City Council

AGENDA--CITY COUNCIL -- CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building 7:00 pm Closed Session 7:30 pm Regular Session Tuesday, January 10, 2017 7:00 pm --Closed Session Items to be considered in Closed Session, in accordance with the Code of Virginia, Title 2.2, Chapter 37—Freedom of Information Act, Section 2.2-3711(A)—Closed Meetings, the following: A. Appointments to Boards and Commissions 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 – Council Member Bowles 1. Consider approval of minutes of the December 13, 2016 Council Meeting and the January 3, 2017 Organizational Meeting. (2 mins) 2. Conduct a public hearing on the City’s request to amend the Northside CDBG Contract (10 mins) 3. Consider a request from the Martinsville City School Board for an appropriation in the amount of $614,509, the amount of FY16 unexpended school funds. (20 mins) 4. Hear an update from Amanda Witt of the M-HC Chamber of Commerce regarding activities related to the City/C-PEG Small Business Development contract (15 mins) 5. Hear an update from Martinsville Mustangs’ General Manager Brian McConnell (15 mins) 6. Consider extending the City’s participation in the I-73 Coalition for an additional 12 months, through the end of 2017 (15 mins) 7. Hear an update from Electric Department staff regarding the recent power outage (15 mins) 8. Consider approval of consent agenda (2 mins) 9. Comments by members of City Council. (5 minutes) 10. Comments by City Manager. (5 minutes) 11. 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: January 10, 2017 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes from December 13, 2016 Council Meeting and January 3, 2017 Organizational Meeting Summary: None Attachments: Decemeber 13, 2016 Council Meeting minutes January 3, 2017 Organizational Meeting minutes Recommendations: Motion to approve minutes as presented. December 13, 2016 The regular meeting of the Council of the City of Martinsville, Virginia was held on December 13, 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 City Manager Leon Towarnicki, Assistant City Manager Wayne Knox, City Attorney Eric Monday, Emergency Management Coordinator Robert Scott, Clerk of Council Karen Roberts, Public Works Director Jeff Joyce, Finance Director Linda Conover, and Police Chief Sean Dunn Following the invocation by Council Member Teague and Pledge to the American Flag, Mayor Turner called the meeting to order and welcomed everyone to the meeting. Local business owner John Martin was present to donate furniture to the fire department. Bobby Scott thanked Mr. Martin for his generous donation. Recognition of Council Member Mark Stroud and Mayor Danny Turner – Council Members presented Turner and Stroud with Keys to the City. Council Member Hodge read the proclamation for Mayor Turner. Council Member Teague read the proclamation for Council Member Stroud. Turner added his picture to the wall of former Mayors. Teague reflected on Mayor Turner’s 8-1/2 years on Council, stating that he admires Turner’s dedication to the City and the efforts he has made to bring attention to our local veterans. Teague stated that Turner had been a strong advocate for small businesses and a constant cheerleader for local school sports and education. Teague said Stroud’s 8-1/2 years on Council proved he has a real heart for City residents and has proven to be an advocate for the City employees, stating that Stroud had continuously brought humor to Council. Council Member Hodge added that both have left a legacy from their time on Council. She said she would always think of Stroud when she hears the tornado sirens and she feels that Turner was an outstanding Mayor and advocate for the community. Vice Mayor Bowles said Stroud and Turner would be missed. She appreciates all Turner has done and does not feel there will be another Mayor-Vice Mayor relationship like the one they have had. Turner presented Stroud with a personalized Martinsville cap and a flag flown over the US capital in Stroud’s honor and read a letter from Congressman Morgan Griffith. December 13, 2016 Recognize retiring Public Works Director Jeff Joyce – Vice Mayor Bowles read the proclamation that was then presented to Jeff Joyce. Joyce thanked City Manager Towarnicki who hired him over 21 years ago, stating Towarnicki was a good man to work for. He wanted to commend the other employees he has worked with and said the City is lucky to have those employees. Council Member Hodge thanked Joyce for being agreeable and always trying to find answers for anything Council has asked of him. Council Member Stroud commended Joyce for the way he had run the Public Works departments especially the concrete crews. Council Member Teague said he could not think of another department head who has had as a diverse of a career and thanked him for his service. Mayor Turner thanked Joyce and said it was always nice to pass on concerns citizens have expressed to Joyce and his department. City Manager Towarnicki said Joyce’s wife Cheryl was in attendance and would have a long list for him to work on after his retirement. December 13, 2016 Consider approval of minutes from the November 22, 2016 Council Meeting – Council Member Teague made a motion to approve the minutes as presented; Vice Mayor Bowles seconded the motion with a 5-0 Council vote in favor. Hear a presentation from Accredited Community Services located at 20 Walnut Street, Martinsville regarding their services available to the community – City Manager Towarnicki welcomed Mr. Wilkins who provided an