City Council

AGENDA--CITY COUNCIL -- CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building 7:30 pm regular session Tuesday, October 28, 2014 7:30—Regular Session Invocation & Pledge to the American Flag-Vice Mayor Gene Teague 1. Consider approval of minutes of September 9, 2014 Council meeting. (2 mins) 2. Hear an update from New College Institute. (15 mins) 3. Hear an update from Dr. Jody Hershey from the Health Department. (20 mins) 4. Hear an update from Chief Sean Dunn regarding Community Oriented Policing program. (15 mins) 5. Consider authorizing expenditures for certain purchases and projects for which partial funding was appropriated in the FY15 budget with the understanding that remaining funding will be appropriated in the FY16 budget. (10 mins) 6. Hear staff report on zoning ordinance update. (10 mins) 7. Discussion regarding the 2015 City Legislative Agenda. (10 mins) 8. Hear finance report. (10 mins) 9. Consider approval of consent agenda. (2 mins) 10. 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. 11. Comments by members of City Council. (5 minutes) 12. Comments by City Manager. (5 minutes)  City Council Agenda Summary Meeting Date: October 28, 2014 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes of City Council meeting September 9, 2014. Summary: None Attachments: September 9, 2014 minutes Recommendations: Motion to approve minutes as presented. September 9, 2014 The regular meeting of the Council of the City of Martinsville, Virginia, was held on September 9, 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, Tony Turner, Kris Shrader, Lane Shively, Kenneth Draper, and Ruth Easley. 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 Mark Stroud, 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) A prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business’ or industry’s interest in locating or expanding its facilities in the community as authorized by Subsection 5. (B) Consultation with legal counsel and briefings by staff members, attorneys or consultants pertaining to actual or probable litigation, or other specific legal matters requiring the provision of legal advice by such counsel, as authorized by Subsection 7. At the conclusion of Closed Session, each returning member of Council certified that (1) only public business matters exempt from open meeting requirements were discussed in said Closed Session; and (2) only those business matters identified in the motion convening the Closed Session were heard, discussed, or considered during the Session. On a motion by Mark Stroud, seconded by Sharon Brooks Hodge, with the following recorded 5-0 vote: Adkins, aye; Teague, aye; Hodge, aye; Stroud, aye; and Turner, aye, Council returned to Open Session. Board actions taken: On a motion by Sharon Brooks Hodge, seconded by Mark Stroud, with 5-0 vote, Council appointed Debbie Hall, P. O. Box 3246, to an unexpired 3 year term ending March 31, 2017 on the Architectural Review Board. On a motion by Gene Teague, seconded by Danny Turner, with a 5-0 vote, Council appointed Debbie Hall, P. O. Box 3246, to an unexpired 3 year term ending December 31, 2016 on the Arts & Cultural Committee to serve as the Architectural Review Board representative. Following the invocation by Vice Mayor Teague and Pledge to the American Flag, the Mayor welcomed everyone to the meeting and announced there will be an agenda item added to present proclamations. Minutes: On a motion by Gene Teague, seconded by Sharon Brooks Hodge, with a 5-0 vote, Council approved the minutes of the July 22, 2014 meeting. Addendum-Proclamation-Constitution Month: Mayor Adkins read and presented a proclamation to representatives of the Daughters of the American Revolution regarding Constitution Week 2014. Addendum-Proclamation-Suicide Prevention Awareness Month: Mayor Adkins read and presented a proclamation to representatives of CONTACT regarding Suicide Prevention Awareness Month 2014. Update from Economic Development Corporation: Mark Heath updated Council on recent activities programs and events. Questions from Council regarding occupancy rate of retail locations in the city were asked and Mr. Heath reported he will get that information to Council. Council remarked on absence of several city retail businesses on the tourism map recently distributed. ISO Rating update from Fire Dept.: Chief Kenneth Draper and Deputy Chief Kris Shrader briefed Council on the City’s ISO (Insurance Services Office) Public Protection Classification rating. The Martinsville Fire Department along with other City staff recently completed efforts regarding the Public Protection September 9, 2014 Classification (PPC) survey which is analyzed by ISO to determine the City’s ISO Public Protection Classification rating. ISO’s PPC program plays an important role in the underwriting process at insurance companies with most U.S. insurers using PPC information as part of their decision-making when deciding what businesses to write, coverage to offer, or prices to