City Council

AGENDA--CITY COUNCIL -- CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building 7:00 pm Closed Session 7:30 pm regular session Tuesday, May 12, 2015 7:00—Closed Session A. A personnel matter as authorized by Subsection 1. 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. 7:30—Regular Session Invocation & Pledge to the American Flag-Vice Mayor Jennifer Bowles 1. Consider approval of Council meeting minutes March 10, 2015, March 20 & 21, 2015, March 24, 2015, April 14, 2015, April 16, 2015, April 22, 2015 and April 23, 2015. (2 mins) 2. Presentation of proclamation recognizing National Police Week & Peace Officers Memorial Day. (2 mins) 3. Consider setting public hearing for receiving/interviewing citizens interested in appointment for two three year positions beginning July 1, 2015 to the City School Board appointments. (5 mins) 4. Consider approval of FY16 budget on second reading. (30 mins) 5. 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. 6. Comments by members of City Council. (5 minutes) 7. Comments by City Manager. (5 minutes)  City Council Agenda Summary Meeting Date: May 12, 2015 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes of City Council meetings March 10, 2015, March 20 & 21, 2015, March 24, 2015, April 14, 2015, April 16, 2015, April 22, 2015, and April 23, 2015 Summary: None Attachments: March 10, 2015 March 20 & 21, 2015 Planning Session March 24, 2015 April 14, 2015 April 16, 2015 April 22, 2015 April 23, 2015 Recommendations: Motion to approve minutes as presented. March 10, 2015 The regular meeting of the Council of the City of Martinsville, Virginia, was held on March 10, 2015, in Council Chambers, Municipal Building, at 7:30 PM with Mayor Danny Turner presiding. Council Members present included: Vice Mayor Jennifer Bowles, Gene Teague, Sharon Brooks Hodge, and Mark Stroud. Staff present included: Leon Towarnicki, City Manager, Brenda Prillaman, Wayne Knox, Linda Conover, Eric Monday, Lane Shively, and Sean Dunn. Closed Session: Mayor Turner 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 Mark Stroud, seconded by Sharon Brooks Hodge, with the following 5-0 recorded vote: Turner, aye; Teague, aye; Hodge, aye; Stroud, aye; and Bowles, 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) A personnel matter as authorized by Subsection 1. (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 7l. 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: Turner, aye; Teague, aye; Hodge, aye; Stroud, aye; and Bowles, aye, Council returned to Open Session. Board appointments actions: On a motion by Gene Teague, seconded by Stroud, Council approved the following appointments: (1) Aleen Wilson, 12 Letcher Ct., to a 3 year unexpired term ending 12/31/17 on the Arts & Cultural Committee as the Artisan representative, (2) Carolyn Beale, 105 E. Church St., to a 3 year unexpired term ending 12/31/17 as the citizen representative on the Arts & Cultural Committee, (3) Chauncey Adams, 21 Fayette St., to the Arts & Cultural Committee for a 3 year unexpired term ending 12/31/17. On a motion by Gene Teague, seconded by Jennifer Bowles, Council approved the appointment of Liz Secret, P. O. Box 614, to the Arts & Cultural Committee for a 3 year unexpired term ending 12/31/17 as the MURA representative. On a motion by Mark Stroud, seconded by Jennifer Bowles, Council approved the appointment of Lisa Smith, 803 Banks Rd., to the Southern Area Agency on Aging for a 3 year term ending 2/28/18. Following the invocation by Council Member Stroud and Pledge to the American Flag, Mayor Turner called the meeting to order and announced that later in the meeting there will be a Skype update from the Martinsville High School team regarding the state championship. Minutes: On a motion by Jennifer Bowles, seconded by Mark Stroud, with a 5-0 vote, Council approved the November 25, 2014 minutes. City Garage Report-Vehicle Tracking: Lane Shively provided the following information and briefed Council on details of the system: GPS / AVL Summary--Global Positioning System or Automatic Vehicle Locating Device Monitor Assets – Vehicle Maintenance - Safety City tested GPS tracking on 3 vehicles in August 2014-Meter reader truck & 2 on-call trucks 30 day pilot program Objective--to determine if improvements could be made: March 10, 2015 Save fuel by eliminating wasteful idling (Idling Policy) ***** Zero miles per gallon/ 1 to 1.5 gallons fuel usage/hr. idling**** Speed enforcement Inappropriate vehicle use Optimizing routes (garbage/bulk collection, meter reading, etc.) Reduce emissions/carbon foot print/eliminate unnecessary idling and/or improper driving. Reporting/Alerts—Excel format**** Speeding Idling—Fuel mileage (Fuel used during idling) Out of area—(Geofence) Long Stops Odd-Hours RFP was advertised to solicit information on venders, services, and cost. Six responses received to the RFP. Staff has interviewed vendors and created short-list Review is still ongoing Considering small implementation number initially (10 to 15 units) with evaluation occurring at 90–120 days. After trial period decision will be made regarding continuation of program with cost benefit analysis. Cash Reserve Policies-Refuse & Telecommunications: Finance Director Linda Conover reviewed the proposed cash reserve policies. To help ensure financial stability, timely completion of capital improvements and enable the utilities to meet requirements for large unexpected expenditures, a minimum cash reserve policy should be established. While minimum cash reserves attempt to quantify the minimum amount of cash the utility should keep in reserve, the actual cash reserves may vary substantially above the minimum and is dependent upon several risk factors for the utility. Cash reserve policies and guidelines are established to ensure that enough cash exists for timely payment of bills; both short- and long-term financial health of the individual utilities; stable rates for customers; ability to fund unanticipated cost contingencies; and identifying the amount and timing of future bond issues. Adopting a cash reserve policy meets a significant factor for bond rating agencies. She distributed lengthy documents outlining these two cash reserve policies and focused particular attention to the last page of each document. March 10, 2015 No action was taken at this meeting, however, Council will consider formal adoption of electric, water, sewer, refuse, and telecommunications cash reserve policies during budget process. Before going to next agenda item, Mayor Turner advised he had MHS Coach Adkins on the phone and an update was given on the upcoming championship game. Strategic Planning Session and budget meetings schedule: Mr. Towarnicki reviewed the details regarding the upcoming March 20 and 21, 2015 Strategic Planning Session and other dates and times of budget worksessions. Approval of consent agenda: On a motion by Gene Teague, seconded by Sharon Brooks Hodge, with a 5-0 vote, Council approved the following consent agenda: BUDGET ADDITIONS FOR 3/10/15 ORG OBJECT DESCRIPTION DEBIT CREDIT FY15 General Fund: 01100909 490104 Advanced/Recovered Cost 1,755 01311085 506104 Police Department - Non-Capital Equipment 1,755 Insurance for replacement of in-vehicle laptop computer. 01100909 490104 Advance/Recovered Costs 500 01321102 506130 Fire Dept. - Repair & Maint.-Burn Building 500 Reimbursements for training Total General Fund: 2,255 2,255 CDBG Fund: 47102926 447047 Categorical Federal - Uptown Revitalization Program 9,067 47823521 506324 Uptown - Commercial Rehab - Façade Improvements 9,067 Project drawdowns #16 & #17 47102926 447063 Categorical Federal - Northside Neighborhood Project 943,904 47835525 505370 Northside Project - Administration 80,000 47835525 505371 Northside Project - Acquisition 77,276 47835525 505372 Northside Project - Clearance & Demolition 37,200 47835525 505373 Northside Project - Owner Occupied Rehabilitation 196,600 47835525 505374 Northside Project - Investor-owned Rehabilitation 57,600 47835525 505375 Northside Project - Owner Occupied Reconstruction 299,515 47835525 505601 Northside Project - Homeownership Creation 48,000 47835525 505601 Northside Project - Street Improvements 134,963 47835525 505601 Northside Project - Flood Drainage Facilities 12,750 Total CDBG Fund: 952,971 952,971 Business from floor: Patrick Wright of Spruce Street commented on a property in Collinsville area