overview. Wilkins introduced Mr. William Walker also. Wilkins lives in Winston Salem currently but Martinsville has always been home with many of his family living here. He said he promised his grandfather who is now deceased that he wanted to do something in Martinsville to make a difference. Mr. Walker said ACS is a therapeutic day treatment after school program, while typically this is offered during the day they felt that it was taking time from student studies in school. They work with students and their families on behavior, diagnosis and provide tools to help keep children in school. They want to assist students to become productive citizens. Council Member Hodge asked how citizens could reach them and how are they funded. Walker said they are funded through Medicaid and residents can contact them through Facebook or by calling 276-336-3439. They are located at 20 Walnut Street and have 11 clients with the capacity to help 30. Council Member Stroud asked if they rely on referrals from schools. Walker said they do a lot of community outreach and receive referrals through Boys and Girls club as well. Conduct Public Hearing for the 2016 update of the City of Martinsville’s Solid Waste Management Plan – Jeff Joyce explained that regulation requires that all localities provide and December 13, 2016 frequently update a solid waste management plan with updates every 5 years. Martinsville and Henry County are one planning unit, which saves both locations money. The plan has been on the City website, in the library and other locations for public review. Council Member Hodge asked about the population projections in the plan. Joyce said it does not really affect the money provided. Mayor Turner asked about recycling rates in the report. Joyce said the City is required a 15% recycling rate, the City is over 18.7%. Joyce confirmed that the City does not recycle glass because the cost to haul the glass is very high and the glass must be kept separate by color and would cost extra if glass is mixed or contaminated. The City would also have to purchase equipment to crush the glass for recycling. Mayor Turner opened the public hearing with no one approaching the podium. Council Member Teague made a motion to adopt the Solid Waste Management Plan, Council Member Hodge seconded the motion with all Council Members voting in favor. Consider approval of the City’s 2017 Legislative Agenda – City Attorney Eric Monday stated this is the third and hopefully final review of the legislative agenda. Monday summarized those requests made by Council previously for changes to the agenda. Council Member Teague asked to adjust wording on #14 to support the VML decision to do a JLARC study and #16 to support efforts to provide resources for physically stressed cities but oppose any mandate solutions. Mayor Turner said if a City is irresponsible then someone should step in to mandate a fix. Teague responded that he felt that Council Members and the City residents could work together to correct our own issues. Vice Mayor Bowles asked about #8 regarding economic development to expand grants and resources to small businesses of stressed localities. Turner suggested training for those receiving those grants. Bowles also asked about affordable housing, Council Member Hodge said that would be more focused on VHDA instead of the general assembly. Monday said he would put more thought into correct language and would send them a revised copy for their review. Teague made a motion to conditionally approve the 2017 Legislative Agenda after modifications; Bowles seconded the motion with all Council Members voting in favor. December 13, 2016 Consider approval of the 2017 Comprehensive Economic Development Strategy (CEDS) list – Assistant City Manager Wayne Knox referred to the CEDS list distributed previously stating 2017 would be basically the same current list with the exception of A4 showing the interceptor project which is partially complete and the upgrade of Southside park to tournament standards to entertain more baseball and softball activity. Council Member Hodge asked if Hooker Field is at maximum capacity, why would we fund an additional park and would the City have to match any funds received for those upgrades. Knox said the City would have guarantees to host tournaments yearly and funds from concessions would help fund those upgrades. Council Member Teague felt it should be put on the list and be looked at going forward. Vice Mayor Bowles agreed with Hodge that the City needs revenue- generating items on the budget. She played at Southside Park growing up and feels if there was an upgrade that it would attract more visitors, players, tourists and help to bring Martinsville back to what it used to be. Council Member Stroud said he feels the City would get a better return on Southside upgrades rather than some other projects. He feels with December 13, 2016 funding and the help from the Sheriff’s Department it could be upgraded at little cost to the taxpayers. Hodge made a motion to approve the 2017 CEDS list as presented; Council Member Stroud seconded the motion with all Council Members voting in favor. December 13, 2016 December 13, 2016 December 13, 2016 Consider approval and adoption of the West Piedmont Multi-Jurisdictional Hazard Mitigation Plan dated November, 2016 for the City of Martinsville – Bobby Scott stated that the plan had been updated, reviewed by Virginia Department of Emergency Management and FEMA and there have been few changes to the plan or rolls of responsibility. Scott said the number one