charge for personal or commercial property insurance. As a result of the efforts of Martinsville Fire and other City staff involved in the process, the City’s ISO rating has improved from a previous rating of 4 to the new rating of 3. Fire Department personnel provided an update for Council regarding this change and the potential impact to the City. City of Martinsville’s Recognizes the efforts of communities to ISO Public Protection Classification provide fire protection services Investment in fire mitigation is a proven and ISO analyzes relevant data using their Fire reliable predicator of future fire losses Suppression Rating Schedule (FSRS) Insurance companies use PPC information to PPC ranges from 1 to 10 help establish fair premiums for fire insurance Class 1 generally represents superior property The most significant benefit of the PPC program fire protection is its effect on losses Class 10 indicates that the area's fire-suppression program doesn't meet ISO’s minimum criteria. To determine a community's PPC, ISO conducts Basically, it is a way of classifying a a field survey to evaluate four major areas: community’s ability to suppress fires Emergency communications systems (10 points) Fire department (50 points) PPC info plays an important part in the decisions Water supply (40 points) insurers make affecting the underwriting and Community risk reduction (5.5 points) pricing of property insurance Insurance companies, not ISO, establish the FSRS Item Credit Available Earned Credit premiums they charge to policyholders Emergency Reporting (Communications) 10 7.78 In general, assuming all other factors are equal, Fire Department 50 31.97 Water Supply 40 28.11 the price of property insurance in a community Community Risk Reduction 5.5 4.20 with a good PPC is lower than in a community Divergence -- -1.27 with a poor PPC Total Credit 105.5 70.79 Distribution of Communities by PPC Class Final Community Public Protection After December 1, 2014, Martinsville will be in Classification = Class 03 the top 7% in the United States PPC program evaluates a community’s overall Distribution of Communities by PPC Class capability to prevent and suppress structure fires After December 1, 2014, Martinsville will be in Communities whose PPC improves may get the top 2% in Virginia lower insurance prices PPC also provides fire departments with a valuable benchmark Fleet/Garage/Vehicle Replacement report: Fleet Manager Lane Shively presented the following information: during the FY15 budget review work sessions, Council expressed interest in hearing information related to the decision-making process that occurs regarding replacement of City vehicles and equipment. Mr. Shively provided Council an update on City garage/fleet operations as well as information utilized by the Garage and City staff in determining vehicle/equipment replacement recommendations and schedule. September 9, 2014 September 9, 2014 BPOL ordinance 1st reading: Ruth Easley briefed Council with the following information noting the ordinance changes proposed would be effective January 1, 2015: as part of its 2014 budgeting process, Council approved reform of the city’s Business Professional and Occupational Licensing (BPOL) to align the city’s gross receipts threshold amount with that utilized by Henry County. Henry County currently requires a $30 license fee for BPOL gross receipts under $100,000. At the July 22, 2014 Council meeting, Council also directed the addition of a second threshold for a no-fee license for BPOL gross receipts under $10,000. Businesses with gross receipts over $100,000 will continue to pay the gross receipts tax at the current established rates. On a motion by Gene Teague, seconded by Sharon Brooks Hodge, with the following 5-0 recorded vote: Adkins, aye; Teague, aye; Hodge, aye; Stroud, aye; and Turner, aye, Council approved the revisions to the BPOL Ordinance on first reading. Second and final reading will take place at the September 23, 2014 meeting. Electronic summons court assessment fee 2nd reading ordinance: Eric Monday briefed Council on the proposed ordinance regarding the electronic summons court assessment. The 2014 General Assembly passed legislation allowing localities to assess a maximum of $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. On a motion by Gene Teague, seconded by Mark Stroud, with the following 5-0 recorded vote: Adkins, aye; Teague, aye; Hodge, aye; Stroud, aye; and Turner, aye, Council approved the following ordinance on second reading: Business from floor: Eric Monday of Mulberry Road pointed out statewide recognition received by our community in recent Virginia Living magazine. Council comments: Hodge-reminder about West End Working Group meeting on September 11 and voiced her disappointment that the new map just distributed by the EDC did not include the Sportsman’s Club and Carter’s Uptown store; Teague-excited for open house at NCI; Stroud-excited about NCI open house and turning over keys for Henry Hotel and asked that