing on March 4, 2014. No one
spoke for or against the amendment during the public hearing and the Planning Commission voted
unanimously (7-0) to send this amendment to City Council for consideration. On a motion by Gene Teague,
March 25, 2014
seconded by Sharon Brooks Hodge, with a 5-0 vote, Council agreed to set the public hearing for April 22,
2014 regarding the proposed amendments to the Zoning Ordinance.
Hear Finance Report: Linda Conover, Finance Director, briefed Council with the following information:
FY14 – Revenues & Expenditures through Feb. 28, 2014; Combined Balance Sheet; Projected Fund Balance
Exclusive of School and Special Revenue funds, actual revenues were $38,058,521, representing 103.9% of
the anticipated $36,621,311 through the second quarter, ending February 28th. Receiving seven months
proceeds, Local Sales/Use Taxes collected through February 28th are ahead of anticipated by $20,925, for
total receipts of $1,129,385. Utility revenues were mixed with Refuse and Electric Funds’ receipts being
greater than anticipated, and MINet/Fiber Optic, Water, and Sewer Funds’ receipts being a little less than
anticipated. Actual expenditures were $42,382,816, which is greater than the anticipated amount by
$634,017. The “actual” figures include all outstanding encumbrances of $1,105,294. As of February 28th,
the current total combined Fund Balance and Net Position is $16,091,103, a decrease from FY13 of
$5,035,174. Available cash-on-hand February 28th for City Funds was $11,683,238. If all budgeted and
re-appropriated funds for FY14 are realized and expended, the year-end Fund Balance and Net Position is
projected to be $14,616,551 – a decrease from FY13 year-end of $6,509,726. Exclusive of Utility Funds and
based upon this projection, the unassigned Fund Balance would be $3,037,625, 9.4% of the budgeted
General Fund expenditures for FY14.
Approval of 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 3/25/2014
ORG OBJECT DESCRIPTION DEBIT CREDIT
FY14
General Fund:
01100909 490104 Advanced/Recovered Costs 501
01125046 503600 Finance Director - Advertising 501
Recovered Costs for Refunding Series advertising
01100909 490104 Advanced/Recovered Costs 500
01321102 501200 Fire Department - Overtime Wages 464
01321102 502100 Fire Department - Social Security 29
01321102 502110 Fire Department - Medicare 7
Reimbursement - Stuart Fire Dept.
01100909 490104 Advanced/Recovered Costs 50
01100908 480410 Donations - Fire Department 200
01321102 505500 Fire Department - Travel & Training 250
Reimbursement/Donation for Travel/Training
Total General Fund: 1,251 1,251
Refuse Fund:
09100908 482806 Miscellaneous - Renewable Energy Credits 80,628
09425302 508220 Landfill - Physical Plant Expansion 80,628
Funds realized from the production of power
Total Refuse Fund: 80,628 80,628
CDBG Fund:
47102926 447061 Categorical Federal - NCI Community Improvement Grant 485,962
47833380 503140 NCI - CIG - Prof. Service - Eng. & Arch. 10,000
47833380 503191 NIC - CIG - Contractors 475,962
Pass-through funding for New College
47103919 443136 Grant - Private - Phoenix Façade Grants 8,578
47823521 506325 Uptown - Phoenix Façade Program 8,578
Pass-through funding for Façade Program
47103919 443138 Grant - Private - Phoenix Paradise Planning Grant 387
47824284 503130 Paradise Planning Grant - Prof. Services-Mngmt Consult 387
Shared cost for Planning Grant
Total CDBG Fund: 494,927 494,927
March 25, 2014
Review outside agency semi annual reports: Copies of semi-annual reports submitted from outside
agencies that received FY14 funding were provided to Council for review and information.
Business from floor: Ural Harris, 217 Stuart St.-comments on electric rates and AMP costs. City
Employee Richard Young of Cascade asked that Council investigate his constitutional rights regarding
religious liberty. City Attorney Eric Monday responded this is a personnel matter and Council would be
provided a confidential memo response. Five people present at the meeting spoke in support of Richard
Young.
