City Council

AGENDA--CITY COUNCIL -- CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building 7:30 pm regular session Tuesday, June 24, 2014 6:30 Council TOUR YMCA--3 Starling Avenue 7:30pm-Regular Session Invocation & Pledge to the American Flag—Council Member Stroud 1. Consider approval of Council meeting minutes of April 8, 2014 and April 10, 2014. (2 mins) 2. Hear update regarding Mayors Maker Challenge. (10 mins) 3. Hear presentation from VA First Cities Executive Director Kelly Harris Braxton. (10 mins) 4. Consider setting a public hearing to convey property on Fayette Street parking lot on a request from ICSM medical school. (5 mins) 5. Consider approval of amended ordinance on first reading regarding Electronic Summons System Court Assessment. (10 mins) 6. Consider approval of VRS Resolution regarding employer and member VRS contributions for FY15. (3 mins) 7. Consider approval of VRS Resolution regarding the City’s election of their employer contribution rate for VRS contributions beginning July 1, 2014. (3 mins) 8. Consider approval of VRS Resolution regarding the Martinsville City Schools election of their employer contribution rate for VRS contributions beginning July 1, 2014. 9. Hear finance report. (5 mins) 10. Consider approval of consent agenda. (2 mins) 11. Hear staff update on issues related to a duplicate use of the street/road name-Chatham Road. (10 mins) 12. 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 action they would like for Council to take; (3) limit remarks to five minutes; (4) refrain from making personal references/accusations of a factually false/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. 13. Comments by members of City Council. (5 mins) 14. Comments by City Manager. (5 mins)  City Council Agenda Summary Meeting Date: June 24, 2014 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes of City Council meetings April 8, 2014 and April 10, 2014. Summary: None Attachments: April 8, 2014 minutes April 10, 2014 minutes Recommendations: Motion to approve minutes as presented. April 8, 2014 The regular meeting of the Council of the City of Martinsville, Virginia, was held on April 8, 2014, in Council Chambers, Municipal Building, at 7:30 PM, 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, Brenda Prillaman, Eric Monday, Linda Conover, Eddie Cassady, Wayne Knox, Mary Prillaman, Coretha Gravely, Marshall Thomas and Robert Fincher. Following the invocation by Mayor Adkins and Pledge to the American Flag, the Mayor welcomed everyone to the meeting. Mayor Adkins noted an addendum will be added to the agenda regarding the Fair Housing Resolution and there will not be a report from EDC at tonight’s meeting. Minutes: On a motion by Sharon Brooks Hodge, seconded by Mark Stroud, with a 5-0 vote, Council approved the minutes of January 14, 2014 and January 29, 2014 meetings. Police Department Citizen of the Year: Each year the Martinsville Police Department presents its “Outstanding Citizen of the year” award to a citizen for outstanding contributions to the community. Employees of the department submit nominations for the award to a Selection committee of 5 members of the department, who review the applications and then present their recommendation to the Chief of Police. Nominees for the award must be someone of good moral character with a good attitude towards law enforcement and must have shown support and/or concern for the police department in its efforts to better serve the citizens. Ralph Lawson and Kathy Lawson of 909 Barrows Mill Road were presented with the joint award this year. Addendum-Resolution-Fair Housing: Wayne Knox reported that the month of April is designated as Fair Housing Month and as a recipient of Community Development Block Grant funds for the Uptown Commercial Improvement Project, New College Institute and administrators of the Housing Choice Voucher Program, we must perform a service of some sort. Each year as part of that service, we request City Council to pass a resolution declaring this particular month. On a motion by Gene Teague, seconded by Mark Stroud, with the following 5-0 vote, Council approved the following resolution: WHEREAS, the City of Martinsville strives to promote principles of Equal Housing Opportunity by prohibiting discrimination practices in the sale, rental and financing of housing and in implementing its housing and community development programs in a manner to affirmatively further the purposes of the fair housing laws; and WHEREAS, the basis for discrimination outlawed by the federal and state fair housing acts are race, color, sex, religion, national origin, handicap, age and familial status; and WHEREAS, the City of Martinsville believes persons of similar income levels should have available to them