of Henry County that needed attention. Council comments: Stroud-updated on his mother and asked for prayers; Teague-Fast Track event was excellent and City MINET booth was well received; Bowles-Fast Track was a great event and reminded citizens to check list of Board vacancies on city website to become active in government; Turner-reported Fast Track produced a potential new business and he reported on MHS Basketball games. City Manager comments: Mr. Towarnicki acknowledged city staff, Wayne Knox, Mike Scaffidi, and Karen Roberts for all their work on the MINET booth at Fast Track and he announced the March 17 Statewide Tornado Drill. There being no further business, the meeting adjourned at 8:30 pm. _______________________________ __________________________ Brenda Prillaman Danny Turner Clerk of Council Mayor March 20 and 21, 2015 Minutes Planning Session A City Council Strategic Planning Session of the City Council of Martinsville, Virginia, was held March 20 and March 21, 2015 at the West Piedmont Development Center, Martinsville, beginning at 4:00 PM on Friday, March 20, 2015, with Mayor Danny Turner presiding. Council Members present at the Friday, March 20, 2015 session included: Mayor Danny Turner, Vice Mayor Jennifer Bowles, Gene Teague, Mark Stroud, and Sharon Brooks Hodge. Others present March 20, 2015 included City Manager Leon Towarnicki, Brenda Prillaman, Karen Roberts and David Dickerson of Business Results Training. Media present included Mickey Powell of the Martinsville Bulletin. The Friday, March 20, session topics included: Planning for the success of the city, how we will all work together, obstacles to planning, and revisit our mission and current goals. At the conclusion at 8:30 PM, Council recessed to reconvene the following morning at 8:00 AM on Saturday, March 21, 2015. In addition to those present for Friday’s session, Wayne Knox was present at the Saturday, March 21, 2015. Topics covered Saturday included: review of currently planned activities, what we need to do and in what order, how to measure success, and who is responsible for attaining results. David Dickerson is to provide Council with all the information collected at the two day session and updated Goals & Initiatives sheets for their review. At the conclusion of Saturday’s session at 12:15pm, Council adjourned the planning session. _______________________________ __________________________ Brenda Prillaman Danny Turner Clerk of Council Mayor March 24, 2015 A joint budget worksession between the Council of the City of Martinsville, Virginia and the Martinsville School Board was held at 6:00 pm in Council Chambers, Municipal Building. Council members present included: Mayor Danny Turner, Council Member Gene Teague, Council Member Mark Stroud, and Council Member Sharon Brooks Hodge. Vice Mayor Jennifer Bowles was absent. City staff present included: Leon Towarnicki, City Manager, Wayne Knox, Eric Monday, Brenda Prillaman, Linda Conover and Mary Prillaman. Mayor Danny Turner called the Council meeting to order and School Board Chairman Robert Williams called the School Board meeting to order. Issues pertaining to FY16 funding for city schools were discussed. School Superintendent Pam Heath made a formal proposal for Council to consider on behalf of city school board for schools to use the Housing building after the Housing office closes. Council expressed appreciation for the report and asked that the schools provide Council with comparison figures from last year’s budget on expenses and revenues. No official action was taken at worksession. At the completion of the worksession, Robert Williams adjourned the School Board meeting and City Council recessed for 10 minutes to then convene their regular scheduled meeting. The regular meeting of the Council of the City of Martinsville, Virginia, was held on March 24, 2015, in Council Chambers, Municipal Building, and convened at 7:40 PM with Mayor Danny Turner presiding. Council Members present included, Gene Teague, Sharon Brooks Hodge, and Mark Stroud. Vice Mayor Jennifer Bowles was absent. Staff present included: Leon Towarnicki, City Manager, Wayne Knox, Brenda Prillaman, Linda Conover, Sean Dunn and Eric Monday. Following