hazard the City faces are storm related issues. City Manager Towarnicki answered Mayor Turner’s question about storm water run-off capacity. Council Member Teague mad a motion to adopt the plan as presented, Vice Mayor Bowles seconded the motion with all Council Members voting in favor. December 13, 2016 Consider amending the Northside CDBG Contract – Assistant City Manager Knox reminded Council of his previous visit detailing the requested amendment stating there was no change in money amount. Knox added that he is also asking for an extension of the contract. The rehabilitation can be completed in 30-45 days but it takes additional time to find qualified buyers. Vice Mayor Bowles and Council Member Hodge referenced the previous meeting and how residents can work to correct their credit score and qualify for the purchase. Bowles explained that people can reach out to Knox’s department and staff can steer residents in ways to contact creditors and possibly arrange lower payments to assist in fixing their score. Council Member Teague made a motion to submit a letter requesting an extension; Hodge seconded the motion with all Council Members voting in favor. City Attorney Monday added that December is the worst financial month of the year and people tend to find themselves over their head in debt. People do not realize that “payday lenders” and “title loans” are not governed by the interest cap so their rates could be very high. He suggested residents avoid those lenders when possible. December 13, 2016 December 13, 2016 Consider a review of the City’s finance report – Linda Conover summarized the finance report. Conover confirmed a projected 2017 fund balance should be available by the second meeting in January. Vice Mayor Bowles made a motion to approve the finance report, Council Member Hodge seconded the motion with all Council Members voting in favor. December 13, 2016 Consider approval of consent agenda – Council Member Hodge made a motion to approve the consent agenda as presented; Vice Mayor Bowles seconded the motion with all Members voting in favor. December 13, 2016 Addendum: Consider a request from the Martinsville City School Board for an appropriation in the amount of $666,759, the amount of FY16 unexpended school funds – City Manager Towarnicki stated the request was received this afternoon so no one has had the opportunity to really study the information yet. There is still 7 months remaining in the current fiscal year so he feels it may be a little premature to request the appropriation. The budget was built around school enrollment, which was considerably less than what was expected. Linda Conover in Finance was able to provide numbers a short time before the Council meeting that vary from what the School Board is requesting and confirmed that a decision does not need to be made tonight. Mayor Turner pointed out that Council would have two new members at the next meeting; Council Member Hodge asked if the School Board could provide additional information. Council Member Teague said he supported additional funding for assistant principals and Hodge said that she was not opposed but wanted more information. Travis Clemons, Executive Director of Administrative Services for Martinsville City schools stated essentially Mr. Talley had made some changes, adding and removing things. He looked at the budget, moved some funds around and looked at what could be adjusted. Hodge asked if it would put a negative impact on the system by waiting for the new Council members. Towarnicki confirmed that if a decision is not made during tonight’s meeting then it would be added to the January 10 meeting. Council Member Hodge made a December 13, 2016 motion to make an appropriation of $666,759 funds; Vice Mayor Bowles seconded the motion. Teague said he prefers to sit down and talk through the numbers with Clemons and Mr. Talley so he can better understand the impact, he prefers to table the request until the January 10, 2017 meeting. Teague made a superseding motion to table the request; Mayor Turner seconded the motion. Council Member Stroud pointed out that Council received the final audit at tonight’s meeting. A 3-2 vote was held to table the request until the next meeting. Confirmation of the date and time of Council’s organization meeting in January 2017 – City Manager Towarnicki said the first business day of the new year, Tuesday January 3, 2017 would be the scheduled organization meeting prescribed by the City Charter. The meeting will start at 9:00am. Comments by members of City Council – Council Member Hodge said she has spoken to residents recently regarding concerns about rental properties. For the City to have any sort of rental program, then inspections would need two additional inspectors. She wanted to bring the concern back to the forefront. Council Member Stroud said there are provisions already through General District Court – Hodge said she would like to consider City inspections and requirements of standards for rentals and landlords. Council Member Teague said he does not feel there should be a citywide requirements but certain areas where complaints are received often could be potential rental certification sections. Stroud suggests that tenants document issues and take pictures when reports are made to landlords to prevent repercussions from the landlord. Vice Mayor Bowles asked about the need for additional staff if the certification is citywide and if the changes are made then those requirements could be looked at going forward. City Attorney Monday said Council may