City Council

AGENDA--CITY COUNCIL -- CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building Closed Session 7:00pm 7:30pm Regular Session Tuesday, February 28, 2017 7:00 – 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 –Mayor Teague 1. Consider approval of minutes of the February 14, 2017 Council Meeting and February 15, 2017 Work Session. (2 mins) 2. Recognize City Employees who are eligible for Service Awards – January 1 through March 31, 2017. (10 mins) 3. Hear an update from Piedmont Arts Executive Director Kathy Rogers on the Public Art Garden project located at the corner of Starling Avenue and Mulberry Road. (20 mins) 4. Hear a presentation from the Police Department regarding their 2016 Annual Report. (30 mins) 5. Consider approval of consent agenda. (2 mins) 6. Business from the Floor This section of the Council meeting provides citizens the opportunity to discuss matters, which are not listed on the printed agenda. 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. 7. Comments by members of City Council. (5 minutes) 8. Comments by City Manager. (5 minutes)  City Council Agenda Summary Meeting Date: February 28, 2017 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes from February 14, 2017 Council Meeting and the February 15, 2017 Work Session Summary: None Attachments: February 14, 2017 Council Meeting minutes February 15, 2017 Work Session minutes Recommendations: Motion to approve minutes as presented. February 14, 2017 The regular meeting of the Council of the City of Martinsville, Virginia was held on February 14, 2017 in Council Chambers, Municipal Building, at 7:30 PM with Mayor Gene Teague presiding. Council Members present included Gene Teague, Chad Martin, Jennifer Bowles, Sharon Brooks Hodge, and Kathy Lawson. Staff present included City Manager Leon Towarnicki, Assistant City Manager Wayne Knox, City Attorney Eric Monday, Clerk of Council Karen Roberts, Finance Director Linda Conover, Sheriff Steve Draper, Telecommunications Director Mike Scaffidi, Director of Electric Durwin Joyce, Director Water Resources Andy Lash and Police Chief Sean Dunn. Mayor Teague called the meeting to order and advised Council would go into Closed Session beginning at 7:00 PM. In accordance with Section 2.1-344 (A) of the Code of Virginia (1950, and as amended) and upon a motion by Council Member Lawson, seconded by Council Member Hodge, with the following 4-0 recorded vote: Council Member Lawson, aye; Mayor Teague, aye; Council Member Hodge, aye; and Council Member Bowles, aye. Council convened in Closed Session to discuss the following matters: (A) Appointments to boards and commissions as authorized by Subsection 1, 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. Vice Mayor Martin joined the closed session already in progress. 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 Lawson, seconded by Council Member Hodge, with the following 5-0 recorded vote in favor to return to Open Session: Council Member Hodge, aye; Mayor Teague, aye; Council Member Lawson, aye; Council Member Bowles, aye; and Vice Mayor Martin, aye. Council Member Hodge made a motion to appoint Joseph Martin as the Citizen member to the West Piedmont Planning District Board of Commissioners for an unexpired 3-year term ending June 30, 2019. Council Member Bowles seconded the motion with all Council Members voting in favor. Council Member Bowles made a motion to appoint Council Member Hodge as Martinsville’s elected-official representative on West Piedmont Workforce Investment Board’s Local Elected Officials Consortium for a term coinciding with the Council Member’s term on council and ending December 31, 2020. Council Member Lawson seconded the motion with all Council Members voting in favor. Following the invocation by Vice Mayor Martin and Pledge to the American Flag, Mayor Teague welcomed everyone to the meeting. February 14, 2017 Consider approval of minutes of the January 24, 2017 Council Meeting – Mayor Teague noted that changes were made to the wording in relation to the Martinsville Redevelopment Housing Authority. Council Member Lawson made a motion to approve the minutes as amended; Council Member Hodge seconded the motion with all Council Members voting in favor. Recognize retired Martinsville City Sheriff’s Deputy Roy Prillaman – Council Member Lawson read the proclamation. Sheriff Steve Draper spoke about Prillaman, stating he has always been quick to help residents in the City and in the County. Prillaman helped start the electronic monitoring program in the Sheriff’s department and accepted most tasks asked of him without complaint. Mr. Prillaman said everyone had been amazing and response to his retirement had been overwhelming. He will miss working with the Sheriff’s department and looks forward to working part-time with them beginning in March. Mayor Teague thanked Prillaman for his service and said the City and the citizens are very appreciative. Lawson said Prillaman was always willing to go the extra step. Vice Mayor Martin thanked Prillaman and referenced the projects he assisted on. Council Member Bowles thanked Prillaman and said he was one of her favorite people. Prillaman recognized his wife of 40 years and said he had made many memories while working for the City. Read a Proclamation acknowledging February 16, 2017 as Diane Teel Day in the City of Martinsville – Mayor Teague read the proclamation recognizing Ms. Teel and thanked