City Council

AGENDA--CITY COUNCIL -- CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building 6:30pm Reception 7:30pm Regular Session Tuesday, December 13, 2016 6:30 pm – Reception Reception for outgoing Council Members Danny Turner and Mark Stroud 7:30 - Regular Session Invocation & Pledge to the American Flag - Council Member Teague 1. Consider approval of minutes from November 22, 2016 Council Meeting. (2 mins) 2. Recognition of Council Member Mark Stroud and Mayor Danny Turner (10 mins) 3. Recognize retiring Public Works Director Jeff Joyce (5 mins) 4. Hear a presentation from Accredited Community Services located at 20 Walnut Street, Martinsville regarding their services available to the community (15 mins) 5. Conduct Public Hearing for the 2016 update of the City of Martinsville’s Solid Waste Management Plan (10 mins) 6. Consider approval of the City’s 2017 Legislative Agenda (15 mins) 7. Consider approval of the 2017 Comprehensive Economic Development Strategy (CEDS) list (15 mins) 8. Consider approval and adoption of the West Piedmont Multi-Jurisdictional Hazard Mitigation Plan dated November, 2016 for the City of Martinsville (15 mins) 9. Consider amending the Northside CDBG Contract (10 mins) 10. Consider a review of the City’s finance report. (5 mins) 11. Consider approval of consent agenda (2 mins) 12. Confirmation of the date and time of Council’s organization meeting in January, 2017 (2 mins) 13. Comments by members of City Council. (5 minutes) 14. Comments by City Manager. (5 minutes) 15. 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: December 13, 2016 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes from November 22, 2016 Council Meeting. Summary: None Attachments: November 22, 2016 Council Meeting minutes Recommendations: Motion to approve minutes as presented. November 22, 2016 The regular meeting of the Council of the City of Martinsville, Virginia was held on November 22, 2016, in Council Chambers, Municipal Building, at 7:30 PM with Mayor Danny Turner presiding. Council Members present included Mayor Danny Turner, Vice Mayor Jennifer Bowles, Council Member Gene Teague, Council Member Mark Stroud and Council Member Sharon Brooks Hodge. Staff present included Assistant City Manager Wayne Knox, Clerk of Council Karen Roberts, and Public Works Director Jeff Joyce. Following the invocation by Council Member Stroud and Pledge to the American Flag, Mayor Turner called the meeting to order and welcomed everyone to the meeting. Mayor Turner announced that the public hearing for a possible solar project had been postponed to a later Council meeting and would not be discussed at tonight’s meeting. Consider approval of minutes from the October 24, 2016 Neighborhood Meeting and the October 25, 2016 Council Meeting – Council Member Teague made a motion to approve the minutes as presented; Council Member Hodge seconded the motion with a 5-0 Council vote in favor. Recognize Army Veteran John R. Redd as recipient of the 2016 Henry County- Martinsville Outstanding Military Veteran, and Marine Corp Veteran Malon I. Shelton as Veteran of the Year – Mr. Redd was not present. Mayor Turner and Vice Mayor Bowles presented Mr. Shelton with a plaque. Shelton said it is an honor to receive the recognition and thanked Council for the award. Council Member Hodge said she greatly appreciated his service and was thankful for how active he has been in assisting other veterans. Hear an update from New College Institute Associate Director and Chief Academic Officer Dr. Leanna Blevins – Dr. Blevins congratulated Mr. Shelton on his award and thanked Council for recognizing the veterans. She wanted to point out the tasks that the NCI staff work on daily and shared student testimonials stating that Council should hear from the students and those who are committed to changing their lives for the better through NCI. NCI welcomes families into the facility for educational opportunities and College Night. They offer an Engineering Day for middle-school children and a College and Career Day for area residents. Council Member Hodge asked about the tele-health program, and asked if NCI is working to attract area high school students. Blevins said the former coordinator had been working with the high schools to integrate some of the coursework needed into the high school curriculum. They have also worked with Patrick Henry nursing students and IT students. Vice Mayor Bowles asked to verify if College Night is only for those looking to obtain a 4-year degree. Blevins said College Night is more focused on 2-year or 4-year degrees instead of vocational training. Mayor Turner expressed concern that the number of students seems to be down. Blevins said the enrollment is down in Bachelor Degrees but enrollment is in line with national and state enrollment decline. She stated that enrollment is up for other degrees. Council Member Teague asked where the future of NCI is going. Blevins says the school is a November 22, 2016 decade old and the model was to help our immediate region and attract more students from the local area. If the school continues to focus locally then it will continue to be small. If they expand outside of the area then a new model needs to be created. Longwood would be a good partner