all citizens remember September 11; Turner-reminder September 9, 2014 about September 16 Small Business Caucus at the incubator and expressed appreciation for recognition of Constitution Week. City Manager comments: reminder about events: NCI dedication on September 12 at 10 am, Patriot Centre shell building dedication September 17 at 2pm, September 16 Roundtable event at incubator; September 11 is Patriot Day and flags will be at half-staff; nominations for Veteran of the Year award being accepted until October 10, 2014. There being no further business, the meeting adjourned at 9:00 pm. _______________________________ __________________________ Brenda Prillaman Kim Adkins Clerk of Council Mayor  City Council Agenda Summary Meeting Date: October 28, 2014 Item No: 2. Department: City Council Issue: Hear an update from New College Institute. Summary: NCI representatives will give this update and answer any questions. Attachments: None Recommendations: For information only. No action required.  City Council Agenda Summary Meeting Date: October 28, 2014 Item No: 3. Department: City Council Issue: Hear an update from Health Department. Summary: Director Dr. Jody Hershey will give this update and answer any questions. Attachments: None Recommendations: For information only. No action required.  City Council Agenda Summary Meeting Date: October 28, 2014 Item No: 4. Department: Police Issue: Hear an update from Police Department. Summary: Police Chief Sean Dunn will give this update and answer any questions. Attachments: None Recommendations: For information only. No action required.  City Council Agenda Summary Meeting Date: October 28, 2014 Item No: 5. Department: City Manager Issue: Consider authorizing expenditure of funds for the real estate assessment replacement/upgrade project for which partial funding was appropriated in the FY15 budget, with the understanding that remaining funding will be appropriated in the FY16 budget. Summary: Replacement/upgrade of the real estate assessment program (software & hardware) was funded at approximately half of the full cost in the FY15 budget, with plans to fund the remaining amount in FY16. Timing on purchase and implementation is intended to occur in such a manner so as to best fit with the COR’s office work schedule and to allow funds from both FY15 and FY16 to cover the full cost when invoiced, as follows: Commissioner of the Revenue/Real Estate Assessment Program– Capital Reserve Fund – FY15 budget: $55,000; FY16 will require a match of approximately $55,000, with firm costs determined for the FY16 budget. The current CAMA (Computer Assisted Mass Appraisal) system has been in use since 1995 and due to technology advances since that time, the program is no longer efficient nor does it allow for hardware upgrades since the system is not compatible with new operating systems in newer generation computers. Henry County currently uses the same CAMA system as the City, and recently issued an RFP for replacing their system. The RFP included language that allowed “piggybacking” on their RFP. The County selected a vendor and has started their conversion to a new system and after evaluating various options and products, the City COR’s office plans on using the same vendor and system for the City, and desires to move forward with that project now. Given that purchase will require partial funding from a not-yet-approved FY16 budget, the City’s auditing firm has suggested that approval be with the understanding of the required commitment of funds by Council in FY16. Attachments: None Recommendations: Staff recommends that Council grant approval to proceed with the understanding the balance of funds required will be included in the FY16 budget.  City Council Agenda Summary Meeting Date: October 28, 2014 Item No: 6. Department: Community Development Issue: Hear staff report on Zoning Ordinance Update Summary: The update of our existing zoning ordinance is well underway. You may recall, this effort is being done and funded in consecutive fiscal years. The progress thus far includes the following: Phase #1 • Stormwater management regulations • Rewrite of residential, business and manufacturing district regulations • Update districts and boundaries (I), Updated definitions section (II), Site development standards & regulations (IV), General dimensions (V), Nonconformity (VI), Special use procedures (VII), Changes and amendments (XX), other miscellaneous sections. Material has been reviewed by staff and still needs to be presented to the Planning Commission . Phase #2 • Update comprehensive zoning map, official map, and overlay districts • Streetscape and transportation design guidelines • Residential neighborhood design guidelines • Business and commercial neighborhood design guidelines Updating of Subdivision ordinance still to be done in next fiscal year. Attachments: None Recommendations: For information purposes only.  