Council Member Bowles for bringing this to his attention. February 14, 2017 Hear an update on FY17 Telecommunications operations – Mike Scaffidi, Telecommunications Director provide a PowerPoint to update Council Members on the department’s progress including current staff, responsibilities, customer base, revenue vs expenses, FY17 projects and the expected future direction in marketing, expansion and resources needed. Council Member Hodge expressed her previous concern about the high number of customers on the waiting list and said it is great to see that those customers have moved forward and become active customers. Hodge asked if the expected investment is on target. Scaffidi said the total investment is actually a little lower than anticipated. Hodge asked that he keep in mind the changing technology to prevent increased infrastructure improvements in the future. Council Member Bowles asked if he was looking for grants to assist with rural area expansion. Scaffidi said there are grants available but he does not having the manpower to research and apply for those grants. Mayor Teague asked if there were still opportunities to expand, specifically with businesses. Scaffidi said he had currently designed a system to serve the community and focusing on high bandwidth wireless solutions that can work with homes or businesses. Hodge asked at what point the City would become competition with other providers stating the City does not want to drive out other providers. City Manager Towarnicki said as more fiber is in place, it is easier to find new customers and the City can provide services to areas where current service is not available. Scaffidi said he needs staff to keep up with potential new customers. Hodge admitted to being skeptical previously but she is pleased with how the project has advanced. Teague requested a number for the total requests for residential services for the next update. February 14, 2017 Hear a staff update on operations of the City’s Electric and Water Resources Departments covering the 6-month period from July 2016 through December 2016 – Andy Lash, Water Resources Director presented a PowerPoint with updates on water and wastewater revenue/expenditures and current projects. City Manager Towarnicki said the wastewater plant operates at about half capacity while the water plant operates at about 25% capacity. This year funding was added to add a construction crew, which has saved money since the department does not have to contract out projects. Durwin Joyce, Electric Department Director continued the PowerPoint with updates on the financial benefits of the City Hydro and Landfill generation, revenues and expenditures, and current projects. Mayor Teague asked about the age of the electric infrastructure. Joyce said they would start at the substation when updating infrastructure then expand out from there. Creating underground systems would be a tremendous cost. Joyce said they replace poles annually with an average of one-tenth of the inventory being inspected and replaced as needed on a yearly basis. Thermal imaging is done yearly as additional troubleshooting. Joyce says they have invested a large amount of money on maintaining and updating the infrastructure and says there is a work order system that tracks outages. Teague requested that the number of outages and time to fix those outages be included in future reports. Hodge asked for lost revenue February 14, 2017 experienced by businesses from power outages also be added to future updates. Bowles thanked Joyce for not cutting down trees unnecessarily and asked about power pole maintenance. Joyce says when the poles are tested, a tag will be attached with the date the pole was tested so the department has records of those inspections. CenturyLink and AEP also have poles in the City. Towarnicki says the City does have an older infrastructure but the Electric department does a good job at keeping the infrastructure in good working order. City Attorney Monday noted that Carlisle School had switched services to MiNET recently and have been pleased with the switch. February 14, 2017 Hear an update on 2017 General Assembly legislative session - City Attorney Monday detailed updates made by the General Assembly including the potential 3% pay raise for elected officials, a budget amendment for smaller school budgets that have experienced an enrollment decline, Senate bill 806 regarding I73 funding. President Trumps list of infrastructure priorities, possibility of virtual school or online school alternative to a built facility, etc. Transportation Authority bill has passed the senate and is in the transportation committee of the house. Monday stated if citizens have a specific bill they would like to express opinions on, communicate your opinion to a legislator by email instead of trying to reach representatives by phone. Consider approval of consent agenda – Council Member Lawson made a motion to approve the consent agenda as presented; Council Member Hodge seconded the motion with all Members voting in favor. Business from the Floor – Ural Harris, 217 Stewart Street – said the citizens need information on the payment due on the sewer from Henry County and feels that payment February 14, 2017 could make budgeting easier. If the County reopens the plant then pricing for citizens will skyrocket. Comments by members of City Council – Council Member Hodge reminds residents that Tuesday