in addition to other potential schools. NCI would like to continue to build enrollment from outside the area but they need to focus on housing and employment for when the students graduate. The NCI Board welcomes Council opinions but they plan to move forward with reworking the new model. Bowles asked about worst-case scenario if funding in 2017 falls through. Blevins says they have financial plans in place even without funding from the Harvest Foundation. Bowles also asked if NCI received the partnership with Longwood, would NCI still offer vocational training. Blevins said the NCI Board does not want to make NCI another traditional Longwood campus; they want to offer other options including vocational and engineering. Teague asked how the timetable would unfold defining the new model over the next year. Blevins said it is hard to pinpoint a timeline and she did not want to be quoted when that could change. She does not agree that NCI needs a partner to remain academically sustainable but feels it is in the best interest of the school to grow. NCI partners with the EDC for the good of the community with EDC bringing NCI residents in need of opportunity. Both agree that the community needs a highly qualified and educated workforce. Teague asked how they are on space. Blevins said they still have plenty of space available for classes. Teague says he understands the concern expressed by Mayor Turner about other organizations occupying space but he feels it is a support system between NCI and those organizations and would not present a problem at this time. Turner says it appears the building could be used for a lot more than what it’s being utilized for at this time. Blevins says they have had over 400 graduates who have bettered their lives, advanced in their job or obtained a job and that is the mission of the school. Council Member Stroud hopes that she will be named Director and feels that would be one of the wisest decisions made by NCI. He said he felt NCI is a vital asset to the community and providing education and training for a better community. Bowles asked how the community could reach NCI and the Board members to provide their input; she also requested information on the Board meetings. Blevins said the board is working on ways to include the community involvement and feedback. The board holds public meetings twice a year and those are announced. Some of the smaller committees meet more often but are also open to the public. Recognize City Employees who are eligible for Service Awards – October 1 through December 31, 2016 – Mayor Turner read the list of service award recipients. November 22, 2016 Consider setting a Public Hearing for the December 13, 2016 Council meeting for the 2016 update of the City of Martinsville’s Solid Waste Management Plan – Jeff Joyce, Public Works Director stated the plan needs to be updated every five years, detailing where the City is on goals. Staff recommends the public hearing be set for the December 13 meeting and final touches are being handled now with copies in various locations for the public to view. Council Member Teague made a motion to set the public hearing for December 13, Council Member Stroud seconded the motion. Council Member Hodge asked if there was anything new that residents should be looking at. Joyce said the contract was updated with First Piedmont last year and recycling rates would be addressed. Over the next 5 years any cost savings would be implemented but no major changes are expected. Stroud said the workers at the landfill work hard and are pleasant to work with. All Council Members voted in favor. November 22, 2016 November 22, 2016 Consider discussion of the City’s 2017 Legislative Agenda – Assistant City Manager Knox detailed the amendments requested by Council previously. Council Member Hodge questioned the item regarding the transportation authority; considering Henry County does not share the City’s view, she asked if they still want to pursue that. Knox said the chance of it coming to fruition is a long shot. Council Member Teague said it was the City’s position so he felt it should be listed. Vice Mayor Bowles asked about the Economic Development section and if there was some language that could be added about requesting additional funding for local grants or small business grants. Teague said that might be a question for the City Attorney Eric Monday. Teague said he would like to see a statement added under Economic Development section to welcome state assistance to help stressed localities but stated he is against any forced or mandated help. He mentioned the cost of housing inmates and what was funded by the state and what percentage was funded by the locality. The per diem for inmate funding is down and the cost of housing inmates in Martinsville is $17 per day per inmate. Teague said if localities are housing state prisoners (sentenced for 1 year or more) then the state should fund them 100%. 