Council comments: Turner-expressed condolences on passing of Doug Chappell and commended
Checkered Pig for their award; Stroud-comments on ACC scores and appreciated Mr. Young’s friends
speaking up for him; Hodge-Council has no control over personnel matter and commends Mr. Young for
publically acknowledging his faith; Adkins-publically commended MHS basketball team for their
achievements and kudos to Jeff Adkins.
City Manager comments: (1)announced Neighborhood Tour of Westside at 5:30 and Westside
Neighborhood meeting at 7:30 at Housing Office on April 7, 2014 (2)asked for Council input on format of
budget worksessions-Hodge asked any agency with increased funding make a presentation and Teague asked
for information on MINET and Electric and Water/Sewer. (3)staff is continuing to work on scheduling a
Council tour of the NCI facility.
There being no further business, the meeting adjourned at 10:35pm.
_______________________________ __________________________
Brenda Prillaman Kim Adkins
Clerk of Council Mayor
Agenda
AGENDA--CITY COUNCIL -- CITY OF MARTINSVILLE, VIRGINIA
Council Chambers – Municipal Building
7:00 pm CLOSED SESSION 7:30 pm regular session
Tuesday, March 11, 2014
7:00pm--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 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. Appointments to boards and commissions as authorized by Subsection 1.
7:30pm-Regular Session
Invocation & Pledge to the American Flag—Vice Mayor Gene Teague
1. Consider approval of Council meeting minutes December 10, 2013 called meeting and December
10, 2013 regular meeting. (2 mins)
2. Hear a report from the Fire Department regarding the fire that occurred at the former American
Furniture plant on Aaron Street on Monday, March 3, 2014. (10 mins)
3. Consider possible transfer of administration of the City’s Section 8 Housing Choice Voucher
Program to Danville Redevelopment & Housing Authority. (15 mins)
4. Consider approval of an agreement transferring management of the West Piedmont Business
Development Center to the Martinsville-Henry County Chamber of Commerce’s Partnership for
Economic Growth (C-PEG) effective April 1, 2014. (20 mins)
.
5. Consider authorizing expenditures for certain purchases and projects for which partial funding
was appropriated in the FY14 Budget with the understanding that remaining funding will be
appropriated in the FY15 Budget. (10 mins)
6. Consider approval of consent agenda. (2 mins)
7. 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.
8. Comments by members of City Council. (5 minutes)
9. Comments by City Manager. (5 minutes)
City Council
Agenda Summary
Meeting Date: March 11, 2014
Item No: 1.
Department: Clerk of Council
Issue: Consider approval of minutes of City Council meetings
December 10, 2013 (9:30am) called meeting and
December 10, 2013 (7:30pm) regular meeting.
Summary: None
Attachments: December 10, 2013 minutes called meeting 9:30am
December 10, 2013 minutes regular meeting 7:30pm
Recommendations: Motion to approve minutes as presented.
December 10, 2013
A called meeting of the Council of the City of Martinsville, Virginia, was held on December 10, 2013, in
Council Chambers, Municipal Building, at 9:30 AM, Closed Session beginning at 9:30 AM, with Mayor Kim
Adkins presiding. Council Members present included: Mayor Kim Adkins, Vice Mayor Gene Teague, Mark
Stroud, Sharon Brooks Hodge and Danny Turner. Staff present included: Leon Towarnicki, City Manager,
Brenda Prillaman and Eric Monday.
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 matters: (A) 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 as authorized by Subsection 29. (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.
Council then returned to open 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 Mark Stroud, seconded
by Sharon Brooks Hodge with the following recorded 5-0 vote: Adkins, aye; Teague, aye; Stroud, aye; Hodge,
aye and Turner, aye, Council returned to Open Session.
Action taken: On a motion by Gene Teague, seconded by Danny Turner, with a 5-0 vote, Council
agreed to authorize the City Manager to execute the performance agreement with Solid Stone Fabrics:
December 10, 2013
There being no further business, the Council meeting adjourned at 10:00 AM for a press conference
regarding the Solid Stone Fabrics expansion.
_______________________________ __________________________
Brenda Prillaman Kim Adkins
Clerk of Council Mayor
December 10, 2013
The regular meeting of the Council of the City of Martinsville, Virginia, was held on December 10,
2013, in Council Chambers, Municipal Building, at 7:30PM, Closed Session beginning at 7:00PM, with Mayor
Kim Adkins presiding. Council Members present included: Mayor Kim Adkins, Vice Mayor Gene Teague, Mark
Stroud, Sharon Brooks Hodge and Danny Turner. Staff present included: Leon Towarnicki, City Manager,
Brenda Prillaman and Eric Monday.