see some ordinance amendments in the spring after discussions with the Inspections department and issues with several problem landlords. City Manager Towarnicki confirmed that there had been some internal discussions and Kris Bridges of the Inspections department is looking into how other localities handle it. Teague feels that this should not be an all or none topic and there is capacity to correct issues on a smaller scale. Council Member Teague thanked Stroud and Turner again for their service, their dedication and friendship and wished them both the best. Council Member Stroud said his time on Council has been a blessing for him. Since surviving an auto accident in 1974 he has spent time trying to find reasons why he survived and feels that his time on City Council was important and the utmost honor to be elected twice. Vice Mayor Bowles said she would miss Turner and Stroud. Stroud thanked Turner for his service and treatment of veterans for their service and thanked him for his kindness and for his level head most times. Stroud thanked all Council Members and stated that he has enjoyed time served with them. Turner thanked the citizens of Martinsville and for giving him the honor to serve as Mayor. He has enjoyed working with local veterans. He wished everyone a Merry Christmas and happy holidays and encouraged everyone to shop local. Turner welcomed the December 13, 2016 newly elected council members and welcomed to speak. Kathy Lawson said Stroud had been a good friend for years and thanked him for his service. She jokingly said she never thought Turner would be Mayor but said he has been an amazing ambassador for the City and she expects he will continue the good work. Chad Martin thanked Jeff Joyce and suggested he may rethink the “honey-do” list. Martin said he appreciates Turner’s involvement with the band and school sports and having Bulldog pride and said he looks forward to serving with the other Council Members and feels that the citizen’s academy would be vital to residents. Comments by City Manager – Towarnicki shared that the AMI street lighting project was about 80% complete, water meters about 70% complete and contractors have recently started installation of the electric meters. Orientation with the new Council Members elect began today and will go through tomorrow. Wayne Knox has been working on the Citizen’s Academy, which will cover various aspects of the City organization, and they hope to launch that in February with minimum 10-12 participants. Council Member Hodge suggested using non- traditional methods of advertising like Snapchat, etc. Towarnicki says one of his recollections is the Mayor’s commitment to or veterans and the recent recognition at Roselawn was proof of that. He appreciates both Stroud and Turner and has enjoyed his time working with them. Stroud thanked Towarnicki and Clerk of Council Karen Roberts for their work and requested a copy of the meeting video. Stroud reflected on his relationships with previous Mayors and City Managers. Stroud stated that all employees who work for the City work as hard as they can to satisfy residents and always treat the citizens with dignity. Business from the Floor (not televised) – Sophia Esdaile said she was pleased to report the Youth Harvest Board dinner served 1,700 dinners and several more were delivered to homes in the area. She thanked the Mayor for assisting and congratulated Mayor Turner and Council Member Stroud for their time on Council. There being no further business, a motion was made by Council Member Hodge to adjourn the meeting, seconded by Vice Mayor Bowles with all Council Members voting in favor. The meeting adjourned at 9:37pm. ______________________________________ ______________________________________ Karen Roberts Danny Turner Clerk of Council Mayor January 3, 2017 An organizational meeting of the Council of the City of Martinsville, Virginia, was held on January 3, 2017, in Council Chambers, Municipal Building, beginning at 9:00 A. M., with Ashby Pritchett, Circuit Court Clerk, presiding. Council Members present included: Gene Teague, Jennifer Bowles, Sharon Brooks Hodge, Chad Martin and Kathy Lawson. Rev. James Hagwood delivered the invocation. Circuit Court Clerk Pritchett issued the oath of office to newly-elected Council Member Kathy Lawson and Council Member Chad Martin and re-elected Council Member Sharon Hodge. Mr. Pritchett called for nominations for Mayor. Council Member Lawson nominated Council Member Teague, Council Member Hodge nominated Council Member Bowles. Lawson made a motion to close nominations, Hodge seconded the motion with all Council Members voting in favor. With a 3-2 vote with Council Members Teague, Lawson and Martin voting Council Member Teague for Mayor and Council Members Brooks and Bowles voting Bowles as Mayor, Mr. Pritchett declared Council Member Gene Teague as the new Mayor of the City of Martinsville with the 3-2 vote and issued the oath of office. Mr. Pritchett then turned the meeting over to Mayor Teague who asked for nominations for Vice Mayor. Council Member Hodge nominated Council Member Bowles, Council Member Lawson nominated Council Member Martin. Lawson made a motion to close nominations, Hodge seconded the motion with all Council Members voting in favor. With a 3-2 vote with Council Members Teague, Lawson and Martin voting Council Member Martin for Vice Mayor and Council Members Brooks and Bowles voting Bowles as Vice Mayor, Mayor Teague declared Council Member Chad Martin as the new Vice Mayor of the City of Martinsville with the 3-2 