City Council

AGENDA--CITY COUNCIL -- CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building 6:00 pm Tour 7:30 pm Regular Session Tuesday, July 12, 2016 6:00 - Blue Ridge Regional Airport Tour 525 Airport Road Martinsville, VA Meet at rear entrance to Municipal Building at 6:00pm 1. Council tour of the Blue Ridge Regional Airport 7:30—Regular Session Invocation & Pledge to the American Flag- Vice Mayor Bowles 1. Consider approval of minutes of the June 28, 2016 Meeting. (2 mins) 2. Hear a presentation regarding a possible project involving changes and upgrades to the City’s wastewater treatment plant (30 mins) 3. Hear an update on the City’s 2016 Strategic Plan (30 mins) 4. Consider approval of consent agenda (2 mins) 5. Comments by members of City Council. (5 minutes) 6. Comments by City Manager. (5 minutes) 7. Business from the Floor (not televised) This section of the Council meeting provides citizens the opportunity to discuss matters, which are not listed on the printed agenda. 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.  City Council Agenda Summary Meeting Date: July 12, 2016 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes from June 28, 2016 Council Meeting Council Meeting. Summary: None Attachments: June 28, 2016 Council Meeting minutes Recommendations: Motion to approve minutes as presented. June 28, 2016 The regular meeting of the Council of the City of Martinsville, Virginia was held on June 28, 2016, in Council Chambers, Municipal Building, at 7:30 PM with Mayor Danny Turner presiding. Council Members present included Danny Turner, Jennifer Bowles, Gene Teague, Mark Stroud and Sharon Brooks Hodge. Staff present included City Manager Leon Towarnicki, Assistant City Manager Wayne Knox, Clerk of Council Karen Roberts, Fire Chief Ted Anderson, Water Resources Director Andy Lash, Police Chief Sean Dunn and Community Planner Susan McCulloch. Mayor Turner called the meeting to order and advised Council would go into Closed Session beginning at 7:00 PM. In accordance with Section 2.1-344 (A) of the Code of Virginia (1950, and as amended) and upon a motion by Council Member Teague, seconded by Council Member Hodge, with the following 5-0 recorded vote: Vice Mayor Bowles, aye; Council Member Stroud, aye; Council Member Hodge, aye; Council Member Teague, aye; and Mayor Turner, aye. Council convened in Closed Session to discuss the following matters: (A) Appointments to boards and commissions as authorized by Subsection1. 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. A motion was made by Council Member Hodge, seconded by Council Member Stroud, with the following 5-0 recorded vote in favor to return to Open Session: Council Member Teague, aye; Council Member Stroud, aye; Mayor Turner, aye; Vice Mayor Bowles, aye; Council Member Hodge, aye. Business from Closed Session – Council Member Teague made a motion to add an additional subject that was discussed during Closed Session, motion was seconded by Council Member Hodge and approved by all Members.: (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 7. Council Member Hodge made a motion to appoint Ural Harris, Ellen Wood, Sarah Krauss and James Barnett to the Planning Commission for a 4-year term ending June 30, 2020; motion was seconded by Council Member Stroud with all Council Members voting in favor. Council Member Stroud made a motion to appoint Linda Drage to the Piedmont Regional Community Services Board for a 3-year term ending June 30, 2019; motion was seconded by Council Member Hodge with all Council Members voting in favor. Council Member Teague made a motion to appoint Kathy Lawson to the West Piedmont Planning District Board of Commissioners for a 3-year term ending June 30, 2019; motion was seconded by Vice Mayor Bowles with all Council Member voting in favor. June 28, 2016 Vice Mayor Bowles made a motion to appoint John Luther to the Dan River Alcohol Safety Action Program for an unexpired term ending April 13, 2017; motion was seconded by Council Member Hodge with all Council Members voting in favor. Vice Mayor Bowles made a motion to recommend the Circuit Court Judge appoint India Brown to the Board of Zoning Appeals for an unexpired term ending September 22, 2019; motion was seconded by Council Member Teague with all Council Members voting in favor. Following the invocation by Council Member Teague and Pledge to the American Flag, Mayor Turner welcomed everyone to the meeting. Consider approval of minutes from the June 14, 2016 Council Meeting - on a motion by Vice Mayor Bowles, seconded by Council Member Hodge with a 5-0 Council vote in favor to approve the minutes as presented. Recognize retired Fire Department Assistant Chief William Hooper for completion of the Executive Fire Officer program through the National Fire Academy - Fire Chief Ted Anderson