a like range of housing opportunities and will work to promote equality and freedom of choice; now, therefore, BE IT RESOLVED by the Martinsville City Council that, on this 8th day of April, 2014, in recognition of April as Fair Housing Month, it does hereby pledge to work with its citizens in pursuit of the shared goal and responsibility for providing equal housing opportunities for all persons. Overview of April 7, 2014 Westside City Council Neighborhood meeting and tour: Mayor Adkins gave an overview of citizen concerns expressed at the April 7, 2014 Neighborhood meeting and tour and noted that city staff is currently addressing all issues. Resolution urging state budget adoption: On a motion by Gene Teague, seconded by Danny Turner, with a 5-0 vote, Council approved the following resolution to be sent to state legislators: April 8, 2014 Consent agenda: On a motion by Gene Teague, seconded by Sharon Brooks Hodge, with a 5-0 vote, Council approved the following consent agenda: BUDGET ADDITIONS FOR 4/8/2014 ORG OBJECT DESCRIPTION DEBIT CREDIT FY14 General Fund: 01100908 480410 Donations - Fire Department 40 01321102 505500 Fire Department - Travel & Training 40 Reimbursement/Donation for Travel/Training 01101917 442701 Categorical Other - State - Fire Programs Fund 4,946 01321102 506110 Fire Dept. - State Grant - Fire Programs 4,946 Funds received over original budget 01100908 480420 Misc. Revenue - Donations-Sr. Citizens 850 01714212 506016 Senior Citizens - Program Supplies 850 Donations - Sponsors of Health Fair & Craft Show 01100909 490801 Recovered Costs - Senior Citizens 3,284 01714212 506016 Senior Citizens - Program Supplies 2,346 01714212 501300 Senior Citizens - Part-time Wages 605 01714212 502100 Senior Citizens - Social Security 37 01714212 502110 Senior Citizens - Medicare 9 01714212 506049 Senior Citizens - Vehicle Fuels 287 Bingo & Trip receipts; Transportation Grant - Jan & Feb 2014 01100909 490104 Advance/Recovered Costs 1,395 01331108 501300 Sheriff/Corrections - Part-time & Temporary Wages 1,030 01331108 502100 Sheriff/Corrections - Social Security 64 01331108 502110 Sheriff/Corrections - Medicare 15 01331108 506008 Sheriff/Corrections - Vehicle Equipment & Maint. 206 01331110 506200 Sheriff/Annex - Prisoner Allowance 80 Reimbursement from Henry County for litter pickup for Feb. 2014 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 - Gretna Fire Dept. 01713211 506014 Park Maintenance - Equipment & Supplies 2,856 Reimbursement from PHCC - 1/2 cost of ATV Total General Fund: 13,871 13,871 April 8, 2014 Business from floor: Gloria Hodge Hylton-402 Second St. commended Council on alert system, requested leaf truck more often and reported overgrown properties to be investigated; Ural Harris-217 Stuart St. electric costs questions and comments; Chad Martin-Axton thanked Council for passing resolution and made comments on the need to get the word out to citizens about the energy audits done by the city. Council comments: Turner-pleased with race weekend turnout; Stroud-pleased with turnout at recent Neighborhood meeting and noted he will check with the Sheriff about cleaning off the playground area; Teague-reported citizen concern about stoplight needs at the intersection of Greyson and Liberty and the need for synchronizing traffic lights on Church St. at CVS and Hooker; Hodge-question concerning car wash drainage which will be followed up on by the city manager. City Manager comments: reported citizens are again receiving notices about water line insurance and pointed out that is not sponsored by the city; reported a shredding service to be offered by the city is being investigated. City Manager FY15 Budget Presentation: City Manager Leon Towarnicki provided the following information regarding the FY15 proposed budget for Council consideration: April 8, 2014 April 8, 2014 April 8, 2014 There being no further business, the meeting adjourned at 9:30 pm. _______________________________ __________________________ Brenda Prillaman Kim Adkins Clerk of Council Mayor April 10, 2014 A special joint meeting of the Council of the City of Martinsville, Virginia, and Martinsville City School Board was held on April 10, 2014, in Council Chambers, at the Municipal Building, at 6:00PM, to conduct a budget worksession. Council Members present included: Mayor Adkins, Vice Mayor Gene Teague, Sharon Brooks Hodge, Danny Turner, and Mark Stroud. School board present: Robert Williams, Carolyn McCraw and Rives Coleman and Craig Dietrich. Staff present included: Leon Towarnicki, City Manager, Brenda Prillaman, Linda Conover, Eric Monday, Mary Prillaman and Wayne Knox. City Attorney Eric Monday disclosed that Mayor Adkins and Council Member Stroud have both signed disclosure statements of family association with