City Council Agenda Summary Date: October 28, 2014 Item No: 7. Department: City Attorney Issue: Discussion of 2015 City Legislative Agenda Summary: The City annually determines its legislative priorities. Attached is the 2014 legislative agenda, annotated with staff recommendations as to deletions, additions, and prioritizations for 2015. Pre-filing for specific legislation is December 8, 2014. Most mandates (funded and unfunded) are addressed though modification of the state budget, may not require individual bills, and could be addressed during the General Assembly session. Attachments: 2014 City Legislative Agenda, annotated WPPDC Legislative Agenda request Recommendations: Discussion, possible amendment and final approval by motion and voice vote on City 2015 Legislative Agenda. The City of Martinsville appreciates the efforts its legislators undertake at both the state and federal level on behalf of its citizens. Listed below are the City’s priorities requested of its legislative delegation in 2014. Virginia General Assembly Transportation 1. In the short term, upgrade those portions of Route 220 overlaying I-73 to interstate standards. Any construction or upgrades to the I-73 corridor should begin on those sections passing through Henry County. 2. Continue to place priority on Route 58 improvements, particularly the section between Stuart and Hillsville, Virginia. 3. Urge the General Assembly to amend the 2013 comprehensive state transportation funding plan (2013 HB 2313) to eliminate contingency requirements such as the passage of an e-commerce tax, which would prevent regions outside Northern Virginia and Hampton Roads from fairly sharing in transportation funds. Comment [EM1]: There is no indication that this remains the subject of potential legislation. Education 1. City Council endorses the agenda proposed by the Martinsville City School System and also endorses the educational priorities adopted by Henry County, on behalf of its school system. 2. Oppose the imposition of unaided education mandates and in the event of revenue cuts by the Commonwealth opposes targeted cuts by the Commonwealth, instead preferring local decision making authority on where to make any such cuts. 3. Recognizing its potential to promote economic development within our community and region, continue support for the development and funding of the New College Institute; urge that any funding reductions to New College Institute, if considered, be minimized to the greatest extent possible; and support the affiliation of The New College Institute as a branch of a four-year public university. Economic Development 1. Urge the General Assembly to maintain the current moratorium on uranium mining; engaging in uranium mining would result in highly damaging effects on all other economic development efforts in the region, excluding the jobs created by a mine itself. Comment [EM2]: This issue is currently inactive. 2. Urge the issuance of necessary permits from the Environmental Protection Agency and Army Corps of Engineers for development of the Commonwealth Crossing Site. Comment [EM3]: This matter has been resolved. 3. Maintain current levels of funding for economic development incentives, including but not limited to the Governor’s Opportunity Fund. 4. Enhance the authority granted to localities to address and eliminate blighted properties, and the formation of interstate compacts to allow expedited recourse against out-of-state property owners. 5. Continue current funding levels of the Virginia Museum of Natural History. 6. Request enhanced state and federal financial assistance for localities which exceed the average state unemployment rate by 150% for a period of five consecutive years. 7. Support continued tourism awareness initiatives in the Martinsville-Henry County region. Governance 1. Request the appointment of a joint gubernatorial/legislative commission to examine the structure of local government in Virginia, the commission’s mandate to include: a. Examination of local government in the other 49 states for potential adaptation to Virginia. b. Enable cities to expand their revenue base c. Elimination of the “zero-sum” revenue base structure, which creates friction between cities and counties.  d. Elimination of redundant services and programs between contiguous cities and counties. 2. Require full funding for HB 599 funds, in fulfillment of the Commonwealth’s commitment to cities in return for their acquiescence in the annexation moratorium. Comment [EM4]: Items 2 through 9 might be reworded to request minimal impact upon 3. Require that the Commonwealth fully fund its obligations to the Virginia Retirement System, and refrain from loclaities as a result of the state budget shortfall. borrowing from VRS funds. 4. Request the elimination of “local aid to the Commonwealth” in the state budget; local aid artificially inflates state revenues by shifting responsibility for cuts in vital services onto localities. 5. Elimination of all unfunded mandates from the Commonwealth to localities. 