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City Council

Regular Meeting

Martinsville, VA · October 14, 2014

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Minutes

October 14, 2014 The regular meeting of the Council of the City of Martinsville, Virginia, was held on October 14, 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, Brenda Prillaman, Eric Monday, Wayne Knox, Jeff Joyce, and Sean Dunn. 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; Hodge, aye; Stroud, 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) 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. (C) Consultation with legal counsel and briefings by staff members, attorneys or consultants pertaining to actual or probable litigation, or other specific legal matters requiring the provision of legal advice by such counsel, as authorized by Subsection 7. At the conclusion of Closed Session, each returning member of Council certified that (1) only public business matters exempt from open meeting requirements were discussed in said Closed Session; and (2) only those business matters identified in the motion convening the Closed Session were heard, discussed, or considered during the Session. On a motion by Gene Teague, 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. Board actions taken: On a motion by Gene Teague, seconded by Mark Stroud, with 5-0 vote, Council appointed Bob Vogler, 301 Oakdale St. to a 4 year term ending 12/31/18 on the Transportation Safety Commission. On a motion by Danny Turner, seconded by Sharon Brooks Hodge, with a 5-0 vote, Council re- appointed Will Vaughn, 1015 Sheraton Court, to a 4 year term ending 10/31/18 on the Southern VA Recreation Facilities Authority. Following the invocation by Mayor Adkins and Pledge to the American Flag, the Mayor welcomed everyone to the meeting and announced there will be an agenda item added. Minutes: On a motion by Sharon Brooks Hodge, seconded by Mark Stroud, with a 5-0 vote, Council approved the minutes of the August 26, 2014 meeting. Addendum-Hooker Field: Mr. Towarnicki briefed Council reporting the following information: In an effort to address unsatisfactory playing surface issues at Hooker Field resulting from extensive use of the facility, the City recently issued a request for proposals to replace the natural grass infield with artificial turf. After a review of proposals, Medallion Athletic Products from Mooresville, NC, has been selected as the contractor. The project is estimated to cost $230,000 and will involve replacing the entire infield with an artificial turf product with a subsurface drainage system. The project will not only cover the grassed section of the infield but also a section of the warning track adjacent to the infield as well as the skinned (dirt) part of the infield, to the edge of the outfield grass. By no longer having to mow, maintain, water, fertilize, and line the infield, the City will realize a savings in the Hooker Field maintenance budget estimated to be approximately $14,000. Patrick Henry Community College has secured financing for the project and will be contributing financially, along with other contributors. Recognizing the significant improvement to the field, October 14, 2014 it is recommended the annual savings from the Hooker Field budget be dedicated to the project debt service, currently estimated to be six years. The project will provide for a much better facility while essentially remaining budget-neutral for the City. On a motion by Gene Teague, seconded by Danny Turner, with a 5-0 vote, Council authorized staff to proceed with the project. Proclamation-Extra Mile Day 2014: Mayor Adkins read a proclamation regarding Extra Mile Day and reported the document will be mailed to representatives. Proclamation-Domestic Violence Awareness: Mayor Adkins read a proclamation regarding Domestic Violence Awareness Month October 2014 and the presentation was made to Citizens Against Family Violence representatives, Warren Rogers and Julia Scales. Set public hearing re: 200 Sellers Street communications tower: Wayne Knox briefed Council with following information: The Planning Commission conducted a public hearing on September 18, 2014 on a request from GCS Electronics & Communications to approve a special use permit to allow construction of a 100 ft. communications tower on their property at 200 Sellers Street. As per Section XIII, G, 4, of the City of Martinsville Zoning Ordinance, telecommunication equipment including towers is a use permitted by special use permit in the M-1 District. The applicant desires