City Council

AGENDA--CITY COUNCIL -- CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building Tuesday, March 24, 2015 6:00 pm budget worksession—joint meeting with Martinsville City School Board 1. FY16 budget worksession 7:30 pm regular session Invocation & Pledge to the American Flag—Vice Mayor Jennifer Bowles 1. Consider approval of minutes for Dec. 9, 2014 and Jan. 5, 2015 Council meetings. (2 mins) 2. Recognition of Martinsville City Police Department for recent accreditation. (5 mins) 3. Presentation of proclamation-Sexual Assault Awareness Month-CAFV (2 mins) 4. Presentation of proclamation-Boys & Girls Club Week-Boys & Girls Club (2 mins) 5. Presentation of proclamation-Child Abuse Prevention Month—Exchange Club (2 mins) 6. Consider approval of resolution regarding Fair Housing Month April 2015. (2 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: March 24, 2015 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes of City Council meetings December 9, 2014 and January 5, 2015. Summary: None Attachments: December 9, 2014 January 5, 2015 Recommendations: Motion to approve minutes as presented. December 9, 2014 The regular meeting of the Council of the City of Martinsville, Virginia, was held on December 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, Danny Turner and Council-Member Elect Jennifer Bowles. Staff present included: Leon Towarnicki, City Manager, Brenda Prillaman, Eric Monday, Linda Conover, Wayne Knox, Andy Lash, Dennis Bowles 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 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) Appointments to boards and commissions as authorized by Subsection 1. (B) discussion or consideration of the investment of public funds where competition or bargaining is involved, where, if made public initially, the financial interest of the City of Martinsville would be adversely affected, as authorized by Subsection 6. (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 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 appointment action taken: Board of Zoning Appeals—Michael Hendricks, 903 Gates St., appointed to a 5 year unexpired term ending 9/22/19 on a motion by Danny Turner, seconded by Mark Stroud, with a 5-0 vote. David Hodges, 901 Clarke Rd., reappointed to a 5 year unexpired term ending 9/22/19 on a motion by Gene Teague, seconded by Sharon Brooks Hodge with a 5-0 vote. Patrick Henry Community College Board: John McCraw, 1724 Meadowview Lane, appointed to a 4 year unexpired term ending 6/30/16 on a motion by Sharon Brooks Hodge, seconded by Mark Stroud, with a 5-0 vote. Following the invocation by Vice Mayor Gene Teague and Pledge to the American Flag, the Mayor welcomed everyone to the meeting and announced an agenda item has been added regarding an update from HD Web Studio. She then turned the meeting over to Vice Mayor Gene Teague. Recognition of Mayor Kim Adkins: Vice Mayor Teague read a proclamation honoring outgoing Mayor Kim Adkins and he and other Council members presented her with a Key to the City. Mayor Adkins & her spouse, Jeff, then hung her photo on the wall of mayors of the city on display in Council Chambers. Numerous citizens then made comments thanking Mayor Adkins for her service to the city. Proclamation-Virginia Organizing: Mayor Adkins presented a proclamation recognizing Virginia Organizing for 20 years of service. December 9, 2014 Addendum-HD Web Studio update: Beth Deatherage and Melany Stowe announced their entry won the competition and expressed appreciation for support after the initial presentation was made at the November 25, 2014 Council meeting. General Assembly discussion: Delegate Les Adams updated Council on issues relevant to our community being addressed in the General Assembly session and encouraged continued input from all citizens to his office. Farmers Market update-Pat Folio: Council was updated on ongoing and future activities at the Farmer’s Market Uptown. City Council Organizational meeting: On a motion by Mark Stroud, seconded by Sharon Brooks Hodge, with a 5-0 vote, Council agreed to set January 5, 2015 as the date for the upcoming Organizational meeting. Staff update on Housing Office administrative transfer: Wayne Knox provided Council an update on ongoing correspondence with HUD regarding transfer. He