the city schools and can be impartial in voting. Mayor Adkins called the Council to order and School Board Chairman Robert Williams called the school board meeting to order noting that a quorum is present. Council agreed no budget actions would be taken until the last worksession. Mayor Adkins turned the meeting over to Robert Williams for school budget presentation. After brief remarks by Mr. Williams, Superintendent Pam Heath reviewed a powerpoint presentation with Council regarding school budget needs with emphasis on being able to hire additional qualified special education teachers and the school system being in compliance. Council then heard detailed reports from the following outside agencies as to their budget needs: 911 Communications Center, M-HC Economic Development Corporation, Blue Ridge Regional Library, Social Services, Health Department, The Launch Place, Dental Clinic (Piedmont VA Dental Health Foundation), FAHI, M-HC Historical Museum, and Patrick Henry Community College. No action was taken at this worksession and there being no further business, Mayor Adkins adjourned the meeting at 10:10 pm. __________________________________ ___________________________ Brenda Prillaman, Clerk of Council Kim Adkins, Mayor  City Council Agenda Summary Meeting Date: June 24, 2014 Item No: 2. Department: City Manager Issue: Hear a report from Matthew Wade, Fab Lab Coordinator at Patrick Henry Community College regarding the Mayors Maker Challenge. Summary: At the June 10, 2014 Council meeting, Council agreed to participate in the Mayors Maker Challenge. In order to participate in this initiative, one or more of 10 specific actions must be completed during 2014 aimed at supporting the movement, and to later provide information for development of a national report. The 10 specific actions are outlined on page 2 of the attached letter dated May 19, 2014 titled “Take the Mayors Maker Challenge”. As was mentioned at the June 10 Council meeting, a number of the action items are already being done in some fashion locally. Mr. Wade will present information regarding the Fab Lab and how the Lab can complement other efforts to comply with the Challenge requirements. Attachments: Letter dated May 19, 2014 titled “Take the Mayors Maker Challenge”. The 10 specific actions are outlined on page 2 of the letter. Recommendations: None/no action needed – this item is on Council’s agenda for information purposes only.  City Council Agenda Summary Meeting Date: June 24, 2014 Item No: 3. Department: City Manager Issue: Hear a presentation from Kelly Harris-Braxton, Virginia First Cities Executive Director. Summary: Kelly Harris-Braxton, Executive Director of Virginia First Cities, will present information regarding VFC and how membership in the organization benefits the City of Martinsville and other cities of the Commonwealth. Virginia First Cities is the state advocacy coalition comprised of 13 of the state's oldest and most historic cities - the core communities of the Commonwealth. Cities include Charlottesville, Roanoke, Lynchburg, Staunton, Winchester, Richmond, Portsmouth, Petersburg, Hopewell, Hampton, Norfolk, Newport News, and Martinsville. Virginia First Cities advocates for increased support and better policies from the state while sharing best practices among members Attachments: None Recommendations: None/no action needed – this item is on Council’s agenda for information purposes only.  City Council Agenda Summary Meeting Date: June 24, 2014 Item No: 4. Department: City Manager Issue: Consider setting a public hearing on a request from Dr. Noel Boaz of Integrative Centers for Science & Medicine, for the City to convey portions of the City-owned parking lot on the north side of Fayette Street between Jones and Moss Streets, to ICSM for future development. Summary: At the April 22, 2014 Council meeting, Dr. Boaz presented an update on progress related to the continuing development of the ICSM medical school project. ICSM is currently moving ahead with plans to renovate the building at 62 - 66 Fayette Street, located at the corner of Fayette and Moss Streets and at the April 22nd Council meeting, a request was made of the City to convey portions of the City-owned parking lot to ICSM to be used for the project. The specific requests are for approximately 21 feet of property along the east side of the building, property at the rear (north) of the building currently serving as a driveway into the property, and the small masonry building also at the rear of the ICSM building. Attachments: Map showing the approximate areas requested to be donated. A larger, more detailed map will be available at the Public Hearing. Recommendations: Motion to set the Public Hearing for the July 8, 2014 meeting. Donation of 30 Feet of