to install the tower in order to provide a point-to-point link to a main microwave hub in Spencer, VA. No one spoke for or against the special use permit at the public hearing. The Planning Commission voted unanimously to recommend to City Council that the special use permit be granted with the following conditions: a. The tower shall either maintain a galvanized steel finish, or subject to any applicable standards of the FCC or FAA, or be painted a neutral color. b. The tower shall not be artificially lit, unless required by the FCC or FAA. If lighting is required, City Council may review and approve the design that would cause the least disturbance to surrounding views. c. No advertising of any type shall be allowed on the tower. d. The tower must meet or exceed current standards of the FAA, the FCC, and any other agency of the federal government with authority to regulate towers e. The tower shall be equipped with appropriate anti – climbing devices. f. The owner of the tower shall ensure that it is constructed and maintained in compliance with standards contained in applicable federal, state, and local building codes and regulations. g. If the tower is abandoned in the future, the owner shall remove the tower within ninety (90) days of receipt of notice from the building official or city manager notifying the owner of the removal requirement. h. A survey must be submitted consolidating the multiple parcels and combining them into one parcel on a plat of survey. This will make the tower setbacks to code. The plat of survey must be submitted for review by the City of Martinsville and recorded with the Circuit Court Clerk. It was also noted that the proposed location of the tower is already within an area with secured fencing so there would be no need for additional fencing around the tower itself. Giles Smith of GCS Electronics also spoke briefly. On a motion by Danny Turner, seconded by Mark Stroud, with a 5-0 vote, Council agreed to set the public hearing to be held at the first meeting in November due to advertising requirements as described by the City Attorney. Set public hearing re: renaming Chatham Road: Wayne Knox briefed Council with following information: The issue of renaming of Chatham Road has been discussed at length on several occasions in the recent past. The Planning Commission conducted a public hearing on October 7, 2014 and at the meeting, several residents from the Chatham Heights area spoke on the subject of the name change and its history. The Planning Commission voted unanimously to recommend that the City Council rename the road “Chatham Heights Road”. On a motion by Gene Teague, seconded by Sharon Brooks Hodge, with a 5-0 vote, Council agreed to set the public hearing for the first meeting in November. October 14, 2014 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 10/14/2014 ORG OBJECT DESCRIPTION DEBIT CREDIT FY15 General Fund: 01101917 442701 Categorical Other State - Fire Programs Funds 7,358 01321102 506110 Fire Dept. - State Grant/Fire Programs 7,358 Additional funds received in excess of budget 01101917 442401 Categorical Other State - Confiscated Assets - PD 250 01311085 506078 Police - State Asset Forfeitures 250 Additional funds 01101917 442801 Categorical Other State - Street Maintenance 32,354 01103938 462103 Contrib from Reserve for Thorofare Construction 25,000 01413151 508220 Thorofare Construction - Physical Plant Expansion 57,354 Funding for Uptown paving project - city share 01102926 436401 Categorical - Federal - Confiscated Assets - Police 10,879 01311085 506079 Police - Federal Asset Forfeitures 10,879 Receipts - July & August 01100909 490139 Recovered Costs - CIT Program 21,750 01311085 501215 Police - O/T CIT Program 2,694 01311085 502100 Police - Social Security 167 01311085 502110 Police - Medicare 39 01331108 501215 Sheriff Corrections - O/T CIT Program 13,133 01331108 502100 Sheriff Corrections - Social Security 814 01331108 502110 Sheriff Corrections - Medicare 190 01217078 501215 Sheriff - Courts - O/T CIT Program 4,378 01217078 502100 Sheriff - Courts - Social Security 271 01217078 502110 Sheriff - Courts - Medicare 64 Reimbursements from CIT Program 01100909 490137 Recovered Costs - Public Safety 27,186 01311085 501200 Police Dept - Overtime 9,868 01311085 502100 Police Dept - Social Security 612 01311085 502110 Police Dept - Medicare 143 01331108 501200 Sheriff Corrections - Overtime 7,559 01331108 502100 Sheriff Corrections - Social Security 469 01331108 502110 Sheriff Corrections - Medicare 109 01217078 501200 Sheriff - Courts - Overtime 