noted a verbal agreement has been given and a confirmation letter will be forthcoming regarding the date of actual transfer. Consider approval of recommendation to proceed with engineering and design services for repairs to a section of the City’s 42 inch Smith River Sewer Interceptor: On a motion by Gene Teague, seconded by Mark Stroud, with a 5-0 vote, Council agreed to approve authorizing the execution of documents providing for engineering design and construction phase services as prepared by Dewberry Engineers, Inc., not to exceed $234,000. Information will be provided for Council approval at a later date regarding construction cost, schedule and project financing. Consider approval to proceed with Performance Contract Agreement related to several potential projects: Information was presented by City Manager Leon Towarnicki, Utilities Director Dennis Bowles, and Johnson Controls representative Whitt Blake regarding replacement of the City’s aging water and electric meters and the possibility of combining such a project with Waste Water Plant upgrades and LED conversion of City streetlights into a performance contract. Under such a contract, savings that are achieved resulting from project implementation are used to offset and finance project costs over the length of the performance contract period, with the intent being to make the project “budget neutral”. The City recently completed such a project related to building energy improvements that saw much-needed building lighting and HVAC work accomplished, using the energy and maintenance savings from improved efficiencies to offset costs. On a motion by Gene Teague, seconded by Mark Stroud, with a 5-0 vote, Council approved authorizing execution of the Performance Contracting Project Development Agreement with Johnson Controls, with the understanding that information will be provided for Council approval at a later date regarding project construction cost, schedule, and project financing. Consent agenda: On a motion by Danny Turner, seconded by Gene Teague, with a 5-0 vote, Council approved the following consent agenda: BUDGET ADDITIONS FOR 12/9/14 ORG OBJECT DESCRIPTION DEBIT CREDIT FY15 General Fund: 01100909 490104 Advance/Recovered Costs 2,067 01331108 501300 Sheriff/Corrections - Part-time & Temporary Wages 1,500 01331108 502100 Sheriff/Corrections - Social Security 93 01331108 502110 Sheriff/Corrections - Medicare 22 01331108 506008 Sheriff/Corrections - Vehicle Equipment & Maint. 300 01331110 506200 Sheriff/Annex - Prisoner Allowance 152 December 9, 2014 Reimbursement from Henry County for litter pickup for October 01100909 490104 Advance/Recovered Costs 420 01331108 501200 Sheriff/Corrections - Overtime 390 01331108 502100 Sheriff/Corrections - Social Security 24 01331108 502110 Sheriff/Corrections - Medicare 6 Reimbursement for security coverage Total General Fund: 2,487 2,487 School Fund: 18103919 489904 Harvest 130,000 81621310 563000 Purchased Services 25,500 81621310 563142 Professional Development 7,200 81621310 565503 Travel 37,200 81621310 565800 Miscellaneous Expense 2,220 81621310 566013 Instructional Materials 4,980 81621310 566000 Materials & Supplies 900 81631310 563000 Purchased Services 17,000 81631310 563142 Professional Development 4,800 81631310 565503 Travel 24,800 81631310 566013 Instructional Materials 3,320 81631310 566000 Materials & Supplies 600 Harvest Grant Funding Total School Fund: 130,000 130,000 Business from floor: Sydney Lee, 127 Sellers St. comments on the need to advertise the quality of life of our area more; Alexis Lee, 127 Sellers St. corrected herself in not calling Council Member Hodge by her correct name. Council comments: Hodge-reported a house fire on Fayette Street has left a couple in need of a house and a fund has been set up and she expressed condolences to Tyler Millner family in their recent loss. Teague-expressed appreciation again to Kim Adkins for all her hard work on city council and she will be missed; Stroud-echoed Mr. Teague’s remarks about Kim Adkins and wished all a Merry Christmas; Turner- also echoed Mr. Teague’s remarks about Kim Adkins and thanked her for the good job she did in representing the city and for her sound advice to him. Mr. Turner also expressed condolences to the family of Cynthia Brodie Stadler. City Manager