City Owned Property Donation of City Owned Cinderblock Building Bus Garage Medical School Fayette Street Parking Lot Donation of 21 Feet of City Owned Property Conveyance of Properties on Fayette/Moss Streets to ICSM Medical School  City Council Agenda Summary Date: June 24, 2014 Item No: 5. Department: City Attorney Issue: Consider approval on first reading of amended ordinance regarding electronic summons court assessment Summary: The 2014 General Assembly passed legislation allowing localities to assess $5.00 on every criminal and traffic case, to fund software, hardware, and associated equipment costs for the implementation and maintenance of an electronic summons system. This assessment has been requested by the Circuit Court Clerk and the Police Department. Attachments: Amended ordinance (see new subsection “c”) Recommendations: Motion to approve on first reading with a roll call vote.  CITY OF MARTINSVILLE, VIRGINIA ORDINANCE NO. 2014-1 ELECTRONIC SUMMONS SYSTEM COURT ASSESSMENT BE IT ORDAINED by the Council of the City of Martinsville, Virginia, in regular session assembled on July 8, 2014, that section 1-15 of the Code of the City of Martinsville, be amended as follows: Sec. 1-15. Special court costs assessments. (a) Law library. (1) Two dollars ($2.00) shall be assessed, as part of the costs incident to each civil action filed in both the courts of record and the courts not of record in the city, pursuant to section 42.1-70 of the Code of Virginia. Such assessment shall be collected by the clerk of the court in which the action is filed and such collections shall be remitted, at the end of each month, to the city treasurer, to be deposited and held by such treasurer subject to disbursements authorized by the city council or its agent for the acquisition of law books and law periodicals for the establishment, use and maintenance of a law library, which library shall be open for the use of the public, and for such other purposes as are allowed by section 42.1-70 of the Code of Virginia. (2) The assessment provided for in this section shall be in addition to all other costs prescribed by law, but shall not apply to any action in which the commonwealth or any political subdivision thereof or the federal government is a party and in which the costs are assessed against the commonwealth or any political subdivision thereof or the federal government. (b) Jail and court-related facilities; construction, maintenance, etc. (1) The sum of two dollars ($2.00) be, and it hereby is, assessed as part of the costs in each civil action filed in the general district court of the city, the juvenile and domestic relations district court of the city, and the circuit court of the city, and in each criminal and traffic case in said general district court, juvenile and domestic relations district court or said circuit court in which the defendant is charged with a violation of any statute or ordinance, which assessment shall be collected by the clerk of the court in which the action is filed and remitted to the city treasurer and held by such treasurer subject to disbursement by the council for the construction, renovation or maintenance of courthouse or jail and court-related facilities and to defray increases in the cost of heating, cooling, electricity and ordinary maintenance.  (2) The assessment provided for herein shall be in addition to any other fees prescribed by law. (c) Electronic summons system (1) The sum of five dollars ($5.00) is hereby assessed as part of the costs in each criminal or traffic case in the juvenile and domestic relations court, general district court and circuit court of the city, in which the defendant is charged with a violation of any statute or ordinance. The assessment shall be collected by the clerk of the court in which the action is filed, remitted to the city treasurer, and held by the city treasurer subject to disbursements by the city council to any local law-enforcement agency solely to fund software, hardware, and associated equipment costs for the implementation and maintenance of an electronic summons system. (2) The assessment provided for herein shall be in addition to any other fees prescribed by law. (Statutory authority for subsection c: Code of Virginia § 17.1-279.1) (Code 1971, § 1-8; Ord. No. 92-12, 7-28-92; Ord. No. 98-1, 1-13-98, Ord.14-1, 7-8-14) ********* Attest: ________________________________ Brenda Prillaman, Clerk of Council _______________ _______________ Date Adopted Date Effective  City Council Agenda Summary Meeting Date: June 24, 2014 Item No: 6. Department: City Manager Issue: Consider adoption of a resolution regarding employer and member Virginia Retirement System contributions for FY15. Summary: The adoption of the attached resolution is required by VRS and confirms the City’s decision to require full-time VRS-covered employees to provide a 1% employee contribution to VRS, offset by a 1% pay increase to employees effective July 1, 2014. Two years ago it was decided to implement the required 5% VRS employee contribution by phasing in 1% increments over a 5 year period, and FY15 will be the third year of the implementation schedule. Attachments: Resolution for Council’s approval. Recommendations: Motion to adopt the resolution.  