described the Executive Fire Officer program and the requirements to complete. Mr. Hooper is one of only 3,500 to complete this program and he is pleased to present him the EFO certification. Mr. Hooper named others who had achieved this certification and said it was an honor working for the City for 27 years. Council Member Stroud said Mr. Hooper should be commended for carrying on the tradition and he has the utmost respect for him. Vice Mayor Bowles and Council Member Teague also thanked Mr. Hooper as well as his fellow firefighters and volunteers for their dedication. Consider adoption of a resolution in support of early childhood education – City Manager Towarnicki described the focus of the Stairway to Success program. He referred to the brochure that outlines the program and said there are several things that the Schools are already doing. Council Member Hodge read the resolution. Council Member Teague made a motion to adopt the resolution, Council Member Hodge seconded the motion with all members voting in favor. Pam Heath, School Superintendent, Sheila Williams of the Clearview Early Childhood Division, and Phyllis Hairston, Reading Curriculum Coordinator addressed Council and described some of the milestones that have already been achieved. Ms. Williams explained the partnership the schools have with the program and some of the curriculums that they are already participating in. She said they are trying to reach every student and family of preschool age children for ten age-appropriate classes and admission to the program depends on student need. Vice Mayor Bowles thanked them for their program presentation. Council Member Stroud said children need to start education while they are young. Council Member Teague suggested also getting Parks and Recreation as well as the United Way involved. Towarnicki will take care of finalizing the checklist and returning that to the appropriate organization. June 28, 2016 June 28, 2016 Consider adoption of a Council resolution in support of redistricting reform in Virginia – City Manager Towarnicki described OneVirginia2021 and the redistricting reform. Recently representatives contacted the City and requested to address Council urging redistricting reform. Martha Woody, a member of Virginia Organizing spoke to Council Members and recognized those members in attendance. One of the core beliefs is all people should be treated equally and their belief is the current Virginia districts may result in some votes counting more than others. Virginia Organizing strongly urges the adoption of the resolution to support redistricting reform in Virginia. Blake Wheelock of OneVirginia2021 described the organization’s purpose and success in this venture. Council Member Hodge expressed concern for accountability if the redistricting reform is supported. Council Member Teague expressed his support and feels that reform is broadly supported. Mayor Turner says he does not feel the reform is supported by the Republican Party and he feels reform takes away the voter accountability. Ms. Woody says that the state districts are designed so that some votes will not count and the residents are not getting fair and equal representation. Hodge explained that what is fair in one person’s opinion would not be fair in someone else’s opinion. Vice Mayor Bowles and Council Member Stroud expressed their support. Turner expressed concern about the wording of the resolution, which states, “the Martinsville City Council fully supports and urges action to protect and promote democracy in Virginia through redistricting reform” and said he would not sign it since not all Council Members approve. Towarnicki suggested the word “fully” be removed from the Resolution. Council Member Teague made a June 28, 2016 motion to adopt the resolution as edited; Council Member Stroud seconded the motion. Hodge and Turner voted nay; Bowles, Teague and Stroud voted aye. Consider setting a public hearing regarding rezoning property located at 925 Boden Street from R-9 Residential to C-3 Commercial – Susan McCulloch summarized the rezoning request. Bowles made a motion to set the public hearing for July 26, 2016. Council Member Hodge seconded the motion with all Council members voting in favor. Hodge asked if neighbors and property owners are in agreement. McCulloch explained issues that were brought up previously and at the meeting. Teague suggested that a clearer description of “privacy fence” be added to the agreement. June 28, 2016 June 28, 2016 Consider approval of a Memorandum of Understanding with the Martinsville-Henry County Chamber of Commerce’s Partnership for Economic Growth (C-PEG) for certain services related to expansion of efforts involving small business development in the City of Martinsville for FY17 – City Manager Towarnicki summarized updates to the