the invocation by Gene Teague and Pledge to the American Flag, Mayor Turner welcomed everyone to the meeting. Minutes: On a motion by Mark Stroud, seconded by Sharon Brooks Hodge, with a 4-0 vote, Council approved the minutes of December 9, 2014 and January 5, 2015 meetings. Mayor Turner reported the Police Accreditation agenda item will be moved to a future meeting. Proclamation: Mayor Turner turned meeting over to Council Member Sharon Brooks Hodge who presented the proclamation regarding Sexual Assault Awareness Month. Proclamation: Mayor Turner turned meeting over to Council Member Mark Stroud who presented the proclamation regarding Boys & Girls Club Week. Proclamation: Mayor Turner presented the proclamation recognizing Child Abuse Prevention Month. Resolution-Fair Housing: On a motion by Gene Teague, seconded by Mark Stroud, with a 4-0 vote, Council approved the following resolution which is required of recipients of CDBG funds: March 24, 2015 Approval of consent agenda: On a motion by Gene Teague, seconded by Sharon Brooks Hodge, with a 4-0 vote, Council approved the following consent agenda: 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 Insurance for repairs to Leatherwood Pump Station. Total Water Fund: 61,630 61,630 Business from floor: William Eggleston, 1507 Roundabout Rd., commented regarding road repairs needed at Koehler Hill underpass; Patrick Wright, Spruce Street, commented regarding YMCA and social security income. Council comments: Hodge-thanked staff for research and preparation producing a productive planning session and asked that the EDC report be provided on city website; Teague-comments regarding Mr. Franck’s passing; upcoming race weekend is a chance to showcase the community; thanked staff for the good planning session and thanked Mickey from Bulletin for his coverage in the newspaper; Stroud-expressed condolences to Franck family and congratulations to MHS basketball team: Turner-reported city flags at half- staff for Bill Franck; need to address issues with students crossing Commonwealth Blvd. from high school; welcomed race fans; reported signs are being designed to honor MHS basketball team. City Manager comments: Mr. Towarnicki-pointed out the city staff’s good working relationship with schools; a final document will be given to Council with follow up comments from strategic planning session and plan is to put the document online so progress can be tracked; reminded Council of Cyber Security Seminar at NCI. There being no further business, the meeting adjourned at 8:20 pm. _______________________________ __________________________ Brenda Prillaman Danny Turner Clerk of Council Mayor April 14, 2015 The regular meeting of the Council of the City of Martinsville, Virginia, was held on April 14, 2015, in Council Chambers, Municipal Building, at 7:30 PM, Closed Session beginning at 7:00pm, with Mayor Danny Turner presiding. Council Members present included: Mayor Danny Turner, Vice Mayor Jennifer Bowles, Gene Teague, Sharon Brooks Hodge and Mark Stroud. Staff present included: Leon Towarnicki, City Manager, Brenda Prillaman, Eric Monday, Wayne Knox, Linda Conover, Sean Dunn, Ted Anderson, and Mary Prillaman. Mayor Turner 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 Mark Stroud, seconded by Sharon Brooks Hodge, with the following 5-0 recorded vote: Turner, aye; Bowles; Teague, aye; Hodge, aye; Stroud, aye; Council convened in Closed Session, for the purpose of discussing the following matters: (A) Discussion of the award of a public contract involving the expenditure of public funds, including interviews of bidders or offerors, and discussion of the term 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. (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 governmental unit 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 Sharon Brooks Hodge, seconded by Mark Stroud, with the following recorded 5-0 vote: Turner, aye; Bowles, aye; Teague, aye; Hodge, aye; Stroud, aye; Council returned to Open Session. Following the invocation by Council Member Stroud and Pledge to the American Flag, the Mayor announced an addendum item added to the beginning of the agenda. Minutes: On a motion by Jennifer