February 21 at 5:30 CPEG will hold a public meeting on how to use the 3,000sf space at the business incubator. Council Member Lawson requested a periodic update on the Medical school. Council Member Bowles wished everyone a Happy Valentine’s Day and Happy Black History Month. Bowles reminded citizens of the 5:00pm work session Wednesday February 15. Vice Mayor Martin thanked Roy Prillaman again for his service and said on February 23, the MLK planning Council will offer a movie and panel discussion at the historic courthouse. Martin thanked Wayne Knox and Leon Towarnicki for the work on the Citizen’s Academy. Mayor Teague also reminded citizens of the budget planning work session Wednesday and said Council would tour the schools on February 23. Teague had a good trip to the VML Day with Vice Mayor Martin. Comments by City Manager – City Manager Towarnicki followed up with a request made by Council Member Bowles at the previous meeting, stating that Facebook LIVE could be done but since it is live, there is no delay if something happens during the meeting. There will be comments made during the live episode so it will need to be decided how those comments will be handled. Towarnicki said Council could try the LIVE option for a few meetings to see how it would work out and will look into what other locations may offer. Martin asked if MGTV could be used for promoting outside of the government. Monday referenced the franchise agreement for a public governmental use channel. Towarnicki reminded residents of the burning ban February 15 through April 30. He described a new outlook calendar option for Council Members to view upcoming events including the work session Wednesday 5:00-6:00, Thursday February 16 Citizens Academy 6:00-8:00 at the Senior Center and the Fire Department awards 7:00-8:00, Saturday will be the NAACP breakfast 9:00-11:00 at the Dutch Inn. Towarnicki reminded Council that Monday February 20 is Presidents Day so the Municipal Building will be closed, February 23 is the school tour so Council should meet at the high school at 8:30am, March 7-8 is the Fast Track Trade Show, and March 10-11 will be strategic planning. Towarnicki reminded Council of the work session Wednesday February 15 and said he would have information for Council tomorrow. They will need to discuss a revenue number for FY18, it will be less than last year so budget cuts will occur. They also need to decide what the school allocation will be and if tax increases are out of the question. He needs Council input on allocating reductions or eliminating some services all together. Information will be provided on current revenue and audit details, projections on reductions and how that may look. February 14, 2017 There being no further business, Council Member Hodge made a motion to adjourn the meeting; the motion was seconded by Vice Mayor Martin with all Council Members voting in favor. The meeting adjourned at 9:38pm. ______________________________________ ______________________________________ Karen Roberts Gene Teague Clerk of Council Mayor February 15, 2017 Council of the City of Martinsville, Virginia held a Work Session on February 15, 2017 in Council Chambers, Municipal Building, at 5:00 PM with Mayor Gene Teague presiding. Council Members present included Gene Teague, Chad Martin, Jennifer Bowles, Sharon Brooks Hodge, and Kathy Lawson. Staff present included City Manager Leon Towarnicki, Assistant City Manager Wayne Knox, City Attorney Eric Monday, Clerk of Council Karen Roberts, Finance Director Linda Conover, and Fire Chief Ted Anderson. Mayor Teague called the meeting to order. City Manager Towarnicki provided a pre-budget packet detailing session objectives to review the FY18 revenue projections, how reductions may affect various departments, services, revenue sources and the council’s position regarding budget impacts to school funding, services, public safety, etc. Looking at revenue from traditional sources, revenue has been flat the past several years, meaning there has been no significant growth and averages $27,200,000. $614,000 was awarded to the schools recently, which affected the fund balance. The City has $900,000 more in cash reserve policies than required to have. Looking at the FY17 budget, water/sewer increased significantly from FY15. The rate increase that occurred in July 2016 will help that even more. No funds were transferred from water/sewer in FY16 or FY17 so those funds could assist with the budget in FY18. Due to a decrease in property appraisals - $93,000 will be lost in revenue. Council Member Hodge said realistically about 40% of unpaid taxes could be collected making up for part of the deficit. Mayor Teague said it might be a good option to go after delinquent taxes more aggressively. Teague clarified for the public that Council has not agreed to any kind of tax increase. Towarnicki referred to the cigarette tax rates in local areas compared to Martinsville as well as City levies for City purposes for real estate, tangible personable property and machinery/tools. Towarnicki explained Table 1 Budget Year analysis. Hodge asked about staffing, if all City positions are required or if there are positions that can be cut or salaries decreased. Linda Conover, Finance Director said some positions were already cut last year. Towarnicki said other positions were not filled when employees retired. Teague pointed out that 20 positions had been cut