MOU from the previous year and pointed out key changes. Hodge asked about the business licensing with the Commissioner of Revenue. Towarnicki said that it had been shared that the process to get questions answered for zoning, permits, electricity, etc. could be complicated. Item F Community Business Launch program details were also updated. Initially this agreement was focused on the Uptown area but it will be expanded now with this new agreement. Council Member Teague made a motion to approve the MOU, Hodge seconded the motion and stated that she was pleased that the skilled trades certificate program is included. All Council Members voted in favor. June 28, 2016 Hear a presentation regarding a possible project involving changes and upgrades to the City’s wastewater treatment plant – Towarnicki summarized the wastewater treatment plant project, the sludge disposal process and welcomed representatives from Johnson Controls and June 28, 2016 Wiley Wilson. Dan Knox of Johnson Controls, Tom Fitzgerald of Wiley Wilson, and other representatives were present. Fitzgerald summarized a possible wastewater sludge project including bio solids and aeration along with potential cost savings. Class A product is a pathogenic free, bacteria free and has no odor. Class B sludge still has odor. There are no land application sites for the Class B sludge the City currently has but there is potential for the Class A sludge for sod farms, tree farms, etc. Knox said the total project payback is around 15 years. Teague asked if this process would make the odor from the plant worse. Fitzgerald said it would not affect the odors resulting from the current process. Stroud asked about cost savings, Fitzgerald said there would be savings almost immediately with over $400,000 in sludge disposal alone the first year. Towarnicki said once the plan is developed it would be added to the Asset Management Plan. Teague asked to see a graph of all expenses and payback compared to if the City did nothing with the new project proposal. Hodge asked the time frame, Fitzgerald estimated after final notice to precede it would take approximately fourteen months to complete the project. Towarnicki said there is potential to get another favorable financing deal for the City to support this project. June 28, 2016 June 28, 2016 Comments by members of City Council – Mayor Turner read a letter from Congressman Morgan Griffin regarding recognition from Tree City USA from the Arbor Day Foundation. Stroud is excited that the City continues to move in a direction to save the environment and lower cost to do business. Bowles said the Governor invited her to the Governor’s mansion and highlighted decisions made regarding local education and she had spoken with the Secretary of Education and would be following up with the Deputy Secretary of Education. Bowles introduced her intern Sherrill Esdaile who is a rising sophomore at Magna Vista. Chief June 28, 2016 Dunn shared details of a planned basketball tournament hosted by the Police Department and Parks and Recreation for Saturday July 30 at Frank Wilson Park beginning at 9am for youth up to age 18. Mayor Turner spoke on the challenge from the new Roanoke, Virginia Mayor to bring an all-star basketball team to Martinsville. He commended Zach Morris for helping organize this event as well as Hoops with Cops. Turner and Vice Mayor Bowles visited the Japanese Embassy again and hope that it will be beneficial to the City going forward. The Mustangs will be celebrating July 4 events on July 2 with fireworks. Martinsville Speedway will be holding July 4 events with free rides and The Gatlin Brothers. Local legislators have summoned AMP Ohio representatives to Danville so the Mayor, City Manager and others will be attending. Comments by City Manager – Municipal building will be closed July 4. There will be a presentation on the Strategic plan program at the July 12 Council Meeting. He hopes that this program will be live on the City website within the week for the community to view and see updates on specific topics. Towarnicki recognized Andy Lash and Esther Artis for creating a user-friendly program. He plans to bring the Strategic Plan to Council twice a year. Business from the Floor (not televised) – no one approached the podium There being no further business, a motion was made by Council Member Teague to adjourn the meeting, seconded by Council Member Hodge with all Council Members voting in favor. The meeting adjourned at 9:40pm. ______________________________________ ______________________________________ Karen Roberts Danny Turner Clerk of Council Mayor  City Council Agenda Summary Date: July 12, 2016 Item No: 2. Department: City Manager Issue: Hear a presentation regarding a possible project involving changes and upgrades to the City’s wastewater treatment