36 of the 130 inmates in Martinsville City jail are state inmates. Teague suggested that Sheriff Draper could help draft the correct language to ask the state to fund state inmates entirely and maybe provide additional information at the next Council meeting. Mayor Turner has talked to local legislators about help with AMP Ohio November 22, 2016 and would like language added to help Danville in their battle against AMP Ohio. Knox said there is still time to rework the wording on the BPOL line item. Teague said VML supported asking JLARC to perform a study regarding the lottery sales revenue. Council Member Hodge said Mr. Poindexter suggested asking another organization to perform the study. Consider amending the Northside CDBG Contract – Assistant City Manager Knox said when the project was started they planned to only do owner/occupant homes. What they would like Council to do is send a letter of request to DHCD to allow owner/investor properties while no other items in the contract or the budget would change. Council Member Hodge asked if any of the nine interested parties are current “problem” landlords. Knox said they were not. He said they are well within the budget and plan to pick up additional homes to rehabilitate. Council Member Teague and Hodge both expressed concern that the property November 22, 2016 owner should already be investing the money to upgrade the property. Knox said some repairs are beyond what the owner is earning from rent to have the repairs made within a reasonable time frame. The property owner would repay the money back and would not be allowed to raise the current rental rates. DHCD may also require a public hearing before the contract can be amended. Franklin Street is complete but Dillard and Warren Court will not be completed until spring, 2017 due to the asphalt plants closing. Knox will return December 13 to ask Council to expand the contract. Hodge made a motion to authorize City Manager Towarnicki to mail letter of request; Vice Mayor Bowles seconded the motion with all Council members voting in favor Consider approval of consent agenda – Council Member Teague made a motion to approve the consent agenda as presented; Council Member Hodge seconded the motion with all Members in favor. November 22, 2016 Comments by members of City Council – Council Member Stroud hopes that everyone has something to be thankful for. He said he is very blessed and thankful. Council Member Hodge is thankful for youth in the community who want to share blessings and shared that Harvest Youth will be having community meal at the Martinsville High School November 23. She wished everyone a wonderful Thanksgiving. Council Member Teague congratulated Hodge on her reelection to the City Council and congratulated Kathy Lawson and Chad Martin on their election. He thanked those other candidates for their campaigning and participation. Vice Mayor Bowles congratulated Hodge, Martin and Lawson also and added that the Harvest Youth Board meal at MHS would be from 2:00-5:00pm. She stated that the Millennials of Martinsville would be volunteering at the Harvest Board dinner and instructed anyone interested in volunteering to visit HarvestFoundation.org for more information. Mayor Turner encouraged citizens to Shop Local Saturday; a local television station will follow Turner and the Vice Mayor while they shop several uptown merchants. He shared details an event honoring Pearl Harbor on December 17 at Roselawn beginning at 12:53pm and invited all World War II veterans to attend. Vice Mayor Bowles wished her father and aunt a happy birthday. Turner asked Kathy Lawson if she would like to say a word. Lawson thanked the November 22, 2016 citizens who voted and trusted her to serve on Council again and she wished everyone a blessed Thanksgiving. Lawson complimented Assistant City Manager Knox on his interaction with a resident that she spoke to recently and said the resident was very appreciative that Knox called to follow up to ensure the issues was taken care of. Comments by Assistant City Manager – Assistant City Manager Knox reminded residents there is a burning ban in the City and County. He recognized the Police Department and Public Works Departments for a successful Christmas parade. He reminded residents of the Turkey Trot on Thanksgiving Day. City Hall will be closing half-day Wednesday until Monday for the Thanksgiving holiday. Business from the Floor (not televised) – no one stepped forward. 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 9:11pm. ______________________________________ ______________________________________ Karen Roberts Danny Turner Clerk of Council Mayor  City Council Agenda Summary Date: December 13, 2016 Item No: 2. Department: City Council Issue: Recognition of Council Member Mark Stroud and Mayor Danny Turner. Summary: With their terms on Council ending in December, the December 13th Council meeting will be the last regularly scheduled Council meeting for Mark Stroud and Mayor Danny Turner. Both began their service to the City as members of Council in July, 2008. Attachments: None Recommendations: None  City Council Agenda Summary Date: December 13, 2016 Item No: 3. Department: City Manager Issue: Recognize retiring Public Works Director Jeff Joyce Summary: Public Works Director Jeff Joyce is retiring at the end of December, culminating a career spanning over 20 years with the City that began in May, 1995. Attachments: Proclamation recognizing Jeff Joyce for his service to the City. Recommendations: The Mayor will read the proclamation and present to Jeff Joyce.  