2,519 01217078 502100 Sheriff - Courts - Social Security 156 01217078 502110 Sheriff - Courts - Medicare 37 01321102 501200 Fire Dept - Overtime 5,308 01321102 502100 Fire Dept - Social Security 329 01321102 502110 Fire Dept - Medicare 77 Reimbursements for Public Safety Coverage Total General Fund: 124,777 124,777 Minet/Fiber Optic Fund: 11100909 490104 Advance/Recovered Costs 5,438 11315308 505233 Telecom - Outside Customers 5,438 Recovered costs from customers Total Minet/Fiber Optic Fund: 5,438 5,438 School Fund: 18101918 404074 State Grant - School Security Equipment 57,661 80004600 566056 Security - Non-Capital Equipment 57,661 Additional Funding Total School Fund: 57,661 57,661 Item #2 – Refund – 2014 Business License - $3,212.69 Business from floor: Mark Price, 936 Bethel Lane-concerns with citizen health issues regarding electromagnetic radiation from cell phone towers proposed for Bethel Lane water tank, neighborhood wants tank dismantled to eliminate blight. Council asked that staff investigate this issue: (1) how do other communities handle tank leases (2) cost to dismantle the tank (3) research historical significance of tank that over 100 years old (4) look into health considerations. Mr. Towarnicki will report on this at the first meeting in November. Donald Kirby-1178 Banner St.-concerns with the used car lot that is major blight to Boden October 14, 2014 Street due to having a salvage yard in back, wants No Parking signs on Boden St., need to look at zoning violation due to using residential lot for business. Mr. Knox with investigate the bring report to Council for recommendation. Eric Monday, resident of Mulberry-reported Martinsville was recognized for philanthropy. Update on Voter ID requirements: Voting Registrar Cindy Barbour reported on photo ID requirements for voting and other information for voters in the upcoming election. Council comments: Teague-comments on recent VA Municipal League conference information he passed along to city staff regarding renter certification programs and growing small business programs. Hodge-interested in Council again having worksessions in order to be more proactive and asked for a comprehensive review of the M-HC Economic Development Corporation with an evaluation measured against the MOU, list of detailed tasks and costs for each, report on marketing of city properties and schematic on revenue sharing lots so the new Council starting in January 2015 will have facts to discuss the city’s economic development strategy. She also asked that information regarding VML If I Were Mayor contest be posted on the city website. Stroud-reported he also attended VML meeting and gave update on health concerns. Turner-commended success of recent Oktoberfest and reported on several upcoming local events. City Manager comments: (1) reported VML conference was very worthwhile and noted during a VHCD roundtable discussion, Martinsville was used as a case study (2) noted the first Council meeting in November will be held on Veterans Day holiday, Tuesday, November 11, 2014. In response to Mr. Turner’s suggestion of having WW11 veterans attend the November 11 Council meeting, Mr. Towarnicki asked Council to forward names and contact information of any they wish to attend. (3) responded to Lawrence Mitchell’s questions on placement of campaign signs and reviewed general procedures. There being no further business, the meeting adjourned at 9:35 pm. _______________________________ __________________________ 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, October 14, 2014 7:00 pm --Closed Session 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. Appointments to Boards and Commissions as authorized by Subsection 1. B. 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. C. Consultation with legal counsel and briefings by staff members, attorneys or consultants pertaining to actual or probable litigation, or other specific legal matters requiring the provision of legal advice by such counsel, as authorized by Subsection 7. 7:30—Regular Session Invocation & Pledge to the American Flag-Mayor Kim Adkins 1. Consider approval of minutes of August 26, 2014 Council meeting. (2 mins) 2. Presentation of proclamation regarding Extra Mile Day 2014. (2 mins) 3. Presentation of proclamation regarding Domestic Violence Awareness. (2 mins) 4. Consider setting a public hearing on a recommendation from the Martinsville Planning Commission for a special use permit to allow construction of a communications tower on property at 200 Sellers Street. (10 mins) 5. Consider setting a public hearing on a recommendation from the Martinsville Planning Commission for renaming of Chatham Road. (10 mins) 6. Hear an update from the Registrar Cindy Barbour regarding voter ID requirements. (5 mins) 7. Consider approval of consent agenda. (2 mins) 8. 