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
Danny Turner, 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.
Council then returned to open 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 Sharon Brooks Hodge,
seconded by Mark Stroud, with the following recorded 5-0 vote: Adkins, aye; Teague, aye; Stroud, aye; Hodge,
aye and Turner, aye, Council returned to Open Session.
Action taken: On a motion by Danny Turner, seconded by Gene Teague, with a 5-0 vote, Council re-
appointed Joseph A. Martin, 27 E. Church St., to the Transportation Safety Commission for a 4 year term
ending 12/31/17.
On a motion by Danny Turner, seconded by Gene Teague, with a 5-0 vote, Council appointed Steve M.
Draper, 1911 Dundee Lane, to the Dan River ASAP Board for a 3 year unexpired term ending 4/30/15.
On a motion by Sharon Brooks Hodge, seconded by Mark Stroud, with a 5-0 vote, Council adopted the
following resolution authorizing the City Manager to sign VDOT documents for the repair of the
Commonwealth Boulevard Bridge:
December 10, 2013
Following the invocation by Council Member Mark Stroud and Pledge to the American Flag, the Mayor
welcomed everyone to the meeting.
Reversion process overview from City Attorney: Mr. Monday presented the following information:
Reversion to Town Status Reversion Process If a Petition is filed:
City with population of less than 50,000 Study
Will not substantially impair the ability of Discuss Filed with Commission on Local
the County to serve its residents Decide what to do: Government
Will not cause a substantially inequitable Nothing Evidence filed with petition
sharing of resources and liabilities Further study, discussion “Trial” conducted, public hearings held
Is in the best interests of all affected Negotiation (County unwilling to Commission issues opinion as to whether
persons, based on a balancing of equities negotiate) reversion may proceed
Is in the best interests of the Decide what, if any, conditions that City Parties may decide to negotiate
Commonwealth in promoting viable should become Town, then . . . 9-12 months
local governments File with Commission on Local
Government (council resolution)
If Commission says reversion may proceed: Voting Rights Voting Rights (Continued)
Va. Supreme Court appoints three non- * Supreme Court recently held that Voting
local judge panel Rights Act (VRA) preclearance of voting *With regard to reversion, redistricting
Trial conducted (2-3 days) changes cannot be enforced until Congress would occur after the City became a town.
Court issues order: has discretion to amends “coverage” criteria, but VRA still District composition would not be able to
“balance equities” (6-9 months) prohibits “vote dilution.” be considered as part of the reversion
Ruling may be appealed to Va. Supreme *County must comply with VRA in process.
Court (12 months) redrawing election district lines for *If a solution were negotiated (Clifton
City has 21 days after final ruling to reject supervisors and school board members. Forge), then districts’ composition could
reversion (cannot revert for 5 years) *1975 Supreme Court case – new election be agreed upon and approved prior to
Parties may negotiate an alternative plan must fairly reflect minority voting reversion.