Proclamation HONORING JEFF JOYCE WHEREAS, Jeff Joyce was employed by the City of Martinsville in May, 1995, and progressed through the years to the current position of Director of Public Works; and WHEREAS, during his service to the City, Jeff Joyce has exemplified professionalism, leadership, and dedication to providing the best service possible to the citizens of Martinsville and the community through his work in the Public Works Department; and WHEREAS, Jeff Joyce has chosen to retire at the end of December, 2016, culminating a career of service to City spanning over more than 20 years; NOW, THEREFORE, on this 13th day of December 2016, the Martinsville City Council hereby recognizes and commends Jeff Joyce for his outstanding service to the City of Martinsville, and extends to him and his family our best wishes for a long and happy retirement. ____________________________ Danny Turner, Mayor  City Council Agenda Summary Meeting Date: December 13, 2016 Item No: 4. Department: City Manager Issue: Hear a presentation from Accredited Community Services located at 20 Walnut Street, Martinsville regarding their services available to the community. Summary: Mr. Marlin Wilkins will be present at Council’s December 13th meeting to provide a brief presentation on the services available through Accredited Community Services. Attachment: None Recommendation: No action needed. This is for Council and public information purposes.  City Council Agenda Summary Meeting Date: December 13, 2016 Item No: 5. Department: Public Works Issue: Conduct a Public Hearing on the 2016 update of the City of Martinsville’s Solid Waste Management Plan. Summary: Section 9 VAC 20-130-175.F of the Solid Waste Planning and Recycling Regulations, Amendment 2 requires that solid waste management planning units submit a plan update on a 5-year cycle. The City’s last SWMP update was approved by Virginia DEQ in December 2011, with the 5 year update due by the end of December 2016. The City and Henry County (including the Town of Ridgeway) have submitted joint plans previously and will do so again with the current update with the City’s solid waste engineering consultant, Joyce Engineering, Inc., handling the project. The Public Hearing is required to fulfill the public participation element of the plan and Henry County will likewise hold their hearing in December. Staff will provide a brief summary and address any questions from Council or the public concerning the updated plan during the Public Hearing. Copies of the plan were placed for public review at the Library on East Church Street, in the Martinsville Public Works office, Room 226 of the Municipal Building, and at the Henry County Administration Building. Additionally, a link to the plan was posted on the City’s website for viewing via the Internet. Attachments: None Recommendations: Staff recommends adoption of the Solid Waste Management Plan update, subject to any changes resulting from the Public Hearing or public review process.  City Council Agenda Summary Date: December 13, 2016 Item No: 6. Department: City Attorney Issue: Consider approval of the City’s 2017 Legislative Agenda. Summary: At the October 25, 2016 meeting, the City’s current 2016 Legislative Agenda was provided as the basis to begin discussions for the City’s 2017 Agenda. The draft agenda was also considered by Council at the November 22nd meeting. Several suggestions have been made for revisions and those comments have now been incorporated into the 2017 document. Attachments: 2017 Legislative Agenda with previous suggested revisions included. Recommendations: Approval of the 2017 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 2017. 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. 2.3. Approve the concept of a transporation authority for southern Virginia, with a dedicated revenue stream for the construction of I-73 and other transportation priorities. 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. 4. Request the Commonwealth to fully fund the expenditures imposed upon local school systems by implementing the Standards of Quality. 5. Encourage the Commonwealth to continue or increase the current levels of financial support provided to Patrick Henry Community College. 6. Encourage the Commonwealth to provide financial support to the College of Henricopolis School of Medicine support for the concept of a medical school in Martinsville-Henry County. 7. Request the Commonwealth to provide incentives for consolidation of school systems. Economic Development 1. Maintain current levels of funding for economic development incentives, including but not limited to the Governor’s Opportunity Fund. 2. 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. 3. Continue current funding levels of the Virginia Museum of Natural History. 4. 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. 5. Support continued tourism awareness initiatives in the Martinsville-Henry County region. 6. Expand local authority to designate Enterprise Zones and establish incentives. 7. Oppose efforts by Henry County PSA to reopen the Lower Smith River Wastewater Treatment Plant, absent a regional study concluding that such is in the best interests of Martinsville-Henry County taxpayers, customer base, economic needs and state environmental policy. 