City Council Agenda Summary Meeting Date: June 24, 2014 Item No: 7. Department: City Manager Issue: Consider adoption of a resolution regarding the City’s election of their employer contribution rate for Virginia Retirement System contributions beginning July 1, 2014. Summary: The adoption of the attached resolution is required by VRS and in accordance with the 2014 Appropriation Act Item 467(I), and confirms the City’s agreement to pay the VRS contribution rate of 18.87% as certified by the VRS Board of Trustees for the FY2015-2016 biennium. Attachments: Resolution for Council’s approval. Recommendations: Motion to adopt the resolution.  Employer Contribution Rates for Counties, Cities, Towns, School Divisions and Other Political Subdivisions (In accordance with the 2014 Appropriation Act Item 467(I)) Resolution BE IT RESOLVED, that the CITY OF MARTINSVILLE - 55223 does hereby acknowledge that its contribution rates effective July 1, 2014 shall be based on the higher of a) the contribution rate in effect for FY 2012, or b) eighty percent of the results of the June 30, 2013 actuarial valuation of assets and liabilities as approved by the Virginia Retirement System Board of Trustees for the 2014-16 biennium (the “Alternate Rate”) provided that, at its option, the contribution rate may be based on the employer contribution rates certified by the Virginia Retirement System Board of Trustees pursuant to Virginia Code § 51.1-145(I) resulting from the June 30, 2013 actuarial value of assets and liabilities (the “Certified Rate”); and BE IT ALSO RESOLVED, that the CITY OF MARTINSVILLE – 55223 does hereby certify to the Virginia Retirement System Board of Trustees that it elects to pay the following contribution rate effective July 1, 2014: (Check only one box) X The Certified Rate of 18.87% □ The Alternate Rate of _____%; and BE IT ALSO RESOLVED, that the CITY OF MARTINSVILLE – 55223 does hereby certify to the Virginia Retirement System Board of Trustees that it has reviewed and understands the information provided by the Virginia Retirement System outlining the potential future fiscal implications of any election made under the provisions of this resolution; and NOW, THEREFORE, the officers of the CITY OF MARTINSVILLE – 55223 are hereby authorized and directed in the name of the CITY OF MARTINSVILLE to carry out the provisions of this resolution, and said officers of the CITY OF MARTINSVILLE are authorized and directed to pay over to the Treasurer of Virginia from time to time such sums as are due to be paid by the CITY OF MARTINSVILLE for this purpose. Governing Body Chairman CERTIFICATE I, , Clerk of the City of Martinsville, certify that the foregoing is a true and correct copy of a resolution passed at a lawfully organized meeting of the City of Martinsville held at _______________, Virginia at __________ o’clock on _______________ _____, 2014. Given under my hand and seal of the City of Martinsville this _____ day of _______________, 2014. Clerk This resolution must be passed prior to July 1, 2014 and received by VRS no later than July 10, 2014.  City Council Agenda Summary Meeting Date: June 24, 2014 Item No: 8. Department: City Manager Issue: Consider adoption of a concurrence resolution regarding the Martinsville City Public School’s election of their employer contribution rate for Virginia Retirement System contributions beginning July 1, 2014. Summary: The adoption of the attached resolution is required by VRS and in accordance with the 2014 Appropriation Act Item 468H, and concurs with the Martinsville City Public School’s election to pay the VRS contribution rate of 26.03% as certified by the VRS Board of Trustees for the FY2015-2016 biennium. Attachments: Resolution for Council’s approval. Recommendations: Motion to adopt the resolution.  