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. 9. Comments by members of City Council. (5 minutes) 10. Comments by City Manager. (5 minutes) City Council Agenda Summary Meeting Date: October 14, 2014 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes of City Council meetings August 26, 2014. Summary: None Attachments: August 26, 2014 minutes Recommendations: Motion to approve minutes as presented. 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 City Council Agenda Summary Meeting Date: October 14, 2014 Item No: 2. Department: City Council Issue: Presentation of proclamation regarding Extra Mile Day 2014. Summary: The Mayor will read the proclamation which will then be mailed to the Extra Mile Foundation. Attachments: Proclamation Recommendations: Presentation only Extra Mile Day Proclamation November 1, 2014 WHEREAS, Martinsville, Virginia is a community that acknowledges that a special vibrancy exists within the entire community when its individual citizens collectively “go the extra mile” in personal effort, volunteerism, and service; and WHEREAS, Martinsville, Virginia is a community that encourages its citizens to maximize their personal contribution to the community by giving of themselves wholeheartedly and with total effort, commitment, and conviction to their individual ambitions, family, friends, and community; and WHEREAS, Martinsville, Virginia is a community that chooses to shine a light on and celebrate individuals and organizations within its community who “go the extra mile” in order to make a difference and lift up fellow members of their community; and WHEREAS, Martinsville, Virginia acknowledges the mission of the Extra Mile America Foundation to create 400 Extra Mile cities and states in America and is proud to support “Extra Mile Day” on November 1, 2014; NOW THEREFORE, I, Kim Adkins, Mayor, and City Council of Martinsville, Virginia, do hereby proclaim November 1, 2014 to be Extra Mile Day and urge each individual in our community to take time on this day to not only “go the extra mile” in his or her own life, but to also acknowledge all those around who are inspirational in their efforts and commitment to make their organizations, families, community, country, or world a better place. Kim Adkins Mayor City Council Agenda Summary Meeting Date: October 14, 2014 Item No: 3. Department: City Council Issue: Presentation of proclamation regarding Domestic Violence Awareness Month October 2014. Summary: A representative from Citizens Against Violence will be present to accept the proclamation. Attachments: Proclamation Recommendations: Presentation only DOMESTIC VIOLENCE AWARENESS MONTH PROCLAMATION WHEREAS, domestic violence is a critical issue that is distressing the citizens of Martinsville on a daily basis. Domestic violence is not confined to any group of people but occurs across all socioeconomic and racial boundaries; and WHEREAS, domestic violence violates an individual’s privacy, dignity, security, and humanity, due to systematic use of physical, emotional, psychological, and economic abuse; and WHEREAS, one out of four American women will experience domestic violence at some point in her life, and WHEREAS, children from violent homes are more likely to be involved in violent criminal activity in the future than their non-abused peers; and WHEREAS, the celebration of October as domestic violence awareness month, enables survivors to share their stories of triumph over adversity. Citizens Against Family Violence will provide presentations, awareness activities and trainings in the community throughout the month of October. On October 18th, Citizens Against Family Violence will partner with NSBE for the 1st Teaming Up Against Domestic Violence community basketball game. NOW, THEREFORE, in recognition of the important work done by Citizens Against Family Violence, Inc. and for the empowerment of domestic violence survivors everywhere, BE IT RESOLVED, that I, Kim Adkins, Mayor of the City of Martinsville, designate the month of October 2014 as Domestic Violence Awareness Month in the City of Martinsville. Kim Adkins Mayor City Council Agenda Summary Meeting Date: October 14, 2014 Item No: 4. Department: Community Development Issue: Consider setting a public hearing on a recommendation from the Martinsville Planning Commission