vote. Mr. Pritchett issued the oath of office. Mayor Teague requested that Vice Mayor Martin take the seat to the Mayor’s right then proceeded to arrange seating for remaining three Council Members. Mayor Teague welcomed Senator Stanley to the podium for a brief statement. Stanley congratulated and welcomed new and returning Council Members. Stanley recognized former Mayor Danny Turner and presented him a flag flown over the capital in his honor. Turner congratulated new Council Members and thanked Senator Stanley. Council Member Hodge made a motion to approve the current meeting schedule of second and fourth Tuesday evenings at 7:30 P.M. with closed session held at 7pm on day of meetings. The motion was seconded by Council Member Bowles with all Council Members voting in favor. January 3, 2017 Brief comments were made by Council Members thanking Martinsville City residents as well as their family and friends for their support. Members congratulated the new and returning Council Members as well as the newly elected Mayor and Vice Mayor. Mayor Teague advised Council would go into Closed Session beginning at 9:26am. In accordance with Section 2.1-344 (A) of the Code of Virginia (1950, and as amended) and upon a motion by Council Member Hodge, seconded by Council Member Bowles, with the following 5-0 recorded vote: Martin, aye; Lawson, aye; Hodge, aye; Teague, aye; and Bowles, aye. Council convened in Closed Session to discuss the following matters: (A) Discussion of the award of a public contract involving the expenditure of public funds, including interview of bidders or offerors, and discussion of the terms 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. and (B) Consultation with legal counsel and briefings by staff members, attorneys or consultants pertaining to actual or probable litigation, or other specific legal matters requiring the provision of legal advice by such counsel, as authorized by Subsection 7. At the conclusion of Closed Session, each returning member of Council certified that (1) only public business matters exempt from open meeting requirements were discussed in said Closed Session; and (2) only those business matters identified in the motion convening the Closed Session were heard, discussed, or considered during the Session. A motion was made by Council Member Bowles, seconded by Council Member Hodge, with the following 5-0 recorded vote in favor to return to Open Session: Teague, aye; Bowles, aye; Martin, aye; Lawson, aye; and Hodge, aye. There being no further business to come before Council during their organizational meeting, Mayor Teague adjourned the meeting at 10:15am. _______________________________ __________________________ Karen Roberts M. Gene Teague Clerk of Council Mayor  City Council Agenda Summary Meeting Date: January 10, 2017 Item No: 2. Department: Community Development Issue: Conduct a public hearing on the City’s request to amend the 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, six (6) have been completed. To satisfy the remainder of the projects, additional time will be required. In addition, a request has been made to allow the rehab of some investor – owned residences, of which there are eight (8). The final initial 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. Following the submittal of the written request to amend the existing contract, DHCD advised the City to conduct a public hearing to gather any public comments. Thus, we have published the required public notice, as stipulated on January 3, 2017. It is felt that an extension of time until June 30, 2017 should be sufficient. Attachments: DHCD Grant management Manual, Chapter 4, Pages 39 and 40 Recommendations: Conduct public hearing. activities in accordance with the changes must be made. This requires an following standards: official contract amendment to the CDBG Agreement that has been signed • Property with an acquisition cost and executed by the Grantee and DHCD. less than $1,000 may be used for other activities without No amendment that significantly alters reimbursement to the Federal the scope or objectives of the project as Government or may be sold on set forth in the approved Grant Proposal the open market; and CDBG Agreement will be allowed, except as indicated below. No • Property with an acquisition cost modification of project activities is of $1,000 or more may be used allowed which will decrease the scope of or sold provided that the Grantee the project. receives approval from DHCD and compensation is made to If a project changes in such a manner as DHCD. The amount of to significantly affect the project compensation shall be computed activities but not decrease the intended by applying the percentage of benefit of the LMI persons for whom the federal participation in the cost project was funded, an amendment to the and use of the original purchase CDBG Agreement may be in order. to the under depreciated value of The following steps are required in the property as set forth above; or amending the CDBG Agreement: • If a Grantee has no need for the 1. A letter signed by the Chief property and yet it continues to Executive Officer, who executed be useful, then a request for the CDBG Agreement, must disposition instructions must be submit a letter to the Associate sent to DHCD. In response to Director of DHCD, outlining the this request, DHCD may instruct requested changes and an a Grantee to transfer or sell the explanation as to why they are property. necessary. This letter might need to be accompanied by Expendable Personal Property appropriate