solution at any time before order is final strength in post-annexation locality
Referendum on Reversion is only Referendum on Reversion -Continued
authorized by state law. Option 2: Conduct an advisory
Current state law does not allow a referendum:
referendum on reversion. No authority to conduct
Option 1: Request General Assembly to Non-binding—really a public-opinion poll
allow a referendum: “City’s dime, on City time”
Change in general law, or a charter Cannot use official ballots
amendment Cannot be on official election day
Decision on where in reversion process Cannot use voting machines—must be
referendum would occur rented, or paper ballots
Unrealistic to expect County to be Can probably use precincts, poll-workers
excluded on reversion referendum Purchase voter list to convert into poll
book
City Manager Leon Towarnicki gave a brief overview of the reversion study and highlighted options and
savings projected. Mayor Adkins shared her thoughts on previously shared comments, different views and
opinions on the reversion study and she respectfully asked that if any comments tonight are the same as
those already voiced to come forward first. Mayor Adkins then opened the session for public comment on
the reversion study: Mary Martin, resident of Henry County-concerns with annexation impact and too many
unanswered questions to go forward now; J. C. Richardson of Mt. Sinai Church-concerns that not enough
citizen participation in process; Deborah France-416 Swanson-concerns that reversion won’t be good to the
citizens, only the businesses; Ural Harris-217 Stuart St.-comments that reversion is the most palliative option
the city has; former Mayor Barry Greene-reviewed history of merger studies that have occurred over the last
60 years noting conclusions: cost effective, quality education improves, students will attend schools near
their home, government services would be cut to pay for to support schools. Mr. Greene stated the citizens
cannot afford to support duplicate services and now is an historical opportunity to consolidate; Betty Hilton-
need to find a way to pay bills; James Hagwood-undecided now, but reversion could springboard us to
prosperity; Deborah France-need to keep money here; Tony Millner-need public meetings and citizen input;
December 10, 2013
Louise Niblett-503 Second St.-commented on sewer issue. Mayor Adkins closed public comment period and
asked for Council comments on reversion. Turner-city cannot stay on current path as we need to stop
duplication and to fund capital needs and he supports reversion going forward. Stroud-feels the political will
won’t allow reversion and he does not support going forward with reversion. Mayor Adkins-read prepared
comments proposing that we table the reversion decision and use analysis for efficiencies as a plan to set a
new direction; she also made a public apology to Council Member Hodge. During discussion, City Attorney
Eric Monday pointed out that statements regarding conflict of interest are on file for Mayor Adkins whose
husband is a school employee and Council Member Stroud whose wife is a school employee. A motion was
made by Sharon Brooks Hodge to table the reversion issue and then withdrew her motion for lack of a second.
Teague-reviewed how the city got here and pointed out reversion is inevitable and is in the best interest of the
taxpayer and that city residents should continue looking at reversion as it would mean they would be paying
less taxes and should be able to keep existing services. A motion was made by Danny Turner to petition the
state Local Government Commission for reversion and was seconded by Gene Teague. With a vote of 3-2, the
motion was defeated. (Stroud-nay; Adkins-nay, Hodge-nay, Turner-aye, Teague-aye). Stroud-comments on
hopes to be able to dredge hydro pond and install solar panels and noted the job announcement today is
promising; Teague-asked staff to provide future forecasts for budgets so Council will have information; Hodge-
encouraged citizen participation and to continue providing Council with suggestions on budget issues.
Mustangs update and approval of contract for management services. Mayor Adkins announced a
change in agenda order regarding Mustangs. Jesse Cole, Ken Silver, and Tyler Parsons were present and
updated Council on the 2013 Season noting season ticket sales increased tremendously. Mr. Towarnicki
briefed Council on highlights of the contract. Danny Turner made a motion, with a second from Gene Teague,
to approve executing the contract with a vote of 4-1 (Hodge-nay). After a clarification on youth baseball
opportunities available, Council Member Hodge changed her vote to aye, so the final vote on the executing the
Mustangs contract is 5-0. Following is the signed contract:
December 10, 2013
Inspections Department update: In an effort to respond to comments from the public and Council
regarding administration of the City’s Nuisance Ordinance, City staff revised the process to reduce the amount of
time necessary to abate complaints and improve the tracking process. Additional changes will be implemented
regarding notification of property owners for repeat complaints, as well as enforcement of backyard complaints as
indicated in the following slide presentation:
Concerns/Needs to Address
Time of process from complaint-abatement Receive Abatement Reinspection
Phase 1
complaint
Phase 2
by owner
Phase 3
Repeat offenders Abatement
Tracking of complaints Verify Plan of by City
Landlords dumping entire home contents at street Notice action (City
Backyard enforcement (Owner controlled)
(City
controlled) controlled)
Nuisance Ordinance Enforcement Changes
Involve additional City staff in taking complaints, inspections,
and notification of owners; Training of staff to occur to ensure
consistency
Posting of property at time of inspection to provide notice and
start the abatement process
Record data in program designed to track all information
associated with the complaint
Notify crew to abate violation at time of reinspection – Either
internally (PW or Sheriff) or contract, with collection of fees
used to provide on-going funds for the program
December 10, 2013
Data Tracking Expected Results
Date received Date of inspection Additional staff will allow for inspection within 48 hours of
Received by Inspection results receipt of complaint, and reinspection within 48 hours of
Complainant’s info Reinspect date deadline
Date of follow-up Reinspection results Staff can be proactive with enforcement to carry out daily duties
Type of complaint Abatement date Time for mailing notices will be eliminated
Inspector assigned Date closed All data can be retrieved as needed: time to inspect, abate,
Date assigned Invoice submitted reinspect, recurring violations, etc.