from City staff in the past 8 years and the City is having a hard time finding qualified employees to fill vacant positions with the current salary offered. Hodge suggested that a salary cut be considered to accommodate budget cuts. Vice Mayor Martin asked about retiree buy-outs; Conover and Teague responded that had been done in previous years with negative results. Council Member Lawson and Council Member Hodges both agreed that they do not want to cut safety departments. Council Member Bowles does not support any cuts to the schools or safety. Martin says it is good to put information on the table to educate residents. Teague asked for input from departments explaining any implications of a budget cut before Council decides how to go forward. Hodge asks for alternative budget ideas when providing level funding for safety and schools. Lawson questioned employee raises for the upcoming year. Teague would like to see projections if everyone should participate in the budget February 15, 2017 reduction. Hodge and Bowles do not want cuts on Safety or Schools. Hodge would like to have two positions of the 22 City administrative positions reviewed. Martin would like to see both sets of projections. Council Members were all interested in unpaid real estate tax plus cigarette tax possibilities. Towarnicki explained that numbers are preliminary at this point and could change. February 15, 2017 February 15, 2017 February 15, 2017 February 15, 2017 February 15, 2017 There being no further business, Council Member Bowles made a motion to adjourn the meeting; the motion was seconded by Council Member Hodge with all Council Members voting in favor. The meeting adjourned at 6:51pm. ______________________________________ ______________________________________ Karen Roberts Gene Teague Clerk of Council Mayor  City Council Agenda Summary Meeting Date: February 28, 2017 Item No: 2. Department: Human Resources Issue: Recognize City Employees who are eligible for Service Awards – January 1 through March 31, 2017. Summary: The Service Award Program is designed to build individual morale and show appreciation to the long-service employee for their faithful service to the City of Martinsville. Attachment: Listing of City Employees who are eligible for the service award for the third quarter of FY 16-17. TO BE READ BY MAYOR. NO ACTION NECESSARY. SERVICE AWARD RECIPIENTS THIRD QUARTER - FISCAL YEAR 16-17 FOR THE PERIOD OF JANUARY 1 – MARCH 31, 2017 Name Department Years of Service DANIEL BRANNOCK SHERIFF'S DEPARTMENT 10 ROBERT JONES POLICE DEPT 15 CYNTHIA CARSON UTILITY BILLING 15 WILLIAM WILSON STREET MAINTENANCE 15 COMMISSIONER OF THE KIMBERLY BOYD REVENUE’S OFFICE 15 SHANNON AGEE WATER CONSTRUCTION 15 BILLY AKERS FIRE DEPARTMENT 20 DONALD LUCADO FIRE DEPARTMENT 25 MIKE SCAFFIDI TELECOMMUNICATIONS 25 LEON TOWARNICKI CITY MANAGER 35  City Council Agenda Summary Date: February 28, 2017 Item No: 3. Department: Police Issue: Hear a presentation from the Police Department regarding their 2016 Annual Report. Summary: The Police Department has compiled information regarding departmental activities for calendar year 2016 into an annual report format and will present the information at the February 28 Council meeting. Attachments: None. Information will be presented at the meeting. Recommendations: This item is being presented for Council and public information purposes. No Council action is required.  City Council Agenda Summary Date: February 18, 2017 Item No: 4. Department: City Manager Issue: Hear an update from Piedmont Arts Executive Director Kathy Rogers on the Public Art Garden project located at the corner of Starling Avenue and Mulberry Road. Summary: Kathy Rogers with Piedmont Arts will attend Council’s meeting and provide a brief update on the project. Attachments: None. Additional information will be presented at the meeting. Recommendations: Presented for information purposes. No Council action needed.  City Council Agenda Summary Meeting Date: February 28, 2017 Item No: 5. Department: Finance Issue: Appropriation Approval Summary: The attachment amends the FY17 Budget with appropriations in the following funds: FY17: General Fund: $ 3,098 – Reimbursements Sewer Fund: $ 123,856 – VRA Reimbursement Attachments: Consent Agenda 2-28-17 Recommendations: Approve  BUDGET ADDITIONS FOR 2/28/2017 ORG OBJECT DESCRIPTION DEBIT CREDIT FY17 General Fund: 01100909 490104 Advance/Recovered Costs 1,460 01331108 501300 Sheriff/Corrections - Part-time & Temporary Wages 1,080 01331108 502100 Sheriff/Corrections - Social Security 67 01331108 502110 Sheriff/Corrections - Medicare 16 01331108 506008 Sheriff/Corrections - Vehicle Equipment & Maint. 216 01331110 506200 Sheriff/Annex - Prisoner Allowance 81 Reimbursement from Henry County for litter pickup - January 01100909 490104 Advance/Recovered Costs 1,638 01331108 501300 Sheriff/Corrections - Part-time & Temporary Wages 1,210 01331108 502100 Sheriff/Corrections - Social Security 75 01331108 502110 Sheriff/Corrections - Medicare 18 01331108 506008 Sheriff/Corrections - Vehicle Equipment & Maint. 242 01331110 506200 Sheriff/Annex - Prisoner Allowance 93 Reimbursement from Henry County for litter pickup - December Total General Fund: 3,098 3,098 Sewer Fund: 13103936 407700 Indebtedness - VRA Loan Proceeds 123,856 13551326 508224 Wastewater Maintenance - SRI Project - Phys. Plant Exp. 123,856 VRA Reimbursement #9 Total Sewer Fund: 123,856 123,856