Local Governing Body Concurrence with School Division Electing to Pay the VRS Board-Certified Rate (In accordance with the 2014 Appropriation Act Item 468(H)) RESOLUTION BE IT RESOLVED, that the City of Martinsville - 55223 does hereby acknowledge that the Martinsville City Public Schools has made the election for its contribution rate to be based on the employer contribution rates certified by the Virginia Retirement System Board of Trustees pursuant to Virginia Code § 51.1-145(I) resulting from the June 30, 2013 actuarial value of assets and liabilities (the “Certified Rate”); and BE IT ALSO RESOLVED, that the City of Martinsville - 55223 does hereby certify to the Virginia Retirement System Board of Trustees that it concurs with the election of the Martinsville City Public Schools to pay the Certified Rate, as required by Item 468(H) of the 2014 Appropriation Act; and NOW, THEREFORE, the officers of the City of Martinsville - 55223 are hereby authorized and directed in the name of the City of Martinsville to execute any required contract to carry out the provisions of this resolution. In execution of any such contract which may be required, the seal of the City of Martinsville, as appropriate, shall be affixed and attested by the clerk. Governing Body Chairman CERTIFICATE I, Brenda Prillaman, Clerk of the City of Martinsville, certify that the foregoing is a true and correct copy of a resolution passed by the City of Martinsville and ratified by the City of Martinsville at a lawfully organized meeting of the City of Martinsville held at Martinsville, Virginia at o’clock on , 2014. Given under my hand and seal of the City of Martinsville this day of , 2014. Clerk  City Council Agenda Summary Meeting Date: June 24, 2014 Item No: 9. Department: Finance Issue: Hear Financial Report Summary: FY14 – Revenues & Expenditures through May 31, 2014; Combined Balance Sheet; Projected Fund Balance Exclusive of School and Special Revenue funds, actual revenues were $53,296,968, representing 104.5% of the anticipated $51,014,853 through the month ending May 31st. Receiving ten months proceeds, Local Sales/Use Taxes collected through May 31st are ahead of anticipated by $52,202, for total receipts of $1,648,202. Utility revenues were mixed with Refuse Fund’s receipts being greater than anticipated, and Water, Sewer, and Electric Funds’ receipts being a slightly less than anticipated. MINet/Fiber Optic Fund’s revenues were better than expected, which includes three quarters of transfers from other funds. Actual expenditures were $56,519,371, which is greater than the anticipated amount by $109.4%. The “actual” figures include all outstanding encumbrances of $1,265,585. As of May 31st, the current total combined Fund Balance and Net Position is $17,998,598, a decrease from FY13 of $3,127,679. Available cash-on-hand May 31st for City Funds was $13,846,159. As presented during the FY15 budget process, the year-end Fund Balance and Net Position is projected to be $17,972,217 – a decrease from FY13 year-end of $3,154,060. Exclusive of Utility Funds and based upon this projection, the unassigned Fund Balance would be $4,734,574, 14.27% of the budgeted General Fund expenditures for FY14. Attachment: Revenues & Expenditures Combined Balance Sheet Projected Fund Balance Recommendations: Motion to approve financial report.  City of Martinsville Consolidated Revenues and Expenditures FY14 - May 31, 2014 (prepared for 6/24/14 meeting) Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual General Fund Revenues $ 31,380,200 $ 23,983,020 $ 25,983,997 $ 5,396,203 108.3% Expenditures 33,193,423 25,891,629 26,810,632 6,382,791 103.5% Excess (deficiency) of revenues over expenditures $ (1,813,223) $ (1,908,609) $ (826,635) (Fund Bal contrib) Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual Capital Funds Meals Tax Revenues $ 1,900,250 $ 1,567,212 $ 1,627,173 $ 273,077 103.8% Expenditures 3,636,297 3,421,531 3,421,531 214,766 100.0% Excess (deficiency) of revenues over expenditures $ (1,736,047) $ (1,854,319) $ (1,794,358) Capital Reserve Revenues $ 781,189 $ 589,487 $ 609,772 $ 171,417 103.4% Expenditures 1,387,445 1,227,412 1,227,412 160,033 100.0% Excess (deficiency) of revenues over expenditures $ (606,256) $ (637,925) $ (617,641) TOTAL CAPITAL FUNDS: $ (2,342,303) $ (2,492,244) $ (2,411,999) (Fund Bal contrib) Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual Refuse Fund Revenues $ 1,877,628 $ 1,660,210 $ 1,956,374 $ (78,746) 117.8% Expenditures 2,177,764 1,622,331 1,672,844 504,920 103.1% Excess (deficiency) of revenues over expenditures $ (300,136) $ 37,879 $ 283,529 MINet/Fiber Optic Fund Revenues $ 206,996 $ 453,693 $ 502,716 $ (295,720) 110.8% Expenditures 577,459 558,455 709,462 (132,003) 127.0% Excess (deficiency) of revenues over expenditures $ (370,463) $ (104,762) $ (206,746) Water Fund Revenues $ 3,306,040 $ 3,041,917 $ 3,016,920 $ 289,120 99.2% Expenditures 3,831,629 2,567,429 2,523,469 1,308,160 98.3% Excess (deficiency) of revenues over expenditures $ (525,589) $ 474,488 $ 493,451 Sewer Fund Revenues $ 4,010,012 $ 3,688,701 $ 3,643,695 $ 366,317 98.8% Expenditures 4,841,109 3,383,811 3,591,697 1,249,412 106.1% Excess (deficiency) of revenues over expenditures $ (831,097) $ 304,890 $ 