support documentation, including a Expendable personal property refers to revised Management Plan, all tangible personal property other than Performance-based Project nonexpendable. Examples of Budget or project area map. The expendable personal property are office letter and appropriate support supplies and lumber. documentation must be uploaded into "Reports and Communication" in CAMS as a Contract Amendments correspondence document; The Grant Manager is expected to 2. Upon receipt of the request, manage the project according to the DHCD will review the activities set forth in the CDBG substance and contributing Agreement. However, in rare cases, Chapter 4: Grant Management 39 12/03/2012  conditions involved in the conduct on-site compliance reviews. change to determine whether the The Grant Manager is expected to assist change is justified. No contract the Community Development Specialist amendment will be approved with the scheduling of the review by which results in a project which making sure that all key staff and would not have been approved consultants are available to answer the for funding in the selection Community Development Specialist's competition in which the initial questions. proposal was rated; and When the review is conducted will be 3. A formal acknowledgment of the determined by the degree or amount of amendment will be transmitted progress on the project. An interim by DHCD and must be executed compliance review is generally done by both the Grantee's authorized around forty-five (45) days after official and the Deputy Director construction begins but not later than 14 of DHCD. months after the CDBG Agreement's execution. A final compliance review If an amendment request is approved by will be scheduled when approximately DHCD, the Grantee must not obligate 85% of the CDBG funds have been any funds for affected activities until the drawn down. following steps have been taken: Prior to the compliance review, the • An Environmental Assessment Grantee will receive a letter that will must be undertaken and an announce the date, time, and place of the Environmental Review review, and identify the program areas to completed if the amendment be reviewed. Each applicable area is would affect the type or scope of reviewed through source documentation the project activities; and so it is imperative that the Grant Manager makes sure the program files • A properly advertised public are complete and up to date. hearing must be held if the proposed change in scope results The letter may include an Annual in a change in the proposed Expenditure Report, which the Grantee beneficiaries. must complete prior to the Community Development Specialist's arrival. The necessary support documentation for all L^ Consult with your Community CDBG and leverage expenditures to date Development Specialist as soon as you must be available. perceive a need for a contract amendment to ensure you know what The Grant Manager must arrange for an support documentation will be required. office space where the Community Development Specialist can review the Compliance Reviews files. To ensure the project complies with In addition to reviewing the project files, DHCD's program requirements, the the Community Development Specialist Community Development Specialist will Chapter 4: Grant Management 40 12/03/2012  City Council Agenda Summary Meeting Date: January 10, 2017 Item No: 3. Department: City Council Issue: Consider a request from the Martinsville City School Board for an appropriation in the amount of $614,509, the amount of FY16 unexpended school funds. Summary: Martinsville City School Board at their meeting on Monday, December 12, voted to request of Council an appropriation of $666,759, the unexpended amount of FY16 School funds. After further review, the correct amount available is $614,509, since $52,250 is already reserved for a potential contractual obligation. Attachment: January 5, 2017 memo from School Board Chair, Joan Montgomery. Recommendation: When the FY17 budget was balanced, a certain amount of unspent funds from FY16 rolling forward to FY17 fund balance was anticipated - $1,677, 310 to be exact. The FY16 audit indicates slightly less than that amount - $1,592,480, is available, that includes unspent FY16 school funds. If FY17 revenues and expenses occur exactly as budgeted, a School appropriation of $614,509 coupled with the audited available roll-over creates an approximate $700,000 deficit in the FY17 budget that would have to be filled from fund balance, reductions elsewhere, increased revenue, or combinations of all available options. The funds are available but there are other budget implications to the requested appropriation that Council should be aware of.  746 Indian Trail ● P.O. Box 5548 ● Martinsville, Virginia 24115 ● 276.403.5820 ● www.martinsville.k12.va.us January 5, 2017 The Martinsville City School Board has set the following goals for Dr. Zeb Talley, Superintendent, for the 2016-17 school year: 1. To improve the academic achievement at all schools toward full accreditation; 2. To provide a safe learning environment for students and staff; 3. To maintain a high level of communication among staff and the community; and 4. To recruit, hire, retain, and support a high quality teaching staff. Budget Issues for 2016-17 are: • Loss of students due to dissatisfaction with the school system, resulting in a significant loss of state funds; • Raises given to teachers with the state eliminating the funding, after teacher contacts signed; • A $350,000 reduction in local funds