City Council

August 26, 2014 The regular meeting of the Council of the City of Martinsville, Virginia, was held on August 26, 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, Wayne Knox, Zach Morris, Sean Dunn, Jeff Joyce, Ted Anderson, Andy Powers, Jim Minter, and Ruth Easley. Following the invocation by Mayor Kim Adkins and Pledge to the American Flag, the Mayor welcomed everyone to the meeting. Minutes: On a motion by Gene Teague, seconded by Mark Stroud, with a 5-0 vote, Council approved the minutes of the June 24, 2014 and July 8, 2014 meetings. Employee Service Awards: Mayor Adkins read the list of names and recognized employees eligible for Service Awards from July 1, 2014 through September 30, 2014: TERRY LAYMAN Waste Water Plant 5 STEPHAN MARQUARDT Central Garage 10 DENNIS NAPIER Central Garage 10 CAROL SCHMIDT Commissioner of the Revenue 10 AMBER FULCHER Police 10 JEREMY PURVIS Police 10 ERNEST BARGER Waste Water Plant 10 RUTH EASLEY Commissioner of the Revenue 15 CHAD DODSON Maintenance 15 RANDY MARTIN Parks and Recreation 15 DEAN COMER Sheriff's Department 15 RICHARD REEVES Utility Billing 15 VICKY BELCHER Victim Witness 15 DONNIE BROOKS Armory 20 ROBERT FINCHER Police 20 RANDY CRAIG Telecommunications 25 RHONDA GREGORY Central Garage 30 TERRY AGEE Public Works 30 JEAN NUNN Circuit Court Clerk's Office 35 Proclamation National Baby Safety Month: Mayor Adkins presented a proclamation to Nancy Kennett of the Martinsville Exchange Club recognizing Baby Safety Month September 2014. OneVirginia2021 Presentation: Matt Scoble of the Sorensen Institute at the University of Virginia co- authored an article that appeared in the June, 2014 edition of Virginia Town and City magazine titled “Redistricting – In Search of a Better Solution” outlining reasons to support reform of redistricting in Virginia and discussed potential redistricting issues that may arise after the 2020 census and the continuing growth of population in the northern Virginia area. Mr. Scoble briefed Council on the efforts of the organization he leads, OneVirginia2021: Virginians for Fair Redistricting, in regard to redistricting reform. Mr. Scoble asked that Council support the organization’s efforts by considering a resolution. Vice Mayor Gene Teague who serves on VML’s General Laws Committee reported that the VA Municipal League made a general statement to support a better process. Opposing views from area current legislators will be sought out for further consideration by Council. Personal Property Tax Rate FY14: Commissioner of Revenue Ruth Easley briefed Council with following information: On December 13, 2005 city council adopted an ordinance that established a local program of personal property tax relief that requires the Martinsville City Council to annually set the relief allocation percentage that is anticipated to fully use the PPTRA relief funds provided to the City by the August 26, 2014 Commonwealth. The commissioner of the revenue has completed the annual assessment of motor vehicles that have a Martinsville tax situs for tax year 2014. By ordinance, qualifying vehicles assessed at $1,000, or less, receive 100% relief. Qualifying vehicles with assessed values between $1,001 and the first $20,000 receive a calculated annual percentage of relief based on the number of qualifying vehicles and their associated assessments. The commissioner of the revenue estimates that a percentage rate of 57.52% will fully use all state PPTRA funds allocated to the city for Tax Year 2014 and asked that Council consider adoption of a resolution setting the allocation percentage for personal property tax relief for qualifying vehicles in the City of Martinsville for tax year 2014. A motion was made by Gene Teague, seconded by Mark Stroud, with a 5-0 vote to adopt the following resolution: Update on Parks and Recreation activities: Zach Morris briefed Council on Parks & Recreation activities and Senior Services activities. He highlighted events at Beaver Creek Reservoir and improvements made on parks and the number of youth participants. Council commended him on the Activities Guide and asked that the guide be publicized on the city website home page so it is easy to get to. Also, he was asked to publicize all events and availability of activities brochure on MGTV so citizens would know where to go for information. Update on Nuisance Ordinance enforcement: Fire Marshal/Building Official Ted Anderson and Deputy Fire Marshal/Property Maintenance Official Andy Powers briefed Council with the following information: August 26, 2014 Council commended the inspections department personnel for strides made in improving the process. Ordinance first reading regarding electronic summons court assessment: Police Chief presented the following information related to e-ticketing program: Background: The Police Department was awarded the Byrne Memorial Justice Assistance Grant in 2010 to initiate an Electronic Summons System, E-Ticketing. The purpose of E-Ticketing is to allow an officer to more quickly issue summonses in a safer manner for the officer with fewer data entry errors. The implementation of E-Ticketing, along with other new software programs, allowed the Police Department to eliminate one (1) civilian position. It should be noted MPD was one of two test sites in VA when E-Ticketing was first introduced. The E-Ticketing program requires support from three (3) programs, Advanced Public Safety, Interact, and DaPro, which results in a combined annual maintenance and support cost of $25,550. It should be noted that Interact and DaPro would be needed by the PD without E-Ticketing but E-Ticketing would not function without all three (3) program packages. This does not include the cost of the wireless data transfer or paper. Effective July 1, 2014, Virginia adopted legislation, HB 477, which allows localities to collect a maximum $5 fee as