for a special use permit to allow construction of a communications tower on property located at 200 Sellers Street. Summary: The Planning Commission conducted a public hearing on September 18, 2014 on a request from GCS Electronics & Communications to approve a special use permit to allow construction of a 100 ft. communications tower on their property at 200 Sellers Street. As per Section XIII, G, 4, of the City of Martinsville Zoning Ordinance, telecommunication equipment including towers is a use permitted by special use permit in the M-1 District. The applicant desires to install the tower in order to provide a point-to-point link to a main microwave hub in Spencer, VA. No one spoke for or against the special use permit at the public hearing. The Planning Commission voted unanimously to recommend to City Council that the special use permit be granted with the following conditions: a. The tower shall either maintain a galvanized steel finish, or subject to any applicable standards of the FCC or FAA, or be painted a neutral color. b. The tower shall not be artificially lit, unless required by the FCC or FAA. If lighting is required, City Council may review and approve the design that would cause the least disturbance to surrounding views. c. No advertising of any type shall be allowed on the tower. d. The tower must meet or exceed current standards of the FAA, the FCC, and any other agency of the federal government with authority to regulate towers e. The tower shall be equipped with appropriate anti – climbing devices. f. The owner of the tower shall ensure that it is constructed and maintained in compliance with standards contained in applicable federal, state, and local building codes and regulations. g. If the tower is abandoned in the future, the owner shall remove the tower within ninety (90) days of receipt of notice from the building official or city manager notifying the owner of the removal requirement. h. A survey must be submitted consolidating the multiple parcels and combining them into one parcel on a plat of survey. This will make the tower setbacks to code. The plat of survey must be submitted for review by the City of Martinsville and recorded with the Circuit Court Clerk. It was also noted that the proposed location of the tower is already within an area with secured fencing so there would be no need for additional fencing around the tower itself. Attachments: Recommendation letter from the Planning Commission Recommendations: Set a public hearing for consideration of this request. Martinsville " Wl A CITY WITHOUT LIMITS October 2,2014 The Honorable Mayor and City Council City of Martinsville Martinsville. Virginia Dear Council Members: The Planning Commission, at its regular meeting of September 18, 2014, c advertised Public Hearing on a request by GCS Electronics & Communications, permit for property located at 200 Sellers Street located in the M-1 Light M At the Public Hearing, it was noted that GCS Electronics & Communications special use permit to construct a 100 ft. communications lower to connect t hub in Spencer, VA. The proposed tower is to be located next to an exis building owned by the applicant. As per Section XIII, G, 4, of the City of Ordinance, telecommunication equipment including towers is a use permitted permit in the M-1 District. There were no objections expressed from adjacent property owners on the pro for the communications tower. Following evidence heard at the public hear Commission voted unanimously (5-0) to recommend to City Council the special granted with the following conditions: a. The tower shall either maintain a galvanized steel finish, or subje standards of the FCC or FAA, or be painted a neutral color. b. The tower shall not be artificially lit, unless required by the FCC o required. City Council may review and approve the design that would disturbance to surrounding views. c. No advertising of any type shall be allowed on the tower. d. The tower must meet or exceed current standards of the FAA, the FCC agency of the federal government with authority to regulate towers e. The tower shall be equipped with appropriate anti-climbing devices. f. The owner of the tower shall ensure that it is constructed and maint with standards contained in applicable federal, state, and local b regulations. 