comments: Mr. Towarnicki expressed his appreciation to Kim Adkins and noted it has been an honor to work with her to move the city forward during her time on Council; he also reported the medical school TROF grant application will actually be for $800,000 and not the original $3million amount. There being no further business, the meeting adjourned at 9:15pm. _______________________________ __________________________ Brenda Prillaman Kim Adkins Clerk of Council Mayor January 5, 2015 An organizational meeting of the Council of the City of Martinsville, Virginia, was held on January 5, 2015, in Council Chambers, Municipal Building, beginning at 9:00 A. M., with Ashby Pritchett, Circuit Court Clerk, presiding. Council Members present included: Gene Teague, Mark C. Stroud, Sr., Danny Turner, Sharon Brooks Hodge and Jennifer Bowles. Rev. William Randolph, Associate Minister of Pilgrim Missionary Baptist Church delivered the invocation and Mr. Pritchett led in the Pledge of Allegiance to the flag. Mr. Pritchett issued the oath of office to newly-elected Council Member Jennifer Bowles and re-elected Council Member Gene Teague. Mr. Pritchett called for nominations for Mayor. Sharon Brooks Hodge nominated Danny Turner for Mayor and Jennifer Bowles seconded the motion. Mark Stroud made a motion to nominate Gene Teague and Gene Teague seconded that motion. Sharon Brooks Hodge made a motion to close nominations which was seconded by Mark Stroud with a 5-0 vote. The following show of hands votes were taken for Mayor: (1) Danny Turner for Mayor: Turner-aye, Hodge-aye, Bowles-aye; (2) Gene Teague for Mayor: Stroud-aye, Teague-aye. With a 3-2 vote, Mr. Pritchett declared Danny Turner as the new Mayor of the City of Martinsville and issued the oath of office to the new Mayor. Mr. Pritchett then turned the meeting over to Mayor Turner who asked for nominations for Vice Mayor. Sharon Brooks Hodge nominated Jennifer Bowles for Vice Mayor and Danny Tuner seconded that motion. Mark Stroud made a motion to nominate Gene Teague for Vice Mayor and Gene Teague seconded that motion. A motion to close the nominations was made by Gene Teague and seconded by Sharon Brooks Hodge. The following votes were taken for Vice Mayor: (1) Jennifer Bowles for Vice Mayor: Turner-aye, Hodge-aye, Bowles-aye; (2) Gene Teague for Vice Mayor: Stroud-aye, Teague-aye. With a 3-2 vote, Mayor Turner announced the new Vice Mayor as Jennifer Bowles and Mr. Pritchett issued the oath of office to Vice Mayor Bowles. On a motion by Sharon Brooks Hodge, seconded by Mark Stroud, Council agreed to the current meeting schedule of second and fourth Tuesday evenings at 7:30 P.M. with closed session held at 7pm on day of meetings. Brief comments were made congratulating the new Mayor and Vice Mayor. There being no further business to come before Council during their organizational meeting, Mayor Turner adjourned the meeting at 9:20 A.M. _______________________________ __________________________ Brenda Prillaman Danny Turner Clerk of Council Mayor  City Council Agenda Summary Meeting Date: March 24, 2015 Item No: 2. Department: Police Issue: Hear accreditation presentation from Martinsville City Police Department. Summary: None Attachments: none Recommendations: For information.  City Council Agenda Summary Meeting Date: March 24, 2015 Item No: 3. Department: City Manager Issue: Presentation of proclamation recognizing April as Sexual Assault Awareness Month. Summary: Citizens Against Family Violence Advocate, Dee Barbour, will be present to accept the proclamation. Attachments: Proclamation Recommendations: No action needed  P R O C L A M A T I O N Sexual Assault Awareness Month Whereas, Sexual Assault Awareness Month is intended to draw attention to the fact that sexual violence is widespread and has public health implications for every community member of the City of Martinsville; and Whereas, Rape, sexual assault, and sexual harassment impact our community as seen by statistics indicating that one in five women will have experienced sexual assault by the time they complete college; and Whereas, Child sexual abuse prevention must be a priority to confront the reality that one in six boys and one in four girls will experience a sexual assault before the age 18; and Whereas, Staff and volunteers of Citizens