Database will allow for tracking of repeat offenders to access
escalating penalties
Backyard Enforcement
Staff will inspect rear yards not visible from ROW Inspections & Code Enforcement Division of MF & EMS
From the complainant’s property Fire Marshal/Building – Ted Anderson
Prioritize these properties (276) 403-5202 twanderson@ci.martinsville.va.us
Present recommendations to Council for enforcement action (up Deputy Building Official – Kris Bridges (276) 403-5171
to 4 per FY) kbridges@ci.martinsville.va.us
Council will have the opportunity to declare violation(s) as a Deputy Fire Marshal/Property Maintenance Official – Andy
public nuisance to aid in enforcement action. Powers
(276) 403-5202 apowers@ci.martinsville.va.us
Permit Technician – Tammy Davis
(276) 403-5173 tdavis@ci.martinsville.va.us
Business from the Floor: Ural Harris, 217 Stuart St.-spending should be cut; Wayne Knox-distributed
information to Council on the 2014 Comprehensive Economic Development projects for their review for
discussion at the January 14, 2014 meeting; Eric Monday-reported his reasoning for moving out of camera
view during televised Pledge of Allegiance at beginnings of Council meetings.
Comments by Council members: Turner-thanked Vice Mayor Teague for his explanation on reversion
and he expressed Christmas wishes to citizens. Stroud-expressed hope that right decision has been made on
reversion and extended Christmas wishes; Teague-extended Christmas wishes; Hodge-asked that concerns of
Ms. Niblett at 403 Second Street be investigated and noted she has completed her first year on Council and
thanked citizens.
Comments by City Manager: (1) CGI community video is being produced at no cost to city and
businesses are being contacted. Council Member Hodge asked that video be inclusive and kept control over
diversity. (2) Budget process has begun and will be presenting to Council first week in April. (3) great
announcement today from Solid Stone Fabrics and reported news received today that the city was awarded
the grant for the Henry Hotel project.
There being no further business, the Council meeting adjourned at 10:30pm.
_______________________________ __________________________
Brenda Prillaman Kim Adkins
Clerk of Council Mayor
City Council
Agenda Summary
Meeting Date: March 11, 2014
Item No: 2.
Department: Fire Department
Issue: Hear a report from the Fire Department regarding the fire that
occurred at the former American Furniture plant on Aaron Street on Monday,
March 3rd.
Summary: The Fire Department will provide a brief update for Council and
the public regarding activities related to their response to the fire that occurred on
Monday, March 3rd at the former American Furniture plant on Aaron Street.
Attachments: None
Recommendations: None/no action needed – this item is on Council’s agenda
for information purposes only.
City Council
Agenda Summary
Meeting Date: March 11, 2014
Item No: 3.
Department: Community Development
Issue: Consider possible transfer of administration of the City’s Section 8
Housing Choice Voucher Program to Danville Redevelopment & Housing Authority.
Summary: In reviewing the history of the Housing Choice Voucher Program, aka
Section 8 Rental Assistance, which dates back to the 1970’s, the program has
always fulfilled a great need in Martinsville / Henry County. At one time the
program even covered the County of Patrick. The program began as a conduit for
federal funds through the Virginia Housing Development Authority, and around
2003 began going directly to HUD. Over recent years and as regulations changed,
the cost of administering the program has increased, and varying funding
formulas followed. This has resulted in an operating deficit or at times, just barely
breaking even. As a means to contain costs, positive and encouraging discussions
have occurred with our neighboring public housing authority, Danville
Redevelopment & Housing Authority, to determine interests they might have in
assuming management since DRHA is a larger organization. As per HUD
regulations, the transfer of program administration can only be accomplished with
another public housing authority and from a geographical standpoint, DRHA is the
logical choice for Martinsville.
Should Council desire to move forward with the transfer, Council will need to
convene as the Martinsville Redevelopment and Housing Authority and adopt the
attached Resolution, and the first step in the approval process from HUD will
begin. The Board of Directors for the Danville Redevelopment & Housing Authority
must also officially approve such a transfer.