6.8. Support efforts by the City of Danville to renegotiate its purchase-power contracts with AMP.  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. 3. Require that the Commonwealth fully fund its obligations to the Virginia Retirement System, and refrain from 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. Comment [EM1]: At its 11/22 meeting, Council discussed moving this to Economic 6. Oppose any elimination or alteration of local revenue streams, and specifically oppose any amendment to the Development. current manner in which the Business Occupation and Licensing Tax and the Machinery and Tools Tax are levied, unless a replacement revenue stream, not subject to biennial appropriation, is guaranteed by the Commonwealth. Comment [EM2]: Council may wish to modify this language to reflect its wishes in regard to 7. Request at a minimum, level funding for operational requirements of the Henry-Martinsville Department of BPOL. 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. 13. Request authority to refund erroneously paid taxes at an interest rate which differes from that imposed on delinquencies, and to refund taxes erroneously paid through the fault of the taxpayer at no interest. 14. Consider assigning a proportional share of lottery sales revenue to the localities generating such sales. 13.15. Require the Commonwealth to fund 100% of the per-diem costs of housing state inmates in local jails. 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 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. 3. In the short term, upgrade those portions of Route 220 overlaying I-73 to interstate standards. 4. Request $3.72M in funds for the redevelopment of brownfields extending from the former American Furniture and Sara Lee sites, along Aaron Street, to Rives Road 5. Request $6.25M in funds for the elimination and redevelopment of blighted areas in the city. 6. 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. 7. Extend high speed broadband service throughout southern Virginia. 8. 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. 9. Oppose the EPA’s proposed expansion of the definition of “waters of the United States” in 40 CFR 230.3. 2 Staff Designations City Council empowers the following staff members to speak on its behalf and in its best interests to the Virginia General Assembly and United States Congress, its members and committees: City Attorney Eric Monday City Manager Leon Towarnicki Other department heads as appointed by the City Manager 3  City Council Agenda Summary Meeting Date: December 13, 2016 Item No: 7. Department: Community Development Issue: Consider approval of the 2017 Comprehensive Economic Development Strategy (CEDS) list. Summary: Each year, the City has the option of adding, modifying, or deleting projects on the CEDS list to reflect changing local needs and priorities. As with years past, the U.S. Department of Commerce, Economic Development Administration (EDA) requires that the WPPDC Regional Comprehensive Economic Development Strategy (CEDS) annual report be submitted by March 31 (2017), to align with the PDC’s planning grant. In light of this timeframe, WPPDC is requesting that each jurisdiction determine their respective project priority list in order to meet the necessary deadline for the 2017 document update. Attached is the 2016 CEDS document and projects specific to Martinsville are listed beginning at the bottom of page A-3, ending on page A-6. Attachment: 2016 CEDS document; description of Southside Park Upgrade as an additional project. Recommendation: Approve the same projects listed in the 2016 CEDS document for 2017 with two changes – (1) the addition of Southside Community Park Upgrade as a new project for 2017, and (2) modification of the two projects listed at the top of page A-4 regarding the Smith River Interceptor project, to reflect work that has either been completed, or is under contract.  City Council Agenda Summary Meeting Date: December 13, 2016 Item No: 8. Department: Martinsville Fire & EMS Issue: Consider approval and adoption of the West Piedmont Multi- Jurisdictional Hazard Mitigation Plan dated November, 2016, for the City of Martinsville. Summary: The West Piedmont Planning District Commission--in cooperation with the counties of Franklin, Henry, Patrick, and Pittsylvania; the cities of Danville and Martinsville; and the towns of Rocky Mount, Boones Mill, Chatham, Gretna, Hurt, Ridgeway, and Stuart--has been working to update the regional Multi-Jurisdictional Hazard Mitigation Plan, originally adopted in 2006 and updated in 2011. The purpose of the plan is to identify potential natural and man- made hazards and develop strategies to address them. The draft plan has been approved by the Virginia Department of Emergency Management and the Federal Emergency Management Agency. Formal adoption of a hazard mitigation plan is required in order to qualify for hazard mitigation assistance grants. The majority of changes to the document were necessary in order to comply with federal and state regulations and recommendations. There is very little change in the roles and responsibilities of the local government departments and agencies. The hazardous vulnerability for the City of Martinsville has also remained