plant. Summary: At the December 9, 2014 Council meeting, staff was authorized to execute a Performance Contract Project Development Agreement with Johnson Controls for possible upgrades to the City’s utility meters, conversion of street lighting to LED, and improvements/upgrades to the wastewater sludge process, with the understanding that information would be provided to Council at a later date regarding project construction cost, schedule, and project financing. Since that time staff has worked closely with Johnson Controls and the details of a possible project have been developed, much of the cost of which is covered by savings generated by the project. Details have now been developed and basic project information was presented at the June 28th meeting. Since that time, additional information has been developed regarding project financials and the information will be presented at the July 12 Council meeting regarding several possible options, with the desired outcome of authorization to proceed with filing an application for funding through the Virginia Clean Water Revolving Loan program. Attachments: None. Additional information will be presented at the meeting. Recommendations: Several project options and costs will be discussed with a recommendation being made following the presentation.  City Council Agenda Summary Date: July 12, 2016 Item No: 3. Department: City Manager Issue: Hear an update on the City’s 2016 Strategic Plan Summary: In 2015, Council spent considerable time updating the City’s Strategic Plan, and the plan was eventually approved and adopted in early 2016. As was mentioned during discussions of the plan, one desired outcome was to have the document available online and continuously updated as tasks related to the various performance measures were completed. The plan is now available for viewing online and many of the performance measures are now accompanied with notes regarding efforts related to that specific element of the plan. At the July 12 meeting an update of this process will be provided. Attachments: None Recommendations: No action needed by Council. This is being presented for information purposes for Council and the public.  City Council Agenda Summary Meeting Date: July 12, 2016 Item No: 4. Department: Finance Issue: Appropriation Approvals Summary: The attachment amends the FY16 Budget with appropriations in the following funds: General: $ 266,925 – Grant funds & Reimbursements CDBG: $ 1,708 – Refund Sewer: $ 1,931,554 – SRI Project Reimbursement Water: $ 720,000 – AMI Project Reimbursement Electric: $ 650,000 – AMI Project Reimbursement Attachments: Consent Agenda 7-12-16 Recommendations: Approve  BUDGET ADDITIONS FOR 07/12/16 ORG OBJECT DESCRIPTION DEBIT CREDIT FY16 General Fund: 01101917 442601 Categorical Other - State - EMS Four for Life 2,105 01322105 506114 EMS - Four for Life 2,105 Additional funding received over budget 01101917 442701 Categorical Other - State - Fire Programs 3,804 01321102 506110 Fire Department - Fire Programs 3,804 Additional funding received over budget 01100909 490104 Advance/Recovered Costs 258,116 01433166 506007 Health Center-Maintenance of Facilities 258,116 Renovation at Health Department Building 01100909 490801 Recovered Costs - Senior Services 2,095 01714212 501300 Senior Citizens - Part-time Wages 1,303 01714212 502100 Senior Citizens - Social Security 81 01714212 502110 Senior Citizens - Medicare 19 01714212 506049 Senior Citizens - Vehicle Fuels 692 Transportation Grant - April-June 01100909 490137 Recovered Costs - Public Safety 805 01331108 501200 Sheriff/Corrections - Overtime 390 01331108 502100 Sheriff/Corrections - Social Security 24 01331108 502110 Sheriff/Corrections - Medicare 6 01311085 501200 Police Department - Overtime 358 01311085 502100 Police Department - Social Security 22 01311085 502110 Police Department - Medicare 5 Off Duty Security reimbursements Total General Fund: 266,925 266,925 CDBG Fund: 47100905 482905 Refund/Forgiveable Grant 1,708 47823521 503150 Uptown Revitilization Project-Legal Services 41 47823521 509178 Uptown Revitilization Project-Refund of Project Funds 1,667 Refund of Forgivable Loan - 62-66 Fayette St Total CDBG Fund: 1,708 1,708 Sewer Fund: 13103936 407700 Indebtedness - VRA Loan Proceeds 1,931,554 13551326 508224 Wastewater Maintenance - SRI Project - Phys. Plant Exp. 1,931,554 VRA Reimbursement #3 Total Sewer Fund: 1,931,554 1,931,554 Water Fund: 12103936 407701 Indebtedness - Loan Proceeds 720,000 12543313 508223 AMI Project - Physical Plant Expansion 720,000 AMI Project Reimbursement Requisition #2 Total Water Fund: 720,000 720,000 Electric Fund: 14103936 407701 Indebtedness - Loan Proceeds 650,000 14563338 508223 AMI Project - Physical Plant Expansion 650,000 AMI Project Reimbursement Requisition #2 Total Electric Fund: 650,000 650,000