6. Oppose any elimination or alteration of local revenue streams, and specifically oppose any amendment to the current manner in which the Business Occupation and Licensing Tax and the Machinery and Tools Tax are levied. 7. Request at a minimum, level funding for operational requirements of the Henry-Martinsville Department of Social Services. 8. Request that the General Assembly leaves intact the fire programs fund and the rescue squad assistance funds and not use these funds as a way to balance the state budget. 9. Request that the Commonwealth fully fund its obligations to constitutional officers. 10. Oppose any attempt to curtail the doctrine of sovereign immunity for localities. 11. Oppose any attempt to permit collective bargaining for state and local government employees. 12. Oppose any amendment of the existing burden of proof or process in local tax appeals cases. United States Congress 1. Oppose any effort to impose additional taxation or regulation of electrical power generation by coal or natural gas. 2. Urge the issuance of necessary permits from the Environmental Protection Agency and Army Corps of Engineers for development of the Commonwealth Crossing Site. Comment [EM5]: Resolved. 3. Urge the Federal Highway Commission to adopt the CTB’s designated route for I-73, or alternatively to preserve the current record of decision in the event the CTB’s route is rejected. 4. In the short term, upgrade those portions of Route 220 overlaying I-73 to interstate standards. 5. Request $3.72M in funds for the redevelopment of brownfields extending from the former Sara Lee site, along Aaron Street, to Rives Road. Comment [EM6]: Note: the former American Furniture site is adjacent and now in ruins. 6. Request $6.25M in funds for the elimination and redevelopment of blighted areas in the city. 7. Request legislation to provide special federal incentives to businesses locating in regions which have experienced job losses in excess of 5% of the total workforce and/or declines in median incomes since the adoption of NAFTA, WTO or GATT. Target such areas for increased federal funding in education or workforce retraining. 8. Extend high speed broadband service throughout southern Virginia. 9. Request enhanced state and federal financial assistance for localities which exceed the average state unemployment rate by 150% for a period of five consecutive years. Staff Designations City Council empowers the following staff members to speak on its behalf and in its best interests to the General Assembly, its members and committees: City Attorney Eric Monday City Manager Leon Towarnicki Other department heads as appointed by the City Manager 2  City Council Agenda Summary Meeting Date: Oct. 28, 2014 Item No: 8. Department: Finance Issue: Hear finance report. Summary: FY15 – Revenues & Expenditures through September 30, 2014 Exclusive of School and Special Revenue funds, for the first quarter of FY15, actual revenues were $12,297,153, 7.8% greater than anticipated, due in part to higher recovered costs and miscellaneous revenues than is expected at this point in year. Actual expenditures, including encumbrances, were $16,815,914, 6.8% greater than anticipated for the period. This is typical for this early in the new fiscal year due mostly to annual payments, semi-annual debt service, disbursements to outside agencies as budgeted, and issuance of purchase orders for various budgeted projects. Overall Utility Funds’ actual revenues exceeded anticipated amounts by $433,241, and actual expenses, including encumbrances and semi-annual debt service, exceeded anticipated amounts by $624,642. Budget additions approved in October will account for some of these variances, and should level out the anticipated versus actual figures in future quarterly reports. Adoption of the re-appropriations requests for incomplete projects will also adjust the variances in expenditures as listed above. The final audit process for FY14 began the week of September 29th. With a few more adjustments to be made, final figures will be presented as soon as possible after completion. Attachment: Spreadsheet-Revenue-Expense as of 9/30/14 Recommendations: Motion to approve financial report.  City of Martinsville Consolidated Revenues and Expenditures FY15 - Sept. 30, 2014 (prepared for 10/28/14 meeting) Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual General Fund Revenues $ 28,593,456 $ 3,685,779 $ 4,109,061 $ 24,484,395 111.5% Expenditures 30,121,071 7,187,643 7,627,098 22,493,973 106.1% Excess (deficiency) of revenues over expenditures $ (1,527,615) $ (3,501,864) $ (3,518,037) (Fund Bal contrib) Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual Capital Funds Meals Tax Revenues $ 2,066,792 $ 374,000 $ 409,027 $ 1,657,765 109.4% Expenditures 2,066,792 863,656 863,656 1,203,136 100.0% Excess (deficiency) of revenues over expenditures $ - $ (489,656) $ (454,629) Capital Reserve Revenues $ 1,101,757 $ 275,475 $ 275,475 $ 826,282 100.0% Expenditures 1,121,757 616,619 616,619 505,138 100.0% Excess (deficiency) of revenues over expenditures $ (20,000) $ (341,144) $ (341,143) TOTAL CAPITAL FUNDS: $ (20,000) $ (830,800) $ (795,772) (Fund Bal contrib) Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual Refuse Fund Revenues $ 2,154,507 $ 450,147 $ 481,888 $ 1,672,619 107.1% Expenditures 2,354,507 974,198 888,107 1,466,400 91.2% Excess (deficiency) of revenues over expenditures $ (200,000) $ (524,051) $ (406,219) MINet/Fiber Optic Fund Revenues $ 775,206 $ 239,712 $ 219,143 $ 556,063 91.4% Expenditures 775,206 249,197 322,257 452,949 129.3% Excess (deficiency) of revenues over expenditures $ - $ (9,485) $ (103,113) Water Fund Revenues $ 3,297,500 $ 824,410 $ 900,776 $ 2,396,724 109.3% Expenditures 3,847,500 773,359 748,376 3,099,124 96.8% Excess (deficiency) of revenues over expenditures $ (550,000) $ 51,051 $ 152,400 Sewer Fund Revenues $ 4,010,012 $ 1,001,753 $ 1,125,465 $ 2,884,547 112.3% Expenditures 4,310,012 898,279 956,493 3,353,519 106.5% Excess (deficiency) of revenues over expenditures $ (300,000) $ 103,474 $ 168,972 Electric Fund Revenues $ 18,268,308 $ 4,554,327 $ 4,776,318 $ 13,491,990 104.9% Expenditures 19,468,308 4,188,867 4,793,309 14,674,999 114.4% Excess (deficiency) of revenues over expenditures $ (1,200,000) $ 365,460 $ (16,991) TOTAL UTILITY FUNDS: $ (2,250,000) $ (4,066) $ (101,838) (Fund Bal contrib)  Consolidated Revenues and Expenditures FY15 - Sept. 30, 2014 Actual Remaining Difference Budget YTD Balance Budg vs. Actual Cafeteria Revenues $ 1,506,882 $ $ 130,376 $ 1,376,506 8.7% Expenditures 1,526,882 274,001 1,252,881 17.9% Excess (deficiency) of revenues over expenditures $ (20,000) $ $ (143,625) Schools Revenues $ 22,222,444 $ $ 4,643,073 $ 17,579,371 20.9% Expenditures 22,222,444 4,433,299 17,789,145 19.9% Excess (deficiency) of revenues over expenditures $ - $ $ 209,774 Federal Programs Revenues $ - $ $ 255,219 $ (255,219) Expenditures - 580,798 (580,798) Excess (deficiency) of revenues over expenditures $ - $ $ (325,579) TOTAL SCHOOL FUNDS: $ (20,000) $ - $ (259,429) (fund bal contrib) Actual Remaining Budget YTD Balance Special Revenue Funds CDBG Fund Revenues $ 82,965 $ 52,996 $ 29,969 63.9% Expenditures 82,965 79,374 3,591 95.7% Excess (deficiency) of revenues over expenditures $ - $ (26,378) Housing Choice Fund Revenues $ 1,944,525 $ 297,741 $ 1,646,784 15.3% Expenditures 1,944,525 381,017 1,563,508 19.6% Excess (deficiency) of revenues over expenditures $ - $ (83,276) TOTAL SPECIAL REVENUE FUNDS: $ - $ (109,654) Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual GRAND TOTALS: (excluding Schools & Special Revenues) Revenues: $ 60,267,538 11,405,603 $ 12,297,153 $ 47,970,385 107.8% Expenditures 64,065,153 15,751,818 16,815,914 47,249,239 106.8% Excess (deficiency) of revenues over expenditures $ (3,797,615) (4,346,215) $ (4,518,761) Local Sales/Use Taxes $ 1,900,000 $ 265,500 $ 296,728 $ 1,603,272 111.8% The Budgeted Revenue amounts do not include any contributions from Fund Balance.  City Council Agenda Summary Meeting Date: October 28, 2014 Item No: 9. 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: $ 1,000 – donation Federal Programs Fund: $2,139,073 – Title Programs Item #2 – Re-appropriation of Funds from FY14 to FY15 Budget by fund as follows: General Fund: $ 348,516 Meals Tax Fund: $ 157,623 Refuse Fund: $ 205,628 Minet/Fiber Optic Fund: $ 11,848 Water Fund: $ 181,142 Sewer Fund: $ 138,438 Electric Fund: $ 214,202 Capital Reserve Fund: $ 100,623 School Fund: $ 41,018 School Fund-Capital: $ 154,988 Total Requests: $1,554,026 Item #3 – Request for additional appropriations: General Fund: $ 39,186 – Police Dept. – Body Cameras Capital Reserve Fund: $ 20,000 – Renovations to Police Dept. Interview Room Total Request: $ 59,186 Attachments: Spreadsheet-consent agenda Spreadsheet-re-appropriations Additional re-appropriations-Police Recommendations: Motion to approve  BUDGET ADDITIONS FOR 10/28/2014 ORG OBJECT DESCRIPTION DEBIT CREDIT FY15 General Fund: 01100908 480410 Donations - Fire Department 1,000 01321102 506130 Fire Dept - Repair/Maint of Burn Building 1,000 Donation received Total General Fund: 1,000 1,000 Federal Programs Fund: 20102926 401058 Title I 1,034,136 86011100 561120 Instructional S&W 459,748 86011100 561151 Instructional S&W Aides 113,424 86011100 562100 Social Security 43,828 86011100 562210 Retirement 89,502 86011100 562300 Insurance 76,110 86011100 562400 Life Insurance 6,835 86011100 562520 Disability 417 86011100 563000 Purchased Services 112,450 86011100 565503 Travel 34,054 86011100 566013 Materials & Supplies 49,050 86012160 561120 Admin S &W 38,674 86012160 562100 Social Security 2,193 86012160 562210 Retirement 4,462 86012160 562300 Insurance 3,044 86012160 562400 Life Insurance 324 86012160 562520 Disability 21 20102926 420175 Title I School Improvement Grant 352,414 86831310 563000 Purchased Services 352,414 20102926 436758 Title IIA 121,656 86111100 561120 Instructional S & W 63,943 86111100 562100 Social Security 4,892 86111100 562210 Retirement 6,639 86111100 562400 Life Insurance 499 86111100 