Bowles, seconded by Sharon Brooks Hodge, with a 5-0 vote, Council approved the minutes of the January 13, 2015 and January 27, 2015 meetings. ADDENDUM-Proclamation for Talmadge Mitchell: Mayor Turner read the proclamation and Vice Mayor Bowles joined him in the presentation. Recognition of MHS Bulldogs basketball team: Mayor Turner recognized the MHS Basketball Team for the 2014/15 season accomplishments and winning the VHSL State 2A championship. He reported signs are to be installed at city entrances. Update on Uptown Grant: Susan McCulloch briefed Council on the recently completed document regarding the Uptown Revitalization grant funded project noting an intern assisted in the compiling the information on the history and before and after photos of the project. VML 2015 Policy Committees nominations: Mr. Towarnicki briefed Council on VML Policy Committee information. City Council may nominate two individuals to a committee and at least one nominee must be a member of City Council. 2015 Committee assignments include: Community & Economic Development, Environmental Quality, Finance, General Laws, Human Development & Education and Transportation. Past members for VML 2014 Policy Committees were: Community & Economic Development-Kim Adkins, Mayor; April 14, 2015 Environmental Quality-Eric Monday, City Attorney; Finance-Leon Towarnicki, City Manager; General Laws- Gene Teague, Vice Mayor; Human Development & Education-Mark Stroud, Council Member; Transportation- Sharon Brooks Hodge, Council Member. By consensus, Council directed staff to submit the following nominations to VML for the 2015 Policy Committees: Community & Economic Development-Sharon Brooks Hodge Environmental Quality-Jennifer Bowles Finance-Leon Towarnicki General Laws-Gene Teague Human Development & Education-Mark Stroud Transportation-Eric Monday Consent Agenda: On a motion by Gene Teague, seconded by Jennifer Bowles, with a 5-0 vote, Council approved the following consent agenda: BUDGET ADDITIONS FOR 4/14/15 ORG OBJECT DESCRIPTION DEBIT CREDIT FY15 General Fund: 01102926 436410 Categorical Federal - Bulletproof Vest Grant 2,230 01217078 506011 Sheriff - Courts - Uniforms & Apparel 2,230 Grant funding from Dept. of Justice 01100909 490104 Advance/Recovered Costs 375 01321102 506130 Fire Dept. - Repair & Maint.-Burn Building 375 Reimbursements for training 01100908 480406 Miscellaneous Revenues - Donations/Recreation 300 01711210 506007 Recreation - Equipment & Supplies 300 Team Sponsor donations 01100909 490104 Advance/Recovered Costs 26,735 01812242 506067 Misc. Exp. - RADAR Transit Program 26,735 Reimbursements for fuel 01100909 490104 Advance/Recovered Costs 1,000 01814243 501300 Planning/Zoning - Part-time & Temporary Wages 1,000 Reimbursement from NCI for intern 01100908 480420 Misc Revenues - Donations/Senior Services 850 01100909 490801 Recovered Costs - Senior Services 785 01714212 506016 Senior Citizens - Program Supplies 850 01714212 501300 Senior Citizens - Part-time Wages 488 01714212 502100 Senior Citizens - Social Security 30 01714212 502110 Senior Citizens - Medicare 7 01714212 506049 Senior Citizens - Vehicle Fuels 260 Health Fair & Sr. Party donations; Transportation Grant Jan. & Feb. 01100908 480410 Donations - Fire Department 242 01321102 506130 Fire Dept - Travel & Training 150 01322105 506004 EMS - Emergency Medical Supplies 92 Total General Fund: 32,517 32,517 Capital Reserve Fund: 16102926 416508 Categorical Federal - VDEM Hazard Mitigation Grant 5,597 16577367 508107 Physical Plant Expansion - Safety 5,597 VDEM Grant for Siren Project Total Capital Reserve Fund: 5,597 5,597 Telecommunications Fund: 11100909 490104 Advance/Recovered Costs 10,154 11315308 505233 Telecom-Outside Customers 10,154 Recovered cost of services Total Capital Reserve Fund: 10,154 10,154 Business from floor: Patrick Wright of Spruce Street made comments on the city having a subway system; Howard Huff introduced the three local pageant winners who will be representing Martinsville at the Miss Virginia pageant in June. April 14, 2015 Council comments: Stroud-comments on flowers in front of city hall and the MHS entrance signs; Turner-commented the recent race brought in a large crowd of