for the current school year; and • A large amount of the money unspent in FY16 was due to the 30 vacancies that were not filled in 2015-16 • The governor’s budget adjustment resulted in a loss of funds • The former superintendent’s retirement cost the division funds that were not allocated Recognizing that the only way to improve student achievement is to put high quality teachers in the classroom and giving them the support they need, the following changes have been made in the current school year: 1. Central office has been reduced and persons put back into schools; 2. Assistant principals were put back in schools to restore safety issues and allow principals to concentrate on instruction. No additional funds were requested; 3. Changes in personnel were made to put the right people in the right places to support teachers and students; 4. Twenty-four teachers have been hired this year to fill the 30 positions vacant from last year; 5. Plans are in place to hire reading tutors to work with individual students at elementary schools, recognizing that reading is the key to future academic success; 6. MAP Benchmark Testing has been added to see where students are in passing SOL tests and what support is needed. We must provide that support; 7. Strong communication has been implemented at all levels with the expectation that all phone calls and emails will be returned promptly. We ask for your support by allowing us to keep unspent funds for FY16 in the amount of $614,509 in order to keep the positive momentum and give our students and teachers what they need. Thank you for your consideration. Joan Montgomery, Chairman, Martinsville City School Board  City Council Agenda Summary Date: January 10, 2017 Item No: 4. Department: City Manager Issue: Hear an update from Amanda Witt of the M-HC Chamber of Commerce regarding activities related to the City/C-PEG Small Business Development contract. Summary: Information will be provided regarding activities completed or currently underway related to the City/C-PEG Small Business Development contract, West Piedmont Business Development Center (incubator), and the Farmer’s Market. Attachments: None Recommendations: No action needed - presented for information purposes only.  City Council Agenda Summary Date: January 10, 2017 Item No: 5. Department: City Manager Issue: Hear an update from Martinsville Mustangs’ General Manager Brian McConnell. Summary: Information will be provided regarding the Mustangs’ recently completed 2016 season and the upcoming 2017 season. Attachments: None Recommendations: No action needed - presented for information purposes only.  City Council Agenda Summary Meeting Date: January 10, 2017 Item No: 6. Department: City Manager Issue: Consider extending the City’s participation in the I-73 Coalition for an additional 12 months, through the end of 2017. Summary: The City’s participation in the Interstate 73 Coalition as provided in the original agreement ended in December, 2016. The Coalition consists of Roanoke City, Roanoke County, Franklin County, Henry County, and Martinsville. The Coalition is headed by Co-Executive Directors Rob Catron and John Stirrup and provides coordinated advocacy of the I-73 project on behalf of Coalition members. Attachment: Recent Year-End Update Recommendation: Staff recommends extending the City’s participation in the Coalition for an additional 12 months.  THE INTERSTATE 73 COALITION, LLC TO: Leon Towarnicki, City Manager FROM: ROB CATRON AND JOHN STIRRUP CO-EXECUTIVE DIRECTORS DATE: DECEMBER 19, 2016 RE: INTERSTATE 73 COALITION, LLC SUCCESSES TO DATE This is an update on the progress and successes we have assisted with since the formulation of the Coalition. In addition to raising the level of awareness of Interstate 73 and its benefits to the public, the media, the Governor, Members of the General Assembly, the Virginia Congressional Delegation, the multi-state Interstate 73 Corridor Congressional Delegation, Members of Congress on the Committees of jurisdiction and the US Department of Transportation, we have been successful in our approach to the Commonwealth Transportation Board (CTB). The CTB recently reprogramed two statutory I – 73 earmarks to utilize the funds in conjunction with US Route 220 / I -73 upgrades. Federal Interstate 73 compact legislation – working with several Members of Congress who serve on the Transportation and Infrastructure Committee of the House and their staffs, we developed Interstate 73 Coalition legislative language which allow for the establishment of an Interstate 73 Compact Commission. The language was included in the House version of the Transportation Reauthorization legislation and ultimately adopted by the conference committee. The language remained in the final version passed by both Houses and was signed into law by the President. State The Interstate 73 Corridor Development Fund – patroned by Senator Bill Stanley, SB 197 would reallocate and transfer the U.S. Route 58 Corridor Development Fund and Program to Interstate 73 upon completion of the U.S. Route 58 Corridor Development Program and after the Commissioner of Highways state the U.S. Route 58 project has been completed. Currently, $40 million is allocated annually to the Route 58 project. Working with Members of the State Senate and their staffs, we were able to secure passage in the Senate by a vote of 24 - 16. Unfortunately, when sent to the House of Delegates, the bill did not pass at the Committee level. Interstate 73 Compact legislation – also patroned by State Senator Bill Stanley, SB 