563000 Purchased Services 40,609 86111100 562300 Health Insurance 5,074 20102926 436585 Title III 10,967 86311100 563000 Purchased Services 10,967 86311100 565503 Travel 86311100 566013 Materials & Supplies 20102926 435858 Title VI Rural Ed 41,485 86411310 563000 Purchased Services 41,485 20102926 417368 Title VIB IDEA Pre School 5,722 86611100 561120 Instructional S&W 5,000 86611100 562100 Social Security 310 86611100 562150 Medicare 73 86611100 566013 Materials & Supplies 339 20102926 402758 Title VIB Flow Through 513,895 86511100 561120 Instructional S&W 121,437 86511100 561151 Instructional S&W Aides 210,998 86511100 562100 Social Security 20,611 86511100 562150 Medicare 4,820 86511100 562210 Retirement 48,203 86511100 562300 Insurance 55,964 86511100 562400 Life Insurance 3,956 86511100 562520 Disability 383 86511100 562750 retirement Credit 3,524 86511100 563140 Purchased Services 15,000 86511100 565503 Travel 14,999 86511100 566013 Materials & Supplies 14,000 20102926 404858 PERKINS 58,798 86721100 565503 Travel 17,531 86721100 566013 Materials 41,268 Total Federal Programs Fund: 2,139,073 2,139,073  RE-APPROPRIATIONS FY14 TO FY15 DEPARTMENTAL REQUESTS ORG CODE OBJECT DEPARTMENT ACCOUNT DESCRIPTION DEBIT CREDIT GENERAL FUND 01103938 462101 Contribution From Fund Balance $ 348,516 01217078 506047 Sheriff - Courts Project Life Saver $ 11,560 rollover of prior years' appropriated donations 01217078 506104 Sheriff - Courts Non-capital equipment $ 2,450 funds for weapons purchase/trade-in 01221082 506105 Commonwealth's Attorney State - Confiscated Assets $ 3,705 forfeiture funds - carry-over 01221082 506079 Commonwealth's Attorney Federal - Confiscated Assets $ 13,534 forfeiture funds - carry-over 01221082 506118 Commonwealth's Attorney Local - Confiscated Assets $ 129 forfeiture funds - carry-over 01123035 501300 Commissioner of Revenue Part-time Wages $ 2,425 rollover of NCI intern funding 01123035 502100 Commissioner of Revenue Social Security $ 151 rollover of NCI intern funding 01123035 502110 Commissioner of Revenue Medicare $ 35 rollover of NCI intern funding 01311085 501206 Police Overtime - DMV Grant $ 28,202 grant funding 01311085 501214 Police Overtime - Occupant Protection Grant $ 4,262 grant funding 01311085 506078 Police State - Confiscated Assets $ 4,751 forfeiture funds - carry-over 01311085 506079 Police Federal - Confiscated Assets $ 52,531 forfeiture funds - carry-over 01311085 506118 Police Local - Confiscated Assets $ 1,260 forfeiture funds - carry-over 01311085 508165 Police Construction - Animal Shelter $ 691 donated funds 01311085 506061 Police Ammunition $ 8,178 incomplete project 01321102 506110 Fire Fire Programs $ 62,921 grant funding 01321102 503171 Fire Labor for Burn building $ 625 unspent reimbursements carried forward 01321102 506130 Fire Maintenance for Burn Building $ 1,520 unspent reimbursements carried forward 01322105 506114 EMS Four for Life $ 25,775 grant funding 01341135 506300 Inspections Demolition $ 61,000 continuing program to clean-up more properties 01331108 506010 Sheriff - Corrections Radios & Weapons $ 4,885 funds for weapons purchase/trade-in 01413151 503193 Thorofare Construction Inspection Services/Fees $ 15,644 incomplete project - Liberty St Project 01413151 508220 Thorofare Construction Physical Plant Expansion $ 13,400 incomplete project - Liberty St Project 01812245 506830 Uptown Master Plan Phase I Supplies - Comfort Station $ 7,303 grant funding 01812245 506833 Uptown Master Plan Phase I Supplies - North Lawn $ 810 grant funding 01812246 503136 Storm Water Program Prof Serv - Consultant $ 13,972 grant funding 01812246 506010 Storm Water Program Supplies $ 373 grant funding 01816244 505676 Contributions-Outside Agencies Public Health Center $ 6,424 Carry forward year-end settlement MEALS TAX FUND 02103938 462101 Contribution from Fund Balance $ 157,623 02160270 508260 Meals Tax Adm Maint/Improvement - High School $ 157,623 incomplete project - HS renovations WATER FUND 12103938 462101 Contribution From Fund Balance $ 181,142 12541311 508220 Water - Water plant Physical Plant Expansion $ 81,142 incomplete project - equip, valve, caustic soda tank 12543313 508220 Water Maintenance Physical Plant Expansion $ 100,000 on-going meter replacement program REFUSE FUND 09103938 462101 Contribution From Fund Balance $ 205,628 09424301 508205 Collection Motor Vehicles $ 115,000 as budgeted in FY14 for garbage truck 09425302 503310 Landfill Prof. Service - Repairs & Maint $ 10,000 unanticipated carbon credit sales in FY14 to cover maint/gas project 09425302 508220 Landfill Physical Plant Expansion $ 80,628 FY14 proceeds from sale of REC's - generator project MINET/FIBER OPTIC FUND 11103938 462101 Contribution From Fund Balance $ 11,848 11315308 503136 Minet/Fiber Optic Prof. Service - Consultant $ 11,848 incomplete project to carry forward Page 1 of 2 SEWER FUND 13103938 462101 Contribution From Fund Balance $ 138,438 13551326 503140 Wastewater Maintenance Prof. Service - Eng & Arch $ 