Against Family Violence anti-violence programs in the City of Martinsville encourage every person to speak out when witnessing acts of violence however small; and Whereas, With leadership, dedication, and encouragement, there is compelling evidence that we can be successful in reducing sexual violence in the City of Martinsville through prevention education, increased awareness, and holding perpetrators who commit acts of violence responsible for their actions; and Whereas, the City of Martinsville strongly supports the efforts of national and state partners, as well as our local partner Citizens Against Family Violence, and of every citizen to actively engage in public and private efforts, including conversations about what sexual violence is, how to prevent it, how to help survivors connect with services, and how every segment of our society can work together to better address sexual violence. NOW THEREFORE BE IT RESOLVED, That I, Danny Turner, along with Martinsville City Council members, join anti-sexual violence advocates and support service programs in the belief that all community members must be part of the solution to end sexual violence. Along with the United States Government and State of Virginia, I do hereby proclaim April as “Sexual Assault Awareness Month”. Danny Turner Mayor  City Council Agenda Summary Meeting Date: March 24, 2015 Item No: 4. Department: City Manager Issue: Presentation of proclamation recognizing March 29, 2015— April 4, 2015 as Boys & Girls Club Week. Summary: Boys and Girls Clubs of the Blue Ridge representative, Bethann James, will be present to accept the proclamation. Attachments: Proclamation Recommendations: No action needed  P R O C L A M A T I O N Boys & Girls Club Week 2015 Whereas, the young people of Martinsville, Virginia need positive, engaging and professional youth services to help them reach their full potential; and Whereas, there are more than 500 young people served annually; and Whereas, Boys & Girls Clubs are places where great futures start and Boys & Girls Clubs organizations are at the forefront of efforts in their three priority outcome areas: academic success, good character and citizenship and healthy lifestyles; and Whereas, Boys & Girls Club organizations in our state help ensure that our young people keep off the streets, offering them a safe and supportive place to go and provide them with high quality, evidence based programs; and Whereas, Boys & Girls Clubs of the Blue Ridge will celebrate National Boys & Girls Club Week 2015 along with some 4,000 Clubs and more than 2 million young people nationwide; NOW THEREFORE BE IT RESOLVED, that I, Danny Turner, along with Martinsville City Council members, do hereby proclaim March 29 through April 4, 2015 as Boys & Girls Club Week in Martinsville, VA and call on all our citizens to join in recognizing and commending the Boys & Girls Club organizations in our city and county for providing comprehensive, effective services to the young people in our community. Danny Turner Mayor  City Council Agenda Summary Meeting Date: March 24, 2015 Item No: 5. Department: City Manager Issue: Presentation of proclamation recognizing Child Abuse Prevention Month April 2015. Summary: Exchange Club representatives will be present to accept the proclamation. Attachments: Proclamation Recommendations: No action needed  P R O C L A M A T I O N WHEREAS, Child Abuse is a serious and growing problem, affecting more than 3.2 million of our nation’s children annually; and WHEREAS, this social malignancy called Child Abuse respects no racial, religious, class or geographic boundaries; and WHEREAS, babies, just the word suggest warm feelings, tender moments and innocent little people who depend on parents, grandparents, siblings and other caregivers to love and care for them for as it is into their hands we will eventually entrust the future of America; and WHEREAS, sometimes there are no warning signs, sometimes the hurt is on the inside, just because you can’t see it, doesn’t mean it’s not there; and WHEREAS, Child Abuse comes in many forms and takes many lives and we as a community must do something to ensure that our children grow up in a safe and healthy environment; and WHEREAS, Exchange Club adopted Child Abuse Prevention as their National Project in 1979 