fans. City Manager FY16 Proposed Budget presentation: City Manager, Leon Towarnicki, presented the FY16 proposed budget to Council along with the following summary: April 14, 2015 On a motion by Jennifer Bowles, seconded by Mark Stroud, with a 5-0 vote, Council agreed to set the public hearing on the FY16 Budget for April 28, 2015 and for consideration of approval of FY16 Budget Ordinance on first reading at the same meeting. Mayor Turner asked the City Manager to check on possibility of the City getting out of the contract to pay the amount owed for Commonwealth Crossing. Council Member Hodge asked that the proposed rate increase be given in a dollar amount so citizens would better understand the impact on their monthly bill. There being no further business, the meeting adjourned at 9:05 pm. _______________________________ __________________________ Brenda Prillaman Danny Turner Clerk of Council Mayor April 16, 2015 A special meeting of the Council of the City of Martinsville, Virginia, was held on April 16, 2015, in Council Chambers, Municipal Building, at 6:00PM, to conduct a budget worksession with Mayor Turner presiding. Council Members present included: Mayor Turner, Vice Mayor Jennifer Bowles, Gene Teague, Sharon Brooks Hodge, and Mark Stroud. Staff present included: Leon Towarnicki, City Manager, Brenda Prillaman, Wayne Knox, Linda Conover, Kenneth Draper, Sean Dunn, Dennis Bowles, Andy Lash, Jeff Joyce, Mike Scaffidi, Lane Shively, and Mary Prillaman. Eric Monday was present for first 30 minutes of the meeting. Mayor Turner opened the meeting. Disclosures: City Attorney, Eric Monday, reported disclosures have been signed by Vice Mayor Bowles and Mark Stroud stating they can vote impartially. Mr. Stroud is a retiree of the city sheriff’s office and his spouse works for city schools. Ms. Bowles is in negotiations with city schools for potential employment in athletics. Mandated Agency funding: Representatives from each of the five mandated agencies, MHC Economic Development Corporation, 911 Center, Health Department, Social Services, and Library, made presentations to Council regarding their budget requests. Patrick Henry Community College representative, Jack Hanbury, made comments regarding their budget request. Sheriff: Sheriff Steve Draper briefed Council on the budget request for his department. Capital expenditures: A presentation was given by Draper Aden regarding the city’s Asset Management program. There was lengthy Council discussion regarding capital expenditures and future needs of city departments. No actions taken. There being no further business, the meeting adjourned at 9:50 pm. ___________________________________ ___________________________ Brenda Prillaman, Clerk of Council Danny Turner, Mayor April 22, 2015 A special meeting of the Council of the City of Martinsville, Virginia, was held on April 22, 2015, in Council Chambers, Municipal Building, at 6:00PM, to conduct a budget worksession with Mayor Turner presiding. Council Members present included: Mayor Turner, Vice Mayor Bowles, Gene Teague, Sharon Brooks Hodge, and Mark Stroud. Staff present included: Leon Towarnicki, City Manager, Brenda Prillaman, Linda Conover, Wayne Knox, Kenneth Draper, Clay Gravely, Ruth Easley, Cindy Dickerson, Dennis Bowles, Durwin Joyce, Jeff Joyce, Mike Scaffidi, Sean Dunn, Andy Lash, Dave Brahmstadt, Bobby Phillips, Mary Prillaman, and Ted Anderson. Mayor Danny Turner opened the meeting and asked for a moment of silence for the Dr. ChaCha family due to his death. M-HC Historical Society: Steve Rucker presented information to Council regarding the organization’s need for funding. Departments Presentations: Clay Gravely, Commonwealth Attorney, and Joyce Moran of the Southern VA Child Advocacy Center presented information to Council regarding need for funding. The following City Departments then made presentations on their budget needs: Electric, Refuse, Telecommunications, Police, Fire, Public Works, Human Resources, Community Development, MIS, and Finance. Actions: Council discussed topics for the Thursday, April 23, 2015 budget worksession at 6PM including an acceptable use of fund balance and amount to be transferred from enterprise funds. There