55 West Church Street P.O. Box 1112 Martinsville, VA 24114-1112 g. I f the tower is abandoned in the future, the owner shall remove the t (90) days of receipt of notice from the building official or city man owner of the removal requirement. h. A survey must be submitted consolidating the multiple parcels and comb one parcel on a plat of survey. This will make the tower setbacks to c survey must be submitted for review by the City of Martinsville and re Circuit Court Clerk. The Planning Commission respectfully submits the above recommendation fo consideration. Sincerely, John Hale, Secretary Wayne D. P.^Knox Community Development Director WDPK/tr cc: Timothy Martin, Chairperson John Hale, Secretary City Council Agenda Summary Meeting Date: October 14, 2014 Item No: 5. Department: Community Development Issue: Consider setting a public hearing on a recommendation from the Planning Commission regarding renaming of Chatham Road. Summary: The issue of renaming of Chatham Road has been discussed at length on several occasions in the recent past. The Planning Commission conducted a public hearing on October 7, 2014. At the meeting, several residents from the Chatham Heights area spoke on the subject of the name change and its history. The Planning Commission voted unanimously to recommend that the City Council rename the road “Chatham Heights Road”. Attachments: Recommendation letter from the Planning Commission Recommendations: Set a public hearing to consider the recommendation. City Council Agenda Summary Meeting Date: October 14, 2014 Item No: 6. Department: City Council Issue: Hear an update from the Registrar Cindy Barbour regarding voter ID requirements. Summary: Registrar Cindy Barbour will give this update and answer any questions. Attachments: None Recommendations: For information only. No action required. City Council Agenda Summary Meeting Date: October 14, 2014 Item No: 7. Department: Finance Issue: Consider approval of consent agenda. Summary: Item #1 – The attachment amends the FY15 Budget with appropriations in the following funds: General Fund: $124,777 – reimbursements, additional funding MiNet/Fiber Optic Fund: $ 5,438 – recovered costs School Operating Fund: $ 57,661 – additional funding Item #2 – Refund – 2014 Business License - $3,212.69 Attachments: Spreadsheet Recommendations: Motion to approve. BUDGET ADDITIONS FOR 10/14/2014 ORG OBJECT DESCRIPTION DEBIT CREDIT FY15 General Fund: 01101917 442701 Categorical Other State - Fire Programs Funds 7,358 01321102 506110 Fire Dept. - State Grant/Fire Programs 7,358 Additional funds received in excess of budget 01101917 442401 Categorical Other State - Confiscated Assets - PD 250 01311085 506078 Police - State Asset Forfeitures 250 Additional funds 01101917 442801 Categorical Other State - Street Maintenance 32,354 01103938 462103 Contrib from Reserve for Thorofare Construction 25,000 01413151 508220 Thorofare Construction - Physical Plant Expansion 57,354 Funding for Uptown paving project - city share 01102926 436401 Categorical - Federal - Confiscated Assets - Police 10,879 01311085 506079 Police - Federal Asset Forfeitures 10,879 Receipts - July & August 01100909 490139 Recovered Costs - CIT Program 21,750 01311085 501215 Police - O/T CIT Program 2,694 01311085 502100 Police - Social Security 167 01311085 502110 Police - Medicare 39 01331108 501215 Sheriff Corrections - O/T CIT Program 13,133 01331108 502100 Sheriff Corrections - Social Security 814 01331108 502110 Sheriff Corrections - Medicare 190 01217078 501215 Sheriff - Courts - O/T CIT Program 4,378 01217078 502100 Sheriff - Courts - Social Security 271 01217078 502110 Sheriff - Courts - Medicare 64 Reimbursements from CIT Program 01100909 490137 Recovered Costs - Public Safety 27,186 01311085 501200 Police Dept - Overtime 9,868 01311085 502100 Police Dept - Social Security 612 01311085 502110 Police Dept - Medicare 143 01331108 501200 Sheriff Corrections - Overtime 7,559 01331108 502100 Sheriff Corrections - Social Security 469 01331108 502110 Sheriff Corrections - Medicare 109 01217078 501200 Sheriff - Courts - Overtime 2,519 01217078 502100 Sheriff - Courts - Social Security 156 01217078 502110 Sheriff - Courts - Medicare 37 01321102 501200 Fire Dept - Overtime 5,308 01321102 502100 Fire Dept - Social Security 329 01321102 502110 Fire Dept - Medicare 77 Reimbursements for Public Safety Coverage Total General Fund: 124,777 124,777 Minet/Fiber Optic Fund: 11100909 490104 Advance/Recovered Costs 5,438 11315308 505233 Telecom - Outside Customers 5,438 Recovered costs from customers Total Minet/Fiber Optic Fund: 5,438 5,438 School Fund: 18101918 404074 State Grant - School Security Equipment 57,661 80004600 566056 Security - Non-Capital Equipment 57,661 Additional Funding Total School Fund: 57,661 57,661

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