Attachments: Resolution
Memorandum on Voluntary Transfer
Recommendations: City staff recommends approval of the attached resolution
authorizing staff to submit the necessary documentation for transferring
administration of the Housing Choice Voucher Program to DRHA, along with
Danville Redevelopment & Housing Authority’s paperwork to HUD, effective July 1,
2014. In order to accomplish this, City Council must recess (as City Council) and
convene as MRHA for adoption of the resolution. MRHA can then adjourn and
City Council can reconvene.
RESOLUTION OF THE GOVERNING BODY OF
THE MARTINSVILLE REDEVELOPMENT & HOUSING AUTHORITY
The Board of Commissioners of the Martinsville Redevelopment and Housing Authority consisting of
five members, in a duly called meeting held on the 11th day of March, 2014 at which a quorum was
present, RESOLVED as follows:
BE IT RESOLVED THAT in order to facilitate obtaining approval from the United States of America, acting
by and through the United States Department of Housing and Urban Development (HUD), in the transfer
of administration of the Section 8 Housing Choice Voucher Program, in the City of Martinsville and the
County of Henry, the governing body does hereby adopt and abide the covenants contained in the
agreements, documents, and forms required by the Department of Housing and Urban development
(HUD) to be executed.
BE IT FURTHER RESOLVED that the City Manager of the City of Martinsville, acting as the Executive
Director of the Martinsville Redevelopment & Housing Authority is authorized to execute on behalf of
the Martinsville Redevelopment and Housing Authority the above – referenced agreements and to
execute instruments as may be required in obtaining the said administrative transfer.
THIS RESOLUTION, along with a copy of the above – referenced documents, is hereby entered into the
permanent minutes of this meeting of this Authority.
Martinsville Redevelopment & Housing Authority
Attest:
________________________________ By _______________________________________
CERTIFICATION
I hereby certify that the above resolution was duly adopted by the Martinsville Redevelopment &
Housing Authority in a duly assembled meeting on the 11th day of March, 2014.
_____________________________
Clerk of Council
MEMORANDUM
TO: Leon Towarnicki, City Manager
FROM: Wayne D. P. Knox, Director of Community Development
DATE: April 12, 2013
RE: Voluntary Transfer of Housing Choice Voucher Program
After conferring with representatives of HUD, Richmond, on Wednesday, April 10, 2013, and
reviewing documents related to the above referenced issue, I am outlining some issue ,
requirements and timelines for such a move.
1. All transfers will be permanent
2. The transfer must be between PHAs within the same metropolitan area
3. No transfers are permitted to a troubled PHA or where the receiving PHA has failed to
comply with correction action plans for financial or program audit findings.
4. At least 90 days prior to the requested effective date of the voluntary transfer, both the
divesting and receiving PHAs must submit letters to the HUD field office indicating an
agreement.
5. All effective dates must be either January 1st or July 1st of a given year.
6. The letters must be signed by respective EDs with an accompanying board resolution.
7. The total authorized budget (including HAP, UAP, administrative fees and reserves
funds) must be transferred on the effective date.
8. A review and recommendation will be made by the field office no later than 30 days
after receipt of an agreement and accompanying attachments by the divesting and
receiving PHAs. If the request is acceptable, the Public Housing Director will send a
memo to the Housing Voucher Financial Management Division Director,
9. Once Headquarters has approved the transfer, the Public Housing Field Office and
Financial Management Center (FMC) Director will be notified. The Public Housing Field
Office Director will notify the respective PHAs. The FMC will prepare and transmit the
amendments to the Consolidated Annual Contributions Contract (CACC).
This entire process usually takes about a year to complete if there are no legal or financial
issues to overcome.
City Council
Agenda Summary
Meeting Date: March 11, 2014
Item No: 4.
Department: City Manager
Issue: Consider approval of an agreement transferring management of West
Piedmont Business Development Center to the Martinsville-Henry County
Chamber of Commerce’s Partnership for Economic Growth (C-PEG) effective April
1, 2014.