being no further business, the meeting adjourned at 9:55 pm. ___________________________________ ___________________________ Brenda Prillaman, Clerk of Council Danny Turner, Mayor April 23, 2015 A special meeting of the Council of the City of Martinsville, Virginia, was held on April 23, 2015, in Council Chambers, Municipal Building, at 6:00PM, to conduct a budget worksession with Mayor Turner presiding. Council Members present included: Mayor Turner, Vice Mayor Jennifer Bowles, Gene Teague, Sharon Brooks Hodge and Mark Stroud. Staff present included: Leon Towarnicki, City Manager, Brenda Prillaman, Linda Conover, Sean Dunn, Mary Prillaman, and Wayne Knox. Mayor Danny Turner opened the meeting. Finance Director, Linda Conover, reviewed history of fund balance figures and the projected FY15 fund balance. There was lengthy Council discussion regarding infrastructure needs, justification of raising rates, comfortable level for use of fund balance, utility transfer amounts, employee raises, Human Resources classification study request, Human Resources consulting service request, funding of MHC Economic Development Corporation, Assets Management study, and MINET fiber build funds. Mayor Turner asked for Council’s pleasure on Historical Society funding request. Hodge and Turner both said no to funding request from the Historical Society and Teague stated he supports the City Manager’s proposed budget. A motion was made by Gene Teague, seconded by Sharon Brooks Hodge to remove $37,500 classification study amount from proposed budget and motion passed with a 5-0 vote. A motion was made by Gene Teague, seconded by Sharon Brooks Hodge to remove $15,000 HR consulting service amount from proposed budget and motion passed with a 4-1 vote (Stroud voted nay). A motion was made by Sharon Brooks Hodge, seconded by Danny Turner, to remove $185,000 MINET fiber build amount from proposed budget. A substitute motion was made by Gene Teague to hear information from Mr. Scaffidi regarding the fiber build out before cutting. The substitute motion passed on a 3-2 vote (Hodge voted nay and Turner voted nay). A motion was made by Gene Teague, seconded by Mark Stroud, to direct the City Manager to come back with a revised budget with $300,000 in cuts. April 23, 2015 A substitute motion was made by Danny Turner, seconded by Sharon Brooks Hodge, to have City Manager cut budget $550,000 to eliminate the 3% electric rate increase. A vote was taken on the original motion to cut $300,000 which passed with a 3-2 vote. (Hodge voted nay and Turner voted nay). There being no further business, the meeting adjourned at 8:15 pm. ___________________________________ ___________________________ Brenda Prillaman, Clerk of Council Danny Turner, Mayor  City Council Agenda Summary Meeting Date: May 12, 2015 Item No: 2. Department: City Council Issue: Presentation of proclamation regarding National Police Week 2015 and Peace Officers’ Memorial Day. Summary: Martinsville City Police Department representatives will be present to accept the proclamation. Attachments: none Recommendations: For information.  PROCLAMATION NATIONAL POLICE WEEK 2015 And PEACE OFFICERS’ MEMORIAL DAY WHEREAS, the Congress and President of the United States have designated May 15 as Peace Officers’ Memorial Day, and the week in which it falls as National Police Week; and Whereas, the men and women of the Police Department and the Sheriff’s Department of the City of Martinsville are instrumental in creating peace of mind to all the citizenry through their many efforts to enhance public safety; and Whereas, it is incumbent on all our citizens to recognize, know and understand the duties, responsibilities, hazards, dedication, and sacrifices of the men and women of the Police Department and the Sheriff’s Department of the City of Martinsville, and it is also incumbent upon each law enforcement officer to serve the people by safeguarding life and property, by protecting against violence and disorder, and by protecting the innocent against deception and the weak against oppression; and Whereas, the Police and Sheriff Departments of the City of Martinsville are professional organizations that remain abreast in the latest