unchanged since the last revision. Staff will be present at the meeting to briefly summarize the plan and answer questions. Attachment: Resolution Recommendation: Motion to adopt the Resolution approving the West Piedmont Multi-Jurisdictional Hazard Mitigation Plan  Council Members City Manager Danny Turner, Mayor Leon E. Towarnicki Jennifer Bowles, Vice-Mayor City Attorney Sharon Brooks-Hodge Eric H. Monday Mark Stroud Clerk of Council Gene Teague Karen Roberts RESOLUTION WEST PIEDMONT MULTI-JURISTICTIONAL HAZARD MITIGATION PLAN WHEREAS, the Disaster Mitigation Act of 2000, as amended, requires that local governments develop, adopt, and update natural hazard mitigation plans in order to receive certain federal assistance; and WHEREAS, a Mitigation Advisory Committee (“MAC”) comprised of representatives from the counties of Franklin, Henry, Patrick and Pittsylvania; the cities of Danville and Martinsville; and the towns of Boones Mill, Chatham, Gretna, Hurt, Ridgeway, Rocky Mount and Stuart was convened in order to study the West Piedmont Region’s risks from and vulnerabilities to natural hazards, and to make recommendations on mitigating the effects of such hazards on the West Piedmont Region; and WHEREAS, a request for proposals was issued to hire an experienced consulting firm to work with the MAC to update a comprehensive hazard mitigation plan for the West Piedmont Planning District; and WHEREAS, the efforts of the MAC members and the consulting firm of Dewberry, in consultation with members of the public, private and non-profit sectors, have resulted in an update of the West Piedmont Multi-Jurisdictional Hazard Mitigation Plan including the City of Martinsville, Virginia NOW THEREFORE, BE IT RESOLVED by Martinsville City Council assembled in regular session this 13th day of December, 2016, that the West Piedmont Multi- Jurisdictional Hazard Mitigation Plan dated November, 2016 is hereby approved and adopted for the City of Martinsville, Virginia. A copy of the plan is attached to this resolution. APPROVED: ____________________________________ Danny Turner, Mayor ATTEST: ________________________________ Karen Roberts, Clerk of Council  City Council Agenda Summary Meeting Date: December 13, 2016 Item No: 9. Department: Community Development Issue: Consider Amending Northside CDBG Contract Summary: The original contract was executed on January 23rd of 2015. It requires certain products to be produced by January 22, 2017. Of the eight (8) required areas to be completed, five (5) have been completed. To satisfy the remainder of the projects, additional time will be required. The final items to be worked on include: five single – family owner – occupied units to be rehabbed, one substantially reconstructed single – family owner – occupied unit, purchase of one (1) vacant unit for demolition and new construction for sale; and resurfacing of Warren Court and Dillard Street. It is felt that an extension of time until June 30, 2017 should be sufficient. Attachments: Page # 1 and 2 of Northside CDBG Contract - #14 – 13 Recommendations: Authorize City Manager to submit a letter of request for the contract extension.  City Council Agenda Summary Meeting Date: December 13, 2016 Item No: 10. Department: Finance Issue: Financial Report Summary: FY16 – Year-End - Revenues & Expenditures; Combined Balance Sheet; Fund Balance & Cash/Cash Equivalents – per FY16 CAFR Exclusive of School, Special Revenue funds, and new capital financing, actual revenues were $59,646,832, which is 98.7% of the revised budget through June 30, 2016. At year-end, Local Sales & Use Taxes collected were greater than budgeted by $133,632, for total receipts of $2,033,632; Meals Taxes collected were greater than budgeted by $17,249, for total receipts of $1,717,249. Actual expenditures at year-end were $64,448,084, which is 87.7% of the overall revised budget. Overall, Utility revenues averaged 99.36% of the revised budget for a total of $29,140,013, exclusive of debt proceeds. Utility expenditures averaged 81.18%, for a total of $28,740,102, including interfund transfers, and after all capitalization and depreciation adjustments were complete. As of June 30, the total Combined Fund Balance and Unreserved Utility Cash & Cash Equivalents was $18,786,613, a decrease from FY15 year-end of $661,105. The annual reports were submitted to the APA by the November 30 deadline, as is statutorily required. The FY16 CAFR has been published, and Council members have received their copies. We anticipate a representative from Robinson Farmer & Cox, our auditors, will be reviewing the information with Council in early 2017. Attachment: FY16 Combined Balance Sheet Final FY16 Consolidated Revenues – Expenses – Final FY16 Fund Balance - Final Recommendations: Motion to approve financial report.  