Summary: As a result of financial difficulties, the Board of the West
Piedmont Business Development Center (Incubator) located in Uptown Martinsville
at 22 East Church Street voted in December, 2013 to terminate operations as of
the end of March, 2014. Since the City is the owner of the building, City staff has
managed daily operations beginning in February while options to continue the
functions of the Incubator were explored. The most promising option that has
emerged is a partnership with the Martinsville-Henry County Chamber of
Commerce’s Partnership for Economic Growth (C-PEG). Continued discussions
with the Chamber’s Executive Director have resulted in development of an
agreement to transfer management of the Incubator to C-PEG, effective April 1,
2014, with C-PEG continuing and perhaps even expanding the functions of the
Incubator.
Attachments: None – A copy of the agreement providing for transfer of
management of the Incubator to C-PEG effective April 1, 2014 will be presented at
the Council meeting.
Recommendations: Approval, authorizing the City Manager to execute the
agreement as noted.
City Council
Agenda Summary
Meeting Date: March 11, 2014
Item No: 5.
Department: City Manager
Issue: Consider authorizing expenditures for certain purchases and
projects for which partial funding was appropriated in the FY14 Budget, with the
understanding that remaining funding will be appropriated in the FY15 Budget.
Summary: In an effort to reduce the impact on the FY14 Budget, 4 major
projects/purchases were funded at approximately half of the full cost in the FY14
budget, with plans to fund the remaining amount in FY15. Timing on
implementation or purchase is intended to occur in such a manner so as to allow
funds from both FY14 and FY15 to cover the full cost when invoiced. These
projects include:
Garbage Truck – Refuse Fund – FY14 Budget: $115,000; FY15 will only need
$81,001 based on bids received.
Bucket Truck – Electric Fund – FY14 Budget: $92,500; FY15 will require match of
$92,500.
Zoning Ordinance Update Project – General Fund – FY14 Budget: $80,000; FY15
will require match of $80,000.
Main Intercept Inspection Project – Sewer Fund – FY14 Budget: $138,438; FY15
will require match of $138,438.
Given that purchase of equipment or contracts for services for the approximate full
amounts noted will require partial funding from a not-yet-approved FY15 budget,
the City’s auditing firm has suggested that approval of these projects or purchases
be specifically granted with the understanding of the required commitment of
funds by Council in FY15.
Attachments: None
Recommendations: Staff recommends that Council grant approval to proceed
with the projects or purchases noted, with the understanding that the balance of
funds required will be included in the FY15 Budget.
City Council
Agenda Summary
Meeting Date: March 11, 2014
Item No: 6.
Department: Finance
Issue: Consider approval of consent agenda
Summary:
The attachments amend the FY14 Budget with appropriations in the following
funds:
FY14:
General Fund: $21,235 – Reimbursement and State Grant
School Fund: $150,000 – Private Grant
Attachments: Spreadsheet
Recommendations: Motion to approve
BUDGET ADDITIONS FOR 3/11/2014
ORG OBJECT DESCRIPTION DEBIT CREDIT
FY14
General Fund:
01100909 490104 Advance/Recovered Costs 13,335
01812242 506067 Misc. Exp. - RADAR Transit Program 13,335
Reimbursements for fuel
01101918 443404 Grants-State - VPHIB Special Initiative Program 7900
01322105 506104 EMS - Non-capital Equipment 7900
Grant awarded for (4) new computers for EMS data collection/reporting.
Total General Fund: 21,235 21,235
School Fund:
18103919 489904 Private Grant - Harvest Foundation Contribution 150,000
81621310 561120 Instruction S&W 6,000
81621310 562100 Social Security 372
81621310 562150 Medicare 87
81621310 563000 Purchased Services 37,320
81621310 563142 Professional Development 15,381
81621310 565503 Travel 24,673
81621310 565800 Miscellaneous 1,967
81621310 566000 Materials & Supplies 600
81621310 566013 Instructional Materials 3,600
81631310 561120 Instruction S&W 4,000
81631310 562100 Social Security 248
81631310 562150 Medicare 58
81631310 563000 Purchased Services 24,880
81631310 563142 Professional Development 10,254
81631310 565503 Travel 16,448
81631310 565800 Miscellaneous 1,312
81631310 566000 Materials & Supplies 400
81631310 566013 Instructional Materials 2,400
Total School Fund: 150,000 150,000
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