51,998 Electric Fund Revenues $ 17,442,745 $ 16,030,613 $ 15,956,322 $ 1,486,423 99.5% Expenditures 18,898,550 13,002,075 16,562,323 2,336,227 127.4% Excess (deficiency) of revenues over expenditures $ (1,455,805) $ 3,028,538 $ (606,001) TOTAL UTILITY FUNDS: $ (3,112,627) $ 3,845,795 $ 222,977 (Fund Bal contrib)  Consolidated Revenues and Expenditures FY14 - May 31, 2014 Actual Remaining Difference Budget YTD Balance Budg vs. Actual Cafeteria Revenues $ 1,370,150 $ $ 1,294,106 $ 76,044 94.4% Expenditures 1,701,710 1,448,285 253,425 85.1% Excess (deficiency) of revenues over expenditures $ (331,560) $ $ (154,179) Schools Revenues $ 21,773,763 $ $ 17,756,313 $ 4,017,450 81.5% Expenditures 21,855,891 18,012,262 3,843,629 82.4% Excess (deficiency) of revenues over expenditures $ (82,128) $ $ (255,948) Federal Programs Revenues $ 2,390,492 $ $ 1,279,365 $ 1,111,127 53.5% Expenditures 2,390,492 1,404,340 986,152 58.7% Excess (deficiency) of revenues over expenditures $ - $ $ (124,975) TOTAL SCHOOL FUNDS: $ (413,688) $ - $ (535,103) (fund bal contrib) Actual Remaining Budget YTD Balance Special Revenue Funds CDBG Fund Revenues $ 755,289 $ 1,101,181 $ (345,892) 145.8% Expenditures 755,289 1,154,127 (398,838) 152.8% Excess (deficiency) of revenues over expenditures $ - $ (52,945) Housing Choice Fund Revenues $ 2,013,343 $ 1,897,248 $ 116,095 94.2% Expenditures 2,025,343 1,591,645 433,698 78.6% Excess (deficiency) of revenues over expenditures $ (12,000) $ 305,603 TOTAL SPECIAL REVENUE FUNDS: $ (12,000) $ 252,657 Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual GRAND TOTALS: (excluding Schools & Special Revenues) Revenues: $ 60,905,060 51,014,853 $ 53,296,968 $ 7,608,092 104.5% Expenditures 68,543,676 51,674,673 56,519,371 12,024,305 109.4% Excess (deficiency) of revenues over expenditures $ (7,638,616) (659,820) $ (3,222,403) Local Sales/Use Taxes $ 1,900,000 $ 1,596,000 $ 1,648,202 $ 251,798 103.3% The Budgeted Revenue amounts do not include any contributions from Fund Balance.  City of Martinsville Combined Balance Sheet 05/31/14 FY2014 As prepared for 6/24/14 meeting CURRENT JUNE 30, 2013 TOTAL LIABILITIES FUND BAL & FUND BAL & DIFFERENCE FUND ASSETS* &RESERVES NET POSITION NET POSITION FROM FY13 GENERAL FUND $ 11,526,435 $ (4,663,426) $ 6,863,009 $ 7,229,188 $ (366,179) MEALS TAX $ 784,843 $ (342,413) $ 442,431 $ 2,236,789 $ (1,794,358) SCHOOL CAFETERIA $ 779,349 $ - $ 779,349 $ 933,528 $ (154,179) REFUSE COLLECTION FUND $ 9,624,596 $ (7,353,141) $ 2,271,455 $ 2,295,374 $ (23,919) MINET/FIBER OPTIC SYSTEM $ (191,318) $ (7,457) $ (198,775) $ - $ (198,775) WATER FUND $ 5,550,098 $ (4,544,837) $ 1,005,261 $ 748,827 $ 256,434 SEWER FUND $ 4,640,077 $ (3,495,970) $ 1,144,107 $ 1,153,990 $ (9,883) ELECTRIC FUND $ 14,878,985 $ (9,242,617) $ 5,636,368 $ 6,268,839 $ (632,471) CAPITAL RESERVE FUND $ 361,284 $ - $ 361,284 $ 834,098 $ (472,814) SCHOOL FUND $ (86,168) $ (31,603) $ (117,772) $ - $ (117,772) SCHOOL FEDERAL PROGRAMS $ (118,190) $ (71) $ (118,261) $ 6,714 $ (124,975) CDBG FUND $ (267,120) $ (120,150) $ (387,270) $ (592,879) $ 205,609 HOUSING CHOICE $ 318,151 $ (740) $ 317,411 $ 11,809 $ 305,602 TOTAL $ 47,801,022 $ (29,802,425) $ 17,998,598 $ 21,126,277 $ (3,127,679) Re-appropriations $ (3,217,179) Adjusted Total: $ 17,909,098 *Re-appropriations for FY13 include $104,816 for Capital Fund Energy Efficiency Project and $1,736,047 for Meals Tax Fund H.S. Renovation Project, leaving $1,376,316 for other projects and grants. RESERVED FUNDS INSURANCE TRUST FUND $ 438,783 $ - $ 438,783 $ 340,524 $ 98,259 INMATE TRUST FUND $ 98,434 $ - $ 98,434 $ 82,597 $ 15,837 Fiduciary Agency Funds: 05-SVRFA $ 90,148 $ (309) $ 89,840 $ 85,447 $ 4,393 06-Dan River ASAP $ 237,579 $ - $ 237,579 $ 235,584 $ 1,995 08-WPBDC $ 8,393 $ - $ 8,393 $ 91,285 $ (82,892) 15-PRCJTA $ 523,617 $ - $ 523,617 $ 506,975 $ 16,642 30-BRRL $ 321,770 $ - $ 321,770 $ 207,370 $ 114,400 TOTALS: $ 1,181,508 $ (309) $ 1,181,199 $ 1,126,661 $ 54,538  CITY OF MARTINSVILLE PROJECTED FUND BALANCE 06/30/2014 (5/13/14 Projected for Budget Process) Projected Audited Fund Fund Balance & Net Projected Projected Balance & Net Net Position Revenues Expenditures Budgeted Position (Decrease) 06/30/13 FY14 FY14 Depreciation 06/30/14 Increase GENERAL 7,229,188 31,308,473 31,666,052 6,871,609 (357,579) 0 MEALS TAX 2,236,789 2,028,497 3,636,297 628,989 (1,607,800) CAPITAL RESERVE 834,098 781,439 1,346,312 269,225 (564,873) TOTAL CAPITAL FUNDS 3,070,887 2,809,936 4,982,609 898,214 (2,172,673) REFUSE 2,295,374 2,102,350 2,098,489 150,000 2,449,235 153,861 MINET/FIBER OPTIC 0 615,481 696,154 0 (80,673) (80,673) WATER 748,827 3,315,045 3,550,950 250,000 762,922 14,095 SEWER 1,153,990 4,020,385 4,638,848 400,000 935,527 (218,463) ELECTRIC 6,268,839 17,816,772 18,621,618 400,000 