City of Martinsville Combined Balance Sheet FY16 - 06/30/16 CURRENT JUNE 30, 2015 TOTAL LIABILITIES FUND BAL & FUND BAL & DIFFERENCE FUND ASSETS &RESERVES CASH & EQUIV* CASH EQUIV* FROM FY15 GENERAL FUND $ 11,840,180 $ (5,030,241) $ 6,809,940 $ 7,851,460 $ (1,041,521) MEALS TAX $ 844,678 $ - $ 844,678 $ 825,849 $ 18,829 SCHOOL CAFETERIA $ 1,185,471 $ (35,978) $ 1,149,493 $ 965,571 $ 183,922 REFUSE COLLECTION FUND $ 5,568,945 $ (239,962) $ 5,328,983 $ 6,705,304 $ (1,376,321) TELECOMMUNICATIONS $ 78,605 $ (120,226) $ (41,622) $ (355,914) $ 314,292 WATER FUND $ 4,120,659 $ (2,209,419) $ 1,911,240 $ 523,153 $ 1,388,087 SEWER FUND $ 2,068,815 $ (387,423) $ 1,681,392 $ 333,165 $ 1,348,227 ELECTRIC FUND $ 7,931,405 $ (7,490,518) $ 440,887 $ 1,981,702 $ (1,540,815) CAPITAL RESERVE FUND $ 615,831 $ (36,144) $ 579,687 $ 697,465 $ (117,778) SCHOOL FUND $ 1,594,053 $ (1,594,053) $ - $ - $ - SCHOOL FEDERAL PROGRAMS $ 221,155 $ (142,600) $ 78,554 $ (80,128) $ 158,683 CDBG FUND $ 172,400 $ (169,018) $ 3,382 $ (53,031) $ 56,413 HOUSING CHOICE $ - $ - $ - $ 53,122 $ (53,122) TOTAL $ 36,242,197 $ (17,455,584) $ 18,786,614 $ 19,447,718 $ (661,104) *Cash & Equivalent - Unrestricted (Utilities) RESERVED FUNDS INSURANCE TRUST FUND $ 465,476 $ - $ 465,476 $ 266,878 $ 198,598 INMATE TRUST FUND $ 177,546 $ - $ 177,546 $ 135,469 $ 42,077 Fiduciary Agency Funds: 05-SVRFA $ 18,167 $ (20,505) $ (2,338) $ 8,442 $ (10,780) 06-Dan River ASAP $ 419,215 $ (209,510) $ 209,706 $ 240,108 $ (30,402) 15-PRCJTA $ 340,947 $ (6,133) $ 334,814 $ 430,279 $ (95,465) 30-BRRL $ 253,653 $ (33,564) $ 220,089 $ 207,795 $ 12,294 TOTALS: $ 1,031,982 $ (269,712) $ 762,270 $ 886,624 $ (124,353)  City of Martinsville Consolidated Revenues and Expenditures FY16 - June 30, 2016 Actual Remaining Difference Budget Revised Budget YTD Balance Budget vs. Actual General Fund Revenues $ 27,282,830 $ 28,092,370 $ 28,402,562 $ (310,192) 101.1% Expenditures 34,253,643 35,659,822 32,815,426 2,844,396 92.0% Excess (deficiency) of revenues over expenditures $ (6,970,813) $ (7,567,452) $ (4,412,864) (Fund Bal Contrib) Actual Remaining Difference Budget Revised Budget YTD Balance Budget vs. Actual Capital Funds Meals Tax Revenues $ 2,066,792 $ 2,066,792 $ 2,085,622 $ (18,830) 100.9% Expenditures 1,574,128 1,574,128 1,574,129 (1) 100.0% Excess (deficiency) of revenues over expenditures $ 492,664 $ 492,664 $ 511,493 Capital Reserve Revenues $ 226,565 $ 242,199 $ 15,634 $ 226,565 6.5% Expenditures 1,661,580 2,025,417 1,318,427 706,990 65.1% Excess (deficiency) of revenues over expenditures $ (1,435,015) $ (1,783,218) $ (1,302,793) TOTAL CAPITAL FUNDS: $ (942,351) $ (1,290,554) $ (791,300) (Fund Bal Contrib) Actual Remaining Difference Budget Revised Budget YTD Balance Budget vs. Actual Refuse Fund Revenues $ 2,229,000 $ 2,229,000 $ 2,232,517 $ (3,517) 100.2% Expenditures 4,121,743 4,190,743 3,521,130 669,613 84.0% Excess (deficiency) of revenues over expenditures $ (1,892,743) $ (1,961,743) $ (1,288,613) MINet/Fiber Optic Fund Revenues $ 1,561,671 $ 1,648,068 $ 1,599,974 $ 48,094 97.1% Expenditures 1,260,716 1,347,113 1,285,681 61,432 95.4% Excess (deficiency) of revenues over expenditures $ 300,955 $ 300,955 $ 314,292 Water Fund Revenues $ 3,305,000 $ 3,305,000 $ 3,285,372 $ 19,628 99.4% Expenditures 2,975,410 2,976,910 1,817,454 1,159,456 61.1% Excess (deficiency) of revenues over expenditures $ 329,590 $ 328,090 $ 1,467,918 Sewer Fund Revenues $ 4,027,512 $ 4,027,512 $ 4,252,335 $ (224,823) 105.6% Expenditures 3,993,877 3,993,877 3,104,210 889,667 77.7% Excess (deficiency) of revenues over expenditures $ 33,635 $ 33,635 $ 1,148,125 Electric Fund Revenues $ 18,800,095 $ 18,808,905 $ 17,772,815 $ 1,036,090 94.5% Expenditures 21,117,761 21,686,321 19,011,627 2,674,694 87.7% Excess (deficiency) of revenues over expenditures $ (2,317,666) $ (2,877,416) $ (1,238,812) TOTAL UTILITY FUNDS: $ (3,847,184) $ (4,477,434) $ 88,619 (Fund Bal Contrib)  Consolidated Revenues and Expenditures FY16 - June 30, 2016 Actual Remaining Difference Budget YTD Balance Budg vs. Actual Cafeteria Revenues $ 1,398,383 $ 1,398,383 $ 1,704,484 $ (306,101) 121.9% Expenditures 1,486,358 1,486,358 1,520,562 (34,204) 102.3% Excess (deficiency) of revenues over expenditures $ (87,975) $ (87,975) $ 183,922 Schools Revenues $ 23,006,788 $ 23,211,203 $ 22,138,096 $ 1,073,107 95.4% Expenditures 23,006,788 23,269,819 22,138,096 1,131,723 95.1% Excess (deficiency) of revenues over expenditures $ - $ (58,616) $ - Federal Programs Revenues $ - $ 2,319,890 $ 2,343,234 $ (23,344) 101.0% Expenditures - 2,319,890 2,183,641 136,249 94.1% Excess (deficiency) of revenues over expenditures $ - $ - $ 159,593 TOTAL SCHOOL FUNDS: $ (87,975) $ (146,591) $ 343,515 (Fund Bal Contrib) Actual Remaining Budget YTD Balance Special Revenue Funds CDBG Fund Revenues $ 17,292 $ 619,000 $ 887,508 $ (268,508) 143.4% Expenditures 17,292 1,537,572 831,096 706,476 54.1% Excess (deficiency) of revenues over expenditures $ - $ (918,572) $ 56,412 Housing Choice Fund Revenues $ - $ - $ 2,962 $ (2,962) Expenditures 5,348 5,348 37,138 (31,790) 694.4% Excess (deficiency) of revenues over expenditures $ (5,348) $ (5,348) $ (34,176) TOTAL SPECIAL REVENUE FUNDS: $ (5,348) (923,920) $ 22,236 Actual Remaining Difference Budget Revised Budget YTD Balance Budget vs. Actual GRAND TOTALS: (excluding Schools & Special Revenues) Revenues: $ 59,499,465 60,419,846 $ 59,646,832 $ (147,367) 98.7% Expenditures 70,958,858 73,454,331 64,448,084 6,510,774 87.7% Excess (deficiency) of revenues over expenditures $ (11,459,393) (13,034,485) $ (4,801,253) Local Sales/Use Taxes $ 1,900,000 $ 1,900,000 $ 2,033,632 $ (133,632) 107.0% Meals Taxes $ 1,700,000 $ 1,700,000 $ 1,717,249 $ (17,249) 101.0% The Budgeted Revenue amounts do not include any contributions from Fund Balance.  