scientific applications of criminalistics; Whereas, I call upon all citizens of the City of Martinsville to observe May 15th as Peace Officers’ Memorial Day to honor those men and women who, through their dedicated service and courageous deeds, have lost their lives or been disabled in the performance of their duties. I especially want to recognize Martinsville Policeman George F. Carter, who lost his life in the performance of his duty on June 14, 1919 while he was attempting to apprehend gamblers. I would also like to recognize Martinsville Police Officer Jonathan Bowling who lost his life on January 26, 2005 while fighting in Iraq during Operation Iraqi Freedom. Now, therefore, I, Danny Turner, Mayor of Martinsville, call upon all citizens of the City of Martinsville and upon all patriotic, civic and educational organizations to observe the week of May 10 through May 16, 2015, as National Police Week with appropriate ceremonies in which all our people may join in recognizing the women and men, both past and present, who by their faithful and loyal service and devotion to their charge have rendered a dedicated service to our community and the citizens within it, and in performing these duties have established an enduring reputation for preserving the rights and security of all the citizens of Martinsville. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of Martinsville to be affixed. Danny Turner Mayor  City Council Agenda Summary Meeting Date: May 12, 2015 Item No: 3. Department: City Manager Issue: Consider setting a public hearing for May 26, 2015 for the purpose of receiving/interviewing citizens interested in appointments for two 3-year positions beginning July 1, 2015 and ending June 30, 2018 to the City’s School Board. Summary: Only those citizens interviewed by Council or whose names were brought up during the Public Hearing can be considered for appointment and appointments cannot be made until seven days after the Public Hearing. This item will be on Council's June 9, 2015 agenda for appointments. Attachments: Martinsville School Board current listing 2015 Recommendations: Set the public hearing for May 26, 2015 and interview applicants in closed session at the May 26, 2015 Council meeting.  City Council Agenda Summary Meeting Date: May 12, 2015 Item No: 4. Department: City Attorney Issue: Consider approval of FY16 Budget Ordinance on second reading. Summary: Attached is the summary of the 2015-16 Budget in ordinance form Attachments: 2015 Budget Ordinance Recommendations: Consider approval on second reading with a motion and a roll call vote.  CITY OF MARTINSVILLE, VIRGINIA ORDINANCE No. 2015-U- The Budget for Fiscal 2015-2016 BE IT ORDAINED by the Council of the City of Martinsville, Virginia, in regular session assembled May 12, 2015, that the following sums of money be and hereby are appropriated – by specified Fund – for the City’s fiscal year ending June 30, 2016, from the following Fund sources of estimated revenue: SUMMARY STATEMENT OF BUDGET ESTIMATES 2015-2016 Changes Fund Projected Budgeted in Fund Revenues Expenditures Balance General $ 30,521,179 $ 33,687,879 $(3,166,700) Meals Tax $ 2,066,792 $ 2,066,792 - Capital Reserve $ 1,507,580 $ 1,757,580 $ (250,000) Refuse $ 2,229,000 $ 4,163,315 $(1,934,315) Telecommunications $ 1,561,671 $ 1,260,716 $ 300,955 Water $ 3,303,500 $ 2,725,410 $ 578,090 Sewer $ 4,027,512 $ 3,693,877 $ 333,635 Electric $ 18,800,095 $ 21,020,263 $ (2,220,168) Cafeteria* $ 1,550,290 $ 1,550,290 - Schools** $ 23,339,156 $ 23,339,156 - CDBG $ 17,292 $ 200 $ 17,092 Housing $ 0 $ 5,348 $ (5,348) Totals $ 88,924,067 $ 95,270,826 $ (6,346,759) *Cafeteria – Estimated; actual unavailable at time of publication. **Schools – As adopted by School Board. Tax Rates (unchanged): Real Estate: $1.0621 per $100 assessed value Personal Property: $2.30 per $100 assessed value Machinery & Tools: $1.85 per $100 assessed value Proposed for Electric: Average Increase 3% BE IT FURTHER ORDAINED by the Council that this Ordinance shall be effective on and after July 1, 2015. ****** Attest: ___________________________ Brenda Prillaman, Clerk of Council ___________________________ _____________________ Date Adopted Date Effective