847, amended the Virginia Code Section 33.2 to establish the Interstate 73 Transportation Compact. This legislation supports the study, development and promotion of the design, construction, financing and operation of the Interstate Corridor through the Commonwealth of Virginia and the states of South Carolina, North Carolina, West Virginia, Ohio and Michigan. Working with Members of the region’s delegation as well as other Members of House of Delegates and State Senate we were able help ensure the bill’s passage by both Houses. It was signed into law by the Governor. Moving forward in 2017 State We have a plan going forward in the 2017 Legislative Session to work to create a regional transportation authority. If passed, the region could determine which local transportation projects to fund with dollars raised locally. We will continue to create support for the construction of I-73 and inform gubernatorial candidates about I-73 and lobby for them to adopt I-73 as part of their campaign platform. We will also continue to lobby the Commonwealth Transportation Board members to ove I-73 forward with required environmental studies and planning. Federal Several funding mechanisms currently exist, including TIFIA and TIGER, which are opportunities for the Interstate 73 Coalition. Given the new Administration, it is an open question what these funding mechanisms will look like or if they will exist – it will take a bit of time to determine. The President-Elect has indicated a new funding opportunity that is worth exploring; the American Energy and Infrastructure Act – if it comes to fruition, the legislation would leverage public-private partnerships and private investments, to spur $1 trillion in infrastructure investment over ten years. In addition, the President-Elect has indicated he will sign legislation that reduces the corporate tax rate from 35% to 15% and the trillions of dollars of American corporate dollars held overseas can be brought back at a 10% rate. Those funds would be dedicated to national infrastructure improvements. We will look to take advantage of any and all financial opportunities as it relates to funding I-73 or upgrading US Route 220.  City Council Agenda Summary Meeting Date: January 10, 2017 Item No: 7. Department: Electric Issue: Hear an update from Electric Department staff regarding the recent power outage. Summary: Late on January 2nd and early morning of January 3rd, a power outage occurred affecting some areas of the City. Staff will provide an update on the specifics of that event as well as the City’s after-hours communications process. Attachment: None Recommendation: No action by Council needed.  City Council Agenda Summary Meeting Date: January 10, 2017 Item No: 8. Department: Finance Issue: Appropriation Approval Summary: The attachment amends the FY17 Budget with appropriations in the following funds: FY17: General Fund: $ 61,542 – forfeiture funds, sale of surplus, grants, donations, reimbursements Water Fund: $ 15,009 – reimbursement Sewer Fund: $ 759,876 – reimbursement Electric Fund: $ 147,888 - reimbursement Attachments: Consent Agenda 1-10-17 Recommendations: Approve  BUDGET ADDITIONS FOR 1/10/2017 ORG OBJECT DESCRIPTION DEBIT CREDIT FY17 General Fund: 01100909 490104 Advance/Recovered Costs 1,714 01331108 501300 Sheriff/Corrections - Part-time & Temporary Wages 1,270 01331108 502100 Sheriff/Corrections - Social Security 79 01331108 502110 Sheriff/Corrections - Medicare 18 01331108 506008 Sheriff/Corrections - Vehicle Equipment & Maint. 254 01331110 506200 Sheriff/Annex - Prisoner Allowance 93 Reimbursement from Henry County for litter pickup - November 01100909 490137 Recovered Costs - Public Safety 438 01331108 501200 Sheriff/Corrections - Overtime 114 01331108 502100 Sheriff/Corrections - Social Security 7 01331108 502110 Sheriff/Corrections - Medicare 2 01311085 501200 Police Department - Overtime 293 01311085 502100 Police Department - Social Security 18 01311085 502110 Police Department - Medicare 4 Off Duty Security reimbursements 01100909 490104 Advance/Recovered Costs 1,000 01321102 506130 Fire Dept. - Repair & Maint.-Burn Building 1,000 Reimbursements for training supplies 01102926 405555 Federal Categorical - Brownfields Grant - EPA 10,622 01812247 503136 Brownfields - Professional Services - Consultant 10,622 Project reimbursement 01101917 442401 Categorical Other State - Confiscated Assets - Police 288 01311085 506078 Police Dept - Conf Assets State 288 State Asset Forfeiture Proceeds 01102925 436103 Byrne/JAG Grant - Police Department 33,896 01311085 506082 Police Department - Byrne/JAG Grant Program 33,896 Federal grant award 01101918 443312 State Grant - JAG/LLEBG 3,675 01311085 506082 Police Department - Byrne/JAG Grant Program 3,675 State Grant 01101917 442701 Categorical Other State - Fire Programs Fund 9,909 01321102 506130 Fire Dept. - Repair & Maint.-Burn Building 9,909 Additional funds received Total General Fund: 61,542 61,542 Water Fund: 12103936 407701 Indebtedness - Loan Proceeds 15,009 12543313 508223 AMI Project - Physical Plant Expansion 15,009 AMI Project Reimbursement Requisition #8 Total Water Fund: 15,009 15,009 Electric Fund: 14103936 407701 Indebtedness - Loan Proceeds 147,888 14563338 508223 AMI Project - Physical Plant Expansion 147,888 AMI Project Reimbursement Requisition #8 Total Electric Fund: 147,888 147,888 Sewer Fund: 13103936 407700 Indebtedness - VRA Loan Proceeds 759,876 13551326 508224 Wastewater Maintenance - SRI Project - Phys. Plant Exp. 759,876 VRA Reimbursement #5 Total Sewer Fund: 759,876 759,876