and is working to address the problem through public awareness efforts; now, therefore I, Danny Turner, Mayor of the City of Martinsville, Virginia, do hereby proclaim that the entire month of April 2015 shall be observed as Child Abuse Prevention Awareness Month in the City to help focus public attention on this problem and to join forces with the Exchange Club of Martinsville & Henry County through both example and education to combat Child Abuse and ask our citizens and in particular, parents, to respond to the call of preventing Child Abuse and support the Exchange Club as they make a concentrated effort to make children our number one priority. Danny Turner Mayor  City Council Agenda Summary Meeting Date: March 24, 2015 Item No: 6. Department: Community Development Issue: Consider approval of resolution recognizing April as Fair Housing Month Summary: Every year the month of April is recognized as Fair Housing Month in the United States. As a recipient of CDBG funds, it is a requirement of ours to also recognize this occasion. At present, the City of Martinsville has two (2) active CDBG projects, the Uptown Commercial project and the Northside Community Improvement Project. Attachments: Resolution Recommendations: Motion to approve resolution.  Martinsville A CITY WITHOUT LIMITS FAIR HOUSING RESOLUTION OF THE MARTINSVILLE CITY COUNCIL WHEREAS, the City of Martinsville strives to promote principles of Equal Housing Opportunity by prohibiting discrimination practices in the sale, rental and financing of housing and in implementing its housing and community development programs in a manner to affirmatively further the purposes of the fair housing laws; and WHEREAS, the basis for discrimination outlawed by the federal and state fair housing acts are race, color, sex, religion, national origin, handicap, age and familial status; and WHEREAS, the City of Martinsville believes persons of similar levels should have available to them a like range of housing opportunities and will work to promote equality and freedom of choice; now therefore, BE IT RESOLVED by the Martinsville City Council that, on this 24th day of March 2015, in recognition of April as fair Housing Month, it does herby pledge to work with its citizens in pursuit of the shared goal and responsibility for providing equal housing opportunities for all persons. Attest: Brenda Prillaman, Clerk of Council March 24. 2015 Date Adopted 55 West Church Street P.O.Box 1112 Martinsville, VA 24114-1112  City Council Agenda Summary Meeting Date: March 24, 2015 Item No: 7. Department: Finance Issue: Consider approval of consent agenda. Summary: The attachment amends the FY15 Budget with appropriations in the following funds: General Fund: $ 154,513 – Asset Forfeiture Funds, Reimbursements Water Fund: $ 61,630 – Insurance Reimbursement Attachments: Spreadsheet-Consent Agenda – 3-24-15 Recommendations: Motion to approve  BUDGET ADDITIONS FOR 3/24/15 ORG OBJECT DESCRIPTION DEBIT CREDIT FY15 General Fund: 01103938 462101 Contribution from Fund Balance 16,001 01311085 506079 Police Dept - Federal Asset Forfeitures 16,001 Additional funds not captured during re-appropriations process. 01100909 490104 Advance/Recovered Costs 4,849 01331108 501300 Sheriff/Corrections - Part-time & Temporary Wages 3,570 01331108 502100 Sheriff/Corrections - Social Security 221 01331108 502110 Sheriff/Corrections - Medicare 52 01331108 506008 Sheriff/Corrections - Vehicle Equipment & Maint. 714 01331110 506200 Sheriff/Annex - Prisoner Allowance 292 Reimbursement from Henry County for litter pickup-Nov.,Jan.,Feb. 01101917 442810 Categorical Other - State - Highway Projects 132,793 01413151 508220 Thorofare Construction - Physical Plant Expansion 132,793 Reimbursement - Liberty St Project 01101917 442402 Categorical Other State - Confiscated Assets - C Atty 270 01221082 506105 Comm Atty - Conf Assets State 270 01101917 442401 Categorical Other State - Confiscated Assets - Police 600 01311085 506078 Police Dept - Conf Assets State 600 Asset Forfeiture Proceeds Total General Fund: 154,513 154,513 Water Fund: 12100909 418104 Water - Reimbursement of Unanticipated Costs 61,630 12541311 508220 Water Filtration Plant - Physical Plant Expansion 61,630 Inurance for repairs to Leatherwood Pump Station. Total Water Fund: 61,630 61,630