part of the costs collected following convictions in criminal or traffic cases in district or circuit court to be used for the implementation and maintenance of electronic summons systems. The City of Danville has adopted this fee and numerous cities throughout the state are moving toward similar fees. Considerations: The hardware costs for E-Ticketing in one (1) vehicle is $3,500. This cost includes the laptop, printer, mount, card reader, installation, etc. There is no budgeted funding for the replacement of the hardware. There also is no budgeted funding for expanding the current program. Financial Impact: The total funding with the implementation of this fee would cover a large portion of the current costs associated with the E-Ticketing program, roughly $21,000, based on CY2013 cases. Unfortunately, court fees are not always collected so we expect this fee to cover approximately half of the actual costs with the current program, roughly $14,000. Initial revenue from E-Ticketing fees will be utilized for replacement of hardware. Analysis and Recommendation: A brief analysis of the current costs and funding associated with the E-Ticketing program reveals a project that is currently underfunded. It is strongly recommended that the City approve the proposal to add a $5 fee to court costs to be used exclusively for the implementation and maintenance of the Police Department’s electronic summons system. August 26, 2014 It is also recommended that the fee be reviewed every year by staff during the start of the budget process in order to assemble as part of the overall Police budget submission. Anticipated Revenue Total Project Costs Shortfall w/ no Expansion $14,000 - $25,500 = -$11,500 On 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; Turner-aye, Council approved the ordinance on first reading approving the electronic summons court assessment fee. The ordinance will be considered for final adoption on second reading at the September 9, 2014 meeting. Ordinance second reading, repeal of City Code Chapter 20, Pools: City Attorney Eric Monday briefed Council on the ordinance to repeal City Code Chapter 20, Pools which was approved on first reading at the previous meeting. On a motion by Mark Stroud, seconded by Gene Teague, with the following 5-0 recorded vote: Adkins-aye; Teague-aye; Stroud-aye; Hodge-aye; Turner-aye, Council approved the ordinance on second reading to repeal City Code Chapter 20, Pools. Consent agenda: On a motion by Gene Teague, seconded by Danny Turner, with a 5-0 vote, Council approved the following consent agenda: BUDGET ADDITIONS FOR 8/26/2014 ORG OBJECT DESCRIPTION DEBIT CREDIT FY14 CDBG Fund: 47103919 443136 Private Grant - Phoenix Façade Grants 4,400 47823521 506325 Uptown - Phoenix Façade Program 4,400 Façade grant program funding from Phoenix CDC 47102926 447061 Categorical Federal - NCI Comm. Improv. Grant 42,001 47833380 503191 NCI CIG - Prof. Services - Contractors 42,001 NCI pass-through funding Total CDBG Fund: 46,401 46,401 BUDGET ADDITIONS FOR 8/26/2014 ORG OBJECT DESCRIPTION DEBIT CREDIT FY15 General Fund: 01100909 490104 Advanced/Recovered Costs 500 01321102 506130 Fire Dept - Repair/Maint - Burn Building 500 Reimbursement for training 01101917 442402 Categorical Other State - Confiscated Assets - C Atty 554 01221082 506105 Comm Atty - Conf Assets State 554 August 26, 2014 01101917 442401 Categorical Other State - Confiscated Assets - Police 1,600 01311085 506078 Police Dept - Conf Assets State 1,600 Asset Forfeiture Proceeds 1100909 490104 Advance/Recovered Costs 2,148 1331108 501300 Sheriff/Corrections - Part-time & Temporary Wages 1,570 1331108 502100 Sheriff/Corrections - Social Security 97 1331108 502110 Sheriff/Corrections - Medicare 23 1331108 506008 Sheriff/Corrections - Vehicle Equipment & Maint. 314 1331110 506200 Sheriff/Annex - Prisoner Allowance 144 Reimbursement from Henry County for litter pickup for July Total General Fund: 4,802 4,802 CDBG Fund: 47102926 447061 Categorical Federal - NCI Comm. Improv. Grant 55,999 47833380 503191 NCI CIG - Prof. Services - Contractors 55,999 NCI pass-through funding Total CDBG Fund: 55,999 55,999 Business from floor: Ural Harris, 217 Stuart St.—comments and questions regarding power generation at the landfill and Prairie State; Mr. Harris will email the specific questions to the City Manager; Chad Martin and Chief Sean Dunn--announced the August 30 Community Cup Police Softball Fundraiser and encouraged citizen participation; Dennis Hairston, 513 Letcher St.—thanked Council for the Ban the Box efforts to assist in removing barriers for citizens to apply for jobs even though they had made some poor choices in the past. Council comments: Turner-announced information on the Business Development Caucus on September 16 and encouraged participation of small businesses; Stroud-commended inspections department staff for streamlining complaint process and thanked Public Works for the weed killing efforts on Commonwealth Blvd. as well as on his street; Hodge-gave legislative update regarding funds that had been set aside for the Abingdon medical school that she has been in touch with Senator Bill Stanley who has reported to her that he will introduce a bill in the General Assembly special session to have some these funds redirected to Dr. Boaz’s medical school here; Adkins-gave an update on the 6 year improvement plan process for transportation and that localities will have to prioritize their projects. City Manager comments: Mr. Towarnicki reported: (1) the medical school will begin work on the physic garden within a few days (2) Henry Hotel work to begin and an event will be set up for Tuesday, September 2, to transfer the keys to the new owners. There being no further business, the meeting adjourned at 9:35 pm. _______________________________ __________________________ Brenda Prillaman Kim Adkins Clerk of Council Mayor