138,438 incomplete project - Inspection/Engineering for Main Intercept - 1st half ELECTRIC FUND 14103938 462101 Contribution From Fund Balance $ 214,202 14564339 508205 Electric Construction Vehicles $ 43,728 1st half bucket truck; 2nd half from FY15 budget 14561336 503140 Electric Generation Prof. Service - Engineering $ 36,500 Hydro dam - relicensing expense 14561336 506009 Electric Generation Dam Repairs $ 10,975 incomplete project - walkway replacement 14561336 508220 Electric Generation Physical Plant Expansion $ 18,000 incomplete project - Dam refacing 14563338 506007 Electric Maintenance Substation Maintenance $ 55,000 replacement of generator 14565340 506900 Electric General Expense Disaster Recovery $ 49,999 incomplete project - Hydro Automation CAPITAL RESERVE FUND 16103938 462101 Contribution From Fund Balance $ 100,623 16575365 508120 Vehicles Senior Citizens Services $ 6,946 City's share of grant funded project - Van with ramp 16576366 508055 Computer Software/Hardware Information Services $ 18,099 Leftover funds agreed to be re-appropriated during budget process 16577367 508670 Physical Plant Expansion Garage/Warehouse Complex $ 55,578 incomplete project - Warehouse roof 16577367 508140 Physical Plant Expansion City Hall $ 20,000 prior year funds dedicated to roof repairs in fy15 (judge donation=20K) TOTAL CITY FUNDS: $ 1,358,020 SCHOOL FUNDS 18100938 410510 Ops/Contrib from Fund Balance $ 41,018 81621310 563000 HARVEST - ELEMENTARY Purchased Services $ 2,400 grant funding 81621310 563142 HARVEST - ELEMENTARY Professional Development $ 1,800 grant funding 81621310 565503 HARVEST - ELEMENTARY Travel $ 3,000 grant funding 81621310 565800 HARVEST - ELEMENTARY Miscellaneous Expense $ 520 grant funding 81631310 563000 HARVEST - SECONDARY Purchased Services $ 1,600 grant funding 81631310 563142 HARVEST - SECONDARY Professional Development $ 1,200 grant funding 81631310 565503 HARVEST - SECONDARY Travel $ 2,000 grant funding 81631310 565800 HARVEST - SECONDARY Miscellaneous Expense $ 346 grant funding 71001100 566013 HS - REG CLASSROOM INSTR Instructional Materials $ 1,000 grant funding 71001100 566056 HS - REG CLASSROOM INSTR Non-Capital Equipment $ 3,000 grant funding 61101100 561620 SEMAA - MS - SECONDARY Supplemental S&W $ 4,000 grant funding 61101100 562100 SEMAA - MS - SECONDARY Social Security $ 248 grant funding 61101100 562150 SEMAA - MS - SECONDARY Medicare $ 58 grant funding 61101100 563000 SEMAA - MS - SECONDARY Purchased Services $ 4,000 grant funding 61101100 566013 SEMAA - MS - SECONDARY Instructional Materials $ 6,387 grant funding 66501100 561620 SEMAA-MS-SECONDARY-SUMMER Supplemental S&W $ 6,000 grant funding 66501100 562100 SEMAA-MS-SECONDARY-SUMMER Social Security $ 372 grant funding 66501100 562150 SEMAA-MS-SECONDARY-SUMMER Medicare $ 87 grant funding 66501100 566013 SEMAA-MS-SECONDARY-SUMMER Instructional Materials $ 3,000 grant funding 18100938 410510 Ops/Contrib from Fund Balance $ 154,988 80003250 568100 VEHICLE OPS - DIVISION-WIDE Capital Outlay - Replacement $ 78,995 funds to purchase buses 80003252 568100 VEHICLE OPS-DIV-WIDE-SPEC ED Capital Outlay - Replacement $ 75,993 funds to purchase buses TOTAL SCHOOL FUNDS: $ 196,006 $ 196,006 TOTAL RE-APPROPRIATIONS FROM FY14 TO FY15 $ 1,554,026 Page 2 of 2  Appropriation Request Body Worn Cameras - $39,186 These funds will be used to purchase updated COBAN Body Worn Cameras for each officer. Approximately 3-4 years ago, VML donated body worn cameras for the officers of the Martinsville Police Department. These cameras are starting to have problems and some videos have been either lost or not collected due to these problems. The new COBAN cameras will work in conjunction with our in-car camera system. The Body Worn camera will download to a server that has already been purchased along with our in-car camera system. This server is also accessible by our Commonwealth’s Attorney’s office for court purposes. These Cameras have a flip up/flip down feature which makes it clearly visible to citizens and supervisors when the cameras are recording. The cameras also have security features which prevents officers/supervisors from making changes or deleting video. The current camera system cannot be altered or deleted by the recording officer. The system also has an automatic audio and video time/date stamp. The recorded videos will be uploaded to the server and be available to be viewed by Police Administration and Commonwealth Attorney’s office for increased transparency and accountability. Interview room renovations and additional equipment - $20,000 Our current interview room has failed the city fire inspections for a number of years due to the design. This funding will allow us to refurbish the room to meet fire code inspections and also update interview equipment, i.e. cameras, server, mic, etc. This system will also be connected to our COBAN system and will allow interviews to be recorded on a server that will also be accessible to the Commonwealth’s Attorney’s office.