CITY OF MARTINSVILLE FUND BALANCE 06/30/2016 Audited Fund Budgeted Audited Fund Balance & Depreciation Balance & Cash Equiv.* Revenues Expenditures (included in Cash Equiv.* Net (Decrease) 06/30/15 FY16 FY16 Expend.) 06/30/16 Increase GENERAL 7,851,460 31,247,603 32,289,124 6,809,939 (1,041,521) MEALS TAX 825,849 2,085,621 2,066,792 844,678 18,829 CAPITAL RESERVE 697,465 1,200,649 1,318,427 579,687 (117,778) TOTAL CAPITAL FUNDS 1,523,314 3,286,270 3,385,218 1,424,365 (98,949) REFUSE 6,705,304 2,232,517 3,608,838 5,328,983 (1,376,321) WATER 523,153 3,285,372 1,897,285 1,911,240 1,388,087 SEWER 333,165 4,252,335 2,904,108 1,681,392 1,348,227 ELECTRIC 1,981,702 17,772,815 19,313,630 440,887 (1,540,815) TOTAL UTILITY FUNDS 9,543,324 27,543,040 27,723,861 9,362,503 (180,821) *Unrestricted Cash & Cash Equivalent Reported for Utilities CAFETERIA 965,571 1,704,484 1,520,562 1,149,493 183,922 SCHOOLS 0 22,138,096 22,138,096 0 0 SCHOOL GRANTS (80,128) 2,343,234 2,184,552 78,554 158,682 TOTAL SCHOOL FUNDS 885,443 26,185,814 25,843,210 1,228,047 342,604 TELECOMMUNICATIONS (355,914) 1,599,974 1,285,681 (41,622) 314,292 CDBG (53,031) 887,508 831,096 3,382 56,413 HOUSING CHOICE 53,122 2,963 56,085 (0) (53,122) TOTAL SP REV FUNDS (355,823) 2,490,445 2,172,862 (38,240) 317,583 TOTAL ALL FUNDS 19,447,718 90,753,171 91,414,275 0 18,786,613 (661,105) Fund Balance Summary Total Funds: Total Category: Non-spendable: 2,343,950 Inventory 2,336,399 Prepaid Items - Gen Fund 7,551 Restricted: Committed to: 2,446,146 Cafeteria Fund 1,149,493 School Grants Fund 78,554 Re-appropriations to FY17 1,218,099 Assigned to: 1,452,747 Thorofare Construction 25,000 Capital Reserve Fund 579,687 Meals Tax Fund 844,678 CDBG Fund 3,382 Unassigned: 12,543,771 Non-utility Funds: 3,181,268 Utility Funds: 9,362,503 Totals: 18,786,613 18,786,613 Unassigned Comparison to Policy Utility Cash Reserves Comparison Fund Balance Recommended Variance to Actual: 9,362,503 10% of Budget Policy Recommended: 6,851,207 Non Utility Funds 2,809,237 372,031 Variance: 2,511,296  City Council Agenda Summary Meeting Date: December 13, 2016 Item No: 11. Department: Finance Issue: Appropriation Approval Summary: The attachment amends the FY17 Budget with appropriations in the following funds: FY17: General Fund: $ 16,415 – reimbursements, forfeiture funds Electric Fund: $ 1,435,075 – AMI Project reimbursements Water Fund: $ 232,606 – AMI Project reimbursements Capital Fund: $ 4,532 – sale of surplus Attachments: Consent Agenda 12-13-16 Recommendations: Approve  BUDGET ADDITIONS FOR 12/13/2016 ORG OBJECT DESCRIPTION DEBIT CREDIT FY17 General Fund: 01100909 490104 Advance/Recovered Costs 1,959 01331108 501300 Sheriff/Corrections - Part-time & Temporary Wages 1,450 01331108 502100 Sheriff/Corrections - Social Security 90 01331108 502110 Sheriff/Corrections - Medicare 21 01331108 506008 Sheriff/Corrections - Vehicle Equipment & Maint. 290 01331110 506200 Sheriff/Annex - Prisoner Allowance 108 Reimbursement from Henry County for litter pickup - October 01100909 490137 Recovered Costs - Public Safety 4,480 01331108 501200 Sheriff/Corrections - Overtime 3,901 01331108 502100 Sheriff/Corrections - Social Security 242 01331108 502110 Sheriff/Corrections - Medicare 57 01311085 501200 Police Department - Overtime 260 01311085 502100 Police Department - Social Security 16 01311085 502110 Police Department - Medicare 4 Off Duty Security reimbursements 01102926 436401 Categorical Federal - Confiscated Assets - Police 9,976 01311085 506079 Police Dept - Federal Asset Forfeitures 9,976 Forfeiture funds through US Marshalls Total General Fund: 16,415 16,415 Water Fund: 12103936 407701 Indebtedness - Loan Proceeds 232,606 12543313 508223 AMI Project - Physical Plant Expansion 232,606 AMI Project Reimbursement Requisition #6 & #7 Total Water Fund: 232,606 232,606 Electric Fund: 14103936 407701 Indebtedness - Loan Proceeds 1,435,075 14563338 508223 AMI Project - Physical Plant Expansion 1,435,075 AMI Project Reimbursement Requisition #6 & #7 Total Electric Fund: 1,435,075 1,435,075 Capital Fund: 16100905 416208 Sale of Surplus Equipment 4,532 16572362 508113 Tools/Equipment - Street Cleaning 4,532 Replacement of zero-turn mower Total Capital Fund: 4,532 4,532  City Council Agenda Summary Meeting Date: December 13, 2016 Item No: 12. Department: City Council Issue: Confirmation of the date and time of Council’s organization meeting in January, 2017. Summary: The City Charter, Chapter 2, “The Council”; Section 5 states “At nine o'clock ante meridian on the first regular business weekday of January following a regular municipal election, the council shall meet at the council chamber of the city, at which time the newly elected councilmen, after first having taken the oaths prescribed by law, shall assume the duties of their office.” With January 1, 2017 occurring on Sunday, January 2 (Monday) will be the observed holiday and the first regular business weekday will occur on Tuesday, January 3rd. Therefore, as prescribed by The City Charter, Council’s organizational meeting will occur on Tuesday, January 3, 2017 at 9 am in Council Chambers. Attachment: None Recommendation: No action needed. This is for Council and public information purposes.