5,863,993 (404,846) TOTAL UTILITY FUNDS 10,467,030 27,870,033 29,606,059 1,200,000 9,931,004 (536,026) (net position) CAFETERIA 933,528 1,370,150 1,701,710 601,968 (331,560) SCHOOLS 0 21,836,548 21,836,548 0 0 SCHOOL GRANTS 6,714 2,390,492 2,390,492 6,714 0 TOTAL SCHOOL FUNDS 940,242 25,597,190 25,928,750 608,682 (331,560) CDBG* (592,879) 1,238,228 1,065,934 (420,585) 172,294 HOUSING CHOICE 11,809 1,948,011 1,876,527 83,293 71,484 TOTAL SP REV FUNDS (581,070) 3,186,239 2,942,461 (337,292) 243,778 TOTAL ALL FUNDS 21,126,277 90,771,871 95,125,931 17,972,217 (3,154,060) *adjusted revenues to accommodate estimated revisions in account receivables. Year-End Fund Balance Summary: Total Funds: Total by Category: Non-spendable: 926,470 Inventory (elec/water) 921,470 Prepaid Items - Gen Fund 5,000 Restricted: 0 0 Committed to: 2,320,132 CCBC 1,666,700 PART 44,750 Housing Choice 0 Cafeteria Fund 601,968 School Grants Fund 6,714 Assigned to: 898,214 Capital Reserve Fund 269,225 Meals Tax Fund 628,989 Unassigned: 13,827,401 Non-utility Funds: 4,817,867 Utility Funds (net position): 9,009,534 Totals: 17,972,217 17,972,217  City of Martinsville - Fund Balance/Net Position Change for 6/24/14 meeting CHANGE FROM FINAL PROJECTED FY2013 TO FY2013 FY2014 FY2014 Unassigned Non Utility $3,939,302 $4,734,574 $795,272 Utility (net position) $10,467,030 $9,009,534 -$1,457,496 Restricted Capital Projects $2,274,054 $0 -$2,274,054 Assigned Capital Reserve $294,028 $269,225 -$24,803 Meals Tax $24,848 $628,989 $604,141 Thoroughfare Construction $154,099 $0 -$154,099 Committed Commonwealth Crossing $1,666,700 $1,666,700 $0 PART $31,415 $44,750 $13,335 Housing $11,809 $83,293 $71,484 Cafeteria Fund $933,528 $601,968 -$331,560 School Grants Fund $6,714 $6,714 $0 SUBTOTAL CASH & EQUIVALENTS/POSITIONS $19,803,527 $17,045,747 -$2,757,780 Non Spendable Inventory (elec/water) $838,216 $921,470 $83,254 Prepaid Items $484,531 $5,000 -$479,531 FUND BALANCE SUMMARY $21,126,274 $17,972,217 -$3,154,057  City Council Agenda Summary Meeting Date: June 24, 2014 Item No: 10. Department: Finance Issue: Consider approval of consent agenda. Summary: The attachments amend the FY14 Budget with appropriations in the following funds: FY14: General Fund: $9,641 – Donations, Reimbursements, Grants Attachments: Spreadsheet Recommendations: Motion to approve  BUDGET ADDITIONS FOR 6/24/2014 ORG OBJECT DESCRIPTION DEBIT CREDIT FY14 General Fund: 01100908 480410 Miscellaneous Revenue - Donations/Fire Dept. 100 01322105 505500 EMS - Travel/Training 100 Donation 01100909 490104 Advanced/Recovered Costs 100 01321102 506130 Fire Dept - Repair/Maint - Burn Building 100 Reimbursements for training/use of facility 01100909 490104 Advance/Recovered Costs 6,000 01221082 501300 Commonwealth's Attorney - Part-time/Temporary Wages 3,000 01123035 501300 Comm. of Revenue - Part-time/Temporary Wages 3,000 Funds from NCI for summer interns 01100908 480420 Misc. Revenue - Donations-Sr. Citizens 50 01714212 506016 Senior Citizens - Program Supplies 50 Donations - Sponsors of Health Fair & Craft Show 01100909 490801 Recovered Costs - Senior Citizens 3,391 01714212 506016 Senior Citizens - Program Supplies 1,210 01714212 501300 Senior Citizens - Part-time Wages 1,387 01714212 502100 Senior Citizens - Social Security 86 01714212 502110 Senior Citizens - Medicare 20 01714212 506049 Senior Citizens - Vehicle Fuels 688 Bingo & Trip receipts; Transportation Grant - March,April,May 2014 Total General Fund: 9,641 9,641  City Council Agenda Summary Meeting Date: June 24, 2014 Item No: 11. Department: City Manager Issue: Hear a staff update on issues related to a duplicate use of the street/road name - Chatham Road. Summary: Staff was recently made aware of occasional difficulty and confusion regarding efforts to physically locate property for mail delivery and 911 services arising from the fact that the street/road name of Chatham Road is used for new Route 57 in the County and Route 457 (old or original Chatham Road) in the City. Information available in the City’s engineering office indicates the in-City section of Chatham Road (now designated as Route 457, but previously Route 57) has historically been named Chatham Road. When Route 57 was reconstructed to its present location, the Chatham Road name was also assigned to the new location as well. The original section of what is now Route 457 in the County is designated as Old Chatham Road. Attachments: Map showing the streets in question. Recommendations: None – this issue is being presented for information purposes only. Staff is referring the matter to the Planning Commission for review and a recommendation.  Old Chatham Road in the County Chatham Road in the City Chatham Road in the County Chatham Road/ Old Chatham Road Designations